Warehouse

Reports of the Stock section

Products stocks movements: Displays products stocks in the warehouses for the specified date range with the possibility to filter by Storehouses, Categories and Type of goods. 

The report have mode the Do not show zero positions

• Products
• Meas. unit (Measurement unit)
• Start balance (Quantity, Sum incl. tax)
• Arrival (Quantity, Sum incl. tax)
• Consumption (Quantity, Sum incl. tax)
• End balance (Quantity, Sum incl. tax)
• Limits (Recom (Recommended balance),  Min)
• Minimum stock (Minimum balance)

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

 In the production mode of public catering, when you click on the product line, the report displays the document numbers according to which the goods moved. If the product is an ingredient, then the products in which it is included are shown.

The additional form of presentation End balances for storehouses

• A group of goods is the name of a group of goods.
• Product – name of goods
• Warehouse 1 – quantity of goods in all stock 1
• Warehouse N – quantity of goods in all stock N
• Total – the total quantity of goods in all warehouses

According to documents and goods, the quantity of goods delivered or moved between warehouses for a period.

It works in two modes, depending on the type of document selected:

• Products arrival
• Products transfer

Products arrival:

Columns: Document number, Date / time of document creation, Goods, Supplier, Target storehouse, Base unit price, Quantity, Sum incl. tax

Products transfer:

Columns: Document number, Date \ time of document creation, Goods, Target storehouse, Source storehouse, Price of base unit, Quantity, Sum ibcl. tax

Suppliers settlements  – the history of mutual settlements with the supplier for the purchased goods.
Columns: Supplier, Balance at the beginning of the period, Delivery, Outgoing payments, Balance at the end of the period
In order for the uploaded file with the details (the list of receipts and payments), it is necessary:

1. In the Supplied field, specify the required enterprise
2. Click button Export in Excel

After the program unloads the file on your computer, it can be opened in a spreadsheet editor.

Warehouse documents Goods receipt, Goods transfer, Goods write-off, Public catering, Inventory, Application for goods and materials can be printed on A4 sheets of paper.

Before printing, you need:

• Connected to a tablet with a POS terminal printer
• The warehouse document must be previously stored (held)

Printing occurs after clicking on the Print button in the warehouse document card

1. Creating a vendor
2. Create additional units
3. Create receiving papers
4. The document “Production catering”
5. The report “The remains of the movement of goods”

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.

Main tab:

• 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 recommended quantity, the corresponding line will be highlighted in yellow in the Stock balance and Products stocks movements report
• Coef. of shrinkage – the coefficient of shrinkage or frying is the coefficient determining the change in the weight of the product during its preparation or storage

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.

Meas.units

Min. the number for the auto-claim – with the option for automatic creation of orders for limits – determines the quantity of goods that will be ordered automatically if the balance becomes less than the established limit. The auto-create mode is activated by the Automatic item creation buttons for items whose balance is less than the minimum allowable value and automatically create an order for the item at positions that are less than the recommended amount in the Settings \ Accounting Policy section
Automatically create a purchase requisition for items whose balance is less than the minimum allowable
Unit. Measurements in which a parish can be drawn up – provides a list of possible options for recalculation in the base unit, taking into account the conversion factor. Typically used to recalculate the quantity of goods recorded in different packages

• Base meas. unit – Basic unit of measure – defines the unit of measure in relation to which the other units of measurement will be recalculated
  Units of measure in which the arrival can be made – the unit conversion table in relation to the basic unit
• Min. qty for auto request – with the option for automatic creation of orders for limits – determines the quantity of goods that will be ordered automatically if the balance becomes less than the established limit. The auto-create mode is activated by the Automatic item creation buttons for items whose balance is less than the minimum allowable value and automatically create an order for the item at positions that are less than the recommended amount in the Settings \ Accounting Policy section
• Units of measure in which the arrival can be made out presents a list of possible variants of recounting to the base unit, taking into account the conversion factor. Typically used to recalculate the quantity of goods recorded in different packages

