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QUICK START - WORKBOOK
RESTAURANT COST CONTROL ver. S-5
<Inventory, Purchases, Accts. Payable & P&L Reports>
FIRST STEP SOFTWARE
INDEX
Introduction .............................. 1
Main Menu: User Help ........................ 1
Main Menu: Data Files ....................... 2
Vendor Data .............................. 2
Cursor Help ........................... 2
Expense Data ............................. 4
Add Record ........................... 6
Del/Recall ........................... 7
Pack & Reindex ....................... 8
Print Options ........................ 8
Payment Data ............................ 9
Main Menu: Transactions .................... 9
Edit Invoice ............................ 9
Add Invoice ............................. 10
Pay Unpaid Invoices ..................... 13
Remittance & Checks ................... 13
Main Menu: Inventory ....................... 14
Print Inventory Form .................... 14
Inventory Report (completed) ............ 16
Enter Physical Count .................... 17
Main Menu: Reports ......................... 18
Vendor History Card ..................... 18
Purchase Summary ........................ 19
Cost of Goods Sold ...................... 22
The demonstration data that accompanies this software is representative of
a restaurant with a bar and sit down table service. The reports that you
generate in this workbook are from this data.
INTRODUCTION:
Basically there is only four types of information that you have
to tell the computer; to enable it to calculate and print reports:
1. Information about the products and services that you purchase.
2. When and how the purchase was paid.
3. How much product is on hand at period end.
4. The dates you want included in a report.
This workbook will briefly introduce you to the four areas mentioned above
and you will see where all the information is stored and how to manage
the information. You need not complete this workbook in one session; you
can stop at anytime and return when time permits.
When you installed the software you became familial with the main menu
and you indexed the data files so the software can find the data quickly.
You will know which keys to press because I will preface them with:
*** type
The commands will be in CAPITOL LETTERS and when you see <ENTER> , press
the enter key.
WHEN ALL ELSE FAILS
From time to time you will hit a wrong key or series of keys and from
that point on nothing seems to happen; you can't move the program forward
or backward! YOU ARE HUNG UP. Press and hold down the Alt key plus press
the "C" key. This will exit the program and you can start again.
┌──────────────────┐
│ LETS GET STARTED │
└──────────────────┘
*** type CD\INV <ENTER>
(You just changed directory to the sub directory INV.
*** type INV <ENTER>
There are five main headings across the screen that upon selection, starts
the operator and the program in that direction.
┌───────────┐
│ User Help │
└───────────┘
*** press the -> arrow key and move to User Help.
*** press <ENTER>
Introduction All of these selections offer the operator
Accounting generalized information about certain functions
Transactions of the software.
Data Files
Inventory
Reports
*** move cursor down to "Data Files" and press <ENTER>.
Page 1
Read this section by using the down arrow or page down key. We will
be viewing these data files next. When finished reading:
*** press <ESC> key twice.
*** press the "D" key.
┌────────────┐
│ Data Files │
└────────────┘
When ever you see a highlighted prompt (whether the selection is
horizontal or vertical); you have the option to press the first alpha
letter of that prompt's name to make the selection.
┌──────────────────────┐
│ Index & Backup files │
└──────────────────────┘
*** Press "S" for Sort & Setup
*** Press <ENTER>
*** Press "S" for Setup Master File
Read the screen then select "2" for Set numbering
Read the screen then select "2" for Set Group numbers
There are five Groups to categorize Expenses. see sample.
*** Press <ESC>
Select "3" for Edit Item categories. Read and press Space bar.
This is how the demonstration data has been set up. The operator
establishes the range numbers for each category then as each new
item is added the software assigns the next appropriate number.
*** Press Page down key to view.
*** Press <ESC> to exit.
Select "4" to print code # list.
Keep this list handy while using the workbook; it will help
explain how the data is organized. You the operator will modify
this list for your own operation.
Select "0"
Select "0"
┌─────────────┐
│ Vendor Data │
└─────────────┘
Move highlight to "Vendor Data".
*** press <ENTER>
Page 2
At the top of the screen notice * BROWSE MODE * . This message means that
the operator can move around the data file and view the contents.
┌─────────────┐
│ Cursor Help │
└─────────────┘
*** press <F1>
The help screen is here when you need it (you will need it less as time
goes by) Page down to view, <Esc> returns you to the file.
The highlight bar is resting on the Company name of "3M" . You can see
that the column headings denote certain information pertaining to the
Vendor "3M". Each column is a "Data Field". Looking down the screen you
can see other Vendors; each Vendor is called a "Data Record".
