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This module allows to adjust your inventory in order to match the theoretical quantity with the real quantity in stock. Any difference will be recorded as an inventory variance and will be differentiated from a lost. A variance is missing stock that you do not know the origin instead of a lost, which has a known origin. The Maitre'D software offers you many different ways to adjust your inventory: you can make adjustment for now, for this morning, for the current or last week, for the current or last period, for the current or last month. These options allow you for example, to enter a physical inventory taken at the end of the last month, or on any day of the current month. You also have the possibility to use this function in conjunction with an inventory worksheet that has previously printed using the report generator. When you are entering the adjustments, the system will show you the theoretical quantity in stock for each item requested according to the period requested.
Select the period for the adjustment.
NOTE: Depending of the options selected in View / Options / Adjustment branch, some of these period might not be available to you
This Morning
You can use this option to adjust the inventory for this morning. This morning means just after the last closing of the day before any sales.
Now
This option updates the inventory after sales have been registered.
Current Week
This option updates the inventory for the first day of the current week (same as the last day of the previous week).
Current Period
This option updates the inventory for the first day of the current period (same as the last day of the previous period).
Current Month
This option updates the inventory for the first day of the current month (same as the last day of the previous month).
Last Week
This option updates the inventory for the first day of the previous week. This option should be used with caution and only to make major corrections for the past week.
Last Period
This option updates the inventory for the first day of the previous period. This option should be used with caution and only to make major corrections for the past period.
Last Month
This option updates the inventory for the first day of the previous month. This option should be used with caution and only to make major corrections for the past month.
Use worksheet
Enable this option if you have previously printed an Inventory worksheet to take your physical inventory.
Worksheet
Enable the appropriate worksheet number that you want to use.
Location
Enable the appropriate inventory location.
Click the Add button to add an Item to the adjustments list.
Select an existing item and click the Modify button to change its properties.
Select an existing item and click the Delete button to remove it from the adjustments list.
Item
Select from the drop down list the item you want to make an adjustment entry for.
Quantity in Stock
Use the one/all format field(s) (purchase, inventory and usage) to enter the new inventory quantity for this inventory item.
NOTE: These fields allow mathematical additions, subtractions, multiplications and divisions (+, -, *, /) to compute the resulting quantity.
Theoretical Quantity
The Theoretical Quantity field displays the current in stock quantity of the item before your adjustment.
Variance
The Variance field displays difference between the current adjustment input and the theoretical quantity.
Click OK to commit changes. A legacy report will be displayed on the screen, summarizing the changes made to the inventory.
Click the Cancel button to exit without applying any changes.
The worksheet is used to enter your physical inventory. It is either printed in double spaces with space provided, to pen in the quantity in writing and later enter it in the Back-Office, or made available to a handheld device, to enter the quantity electronically from the stockroom. The system will also give a worksheet reference number to be used for entering the physical inventory with the automatic adjustment mode. The following information will be included in the worksheet:
Print product number
Enable this field to include the inventory item code on the worksheet.
Title on new page
Select this field to display the worksheet headers on each single page.
Worksheet Filters
You will have to configure the following filters in order to create a worksheet.
Inventory Category
This is the inventory category you want to report.
Inventory Group
If you select all the categories, you can specify an inventory group.
Location
If you have the multi-location option you can select for which location you want this report.
Site
Enter the site name you want to generate a worksheet for or select All for all sites. Sites are used when generating worksheets to group specific inventory items together.
Supplier Code
Select the supplier codes you want to generate a worksheet for or select All for all suppliers.
Sort Menu
There are different ways to sort the worksheet. Select your preferred options.
This option allows the registration of a bill when an inventory item is sold.
Customer
Enable from the list of customers the one that you are making an invoice for.
Invoice
The system automatically generates an invoice number. This number begins at 1000001 and increases by one each time you are making a new invoice.
Date
Enter the date of the invoice. The default date is today's date.
Location
Enable the appropriate provenance of the inventory stock.
