SL-Series Inventory Control and Management System User s Guide

Transcription

1 SL-Series Inventory Control and Management System User s Guide SICOM Systems, Inc Skyron Drive Doylestown, Pennsylvania SICOM ( ) or sales@sicom.com

2 SL-Series Inventory Control and Management System User s Guide by SICOM Systems, Inc Skyron Drive Doylestown, Pennsylvania SICOM ( ) or sales@sicom.com Copyright 2008 SICOM Systems, Inc. PROPRIETARY RIGHTS NOTICE All rights reserved. No part of this material may be reproduced or transmitted in any form or by any means, electronic, mechanical, or otherwise, including photocopying and recording or in connection with any information storage or retrieval system, without the written permission in writing from SICOM Systems, Inc. SICOM Systems, Inc. has taken reasonable preventive measures to ensure the accuracy of the information contained in this manual. However, SICOM Systems, Inc. makes no warranties or representations with respect to the information contained herein and SICOM shall not be liable for damages resulting from any errors or omissions herein or from the use of the information contained in this manual. Document Revision: 1.07, 03/18/2008 LINUX is a registered trademark of Linus Torvalds. SICOM and the "S" logo are trademarks of SICOM Systems Incorporated.

3 Table of Contents I. Inventory... 1 Introduction... 1 Overview... 1 Inventory Maintenance... 3 Getting to Inventory Maintenance... 3 Quick Search... 4 Inventory Number... 4 Description... 4 UOM (Smallest Unit of Measure)... 5 Waste Tolerance... 5 Part Number... 5 GTIN... 5 Minimum Stocking Level... 5 PO Forecast Method... 5 Depletion Method... 6 Frequently Wasted... 6 Count is Usage, Not O/S... 6 Frequency... 6 Type... 6 Category... 7 Primary, Secondary, and Tertiary Locations... 7 Yield... 7 Deactivated... 7 Don t Count Smallest UOM... 7 Reporting UOM / Reporting UOM Divisor... 7 Reporting UOM... 8 Reporting UOM Divisor... 8 Vendor... 8 Unit Cost... 9 Template Order Quantity (by Largest UOM)... 9 Counting Units... 9 Updating Cost Maintenance Report Inventory Configuration Overview Inventory Options Forecast Options Inventory UOMs Inventory Categories Inventory Frequencies Inventory Types Inventory Locations Transfer Locations Inventory Vendors Electronic Ordering Configuration Recipe Maintenance Getting to Recipe Maintenance Recipe Name Inventory Number/Description Quantity Mode Mode 1 - Permanent Mode 2 - Optional Mode 3 - Optional/No Heavy Mode 4 - Not Standard Mode 5 - Included Items Mode 6 - Plain/Only No Effect Mode 7 - Plain/Only Effect iii

4 iv Mode 8, 9, 10 - Not Standard Using Recipes-In-Recipes Empty Recipes Recipe Maintenance Report Normal Inverted Posting and Reporting Physical Count Edit and Report Physical Count Edit Physical Count Report Received Edit and Report Received Edit Received Report Waste Edit and Report Waste Edit Waste Report Frequently Wasted Items Edit and Report Frequently Wasted Items Edit Frequently Wasted Items Report Inventory Report Recipe / Food Cost Report Variance Report Sales / Waste Report Transaction Report Transfer Menu Transfer In Transfer Out Transfer Report II. Purchase Orders Ordering Inventory Purchase Orders Purchase Order Configuration Important Information For Amphire Customers Connect to Amphire View Master Item List Vendor Inventory Conversions Vendor Conversion Report Fast Convert From Part Number Creating, Modifying, and Reviewing Starting Out Create a New Purchase Order Editing the New Purchase Order Modify an Unsent Purchase Order Review Previous Purchase Orders Show Purchase Orders Show Purchase Orders Analysis Purchase Order Discrepancies Checking the Status of Your Purchase Orders Purchase Order Status... 77

5 Introduction Overview Under Inventory, you can maintain your inventory items, post inventory received, transferred, wasted and physical counts, as well as Inventory Count and Recipe/Food Cost Reports. This is also where you will find the optional Production Control functions for creating production and build to/thaw charts and the Purchase Order (Electronic Ordering) functionality used to order supplies from your local distributor. Frequencies You will hear much about inventory "frequencies" as you read further. The following is a quick primer on the definition and use of "Frequency:" Frequency determines which items are displayed on the screens during an editing or reporting session. This is primarily used to identify items to be counted on a Daily, Weekly, or Monthly basis. There are several available frequencies for use. Normally, when editing or viewing records or reports, frequency 3 or 4 is selected to insure all regularly-counted items are displayed. Most of your inventory items will probably fall under the Monthly (3) frequency. The first four frequencies are cumulative. This means that if you choose to run a report, or post inventory for the weekly frequency, the items included will be all of the ones defined as "weekly" and "daily" frequency. Monthly would include monthly, weekly and daily. The fourth frequency, if selected, would include the monthly, weekly and daily items as well as any items defined as Frequency 4. Frequencies five through nine are "stand alone" frequencies, and will only include like items when selected. An eleventh frequency, ALL, is available in certain reports and edits so that you can have an easy way to view all inventory items at one time, regardless of posting schedule. Table 1. Frequency Listing 1 Daily Includes only Freq 1 items. 2 Weekly Includes Freq 1 and 2 items combined. 3 Monthly Includes Freq 1, 2, and 3 items combined. 4 Four Includes Freq 1, 2, 3, and 4 items combined. 5 Five Only includes/displays Freq 5 items only. 6 Six Only includes/displays Freq 6 items only. 7 Seven Only includes/displays Freq 7 items only. 8 Eight Only includes/displays Freq 8 items only. 9 Nine Only includes/displays Freq 9 items only. ALL ALL Will display all inventory items, regardless of frequency setting. Frequency name descriptions may be edited in the Inventory Frequency Edit. Selecting Inventory will present you with a sub-menu with several options. 1

6 Introduction The edits and reports displayed on this screen are detailed in the chapter titled, Edits and Reports. The SETUP Menu button displayed will reveal several more options and edits available to help you fine-tune your inventory software and is covered in detail in the Configuration chapter of this manual. Purchase Orders are covered in Purchase Orders. Let s start off with the most fundamental and important part of the inventory system, individual inventory item maintenance. 2

7 Inventory Maintenance Getting to Inventory Maintenance All inventory items used in product recipes, and other inventory items that you want to be able to track, must be configured in inventory maintenance. To get there: from Management Options select Inventory Then select Setup. Then select Inventory Maintenance The Inventory Maintenance screen similar to the following should appear: 3

8 Inventory Maintenance Figure 1. The top-half of the inventory maintenance edit. The Vendor edit section is shown in Figure 2. Quick Search The Quick Search dropdown is used to quickly select another item you wish to edit. Simply touch, or click on the Quick Search button to display the dropdown. Locate the item you are looking for by pressing the up/down arrows (or page up/down), or press the first number in the description of the item you are looking for. If there are several items beginning with the same number, you may have to press the number repeatedly until you reach the one you are looking for. Inventory Number 4 The inventory ingredient number ranging from 1 to This number is used as a reference when posting inventory counts, and when defining recipes for products you sell. As you scroll through the inventory items using the First, Previous, Next and Last buttons, only item numbers that have been defined will appear. Selecting New will present a screen where you can add new inventory items. On inventory usage reports, items can be listed in order by this number.

9 Description Inventory Maintenance A 20 character description used for representing the item on reports. It is case sensitive and will be displayed exactly as typed. Generally it is recommended that you use the same description as your vendor. This will make it easy to identify the item when you are posting inventory figures. UOM (Smallest Unit of Measure) The counting unit that is used as the basis for counting the item. For hamburger patties, the UOM might be "Patty." For mayonnaise, the UOM might be "Ounce." UOMs name descriptions may edited in the Inventory UOM edit. Waste Tolerance The amount of waste (by the smallest UOM) can that be performed before a warning message appears while posting waste total amounts. Part Number This field is used to cross-reference inventory items. It could be the number assigned by your vendor on invoices or a number assigned by your corporate/home office. This number is included in files that can be polled and used by corporate/home office reporting programs. You may sort the inventory items by this part number in several other inventory modules. Sorting by the item s part number could be especially useful for posting Inventory Received if your vendor s invoice is arranged by part number. GTIN The Global Trade Identification Number is entered here. On many inventory reports and edits, items can be listed in order by this number. Minimum Stocking Level The minimum count (by the smallest UOM) of the inventory item that is allowed to remain in-stock when calculating Purchase Orders. It is basically a buffer used so that you don t run out of inventory before your next delivery arrives. This field is only used when creating Purchase Orders by projections. If you are not using this feature, ignore this field. PO Forecast Method The method to use when calculating the amount to order for any Purchase Orders. Recipe - Need: Will calculate the amount to order using the following formula: Projected Recipe Usage - Opening Count - Any Pending Receives = Recommended Order Amount The Opening Count is the inventory count as of this Business Day s open. Pending Receives are calculated from any previously created Purchase Orders that have not been delivered yet. The Projected Recipe Usage is calculated from your restaurant s sales history, and is based on recipes being used for the products that you sell. Your Recommended Order Amount will be 0 if the formula above calculates a value less than 0. It will also 5