*** press the -> arrow key and move to the right; continue until it
will not move any further.
Notice that you can no longer see the vendor name.
*** press and hold down the <Ctl> key plus press <Home> key.
This should bring you back to where you started.
*** press <F2>
The message in the upper left corner tells the operator that the name
column is now locked. Try moving to the right again and see what happens.
Move back to the left until you can not go further.
In the bottom left corner the "Index:" message reads Vendor name. This
means that the vendor file is displayed in alpha order, "3M" is first
because the first letter is numeric.
*** press <F3>
UPPER(name) This window offers the operator a choice of two
code sort orders to view the vendor file.
*** press DOWN ARROW then <ENTER>
The highlight bar remains on the vendor "3M" which is vendor code # 100
and now the vendors are sorted in numeric order.
*** pan up with UP arrow key until you can go no further.
"Beginning of file" message has a nice ring to it don't you think ?
At the bottom middle of the screen is the message "Seek :". These data
files can get pretty long and finding the correct record can be faster
by using this function. Remember you are viewing the file in numeric
order.
Page 3
Let's "Seek" the vendor "3M" code # is 100.
*** press 1
"Entry does not exist. Press a key to continue." has a bad sound !
The seek could not find the vendor # 1 because there isn't one.
*** press 0
This time the "Seek" was successful and found vendor # 10. ?? You have
entered 1 then a zero.
*** press 0
The seek function is incremental: the search continues after each
addition character is added.
Select Index again and view file by name.
*** press <F3>
The file should be back in alpha order, is it ?
Try the seek function again but this time in alpha sequence.
Look for Sexton Company.
*** press S key
Fast enough for you ???
Well Sexton wasn't getting many calls with the Phone number 999-999-9999
so it changed it to 800-666-6666.
*** move the cursor to the Phone column.
Tell the computer that you want to make a change in the phone number.
*** press <ENTER>
Notice that at the top of the screen the * BROWSE MODE * has changed to
EDIT MODE and a blinking cursor is waiting for your input of the new
phone number. Go for it !
Ok ! you did so good on that edit; lets try another. Sexton's new
salesman's name is "Sam" and he is your Contact.
If you got that bad sound and message: You didn't ask permission to edit
the Contact name field by pressing <ENTER> first.
If you got "Sam" in there and the cursor is still blinking away: You must
tell the computer that you are finished with the edit. The software will
exit an edit when all the available spaces are filled or you tell it that
you have finished by pressing <ENTER>.
Page 4
*** press <ENTER>
Also you want Sexton to appear on the labels you are going to print at
the end of the month so EDIT the Label field with "T" for true.
If you want to look around some more and edit some more: Have fun !
When you are ready to leave the Vendor file.
*** press <ESC>
VENDOR REVIEW:
1. We have learned basic cursor/highlight moves using PG/DN, PG/UP,
ARROW KEYS and selecting the first character of prompt.
2. We know that Data Files can be viewed in different "Sort/Index" orders
and we can change these by pressing <F3>.
3. We can "Lock the name column" by pressing <F2>.
4. We can "Edit" a field by locating the cursor on that field and
pressing <ENTER>.
┌──────────────┐
│ Expense Data │
└──────────────┘
Open the Expense Data file and take a look.
This file houses all the information that the program needs to know about
the purchases of products and services plus it is an excellent resource
tool for management. While in this file we will look at examples of both
product and service data.
How is the file sorted ?
*** press <F3>
What other ways of sort are available ?
The first two orders of sort look similar to the ones we found in the
vendor file. The next two will take some explanation.
UPPER(icat)+UPPER(iname) = Sort by category plus item name.
place+UPPER(icat)+UPPER(iname) = Sort by location + category + item name.
*** select UPPER(icat)+UPPER(iname)
*** move cursor to Inventory Category.
That "BBEER" was not written by Elmer Fudd: the first "B" indicates
that this item belongs to the Group Bar and "BEER" is the category.
Let's seek the category called "FEMEAT" .
Remember that the SEEK function is working on the CATEGORY only.
("F" = food, "E" = entree)
*** Did you press F and then E ?
*** Lock the name column.
Page 5
This data file is complex so we will look at each field and explain it.
*** Use down arrow key to find the Expense item name of
"BEEF TEND TIPS BY #".
*** press down arrow key again so you can see the item
"BEEF TEND TIPS CH 2/6#"
Expense item field has several purposes in addition to identification:
1. BEEF is the first word, this groups beef items together when viewed
in alpha order.
