HOW TO CREATE RECIPES AND TAKE STOCK

Transcription

1 HOW TO CREATE RECIPES AND TAKE STOCK

2 One of the most important things for your store to work properly is the way you have set up your recipes (for food and drinks). Recipes basically involve the ingredients of dishes or cocktails, so that these can be deducted from the store s inventory, based on their measurement units. Units are essential to the whole procedure, so the first thing that you will need to do is check them. The basic measurement units are created automatically on the system setup, nevertheless you can add your own by right clicking and adding entry, as usual: Go to Configuration Materials tab Units. The information that you must enter for each unit is: Code: A small code for the unit. Measurement Unit: The full name of the unit. Conversion: The conversion of the unit. Converted to: Into which unit the specific measurement will be converted to. Glasses: This filed is empty, unless the specific measurement unit will be later used for the automatic creation of glasses (instructions follow). There you can select Small, Medium or Large Glass from the drop down menu. Unit Type: The unit type. Service: This check box is checked if the unit is a service. System: This check box is checked if the unit is one created automatically by the system. ATTENTION: This configuration must be done once and you must make sure that the units are correct in order for the stocktake to work properly later on! 2

3 CREATING RECIPES: For you to understand the recipe functionality, we will use the most difficult example of all and then apply it to all scenarios. That is the example of beverages: Bottles, glasses, cocktails. Cocktails are the recipe, but before we create a cocktail, we must first create the items that the cocktail involves. The example is a mojito: 1. Go to Materials Items and first create the bottle of rum: At the top part of the window you can enter/edit the following information: Units: Bin #: The item bin code (used for some items, usually wines, to locate their kind and position inside the hotel s store, eg. 102). ID: The item ID generated automatically by the system when you press Save for the first time. Barcode: The item barcode (the best way to enter the item s barcode is to put the cursor inside the field and scan the item). Name: The item s full name. ATTENTION: This is printed on the POS receipt! POS: The item name (as it will appear on POS). Active: Check this check box if the item is active (set to Active by default). Short: The item name (as it will appear on applications i.e. tablets). Nominal: The item s nominal code: In cases of accounting interfaces. Purchase: Select the item s purchase unit from the drop down menu (for a bottle it s usually 750 ml, but you can choose your own from the drop down menu). 3

4 Stocktake: Select the item s stocktake unit from the drop down menu(for a bottle it s usually 750 ml, but you can choose your own from the drop down menu). Transfer: Select the item s transfer unit from the drop down menu (for a bottle it s usually 750 ml, but you can choose your own from the drop down menu). Recipe: Since bottles are never entirely involved in a recipe, this field must remain empty! Sales: Select the item s sales unit from the drop down menu(for a bottle it s usually 750 ml, but you can choose your own from the drop down menu). ATTENTION: Sales unit could remain empty as well, as it does not immediately affect the stocktake. The one affecting the stocktake is the Unit field inside the Menu Cards. Nevertheless if the Menu Cards do not have a unit field, then the system will look for a unit here. If both the Menu Cards and the Item s fields are empty, then the stocktake will have discrepancies. Groups: Type: Select the item type from the drop down menu. The choices are: o Asset: If the item is the hotel s asset. o Consumables: If the item is the hotel s consumable. o Course: If the item is the hotel s consumable. o Dish: If the item is a completed dish (used in functions). o Housekeeping: If the item is a housekeeping item, i.e. towels. o Ingredient: If the item is an ingredient. o Menu: If the item is a menu (used in functions). o Product: If the item is a product (POS items). o Service: If the item is linked to a service, i.e. spa services that need creams and oils. Category: Select the item category from the drop down menu (usually Food, Beverage and Other). Group: Select the item s stock group from the drop down menu (you can edit the choices of this menu from Configuration Materials tab Stock). Subgroup: Select the item s stock subgroup from the drop down menu (you can edit the choices of this menu from Configuration Materials tab Stock). Service: If the item is a service item you can select the actual service to which it is linked from the drop down menu (this drop down menu shows spa packages created in Configuration Services Spa). Financials: Commission %: Enter the commission percentage that the F&B department will gain by selling specific items (Ref button on POS). Cost: Key in the item cost. 2. Now, usually the property does not sell the entire bottle as it is to its customers, it either sells it in cocktails or in glasses. There are three types of glasses usually sold: Small Glass: 125 ml Medium Glass: 175 ml Large Glass: 250 ml In order for you to create all or some of these glasses automatically, you can press the Glasses button at the top right part of the window: 4

5 The window that will open in front of you is the following: The information that you can see is: Unit Name: The unit name. Glass Name: The glass name. Select: Check this check box for all units you want to create glasses. Then, press the Create Glasses button at the bottom right part of the window and the new items will be created immediately. The glasses are indeed created automatically along with the recipe ingredients necessary, in order for the stocktake to work properly later on: 5

