Stock Controls

Deliveries

Deliveries

What is a Delivery?

A delivery is where a site has received products in order to use it. An example of a delivery would be for liquor stock. These deliveries need to be entered onto the system correctly, in order for any stock takes to be accurate and relevant. 

delivery
/dɪˈlɪv(ə)ri/
noun
 
the action of delivering letters, parcels, or goods.
Deliveries

Enter a Delivery

To enter a delivery, navigate to the Deliveries Tab on the left-hand side. Then, click on the Create Delivery in the top-right. This will bring up a pop up. Select the outlet in which the delivery is relevant to. Then, enter the supplier name and the Delivery number that is associated with the delivery then select ‘Create Delivery’.

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This will open a new screen, in which you can enter the invoice number. You can then search for the products, enter the quantity and click ‘add’.

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This is automatically saved so once all products are in you can click on the Delivery Summary to take you back to the main delivery screen.

 

To change the stock group, simply navigate to the 'Stock Group' dropdown at the top left hand of the page. From here, you will be able to select from which stock group you are creating a delivery for, i.e. Food/Beverage Stock.

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Deliveries

Edit a Delivery

To edit a delivery, navigate to the Deliveries Tab on the left-hand side. Then, find the relevant delivery and click ‘Edit’. 

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From this screen you can see all items that have been delivered into the system. This is where you can amend any delivered quantities and add new products. You will need to click on 'delivered products' to edit the already delivered quantities, or 'product search' for any further items.

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When you click on 'Delivered Products', all items on the specific delivery will show with their relevant cost price and quantities. these can be amended by clicking in the correct box and typing in the correct value.

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Deliveries

Deleting a Delivery

To delete a delivery, click on the 'Edit' link on the delivery that you want to delete. 

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To continue with the deletion of this delivery, simply click on the bin icon at the top of the page, as seen below;

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Once this icon has been clicked, a further screen will appear in order to confirm the deletion. This action cannot be reversed, so ensure that it is the correct delivery that is being deleted.

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Transfers

Transfers

What is a transfer & Why do we use them?

A transfer is used to move stock from one unit to another. Stock will be delivered into an outlet (I.e. the cellar). These items would then have to be moved to the outlet/unit in order for them to be sold/used. To have to stock in these areas, a transfer must be completed on the system. This means that when completing a stock take, true results for every outlet can be given. Any risk outlets/units can be identified and investigated, as long as all transfers have been completed fully and truthfully.

 

transfer
verb
3rd person present: transfers
/transˈfəː,trɑːnsˈfəː,tranzˈfəː,trɑːnzˈfəː
 
make over the possession of (property, a right, or a responsibility) to another.
"we will transfer full planning responsibility to local authorities"
Transfers

How to Complete a Transfer

To complete a transfer, navigate to the transfer tab on the left-hand side of the page. Then select ‘Start Transfer’ on the top right-hand side. From the pop up, select the outlet where the stock is coming from, where the stock is going, the date of the transfer and a reference in order to be able to identify the transfer from a glance.

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When you press ‘Start’ it will bring up a list of all products that are held in the outlet you are moving stock from. Use the search function at the top of the page to find the items of stock that need to be moved. Within this product list, it will show the quantities of products that are in the outlet. You will only be able to move stock from this outlet if there is stock available. If you enter a value greater than what is in stock, the ‘Save’ button will disappear. Once the correct value is entered, you will be able to click ‘save’ at the bottom of the page. This will send the transfer across to the opposing outlet to approve.

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When completing a transfer, you can choose which Stock Group the stock is being transferred from. For example, this can be Beverage stock or Food stock. To change the group, simply go to the 'Stock Group' drop down in the top left hand corner and select the correct group.

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Transfers

Approving a Transfer

To approve a transfer, return to the Transfer Summary page and click ‘View’ on the relevant transfer.

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On this pop up, you are able to review what products have been requested.

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Once the transfer has been reviewed, you can approve the transfer at the top of the pop up.

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This transfer will then appear in the ‘completed transfers’ section of the Summary page.

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Transfers

Deleting a Transfer

To delete a transfer, go to the Transfer Summary page and select ‘View’ on the relevant delivery.

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At the bottom of this pop up, there will be an ‘Unapprove Transfer’ button. This will then delete the relevant transfer from having an impact on the stock holding. This transfer will now appear in the ‘Deleted Transfer’ section of the summary page.

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The transfering site will then see this transfer within their own system and can amend/delete where necessary

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Revenue

Revenue

What is Revenue?

