The restaurant success is dependent not only on the sales but also how you manage your stock and inventory on the other hand. You as a restaurant owner should have a tight control on the stock management where you can monitor the indents raised (item request from the kitchen) and purchase order details. You can also keep an eye on the purchase price variance from time to time as the price might differ for the daily purchase items like vegetables, poultry, etc.
Possier inventory management is robust and also helps you in managing the stocks for multiple outlets and transfer stock from one outlet to another outlet (or) from main warehouse to multiple kitchens. Adding to this you also get notifications on re-order quantity and low stock alerts based on the available quantity and the expected quantity depending on the sales.
Whenever a restaurant owner decides to purchase a restaurant software system, they believe only the POS billing system alone is good enough for them. they don't realise that managing the Inventory and stock is the right way to increase profits. So, let’s get to know why inventory management is a must thing, but not a luxury any more.
Creating an inventory item is as simple as you will be doing for a menu item. Apart from item name and category name you will be asked to add the details like Purchase unit, purchase unit price, Purchase TAX/CESS, Stocking Unit, Product Supplier and Reorder point (low stock alert level), if the purchase unit and stock unit differs there comes the conversion factor to play its role.
STOCK ENTRY / PURCHASE ENTRY
So how will you be adding the purchased stocks to the backend?, We provide you a simple step called Purchase entry. Here you can enter the store name and supplier name from where the items is been purchased, Purchase invoice no (Reference number, Bill no, Invoice no) and add the respective items, now you can find the details of the item (Purchase unit, Purchase unit price, Purchase tax/cess) that are been displayed accordingly. You can just enter the respective quantity to each item to make a purchase entry.
→ EDIT PURCHASE PRICE DIRECTLY: Let us take an example of daily purchase items like vegetables, where the purchase price would differ at times or may be daily too. And we also understand that you can’t keep updating the prices for all products that keep varying everyday or quite often. Instead you can just edit the price of the respective products while you do the purchase entry itself followed by where the gross amount and the tax amount will be calculated accordingly.
→ DISCOUNT: You may also avail a certain discount for the purchase made, be it a percentage discount or fixed amount on the bill value you can just add the discount during the purchase entry itself. After confirming whether the discount is applied on subtotal or the final amount you can proceed further on choosing the percentage value or the fixed amount value for the particular bill.
→ PURCHASE ENTRY ON PAST DATE: Often you find the purchase manager or the stock manager miss to enter one or two purchase bills. Our purchase entry setup allows you to enter the stock on a past date rather than entering the stocks in the current date that results in pulling out a confused report on month end Purchases. Conditions applied*
Raising a purchase order is as simple as purchase entry. Purchase order screen allows you to enter the delivery store details, supplier details to whom you are raising the purchase order followed by adding items to the purchase list, once the items are added you can find the details of the item such as Purchase unit, Purchase unit price, Purchase tax. By just adding the quantities to each item you can raise the purchase order easily and a unique PO code will be assigned accordingly. There are also some key features added to the purchase order for ease and security purposes.
→ PO EDIT: We cannot make sure that each and every purchase that has been raised by the purchase manager would be the error free. Humans make mistakes and forget things !! Providing a solution to the above problem, EDIT PO comes into picture with the support of Authentication PIN. So only the person who has raised the PO is supposed to edit the PO or else the respective authentication PIN would support good.
→ PO CANCEL: The same scenario is also applicable when it comes to PO CANCEL too. We also provide you with an option to cancel the PO only with the Authentication PIN. This will avoid a chaos scenario when there are more than one purchase manager.
→ PO APPROVAL : It’s not like if you have restaurant management software and a manager performs the activities, you are free from misappropriation or pilferage that happens behind you. We developed things in such a way that there is no space for any person to play his part without the knowledge of the admin. Our strong inventory setup allows you to set approval standards and limits based on category as well as purchase value. The purchase order will be triggered for the admin approval when it crosses the PO limit.
→ SEND PO via EMAIL: With the developing technology in each and every step, Our inventory setup allows you to send email to the respective supplier’s mail Id. Even if you are editing the PO again you can just add an additional note to the successive mail notifying the supplier to ignore the previous PO.
