Setup Guide: Inventory Management
Prerequisites;
Have entered all your menu complete with pricing.
You may have entered a Cost Price, however this will be overwritten when you create the Recipes.
Manage Recipes
Below are the steps to manage your recipes to enable you to manage your Food Cost in real time. We advise to set this up and manage it for a few weeks, before you decide to manage stock.
Manage Stock
When ready, proceed with using the inventory management module. The following steps must be done at the level where the menu is. i.e If using Company menu then do them at Company level, if only at Store level then do them at Store level.
Glossary of Terms
Unit: The fraction of the base quantity in which your products are measured
Ingredients: Components that are used to make up a Product.
Recipe: A set of ingredients that makes a Product.
Batch Recipe: A set of ingredients that make a part of Product that is often used in other Products as well.
Setting up Suppliers
Log in to the Company Back Office
On the left sidebar click on > Management > Stock Control > Suppliers , and at the top right > New Supplier – you must enter details in all the fields, except Delivery Days, as a minimum requirement.
Click on > Save to save the supplier
Set up Units
Setup > Inventory > Ingredient Types : The screen is prepopulated with the most common Types, but of course you can add your own.
Setup > Inventory > Ingredient Units : The screen is prepopulated with the most common Units, but again you can add your own.
Setup > Inventory > Setup : Enter your Target Food Cost %
Creating Ingredients
Management > Stock Control > Ingredients
2**. New Ingredient >** To manually add Ingredients one by one. We suggest you enter at least a few of your ingredients while, taking care to complete the mandatory fields.
You may enter all your ingredients this way or simply Import them from Excel.
To do this select Tools > Excel Export > This will download a template file "Ingredient" on your computer in an Excel format (.xls format)
Now simply add all your ingredients in the template taking care to enter details in the cells below the ones there from earlier.
The following fields are optional:
Supplier Product Code: If they use it, enter it here, as it will be used to send Purchase Orders to the Supplier.
Yield - Effective: This can be used where the effective yield is different to the actual Yield. i.e When cooking frozen Fries the weight of the Fries changes.
Unit Cost - This will be automatically calculated, do NOT enter any value in this field.
Track Stock - Enter "true" if you wish to track stock of this ingredient. Leave blank if not.
Ensure you Save As in .xls format
Now Import this back in Tools > Excel Import
You should now see all your Ingredients in the table.
If you wish to edit or delete an Ingredient you can do this here.
Creating Recipes
Having setup your Menus , Suppliers, Units and Ingredients, you can bring all these elements together by creating a Recipe.
(Optional) Management > Stock Control > Ingredients > Batch Recipes > + New Batch Recipe - If you use any recipe within another recipe often, it is good practice to create a Batch Recipe, for example, for the Dough in Pizzas. This will only be used as an Internal Recipe.
Management > Stock Control > Ingredients > Recipes > + New Menu Recipe
Select what you want to build you Recipe for, either a Product / Attribute or Option Values. For this purpose we will assume you are creating a recipe for a Product.
Now either type in the Product name or select it from the drop down.
Now you can choose you add a Batch Recipe or directly add a specific Ingredient. Once the ingredient is chosen, simply add the Quantity of this ingredient that is used in this Recipe, and you will see the total cost.
Once all the Recipe's Ingredients are added you can see the Total Cost per Serving for this Product. If correct > Save.
Do this for every Product / Attribute and Option Value you have in your menu.
The above process will allow you to manage your Food Cost, and populate the following in Reporting > Menu Reports : Food Cost Margins (Store only) and Menu Engineering.
Using Stock
In order to use this feature:
Ensure the above steps are completed and in the Food Cost Margins report shows every menu item has a valid Food Cost.
Only ingredients that were marked with Track Stock i.e. checkbox ticked, will be shown in the M**anagement** > Stock Control > Stock Movement > Stock Adjustment
Management > Stock Control > Ingredients - If you are wanting to track every ingredient now you may bulk edit the ingredients by exporting and importing back in.
Entering Opening Stock via Stock Take
Store > M**anagement** > Stock Control > Stock Movement > Stock Adjustment
Enter the opening stock value in the Stock Take column for every ingredient. You may optionally enter the Min. and Max. Stock values if you wish.
Once all are entered click Save.
You can now see the Current Volume for every ingredient.
Updating your Stock
Store >** M****anagement** > Stock Control > Stock Movement > Stock Adjustment
Once your Opening Stock is entered, as shown previously, as soon as you start trading, every sale will be de-stocked from your original Stock levels.
Regular Stock Take
Whilst your EPOS will help you track the Stock, it is recommended that your perform regular manual Stock Takes, either daily or at least weekly.
To do so, simply go to Store > M**anagement** > Stock Control > Stock Movement > Stock Adjustment and while having this screen open, run through the items and enter the Stock Take values for every item > Save
Stock Adjustments
Store >** M****anagement** > Stock Control > Stock Movement > Stock Adjustment
To make any Volume Adjustments simply enter the adjustment amount, not the Stock Take amount, and select the reason for it and then > Save.
