Groups

Inventory Groups and Categories allow to organize inventory items in the inventory system. For example, you might have an inventory group called, "Liquor". Within the "Liquor" group, you might have categories called, "Beer", "Wines", or "Mixers". Within the "Beer" category, you might have the product names, "Budweiser", "Miller".

Description

Enter the Group Description.

Location

The Back-Office allows to have different Locations for the Inventory system if you are using the Multiple Location option. For example, you might have liquor behind the bar that the bartender is using. You might have another storage location that is near the bar and easy for the bartender to access. You might also have a huge storeroom in the back of restaurant where the bulk of your liquor inventory. The Inventory system allows you to track the inventory in all 3 locations.

The Location option allows to manage different storage locations in the restaurant. For example, in a hotel, you could have 3 different bars, the Lounge, the Discotheque, and the Sport Bar. Each of these could be a different Location. You can set up to 30 different Locations. For each Location you have to enter a description and select a Department.

Location List

After selecting the Locations... option from the File menu, the list of existing inventory locations is displayed.

Select an existing inventory location and click Modify to change its properties.

Click Add to create a new inventory location from scratch.

Click Close to close this list and return to the Inventory Management Module.

Location Properties

Description

Enter the Location Description.

Department

Select the Department for this Location.

The Multi location is an add-on to Inventory System.

Units

The Unit option allows to set the method of measuring inventory item quantities. The measurements help track how much an item is used in recipes and in what units you must order this item, such as the units Pound, Gallon, Tablespoon, and Kilogram.

Description

Enter the unit's name.

Department

Departments are used to group Locations together. Each Location being linked to a Department you must set up your Departments before setting up your Locations. You can have up to 50 Departments.

Description

Enter the Department Description.

Categories

Inventory Groups and Categories allow to organize inventory items in the inventory system. For example, you might have an inventory group called, "Liquor". Within the "Liquor" group, you might have categories called, "Beer", "Wines", or "Mixers". Within the "Beer" category, you might have the product names, "Budweiser", "Miller".

The Category function allows to select which product divisions or categories make up the individual inventory groups. For example, if the inventory group is Meat, then the inventory categories under this group could be Beef, Poultry, and Fish.

Description

Enter the Category description.

Group

Select the larger inventory group to which the smaller inventory category belongs.

Tax #1Tax #2

Each time an inventory item is sold using the Billing option, a tax can be added. These taxes rate will be applied to items belonging to this inventory category.

Ratio Report

Each Inventory category can be link to a specific Ratio. This allows to get your food or beverage cost in %. It also gives you the difference between the theoretical cost and the real cost. The Ratio report links the Inventory category and the sales Divisions. For example, you could have sales Division name "Steaks" and an Inventory category name "Beef" they could both be linked to the "Food" ratio. The Ratios are setup in the POS Control under the Revenue Center/Ratio Report option.

Automatic Sales

This option allows to decide to use the Real cost as the Theoretical cost for a specific category. An example of use is the "Condiments" category. All your condiments can be setup under this category if you do not want to include all condiments in your recipe. In this example, you will enable this option and the Real cost for this category will be used in the Ratio Report as the Theoretical cost without giving you a variance. Usually, this option is disabled.

Export Category

If you enable this option, the converter program will use the sales and items related to this category.

Inventory Recipe

Inventory recipes are used to deplete multiple inventory items in one operation. For instance, an inventory recipe can be linked to a sales item, so that whenever that item is sold, all the ingredients used to make that sales item are depleted from the inventory in accurate quantities.

Inventory recipes can also be linked to inventory items. For instance, an inventory recipe can be linked to an inventory item called "Spaghetti Sauce", so that whenever a batch of spaghetti sauce is produced, all the necessary ingredients are automatically depleted from the inventory.

Recipes List

After selecting the Recipe... option from the File menu, the list of existing inventory recipes is displayed.

Select an existing inventory recipe and click Modify to change its properties.

Click Add to create a new inventory recipe from scratch.

Select an existing inventory recipe and click Remove to delete it.

Click Close to close this list and return to the Inventory Management Module.

Recipe Properties

Description

Enter a name for this inventory recipe.

Quantity

Quantity of this item used in this recipe.

Units

Unit used for this item in this recipe.

