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Updated on 1/26/2018
Direct link to topic in this publication:
iikoOffice 5.5
Inventory Management

The cost values of stock list items and their storage balances are displayed when manually creation inventory documents only after the Refresh button is clicked at the bottom of the screen.

Actions available to users for working with iiko’s storage subsystem, for example, creation of different documents, are defined by access permissions. Employees’ permissions should be limited according to their work duties to avoid any mistakes or abuse, see Recommendations on delimiting permissions for staff working with the storage.

Stock list items of different types are distributed among different tabs in inventory documents. The type of items available for selection is based on what tab is selected above the list to be completed: All (by default), Goods”, “Items” “Prepared components”, “Services” or “Modifiers”.

Goods can be added to inventory documents by their barcode. To do this, set the Use barcodes when creating documents parameter in the outlet’s settings (Accounting Settings — Documents Settings). The “Barcode” column will appear in documents. Whenever a product barcode is entered to the document, the packing unit bound to that product will be automatically inserted.

All printed forms which can be called from the document itself are also called for printed from the general list of documents.

One can print only saved document. If a document is created and has a number assigned but not yet saved, it is impossible to print it out.

Goods flow reports and the Ingredient Cross Reference Report can be retrieved from the invoice, internal transfer and write-off record shortcut menu. The Goods Flow report can also be opened from the shortcut menu of the Storage Balance report. Goods flow is shown only for storages specified in the original document.

Data can be included in the report with detailisation, for example, by storage. This report can be opened in a separate window for each storage. Reports such as Goods Flow, Detailed Turnover Balance Sheet and Storage Balance can be viewed in several windows.

The iiko system allows you to register inventory documents used to write off items into the negative and, respectively, record negative balances as received. These features are defined by system settings (in the Accounting Settings tab) and permissions assigned to employees. However, receipt to negative balance is prohibited regardless of actual settings when the FIFO accounting method is used. A message will be shown to this effect at any attempt to save and post documents registering such operations.

Any inventory document can be created on the basis of an existing one by using the Copy shortcut menu item and the Copy button.

Numbers are assigned to documents automatically in accordance with the defined template. For details, see the Document numbering.

You can change the date of the inventory document without opening it directly in the list of documents of this type. The date can be selected from the drop-down calendar in the relevant fields: Date of recording as received — for invoices, internal transfers and sales orders; Record date — for inventory reconciliation; Date — for write-off, cooking and substitution records.

The time of posting can be assigned to an inventory document when it is created if the user has a special permission (B_CEDT). If the user does not have this permission, the document will be created as of the selected date and time set in the outlet settings in the Accounting Settings tab.

If you would like to post (or unpost) several inventory documents at once, they can be selected in the list by holding Ctrl or Shift, right-click and select Post (Unpost) in the shortcut menu.

You can go from the list of invoices to the payment registration window by right-clicking on the purchase invoice and selecting the Pay invoice item from the shortcut menu.

The list of documents can be filtered by any parameter value (or several parameters). To do this, enter the value in the table cell with the list of documents located at the intersection of the row with the icon and the column with the parameter’s name. The list will show only the documents that satisfy the given filter conditions.

For example, to filter documents by a specific storage, set the cursor in the Storage field (the row with the icon) and enter its name (several first characters can be entered). The list will show only the documents for storages whose names start with the sequence of characters you have entered.

The list of documents can be additionally grouped by the values of most fields. To do this, set the cursor on the heading of the column with the parameter by which you would like your data to be grouped, right-click, drag this heading to the special area above the data list and release the mouse button. A multi-level (nested) grouping can be done for all parameters. The list of documents is opened/closed by clicking / to the left of the grouping in question.

The list of documents can be sorted by any parameter. To do this, click on the column heading area. Data will be sorted in ascending order ( icon). If you click it again, this will change the direction of sorting ( icon).

To filter data with a filter builder, set the cursor on the area of the column heading to the right and click , select Set up from the window that opens, set filter conditions and click OK.