myinventory feature reference guide v2.9 - tucker...

Feature Reference Guide

Copyright 2007 MICROS Systems, Inc.

Columbia, MD USA All Rights Reserved

MD0015-015

myInventory Feature Reference Guide Declarations

i myInventory User Guide MICROS Systems, Inc

Declarations

Warranties

Although the best efforts are made to ensure that the information in this manual is complete and correct, MICROS Systems, Inc. makes no warranty of any kind with regard to this material, including but not limited to the implied warranties of marketability and fitness for a particular purpose. Information in this manual is subject to change without notice. No part of this manual may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or information recording and retrieval systems, for any purpose other than for personal use, without the express written permission of MICROS Systems, Inc. MICROS Systems, Inc. shall not be liable for errors contained herein or for incidental or consequential damages in connection with the furnishing, performance, or use of this manual.

Trademarks

Adobe® and Acrobat® Reader® are trademarks of Adobe Systems, Inc.

Microsoft®, Excel®, Windows® are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries.

Design and Production

This manual was written with AuthorIT® v4.3, Microsoft® Word 2003, Adobe Acrobat® 6.0.

Printing History

New editions of this manual incorporate new and changed material since the previous edition. Minor corrections and updates may be incorporated into reprints of the current edition without changing the publication date or the edition number.

Edition Month Year Version 1st July 2007 2.7

2nd August 2007 2.8

3rd September 2007 2.9

myInventory Feature Reference Guide Table of Contents

ii myInventory Feature Reference Guide MICROS Systems, Inc

Table of Contents

1 Read Me First ....................................................................................... 1-0 1.1 New Features ................................................................................................... 1-0 1.2 Revisions........................................................................................................ 1-10 1.3 Pending .......................................................................................................... 1-11

2 Welcome .............................................................................................. 2-1 2.1 The Main myInventory Menu.......................................................................... 2-1 2.2 The Collapse Menu View ................................................................................ 2-1 2.3 The Classic Menu View................................................................................... 2-2 2.4 Advanced Menu............................................................................................... 2-1 2.5 Suggested Setup ............................................................................................... 2-2 2.6 Screen Layout .................................................................................................. 2-4 2.7 Standard Tasks ............................................................................................... 2-10 2.8 Tips & Tricks ................................................................................................. 2-15

3 Ordering ............................................................................................... 3-1 3.1 Introduction and Overview .............................................................................. 3-1 3.2 Creating Orders................................................................................................ 3-2 3.3 The Purchase Orders Detail Window ............................................................ 3-10 3.4 Filtering.......................................................................................................... 3-12 3.5 Adding an Item to an Order ........................................................................... 3-12 3.6 Deleting Items from an Order ........................................................................ 3-12 3.7 Set Dates ........................................................................................................ 3-12 3.8 Reset Item Quantities..................................................................................... 3-13 3.9 +/- Order Quantity ......................................................................................... 3-14 3.10 View Orders ................................................................................................... 3-14 3.11 Saving & Suspending..................................................................................... 3-17 3.12 Book an Order................................................................................................ 3-17 3.13 Printing & Previewing ................................................................................... 3-17 3.14 Deleting a Document ..................................................................................... 3-17

4 Receiving.............................................................................................. 4-1 4.1 Introduction and Overview .............................................................................. 4-1 4.2 Create a Receipt ............................................................................................... 4-2 4.3 The Receiving Detail Window......................................................................... 4-6 4.4 Create a Return to Vendor ............................................................................... 4-9 4.5 View Receipts ................................................................................................ 4-10 4.6 Saving & Suspending..................................................................................... 4-11 4.7 Add Items to a Receipt................................................................................... 4-12 4.8 Deleting Items from a Receipt ....................................................................... 4-12 4.9 Substitutions on Receipts............................................................................... 4-12 4.10 Deposits.......................................................................................................... 4-13 4.11 Changing Cost Center .................................................................................... 4-13 4.12 Book Delivery Note ....................................................................................... 4-14


iii myInventory Feature Reference Guide MICROS Systems, Inc

4.13 Printing & Previewing ................................................................................... 4-15 4.14 Deleting a Record .......................................................................................... 4-15

5 Invoicing .............................................................................................. 5-1 5.1 Introduction and Overview .............................................................................. 5-1 5.2 Use Filters to Change the Invoicing Overview Window................................. 5-2 5.3 Create Invoices................................................................................................. 5-2 5.4 Saving & Suspending....................................................................................... 5-5 5.5 Viewing Invoices ............................................................................................. 5-6 5.6 Add a Receipt to an Invoice............................................................................. 5-7 5.7 Delete Receipt(s) from an Invoice ................................................................... 5-7 5.8 Approve an Invoice.......................................................................................... 5-7 5.9 Printing & Previewing ..................................................................................... 5-7 5.10 Deleting an Invoice .......................................................................................... 5-7

6 Transfer To/From................................................................................. 6-1 6.1 Introduction and Overview .............................................................................. 6-1 6.2 Create Transfers ............................................................................................... 6-2 6.3 The Transfers To/From Detail Page ................................................................ 6-6 6.4 Using Filters to Change the Transfers To/From Overview Window............... 6-8 6.5 Viewing Transfers............................................................................................ 6-8 6.6 Adding Individual Items to a Transfer........................................................... 6-10 6.7 Add Recipes to Transfer ................................................................................ 6-10 6.8 Delete an Item from a Transfer...................................................................... 6-11 6.9 Save a Transfer .............................................................................................. 6-11 6.10 Book a Transfer.............................................................................................. 6-11 6.11 Accept/Decline a Transfer ............................................................................. 6-11 6.12 Delete a Transfer............................................................................................ 6-12

7 Requisitions.......................................................................................... 7-1 7.1 Introduction and Overview .............................................................................. 7-1 7.2 Access the myInventory Requisition Module.................................................. 7-2 7.3 The Requisition Overview Window ................................................................ 7-2 7.4 Use Filters to Change the Requisitions Overview Window ............................ 7-3 7.5 Requisitions/Transfers Process ........................................................................ 7-3 7.6 Create a Requisition......................................................................................... 7-4 7.7 The Requisition Detail Window ...................................................................... 7-5 7.8 Save a Requisition............................................................................................ 7-7 7.9 Open a Requisition........................................................................................... 7-8 7.10 Add an Item to a Requisition ........................................................................... 7-8 7.11 Delete Items from a Requisition ...................................................................... 7-8 7.12 Book a Requisition........................................................................................... 7-8 7.13 Make a Notation per Individual Item in a Requisition .................................... 7-8 7.14 Accept or Decline a Transfer ........................................................................... 7-9 7.15 Print or Preview a Requisition ....................................................................... 7-10 7.16 Delete a Requisition....................................................................................... 7-10

8 Transfers............................................................................................... 8-1


iv myInventory Feature Reference Guide MICROS Systems, Inc

8.1 Introduction and Overview .............................................................................. 8-1 8.2 Access the myInventory Transfers Module ..................................................... 8-1 8.3 Use Filters to Change the Requisitions Overview Window ............................ 8-3 8.4 Transfer/Requisition Process ........................................................................... 8-3 8.5 Create a Transfer.............................................................................................. 8-3 8.6 Save a Transfer ................................................................................................ 8-7 8.7 Open and Modify a Transfer............................................................................ 8-7 8.8 Open a Transfer................................................................................................ 8-7 8.9 Add an Item to a Transfer ................................................................................ 8-7 8.10 Delete Items from a Transfer ........................................................................... 8-7 8.11 Book a Transfer................................................................................................ 8-8 8.12 Print and Preview a Transfer............................................................................ 8-8 8.13 Delete a Transfer.............................................................................................. 8-8

9 Inventory .............................................................................................. 9-1 9.1 Introduction and Overview .............................................................................. 9-1 9.2 Create an Inventory.......................................................................................... 9-2 9.3 Edit Items on a Newly Created Inventory Count............................................. 9-6 9.4 Use Filters to Change Inventory Overview Window....................................... 9-8 9.5 Viewing Inventory Counts............................................................................... 9-8 9.6 Add Items to an Inventory Count..................................................................... 9-9 9.7 Enter the Counts for Each Item...................................................................... 9-10 9.8 Grouping and Sorting Counts ........................................................................ 9-11 9.9 Book the Count .............................................................................................. 9-12 9.10 Print or Preview a Count................................................................................ 9-13 9.11 Cancel a Count............................................................................................... 9-14

10 Manage Store ..................................................................................... 10-1 10.1 Manage Store Introduction and Overview..................................................... 10-1 10.2 Use Filters to Change Manage Store Overview Window.............................. 10-3 10.3 Manage Units of Measure for Inventory Items.............................................. 10-4 10.4 Change the Unit of Measure for an Item ....................................................... 10-4 10.5 Add and Remove Items from the Included Units List ................................... 10-5 10.6 Add and Remove Items from the Excluded Units List .................................. 10-6 10.7 Select a Unit as the Default Store Unit .......................................................... 10-8 10.8 Set Item Prices ............................................................................................... 10-9 10.9 Manage Storage Locations........................................................................... 10-11 10.10 Print.............................................................................................................. 10-22

11 Stock on Hand .................................................................................... 11-1 11.1 Introduction and Overview ............................................................................ 11-1 11.2 Print the Stock on Hand ................................................................................. 11-4

12 Waste.................................................................................................. 12-1 12.1 Introduction and Overview ............................................................................ 12-1 12.2 Create Waste .................................................................................................. 12-2 12.3 The Waste Detail Page................................................................................... 12-4 12.4 Using Filters to Change the Waste Overview Window................................. 12-6


v myInventory Feature Reference Guide MICROS Systems, Inc

12.5 Viewing Waste............................................................................................... 12-6 12.6 Add Items to Waste........................................................................................ 12-7 12.7 Delete an Item from a Waste Entry................................................................ 12-8 12.8 Save a Waste Entry ........................................................................................ 12-8 12.9 Book a Waste Entry ....................................................................................... 12-8 12.10 Deleting a Waste Entry .................................................................................. 12-8

13 Vendor Purchase Catalog................................................................... 13-1 13.1 Vendor Purchase Catalog Overview Window ............................................... 13-1 13.2 Vendor Purchase Catalog Detail Page ........................................................... 13-2 13.3 Use Filters to Change the Vendor Purchase Catalog Overview Window ..... 13-3 13.4 Create a New Vendor Purchase Item (VPI)................................................... 13-4 13.5 Add a Price Quote to a Vendor Purchase Catalog ......................................... 13-5 13.6 Edit Vendor Purchase Item Name.................................................................. 13-5 13.7 Add Effectivity Range ................................................................................... 13-6 13.8 Price Quotes and Lists ................................................................................... 13-7 13.9 Delete a Price Quote from the Purchase Catalog........................................... 13-7

14 B2B Solution...................................................................................... 14-1 14.1 Introduction & Overview............................................................................... 14-1 14.2 Load ............................................................................................................... 14-2 14.3 Link/Unlink Vendor Purchase Items (VPIs).................................................. 14-3 14.4 Accept Price Variances .................................................................................. 14-6

15 Recipes ............................................................................................... 15-1 15.1 Introduction and Overview ............................................................................ 15-1 15.2 Using Filters to Change Recipes Overview Window .................................... 15-3 15.3 Create a Recipe .............................................................................................. 15-3 15.4 The Recipe Detail Window............................................................................ 15-4 15.5 Viewing a Recipe........................................................................................... 15-9 15.6 Edit Ingredients in an Individual Recipe ....................................................... 15-9 15.7 Delete Ingredients from an Individual Recipe ............................................. 15-11 15.8 To Scale a Recipe......................................................................................... 15-12 15.9 Print a Recipe............................................................................................... 15-12

16 Search/Replace Recipe Ingredients.................................................. 16-13 16.1 Introduction and Overview .......................................................................... 16-13 16.2 Accessing the Search/Replace Recipe Ingredients Module......................... 16-13 16.3 The Search Recipe Ingredients Overview Window..................................... 16-13 16.4 Open and Modify a Recipe .......................................................................... 16-14

17 Production ........................................................................................ 17-16 17.1 Introduction and Overview .......................................................................... 17-16 17.2 Accessing the myInventory Production Module.......................................... 17-16 17.3 Create a Production...................................................................................... 17-17 17.4 The Production Detail Window ................................................................... 17-18 17.5 Use Filters to Change the Productions Overview Window ......................... 17-20 17.6 Viewing Productions.................................................................................... 17-20


vi myInventory Feature Reference Guide MICROS Systems, Inc

17.7 Saving and Suspending ................................................................................ 17-21 17.8 Add Items to a Production ........................................................................... 17-21 17.9 Delete Items from a Production ................................................................... 17-21 17.10 Book a Production........................................................................................ 17-22 17.11 Delete a Production...................................................................................... 17-22

18 Preparation and Thaw Pull ............................................................... 18-23 18.1 Introduction and Overview .......................................................................... 18-23 18.2 Use Filters in Prep/Thaw Pull Overview Window ...................................... 18-24 18.3 View Prep/Thaw Pull Statistics ................................................................... 18-25

19 Yield Management ........................................................................... 19-26 19.1 Introduction and Overview .......................................................................... 19-26 19.2 Use Filters to Change the Yield Management Window .............................. 19-26 19.3 Create a New Yield...................................................................................... 19-26 19.4 The Yield Detail Window............................................................................ 19-28 19.5 Add Items to a Yield .................................................................................... 19-30 19.6 Delete Items from a Yield............................................................................ 19-31 19.7 Save a Yield ................................................................................................. 19-32 19.8 Book a Yield ................................................................................................ 19-32 19.9 Print/Preview a Yield................................................................................... 19-32 19.10 Delete a Yield .............................................................................................. 19-33

20 Menu Item Linking ............................................................................20-1 20.1 Introduction and Overview ............................................................................ 20-1 20.2 Menu Item Linking Detail Window............................................................... 20-3 20.3 Link Menu Items............................................................................................ 20-4 20.4 Link a Recipe ................................................................................................. 20-5 20.5 Link to All Stores........................................................................................... 20-7 20.6 Unlink/Unlink All .......................................................................................... 20-7

21 Master Data ........................................................................................ 21-1 21.1 Introduction and Overview ............................................................................ 21-1 21.2 Over Groups................................................................................................... 21-3 21.3 Major Groups ................................................................................................. 21-6 21.4 Item Groups ................................................................................................... 21-9 21.5 Items............................................................................................................. 21-14 21.6 Units............................................................................................................. 21-22 21.7 Production Units .......................................................................................... 21-26 21.8 Recipe Groups.............................................................................................. 21-30 21.9 Waste Over Groups...................................................................................... 21-33 21.10 Waste Groups............................................................................................... 21-36 21.11 Vendors ........................................................................................................ 21-39 21.12 Cost Centers ................................................................................................. 21-47 21.13 Taxes ............................................................................................................ 21-53 21.14 Visibility Criteria ......................................................................................... 21-56

22 Maintenance ....................................................................................... 22-1


vii myInventory Feature Reference Guide MICROS Systems, Inc

22.1 Introduction and Overview ............................................................................ 22-1 22.2 Scheduler........................................................................................................ 22-3 22.3 myMicros Interface........................................................................................ 22-3 22.4 Settings........................................................................................................... 22-6 22.5 Configuration ............................................................................................... 22-10 22.6 List Management ......................................................................................... 22-14 22.7 Document Numbers ..................................................................................... 22-28 22.8 Order Cycles ................................................................................................ 22-28 22.9 Count Cycles................................................................................................ 22-32 22.10 Order Calculation......................................................................................... 22-39 22.11 Order Calculation Lookup ........................................................................... 22-42 22.12 Cost Centers and Locations ......................................................................... 22-43 22.13 Cost Center Areas ........................................................................................ 22-45 22.14 Customer Numbers ...................................................................................... 22-49 22.15 User Management ........................................................................................ 22-51 22.16 Role Management ........................................................................................ 22-57

myInventory Feature Reference Guide Read Me First

1-0 myInventory Feature Reference Guide MICROS Systems, Inc

1 Read Me First This section describes all new features, feature enhancements and changes in myInventory Version 2.9. All features described here are also described throughout the document in various corresponding sections.

1.1 New Features

1.1.1 Collapse Menu

1.1.1.1 Overview of Collapse Menu The Collapse Menu is a new option with this release. Using the Collapse Menu format will eliminate the ability to use icons to navigate throughout the modules. In place of the icons is a categorized menu that provides collapsible menu options.

The Collapse Menu has modules categorized by 3 groups:

1. Store – any store level action; beneath this option: • Ordering • Receiving • Invoicing • Transfers • Requisitions/Transfers • Inventory

• Manage Store • Stock-on-Hand • Waste • Vendor Purchase Catalog • B2B Solutions

2. Production – functions dealing with production of recipes, prep, etc; beneath this option: • Recipes • Search/Replace Recipe

Ingredients • Production

• Menu Item Linking • Preparation and Thaw

Pull

3. Administration – all administrative level tasks; beneath this option: • Master Data • Maintenance

myInventory Feature Reference Guide Read Me First Version 2.9


This option is configured in the Settings module within the Maintenance Module. To configure the Collapse Menu:

1. Navigate to Maintenance | Settings 2. Use the Available menu types drop-down list to select Collapse Menu 3. Click Save

1.1.1.2 Advanced Menu is Optional With the addition of the Collapse Menu option, the Advanced Menu is no longer required to use the myInventory User Interface. Users and organizations have the ability to decide for themselves which layout is most effective, user friendly, and meets their needs. In the process of selecting the Collapse Menu, you are turning off the Advanced Menu. This menu may always be turned on or off by following the same instructions above for configuring the Collapse Menu.

1.1.2 User Interface

1.1.2.1 General UI Changes Regardless of whether or not a user elects to use the Collapse Menu, many modules have been updated to reflect the format of the Collapse Menu. The modules affected include:

• Ordering • Receiving • Invoicing • Transfers

• Requisitions/Transfers (not shown)

• Waste • Production



The UI is typically broken up into two separate sections within these modules. The options listed at the top of the list are some sort of action, like creating a purchase ordering, setting up a requisition or transfer, or generating an invoice. On the bottom half of the page, users have the ability to view pending, booked, suspended orders, transfers, productions, etc.

1.1.2.2 Multi-Select Add Items Groups Users now have the ability to add more than one item group in the Ordering, Receiving, and Inventory Modules. Please be aware that this feature adding multiple item groups is on a vendor-by-vendor basis. Currently, a user is unable to add multiple item groups from multiple vendors. To use the multi-select feature:

1. Create/Open 2. Click Add Items(s) 3. Hold CTRL and select multiple item groups (or hold SHIFT to select an entire

range of item groups:

4. Click Assign 5. When you have completed selecting all Item Groups, click Create You will be taken to the Overview screen. For more information on this, please refer to the add items sections located throughout this document.

1.1.2.3 Cancel Functionality Presently, when the cancel function (found throughout many modules in the top menu bar) is clicked, whatever the user is currently working on is temporarily suspended and he or she is returned to an overview screen. Cancel may now be configured to quit whatever action the user is performing and delete any unsaved or unsuspended information. This functionality can be configured within the Maintenance module under the Configurations sub-module. To configure the cancel button to act as a delete:



1. Navigate to Maintenance | Configuration (Collapse Menu: Administration | Maintenance | Configuration & Settings | Configuration

2. From within the Configuration Module, navigate to Settings | WebClient 3. Enter T in the CANCELISDELETE box (T = True)

4. Click Save

With this configuration set, whenever a user clicks Cancel, their operation will be completed deleted and discarded and they will be taken back to an overview screen. The modules affected include:

• Invoicing • Requisitions/Transfers • Receipts • Wastes • Any Suspended Operation

1.1.3 Inventory Count & Count Cycles

1.1.3.1 Count Cycles The Inventories may be based on count cycles, or predetermined set times when counts will take place. Count Cycles, although configured from within the Maintenance Module, are applied to inventories from within the Inventory Module. Count Cycles determine when you will perform an inventory count. Every organization has some sort of cycle of inventorying their goods, be it when they are received, at the end of the night, every Thursday, etc. For more information on creating a Count Cycle, please refer to the Count Cycles section under the Maintenance module. After the Count Cycle has been created, it is then possible to base Inventory Counts on these Count Cycles. To use a Count Cycle to create an Inventory Count:



1. Navigate to Inventory | Count Cycle (Collapse Menu: Store | Inventory | Count Cycle)

2. Specify Cost Center, Count Cycle, and Date and click Create Count Note

If a suspended inventory count exists with the exact same items on it, then this inventory count will not be able to be created. You will need to delete or book the existing inventory count.

3. Your Inventory Count will be created with the items specified on the Count Cycle for that Cost Center

1.1.3.2 Multiple Counts Per Day Users now have the ability to set up multiple inventory counts in one day. This is accomplished through the use of pre-defined inventory cycle counts. Stores and organization may have the option of performing an inventory count in the morning before the lunch rush, then after lunch, and then at the end of the evening after dinner. This are generally referred to as “spot checks”.

1.1.3.3 Ability to Un-Book an Inventory Count You may now unbook inventory counts. In previous versions, this feature was unavailable. To unbook an inventory count:

1. Navigate to Inventory | Booked (Collapse Menu: Store | Inventory | Booked) 2. Select a Booked Inventory Count and then click the Unbook option from the top

menu bar

4. Click OK from the confirmation dialog box:

5. The Inventory Count has been returned to Suspended Status

1.1.4 New Transfer Module (To/From) Users have the ability to set up Transfers To and Transfers From specified cost centers within the organization. The general idea is that Location A will be transferring goods to Location B, whereas Location B will be receiving goods from Location A. In previous



version of myInventory, this task was broken into two separate modules. Regardless of how your organization is configured, the concepts are the same. Depending on whether you are Location A or Location B determines how your perspective toward this module. If you are the requesting location, you will be requesting a Transfer From another location. If you are the supplying location, you will providing a Transfer To the location. Please be aware that if you have this module, you will not have the separate Requisitions and Transfers module. The organization may determine for themselves which format is most beneficial to them. For more information on how to configure the Transfers To/From module, please refer to the Transfers To/From section of this document.

1.1.5 B2B Solutions/eProcurement The B2B Solutions/eProcurement Module has been upgraded and enhanced greatly in this release. In previous versions of myInventory, B2B Solutions lived within the Manage Vendors module. With version 2.9, B2B Solutions has a separate module all of its own. To locate B2B Solutions, navigate to Store | B2B Solutions. For more information on the B2B Solutions/eProcurement section, please refer to the B2B Solution section of this document.

1.1.6 Price Updates Saved in Lists From the Ordering module, when a price is updated within the purchase order, the order list will be updated to reflect the same. To update a price:

1. Navigate to Ordering (Collapse Menu: Store | Ordering) 2. Create a new or select an existing Order 3. Update the Price and click Save from the top menu bar

The price will be updated in the Order List.

1.1.7 Set Actual to Theoretical Within an inventory count, actual values can be set as theoretical values so that there is never any variance.



1.1.8 Ordering/Suggested Ordering by Vendor When creating an order by vendor or a suggested order by vendor, it is now only possible to choose items available from that one vendor. Previously, users could select items from any vendor and add it to a purchase order. With this new release, users no longer have the ability to mix-and-match items from different vendors when using Ordering and/or Suggested Order by Vendor.

1.1.9 Production Lists Users may now create Production Lists. This is in addition to the list types already in existence (order, waste, inventory, yield, etc). As always, MICROS recommends creating all lists within the List Management module located under the Maintenance module. For more information on how to create a Production List, please refer to the List Management section of this document located under the Maintenance section.

1.1.10 Foreign Currency Printed Foreign VAT taxes will now print and be calculated on Receipt Reports.

1.1.11 Standard Cost Costs can be affected by the differences in prices found on receipts. For example, a pint of strawberries might cost $1.50 in California during the summer, whereas it may cost a Kentucky location $2.50 for that same pint of strawberries. Now, a corporate office may decide to standardize the cost of pint of strawberries to $2.00. To set a corporate price:

1. Navigate to Master Data | Items (Collapse Menu: Administration | Master Data | Item Setup | Items

2. Search for and select and item



3. Modify the information in the Standard Price box

4. Click Save

The Item now has a standardized price across the entire enterprise.

1.1.12 Filtering Storage Location in Advanced Storage Locations Advanced Storage Locations may now be filtered by all available storage locations, not just by slot numbers. To filter by Advanced Storage Location: 1. Navigate to Manage Store | Storage Locations (Collapse Menu: Store | Manage Store

| Storage Location 2. Use the Count Group drop-down list to select the desired storage location and click

Run



3. All items in the selected Advanced Storage Location will appear:

1.1.13 Substitutions in Receiving via VPI Users now have the option of being able to leave the Receiving Module momentarily to create a new Vendor Purchase Item in the Vendor Purchase Catalog to be substituted in place of an unavailable item. Performing this action will not suspend the current operation, but rather, keep it active in the background while the user is able to perform the actions necessary to create the VPI, wherein upon its completion, the user may return to the operation and add the recently created VPI to the receipt. To use the substitutions feature in the Receiving Module: 1. From a Receiving Detail page, click the Vendor Purchase Items… option from the

top menu bar – you are redirected to the Vendor Purchase Catalog

2. Add the new VPI 3. Click Save 4. Click Return to Receipt from the top menu bar – you will be returned to the

Receiving Detail page from where you had just left



For more information on this, please refer to the Receiving section of this document.

1.1.14 Additional B2B Settings in Vendors Module New B2B Settings have been added to the screen in the Vendor Module that allow you to receive order acknowledgment and import the vendor’s order cycle information directly via the web. To modify these settings: 1. Navigate to Vendors | Select a Vendor (Collapse Menu: Administration |

Vendor/Cost Center Setup | Vendors) 2. Navigate to the B2B Order Acknowledgment Tab

3. Enter the File Path, File Mask, and Order Acknowledgement import template (all

provided by Vendor) 4. Click the Order Acknowledgment FTP button

5. Modify the fields according to the information provided to you by the Vendor and

click OK



6. Navigate to the B2B Order Cycles Tab

7. Enter the File Path, File Mask, and Order Cycle import template (all provided by

Vendor) 8. Click the Order Cycle FTP button

9. Modify the fields according to the information provided to you by the Vendor and

click OK

1.2 Revisions The following errors were identified in previous release(s). Below, entries describe the error or bug as well as what actions were taken to rectify the problem.

1.2.1 Add Item Screen does not Calculate Net and Gross The Receiving Module Add Item page was not allowing users to calculate Net and Gross amounts. This error has been resolved so that when users click the Calculate button, all appropriate amounts are generated.

1.2.2 Items from Other Vendors Added to Suggested Order by Vendor Users previously had the ability to add items from other vendors to Purchase Orders that were defined as “Orders by Vendors” or “Suggested Orders by Vendors”. This is no longer the case. Users are now restricted to only selecting available items from Vendors when created Purchase Orders by either of these two methods.



1.2.3 Regular Storage Location “All” Editable The “All Items” storage location used to be available for edit using Standard Storage Locations. This has been changed. Users no longer have the ability to modify the All Items entry in the Edit Storage Location box:

1.2.4 Search Ingredient Permits Item Selection for Same Base Unit Only The Search/Replace Recipe Ingredients module was not allowing users to replace items with different items unless the “new” items had the same base units as the “old” items. This error has been resolved. Now, when attempting to replace an item, the system will accept it, regardless of base unit.

1.3 Pending The following enhancements and new features are still in progress. They are briefly discussed in this document due to the fact that they are still in development; they will, however, be available for the full release.

1.3.1 Nutritional Information The ability to determine nutritional information based on ingredients found within recipes will be introduced in version 2.9. These nutritional facts will be generated based on what types of nutritional information is entered for the items ingredients that comprise a recipe. For example, a restaurant makes a grilled ham and cheese sandwich and would like to display the caloric information for that sandwich. The recipe includes:

• 2 slices of white bread • 2 slices of American cheese • 4 ounces of ham • 2 tablespoon of margarine (for cooking)

The nutritional information is then calculated based on what types of nutritional information is known about the ingredients:

• 1 slice of white bread = 60 calories • 1 slice of American cheese = 70 calories



• 2 ounce serving of ham = 60 calories • 1 tablespoon of margarine = 102 calories

Therefore, 2 slices of bread = 120 calories; 2 slices of American cheese = 140 calories; 4 ounces of ham = 120 calories; 2 tablespoons of margarine = 204 calories:

120 (bread) 140 (cheese) 120 (ham) +204 (margarine) 584 (total)

This method same method can be used toward any and all recipes and is able to calculate more than just calories, like fat grams, sodium, carbohydrates, etc.

1.3.2 Latin American Tax The ability to add more than the 10 taxes will be introduced in version 2.9. This feature is primarily for Latin American countries who may have more taxes than the current user interface allows. For example, Guatemala has over 30 different types of taxes, including sales, surcharges, etc. For countries like Guatemala, the need for more “space” for these taxes was necessary.

1.3.3 Menu Item Linking Enhancements for 8700/9700/e7/Simphony For 8700/9700/e7/Simphony, Menu Item Linking has been enhanced. For organizations using RES, 10 menu levels was more than adequate. Because 8700/9700/e7/Simphony can base their linking on so many different conditions, it was determined that their menu items be consolidated in a manner that best suit the organization. For 8700, 9700, and Simphony, levels can be determined by price levels or by price definitions. Say, for example, an organization has 9 price levels and 9 price definitions. Therefore, 81 possible “combinations” exist. For menu levels based on price levels, it was decided that items falling within 1-9 would be identified as menu level 1, items 10-18 are identified a menu level 2, items 19-27 are identified menu level 3, and so on, up through menu level 10. If an organization wanted to use price definitions to determine their menu levels, then it would be sorted as items 1, 9, 18, 27… are menu level 1, items 2, 10, 19, 28… are menu level 2, items 3, 11, 20, 29… are menu level 3, and so on, up through all 81 possible price definitions. e7 sites are similar. However, they are organized by menu levels and containers (as opposed to price levels and price definitions). There are 5 menu levels and 5 containers, making 25 possible. Once the numbers are 26+, they are referred to as combos.

myInventory Feature Reference Guide Welcome


2 Welcome Welcome to the MICROS myInventory application. myInventory is a Web-based enterprise wide inventory management solution which provides purchasing, receiving, and stock management functionality, along with full recipe and product costing capabilities. Since the database is hosted centrally, there is no software installation required at the location level. All software updates are automatic allowing the user to benefit immediately from any new added features or reports.

Like mymicros.net, myInventory is hosted by MICROS, and can be delivered as an ASP service, or a traditional software license may be purchased with separate hosting services.

This section is devoted to describing some of the “basics” for understanding and using the myInventory User Interface. Please be sure to look over these concepts, as they are the building blocks for many of the myInventory modules that you and your organization will be using to simplify your inventory needs.

2.1 The Main myInventory Menu There are 3 different menu layouts for the myInventory Application:

1. Collapse Menu

2. Classic Menu

3. Advanced Menu

Menu View is determined in the user rights settings. Organizations can decide for themselves which view is most appealing to them.

2.2 The Collapse Menu View

The Collapse Menu has modules categorized by 3 groups: 1. Store – any store level action 2. Production – functions dealing with production of recipes, prep, etc. 3. Administration – all administrative level tasks



Clicking on any of these group names reveals a sub-menu of information:

Many of the options seen here may not be available to all users. The ability to access these modules is determined by “user rights”. User rights are usually assigned by the System Administrator.

2.3 The Classic Menu View

Similar to the Collapse Menu View, many of the icons seen here may not be available to all users. The ability to access these modules is determined by “user rights”. User rights are usually assigned by the System Administrator. The icons include, but are not limited to:

• Ordering

• Receiving

• Invoicing

• Requisitions

• Transfers

• Stock on Hand

• Manage Store

• Inventory

• Waste

• Recipes

• Menu Plan

• Maintenance

• Production

• Master Data



• Preparation and Thaw Pull • Yield Management

Classic Menu Customization Top Menu Bar – Classic Menu The Top Menu Bar is described in the table below. Click on the label/link that you wish to use. This Top Menu Bar is consistent throughout the entire application with only subtle differences. These are all explained when clicking Help in each window

Menu Item Description

Advanced Menu Click to enable the Advanced Menu option

Logout This will log you out of the application

Help Launch the page’s help file

2.4 Advanced Menu The Advanced Menu is where you can decide how you would like your screen to look. You have the option of using side menu navigation, or using the icons (similar to the Classic Menu).

