Ezee Burrp Back Office Stock Module User Manual

This manual provides step-by-step instructions on how to use the stock module in Ezee Burrp Back Office, based on the features and functionalities explained.

1. Accessing the Stock Module

1. Start the Ezee Burrp Back Office.
2. Log in using your credentials.
3. If managing multiple outlets, ensure you are in the correct Outlet view initially. To manage stock at a central level, you will need to switch to the Store view.

2. Store Management

2.1. Creating a New Store

1. Navigate to Configuration > Cost Center > Store Operation.
2. Click on New to create a new store.
3. Enter the Name of the store (e.g., Kitchen Store, Housekeeping Store, Maintenance Store).
4. Optionally, enter an Alias for the store.
5. Configure Numbering of Issuer and GRN Number as either manual or automatic based on your preference.
6. Notification Settings (Optional): 
   • To set up email notifications for specific operations (e.g., Indent issue), click on Notification.
   • Select the operation (e.g., Issue of Indent).
   • Choose the user to receive the notification.
   • Note: Email addresses must be configured for users in the system and email settings need to be configured under 3 dot option > Option > Email.
7. Other Settings: 
   • Purchase rate with received voucher rate updates: Configure if purchase rates should be updated based on received vouchers.
   • Preview or print select from here: Configure print options.
   • Inactive Store: To deactivate a store, click on the store, select Edit, check Mark as Inactive, and click Save.
8. Click Save to create the new store.

3. Item Management

3.1. Creating a New Item

1. Navigate to the Store Item section in the stock module.
2. Click on New to create a new item.
3. Enter the Item Name (e.g., Egg, Tomato, Test Item).
4. Select a Category for the item. If the category doesn't exist, you'll need to create it under Categories (See Section 3.2).
5. Select a Vendor. If the vendor doesn't exist, click the plus icon (+) to create a new vendor: 
   • Enter the Vendor Name.
   • Optionally, add Account Number, Credit Limit, Address Information, and Contact Information.
   • Click Save to create the vendor.
6. Select the Unit for the item (e.g., KGs, Cases, Cans, Pieces). If the unit doesn't exist, you may need to define it in the unit configuration (not explicitly covered in this transcript).
7. Activate the item for relevant stores by checking the boxes next to the Store Names where the item will be active (e.g., Central Store, Kitchen Store).
8. Unit Conversion (for BOM): 
   • In the Unit section, define the conversion factor if needed (e.g., 1 KG = 1000 Grams). This is important for Bill of Materials (BOM) calculations.
9. Bill of Materials (BOM) (Optional): 
   • If this item is part of a recipe or a Bill of Material (BOM) for menu items (e.g., omelette), configure the BOM details. This allows the system to track inventory consumption based on menu item sales.
   • Example: For an "Omelette" menu item, you might define a BOM including "Egg," "Onion," and "Tomato" with specified quantities.
10. Click Save to create the item.

3.2. Category Management

1. Navigate to the Categories section in the stock module.
2. Click on New to create a new category.
3. Enter the Category Name (e.g., Alcoholic Beverages, Food, Non-Alcoholic Drinks, Non-Consumable Items, specific food categories like Bakery, Beef, etc.).
4. Click Save to create the category.

3.3. Location Management

1. Navigate to the Locations section in the stock module.
2. Click on New to create a new location.
3. Enter the Location Name (e.g., Bar, Fridge, Central Store, Wine Display).
4. Click Save to create the location.

4. Cost and Stock Management

4.1. Setting Minimum and Maximum Stock, Purchase Rate, and Opening Stock

1. Navigate to the Cost and Stock section.
2. For each item, you can set: 
   • Minimum Quantity: The minimum stock level. When stock falls to this level, the system can trigger alerts or reordering processes.
   • Maximum Quantity (Optional): The maximum desired stock level.
   • Opening Stock: Initial stock quantity when setting up the system.
   • Opening Store Purchase Rate (Optional): Manually set the initial purchase rate.
3. Average Purchase Rate Setting: 
   • To use average purchase rates, go to 3 dots > Others > Store Setting.
   • Check the Use Average Purchase Rate option. This will calculate the average cost based on purchase history.
4. Goods Receipt Note (GRN) Setting: 
   • To update purchase rates with the last purchase rate upon GRN, go to 3 dots > Others > Store Setting > Goods receipt setting.
   • Check Update purchase rate with last purchase rate.
5. Import/Export Cost and Stock Data: 
   • To update cost and stock in bulk, use Export to export data to an Excel file.
   • Edit the exported Excel file with purchase rates, opening stock, etc.
   • Use Import to import the updated Excel file back into the system.
6. Update Rate on Other Stores: 
   • To update rates across multiple stores based on a central store's rate, select More Option > Update on Other Store.
   • Select the stores to update.
   • Click Update to apply the rate changes.

5. Inventory Transactions

5.1. Indent Transactions (Requesting Stock from Another Store)

1. Creating an Indent (from Requesting Store - e.g., Pool Bar): 
   • Switch to the Outlet view for the store that needs to request stock (e.g., Pool Bar).
   • Navigate to Transaction > Indent.
   • Ensure you are in the Indent tab.
   • Select the Store to request from (e.g., Central Store).
   • Select the Item required.
   • Enter the Quantity needed.
   • Click Add to add the item to the indent.
   • Click Save to save the indent (or Save and Print if a hard copy is needed).
2. Processing Received Indents (from Issuing Store - e.g., Central Store): 
   • Switch to the Store view for the central store (e.g., Central Store).
   • Navigate to Transaction > Indent > Received Indent.
   • You will see the indent raised by the Pool Bar.
   • Authorize the Indent: Select the indent and click Authorize.
   • Modify Quantity (If Necessary): If you cannot fulfill the full quantity, you can adjust the Quantity to Issue in the authorization screen. Click Save after modifying.
   • Issue the Stock: Click Issue. Confirm the issue when prompted about minimum stock levels if applicable.
   • The indent will move to the Forwarded Indent list with a "Completed" status.
   • The stock will be deducted from the issuing store (Central Store) and added to the requesting store (Pool Bar).