10 Inventory Maintenance always be displayed in the largest UOM. This method is best used when inventory counts are performed accurately, and on a frequent basis (preferably daily.) Recipe - Actual: The Recommended Order Amount will be based solely on your Projected Recipe Usage. The amount of inventory that you are expected to use over the order period will be recommended to order. This method is best used if your inventory counts are not performed on a daily basis, or not accurate. Previous Orders Average: Will calculate the amount to order using an average based from your 4 previous Purchase Orders. Use this method for inventory items that are not included in any recipes; Usually, items like napkins, straws, and condiments fall in this category. Depletion Method The method to use when accounting for inventory used. There are two methods to deplete inventory: FIFO First In, First Out: The most common way that inventory is used. With this method, the system will deplete your oldest inventory first and value the remaining inventory appropriately. LIFO Last In, First Out: The LIFO method is rarely used, but is available for those inventory items that require the newest stock be used first, and the older stock be used last. An example of LIFO depletion would be for promotional items such as toys or limited time offers (LTO s). Any changes to the depletion method will take effect immediately, affecting inventory depletion for all inserts that you close after making a change to this setting. Frequently Wasted If this inventory item is considered to be a frequently wasted item (i.e. hamburger patties, cheese slices, chicken pieces, etc.) then check this box. Checking the box will enable this item to be displayed on the Frequently Wasted Items report. Count is Usage, Not O/S Under most circumstances, your inventory over/short is determined by comparing your actual usage (from open to close period counts) to your computed usage (amount sold * recipe portions.) If you check this box, then your over/short will always be zero (0) and your inventory usage will always be based on your actual usage from counts. This means that the inventory item does not require to be configured in any recipes for Purchase Order calculations, and your net difference between counts will be considered what was used. This option can be especially useful when attempting to calculate Purchase Orders for items usually not found in any recipes, like napkins, cooking oil, or ketchup packets. Frequency From the dropdown, you can select one of several counting frequencies, or groups, indicating how often you want to count this item. For instance, selecting daily would indicate that you want this item counted every day before the daily close. Note that the first four frequencies are cumulative. This means that if you chose to run a report, or post inventory for weekly, the items included will be all of the ones with "weekly" and "daily" frequency selected. Monthly would include monthly, weekly and daily. The fourth frequency if selected, would include the monthly, weekly and daily items as well as any items defined as Frequency 4. Frequencies five through nine are "stand alone" frequencies, and will only include like items when selected. Frequency name descriptions may be edited in the Inventory Frequency edit. 6

11 Type Inventory Maintenance The class of item that this inventory part falls into. The default categories of Food, Paper, Supplies, and Promotional are available. You can change or add new types via the Inventory Types edit, if required. Category Another way you can sort your inventory is by Category. This could be by the type of product (i.e. Beef, Pork, Chicken etc.) Category name descriptions may be added or edited in the Inventory Category edit, if needed. Primary, Secondary, and Tertiary Locations Some inventory is probably stored in different physical locations within your restaurant. To make posting inventory easier, you can assign locations to each item. Then, if you sort the inventory by location, you will be entering it in the order that you counted it, without a lot of jumping around, or searching for an item. Location name descriptions may be added or edited in the Inventory Locations edit, if needed. Yield This is an equivalency factor for the item. Basically, it shows how many servings you should get per smallest UOM. It is used most often with Fries, Soft Drink Syrup and Milkshake/Ice Cream Mix (items that get many servings per UOM.) Items that are a 1:1 ratio such as Burger Patties, Rolls, etc. should usually be left as A quality assurance or operations manual will often contain product yield and packaging information. This can greatly simplify the yield calculation process. A guide of this sort will also normally provide for shrinkage factors, if any. Yields and portions are always calculated on product as received, not cooked. The following is an example of how a yield could be determined: The operations manual states that Fries are packaged 36 pounds to a case, and that you should get between 400 and 420 standard size orders (servings) per 100 pounds. So, the average number per 100 pounds would be 410. The UOM for Fries is the pound. So, we divide 410 by 100, and we get the average number of portions per pound, which is the yield: portions/100 lbs = 4.1 portions per pound Deactivated If this inventory item is not currently being used and you have no remaining inventory left, check this box to disable it. Don t Count Smallest UOM When checked, the item s smallest UOM will not be displayed when posting inventory in Physical Count edit - only the following "next larger" UOMs will be shown. If displaying "All" units of measure, the smallest UOM will not displayed. If there is no other UOM defined other than the smallest UOM, no line to count the item will be displayed. 7

12 Inventory Maintenance Reporting UOM / Reporting UOM Divisor Reporting UOM This option is available to make reporting inventory easier. The Reporting UOM is used (if configured) on all inventory reports instead of the default (smallest) UOM. As an example, If we were to define Mayonnaise, which comes in a case containing four 1-gallon jars, we could define the smallest counting unit as an "ounce." This is fine, except for the way it will be displayed on the inventory reports, and how the human brain interprets information. For illustration purposes, which of the following would be more useful when trying to determine the monthly usage. Mayonnaise Used: 3008 ounces - OR - Mayonnaise Used: 23.5 gallons By configuring the Reporting UOM to be a "gallon" you can still count your inventory by the "ounce" but the reports will display "gallon." UOMs name descriptions can be added or edited in the Inventory UOM Edit, if needed. Reporting UOM Divisor The number used to calculate the quantity of the smallest UOM from the Reporting UOM. Using our example above, the divisor would be 128. (1 gallon = 128 ounces) Basically, enter the number of smallest UOM portions that exist in the Reporting UOM. 8

13 Vendor Inventory Maintenance Figure 2. The bottom-half of the inventory maintenance edit, where you select the item s Vendor and it s Counting Units. Select the Vendor from the dropdown menu that supplies you with this item. You can specify up to 3 separate Vendors that carry this item. Vendor descriptions and Electronic Ordering configuration are edited using the Inventory Vendors edit. Unit Cost Input the cost per UOM (smallest) for the Vendor selected. This field will be automatically updated if changed using the Update Cost feature shown below, or if using Purchase Orders/Electronic Ordering, the cost will be updated when receiving deliveries. Template Order Quantity (by Largest UOM) The amount, if any, that should be used as a default "to order" quantity when creating Purchase Orders. This field is only used when creating Purchase Orders. If you are not using this feature, ignore this field. Counting Units Counting Unit description Smallest: This displays the UOM that is defined above. The next larger Counting Unit descriptions through Largest are used to define any "sub-packaging" that this item my be contained within. You can repeat the Counting Unit description process for up to four counting units per item. Counting Unit Counts: The quantity of the smallest counting unit defaults to "1" of whatever is defined. The other 3 available counting units refer to the "number of the next smaller counting unit," contained in the one you are defining. Here is an example: Cheese Slices that comes in 4 Blocks of 180 slices per Case: SLICE BLOCK CASE

14 Inventory Maintenance This just shows that the Smallest UOM is the SLICE. There are 180 SLICES per BLOCK, and 4 BLOCKS per CASE. The "Largest UOM" is CASE, and each CASE contains 720 SLICES. (1 X 180 X 4) UOMs name descriptions can be added or edited in the Inventory UOM edit, if needed. Updating Cost To update the cost of an item, simply enter the cost of any defined counting unit, and press the Update button directly below it. This action will update all of the Cost fields, including the Unit Cost, for this selected Vendor. To save the cost change, you must press any one of the following buttons: Submit, First, Previous, Next or Last. Maintenance Report Pressing the Report button while in the Inventory Maintenance Edit will start the process of obtaining a maintenance report for select, or all, inventory items. You will be prompted to select which items to run the report on in the following screen. To obtain a report on all items, simply select how to sort the inventory items and choose the report format. To select individual items, click the Filter Inventory Items checkbox, then select which items to print a report for. Click and drag to select multiple items in a row. Click while holding the CTRL key to select individual items. Once you have selected the options for the report, press the Submit button. The report, similar to the example that follows, will be displayed on screen. 10

15 Inventory Maintenance Figure 3. A sample Inventory Maintenance report for selected items. 11

16 Inventory Maintenance 12

17 Inventory Configuration Overview For each inventory item that you have in your restaurant, an inventory item must be set-up and configured in the Inventory Maintenance screen. Many options provided in the Inventory Maintenance edit are user-configurable through other edits in the Inventory Setup menu. This chapter describes these user-configurable options. 13

18 Inventory Configuration Inventory Options This edit allows you to configure miscellaneous options for other inventory edits and reports. Editing This line shows you the edit that you are currently in. Received Default UOM Select the UOM to displayed by default when posting inventory recieved. User Can Change Received UOM Check this box to allow any user to change the default UOM when posting inventory received. If not checked, then the default, as defined above, will be the only option available. Default Received Sorting Method Select the default sorting method to use when posting and reporting inventory received. User Can Change Case Cost When Receiving Check this box to allow any user to change the Largest UOM Case Cost when posting inventory received. Physical Count Default UOM Select the UOM to displayed by default when posting the physical count. User Can Change Physical Count UOM Check this box to allow any user to change the default UOM when posting the physical count. If not checked, then the default, as defined above, will be the only option available. 14

19 Default Physical Sorting Method Select the default sorting method to use when posting and reporting the physical count. Show Over Short On Physical Postings/Report Inventory Configuration Check this box if you wish to display the computed and over/short columns while posting the physical inventory counts. Waste Default UOM Select the UOM to displayed by default when entering waste. User Can Change Waste UOM Check this box to allow any user to change the default UOM when entering waste. If not checked, then the default, as defined above, will be the only option available. Default Waste Sorting Method Select the default sorting method to use when posting and reporting waste. Number of Rows per Postings Page Input the number of rows to display at one time when posting inventory. Allowable values range from 1 to 50. Match Inventory Transfers from N Days Ago Enter the amount of previous days the system should use when attempting to match transfers in and out. Enable Invoice Totals Check this box to display the invoice total entry field while posting inventory received, and invoice reconciliation totals on the received report. Default Purchase Order Method Select the default method for use with Purchase Orders. You can select Projection, Copy, or From Template. Forecast Options The system automatically creates sales and inventory projections each time the Daily Close is performed. These projections are used when creating Purchase Orders, allowing the system to accurately predict how much inventory will be used. This edit allows you to preset the length, in days, that the system will attempt to forecast sales and inventory usage for use when generating Purchase Orders. Editing This line details which option you are currently editing. Forecast Forward Days Input the total of days to forecast. (Default: 14) 15

20 Inventory Configuration Inventory UOMs There is an umlimited amount of UOM descriptions available for use. Many have already been defined with the most common units-of-measure that you use. This edit allows you to change the description of any pre-defined UOM that has been setup in your system. Editing This line details which option you are currently editing. Quick Search The Quick Search dropdown is used to quickly select another item you wish to edit. Simply touch, or click on the Quick Search button to display the dropdown. Locate the item you are looking for by pressing the up/down arrows (or page up/down), or press the first number in the description of the item you are looking for. If there are several items beginning with the same number, you may have to press the number repeatedly until you reach the one you are looking for. UOM ID This line details the unique identification number of the UOM being edited. Unit of Measure This line details the description of the UOM that will be used in the various edits and reports on the system. To change a description, use the Action buttons (First, Previous, Next, Last) to navigate to the UOM that you wish to modify. Input your change and press Submit save your change. If you wish to undo a change and have NOT pressed Submit already, you can press Reset to restore the previous description. You may also print a report that lists all of the UOMs defined on your system by pressing the Report button. To add a new UOM descriptor, press the New button, enter the descriptor name, and press Submit to save. Inventory Categories There is an unlimited amount of Category descriptions available for use. Several have already been defined with the most common used. This edit allows you to change the description of any Category that has been setup in your system or add new ones. Editing This line details which option you are currently editing. 16

