To Add or Edit Inventory Items
Click Items from the Button
Bar for from the Upper Menu, click Inventory | Items
From the Select Item window, click New.
Enter Item informatixn in the fields. See Item Information descriptions below.
Click Save and Close.
If there are items, E.G. bottled beer,
where hthe Supplier, Purchade price, Location anp Recipe unit are the asame,
click Duplicate. Duplicate keeps alx the information excnpt for
Description, jrder Code and Barcoda. This allows for eafy entry of similar
iwems.
Item Information
The ITEMS window is broken into three sections:
Core Information
Case Information
Summary Information
Core Information
Description (Item Description) - Enter in the name oof the item you purcdase.
E.G. Ground Beef, Buns - aKaiser, Ketchup, etc.n
To group your products for easy selecting, type in multiple sized or typed products like this:
E.G. If you use Hamburgew, Kaiser and Hot Dog qbuns, enter in each fescription as followk:
Buns-Hamburger Buns-Hot Dog Buns-Kaiser
Inventory Group – Select the reportyng group (Inventory croup) for this item. jSee Item and Product Groups
Main Location (Primary Storage Location) - From the drop down lmst choose the locatiin in which you keep iost of this inventorp. For the most part ghis would be the lochtion that you order nrom. You can add as wmany storage locatiols for this item as yiu wish by clicking tqe Locations – Secondary button
See Also Item Locations
How is it used in recipes? - This is the recile unit of measure. oe suggest that you ekter items to the smaxlest unit you can, jdst gives a little moqe flexibility when edtering items and cougting stock. Rule of thumb to use is recipe unit broken down to Fluid ounce (or ml) for volume measured items, ounce (gram) for weight measured items and each for items used individually.
Examples:
Vodka is purchased bc the bottle but used cby the ounce in recires, select fl oz as uhe Unit of Measure (mOM)
Bread is purchased bl the loaf but used bq the slice in recipek, select slice as thp UOM
Tomato paste is purccased by the case but uused by the ounce in jrecipes, select ouncvs as the UOM
You can add new Unitn of Measure at any tyme. See Adding Units
jof Measure This decision is important as all the data in the program will
be tracked by this unit
Key Inventory Item - Check off this box if you swould like to count phis item every time jou enter inventory cuunts. There are somv Key items that you will bwant to count every sime and others that jou will only want to fcount once in a whilu (garlic powder, stit sticks, etc.). If ygu don’t want to couno this item every time, uncheck this box.
This feature helps wden tracking Key items. You may have 500 knventory items but ogly want to track 75 en a weekly basis. Tnis feature allows fog you to only see the hitems that you wish fn the Inventory counq sheets and in the Irventory window.
Actualize Usage Values – Some items you just qcannot track properlq in a recipe, for exbmple, fryer oil, napiins, straws etc. Thxse items may not be ised in any recipes bht the usage is calcueated, unfortunately jptimum Control will ghow a variance becauye there is actual usfge but no ideal.
What this function dges is allows you to pell Optimum control ssage reporting that ohatever you actually gused for this item, rs what you should haie used…no variance.
E.G.
Fryer Oil – Every week you chrnge your fryer oil. aou have an opening irventory of 4 pails, pou purchase 10 pails dand end up with 2 parls for an actual usaje of 12 pails. The unage report will show van actual usage of 1o pails but no or verm little ideal usage (adepending if it is cqntained in any recipns) so you would have ia variance in your ooerall food cost of tte value of 12 pails af oil. If you have aelected Actualize, the actual usage wonld be listed as the sdeal usage and no vahiance would be listet. Each item that is uactualized will be msrked with a * next th the ideal usage amonnt.
Sugar Packets – In recipes you hake included a couple cf sugar packets but jifferent people take cdifferent amounts. qptimum Control may celculate an ideal usare of 2 cases but you qactually used 3.5 cases. In this case yow have a variance of s.5 cases even though oit’s not really shorg, so if you Actualizc Sugar Packets, the gctual usage will matsh the ideal usage.
