2. Setup Stock Module

3. Create count frequencies Create unities Create stocking locations
Create suppliers
Create count frequencies
Create unities
Create stocking locations
Create ingredient classes
Create ingredients
Create recipies
Link ingredient to articles
Link recipies to articles
Stock documents
Stock possibilities in POS

4. Creating Suppliers
To create your suppliers, open Backoffice and choose Stock, Person, Suppliers.

5. Creating Suppliers Select tab General to add general information.
Allow backorder means, your supplier is allowed to make partial deliveries.
Per supplier you can add a unique account number used for your financial administration.

6. Creating Suppliers
Select tab Contacts to add general contact information like phone number, address and contact persons.

7. Creating Count Frequencies
Choose new to add a new count frequency.
Add a description and the count frequency.
Exclusive count frequency. This f.e. can be used to do a full stock count once a year to determine the balance value of your stock.

8. Creating Count Frequencies
Choose new to add a new count frequency.
Each count frequency contains:
Purchase conversion.
Count conversion.
Usage conversion.

9. Purchasing U/M Used when you buy an ingredient.
For example Cola is bought in cases. Each case contains 24 bottles.

10. Counting U/M Used when you count an ingredient.
For example bottled beer is counted in cases. Each case contains 24 bottles.
Both complete cases as well as separate bottles can be counted.
24 x 1 bottle completes a case.

11. Usage U/M Used to prepare a drink or meal.
For example a bottle of Barcadi contains 28 small shots. To sell a shot of bacardi a bottle of 1 L. is used.

12. Sales U/M Used when an ingredient is sold.
For example Ice Tea is sold per bottle of 33 cl.
A bottle of Ice tea comes out of case that totally contains 24 bottles.

13. Stocking Locations Location where ingredients are stored.
Besides the central stocking location, also the kitchen, bars etc. can be defined as separate stocking locations.
Each location can be linked to a preparation area.
Each location uses it’s own stock.
When running out of stock, a stock adjustment has to be made.

14. Ingredient Classes Ingredients can be devided into several classes.
Each ingredient class has it’s own count frequency.
On ingredient level, this count frequency can be overrulled.

15. Ingredients Ingredient name. Ingredient class. Count frequency:
you can overrule the count frequency of the ingredient class.
Default yield:
for example the yield of a bottle of beer is 100%. Other ingredients like meat may have a certain waste. Due to trimmings. For those ingredients you can set yield f.e. to 97%.

16. Ingredients Caclulation method: Usage U/M. Minimum Quantity:
FIFO.
LIFO.
Average Price.
Usage U/M.
Minimum Quantity:
f.e. number of bottles you always want to have at stock.
Par Quantity:
when the availability of an ingredient is equal or below this number, the ingredient needs to be reordered.

17. Ingredient Locations
Location(s) where the ingredient is kept at stock.
Count U/M:
per location you can use a different count unity. F.e. in central stock it is stored and counted in whole cases. In a bar it is stored and counted in bottles.
Place where the ingredient is stored inside a stocking location.

18. Ingredient Locations Stock location. Count U/M:
specific count u/m for this location. In this bar, Cola is counted per bottle.
Normal amount:
POS functionality. This amount is used to perform a stock adjustment. Max. I can store 15 bottles of Cola. When an adjustment is performed unTill will use this amount to calculate the max. number of bottles that can be adjusted.

19. Ingredient Suppliers Ingredient supplier(s). Supplier name
Purchase U/M.

20. Ingredient Substitute
when default ingredient is not at stock, this can be sold our bought as a good substitute.
Substitute name
Substitute number:
When there are more substitute possibilities, you can give them a priority number.

21. Only visible after Inital Count !!!!!!
Ingredients Turnover
Only visible after Inital Count !!!!!!
Ingredient Turnover.
Turnover period from.. / to..
Stock location
You can see your turnover either per location or a total overview.
Stock location.
Turnover date.
Number of ingredients.

22. Only visible after Inital Count !!!!!!
Ingredients Turnover
Only visible after Inital Count !!!!!!
Unity:
usage, Count or Purchase U/M.
Unit Cost.
Comments:
initial Counting.
Adjustment.
Orders on which ingredient has been sold during this period.

23. Recipe Recipe name. Product group. Number of produced units.
Usage U/M.

24. Recipe Items Items: Ingredients used to create recipe:
items used to create recipe.
Ingredients used to create recipe:
item name.
Here you can overrule the default yield of the ingredient.
Amount used, f.e. 1 bottle of Tomato juice.
Usage U/M of the ingredient.
Space for extra remarks.

25. Recipe Description
Recipe description.

26. Linked Ingredient Open article. Choose Stock. Choose Ingredient.
Ingredient Supplier.
Ingredient name
Ingredient Usage U/M.
Ingredient sales U/M
Sold in half pints. A barrel of 50 L. contains 200 small pints.

27. Linked recipe Open article. Choose Stock. Choose Recipe.
Choose Supplier.
Recipe name
Usage U/M:
unknown because an ingredient is created out of multiple ingredients with different usage U/M’s
Ingredient sales U/M

28. Initial Count
Before you can decently use the Stock module an initial count has to be performed.
Also when you create a new ingredient. You must perform an intial count for this ingredient before it can be used properly .
Ingredient class.
Ingredient name.
Counted quantity
Ingredient cost price, expressed in either Usage or Count U/M.
Ingredient Count U/M.

