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

An Apportion Record registers apportioning of a product into semi-finished products or ingredients. For instance:

  • Butchering of meat carcasses into products or pre-prepared items which will then become individual inventory items.
  • Apportioning of a pre-prepared component or an item into ingredients.

The process may be as follows:

  1. Purchased carcass meat is registered in iiko as goods and then booked in.
  2. A carcass then butchered into various semi-finished items like brisket, loin, ribs, etc.
  3. The system creates an apportion record. An apportioned meat carcass is written off from the storage. The resulting semi-finished products are registered in iiko as goods or pre-prepared items and booked in.

Any stock list items may be apportioned: goods, prepared components, items, modifiers. If a prepared component or a dish being apportioned has a recipe, then it will be written off as a whole regardless of the write-off method. The same applies to the ingredients resulting from the operation.

The Inventory Management  > Apportion Records item is there to handle apportion records. If selected, a window containing a list of documents registered over the past month appears on the screen. The period for which the data is given can be set in the For period, from and to fields. By clicking the Show changes button you will open the Event Log where you can view the operations related to this document. If the show deleted field is checked, you will be able to see previously deleted apportion records. If the changes history field is checked, you will see all the changes made in the documents.

To create an apportion record, follow this:

  1. Go to Inventory Management  > Apportion records and click Create.
  2. In the Number field, edit an automatically generated number of the document if necessary. The number may not be available if the numbering system lacks some required data. In this case, you will be prompted to generate the number when saving the document.
  3. In the Date and time field, you can change the date and time of the document creation. By default, a new document is created as of the current date and time specified in the global system settings on the Accounting settings tab.
  4. In the From storage field, select the name of the storage from which you need the apportioned product to be written off.
  5. In the To storage field, select the name of the storage where the resulting ingredients should be booked in.
  6. To include the document operations in the report with a certain concept, select it in the Concept field.
  7. In the Comment field, specify any additional information about the document if necessary.
  8. Add a product to be apportioned. For this, click on the first row of the top list and select a product (item, prepared component or modifier) in the Product field. One apportion record per product. 

If a row with an apportioned product is highlighted in red, it means that there is not enough quantity of this product in stock. You have to have a special permission to post such document as it will result in a negative stock balance.

If you are to apportion an item (meal), you have to book it in by means of a cooking record to be able to write it off from storage.

  1. Specify the quantity of a source product.
  2. Populate the Ingredients table one way or another:
    • Manually For this, click the first row and select one of the ingredients of the apportioned product in the Product field. Specify its quantity and enter its share in the cost of the apportioned product.
    • Populate the table with the ingredients of first recipe level regardless of the write-off method. For this, go to Actions > Set quantity according to the recipe level 1. The table will have the ingredients and their quantity added. The quantity is calculated according to the following formula:  Quantity of apportioned product * Ingredient usage (quantity) in recipe . The aggregate quantity of all ingredients makes the quantity of the source product.

If you also need a percent of the cost to be filled up, select Set quantity and cost according to the recipe level 1. This percentage is calculated according to the following formula:  Total cost of ingredient / Total cost of product x100% . All these % shares shall make 100%.

  • Populate the table with ingredients taking into account their write-off method and quantity. For this, select Actions > Set quantity according to recipe with account of write-off method. The table will be filled up with the items which cannot be further apportioned into ingredients. For instance, if an item or prepared component (with the Write off ready item/semi-finished product write-off method) is used as an ingredient, then it shall be added as it is. But if an item or a prepared component has the Write off ingredients write-off method, all it’s ingredients will hit the table.

To have the cost % field populated along with the ingredients, select Set quantity and cost according to recipe with account of write-off method. The quantity and cost % of ingredients are calculated according to the formulas given in the previous paragraph.

  1. Unit cost of the resulting ingredient may be entered manually. In this case, the cost percentage is calculated automatically. The total of all shares shall amount to 100%, otherwise, you won’t be able to save the document.
  2. Click Save and Close. By default, apportion records are saved and posted. Uncheck Post if you need to save the record without posting it.

Let’s consider an apportion record of the pork carcass pre-prepared item as an example. This item has the following process card: 

A table of ingredients in the record will be filled up according to the first level of the recipe which also includes the quantity and cost %.

Computation of quantity and cost % using the pork loin ingredient as an example:

Document field Formula Calculation
Cost % Total cost (Ingredient) / Total cost (Product) * 100%  3.68 %  = 570.36 / 15,499.00 * 100% 
Quantity  Ingredient quantity according to the recipe * Product quantity   2kg  = 0.02kg * 100kg 

Once the document has been posted, the product or prepared component given in the first list will be written off from the storage specified in the From storage field and the products, items or prepared components set as ingredients of the apportioned product will be booked in the storage specified in the To storage field.

To print the Apportion record, click Actions and select Print. A preview window opens displaying a simplified Apportion Record report. 

To export the document to the MS Excel format, click Actions and select the  Export to Excel item.