Invoice
Display the invoice number automatically generated by Maitre'D for this invoice.
Customer
Displays the customer name to which the invoice is billed.
Date
Displays the date of the transaction.
Discount
Displays the discount rate assign to this customer. This discount rate is specified in the customer records and automatically discounts the price of the items included on this invoice.
Details
The Detailed section displays the list of inventory items included in the invoice.
Sub Total
Displays current items total before tax.
Tax1,Tax2
Displays tax amount applied to this invoice.
Total
Display Invoice total.
Enable Add key to add an inventory item to the invoice.
Enable Modify key to access the current highlighted inventory item.
Enable Delete key to remove the current highlighted inventory item.
Item
Select an item from the list.
Quantity
Enter the quantity you are selling.
Price
This field displays the selling price that was programmed in the inventory item. You can always enter a different price.
With this option you can enter your received merchandise with or without a previously created purchase order.
Receive Merchandise without Purchase Order…
With this option you can enter your received merchandise without a previously created purchase order.
Deleted
Enable this option to delete a purchase order as soon as the buttons Receive or Close are clicked.
PO #
Enable the sequential number of a previously created purchase order to receive the associated merchandise. If a purchase order was created by the order expert and was not edited since its creation, this number is preceded by an icon.
Supplier
Supplier name of previously created purchase order.
Order Date
Date the previously created purchase order was created.
Select a PO# or "Receive Merchandise without Purchase Order" on the left and click the Received button to start entering a received order.
Select a PO# on the left and click the Delete button to remove an obsolete purchase order.
Select a PO# on the left and click the Export button to create an export file in XML format to be sent to a 3rd party software.
NOTE: The export will be stored in the folder defined in Inventory Management / View / Options / Purchase Order branch.
Click the close button to commit changes and exit this list and return to the Inventory Management module main screen.
Purchase Order sequential number.
NOTE: This field is displayed only for the merchandise reception of a previously created Purchase Order. This field is informational only and cannot be edited.
Supplier
Enable from the list the supplier from whom you made a purchase.
NOTE: For the merchandise reception of a previously created Purchase Order, this field is informational only and cannot be edited.
Reception Date
Enter the date when you received the merchandise.
NOTE: Your stock will be updated from this date.
Due Date
If indicated on the supplier invoice, enter the Date due.
Currency
Enable the appropriate currency.
Invoice #
Type in the invoice number you want to enter in the Back-Office. If the invoice already exists, the Back-Office finds it and brings the invoice on the screen.
Location
Enable the appropriate location.
User ID
Enter the name of the person who physically received and counted the merchandise during the reception.
NOTE: This field will only be available for the merchandise reception of a previously created Purchase Order. If receiving merchandise without a purchase order, this field will not be visible.
Purchase order sequential number.
Supplier
Supplier from whom you made the purchase.
Delivery
Merchandise reception date.
Invoice #
Invoice number entered in the previous window.
Code
Product code.
Description
Item description.
Qty Ordered
Quantity of items ordered.
Qty Received
Quantity of items received.
Format
Purchase format.
NOTE: If the Extended Format Description option is enabled in Inventory Management / View / Options, the Purchase format is followed by (inventory quantity and format). Example: Vodka 10 bottles (40 ounces). This is helpful is the actual received product is in 26 ounces bottles.
Price
Price paid by purchase format.
Total
Total $ amount of this received item.
Compl.
Enabled when quantity received equals quantity ordered.
Reason
Explanation of backorder.
Add an item to the purchase order.
Modify an item on the purchase order.
Remove an item from the purchase order.
Use the fast entry mode to add items to the purchase order.
Makes quantity received equal to quantity ordered for all items entered in the purchase order.
Scan
Use this button to scan the invoice during merchandise reception and save it in the folder C:\Posera\MaitreD\Data\Scan.
NOTE: You need to have a Twain-compatible scanner and drivers installed in Windows.
Attachment
If an invoice has been scanned, use this button to view the saved file.
