Overview
In an effort to standardise menus and improve the speed, efficiency and accuracy of our menu updates, Cosoft will be updating the menu to bring some small but important changes in areas like naming, formatting and stock code conventions. This change confers a number of advantages to you like smoother menu deployments, quicker support turnaround, and fewer menu errors across all of our different menu profiles.
Because stock codes in particular are vital references that are used by Aura in tracking stock, some important help from you is needed at store level to reduce the disruptions that the menu changeover will cause to your stock reporting.
In short, several stock codes will need to change, meaning that the old stock codes, along with their stock price history, will be made inactive. Each store will therefore need to record the existing stock and then re-capture them for any new stock items.
This changeover will happen at month-end, so that the month’s reporting will be complete, and the new month can start with the new codes. Please make sure to follow the below steps at the times indicated to get the best outcome.
Step 1: Preparations
Before the end of the month (May 2025)
We recommend that Franchisees oversee the update steps personally, as they will have the full rights to make the necessary changes.
However, if the franchisee is not available, make sure there is someone capable who can oversee the process. Make sure they have the following permissions to their employee profile:
To edit an existing stock take.
To edit stock takes within 24 hours of posting.
To Access Stock Items
To set these, open Backoffice, and go to Preferences > Access Permissions
On the left, select the Manager category, and make sure the permissions “To edit an existing stock take” and “To edit stock takes within 24 hours of posting.” are under the Allowed section.
If not, you can search for them from the list of denied permissions and grant them by selecting them and tapping on the 
These permissions are necessary for managers to successfully complete the following step.
Step 2: Complete Full Stock Take
Final Day of the Month
The store staff will need to conduct a full stock take on the final day of the month.
After that is done, the Stock Variance, Gross Profit and the Stock Item Listing reports must be printed out in preparation of the new menu with the new stock codes.
The Stock Item Listing report can be found under Reports > Lists > Stock Item
On the Stock Item Listing report, it is important to take note of the Cost before Wastage column. You will use this as a reference to manually update the costs of any new items after the menu has updated.
Step 3: Update Stock Take
As soon as possible after June 1st 2025, AFTER the menu has updated.
After the menu update has been implemented, the closing stock from the last day of the month will now need to be edited. Please make sure that you select the correct date under ‘Stock Take Date’, this should be the last day of the month in which the full stock take was done before the new menu activated.
Under the stock take you will notice that the stock shows duplicates. This will help and ensure that the manager enters the correct stock count under the new stock, without needing to recount the stock at the store.
The manager will need to re-enter the count of the old stock, under the new stock, and change the value of the old stock to 0. Below is an example of the old stock that has been changed to 0 and the new stock which now has the count of the old stock. If the bulk cost was entered correctly as mentioned above on point number 2, then the stock value will be calculated accordingly. Please note that there will be a few rounding discrepancies between the old stock and the new stock.
Step 4: Reset Permissions
For security purposes, it’s important for the Store Owner to reset any permissions that were changed for this procedure.
Follow the process outlined in Step 1, but make sure to deny any permissions that were granted by selecting the permission and clicking the 