Description

Description of the Inventory Items used in this recipe.

Unit Cost

Unit cost for this item in this recipe.

Cost

Total cost of this item in this recipe.

Calories

Calories of this item in this recipe.

Ratio

This field is only used by the Automatic Conversion option, and show the percentage of the buying cost applied to this item.

Main

An "X" in this column indicates the main ingredient of the inventory recipe.

Click the Add button to add an ingredient to the Recipe.

Select an existing ingredient and click the Modify button to change its properties.

Select an existing ingredient and click the Delete button to remove it from the recipe.

Click the Add Text button to associate a text recipe to this inventory recipe.

Click OK to save changes and exit.

Click Cancel to exit without saving changes.

Ingredient Properties

Item

Enable an item from the list to include in your recipe.

Quantity

Enter the quantity used in this recipe.

Ratio

The Ratio field is used only with the Automatic conversion option. Enter in this field the percentage of the buying cost that you want to apply to this item.

Main Ingredient

Enable this option to make this inventory item crucial to the recipe preparation. A sales item containing this recipe becomes unavailable if the main ingredient's quantity is down to zero in the inventory.

Quantity Modifier

If this inventory recipe is used as a Modifier, you can setup a different Quantity for each Level. The higher the level (the more modifiers chosen) the smaller the quantity. If the quantity is more than zero, then the quantity above will be ignored.

Level

Number of modifiers.

Quantity

Enter the quantity used in this Level.

Example:

Level 1/Quantity = 10 g

If 1 modifier is chosen then the quantity of this modifier will be 10 g.

Level 2/Quantity = 9 g

If 2 modifiers are chosen then the quantity of this modifier will be 9 g.

Level 10/Quantity = 1g

If 10 modifiers are chosen then the quantity of this modifier will be 1g.

Suppliers

Suppliers List

The Suppliers option allows to enter information on all of your suppliers.

Select an existing supplier and click the Modify button to edit its properties.

Click the Add button to create a new supplier record from scratch.

Select an existing supplier and click the Remove button to delete it from the list.

Click Close to close this list and return to the Inventory Management Module.

Show record number

Enable this option to display the internal Record ID in the suppliers list.

Supplier Properties

Code

Enter a code for the supplier.

Name

Enter the name of your supplier.

Phone

Enter the phone number of your supplier.

Address #1, Address #2, Address #3

Enter the complete address of your supplier.

Reference

Enter the name of the person to contact for purchases.

Customer Number

You can enter in this field your customer number for this supplier.

SYSCO Number

Enter your SYSCO supplier number of up to 5 digits to exchange electronic Purchase Order files with the SYSCO Food Services.

Payable Account

Enable the account payable for this supplier.

Undelivered Reason

Undelivered reasons are used when you are receiving an incomplete order with backorder items. You can have up to 30 reasons.

Description

Enter the description of a possible explanation for a backorder.

Currency

When doing an inventory purchase, you can select which currency is used for the invoice. Choosing from the description you enter here makes the selection of the currency.

Description

Enter here the Currency Description.

Symbols

Enter the characters representing the currency sign followed by the decimal separator character. The currency sign will appear in front of all currency amounts printed or displayed and the separator will be used to tell where the decimals begin. The separator must be present even if not used.

Example :

USA " $. " à $4.95 (with number of decimals = 2) Other " LL " à LL4950 (number of decimals = -1) Other " FF " à FF49,5 (number of decimals = 1) With a negative number of decimals, no decimals will be used because zeroes are appended to the amount.

Nb. Decimals

Enter the amount of decimals to appear in the currency amounts displayed or printed. If there are no decimals but instead there is a number of mandatory zeroes to appear, then enter the number of mandatory zeroes as a negative value in this field.

Example :

USA : 2 decimals $9.95 Other : LL9950 decimal = -1 mandatory zero here

Conversion Rate:

Define here the exchange rate between the current currency and this media. The rate takes into account the difference between the number of decimals used for the two currencies.

Example :

To convert 5.00$ to LL8000 you can use -1 as number of decimals with a rate of 1.6 and a monetary sign of " LL ", The rate needs to be 1.6 and not 1600 since there is 3 digits difference in the number of decimals between the currencies.