You can check the historical activity on the ingredient by clicking View
Have entered all your menu complete with pricing.
You may have entered a Cost Price, however this will be overwritten when you create the Recipes.
Manage Recipes
Below are the steps to manage your recipes to enable you to manage your Food Cost in real time. We advise to set this up and manage it for a few weeks, before you decide to manage stock.
Manage Stock
When ready, proceed with using the inventory management module. The following steps must be done at the level where the menu is. i.e If using Company menu then do them at Company level, if only at Store level then do them at Store level.
Glossary of Terms
Unit: The fraction of the base quantity in which your products are measured
Ingredients: Components that are used to make up a Product.
Recipe: A set of ingredients that makes a Product.
Batch Recipe: A set of ingredients that make a part of Product that is often used in other Products as well.
Setting up Suppliers
Log in to the Company Back Office
On the left sidebar click on > Management > Stock Control > Suppliers , and at the top right > New Supplier – you must enter details in all the fields, except Delivery Days, as a minimum requirement.
Click on > Save to save the supplier
Set up Units
Setup > Inventory > Ingredient Types : The screen is prepopulated with the most common Types, but of course you can add your own.
Setup > Inventory > Ingredient Units : The screen is prepopulated with the most common Units, but again you can add your own.
Setup > Inventory > Setup : Enter your Target Food Cost %
Creating Ingredients
Management > Stock Control > Ingredients
2**. New Ingredient >** To manually add Ingredients one by one. We suggest you enter at least a few of your ingredients while, taking care to complete the mandatory fields.
You may enter all your ingredients this way or simply Import them from Excel.
To do this select Tools > Excel Export > This will download a template file "Ingredient" on your computer in an Excel format (.xls format)
Now simply add all your ingredients in the template taking care to enter details in the cells below the ones there from earlier.
The following fields are optional:
Supplier Product Code: If they use it, enter it here, as it will be used to send Purchase Orders to the Supplier.
Yield - Effective: This can be used where the effective yield is different to the actual Yield. i.e When cooking frozen Fries the weight of the Fries changes.
Unit Cost - This will be automatically calculated, do NOT enter any value in this field.
Track Stock - Enter "true" if you wish to track stock of this ingredient. Leave blank if not.
Ensure you Save As in .xls format
Now Import this back in Tools > Excel Import
You should now see all your Ingredients in the table.
If you wish to edit or delete an Ingredient you can do this here.
Creating Recipes
Having setup your Menus , Suppliers, Units and Ingredients, you can bring all these elements together by creating a Recipe.
(Optional) Management > Stock Control > Ingredients > Batch Recipes > + New Batch Recipe - If you use any recipe within another recipe often, it is good practice to create a Batch Recipe, for example, for the Dough in Pizzas. This will only be used as an Internal Recipe.
Management > Stock Control > Ingredients > Recipes > + New Menu Recipe
Select what you want to build you Recipe for, either a Product / Attribute or Option Values. For this purpose we will assume you are creating a recipe for a Product.
Now either type in the Product name or select it from the drop down.
Now you can choose you add a Batch Recipe or directly add a specific Ingredient. Once the ingredient is chosen, simply add the Quantity of this ingredient that is used in this Recipe, and you will see the total cost.
Once all the Recipe's Ingredients are added you can see the Total Cost per Serving for this Product. If correct > Save.
Do this for every Product / Attribute and Option Value you have in your menu.
The above process will allow you to manage your Food Cost, and populate the following in Reporting > Menu Reports : Food Cost Margins (Store only) and Menu Engineering.
Using Stock
In order to use this feature:
Ensure the above steps are completed and in the Food Cost Margins report shows every menu item has a valid Food Cost.
Only ingredients that were marked with Track Stock i.e. checkbox ticked, will be shown in the M**anagement** > Stock Control > Stock Movement > Stock Adjustment
Management > Stock Control > Ingredients - If you are wanting to track every ingredient now you may bulk edit the ingredients by exporting and importing back in.
Entering Opening Stock via Stock Take
Store > M**anagement** > Stock Control > Stock Movement > Stock Adjustment
Enter the opening stock value in the Stock Take column for every ingredient. You may optionally enter the Min. and Max. Stock values if you wish.
Once all are entered click Save.
You can now see the Current Volume for every ingredient.
Updating your Stock
Store >** M****anagement** > Stock Control > Stock Movement > Stock Adjustment
Once your Opening Stock is entered, as shown previously, as soon as you start trading, every sale will be de-stocked from your original Stock levels.
Regular Stock Take
Whilst your EPOS will help you track the Stock, it is recommended that your perform regular manual Stock Takes, either daily or at least weekly.
To do so, simply go to Store > M**anagement** > Stock Control > Stock Movement > Stock Adjustment and while having this screen open, run through the items and enter the Stock Take values for every item > Save
Stock Adjustments
Store >** M****anagement** > Stock Control > Stock Movement > Stock Adjustment
To make any Volume Adjustments simply enter the adjustment amount, not the Stock Take amount, and select the reason for it and then > Save.
You can check the historical activity on the ingredient by clicking View
Updated on: 27/11/2024
Thank you!