Sell price tab:

It allows you to set different prices in different menus on the same goods

Categories tab:

• Print category – determines the location of the printing of the counter, for example, the kitchen, where the dish will be cooked
• Extra print category – determines the additional printing space of the counter, such as the kitchen, where the dish will be cooked
• Fiscal Group – defines a fiscal group for accounting taxes
• Class category – defines the category of a dish, for example a dish for breakfast
• Classifier
• Organization – allows you to link the goods to enterprises with different forms of ownership
• Public modifier – the product is a modifier available for all dishes
• Vendor code – the code used for communication of goods with third-party systems

Nutritional value tab:

You can take into account the nutritional values for use as recommendations to your clients for observing the optimal diet. With the help of the Program, you can keep a record of the content of fats, proteins, carbohydrates, calories in dishes.

Indicators of nutritional value of Calories, Fats, Proteins and Carbohydrates are taken into Nutritional value tab.

The program automatically calculates nutritional values ​​for dishes consisting of several products and ingredients.

Accounting for the nutritional values ​​of the dishes is based on the pricing card of the dish. In the calculation card, a list of products and ingredients of the dish is made.

Preliminary in the cards of the product of products and ingredients of the ingredients of the dish, it is necessary to take into account the nutritional values characteristic of them.

The recalculation of nutritional values after updating the ingredients of the dish, occurs when you click Calc. cost price on the Recipe tab.

Photo tab:

allows you to download, change or delete a photo of the product. In cases where it is necessary to have several images of the product, for example to show a slideshow in the electronic menu, use Adding images to menu products in the Administration panel \ Products \ Price list Items

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.

When registering a receipt in the section Administration panel \ Stock \ Products arrival , in the field “Meas.unit” select the appropriate unit of measure. The program will automatically recalculate the amount of the goods in the base unit.

The program will automatically fill the “Price” field with a value equal to the price according to the last product arrival document according to which the goods were delivered.

Change the price of the product if it does not match the price of the current arrival.

The Products list is located in the Administration panel\Products\Products and dishes. Please notice that the “Products” term is a generic one for Products, Ingredients, Dishes, Semi-finished products and Services.
For purpose of designation commonness, all Products are commonly referred to as Items in the software.

Items are located in the Products groups. To make products search easy-to-use, the structure of Products groups was made hierarchical, it means that some other groups may be found inside the main Group. You can create your own group structure and fill it with Items depending on your business activity needs.

The Create a Group button is designed to create a new group of Items.

The Parent field defines a (Parent) group one step higher in the hierarchy which contains the current Group.

To navigate between groups, double-click on the group.  

The Create Item button is designed to create a new item (Product card). When creating an item, its group’s value will be defined in the Parent field. You can change the value of the Parent field any time you need it.

To create similar Items, you can use the Copy menu option. The Copy menu option is available once you click on the button with a gear-wheel icon located in the right part of the items list.

Watch Video lesson 1 showing how to work with products list.

The Import goods button allows you to load a list of products from the database into the database.

• Import from csv-file from external file, CSV format, information in which is divided into columns using commas.
• Import data from a table – by copying cells of a spreadsheet (for example, excel), in which the columns follow a certain way.

Importing data from a table:

1. Prepare a list of products for the table with the following columns: Name, Group name, Sale price, Purchase price, Bar goods, Barcode

2. Click the Import goods button \ Import from table

3. In the table, select the cells with the goods that you want to import. Copy the table cells to the clipboard (For Excel, press CTRL + C or the context menu option “Copy”)

4. In the “Import data from a table” dialog box,

Set the pointer to a cell marked as Ctrl-V (in the upper left corner)

5. Simultaneously press the Ctrl + V keys or the “Paste” context menu option. Copied text appears in the window.
Click the “Save” button

The Import from csv-file button calls the dialogue window allowing to upload Items from an external file.