Revenue is the Actual Receipts that the business has received in exchange of goods and services. This could be in regards to Liquor sales, food sales or any other service the site may offer

 

revenue
/ˈrɛvənjuː/
noun
noun: revenue; plural noun: revenues
 
income, especially when of an organization and of a substantial nature.
Revenue

Entering Revenue

To enter Revenue, navigate to the ‘Revenue’ tab on the left-hand side. Then select ‘Declare Revenue’ in the top right-hand corner. Then, select the relevant outlet and enter the revenue amount. This can be entered including VAT or Excluding VAT. The other box will automatically calculate the VAT rate and populate with the value.

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Revenue

Deleting Revenue

To remove a revenue entry, navigate to the Revenue Tab. Then select ‘View’ on the relevant Revenue entry. This will then bring up a pop up. A list of all of the revenue entries for that particular day will appear. These can be individually deleted as and when it is required.

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Allowances

Allowances

What is an Allowance & Why do we Use Them?

An allowance is a monetary value that will normalise the retail result. One example of an allowance is for cocktail sales. For example, if a shot of vodka costs £3.00, and a shot of gin costs £3.00. a cocktail using these two ingredients is charged at £5. This means that £1 is being lost every cocktail sold, so this value is given as an allowance. If 100 cocktails were sold, the allowance would be £100 (100 x £1).

 

allowance
/əˈlaʊəns/
noun
the amount of something that is permitted, especially within a set of regulations or for a specified purpose.
Allowances

Adding an Allowance

To add an allowance, navigate to the allowance tab on the left-hand side of the page. Then select ‘Declare Allowance’ on the top right-hand side. From the produced box, select the outlet, allowance type and enter the value. This box also lets you enter a reference if you want to enter one. Then select ‘Declare’ This allowance has now been added.

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If it is a Cost Allowance, this should be entered excluding VAT. Retail allowances should include VAT.

Allowances

Deleting an Allowance

To delete an allowance, navigate to the allowance tab on the left-hand side of the page. You can now see a list of allowances and their values.

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On the right-hand side, there is text saying ‘View’. If you select this, a box will appear with all the different allowances for that allowance type.

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From here you can delete the particular allowance you want.

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Once this has been clicked, the allowance will disappear. 

 

Product Settings

Product Settings

What Are Product Settings

Product settings are where products have their serving measures, cost prices and retail prices updated.

product

/ˈprɒdʌkt/

Learn to pronounce

noun

an article or substance that is manufactured or refined for sale.

"food products"

settings

 

[ plural ]

the place on a mobile phone or other electronic device where you can set various functions:

Product Settings

Change Retail Settings

Navigate to the ‘Product Setting’ tab on the left hand side of the page. This will open the settings for all outlets at the current site. Click on ‘edit’ in relation to the outlet that needs updating, this will normally be the ‘Master Settings’ outlet.

When you have clicked edit, a list of all products will appear, as shown below;

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This capture shows the first screen that appears. This is to set the retail prices and the standard measure size for the product. Different products require a slightly different way of setting them up. Below is an example for each major category;

Spirits;

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Wine

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Bottled Beer

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Bottled Minerals/Mixers

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Draught

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Post Mix

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Product Settings

Change Cost Settings

To change the cost settings, navigate to the ‘Cost Settings’ Tab at the top of the page. This will change the screen and display the following;

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From this page, you are able to update any cost prices. To change a cost price, click on the drop down box and change the value to manual.

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When this has been selected, you will be able to type over the cost price with the new, updated price.

Spot Checks

Spot Checks

What is a Spot Check

A spot check is a function that allows the user to do a small count on particular items that may have been highlighted as a risk in a previous stock. This will include the opening count, deliveries and a closing count so you are able to track the movement of an item on a daily/weekly basis.

 

spot check

 noun

 a test made without warning on a randomly selected subject.

 "I conducted a spot check on Smirnoff Vodka"

Spot Checks

Complete a Spot Check

To start a Spot Check, navigate to the Spot Check tab on the left hand side of the page. When this opens, click the ‘Start Spot Check’ button in the top right hand corner. This will bring up the following menu;

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Fill in the relevant information for the site and click on ‘Start Spot Check’.

When the Spot Check is created, it will show in the 'Open Spot Checks' area, follow the normal stock taking procedures to continue with the spot check.

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When the spot check is completed and reviewed, you are able to Lock the spot check. This will set the basis for any future spot checks.

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Recipe Settings

Recipe Settings

What are Recipe Settings and Why Do We Use Them?

recipe

/ˈrɛsɪpi/

noun

  1. a set of instructions for preparing a particular dish, including a list of the ingredients required.

 

A recipe in this instance would be for a drink, i.e. a cocktail

 

We use recipe settings alongside EPOS codes for auto till imports to deplete the necessary stock for all drinks that are sold through the till.

Recipe Settings

How to Update Recipe Settings

When you click on the Recipe Settings tab on the left hand side, it will come up with a list off all Recipe settings that are currently being used by the site.