Perpetual Inventory allows knowing precisely stock count and value at any given time, past or current. It allows stock counts on a "from dd/mm/yy to dd/mm/yy" basis as well as at period end.
Items can be counted at different frequencies, once on a daily basis (mini-stock) and again as part of the "from to" process.
The system allows grouping items in different inventory count Worksheets. Some Worksheets will perform actual inventory adjustments, while some others will only allow comparing stocks in reports.
Click on the ADD button.
Enter a name for this Worksheet.
1Mini Stock
Daily Bar
Daily Top 10
Weekly Top 20
Enable this option for an inventory count entered with this worksheet to actually perform an inventory adjustment. Worksheets with this option disabled are used only to do simple stock Controls that will be used for comparison reports.
Select a Group or Category to include in the worksheet, and click on the right arrow.
The Alcohol category was included in the Worksheet.
Also add some other categories from the Liquor group, as well as the Bar category from the Dry group.
Now, add some individual items.
Select an Item to include in the worksheet, and click on the right arrow.
The Bitter Lemon was added to the Worksheet.
Click on the OK button.
Click on the Close button.
A worksheet can be generated at any given time, and includes only items that the user wants to track in the different frequencies.
Each time the system prints a worksheet, it includes the current items matching the selected worksheet. The system allows reprinting a worksheet multiple times. For example, this allows to print the Daily Bar worksheet that always contains all current items whose quantities need to be tracked daily at the bar.
Select the worksheet containing the groups, categories and items to be counted.
Select the supplier you want to generate a worksheet for or select All for all suppliers.
Select the sequence of the printout. Available options are Item ID, Item Code, Item Description, Category, Group or Supplier.
Select from the drop-down list of worksheets, with the Adjust Inventory option enabled, that was printed and used to count the stock.
This field displays the date for the inventory adjustment, as chosen in the previous step.
If the multi-location is installed on the license, select in which location the stock was counted.
Choose the supplier for which the inventory was counted, or select All for all suppliers.
After choosing the filters, the system displays the worksheet, in the same order it was last printed.
Name of the inventory item.
Enter quantity in stock, in the inventory format.
This field displays the difference between the current adjustment input and the theoretical quantity.
This field displays the inventory format.
This function allows to count inventory items on a worksheet, in order to compare the theoretical quantity with the real quantity in stock, but it does not make any actual adjustment. The counted quantities are used for reporting, but do not influence the value of the stock.
A stock Control allows taking a snapshot of the inventory multiple times during the day, week or period and helps track and minimize the inventory item wastes and lost. This operation can done in less then a few minutes, if there are not too many inventory items included, to reduce to a maximum the negative impact on the customers.
Select from the drop-down list of worksheets with the Adjust Inventory option disabled.
Select the date of the Stock Control.
Select the hour of the Stock Control.
If the multi-location is installed on the license, select in which one the stock was counted.
If the multi-location is not installed on the license, you can enter in which site the stock was counted.
After choosing the filters, the system displays the worksheet.
Name of the inventory item.
Enter quantity in stock, in the inventory format.
This field displays the difference between the current control input and the theoretical quantity at the time of the Control.
This field displays the inventory format.
Enter the hour when you received the merchandise, so the system can properly calculate the Theoretical Quantities at the time of a stock Control.
The Gross Profit Ratio is calculated on each inventory item part of an inventory recipe or inventory item. (Ex: bottle of beer) It is used to determine if the business is earning a good return on the sales of its products.
The following formulas are used by the reports to calculate:
Theoretical Gross Profit = Cost of Sales / (Sales without inclusive tax – Discount without inclusive tax)
Actual Gross Profit = Sales / (Sales without inclusive tax – Discount without inclusive tax - Lost)
For each transaction the system calculates and stores the following information:
Sales value
Inclusive tax value in the sales amount
Total Discount value
Total inclusive tax value in the discount amount
Inventory location
Revenue center information
Mode information
All this information is stored to 3 decimal places, to reduce the rounding factor.
For each fiscal day the system consolidates the data per:
Inventory location
Revenue center information
Mode information
This provides fast reporting.
Enable this option to supersede the recipe used to calculate the Gross Profit (GP) so the user can define the percentage of allocation that each ingredient represents toward the GP. The ratio field is then replaced by the Profit % field.
Enter the Profit percentage each inventory items represents towards that recipe's cost.
The report center allows generating inventory reports that are based on a free ranging period (From – To)
These reports are:
Purchases
Wastes
Transfers
Usage
GP% per inventory item
Frequencies report
The reports include a summary page by category and by site.
The system provides Full Historical reporting, to look at (for example) last week, last month, last period, last year, year to date, etc.
When adding an item while performing an inventory purchase, an option allows to affect the average cost price or not.
The system uses the currently logged in Username and Password to keep track of the stock taker modification.
The system provides a configuration to specify what type of cost to change real or average cost.