Button Export to Excel – to store in external files tables: Productions, Calculation cards, Technology cards.

The Products search field filters the list of items according to the field’s value.

The use of group processing of elements allows you to set simultaneously the values of the fields Print Category, Product Category, Fiscal Group to the goods included in the group selected by the user.

The group operation window is called when the  button is pressed and the Group processing  of elements option is selected.

The Parent field specifies the group of products for the elements of which the processing will be performed.

To specify which field should be changed, select the appropriate checkbox. If the checkbox is not set, the field value will not be modified.

Select in the drop-down list the value of the field that should be set to the Item groups

If you need to clear the field values, do not specify the field value when the check-box is installed.

To apply processing, click the Execute button.

The Production catering document is located in the Administration panel\Stock\Production catering

There are two possible modes of writing-off:

1. Write-off mode: in this mode, the warehouse stock will be written-off on actual basis of dishes sales. A writing-off document of sold dishes is created automatically and includes the calculation of a cost price for each ingredient which the dishes were made of.

If you press the Generate writing-off on sales button on the Stock \ Production catering screen, only documents for writing-off by sales will be created.

2. Production mode: in this mode, dishes and semi-finished goods production will be written-off on actual basis.

For production records, you have to go to the Administration panel: Products \ Products and Dishes…

• and in the Production storehouse field, define a warehouse where the dish will be used after being made.
• and in the Recipe section, define the ingredients composition that are essential for a dish making.

After being made, the Dish comes to the production warehouse at cost price according to the job order cost card. Its composition ingredients are written-off accordingly.

If the Dish is moved to another warehouse for further selling, it will be recorded and written-off as a Product (without job order cost card) at the cost price of the production warehouse.

Writing-off documents of produced dishes are created manually in the following way:

1. Press the Create button
2. In the document card, set the Production mode
3. Press the Add row button on the Dish production grid to generate the list of produced dishes.
4. Press the Fill button to fill the list of dish ingredients in from its job order cost card.
5. Using the Ingredients list, you can modify a dish composition, for example, change products in the production.

If there is a stock balance in the warehouse, it will be written–off with an allowance of its average-weighted price.

If there is no stock balance and writting-off into the red is authorized (the flag Settings\Accounting policy\Authorize writing-off without products stock balance is set), the program will write-off at the last receipt price. The receipt price is defined in the Administration panel: Stock\Products arrival

Executing products receipt

You can prepare products receipt in the Administration panel, section Warehouse \ Products arrival

To create a receipt, click on the Create button

In the document card, fill in all required fields:

• Supplier
• Warehouse
• Delivery number
• Comments

To enter the list of products, click on the Add row button.

In the new row, you have to input:

• product
• unit
• quantity
• price

The products amount will be calculated automatically.

Add a new row in the table for each product type.

After completing the products list, click on the Save button.

Receipt based on the payment bill

In the Administration panel, section Warehouse\Products arrival, set the row pointer on the receipt paper to be paid.

Click on the button Input based on – Payment

Fill in the payment details in the document:

• Inbound payment
• Cash movement
• Outbound payment
• Input mutual payments balances

• Charge as expenses
• Cash desk/banking account source
• Cash movement article
• Counterparty
• Amount
• Comments

To save the document, click on the Save button

Importing a list of products from a csv file

The list of goods in the receipt document can be downloaded from a text file in csv format

1. Prepare the file in accordance with the format specified below.

File format for download:

Product code, Quantity, Price, Amount

Commodity comma separated. The decimal point is a decimal point.

Each item on a separate line:

Example

1, 100, 110, 11000
2, 90, 90.5, 8145
4, 40, 15, 600
5, 50, 10, 500

2. To download, click the button Import from csv file

You can draw up a Product order:
* in the Mobile Application by using a button or an option of the Requests menu.
* in the Administration panel Warehouse\Requests.

All requests created in the Mobile Application on the tablet become visible in the Administration panel.

