Inventory accounting

Document Disassembly is used to formalize the separation of products into components, for the purpose of further sale or production in parts. For example, you can arrange the cutting of the carcass or assortment of bouquets.

Working with the document takes place on the administration panel in the section Stock \ Advanced \ Dish Disassembly

To create a new document, click the Create button.

In the table of contents of the document in the Dish field, indicate the dish, the semi-finished product or the products, which should be decommissioned.

The Quantity field indicates the number of dishes to be divided.

 

 

To enter information about the component, you must click the Add row button and fill in the values for Goods, Quantity. The price of the goods is automatically substituted from the receipts, if necessary, you can change it.

After filling out the list of components, click the Save button.

The results of the reconciliation can be seen in the report Remains and movements of goods.

 

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.

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 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 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.

  1. 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 writtenoff 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

To create a document Production of products you need to go to the section Warehouse \ Making production

To create a product, click the New Document button.

Specify in the Name field the dish that will be produced. Choose a dish from the directory.

Using the menu located on the right side of the window, determine the set of products (ingredients) included in the dish. When choosing dishes, indicate their number.

After the list of ingredients is completed, click the button Post Document

The created new document will be available on the Administration panel in the section Warehouse \ Production catering

Creation of documents Production of products is possible in the section Warehouse \ Production catering in the Administration panel

  1. Determine the network address of the printer
  2. Set the IP address of the computer in accordance with a predetermined IP address of the printer
  3.  Configure the IP address of the printer
  4.  Register your printer in the administration panel
  5.  Set up the printing parameters for Guest checks in the Administration panel
  6.  Set up the printing parameters for Preparation tickets
  7. Creation of an order and verification of printing

 

Executing products receipt

 

You can prepare products receipt in the Administration panelsection 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 panelsection 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 add products images to the buttons of the products selection menu by using the Photos upload button in the Administration panel: Products\Price list items. The Photos upload button is located in the right part of the hierarchical list of the price list items.

upload photos

To view changes on the tablet, you need to re-login to the mobile application

  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”

In the Warehouse\Products arrival screen of the administration panel, create a document with an empty counterparty.

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.

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.

inv-engl

 

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.

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

To start working with receiving papers, choose the Warehouse\Products arrival menu option.
Depending on the switch mode, Products or Documents, the Products arrival window changes its form functioning mode:
The Products mode allows working directly with a receiving paper, i.e. to create, to edit or to copy a receiving paper.
The Documents mode allows working with the list of receiving documents.

When using the Products mode, the list of products is situated in the left part of the screen, and the products selection menu is in the right part.
To create a new document, click on the New document button and choose a Supplier in the displayed dialogue box. If it is necessary, specify additional information like number, comments, date (time) of the document. The receiving paper will be filled in with products if you click on the corresponding buttons of the products selection menu.
You can edit the products list as many times as you need until the document is posted (you did not click on the Post document button). Once you click on the Post document button, the document will be saved in the Cloud database and will become available in the Administration panel\Warehouse\Products arrival screen to work with.
To create a new document, click on the Copy to a new doc button, thus a new document will be created and it will be a complete copy of the source document. This new document can be edited.
The Reverse documents button is used when you need to cancel the posted document. When you click on it, a new document is created automatically with the same product items as in the reversed document; however the products quantities will be negative.

Arr-Docs-En

 

 

In the Document mode the list of receiving papers is displayed in the right part of the screen. The list of documents is filtered by date. The filtering period is displayed just above the list of documents. If you click on it, a calendar wizard will be called allowing to modify this period.
When navigating the list, product items of the document will be refreshed in the left part of the screen.

Arr-Docs-En-2

 

 

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\Writeoff automatically. Thus products will be written-off automatically after every selling.

Press the Generate writing-off sales button on the Warehouse\Products writeoff 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 writeoff 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 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.

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).

If you want to set a goods quantity (weight) as a mandatory value when adding a new item, it means that a dialogue box will be displayed automatically requesting to input product quantity (weight), you should set a flag in the Administration panel: Products\Products and Dishes\Weight

You can use the Weight flag both for loose and draught goods.

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)