Top Menu Bar - Advanced Menu


Classic Menu Click to enable the Classic Menu option

Logout This will log you out of the application

Customize Colors Change the colors on your Advanced Menu by clicking this button. A list of possible color options for modifiable fields will appear.

Help Launch the page’s help file



Screen Element Description

Company Current company that is logged in

User Current user that is logged in

Default Cost Center Default Cost Center of the user that is currently logged in.

System Administrators have the ability to “lock down” a specific menu type on an enterprise level. If desired, an organization can force users to use either the Advanced Menu or the Classic Menu, or continue to allow users to select which view they use.

For more information on this topic, please refer to the Maintenance section of this document.

OK/Cancel Button Naming Conventions There are a number of add items pop-up dialog boxes with the words “OK” or “Cancel” on them. These add items pop-up dialog boxes appear in many of the myInventory module. The user has the ability to rename these buttons in the event they feel “OK” and/or “Cancel” do not convey the message they intend. For more information on how to modify this, please refer to the Maintenance section of this document.

2.5 Suggested Setup myInventory is a multi-faceted, feature rich application. There are many components to the myInventory application; therefore setting up a new organization does require careful consideration and attention to detail. There are both required configurations as well as optional configurations. Implementing the required steps will allow an organization to utilize the application in its most basic form. Inclusion of the optional configurations will allow for a fuller myInventory experience.

2.5.1 Required Configuration The following steps are required in order to use myInventory in its basic format:

• Creating Cost Centers (Section 21.12)

• Setting up Roles and assigning Role Rights (Section 22.16)

• Creating Users and configuring User Rights (Section 22.15, 22.16)

• Setup up Tax information (Section 21.13)

• Creating Over Groups (Section 21.2), Major Groups (Section 21.3), Item Groups (Section 21.4), Items (Section 21.5), and Units (Section 21.6)

• Adding Vendor information (Section 21.1.1)

• Create Production Units (Section 21.7)

• Creating Recipes (Section 13) and Recipe Groups (Section 21.8)

• Creating Waste Groups (Section 21.10) and Waste Over Groups (Section 21.9)

• Setting up Price Quotes and Purchase Items (Section 13)



Most of these activities take place in the Master Data module in the myInventory application. For more information on setting up these features in Master Data, please refer to the Master Data configuration section of this document (pg. 21-1).

The following flow chart displays the typical and suggested order for setting up an organization for basic use:



2.5.2 Optional Configuration Unlike the required configuration, there is no set order for optional tasks. The only restriction is that they be set up after the organization has been completely configured. Optional configuration includes, but is not limited to:

• Menu Item Linking (although this is optional, you will not be able to track depletions without configuring this feature)

• Order Cycles

• Lists

• Visibility Criteria

• Production

• Yield

2.6 Screen Layout All screens are designed with a consistent look and feel. The goal is to provide easy navigation for all users, regardless of graphical user interface (GUI) experience or inventory tracking experience. There are 3 main components in any module:

1. Top Menu Bar

2. Filters

3. Information Bar

The next few sections describe these components.

2.6.1 Top Menu Bar The Top Menu Bar will be located in the same area of the screen on every page: the top left. It is easily recognized as an oval-shaped bar, with the module/screen name on the left side on a yellow background, and selectable functions to the right of the divider on a white background. A typical Top Menu Bar looks like:

Note that this particular Top Menu Bar was taken from the Inventory Module. You can see the name Inventory displayed which will orient users to their current page. All of these red-ball options are selectable. Periodically, a grayed out option is seen; grayed out options are dependent upon another action that must take place first or on a user right. Not all Top Menu Bars are the same. They will be discussed in greater detail in their appropriate sections.

For every menu bar there is a Help option and Main Menu option. The Help will open pop-up window with information about your current. The Main Menu option will redirect you back to the main myInventory menu.

For the Maintenance and Master Data modules, the Top Menu Bars will also include a Maintenance option and a Master Data option, if the Classic Menu View has been selected. Both of these will redirect you back to their respective sub-menus. Maintenance and Master Data are dependent on user rights. In the event of the Collapse Menu, then the user will only have the option of being taken back to the main menu.



For more information, see Maintenance (Section 22) or Master Data (Section 21).

2.6.2 Filters In almost every module there are filtering techniques that can be applied to search for and locate desired records. This can be especially helpful since many modules can have hundreds of records. For example, in the Stock on Hand module, hundreds, if not potentially thousands of entries could exist. Rather than having to scroll one-by-one in search of the desired item, we have provided filters to speed up the process.

Filters behave the same way, regardless of where you might find them. Some filters will seem “standard” amongst modules, whereas some filters are module-specific.

Common Filters: There are many filters that tend to be standard and can be found throughout the myInventory application. The following section describes a few of these seemingly standard filters.

Common Filters


Hide Filter button

Use this button to hide the filters on the window to conserve space to show more items in the information area.

Refresh button Use this button once after choosing a different filter set, in order to execute and display the new setting. This also includes any changes made to the items in particular. Remember to always click ‘Refresh’ first when in doubt about the data you are seeing on the window throughout the application.

Sorting button Click this button to open a sort window to allow you to select in which order to sort columns and if ascending or descending order.

Time Period drop-down From drop-down Ownership drop-down

Use this filter to change your view by time period and ownership. To filter Time Period on all data, current year, last year, etc, click on the drop-down box and make your selection. Choose User-defined to enter a specific date in the From and To fields. Use the calendar icons to pick a specific date range that you would like to view. When filtering by ownership, you might find that you are limited to only your user. This means you can only see what you have created and worked on yourself; otherwise, you may be allowed to view everything within your department, or both depending on user permissions set up at the system administrator level.



Show/Hide Filters: You can choose to see all of the filters available for this particular module by clicking Hide Filters button in the Overview window. Hiding the filters creates more space in the window to show the filtered results. If the filters are already hidden, click the Show Filters button to re-display the filters.

Sorting: You can use the Sorting button to open a new window and enter in different criteria by which to sort.

Depending on the module you are currently using, these sort criteria may differ.

Sorting by Columns: In addition to the sort button that allows a user to select a criteria, there is also the ability to sort by column headers. The user can simply click the column header to sort by that column. A single click sorts ascending. Clicking the header again will sort in descending fashion.

Refresh/Run: Use the Refresh (also listed as Run) button to update data in the myInventory user interface. In some instances, you may be required to select a filter and then click the Refresh button to get data to display. In other instances, when first accessing a module, there may not be any data currently populating the window. To see this data, you have to click Refresh.

Time Period: Use the Time Period filter to specify the time period for the data you want to display. Choose from:



1. All Data – to show from any dates entered into the system

2. Current Year – to show data entered in the current calendar year. The dates in the From and To fields changes to reflect the selected range.

3. Current Month – to show any data entered into the system in the current calendar month. The dates in the From and To fields changes to reflect the selected range.

4. Last Month – shows any data entered into the system during the last calendar month. The dates in the From and To fields changes to reflect the selected range.

5. Last Year – shows any entries made in the last calendar year – not the last 365 days. The dates in the From and To fields changes to reflect the selected range.

6. User Defined – allows you to specify a time period of your choosing. You can then select custom dates from the pop-up calendar in the From and To fields.

Ownership: Use the Ownership filter to change the displayed entries based upon who created the entry. Choose the User filter to show only those entries that you have created. Choose Department to see all of the entries set up by members of your department.

Note

The Ownership filter and Departments are set up by system administrators outside of the scope of the end user. Depending on setup, users may have a varying degree of access to these features.

Choose All to see all data regardless of who created the entry

Show “Documents” of Status:

In the Show Documents of Status, you will be asked to view “Documents” based on status. In this example, we have selected to filter our results by those that are Not Booked and include all Suspended and List Documents. The term “Documents” is generic and usually changes depending upon what module you are in. Also, the options change as well.

For example, in the Requisitions Module, this section says, “Show Requisitions of Status” and gives options like “Delivered” or “Declined” and in the Inventory Module, this section says, “Show Count of Status”, yet offers options similar to the image shown above.

These filters will be more closely reviewed in their corresponding sections.

Search Filters



Here is an example of another type of filter you may encounter. These filters give you the option of searching the database for the specified record.

For example, in this scenario, you would like to search by the “Item Group” classification.

1. Place your cursor in the Major Group field

2. Press the Enter key on your keyboard; the following window will appear:

3. You would then select the Major Group and click OK.

4. If desired, you could continue limiting your search results by performing the same action on both the Major Group and Item Group fields.

This functionality is found in many modules in the myInventory application. It is not restricted to Groups. It can include, but is not limited to: Cost Centers, Vendors, Items, Units, Roles, etc. Once again, user rights play a part in how someone can filter their results and whether or not they will have access to some filters.

2.6.3 Magnifying Glass

Another search feature you may encounter is the magnifying glass. The magnifying glass will appear primarily in the Master Data Module. The magnifying glass is a means of searching in the current result set. That means

that after narrowing down your searches, you may have an idea of what you might be looking for. By entering the name or partial name of the item in the Name field and clicking the magnifying glass, you will be taken to the first possible result that matches the entered search criteria.

2.6.4 Exclamation Mark Throughout the application, from time-to-time you will encounter an exclamation mark in some of your ordering lists. This exclamation mark is an indicator that something has happened to your item:

When you move your mouse over the yellow exclamation mark, your mouse will turn into a question mark and if you pause hover over the exclamation mark, information will appear:



2.6.5 Alert Symbol Whenever a Alert Symbol is displayed in the Collapse Menu View, it means that there is something worth examining within that module. For example, if you see an Warning Symbol in the Inventory | Suspended line, then it means that there is an Alert present that must be reviewed or examined:

2.6.6 Information Bar On many screens and in many modules, you will find a long, blue bar that extends the width the page. This is the information bar. In it are the headings for the columns of those lists. This bar is dynamic and will change dependent upon the module you are working in. An information bar looks something like:

This is the information bar from the Transfers Module. In this case: Document is the name of the transfer; Status is the current state of the document; Source Store tells where the transfer is originating; Destination Store is where the transfer is going to end up; Date is the date the transfer was requested: Information is a field where information can be added to help clarify any requests.

Also, on most modules you will see records or items on the page, and vary dependent on status:

Some records are blue:

And some records are green:



2.7 Standard Tasks

2.7.1 Saving and Suspending Saving is a standard function offered in many of the modules. Saving will retain the information until it is ready to be used again.

Suspending assigns an interim status called “Suspended”. Generally, modules that have suspending capability are those that have something that needs to be “booked”. Booking is the concept of submitting your order/request/transfer, etc. In most cases, Suspending means you have not finished creating or composing a record or that you have finished, and have elected not booked it yet.

2.7.1.1 Save Using the Toolbar If you have already created and saved something and you want to update the information with the information you have just entered, use the Save toolbar option.

1. From the Top Menu Bar select Save

2. The window will refresh and the information is saved as the same name

before it was updated in the database.

2.7.1.2 Save As… If you are creating a new record or if you want to save information under a different name, use the Save As… option in the tool bar at the top of the window.

To save information under a new name:

1. Select Save As… from the Top Menu Bar; the Save As… dialog box appears:

2. Choose to save either as a new filename or existing

• If you choose Existing, this will add/include the changes to the originally saved order



• If you choose New, enter the new filename in the text field. 3. Select OK 4. The screen will refresh after the information has saved.

2.7.1.3 Suspending You can suspend a few different ways. When you save without booking, the status is automatically set to Suspended and you will remain in the details window. You can also actively set the status to Suspended by clicking Suspend in the top tool bar, which will redirect you to the overview screen. You can always return to a suspended record to finish it later, providing you have saved it first.

2.7.1.4 Saving as a List Similar information can be saved and used time and time again like a template from which to create new orders/requests/transfers, etc. These “templates” can be added to or subtracted from. A pre-saved list provides a more convenient starting point by pre-populating new items with common items.

Once you have created a new yield and added the items you would like to appear in the list you can save the items as a list.

To save as a list:

1. Select the Save as List button; the Save as List dialog box appears;

2. In the field, enter the name you want to save the list as – click OK; your

confirmation box appears:

3. Click OK

When you return to an overview window, you can set your filters to search for your newly created list.

2.7.2 Adding Items You will find that you are able to add items throughout many modules. Although the items may vary, depending on which module is being added to, the concept is the same.

For our example, we will add items to add items to a Requisition:



Once you have opened a requisition, you can add items:

1. Select a Requisition to add an item to, or create one from scratch

2. From the Requisition Detail window, click the Add Item(s) button; the following window will appear:

3. If you know the Item Group, List, and/or Item, click in their corresponding fields to

pull up all the available values.

Select the appropriate and click OK

4. Enter the quantity of each item you want to appear in the Requisition and click OK.

5. Repeat steps 3-4 to add more items (if necessary)

6. Click Cancel from the Add Items dialog box when you have finished adding items

The Requisition Detail window re-appears with the items you have added.



2.7.3 Printing and Previewing When it comes to printing, there are generally two means by which to print. Printing can be achieved by clicking Print or Preview. Both options will open a PDF document of the current information in an internet browser, and then you can use the PDF print button to print. By converting to PDF format, you will have a nicely formatted copy of whatever information you have elected to print.

In some modules you will see Print and Preview listed separately. In other modules you may only see Print. And again, in some modules you will only see Preview. Ultimately, they serve about the same purpose.

Not all modules allow for printing. Be sure to see if any of the terms above are available in the Top Menu Bar.

You can print using the options provided on the Top Menu Bar. For our example, we are printing from the Stock on Hand Module.

1. Select the Stock on Hand icon from the main myInventory page

2. Use the filters and the refresh buttons to show data

3. Select a Stock on Hand

4. Select Print from the Top Menu Bar

5. A PDF will open; use the print button from the PDF toolbar to print.

Additional Information Periodically when you select Print or Preview, you may see the following box:



By selecting “Include zero quantities”, your print out will display items with a quantity of zero. If you do not enable this option, any items with the quantity of zero will be omitted from the PDF and will not print.

2.7.4 Deleting Items In many modules you are able to delete individual items or additions from a record. Let’s say you are currently ordering all produce and perishables from Vendor A and all non-perishables from Vendor B. Vendor B tells you they have a special running on tomatoes. You would then need to delete tomatoes from your Vendor A Purchase Order.

This similar concept is found in other modules. Perhaps you’ve been making your house Vodka & Cranberry with Smirnoff Vodka and you wish to change to Belvedere Vodka. You will need to delete the Smirnoff Vodka from the recipe.

To delete (for our example, we are using the Purchase Order):

1. Enter the Purchase Orders Detail window 2. Select the items you want to delete using the check box to the left of the item

name. 3. Click the Delete Item(s) button 4. Select OK from the confirmation dialog box

The items are removed from the order and the Purchase Orders Detail window appears without the items you removed.

2.7.5 Deleting a Document Deleting is a relatively straightforward concept. The idea is that some document, be it a waste or inventory, exists and you don’t want it there any longer. The steps are relatively similar, regardless of what module you are currently working. To delete: 1. Enter the Detail window for the document you want to delete 2. Select Delete from the Top Menu Bar

The document type being deleted will always be included in the Top Menu Bar; for this example, we have selected the Waste module, so the corresponding dialog box will be specific to Waste.

3. Click OK at the next dialog box



The waste document will be deleted and the Overview window appears without the recently deleted document.

2.8 Tips & Tricks Throughout this document, you will come across myInventory Tips & Tricks:

This is a Tips & Tricks box. Inside here will be valuable information or advice on previously identified “trouble spots” for the myInventory configuration.

The Tips & Tricks areas were developed as a “helpful hint” for myInventory setup. MICROS recognizes the complexities of creating any automated inventory system, and as such, has taken great lengths to try to advise users of where potential pitfalls might exist.

As always, MICROS and myInventory would appreciate any feedback you may have on this document. After reviewing this document and configuring the myInventory application for your organization, if you have any suggestions as to other trouble spots, please feel free to contact the MICROS eBusiness Solutions group at [email protected].

myInventory Feature Reference Guide Ordering


3 Ordering

3.1 Introduction and Overview The ordering process within myInventory is extremely simple and quick, allowing the busy manager to spend minimal time creating an order. Tools have been designed to create “order lists” for common or regularly ordered items. One function that simplifies the process is the ability to create an order containing multiple vendors.

myInventory provides three different methods of ordering: 1) manual, 2) automatic based on par levels, and 3) automatic based on usage. When the order is final in addition to placing the order by phone or fax, it can be sent electronically via email or through a B2B interface with the vendor.

3.1.1 Accessing the myInventory Ordering Module To access the Ordering module, from the Main Menu, click the Ordering icon or select Purchasing | Ordering:

3.1.2 Ordering Overview The Ordering Overview window is the first window you see after accessing the Ordering icon on the main myInventory page.



From this window, you can create an order from scratch, begin working on an order with from a pre-established list, or complete a suspended order you worked on earlier. You can also view orders that have already been completed or booked.

Clicking the Cancel button in the bottom right portion of the page will take you back to Main Menu.

In the Ordering module, you can create an order or order list, create a blank order, create an order using suggested quantities, as well as view existing orders of various status.

3.2 Creating Orders Orders can be created by various formats:

1. Order Cycles

2. By Vendor

3. By Order List

4. By Suggested Order Quantity

5. Blank (from scratch)

3.2.1 Order by Order Cycles If you have established order cycles, than you can create orders based on those order cycles. Order Cycles are created in the Maintenance Module. To create an order based on an order cycle:

1. Select Order Cycle from the Purchase Orders Overview page



2. Click on a Vendor

Note

Records in Red signify an order that should be placed on the current date.

3. Select the sources and assign them; when you are finished, click Create

4. From the Purchase Orders Detail page, add items, modify the order, and then

Save, Suspend, and/or Book the Purchase Order



3.2.2 Order by Vendor 1. Select Vendor from the Purchasing Overview page

2. Click the Vendor button or place the cursor in the Vendor field and press enter

3. Select the appropriate vendor from the pop-up window



4. Enter a Delivery Date and any pertinent information in the Information field

5. Select the Groups from the Source column (use CTRL to select more than one) and

click Assign

6. When complete, click Create



You will be taken to the Purchase Orders Detail Page:

3.2.3 Order by Order List

MICROS recommends creating orders from list. This is a big time saver. Suggested orders can only be done by a list or a vendor.



1. Select Order List from the Purchasing Overview page

2. Select an existing order list and modify the Cost Center, Delivery Date, and/or

information fields as necessary and click Create

3. You will be taken to the Purchase Orders Detail page where you can make

modifications to the order as needed



3.2.4 Order by Suggested Order Qty 1. Select Suggested Order Qty from the Purchase Overview page

2. Select a Vendor by clicking the vendor button or placing your cursor in the field and

clicking Enter and selecting from the pop-up window:

Note

The Cost Center may be modified by placing your cursor in the field and pressing Enter.



3. Modify the Delivery Dates and enter any pertinent information in the Information field

4. Select a Source (hold CTRL for more than one selection) and click Assign

5. When you have finished, click Create You will be taken to the Purchase Orders Detail page.

3.2.5 Order by Blank Order (from scratch) 1. Select Blank Order from the Purchase Overview page



2. Select a Cost Center and enter a Delivery Date and any pertinent information and click Create

3. From the Purchase Order Detail page, begin adding items as necessary

3.3 The Purchase Orders Detail Window While in the Purchase Orders Detail window, you can modify the order, add items and quantities, and save or suspend the order.

Once all changes have been made, save or suspend the order. Save will keep you in the Purchase Orders Detail Window, whereas Suspend will return you to the Purchase Orders Overview Window

The following section describes the Purchase Orders Detail Window. You actually ‘build’ your orders using this window.

Top Menu Bar


Overview Go to the subject area overview.

Save Saves the order as is and keeps you in the detail window to continue working on the order.

Save As… Allows you to suspend the order, rename it, and continue working on the order under its new name.

Suspend This feature allows you to save the order and moves you back to the Overview window where you can continue working on this suspended order at another time. Remember, these Suspended orders are highlighted with the color green.

Delete Order This button deletes the current order completely and re-displays the Overview window.

Preview

Allows you to preview and print out your order before actually booking it.

Book

Saves the order as is and keeps you in the detail window to continue working on the order.

Main Menu Return to the Main myInventory menu.




Help Launch the help file.

Additional Screen Elements


Add Item(s) button Use this button to add items to the Ordering Detail window.

Delete Item(s) button To use this button, first select an item or items by checking the check box to the left of the item. Then click the Delete Item(s) button to delete items from your order.

Calculate button Click this button whenever you would like a Total for your order to be display at the bottom of the Detail grid.

Save As List button

Use this button to keep the order you’re working on for the future as a template or list. This list will show up on the Purchase Order Overview window and will be highlighted with the color blue. You can click a list to begin creating an order that is pre-established or routine. This list will speed up the process of ordering so you will not have to start from scratch each time.

Set Dates button Clicking this button will allow you to set all of the delivery dates for the items on the order you are currently working on.

Reset Quantity button +/- Order Qty button

These features may or may not have any affect on your order quantities; however, if you are set-up by your system administrator to use these order quantity calculation features then the Reset Quantities button will reset your items according to the original suggested levels. The +/- Order Qty button will increase/decrease your order by a percentage with respect to suggested ordering.

Cancel button Cancels the Purchase Order. Does not delete the order.

Information Bar


Auth Displays the Authorization Level for this Item

Item Displays the name of Item

Item No. (not shown) Displays the Item number

Unit Displays the purchase unit of measure of this Item

Qty Enter a value here to change the Quantity of this order




Price/Unit Displays the Price per unit. This value can be overwritten based on privilege levels.

Vendor Displays the Vendor for this Item

Vendor No. (not shown)

Displays the Vendor Number

Info Displays any additional information added for this item. Will display with an if any data was entered

3.4 Filtering Please refer to Filters (Section 2.6.2) of this document.

3.5 Adding an Item to an Order To add, please refer to Add Items (Section 2.7.2). Note

Items in black signify those items with an established price quote. Items in red signify items without an established price quote. If you have the correct user rights, you will be able to create a price quote for the items in red.

MICROS recommends adding by item group whenever possible. It saves times and allows you to add multiple items at a time rather than only one item at a time.

3.6 Deleting Items from an Order To delete, please refer to Delete Items (Section 2.7.4).

3.7 Set Dates If a cost center uses multiple vendors, setting dates may be an invaluable function. It allows vendors to assign different delivery dates for different vendors. This feature is turned on in Settings under the Maintenance Module. Depending on user rights, a user may or may not be able to access or use these features. To set dates (if feature is available)

1. Search for and select the desired Order 2. Select the checkboxes next to the items that will have the date set for them



Note

For all items, you may select the V above the column of check boxes OR you may click Select Dates and then enable the All Items check box:

3. After the Order has been modified, select Set Dates

MICROS recommends creating orders from list. This is a big time saver plus, suggested orders can only be done by a list.

4. From the Set Dates window, select a delivery date from the drop-down list

5. Click OK

The delivery date will be set according to your preferences.

3.8 Reset Item Quantities If you have begun an order using suggested ordering, you may reset the quantities to the original suggested levels by clicking the Reset Quantity button. This feature is also helpful if you have entered any quantities incorrectly, and you would just like to start over. To reset item quantities:

1. Click the Reset Quantities button; a confirmation dialog box will appear:

2. Click OK if you would like to reset to system calculated quantities or 0 (zero) if

suggested ordering is not being used.



3.9 +/- Order Quantity For orders begun using suggested ordering, you may increase or decrease the suggested order quantity based on percentage of the actual usage. This feature is ONLY available when suggested ordering has been used. To use this feature, from the Order Detail screen:

1. Click the +/- Order Qty button.

Note Use this only on suggested orders; otherwise, the list will always reset all quantities to zero.

2. Enter the percentage you want to increase (or decrease) the order by, and click increase (or decrease).

3. Click OK. Your order has been increased (or decreased) by the percentage input.

3.10 View Orders You also have the ability to view all purchase orders of various status. The steps for viewing either Suspended Orders or Booked Orders as the same (obviously, depending on which order type you select, suspended or booked, you will have different results). The steps for viewing an Open Purchase Order vary slightly.



3.10.1 View Suspended/Booked Orders 1. Select the Suspended or Booked Orders option from the Purchasing Overview

Window

2. Select the purchase order number:

a. If you have selected a Booked Purchase Order, then a PDF file will open so

that you may print it out

b. If you have selected a Suspended Order, the Purchase Order Detail page will appear where you can modify, save, and/or book as necessary.

3.10.2 View Open Purchase Orders 1. Select Show open Purchase Orders from the Purchasing Overview Window



2. Use the filters to specify which Open Purchase Orders you would like to view,

and then click Run



3. Results matching your criteria will appear

3.11 Saving & Suspending To save or suspend, please refer to Saving and Suspending (Section 2.7.1).

3.12 Book an Order After you have created an order and are ready to finalize it, you can book the order:

1. From the Purchase Orders Detail window, click Book from the Top Menu Bar.

Note

• Make sure the delivery date is in the present or future, otherwise the order will not be booked

• Once you book an order, you cannot UN-book an order

2. Click OK from the next dialog box:

A booking confirmation page will appear with Purchase Order (PO) numbers, vendor information, delivery dates, and the cost for the entire order.

3.13 Printing & Previewing To print or preview, please refer to Printing and Previewing (Section 2.7.3).

3.14 Deleting a Document To delete a record, please refer to Deleting a Document (Section 2.7.5).

myInventory Feature Reference Guide Receiving


4 Receiving

4.1 Introduction and Overview Product receiving and delivery approval are handled very efficiently within myInventory. The system recalls the purchase order created during the ordering process, allowing item by item verification. Depending on various security and vendor option settings, modifications can be made to reflect changes to quantities received and current invoiced prices. Information from this process updates stock on hand reporting in real time.

If an operator chooses not use a formal purchase order process for acquisition of goods, the receiving process can also function just as effectively. Rather than having a pre-established order to confirm, the operator follows the same receiving process creating a list of items, quantities, and prices for the delivery being received.

4.1.1 Accessing the myInventory Receiving Module To access the Receiving module, from the Main Menu, click the Receiving icon or select Purchasing | Receiving



4.1.2 The Receiving Overview Window

From this window, you can create a receipt from scratch, begin working on an order with from a pre-established list, or complete a suspended order you worked on earlier. You can also view orders that have already been completed or booked.

4.2 Create a Receipt There are various ways of creating a new receipt. You can create a new receipt by:

1. Purchase Order 2. List 3. Blank Receipt (from Scratch) You can also create a Return to Vendor.

MICROS recommends creating a receipt from a purchase order (PO) whenever possible to save time. If a site is not using ordering, then create a receipt from a list. Ordering Lists = Receiving Lists except lists that contain more than 1 vendor – those are only visible in ordering. The user is able to order from multiple vendors at a time; however, the user is only able to receive from one vendor at a time.



4.2.1 Creating a Receipt by an Existing Purchase Order To create a new receipt by purchase order:

1. Select Purchase Order from the Receiving Overview page:

2. Select the checkbox next to the Purchase Order Number that you would like to

base your receipt upon, enter a Delivery Note Number and click Create:



3. Click OK; the Receiving Detail window will appear.

While in the Receiving Detail window, you can modify the receipt, add items and quantities, and save or suspend the order.

4. Click Save when you are finished

4.2.2 Create a New Receipt from a List You can also create a receipt from a pre-existing list.

1. Select List from the Receiving Overview window



2. Select a list by clicking on its name in the Document Column, enter a Cost Center and a Delivery Note Number, and click Create

The Receiving Detail window will appear pre-populated with the items previously saved in the List.

3. You may now add, remove, or modify items as with a receipt created from

scratch.

4. Click Save when you are finished



4.2.3 Create a Blank Receipt (From Scratch) 1. Select Blank List from the Receiving Overview page

2. Select a Vendor and enter a Delivery Note Number, Delivery Date and any

pertinent information in the Information field and click Create

3. The Receiving Detail page will appear; begin adding items as necessary. 4. Click Save when you are finished

4.3 The Receiving Detail Window The following section describes the Receiving Detail window.

Top Menu Bar This Top Menu Bar is described in the table below. Click on the label/link that you wish to use. This Top Menu Bar is consistent throughout the entire application with only subtle differences. These are all explained when clicking Help in each window.





Save Saves the receipt as is and keeps you in the detail window to continue working on the order.

Suspend This feature allows you to save the receipt and moves you back to the Overview window where you can continue working on this suspended receipt at another time. Remember, these Suspended receipts are highlighted with the color green.

Delete Receipt This button deletes the current receipt completely and re-displays the Overview window.

Preview Allows you to preview and print out your receipt before actually booking it.

Book Saves the receipt as is and keeps you in the detail window to continue working on the receipt.

Vendor Purchase Items…

If, when you attempt to substitute an item, you find that it does not exist, clicking this option will take you to the Vendor Purchase Catalog where you can enter a Vendor Purchase Item (VPI). You will not need to Save or Suspend your current receipt action since you will be returned to where you left off when you have completed entering the VPI.





Add Item(s) button Use this button to add items to the Ordering Detail window.

Open Orders Use this button to see all open orders for the specific vendor that you have already chosen. At this point, you can choose to save one or all of the open orders to the Receipt Detail window so you can receive those orders with ease

Deposits Click this button to initiate the Deposits pop-up window. This pop-up window will allow you to view all possible deposit items within your receipt. At this point, you may adjust the quantity of deposits being delivered or returned to the vendor.




Change Cost Center Use this button to change the cost center. You can change the cost center for all items or only to selected items. You can receive for more than one Cost Center at a time. Even though you can order under a statistical location, you might have to change the receiving location since you can only receive for a valid Cost center, not a statistical location.

Delete Item(s) button Use this button to delete a selected item from this receipt.

Calculate button Calculate the value of the entire receipt as you add items to the current receipt.

Save As List button

Use this button to keep the receipt you’re working on for the future as a template or list. This list will show up on the Receiving Overview window and will be highlighted with the color blue. You can click a list to begin creating an order that is pre-established or routine. Ordering and Receiving lists are similar, except for orders with multiple Vendors. In the even that an order is created with multiple vendors, that order will be unavailable for use as a template for creating a Receiving list.

Cancel button Use this button to return to the Receiving Overview window. It will also Suspend the receipt.

Discount % Enter the percentage of discount to be applied to the entire receipt. This is different than the line item discounts, where a cost center may receive a discount on one particular order item. This percentage will be factored in to Value and Gross.

Value Enter in the Value of the discount if known. This will affect the entire total of the order.

Gross This field adjusts based on the amounts entered in to Discount% and Value.

Information Bar

Screen Element Description Item No. Displays the cost center’s item reference number

Vendor Item No. (not shown)

Displays the vendor’s item reference number

Item Displays the Item name

Unit Displays the Unit of Measure

Qty Displays the Quantity of the item on this receipt. This can be changed if different from original Order.

Price Displays the Price of the item. This can be changed if different from original order.



Screen Element Description Discount [%] Displays the Discount Percentage. This can be changed if

different from original order.

Net Displays the Net Cost of the item on this receipt

VAT[%] Displays the VAT percentage associated with this item

VAT Displays the VAT amount associated with this item

Gross Displays the Total Cost of this item.

Delivery Loc. Displays the Cost Center that this Receipt is to be delivered to.

4.4 Create a Return to Vendor In the event that you wish to return a receipt: 1. Select Return to Vendor from the Receiving Overview page

2. Enter the Vendor, Document No and click Create

3. From the Receiving Detail window, begin adding items that will be returned to the

Vendor 4. Click Save



4.5 View Receipts There are four viewing functions available for use in the Receiving module: 1. View Suspended Receipts 2. View Booked Receipts 3. View Invoiced Receipts 4. View Cancelled Receipts Generally, the steps to view are the same; the receipt type you select will obviously determine what types of receipts you will view. To view a receipt: 1. Select Suspended, Booked, Invoiced, or Cancelled from the Receiving Overview

page

2. Select a Document Name



3. The Receiving Detail window will appear with a list of all items contained in that

receipt; modify as necessary

4. When you are finished, click Save or Book




4.7 Add Items to a Receipt To add, please refer to Add Items (Section 2.7.2).

4.8 Deleting Items from a Receipt To delete, please refer to Delete Items (Section 2.7.4).

4.9 Substitutions on Receipts There are times when the vendor does not deliver exactly what has been ordered. For situations such as these, using the substitutions feature will allow you to accurately account for your inventory. myInventory makes is easy to substitute one brand for another or one case pack for another.

