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In the Administration Panel \ Settings \ Accounting Policy section, the following program enterprise operation modes are set:
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
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
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:
Columns: Document number, Date / time of document creation, Goods, Supplier, Target storehouse, Base unit price, Quantity, Sum incl. tax
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:
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:
Printing occurs after clicking on the Print button in the warehouse document card
You can find a product card in the Administration panel\Products\Products and dishes.
We use the Products term as a general name for Goods, Ingredients, Dishes, Convenience food and Services.
Name is a product’s name. Several names in different languages can be input at the same time. To change the current input language, click the button
Products can be assigned to previously created Groups for ease of reference. For example, Hot dishes, Beverages and so on
Product card fields are intended to specify:
Tab “Sell price”:
Calculation of the product’s price according to the extra charge rate
Click on the Calculate sell price button and input your extra charge rate in the displayed dialogue box.
The program will automatically calculate the selling price and display it in the Sell price field.
Tab “Meas.units” (Measurement units)
The Recipe tab provides the list of ingredients and their amount in dishes.
Recipe is used as a base to calculate the cost price of a dish.
Data about each product – ingredient are entered in the table line by line:
If you click the Calculate cost price button, the program will automatically refresh the next values:
This tab provides a text field with preparation instructions.
Tab «Nutritional value»
This tab provides nutritional values which you can use as guidance on food intake and balanced nutrition for your clients. Using the program, it is possible to keep records about carbs, fat, proteins and calories in dishes.
The Nutritional value tab displays information about content of fat, protein, carbohydrate and calories.
Nutritional values are calculated automatically by the program for mixed or multi-ingredient dishes.
Dishes’ nutritional values are recorded on the basis of the dish’s recipe. All products and ingredients contained in the dish are listed in the recipe.
Nutritional values of products and ingredients are to be entered in advance in their cards.
If the dish’s components are modified, its nutritional values will be recalculated after clicking on the Calculate cost price button of the Recipe tab.
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.
This tab allows uploading, modifying or deleting a product’s photo. Products photos are displayed in the mobile application, in the Sales and Storehouse sections. If you need to keep several photos of a product, for example to make a slideshow for the electronic menu, use the function Add images to products selection menu in the section 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:
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.
Importing data from a table:
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 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:
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.
For production records, you have to go to the Administration panel: Products \ Products and Dishes…
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:
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:
To enter the list of products, click on the Add row button.
In the new row, you have to input:
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:
To save the document, click on the Save button
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 (Vendor code); Quantity; Price; Amount (with tax)
Product indicators are separated by a symbol ; (semicolon). Fractional Separator – Point
Each item on a separate line:
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
Export to Excel
To upload to the Excel file format, click the Export to Excel button.
In the dialog, specify the location on the local disk where the file should be saved.
The following columns are unloaded:
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.
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:
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:
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:
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:
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.
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:
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).
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