When To Use Inventory Limits
Food pantries who distribute items to their clients often need a way to set guardrails on how many items a client can receive. Setting up inventory limits in PantrySoft is most helpful for pantries utilizing the client portal, shop view, or other client-choice style approaches that allow clients (or volunteers on behalf of clients) to choose from available items.
Quick Comparison: Tools for Managing Inventory Limits in PantrySoft
| Item Limits | Frequency Limits | Choices | Credits | |
| Turned on out-of-the-box | 🟢 | ❌ | ❌ | ❌ |
| Configuration required | 🟢 | 🟢 | 🟢 | 🟢 |
| Customizable by household size | 🟢 | 🟢 | 🟢 | 🟢 |
| Sets max allowed for... | Item & Item Type | Time period | Item Type | Visit |
|
Based on... |
Units of inventory | Units of inventory | Custom value of inventory | Custom value of inventory |
| Can be used with other inventory limits | 🟢 | 🟢 | Item/ Frequency Limits Only | Item/ Frequency Limits Only |
| Inventory Management Complexity | Standard | Intermediate | Intermediate | Advanced |
Overview: Tools for Managing Inventory Limit in PantrySoft
PantrySoft can be configured to manage simple to advanced inventory limits. Here's an overview of the available tools:
1. Item Limits
Using limits for items and item types is simple and effective. Pantries can set a maximum number of units per item a client is allowed to order each visit, and also set the maximum number of units per item type (category of items) a client is allowed to order each visit.
Watch below as a client navigates Item Limits on the Client Portal. This client is allowed 3 total items in the Protein item type for this visit.
First, they add 1 "Beef, frozen 16oz" - this maxes out the limit on this item, but they are still allowed more items from the Protein item type. The client then adds and subtracts other Protein items from their cart until they settle on 3 they want. Then, they move up to the Vegetables & Fruit item type to being adding more items to their cart.
When to choose Item Limits:
- You want to limit how many items a client can select in the simplest way possible
- You want the option to limit the total number of items in each category, too
- You want to set guardrails for volunteers who are recording inventory on a client's visit
When to avoid Item Limits:
- Your pantry isn't tracking distributed inventory
2. Frequency Limits
Frequency limits are another layer that can be added onto item limits. Frequency limits allow pantries to set a maximum number of units per item a client is allowed to order for a period of time (per week, per month, etc.) regardless of the number of visits a client can have during that time period.
Imagine a scenario where clients are allowed to visit the pantry every week. In this scenario, our client visited last week and already picked up a "Beef, frozen 16oz" item. Watch below when the client visits this week and adds items to their cart. The frequency limit set for "Beef, frozen 16oz" says that clients are allowed only 1 of this item every month.
This client cannot add "Beef, frozen 16oz" to their cart because they've already maxed out the frequency limit during their last visit. Next month, they'll be able to add the "Beef, frozen 16oz" to another one of their visits.
When to choose Frequency Limits:
- Your clients are allowed to visit the pantry frequently, but not all items should be selected each time they visit
When to avoid Frequency Limits:
- Every time a client visits you want them to be able to choose from all in-stock items
3. Choices
Choices allow pantries to offer items of differing values, while also setting a maximum on the total value of items selected in each item type. Pantries can set a custom choice value for each inventory item. Additionally, pantries set a maximum number of choices per item type a client is allowed each visit. Choices work in addition to item limits and/or frequency limits.
Imagine the same pantry wants to get more specific about their Protein items. In this scenario, the pantry has assigned a value of 1 choice to "Can Kidney Beans", 2 choices to "Peanut Butter 16oz", 4 choices to "Beef, frozen 16oz", etc. The choice value of each item is represented by the number in the upper right-hand corner of the item card. For this client, they can select up to 3 total choices in the Protein category.
The client first adds 1 unit of "Can Kidney Beans" and 1 unit of "Peanut Butter 16oz" for a total of 3 Protein choices. Then, they add instead 1 unit of "Beef, canned, 24oz" for a total of 3 Protein choices. They finally decide on 3 units of "Can Kidney Beans", and then begin adding items from Vegetables & Fruit item type. They "Beef, frozen 16oz" item is not available to be selected because it's choice value (4) is beyond the maximum number of Protein choices this client is allowed (3).
When to choose Choices:
- You want to limit items by category, but some items in each category are "worth" different amounts
- You want to keep limits the same across households of the same size
- Your pantry uses a framework where Choices equate to nutritional servings in a food item, likely based on USDA's MyPlate guidelines.
When to avoid Choices:
- Your inventory items are simple and don't need complex limits
For more information on choices, see also: Inventory with Choice-Based System
4. Credits
Credits allow pantries to let clients balance their own budget within an allotted value of credits. Pantries can set custom credit values for each inventory item, and then assign clients a custom number of credits to 'spend' on each visit. Credits work in addition to item limits and/or frequency limits.
Imagine the same pantry wants to use credits. In this scenario, the pantry has assigned a value of 1 credit to "Can Kidney Beans", 2 credits to "Peanut Butter 16oz", 4 credits to "Beef, frozen 16oz", etc. The credit value of each item is represented by the number in the upper right-hand corner of the item card. This client is given 12 total credits to spend on this visit.
The client first adds 1 unit of "Beef, frozen 16oz", 1 unit of "Beef, canned, 24oz", and 1 unit of "Salmon, canned 5oz" for a total of 10 credits. At this point, the client maxes out the Protein item type limits of 3 items. They ultimately decided to swap out the salmon for another "Beef, canned, 24oz", and spend their remaining 2 credits in the Vegetables & Fruit item type.
When to choose Credits:
- You want to limit total items for a visit, but not all items are "worth" the same amount
- Your want your clients to think about budgeting, so want limits that look the most like dollars
- You want the option to give households of the same size different amounts of credits to "spend"
- You want to option for households to roll-over unspent credits from one visit to the next
When to avoid Credits:
- Your inventory items are simple and don't need complex limits
- You prefer to keep limits the same across households of the same size
- You prefer to "set it and forget it" and not have to audit household credit balances
For more information on credits, see also: Credit System for Inventory
Summary
When it comes to managing your inventory limits in PantrySoft, choose the tool that best fits your workflow. Whether you prefer to keep things simple, or want maximum control and flexibility, your account can be configured accordingly. Reach out to us at suppport@pantrysoft.com for help.