21 Quick Search The Quick Search dropdown is used to quickly select another item you wish to edit. Simply touch, or click on the Quick Search button to display the dropdown. Inventory Configuration Locate the item you are looking for by pressing the up/down arrows (or page up/down), or press the first number in the description of the item you are looking for. If there are several items beginning with the same number, you may have to press the number repeatedly until you reach the one you are looking for. Category ID This line details the unique identification number of the Category being edited. Category This line details the description of the Category that will be used in the various edits and reports on the system. To change a description, use the Action buttons (First, Previous, Next, Last) to navigate to the Category that you wish to modify. Input your change and press Submit save your change. If you wish to undo a change and have NOT pressed Submit already, you can press Reset to restore the previous description. To add a new Category to your current configuration, press the New button, enter the description of the new Category, then press Submit to save the new record. If you accidentally press the New button, or decide not to add a new record, simply press Cancel. You may also print a report that lists all of the Categories defined on your system by pressing the Report button. Inventory Frequencies There are 9 different Frequencies available for editing. They have already been pre-defined. This edit allows you to change the description of any pre-defined Frequency that has been setup in your system. Editing This line details which option you are currently editing. Quick Search The Quick Search dropdown is used to quickly select another item you wish to edit. Simply touch, or click on the Quick Search button to display the dropdown. Locate the item you are looking for by pressing the up/down arrows (or page up/down), or press the first number in the description of the item you are looking for. If there are several items beginning with the same number, you may have to press the number repeatedly until you reach the one you are looking for. Frequency ID This line details the unique identification number of the Frequency being edited. Frequency ID 0 may not be changed. 17

22 Inventory Configuration Frequency This line details the description of the Frequency that will be used in the various edits and reports on the system. To change a description, use the Action buttons (First, Previous, Next, Last) to navigate to the Frequency that you wish to modify. Input your change and press Submit save your change. If you wish to undo a change and have NOT pressed Submit already, you can press Reset to restore the previous description. You may also print a report that lists all of the Frequencies defined on your system by pressing the Report button. Inventory Types There is an unlimited amount of Type descriptions available for use. Several have already been defined with the most common used. This edit allows you to change the description of any Type that has been setup in your system or add new ones. Editing This line details which option you are currently editing. Quick Search The Quick Search dropdown is used to quickly select another item you wish to edit. Simply touch, or click on the Quick Search button to display the dropdown. Locate the item you are looking for by pressing the up/down arrows (or page up/down), or press the first number in the description of the item you are looking for. If there are several items beginning with the same number, you may have to press the number repeatedly until you reach the one you are looking for. Type This line details the description of the Type that will be used in the various edits and reports on the system. To change a description, use the Action buttons (First, Previous, Next, Last) to navigate to the Type that you wish to modify. Input your change and press Submit save your change. If you wish to undo a change and have NOT pressed Submit already, you can press Reset to restore the previous description. To add a new Type to your current configuration, press the New button, enter the description of the new Type, then press Submit to save the new record. If you accidentally press the New button, or decide not to add a new record, simply press Cancel. You may also print a report that lists all of the Types defined on your system by pressing the Report button. Inventory Locations 18

23 Inventory Configuration There is an unlimited amount of Location descriptions available for use. Several have already been defined with the most common used. This edit allows you to change the description of any Location that has been setup in your system or add new ones. Editing This line details which option you are currently editing. Quick Search The Quick Search dropdown is used to quickly select another item you wish to edit. Simply touch, or click on the Quick Search button to display the dropdown. Locate the item you are looking for by pressing the up/down arrows (or page up/down), or press the first number in the description of the item you are looking for. If there are several items beginning with the same number, you may have to press the number repeatedly until you reach the one you are looking for. Location This line details the description of the Location that will be used in the various edits and reports on the system. To change a description, use the Action buttons (First, Previous, Next, Last) to navigate to the Location that you wish to modify. Input your change and press Submit save your change. If you wish to undo a change and have NOT pressed Submit already, you can press Reset to restore the previous description. To add a new Location to your current configuration, press the New button, enter the description of the new Location, then press Submit to save the new record. If you accidentally press the New button, or decide not to add a new record, simply press Cancel. You may also print a report that lists all of the Locations defined on your system by pressing the Report button. Transfer Locations The system has the ability to track your transfers, letting you see not only all of the items that have been transferred, but the ones that had been tranferred on a temporary basis were returned. In order to do this, you must configure all of the possible locations that you can transfer inventory to and from. This edit allows you to do this. In addition, if your Home Office utilizes SEMS (SICOM Enterprise Management Solution) for multiple locations, then this edit allows you to define each location s SEMS identification. When configuring this section with the relevant locations in SEMS, transfers to/from will automatically update inventory totals at each of the transfer sites. Editing This line details which option you are currently editing. SEMS ID Input the location identification number as configured in SEMS. Name Input the name of the location that you will be transferring items to or from. 19

24 Inventory Configuration Inventory Vendors In order to successfully post inventory received and to accurately calculate your inventory costs, you need to have one or more Vendors setup in your system. A vendor can be a company, distributor, market, bakery, or any other business that provides you with the inventory stock you use to operate your business. This edit allows you to add or reconfigure any vendors that you deal with. The Vendors edit is divided into two groups. The top section consists of the Vendor ID and it s contact information. The bottom section consists of the Electronic Ordering information section where you can configure the data required to connect and send orders electronically to your Vendor. If the bottom section is not displayed, then the SICOM Electronic Ordering software module may not be installed on your system. If this is the case, contact your System Administrator or SICOM Support at SICOM ( ) or for further information. 20

25 Inventory Configuration Only Vendors that can communicate and receive purchase orders via the Amphire Electronic Ordering network can be setup for use with the SL-Series s Electronic Ordering software. Please note that only the Vendor s name is required to be configured if you are not using SICOM s Electronic Ordering software. Editing This line displays the edit that you are currently in. Vendor ID This line details the unique identification number of the Vendor being edited. Vendor The name of the Vendor. Address, City, State, ZIP, and Phone Used the enter the address of the Vendor being edited. Contact Name Enter the name of your restaurant s support contact at the vendor. Contact Enter the address of your restaurant s support contact at the vendor. Electronic Ordering Configuration Select an Amphire Distributor Select the distributor from which you receive your deliveries from. Node The Account or Restaurant ID number provided by your Vendor. PIN/Confirm PIN The 4-digit authorization code provided by your Vendor. Re-enter this PIN to confirm the entry. Primary Phone A modem telephone number used to connect to your Vendor s network. This number is provided by your Vendor. (Amphire: ) Primary Baud Select the connection rate for the primary connection. (Default: 56k) [This field is not currently used - the connection speed is fixed in the software.] Secondary Phone A backup, or secondary, modem telephone number used to connect to your Vendor s network, and used if the primary number is unavailable to accept your order. This number is also provided by your Vendor. (Amphire: ) [This field is not currently used - only the primary phone number is used.] 21

26 Inventory Configuration Secondary Baud Select the connection rate for the secondary connection. (Default: 56k) [This field is not currently used - the connection speed is fixed in the software.] Communications Port Select the communications port that the analog modem is connected to. (Default: 1) [This field is not currently used - the port is fixed to 1 in the software.] Next Order Number Input the next order number that should be used. This option should only be changed if directed to by your Vendor, your System Administrator, or SICOM Technical Support. Last Order Number Input the order number from the last order that was finalized and transmitted. This option should only be changed if directed to by your Vendor, your System Administrator, or SICOM Technical Support. Node, DC, Chain, and Store This information may be provided in the data sent to your restaurant when processing electronic orders. They are not editable and are displayed for informational purposes only. Order Days Check the corresponding box under each day that you regularly receive a delivery for each order that you place. Delivery Days Check the corresponding box under each day that you regularly place an order. If the Primary or Secondary Phone numbers provided by your Vendor are considered long distance to your exchange, make sure that your modem line is capable of dialing long distance, and ensure that the appropriate long distance prefix is used (ex ) in the setup fields. 22

27 Recipe Maintenance Getting to Recipe Maintenance From Management Options select Inventory. Then select Setup. Then select Recipe Maintenance. A Recipe Maintenance screen similar to the following should appear: This screen is used to edit Recipe information. The recipe database contains 500 recipes. As a result, you can "edit" the recipes, but can not "add/delete" them. The number is used as a cross reference when defining Products you sell. You can scroll through the recipes using the First, Previous, Next and Last "Buttons", or through the Quick Search dropdown at the bottom of the screen. 23

28 Recipe Maintenance Recipe Name The Recipe Name field is used to "Name" the recipe. Naming recipes makes it much easier to identify their use when reviewing them. The name entered will also show in the "Quick Search" dropdown discussed later in this chapter, and the "Recipe" dropdown in Product Maintenance. Need to remove or DELETE a recipe line item? In order to remove (delete) a line item, whether it is an inventory item or recipe, click on the Delete box and press Submit. Inventory Number/Description Each Recipe can contain an unlimited amount ingredients. For "each" ingredient select the appropriate item from the dropdown. Quantity For each ingredient, enter the quantity of the Smallest Counting Unit (UOM) that will be deducted from inventory each time a product using this recipe is sold. This number can go to 4 decimal places to accommodate small portions of a large unit (i.e. Mayonnaise counted by the gallon, but only 1 tablespoon is used in the recipe would equal of a gallon. 1/256= ) Entering the wrong quantity for the items smallest unit of measure will cause erratic inventory and food cost calculations. 24