2. Adding some type of packaging information is helpful to staff.
Inventory Category: first character tells the software what group this
category belongs to; the "E" denotes ENTREE and MEAT as opposed to SEA
for seafood.
Purch. Unit: denotes how the vendor prices this product. Notice that this
restaurant has purchased BEEF TENDERS both by the pound and by the case.
Cost / Pur.Unit: field shows one vendor selling at $2.59 per pound and
the next vendor at $ 37.19 per case.
Invty Unit: is your choice; but it is helpful to be as consistent as
possible ie.) lb for meat. We all know that when we send two people to
the storeroom to count the same item; one will tell us there is one case
on hand and the other will tell us that there is 36 lbs on hand.
One of the pluses of this software is that the inventory form spells out
the units that you want used in counting stock.
Invt Units / Pur. Unit : Computers are good at math but they rely on us
to tell them which factors to use in the computation. This field tells
the computer what factor to divide the purchased cost by to obtain the
inventory unit cost. In our two BEEF TEND TIPS examples we can see how
this field comes to play in the computation. In the first case we buy by
the LB and count inventory by the LB so the divisor equals 1. In the
second case we buy by the case (2/6# or 12#/case) and count by the LB
so the divisor is 12.
Cost / Invt Unit : As you can see the computer has done the math on both
examples two three decimals. The important thing to remember here is that
when ever you purchase either of these items again not only the purchase
price will be recorded but also the inventory cost will be re-computed.
Pan over three columns so you can view all the recipe related fields.
These three fields have no impact on the accounting function of the
software; they only have value from an operational point of view if
you choose to utilize them. The math works in the same manner as it
does with the Inventory Unit Cost except that the divisor
(Rec. Units/Inv. Unit) uses the Cost/Invt Unit as the base. As a food
service person I am sure that you can see a value in having this kind of
resource information available to you in costing recipes and menus. If
you ever decide to add First Step's Recipe Costing Software this data is
used by it in the process of costing.
Page 6
Convert Code # : Disregard this column as it is only used in conjunction
with the Recipe Costing Software.
Location Code # : This field is a very helpful tool to you as an operator;
by assigning a location code to an item the software can print out the
inventory form by location. It is a whole lot easier and faster to jump
into a walk-in freezer with one or two pages of inventory and make your
count than having to fumble thru 30 pages to find an item.
Appear on Inventory : BEEF TENDER TIPS is a Cost of Goods Sold expense
item and must appear on inventory, where as an expense such as Insurance
does not appear on inventory. "T" for true = on inventory, "F" for false
= not on inventory.
NOTATION: The same rules apply to the EDIT process in this file as it did
in the Vendor file with one exception; if you edit any of the cost factor
fields - all the other fields impacted by this change is automatically
updated.
┌────────────┐
│ Add record │
└────────────┘
We have decided to purchase Stewed Tomatoes packed 6/#10 @ 19.95 per case.
*** press <F5>
Will this item appear on inventory ? (Is it a Cost of Goods Sold Expense?)
This item will be used primarily in the kitchen and it is classified as a
Grocery item so we are going to place Stewed Tomatoes in the "FKGROC"
category. You guessed it! "K" = kitchen. "This kind of identification may
not be your style" what ever works for you is good. Just so you understand;
we are trying to allocate costs to production centers and to menu areas
... we know that there will always be overlap of usage so we assign by
primary usage.
Find the category "FKGROC" ? (Seek not available for this window; use
down arrow.) press <ENTER> to select.
By knowing the category; the software assigns the next available code
number for that category.
What name are you going to use ?
a. (Stewed Tomatoes 6/#10)
b. (Tomatoes, Stewed 6/#10)
You should be able to fill in the purchase unit and price. the Inventory
unit will be either CS or #10 and the recipe unit is up to you. The
location code (if less than 10 must be preceded by a zero.
Well ! how did every thing turn out ?
Page 7
┌────────────┐
│ Del/Recall │
└────────────┘
Now that we are buying "TOMATOES, STEWED" we don't need "TOMATO DICED
IN JCE" .
You need to find "TOMATO DICED IN JCE" then:
*** press <Del>
A safety factor is built into this software when it comes to deletion of
a record. When you pressed <Del> the message in the upper left of the
screen says "** DELETED **" and the item is still there. All you have
done is mark the record for deletion. If you had made an error when
pressing the <Del> key; you can "Recall" the record by pressing the
<Del> key again.