To use substitutions: 1. From the Receiving Overview, select Suspended Receipts 2. Select a Document Name 3. Select the Item Name that will be substituted – the Substitutions Pop-Up box

appears:

4. Select the item that will replace the original item and click Add

The item will be updated with the new item:

Note

When substituting an item, you must have created vendor purchase items. If you have no vendor purchase items, the substitution page will open with no possible substitution options.



4.10 Deposits To assign a deposit:

1. From the Receiving Detail window, click the deposits button 2. Select the Cost Center in the Cost Center field

3. Select the appropriate items and enter qty delivered or returned 4. Click OK

4.11 Changing Cost Center You can apply a new Cost Center to all items on a receipt or only to selected items. To change Cost Centers for a select number of items, check the check box to the left of the item name prior to beginning the following instructions.

NEVER do this unless the cost center has an assigned purchase manager. Sites that do not use central purchasing should not use this option, as items my be received into the wrong location.

To change Cost Centers for one or more items on the receipt, from the Receiving Detail window:

1. Click the Change Cost Center button; the Change Cost Center window appears:



2. Place the cursor in the Cost Center field and press Enter; the Cost Center Options window appears and shows a list of available cost center options:

3. Select a Cost Center and click OK; the Change Cost Center will re-appear:

4. Select whether you want to change the cost center for all items or only for

selected items; click OK.

The Cost Center is changed with the options you have chosen.

4.12 Book Delivery Note After you have created a receipt and are ready to finalize it, you can book the receipt:

1. From the Receiving Detail window, click Book from the Top Menu Bar; the Book Delivery Note window appears:

Close Purchase Order

When a delivery is made, items that have been ordered may not have been delivered. When items do come in, they are removed from the Purchase Order. Items that have yet to come in or are not coming in at all will remain on the Receipt. Unless the Purchase Order is closed, these items will remain on the Receipt and remain on the Purchase Order. If you receive the PO again, you will only receive the items that were not previously included, not the entire contents of the order.



If you want to close the purchase order upon booking it, check the Close Purchase Order (PO) box. This option closes the PO but does not create an invoice. Otherwise leave it unchecked.

MICROS recommends leaving the PO open if the site ties each PO to each receipt. Missing or partially delivered products should appear on a separate receipt/invoice.

After the PO is closed, it is closed for good. You do not want to select this option if you are receiving a partial order and will need to receive the rest of the order at a later date.

Book delivery note as an Invoice

To book the delivery note as an invoice, select the “Book delivery note as an Invoice” option. The invoice you receive when your delivery arrives will be your official receipt.

The permissions for the previous options are set at the administrator level.

2. Click OK; the Receiving Overview window appears and if you adjust your filters appropriately, the recently booked receipt will appear.


4.14 Deleting a Record To delete a record, please refer to Deleting a Record (Section 2.7.5)

myInventory Feature Reference Guide Invoicing


5 Invoicing

5.1 Introduction and Overview Invoicing allows payment authorization of products approved through the receiving process. Multiple delivery tickets can be added to an individual invoice. Approvals can be saved to an export file to feed an Accounts Payable (A/P) System. For locations receiving by invoices, this process can be combined with the delivery approval process. Note

If you are receiving as an invoice (i.e., your receipt acts as your invoice), then use of the Invoicing Module is not necessary. The “receive as invoice” flag will need to be set for the vendor.

Using Receiving by Invoice is much easier and is recommended for use as much as possible. This way, multiple receipts do not have to be balanced to equal an invoice total. This may not be possible with all vendors – please consult your vendor about different options (COD is considered receive as invoice)

5.1.1 Accessing the myInventory Invoicing Module From the Main Menu, click the Invoicing icon, or select Purchasing | Invoice to access the module:



5.1.2 The Invoicing Overview Window The Invoicing Overview window is the first window you will see after accessing the Invoicing module from the main myInventory window.

5.1.3 Functions From the Invoicing Overview page, you have the ability to create invoices by Receipt as well as Blank Invoices (from scratch). You may also view suspended invoices, approved invoices, and invoices sent to AP.

5.2 Use Filters to Change the Invoicing Overview Window Please refer to Filters (Section 2.6.2) of this document.

5.3 Create Invoices

5.3.1 Create an Invoice by Receipt To create an invoice by receipt:

1. From the Invoice Overview page, select Receipt



2. Select the checkbox next to the Receipt number, enter a Document No, and click Create

3. Click OK; the Invoice Detail window will appear:

5.3.2 The Invoice Detail Window The following section describes the Invoice Detail window.

Top Menu Bar



Save Saves the invoice as is and keeps you in the detail window to continue working on the order.

Suspend This feature saves the invoice and moves you back to the Overview screen where you will see this invoice displayed with a Suspended status. You can add receipts and continue working on this invoice at another time.




Delete Invoice This button deletes the current invoice completely and re-displays the Overview window.

Approve Clicking this button will approve/book your invoice. Once an invoice is ‘Approved’ it will move to A/P automatically according to your organization’s accounting practices. You will now see this invoice when using the filter ‘sent to A/P’ within the Invoice Overview screen.





Add Receipt(s) button

Use this button once to display all available receipts for the vendor chosen. You may select as many receipts as you would like by checking the boxes to the left of each receipt. Once you have made your selection and clicked OK in the window, those receipts will be added to the Invoicing Detail window.

Delete Receipt(s) button

First select a receipt or receipts by checking the boxes to the left of each receipt, then click the ‘Delete Receipt(s)’ button if you would like to do just that, delete receipt(s) from your invoice.

Cancel button Use this button to return to the Ordering Overview window. This button will not delete (cancel) the invoice that you were working on even if it was not previously saved. To delete the invoice, you must select it and then use the Delete Invoice function as described in the Top Menu Bar.

Information Bar

Screen Element Description Receipt Displays the receipt name

Vendor Displays the name of the vendor

Date Displays the delivery date

Net Displays the Net amount of the receipt

Tax Displays the Tax of the receipt

Gross Displays the Gross of the receipt

Adj. Discount Displays any Adj. Discount



Adj. Gross Displays the Adj. Gross

5.3.3 Create an Invoice by Blank Invoice (From Scratch) 1. Select Blank Invoice from the Invoicing Overview page

2. Select a Vendor, enter a Document No, and click Create

3. The Invoicing Detail page appears;




5.5 Viewing Invoices The actions for viewing an invoice, regardless of type, are relatively the same. Depending on what type of invoice you have selected will determine the outcome of your search. To view an invoice: 1. Select Suspended, Approved, or Sent to AP Invoices from the Invoices Overview

page

2. Select the Document Name



The Invoicing Detail page appears; make modifications as necessary and click Save and/or Approve

5.6 Add a Receipt to an Invoice To add, please refer to Add Items (Section 2.7.2)

5.7 Delete Receipt(s) from an Invoice To delete, please refer to Delete Items (Section 2.7.4).

5.8 Approve an Invoice To approve an invoice:

1. From the Invoice Detail window, select Approve from the Top Menu Bar; the following dialog box will appear:

2. Click OK

The Invoice is approved. The Invoice Overview window re-appears and by applying the appropriate filter settings, you can ensure the status of the Invoice has been changed to Approved.


5.10 Deleting an Invoice To delete a document, please refer to Deleting a Document (Section 2.7.5)

Do not approve an invoice unless it balances to the control total.

myInventory Feature Reference Guide Transfers To/From


6 Transfer To/From

This module is only available if the Transfers To/From Web User Right is set. If the Transfers Web User Right is not configured for your organization, please proceed to Chapter 6 Requisitions and Chapter 7 Transfers.

6.1 Introduction and Overview Users have the ability to set up Transfers To and Transfers From specified cost centers within the organization. The general idea is that Location A will be transferring goods to Location B, whereas Location B will be receiving goods from Location A. In previous version of myInventory, this task was broken into two separate modules. Regardless of how your organization is configured, the concepts are the same. Depending on whether you are Location A or Location B determines how your perspective toward this module. If you are the requesting location, you will be requesting a Transfer From another location. If you are the supplying location, you will providing a Transfer To the location.

6.1.1 Accessing the Transfers To/From Module From the Main Menu, select the Transfers option from beneath the Store level functions:

You will be directed to the Transfers To/From Overview window where all transfers can be created, requested, accepted, or denied.



6.1.2 The Transfer From/To Overview Window The Transfers To/From Overview window is the first window you will see after accessing the module from the main myInventory window:

From this window, you can determine how items will be transferred as will as view any and all pending, approved, declined, booked transfers currently in the system.

6.2 Create Transfers You can create transfers 2 ways:

1. Transfer From/To – this allows you to create transfers for source and destination locations “from scratch”

2. Transfer From/To using List – this option allows you to create transfers for source and destination stored based on existing transfer lists



6.2.1 Create a Transfer From “Transfer From” denotes the source store, from which store the product is coming from. To create a Transfer From:

1. Click Transfer From from the Transfers Overview window

2. Enter a location in the Request From Cost Center field, modify the date, specify

any pertinent information in the Information field (optional) and click Create

3. From the Transfers From Detail page, begin adding any items/recipes as required;

when you have finished, you may save the Transfer From or, to send it to the location, click Book

6.2.2 Create a Transfer To “Transfer To” enables the user to specify which location will be receiving the merchandise or what store the goods are being transferred to. To create a Transfer To:

1. Select Transfer To from the Transfers Overview page



2. Enter a location in the To Cost Center/Store field, modify the date, specify any

pertinent information in the Information field (optional) and click Create

3. From the Transfers To Detail page, begin adding any items/recipes as required; when

you have finished, you may save the Transfer To or, to send it to the location, click Book

6.2.3 Create a Transfer From using List “Transfer From using List” denotes the source store, from which store the product is coming from and that you are using an already existing list of products. To create a Transfer From Using a List:

1. Select Transfer From using List from the Transfers Overview page



2. Select an existing list from the Document column, enter/modify the location in the

Request From Cost Center field, modify the date, specify any pertinent information in the Information field (optional) and click Create

3. From the Transfers To Detail page, you may modify or add any items/recipes as required; when you have finished, you may save the Transfer From using List or, to send it to the location, click Book

6.2.4 Create a Transfer To using List “Transfer To using List” enables the user to specify which location will be receiving the merchandise or what store the goods are being transferred to. To create a Transfer To Using a List:

1. Select Transfer To using List from the Transfers Overview page



2. Select an existing list from the Document column, enter/modify the location in the

Request From Cost Center field and the To Cost Center/Store field, modify the date, specify any pertinent information in the Information field (optional) and click Create

3. From the Transfers To Detail page, you may modify or add any items/recipes as

required; when you have finished, you may save the Transfer From using List or, to send it to the location, click Book

6.3 The Transfers To/From Detail Page The following section describes the Transfer From/To Detail Window.



The Top Menu Bar



Save Saves the transfer entry as is and keeps you in the detail window to continue working on the transfer entry.

Save As…

Allows you to suspend the transfer entry, rename it, and continue working on the transfer entry under its new name.

Suspend

This feature allows you to save the entry and moves you back to the Overview window where you can continue working on this suspended entry at another time. Remember, these Suspended entries are highlighted with the color green.

Book Clicking this button will book your waste entry.

Delete Transfer From

This button deletes the current transfer entry completely and returns you to the Overview window. A Source Store can always delete a Transfer (From or To). Destination Store can delete a Transfer if they no longer need the product(s)

Preview Acts as a means by which to preview the information in print format and print if necessary


Help Opens the help file.



Add Item(s) button Use this button to add items to the Transfer Detail window.




Delete Item(s) button To use this button, first select an item(s) or recipe(s) by checking the check box to the left of the item. Then click the Delete Item(s) button to delete items from the transfer entry.

Save As List

Use this button to keep the transfer entry you’re working on for the future as a template or list. This list will show up on the Transfer Overview window and will be highlighted with the color blue. You can click a list to begin creating a transfer entry that is pre-established or routine.

Add Recipe Click this button once to initiate the Add Recipe pop-up window. This pop-up window will allow you to choose recipes to add to the Transfer Detail screen

Calculate button Click this button whenever you would like a Total for your transfer entry to be display at the bottom of the Detail grid.

Cancel button Cancels the current transfer entry.

Information Bar


Item No Displays the item number

SOH Item Displays the stock-on-hand item information


Qty Allows you to enter quantity of the item to be wasted

Price Displays the cost of the item per unit of measure

Total Displays the total cost of the item. Qty x Cost

Info If there is any information about this item, then the “i” will be red

Total: Displays the total cost of all the items

6.4 Using Filters to Change the Transfers To/From Overview Window

Please refer to Filters (Section 2.6.2) of this document.

6.5 Viewing Transfers There are 5 types of transfers:

1. Suspended

2. Requested

3. Approved



4. Declined

5. Booked

The steps required to view transfer are the same regardless of what type of transfer is selected. To view transfer:

1. Select Suspended, Requested, Approved, Declined or Booked from the Transfer Overview Page

2. Select the Document Name – use filters if no records are available

Note

Only Booked Transfers will appear in blue (purple if the link has been selected in the past); all other Transfers, regardless of status, will appear in green.



3. The Detail page will appear where Transfers may be modified

Note

Not all records can be modified. For example, Approved and Booked Transfers may only be reviewed and/or printed. Declined Transfers may be modified. Approved/Requested Transfers may be Accepted or Declined.

6.6 Adding Individual Items to a Transfer To add, please refer to Add Items (Section 2.7.2).

6.7 Add Recipes to Transfer You can also add recipes to the Transfers if you want to transfer a recipe as a whole of ingredients. This helps track the costs of transfer on "per portion" of a recipe cost basis.

To add recipes to a Transfer entry:

1. Click the name of the Transfer entry you want to modify from the Document column.

2. Click Add Recipe from the Transfers Detail page; the Add Recipe window appears.

3. In the Recipe field, enter the name of the recipe you want to enter as Transfer. If

you want to see a list of all the recipes you can enter, place the cursor in the Recipe field and press Enter. A window appears with the recipes you can select from. Choose the recipe you want to transfer and click OK.

4. In the Qty field, enter the quantity of portions of the recipe you want to Transfer. Quantity in this case is by portion. If the recipe is for a cup of soup, and a bowl of soup equals 2 cups of soup, and you are wasting a bowl of soup, you would transfer 2 portions of the recipe.

5. In the Info field, add any information you want to be associated with this item to appear in the Transfer Entry.

6. Enable Round to Units if when the item is to be delivered, it must be rounded to

its nearest base unit measurement.



7. Click Add 8. Continue to add recipes or click Done – the Transfers Detail page will be updated

to reflect the recently added recipe broken up by item

6.8 Delete an Item from a Transfer To delete, please refer to Delete Items (Section 2.7.4).

6.9 Save a Transfer To save or suspend, please refer to Saving and Suspending (Section 2.7.1).

6.10 Book a Transfer To book a transfer entry:

1. From the Transfer detail window, from the Top Menu Bar, click Book. The Booking confirmation dialog appears.

Note

Depending on whether or not you are the location requesting or transferring, this dialog box may have a different message.

2. Click OK. The Transfer entry is booked and the Transfer Overview screen refreshes with the newly booked transfer entry. Note

When a Transfer is Booked, depletions from inventory are instantaneous.

6.11 Accept/Decline a Transfer If you a location has requested a transfer from your store, then you are the transferring store. It is your decision to decide whether or not you would like to provide the



goods/product requested of you. Based on how a destination store is configured, it may have the privilege of accepting or declining a transfer. To Accept/Decline a transfer:

1. From the Transfers Overview page, click Requested or Approved (depending on which location you are)

2. Select the Document Name of the Transfer

3. From the Transfer Detail page, click Accept or Decline

6.12 Delete a Transfer To delete a document, please refer to Deleting a Document (Section 2.7.5)

myInventory Feature Reference Guide Requisitions


7 Requisitions

The Requisitions Module is only for use if you are not using the Transfers To/From Module described immediately before this section. If you are using the Requisitions Module, then you are also using the Transfers Module (detailed in the following section).

7.1 Introduction and Overview Requisitions work hand-in-hand with Transfers. The idea of a requisition is that one store can request product from another store and have an accurate record of that transactions.

The following is an example of how the Requisitions and Transfers Modules work together when both cost centers have Sys Admin level user rights. Store A requests product from Store B using only myInventory:

1. Once Store A clicks Book in the Requisitions module, Store A can view the request as Not Booked | Requested in the Requisitions module. When Store B wants to see the status of the transfer, Store B opens the Transfer module and sets the filters to show Not Booked | Requested. That is the status of the order from Store B’s point of view.

2. Step 2: Store B goes into the transfer request from store A and books it. At this point in Store B it appears in the Transfers module as Not Booked | Delivered, and in Store A it shows in the Requisitions module as Not Booked | Delivered.

3. Step 3: Store A then has to go into Requisitions and open the delivered request and click accept or Decline. Once they accept it, it goes to requisitions Booked in Store A and to Transfers books for store B. This is when stock depletion takes place in the system. Had the transfer been declined by Store A, it would appear in the Not Booked |Declined under Requisitions for Store A and under Transfers for Store B.

In the scenario above, Step 1 may be skipped if Store A elects to contact Store B in an alternate manner, such as calling them on the telephone. In the event of that, Store B would create a transfer (see Transfers, Section 8).

For Step 3, depending on the user rights, the ability to accept or decline may not be available. In this case, once the requisition is booked in Transfers, the status might go directly to “Booked” if a user is unable to decline a transfer. And, if the transfer cannot be declined, the accepting the transfer is automatic.



7.2 Access the myInventory Requisition Module From the Main Menu, click the Requisition icon or select Issue Request from beneath the Store Level tasks to access the module:

7.3 The Requisition Overview Window The Requisition Overview window is the first window you will see after accessing the Requisition icon from the main myInventory window.

Top Menu Bar



Create Requisition Create a new requisition from scratch.


Help Launch the help file. Additional Screen Elements



These filters behave as described in the Welcome. For more information, please refer to the Screen Layout section of the Welcome. Information Bar

Screen Element Description Document Displays the name of the Document

Status Displays the status of the Requisition.

Cost Center/Store Displays the Cost Center/Store that is issuing the request

Request From Displays the name of the Cost Center/ Store that the requisition was made from

Date Displays the date of the requisition

Information Displays any additional information added to this field

7.4 Use Filters to Change the Requisitions Overview Window Please refer to Filters (Section 2.6.2) of this document.

7.5 Requisitions/Transfers Process Requisitions and Transfers work in conjunction with each other. The requisition/transfer process is a very cyclical one. In the situation where a Requisition is made, the process flows somewhat like:

1. Request is made by a cost center in need 2. Request is received by the potential transferring cost center. The status will be

identified as Not Booked | Requested 3. Transferring cost center reviews the items requested and can do one of 4 things:

b. Approve the requested items c. Modify the totals requested d. Zero out all the totals e. Delete the Transfer

4. Transferring cost center books the request (changing its status to Not Booked | Delivered)

5. Requesting cost center receives the booked transfer in the Not Booked | Delivered status



6. Requesting cost center either approves the transfer (modifications and all) or declines the transfer. The Accept and Decline buttons become available at the bottom of the Requisitions Detail page for the Delivered Requisition.

Note

• Depending on User Rights, the store my not be able to accept/decline the request/transfer. If this is the case, the request/transfer will be automatic.

• Only after the requesting store accepts the transfer will any stock on hand totals be modified. If the Requesting Store declines the transfer, no stock on hand totals will be changed.

7.6 Create a Requisition To create a new requisition from scratch:

MICROS recommends only requesting items in standard case packs. This will make it easier for the transferring store to fulfill the requested item.

1. While in the Requisitions Overview window, select Create Requisition from the tool bar at the top of the page; the Create Requisition window appears:

2. In the Cost Center/Store field, enter or place the cursor in the Cost Center/Store

field and click Enter. The Choose Options window appears with a list of Cost Centers/Stores you can place the requisition for. This is where the items will end up. Make your selection and click OK.

3. In the Request From field, enter the Cost Center/Store where you are making the

request from or place the cursor in the Cost Center/Store field and click Enter. The Choose Options window appears with a list of Cost Centers/Stores where you can requisition from.



4. Enter the date in the Delivery Date field

5. In the Reference field, enter any notes or reference you want to have attached to this Requisition.

6. Click OK – the Requisitions Detail page will appear:

While in the Requisitions Detail window, you can modify the order, add items and quantities, and save or suspend the order.

7.7 The Requisition Detail Window The following section described the Requisition Detail window.

Top Menu Bar



Save Saves the requisition as is and keeps you in the detail window to continue working on the requisition.

Save As… Allows you to suspend the requisition, rename it, and continue working on the requisition under its new name.

Suspend This feature allows you to save the requisition and moves you back to the Overview window where you can continue working on this suspended requisition at another time. Remember, these Suspended requisitions are highlighted with the color green.

Book This button will book your requisition.

Delete Requisition This button deletes the current requisition completely and re-displays the Overview window.




Preview

Allows you to preview and print out your requisition before actually booking it.





Add Item(s) button Click this button to initiate the Add Items pop-up window. This pop-up window will allow you to choose items to add to the Requisition Detail screen

Delete Item(s) button To use this button, first select an item or items by checking the check box to the left of the item. Then click the Delete Item(s) button to delete items from your requisition.

Save As List button

Use this button to keep the requisition you’re working on for the future as a template or list. This list will show up on the Requisition Overview window and will be highlighted with the color blue. You can click a list to begin creating a requisition that is pre-established or routine. This list will speed up the process of ordering so you will not have to start from scratch each time.

Add Recipe

Click this button once to initiate the ‘Add Recipe’ pop-up window. This pop-up window will allow you to choose recipes to add to the ‘Requisition Detail’ screen

Calculate button Click this button whenever you would like a Total for your requisition to be display at the bottom of the Detail grid.

Cancel button Cancels and suspends the current Requisition. If you have not added any items to the requisitions, then the requisition is deleted.

Information Bar

Screen Elements Description Item No. Displays the Item number

SOH Displays the total Stock on Hand for this item at the requesting store

Item Displays the Item name

Unit Displays the Unit of Measure this item is be requested in

Qty Displays the quantity requested of this item. This can be



Screen Elements Description changed up until the requisition is booked

Price Displays the price of the item at the requesting store

Total Displays the total cost of this item. Qty x Price at the requesting store

Info Displays any additional information added on this item. If

information was added, the will be red. Click on it to read additional information.

7.7.1 Create a Requisition from an Existing Requisition (List) You can also create a Requisition from a pre-existing list.

Note

To create a list, follow the steps for creating a new requisition and then the steps for saving a requisition as a list.

To create a new requisition from a list:

1. From the Requisition Overview window, select a list by clicking on its name in the Document column – lists are designated by their status in the Status column and also they are blue in color; the Create Requisition window appears:

2. Fill in the fields as indicated in the creating a new requisitions procedure. 3. Click OK

The Requisition Detail window will appear pre-populated with the items/quantities previously saved in the list.

From this page, you can add or remove items from a requisition the same as if you created it from scratch.

7.8 Save a Requisition To save or suspend, please refer to Saving and Suspending (Section 2.7.1).



7.9 Open a Requisition To open an existing requisition from the Requisitions Overview window, click the name of the Requisition you want to modify from the Document column; the Requisitions Detail window appears:

7.10 Add an Item to a Requisition To add, please refer to Add Items (Section 2.7.2).

7.11 Delete Items from a Requisition To delete, please refer to Delete Items (Section 2.7.4).

7.12 Book a Requisition To book a requisition:

1. Once you have created a requisition and are ready to finalize it, while in the Requisition Detail window, click Book from the Top Menu Bar; the confirmation dialog appears.

Note Once you book a requisition, you cannot unbook the requisition

2. Click OK

The Requisitions Overview window re-appears. To see the Requisition you just booked, change your filters to display, Not Booked | Requested. By booking a Requisition you are setting the status in the system to Requested. It does not appear as Booked until it is authorized by the other party through the Transfers module.

7.13 Make a Notation per Individual Item in a Requisition You can make notations per individual items within the Requisition Detail window. To add a notation:



1. From the Requisitions Detail window, click the “i” button in the Info column to the right of the total for the item you want to add a note about; an info pop-up window appears

2. Enter the notation into the field and click OK.

3. The “i” turn red in color when items have been annotated.

To see the information in subsequent visits to the page, just click the “i” button and the pop-up re-appears where you can read the information in its entirety.

7.14 Accept or Decline a Transfer After the Transfer cost center has reviewed the requisition and booked the request as Delivered, the Requesting cost center must accept or decline the transfer.

a. Enter the Requisitions Overview page b. Set the filters to show Not Booked Delivered requests

c. Click on the Delivered Request

The Accept and Decline buttons become available at the bottom of the Requisitions Detail page for the Delivered Requisition.



Note



7.15 Print or Preview a Requisition To print or preview, please refer to Printing and Previewing (Section 2.7.3).

7.16 Delete a Requisition To delete a document, please refer to Deleting a Document (Section 2.7.5).

myInventory Feature Reference Guide Transfers


8 Transfers

The Transfers Module is only for use if you are not using the Transfers To/From Module described immediately before this section. If you are using the Transfers Module, then you are also using the Requisitions Module (detailed in the following section).

8.1 Introduction and Overview Forget about those handwritten IOU’s or the pad of pre-printed inter-store transfer slips. myInventory provides an automated method for transferring product from one location to another. Checks and balances have been built in preventing fraud from either the transferring or the receiving location.

Depending on security settings, a manager has the ability to view stock on-hand of various nearby locations saving numerous calls when looking for a product to hold them over until an upcoming delivery. It also gives Regional and Corporate management the ability to view product across all locations. With this tool, overstock product can be moved from location to location. Moving overstock product allows valuable cash from being tied up in inventory and at the same time insures fresh product in each location.

8.2 Access the myInventory Transfers Module From the Main Menu, click the Transfers icon:



8.2.1 The Transfers Overview Window The Transfers Overview window is the first window you see after clicking the Transfers icon:

The Top Menu Bar

Menu Item Description Overview Go to the subject area overview.

Create Transfer Create a new Transfer from scratch (without using a pre-established list).





Screen Elements Description Document Displays the name of the document

Status Displays the status of the document, either Delivered, Requested, Suspended, Declined or List



Source Store Displays the name of the store issuing the goods for transfer

Destination Store Displays the name of the store receiving the goods from the transfer

Date Displays the date of the document

Information Displays any additional information added to the info field.

8.3 Use Filters to Change the Requisitions Overview Window Please refer to Filters (Section 2.6.2) of this document.

8.4 Transfer/Requisition Process Requisitions and Transfers work in conjunction with each other. The process would flow somewhat like:

1. Transfer is created by a cost center 2. Receiving store (for lack of better term) will review the suggested transfer

through the Requisition Module and can do one of 2 things: a. Accept the transfer b. Decline the transfer

By accepting the transfer, the requisition store is essentially giving the transfer store permission to deliver the items. If the requisition store declines the transfer, no items will be delivered to them from the transfer store.

Note



8.5 Create a Transfer To create a new transfer from scratch:

MICROS recommends transferring items in standard case packs. This will mean less declined transfers because the receiving store will know exactly what they are getting, rather than having to calculate the amount.

1. While in the Transfer Overview window, select Create Transfer from the tool bar at the top of the page; the Create Transfer window appears:



In the Source Store field, your home store will appear if it is the default cost center.

If you need to select a Source Store, place your cursor in the field and press Enter. A list of available source stores will appear:

2. In the Destination Store field, enter the store that the product will be going to or

place the cursor in the Destination Store field and click Enter. The Choose Options window appears with a list of Destination Store will appear:

3. Enter the date in the Delivery Date field.

4. In the Information field, enter any notes or information you want to have attached to this Transfer;

5. Click OK – the Transfers Detail page will appear:

While in the Transfers Detail window, you can modify the transfer, add items and quantities, and save or suspend the transfer.



8.5.1 The Transfer Detail Window The following section described the Transfer Detail window.

Top Menu Bar



Save Saves the transfer as is and keeps you in the detail window to continue working on the transfer.

Save As… Allows you to suspend the transfer, rename it, and continue working on the transfer under its new name.

Suspend This feature allows you to save the transfer and moves you back to the Overview window where you can continue working on this suspended transfer at another time. Remember, these Suspended transfers are highlighted with the color green.

Book This button will book your transfer.

Delete Transfer This button deletes the current transfer completely and re-displays the Overview window.


Help Open the help file.




Delete Item(s) button To use this button, first select an item or items by checking the check box to the left of the item. Then click the Delete Item(s) button to delete items from your transfer.

Save As List button

Use this button to keep the transfer you’re working on for the future as a template or list. This list will show up on the Transfer Overview window and will be highlighted with the color blue. You can click a list to begin creating a transfer that is pre-established or routine. This list will speed up the process of ordering so you will not have to start from scratch each time.

Add Recipe

Click this button once to initiate the Add Recipe window. This pop-up window will allow you to choose recipes to add to the Transfer Detail screen.

Calculate button Click this button whenever you would like a Total for your transfer to be display at the bottom of the Detail grid.




Cancel button Click this button to take you back to the Transfer Overview screen. This button will not delete (cancel) the transfer that you were working on even if it was not previously saved. In order to delete the transfer, you must select it and then use the ‘Delete Transfer’ function as described above

Information Bar

Screen Elements Description Item No. Displays the Item number for this item

Theo SOH Displays the Theoretical Stock on Hand for this item at the transferring (Source) store

Item Displays the item name

Unit Displays the Unit of Measure this item will be transferred in

Qty Displays the quantity of the item to be transferred. This can be changed until the transfer has been booked

Price Displays the Price of the item at the source store

Total Displays the total cost of this item. Quantity x Price at the source store

Info Displays any additional information added here

8.5.2 Create a Transfer from an Existing Transfer/Template (List) You can also create a Transfer from a pre-existing list.

Note

To create a list, follow the steps for creating a new transfer and then the steps for saving a transfer as a list.

To create a new transfer from a list:

1. From the Transfer Overview window, select a list by clicking on its name in the Document column – lists are designated by their status in the Status column and also they are blue in color; the Create Transfer window appears:

2. Fill in the fields as indicated in the creating a new transfers procedure. 3. Click OK



The Transfer Detail window will appear pre-populated with the items previously saved in the list.

From this page, you can add or remove items from a transfer the same as if you created it from scratch.

8.6 Save a Transfer To save or suspend, please refer to Saving and Suspending (Section 2.7.1).

8.7 Open and Modify a Transfer To open and modify transfers, enter the Transfers module by accessing the Transfers icon in the main MyInventory menu. Once you have opened the transfer, you can add items to a transfer, remove items from a transfer, or cancel the transfer.

8.8 Open a Transfer To open an existing transfer from the Transfers Overview window, click the name of the Transfer you want to modify from the Document column; the Transfers Detail window appears:

8.9 Add an Item to a Transfer To add, please refer to Add Items (Section 2.7.2).

8.10 Delete Items from a Transfer To delete, please refer to Delete Items (Section 2.7.4).



8.11 Book a Transfer The idea of booking a transfer is essentially accepting the request from another store to send the product or letting the store know that you will be unable to send certain products, but will send what you can. To book a transfer:

1. Once you have created a transfer and are ready to finalize it, while in the Transfer Detail window, click Book from the Top Menu Bar; a confirmation dialog appears. Note

Once you book a transfer, you cannot unbook the transfer.

2. Click OK

The Transfers Overview window re-appears. To see the Transfer you just booked, change your filters to display, Not Booked | Delivered. By booking a Transfer you are setting the status in the system to Delivered. It does not appear as Booked until it is authorized by the other party through the Requisitions module.

8.12 Print and Preview a Transfer To print or preview, please refer to Printing and Previewing (Section 2.7.3).

8.13 Delete a Transfer To delete a document, please refer to Deleting a Document (Section 2.7.5)

myInventory Feature Reference Guide Inventory


9 Inventory

9.1 Introduction and Overview Pack away the old paper count sheets and custom spreadsheets. myInventory puts online count and extension capability at your fingertips. For multi-unit operators, can you imagine having access to all ending inventories instantaneously upon completion? No more unreadable faxes or waiting for the costly FedEx® envelope to arrive.

Along with the normal end of period (day, week, month …) capability, the system also allows for spot check to be taken on those high ticket items. Functionality exists to perform spot checks. Further enhancing the benefits, count sheets can be setup in stock counting order to properly reflect the way product is stored in each of the count areas.

Count sheets can be view and printed either by inventory group (meat, poultry, seafood, beer …) or storage location (cooler, freezer, back bar …). Depending on security settings configured for each user, the system offers the ability to display theoretical values, variances, and prices for each of the inventory items.