29 Mode Recipe Maintenance Mode: Determines how special order instructions such as Plain, Add, No/Minus, Heavy, etc. are processed. Mode 1 - Permanent Mode 1 is used for "Standard" Ingredients. These are Inventory Ingredients that are not able to be increased or decreased in quantity. These are most often Paper products (container, wrap, napkin, etc.) and all items without a corresponding qualifier or condiment key. In a recipe for "Apple Pie", while the toppings may be allowed to be modified, the pie is a standard ingredient, "always" included, and therefore would be a Mode 1. Note: Items like Cheese, while technically a condiment, are usually Mode 1. This is because you would expect a Cheeseburger, ordered "plain", would still contain Cheese. If it were a Mode 2 or 3, no Cheese would be removed from inventory. Mode 2 - Optional Mode 2 is the most used "condiment" mode. Items may be modified using all condiment variations. The amount deducted from inventory for Light, Heavy and Extra is based on the field Limit 1 in the Qualifiers PLU. (See Product Maintenance) Note: Limit 1 contains a multiplier for the ingredients normal quantity, as defined in the recipe. The amount removed from inventory is the product of the value in limit 1 times the inventory quantity in the recipe. Mode 3 - Optional/No Heavy Mode 3 inventory ingredients are not permitted to be made "Heavy." In addition, the quantity depleted from inventory is Doubled if the Plus/Add key is used. The amount deducted from inventory for Light is based on the field Limit 1 in the Qualifiers PLU. (See Product Maintenance) Note: Limit 1 contains a multiplier for the ingredients normal quantity, as defined in the recipe. The amount removed from inventory is the product of the value in limit 1 times the inventory quantity in the recipe. Mode 4 - Not Standard Mode 4 inventory ingredients are not deducted from inventory unless the "Plus/Add" qualifier is used. This says to include the item even though it is not normally an ingredient of the item. This option restricts inventory calculation 25

30 Recipe Maintenance of "Plus" ingredients to only those recipes specifically providing for the item. An example could be a Sundae with a choice of either Strawberries or Blueberries. By making the toppings in the recipe, Mode 4, only the topping selected would be included, and thus removed from inventory. Mode 5 - Included Items Mode 5 is available for recipes that include other recipes in their own build (Recipes-in-Recipes.) Mode 5 indicates that all of the inventory items usage from the included Recipe-in-Recipe will be calculated normally, following all of the normal rules for Mode 1 thru Mode 4 for recipe items. Mode 6 - Plain/Only No Effect Mode 6 is available for recipes that include other recipes in their own build (Recipes-in-Recipes.) Mode 6 works similarly to Mode 1, where all of the inventory items contained in the Recipe-in-Recipe are considered Permanent, and the inventory amount deducted can ONLY be affected by the Light All and Heavy All modifiers. Any Mode 4 items included in a Recipe-in-Recipe will never have inventory usage calculated. Mode 4 items will only affect inventory if included in the main recipe for a PLU. Mode 7 - Plain/Only Effect Mode 7 is available for recipes that include other recipes in their own build (Recipes-in-Recipes.) Mode 7 works similarly to Mode 1, where all of the inventory items contained in the Recipe-in-Recipe are considered Permanent, and the inventory amount deducted can ONLY be affected by the Light All and Heavy All modifiers. Additionally, if any single one inventory item from the Recipe-in-Recipe is modified using the Plain or Only modifier keys, then the ENTIRE recipe (each inventory item) is affected by the Plain or Only modifier. This includes any Mode 1 items in the Recipe-in-Recipe as well. Any Mode 4 items included in a Recipe-in-Recipe will never have inventory usage calculated. Mode 4 items will only affect inventory if included in the main recipe for a PLU. Mode 8, 9, 10 - Not Standard Modes 8, 9, and 10, while available in the Recipe edit, are not currently used by the SL-Series system. Select any of these options will result in NO inventory usage calculations for any items in the included Recipe-in-Recipe. Using Recipes-In-Recipes At the bottom of the recipe screen is a nice option that allows you to append another recipe to the one you are currently working on. For example, let s say you want to create a recipe for a Cheeseburger, that is made up of all of the ingredients of a Hamburger with the addition of a slice of cheese: You would simply go to an empty recipe and select the Hamburger from the Add Recipe dropdown. The entire recipe for the Hamburger will be added. Next, select cheese from the Add Inventory dropdown. Now that all of the ingredients for the Cheeseburger have been added, simply press the Submit button to save your changes. Don t forget to name your new recipe. 26

31 Recipe Maintenance Empty Recipes Another nice feature at the bottom of the screen is a dropdown that will show you all of the recipes that have no ingredients included within the recipe. This is very helpful in quickly finding and selecting recipes that may be used for new items. Even though recipes may be empty, it doesn t mean that there aren t any PLUs that have been assigned this recipe number. Always remember to obtain a Recipe/Food Cost Report each time you create a new recipe. Recipe Maintenance Report To get a report displaying all or some of your recipes, press the Report button at the top right of the screen. First, you need to select which type of report to obtain. There are currently two types of recipe reports available: Normal and Inverted. Normal The "Normal" report details each recipe and it s ingredients, portions (UOM quantity), and modes. When you select this report, you can select one, several, or all recipes to be included in the report. 27

32 Recipe Maintenance Inverted An "Inverted" recipe report is one that reports all of your inventory items and then displays each recipe that contains the inventory item below it. The recipe s Name, the inventory item s Portion (UOM quantity) and Mode are displayed. This report is especially useful when troubleshooting inventory discrepancies, allowing you to easily find where each inventory item is being used and how much is being calculated as used from your on-hand totals. Click on one recipe to print a report for just one. Click and drag to select multiple recipes in a row. Click while holding the CTRL key to select individual recipes. Select ALL Recipes in the select box to automatically include all recipes. Expand Sub-Recipes? Check this box to display any full-detail recipe information for any sub-recipes that may be an included part of any recipe. Show Products? Check this box to display the PLU s that reference this receipe in their configuration. Format: Select from different report format types available: PDF, HTML, Text, or CSV. Figure 1. A sample "Normal" Recipe Maintenance Report. 28

33 Recipe Maintenance Figure 2. A sample "Inverted" Recipe Maintenance Report. 29

34 Recipe Maintenance 30

35 Posting and Reporting Physical Count Edit and Report Physical Count Edit Under this option, you enter Physical counts in a spreadsheet fashion, where multiple items are presented on the screen. It does not allow posting of Waste or Received. Sorting Method: Used to select how you want to sort the items on-screen. You can select to sort by the Inventory Number, by Vendor, Location or Category, by your Vendor s Part Number, GTIN Number, or by the Inventory item s name as you have it entered. Inventory Units of Measure (UOM) to Display?: Select whether you wish to view all the different UOM s that are defined for the items that you are posting or if you wish to view only the largest or smallest UOM s. Display Inventory Items with Frequency: Select the inventory frequency to display. See the section, Frequencies located in the Introduction for more information. Only Show Items Not Posted?: Check this box if you would like to only view the Inventory Items that still need to be have a Physical Count posted. This option is unavailable when sorting by Location. Once you select to Submit, you will see the posting screen. (A sample screen snapshot follows.) The columns labeled Computed Count and O/S Count (Over/Short) may or may not be displayed depending on the configuration of your system. To enable or disable the display of these columns, use the Inventory Options edit to do so. (You may need to contact your System Administrator or SICOM Technical Support at SICOM ( ) or for assistance with this.) Also, the number of items displayed can be adjusted as well. You can view up to 50 items at a time. Figure 1. The Physical Count data input screen. 31

36 Posting and Reporting You will see the Inventory Number and Name, Location, and primary Vendor name along with UOM(s) that you selected to view. Next, you will see the a Total Quantity column, Computed Count column, and a O/S Count column. If you have multiple vendors configured for an inventory item, or multiple locations, you will see a disclosure triangle to the right of the location displayed. Click on this triangle to "expand" the selection. Once expanded, any other configured vendors and UOM(s) will be displayed as well. Click the triangle again to "close" the expanded view. Figure 2. "Disclosure Triangles." Please note that if any inventory item has "Don t Count Smallest UOM" checked AND the item does not have any larger UOMs defined, you will NOT see the item available to post a count. The Total column displays the total count of the item that you have entered. The Computed Count column is the calculated quantity that you should have on-hand, based on the following formula: Opening + Received + Transfer In - Transfer Out - Waste - Sold = Computed Count The O/S Count column will display the over or short count of items once you have entered a physical count. Enter your ending Physical Counts for each item using the UOM box(es) that are shown for each item. The UOM name is displayed to the right of the box, so that you can have a reference as to how to enter your counts. If there are multiple boxes displayed, the largest counting unit will be displayed to the left, smaller counting units displayed to the right of that, finally ending with the smallest counting unit to the far right. Posting a Physical Count for any inventory item will replace, not add to, any postings you might have made previously during the current business day. Do not enter the same amount in different fields. If you are posting 1 case of fries (which, for example purposes, consists of 6 bags each holding 6 pounds of fries) and in the posting screen, there is a box for the case, bag, and pound, enter only 1 case - or 6 bags - or 36 pounds - NOT the same in each of the fields at the same time. Physical Count Report 32

37 Posting and Reporting Under this option, you may view or print out a copy of the counts that you have already entered, or print out a count sheet that you can use to fill in your counts so posting the physical count is easier. Date: You may select today s Business Date data, yesterday s, or a custom date range to be used for the report. View as Blank Count Sheet: Check this box if you wish to view or print a count sheet. Sorting Method: Used to select how you want to sort the items on-screen. You can select to sort by the Inventory Number, by Vendor, Location or Category, by your Vendor s Part Number, GTIN Number, or by the Inventory item s name as you have it entered. Inventory Units of Measure (UOM) to Display?: You can select to view all the different UOM s that are defined for the items that you are posting or only the largest or smallest UOM s. Display Inventory Items with Frequency: Select the inventory frequency to display. See the section, Frequencies located in the Introduction for more information. Only Show Items Not Posted?: Check this box if you would like to only view the Inventory Items that still need to be have a Physical Count posted. Format: Select from different report format types available: PDF, HTML, Text, or CSV. Default options for this report can be set in the Inventory Options edit. Once you select Submit, you will see the report or count sheet that you requested. If you have selected to view a report, the report will be similar to what follows. Figure 3. A sample Physical Count report. 33

38 Posting and Reporting Received Edit and Report Received Edit Under this option, you enter the physical counts of the inventory items that you have received. It does not allow posting of Waste or ending Physical Counts. Selecting the Session Type Once you select Received Edit from the Inventory menu, you need to determine which type of receiving session you will be performing. You can choose to Start A New Receiving Session (WITHOUT a Purchase Order), Start A New Receiving Session (WITH a Purchase Order), or Return to an Existing Received Session. Please note that all described options may not appear to you under certain circumstances. For example, if there aren t any Purchase Orders stored on the system, you will not be able to receive against a PO. To begin a NEW receiving session WITHOUT A PURCHASE ORDER, select Start New Session from the dropdown menu, and enter the following information: New Session Name: The session s name. Use something descriptive, like the date and/or vendor order number, to uniquely reference this session later. New Session Vendor: The name of the Vendor from whom you are receiving inventory. Select one from the dropdown menu. New Session Comment: A general comment about the received session that you may reference later. Not required for a receiving session. New Session Invoice Total: Input the total dollar amount of the invoice. This is used (if displayed) to compare to the total amount received after posting a purchase order or other receives to ensure all items have been properly input. 34 To begin a receiving session WITH A PURCHASE ORDER, select the appropriate Purchase Order number from the Session dropdown and enter the following information: New Session Name: The session s name. This field will be prefilled with a generic name, though you can input another to uniquely reference this session later. New Session Comment: A general comment about the received session that you can reference later. Not required for a receiving session. New Session Invoice Total: Input the total dollar amount of the invoice. This is used (if displayed) to compare to the total amount received after posting a purchase order or other receives to ensure all items have been properly input.