Let's get crazy and get rid of this item. I don't know about you! but I
am a little hesitant about eating a product diced up in "JCE" !
┌────────────────┐
│ Pack & Reindex │
└────────────────┘
*** press <F4>
"Record removal is permanent. Continue? (Y/N) N
*** press "Y"
This whole process removes the record and then re-indexes the file so
the software can still find what you are looking for.
┌───────────────┐
│ Print/options │
└───────────────┘
You may have noticed that there is still a prompt at the bottom of the
screen that we haven't used yet.
*** press <F6>
*** press I to view options.
*** Select the "Item File Cost Data"
*** Select "One Category of file Printed"
*** Enter "FKGROC"
Page 8
Some of the uses of this printed item list include :
1. To review the data stored in the file for its accuracy and
completeness.
2. A manager or chef could find this a handy resource for many reasons
some of which include costing recipes, checking prices from vendors or
biding on a catered event.
EXPENSE ITEM FILE REVIEW:
1. We have become more familiar with the contents of this file and how
to organize it.
2. We now know how to ADD a new record and how to DELETE an old record.
3. We know that we must also PACK & REINDEX a file if we are to
permanently remove the deleted record.
4. We know that the information can be printed and it provides a tool
for management.
*** press <ESC>
┌──────────────┐
│ Payment Data │
└──────────────┘
Let's take a brief look at the "Payment Data" now.
*** Go ahead ! You know how !
When ever you record a payment of a bill or invoice the software writes
the payment information to this file. There isn't much an operator has to
do with this file except make an occasional EDIT or DELETION.
The best thing about this file is finding information when you want it.
Have you spent hours rummaging through stacks of cancelled checks or old
check registers trying to find out if a bill was paid and when ?
You have three indexes to select from for your search :
pdckno = check number
pdvno = group by vendor number
pdinvno = find by invoice #
*** Return to the main menu.
┌──────────────┐
│ Transactions │
└──────────────┘
You must be bored to tears by now of looking at data files. Let's do
something more exciting.
*** Select "Transactions"
*** Select "Edit Invoice"
*** Select "Invoice #"
*** Enter 10310163
Page 9
This is Invoice # 10310163 from Sysco Foods or at least the software's
version of it. At the top and the bottom of the screen are some familiar
looking prompts. Forgive me! I've lead you right into another data file.
┌──────────────┐
│ Edit Invoice │
└──────────────┘
The invoice data file grows to great lengths over a period of time and
normal methods of editing and searching for information would not do the
job. This method of viewing and editing restricts the data shown on the
screen to the data concerning one invoice. While in this edit screen you
can do the following:
1. Delete an item from the invoice.
2. Add a new item to the invoice.
3. Make corrections to the quantity or price of an item which will
automatically change the item extension and invoice total.
4. Delete the entire invoice.
5. Edit the Vendor <F7>, Invoice # <F8> and the Date <F9>.
NOTATION: As part of the bottom prompt menu is the Invoice payment
history:, this invoice is "UNPAID". Only UNPAID invoices can be edited;
this restriction maintains the accuracy of the stored data.
If you must edit a PAID invoice you must "Toggle status" to UNPAID.
This erases the payment records of this invoice and you must make
adjustments to the paid file in order to bring the records back to normal.
Editing a PAID invoice is not recommended.
A better approach to this problem might be to delete the entire invoice
and start over or add a new invoice that would make the necessary
corrections whether that means adding items or credits.
*** press <ESC>
*** Select Edit Invoice again.
There are two other search options in the window in addition to the
Invoice #. Both the Vendor Code and The Exp.Item # are there for search
only (Edits can not be done while in these modes. They are here for you
to find invoice history if you do not know the invoice #. You may know
the vendor who you purchased the products from on the invoice or you may
know one of the products purchased on the invoice. This type of search
may take awhile but it is better than not having another way of finding
data.
*** press <ESC>
Review:
1. We have seen four data files now and you would like to do something a
little more exciting like watching the grass grow !!
2. We know that when errors are made in any of these files; we can fix
those errors. I purposely lead you down all these paths to try and
relieve any worry on your part about making errors. I think that you
will find as I did that haste does make waste and it is better to take
your time while entering data so that edit time is kept to a minimum.
Page 10
┌─────────────────┐
│ Add New Invoice │
└─────────────────┘
*** Select "Add New Invoice"
If the top of the screen says "== ENTER INVOICES ==" you did real good!
We are going to enter some data !! honest.