9.1.1 Access the myInventory Inventory Module From the Main Menu, click the Inventory icon or select the Inventory option under Store Level functions:



9.1.2 The Inventory Overview Window The Inventory Overview window is the first window you see when you access the Inventory Module:

9.2 Create an Inventory There are 3 methods by which you can create an inventory count:

1. By Count Cycle

2. By an Existing List

3. By Blank Inventory (from scratch)

9.2.1 Create an Inventory by Count Cycle 1. Click the Count Cycle option from the Inventory Overview window

2. Enter a Cost Center, specify a count cycle, and enter an Inventory Date



3. Click Create Count – the Inventory Count Detail page appears

Note You cannot have 2 concurrent counts containing the same item.

9.2.2 Inventory Count Detail Page There are two views for the Inventory Count Detail page; the user may view by Item Group or by Storage Location. The Top Menu Bar and the top portion of the page are the same. The headers in the Information Bar vary depending on selection. The following details the features and functionality of the Inventory Count Detail page. From this page you may edit, delete, cancel, and book inventory counts. The Top Menu Bar



Print Count Prints the current count to a .PDF file.

Refresh Count

Refreshes the current count and updates it with any recent changes you have made.

Book Count This button will book your inventory count




Screen Element Description Item Group Select this option to view inventory counts by Item Group;

click Refresh to view



Screen Element Description Storage Location Select this option to view inventory counts by Storage

Location; click Refresh to view

Grouping and Sorting button

Use this button to modify the grouping/sorting of the items in the count. This button does not change the actual items.

Add Item(s) Unit(s) button

Use this button to add items or units to the current count.

Add Recipe(s) button Click this button once to initiate the ‘Add Recipe’ pop-up window. This pop-up window will allow you to choose recipes to add to the Inventory Detail screen. This button should only be used at the end of any count; otherwise, totals may be overwritten by other amounts.

Refresh button Click this button to alternate between Item Group or Storage Location or to refresh any other changes you may have made to the user interface

Information Bar – by Item Group

Screen Element Description Item Group Displays the name of the item group; selecting the item group

will enable you to edit/enter the counts for each item

Theo Value Displays the monetary amount of the inventory you should have

Difference Shows the monetary value between what you should have vs. what the actual amount is

Counted Percentage of how much inventory has been accounted for in that item group

All Clicking this option will expand/show all account detail for the item groups

Theo Value Total Displays the total theoretical value of all item groups in the Inventory Count

Difference Total Displays the total monetary amount for all differences accounted for

Counted Total Displays the total percentage of all counted inventory items

Information Bar – by Storage Location




Screen Element Description Storage Location Displays the name of the storage location where the inventory

may be found

Number of Items Displays the number of inventory items found in that storage location

Counted Displays the percentage of inventory items in that storage location with respect to all the items in all the storage locations

All Clicking this option will expand/show all account detail for the storage locations

9.2.3 Create an Inventory Count by List 1. Select List from the Inventory Overview page 2. Select an Inventory Count, assign a Cost Center (if not already done), modify the

date and time (if necessary) and click Create – all items in that item group will be available in that Inventory Count



Note

If you would like to edit any of the items in the Inventory Count List, select the Edit Count button before clicking Create; this will open a page wherein the list may be modified.

When you have finished editing from this page, you may click Create Count from the top menu bar to move back to the Inventory Overview window..

3. From the Inventory Count Detail page, click an Inventory Count to see the items within it; from this page, you may edit/add new items.

4. When you have finished making any modifications, click Book Count from the top menu bar Note

When creating a mid-day count, updates to stock-on-hand will occur at the selected time.

9.2.4 Create a Blank Inventory Count (From Scratch) 1. Select Blank Inventory from the Inventory Overview page 2. Enter a Cost Center (if not already done), modify the date and time (if necessary) 3. Select items to be assigned to the Inventory Count (hold CTRL for multiple items);

when finished, click Create – all items in that item group will be available in that Inventory Count

Note

If you would like to edit any of the items in the Inventory Count List, select the Edit Count button before clicking Create; this will open a page wherein the list may be modified.

For more on this, please see Edit Items on an Inventory Count

You will be taken to the Inventory Count Detail page.

9.3 Edit Items on a Newly Created Inventory Count There may be times when you wish to create an inventory count, but not include all the items of a particular item group. When you create an Inventory Count and specify an item group, every item in that item group will be assigned to the count if you do not edit it first. Of course, you can go back later and edit, but myInventory provides the ability to edit the count while creating it.

For example, you may want to count all your chicken poultry products but not count your turkey poultry products. The myInventory applications provides this functionality.

Example:

1. You have created an inventory count with poultry items:



2. After creating a count, click the Edit Count button:

3. Use the check boxes to the left of the item group to decide which items will be

included (or excluded) in the inventory count.

4. Select Add Item(s) [or Delete Item(s) – depending on which items you selected];

a confirmation dialog box will appear:



5. After clicking OK, the screen will refresh with the 2 turkey poultry items removed.

6. When you have finished making all your item selections, click Create Count from the Top Menu Bar

Note

Please note that you can save this inventory count as a list to be used for future counts. To do this, click the Save as List button from the Edit Inventory Count page.

9.4 Use Filters to Change Inventory Overview Window Please refer to Filters (Section 2.6.2) of this document.

9.5 Viewing Inventory Counts There are 3 different classifications of Inventory Counts:

1. Suspended 2. Booked 3. Cancelled

The steps required to view these Inventory Counts are similar, regardless of what type of count. Of course, you selection determines what type of count you will view. To view an Inventory Count:

1. Select Suspended, Booked, or Cancelled from the Inventory Overview page

2. Select a Document Name



3. Make any modifications and click Book when you are finished

9.6 Add Items to an Inventory Count 1. Click the Add Item(s)/Unit(s) button from the Inventory Detail window The Add

Item(s) Window appears.

2. To add an item, select the Item field, place the cursor in the field and click enter. A

list appears where you can select the available items.



3. Select the item you want to add and click OK. The Add Items window re-appears with the item you selected appears with the default amount.

4. You can add additional units for the given product by placing the cursor in the

Additional Units field and pressing Enter.

5. Select any additional Units and click OK.

Note

If you are using Advanced Storage Locations, your Add Item(s)/Unit(s) page will have a Storage Location field on it under the Additional Unit field:

If you want to enter a storage location for the item, choose a storage location from the drop-down list. If no storage location is selected, the item will appear in its pre-defined storage location.

6. If you have completed the entry for this item, click OK.

The Add Items window re-appears. If you are finished entering new items, click cancel.

The Inventory Detail window appears. Click the Refresh button to make the items you just added appear in the Detail window.

9.7 Enter the Counts for Each Item To enter or change the count for an individual item:

1. Click the name of the item group for the item you want to count From the Inventory Detail window; the count detail window appears.



Note

The All link at the bottom left of the Inventory Overview screen will open all groups for the count.

2. Enter the quantity amount in the Count Qty column. This is the field where you are entering the actual amount of Item X in that storage location. Click Save in the Top Menu Bar.

You can return to the Overview window by clicking Overview in the Top Menu Bar.

9.8 Grouping and Sorting Counts Within the Inventory Detail window, you can group items in the count by:

• Item Group or

• Alphabetically.

You can sort items by:

• Item Name,

• Item Number,

• Pos Item Name, or

• Pos Item Number.

MICROS recommends grouping and sorting be set globally by a System Administrator, especially if storage locations/sorts are being used. This ensures that every time a count is opened the options need not be changed individually.



To set these options:

1. Click the Grouping and Sorting button from the Inventory Detail window; The Grouping and Sorting window appears:

2. Set the grouping and sorting options you want

Note

When using storage locations, Grouped By should be set to None and Sorted By should be set to POS, Item Name.

3. Click OK.

The Items in the Inventory Detail window are re-sorted according to the criteria you just set up.

9.9 Book the Count There are two places where Inventory Counts may be booked. They are the Inventory Overview window and the Summary Screen.

9.9.1 From the Inventory Overview Window a. Select the count you want to book by clicking to the left of the inventory count

name.

b. Click Book Count from the Top Menu Bar; the following dialog box appears:



c. Click OK; the following dialog box appears:

d. Click OK

9.9.2 From the Summary Screen 1. Select the inventory count name from the Count List; the Inventory Detail

window will appear

2. Modify the page as necessary

3. Select Book Count from the Top Menu Bar; the following dialog box appears:

4. Click OK; the following dialog box appears

Verify (or have someone verify) the count. Once it is booked there is no way to UNbook. Be right the first time!!

5. Click OK

You can view any of the Booked counts

To view booked counts, from the Inventory Overview window, changed the filters so Booked is selected in the “Show counts of Status area” and click refresh. All of the counts previously booked will appear.

9.10 Print or Preview a Count To print or preview, please refer to Printing and Previewing (Section 2.7.3).



9.11 Cancel a Count To cancel a count you have started, you must first cancel the count before you can create a new count that contains any of the items included in a current count.

To cancel a count:

1. From the Inventory Overview window, select the count by clicking on the line that contains the count. A selected count appears with an arrow to the left of it and the line is gray.

2. Click Cancel from the Top Menu Bar; the Cancel account window appears:

3. In the provided field, enter the reason you want to select the selected count and click

OK.

The Inventory Overview window reappears without the count that was just cancelled.

You can see the cancelled counts by changing the filter options in the Inventory Overview window to Cancelled and the clicking Refresh.

myInventory Feature Reference Guide Manage Store


10 Manage Store

10.1 Manage Store Introduction and Overview If you have an administrative privileges on the myInventory system, your myInventory Main Menu MAY contain the Manage Store module. Tasks include all tasks in Stock on Hand – Standard SOH is for viewing without change capabilities.

10.1.1 Access the myInventory Manage Store Module Click the Manage Store icon from the main menu or select Manage Store under Store:

10.1.2 Manage Store Overview Window The Manage Store Overview window is the first window you see. If there are no entries in the window, click the Refresh button to make the entries appear. The default is to not show any items to allow the user to select filters to save page loading time.

The Top Menu Bar





Save Saves any changes that were made to the items and keeps you in the Overview window.

Storage Locations Allows you to make adjustments to the locations where items are stored. This will aid in the physical counting of items when printing count sheet and having items placed in their proper location.

Print Print the selected item.

Main Menu Return to the main myInventory window.

Help Open the help file. Additional Screen Elements

These filters behave as described in the Welcome. For more information, please refer to the Screen Layout section of the Welcome. Screen Element Description Manage Units button Use this button to add new units or delete an old unit for a

specific item. Remember, you can not delete either the base unit or the store unit for the item. These units are marked with a gray box. Adding units to an item may help when entering counts, since some items are stored using many different types of packaging ‘units’ (cases, boxes, bags, buckets, etc). This is to set units that will appear in inventory counts.

Set Item Price button Use this button to make adjustments to the prices of items. These changes will appear in inventory. If an item is shown in its base unit, then the price change will be with respect to the base unit. If an item is shown in its store unit, then the price change will be with respect to the store unit.

Information Bar

Menu Item Description Item No. Displays the Item number for this item


Unit Displays the Unit of Measure for this item.

SOH Displays the current Stock on Hand for this item

Price Displays the Price of the item

Total Displays the total cost on hand for this item. SOH x Price



Menu Item Description Min Displays the minimum level if this item before reorder. This is

only used with Order Calculations

Par Displays the Par level for this item. This is only used with Order Calculations.

10.2 Use Filters to Change Manage Store Overview Window Please refer to Filters (Section 2.6.2) of this document.

Additional Filters There are additional filters by which you can use to refine your search results. The following table describes these in detail:

Filter Description

SOH < 0 Stock on Hand is less than Zero You can show stock as less than zero if you have not yet entered a received shipment, but have sold items in that shipment. Use this filter to see stock items where this has occurred. For example, you were out of hamburgers (SOH=0) so you ordered more, the shipment arrived, but you were busy at that time and were not able to enter a receipt. You went through lunch and sold 10 hamburgers. Now before you add the receipt for the hamburgers the SOH is actually -10. So in that case, if you used the SOH < 0 filter, hamburgers would show up in the results.

SOH = 0 Stock on Hand equals Zero Use this filter to see stock on hand for item you are completely out of.

SOH > 0 Stock on Hand is greater than Zero Use this filter to show any items you actually have in stock.

SOH < Minimum Stock on Hand is less than Minimum Use this filter to see all items where the stock on hand is less than the minimum amount. The minimum is an amount set by the system administrator on a per-item basis that represents the minimum amount a location or cost center should have on hand. Consider it a minimum threshold.



Filter Description

SOH < Par Stock on Hand is less than Par Use this filter to see all items where the count is less than the par amount. Par is an amount, usually the average amount on hand, set at the system administrator level. This is basically a threshold at which you usually need to replenish your stock.

With Ignored Items Include Ignored Items (items not included in counts)

Only Expense Items Show only Expense Items

Only Inactive Items Show only Inactive Items

Display Store Unit Display Base Unit

The Store Unit is how the unit is ordered from the vendor in the smallest variation. If you ordered in the unit “Case 4 Bags 5lbs.”, the Store Unit is “Bag 5 lbs.” The base Unit would then be lbs. (pound).

10.3 Manage Units of Measure for Inventory Items You can use the Manage Store module to change the units of measure for any of the items in your inventory. You can add or remove units of measure from the available units used for counts.

10.4 Change the Unit of Measure for an Item To change the unit of measure:

1. Change the filters so the item you want to change appears in the Item list in the Manage Store Overview window.

2. Select the item you want to change the Unit of Measure for by clicking the item in the Item list. In this example, “Bagel, Fresh” as been selected. As indicated by the triangle that appears to the left of the item.

3. Click the Manage Units button; the Manage Units window appears:



In this example, you can see that there are units of measure already in the Included list on the left side of the window.

MICROS recommends setting up each item with a store unit if no global store unit is assigned at the item group level.

4. From this window, you can add or remove units of measure for the selected item by selecting the check box and using the arrow between the Included and Excluded lists.

5. When you have completed the Unit management for inventory counts, click OK.

10.5 Add and Remove Items from the Included Units List To add units of measure to the Included list:

1. From the Manage Units window, click the Add button below the Included Items area.

The Add Unit window appears.



2. Place the cursor in the Unit field, and press Enter to see the available Unit options.

Now you can select the Unit you want to add for Bagels. In this case we will add the Case 24 Each for Bagels. These units will appear in the counts.

3. Select the Case 24 Each and Click OK.

The Add Unit window reappears with the unit you have selected populated in the Unit field. In this example populated with Case 24 Each.

4. Click OK; the Manage Units window re-appears with the Unit you have added in

the Included Items area.

To remove items of measure to the Included list:

1. Select the item by clicking in the check box to the left of the item

2. Click the Delete button. The Unit is removed from the Included list.

If you are finished adding or removing units from the Included units list, click OK.

10.6 Add and Remove Items from the Excluded Units List To add units of measure to the Excluded list:

MICROS recommends excluding all units that do not apply to items. This ensure those items cannot be used in transfers, counts, etc. For example, egg will never equal bottle, even though they both are an “each”.



1. From the Manage Units window, click the Add button below the Excluded Items area.

The Add Unit window appears:

2. Place the cursor in the Unit field, and press Enter to see the available Unit

options.

Now you can select the Unit you want to exclude for “Bagels, Fresh”. In this case we will exclude the Case 6 Each Unit for Bagels.

3. Select the Unit (Case 6 Each) and Click OK.

The Add Unit window reappears with the unit you have selected populated in the Unit field. In this example populated with Case 6 Each.

4. Click OK.

The Manage Units window re-appears with the Unit you have added in the Excluded Items area.



To remove items of measure to the Excluded list:

4. Select the item by clicking in the check box to the left of the item

5. Click the Delete button. The Unit is removed from the Excluded list.

If you are finished adding or removing units from the Excluded units list, click OK.

10.7 Select a Unit as the Default Store Unit Using the Manage Store module you can change the default store unit for selected items. In this example, let’s suppose that you want to change the default store unit for “Bagel, Fresh” from Each to Case 24 Each.

MICROS recommends setting up each item with a store unit if no global store unit is assigned at the item group level. All reporting and modules using base until whenever store unit is not available.

1. From the Manage Store Overview window, select the item you want to change the Default Store Unit for (“Bagels, Fresh”).

2. Click the Manage Units Button; the Manage Units window appears.

3. From the List of Included Units, select the Unit you want to make the default

Unit for this Item at this store by clicking in the checkbox to the left of the item. The current Default Item is grayed.

4. Click the Store Unit button; a confirmation dialog appears:



5. Click OK; the Manage Units Window re-appears with the new default unit

displayed in green:

6. Click OK; the Manage Store Overview window appears. To see the Default Unit

changed for the selected item, click the Refresh button.

The Manage Store Overview window re-appears and the Default Unit for the item you changed appears with the new Unit Case 24 Each.

10.8 Set Item Prices You can change the price for an item through the Manage Store module.

The changes made here will appear when ordering and receiving the item. At this point, all prices are shown in Base Unit. Therefore, if the base unit is each, and the price shown is $1.00, and the item is received in “Case 24 each” and the case price increases to $24.48, the Base Unit price would then need to be set to $1.02. This section may require some calculation on the part of the user to come up with the base unit price in a case of changed prices for items other than base units.

This affects the price/value of inventory and should never be changed unless fixed/standard costing is being used for inventory.



To make , let’s say we want to change the price of “Bagel, fresh” from $0.23 to $2.30 and we want the price change to take effect on inventories and stock on hand that occur from January 5 on (Receipt and Ordering may have different prices)

1. From the Manage Store Main Overview window, select the Item. (Bagel, Fresh)

2. Click the Set Item Price button; the Manage Price window appears:

3. In the Date field, enter the date you want the price change to take effect. When

you click in the Date field a calendar appears where you can select the date. In this example, select January 5.

4. In the New price field, enter the new price. For our example, we will say the new

price is $2.30

5. Click Save

6. To see your updated new item price, click Refresh



10.9 Manage Storage Locations Storage Locations are a means by which of organizing your inventory on the actual shelves on the various storage areas in your cost center(s). By organizing your inventory, you will be able to quickly take stock of your inventory to determine what needs to be ordered, without having to search your entire storage location for an item. This can help in reducing loss since if items are places in random, unorganized places, they can be overlooked and more than necessary can be ordered. Keeping items organized will also help to keep items in stock. Using carefully named locations and then determining where exactly on the shelves items will be kept is a key element in keeping good inventory.

There are two different styles of storage locations in the myInventory application. There is the standard style which has 9 storage locations and items can be in any or all of those locations. And there is also Advanced Storage Locations, which has unlimited storage locations and is more precise in the placement of the items on the shelves in that cost center. You have the choice of which type of storage location format you would like. For most organizations, Standard Storage Locations will more than suffice. For commissaries or warehouses, or other large cost centers that might contain multiple revenue centers, it may be advisable to use Advanced Storage Locations

10.9.1 Standard Storage Locations Standard Storage Locations will provide most organization with more than enough room for their entire inventory. Standard Storage Locations provide up to 9 spots for all cost center inventory.

Standard storage locations are much easier to set up and maintain. If a site has 9 or less storage locations, this should always be the practice.

Click Storage Locations from the Top Menu Bar from the Manage Store Overview window; the Standard Storage Location window appears:

If no information is on screen, use the filters and click the Refresh button.

There are a total of nine storage locations and items can be in any or all of those locations. Common storage locations include: Walk-In Cooler (WIC), Walk-In Freezer (WIF), Cooks Line (CL), Dry Storage (DS), Liquor Storage (LS), Bar (BAR), etc. However, these are just examples and since every organization is different, storage locations can be edited as necessary.



10.9.1.1 Manage Standard Storage Locations Detail Window After selecting Storage Location from the Top Menu Bar, the screen will refresh and give you the storage location information in a new window. From here, you can manage your storage locations for all items or items in a selected item group. The following describes some of the common features on the Manage Storage Locations Detail window.

Top Menu Bar



Save Clicking this button will save any changes you have made to the storage location information

Edit Storage Location Click this button to modify storage location names.




These filters behave as described in the Welcome. For more information, please refer to the Screen Layout section of the Welcome.


Storage Location Use this filter to see items for a specific storage location.

Copy Store Click this button to copy the Storage Locations for the current

Cost Center to the selected Cost Center. This will bring up the Copy Store pop-up box.




Convert Clicking this button will change from standard storage locations to advanced storage locations.

Information Bar


Item The item name

Item Group The Group that the selected item belongs to

WIC, WIF, CL, DS, LS, BAR, DS2, L8, L9

The nine storage locations; these fields can be modified as necessary to suit the organizations own storage locations.

Storage Loc Storage Locations are where the items are physically kept in the cost center, such as walk-in, bar, dry storage, etc. It is possible that an item may have more than one storage location. For example, bottled beer may be kept at the bar for sale to bar customers, at the service bar for table service sales, and in the bar cooler for stocking. These fields may be modified by clicking in the field and selecting the appropriate storage location from the drop-down list. These locations are determined and created by the Sys Admin.

10.9.1.2 Edit Storage Locations To edit storage locations:

1. Click Edit Storage Locations from the top menu bar; the following window will appear:



Note

You will see 10 storage locations listed. “All Items” is a storage location for every item. It is not a storage location that can be modified except for its name and shortcut. The only storage locations you can put items in are storage locations 2 – 10.

2. Determine if this edit is a global name change (affecting the entire organization) or if it is only for the selected cost center.

3. Click in the storage location field (we are using List 7) and enter a new storage location.

4. Click inside the corresponding Shortcut field (L7) and enter a new shortcut

(abbreviation)

5. Click Save



The Manage Storage Locations Overview window will display your updates:

10.9.1.3 Sorting Not only can items be places in a particular storage location, but they can also be sorted in those location.

In a dry storage area, there may be one shelf completely designated the Pasta Shelf. On this shelf are spaghetti noodle, elbow macaroni, fettuccine, and penne noodles. On the next shelf below the Pasta Shelf is the Bread Shelf. On the Bread Shelf, the cost center stores pumpernickel, rye, white, wheat, sourdough, and Kaiser rolls. The organization wants to ensure that all the pastas stay on the Pasta Shelf and all the breads stay on the Bread Shelf. The organization assigns the Pasta Shelf with the number of 1 and the Bread Shelf with a number of 2.

Dry Storage

Shelf 1 • Spaghetti Noodles • Elbow Macaroni

• Penne Noodles • Fettuccine

Shelf 2 • Pumpernickel • Rye • White

• Wheat • Sourdough • Kaiser Rolls

You can assign numbers and categorize the items together. When the inventory count sheet is printed out, these items will all be kept together and bundled by their identifying numbers.

You must enter a number in the storage location field to mark it as the location for the item. If you choose not to use identifying numbers, then your items will list alphabetically. It is completely up to an organization and cost center’s discretion as to whether or not to group items by a number.

10.9.1.4 Assign Standard Storage Locations To assign a Storage Location to an item group:

1. Use filters to locate the item group (we are using Bread which has 2 items associated with it: “Bagel, Fresh” and “Muffin, English”)



2. Enter a number in the location where the items will be kept. For our example,

Bagel, Fresh will be kept in Dry Storage. We will put a 2 in the DS (Dry Storage short name) slot since we keep our Breads on the second shelf.

3. Click Save from the top menu bar

The storage locations will be saved.

10.9.2 Advanced Storage Locations Advanced Storage Locations are ideal for warehouses, commissaries, food courts and other organizations that may have multiple revenue centers or perhaps just a very large inventory that needs to be kept clearly organized. Advanced Storage Locations provide an unlimited number of “slots” and any one item can exist in up to 9 slots at one time.

Functionally, Advanced Storage Locations act similarly to Standard Storage Locations.

Click Storage Locations from the Top Menu Bar from the Manage Store Overview window; the Storage Location window appears:

If no information is on screen, use the filters and click the Refresh button.

Each item may exist in up to nine locations. These locations are called “slots”.

10.9.2.1 Manage Advanced Storage Locations Detail Window After selecting Storage Location from the Top Menu Bar, the screen will refresh and give you the advanced storage location information in a new window. From here, you can manage your storage locations for all items or items in a selected item group. The following describes some of the common features on the Manage Advanced Storage Locations Detail window.

Top Menu Bar





Save Clicking this button will save any changes you have made to the storage location information

Edit Storage Location

Click this button to create/edit/delete storage locations.






Storage Location Use this filter to see items for a storage location.

Copy Store Click this button to copy the Storage Locations for the current Cost Center to the selected Cost Center. This will bring up the Copy Store pop-up box.

Information Bar


Item The item name

Item Group The Group that the selected item belongs to

Slot 1 – 9 The nine storage locations that the items can be associated with




Storage Loc Storage Locations are where the items are physically kept in the cost center, such as walk-in, bar, dry storage, etc. For example, bottled beer may be kept at the bar for sale to bar customers, at the service bar for table service sales, and in the bar cooler for stocking. These fields may be modified by clicking in the field and selecting the appropriate storage location from the drop-down list. These locations are determined and created by the Sys Admin.

Sort This is where on the shelves the item is located

Bin This is where in the Sort the item is located

10.9.2.2 Edit Advanced Storage Locations To Add storage locations:


2. Click the Add button

3. Enter the name of the storage location and click OK

The newly created storage location will be reflected on the Edit Storage Locations Page:



To Edit an existing storage location:


2. Select a Storage Location to edit and click the Edit button

3. Enter the name of the storage location and click OK (in the example below, we have selected Cooks Line and have changed it to Kitchen line)

The edited storage location will be reflected on the Edit Storage Locations Page:

To Delete a storage location:




2. Select a Storage Location to delete and click the Delete button

3. Click OK at the confirmation dialog box:

The deleted storage location will no longer be on the Edit Storage Locations Page.

10.9.2.3 Sort and Bin The Sort and Bin concepts are similar to sorting in Standard Storage Location in that it determines where in the Storage Location the items will be kept as well as where on the shelf the items are. For example, we would like to sort our vodkas and rums. We decide that our vodkas will be in one column (or sort) and our rums will be in another column (or sort) and that all liquors will be organized by top shelf, premium, and flavored liquors. Then, we assign numbers to items based on their placement in the sort and bin.

Vodka (Sort 1) Rum (Sort 2) Bin 1 Top Shelf:

• Belvedere • Finlandia • Grey Goose

Top Shelf: • Flor de Cana • Bacardi 151 • Mt. Gay Rum Sugar Cane

Bin 2 Premium: • Absolut • Ketel One • Smirnoff

Premium: • Captain Morgan’s Spiced • Bacardi • Mt. Gay Rum Eclipse

Bin 3 Flavored: • Absolut Citron • Smirnoff Vanilla Twist • Stolichnaya Blueberry

Flavored: • Captain Morgan’s Parrot

Bay • Bacardi O (Orange) • Cruzan Mango Rum

In the above example, Grey Goose would be identified by Sort 1 Bin 1. Captain Morgan’s Spiced Rum is Sort 2 Bin 2. Smirnoff Vanilla Twist is Sort 1 Bin 3. Now,



when doing inventory, employees will know exactly where to go and where to look to find the items.

These numbers categorize the items together. When the inventory count sheet is printed out, all the vodkas will print out together and in alphabetical order. All the rums will print out next and will also be alphabetized.

Use of these numbers to organize your items is completely optional. If you choose not to use identifying numbers, then your items will list alphabetically. It is completely up to an organization and cost center’s discretion as to whether or not to group items by a number.

10.9.2.4 Assign Advanced Storage Locations 1. Use filters to locate the item group (we are using Produce which has 2 items

associated with it: “Lettuce, Cut Romaine” and “Tomato”)

Leave room in between slot numbers. If you use every number (1-10) and then you get a new item that should be #3, you will need to change all of the numbers 2 and up. Instead, MICROS recommends creating slot numbers with “spaces” – ex. 10, 20, 30, 40, etc. Then, when a new item needs to be added, it can be designated #15 or #22.

2. Select the storage location for Lettuce, Cut Romaine by clicking in the Storage Loc field and enabling the drop-down list

3. Enter the sort value for the Lettuce in the Sort field and the bin value for the

Lettuce in the Bin field

The Lettuce is also kept on the prep line for salads



4. Select the Storage Loc field under Slot 2 and select the item’s storage location; enter the Sort value and Bin value

5. Click Save from the top menu bar when all Storage Locations, Sorts, and Bins

have been modified as necessary.

10.10 Print To print or preview, please refer to Printing and Previewing (Section 2.7.3).

myInventory Feature Reference Guide Stock on Hand


11 Stock on Hand

11.1 Introduction and Overview myInventory provides enterprise access to current and previous stock on hand levels. Filtering tools allow viewing items below ideal par levels, items classified as “expense”, inactive items, and negative balance items (due to recipe errors or missing delivery receipts).

MICROS recommends setting up and creating “store units” for all items. If there is no store unit for an item, it will appear in its base unit in stock-on-hand. Creating store units will reduce calculation errors.

11.1.1 Access the myInventory Stock on Hand Module From the Main Menu, click the Stock on Hand icon or select the option under Store:



11.1.2 Stock on Hand Overview Window The Stock on Hand Overview window is the first window you see.

If no inventory appears in the list, but entries have been created, click Run to show the Inventory for the selected cost center. The overview window appears with no items automatically so the user can select proper filters first to cut down on the page loading time.

The Top Menu Bar



Print Print the stock on hand.






These filters behave as described in the Welcome. For more information, please refer to the Screen Layout section of the Welcome. However, Stock on Hand has special filters. These special filters are described in the table below.

Filter Description

SOH < 0 Stock on Hand is less than Zero You can show stock as less than zero if you have not yet entered a received shipment, but have sold items in that shipment. Use this filter to see stock items where this has occurred. For example, you were out of hamburgers (SOH=0) so you ordered more, the shipment arrived, but you were busy at that time and were not able to enter a receipt. You went through lunch and sold 10 hamburgers. Now before you add the receipt for the hamburgers the SOH is actually -10. So in that case, if you used the SOH < 0 filter, hamburgers would show up in the results.

SOH = 0 Stock on Hand equals Zero Use this filter to see stock on hand for item you are completely out of.

SOH > 0 Stock on Hand is greater than Zero Use this filter to show any items you actually have in stock.

SOH < Minimum Stock on Hand is less than Minimum Use this filter to see all items where the stock on hand is less than the minimum amount. The minimum is an amount set by the system administrator on a per-item basis that represents the minimum amount a location or cost center should have on hand. Consider it a minimum threshold.

SOH < Par Stock on Hand is less than Par Use this filter to see all items where the count is less than the par amount. Par is an amount, usually the average amount on hand, set at the system administrator level. This is basically a threshold at which you usually need to replenish your stock.

With Ignored Items Include Ignored Items (items not included in counts)

Only Expense Items Show only Expense Items

Only Inactive Items Show only Inactive Items



Filter Description

Display Store Unit Display Base Unit

The Store Unit is how the unit is ordered from the vendor in the smallest variation. If you ordered in the unit “Case 4 Bags 5lbs.”, the Store Unit is “Bag 5 lbs.” The base Unit would then be lbs. (pound).

Store unit can be set to any unit greater than or equal to the base unit.

Information Bar

Menu Item Description Item No. Displays the Item number for this item


Unit Displays the Unit of Measure for this item. (Base or Store)

SOH Displays the current Stock on Hand for this item

Price Displays the Price of the item; this field is not always available and is dependent on user rights

Total Displays the total cost on hand for this item. SOH x Price

Min Displays the minimum level if this item before reorder. This is only used with PAR Suggested Order Calculations

Par Displays the Par level for this item. This is only used with PAR Suggested Order Calculations.

11.2 Print the Stock on Hand To print or preview, please refer to Printing and Previewing (Section 2.7.3).

myInventory Feature Reference Guide Waste


12 Waste

12.1 Introduction and Overview Wondering why actual usage doesn’t match theoretical usage? Waste is major contributing factor for these variances. The system provides the functionality to “waste” product as it is discovered. Individual waste groups can be established to meet your tracking needs (i.e. breakage, spoilage, expiration date …). Not only does this help identify problems with product, it can also help identify inefficient crew shifts.

12.1.1 Accessing the myInventory Waste Module Click the Waste icon from the Main Menu or select Waste from under Store Level functions:

12.1.2 Waste Overview Window The Waste Overview window is the first window you see after accessing the Waste module:



12.2 Create Waste You can create waste 2 ways:

1. By List

2. By Blank Waste (from scratch)

Determine (if possible) how waste will be categories on a company wide basis: shift, daily, weekly, etc.

Inform your employees so that they can keep accurate track of their waste. This way everyone will know what types of waste is outstanding.