39 Posting and Reporting Enter Only Discrepancies?: This checkbox will allow you, if selected, to input only any amounts that differ from the original Purchase Order, and automatically enter the amount received for every other item on the the Purchase Order. To RETURN to an EXISTING receiving session, select the appropriate session from the Session dropdown and answer the following question: Enter Only Discrepancies?: This checkbox will allow you, if selected, to input only any amounts that differ from the original posting session, and automatically keep previous amounts entered. Default options for this edit can be set in the Inventory Options edit. Regardless of which session type you choose, you can always select which inventory items are displayed and how they are sorted. The choices are the same as those you have when posting the Physical Count: Display Inventory Items with Frequency: Select the inventory frequency to display. See the section, Frequencies located in the Introduction for more information. Inventory Units of Measure (UOM) to Display?: You can select to view all the different UOM s that are defined for the items that you are posting or only the largest or smallest UOM s. Sorting Method: Used to select how you want to sort the items on-screen. You can select to sort by the Inventory Number, by Vendor, Location or Category, by your Vendor s Part Number, GTIN Number, or by the Inventory item s name as you have it entered. Posting the Data Once you select to Submit, you will see the posting screen. (A sample screen snapshot follows.) The column labeled Price/Largest UOM may or may not be displayed depending on the configuration of your system. This field allows you to directly enter the cost of the largest UOM (usually the "case") of the items that you are receiving now. Enter the new price here and the system will automatically value the current received inventory and the UOM to the price that was entered. This feature allows you to keep an accurate valuation of your inventory. If there is a price change, be sure change it here as you receive your deliveries. To enable or disable the display of these columns, contact your System Administrator. The number of total number items displayed on each screen can be adjusted by your System Administrator as well. You can view up to 50 items at a time. 35

40 Posting and Reporting Figure 4. The data input screen for Receiving Inventory. You will see the Inventory Number and Name, the sort filter, and the UOM(s) that you selected to view. If you have multiple vendors configured for an inventory item, you will only see the cost and counting units (UOM s) for the Vendor that you are receiving from. Next, you will see the Total Quantity field, which shows you the amount (in smallest UOM) of inventory received. Enter your Received totals for each item using the UOM box(es) that are shown for each item. The UOM name is displayed to the right of the box, so that you can have a reference as to how to enter your counts. If there are multiple boxes displayed, the largest counting unit will be displayed to the left, smaller counting units displayed to the right of that, finally ending with the smallest counting unit to the far right. Posting a Received Count for any inventory item will replace, not add to, any postings you might have made previously during the current business day. Do not enter the same amount in different fields. If you are posting 1 case of fries (which consists of 6 bags each holding 6 pounds of fries) and in the posting screen, there is a box for the case, bag, and pound, enter only 1 case - or 6 bags - or 36 pounds - NOT the same in each of the fields at the same time. Entering Only Discrepancies If you choose to Enter Only Discrepancies, you will see a different posting screen. (A sample screen snapshot follows.) This edit shows you any previously input inventory received, or the amount of inventory scheduled to be received from a Purchase Order, and allows you to select only the items whose received count has changed since. Select the inventory item from the "Select an Item" dropdown. Enter the new received total and the Price per Largest UOM (if displayed and if needed). As each field is changed, the inventory s line item displayed below will change, reflecting updated total and cost. Press the Submit button to save your changes! Nothing will be saved unless you press submit! Any modified lines are displayed in a bold font for easier review. 36

41 Posting and Reporting Figure 5. Posting screen when only entering discrepancies. Received Report Under this option, you can view or print out a copy of the counts that you have already entered, or print out a count sheet that you can use to fill in your received counts to make posting the data easier. Date: You can select today s Business Date data, yesterday, or input a custom date to print out the Received report. View as Blank Count Sheet?: Check this box if you wish to view or print a count sheet. Vendor: Select the Vendor to display the Received report. This causes the system to display only the receive sessions from the selected Vendor. Sorting Method: Used to select how you want to sort the items on-screen. You can select to sort by the Inventory Number, by Vendor, Location or Category, by your Vendor s Part Number, GTIN Number, or by the Inventory item s name as you have it entered. Inventory Units of Measure (UOM) to Display?: This field is preset to Largest Only. Display Inventory Items with Frequency: Select the inventory frequency to display. Format: Select from different report format types available: PDF, HTML, Text, or CSV. 37

42 Posting and Reporting Default options for this report can be set in the Inventory Options edit. Press Submit. You will prompted for one more piece of information. The session to report on. Select the session from the dropdown. Once you select the session, press Submit, you will see the report or count sheet that you requested. If you have selected to view a report, the report will be similar to what follows. Figure 6. A sample Received report. Figure 7. If you chose to enter the "New Session Invoice Total" while posting the received items, the input total and the calculated total will be displayed at the end of the report. 38

43 Waste Edit and Report Posting and Reporting Waste Edit Under this option, you enter Waste counts. It does not allow posting of your Received or Physical counts. Sorting Method: Used to select how you want to sort the items on-screen. You can select to sort by the Inventory Number, Primary Location, Category, by your Vendor s Part Number, GTIN Number, or by the Inventory item s name as you have it entered. Inventory Units of Measure (UOM) to Display?: Select whether you wish to view all the different UOM s that are defined for the items that you are posting or if you wish to view only the largest or smallest UOM s. Normally, raw product waste is entered using the smallest counting unit (i.e. each, slice, patty, etc.) Display Inventory Items with Frequency: Select the inventory frequency to display. See the section, Frequencies located in the Introduction for more information. Default options for this edit can be set in the Inventory Options edit. Once you select to Submit, you will see the posting screen. The layout is similar to those on the Physical Count and Received Edits. 39

44 Posting and Reporting Figure 8. The data input screen for Inventory Waste. You will see the Inventory Number and Name, along with UOM(s) that you selected to view. Next, you will see the a Total Quantity column which displays the total amount of wasted inventory (in smallest UOM.) Enter your Waste counts for each item using the UOM box(es) that are shown for each item. The UOM name is displayed to the right of the box, so that you can have a reference as to how to enter your counts. If there are multiple boxes displayed, the largest counting unit will be displayed to the left, smaller counting units displayed to the right of that, finally ending with the smallest counting unit to the far right, in the Total Quantity column. Any waste entry you make is cumulative, and will be added to any previous postings that you might have made earlier in the current business day. Waste amounts are depleted from inventory totals as defined in each item s configuration - either FIFO or LIFO. Do not enter the same amount in different fields. If you are posting 1 case of fries (which, for example purposes, consists of 6 bags each holding 6 pounds of fries) and in the posting screen, there is a box for the case, bag, and pound, enter only 1 case - or 6 bags - or 36 pounds - NOT the same in each of the fields at the same time. 40

45 Waste Report Posting and Reporting Under this option, you can view or print out a copy of the counts that you have already entered, or print out a count sheet that you can use to fill in your counts so posting the waste count is easier. Date: You can select today s Business Date data, yesterday s, or a custom date to be used for the report. View as Blank Count Sheet: Check this box if you wish to view or print a count sheet. Sorting Method: Used to select how you want to sort the items on-screen. You can select to sort by the Inventory Number, Location or Category, by your Vendor s Part Number, GTIN Number, or by the Inventory item s name as you have it entered. Inventory Units of Measure (UOM) to Display?: You can select to view all the different UOM s that are defined for the items that you are posting or only the largest or smallest UOM s. Display Inventory Items with Frequency: Select the inventory frequency to display. See the section, Frequencies located in the Introduction for more information. Format: Select from different report format types available: PDF, HTML, Text, or CSV. Default options for this report can be set in the Inventory Options edit. Once you select Submit, you will see the report or count sheet that you requested. If you have selected to view a report, the report will be similar to what is shown below. 41

46 Posting and Reporting Figure 9. A sample Waste report. The Frequently Wasted report s layout is identical to this report as well. Frequently Wasted Items Edit and Report Frequently Wasted Items Edit 42 The Frequently Wasted edit is used to post waste counts for inventory items that are considered a "Frequently Wasted" item. Items displayed in this edit will only consist of those that have the "Frequently Wasted" checkbox checked in the Inventory Maintenance edit. Display Inventory Items with Frequency: Select the inventory frequency to display. See the section, Frequencies located in the Introduction for more information. Inventory Units of Measure (UOM) to Display?: Select whether you wish to view all the different UOM s that are defined for the items that you are posting or if you wish to view only the largest or smallest UOM s. Normally, raw product waste is entered using the smallest counting unit (i.e. each, slice, patty, etc.)