You have just received a delivery from DA DA PRODUCE with the invoice
number of 6809 for 1 case of endive @ $28.50 and 1 box of 90 ct bakers
@ $14.40 for the total cost of $45.90.
The cursor is waiting for you to enter the vendor code number.
Vendors and their numbers become familiar when used often or you could
have a printout of the Vendor file handy and find the number but today
you will have to rely on the software for help.
*** press <ENTER>
Another WINDOW ! see ... I told you it was going to get exciting.
*** Can you find DA DA PRODUCE ?
If you could not find DA DA; chances are DA DA just isn't in there! In
that case you would have pressed <ESC> and be given an opportunity to
ADD DA DA to the Vendor list.
When the highlight bar is on DA DA PRODUCE:
*** press <ENTER>
Has the prompt confirmed your selection ?
*** press R to return
Now the cursor wants the invoice number.
*** enter 6809
If your computer has a clock today's date appears beside the date and all
you have to do is press <ENTER>. If you do not have clock or you wish to
enter a different date ... enter the date.
Payment Options: Hold-Pay Later Pay Check Now Cash Paid Out
At this time you tell the software how you are handling payment of this
invoice.
It seems that DA DA's driver demands some dinaro on delivery.
Move the highlight bar to "Pay Check Now" with Right Arrow key.
*** press <ENTER>
Page 11
Oh! another code number to enter !! The Expense item code.
Lets try the same trick we used for finding the vendor.
*** press <ENTER>
The first item on the invoice is Endive.
*** find it!
If you entered an E and then a N the search was pretty fast.
*** Select ENDIVE BELGIAN and return to the invoice.
*** Enter 1 for quantity (1 case)
The last time you purchased ENDIVE it cost $35.60 per case.
*** Enter the new price.
The highlight bar should be resting on "Add New Line".
*** press <ENTER>
You are going to a lot of practice finding expense items !!!
*** repeat the steps above for the "90 ct bakers"
(hint: bakers are grouped under "potato 90 ct bakers".)
(warning: If you buy any bakers other than Idaho Russets this
program self destructs. !!)
How did it all come out ? Are you going to pay DA DA $45.90 ?
DA DA's math needs a computer !! We will cut him a check for $42.90.
Ok! I guess we are FINISHED with this invoice.
NOTE: "Edit Last Line" is for an error you caught right away.
"Do Edit Invoice" is for major errors.
*** press F
You are going to write DA DA a check and the computer needs to know the
check number.
*** enter 1255
NOTE: Options on screen:
In our case we are cutting a manual check and we need to print a
remittance stub so DA DA can see the "Error of his ways"
*** move bar down or press W
Page 12
If your printer is on and you are ready:
*** press space bar
Review of Enter Invoice:
1. You are going to spend a lot of time entering invoices and you have to
admit that it is more fun than looking at data files.
2. With the single entry of an invoice the purchase history has been
posted and your accounts payable knows the status of this invoice plus
the check number used to pay it with and the new price of Endive has been
updated and don't forget that DA DA has his remittance stub.
┌─────────────────────┐
│ Pay Unpaid Invoices │
└─────────────────────┘
*** Move highlight bar to "Pay Unpaid Invoices" and press <ENTER>
The cursor is waiting for the vendor code number. Today we want to pay
some invoices from Larsen Foods. We have pulled the Unpaid Larsen Foods
Invoices so that we can also mark them paid. Although the window is
available we don't need it because we handle a lot of Larsen transactions
and we know that their number is 66.
*** Enter 66
The purchase history may go back six months to a year and we are only
interested in paying bills from 10/31/90 to the present date.
*** Enter 10/31/90
The next blank check number is 1255
*** Enter 1255
Read the SPECIAL ENTRY PROCEDURES at the bottom of the screen.
The whole idea here is to verify that the physical invoice in your hand
matches the information on the screen and then mark both the screen and
the invoice as being paid. There could be as few as zero invoices or as
many as a lot. You decide which of these invoices are to be paid. You
can pass over some and not pay them. You can change your mind and un pay
one that you have already marked paid. As each invoice is marked paid,
the total payment amount is re totaled at the bottom.
Let's pay the invoices through the 15th of November: then press <ESC>
to continue.
Select: "Print Check and remittance stub - Check Printer"
NOTE: There are many all purpose computer checks on the market; we can
adjust the printing to suit most designs plus print addresses for use in
window envelopes.
Page 13
Pay Invoices Review:
1. The Vendor has a neat and organized remittance stub to help him keep
track of your receivables.
