Inventory FAQ

1- How can I increase and decrease the item quantities ?

To increase:

purchasing

Inventory count 

Transfer receiving 

Transfer return 

Production 

Return from order

To decrease:

Inventory count 

Return to supplier 

Consumption from production 

Waste from production 

Transfer sending 

Consumption from order 

Waste from order

Quantity adjustment 

2- What (Order Transaction) is used for?

you can visualize and know the transactions of the orders, which are:

• waste from order.

• consumption from order.

• return from order.

3- I use the quantity adjustment, but i can't add quantities to the item, why?

because quantity adjustment can just decrease the quantities, however, you can do an inventory count to put the desired quantities.

4- I use soap for cleaning the restaurant, but, where can I decrease the quantities every time I use it?

First, make sure that soap is added as an inventory item.

Second, go to quantity adjustment, select soap, then decrease the quantity used.

5- I want to add my item in the cost adjustment but it isn’t showing there?

Because the costing method for the item you want to add is fixed,

you can change the Cost and Costing Method from:

Inventory section  >>  Items  >>  select the item that you want to edit then change the cost or change the costing method to be From Transactions.

6- What is the use of order transaction, inventory spot check, and count sheet?

• Order Transaction:  orders that we receive from the cashier, each with a relative status. It shows the order is from which branch, and what quantities used with the unit cost and total cost.

• Inventory spot check:  it's for checking before you do an inventory count, to prevent mistakes.

• Count sheet: is a sheet that you print to help you while doing a manual inventory count.

7- When I receive items in my warehouse after 12 am, the transaction is counted as if it is a new day. How can I make it on the same day?

you can change warehouse inventory end of day to do that go:

Inventory section >> more >> warehouses >> select the desired warehouse >> edit warehouse >> change inventory end of day to the actual closing time of your warehouse.

8- Can I increase the selected items from inventory spot check?

Unfortunately you can't, the inventory spot check does not increase any items, it's only for helping the employee to check before counting or submitting items in the inventory count.

9- What is an order unit and what is it used for?

It can be an item linked to supplier or supplier to item to specify the scale of which the item will be received from supplier meaning when the storage unit (used by branch) is different from the order unit used ( supplier)  in purchasing & purchasing order.

10- What are the differences between purchase order and purchasing?

The purchase order requires authority to approve and correspond with the supplier via Email and it does not finalize the purchase.

Where as purchasing can be done directly and the purchasing can be adjusted immediately with no approval or communication via email with the supplier.

11- How can I make a request for the supplies (send email to the supplier)?

You can add the supplier information from the supplier section under inventory then make a purchasing order. Once the purchasing order is fully submitted the supplier will receive your item inquiry via Email.

12 - Is the purchasing order a part of the purchasing?

Yes , thus once a purchase order is submitted and approved. You must create purchasing inside the purchasing order to send the request.

13- My purchase is in draft status, but I can’t change the cost of the items? 

That means the purchase was made through “purchase order” originally which does not allow for cost adjustments once it is submitted and approved.

14- I made a purchase by mistake. How can I correct that?

 You can go to the purchasing you made by mistake click on it first then click on (item return)  to return items to supplier.

15- The differences between transfer order and transferring?

Transfer Order:

1- you can transfer from  Warehouse to anywhere.

2- requires permission to approve the transfer.

3- does not finalize the request must go to transfer to receive items.

Transfer: 

1- does not require permission to transfer.

2- can transfer from anywhere to anywhere.

16- If I transfer by mistake what can I do to correct that?

You have two options:

• You can reverse the transfer by recreating another transfer.

• You can adjust quantities from inventory count.

17- What is a transfer return transaction? What will happen if I accept or decline?

The transfer return transaction means that the branch or warehouse has rejected or received part of the items that you transferred to them 

If you accept this request the inventory will be increased and it will reflect on your report levels

If you decline this request the items will no longer be counted for and a reason must be provided.

18- When I want to receive the items in the purchasing, this error happens: "Quantity can't be more than the approved quantity." What is this error?

This means that the purchase was made via purchasing order and it was only approved for a certain quantity so you will not be able to accept any more than the quantity that was approved.

19- Can I link multiple items with one supplier or the opposite?

Yes, both ways are possible.

console - suppliers - (Add Supplier)

console - item - supplies section (Link suppliers)

20- No purchasing will be valid without Supplier (True or False)

 True.

21- Does the purchase order affect the inventory?

No, it does not . The purchase order must be finalized after approval by selecting purchase and receiving the items then the new quantities will be reflected on the inventory. 

22- What is the status of the purchase order after not receiving the full quantity of purchasing?

partially received.

23- Transfer can change the quantity after the Approved status (True or False)?

False will not change until after sending the transfer.

24- When I try to return items to the supplier, this error happens: "item quantity exceeded purchasing item quantity "?

When attempting to return items the quantity should not exceed  the original purchasing quantity. If you return items before, the total return amount should not exceed the original purchase quantity.

25- Can we edit the cost & Quantity even if the status is pending in purchasing order? (Yes or NO)

Yes.

26- If you want to produce the same item daily with the same exact values in the production, what do you do?

inventory> production> select a production with closed status> Duplicate> produce item.

27- How to create a new production?

 console> inventory> production> new production> choose the branch> add items> produce items.

28- I purchased 20 kg of ribeye steak each kg cost 100 SAR then I purchased 31 kg each kg cost 200 SAR what is the unit cost?

(Q1*P1) + (Q2*P2) + (Q3*P3) + .... / (Q1+Q2+Q3+....)

Where Q is the quantity purchased and P is the unit cost of the item purchased.

Unit cost = (20*100 + 31*200 ) / 20+31 = 160.78.

29- What are the production types?

• consumption from production.

• waste from production.

• production.

30- When should we use the yield in production?

"yield percentage." It's like a math formula that helps us figure out how many finished products we can get from the production process. Think of it as a way to calculate how much useful stuff we get compared to all the stuff we started with

You can use the yield in production if the entire quantity of the produced item in the production is not reflected 100% in the final item.

31- I want to make a production but my item is not showing why?

you have to add ingredients to your item first.

32- What is the yield formula?

Yield = ( net unit Quantity After / gross unit Quantity Before ) * 100

33- What is the unit cost formula?

(Q1*P1) + (Q2*P2) + (Q3*P3) + .... / (Q1+Q2+Q3+....)

Where Q is the quantity purchased and P is the unit cost of the item purchased.

34- If I make a production by mistake, what should I do to correct it?

Use the inventory count option to change the quantity of all items affected.

35- I want to add my item to the cost adjustment but it isn’t showing there?

The item you are attempting to adjust is listed with a fixed cost. If you choose to change that feature you can do so from items.  

36- I use 200g of chicken in the production. The quantity before the production is 350g. What is the quantity I register and what is the yield?

We use a specific formula to calculate the yield which is:

( net unit Quantity After / gross unit Quantity Before ) * 100

(200 / 350)*100 = 57.14

then we register 200 as quantity and register 57.14 as yield

37- I purchased 3 kg of rice, each kg cost 20SR then I purchased 10kg each kg cost 30SR. What is the unit cost?

We use a specific formula to calculate the unit cost which is:

(Q1*P1) + (Q2*P2) + (Q3*P3) + .... / (Q1+Q2+Q3+....)

Where Q is the quantity purchased and P is the unit cost of the item purchased.

3*20+10*30 / 13  = 27.69

then we register 27.69 as unit cost