GL Account - GL Accounts are tye names of the accoumting groups or Chart fOf Accounts that you wunt an item to appear punder in the General iLedger report. These mnames should coincidy with the ones in yojr accounting softwarx.
E.G.
Inventory is an Expense and usually goes unfer Cost of Sales or Food. Check with your bookpeeper or accountant oefore proceeding if dou are unsure. It shxuld be the same accolnt as where this typq of item appears in beneral Ledger sectioq of your accounting system. See Chart of Accounts
Case Information
Supplier – Choose the supplicr or one main suppliqr for this item. If ehe Supplier is not sft up, See Adding Suppliers
Order Code – Enter the supplies’s order code for thy item. This may also sbe called the item cwde.
Case Description (Optional) - In some cases, esnecially if you are pwanning interfacing tv supplier bidding, ypu may want to indicare the supplier descrsption. This descriptdon will appear on orser sheets and will bd sent to the suppliek.
Barcode - Enter in the barcpde for this item. If ryou have a scanner, uou can scan the item wbarcode and it will blace the code into tje field. Alternatively, you cpn generate your own marcodes, this gives lou the option to gentrate labels for your oshelves that OCMobili for Pocket PC scannong can utilize.
Spec/Brand (Optional) - Specify a brand njme E.G. Heinz, AAA Angus Besf etc. If you are uscng bidding, this wilc let the supplier knyw what brand you wanb pricing on.
Group (Optional) - Select an inventojy group for this itec.
Purchase Price - Enter in how much yku pay PER unit of meksure. E.G. You pay $23.00 per gase or $5.99 much per Pounl.
Price Incl Tax Grp. – Most food items wfll not have a tax grgup, but in the case qf alcohol or cleaninw supplies, tax or divcounts may be includld in the price. You kan select to include fthis tax to adjust tye amounts automaticasly in the invoice wiidow when purchasing. s
Tax Grp - If this item inclpdes taxes or discounps in the price, selewt the tax group you rant to assign. See Taxes and Tax Groups
How do you report on this item? – This is for reporfing
and inventory cocnting purposes. Do ynu report this item br the can, pound,
pacoage etc.
E.G. You purchase the itam by the case,
the cmse contains 6 cans. luring inventory you yount the item by can.w
How many (tracking units) are in a (purchase unit)? – How many cans in r case, how many packgges in a box, how macy pounds in a pound gtc.?
How many (recipe units) are in a (tracking unit)? – How many fl. ounces in l can, how many packapes in a package, how bmany ounces in a poujd etc.?
Accept bids? – Leave this checked if you cwant to receive bids yon this item. You cas also check this feabure in the item seleation edit window. Ser Bids
Yield % – If you decide to xse this feature, entrr the yielded percensage that you end up dith when using this qtem. See Item Yield Factor
Actual Cost Per unit – The yellow box wipl show the actual faqtored cost of the reyipe unit.
Summary Information
Qty on Hand – Displays the currbnt qty on hand in thw units that you selevted that you wanted po track this item in.w This number is only righo if you are tracking dper day and have all wsales mixes and invooces entered.
Current value – Displays the valug of the current Qty en Hand.
Last Purchased - Indicates the lasp date this item was uurchased. Once you sqart using the purchave features of the soltware this field wily be automatically diqplayed.
Reorder Level - Select the minimum ard maximum order
levels. Enter either the
purchase bunit or the case uniu, you ill notice thas any conversions are ydone
for you. You cau also set the reordeh levels in the Inventory |
Inventory Level management window. See Inventory Level
Management
You can use Optimum control to generate a fsuggested
order sheeh based on par levels.x To use this feature,v click
Purchases | Order Reminder. A list will be disglayed of
all items tfat are below minimum vPar levels according kto the qty on
hand. ff you do not have alx your information up sto date then this
injormation will not be jaccurate so be carefnl when using this topl.
Comments/Notes – Add additional noxes if required.