2. If you found no problems with comparing the information on the screen
with the invoices in hand you can rest easy because all the files have
been updated and the audit trail is solid.
3. If you did encounter some missing information you should make a note
of it and when you are finished with the bill paying for the day, try to
reconcile the problem.
4. The idea of having the computer print checks is very appealing. It is
great on paydays, just load the printer with checks and let her rip!
Printing checks on a day to day basis for Accounts Payable may not be
practical in a busy office. If you set aside certain days of the month
to cut vendor checks then it is much the same as printing payroll checks.
Another way you could use the print check option more often is to have
two printers and keep one loaded with checks. Either way, the need for
manually written checks is there every day in a restaurant.
ANNOUNCEMENT !!!! You have completed half of this workbook. Nice going!
┌───────────┐
│ Inventory │
└───────────┘
Go to the main menu and press I .
Enter Physical Count We are not going to Create or
Create / Delete Inventory Delete an Inventory (this is
Print Inventory Form covered in the manual).
Inventory Report (completed)
User Help
*** Select User Help and read about Create/Delete Inventory
*** press P
┌──────────────────────┐
│ Print Inventory Form │
└──────────────────────┘
Sit back and relax awhile this screen will take a little explanation.
You may recall that when we were adding a new item to the Expense item
list we answered a prompt about "appearing on inventory" "T" or "F".
We also talked about identifying GROUPS with the first character of the
category name. On the screen is the current status for our group
settings.
Page 14
"B" = Bar "T" = appear
"F" = Food "T" = appear
"C" = Controllable "F" = not appear
"O" = Other Expense "F" = not appear
"P" = Payroll "F" = not appear
In our sample data file we have assigned products such as paper, cleaning
supplies, laundry and small wares under Controllable Expense and we do not
inventory these items (they are expensed when purchased). Occasionally you
will have a need to inventory your controllable expenses. You have the
option to change the status of the "C" Group to "T" by selecting "Y" here.
Today we are only interested in our normal Cost of Goods Sold Items so we
will not change the status of the Groups.
*** press N
PRINT BLANK INVENTORY FORM
Category\Alpha Sequence Location Code Sequence
You have seen the Category\Alpha Sequence while viewing the Expense item
file and we have talked about assigning location codes to items to help
in counting physical inventory. Today we will print out one category on
the printer and then view by location on the screen.
*** Select Category\Alpha Sequence
*** Select One Category Only
*** Enter FEMEAT
*** Accept today's date press <ENTER>
*** press H for hard copy
*** press space bar if printer is ready.
There are four open or blank columns beside each item. This allows you
the flexibility to use this form for different purposes.
1. You could use the same form for four different inventories.
2. You could count the same item in several locations during one
inventory.
3. You or your staff could use this form to plan purchases.
4. Different departments could use this form as an order sheet or daily
pull sheet.
5. You could use this form to solicit bids from different suppliers.
6. Use this form to plan and set up all the location codes.
Page 15
*** Select Print Inventory Form again.
*** press N to status.
*** Select Location Code Sequence
*** Select One Location Only
*** Enter 03 for location
*** Accept date
*** Select S for screen
Pan down through the list and I think you can see that all of these items
are located in the freezer.
┌──────────────────────────────┐
│ Inventory Report (completed) │
└──────────────────────────────┘
At period end the operator creates an inventory data file for that ending
date, conducts a physical inventory of products on hand and them inputs
the count of each item into this inventory data file.
After the count has been entered the operator can print or view on screen
the completed inventory (all values extended, categories totaled and
group totals shown at the bottom of the report).
Let's take a peek at one completed inventory report.
*** Select Inventory Report completed
The window displays all of the data files on the current sub directory;
we are only concerned with those having numeric names. The first on on
the list is "103190.DBF" which is the date that that inventory was
created.
*** Select 103190.DBF
*** Enter Y to print file now
*** Select Category\Alpha Sequence
*** Select One Category Only
*** Enter FEMEAT
*** Select S for screen
*** Pan down with space bar
Notice total for category femeat.
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Feel free to run a complete inventory on screen or the printer.
┌──────────────────────┐
│ Enter Physical Count │
└──────────────────────┘
In order to print out a completed inventory report and compute the values
of the products on hand you must input the physical count of those
products on hand at end of the period. Whether you use the Category
\Alpha Sequence or the Location Sequence Blank Inventory Form to actually
record the physical count you can also use the same sequence to enter the
count.
