Setup Guide: Stock

Setting Up Suppliers 1

Updating Products For Stock 1

Products Without Variants 1

Products With Variants 2

Optional Extras 2

Why Stock Management? 2

Glossary of Terms 2

Understanding Products & Advanced Stock 3

Add A Product 4

Setting Up Units/Measures 5

Setting Up Suppliers 5

Creating Ingredients 6

Creating Recipes 7

Portion Recipes Set-Up 8

Stock Manager Recipes 9

Using Stock 9

Entering Opening Stock Via Stock Take 9

Updating Your Stock Manager 10

Creating Purchase Orders 10

Completing (Receiving) 10

A Purchase Order 10

Stock Take 10

Advanced Stock Manager

Simple Stock Manager

Intro

Contents

Why Stock Management?

Our stock manager feature helps you track your stock movement accurately to maximise your profit; here your can enter an opening stock using ‘Stock Take’, and update your incoming stock by creating and receiving ‘Purchase Orders’ and know how much ‘Stock Value’ you are holding at any time.

There are two modes of stock & inventory management - ‘Simple Stock’ and ‘Advanced Stock’. These two systems have been designed for different needs:

Simple StockSimple stock is generally used for retail environments, where you buy in what you sell, for example ‘T-shirts’. It uses a 1-to-1 relationship between ‘Products’ and ‘Stock Amounts’, for example every time you sell a t-shirt, exactly one t-shirt is de-stocked. Simple stock manager is the only system that can be used on ‘Products’ that have ‘Variants’.

Advanced StockAdvanced stock is generally used for hospitality environments, where you sell fractions of what you purchase, for example ‘Pints’ from a keg of beer. It can utilise both a 1-to-1 and a 1-to-many relationship between the ‘Products’ you sell and the ‘Ingredients’ you stock, for example, a cocktail may de-stock multiple ingredients at a time, whereas a pint of ale will generally only de-stock a one pint measure from a keg. If you use ‘Product Portions’, such as ‘Half Pints’, different ‘Recipes’ can be created ‘Per Portion’ to de-stock alternative amounts.

Glossary of Terms

Alert Stock Level:Is the level at which you wish to receive a low-stock alert. Notifications can be turned ‘On’ and ‘Off’

Ingredients: Components of a product. For example ‘Tomato Juice’ and and ‘Tonic’ are components of a ‘Product’ called ‘Bloody-Mary’

Measure: A fraction of a unit: a pint is a 0.568 measure of a litre (or a pint = 568ml)

Min & Max Supplier Order:

Are the minimum and maximum amounts you wish to purchase in one transaction from the ingredients supplier,for example if your supplier can only supply a maximum of ‘10 cases’ of one ingredient at a time

Purchase Order: Product order form (one per supplier)

Recipe:

A set of ‘Ingredients’ that makes a ‘Product’. For example - a ‘Recipe’ called ‘BM’ contains the ingredients ‘Vodka’ and ‘Tomato Juice’; this recipe is then attached to a product called ‘Bloody Mary’

Restock Level:

Also commonly referred to as a ‘Par Level’ and it is the amount of stock you wish to keep at all times. When creating purchase orders, the system will automatically suggest the amount of stock to purchase to bring the level up to this amount

Stock Holding Report: A live snapshot of the current stock quanti-ties and value held in stock

Stock Take:List of all ‘Products’ and ‘Ingredients’ in the system from which to perform a quantity count

Unit:The base quantity in which your products are ordered/delivered: ‘Kilogram, ‘Litre’, ‘Pound’. (e.g: ‘1ltr Vodka’)

Simple Stock Manager - Setting Up Suppliers

1. Log in to your Backoffice

2. On the left sidebar click on: ‘Stock Manager’ > ‘Suppliers’, and at the top right > ‘Add Supplier’ – you must enter the ‘Supplier Name’ as a minimum requirement.

3. At the bottom right, click on > ‘Add’ to save the supplier.

Updating Products For Stock - Products Without Variants

1. On the left sidebar, click on > ‘Products’ > ‘Product’.

2. On the ‘General Product’ screen, enter the ‘Cost Price’ of the item – this allows for the correct ‘Gross Profit’ figure to show on your ‘Reports’.