Total
Total $ amount of all items entered in the purchase order.
Item
Enable from the list the inventory item to add to your purchase order.
Current supplier item list
Enable this option to limit the code list to items whose current supplier is the selected supplier.
Show Inactive
Enable this option to also display purchase inventory items with the Inactive option enabled.
Quantity
Quantity received for this item.
NOTE: If the Extended Format Description option is enabled in Inventory Management / View / Options, the Purchase format is followed by (inventory quantity and format). Example: Vodka 10 bottles (40 ounces). This is helpful is the actual received product is in 26 ounces bottles.
Price
Price paid by purchase format.
Add this item to the purchase order.
Exit fast entry mode.
Item
Enable this option to add an inventory item to your purchase order.
Code
Enable from the list the inventory item to add to your purchase order.
Current supplier item list
Enable this option to limit the code list to items whose current supplier is the selected supplier.
Show Inactive
Enable this option to also display purchase inventory items with the Inactive option enabled.
Quantity
Quantity received for this item.
NOTE: If the Extended Format Description option is enabled in Inventory Management / View / Options, the Purchase format is followed by (inventory quantity and format). Example: Vodka 10 bottles (40 ounces). This is helpful is the actual received product is in 26 ounces bottles.
Price
Price paid by purchase format.
Completed
Checked when quantity received equals quantity ordered.
NOTE: If you check the Completed option, the Quantity field above is automatically set to the Quantity Ordered. If you manually enter a value higher then the Quantity Ordered in the Quantity field above, the Completed option is automatically checked.
Undelivered Reason
Explanation of backorder.
Account
Enable this option to add a general ledger account to your purchase order.
Code
General ledger account to be added to.
Amount
Amount to add to the general ledger account.
The Reversed Production option will produce an inventory item based on the quantity of the main ingredient of the recipe given for production. In the production screen, you can enter the date required for production, add new items, make modifications, or delete an item.
Date
Select the Date for this Production.
Click the Add button to add an Item to this production.
Select an existing item and click the Modify button to change its properties.
Select an existing item and click the Delete button to remove it from this production.
Item
Select the inventory item for which you want to make a production.
Quantity
Enter the inventory unit quantity that you want to produce.
Location
Select the Location where the batch will be made.
Click OK to commit changes. A legacy report will be displayed on the screen, summarizing the changes made to the inventory.
Click the Cancel button to exit without applying any changes.
With this option, you can enter any spillage in the kitchen or at the bar.
Date
Enter the date when the waste occurred.
Click the Add button to add an Item to the waste list.
Select an existing item and click the Modify button to change its properties.
Select an existing item and click the Delete button to remove it from the waste list.
Item
Select an inventory item from the list.
Quantity
Enter the quantity that you have lost.
Location
Select the appropriate inventory location.
Click OK to commit changes. A legacy report will be displayed on the screen, summarizing the changes made to the inventory.
Click the Cancel button to exit without applying any changes.
The Production option allows to create a batch for producing a large quantity of menu items and to decrease the inventory based on recipe ingredients that you use to make the batch. For example, you could produce 25 club sandwiches every morning for lunch. You could also make 100 gallons of spaghetti sauce every Friday. In the production screen, you can enter the date required for production, add new items, make modifications, or delete an item.
Date
Select the Date for this Production.
Click the Add button to add an Item to this production.
Select an existing item and click the Modify button to change its properties.
Select an existing item and click the Delete button to remove it from this production.
Item
Select the inventory item for which you want to make a production.
Quantity
Enter the inventory unit quantity that you want to produce.
Location
Select the Location where the batch will be made.
Click OK to commit changes. A legacy report will be displayed on the screen, summarizing the changes made to the inventory.
Click the Cancel button to exit without applying any changes.
The Requisition option allows to transfer items from one location to another location.
Date
Enter the date of the requisition.
Number
Enter the number on your internal requisition form if applicable.
From
Enable the source location of the requisitioned items.
To
Select the destination location of the requisitioned items.