Count variances. For example, waste is counted weekly and item group counts are daily. Count for Wednesday has a large variance on ground beef but, in waste, there is 7 lbs of ground beef unbooked. Remember, waste does not deplete from the inventory until it is booked!

12.2.1 Create Waste by List 1. Select List from the Waste Overview page



2. Select the Document, enter any pertinent information and click Create

3. The Waste Detail page appears

12.2.2 Create a Blank Waste (From Scratch) 1. Select Blank Waste from the Waste Overview page



2. Select a Waste Group and click Create

3. The Waste Detail page appears

Keep track of all waste. If you tend to waste a lot of one particular item, you may want to consider prepping less for future use.

12.3 The Waste Detail Page The following section describes the Waste Detail Window.

The Top Menu Bar



Save Saves the waste entry as is and keeps you in the detail window to continue working on the waste entry.

Save As…

Allows you to suspend the waste entry, rename it, and continue working on the waste entry under its new name.




Suspend

This feature allows you to save the entry and moves you back to the Overview window where you can continue working on this suspended entry at another time. Remember, these Suspended entries are highlighted with the color green.

Delete Waste

This button deletes the current waste entry completely and returns you to the Overview window.

Preview Acts as a means by which to preview the information in print format and print if necessary

Book Clicking this button will book your waste entry.


Help Opens the help file.



Add Item(s) button Use this button to add items to the Waste Detail window.

Add Recipe Click this button once to initiate the Add Recipe pop-up window. This pop-up window will allow you to choose recipes to add to the Waste Detail screen

Delete Item(s) button To use this button, first select an item(s) or recipe(s) by checking the check box to the left of the item. Then click the Delete Item(s) button to delete items from the waste entry.

Save As List

Use this button to keep the waste entry you’re working on for the future as a template or list. This list will show up on the Waste Overview window and will be highlighted with the color blue. You can click a list to begin creating a waste entry that is pre-established or routine.

Calculate button Click this button whenever you would like a Total for your waste entry to be display at the bottom of the Detail grid.

Cancel button Cancels the current waste entry.

Information Bar




Qty Allows you to enter quantity of the item to be wasted




Cost Displays the cost of the item per unit of measure

Total Displays the total cost of the item. Qty x Cost

Total Displays the total cost of all the items

12.4 Using Filters to Change the Waste Overview Window Please refer to Filters (Section 2.6.2) of this document.

12.5 Viewing Waste There are 2 types of waste:

1. Suspended

2. Booked

The steps required to view waste are the same regardless of what type of waste is selected. To view waste

1. Select Suspended or Booked from the Waste Overview Page

2. Select the Document Name – the Waste Detail page will appear

3. If you have selected a Booked Waste, you will only be able to Print; you may

add/delete recipes/items from a Suspended Waste



12.6 Add Items to Waste You can also add items to the Waste entry as part of a recipe if you want to waste a recipe as a whole of ingredients. This helps track the costs of waste on "per portion" of a recipe cost basis.

To add items to a Waste entry:

1. Click the name of the Waste entry you want to modify from the Document column.

2. Click Add Recipe; the Add Recipe window appears.

3. In the Recipe field, enter the name of the recipe you want to enter as Waste. If

you want to see a list of all the recipes you can enter, place the cursor in the Recipe field and press Enter. A window appears with the recipes you can select from. Choose the recipe you want to waste and click OK.

4. In the Qty field, enter the quantity of portions of the recipe you want to Waste. Quantity in this case is by portion. If the recipe is for a cup of soup, and a bowl of soup equals 2 cups of soup, and you are wasting a bowl of soup, you would waste 2 portions of the recipe.

5. In the Info field, add any information you want to be associated with this item to appear in the Waste Entry.



6. Click OK.

The Recipe shows up in the Waste detail window.

12.7 Delete an Item from a Waste Entry To delete, please refer to Delete Items (Section 2.7.4).

12.8 Save a Waste Entry To save or suspend, please refer to Saving and Suspending (Section 2.7.1).

12.9 Book a Waste Entry To book a waste entry:

1. From the Waste detail window, from the Top Menu Bar, click Book. The Booking confirmation dialog appears.

2. Click OK.

The Waste entry is booked and the Waste Overview screen refreshes with the newly booked waste entry. Note

When a Waste is Booked, depletions from inventory are instantaneous.

12.10 Deleting a Waste Entry To delete a document, please refer to Deleting a Document (Section 2.7.5)

myInventory Feature Reference Guide Vendor Purchase Catalog


13 Vendor Purchase Catalog

13.1 Vendor Purchase Catalog Overview Window

13.1.1 Accessing the Vendor Purchase Catalog Click on the Vendor Purchase Catalog icon or select Vendor Purchase Catalog from beneath the Store level procedures:

13.1.2 Vendor Purchase Catalog Overview Window The first page you see after accessing the Vendor Purchase Catalog module is the Vendor Purchase Catalog Overview Window:

From this window, you can review your Purchase Catalog information. Remember to click Run/Refresh if no information appears on the page.

The following section describes of all of the elements contained in the Over Groups Overview window.



13.2 Vendor Purchase Catalog Detail Page From the Vendor Purchase Catalog Overview window, you can enter price quotes and link items to vendors using those price quotes

Top Menu Bar


Overview Go to the subject overview page

Save Save a newly created or recently modified Vendor Purchase Catalog

Main Menu Return to the Main Menu

Help Launch the help file




Use Effectivity Filter Effective Not effective No effective dates Effective from-to

Effective – if the price quote is being used

Not effective – if the price quote is not being used

No effective dates – if there are no dates associated with the price quote

Effective from-to – if a range of dates affecting the price quote exists.

Type Global Local

Selecting “Global” will display price quote for all stores.

Selecting “Local” will display price quotes that are only for the store within you cost center filter

Only Price Quotes This will show only enabled/active price quotes

Add effective range Click this button to set price quotes for a range of dates




Lists… If a price has been changed in a price quote, you can update your pricing in all lists. Of, if a new items or quote has been added, you can add the new quote to any/all lists.

Information Bar


Enabling the check boxes determines which purchase catalog vendor and/or item will be modified

Vendor Displays the Vendor Name

Item Displays the Item Name

Action 2 Possible Actions: • Make Link – only for use in B2B situations • New VPI – create a new Vendor Purchase Item;

discussed below

Vendor Item ID Displays the Vendor Item ID (if available)

Unit Displays the Base Unit for the item

Effective Displays whether or not the vendor/item is effective

Effective from Displays the date the effectivity begins

Effective until Displays the date the effectivity ends

Receiving Cutoff Displays how long the item will be received at a specified price quote

Default Shows the default price quote from your default vendor for the item

Price Associated with effectivity date; displays the default price quote

2nd Price Associated with the effectivity date; displays the price during the effectivity range

Valid from Displays the beginning date of the price validity

Valid Until Displays the ending date of the price validity

Discount % Displays the percentage of discount during an effectivity range

13.3 Use Filters to Change the Vendor Purchase Catalog Overview Window




13.4 Create a New Vendor Purchase Item (VPI)

Use Purchase Items to get information about specific brand names of inventory items. For example:

Item = Bacon

Purchase Item = Hormel Bacon

To create a new Vendor Purchase Item (VPI): 1. Locate the item and click the link under the Action column labeled New VPI; the

New Vendor Purchase Catalog entry page will appear:

2. Click the New button on the New VPI entry page; a new dialog box will appear 3. Enter the Purchase Item Name, if not already entered and click Ok (the Produce,

Country of Origin, and Producer Art. No are optional fields)

4. Select the Purchase Item to have a Vendor linked to it from the Purchase Item

window and enter Vendor, Unit, and Price (Vendor Item No. is an optional field):

5. Click Finish



The New VPI is reflected in the Vendor Purchase Catalog Overview window:

Note

You may have more than one VPI to create. Instead of clicking Finish when complete, click Next from the New Vendor Purchase Catalog entry page.

13.5 Add a Price Quote to a Vendor Purchase Catalog From the Vendor Purchase Catalog Overview window, you can add price quotes to existing items: 1. Click Add price quote; the Add Price Quote dialog box will appear

2. Select Vendor, Item, and Unit 3. Enter a Price 4. Enter a Vendor ID (optional) 5. Click Add

13.6 Edit Vendor Purchase Item Name Errors and mistakes made to the saving of a VPI Name may be modified. To change a VPI Name: 1. From the Vendor Purchase Catalog Overview page, use the filters to located the item

to be edited 2. Select the link associated with the purchase item:

3. A pop-up window will appear where the name may be changed:



4. Click Ok

The VPI Name has now been updated to reflect the changes in both the purchase items and all associated price quotes.

13.7 Add Effectivity Range To add an effectivity range to a vendor: 1. Select a vendor and their item by enabling the check box next to a vendor

2. Click the “Add effective range” button at the bottom of the page; a new dialog box

will open

3. Enable the Effective check box

4. Select a Time Period – if you select User Defined, you will be required to enter dates

in the From-To drop-down lists

5. Click OK



The Effectivity Range columns will be updated on the Vendor Purchase Catalog Overview page and the Effective checkbox is enabled:

13.8 Price Quotes and Lists In this module, you may either add a price quote to a list or update an existing price

quote already within a list: 1. Select a row by enabling the check box next to a vendor:

2. Click the Lists button at the bottom of the page; a dialog box will appear 3. Select the Order List to which the item will be associated and click OK:

A confirmation statement will be displayed:

13.9 Delete a Price Quote from the Purchase Catalog To delete a document, please refer to Deleting a Document (Section 2.7.5).

myInventory Feature Reference Guide B2B Solution


14 B2B Solution

14.1 Introduction & Overview If you are using a vendor for B2B Solutions, this module is where the item catalog, invoices, and order cycles coming from that vendor will be loaded.

14.1.1 Accessing the B2B Solution To access the B2B Solutions page, click the B2B Solutions icon or select B2B Solutions from under the Administration level tasks:

The will be directed to the B2B Solution Overview page.

14.1.2 B2B Solution Overview Page The following details the fields and information located on the B2B Solution Overview page:

The Top Menu Bar






Information Bar


Vendor Name Displays the name of vendor

Price Variances If you have imported a price catalog or an item catalog, and the prices don’t match what you have in your system, results will be shown here

Unlinked Items Displays how many VPIs from that Vendor are not linked to an item

Invoices Shows how many invoices have been imported from the vendor that have yet to be closed

Item Catalog Click the link marked LOAD to load an item catalog

Initiate Load Invoices Click the link marked LOAD to load invoices Order Cycles Click the link marked LOAD to load order cycles Job Name Shows the name of the recently run job

Job Type Shows the type of the recently run job

Run Time Displays the run time of a recently executed job

Repeat Shows how many times the same job has been executed

Owner The username of the person who ran the job

Status Shows the status of the job (ex. Not Started, Completed, In Process, etc)

14.2 Load You have the ability to load an item catalog, initiate an invoice, or load an order cycle to your vendors. The steps to accomplish any of these tasks is essentially the same:

1. Click the LOAD link from under the Item Catalog or Initiate Load Invoices or Load Order Cycles heading of the B2B Overview page



2. The following dialog box will appear – click OK:

3. A Job Name will appear in the lower window on the screen – when the job is

completed, the message Execution completed successfully will appear under the Status column:

14.3 Link/Unlink Vendor Purchase Items (VPIs) Items from the vendor to purchase items already in the system. After a Vendor has been input into the system, the number of unlinked items will be shown under the Unlinked heading of the B2B Overview page. You also have the ability to link items that are previously linked to other VPIs as well as unlink items.

14.3.1 Link Items 1. Click the link under the Unlinked Items heading of the B2B Overview page



2. Select the Make link… link under the Action heading B2B Solutions linking page –

notice the Unlinked Items option is selected in the Show Filter

3. From the B2B Linking Detail page, pull up all VPIs by enabling the Show all VPIs

option:

4. Search for the appropriate VPI and click Link



The Item will no longer be available in the list of unlinked items.

14.3.2 Unlink Items 1. Click the link under the Unlinked Items heading of the B2B Overview page

2. Select the Linked Items option in the Show Filter and click Run

3. Select the Linked To… link under the Action heading B2B Solutions linking



4. From the B2B Linking Detail page, select the item to be unlinked from the VPI and

click Unlink

14.4 Accept Price Variances If the price varies between the Vendor’s Item Catalog and the price quote within the system, variances will appear. You may choose to use your prices for the invoices or the prices provided by the Vendor. If you are using the prices provided by the vendor, then you will need to accept the price. To accept the Vendor’s price:

1. Click the link under the Price Variances heading of the B2B Overview page

2. Select the checkboxes next to the items whose Price Variances you wish to accept

and click the Accept Price(s) button

myInventory Feature Reference Guide Recipes


15 Recipes

15.1 Introduction and Overview You can use myInventory to calculate product cost and manage cooking instructions for each recipe from a central location. myInventory provides centralized recipe management. This guarantees that all of your locations have the most recent cooking instructions and specifications. When a new product is launched, you can have the specs sent to each restaurant simultaneously as well as make updates instantly. As soon as a change is made to an existing recipe, or a new recipe is created, it is available in all of your locations. No more emergency faxes or emails, no more last minute conference calls, the recipes are available to the entire organization the minute you hit the save key. You can also include up to 3 photos to describe what the menu items looks like.

15.1.1 Accessing the myInventory Recipes Module Click the Recipes icon from the Main Menu or select Recipes from under the Production category:

15.1.2 Recipe Overview Window The Recipe Overview window is the first window you see after accessing Recipes from the Main Menu.

If there are no entries in the window, click the Refresh button to populate the window with previously created entries.



The Top Menu Bar



Create Recipe Create a new recipe from scratch.






Categories Categories are another means by which of organizing recipes. They can be named any descriptive titles you wish. There are up to six categories that can be used.

Use for production planning drop-down

This filter gives you the option of searching for recipes that can be used in production planning. You can choose to view all recipes, regardless of production planning significance, all recipes that can be used for production planning, recipes that cannot be used or recipes that must be used for production planning.

Show only recipes with PA’s

Enable this check box if you would like to filter your results by recipes that are used for Production Items(PA)

Show also inactive If you would like to view inactive recipes that are no longer being used, this feature can be enabled.

Information Bar


Recipe Name Displays the name of the recipe

Number Displays the number for a recipe if it has been assigned one

Recipe Group Displays the recipe group that this recipe belongs to

COS Shows the cost of sales for production of that recipe

Portion Displays the number of portions this recipe yields




Info Displays any additional information added to the info section of this recipe

15.2 Using Filters to Change Recipes Overview Window Please refer to Filters (Section 2.6.2) of this document.

15.3 Create a Recipe The ability to create a recipe is based on user rights. If you do not have the rights that permit you to create a recipe, this button will be grayed out. However, to create a recipe from the Recipe Overview page:

1. Select Create Recipe from the Top Menu Bar; the following dialog box will appear:

2. Enter the Recipe Name and click OK; the Recipe Detail window appears

3. Enter the Recipe Group and the Major Group and click Save; the bottom row of

buttons and Visibility become available

Plan portion sizes carefully! Recipes are added to other recipes by potion and “easy math” is always a good idea. For example, a batch of soup = 360oz; cup of soup = 6oz; bowl of soup = 10oz. Portions should be in ounces so that it is easier to use in any of the recipes.

It would be poor planning to make a portion size in pints – pints could not easily be broken into a 6oz soup cup or a 10oz soup bowl.



4. Select New Ingredient from the bottom of the page to begin adding ingredients to the recipe; be sure to note Items, Recipes, or Expenses and click Add; repeat this step until all ingredients have been added; then click Close.

5. After all ingredients have been added, determine the visibility criteria (if any) by

clicking Visibility and identifying the assignment group and the cost center for which the newly created recipe shall exist. (visibility criteria only apply to those using the feature.)

15.4 The Recipe Detail Window The following section describes the Recipe Detail window.

Top Menu Bar






Save Saves the recipe as is and keeps you in the detail window to continue working on the recipe.

Save As… Allows you to suspend the recipe, rename it, and continue working on the recipe under its new name.

Suspend This saves the recipe and moves you back to the Overview window where you can continue working on this suspended recipe at another time

Print This will create a PDF version of the recipe information to be printed





Recipe The name of the recipe

V1 Shows what version the recipe is on. Recipes may change over time. A salad made with mixed greens may be modified to be made with escarole instead. This salad with escarole would then be identified as V2.

i

Clicking this button will reveal information about the version or iteration of the recipe. Recipes can be affected by a number of stimuli. For example, a restaurant that makes its own salsa may have to substitute pre-made salsa if the tomato crops have been affected in their area.

Visibility

Click this button will take you to a screen where visibility characteristics can be assigned. For more information on Visibility, see the section under Master Data entitled “Visibility Criteria”.

New Ingredient Click this button to add new ingredients to the recipe. You will be required to identify at a minimum, exactly what kind of ingredient is being added [Item, Recipe, or Expense Item), as well as what type of ingredient is added.

Edit Ingredient This button permits you to edit ingredients added to a recipe.

Delete Ingredient Delete ingredients from the recipe by




Reorganize POS When adding/editing/deleting items, the POS may become unorganized. Use this button to refresh the way in which the POS is organized

Scale Recipe Scaling a recipe is taking an existing recipe and modifying the quantity of ingredients, portion amount, or portion size, without having to change the recipe itself.

Ingredients Tab

• Recipe Group – Displays the name of the recipe group • Major Group – Displays the name of the major group • Recipe Yields – Displays the amount the recipe yields • Portion Size – Displays the size of one portion • Number of Portions – Displays the number of portions created by the recipe • Weight Port – Displays the actual weight of the selected portion • Production Item – Clicking this button opens a pop-up window that allows the user

to configure the recipe as a production item • Calc. Net Weight – This is the calculated net weight of this recipe • Calc Weight/Port – This is the calculated weight of a portion of this recipe • Production Loss – Displays the percentage of loss that is generated through the

creation of this recipe • S Price – Displays the sales price of one portion • Net – net sales price • COS – Displays the cost of sales • % COS – percentage of profit from inventory costs to sales price • CM – cost margin • CM % - the percentage of cost required to create the portion

Information Bar




POS Position in the recipe

T Type – item, recipe, or expense item

Component Displays the actual item name used in this recipe

QTY Shows the quantity of the item used per recipe

Std Port Displays the standard production unit used to create the recipe

Weight Displays the actual weight of the quantity of this item

Volume Displays the volume of the quantity of this item

Text Displays any additional descriptions that have been included about the item

Loss Percentage of how much of the item is lost during the initial preparation of the recipe

2nd Loss Percentage of any additional losses as the result of any subsequent preparation techniques

QTY/BU Quantity per Base Unit

BU Base Unit

AVE Displays the average cost of sales per item

COS Displays the cost of sales at the selected default recipe store

Excl Depl Exclude from Depletion – items with this classification will not be depleted as recipe is sold; for example, water added to a soup is not depleted from anything

Preparation Type This is how the item is prepared in the recipe

Note This field is optional and allows for any special instructions

Details Tab



• Names in Menu – Displays the name of the item in the menu; for example, a menu item might be called a Monster Burger, but in the kitchen it would be displayed as 2X 1/4lb patty hamburger

• Production Specification – these are the preparation instructions, such as “cook 3 minutes per side” or “microwave on high 30 seconds”.

• Service Instructions – Displays any instruction on how to serve/garnish/deliver this recipe to the customer (ex. “include steak knife” or “add parsley garnish on mashed potatoes”, “all fish receives lemon wedge”, etc)

• Pictures – This field allows for any picture of the recipe; it can include preparation pictures, plating examples, etc.

Production Tab

• Preparation Area – Describes where in the restaurant the recipe is prepared; for

example, fried shrimp would be battered in the prep kitchen whereas a Long Island Iced Tea would be made behind the bar

• Expires In – Displays how many days this recipe can be made ahead and be used; for example, cheesecake may have a shelf life of 3-7 days, therefore, if the cheesecake is created on March 1, it would need to be thrown away by March 7

• Lead Days – Displays the amount of days between preparation • Use in Inventory Counts – Enabling this option will allow the recipe to be counted

as an item in inventory counts; recipes counted as items will need to be pulled into an inventory count or list, allowing it to be added to a storage location

• Unit – Displays the unit for this recipe • Production Instruction – Enter any instructions on creating this recipe from a

production point of view • Info – Information field • To Read – enabling this option will allow anything entered in the information field

to be available to anyone who has access to this module. Not setting this option will only allow the author to view the information



Categories Tab

• Category Type 1 – 6 – can be used for menu planning

15.5 Viewing a Recipe It may be necessary sometimes to view and print recipes. In order to do this, select a recipe from the Recipe Overview window. The page will refresh and all the ingredient detail and information for that recipe will be displayed.

15.6 Edit Ingredients in an Individual Recipe Recipes are always changing. Management can decided a Surf-n-Turf entrée should upgrade to an 8 oz sirloin from a 6 oz sirloin. myInventory makes modifying recipes quick and easy. Also, recipes can change for one cost center, or for an entire organization. This can be beneficial if a vendor no longer carries a product in one size and only offers it in another.

For example, an organization uses grape tomatoes for their salads; the vendor they use to provide all their produce to all their cost centers plans to discontinue the supply of grape tomatoes, but does offer other tomatoes, like cherry or Roma. A System Administrator can quickly change all recipes to reflect these new tomatoes as well as modify the ingredient amount; 5 grape tomatoes may be exchanged for 3 slices of Roma tomato.

Below are steps to modify an existing recipe. For our example, we are using the Potato Skins Appetizer. The recipe includes:

• 1.5 oz shredded cheese • 1 oz green onions • 2.5 oz bacon • 2 oz sour cream • 6 oz potatoes (halved & scooped)

We want to reduce the 2 oz of sour cream to a 1 oz portion and increase the bacon from 2.5 oz to a 3 oz portion.



To modify an existing recipe:

1. Use the filters to recall the recipe

2. Select the ingredient to be modified and click the Edit Ingredient button (bacon);

the Edit Ingredient dialog box will appear

3. Change the QTY field from 2.5 to 3:

4. Click Save

The bacon quantity is now increased from 2.5 oz to 3 oz.



5. Use the arrow buttons to move to the next ingredient (sour cream)

6. Change the QTY field from 2 to 1

7. Click Save

The sour cream quantity is now decreased from 2 oz to 1 oz.

8. Close the Edit Ingredient Window; the changes will be reflected in the Recipe Detail window:

9. Click Save from the top menu bar for your changes to take effect

Be sure to note that in the version field, the number was changed:

15.7 Delete Ingredients from an Individual Recipe To delete, please refer to Delete Items (Section 2.7.4).



15.8 To Scale a Recipe To scale a recipe:

1. Use the filters to recall a recipe (mashed potatoes & gravy)

2. Click the Scale Recipe button; the following dialog window will display:

3. Enter a numeric value in the New Number of Portions field

4. Select the method of scaling the recipe:

QTY of Ingredients Select QTY of Ingredients if you wish to increase your recipe size. This is especially useful if you have certain items that are usually made individually, but can also be made in bulk. For example, you may have a regular menu that has baked ziti entree, but also a catering menu that can provide the same item in a larger quantity.

Only Number of Portions Select Only Number of Portions for items that are embedded in other recipes. For example, mashed potatoes & gravy is a possible side dish for 5 different “meat and potatoes” entrees. The mashed potatoes & gravy are made in bulk, but are doled out in portions as ordered. Therefore, only a portion of the whole is provided for each

Only Portion Size Select Only Portion Size if you wish to increase the size of your portions but do not want to increase the quantity of your ingredients. For example, you have a banana cream pie that, when sliced, creates 8 servings. You want to increase the size of your slices and slice the pie into 6 slices. Therefore, you would enter 6 in the New Number Portion field and the 1 pie would yield 6 servings.

Once again, we see how critical accurate portion sizing is when it comes to recipes and specifically here, with regard to scaling a recipe.

5. Click OK

15.9 Print a Recipe To print or preview, please refer to Printing and Previewing (Section 2.7.3).

myInventory Feature Reference Guide Search/Replace Recipe Ingredients


16 Search/Replace Recipe Ingredients

16.1 Introduction and Overview The Search Recipe Ingredients page is where you can do exactly that, search recipe ingredients.

Undoubtedly, both large and small organizations can have a many recipes. For larger organizations, the recipes could potentially number in the hundreds. So what happens when one of the more commonly used items is being replaced or discontinued? Certainly, you could go recipe by recipe, swapping out the old item and replacing it with the new, but who has the time for that? Especially if the amount of recipes that contain this item could number in the hundreds. Instead, the busy Sys Admin can use the Search Recipe Ingredients module to search all the recipes of an organization and isolate a specific item.

Note

In previous versions of myInventory, Search Recipe Ingredients was a sub-task of the Maintenance Module. It has subsequently been “broken out” of that module and placed in the Production Tasks for greater visibility.

16.2 Accessing the Search/Replace Recipe Ingredients Module Click the Search/Replace Recipe Ingredients icon from the Main Menu or select the

option from under the Production level tasks:

16.3 The Search Recipe Ingredients Overview Window The first page you will see after accessing the Search Recipe Ingredients module is the Overview window:

The following sections describe the Search Recipe Ingredients screen elements

The Top Menu Bar



This Top Menu Bar is described in the table below. Click on the label/link that you wish to use. This Top Menu Bar is consistent throughout the entire application with only subtle differences. These are all explained when clicking Help in each window.






These filters behave as described in the Welcome. For more information, please refer to the Screen Layout section of the Welcome. Screen Element Description

Replace Item Use this button after you have selected the item you wish to replace. For example, you want to replace a common ingredient in many recipes. You can search for all recipes with this common ingredient in them and replace them in one step, rather than replacing the cheese recipe by recipe.

16.4 Open and Modify a Recipe To search for and modify a recipe ingredient:

1. Enter the name of the item in the Item field (place your cursor in the Item field if you wish to see a list of available items); click Refresh



2. Select the Recipe(s) from the list that will be modified by clicking on their corresponding check boxes; for all items, select the V at the top of the list in the Information Bar

3. Click Replace Item; the Replace Item in selected Recipe dialog window will display

4. Enter the name of the new item; place your cursor in the Item field to see a list of

available items

5. Enter the Factor amount

Factor is the ratio by which the base unit will be changed; for example, the unit within the recipe for cheese slices is set to ounces; if a 1oz slice of American Cheese is to be replaced by a 1.5oz slice of cheddar cheese, then the factor will be 1.5.

6. Click OK

The page will display. To see your new recipes, enter the name of the new item in the Item field. Your recipes should display.

myInventory Feature Reference Guide Production


17 Production

17.1 Introduction and Overview Production is where users can take batch recipes and turn them into production items. For example, a sandwich shop could sell every sandwich with a side of freshly made 2oz potato salad. If the shop sells 25 sandwiches a day, it most certainly is not going to make every 2oz cup of potato salad fresh each time. They’re going to make 50oz of potato salad and turn it into a production item. This means that with every sandwich made, 2oz of potato salad will be included in the overall recipe.

17.2 Accessing the myInventory Production Module Click the Production icon from the Main Menu or select Production from the Production Tasks:

17.2.1 Production Overview Window The Production Overview window is the first window you access the Production Module:

From this window, you can enter a production or complete a suspended production you worked on earlier. You can also view productions that have already been completed or booked.



17.3 Create a Production Productions can be created one of two ways. Either based on a List or from scratch via Blank Production.

17.3.1 Create a Production by List 1. Select List from the Production Overview Page

2. Select a Production Document, enter a name (required) and click Create

3. The Production Detail page will appear



17.3.2 Create a Blank Production (From Scratch) 1. Select Blank Production from the Production Overview page

2. Enter a Cost Center and Name and click Create


17.4 The Production Detail Window The following section describes the Production Detail Window.



Top Menu Bar


Overview Go to the subject area overview

Save Saves the production as is and keeps you in the detail window to continue working on it

Suspend This feature saves the production and moves you back to the Overview window where you can continue working on the suspended production at another time. Remember, these suspended orders are highlighted in green.

Delete Production This button deletes the current production completely and redisplays the overview window

Book This will “book” the production

Main Menu Return to the Main myInventory Menu





Cost Center Displays the name of the Cost Center

Date Shows the date this production will take/has taken effect

Name This is the “name” of the production; the system will automatically generate a code.

Add Items(s) button Use this button to add items to the Production Detail window

Delete Item(s) button To use this button, first select an item(s) by checking the check box to the left of the item(s). Then, click the Delete Item(s) button to delete the items from your production.

Calculate Click this button whenever you would like a Total for the production to display at the bottom of the Detail grid

Cancel Cancels the Production. Does NOT delete the production.



Information Bar


Item Displays the name of the production item

Unit Displays the base unit of measure for this production item

Price This is the price per one unit of the selected item

Whole Batch Only Enabling whole batch will characterize the production item as being a whole of the recipe. It is possible to create partial batches of a production item (future release).

Qty Enter a value here to change the quantity of this production item

Value The value is the price multiplied by the quantity

Total Displays the total monetary value of all items in the Production

17.5 Use Filters to Change the Productions Overview Window Please refer to Filters (Section 2.6.2) of this document.

17.6 Viewing Productions There are two categories of Productions:

1. Suspended 2. Booked

Regardless of whether you want to view Suspended Productions or Booked Productions, the steps required to achieve this end are the same, except for the selection of Suspended vs. Booked, or vice versa. To view a Production:

1. Select Suspended or Booked from the Production Overview page

2. Select a Production Name



Note

Suspended Productions will always be shown in green. Booked Productions will be displayed in blue. You will only be able to modify the Suspended Production.


17.7 Saving and Suspending To save or suspend, please refer to Saving and Suspending (Section 2.7.1).

17.8 Add Items to a Production To add, please refer to Add Items (Section 2.7.2).

17.9 Delete Items from a Production To delete, please refer to Delete Items (Section 2.7.4).



17.10 Book a Production After you have created the production and are ready to finalize it, you can book it.

1. From the Production Detail window, click Book from the Top Menu Bar Note

• Make sure the production date is in the present or future, otherwise the production will not be booked

• Once you book a production, you cannot UN-book it Stock On Hand changes from the ingredients to the production item immediately after you book the production.

2. Click OK from the next dialog box

The Production Detail page will refresh. To see your recently book production, under “Show Production of Status”, reset your filters to view “Booked”. Your “Produced” record will appear

17.11 Delete a Production To delete a document, please refer to Deleting a Document (Section 2.7.5).

myInventory Feature Reference Guide Preparation and Thaw Pull


18 Preparation and Thaw Pull

18.1 Introduction and Overview Preparation and Thaw Pull is a module that is for viewing purposes only. That being said, an abundance of information can be found her with regarding to planning how much produce must be pulled from the freezer/refrigerator and prepared as to create as little waste as possible. Preparation and Thaw Pull will help forecast how much of something should be pulled or prepped based on the previous 8 weeks of sales.

18.1.1 Accessing the myInventory Preparation and Thaw Pull Module

Click the Preparation and Thaw Pull icon from the Main Menu:

18.1.2 Preparation and Thaw Pull Overview Window The first window you come to after accessing the Preparation and Thaw Pull icon is the Preparation and Thaw Pull Overview Window:

The following section describes of all of the elements contained in the Preparation and Thaw Pull Overview window.

Top Menu Bar







Print Print the selected item.





Item Name of the item

Thaw Time This is the length of time it takes for the selected item to thaw out completely for use

Shelf Life The length of time the item will be usable/fresh

Perish On The day the item will no longer be of use and will need to be classified as waste

Unit The unit of the item

SOH Begin The Stock-on-Hand amounts at the beginning

Produced How much of the item was produced

Average Average usage of that item over averaged sales

Prep. Min. The minimum amount of that item that must be prepared for the average sales

Prep. Max The Maximum amount of that item that should be prepared to cover the estimates based on average sales

18.2 Use Filters in Prep/Thaw Pull Overview Window Please refer to Filters (Section 2.6.2) of this document.



18.3 View Prep/Thaw Pull Statistics Items must be entered into the system as either a Prep Item or a Thaw Item in Settings under the Maintenance module.

Prep and Thaw Pull settings must be set on items before this module will show data. Sales depletions must also be active.

1. Select a Cost Center: Chicago Restaurant

2. Select an Item Group: Prepared Items

3. Select a Type: Preparation

4. Select an Item Group: Base Unit

5. Click Refresh

All items associated with that Cost Center and Item Group with Preparation and Thaw Pull classifications applied to them will appear.