If you work in the Mobile Application, you can specify supplier’s company name or internal order in the Supplier field.
The order itself doesn’t mean a product arrival and it doesn’t create any warehouse movements.

To create a real products arrival, you have to tap the Input Arrival by order button. In this case a new document containing products items of the order will be added in the «Products arrival» list. To complete arrival order creation, open the appropriate document in the Administration panel, tab Warehouse\Product Arrival\Modify button. Input prices and correct quantity.  Once you save this document, a warehouse movement will be created.

Automatic calculation of the required quantity of ordered goods

Open the section Administration panel \ Warehouse \ Requests for goods and materials

Click the button in the form of a gear on the right side of the screen.

In the drop-down menu, select the required method for calculating the quantity of goods:

• Form on the basis of minimum limits
• Form on the basis of recommended limits

The program will automatically calculate and fill the required order items

Orders (Sales) created in the Mobile Application on the Tablet are visible in the Administrator’s Panel in the Orders section.

The list of applications can be limited by the date of creation using the Start date, End date filter.

When you click the down arrow on the Search button, additional order selection criteria are available:

• Order Id
• Comment
• Outlet
• Created By
• Table
• Payment type
• Class categories
• Taxes
• Products and production
• Only opened
• Delivery
• Sales only

Initially, the order table has columns: Order number, Status, Table, Institution, Amount, Extra charge, Discount, Created, Closed, Comment

If you click on the order line, additional information about the order’s composition will appear: Name, Quantity, Amount.

When you click the Open button, the order card is displayed

To view the payment order history, go to the Payments tab

If you click on the Export to Excel button, the program will offer to perform one of three actions:

• Export to Excel; upload the filter list to the Excel spreadsheet
• Export to Excel – orders for all time – download the list of applications to the Excel spreadsheet with no time limit
• Order Items – download a detailed list of orders, ordered dishes, payments, and all information related to orders to an Excel spreadsheet. This list is convenient for carrying out in-depth analysis and building arbitrary reports using Excel.

Symbol indicates  orders that require delivery to the consumer. Double-click on the delivery symbol to open the list of delivered products.

The set the Delivery flag, allows you to set a filter that allows you to display only orders associated with delivery.

To simplify the search for orders created in a mobile POS terminal on a tablet, they (orders) are numbered in a special way.

The order number consists of two parts separated by the “follow” symbol /

A unique system (cloud) number and a local number characteristic for sales made in your institution.

For example 11947967/16.

Work with orders is possible in the Administration panel on the Orders tab page

1. Production and retail storehouses
2. Product card – setting up product properties
3. Executing a “Production” document
4. “Products stock movements” report – control of products receipt
5. Move products to the retail storehouse
6. “Products stock movements” report – control of products movements
7. Sales of products
8. “Products stock movements” report – control of products write-off action at the retail storehouse

Date of prohibition of editing of warehouse documents – allows you to prevent changing warehouse documents with a date earlier than installed in the Administration panel: Stock \ Advanced \ Storehouses \ – select warehouse – “Date of forbidden modifications“

This type of document is created in the Administration panel\Stock\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.

The results of discrepancies between the accounting and actual amounts are displayed in the Columns Varian. sum + and Varian. sum –

Write-off can be made on the tablet or in the Administration Panel.

Write-off of in the administration panel described here.

Write-off on the tablet.

To go to the “Write-off” section, select the option of the Table menu: Warehouse \ Schedule

Section “Write-off” has two modes of operation: Goods and Documents. Switching between modes occurs by clicking on the corresponding tab located at the top right of the window of the mobile application.

In the Goods mode, the menu of goods available for debiting is displayed on the right side of the application. In Goods mode, a list of goods is generated.

In the Documents view, a list of debit documents is displayed on the right side of the application. This mode is provided for working with the list of documents. When navigating through the list, the list of items written off in the document is displayed on the left.

