To do this, click on “Manager” on your main screen and you will see a screen with multiple buttons. Click on “Administrative” and then “L” for “Reporting”. On the reporting screen, you are able to select a particular “Category” for reporting, i.e. “Inventory”, “Sales”, “Customer”, etc. When you click on a particular category, such as “Inventory”, you will be able to select the type of inventory report you wish to run, such as a “Reorder Report”. When you click on the particular report you want to run, a report will generate and show on the screen. Some of the reports will allow you to enter a start date and time as well as an end date and time. On some of the reports you are able to run a report on a department-by-department basis. You are able to choose multiple departments or click “All” and you can also sort by vendor. Once you have selected your desired report parameters, click “Display” and a box will come up asking “Display Which Kind Of Activity Report”? You will need to click on “Basic” or “Extended (Transfer and PO Details)”.
Sending and Receiving Purchase Orders
There are things to be aware of prior to going into the Purchase Order System. At the Control Panel, click on “Setup” and then “Setup Screen”. Click on the “Inventory” tab and there is a section on that screen “Average Cost Method”. If this feature is enabled, it will average the quantity of items x the cost of each item that has come in on the PO system and it will do the cost averaging for you. If you do not want that feature, click on “Disable”. On that same screen, there is a feature of how and when to deduct ingredients. This can be set at “Never”, “At End of Sale”, or “At Preparation”. Back on the Control Panel screen, click on “Administrative”, then “Online Ordering Setup”. You will then see a screen that will be a list of created purchase orders. You are able to view either open or closed purchase orders as well as add a new purchase order. You can also select which type of purchase orders to view, “Standard” (To be issued to a vendor), “Return To Vendor” (To send items back for things such as damage, wrong order, etc.), or “Direct Store Delivery”.
To add a new purchase order, click on “Add” on the right side of the screen. You will be asked “Which type of order to add”? Click either “Standard” or “Return To Vendor”. Click “Standard” to create an order. On Page 1 of the PO, “General Information” tab, there is a list of current vendors. Select the vendor you are creating the order for. When you click on the “Add Items” tab a list of items you purchase from the vendor you selected will come up on the top half of the screen. Above that area, if you click on and check the box “At Reorder Point”, the system runs a check on every item associated with this particular vendor, looks at the number in stock and compares that to the reorder level and if it is below the level that has previously been set for reorder, then that item will need to be reordered and will be displayed on the Purchase Order on your screen. You are able to search for a specific item by name as well as by item number. You can also click “Show All Rows” and all items will populate on the screen. You are then able to look at the low level items and manually click on that item to select it, double click and it will populate on the Purchase Order on the bottom half of the screen. Another way to select multiple items for reorder is to click on an item, hold down the “Shift” key on your keyboard and then click the “Add Selected Items” button on the right side of the screen to add the items to the Purchase Order. Another way to order just the low level items from that particular vendor is to click the “Reorder Low Stock Items” button and the items that meet the criteria will populate onto the Purchase Order portion of the screen.
On the Purchase Order Section, your standard reorder amount will come up on the screen and if you want to order additional quantities, click in the “Cases Ordered” field and enter the number you are ordering on this particular Purchase Order. You also have the ability to change the “# Per Case” and “Cost” in the same manner. The system will automatically recalculate where needed with any changes made. Make sure to “Save” the PO after creating or changing and you will be asked if you would like to print a copy of the PO; click “Yes” or “No”. Make sure you have the correct printer selected if you print the PO to avoid format issues.
To receive inventory items, at the Control Panel Screen, go back to the purchase order screen and double click on the Purchase Order you are receiving. There are different ways to receive items from a Purchase Order: One way is to click on “Receive All Items” and the “Quantity Received” field will populate with the quantity received of a particular item based on your reorder amount. Another way is to click on “Receive Item” and then we will be prompted to enter the line number we are receiving. Then you will be prompted to answer a unit type you are receiving, “Eaches” or “Cases”. When you click on one of those, you will be asked to enter the quantity received. You can also receive items by clicking on “Receiving Screen”. This allows us to do 2 different methods, you can scan the barcode and enter the quantity and click on “Submit”. The left side of the window will then populate with the items you scan in. The other way in the “Receiving Screen” is to click on the “Quick Scan” box and scan the item to have it populate on the left side of the screen. You will need to scan the barcode for each case or individual item you receive to have the correct number of a particular item received populate on the left side of the screen; you will not have to enter a quantity as with the first method of receiving items. You have the capability to delete a line by clicking on the line to delete and then click the “Delete Line” button. When you are finished in the “Receiving Screen”, click on the “Commit All” button. This will take you back to the previous Purchase Order screen and when all of the items have been “Received”, click on the “Update” button which commits the changes of the inventory levels to your stock levels.
