Different measurement units for products arrival in the warehouse

If you need to declare products arrival in the warehouse using other measurement units than the base ones, go to the Products card through the Administration panel\Products\Products and Dishes\Meas.units tab and specify additional measurement units for your incoming order:

* Tap the Add Row button

* In this new line, input a measurement unit and a base unit calculation factor.

For example, we have Milk which base unit is the Litre. On the tab of measurement units management we can add an additional measurement unit “Bottle 1.5 l” with base unit calculation factor equal to 1.5. Thus to declare the receipt of 3 bottles in the warehouse, we have to specify “Milk, unit Bottle 1,5 l, quantity 3” in the products receipt document.  The program will automatically make the conversion of the quantity and price into base unit and we will get 1.5 * 3 = 4.5 litres entered the warehouse.

Reports of the Administration panel

Reports section:

Day report: During a day the following key figures are displayed in three sections:

  • Bottom line: Sales, Returns, Discounts, Sold quantity, Guests number, Average check.
  • The most popular: Products (Dish) designation, Quanity, Totals.
  • Discounts: Discount designation, Totals.

By employees: Displays sales for the specified date range with the possibility to filter by establishment.

It contains the following columns: Employee, Sold quantity, Discount, Sales Totals, Average bill.

Cash report: Displays till operations for the specified date range with the possibility to filter by establishment.

profitability of sales: shows a profit calculation broken down by dishes for the specified date range.

It contains the following columns: Products, Sold quantity, Sales Totals, Written-off quantity, Written-off amount, Cost price of 1 item, Markup percentage, Profit.

Sales by payment methods: Displays sales broken down by payment methods for the specified date range with the possibility to filter by establishment.

It contains the following columns: Payment method, Sold quantity, Sales Totals, Avarage check.

Sales by days: Displays sales broken down by calendar days for the specified date range.

It contains the following columns: Day, Establishment, Sales Totals.

Sales over a period: Here you have the possibility to produce a report broken down by:

Products

Products groups

Products categories

It contains the following columns: Products, Establishment, Totals, and Quantity.

 

Sales by goods – Type of report: In the fiscal group during the period

Columns: Goods (Fiscal groups) for each institution: Quantity Amount (sold), Total (for all institutions) Quantity Amount (sold)

Options:

  • Date of the start – Date & Time beginning a reported period
  • End date – the date & time due dates a reported period
  • Institution
  • Do not take into account the view of Loan Payment
  • Do not show the zero position
  • Only the fiscal receipts

It is possible to get sales figures in accordance with the changes of cash. The reporting period in this case is set by the additional parameter – the beginning and end of the shift. The arrow buttons “Forward” and “Back” allow “flipping” a report in accordance with the changes of cash, time shift will be entered automatically.

Activity Log – list of operations with documents / objects database for the period

Column: Date (date and time of the operation), description (ID – document / object, name), Login (user to perform an operation), IP (IP address), the user’s action (operation type: create, update, delete).

 

Reports of the Warehouse section

 

Products stocks movements: Displays products stocks in the warehouses for the specified date range with the possibility to filter by warehouse. 

  • Products
  • Measurement unit
  • Opening stocks (Quantity, Totals)
  • Receipts (Quantity, Totals)
  • Expenditure (Quantity, Totals)
  • Closing stocks (Quantity, Totals)
  • Minimum stock

Reports lines are highlighted in red if product’s stock in the warehouse is less than an authorized minimum level (column min.stock).

 

Cost card report – information about ingredients cost the product is made of.

 

Charts – Displays cost of goods sold in the form of a graph

Vertical – cost of goods sold

According horizontals – the days of the reporting period.

The report has two modes:

  • Only a selected period
  • Compared to the previous period

 

In mode only the selected period are displayed for sale with the help of the established calendar (start date, end date) period.

In Compare mode with the previous period are displayed simultaneously:

sales for the installed using calendars (Start date, end date) sales period for the previous period.

The duration of the previous period is automatically “shifted into the past” in relation to the assigned reporting period by the corresponding number of days of the reporting period.

That is, if you set the reporting period equal to the week, the previous comparable period will correspond to the previous week. The graph reporting period, highlighted in green, and the previous period – purple.

If you click on the graph to the intersection point of the day, the program will display a hint about the displayed period.

In Compare mode with the previous period on the horizontal axis of the chart displays the serial numbers of days of the reporting period.

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 Gains and losses

Gains and losses – comparison of monthly figures in the period with the possibility of filtering by the institution

Parameters defining the reporting period: Start date, end date

Columns:

Title of the article income / expense, places Name

Section Month: Columns amount on articles Interest

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Reports of the Loyalty section

Report by bonus points displays information for the specified date range.

It contains the following columns: Name and Surname, card number, received bonus points, spent bonus points, order number.