*** Select Enter Physical Count
*** Select 103190.DBF
*** press Y for enter count now.
Take a minute to read the screen; At the top of the screen it says
** BROWSE MODE ** , the SPECIAL ENTRY PROCEDURES should be familiar from
the screen for paying invoices, also at the bottom of the screen we can
see some familiar instructions like <ENTER> to Edit and <F3> to Select
Index Order.
At the bottom left corner the screen is telling you that the inventory
display is in Category sequence ... you can see that by looking at the
category column "BBEER" and the location column says "08".
Let's see what it would look like if we change the Sequence to location.
*** press <F3> key
*** Select place+UPPER(icat)+UPPER(iname)
Well that was exciting ... the screen hasn't changed at all !!!
But the Index says Location
The sequence has changed but the cursor has stayed on the same item.
Let's see if we can SEEK location 01
*** type 01
My guess is that location 01 is a walk-in refrigerator.
Pan down and see all the different items stuffed into this walk-in.
Pan back up to BEGINNING OF FILE.
The entry of physical count is spelled out on the screen.
Pressing <ENTER> allows you to enter or edit the count.
Go ahead and enter a few counts.
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The entry process can be halted at any time; you can leave the screen or
the program and then return to the entry screen and resume where you left
off. After completion of the entry process it is a good idea to pan
through the list again and look for errors.
*** press <ESC> to leave.
Inventory Section Review:
1. Think about how useful the Blank Inventory Form can be to your
operation in addition to counting inventory.
2. Entering the physical count into the computer is still a long and
boring job but we have made it easier (think about the manual procedure
you will be giving up).
3. You have to admit that the computer does a faster and more accurate
job of extending and totaling the inventory.
4. After you have gone through this process a couple of months you will
never go back to a manual system.
┌─────────┐
│ Reports │
└─────────┘
Vendor History Card I suggest that you select User Help
Purchase Summary and read the section on Accounts
Accounts Payable Payable as we will not take the time
Cost of Goods Sold time here to review it.
User Help
┌─────────────────────┐
│ Vendor History Card │
└─────────────────────┘
*** Select Vendor History Card
There are two types of information we can retrieve from this section:
1. Invoices (Paid/Unpaid) deals with the accounts payable status of a
particular vendor.
2. Purchased items (Date) allows the operator to review the purchase
history with a particular vendor; the What, When, How much and prices.
*** Select Invoices (Paid/Unpaid)
*** Enter Y if this is the first time running the report.
Again you set the time frame for viewing this report because there could
be a lot of data to view and you are only interested in a certain time
period. There may be times when you will want to look back six months to
reconcile an account with a vendor. The primary use for this report is
the status of the vendor's account presently.
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*** Enter 10/31/90 as the Starting Date
*** Accept todays date press <ENTER>
*** Select S for screen
*** press A for all invoices
*** Enter 66 for vendor code
Pan down by pressing the space bar.
*** press <ESC> to exit.
In a very short time you can assess the unpaid status of several vendors
and have a guide in planning payment and utilizing your cash flow.
*** Select Purchased items (Date)
*** Enter Y if this is the first time running the report.
*** Enter 10/31/90 as the Starting Date
*** Accept todays date press <ENTER>
*** Enter Y to continue
*** Enter 66 for vendor code
You have purchased a lot of product from this vendor so it will take
awhile for the computer to find them all.
The list of all the products purchased from Sysco Foods is now shown in
the window; you can pan down with the Page down key.
*** Search for "LETTUCE CLEAN/TRIM 24/HD" and Select it.
*** Space bar to continue.
An owner or a chef or a manager can learn something from this kind of
report because it focuses on one item and one vendor.
If you wanted a hard copy of this report press Ptr./Sc key.
*** press <ESC>
You can continue selecting items to view until you are finished; then
press <ESC> at the window.
┌──────────────────┐
│ Purchase Summary │
└──────────────────┘
The purchase summary will tell you about what you purchased from all
vendors. This report again addresses both the Accounting function of
"How Much Money you spent and the operational function of How well you
did buying all the products and services.
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This report taught me more about my purchasing practices than I care to
admit and saved me a bundle of money. This report doesn't make excuses
or fib; it just tells it like it is. If you, as an operator, can accept
criticism and then work hard at improving your purchasing practices; you
too will put more money in the bank.
*** Select Purchase Summary
As you can see there are five options you can select. We will run four
of these to give you a feel for what it can do.
*** Select One Expense Item - detail of each purchase.
*** Enter 10 for Item code
*** Enter S for screen
*** Enter 10/31/90 for Starting date
*** Accept today's date for ending date
*** press C to continue
Must have been a new tax in the month of December or Old Style wanted to
give a stock dividend at year end.