When you are satisfied that all of the stock on the Purchase Order has been received, you will go back into the “Purchase Order” screen, click on the purchase order you just received and click “Close”. You will receive an information box on the screen stating that the purchase order cannot be reopened once closed and asks if you are sure you would like to close on the purchase order. You will click the appropriate “Yes” or “No” button. That PO disappears from the display screen but you will still have the capability to look at it later by clicking on the “Closed” button at the top where it asks if you want to view Open or Closed PO’s. You are unable to modify the PO, however.
Recipe Ingredient Tracking
The recipe ingredient tracking feature allows you to track the raw materials and raw ingredients in your inventory that are used to make or build your final product. The best way to do this would be to create an “Ingredient Department”, so that these do not clutter the main screen which would be something that could confuse the cashier. To set this up, on your main screen go to “Administrative” and then “Department Maintenance”. Click in the “Department ID” and “Department Description” fields and enter “Ingredients”, then “Save”. You will then need to add the raw ingredients you will be tracking into the inventory. Next, you will need to add the raw ingredients that you will be tracking in the “Inventory Maintenance” screen. Click on “Add Item” and you will be asked what type of item would you like to add? Click on “Standard Item” and then at the top of the screen in the “Department For This Item” field drop-down box, click on “Ingredients”. If there is an item number, enter that in the “Item Number” field and fill in the “Description” field. You do not need to enter a “Cost” or “Price You Charge” because this item is not going to be sold directly to your customer base; this is more for ordering information. Click on the “Ordering Info” tab in the middle of the screen where you will add the vendor for the particular item. Click on “Add Pricing From A Vendor” and then select the vendor to add. You will need to be clear on the units of measure you will be using to track your ingredient; you will always track by the smallest unit of each item you are tracking depending on what unit of measure each particular item you are tracking is sold. Based on the individual units of measure per package you order of the item, that will need to be entered in the “# In Stock” field at the top right side of the screen. Then, you will need to set your “Reorder Quantity” (How much to reorder based on your preset reorder level) and the “Reorder Level” (The level of that particular ingredient where you will need to reorder). These levels will also be based on the individual unit of measure per package of the item. You will indicate the “Cost Per” amount based on the units you are tracking, for example, if you are tracking coffee beans, you purchase them from your vendor by the pound but track them by the ounce, you will calculate what the cost would be per ounce by the cost you pay per pound (your cost from the vendor is $10 per lb. of coffee. There are 16 oz per lb. so you would divide $10 by 16 oz., which would be $0.625 per oz.). This is the cost to be added in the “Cost Per” field. Enter the “Case Cost” and the “Number In Case”. Click on “Save”. To deduct the ingredient from the inventory at the time of use, you will need to make a relationship between the ingredient you are setting up with the menu item it is a part of. To do this, you will need to pull onto the screen the actual menu item, then you will go to the “Recipe” tab and click on “Add Ingredient” and then do a “Search” for the ingredient. Select the ingredient and you will then be prompted to enter the quantity of the item you will use in the menu item. You will then be prompted to “Enter Yield Percentage”, which you will always leave at “0” unless you have an ingredient that waste is involved during the transfer process at which time you would enter a percentage amount, i.e. 25%, 50%, etc. This process will need to be completed for each ingredient you use to make the menu item, including cups, lids, etc.
