SOP: Visual Inventory Replenishment & Ordering System
(“Two-Bin / Kanban System”)
Purpose
To eliminate manual stock counting and replace it with a simple visual system that allows any staff member to identify when ingredients and packaging need to be reordered. This ensures consistent availability of stock, prevents shortages, and reduces over-ordering.
Scope
Applies to all ingredients, packaging, and consumables including (but not limited to):
Cheese
Flour
Sauce
Oils
Toppings
Boxes
Containers
Cleaning supplies
System Overview
Each item is managed using:
Bin A = Working stock
Bin B = Reserve stock
When Bin A is empty and Bin B is moved forward, this automatically triggers a reorder.
This system removes the need for counting and replaces it with visual signals.
1. Stock Setup
1.1 Each ingredient must have:
Two identical containers or storage locations
Clearly labelled:
“A” for Working Stock
“B” for Reserve Stock
1.2 Bins must be placed:
Side-by-side or front-to-back
Easy to access
Always used in A → then B order
Example:
[ Portions – Bin A ] [ Pportions – Bin B ]
2. Reorder Trigger Rule
The moment Bin B is moved into the Bin A position, a reorder is required.
Rule:
“If you touch the second bin, you reorder.”
There are no exceptions.
Reorder Cards
Each product must have a laminated reorder card containing:
Item name
Supplier name
Supplier code / SKU
Standard order quantity
Store location
Example:
Beef 5KG BAG Supplier: XYZ Foods SKU: 44521 Order Qty: 10 bags
4. Reorder Board
Each store must have a visual reorder board with three columns:
Process:
When Bin B is moved forward:
Take the reorder card
Place it in the “TO ORDER” column
When the order is placed:
Move the card to “ORDERED”
When stock arrives:
Refill Bin B
Return card to its holder
Move card to “ARRIVED” briefly (optional for checking)
5. Receiving Stock
When deliveries arrive:
Refill Bin B first
Ensure Bin A remains the active working bin
Check quantities against the reorder card
Return reorder card to its storage location
6. Visual Stock Levels (Optional Enhancement)
For high-volume items (cheese, flour, sauce, boxes):
Use clear containers
Draw a line on the container:
When stock falls below the line → reorder
This acts as an early visual warning.
7. Staff Training Rule
All staff must be trained on one sentence:
“When the second bin is used, you put the reorder card on the board.”
No counting.
No guessing.
No approvals required.
8. Management Responsibilities
Store managers must:
Ensure all products have:
Two bins
One reorder card
Check the reorder board at least once per day
Place orders from the “TO ORDER” column
Ensure shelf layout remains clean and visual
9. Sauce Bottle Control (Count-Based Visual System)
Sauce bottles are managed by quantity on shelf, not by bins.
Each sauce type must have:
A clearly defined minimum bottle number
A clearly defined standard reorder quantity
A visible shelf position that always holds the same number of bottles
Example:
Buffalo Sauce Shelf Capacity: 12 bottles Reorder Trigger: 4 bottles remaining Order Quantity: 12 bottles
Reorder Rule for Sauce Bottles
When the number of bottles on the shelf reaches the minimum level, a reorder is required.
Rule:
“If the shelf hits the minimum number, you reorder.”
No counting beyond visually seeing:
Full
Half
Nearly empty
At minimum line
To make this visual:
Use a shelf divider or tape mark
Draw a red line on the shelf
When bottles reach that line → reorder
Reorder Card for Sauce Bottles Must Show:
Sauce name
Supplier
SKU
Minimum shelf quantity
Reorder quantity
Example:
SRIRACHA SAUCE Supplier: ABC Foods
Board Process (Same as Bins):
When shelf hits minimum → move reorder card to TO ORDER
When ordered → move to ORDERED
When stock arrives → restock shelf → return card
9. Benefits of the System
This SOP:
Removes dependency on stock counting
Prevents stock-outs
Reduces over-ordering
Allows any staff member to manage replenishment
Creates consistency across all franchise stores
Makes the storeroom a visual dashboard