6 Furthermore if the basic item has a BIN number (eg. 102) then the glasses automatically receive the same BIN number along with the characteristic of the glass (eg. 102 S for the small glass, 102 M for the medium glass, 102 L for the large glass). As you can see in the screenshot above, the only units necessary for the glass item are the following: Recipe: The item unit as it will appear in recipes. Sales unit: The item s unit as it will be sold. ATTENTION: Again the Sales unit does not immediately affect the stocktake. The one affecting the stocktake is the Unit field inside the Menu Cards. Nevertheless if the Menu Cards do not have a unit field, then the system will look for a unit here. If both the Menu Cards and the Item s fields are empty, then the stocktake will have discrepancies. The link between the bottle of rum and the glass of rum appears inside the Ingredients tab. The information here is the following: Ingredient: The basic item (in this case the bottle of rum). Unit: The measurement unit taken from the basic item (in this case the small glass) Quantity: Key in the ingredient quantity inside the recipe. So the glass of rum is actually a recipe for the system, because when the stocktake will take place it will need to deduct the glasses sold from the entire bottle. ATTENTION: You must never see a glass item in your stocktake. All beverage items during stocktake must be converted in bottles. Otherwise, you must search for the mistake. Now that you have understood the whole thing, let s see the steps on how to create the mojito: 1. Create the basic items (Bottle of rum 750 ml, soda water bottle 330 ml, 1 box of brown sugar, 1 kilo of limes and 100 gr of mint). For each one of these items you must create their measurement units as described above Purchase, Stocktake, Transfer, Sales. a. 6

7 b. c. 7

8 d. e. 8

9 2. Create the mojito item, with the measurement units as described above Recipe, Sales. 3. Create the mojito item s ingredients one by one, as described above (same window). ATTENTION: While creating your recipes you will definitely have to create some new measurement units that suit the operation of your property or/and convert others to the already existing. 9

10 TAKING STOCK: Stocktake is the procedure that allows you to check what each store of your property owns on a specific date, based on its purchases and sales. The Stocktake should be the last transaction of the day and it should always have the date of the closing day, not the opening one. Let s see how it is done: Go to Materials Stocktake: Once you select the Stocktake option a small window opens which asks you to select the store you want to see and manage stocktake for: ATTENTION: The stores marked in green color are the ones that their stocktake is allowed ad hoc (users can perform the stocktake on any given date). The stores marked in red color are the ones that their stocktake is not allowed ad hoc (stocktake dates are set from the administrator from Configuration Materials tab Details). Once you select the appropriate store and press OK the Stocktake window opens: 10

11 At the top left part of the window (Store) you can see the store for which you requested stocktake information. You can select a different store by pressing the button with the three dots on your right (3). At the top middle part of the window (On) you can see the date for which the stocktake will be managed. If the stocktake dates are already set by the administrator (not allowed ad hoc) you will not be able to change the date, but you will be able to select specific stocktake dates from the button with the three dots (3) on your right. If the stocktake dates are allowed ad hoc you will be able to choose the date from the calendar yourselves. The information on the report appears by Category, Stock Group, Stock Subgroup and Item. The information that you can see about each item is the following: Bin/Code: The item s bin/code. Item: The item name/description. Opening: This is the item s actual quantity from your last stocktake. Theoretical: This is what the item s quantity should be right this moment (This is: Last Stocktake + Deliveries Transfers to other stores + Transfers to this store sales). Unit: The item stocktake unit. Bot.: The number of bottles in stocktake (if any-only for drinks). Glas.: The number of glasses in stocktake (if any-only for drinks). Actual: This is the actual item stocktake (this field is editable and it is the one you must fill in once you go to the hotel s store and actually count the items). Discrepancy: This quantity is the discrepancy between the actual items minus (-) the theoretical items. 11

12 TIP: By double clicking on any item you can opens its own Items window, see/edit its details or even get an Audit Trail for the item (relevant button, top right part of the window), so that you are able to see possible usage mistakes made involving the item. At the top part of the window you can see four buttons which are very useful. Let s see what each one of these buttons does: Accept Theoretical: Turns the Actual field in the same quantity as the Theoretical field, if the quantities match in reality (TIP: Usually stocktakes take longer than one day to finish. If you have finished your stocktake for a specific group of items, you can filter this group -Filter menu optionget its data and by pressing the Accept Theoretical button you can immediately turn the Actual field in the same quantity as the Theoretical field. This helps you save plenty of time). Save: Saves the information you have already entered. Close: Closes the stocktake procedure (after you have finished entering all necessary information and you are sure that the stocktake is over). Reopen: In cases when you need to reopen an already closed stocktake, you can press this button in order to reopen it (ATTENTION: To do this action you will need a password (Configuration Materials) and also what you need to know is that ONLY the last stocktake window opens. All stocktakes prior to the last one CANNOT reopen). 12