3. At the bottom right, click on > ‘Update Product’ to ‘Save’ the change.

4. At the top of the screen, select the ‘Stock Tab’, enter the ‘Supplier Name’, or you can select the name from the drop down list.

5. At the bottom right, click on > ‘Update Stock’ or ‘Activate Simple

Stock’ to ‘Save’ the information. At this point you will be asked to select your preferred notification method: ‘Backoffice’ and/or ‘Email’.

Optional Extras

Enter the Current Quantity: This sets your opening stock level, ready to be detracted for each sale made. If you do not have your actual quantities or wish to enter these yet, you can leave this as zero and enter these at a later stage using the stock take function (see further below).

Set the Restock Quantity: This is the suggested quantity you typically order for this product.

Set the Alert Level: This is the quantity at which you would like to be notified to reorder more of this product.

1. If your product carries ‘Variants’, you must enter the ‘Stock Quantity’ for each ‘Variant’.

2. On the left sidebar click on > ‘Products’ > ‘Products’, then select and edit your chosen ‘Product’, at the top the ‘Edit Screen’, click on the ‘Variant Group Tab’.

3. Enter the ‘Supplier Name’ (required).

4. Enter the ‘Current Stock’, ‘Alert Stock’ and ‘Restock’ quantities.

5. At the bottom right, click on > ‘Save Variant Group’ to save the changes

Products with Variants

Let’s say you have a bar and you sell cocktails. One of the items on your list is a ‘Cosmopolitan’ cocktail. To make a ‘Cosmopolitan’, there is a ‘Recipe’ which calls for several ‘Ingredients’ in several ‘Units’ or ‘Measures’.

Using ‘Advanced Stock’ enables you to precisely de-stock the right amount of ‘Ingredients’ used in the ‘Recipe’. This concept applies to any other composite ‘Products’ you wish to sell, for example:

‘Gift Hamper’ - (ingredients: ‘1 x Chocolate Box’ + ‘1 x Bottle of Champagne’)

‘Hamburger’ - (ingredients: ‘1 x Bun’ + ‘1 x Burger’ + ‘40ml Ketchup’ + ‘60g Lettuce’).

Advanced Stock Mananger- Understanding Products and Advanced stock

Add a new product to your product list:

Check or create the units/measurements:

Create the necessary ingredients: Create the recipe:

Cosmopolitan Recipe: Vodka 35ml, Cointreau 10ml, Cranberry Juice 45ml, Lime Juice 10ml

> > >‘Cosmopolitan’ ‘ml’

‘Vodka’, ‘Cointreau’, ‘Cranberry’, ‘Lime’

‘Cosmopolitan’ > ‘Stock’ > ‘Add Product Recipe’

Setting Up Your Advanced Stock Manager Add a Product

1. Log in to your Backoffice

2. On the left sidebar click on > ‘Products’ > ‘Products’, at the top right > ‘Add Product’.

3. Enter the ‘Product Display Name’ for example ‘Cosmopolitan Cocktail’. Fill in the other fields (‘Category’, ‘Colour’, ‘Price’, ‘Tax Rate’).

4. You can enter a ‘Cost Price’ if you wish, however this will be overwritten when you create the ‘Recipe’ (the cost price will be calculated from the amount of each ‘Ingredients’ used in the ‘Recipe’).

5. At the bottom right > ‘Save Product’.

Setting Up Your Advanced Stock Manager

Setting Up Units/Measures

1. On the left sidebar, click on > ‘Stock Manager’ > ‘Units/Measures’.

2. This screen is pre-populated with some of the most common ‘Units’ and ‘Measures’, but of course you can also add your own.

3. At the top right, click on > ‘Add Measure’.

4. Enter the ‘Measure Name’ (e.g. for a ‘Measure Name’ of ‘Case of 24’, the measure would be ‘24’,) then select the ‘Base Unit’ from the drop down list, in this case ‘Unit’.

5. At the bottom right, click on > ‘Add’ to save.

Setting Up Suppliers

1. On the left sidebar, click on > ‘Stock Manager’ > ‘Suppliers’, then at the top right > ‘Add Supplier’ – you must enter the ‘Supplier Name’ as a minimum requirement.