Click the Add button to add an Item to this requisition.
Select an existing item and click the Modify button to change its properties.
Select an existing item and click the Delete button to remove it from the requisition.
Item
Enable the inventory item that you are requisitioning.
Quantity
Enter the quantity of the item that you want to transfer.
With this option you can create a new purchase order either from scratch, or using a previous order as a template, or then again with the purchase order expert, a new and powerful decision making tool.
This screen displays all previously created purchase orders, unless they have been deleted or processed partially or completely through the merchandise reception option. Purchase orders imported from central purchasers at a head-office are also included. The imported file name must be PoImportxxxx.xml, where xxxx is a sequential number that must not conflict with previously imported purchase orders.
Deleted
Enable this option to delete a purchase order as soon as the New or Close buttons are clicked.
NOTE: This has exactly the same effect as selecting the Purchase Order and clicking the Delete button.
PO #
Sequential number of existing purchase order. If a purchase order was created by the order expert and was not edited since its creation, this number is preceded by an icon.
Supplier
Supplier name of existing purchase order.
Order Date
Date of creation of the existing purchase order.
Add a new purchase order.
Select an existing purchase order and click the Modify button to change its properties.
Select an existing Purchase Order and click the Delete button to mark it for deletion. This will activate the Deleted checkbox on the select PO.
NOTE: Doing this has the same effect as ticking the Deleted checkbox.
Click the UnDelete button to cancel the deletion of a purchase order. This will clear the Deleted checkbox.
Creates an XML file ready to be exported to the central purchasers at a head office.
NOTE: The file will be exported to the location defined in the XML directory line of Inventory Management / View / Options / Purchase Order branch.
New purchase order
Create a new purchase order from scratch.
Copy from an existing purchase order
Create a new purchase order using a previous purchase order as a template. This is useful when often ordering the same items from the same supplier.
Purchase Order Expert
Create a purchase order with improved decision making tools using either minimum and maximum, or production schedule, both based on our previous planning reorder functions, or then again the new and powerful sales history.
Reorder Using Minimum and Maximum
This option generates a purchase order showing what should be reordered so that the inventory does not stay under its pre-set minimum. It will suggest the quantity to order in the buying format so that the inventory gets as close as possible to its pre-set maximum without going over this maximum.
Reorder Using Production Schedule
This option generates a purchase order according to the information you have entered within the production schedule option.
Reorder Using Sales History
This very powerful new option generates a purchase order according to the sales history. This tool calculates average of inventory item use, as well as client and meal count for the last weeks, and prompts you with the average client count or meals for the upcoming week. From the expected number of clients or meals entered manually, it will generate purchase orders.
NOTE: This screen is available through the Expert Info button on the Purchase Order Detail screen only if one single purchase order is being created for one single supplier, using the Purchase Order Expert Sales History feature, and will not be available when later revising this same purchase order.
Item
Inventory item added to your purchase order.
Unit
Ratio between the inventory format and the buying format.
End Stock
Quantity on hand in inventory format.
Average Use
Quantity used in an average week, in inventory format.
Ordered
Quantity to order so that after you have served the number of meals or customers entered in the Purchase Order Expert Sales History Parameter screen, the quantity left on hand is as close to the maximum quantity programmed, without going over.
Format
Purchase format.
All Suppliers
Enable all suppliers to create multiple purchase orders at ounce.
Supplier
Enable from the list a supplier for which to create a purchase order.
Reception Date
Date you last received an order from this supplier.
Clients
Enter the number of clients expected to be served this week compared to the suggested average number of clients served in the preceding 6 weeks, except for the busiest and quietest week. From this expected number of clients, the purchase order expert will calculate the expected required inventory items to generate purchase orders.
Meals
Enter the number of meals expected to be served this week compared to the suggested average number of meals served in the preceding 6 weeks, except for the busiest and quietest week. From this expected number of meals, the purchase order expert will calculate the expected required inventory items to generate purchase orders.