5.2. Purchase Orders (PO)

1. Creating a Purchase Order: 
   • Navigate to Transaction > Purchase Order.
   • Click on New.
   • Select the Vendor to order from.
   • Select the Item to order.
   • Enter the Quantity required.
   • Click Add to add items to the PO.
   • Email PO (If Configured): If vendor email is configured, you can directly email the PO.
   • Click Save and Print to save and print a hard copy of the PO (or just Save to save electronically).
2. Goods Received Note (GRN): 
   • Navigate to Transaction > Goods Receipt Note.
   • Click on New.
   • Select the Vendor from whom you received the goods.
   • Select Payment Type (e.g., Cash Purchase).
   • Enter the Voucher Number from the vendor's invoice.
   • Enter the Purchase Rate for the items if it's not automatically populated.
   • Click Save to finalize the GRN and update stock levels.

5.3. Market List

1. Creating a Market List: 
   • Navigate to Transaction > Market List.
   • Click on New.
   • Select the Vendor (if applicable, or create a new vendor if buying from a new source).
   • Select the Item to purchase from the market.
   • Enter the Quantity needed.
   • Click Add.
   • Click Save to save the market list.
   • The system may show "Below System Stock" information to guide purchasing decisions.

5.4. Order for Under Stock Item

1. Generating Purchase Orders for Understock Items: 
   • Navigate to Transaction > Order for Under Stock Item.
   • The system will display items below their minimum stock level.
   • Select the items you want to reorder.
   • Click Generate Order.
   • Select the Vendor for each item.
   • Adjust the Order Quantity if needed.
   • Click Save to create Purchase Orders directly for these items.

5.5. Issue Voucher and Goods Return

1. Issue Voucher (Direct Stock Issue): 
   • Navigate to Transaction > Issue Voucher.
   • Select the Store to issue stock to (e.g., Kitchen Store).
   • Select the Item to issue.
   • Enter the Quantity to issue.
   • Click Save. The stock will be directly issued to the selected store.
   • The receiving store (Kitchen Store) can view this in Transaction > Received Voucher.
2. Goods Return (Returning Stock to Central Store): 
   • Navigate to Transaction > Goods Return.
   • Select the Store returning stock from (e.g., Kitchen Store).
   • Select the Receiving Store (e.g., Central Store).
   • Select the Item to return.
   • Enter the Quantity to return.
   • Click Save. The stock will be returned to the central store.
3. Goods Return Note (Returning Expired/Damaged Goods to Vendor): 
   • Navigate to Transaction > Goods Return Note.
   • Select the Vendor to return goods to.
   • Select the Item to return.
   • Enter the Quantity to return.
   • Click Save. A Goods Return Note will be generated for sending to the vendor.

6. Physical Stock Taking

1. Physical Stock Entry: 
   • Navigate to Transaction > Physical Stock Taking.
   • The system will display Computer Stock.
   • Enter the Physical Stock count for each item based on your physical inventory count.
   • The Variance between computer stock and physical stock will be calculated.
   • Enter a Reason for any stock variances.
   • Click Save to save the physical stock data.
2. Import/Export Physical Stock Data: 
   • Use Export Data to export the physical stock taking list to an Excel file.
   • Update the Physical Stock quantities in the Excel file.
   • Use Import to import the updated physical stock data back into the system.
3. Physical Inventory Count Reports: 
   • Navigate to Reports > Physical Count Inventory Report to access various reports related to physical stock taking, including variance reports and comparisons with computer stock.

7. Inventory Adjustment

1. Fetching Physical Stock Data for Adjustment: 
   • Navigate to Inventory Existent > Correction.
   • Click on Fetch from Physical Stock Data.
   • Select the Date of Physical Stock Taking.
   • Choose whether to fetch Variance or Physical Stock.
   • Click Fetch. The system will populate the items from the selected physical stock data.
2. Manual Inventory Correction: 
   • In the Correction screen, you can manually adjust stock quantities.
   • Enter the corrected Quantity.
   • Add a Remark explaining the correction.
   • Click Save.
3. Correction History and Deletion: 
   • The Correction tab will show a history of inventory adjustments.
   • You can view details like User Name, IP Address, Quantity, and Remark.
   • You can Delete incorrect correction records if needed.

8. Inventory Consumption

1. Fetching Consumption Data: 
   • Navigate to Inventory Consumption.
   • Click on Fetch from Issue Voucher or Buffet (or other relevant sources).
   • Select the source to fetch consumption data from.
   • Click Fetch. The system will retrieve consumption data based on issued vouchers or other selected sources.
2. Manual Consumption Entry: 
   • To manually enter consumption, select Manually by Outlet.
   • Select the Outlet.
   • Enter the Consumption details for specific items.
   • Click Save.
3. Wastage Entry: 
   • Navigate to Wastage.
   • Select the Outlet where wastage occurred (e.g., Restaurant Breakfast, Lunch, Dinner).
   • Select the Item that was wasted.
   • Enter the Quantity of wastage.
   • Click Save. Wastage will be recorded and stock levels adjusted accordingly.

This user manual should help you navigate and utilize the stock module in Ezee Burrp Back Office effectively. Remember to practice these steps in the system to gain familiarity.