2. Ensure the ‘Supplier’ is set to ‘Active’.

3. At the bottom right, click on > ‘Add’ to save the supplier.

Setting Up Your Advanced Stock Manager

Creating Ingredients

1. From the left sidebar click on > ‘Stock Manager’ > ‘Ingredients’.

2. At the top right, click on > ‘ADD INGREDIENT’.

3. Enter the ‘Supplier Name’ (a drop down list will appear as soon as you type).

4. Enter the ‘Ingredient Name’ (e.g. ‘Smirnoff Vodka’).

5. The ‘Cost’ per ‘Standard Pack Size’ and ‘Pack Size’ (e.g. you may order your ‘Smirnoff Vodka’ in ‘1litre bottles’ at a ‘Cost price’ of ‘£19.00 excluding vat’.

6. At the bottom right, click on > ‘Save’. Repeat these steps as many times as you need until all desired ‘Ingredients’ are added.

Restock level: If none required, enter ‘0’ Current stock level: If you are setting up your system for the first time and don’t currently have any ‘Stock’, enter a ‘0’ value. You can later update your ‘Stock Level’ in bulk using our ‘Stock Take’ feature Alert stock level: If none required, leave blank. Min/Max supplier order: Required SKU: Optional

Setting Up Your Advanced Stock Manager

Creating Recipes

1. Having set up your ‘Product’, ’Units/Measures’ and ‘Ingredients’, you can bring all these elements together by creating the ‘Recipe’.

2. On the left sidebar click on > ‘Products’ > ‘Products’.

3. Select and ‘Edit’ the ‘Product’ you wish to set up ‘Stock’ for. At the top of the screen, select the ‘Stock’ tab.

4. On the right, click on > ‘Add Product Recipe’ tab.

5. Enter the ‘Name’ of the ‘Ingredient’ and select from the drop down list,

then click on > ‘Add’.

6. Once the ‘Product’ is listed, enter the ‘Multiplier’ and ‘Quantity’; for example, for our ‘Cosmopolitan Cocktail’ we need ‘Smirnoff Vodka’ in ‘Multiplier: 35’ and ‘Quantity: 1ml’. Add all recipe ingredients and select ‘Save Recipe’.

Setting Up Your Advanced Stock Manager

1. Create an ‘Ingredient’ called ‘Merlot Wine’ (matching your already created ‘Product’).

2. Next go to the ‘Products List’, select the ‘Merlot Product’ and ‘Edit’.

3. At the top right, select the ‘Portions’ tab, then the ‘Setup Portion Recipes’.

4. Search for the ‘Ingredient’ ‘Merlot’, and at the bottom right click on ‘Update Recipe’.

5. Set the ‘Multiplier’ to ‘1’ and the ‘Quantity’ to ‘175ml’.

6. At the bottom right click on > ‘Update Recipe’.

Portion Recipes Set-up

From now on, every time you select the ‘175ml Portion’ and the ‘Merlot Wine’ on your iPad, ‘175ml’ of ‘Merlot Wine’ will be de-stocked from a ‘Bottle’, thus keeping an accurate track of your ‘Stock’.

‘Portion Recipes’ are used in a scenario where you can have multiple of the same ‘Product’, however they vary in ‘Portion Size’. Within every ‘Product’ with ‘Portion Recipes’, it needs a separate ‘Recipe’ with every ‘Portion’ set-up. This is because different ‘Portions’ will de-stock ‘Values’ of ‘Ingredients’.

If you sell ‘Wine’ by the ‘Glass’, it is worth noting that in order to precisely de-stock the amount of wine from a ‘Bottle’, you do need to set up your ‘Wine’ as an ‘Ingredient’.

Let’s say that you already have a bottle of ‘Merlot Wine’ set up as a ‘Product’ and that you previously had setup a ‘Portion’ of ‘175ml’ in order to sell your ‘Wine’ either by the ‘Bottle’ or by the ‘Glass’. Whilst the ‘Portion’ feature helps you charge the correct amount on your iPad terminal, it does not however de-stock any ‘Quantities’. To do so, you must use the ‘Setup Portion Recipes’ feature.

First, ensure you have the right ‘Unit/Measure’ is created; in the case of ‘Wine’, ‘70cl’ is the standard ‘Unit Size’. You could call this ‘Measure’ ‘70cl Bottle’, entering the ‘Measure’ as ‘0.7’ and the ‘Unit’ as ‘Litres’. At this point, you should also create your ‘Glass of Wine Measures’ - If you sell ‘Wine’ in ‘175ml Glass’, then the ‘Measure’ will be ‘0.175’ and the ‘Unit’ will be ‘Litres’.