To create a new document, click the New Document button, if necessary, edit the date, the time the document was created in the dialog, and then fill in the Comment field.

Switch to the Goods mode to create a list of items to be written off.

When you click on the button with the name of the goods, it is added to the debit document.

The quantity of the written-off goods can be specified in the dialog after pressing the button with the goods:

or edit directly in the list of goods in the document with the + (plus), – (minus)

Clicking the Copy to New button allows you to create a new document with the same list of items as the document on which the index was placed.

After the final list of products is created, click the Hold document button, after the exchange the document will be sent to the cloud and will be available in the Administration panel \ Warehouse \ Goods write-off

The document can not be deleted, but can be reversed, that is, create a new document with negative values ​​for the quantity of goods.

For a reversal, set the pointer in the list of documents for the document that you want to cancel and click the Reversal button, and then a new document with negative line items will be displayed.

Reversing individual items is only available in the Administration Pane.

A return receipt accompanies the transfer of goods to the supplier, in fact is a receipt of a consignment note but with a negative quantity of goods.
Therefore, work with returnable invoices takes place in the same section of the Administration Panel as with the waybills: Warehouse \ Goods Receipt

A return waybill can be made on the basis of an invoice, in which case its original content will correspond to an incoming invoice.
To create a return invoice, under the Enter button on the bottom, select the option Returnable invoice
Then you can edit and save the document

To perform the inventory count, go to the screen Warehouse\Inventory of the mobile application and proceed as follows:

* Click the “New document” button and set the date and time for the inventory count, if necessary add comments.

* Perform the inventory count of the products’ remaining quantity by selecting an item in the menu (the right part of the screen) and entering its actual quantity.

If you have a scanner connected to your tablet, you can choose an item by scanning its barcode.

The list of items with their actual quantity will be saved in a new inventory document situated in the left part of the screen.

When inventorying a weight product, weigh the goods using a scale connected to the POS terminal, or enter the weight manually. In any case, please note that the weight goods can be weighed in several stages (for example, sugar is in several bags). With repeated weighing, the program will automatically summarize the result of all weighings.

To switch to another inventory document, use the toggle button Products\Documents.

• Once you have completed entering all actual remaining quantities of product items in the warehouse, click the “Post document” button. All information about the inventory count will be immediately transferred to the cloud and displayed in the form of a document in the Administration panel – Warehouse\Inventory section.
• To compare the actual and expected remaining quantities of products in the warehouse, open the inventory document in the Administration panel using the link Warehouse\Inventory.

The Copy button allows creating a copy of the inventory document with the purpose of its further updating.

The Delete button allows deleting the document, if it has not been posted yet.

The menu button […] allows editing the moment and comments of the document, if it has not been posted yet.

A stock balance in the warehouse can be defined in the Administration panel:

• Stock\Reports\Products stocks movements
• Stock\Inventory

You can write-off products in the Administration panel:

* Products without recipe are written-off on the Warehouse\Products write-off screen.

* Dishes with recipe are written-off on the Warehouse\Production catering screen.

If you want to write-off products automatically, set the corresponding flag in the Administration panel: Settings\Accounting policy\Write–off automatically. Thus products will be written-off automatically after every selling.

Press the Generate writing-off sales button on the Warehouse\Products write–off screen or on the Warehouse\Production catering screen and the corresponding products will be written-off as of pressing this button.

If there is a product balance in the warehouse, it will be written-off with an allowance for its average-weighted price.

If there is no balance and writting-off into the red is authorized (the flag is set Settings\Accounting policy\Allow to write–off if product balance is absent), the program will write-off at the last receipt price. The receipt price is defined in the Administration panel: Warehouse\Products arrival.

Vendors (Counterparties, Suppliers or Customers) are managed in the Administration panel: Warehouse\Additional\Counterparties. On this screen you can specify contractor’s contact details such as Name, Tax identification number, Telephone number, Address and a Supplier\Customer attribute.

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).

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)