Note how all the fields are entered based on the Production Items specification: the Macaroni & Cheese has a shelf life of 6 days and will perish on Sunday.

myInventory Feature Reference Guide Yield Management


19 Yield Management

19.1 Introduction and Overview Yield Management is a module that gives the user the ability to break one item into multiple parts, and assign those multiple parts accordingly, as either waste or product. For example, let’s say an establishment receives lettuce in 1 lb. head each and shreds it in house. The 1 lb. head of lettuce has 12oz of usable lettuce and a 4oz stem. That 12oz portion is shredded as the usable quantity and the 4oz stem is assigned as waste. Ergo, that 1 lb. head of lettuce yielded 2 separate parts: shredded and waste.

19.1.1 Accessing the myInventory Yield Management Module Click the Yield Management icon from the Main Menu or select the Yield Management option from beneath the Production Task:

19.1.2 Yield Management Overview Window The first window you come to after accessing the Yield Management icon is the Yield Management Overview Window:

19.2 Use Filters to Change the Yield Management Window Please refer to Filters (Section 2.6.2) of this document.

19.3 Create a New Yield There are two methods by which yields may be created:

1. By List


19-27 myInventory Feature Reference Guide MICROS Systems, Inc 2

2. Blank Yield (by Scratch) To create a yield by list:

1. Select List from the Yield Management Overview page

2. Select a Yield Name, enter a Cost Center, modify the yield name and or date (if

necessary), enter any pertinent information in the Information field and click Create

3. The Yield Details window will appear:

4. While in the Yield Detail window, you can modify, save, or suspend the order.



19.4 The Yield Detail Window The following section describes the Yield Detail Window.

Top Menu Bar



Save Saves the yield as is and keeps you in the detail window to continue working on the yield.

Save As… Allows you to suspend the yield, rename it, and continue working on the yield under its new name.

Suspend This feature allows you to save the yield and moves you back to the Overview window where you can continue working on this suspended yield at another time. Remember, these Suspended orders are highlighted with the color green.

Delete Yield This button deletes the current yield completely and re-displays the Overview window.

Print Allows you to print out your yield.

Book Books the yield.





Cost Center Shows the current cost center that this yield is associated with

Yield Name The name of the yield

Base Item The item that this yield is taking into consideration

Unit This is the base unit for the base item

Waste Group The Waste Group that the yield will report to

Information Any information about the yield; this is a free type field.




Date The date the yield is being done

Price The price of the base unit of the base item

Quantity The amount of item being processed in the yield

Waste Qty The amount of the base item that will be booked as waste

Save as List Click this button if the Yield you are created will be saved as a list

Calculate Click this button whenever you would like the Total for the production to display at the bottom of the Detail grid and the Waste Qty to updated based on totals

Cancel button Cancels but does not delete the Yield.

Information Bar




Conversion Displays the conversion between the unit of base item and the unit of the yielded item

Ideal % Displays the ideal percentage of yield

Ideal Qty Displays the ideal quantity of yield

Act % Displays the actual percentage of yield

Act Qty Displays the actual quantity of yield

Var % Displays the variance in percentage between the Ideal % and the Act % based on the quantity produced

Price Price %

There are 3 different ways of displays price characteristics. If the price is set to a specific value, then the column heading will display Price and reflect the value. If the price is set to a percentage of the unit, then the column will display Price % and will reflect a percentage based on the unit.

Used % Actual Percentage of the yield; based on that which is entered as actual quantity

Waste % Displays the percentage of actual waste after Ideal %, Act %, and Var % have been calculated. Technically, the variance percentage subtracted from the projected waste.



19.5 Add Items to a Yield Before you can book the yield, you must enter information into the yield, specifically, items considered as loss. To add items to the yield:

1. Open a yield and click the Add Item(s) button; the Add Item window will appear

2. Use the filters to select the Item Group and the Item(s) that will be included in the

yield

3. Click OK when all the items have been added to the yield

The items will be added to the yield:



19.6 Delete Items from a Yield To delete items from a yield:

1. Open a yield with existing items

2. Use the checkboxes to the left of the items to select which items will be deleted

3. Click the Delete Item(s) button; a delete confirmation dialog box will appear

4. Click OK; the items will be added to the yield:



19.7 Save a Yield To save or suspend, please refer to Saving and Suspending (Section 2.7.1).

Note

You must enter a quantity amount in the quantity field before a yield can be saved.

19.8 Book a Yield After you have created a yield and are ready to finalize it, you can book the yield:

1. Open the yield that will be booked

2. Enter at quantity in the Quantity field

3. Click Book from the top menu bar

Note

• Make sure the delivery date is in the present or future, otherwise the order will not be booked

• Once you book a yield, you cannot UN-book an order

4. Click OK from the next dialog box

19.9 Print/Preview a Yield To print or preview, please refer to Printing and Previewing (Section 2.7.3).



19.10 Delete a Yield To delete a document, please refer to Deleting a Document (Section 2.7.5).

myInventory Feature Reference Guide Menu Item Linking


20 Menu Item Linking

20.1 Introduction and Overview The Menu Item Linking page is where you can link one menu item to multiple menu items or recipes. This can be useful if an organization has a recipe that is sold multiple ways or if menu items that use the same recipe differently by menu level of definition levels. Linking menu items is a means by which myInventory can accurately deplete the stock-on-hand levels.

For example, an organization sells French fries in three different sizes: small, medium, and large. The organization has created a recipe for French fries, but the recipe is only applicable for a small size. A medium fries is equal to 1.5 small fries and a large fries is equal to 2 small fries. By linking the recipes and knowing the ratio, myInventory will be able to determine that when a large fries is sold, 2 portions of the small fries recipe must be depleted in order to account for the sale.

20.1.1 Accessing Menu Item Linking Click the Menu Item Linking icon from the Main Menu or select Menu Item Linking from the Production Tasks:

20.1.2 The Menu Item Linking Overview Window

The first page you will see after accessing the Menu Item Linking icon is the Overview window:

The following sections describe the Menu Item Linking screen elements



The Top Menu Bar



Synchronize Click this button to copy menu item linking from one cost center to another.



What all locations have the same items with the same PLUs, it is best to only do the linking for one and then copy it to the rest. This is a real time saver!!

Additional Screen Elements/Filters

These filters behave as described in the Welcome. For more information, please refer to the Screen Layout section of the Welcome. Please refer to Filters (Section 2.6.2) of this document.


Family Group Use this filter if you would like to search by a particular family group; family groups are pulled over from the POS

PLU from/to Use this filter to identify Price Look Up (Menu Item Number); this is the menu item number synched over from the POS

Activate/Deactivate (sometimes Toggle)

Clicking this button will cause an item to become active/inactive for linking – Item does not become inactive in the POS

Location Identifies the location for myMicros.

Recipe Using this filter allows for searching by existing recipes that have already been linked

Menu Item Use this filter to search by specific menu items that have already been linked. For example, selecting “Fish” and clicking Run will produce all items that include the menu item Fish.




Inventory Item Use this filter to search by a specific inventory item that has already been linked. Works similarly to Menu Item.

Menu Definition Levels

Click this button to select individual, multiple, or all menu levels for sorting purposes

20.2 Menu Item Linking Detail Window From the Menu Item Linking Detail window, you can link recipes and items, or unlink previously linked recipes/items.

The following describes the Menu Item Linking Detail screen elements:


OK After selecting an item/recipe to link, clicking this button will update and save the information and refresh the Menu Item Linking Overview page

Link Recipe Click this button to open a pop-up window of all available recipes

Link Item Click this button to open a pop-up window of all available items

Link to all Stores This button allows for a global change for menu item linking, rather than a store-by-store modification

Unlink Click this button to unlink a previously linked item/recipe

Unlink All Click this button to unlink all previously linked items/recipes

Cancel Click this button to exit the Menu Item Linking Detail window. Your changes will not be saved.



20.3 Link Menu Items 1. After you have located the menu item you wish to link by using the filters, select it

from the list:

To link an item, click the Menu Item Name hyperlink and the Edit Linking dialog box will display; from this page a menu item may be linked to up to 10 levels:

How your recipes and menu levels are set up will determine how you link your recipes. You will link your menu item to “Always use Menu Level 1” if the recipe is the same for all menu levels.

2. Click the Link Item button at the bottom of the page or place your cursor inside the item column for the selected menu level and click Enter; a dialog box will appear:

3. Select the item to which the menu item will be linked and click OK.

4. Modify the Quantity of the Item (if necessary)



Now, as in the case of the example, whenever a Big Beef is sold, the inventory is deleted by 1 Hamburger, 7oz portion.

Note

You can use the arrow keys in the top right section of the screen to scroll up or down through the list without having to link any items. This helps bypass linking on modifiers, condiments, titles and any other menu items that do not need to be linked:

20.4 Link a Recipe For the following example, we will be linking a French fry recipe to menu levels 1, 2, and 3, where 1 is breakfast, 2 is lunch, and 3 is dinner. A breakfast portion will consist of home fries, and a dinner portion is 1.5 times as much as the recipe makes.

1. After you have located the menu item you wish to link by using the filters, select it from the list

The Edit Linking dialog box will display; from this page a menu item may be linked to up to 10 levels:



How your recipes and menu levels are set up will determine how you link your items.

2. Select menu level 1 and click Link Recipe

3. Locate Home Fries and click OK

4. Select menu level 2 and 3 and click Link Recipe

5. Locate French Fries and click OK

6. Select the Quantity box for menu level 3 and enter 1.5



7. Click OK

Now, when Fries from Menu Level 1 is selected, the inventory will be depleted by 1 portion of home fries. When Fries from Menu Level 2 is selected, the inventory will be depleted by 1 portion of the French Fry recipe. When Fries from Menu Level 3 is selected, the inventory will be depleted by 1.5 portions of French Fries.

Although it is useful to link using quantities sometimes, users need to ensure that if changes are made to the recipe that the linking with quantities is still valid.

20.5 Link to All Stores 1. After linking menu items, from the Edit Linking window, click the Link to all

Stores button; a dialog box will appear:

2. All locations will be selected – deselect any cost centers/stores where you do not

want the menu item to be linked

3. Click OK

20.6 Unlink/Unlink All 1. From the Edit Linking page, select the menu item(s) to be unlinked from their

recipes/items

2. Click Unlink

Note

If you are unlinking all items, do not select any menu items and simply click the Unlink All button and select OK from the confirmation box.

myInventory Feature Reference Guide Master Data


21 Master Data

21.1 Introduction and Overview Master Data is where a user can set up all the information regarding Vendors, Cost Centers, Waste, Items, etc. as well as set up the Visibility Criteria. Master Data setup will enable the modules to communicate with each other and what happens in module may affect totals in another module.

21.1.1 Accessing the Master Data Module To access the Master Data module, click the Master Data icon from the Main Menu or select Master Data from below the Administration Tasks

A sub-menu will appear. If you are using the Classic Menu View, your page will look similar to:

If you are using the Collapse Menu View, your will need to further specify what task you wish to perform. In the Collapse Menu View, tasks are categorized by: Item Setup, Recipe/Waste Setup, Vendor/Cost Center Setup, Visibility Criteria, and Vendor Purchase Catalog. The first three categories mentioned have sub-categories:



Item Setup:

• Over Groups

• Major Groups

• Item Groups

• Items

• Units

• Production Units

Recipe/Waste Setup:

• Recipe Groups

• Waste Groups

• Waste Over Groups

Vendor/Cost Center Setup:

• Vendors

• Cost Centers

• Taxes

For the sake of this document, we will examine the items in the Master Data module according to the organization provided in the Collapse Menu View. We will begin with Item Setup, then Recipe/Waste Setup, then Vendor/Cost Center Setup, followed by an overview and explanation of Visibility Criteria and the Vendor Purchase Catalog.

Note

In the Master Data Module, the top menu bar might be different depending upon which Menu View you have selected. If you are using the Classic Menu, then every top menu bar will have an option for returning to the Master Data icon-format menu:



If you are using the Collapse Menu View, then you will not have the option of returning to the Master Data icon-format Menu since it does not exist in this View:

This functionality will appear in every sub-task of the Master Data Module.

21.2 Over Groups

The initial setup for over groups, major groups, item groups, items, and vendors is easier if carried out through the spreadsheet. However, if the spreadsheet method is used, all over groups, major groups, item groups, items and vendors must be entered using that method – it is an “all or nothing” procedure.

21.2.1 Over Groups Overview Window The first page you see after accessing the Over Groups module is the Over Groups Overview Window. To see available Over Groups you must click Refresh first.

From this window, you can review all existing over groups.

The following section describes of all of the elements contained in the Over Groups Overview window.

Top Menu Bar


New Create a new Over Group

csaylor

Underline




Export to Excel Opens the current information into an Excel spreadsheet





21.2.2 Use Filters to Change the Over Groups Overview Window Please refer to Filters (Section 2.6.2) of this document.

21.2.3 Create a New Over Group From the Over Group Overview window, you can create a new over group.

1. Select New from the Top Menu Bar; the Over Group Detail window will appear with blank fields:

2. Enter the name of the Over Group and determine if it is a COS or an Expense

This step is critical to configuring over groups. Once an over group is assigned a type and then saved, the type cannot be changed. This type will designate all major groups, item groups, and items below.

Although type cannot be changed after it is saved, the over group can be deleted and re-added as long as no major groups have already been assigned to it.

3. Click Save; the Over Group will be saved. If you navigate back to the Over Group Overview window, you will see your newly created record in the List.



21.2.4 Over Groups Detail Window From the Over Groups Overview window, you can modify existing items. The following section describes of all of the elements contained in the Over Groups Overview window.

Top Menu Bar


Overview Go to the subject area

New Create a new item

Save Save updates to the recently created/modified over group

Delete Deletes an item





Previous

Return to view the previous over group in the Over Groups List

Next Advance to view the next over group in the Over Groups List

21.2.5 Delete an Over Group You may not delete an Over Group unless there are no child records that exist below it (child level of an Over Group would be a Major Group). Also, even when it is possible to “delete” an Over Group, you are never truly deleting it. Rather, you are merely setting its status to inactive.

However, if you do wish to “deactivate” an Over Group and no child records exists:

1. Select the Over Group from the Over Group Overview Window

2. Select Delete from the Top Menu Bar

3. Click OK from the Delete Over Group confirmation dialog box

The Over Group will be set to inactive.



21.3 Major Groups


21.3.1 Major Groups Overview Window The first page you see after accessing the Major Groups module from the Major Groups Overview Window. To see available Major Groups you must click Refresh first:

From this window, you can review all existing Major Groups.

The following section describes of all of the elements contained in the Major Groups Overview window.

Top Menu Bar


New Create a new Major Group






21.3.2 Use Filters to Change the Major Groups Overview Window Please refer to Filters (Section 2.6.2) of this document.



21.3.3 Create a New Major Group From the Major Group Overview window, you can create a new major group.

1. Select New from the Top Menu Bar; the Major Group Detail window will appear with blank fields:

2. Enter the name of the Major Group and determine if it is a COS or an Expense

This step is critical to configuring major groups. Once a major group is assigned a type and then saved, the type cannot be changed. This type will designate all item groups and items below.

Although type cannot be changed after it is saved, the major group can be deleted and re-added as long as no item groups have already been assigned to it.

3. Identify to which Over Group the Major Group will belong; this is based on the type selected; if you need to see a list of available Over Groups, place your cursor inside the Over Groups field and press Enter.

4. Determine Rev. Account, Cons. Account, Sales Tax, and Expenses (optional) 5. Click Save

Your newly created Major Group will be saved and available for use.

21.3.4 Major Groups Detail Window From the Major Group Overview window, you can modify existing items. The following section describes of all of the elements contained in the Major Group Overview window.

Top Menu Bar




Save Save updates to the recently created/modified major group









Previous

Return to view the previous major group in the Major Groups List

Next Advance to view the next cost center in the Major Groups List

Major Group This is the name of the Major Group you are viewing

Type Will show either Cost of Sales item or Expense

Over Group The name of the over group that the major group belongs to

Rev. Account Cons. Account

Revenue Account or Consumption Account; these serve GL Account purposes

Expenses belong to Categories for A/P or GL Reporting

Sales Tax Sales tax can be associated with items on a POS level; this is rarely used in myInventory

21.3.5 Modify a Major Group From the Major Groups Overview window, you can modify existing major group:

1. Select an major group from the list; the screen will refresh and the Major Groups Detail window will appear:



2. Modify the fields as necessary 3. Click Save

The Major Group will be updated as per your modifications.

21.3.6 Delete a Major Group You may not delete a Major Group unless there are no child records that exist below it (child level of a Major Group would be an Item Group). Also, even when it is possible to “delete” a Major Group, you are never truly deleting it. Rather, you are merely setting its status to inactive.

However, if you do wish to “deactivate” a Major Group and no child records exists:

1. Select the Major Group from the Major Group Overview Window


3. Click OK from the Delete Major Group confirmation dialog box

The Major Group will be set to inactive. Only after a Major Group is deactivated can an Over Group (its parent) be deactivated as well.

21.4 Item Groups


21.4.1 Item Groups Overview Window The first page you see after accessing the Item Groups module is the Item Groups Overview Window. To see available Item Groups you must click Refresh first:



From this window, you can review all existing Item Groups.

The following section describes of all of the elements contained in the Item Groups Overview window.

Top Menu Bar


New Create a new Item Group






21.4.2 Use Filters to Change the Item Groups Overview Window Please refer to Filters (Section 2.6.2) of this document.

21.4.3 Create a New Item Group From the Item Group Overview window, you can create a new item group.



1. Select New from the Top Menu Bar; the Item Group Detail window will appear with blank fields:

2. Enter the name of the Item Group and determine if it is a COS or an Expense

This step is critical to configuring item groups. Once an item group is assigned a type and then saved, the type cannot be changed. This type will designate all item groups, and items below.

Although type cannot be changed after it is saved, the item group can be deleted and re-added as long as no items have already been assigned to it.

3. Identify to which Major Group the Item Group will belong; this will be based on the type selected; if you need to see a list of available Major Groups, place your cursor inside the Major Groups field and press Enter.

4. Determine Requirements Groups and Sales Tax (optional) 5. Click Save

Your newly created Item Group will be saved and available for use.

21.4.4 Item Groups Detail Window From the Item Group Overview window, you can modify existing items. The following section describes of all of the elements contained in the Item Group Overview window.

Top Menu Bar




Save Save updates to the recently created/modified item group








Previous

Return to view the previous item group in the Item Groups List

Next Advance to view the next item in the Item Groups List

Edit Item Groups Tab

• Type – determine how the item will be classified, as either a Cost of Sale item or

an Expense item

• Major Group – This is the name of the Major Group

• Item Group not used for Transfer – enabling this feature will deem that all items in this major group will be non-existent for transfer and therefore unavailable for transfers or requests.

• Purchase Tax – Any taxes associated with buying a product

• Requirement Group 1 – This is the first requirement group that the major group will fit into

• Requirement Group 2 –This is the second requirement group that the major group will fit into



Order Qty. Calculation Tab

• Rounding - This determines the rounding of the order; for example, if the order

calls for 8.76lbs of potatoes and potatoes are only available in 5lb bags, then, based on the selection, the order will be rounded up, down, or to the nearest value. In this case, if the Round up is selected, the order will be placed for two 5lb bags of potatoes.

• Safety Factor – This is a percentage that will order over or under the amount specified in the calculation method. Entering a percentage will ensure that enough product (5% extra) is ordered in addition to the standing order so as not to run out of any items.

• Subtract SOH – Enabling this function will subtract the existing stock-on-hand from the order amount. This will ensure the existing stock is not taken into consideration at the time of order.

• Manual – Orders will be calculated based on the manual entry of quantities in ordering; selecting this will override the values set in Item Groups.

• Average Usage – Orders are calculated based on suggested forecast values and override any Average Usage values predetermined in Item Groups.

• PAR – Orders are calculated based on PAR levels

Account Information Tab

All of these fields are for GL Accounts. Inventory Account and Expense Account is automatic for GL; if there is an associated Tax Account, that information will be displayed here.

21.4.5 Modify a Item Group From the Item Groups Overview window, you can modify existing item group:

1. Select an item group from the list; the screen will refresh and the Item Groups Detail window will appear:



2. Modify the fields/tabs as necessary; Item Group and Major Group are required

fields on the Edit Item Group tab 3. Click Save

The Item Group will be updated as per your modifications.

21.4.6 Delete a Item Group You may not delete an Item Group unless there are no child records that exist below it (child level of an Item Group would be an Item). Also, even when it is possible to “delete” an Item Group, you are never truly deleting it. Rather, you are merely setting its status to inactive.

However, if you do wish to “deactivate” an Item Group and no child records exist:

1. Select the Item Group from the Item Group Overview Window


3. Click OK from the Delete Item Group confirmation dialog box

The Item Group will be set to inactive. Only after an Item Group is set to inactive can a Major Group (its parent) be deactivated as well.

21.5 Items




21.5.1 Items Overview Window The first page you see after accessing the Items icon is the Items Overview Window:

From this window, you can view individual items and modify them as necessary. The following section describes of all of the elements contained in the Items Overview window.

Top Menu Bar


New Create a new Item






21.5.2 Use Filters to Change the Items Overview Window Please refer to Filters (Section 2.6.2) of this document.



21.5.3 Create a New Item From the Items Overview window, you can create new items.

1. Select New from the Top Menu Bar; the Items Detail window will appear with blank fields:

2. Enter/Modify the fields on the Items Detail page; the Item Name, Type, Item

Group, and Base Unit are mandatory

Make the Item Name as generic as possible as units and brands change. These can be taken care of with price quotes. For example:

“Bacon” is acceptable

“Hormel Bacon” is not acceptable – what happens when the CC starts getting Oscar Meyer?

If the item is something specific that a recipe may call for, then it is acceptable to be specific. For example, Roma Tomatoes may not just be named tomatoes – that would be confusing.

3. Click Save; the item will be saved. If you navigate back to the Items Overview window, you will see your newly created item in the Items List.

21.5.4 Items Detail Window From the Items Overview window, you can modify existing items. The following section describes of all of the elements contained in the Items Overview window.

Top Menu Bar






Save Save updates to the recently created/modified item






Previous Return to view the previous item in the Items List

Next Advance to view the next item in the Items List

Visibility Click this button will take you to a screen where visibility characteristics can be assigned. For more information on Visibility, see the section under Master Data entitled “Visibility Criteria”.

Edit Item Tab

• Type – Determine how the item will be classified, either as a Cost of Sales or an

Expense Item.



This step is critical to configuring items. Once an item is assigned a type and then saved, the type cannot be changed. This type will designate the item group that this item can be assigned to.

Although type cannot be changed after it is saved, the major group can be deleted and re-added as long as no item groups have already been assigned to it.

• Item No. – Internal item number. This number is not used as an external number on, for example, order forms. If you have item numbers specific to certain vendors you can enter them in Purchase Catalog or Price Quotes (see Purchase Catalog).

• Item Group – Provides a list of appropriate item groups based on type selection

• Base Unit – The basic unit depends on the usage of this item in recipes and transfer posting. An item can be posted as each or in parts of the purchase unit. Generally, a base unit is determined by 1 of 3 characteristics: (1) if it will be sold as a whole, i.e., not broken into parts; (2) if it will be broken into parts; (3) if it is a liquid capable of being broken into parts. An example of an item sold as a whole is a bagel; items such as these are classified as “each”. An example of an item that is sold in parts is ground beef; a 4 lb package of ground beef can be separated into 16-4oz hamburger patties to be sold; the base unit, however, would be the pound. For liquids, the base unit would be a pint; an example would be a pint of milk that can be broken into serve 2-8oz glasses.

This step is critical to configuring base units. Once base unit is assigned a type and then saved, the type cannot be changed. This unit is very important since it will be the base of any unit used for this item in orders, transfers, inventory counts, and recipes.

If an incorrect base unit has been added, the item can be deleted and re-added with the correct base unit.

Keep in mind that an item cannot be deleted if it is contained in any recipes or if it has any price quotes.

Base Units can be used for ordering, transfers, and in recipes.

• Authorization level – Select the authorization level (0-6) for this user. This level enables the user to create purchase orders, requests and transfers for items of the same or lesser authorization levels, as well as approve receipts at an authorization level equal to or less than the user’s level

• Store Unit – main unit used by a store for inventory counts and reporting.

• Ignore Item in Inventory – enable this option if the item is not to be included in any inventory counts (ex. Expense items)

• No Inventory Variances (Theo is ACT) – enable this option if you do not want any variances to register for this item. This option actualizes theoreticals in Inventory Counts. This feature is good for an item where there will always be variances and



never produce any depletes (ex. Ketchup packets since there is no control over how many ketchup packets one customer will take).

• Price Behavior – There are three characteristics that can be assigned to prices:

Dynamic – price can be changed at anytime (based on user rights)

Fixed Proposal – price can only be changed in receiving, not in ordering (based on user rights)

Fixed Period – price cannot be changed anywhere

• Last Purchase Price – The system displays the last purchase price per base unit of the item. It starts at 0 (zero) and is overwritten with the first receipt.

• Sales Price – Starts at 0 (zero) and is overwritten the first time an item with a discount is received.

• Weight Factor – based on the base unit; how much does the product weigh in pounds per base unit of measurement

• Item Code – this is similar to an item number; the eventual plan is to be able to link it to bar codes

• HACCP Required – enable this if the item is subject to Hazardous Analysis and Critical Control Point (HACCP) standards

Item Description Tab The Item Description Tab is where you can enter freehand information. Enter in as much of or as little of the information as you prefer. Keep in mind, the more information you enter, the more descriptive it will be to other users.

Preparation and Thaw Settings Tab Set the Production type here. The options are Regular, Preparation, or Thaw. You will also need to enter both the Shelf Life and Thaw Time for the item.



Order Qty Calculation Tab

• Rounding – You may override the Rounding settings here. If you wish to use the

same rounding as put forth in the Item Group module, leave this value defaulted.

• Subtract SOH – You may override the Subtract SOH settings here. If you wish to use the same settings as put forth in the Item Group module, leave this value defaulted.

• Calculation Method – You may override the Calculation Method settings here. If you wish to use the same settings as put forth in the Item Group module, leave this value defaulted.

• Use Safety Factor from Item Group – You may override the Safety Factor settings here. If you wish to use the same settings as put forth in the Item Group module, leave this value defaulted.

21.5.5 Modify an Item From the Items Overview window, you can modify existing items.

1. Select an item from the list; the screen will refresh and the Items Detail window will appear:



2. Modify the fields on the Edit Item, Item Description, Preparation and Thaw Settings, and Order Qty Calculation tabs as necessary.

Base unit and type cannot be edited after the item is saved for the first time.

3. Click Save from the Top Menu Bar.

21.5.6 To Adjust Visibility of an Item You are able to determine which cost centers will be able to see which items. This is especially useful for organization that may have different regional menu items or organizations that have different types of cost centers. In cases like these, an administrator may adjust and modify the visibility characteristics to ensure the proper viewers are receiving the correct information. To adjust the visibility of a cost center:

1. From the Items Overview window, select an item (or create one from scratch) 2. Click the Visibility button; the Items Visibility Assignment page will appear:

3. Modify Assigned as necessary using Cost Centers from source 4. Select Use Visibility Criteria if you want these changes to be implemented 5. Select Save from the Top Menu Bar (after your modifications are complete)

The page will refresh with your modified visibility criteria.

21.5.7 Delete an Item To delete, please refer to Delete Items (Section 2.7.4).



21.6 Units

21.6.1 Units Overview Window The first page you see after accessing the Units module is the Units Overview Window:

From this window, you can modify and select units. The following section describes of all of the elements contained in the Units Overview window.

Top Menu Bar


New Create a new Unit







Base Unit Standard units such as each, ounce, pint, pound, and portion are already in the system when it is installed. Generally, items fall into 3 categories:

1. those that are sold whole (bagel)




2. solids that are sold in fractions (1 lb of ground beef turned into 4 4-ounce hamburger patties)

3. liquids that are broken into pints (quart of milk turned into glasses to be served)

Once a base unit has been assigned, it should not be changed.

Information Bar


Unit Displays the base unit

Order Name Displays the name of the purchase order

Consist of Unit Amount and unit of this unit’s sub-unit An Items base unit must coincide with the unit’s own base unit. For example, if an item is purchased in a 0.35l bottle using the unit Bottle 0.35, the item’s base unit must be Liter.

QTY/BU Base Unit Quantity per associated base unit

Unit in Stock Taking Enabling this will allow the unit to be used in inventory counts.

Info Displays information entered about the unit

Tax Rate Displays the tax rate the affects this unit

Changed By Displays the last user to modify this unit

At Displays the date of the last modification for this unit

21.6.2 Use Filters to Change the Units Overview Window Please refer to Filters (Section 2.6.2) of this document.

21.6.3 Create a New Unit From the Unit Overview window, you can create a new unit.

Units should be named as generically as possible so that they are able to be used for multiple items. For example:

12oz Beer Bottle is too specific

12oz Bottle is specific, but it could be 12oz bottle of anything

5lb cheddar wheel is too specific

5lb cheese wheel or 5lb wheel or simply 5lb

The more generic the name yield more possible uses and less item units will need to be created to compensate for all units.



1. Select New from the Top Menu Bar; the Unit Detail window will appear with blank fields:

2. Enter the necessary fields. Unit, Order Name, Consists of, Units are mandatory;

QRY/BU and Base Unit populate after clicking save; all other fields are optional. 3. Click Save

Your newly created Unit will be saved and available for use.

21.6.4 Units Detail Window From the Unit Overview window, you can modify existing items. The following section describes of all of the elements contained in the Unit Overview window.

Top Menu Bar




Save Save updates to the recently created/modified unit








Previous

Return to view the previous unit in the Units List

Next Advance to view the next unit in the Units List

Consists of/Units Amount and unit of this unit’s sub-unit An Items base unit must coincide with the unit’s own base unit. For example, if an item is purchased in a 0.35l bottle using the unit Bottle 0.35, the item’s base unit must be Liter.

QTY/BU/Base Unit Quantity per associated base unit

Use Unit in Stock Taking

Enable this feature if the unit will be used in Inventory Counts

Purchase Tax Any taxes associated with buying a product in the unit, i.e., extra tax for glass bottles.

Information Enter any information into this field that may seem relevant to the Unit.



21.6.5 Modify a Unit From the Units Overview window, you can modify existing unit:

1. Select an unit from the list; the screen will refresh and the Units Detail window will appear:

2. Modify the fields as necessary; 3. Click Save

The Unit will be updated as per your changes.

21.6.6 Delete a Unit To delete a document, please refer to Deleting a Document (Section 2.7.5).

21.7 Production Units Production Units are the units that make up the amounts used in the recipes. They are manageable sizes that people are most familiar with. For example, measurements like cup, teaspoon, or ounces.

The following few sections discuss how production units are used and how they can be created and modified.

21.7.1 Production Units Overview Window The first page you see after accessing the Production Units icon from the Master Data sub-menu is the Production Units Overview window:



From this window, you can create new production units as well as modify existing production units.

The following section describes of all of the elements contained in the Production Units Overview window.

Top Menu Bar


New Create a new Production Unit







Production Unit Displays the name of the production unit

Show also inactive If you would like to view inactive recipes that are no longer being used, this feature can be enabled.

Type System User-Defined

Specify what type of production unit is being created/modified: System – available to all users User-Defined – only available to the creator of the unit

Information Bar


Production Unit Displays the name of the production unit

Base Unit Displays the base unit of measurement for the production unit

Factor This number displays the amount of production units required to fulfill the base unit measurement




Border Displays the maximum number of decimal places that will be used when the production unit measurement is rounded

Unrounded If this column is checked, then the factors will not be rounded and will be displayed up to the maximum number of decimal places (6)

Type Displays what type of production unit is – system or user-defined

Changed By Displays the name of the user/role who changed the production unit last

At Shows the date of the last modification to the production unit

21.7.2 Use Filters to Change the Production Units Overview Window


21.7.3 Create a New Production Units From the Production Units Overview window, you can create new Production Units:

1. Select New from the top menu bar; the Production Units Detail window will appear with blank fields:

2. Enter the name of the Production Unit, the Base Unit, and the Factor (mandatory)

and specify the border (optional) and/or unrounded (optional) 3. Click Save

Your newly created Production Unit will be saved and available for use.

When creating a Production Unit, keep in mind that all measurements are relative. Factor multiplied by Production Unit should always equal the Base Unit.

21.7.4 Production Units Detail Window From the Production Units Detail window, you can modify existing items. The following section describes of all of the elements contained in the Production Units Detail window.