As above in the “Recipe Ingredient Tracking” section, you should create a “Coupon Department”. Then in order to track the coupon you are creating, you will need to go to “Inventory Maintenance” and “Add Item”. When prompted “What Type of Item Would You Like to Add”? Select “Coupon”. You will then be taken to a screen where you will select “Coupon” in the drop-down box “Department For This Item”. Enter something like “Promotion” in the “Item Number” field and in the “Description” field enter what the coupon is, i.e. 50% off a certain item, and for a percentage off amount, you will need to click on the “Percentage” button and enter “-50.00” for 50% off. If you enter “50.00” that will double the price of the item when it is ordered. You then have the ability to enter an expiration date by clicking on the “Does This Coupon Expire” box and entering an expiration date. You can also select the times and days that this promotion will be valid. For other “Restrictions” click on that button and this will bring up a screen to enter other restriction criteria. There is an “Include” button, “Exclude” button, an “Exclusive” button, and a “Delete” button. If you click on the “Include” button, you will be prompted to select what type of rule you would like to add, i.e. “Item”, “Department”, or “Category”. If you click on “Department” you will then select the department for which that coupon will be valid. If you are only going to allow one coupon per visit, once you “Save” your changes, you will to the previous screen and select the “Exclusive” button. Select “Item” and you will be taken to a screen where you will search “Department” and select “Coupon”. At that point any and all coupons created for that specific department will populate on the screen. Select the coupon you are going to make “Exclusive” and what that will tell the system is that when this particular item is added to an order invoice, if the cashier tries to add another 50% off of an additional item of the same type, the cashier will see an error message on the screen. Make sure that after you have entered all of your parameters for the specific coupon that you click “Save”.
Direct Item Tracking
An example of direct item tracking would be an item that we buy and sell an item in different units. You might be purchasing an item in a case and then selling it in a single unit. Direct item tracking allows us to track inventory directly on that particular item. Click on the “Manager” button at the top right side of the screen, click on “Inventory Maintenance”. Search for your particular item and click on it. In order to start tracking an item and depleting inventory levels, as well as adding to inventory levels, you have to click the box that says “Count This Item” located in the middle section of the screen and then click “Save”.
In order to track inventory, issue purchase orders, or receive purchase orders, a vendor has to be created. To do this, click on “Manager” on your main screen and you will see a screen with multiple buttons. Click on “Administrative” and then the “Vendor Maintenance” button. This will bring up the “Vendor Maintenance” screen. There are “Previous” and “Next” buttons on the bottom that can be used to navigate through a list of vendors as well as a drop-down box where you can select the vendor you are searching for. To add a new vendor, click on “Add” at the bottom of the screen and fill in the information and then click “Save” and then “Exit”.
Back in the “Inventory Maintenance” screen, select the item you wish to track inventory and in the middle of the screen, click on the “Ordering Info” button. To add a vendor, click on the “Add Pricing From A Vendor” button to the right of that section and you will see a screen where you will be able click on the vendor you wish to add. You will be prompted to enter a Vendor Part Number and this will be an identifier for the vendor if they have given that particular item an identifying number or name when you have to re-order. You then will have to consider the smallest unit in which you will handling this item in and what is the unit that the item will be purchased in. Just above the Vendor area on the item screen, there are 2 sections that need to be filled in for tracking the item and setting up the reorder level and reorder quantity. For example, if an item is purchased by your company that is sold in a quantity of 30 units to a case, you would enter 30 in the “Reorder Level” box because you would be down to one case, or 30 units, in your inventory and that would trigger you to do a reorder. If at that point, you wanted to order 2 additional cases, you would multiply the number of single units per case and enter that in the “Reorder Quantity” box (in this case, 60). When you are tracking a direct unit, you should also set up what we call the “Case Relationship Data”. This area is located underneath the vendor section on the item screen. There are 2 sections that you will be setting up” “Cost Per”, which is the cost for a single unit, and “Case Cost” there is also an area to enter the number of items in a case. To add the initial physical number of these particular items that you currently have in stock, on your item screen, click on “Instant PO” in the lower right corner of your screen. This will allow you to add inventory. You will then be taken to a screen and will be prompted to enter a description. Once you have entered a description, click “Enter”. You will then see a screen where you can enter how many items you received.
As you sell that particular item, it is being depleted from your inventory.