→ RECEIVE STOCK: Once you have received the stock that has been raised as PO, many times you may find the quantities would be varied mainly for the poultry items like chicken leg, mutton, etc. You might have raised the PO as 1kg but you have received 1kg 200grms what can I do?. So understanding the market scenario you can also enter the exact quantity that has been received and also the vary the price according to the Quantity received. Also what happens when you receive less quantity or one product is not yet received. Stock receiving page also tracks the pending stock that is yet to receive. So all this record will be taken into account for generating GRN(Goods Receivable Number)/GIN(Goods Inward Number) as final stock received. The stock that has been received here alone will be added to the backend stock irrespective of PO raised.
It doesn’t get over once the purchase entry is done or Stock is received after a purchase order, there comes the payment part. It’s quite tough to maintain payments based on bill wise or supplier wise. We provide you a one stop solution where you can keep track of the payments in detail for all your bills like Invoice amount, paid amount, balance amount and also the debit amount if any purchase return is been made for the particular bill. You can also add notes to every payment made for you to have records in future. Adding to it you can also check the total payments and Balance pending based on Supplier.
Indent is nothing but a request raised to the Inventory store, this can be central/Main warehouse or raising against different warehouses. Our indent setup allows raising the request to different warehouses based on the categories mapped. Hereby you can also restrict the person to raise the request only to the warehouses that have been mapped to the respective outlet. The person who is raising the indent will also have the option to view the stock in hand so that it would be easy for him to raise the indent to the respective warehouses/inventory stores. This indent setup will also have the option to create PO, cancel indent and transfer stock in the same page.
→ INDENT APPROVAL: The inventory management chain would start from indent raising followed by PO order and receiving stocks and transfer the stocks to the outlet who has raised the indent request. You as a restaurant owner It’s tough to keep track of each and every step and hence it’s better to validate in the initial stage itself. In such a way we will help you in providing the approval module with the Authentication PIN for each and every indent raised.
Yes, A product can have multiple suppliers. Our supplier management helps you to manage all your supplier list in a single dashboard with the details like Supplier name, Phone number, Email (Where PO will get triggered), GSTIN, Supplier type (Inter-State / Intra-State). Based on choosing the supplier type as Interstate or Intrastate your Purchase GST will be calculated accordingly as CGST, SGST and IGST.
→ CONTRACT PRICE: In Supplier management you have the option to fix the price of the product based on supplier on contract basis along with the validity time. where the same price will get reflected in the purchase entry and purchase order screen for you to proceed the purchase process smoothly. This contract price module also restricts the purchase manager to edit the price during the purchases to avoid flaws. As contract price is completely based on supplier names, you are free to fix various prices for various suppliers.
Though Purchase return is one of the rarely preferred modules in restaurant management systems, you’ll have the option to keep track of the products that need to be returned to the respective supplier from whom the purchases are being made. You can do this by choosing the Item delivered store, this will automatically list down all the purchase orders made, by choosing the respective PO number you can see a list of items where you can do the purchase return for the chosen items.
When it comes to Ice cream shop, bakery store, etc it's mostly the finished products that come to the outlet for the billing. So you will be searching for a module that keeps track of the finished goods. Production update will do so where you can update the items and quantity produced in the kitchen and transferred to the respective outlet. You can also restrict the negative billing so that once the updated finished goods are out of stock the respective product will be hidden from the billing screen.
CENTRAL KITCHEN MANAGEMENT
If you are a Restaurant brand who has multiple outlets and supplies finished and semi-finished goods from a centralized kitchen then, We will help you manage inventory from the centralized kitchen to all other outlets. You can do purchases for the central kitchen and transfer them to various outlets or else you can also keep track of the finished goods from the central kitchen to various outlets. All you need to do is to create an individual store in a single backend, where you can manage inventory for the “n” number of stores like warehouse, restaurant, central kitchen.
→ TRANSFER STOCK: Transfer stock will help you to transfer stocks from one place to another place. You can do this just by choosing the from store and to store and the respective products that need to be transferred. Once the products are transferred, the receiver has to accept the products alone with the acknowledgement of no wastage or enter the respective wasted quantity accordingly.
It’s the billing section that takes care of the consumption part for the goods that are consumable. To manage the items like Crockery, utensils, uniforms, etc the stock will be managed manually as issued,Used, theft, damaged, etc. Adjust stock helps you to manage stock for the items mentioned above that allows you to enter the respective quantity and also mark the reasons as issued, theft, damage, etc.
Finally comes the closing stock, Where our inventory backend will generate a daily computed closing stock based on the current day's opening stock, consumption, Stock purchases and Stock transfers made. You can also enter your manual closing stock where the variance report would also be generated based on the Stock difference.
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