Consolidated report by discounts for a specified date range with filtering by establishment.

It contains the following columns: Discount (designation), percent of a discount, discount amount.

Detailed report by discounts displays information for a specified date range and allows to filter by establishment.

Columns: Order number, Order status (Open/Closed), Establishment, Created by (waiter, salesperson), Guest, Discount (designation), percent of a discount, discount amount, order amount.

 

Reports of Staff section

Pay slip - all information for salary accounting

Report Options:

  • Reporting period: Start date, end date
  • Employee – limited report information on the selected employee. If the employee is not specified, the report is generated for all employees
  • Working hours in detail – enable \ disable the detail work on-time employees

 

Columns:

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Product card

You can find a product card in the Administration panel\Products\Products and dishes.
We use the Products term as a general designation for Goods, Ingredients, Dishes, Semi-finished products and Services.

Product card fields are intended to specify:

  • Type:
    • Products are common goods that you can sell or buy. Products don’t have any job order cost card. They can be determined as ingredients of dishes or semi-finished. As soon as a dish is sold, the sold quantity of products is written-off automatically by the Products write-off document.
    • Ingredients are components of dishes or semi-finished products. Ingredients are not visible on the tablet as it is supposed that they cannot be sold. If you need to sell ingredients, set the Type value equal to Products in the Products card
    • A Dish is made of Products and Ingredients (Chicken Kiev and Blueberry Martini cocktail) and it can be sold. Dish components are defined on the Job order cost card tab. After being sold the Dish components are written-off by the Food services production document. If a Dish is composed of another Dish or Semi-finished product, the components of these ones will be also added to be written-off.
    • Semi-finished products are the same as Products. This kind of category was created to easily distinguish dishes from semi-products.
    • Services represent intangible goods that can be sold and bought. But when a service is sold or bought, no warehouse movement is generated.
  • Selling price is a price written by default in the Price list (Menu) of the tablet. The price is indicated for a base unit. In the Price list (Menu) you have the possibility to set a price other than the one indicated in the Products reference book.
  • Barcode allows you to simplify products selection when executing selling or werahouse operations.
  • Weight items, this field defines if it’s necessary to input weight for products being sold. It can be used both for weighted and draught products.
  • Not present in price list, this field is intended to make products invisible in the Price list (Menu) of the tablet.
  • Min. stock balance represents a minimum products stock that must be in the warehouse. If a Stock balance drops under the minimum quantity, the corresponding line will be highlighted in red in the Stock balance and Products stocks movements report.
  • Recommended balance represents a products balance while achieving of which it is recommended to produce a request. If a Stock balance drops under the reccomended quantity, the corresponding line will be highlighted in yellow in the Stock balance and Products stocks movements report

Last receipt price value can be defined automatically by the Products receipt document or it can be set manually. This field is used to define a product’s price during writing-off or calculation of a dish’s cost price when this product is absent in the stock balance and it’s impossible to determine its average-weighted price.

Dishes cost accounting

To keep dishes cost accounting records, it is recommended to:
* Create a separate Ingredients products group in the Administration panel: Products\Products and Dishes

* Enter products items which are ingredients (products) in the Ingredients group. When entering products items you have to set the Type field value equal to Ingredients.

Products Reference book is hierarchical so it offers the possibility to create an easy to use structure of ingredients groups.

* The Recipe tab appears for a product if its type is defined as a Dish or Semi-finished.
For a Dish, define ingredients composition for making this dish in the Product card \Recipe.

Use the Add row button to create a list of dish ingredients. You can even choose Semi-finished as an ingredient and the program will resolve it into components during automatic writing-off.
Writing-off of a product quantity will be made with respect to the Qty(gross quantity) column value.
A Net Qty (net quantity) column value is indicated just as a reference.

* To calculate Price and Cost price of a dish, tap the Calculate cost price button.
The cost price is calculated based on a weighted-avarage stock balance in the warehouse to date. If there is no stock balance, the price of the last receipt is used for the calculation.
You can set manually the receipt price in a product card (Ingredient).

Fill the Price list (Menu) in based on the products list

To fill quickly your Price list (menu) in from the Products list, you should:

  • select designation of the appropriate price list in the Administration panel\Products\Price list items
  • tap the Update from products button

You can tap the Update from products button as many times as you need to update the Price list (Menu) items after having modified the Products list.

Administration panel

Administration panel is a Web application designed to manage operations of your company’s Cloud.

Administration panel runs in any browser and on any device including tablets and smartphones.

To run the application, you have to:

Only the following persons are allowed to work in the Administration panel:

  • The Cloud Owner: user who has registered in SmartTouch POS and got the right to use the Cloud for his/her Enterprise.
  • Establishments Administrators: users who were appointed by the Owner to manage Establishments of the Company.

As a rule, waiters and salespersons have to work only in the mobile application on the tablet.

