Adaco: Guide Details

Overview

An Outlet’s guide represents the list of all products and recipes, which are used in an Outlet. Products are grouped by category or by location, dependent on an Outlet’s setup. There is a guide for a Category Outlet in the system and a separate guide for a Location Outlet in each location.

Purpose of Outlet Guides

The guides are used for the following purposes:

• The guide keeps the list of all the Outlets' products and allows a user to assign a different account for a product than its original. This way, costs for the same product on different accounts in different Outlets, can be accounted for
• The guide manages the list of products when a user creates a Purchase Requisition template. This way, when creating a Purchase Requisition a user selects products that are available on the Outlet’s guide and not from all products in the system
• The guide allows assigning for a product par and reordering values, which are used in the Reorder report.

A product (or recipe) is automatically added to an Outlet's guide after any action that creates stock in the Outlet, namely:

• A product is added to an Outlet's guide after a Purchase Order is created and received
• A product or a recipe is added to an Outlet's guide after an Outlet requisition is created and posted (where this Outlet is the ordering Outlet)
• A product or a recipe is added to an Outlet's guide after a transfer is created and posted (where this Outlet is the ordering Outlet)
• A product or a recipe is added to an Outlet's guide after an inventory adjustment operation at Inventory > Inventory Adjustment
• A product or a recipe can be added to an Outlet's guide manually on the Guide Details screen
• Guides can only be managed at Property level
• To access, go to Inventory > Maintain Guides

Different Types of Outlets in Guides

Category Outlet is an Outlet where the products are stored according to the categories they belong to. For example wines, spirits, or juice.

Location Outlet is an Outlet where the products are stored according to their location. For example, products may be stored in different refrigerators with each fridge having a number assigned.   

For more information on setting up different types of Outlets please see Adaco - Property Setup

Adding/Removing Products on the Guide

On the Guide Details screen, it is possible to view details of products on the Guide currently, as well as to add or remove them.

Fig.1 - Guide Details Screen

Table.1 - Toolbar

• To add a product, select Add Product and locate the Product using the Search dialog box, as shown in Fig.2

Fig.2 - Item Search Box

It is possible to search for both products and recipes. There is also an option to include inactive products if those products have been unlisted from Ordering, but remain in Inventory.

Removing a Product

Products can be removed/adjusted on a guide in three stages

• Untick In Inventory Guide

Fig.3 – Unticking ‘In Inventory Guide’

By unticking the In Inventory Guide box against the product/recipe, it will no longer appear in the inventory sheets. This is a good way to manage the inventory sheets so that only products that need to be counted appear on the list.

• Untick In Order Guide

Fig.4 – Unticking ‘In Order Guide’

By unticking the In Order Guide the product/recipe will no longer be able to be added to templates. But as long as In Inventory Guide is still ticked the team will be able to count stock. Therefore, if a product is being phased out, yet there is still stock of the product:

• Untick In Order Guide so it cannot be ordered
• Leave In Inventory Guide so that any remaining stock can still be counted. This can be managed by the Outlet

If a product/recipe should be removed entirely then:

• Right-click on the line, and select delete 

If this product is received, posted on an Outlet Requisition, or transferred to this Outlet in the future, then the product will once again appear on the guide.

Sequence of Products on the Guide

The first columns of the guide will differ between those Outlets configured through Location Guide Sequence, and those set up through Category Guide Sequence.

In location-based Outlets, the first column will be the Sequence Number, which determines the order of the products in the Guide. This can be renumbered to reorder the products in the guide.

Fig.5 - Sequencing Options for Location Outlets
 

In Category-based Outlets, the first two columns list the Category and Subcategory of the product as defined in the Product Master. For all lines, the products are listed by Category number and then Subcategory number in ascending order.

Fig.6 - Sequencing Definition for Category Outlets 

The remaining columns of the Guide are explained below:

Table.2 - Guide fields explained

Managing Par Levels in a Location Outlet

Par levels are associated with an Outlet, not a location. Therefore, when assigning a par level to a product in multiple locations the user must use the par level for the whole of the Outlet. 

i.e. If stock is required in the following locations, then the total par required would be 10.

Total Par = 10

Fig.7 - Product in multiple locations

As shown in Fig.7 the product is shown in multiple locations each showing a par of 10, this par level is the total value for the item across all locations.

Account

The Account option is used if the account for that Outlet differs from the account that is used to purchase the product/recipe. 

For example, bottled water in the Beverage Storeroom purchased using the Beverage Inventory/Beverage COS account would need to be changed to the Guest Supplies account if this product was used as an in-room amenity by housekeeping.  This would mean that each time this product was used on a purchase or outlet requisition or transfer for housekeeping the product would be assigned the Guest Supplies account.

Only products/recipes that have different coding from the master product/recipe need to be adjusted otherwise the original account number will be used.