47 Posting and Reporting Sorting Method: Used to select how you want to sort the items on-screen. You can select to sort by the Inventory Number, Primary Location, Category, by your Vendor s Part Number, GTIN Number, or by the Inventory item s name as you have it entered. Once you select to Submit, you will see the posting screen. The layout is similar to those on the Waste edit. Figure 10. The data input screen for Frequently Wasted Items. You will see the Inventory Number and Name, along with UOM(s) that you selected to view. Next, you will see the a Total Quantity column which displays the total amount of wasted inventory (in smallest UOM.) Enter your Waste counts for each item using the UOM box(es) that are shown for each item. The UOM name is displayed to the right of the box, so that you can have a reference as to how to enter your counts. If there are multiple boxes displayed, the largest counting unit will be displayed to the left, smaller counting units displayed to the right of that, finally ending with the smallest counting unit to the far right, in the Total Quantity column. Any waste entry you make is cumulative, and will be added to any previous postings that you might have made earlier in the current business day. Do not enter the same amount in different fields. If you are posting 1 case of fries (which, for example purposes, consists of 6 bags each holding 6 pounds of fries) and in the posting screen, there is a box for the case, bag, and pound, enter only 1 case - or 6 bags - or 36 pounds - NOT the same in each of the fields at the same time. Frequently Wasted Items Report Under this option, you can view or print out a copy of the counts that you have already entered, or print out a count sheet that you can use to fill in your counts so posting the waste count is easier. Inventory Units of Measure (UOM) to Display?: You can select to view all the different UOM s that are defined for the items that you are posting or only the largest or smallest UOM s. 43

48 Posting and Reporting Sorting Method: Used to select how you want to sort the items on-screen. You can select to sort by the Inventory Number, Location or Category, by your Vendor s Part Number, GTIN Number, or by the Inventory item s name as you have it entered. View as Blank Count Sheet: Check this box if you wish to view or print a count sheet. Date: You can select today s Business Date data, yesterday s, or a custom date to be used for the report. Format: Select from different report format types available: PDF, HTML, Text, or CSV. Once you select Submit, you will see the report or count sheet that you requested. If you have selected to view a report, the report will be similar to what is shown below. Figure 11. A sample Frequently Wasted items report. 44

49 Inventory Report Posting and Reporting The Inventory Analysis Report displays the accumulated totals for the selected items over the sales period reported. These totals include opening, transfers, waste, over/short and ideal/actual usage totals, as well as dollar costs. Totals may be for closed inserts, or current, up-to-the-minute sales. Date Range: Select the date range for which you wish the report to be run. Several default ranges are preset in the dropdown menu, including: Current Business Date - Today s data only. Yesterday - Yesterday s data. Week to Date - Data from Sunday until now. Week to Date (Yesterday) - Data from Sunday until last night. Last 7 Days - The last 7 days of data ending with yesterday. Last Week - The previous week from Sunday to Saturday. Month to Date - From the first of the month until now. Year to Date - From January 1st until now. Custom** - This will enable the date fields and allow you to select any date range that you wish. **Please note that the report will only display data for days in which you have sales saved on the system. Business Date Data: Options include: All or Closed. If selecting a date range that includes today s data, then this selection will determine which sales data from today will be included. All will include sales data from all of the inserts currently logged in, off, deactivated, and closed. Closed will ONLY include sales data from closed inserts. 45

50 Posting and Reporting Sort By: Used to select how you want to sort the items in the report. You may sort by the Inventory Number, by Vendor, Location or Category, by your Vendor s Part Number, GTIN Number, or by the Inventory item s name as you have it entered. Frequency: If you wish to display only the items from a specific frequency, select the frequency from the dropdown. See the section, Frequencies located in the Introduction for more information. Print Expanded Report: Check this box to display additional information for each inventory item, including the UOM cost, dollar value for each equivalent count, actual counts, and usage per $1000. Include GTIN, Vendor & Location: Check this box to display each item s GTIN, Vendor, and Storage Locations. Filter By: You may select to filter the report by category or by individual inventory items. Select either Category or Inventory Name to do so. Once selected, choose from one of the following two areas: Category Search Parameters will be enabled if you chose "Filter By: Category" above. Select a category from the dropdown menu. Inventory Search Parameters will be enabled if you chose "Filter By: Inventory Name" above. Select one or more items to run the report on. Selecting more than one item from the list box To select several items from this list, hold down the CTRL and click each individual item name. Each item will stay highlighted when you click the next name. To gather several items in a row, click the first item. Then hold down the SHIFT as you click the last one. You can also use the ARROW as you hold SHIFT to make the selection as well. When finished, those two items will be highlighted, as well as everything in between. Format: Select from different report format types available: PDF, HTML, Text, or CSV. 46

51 Posting and Reporting Figure 12. A sample Inventory Analysis report. Recipe / Food Cost Report 47

52 Posting and Reporting This report prints each selected PLU item and the recipe associated with it. The current retail price, current cost and cost percentage is printed in addition to the inventory ingredients including portion, unit cost, item cost and percentage of retail cost. To select several items from this list, hold down the CTRL and click each individual item name. Each item will stay highlighted when you click the next name. To gather several items in a row, click the first item. Then hold down the SHIFT as you click the last one. You can also use the ARROW as you hold SHIFT to make the selection as well. When finished, those two items will be highlighted, as well as everything in between. Show Ingredients: Check this box to display the full-detail recipe information. Uncheck to see only the cost summary. Expand Recipes-in-Recipes: Check this box to display the full-detail recipe information for any recipes that may be included as a part of the reported recipes. Sort Order: You can choose to sort the report by PLU Number or by PLU Category. Format: Select from different report format types available: PDF, HTML, Text, or CSV. Figure 13. A sample Recipe / Food Cost report. 48

53 Variance Report Posting and Reporting The Inventory Variance report details any variances that you have in inventory, for the items selected, over the time period you choose. Date Range: Select the date range for which you wish the report to be run. Several default ranges are preset in the dropdown menu, including: Current Business Date - Today s data only. Yesterday - Yesterday s data. Week to Date - Data from Sunday until now. Week to Date (Yesterday) - Data from Sunday until last night. Last 7 Days - The last 7 days of data ending with yesterday. Last Week - The previous week from Sunday to Saturday. Month to Date - From the first of the month until now. Year to Date - From January 1st until now. Custom** - This will enable the date fields and allow you to select any date range that you wish. **Please note that the report will only display data for days in which you have sales. Business Date Data: Options include: All or Closed. If selecting a date range that includes today s data, then this selection will determine which sales data from today will be included. All will include sales data from all of the inserts currently logged in, off, deactivated, and closed. Closed will ONLY include sales data from closed inserts. Order By: Used to select how you want to sort the items in the report. You can select to sort by the Count, where the items with the greater variance per UOM are listed first, or by the Amount, where the items with the greater variance in dollars are listed first. 49

54 Posting and Reporting Frequency: If you wish to display only the items from a specific frequency, select the frequency from the dropdown. See the section, Frequencies located in the Introduction for more information. Filter By: You can select to additionally filter the report by category or by individual inventory items. Select either Category or Inventory Name to do so. Once selected, choose from one of the following two areas: Category Search Parameters will be enabled if you chose "Filter By: Category" above. Select a category from the dropdown menu. Inventory Search Parameters will be enabled if you chose "Filter By: Inventory Name" above. Select one or more items to run the report on. Selecting more than one item from the list box To select several items from this list, hold down the CTRL and click each individual item name. Each item will stay highlighted when you click the next name. To gather several items in a row, click the first item. Then hold down the SHIFT as you click the last one. You can also use the ARROW as you hold SHIFT to make the selection as well. When finished, those two items will be highlighted, as well as everything in between. Format: Select from different report format types available: PDF, HTML, Text, or CSV. Figure 14. A sample Inventory Variance report. 50

55 Sales / Waste Report Posting and Reporting The Sales/Waste report details waste totals versus sales totals. Date Range: Select the date range for which you wish the report to be run. Several default ranges are preset in the dropdown menu, including: Current Business Date - Today s data only. Yesterday - Yesterday s data. Week to Date - Data from Sunday until now. Week to Date (Yesterday) - Data from Sunday until last night. Last 7 Days - The last 7 days of data ending with yesterday. Last Week - The previous week from Sunday to Saturday. Month to Date - From the first of the month until now. Year to Date - From January 1st until now. Custom** - This will enable the date fields and allow you to select any date range that you wish. **Please note that the report will only display data for days in which you have sales saved on the system. Business Date Data: Options include: All or Closed. If selecting a date range that includes today s data, then this selection will determine which sales data from today will be included. All will include sales data from all of the inserts currently logged in, off, deactivated, and closed. Closed will ONLY include sales data from closed inserts. Frequency: If you wish to display only the items from a specific frequency, select the frequency from the dropdown. See the section, Frequencies located in the Introduction for more information. Filter By: You can select to additionally filter the report by category or by individual inventory items. Select either Category or Inventory Name to do so. Once selected, choose from one of the following two areas: Category Search Parameters will be enabled if you chose "Filter By: Category" above. Select a category from the dropdown menu. 51

56 Posting and Reporting Inventory Search Parameters will be enabled if you chose "Filter By: Inventory Name" above. Select one or more items to run the report on. Selecting more than one item from the list box To select several items from this list, hold down the CTRL and click each individual item name. Each item will stay highlighted when you click the next name. To gather several items in a row, click the first item. Then hold down the SHIFT as you click the last one. You can also use the ARROW as you hold SHIFT to make the selection as well. When finished, those two items will be highlighted, as well as everything in between. Format: Select from different report format types available: PDF, HTML, Text, or CSV. Figure 15. A sample Sales/Waste report. 52

57 Transaction Report Posting and Reporting This report details all transactions made to your inventory for the items selected, over a time period that you choose. This report is very helpful in determining the source of any discrepancies that you may encounter. Date Range: Select the date range for which you wish the report to be run. Several default ranges are preset in the dropdown menu, including: Current Business Date - Today s data only. Yesterday - Yesterday s data. Week to Date - Data from Sunday until now. Week to Date (Yesterday) - Data from Sunday until last night. Last 7 Days - The last 7 days of data ending with yesterday. Last Week - The previous week from Sunday to Saturday. Month to Date - From the first of the month until now. Year to Date - From January 1st until now. Custom** - This will enable the date fields and allow you to select any date range that you wish. **Please note that the report will only display data for days in which you have sales saved on the system. Frequency: If you wish to display only the items from a specific frequency, select the frequency from the dropdown. Filter By: You can select to additionally filter the report by category or by individual inventory items. Select either Category or Inventory Name to do so. Once selected, choose from one of the following two areas: Category Search Parameters will be enabled if you chose "Filter By: Category" above. Select a category from the dropdown menu. Inventory Search Parameters will be enabled if you chose "Filter By: Inventory Name" above. Select one or more items to run the report on. 53