Items

With this option you can define the format, cost, location and recipe for all the inventory items. You can display or modify it. You can also create a new product and enter preparation recipes with this feature.

Inventory Items List

After selecting the Inventory Items... option from the File menu, the list of existing inventory items is displayed.

Select an existing inventory item and click Modify to change its properties.

Click Add to create a new inventory item from scratch.

Select an existing inventory item and click Remove to delete it.

Click Close to close this list and return to the Inventory Management Module.

Show All

Enable this option to display inventory items with the Inactive option enabled.

Show Record Number

Enable this option to display the record ID in the inventory items list.

Inventory Item Properties

Code

Enter the product code for the item you want to add.

Description

Enter the full description for the item.

Bar Code Id

Enter the bar code ID for this item, as it appears on the packaging. This is especially helpful when performing an adjustment with the bar code reader on a remote handheld device.

Suppl. Prod. Code

If you always order this item from the same supplier, enter the supplier product code for this item, as it appears on the invoices.

Category

Select the inventory category to which the ingredient belongs.

Inactive

Disable this option in an inventory item currently used for adjustments, orders and receptions. Enable it in inventory items that will eventually be used for adjustments, orders and receptions in another season or site.

NOTE: When modifying a recipe, if it already contained an inactive item, the description displays it. You can change it for the generic item.

Generic Item

Enable this option in an inventory item used in the recipes of other items. Disable it in inventory items used for adjustments, orders and receptions.

In Stock

This field displays the theoretical quantity on hand.

Adjustment

This field displays the last adjustment date.

items Format

Purchase

Select from the list the inventory unit in which the supplier sends this ingredient to you.

Inventory

Select from the list the inventory format in which you store this ingredient. The inventory format is the unit you use to count the ingredient during physical inventory.

Inventory Quantity

Enter the ratio between the inventory format and the buying format. For example, enter 4 if there are four cans in a case. If your buying unit is "recipe", enter the number of inventory units your recipe is able to produce.

Usage

Select from the list the way you intend to use this ingredient from your inventory.

Usage Quantity

Enter the ratio between the inventory format and the usage format. For example, enter 16 if there are sixteen ounces in a can.

Calories

If you know how many calories are in the quantity you chose for the "Usage format", enter the amount. The Back-Office is able to use this value to calculate the total calories for recipes once you enter all ingredients.

Minimum

Enter the minimum quantity of this ingredient that you want to keep in stock. The Back-Office uses this quantity in the Order Report . The quantity represents the inventory format.

Maximum

Enter the maximum quantity of this ingredient that you want to keep in stock. The Back-Office uses this quantity in the Order Report . The quantity represents the inventory format.

Automatic Conversion

This option is used with an inventory item that also has a recipe. When the Automatic Conversion is enabled, all of the inventory items within the recipe will be updated when entering a new purchase.

Example: Suppose that you are buying chicken. Each chicken has two breasts and two legs. You can create three inventory items: CHICKEN, BREAST, and LEGS. Inside your CHICKEN inventory item, you would build a recipe with 2 BREAST and 2 LEGS. Doing so, when you buy a CHICKEN, the system will automatically adds 2 BREAST and 2 LEGS in you inventory.

Automatic Production

Select this option if your inventory item has a recipe and you want to update your inventory each time this item is sold. Otherwise, the inventory will be updated only when you make a Production.

Items Cost

Cost

Enter the cost of the inventory item according to the buying format.

Sale Price

If you are using the Billing option, enter here the sale price when you are selling this inventory item.

Average Cost

For a new inventory item, the Average cost is the same amount as the one you have just enter in the Cost field. That's the only time you should change this number. It will be updated automatically each time you enter a new purchase.

Surcharge %

The surcharge is a percentage of the cost of the item on invoices from some suppliers. Enter a surcharge percentage which is applied on the item price before calculating the average cost when an invoice is completed. When entering a purchase invoice for such a supplier, you do need an account to track the surcharge.

Supplier

Enable from the list the supplier for this inventory item.

Previous Supplier

Name of the Previous Supplier.

Last Cost

Cost before the last price change.

Last Increase

Date of the last price change.

Items Location

This option allows to check the quantity of an item in stock in all the inventory locations. The site, current stock level, last adjustment date and sales value are listed for each location where this item can be found.