Top Menu Bar



New Create a new Production Unit

Save Save updates to the recently created/modified Production Unit

Delete Deletes an Production Unit





Previous Return to view the previous production unit in the production unit list

Next Advance to view the next production unit in the production unit list

21.7.5 Modify a Production Unit From the Production Units Overview window, you can modify existing production units:

1. Select a production unit from the list; the screen will refresh and the Production Unit Detail window will appear:


The Production Unit will be updated as per your modifications.



21.8 Recipe Groups

21.8.1 Introduction and Overview Recipe Groups are used to categorize recipes. You can create recipe groups that best suit the needs of your organization. Typical recipe groups include, but are not limited to appetizers, salads, sandwiches, entrees, steamed items, seafood etc. Other organizations can organize their recipes based on other criteria, like breakfast, lunch, and dinner. These recipe groups can vary greatly depending on what type of establishment is using them. For example, a coffee bar may have recipe groups like espresso drinks and baked goods whereas a corner bar might have recipe groups like vodka drinks, rum drinks, gin drinks, etc.

Therefore, when creating recipe groups, be sure to take the restaurants overall theme and items served.

21.8.2 Recipe Groups Overview Window The first page you see after accessing the Recipe Over Groups icon or selecting Recipe Group from beneath the Master Data sub-task, is the Recipe Over Groups Overview Window:

From this window you will be able to review and modify existing recipe groups as well as create new recipe groups as needed.

Top Menu Bar


New Create a new Recipe Over Group








Information Bar


Recipe Group Displays the name of the recipe group

Group No Displays the group number

Group Name Displays the group name

Changed By Shows the last user/person to change the recipe group

At Displays the date of the last change to the recipe group

21.8.3 Use Filters to Change the Recipe Over Group Overview Window


21.8.4 Create a New Recipe Over Group From the Recipe Over Groups Overview window, you can create a new waste over group

1. Select New from the top menu bar; the Recipe Over Groups Detail window will appear with blank fields:

2. Enter the Recipe Group name (mandatory) and the Group Number (optional) and

Group Name (optional)

3. Click Save 4. Click Overview from the top menu bar to return to the Recipe Group Overview

Window; the newly created Recipe Group will be in the list:



21.8.5 Recipe Groups Detail Window From the Recipe Over Groups Detail window, you can modify existing recipe groups. The following section describes of all of the elements contained in the Recipe Groups Overview window.

Top Menu Bar



New Create a new recipe groups

Save Save updates to the recently created/modified recipe groups

Delete Deletes a recipe groups

Main Menu Return to the Main Menu Help Launch the help file



Previous

Return to view the previous recipe groups in the recipe over groups List

Next Advance to view the next item in the recipe groups List




Recipe Group Enter the name of the recipe group – recipes are associated to existing recipe groups in the Recipes Module

Group Number This field determines how the recipe group will be numbered in Reports

Group Name This field determines how the recipe group will appear in Reports

21.8.6 Modify a Recipe Groups From the Recipe Groups Overview window, you can modify Recipe Groups:

1. Select a Recipe Groups from the list; the screen will refresh and the Recipe Groups Detail window will appear:

2. Modify the name, number, and group name of the recipe group 3. Click Save The Recipe Groups will be updated as per your modifications.

21.8.7 Delete a Recipe Groups To delete a document, please refer to Deleting a Document (Section 2.7.5).

21.9 Waste Over Groups

21.9.1 Waste Over Groups Overview Window The first page you see after accessing the Waste Over Groups module is the Waste Over Groups Overview Window:

From this window you can review existing Waste Over Groups or create new ones.



The following section describes of all of the elements contained in the Waste Over Groups Overview window.

Top Menu Bar


New Create a new Waste Over Group






21.9.2 Use Filters to Change the Waste Over Group Overview Window


21.9.3 Create a New Waste Over Group From the Waste Over Groups Overview window, you can create a new waste over group

1. Select New from the Top Menu Bar; the Waste Over Groups Detail window will appear with blank fields:

2. Enter the name of the Waste Over Group

MICROS recommends creating only 1 waste over group. This over group does not appear in any reports. The main concern is with actual waste groups as opposed to waste over groups.

3. Click Save Your newly created Waste over groups will be saved and available for use.



21.9.4 Waste Over Groups Detail Window From the Waste Over Groups Detail window, you can modify existing waste over groups. The following section describes of all of the elements contained in the Waste Over Groups Overview window.

Top Menu Bar



New Create a new waste over groups

Save Save updates to the recently created/modified waste over groups

Delete Deletes a waste over groups

Main Menu Return to the Main Menu Help Launch the help file



Previous

Return to view the previous waste over groups in the Waste over groups List

Next Advance to view the next item in the Waste over groups List

21.9.5 Modify a Waste Over groups From the Waste Over Groups Overview window, you can modify Waste Over Groups:

1. Select a Waste Over Groups from the list; the screen will refresh and the Waste Over Groups Detail window will appear:

2. Modify the name of the waste over group 3. Click Save The Waste Over Groups will be updated as per your modifications.



21.9.6 Delete a Waste Over Groups To delete a document, please refer to Deleting a Document (Section 2.7.5).

21.10 Waste Groups

21.10.1 Waste Groups Overview Window The first page you see after accessing the Waste Groups icon or selecting Waste Groups from the Master Data sub-task, is the Waste Groups Overview Window:

You will be able to modify, create, and assign waste groups from this module. The following section describes of all of the elements contained in the Waste Groups Overview window.

Top Menu Bar


New Create a new Waste Group






21.10.2 Use Filters to Change the Waste Groups Overview Window




21.10.3 Create a New Waste Group

If you intend to report off of waste, then it is recommended to enter waste groups by reason; for example “Broken”, “Spoiled”, “Incorrectly Ordered”, “Overcooked”, etc.

From the Waste Groups Overview window, you can create a new Waste Group

1. Select New from the Top Menu Bar; the Waste Groups Detail window will appear with blank fields:

2. Enter the name of the Waste Group 3. Enter the Waste Over Group 4. Identify the waste group (Items, Recipe, Both) 5. Enter Key, Account, and Tax Account information (optional) 6. Click Save

Your newly created Waste Group will be saved and available for use.

21.10.4 Waste Groups Detail Window The following section describes of all of the elements contained in the Waste groups Overview window.

Top Menu Bar



New Create a new waste group

Save Save updates to the recently created/modified waste groups

Delete Deletes a waste group







Previous

Return to view the previous waste groups in the Waste groups List

Next Advance to view the next item in the Waste groups List

Key Key for GL or A/P purposes

Account Account for GL or A/P purposes

Tax Account This is for A/P exports; certain taxes might need to be applied to certain accounts.

Use waste group for There are 3 ways by which you can apply a Waste Definition: 1. Items 2. Recipes 3. Both

21.10.5 Modify a Waste Group From the Waste Groups Overview window, you can modify existing waste groups:

1. Select a waste groups from the list; the screen will refresh and the Waste Groups Detail window will appear:

2. Modify the fields as necessary 3. Click Save The Waste Group will be updated as per your changes.

21.10.6 Delete a Waste groups To delete a document, please refer to Deleting a Document (Section 2.7.5).



21.11 Vendors

21.11.1 Manage Vendors Overview Window The first page you see after accessing the Vendors module is the Manage Vendors Overview Window. In order to see a list of available vendors, you will have to click Refresh – using the filters may help you narrow down your results.

This Overview window gives you the access to the ability to create new vendors, edit existing vendors, group vendors together categorically, assign taxes, specify currency, and many more functions.

The following section describes of all of the elements contained in the Manage Vendors Overview window.

Top Menu Bar


New Create a new vendor; clicking this button will take you to the Manage Vendors Detail page







Show also inactive Select this option to include inactive Vendors in your filter

Using Purchase Interface

Use this filter if you wish to see results of Vendors using a Business-to-Business (B2B)



Information Bar


Vendor Displays the name of the vendor

Customer Number Displays the organization’s Customer Number with that vendor

Currency Displays the currency that the vendor uses, if not base currency

Vendor Account Displays the vendor account number

Phone Displays the vendor’s phone number

Fax Displays the vendor’s fax number

E-Mail Displays the vendor’s email address

Order Via Displays the method of ordering

Changed by Displays the user that last changed this vendor’s configuration

At Displays the date that this vendor was last updated

21.11.2 Use Filters to Change the Vendors Overview Window Please refer to Filters (Section 2.6.2) of this document.

21.11.3 Create a Vendor from Scratch To create a New Vendor:

1. Click New from the Top Menu Bar; the Manage Vendors Detail page will display:



When creating a vendor with more than one distribution center, create a different for each distribution center. This is for B2B Purposes as each distribution center normally has their own order guide.

2. Enter the name of the new vendor in the vendor field and the tax information in the corresponding field

3. Save

When you return to the Manage Vendors Overview Window, the newly created vendor will appear in the Vendor list.

21.11.4 The Manage Vendors Detail Window The following is a description of the Manage Vendors Detail window:

Top Menu Bar



New Create a new Vendor

Save Save a newly created or recently modified Vendor

Delete Delete a Vendor







Prev button

Use this button to view the information regarding the previously listed Vendor

Next button Use this button to view the information regarding the following listed Vendor.

Edit Vendor Tab

On this tab you can enter information about your Vendor. Specific details, like who the sales representative is or what the phone numbers are might be especially helpful. All fields are editable; however, Taxes is a mandatory field.

Order Settings Tab

The following fields are editable. Enter as much as little information as necessary. • Placing Order Method – determine how you will place your order: Printout, Fax, or

Email

When creating a vendor for the first time, leave the Place Order Method as print out

• E-Mail Type – select the format for your emails; choices include normal, ASCII, PDF, HTML, or XML.

• Do not sent to A/P – enable this if you do not wish to have your orders sent to Accounts Payable (A/P)



• Receipt as Invoice – enable this feature if your receipt will function as your invoice if you receive you receive by invoice rather than a packaging slip

• Self Billing Invoice – enable this if orders have already been paid, like, for example, a C.O.D Vendor

Delivery Settings Tab

Vendor Rating is a means by which for an organization to apply a “rating”, such as which vendor is considered “better” than another. By enabling Use Vendor Rating, the Vendor Rating Setup options become available. Enter the E-mail address of the Vendor in the E-mail field. Vendor Rating is typically used for HACCP Regulations.

B2B General

The following fields are editable. Enter as much as little information as necessary • Supplier ID – this is the Vendor ID • Location Number – This is the Vendor Location Number • Vendor GLN – European • Buyer GLN – European • Vendor is e-procurement provider – this vendor is able to send receipts back to the

B2B

Any B2B Settings should be left blank until it is determined which B2B Interface is needed. MICROS will perform the initial configuration on these fields.



B2B Ordering

All fields area available to be edited. You may enable the following options:

• Use B2B order – This Vendor is able to use B2B Ordering methods • Use Order Cycles - enabling this means the selected vendor will adhere to

established order cycles. • Send one file per day – one order will be filed with this specific vendor once a day;

if 15 different cost centers are all using the same vendor, then it may be better for organization to have 1 order with all 15 cost centers orders included sent to that vendor.

• Force B2B qty – enabling this function means that cost centers will be unable to changes the quantities on their receipts that come from the vendor.

• Use prepared Purchase Orders – enable this function to make prepared purchase order as the basis of an order

• Order processing via B2B only – this feature will ensure users cannot create a new order or have anything sent/added/removed from that vendor without going through B2B

• Use myInventory Automation – enabling this function will give myInventory the ability to search for and submit and order via B2B automatically.

• Purchase Orders FTP – this is the FTP where order information is sent; this is usually the Vendor information

• Orders Acknowledgement FTP – this is the FTP where the vendor sends the acknowledgment of the order receipt; it is usually the site FTP site




B2B Receipt

Enable the following options (if necessary):

• Use B2B Receiving – this denotes B2B receiving is used for the vendor • Use Price Quotes in B2B Receipt – use the price quotes in your system as opposed

to the price quotes being sent back from a vendor. • No manual created Receipts – cannot create receipts, only receive via B2B • B2B Receipt is Invoice – B2B Receipt will act as an invoice • Receipt/Invoice/Credit Notes FTP – This is the FTP where the receipts from the

vendor will be posted.


B2B Order Acknowledgment

• File Path- provided by Vendor • File Mask - provided by Vendor • Order Acknowledgement import template - provided by Vendor



Clicking the Order Acknowledgment FTP button will take you to a screen where you can enter in additional FTP Settings (all information available from Vendor):

B2B Order Cycle

• File Path - provided by Vendor • File Mask - provided by Vendor • Order Cycle import template - provided by Vendor

Clicking the Order Cycle FTP button will take you to a screen where you can enter in additional FTP Settings (all information available from Vendor):

21.11.5 Delete a Vendor To delete a document, please refer to Deleting a Document (Section 2.7.5).



21.12 Cost Centers

21.12.1 Manage Cost Centers Overview Window The first page you see after accessing the Vendors module is the Manage Vendors Overview Window

From this window, you can create new cost centers and modify existing ones.

The following section describes of all of the elements contained in the Cost Centers Overview window.

Top Menu Bar


New Create a new Cost Center

Rebuild Index Selecting this will provide the user the ability to rebuild the Cost Center hierarchy









Type: For Statistics Cost Center Store

Filter by For Statistics, Cost Centers, or Store. You may only filter by one type at a time.

Information Bar


Cost Center Displays the name of the cost center.

Location Reference

Displays the Location Reference number

Type Displays the type of location this record is

Changed by Displays the user that last modified this cost center

At Displays the date that the last modification was made

21.12.2 Use Filters to Change the Cost Centers Overview Window These filters behave as described in the Welcome. For more information, please refer to the Screen Layout section of the Welcome.

21.12.3 Create a New Cost Center From the Cost Center Overview window, you can create a new cost centers.

1. Select New from the Top Menu Bar; the Cost Center Detail window will appear with blank fields:



2. Enter/Modify the fields on the Cost Center Detail page; Cost Center, Number, Assigned To, and Taxes are mandatory fields

3. Click Save; the cost center will be saved. If you navigate back to the Cost Center Overview window, you will see your newly created cost center in the Cost Center List.

21.12.4 Cost Center Detail Window From the Cost Center Overview window, you can modify existing cost centers. The following section describes of all of the elements contained in the Cost Center Overview window.

Top Menu Bar



New Create a new cost center

Save Save updates to the recently created/modified cost center

Delete Click this button to Delete the Cost Center. If there is a referential integrity violation, then the cost center will be deactivated.

Master Data Return to the Master Data sub-menu.





Previous

Return to view the previous cost center in the Cost Center List

Next Advance to view the next cost center in the Cost Center List

Visibility Click this button will take you to a screen where visibility characteristics can be assigned. For more information on Visibility, see the section under Master Data entitled “Visibility Criteria”.



Edit Cost Center/Store Tab

• Number – This is the number that the cost center is identified by • Account (Cost Center) – applies to GL and A/P accounts; the cost center’s account

number is in the A/P System • Assigned To – this is the parent level of the current cost center (location) • Taxes – shows what types of taxes are used at this cost center • Client – the number the cost center is linked to for POS devices • Close Cost Center/Store on Stock Take – this will close the cost center or store on

the very last stock take; only select this if the store is truly going out of business • Enable Menu Planning – if the cost center will be using menu planning • Exclude from Central Purchasing – this cost center/store will not be using Central

Purchasing • Using Transit – enabling this function will give this cost center/store the ability to

transfer items • Warehouse – enable this the cost center/store is a warehouse • Advanced Storage Location – bin numbers or standard nine • Type – Cost Center or Store; Cost Center is selected by default • Period Control – stores are able to modify the periods by which their counts are

sent down



Address Tab The Address Tab is relatively straight forward. Enter in as much of or as little of the information as you prefer. Keep in mind, the more information you enter, the more descriptive it will be to other users. The address will be shown on Orders and Receipts Printouts.

MICROS Tab The MICROS Tab displays the mymicros location information for the selected cost center. This is a display tab only.

21.12.5 Modify a Cost Center From the Cost Center Overview window, you can modify existing cost centers.

1. Select a Cost Center from the list; the screen will refresh and the Cost Centers Detail window will appear:



2. Modify the fields on the Edit Cost Center/Store page and the Address page as

necessary. 3. Click Save from the Top Menu Bar.

21.12.6 To Adjust Visibility of a Cost Center Certain Cost Centers may only be allowed to view particular information. In cases like these, an administrator may adjust and modify the visibility characteristics to ensure the proper viewers are receiving the correct information. To adjust the visibility of a cost center:

1. From the Cost Center Overview window, select a cost center (or create one from scratch)

2. Click the Visibility button; the Cost Centers Visibility Assignment page will appear

3. Modify assignment to Assignment Group 1 and Assignment Group 2 as necessary

4. Select Save from the Top Menu Bar (after your modifications are complete)

The page will refresh with your modified visibility criteria.

21.12.7 Delete a Cost Center To delete a document, please refer to Deleting a Document (Section 2.7.5).



21.13 Taxes

21.13.1 Taxes Overview Window The first page you see after accessing the Taxes module is the Taxes Overview Window. To see Taxes you must click Refresh first:

From this window, you can modify or create new taxes that will be applied to you purchase orders as well as your costs.

The following section describes of all of the elements contained in the Taxes Overview window.

Top Menu Bar


New Create a new Tax






21.13.2 Use Filters to Change the Taxes Overview Window Please refer to Filters (Section 2.6.2) of this document.



21.13.3 Create a New Taxes From the Taxes Overview window, you can create a new tax.

1. Select New from the Top Menu Bar; the Taxes Detail window will appear with blank fields:

2. Enter the name of the tax and be sure Purchase Tax and Sales Tax have

information; Purchase Tax and Sales Tax may be zeroes, but they must have some numeric value

3. Click Save Your newly created Taxes will be saved and available for use.

21.13.4 Taxes Detail Window From the Taxes Overview window, you can modify existing items. The following section describes of all of the elements contained in the Taxes Overview window.

Top Menu Bar



New Create a new tax

Save Save updates to the recently created/modified taxes

Delete Deletes a tax







Previous Return to view the previous taxes in the Taxes List

Next Advance to view the next taxes in the Taxes List

Tax The name of the tax

Purchase Tax Any taxes associated with buying a product

Sales Tax Sales tax can be associated with items on a POS level; this is rarely used in myInventory

Tax Account/Tax Keys

This is for A/P exports; certain taxes might need to be applied to certain accounts; these tax keys may be setup here

Purchase Taxes for Deposits

There might be an additional tax on a deposit; for example, for glass bottles in Canada, there is a $ .10 deposit that may or may not require taxes.

Tax Accounts for Deposits

These are not standard item accounts; like a keg deposit.

Tax Accounts for Deposit Tax

These are not standard item accounts; like a keg deposit.

21.13.5 Modify a Tax From the Taxes Overview window, you can modify existing taxes:



1. Select an tax from the list; the screen will refresh and the Taxes Detail window will appear:


The Taxes will be updated as per your modifications.

21.13.6 Delete a Tax To delete a document, please refer to Deleting a Document (Section 2.7.5).

21.14 Visibility Criteria

21.14.1 Visibility Criteria Overview Window The first page you see after accessing the Visibility Criteria icon is the Visibility Criteria Overview Window:

Assigning Visibility Criteria will determine which cost centers will have access to which items/information and which cost centers will physically be able to view those items. Visibility Criteria can be categorized two ways; usually, those two ways are (1) district and (2) concept. Recipes, items, and lists are all subject to visibility criteria.



Separating by districts can give cost centers the ability to provide items of regional cuisine. For example, an organization whose primary menu item is pizza may have done research that determined people in Hawaii enjoy pineapple and other exotic fruits on their pizza. The organization can set the visibility criteria to allow for their Hawaiian cost centers to be able to select and view the “pineapple” option and not give other stores that option.

An organization can also separate by concept. Say a very large organization owns a seafood restaurant, an Italian restaurant, and a BBQ restaurant. Not every menu item or recipe will be available for each and every “concept” of restaurant. Using visibility criteria can help limit the seafood restaurant to view only seafood menu items, the Italian restaurant can see items like pasta entrees, and the BBQ restaurant will be able to view menu selections like ribs and pulled pork. And all the information can be housed in the myInventory application and assigned to the concept restaurants as necessary.

The following section describes of all of the elements contained in the Visibility Criteria Overview window.

Top Menu Bar


New Create a new Visibility Criteria






21.14.2 Use Filters to Change the Visibility Criteria Overview Window


21.14.3 Create a New Visibility criteria From the Visibility criteria Overview window, you can create a new visibility criterion.

1. Select New from the Top Menu Bar; the Visibility Criteria Detail window will appear with blank fields:



2. Enter the name of the Visibility Criterion 3. Enter the Visibility Category 4. Enter any notes into the Information field 5. Click Save

Your newly created Visibility Criterion will be saved and available for use.

21.14.4 Visibility Criteria Detail Window From the Visibility criteria Overview window, you can modify existing visibility criterion. The following section describes of all of the elements contained in the Visibility criteria Overview window.

Top Menu Bar



New Create a new visibility criteria

Save Save updates to the recently created/modified visibility criteria

Delete Deletes a visibility criteria








Previous

Return to view the previous visibility criteria in the Visibility Criteria List

Next Advance to view the next item in the Visibility Criteria List

Visibility Criterion The name of the Visibility criteria

Visibility Category One of the two ways that an organization had decided to categorize its visibility methods.

Information Enter any information into this field that may seem relevant to the Visibility Criteria

21.14.5 Modify a Visibility criteria From the Visibility Criteria Overview window, you can modify existing visibility criteria:

1. Select a visibility criteria from the list; the screen will refresh and the Visibility Criteria Detail window will appear:

2. Modify the fields as necessary 3. Click Save

The Visibility criteria will be updated as per your modifications.

21.14.6 Delete a Visibility criteria To delete a document, please refer to Deleting a Document (Section 2.7.5).

21.14.7 Setting Visibility Criteria Depending on what module you are working in, Visibility Criteria may be an option. If you have set up your visibility criteria appropriately in this module, you will be able to assign visibility criteria accurately in the other modules.

myInventory Feature Reference Guide Maintenance


22 Maintenance

22.1 Introduction and Overview Maintenance is a section devoted to organizing and essentially “maintaining” the myInventory application. myInventory is a powerful tool, capable of keeping accurate track of products throughout its process lifecycle.

Maintenance is only available to users who have been given the required user rights. Also, certain portions of Maintenance may or may not be available.

22.1.1 Accessing the Maintenance Module for myInventory To access the Maintenance module, click the Maintenance icon from the Main Menu or select Maintenance from below the Administration Tasks

A sub-menu will appear. If you are using the Classic Menu View, your page will look similar to:

If you are using the Collapse Menu View, your will need to further specify what task you wish to perform. In the Collapse Menu View, tasks are categorized by: Configuration & Settings, Document Configuration, and User Configuration. The first three categories mentioned have sub-categories:



Configuration & Settings:

• Scheduler

• myMicros Interface

• Settings

• Configuration

Document Configuration:

• List Management

• Document Numbers

• Order Cycles

• Count Cycles

• Order Calculation

• Order Calculation Lookup

User Configuration:

• Cost Centers and Locations

• Cost Center Areas

• User Management

• Role Management

For the sake of this document, we will examine the items in the Maintenance module according to the organization provided in the Collapse Menu View. We will begin with Configuration & Settings, then Document Configuration, then User Configuration.



Note

In the Maintenance Module, the top menu bar might be different depending upon which Menu View you have selected. If you are using the Classic Menu, then every top menu bar will have an option for returning to the In the Maintenance icon-format menu:

If you are using the Collapse Menu View, then you will not have the option of returning to the In the Maintenance icon-format Menu since it does not exist in this View:

This functionality will appear in every sub-task of the in the Maintenance Module.

22.2 Scheduler

22.2.1 Introduction and Overview The Scheduler is a module that allows MICROS to deploy and execute the appropriate jobs. Under typical circumstances, the user will never need to access this area. If a user attempts to perform any function under this option, they will receive an “unable to perform job” error message.

22.3 myMicros Interface

22.3.1 Introduction and Overview The myMicros Interface is where you can synch over information from the myInventory Application to the myMicros reporting application. Menu item costs, inventory totals and/or menu definitions can be sent to myMicros.

22.3.2 The myMicros Interface (Export) Overview Window The first page you will see after accessing the myMicros Interface is the Overview window. This page is also known as the Export window.



This module should not be used if exports have already been done for the previous date. This module is not able to send totals for the current day. If users try to send current day info or a day that has already been exported, they will receive an error.

This module is primarily for MICROS in the event scheduled exports do not run. MICROS recommends strong caution before modifying anything here. You may want to contact your Account Manager or the myMicros Group at [email protected] before modifying any of the configurations in this module.

You may also click the top bar menu option of Service Log to be directed to a page where you can search for and locate the Service Log.

The following sections describe the myMicros Interface screen elements.

The Top Menu Bar


Service Log This is a log of every transaction that took/takes place between myInventory and myMicros





Host This is the address for the myMicros server; this field will be programmed by Micros and is not dynamic

User This is the site name, such as Prod 1, Prod 2; this field will be programmed by Micros and is not dynamic

Password Password for connecting to the URL; this field will be programmed by Micros and is not dynamic




Export Type drop-down list

Export types include Inventory Totals, Menu Item Cost, and Inventory Definition. This is a mandatory field.

Location drop-down list

This drop-down identifies to which location the export applies; this is a mandatory field.

Export Date drop-down list

This drop-down determines for which date the export will run. This can be especially useful if, for some reason, totals were never transferred. With the appropriate rights, someone could re-transmit the totals for a lost day; this is a mandatory field

Log Detail drop-down list

This drop-down list determines to what detail the logs will contain. Options include High, Medium, or Low.

Synchronize button Click this button once to begin the export process.

22.3.3 To Synch Information to myMicros As mentioned previously, information can be synched between the myInventory application to the myMicros reporting application. To synch over information:

1. Enter the Host, User, and Password 2. Select the Export Type, Location, Export Date, and Log Detail

3. Click Synchronize

The information will be synched over.

22.3.4 Recall a Service Log To recall a service log:

1. Click Service Log from the top menu bar 2. Enter Host, User, Password 3. Select Location, Type, Export Date



4. Click Get Service Log

22.4 Settings

22.4.1 Introduction and Overview The Settings page is where a System Administrator can determine how an organization will operate, as well as the overall look and feel of the myInventory application. From settings, a Sys Admin can perform functions like determining how a page will look in its default state, how search results will sort, or how inventory counts will be grouped, amongst a whole host of other possibilities.

22.4.2 The Settings Overview Window The first page you will see after accessing the Settings module is the Overview window. On this window is a number of tabs:

The following sections describe the Settings screen elements on the tabs.

The Top Menu Bar


Save Saves the current settings

Reload Languages Reset the languages back to their default settings (US English)

Reload Settings Reset the setting back to their default





General Tab

• Show login information – enabling this option will show login information at the

top of the screen on the main menu page • Allow password change – enabling this allows users the ability to change their

own password

Note

This feature should not be enabled since passwords are synched over from mymicros.

• Allow color change (Advanced Menu) – this will give users the ability to customize colors

• Use Suggested Qty (master switch) – enable this function to turn on the ability to use suggesting ordering (PAR or Forecasted)

• Use Visibility Criteria – enable this function to have the ability to use/apply visibility criteria

• Linked button type – determine the functionality of the page, i.e. decide if fields will be buttons, links, or labels.

• Printout Type – select printout type: PDF or HTML – PDF is recommended • HTML printout rendering – if HTML is selected as the printout type, then

determine how the HTML printouts will appear, either in multiple pages or single paged

• “Select/Deselect all” selection type – there are 2 modes for the select/deselect all. Windows mode allows user to select the “V” and select all the options; toggle mode allows users to select the “V” and deselect the selected and select the unselected.

• Loading/Progress Bar type – determine what type of loading/progress bar while actions are processed

Off – selecting this removes any loading bar while actions are being processed



Menubar Overlay – selecting this will cause the top menu bar to act as the loading/progress bar

Pop Up Bar – selecting this will cause a pop-up bar to appear with the loading status information

Use global setting (web.config) selecting this is the same as the global setting (Menu bar Overlay)

• Available Menu Types – Determine how the organization’s layout will be configured. Options include:

Advanced & Classic Menu – selecting this will allow users to configure the menu type for themselves

Advanced Menu Only – selecting this will only let users use the Advanced Menu settings for their menu type

Classic Menu Only – selecting this will only let users use the Classic Menu settings for their menu type

Use global setting (web.config) – selecting this is the same as the global setting (Set to Advanced and Classic in the United States).

• Recipe Pictures root – in this field, enter the path for the directory where you keep your recipe pictures (provided by mymicros)

• E-mail server – enter the name of your email server • Pager page size – this determines how many rows will be seen on a standard page

before the page turns into a pager page; usually any more than 1000 records will cause the application to run slowly

Order Settings Tab

• Hide Filters on module start – do not display available filters • Use Line Item Delivery Date – set whether or not users will be able to assign

specific delivery dates for different items • Booking Preview – this feature can be used by a central purchasing manager to

view every and all booked orders • Use Fixed Order Qty – setting this will allow users to use fixed order quantities • Sorting – determines how order details will sort • Show Item Number – identify which referencing number will be used; options

include None, Item Number, Vendor Item Number, or Item Number and Vendor Item Number



• Max rows/page – determine how many rows will be visible on a page before turning into a pager page; usually any more than 1000 rows will cause the application to run slowly

Receipt Settings Tab

• Hide Filters on module start - do not display available filters • Receiving – Show Vat/Gross – show Vat/Gross taxes in Receiving module • Sorting – determine in what order Receiving details will sort Issue Request/Transfer Settings Tab

• Hide Filters on module start - do not display available filters • Sorting – determine in what order Requisition/Transfer details will sort Inventory Settings Tab

• Use Alternative Count Sheet – enable this function if you would like to view

count sheets in a horizontal format as opposed to a vertical format – vertical is the default



Note

If this is enabled… Only 4 units will appear in the count; if more than 4 units

are set in manage store, only the first 4 will appear There is no longer a preview count option – preview

count adds 3 columns to the report and in horizontal layout, there is no room

Enter and Tab will retain the same functionality • No Page breaks on Storage Location changes – enable this function if you do not

wish to have page breaks between storage locations on your print outs • Grouped by – determine how, in the Inventory Module, items will be grouped • Sorted by – determine how, in the Inventory Module, items will be sorted

22.5 Configuration

22.5.1 Introduction and Overview There are many things that can be configured in the Configuration module of Maintenance. Please be cautious – the Configurations module is not for the everyday, inexperienced user. It is in this module where preferences and settings regarding options bits are enabled. When you first access the Configuration module, the following page will appear:

The only function the user should really be concerned with is settings.ini. Within settings the user will be able to set a number of option bits from the WebClient sub-menu. The following explains the current functions available to the user at this time.

22.5.2 Functionality 22.5.2.1 Modify the OK/Cancel buttons Add Items pop-up boxes:

1. From the Configurations overview window, click settings.ini – the menu options will expand



2. Scroll to the bottom of the list and click Webclient – the right pane will populate with options

3. Modify:

• ButtonCancelText = enter the new cancel button name

• ButtonOkText = enter the new Ok button name

4. Click Save from the top menu bar

The following Add Items pop-up boxes will be updated to reflect the new names:

Module Add Item Box Name

Recipes Add Ingredients

Ordering Add Items

Receiving Add Item

Inventory Add Items Add Items (Create Count)

Manage Store Manage Units

Waste Add Items Add Recipes

Production Add Items



Module Add Item Box Name

Yield Add Items

Invoice Add Receipts

Requisition/Transfer Add Items

List Management Add Items

22.5.2.2 Modify the View Recipe feature: Changing this feature determines whether or not a new page will appear when the View Recipe feature is enabled in the Recipes Module. The default for this feature is for pop up windows.

1. From the Configurations overview window, click settings.ini – the menu options will expand

2. Scroll to the bottom of the list and click Webclient – the right pane will

populate with options

3. Click New Setting



4. Select a User for whom the recipe viewer will be modified (or select a user role to update all users with those permissions):

5. Enter RecViewNoNewPage in the Name Field:

6. Enter T in the Value Field (T = True)

7. Click OK

The new option will now appear in the right pane of options:

When the user operates the View Recipe feature, the Recipe will not appear in a new pop-up window and will be viewable from the current web page.