This single item option is here for answering the on the spot question:
"How much Old Style did we buy in the last six weeks ?"
"When did we receive the last shipment of ............ ?"
"Are we doing enough volume in .......... to wheel and deal with .......?
"Maybe it's time we raised our tap prices"
*** Select Items in One Category - detail of each purchase.
*** Enter BLIQR for Category
*** Enter S for screen
*** press <ENTER> twice for dates
*** press C to continue
Browse through this category and notice the frequency of some of the
purchases. If the funds were available some of these purchases could
have been in cases not split cases and it may not seem like much but
if the up charge on a split case is only a buck and you can save 10
bucks a month just in the LIQR category you have a couple of free cases
coming each year.
*** Select Summarized Totals of each Item - One Category
*** Enter BLIQR for Category
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*** Enter S for screen
*** press <ENTER> twice for dates
*** press C to continue
Pan down through this category again in the total item mode: if your
focus was just tracking money spent on items and how many items purchased
this mode of running the report would be just right.
*** Select Category totals Only - Entire File
*** You may select the Hardcopy mode here it will only use up a few pages of paper. Otherwise select S for screen.
*** press <ENTER> twice for dates
*** press C to continue
The main thing to see in this report is the Group totals at the end of
the report. The second thing to observe is the speed in which all this
is done: even if you have an old "8086" model machine this report is
totalling 1200 different items from 3000 purchase entries.
Purchase Summary Review:
1. I am not suggesting that you run this report in all modes all of
the time. For different reasons at different times you will be happy
that you have access to this data.
2. I would suggest to a new user of this software to run this Entire
Report in Detail for the first 4 or 5 months for a couple of reasons.
a. You or your staff will spot clerical errors and it will aid in the
training of office staff.
b. You or your staff will learn a lot about your purchasing practices
and for a while you will want to see if the new policies put into
effect have an affect on the subsequent results.
3. I've been asked why the detail reports lists items that were not
purchased during the time period. There are two reasons:
a. If this product is on your product list and you are not using it;
why is it on the list?
b. If you are using this item and you haven't purchased it during the
last period; you have money sitting on your shelf and zero turnover.
4. If an item shows up on the list often and it has a shelf life of more
than it's purchase frequency and you have adequate storage space; maybe
somebody is "Panic Buying". Where is the "Prior Planning that Prevents
Poor Performance" ? Who pays for all those extra deliveries, those extra
hours of clerical and receiving time ?
5. Why are you buying this item from the same vendor .... when was the
last time you shopped around ?
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┌────────────────────┐
│ Cost of Goods Sold │
└────────────────────┘
Six years ago when I wrote the first version of this report it was just
a Cost of Goods Sold Report (food cost report if you will); in version
4.0 this report is a complete Income & Expense Report and you don't have
to wait three months to get it.
This report is long, it eats up paper and ribbon.
You will probably take it home and stay up late studying it.
Maybe your bottom line is out of way out of line !!
Good news or Bad .... you will love it.
No computer or software will tell you WHY your costs are out of line
but this report will tell you WHERE TO LOOK .... TODAY.
WHEN you find it or them; chances are you can FIX it or them.
*** Select Cost of Goods Sold
Select Inventory Files
Opening Inventory =
Closing Inventory =
*** Select 103190.dbf for Opening Inventory
*** Select 113090.dbf for Closing Inventory
*** press H for hardcopy
*** Enter 50000 for sales Group B
*** Enter 95000 for sales Group F
*** Enter 25000 for Customer Group B
*** Enter 8000 for Customer Group F
*** press Y for correct
Cost of Goods Sold Review:
1. The first time that you run this report for your operation will be
an education on how all the parts and pieces come together. At the end
of each subsequent accounting period this report will bring more
understanding because of your ability to compare the parts and pieces
for different periods. What ever the stimulus was or is that prompted
you to make a management decision or policy change ... now you can check
to see if that policy change has had the desired effect.
Page 22
2. As a Food Service Professional you want consistent quality and
quantity in the product that you serve; you should also expect consistent
results in your cost ratios. By abstracting the category totals from this
report and posting them to a column spread sheet you can spot changes or
trends and ask why.
3. Depending on your management style and the quality of your key staff
people; this report along with others in this software program can be
both a learning tool and a stimulus for a real team effort at controlling
costs. A pat on the back prompted by solid operational results is a
strong motivational tool.
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