Administration panel users’ access permissions are set up in the Access\WEB panel Users section.

Administration panel web site is divided into sections depending on the activity area:

  • Products section allows working with products (dishes), price lists (menu), modifiers and printing categories
  • Orders section allows working with orders
  • Warehouse section allows performing warehouse operations related to goods arrival, displacement, writing-off of goods, production of public nutrition, inventory, requests, stock, contractors, and warehouses
  • Financial accounting allows managing all operations related to cash: payments, tills and bank accounts, cashflow items, till report
  • Reports section allows managing the major reports such as Day report, By employees, Till report, Sales return, Products stock movements, Sales
  • Loyalty section provides the possibility to set up discounts and promotions, to keep records about number of guests, to manage loyalty programs, discounts and promotions, to generate a report by bonus points and by discounts
  • Settings section allows to set up company’s contact details (logo trademark, name, description), policy, payment methods, printers, lisences and payments, taxes, organizations, closed order opening reasons, restaurant rooms, tables, reasons for a guest check cancellation

To payment is not lost, you can set the option “Notify about payment” in the box that appears to indicate the purpose of payment.

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Inventory document

This type of document is created in the Administration panel\Warehouse\Inventory screen and allows simplifying control of Products balances in the warehouse.

Manner of performance:
* Create an Inventory document using the Create button.
* Get an imputed products balance in the warehouse on the user-specified date using the Fill button. It’s this button that will show you an imputed products balance in the warehouse as of the current date (use-specified date).
* Input a real product quantity present in the warehouse In the Real qty column.
* When required, you can modify the value in the Price column  if you consider the imputed price to be wrong.
* To add new products items, tap the Add Row button.

Once you save you document, the program will execute corrective warehouse movements to make balances equal to actually input quantities. If after having entered a real products quantity you make modifications in old documents and your accounting quantity becomes different, tap the Fill acc.qty button. The program will save the actual quantity and update the accounting one.

Working with barcodes

Barcodes are used to identify Products. That’s why we recommend to equip each workplace with barcode scanners to increase work speed and avoid errors while inputting products nomenclature.  Values of all products barcodes are set on the Products detail screen in the Administration panel\Products\Products and dishes.

To input a barcode, move the cursor to the Barcode field and scan the barcode label applied to products or their packing cases.

Barcodes scanners can be connected to:
* a device which an establishment Administrator is working on in the Administration panel (laptop or PC). As an example you can use a scanner for products arrival quick processing.
* a tablet (Use for sales)

Based on the connection type, you can use a
* USB scanner
* Bluetooth scanner
* tablet camera (under development)

Configuration of restaurant rooms and tables

* You can create and edit restaurant rooms in the Administration panel: Settings\Restaurant\Restaurant rooms

* You can create and edit tables in the Administration panel: Settings\Restaurant\Tables
When you create a new table, you will have to enter its number or designation (in the Designation field) as well as the rooms where it is located (in the Restaurant room field).
The Order by field will allow you to set the selection order of tables on the tablet which is also used for a new order creation. To set tables location in the room, use the Tables map window.

Printing categories and printing of preparation tickets

Printing categories will allows you to organize preparation tickets printing at the site (kitchens, shops, bars).  For example, you can define to print orders for meat dishes only on the printer installed in the kitchen and to print orders for complicated cocktails in the bar.

To create and configure Printing categories and preparation tickets:

  • Go to the Administration panel: Products\Printing categories and create Printing categories for each printer installed at the site (kitchens, shops, bars)
  • Then go to the Administration panel: Products\Products and dishes\…Dish… \Print.Category and specify the appropriate printing category for each dish, for example:

Products\Products and Dishes\…Dish… «Chicken Kiev»\Categories\Print.Category: «Printer in the kitchen», 

           Products\Products and Dishes\…Cocktails… «Blueberry Martini»\ Categories\Print.Category: «Printer in the Bar»

Modifiers usage

Modifiers are complementary Products (Ingredients) or Services used to make a Dish.
Modifiers can be represented as:
* a complementary Product or Ingredient (for example, sour cream or jam for pancakes). In this case the Type field should have the Product value. The corresponding quantity of the product-modifier will be deducted from the warehouse after a Dish sale.
Services or notices, for example «Serve hot». A service designation will be printed on the preparation tickets(kitchen check). In this case the Type field should have the Service value.

Modifiers can be created in the Administration panel: Products\Modifiers.Procedure of entering modifiers on the tablet:

* You can add a dish to the order (or select one being already added)
* Or on the Modifiers tab, add modifiers available for a dish.

There are two types of modifiers:
* General modifiers are available for all dishes. If it is the case, you have to set General flag.
* Special modifiers are available only for certain dishes. They are specified in the dish file.

If a modifier was added to a dish, use the Price field in the modifier file to change the price amount of the dish accordingly.