Item
Enable this option to add an inventory item to your purchase order.
Code
Enable from the list the inventory item to add to your purchase order.
Current supplier item list
Enable this option to limit the code list to items whose current supplier is the selected supplier.
Show Inactive
Enable this option to also display purchase inventory items with the Inactive option enabled.
Quantity
Quantity received for this item.
NOTE: If the Extended Format Description option is enabled in Inventory Management / View / Options, the Purchase format is followed by (inventory quantity and format). Example: Vodka 10 bottles (40 ounces). This is helpful if the actual received product is in 26 ounces bottles.
Price
Price paid by purchase format.
Account
Enable this option to add a general ledger account to your purchase order.
Code
General ledger account to be added to.
Amount
Amount to add to the general ledger account.
P.O.
Original purchase order sequential number.
Date Created
Date when the original purchase order was created.
Location
Inventory location where the merchandise was received.
Purchase order detail
Description
Item description.
Quantity
Quantity of items received
P.O. Number
New purchase Order sequential number.
Location
Enable the location where the merchandise will be received.
Delivery Date
Enter the date when you expect to receive the merchandise.
PO #
Purchase order sequential number.
Supplier
Supplier from whom you made the purchase.
Delivery
Expected merchandise reception date.
Location
Inventory location where the merchandise will be received.
Code
Product code.
Description
Item description.
Quantity
Quantity of items ordered.
Format
Purchase format.
NOTE: If the Extended Format Description option is enabled in Inventory Management / View / Options, the Purchase format is followed by (inventory quantity and format). Example: Vodka 10 bottles (40 ounces). This is helpful is the actual received product is in 26 ounces bottles.
Price
Price paid by purchase format.
Total
Total $ amount of this received item.
Add an item to the purchase order.
Modify an item on the purchase order.
Remove an item from the purchase order.
Use the fast entry mode to add items to the purchase order.
Use the Expert Info button to see the Sales History information that was used by the Purchase Order Expert to calculate the recommended items and quantities.
NOTE: This button only appear if one single purchase order is being created for one single supplier, using the Purchase Order Expert Sales History feature, and will not appear when later revising this same purchase order.
Total
Total $ amount of all items entered in the purchase order.
Item
Enable from the list the inventory item to add to your purchase order.
Current supplier item list
Enable this option to limit the code list to items whose current supplier is the selected supplier.
Show Inactive
Enable this option to also display purchase inventory items with the Inactive option enabled.
Quantity
Quantity received for this item.
NOTE: If the Extended Format Description option is enabled in Inventory Management / View / Options, the Purchase format is followed by (inventory quantity and format). Example: Vodka 10 bottles (40 ounces). This is helpful is the actual received product is in 26 ounces bottles.
Price
Price paid by purchase format.
Add this item to the purchase order.
Exit fast entry mode.
Once the SYSCO server has treated the Purchase Order files, it returns Answer files of it's own in the path defined in Inventory Management / View / Options / Purchase Order. When accessing the Purchase Order screen, if Maitre'D finds such files in that folder, it displays them in the Answer File List.
Select an answer file name and click this button to open that file in Notepad, ready to be printed.
REMOVE
Select an answer file name and click this button to delete it from the list.
Enter the sales items (prepared dishes) that have been wasted (e.g. dropped) or that the customers have turned back. Select Revenue Center. See Inventory item waste.
Date
Enter the date when the waste occurred.
Click the Add button to add an Item to the waste list.
Select an existing item and click the Modify button to change its properties.
Select an existing item and click the Delete button to remove it from the waste list.
Item
Select a sales item from the list.
Revenue Center
Select the appropriate Revenue Center.
Mode
Select the appropriate Mode.
Quantity
Enter the quantity that you have lost.
Location
Select the appropriate inventory location.
Click OK to commit changes. A legacy report will be displayed on the screen, summarizing the changes made to the inventory.
Click the Cancel button to exit without applying any changes.
Merchandise Reception
puechase Order
