Inventory Guides determine the order of Products on the Outlet Inventory Sheet. This is used for counting stock, and in Requisition templates.
Please Note: When using the Import function for the Maintain Guides, please ensure that all fields have a value in each cell, except for Column H 'Bin Number' which can be left blank. Entering a value, even if it is zero, will ensure that no changes will be made when importing back into the Purchasing & Inventory system.
Guides can only be managed at Property level, to access the Guide Details for a specific Property:
- Go to Inventory > Maintain Guides > select an Outlet or Location > Details
On the 'Guide Details' screen, it is possible to view details of Products on the Guide currently, as well as to Add or Remove Products.
Fig.1 - Guide Details
|Copy||Copies the Guide from the current Outlet to another Outlet. This will overwrite any Products already in the destination Guide.|
|Export||Exports the Guide as an MS Excel file.|
|Import||Imports the Guide from an MS Excel file.
Please Note: After the import, all the Products and Recipes from the Excel file will overwrite the existing list of Products and Recipes.
|Prints the list of Products and Recipes as a report.|
The name of the Outlet Guide which is currently being managed.
|Location Name*||If the Guide which is being managed is for a Location within an Outlet, the Location Name will display beneath the Outlet name.
This will not show if the outlet being managed is set to 'Category' in the Guide sequence setting.
- To add a product, select Add Product and locate the Product using the Search dialog box, as seen 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 these Products have been unlisted from Ordering, but remain in Inventory.
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 adjusted to move the Product around the guide.
Fig.3 - Sequencing Options for Location Outlets
Fig.4 - Sequencing Definition for Category Outlets
|Product Number||The number of a Product or a Recipe.|
|Product Description||The description of a Product or a Recipe name.|
|Bin Number||Displays the Bin Number assigned to a Product (if any).|
|Purchase Quantity Unit||This field displays the purchase quantity unit for Product or serving size for a Recipe.|
|Purchase Info||This column displays the purchase information specified on the Product Details screen (this field is empty for a Recipe).|
Attributes are additional characteristics defined for retail products on the Product Detail screen (Retail tab). For example, if the product is a T-shirt, a first attribute "size" can be created with the values S, M, L, and XL, as well as a second attribute "color" with the values white, green, grey, pink.
|Selling Unit||Displays the selling unit assigned to the Product Details.|
|Inventory Unit||Displays the inventory unit selected for the Product on the Product Details screen or portion size for a Recipe.|
|In Inventory Guide||Indicates whether a Product or a Recipe is included to the Inventory guide.|
|In Order Guide||Indicates whether a Product or a Recipe is included in the Order Guide.|
|Purchase Par Stock||Displays the recommended stock of the Product in this Outlet (this value can be changed by a user). Par stock is used in the Purchase Reorder Report.|
|Purchase Reorder||Displays the minimum stock of the product in this outlet (this value can be changed by a user). Reorder is used in the Purchase Reorder Report.|
|Outlet Par Stock||Displays Outlet par stock for the selected Product.|
|Outlet Reorder||Displays the minimum stock of the Product in this Outlet.|
|Location||Available for 'Location' Outlets only. Displays the name of the Location assigned to the Product.|
Displays the account assigned to the current Product or a Recipe in this Outlet. This value can be changed by a user. The field is only available if the Enable GL Account option is selected at Property > Administration > Inventory.