How do I structure my item master?
If you want to use the Hypersoft Suite together with the Controller, there are increased demands on the item master. Without stock management, usually only texts and monetary information are used. Stock Management is about much more - the inventory information.
If you use stock management with more than one point of sale within a company (client), the requirements increase elementarily.
How should your stock management know that when a lasagna is sold in a restaurant in the kitchen inventory, the product should be reduced based on the recipe? How should the disposition monitor request peeled tomatoes in cans from the main warehouse and when should what be ordered from the supplier?
Where from, how, when and what - the simple solution!
In our example restaurant we work with more than one point of sale. We have a main warehouse for F&B, a kitchen,a restaurant,a bar and a to-go area.
The item master can easily map this. All basic items are recorded with their purchasing units and the storage location main warehouse. If your main warehouse consists of several storage locations such as cold storage, bottle storage and dry storage, this is not recorded - the assignment of the storage locations for the warehouse clerk is logically based on the goods themselves.
The Manage points of sale program is used to assign items to different points of sale. The kitchen thus also receives the basic items, so that the kitchen items can be stored in the main warehouse and in the kitchen. The bar also receives the drinks, which can be stored in the main warehouse and in the bar.
In the bar you create recipes and a product with direct inventory management for each cocktail. The product is sold at the checkout. The product is also assigned from the point of sale Bar to the point of sale Restaurant. If the product is sold in the restaurant, the stock of basic items in the baris consequently reduced. If the stock of the basic items in the bardecreases, new basic items can be requested from the warehouse and transferred.
You can also create products with direct inventory management in the kitchenfor all recipes. You assign these products to the restaurant. Some snacks are also available at the bar, if they can be ordered directly there, and of course at the to-go point of sale if the kitchen items are also sold there. The cash register in the To-Go area then takes care of switching over the value added tax.
Example of queries...
If you would like to offer a steak with french fries or vegetables in the restaurant, create the recipes and products with direct inventory management for these three items in the kitchen. All three products are assigned to the restaurant. The items are set in the item master as not saleable (if you do not want to offer these individually). In the restaurant you create a "recipe" with query and call this steak plate. The steak is always there, the two side dishes receive a query.
Have you understood this topic 100%? If not, ask Hypersoft for more information if you want to manage an item master.
Further documentation:
Direct inventory management - without production
Basic units, control and purchasing
We recommend that you define only neutral containers via the base unit (especially if you have a very extensive item master):
- litres
- kilo
- piece (portion bottles etc. also)
As control type you define the currently used units (e.g. 200 ml bottle, with 0.2 liters) and the reference to the base unit. When purchasing, you define the outer packaging and re-establish the reference to the base unit (12-piece crate with 2.4 liters).
Further documentation: Basic units and control types
The first storage location of the item - source storage location
When you create or edit an item in the item master, you select the first storage location of the item - the source storage location. This is the location at which the stock of the item is posted by the vendor upon inbound delivery. From there, the item can be delivered to other points of sale.
Normally the source warehouse is the mainwarehouse that is included in every controller license regardless of the number of points of sale. However, there are also companies or individual items that have their goods delivered directly to a point of sale. To do this, you can set the storage location in the item master.
By assigning a warehouse to a storage location (in the Stock Management tab of the item master), the item is managed in merchandise management and can be used in all areas of merchandise management.
Further documentation: How do I structure my inventory management?
The flow of goods using mineral water as an example
The mineral water is delivered to the main warehouse, target stock 120, minimum stock 60. This means that if the main warehouse has less than 60 bottles, it will order as many as there are at least 120. The system uses the order units to order only whole crates or pallets if necessary. Choose target stock 10 and the minimum stock of 3 as the stock specification for point of sale 1. If the current stock falls below the number 3, so many bottles are requested that there are again 10 - a crate can also be specified here as a transport unit.
Rules for assigning items
Assigning items with the Manage Points of Sale program creates a direction between the source and destination when items are rebooked. This information is used by the MRP monitor.
As soon as an item is assigned to a destination, this destination can again be used as a source for a new destination of the item from a merchandise management point of view.
Since there are now base items, recipes and possibly also product items, it is important to assign them correctly. Items are always assigned when:
- An item is to be sold at a point of sale,
- A base item is to be stored at a point of sale,
- whose (base item) stock is to change as a result of the sale of the recipe items.
- a product is to be created there - namely product and recipe item,
- a product is only to be stored (then without recipe, because the product is already finished).
For recipe items, the base items must also be assigned if the controller is to calculate their stock.
The same basic item several times in one recipe
A basic item can only be used once directly in a recipe. However, it may be necessary to do this several times.
Example...
You want to make your fried potatoes and your chips from potatoes yourself. In the case of a steak, the cash register should query the side dish and order it correctly. The stock is to be deducted from the base item potatoes. You create a recipe for the production of fried potatoes and French fries, from which you create a product. The respective product is assigned to the recipe like a basic item. If you want to control the production of fried potatoes and French fries, you can use stock defaults and the Production Monitor program. If you simply want to reduce the stock of the basic item "Potatoes", activate the option Postcomponents without production in the products.
Further documentation: Products and product stocks
Further documentation: Basic units and control types
Back to the parent page: Choosing the optimal inventory management system