Click the Site button to enter the site name you want to assign to this inventory item in this location. Sites are used when generating reports to group specific inventory item together.

Select a location and click the Modify button to perform adjustments for the inventory item in the selected location.

Select a location and click the Delete button to permanently remove it.

Location Details Fields

These fields displays the inventory figures recorded for the past and present Week, Period, and Month.

Items Recipe

Inventory Recipe:

Choose an inventory recipe.

Quantity

Quantity of this item used in this recipe.

Units

Unit used for this item in this recipe.

Description

Description of the Inventory Items used in this recipe.

Unit Cost

Unit cost for this item in this recipe.

Cost

Total cost of this item in this recipe.

Calories

Calories of this item in this recipe.

Ratio

This field is only used by the Automatic Conversion option, and show the percentage of the buying cost applied to this item.

Main

Enable this field to make this the main ingredient essential to the sale of the item.

Text Recipe

Detailed preparation instructions can be included with each inventory recipe. These instructions can be displayed on the POS screen for servers to refer to on demand, at any time the corresponding item is ordered.

Text Recipe List

Select an existing Text Recipe and click the Modify button to edit it.

Select an existing Text Recipe and click the Remove button to delete it.

Click the Add button to create a new Text Recipe.

Click the Close button to exit.

Text Recipe Properties

Title

Type in a meaningful title for the text recipe.

Preparation

Type in detailed preparation instructions.

Click the Scan button to include an image with the instructions.

Requisition Clean-Up

The system keeps every transaction in the database so any Requisition can be verified or modified at any time. More space will be needed every day to keep the information. This option can be used to delete older transaction.

The system will request a starting date to clean-up requisition to clean-up. If you press OK the system will use the actual date. For security purposes, the system will save at least six months regardless of the date entered. After entering the date, the system will start cleaning, erasing every transaction older than the starting date. Generate all required reports before the "Clean-up" because the data will be deleted.

Export

This option exports the purchase checks in an ASCII file. The information is contained in the file Stock.asc in the C:\POSERA\MaitreD\DATA folder.

Init. Last Cost

Use this function to copy the current Cost field towards the Last Cost field for inventory items that were ordered only once.

Purchase Clean-Up

The system keeps every transaction in the database so any purchase can be verified or modified at any time. It also keeps a trace of all adjustments, losses and production. More space will be needed every day to keep the information. This option can be used to delete older transaction.

The system will request a starting date to clean-up purchases to clean-up. If you press OK the system will use the actual date. For security purposes, the system will save at least six months regardless of the date entered. After entering the date, the system will start cleaning, erasing every transaction older than the starting date. This will affect purchases, losses, adjustments and production. Generate all required reports before the "Clean-up" because the data will be deleted.

Printer Setup

This option is driven by the operating system. This option allows to select the printer and parameters you wish to use to print your reports.

Print Last Report

This option gives you the option to see the last report you have requested and to reprint it if necessary.

Customers

The Customers option allows to enter information on all of your customers.

Suppliers option allows to enter information on all of your suppliers.

Select an existing customer and click the Modify button to edit its properties.

Click the Add button to create a new customer record from scratch.

Select an existing customer and click the Remove button to delete it from the list.

Code

Enter the customer code that will be used when using the Billing option.

Name

Enter the customer's full name.

Address #1 Address #2 Address #3

Enter the customer's full address.

Postal Code

Enter the customer's zip or postal code.

Reference

If this account is a company, enter the name of the contact person.

Phone

Enter the customer's Phone.

Discount Rate

Enter the Discount Rate that should be applied each time this customer buys from you.

% Privilege

This field is not used with the Inventory system.

Credit Limit

Enter the customer credit limit. This credit limit will be verified each time you make a transaction for that customer.

Amount Due

The Amount Due field shows the current balance for this customer since their last transaction.

Total Amount

The Total Amount shows the sum of all charges that this customer has incurred since their account was created.

Available Credit

This field shows the customer's available credit according to their Credit Limit and recent transactions.

Log

The Log option allows to start and view operations traces about Inventory Management Module.

Log Level

Three different Log level are available, Standard, Detail and Debug. This option is for trouble shooting purpose and should be use only with the supervision of your Maitre'D reseller.

Use the View key to access to log file.