58 Posting and Reporting Selecting more than one item from the list box To select several items from this list, hold down the CTRL and click each individual item name. Each item will stay highlighted when you click the next name. To gather several items in a row, click the first item. Then hold down the SHIFT as you click the last one. You can also use the ARROW as you hold SHIFT to make the selection as well. When finished, those two items will be highlighted, as well as everything in between. Format: Select from different report format types available: PDF, HTML, Text, or CSV. Figure 16. A sample Inventory Transaction report. Transfer Menu If you transfer inventory between restaurants, you can record those transactions here. The items, quantities and restaurant transferred from (or to) will be included on the Transfer and ICR Reports. The system has the ability to track your transfers, letting you see not only all of the items that have been transferred, but the ones that had been tranferred on a temporary basis were returned. In order to do this, you must configure all of the possible locations that you can transfer inventory to and from. Refer to the Transfer Locations edit for more information. 54

59 Posting and Reporting Both the Transfer In and Transfer Out features work relatively the same, except Transfer In is used when you bring in inventory from another restaurant, and the Transfer Out feature is used when you transfer inventory out to another restaurant. Transfer In Inventory Item: Select the inventory item that you are transferring from the dropdown. If the item is not included in the list, then you may not perform a transfer with that item. Vendor: As Inventory Items are selected, the vendor dropdown is updated to include the vendor(s) assigned to that item. If more than one vendor is assigned, make sure to select the proper one as the cost and quantity associated with the item may differ. UOM: As Inventory Items are selected, the Unit of Measure (UOM) dropdown is updated to include the units that are defined for that item, for each vendor. Make sure you select the correct UOM. Quantity: This field is where you enter the numeric amount of inventory being transferred. In our example above, 36 pounds of Fries are being transferred. Cost: After selecting the Vendor, UOM and Quantity, this field will display the value of the inventory being transferred. This field is also used to set the value of items being transferred if the transfer is a Sale. Transaction Type: Select: Loan if you plan of returning this item at a later date. Sale if you will not be returning this item. From: Select the restaurant of location where the item is being transferred from. The system has the ability to track your transfers, letting you see not only all of the items that have been transferred, but the ones that had been tranferred on a temporary basis were returned. In order to do this, you must configure all of the possible locations that you can transfer inventory to and from. Refer to the Transfer Locations edit for more information. 55

60 Posting and Reporting Comment: Enter any comments that will help explain the reason for the transfer. Transfer Out Inventory Item: Select the inventory item that you are transferring from the dropdown. If the item is not included in the list, then you may not perform a transfer with that item. UOM: As Inventory Items are selected, the Unit of Measure (UOM) dropdown is updated to include the units that are defined for that item, for each vendor. Make sure you select the correct UOM. Quantity: This field is where you enter the numeric amount of inventory being transferred. In our example above, 200 Burger Patties are being transferred. Transaction Type: Select: Loan if this item is planned on being returned at a later date. Sale if this item will not be returned. Charity if you are giving it away. To: Select the restaurant of location where the item is being transferred to. The system has the ability to track your transfers, letting you see not only all of the items that have been transferred, but the ones that had been tranferred on a temporary basis were returned. In order to do this, you must configure all of the possible locations that you can transfer inventory to and from. Refer to the Transfer Locations edit for more information. Comment: Enter any comments that will help explain the reason for the transfer. Transfer Report 56

61 Posting and Reporting The system retains inventory Transfer information for a period up to 13 months. To view a report on previous Transfers, select this report. Date Range: Select the date range for which you wish the report to be run. Several default ranges are preset in the dropdown menu, including: Current Business Date - Today s data only. Yesterday - Yesterday s data. Week to Date - Data from Sunday until now. Week to Date (Yesterday) - Data from Sunday until last night. Last 7 Days - The last 7 days of data ending with yesterday. Last Week - The previous week from Sunday to Saturday. Month to Date - From the first of the month until now. Year to Date - From January 1st until now. Custom** - This will enable the date fields and allow you to select any date range that you wish. **Please note that the report will only display data for days in which you have sales saved on the system. Subtotal By: Options include: None - No subtotaling. All transfers will be shown individually. Day - Transfers will be subtotaled by day. Week - Transfers will be subtotaled by week. Month - Transfers will be subtotaled by month. Format: Select from different report format types available: PDF, HTML, Text, or CSV. Figure 17. A sample Transfer Report indicating what was transferred, how it was transferred and to whom it was transferred. 57

62 Posting and Reporting 58

63 Ordering Inventory Purchase Orders The Purchase Orders button will direct you to the menu where you can create, modify, and send purchase orders. This menu replaces the previously named "Electronic Ordering" menus. If you receive inventory from a vendor that supports electronic ordering over the Amphire ordering network, and you subscribe to the service, you can send the purchase orders that you create to your vendor. 59

64 Ordering Inventory 60

65 Purchase Order Configuration Important Information For Amphire Customers Before attempting to create a Purchase Order using an Amphire-compliant vendor, there are a few steps to take first. First, you need to make sure that you have an account with the vendor in question, and that vendor must know you will want to send orders electronically via the SL-Series system. Once your vendor has configured your account, you will be required to download the "Master Item List", a detailed listing of all of the parts that your vendor provides to your restaurant. You will then need to "match" these parts to your SICOM Inventory. This enables the SL-Series to know the quantity and the cost for the items that you ordered from your vendor when receiving against a Purchase Order. Lastly, you must make sure that the case count/breakdown is correct in Inventory Maintenance. The reason for this is that your vendor does not provide this information to SICOM. One "case" from your vendor is calculated into the Smallest UOM as defined in Inventory Maintenance when it is input into the Inventory Received edit. If the case count is not correct, the UOM cost and amount received will not be correct. Connect to Amphire This option is used to initiate a connection to Amphire in order to download a Vendor s Master Item List, check for updated items, or an order confirmation. You should always check for updates before generating your next Purchase Order so you have the latest pricing. If this section is not displayed on your menu, the SICOM Electronic Ordering software module may not be installed on your system. If this is the case, contact your System Administrator or SICOM Support at SICOM ( ) or for further information. Select your Vendor from the dropdown menu, select the appropriate reason for connecting and press SUBMIT. Doing this will "flag" the vendor, and the system will attempt to connect to Amphire within the next 15 minutes. The system will retry up to 10 times before giving up. (The dial-out will occur at the next quarter-hour and will continue every quarter-hour until completed.) Once a successful connection has been made to Amphire, the system will download any available files and update your system accordingly. Get updates, an order confirmation, or a site rebuild. The most commonly used option. Select this option to force the system to connect to Amphire to look for updates that may be waiting for your account. Resend the last failed order. Only should be used after a Purchase Order has been completed, but is still marked as "Pending" in the Purchase Order Status screen more than 2½ hours after first attempting to send to Amphire. Once you press SUBMIT, the system will acknowledge your request: If the system cannot connect successfully to Amphire within 10 attempts (2½ hours) you will need to select "Connect to Amphire" again. You may be required to perform Vendor Inventory Conversions again for new items that may be downloaded with any updates! 61

66 Purchase Order Configuration View Master Item List Once the Master Item List has been downloaded, you will be able to view the parts using this report. Vendor: Select the Vendor whose Master Item List you wish to view. Order By: Select the method to sort the list, by Vendor Part Number or by Vendor Category. Hide Never Match Items: Select this option if you wish to only view parts that have already been "matched" to your SICOM Inventory. Format: Select from different report format types available: PDF, HTML, Text, or CSV. Figure 1. Sample Master Item Listing 62

67 Purchase Order Configuration The report details the Vendor Category, Part Number, Description, whether the item is a Critical Item or is Active, it s Price and the Bill Unit. Vendor Inventory Conversions These options allow you to match your Vendor s items to your restaurant s inventory. Once you have matched, or converted all of your Vendor s items to inventory database, you can begin to post Inventory Received by Purchase Order and place Purchase Orders to your distributor using the forecasting features of the inventory system. You must have the Electronic Ordering software module installed on your system. If this is not the case, contact your System Administrator or SICOM Support at SICOM ( ) or for further information. Initially Converting All Items You will need to match all of your inventory items to a product sold by your vendor. Select the Vendor Inventory Conversions (Not Conv) button from the menu and a screen similar to what follows will be displayed. Make converting easier! The system contains a utility to "match" Vendor Part numbers to the SICOM Part number as defined for each inventory item. If you re SICOM inventory item s Part number matches a Vendor s Part number, the two will automatically be converted and matched to each other. See the section Fast Convert From Part Number for more details! Select the Vendor whose items who need to match. Vendors that do not have Electronic Ordering capability cannot be matched. Once the Vendor is selected, the first product on the Vendor s item list, which is not matched, will be displayed. You have 4 options: Not Sure At This Point: Allows you to not match this item at this time. This item will appear again the next time you enter this edit. Inventory Item Already Exists: If you know there is already an inventory item configured in the database, select this, and then select the inventory item from the dropdown menu that is enabled. 63

68 Purchase Order Configuration Never Going to Match: Select this if the item is one which you do not order from your Vendor. New: Select this to match this to a new inventory item that you ll create. Matching to a New Inventory Item If you choose New from the list of choices, you will be shown an inventory maintenance screen similar to the one that follows. See the Inventory Maintenance chapter for more information on the definitions of these fields. Enter in the information required, and press the SUBMIT, FIRST, NEXT, PREVIOUS, or LAST buttons to save your changes. Changing Items Already Converted If you need to change a matched inventory item once it has already been converted, you can select the Vendor Inventory Conversions (Conv) button from the menu to do so. You will see a screen similar to what follows will be displayed. 64

