E-HORS V3 PURCHASING ADMIN Page 1

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1 1. Create The Supplier, (Under Purchasing Admin Module.) 2. Create the Item Category if the category is not yet created. (Under Purchasing admin Module) E-HORS V3 PURCHASING ADMIN Page 1

2 3. Create the item Measurement for all the items you re going to create. In E-hors we have three different measurements. a. PM Purchase Measurement This measurement will appear in the PO, so you always have to identify how you purchase the item/goods. This measurement is very useful for your supplier, so the supplier understands what you need. b. SM Stock Measurement The question you always ask for this measurement is how do you store it? By carton, bottle, cans and etc. In most situation it will always be 1, it s very rare that you have more than 1. c. CM Calculation Measurement The question for this measurement is, how do you use it? This measurement is also used for creating the RECIPE (any source of revenue can be a recipe, it is not only related to food), so please consider how the user is going to use the item. For example, market list items are commonly used by the Kitchen department, and they are normally using grams, ml for their ingredients. Formula: PM X SM X CM= Volume. For example: An item Beer, and in a Carton there are 48 cans. Then, it is used by can. So the measurements should be. PM CTN (48), SM (1), CM CAN (1) (normal purchasing) An item Kangkong, A kilo of kangkong, the kitchen is using it by grams. (market list purchasing) The measurement should be PM KG (1) SM (1) CM (1000). An item Bacardi, you purchased it by Box of 12 bottle x 700ml, and it s stored by bottle and it s used by ml. The measurement should be PM Box (12) SM (1) CM (700). 4. How to create an item? Go to Purchasing admin>item E-HORS V3 PURCHASING ADMIN Page 2

3 Click the add button on the right then select the category of the item, the define item type, purchase status, measurements, price and the purchase tax if applicable. Click submit when you are done. Item name: Name of the item (you have to standardize the naming of your item), you can name it in English or local language or both. For example The item Price you see in the picture above is the costing price based on PM. Item type : You have to identify if the item is Inventory/Stock, P&L or Asset. Item type has an important role in the account linking. Inventory/Stock At goods received it will debit the balance category account and credit invoice to receive. At goods distribution, it will credit the balance account and debit the cost account of the department who raised the SR. P&L At goods received it will debit the P&L account and credit invoice to receive. If the item type is P&L it will automatically charge out to the department who raised the SR/Market list at the moment of goods received. (Normally market list items are P&L) E-HORS V3 PURCHASING ADMIN Page 3

4 Asset at Goods received it will debit the balance account and credit invoice to receive. At goods distribution it will remain in balance account until you disposed it and it will transfer to your cost account. Purchase Status: We have 2 types of purchasing, market list & normal purchasing. Normal Purchasing needs to have 3 approval. Unlike Market list it only needs 1 approval. Is retail item yes or no? If you click yes, recipe is automatically created. You also have to define the recipe measurement and the recipe type (recipe type is link to your revenue account). How to set the recipe measurement? For example you are selling coke by can then your recipe measurement is 1 Can. Your recipe measurement is based on how you set up your calculation measurement. Like the item Bacardi, if you sell it by bottle your recipe measurement would be 700ml but if you sell it by glass or by shots, then you recipe measurement would be 30ml. ( You only click yes if you have one to one relationship, meaning you buy and then you sell.) This is just to minimize your work, but you can always click no and create a recipe separately later on if needed. Accounts Flow of goods based on the item type. 5. When all the items are created the next step is, link the item to a Supplier. You will find this program under purchasing admin>item s supplier> Item supplier management. E-HORS V3 PURCHASING ADMIN Page 4

5 Select the supplier, then select the Category, after that, you will have the list of all the items belonging to that particular category. Tick the items that you want to link. Then click add. If the items you selected also belongs to the other supplier just tick the box link to the other supplier. All items that are linked will appear on the right side. If you mistakenly linked the wrong item, select the items on the existing item on the right and then click the delete button. You can always reactive the deleted item by selecting one of the nonactive item and then click reactive. 6. Then, you need to link the items to a department. The reason why we need to link to it s Department because normally in a hotel/resort there are thousand of items. So it s better if you only have the items that really belongs to your department. All the items that are link to your department are the items that you are allowed to request. For Example: Select the Division, department and then the category. The lists of all the items that related to the selected category will be displayed. 7. Tick the items you want to link to a department. Once you tick the box, the Save button will be enabled. Once you ve done ticking all the items, a new box will pop up with a message (see the pic below). If you want to link it to the other dept. Just tick the square box if it s needed then save. All the items you see on the right side, are those items that are already linked. E-HORS V3 PURCHASING ADMIN Page 5

6 8. Create a location. An item belongs to a stock location. Each department created will automatically have a stock location, additional locations can be created. For Market list purchasing, a distribution location is needed. A distribution location is a stock location, but a stock location is not automatically a distribution location. 9. How to create a distribution location? Go to Purchasing admin> Stock location> Stock location management. As you can see from the picture below, the department Food & Beverage has a stock location name already which is Food & Beverage. 10. If you want to create an additional stock location name, just type the location name on the right box then select the department. After that click add. (For example) E-HORS V3 PURCHASING ADMIN Page 6

7 11. How to create distribution location. Select the stock location name on the left side. Then tick distribution yes on the right. Type the D.L name then tick the. Then click update on the left side. ( See the example below) 12. How to use add opening stock? (Opening stock is based on the volume of the item PM x SM X CM = volume). Go to purchasing admin module>item>add opening stock. Select the department, stock location, and then the category. You can also search the item in the search box instead of selecting it by category. Select the date and then key the volume of the item. You have to key in the volume twice. You can also changed the original price when you are doing the opening stock. Click Submit when you are done. E-HORS V3 PURCHASING ADMIN Page 7

8 13. Edit min/qty order. This is where you set your Par stock level (If the actual stock is lower than the minimum stock, even if there are no requisition, E-hors will still show this item in the Purchase advice to take care that the minimum/par stock level will be reached.) Minimum qty. and minimum order is based on SM. Minimum order is for your supplier, only if your supplier set a min order for you because you will get a better price. Example: Item name: Mineral water - PM CTN (24) SM (1) CM (1), and then you minimum qty is 2 carton. In the system you have to key in 48qty instead of 2 qty. But if the item is measured this way - PM CTN (1) SM (1) CM (24), and then your minimum qty is 2 carton. In the system you have to key in 2 qty. 14. How to use edit min order/qty? Go to purchasing admin module>item>edit min order/qty. Select the category or you can search the item on the search box. Select the item you want to set the par stock, key in the qty on the minimum qty. column. Then click update. E-HORS V3 PURCHASING ADMIN Page 8