Setting Up Your Advanced Stock Manager

Stock Manager Recipes 1. On the left sidebar, click on > ‘Stock Manager’ > ‘Stock Take’.

2. At the top right click on > ‘Perform Stock Take’.

3. Enter your ‘Opening Stock Quantity’ in the ‘Count’ column, for each ‘Product’. When completed, at the bottom right, click on > ‘Save and Review’.

4. You will then be taken to the ‘Review Stock Take’ screen.

5. On the right hand side, you will see the ‘Variance’, showing the change of ‘Quantities’ just made.

6. Once reviewed, at the bottom right, click on > ‘Confirm and Complete’ to finalise your ‘Opening Stock’.

7. All new updated totals will now be visible on your ‘Stock Holding Report’, with a ‘Grand Total’ displayed at the bottom right.

Previously we have explained how to set up a ‘Recipe’ from within a ‘Product’; however, you may have noticed on the left sidebar in the ‘Stock Manager’ section, a feature also called ‘Recipes’. This method is mainly used for creating ‘Sub Recipes’ to be re-used within other ‘Recipes’.

For example, if you make your all your own food from scratch, (e.g. ‘Ketchup’), you may wish to create a ‘Recipe’ for ‘Ketchup’ which you will use within a ‘Hamburger’ ‘Recipe’. In this case, you would need to set up all the ‘Ingredients’ needed to make the ‘Ketchup’ and then create the ‘Recipe’ from the ‘Stock Manager Recipe’ feature. Doing so this way ensures that you are not creating a ‘Product’ for ‘Resell’, as you only want to use ‘Ketchup’ as an internal ‘Recipe’.

Using Stock

Whether you are using simple or advanced ‘Stock’, once your ‘Stock’ environment is set up as described previ-ously, you’ll be ready to use the feature.

Entering Opening Stock via Stock Take

If you have not yet entered your ‘Stock Levels’, ‘Per Product’ as shown in the previous paragraph, you can do a ‘Bulk Stock’ by opening ‘Quantities’.

Setting Up Your Advanced Stock Manager

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. To keep your ‘Stock’ up-to date with re-ordering, the best way is to make use of ‘Purchase Orders’.

1. On the left sidebar, click on > ‘Stock Manager’ > ‘Purchase Orders’.

2. At the top right, click on > ‘Add New Purchase’.

3. Enter the ‘Supplier Name’, a reference of your choice – Turning ‘On’ auto-fill will automatically input the re-order ‘Quantity’ for each ‘Product’ from the restock ‘Quantity’ that was entered in the ‘Product’ edit (if a restock ‘Quantity’ was actually entered).

4. If auto-fill is turned ‘Off’, go through each ‘Product’ and input the desired re-order ‘Quantity’; the ‘Total Cost’ on the right will be automatically updated.

5. At the bottom right, click on > ‘Save Order’.

Completing (Receiving) A Purchase Order

1. From the left sidebar, click on > ‘Stock Manager’ > ‘Purchase Orders’ Select the ‘Purchase Order’ from the list you wish to complete, click on > ‘Edit’.

2. Check the item ‘Quantities’ you are receiving against the ‘Quantities’ in your ‘Purchase Order’ and adjust if necessary.

3. At the bottom right, click on > ‘Complete Delivery’ to finalise your delivery and update your ‘Stock Levels’ in the ‘Backoffice’.

4. The ‘Purchase Order Status’ has now changed to ‘Completed’ and you can check that your ‘Stock Levels’ have been updated from the ‘Stock Holding Report’.

Creating Purchase Orders

Updating Your Stock Manager

Regular Stock Take Whilst your EPOS will help you track your ‘Stock’, it is recommended that you perform regular manual ‘Stock Take’. To do so, repeat the steps described previously in ‘Entering Opening Stock’ via ‘Stock Take’; this will help you highlight variances, if any, between the ‘Stock’ held in your system and the actual ‘Stock’ held on your premises.

The newly created ‘Purchase Order’ is now listed and with a status of ‘Pending’ until delivery is received.

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