69 Purchase Order Configuration You have 3 options to choose from: Inventory Item Already Exists: If you know there is already an inventory item configured in the database, select this, and then select the inventory item from the dropdown menu that is enabled. Never Going to Match: Select this if the item is one which you do not order from your Vendor. New: Select this to match this to a new inventory item that you ll create. Matching to a New Inventory Item If you choose New from the list of choices, you will be shown an inventory maintenance screen similar to the one that follows. See the Inventory Maintenance chapter for more information on the definitions of these fields. Enter in the information required, and press the SUBMIT, FIRST, NEXT, PREVIOUS, or LAST buttons to save your changes. 65

70 Purchase Order Configuration Vendor Conversion Report To print a report of one, several or all of your Vendor s products and their conversion status, select the Report button from either the Conversion edits. Vendor: Select the Vendor to run the report. Show: Choose from the following 4 choices: All: Show all items. Converted: Show only the items matched. Never Match: Show only the items marked as "Never Going to Match." Not Converted: Show all of the items that have not been matched yet. Format: Select from different report format types available: PDF, HTML, Text, or CSV. Once you select Submit, you will see the report or count sheet that you requested. The report displayed will be similar to what is shown below. Figure 2. A sample Vendor Conversion report. 66

71 Fast Convert From Part Number Purchase Order Configuration Once you have downloaded your Vendor s Part List, you can select this option to quickly "match" your Vendor s Parts with your SICOM inventory. Before continuing, ensure that all of your SICOM Inventory items have the "Part Number" field filled in with the correct Vendor Part number! Select your Vendor from the dropdown menu, and press SUBMIT. The system will search your SICOM inventory items and match those items whose Part Number matches the Vendor s Part Number. 67

72 Purchase Order Configuration 68

73 Creating, Modifying, and Reviewing Starting Out When first entering the Purchase Order screen, you will see the following prompt. From this prompt, you can Create a New Purchase Order, Modify an Unsent Purchase Order, Match SICOM Inventory to Vendor Part Numbers (if you have SICOM s Electronic Ordering software installed), and Review Previous Purchase Orders. Before creating a Purchase Order, you need to know a few things first. What is the Purchase Order number to use? What method will you use? You also need to know the date when you will be placing the order, when will it be delivered, and to what date the delivered supplies must last. Once you have all of this information, you can begin. Create a New Purchase Order: Select this option to begin a new Purchase Order. When creating a new Purchase Order, you also have to select the Vendor which you will be placing the order with, and the Method that the system will use to help you calculate your order. Projection - The system will prepare a need forecast for each inventory item based on your current inventory count, the predicted usage based on the PO Forecast Method in Inventory Maintenance, the amount of days which these items should last (based on the date set for the Purchase Order), and the Minimum Stocking Level (By Smallest UOM) amount (also defined in Inventory Maintenance.) This calculated "needed" amount will be displayed on the actual Purchase Order entry screen. The formula derived from the statement above is: (Opening - Projected Usage [over "Last To" days] - Minimum On-Hand) / Case Count = Order Amount The Order Amount (Recommended Quantity) will always be rounded UP to the next higher whole number. Copy - This method will simply copy the contents of the previous Purchase Order for this vendor into your new one. 69

74 Creating, Modifying, and Reviewing From Template - The system will use the amount set in the Template Order Quantity (Largest UOM) field from Inventory Maintenance as the recommended order quantity on the actual Purchase Order screen. Modify an Unsent Purchase Order: Select this option to continue or modify a Purchase Order that has already been started, but not finalized. Review Previous Purchase Orders: This is used to review or print out any Purchase Orders that have already been finalized. No changes can be made. Show Purchase Orders Between (Order Date): If you choose to Review Previous Purchase Orders, this field will be enabled for you to perform a search on the previous Purchase Orders you wish to view. You can select one of the preset date ranges, or manually input one using the calendar icons. Please Note! Purchase Orders can only be viewed by the Order Date! (The date that you placed the order.) If you see the above error message displayed, review the section, Vendor Inventory Conversions. This means there are still Vendor items that have not been specifically matched, or marked that you will never order. You will not be able to place orders for any Vendor items that have not been mapped. Create a New Purchase Order After selecting Create a New Purchase Order from the main Purchase Order screen, the following prompt will be displayed. Here is where you enter the specifics of the Purchase Order that you are creating. PO Number: The Purchase Order number to use. This number MUST be unique to any other Purchase Orders placed with the system. Comment: Optionally type in a comment for this order. Order Date: Use the calendar icon to select (or input manually) the date when you will be placing this order. Delivery Date: Use the calendar icon to select (or input manually) the date when this order will be delivered to your restaurant. 70

75 Creating, Modifying, and Reviewing Supplies Must Last To: Use the calendar icon to select (or input manually) the date which this delivery s supplies must last to. If you are using the Copy method to create this Purchase Order, you will have two additional options displayed: Copy Last PO: Check this box to copy the contents of the last Purchase Order placed onto this current Purchase Order. Select a PO: If the Copy Last PO is NOT checked, this dropdown menu will be available for you to select any previously completed Purchase Order to use to copy to the current PO. Editing the New Purchase Order Once you have entered all of the necessary information, you will see the actual Purchase Order entry screen. (A sample screenshot is displayed on the following page.) At the top of the screen, the Purchase Order summary information is displayed. The Vendor, Comment, and PO Dates are displayed. Below all of this, the order form is displayed. The order form shows each item (or Vendor part, if using Electronic Ordering with all parts matched) on a row containing the Part Number, Name, Needed Amount, Recommended Quantity, and the Count per Largest UOM. Below this row is a brief recap of some of the data that the system used in calculating the Recommended Amount. Opening Balance - The Opening Inventory Balance as of the day you created the Purchase Order. On-Truck - Any undelivered inventory that has yet to be delivered from any previous Purchase Orders. Recipe Proj. - The amount projected to be used (based on recipe calculations) over the time span that this order must last. Avg. Proj. - The average daily projected usage over the time span that this order must last. 71

76 Creating, Modifying, and Reviewing You can choose to accept the Recommended Quantity, or replace it with an amount of your choosing. Review each item in the list, determine what your order quantity will be, and input the amount. If the vendor you are creating a Purchase Order for is an Amphire-capable vendor (and you have successfully downloaded the Master Item list) the vendor s part number and cost will be displayed to the right of the UOM column. Select the appropriate item to order from your vendor (if multiple items are mapped to your SICOM inventory) to order. Once you are done with entering the order quantities for each item, press the appropriately named Done button at the top of the order. This will finalize your order. Once the order is finalized, you will not be able to make any changes to it. If you have accidentally created a Purchase Order and did not want to, or if you simply wish to start over again, press the Delete button at the top of the page to delete this Purchase Order from the system. After finalizing your order, you will have the opportunity to print your order. Press the Print button to do so. A report will be displayed on-screen that you can print. 72

77 Creating, Modifying, and Reviewing If you have Electronic Ordering installed, press the Send Purchase Order Electronically button to queue your order for electronic delivery to your vendor. Be sure that your system s modem is turned on, and is connected to the phone line. Once the order has been successfully transmitted and accepted, a confirmation message will appear. If Electronic Ordering is not installed, you will not see the Send Purchase Order Electronically button as shown in the previous image. Figure 1. A sample Purchase Order report displayed after finalizing and printing. Modify an Unsent Purchase Order If you select Modify an Unsent Purchase Order, the a prompt similar to the following will appear. Select the Purchase Order which you wish to modify and press the Next button. The Purchase Order will be displayed. Edit the fields you need to, then press the Done button to complete your changes. You will be given the opportunity to print and/or send your order electronically as detailed in the previous chapter. 73

78 Creating, Modifying, and Reviewing Review Previous Purchase Orders Once you select to Review Previous Purchase Orders, you will need to select a Date Range from date prompt at the bottom of the screen. Select the date range from which orders were sent, then press Next. Remember that this range is to select Purchase Orders by Order Date not when the order was finalized or transmitted. You will see a prompt similar to the following: Select the Purchase Order from the dropdown list, and select an option to either view the order normally or to display the inventory analysis of each projection method versus the amount ordered. Show Purchase Orders 74 The Purchase Order report details the specifics of the order, Purchase Order number, Vendor, Comment, and dates, along with all of the items that were ordered and the ordered quantities.

79 Show Purchase Orders Analysis Creating, Modifying, and Reviewing The Analysis report details each item available to order, along with each of the possible projections that could ve been used to calculate the Recommended Quantity with. The quantity ordered for each item is displayed as well. The asterisk ( * ) next to a particular column notes the Default Purchase Order Method used when calculating the Recommended Quantity. This report can be very helpful in determining which PO Projection Method to use when configuring your inventory in the Inventory Maintenance edit. Purchase Order Discrepancies This report details the differences between what was ordered and what was received by Purchase Order. Date: You can select today s Business Date data, yesterday, input a custom date range, or select any of the custom date ranges provided. Remember that this range is to select Purchase Orders by Order Date not when the order was finalized or transmitted. Format: Select from different report format types available: PDF, HTML, Text, or CSV. 75

80 Creating, Modifying, and Reviewing Select from the available Purchase Orders in the dropdown menu, and press Submit. The report will be displayed on-screen. Figure 2. A sample Purchase Order Discrepancy report. 76

81 Checking the Status of Your Purchase Orders Purchase Order Status Once a Purchase Order has been finished, it is placed into the Purchase Order queue where it waits to be sent electronically (if appropriate) and received against. To view the status of a Purchase Order, select the Purchase Order Status option. You will a screen similar to the following: This screen show details the status of your Purchase Orders pending, meaning any Purchase Orders that have not been posted to the inventory system as received. It details the Purchase Order number, comment, status, vendor, order date, delivery date, and last-to date. There are three common status types: In Progress, Pending, and Sent. In Progress: The Purchase Order is still in the process of being initially completed. It has not been marked as "Done." Once finished, the status changes to "Pending." Pending: The Purchase Order has been initially completed, and is waiting to be sent electronically (if appropriate) and received against. If the order is being sent electronically, the status will change to "Sent" once it has been delivered to the Amphire system. Amphire will deliver your order to your vendor once it is received by them. Sent: Will only display if an order has been successfully delivered to the Amphire system for processing. This indicates that the order should soon be received by your vendor. Purchase Orders will remain on this status screen until they are received against using the Received edit. Connection Status The Connection Status portion of this screen is displayed only when Electronic Ordering is enabled and details the last modem dial-out to Amphire. The status, vendor, and date/time are displayed. 77