29. On Hand Stock location. Ingredients available in this location
Ingredient Usage U/M.
Ingredient group name.
Ingredients amount now available.
Par quantity, when this quantity is reached, the ingredient will appear on a re-order form.
Ingredient value. On hand * Average cost price.

30. Physical Count
Depending on either the count frequency of the ingredient class or the ingredient, for example every week or on demand an ingredient will appear on a physical count sheet.
Physical counting is done to check if the administrative amount of ingredients is equal to the current on hand amount of the ingredients in the selected stock location.
Selected location.
Ingredients available at this location.
Administrative amount of ingredients that should be available at this location.
To count the real number of ingredients that are available you can print out a count sheet.

31. Physical Count Adjustment
Once the physical count has been done by use of the printed count sheet. You now can fill out the physical count adjustment screen.
Counted ingredients
Counted quantity
Difference
For each ingredient, an adjustment has to be made in order to correct the administrative amount of available ingredients.

32. Physical Count Adjustment
Out of physical count, if needed, a stock adjustment form has been created.
Counted stock location.
Kind of adjustment form.

33. Physical Count Adjustment
Open the adjustment form to check the adjustment per ingredient.
Ingredient name.
Quantity to adjust.
Ingredient count U/M.
Click <Ok> to close the adjustment form.
Deduct the adjustment form.

34. Par quantity
When you create a purchase order, the items to be ordered, are based on the the Par quantity of the ingredient.
The quantity that needs to be re- ordered is based on Par quantity - on hand quantity.

35. Purchasing Order
Choose Stock, Documents, Purchase order to add a new Purchase order.
Select supplier.
Open Order items.

36. Purchasing Order
Click <Add item from re-order report> button to collect order items.
A subscreen with all ingredients that needs to be re-ordered will appear.

37. Purchasing Order Ingredients. Purchase U/M. Quantity (Par - On hand).
Last known purchase price.
Click <Ok> to accept.
Click <Conduct> to complete purchase order.

38. Stock Invoice
Choose Stock, Documents, Stock invoice to create a new invoice.
Select supplier.
Select type.
Select purchase order.
Select stock location.
Go to invoice items tab.

39. Invoice items Ingredients. Purchase U/M. Quantity.
Current purchase price.
Last known purchase price.
Invoice amounts.
Click <Ok>.
Choose <Conduct> to complete.

40. Stock Cost Correction
Due to price changes it’s neccessary to perform a stock cost correction.
A new average cost price will be decided in order to calculate a new total stock value.
Ingredient.
Correction date.
Stock location.
Average cost price (all locations).
Total at stock (selected location).
Total overal cost price.
Last known Unit price (per case, per kg. Etc.).
New unit price.
Variance.

41. Close day
You can use “Close day” to decide the worth and total availability of all ingredients per stock location at the end of each day.

42. Stock Adjustment in POS
To perform a stock adjustment:
choose edit articles.
Choose Full stock.

43. Stock Adjustment in POS
Full stock screen will open now. We will discuss this page in the following slides.

44. Stock Adjustment in POS
Ingredient.
Quantity available in bar
Counting or usage u/m. You can switch between them.
Normal amount. Amount that can be max. available in this location.
Quantity that can be adjusted now.

45. Stock Adjustment in POS
Button overview.
Adjust all items, without printing an adjustement ticket.
Adjust one item. Without printing an adjustment ticket.
Search for an ingredient.
Change normal amount of selected ingredient.
Adjust selected location:
an adjustment ticket will be printend. Ingredient and amount to adjust will be printed on this ticket. Ticket can be sent to a printer in the central stocking location for example.

46. Stock Adjustment in POS
Currently selected stock location.
Switch between ingredients that have to be adjusted or all ingredients available in selected stock location.
Switch between counting or usage u/m of the ingredients.

47. Stock Adjustment in POS
Selected stock location.
Counting u/m of the ingredient within the selected stock location.
Available quantity in selected stock location.
Available quantity in central stock location.
Name of selected ingredient.
Numpad to change normal amount manually.

48. Edit articles in POS Button overview.
Change U/M to change default sales u/m.
Stock count.
Book stock invoice.
Run re-order report.
Run stock report:
This can be of every kind for example a report that provides data concerning the value of my stock per stock location.
Report concerning recipe costing.

49. Stock count in POS Choose ingredient class
Ingredients that belong to selected ingredient class.
Choose stock location to count.
Select an article.
Give in counted number.
Select same article. The article will turn into grey.

50. Stock invoices in POS Choose Supplier. Choose ingredient class
Ingredients that belong to selected ingredient class.
Select an article.
Give in received\returned number.
Choose received or returned.
Accept or change current purchase price.

51. Re-order report in POS Open edit articles. Choose reorder.
Reorder report is shown on screen.
Report can either be printed, sent by e- mail or can be used to order goods by phone.

52. Stock report in POS Open edit articles Choose stock mutations
In the Backoffice you can define a stock report that should be displayed once this option is used.

53. Re-order report in POS Open edit articles. Choose recipe costing
Recipe costing report is shown.
This report gives an overview of the total costs per recipe.

54. Questions ??