22.6 List Management

22.6.1 Introduction & Overview In List Management you can create new lists or manage existing lists. You can create lists in many other modules, but only in list management can you create a list while not creating a requisition, transfer, or other record.

You can create six different types of lists in the List Management Module:

1. Order (availability in Ordering allows for availability in Receiving, as long as there is only one vendor being used)

2. Requisition/Transfer

3. Inventory

4. Waste

5. Yield

6. Production

22.6.2 List Management Overview Window List Management is where the user can create, modify, and delete lists. The first page that appears is the List Management Overview page. Depending on how the filters are setup, this page may be void of lists. Also, the following screen shows all lists types; the availability of these list types is depending on users rights which are determine by the System Administrator.

From this window, you can create a list or view a list of lists.

The following section describes all of the elements contained in the List Management screen.



MICROS recommends doing everything list related (new, delete, rename, edit, etc) in this module. If you make changes to a list in the other modules, you may end up with duplicates.

For example, the existing Meat Order List is opened in the Ordering Module. A new item is added to this list. The User clicks “Save as List” – the user must now pick a new name for the list because lists cannot share the same name. The user select Meat Order List 2. Now there is the original Meat Order List and the newly created Meat Order List 2 – both have identical items; however Meat Order List 2 has 1 extra item. Also, there is a suspended order with all the items from list 2 – if the user forgets to delete this, there will always be an outstanding order.

If this adding of an item had been done in List Management, the current list could have been updated without having to have created a whole new list.

The Top Menu Bar



Create List Initiates the Create List pop-up window. At this point, you will be asked to input a List Name and select a List Type by which to identify the list from the available choices.





Information Bar

Menu Item Description List Displays the name of the list

Type Displays the type of list: Order, Inventory, Yield, Waste, or Requisition/Transfer.



Owner Displays the Owner of the list

Cost Center/ Store Displays the Cost Center/Store where this list was created.

Info Displays any additional info added to the list in the Info field

Last Updated Displays the date of the last time the list was updated

22.6.3 Use Filters to Change the List Management Overview Window


22.6.4 Create a New List For all lists:

1. Select Create List from the Top Menu Bar; the Create List dialog box will appear:

2. Enter the List Name – try to be as descriptive as possible

3. Select the List Type

4. Click OK.

22.6.4.1 Create an Order List: 1. Select a Cost Center/Store (place your cursor in the field and press Enter to

see a list of all available options)



2. Enter any applicable notes in the Information field and click OK

You will be directed to the Purchase Orders – List Management page where you will be able to add items to the newly created Order List.

22.6.4.2 Create a Requisition/Transfer List: 1. Select a Cost Center/Store and the Request From information (place your

cursor in the field and press Enter to see a list of all available options)


You will be directed to the Requisitions/Transfers – List Management where you will be able to add items to page for the newly created Requisitions/Transfers List.

22.6.4.3 Create an Inventory List 1. Select a Cost Center/Store (place your cursor in the field and press Enter to

see a list of all available options)


You will be directed to the Inventory – List Management page for where you will be able to add items to the newly created Inventory List.

22.6.4.4 Create a Waste List 1. Select a Cost Center and a Waste Group (place your cursor in the field and

press Enter to see a list of all available options)



2. Enter any applicable notes in the Info field and click OK

You will be directed to the Waste – List Management page for where you will be able to add items to the newly created Waste List.

22.6.4.5 Create a Yield List 1. The Create a Container dialog box will appear with your Yield List name

entered


You will be directed to the Yield – List Management page for where you will be able to add items to the newly created Yield List

22.6.4.6 Create a Production List 1. The Create a Production dialog box will appear with the Production

Name entered

2. Enter a Cost Center

3. Click OK

You will be directed to the Production List Management page where you will be able to add items to the newly created Production List.

22.6.5 The List Management Detail Window(s) Some of the functionality of the Detail windows will differ based on the type of list selected. The Top Menu Bar will remain relatively the same, regardless of list type. The



only difference in the Top Menu Bar amongst lists is the Yield List Top Menu Bar. Instead of having “Delete List”, the Yield List Management Detail page has “Delete Container”. They will still function the same.

Top Menu Bar



Save Saves the order list as is and keeps you in the detail window to continue working on the transfer.

Save As… Allows you to suspend the order list, rename it, and continue working on the order list under its new name.

Suspend This feature allows you to save the order list and move you back to the Overview window where you can continue working on this suspended order list at another time.

Delete List This button deletes the current order list completely and returns you to the Overview window.

Preview This option will open a PDF version of the current information. From here, you can print your order list.



22.6.5.1 Order List Management Detail Window The following section describes the Order List Management Detail Window.



Information This field will display any information input by the creator or modifier of the list

List This displays the name of the order list.

Visibility Assign visibility criteria





Delete Item(s) button

To use this button, first select an item or items by checking the check box to the left of the item. Then click the Delete Item(s) button to delete items from your transfer.

Calculate button Click this button whenever you would like a Total for your transfer to be display at the bottom of the Detail grid.

Cancel button Click this button to take you back to the List Overview screen. This button will not delete (cancel) the order list that you were working on even if it was not previously saved. In order to delete the order list, you must select it and then use the Delete List function as described above

Suggested Public List Use Visibility

Enabling Suggested will make the list so that if an item/item group is used with ordering, the list will show suggested order quantities. Public List will make the list available to everyone with that have that cost center within their filter. Use Visibility denotes information that uses visibility criteria as its basis.

Information Bar

Screen Elements Description Pos Position of the item in the list

Auth Authorization level of the item



Qty Price Displays the quantity of the item to be ordered. This can be changed until the transfer has been booked

Unit Vendor Displays the Price of the item or the Vendor from where the item will be ordered

Info Displays any additional information added here

22.6.5.2 Requisitions/Transfers List Management Detail Window The following section describes the Requisitions/Transfers List Management Detail Window.





List This displays the name of the requisition/transfer list.

Cost Center from Cost Center to

These fields display from where the items/products will be sent (Cost Center from) and to where the items/products will be going (Cost Center to)


Information Allows you to enter additional information for this list.

Add Item(s) button Use this button to add items to the Requisition/Transfer Detail window.


To use this button, first select an item or items by checking the check box to the left of the item. Then click the Delete Item(s) button to delete items from your transfer.

Add Recipe Click this button once to initiate the Add Recipe pop-up window. This pop-up window will allow you to choose recipes to add to the Requisition/Transfer List Management Detail screen.

Calculate button Click this button whenever you would like a Total for your requisitions/transfer to be display at the bottom of the Detail grid.

Cancel button Click this button to take you back to the List Overview screen. This button will not delete (cancel) the Requisitions/Transfers List you were working on even if it was not previously saved. In order to delete the Requisitions/Transfer List, you must select it and then use the Delete List function as described above

Suggested Public List Use Visibility

Enabling Suggested will search for records using suggested ordering. Public List will search for those records whose information is available to everyone. Use Visibility denotes information that uses visibility criteria as its basis.



Information Bar

Screen Elements Description

Item No. Displays the Item number

SOH Displays the total Stock on Hand for this item



Qty Displays the quantity of the item to be requested. This can be changed until the requisition has been booked

Price Displays the Price of the item

Total Displays the total cost of this item (Qty * Price) information about the Total

Info Displays any additional information added on this item.

If information was added, the will be red. Click on the red i to read information. Info added here will appear every time this list is used.

22.6.5.3 Inventory List Management Detail Window The following section describes the Inventory List Management Detail Window.



Inventory List Name

This displays the name of the inventory list.

Cost Center Displays the cost center name



Refresh Click this button once after choosing a different filter set, in order to execute and display the new setting. Remember to always click ‘Refresh’ first when in doubt about the data you are seeing on the screen throughout the application.




Add Item(s) button Use this button to add items to the Inventory Detail window.


To use this button, first select an item or items by checking the check box to the left of the item. Then click the Delete Item(s) button to delete items from your inventory list.

Cancel button Click this button to take you back to the List Overview screen. This button will not delete (cancel) the inventory list that you were working on even if it was not previously saved. In order to delete the list, you must select it and then use the Delete List function as described above.

Information Bar

Screen Elements Description Item Group Displays the Item Group that the item is assigned to

Item No. Displays the Item number


22.6.5.4 Waste List Management Detail Window The following section describes the Waste List Management Detail Window.



List This displays the name of the waste list.

Info Displays the cost center name


Add Item(s) button Use this button to add items to the Waste Detail window.





To use this button, first select an item or items by checking the check box to the left of the item. Then click the Delete Item(s) button to delete items from your inventory list.

Add Recipe Click this button once to initiate the Add Recipe pop-up window. This pop-up window will allow you to choose recipes to add to the Waste List Management Detail screen.

Calculate Click this button whenever you would like a Total for your waste to be display at the bottom of the Detail grid.

Cancel button Click this button to take you back to the List Overview screen. This button will not delete (cancel) the waste list that you were working on even if it was not previously saved. In order to delete the waste list, you must select it and then use the Delete List function as described above

Public List Use Visibility Criteria

Public List will search for those records whose information is available to everyone. Use Visibility denotes information that uses visibility criteria as its basis.

Information Bar




Qty Displays the quantity of the item to be that is considered waste.

Cost Displays the Price of the item

Total Displays the total cost of this item (Qty * Price) information about the Total

22.6.5.5 Yield List Management Detail Window The following section describes the Yield List Management Detail Window.





Yield Name This displays the name of the yield list.

Base Item Item to be broken down

Base Item Unit Base unit if the item to be broken down


Waste Type Shows the waste type of category that the yield identifies with


Allow additional items to be produced

By enabling this function, you will be able to add extra items to an existing list; by not enabling this function, only the items specified on that list will be available

Use Visibility Criteria

Assign visibility criteria

Pricing Method Determine how items are priced based on the base item. Items can be given a set to the base item price or a specific value or a percentage of the base item price. Set to Item Price – sets the value to the price of the base item Set to Specific Value – a price will be input and used Calculate % of Base Price – this is a percentage of the base item price

Add Item(s) button Use this button to add items to the Yield Detail window.


To use this button, first select an item or items by checking the check box to the left of the item. Then click the Delete Item(s) button to delete items from your yield list.




Cancel button Click this button to take you back to the List Overview screen. This button will not delete (cancel) the yield list that you were working on even if it was not previously saved. In order to delete the yields, you must select it and then use the Delete List function as described above

Information Bar




Conversion The conversion factor; for example, if the base unit is 1 lb., and the yield of that item is measured by “each”, the conversion factor that creates that 1 lb into an each is listed here. Base = 1 lb. converted to 2 – 8oz Each

22.6.5.6 Production List Management Detail Window The following section describes the Production List Management Detail Window.



Cost Center Displays the name of the cost center where the production list is effective

Date Displays the date the production list is effective

List Shows the List Name o


Public List Enabling this option allows for all users to have access to see this Production List

Use Visibility Criteria

Assign visibility criteria

Information Enter any relevant information here

Information Bar






Price This is the price per one unit of the selected item

Whole Batch Only Enabling whole batch will characterize the production item as being a whole of the recipe. It is possible to create partial batches of a production item (future release).

Qty Enter a value here to change the quantity of this production item

Value The value is the price multiplied by the quantity

22.6.6 Deleting Items from a List To delete, please refer to Delete Items (Section 2.7.4).

22.6.7 Opening and Modifying a List When you first enter the List Management Overview window, there should be nothing populating the page. You must modify the filters and click refresh to view saved lists as well as enable at least one of the options under List Type. The more options you enable under List Type, the more results you will receive after clicking Refresh.

1. Enable 1 or more of the List Type options:

2. Click Refresh

3. The page will load with all results for the selected List Types

22.6.8 Add Items to a List Every list in the List Management module may be added on to. Depending on the type of list you are working with, your options for what you are adding might be different. The steps, however, are very similar.

To add, please refer to Add Items (Section 2.7.2).



22.6.9 Printing and Previewing To print or preview, please refer to Printing and Previewing (Section 2.7.3).

22.6.10 Deleting a List To delete a document, please refer to Deleting a Document (Section 2.7.5)

22.7 Document Numbers

22.7.1 Introduction and Overview Document Numbers is where users can go to determine how their document names will be displayed and constructed. Every document has a format. For example, Inventory Counts are represented by INV@yy@mm@-@###2, which means Inventory Counts will look similar to: INV0709-0039. INV precedes the number, followed by a 2-digit representation of year, followed by a 2-digit representation of month, to be finished with a 4-digit value that increments by 1 with each newly created count. Purchase Orders are shown with the format B@yyyy@mm@-@####2, which means B precedes the number, followed with a 4-digit representation of year, followed by a 2-digit representation of month, finished with a 4-digit value that increments by 1 with each newly created Purchase Order.

22.7.2 Modify Existing Document Numbers 1. Select Document Numbers from below the Maintenance | Documents

Configuration task 2. Select the value in the Format column

3. Make any modifications and click Save

22.8 Order Cycles

22.8.1 Introduction and Overview Order Cycles is where you setup your orders, specifically, when you place your order and when your order is received. Every organization has some sort of cycle of ordering. For example, you could order produce every Monday afternoon and it is delivered every Wednesday morning and order beer and wine on Wednesdays and have it delivered on Fridays for a projected busy weekend. In this module you will setup your order cycles.

Note

If the vendor is set up to use Order Cycles, the cycles will need to be set up for every Cost Center that is assigned to that vendor.



22.8.2 The Order Cycles Overview Window The first page you will see after accessing the Order Cycles module is the Overview window.

Because order cycles are specific to a vendor, you must first select a vendor from the Vendor field in order to view any results. To see a list of available vendors, place your cursor inside the Vendor field and press Enter. Click Refresh after selecting a Vendor to see your order cycles.

MICROS recommends not using order cycles if the vendor is prone to changing the schedule frequently. It is easier to enter dates manually than it is to change dates in order cycles for multiple stores.

Also, if stores typically place orders over a period of a few days (ex. Mon – Wed) and have all deliveries on a day later that week (ex. Friday), Order Cycles are not recommended since orders can’t booked outside the schedule.

The following sections describe the Order Cycles screen elements.

The Top Menu Bar




Create Order Cycle Click this button to create a brand new order cycle.

Print This will open a PDF document in a browser that can be printed.





22.8.3 Using Filters to Change the Order Cycles Overview Window


22.8.4 Create a New Order Cycle To create a new order cycle, from the Top Menu Bar:

1. Select Create Order Cycle; the Create Order Cycle dialog box will appear:

a. Select a Vendor; to see a list of all available vendors, put your cursor in the

Vendor field and press Enter.

b. Select a Cost Center; by selecting a cost center, you will be identifying the order cycle for that specific store; to see a list of all available cost centers, put your cursor in the Cost Center field and press Enter



c. Select a Purchase Date. The Purchase Date is the day the actual purchase is submitted to the Vendor

d. Select a Delivery Date. The Delivery Date is the day the goods are delivered to the cost center

Note

If the Purchase Date and the Delivery Date are actually running for multiple weeks/months, then this should be thought of as the day of the week the goods are purchased/delivered.

e. Select Lead Days. Lead Days are the days between the ordering and the delivery; they should auto-populate based on order date an receive date

f. Select a Valid until dates. By selecting this, you will be determining the length of time you would like your order cycle to continue. For example, you can set up the order cycle to recur for months or until the end of the year.

g. Enter any information as necessary. This is an optional field.

2. Click OK

The newly created Order Cycle for that Cost Center will now be visible on the Order Cycles Overview window.

22.8.5 Modify an Order Cycle To modify an existing order cycle:

1. Select an existing order from the order cycle overview window:

The Modify Order Cycle dialog box will appear:

2. Make any/all necessary corrections; click OK

Your updates will be visible on the Order Cycle Overview window.



MICROS recommends not creating order cycles for longer than a few months at a time or over holidays. In situations such as these, the order cycle will require need to be modified to accommodate any scheduling conflicts.

Updating order cycles can be tedious when you need to continually update/edit them

22.8.6 Print an Order Cycle To print or preview, please refer to Printing and Previewing (Section 2.7.3).

22.9 Count Cycles

22.9.1 Introduction and Overview The Count Cycles Module is where you setup your inventories, specifically, when you place your take them. Every organization has some sort of cycle of inventorying their goods, be it when they are received, at the end of the night, every Thursday, etc.

22.9.2 The Count Cycles Overview Window The first page you will see after accessing the Count Cycles module is the Overview window.

Count Cycles determine when and with what frequency inventory counts are taken. These can vary, depending on organization and location, however usually they should be able to be configured without causing too many problems amongst locations.

The following sections describe the Count Cycles screen elements.

The Top Menu Bar


Create Count Cycle Click this button to create a brand new count cycle.


Help Launch the help file. The Top Menu Bar




Count Cycle Displays the name of any and all count cycles

Info Displays any information entered with respect to that count cycle

22.9.3 Create a New Count Cycle 1. Select Create Count Cycle from the top menu bar 2. Enter a name for the Count Cycle in the Count Cycle Group field and any

information necessary in the Information field

3. Click Save (or Suspend)

22.9.4 Add a Template to a Count Cycle By adding a template to a count cycle, you are essentially creating a template to govern the behavior of that count cycle. To add a template:

1. Select/Create a Count Cycle

2. Click the Add Template button (or select an existing Count Cycle Template listed)

3. The Count Cycle Template page will appear:



The following describes the Count Cycle Template page features. Top Menu Bar


Overview Return to the Overview page

Count Cycle Click this button to return to the Count Cycle Overview window

Save Save the Count Cycle

Suspend Suspend the Count Cycle so that you may return to it at a later time

Delete Delete the Count Cycle







Count Cycle Group Displays the name of the Count Cycle Group

Count Cycle Template

Displays (or enter) the name for the Count Cycle Template

Count Type • Spot Check • Partial Count • Full Count

Specify what type of Count Type you would like to use: • Spot Check – usually performed mid-day with a

minimal amount of items • Partial Count – items counted weekly (ex. bread on

Tuesday, meat on Friday, etc) • Full Count – every item in the entire location is included

in this count

Count At Determine when you would like the count to commence

Daily/Weekly Specify the day(s) of the week you would like the inventory count cycle(s) to occur on

End of Month Enable this option if you would like the inventory count cycle to occur at the end of the month

Financial Period Financial Periods are synched over from myMicros; if you would like your Inventory Count to be performed with respect to your financial period, enable this options

Closing Method • Set not counted

to 0 • Set not counted

to Theo. SOH

If an item is left blank…. • Set not counted to 0 will assume the item was meant to

be left blank • Set not counted to Theo SOH will assume the blank

item is a mistake and …




Scheduler Options If you would like to perform any of the three actions listed and incorporate an offset of days (i.e., days where the count will be created/frozen/booked) then enter the number(s) next to the actions desired

Open Count Handling • Set to status

Not Counted • Book Count • Do not create

new Count

Determine how you will handle existing inventory counts – do you want them to be considered “not counted”, do you want them to be booked, or do you just want them left alone and not part of a newly created count

Priority Determines the importance of the count – whether any count precedes it or follows it with importance – can have an infinite number

22.9.5 Assign a Cost Center/Stores to the Count Cycle 1. Select/Create a Cycle Count 2. Click the Assign Cost Center/Stores to the Count Cycle Button

3. The Assign Cost Center/Stores page appears:

4. Select the Cost Centers and Click Assign 5. When you finished assigning the Cycle Counts to all the necessary Cost Centers,

click Save (or Suspend)



The following describes the Assign a Cost Center/Stores to the Count Cycle page features. Top Menu Bar


Overview Return to the Overview page

Count Cycle Click this option to return to the Count Cycle Overview page

Save Save the assignment of cost centers configurations

Suspend Suspend the assignment of cost centers configurations so that you may return to it later



22.9.6 Delete a Count Cycle Template 1. Select the Count Cycle name from the Count Cycle Detail window 2. Select the checkbox next to the template you wish to delete and click the Delete

button at the bottom of the page

3. Click OK from the delete confirmation dialog box

22.9.7 Add Inventory Items 1. From an existing Count Cycle, click the Assign Inventory Items Link



2. Select an Item Group from the Item Group drop-down list

3. Assign the Items by selecting and click Assign (hold CTRL for more than one

selection)



4. Use the drop-down list to select another Item Group and continue on until all the

necessary items are in assigned for the Count Cycle 5. Click Save (or Suspend)

22.9.8 Modify an Existing Count Cycle 1. Select the Count Cycle name 2. Add/Delete a template, assign cost centers, or assign inventory items (instructions

above)

22.10 Order Calculation

22.10.1 Introduction and Overview Order Calculation is where you can determine how you would like to order specific goods. Order calculation is extremely important in that ordering too much of the wrong thing can result in loss of product whereas ordering too little of another may result in loss of sales. This module can some times be referred to as “Order Quantity Calculations”.



22.10.2 The Order Calculation Overview Window The first page you will see after accessing the Order Cycles module is the Overview window.

The following sections describe the Order Calculation screen elements.

The Top Menu Bar


Maintenance Return to the Maintenance sub menu


Help Launch the help file. Additional Screen Elements


Refresh Use this button to view any changes made to the items groups. Remember to always click Refresh first when in doubt about the data you are seeing on the window throughout the application.

22.10.3 Modify an Order Calculation To modify an order calculation:

1. Select an Item Group from the Item Group List:



A modify dialog box will appear below the selected item; in this case, meat has been chosen:

2. Make the necessary adjustments.

a. Quantity Method – Manual Orders, Suggested Orders, based on PAR, or Suggested Orders based on sales forecast

b. Build to Days – Amount of days a product is good for. Normally not entered unless less than 7 days since orders are normally placed on a weekly basis.

c. Safety Factor % - this is the “cushion” of product. This will help to ensure enough product is purchased/ordered

d. Subtract SOH – enable this if you would like your orders to be subtracted from the total Stock on Hand

e. Add lead days usage – used with PAR Suggested Ordering; lead days are the days between the order and the delivery

f. Rounding – Generally this will always need to be checked. For example, it would be nearly impossible to order 2.34 cases of something. You could perhaps order 2 cases (rounding down), 3 cases (rounding up) or 2.5 cases (rounding nearest, if offered in that amount).

If a site is set to use suggested ordering and you want the items to show suggested quantities in the Ordering Module, the items in the item group must be set to either average usage or PAR in this module OR by specific item.

Therefore, if the items in the group are suggested, then mark them as so and override the item level for those few that are not suggested.

3. Select OK

Your updates will be visible on the Order Calculation Overview window. Be sure to click the Refresh button to see your changes.

Note

Everything is se up initially but can be overridden at an Item level for items within a group that do not fit the “norm” for that group.



22.11 Order Calculation Lookup

22.11.1 Introduction and Overview The Order Calculation Lookup page is where you can view suggested order calculation order information for a specific item.

22.11.2 The Order Calculation Lookup Overview Window The first page you will see after accessing the Order Calculation Lookup module is the Overview window:

The following sections describe the Order Calculation Lookup screen elements

The Top Menu Bar






22.11.3 Using Filters to Change the Order Calculation Lookup Window




22.11.4 Lookup the Calculated Order 1. Enter the name of the cost center; place your cursor inside the field and press Enter

to see a list of all available cost centers 2. Select an item; place your cursor inside the field and press Enter to see a list of all

available items 3. Click Refresh

Note

Average totals are calculated by pulling 8 week averages and then dropping the highest and lowest weeks for all customers. • Black denotes averages with both the highest and lowest week

totals included in the average calculated totals. • Red denotes averages with highest and lowest week totals

dropped off from the average calculated totals.

22.12 Cost Centers and Locations

22.12.1 Introduction and Overview The Cost Centers and Locations page is where you can create new cost centers and link them to locations. Keep in mind that although this module is available, when new CCs/Locations are created that do not correspond with a MICROS Sales Order, those CCs/Locations will never show any totals and they will not be part of the interface. It is suggested that this module be used only to view Menu Item hierarchy structure. All additions should be carried out by MICROS.



22.12.2 The Cost Centers and Locations Overview Window The first page you will see after accessing the Cost Centers and Locations module is the Overview window:

The following sections describe the Cost Center and Location screen elements.

The Top Menu Bar


Create Location All locations should have been synched from mymicros. If added manually, the synch of sales and definitions will not work.

Create Cost Center/Store

Allows you to add a Cost Center or Store to any location within the hierarchy

Rebuild Index If a new location, cost center or store is added, sometimes you have to rebuild the index to get the hierarchical indentations to be correct.





22.12.3 Using Filters to Change the Cost Centers and Locations Window




Information Bar


Cost Center/Store Displays the names of the Cost Centers and Stores for this Organization

Type Displays if entry is a Organization, Location or Cost Center/Store

Parent Displays the name of the Tier 1 level up.

Number The reference number stored in the database for a Cost Center. This number is unique and can not be duplicated.

Location ID This number syncs over from mymicros. This field is unique and can not be duplicated.

Taxes Displays the Tax associated with this record

IFC Displays the status of the Interface to mymicros for the specific Location

22.13 Cost Center Areas

22.13.1 Introduction and Overview The Cost Center Areas page is where transfer visibility can be set. Essentially, this is where the System Administrator can determine what cost centers will be allowed to transfer and request items from another cost center. For example, it may be possible for Cost Center A to only be able to transfer items to Cost Center B, whereas Cost Center B can transfer and request items from Cost Center C.

Do not turn on the privileges to user cost center areas until they are set up. If this right is turned on prematurely, sites will not be able to perform any transfer.

22.13.2 The Cost Center Areas Overview Window The first page you will see accessing the Cost Center Areas module is the Overview window:



The following sections describe the Cost Center Areas screen elements.

The Top Menu Bar



Copy To… Copy the transfer/request settings to another cost center; this feature is only available for one mode at a time





Screen Element Description Mode Determine which setting you wish to modify. You can modify cost

centers that are able to issue requests or those able to transfer.

22.13.3 Add a Issue Request or Transfer to a Cost Center The first thing you must do before assign an Issue Request/Transfer capability to a cost center is to determine which cost center will be modified.

1. Select the Cost Center that will have an issue request or transfer status applied to it. – we have selected San Francisco Restaurant



2. Determine if you will be issuing a request or applying transfer capability and enable the corresponding button – we will be adding a store that San Francisco Restaurant will be able to transfer items to

3. From the Cost Center Overview window, click Add Cost Centers/Stores; the Add

assignment window will appear

4. Select a Cost Center/Store from the Cost Center/Store field; place your cursor

inside the field to see a list of all available Cost Centers – we have selected Los Angeles Restaurant

With Sub Cost Center - If this feature is enabled, all cost centers below the cost center selected will be eligible for transfers/requests from the default store.

Full Link – enable this function if you would like both modes to be affected by the modification. This means that if you want to set up San Francisco Restaurant to transfer items as well as issue requests to Los Angeles, you can do this in one step, rather than having to repeat the actions for the other mode.

5. Select Add

San Francisco Restaurant will now be able to transfer items to Los Angeles Restaurant.

22.13.4 Delete a Cost Center/Store To delete a request/transfer capability from a cost center:

1. Miami Restaurant has the ability to issue requests from: Baltimore, Los Angeles Restaurant, Miami Bar, New York Restaurant, and Phoenix Restaurant.



We are removing the ability to issue a request from the New York Restaurant.

2. Be sure you are in Issue Request mode

3. Select the checkbox next to New York Restaurant and then click the Remove Cost Center/Store button

4. Select OK from the confirmation dialog box

The cost center will be deleted from the Cost Center/Store list.

22.13.5 Copy Cost Center Info to Another By clicking the Copy To… button on the top menu bar, you can copy the transfer/request settings from one cost center to another cost center; this feature is only available for one mode at a time.

1. Select Copy To… from the Top Menu Bar

2. Select the Cost Centers/Stores from the Copy To Cost Center(s) dialog box that you

wish to have Existing Store’s Issue Request or Transfer settings applied to.



3. Select OK

Issue Request/Transfer settings will be applied to those selected cost centers.

22.14 Customer Numbers

22.14.1 Introduction and Overview Customer Numbers is a means by which of keeping Cost Centers and Vendors communicating on an accurate level. More specifically, this means that Cost Centers can be assigned a specific number or identifying characteristics so that when their order goes into the Vendor, the Vendor does not confuse them for someone else and inadvertently send them the wrong products. For example, many organizations setup Cost Centers by city; therefore, the likelihood of a duplicate city name exists. There’s Jackson, Mississippi, Jackson, Missouri, Jackson, Wyoming, and the list of “Jacksons” goes on. Applying these identifying numbers can decrease confusion and increase accuracy.

This is very important for customers using B2B Interfaces with the vendor.



22.14.2 The Customer Numbers Overview Window The first page you will see after accessing the Customer Numbers icon is the Overview window:

To see all available cost centers, you must first enter a Vendor.

The following sections describe the Customer Numbers screen elements.

The Top Menu Bar


Save Saves the updated Cost Center information with regard to the Vendors





22.14.3 Using Filters to Change the Customer Numbers Window Please refer to Filters (Section 2.6.2) of this document.

With Sub Cost Center - If this feature is enabled, all cost centers below the cost center selected will be eligible for transfers/requests from the default store.

22.14.4 Create Customer Numbers for Cost Centers To create Customer Numbers for Cost Centers:

1. Select a Vendor (mandatory) from the Vendor field and click Refresh; a list of all cost centers assigned to the selected vendor will appear:



2. Begin entering the identifying characteristics for each cost center 3. Click Save

Your updated information will be saved. Now, when Cost Centers place their orders, customer number is on file so that vendors know what store the deliveries are to go. Also, the delivery address will be included on the Purchase Order.

22.15 User Management

22.15.1 User Management Overview Window The first page you see after accessing the User Management module is the User Management Overview Window:

From this window, you can create new users, create a spreadsheet with all user information contained in it, or modify existing users.

The following section describes of all of the elements contained in the User Management Overview window.

Top Menu Bar


New Create a new User








22.15.2 Use Filters to Change the User Management Overview Window


22.15.3 Create a User From the User Management Overview window, you can create a new user.

Note

Creating a User in myInventory should not be done!! All users should be created in myMicros and synched to myInventory. Otherwise, “newly created” users (those created in myInventory) will not be able to log into myInventory. To access myInventory, the user must have access to myMicros. The following information is here only for information purposes.

1. Select New from the Top Menu Bar; the User Management Detail window will appear with blank fields:

2. Enter the Login Name, User, Password, Role, and Default C/S. To see a list of

available roles and/or cost centers, place your cursor inside their corresponding fields and press Enter

3. Click Save Your newly created user will be saved and available for use.

22.15.4 User Management Detail Window From the User Management Detail window, you can modify existing or new user profiles. The following section describes of all of the elements contained in the User Management Detail window.



Top Menu Bar



New Create a new user

Save Save updates to the recently created/modified users

Delete Deletes a user





Previous Return to view the previous user in the User Management List

Next Advance to view the next user in the User Management List

Manage User Rights Clicking this will enable to you to assign and manage user rights to the selected user

Purchasing Assigns user to be a purchasing manager

22.15.5 Modify and Assign Rights to a User From the User Management Detail window, you can modify a user:

1. Select a user from the list; the screen will refresh and the User Management Detail window will appear:



2. Modify the user as necessary 3. Select Manage User Rights; the Manage User Rights page appears:

4. Select a Module Group from the left side box; options will appear in the box on the

right – these options will vary depending on the selection made from Module Group



5. Select the User Rights to assign to the selected user by clicking the check box next to the right:

6. When you have finished selecting rights, click Save from the top menu 7. You will return to the User Management Detail page – if you are satisfied with all

your changes, click Save from the Top Menu Bar

22.15.6 The Manage User Rights Detail Page From the User Management Detail window, you can assign user rights to the selected user. The following section describes of all of the elements contained in the User Management Detail window.

Set basic role rights prior to setting user rights. Then, add rights as needed to individual users. This will not only be more manageable and save time, but it will ensure new users have the correct rights from the get-go.

If set per user, when a new user logs in, they may see nothing unless, of course, the System Administrator has set up the new user’s individual user rights already>

Top Menu Bar


User Returns to the User Management Overview Window

Save Saves the User Management configurations







Login Name Displays the login name for the user

Set Rights This button will enable the user to select all the rights for the module. For modules with many rights, this becomes extremely helpful.

Cancel Rights Clicking this button will deselect any rights already selected for the module. It will not erase rights across modules.

Copy Rights To… Clicking this button will copy the rights assigned from one user to another. Because assigning rights can potentially be an arduous task, this feature provides a quick and easy method of applying rights already created.

Refresh This button will refresh the information on the page.

Module Group This is a listing of all module groups that where user rights seem to be related. This has nothing to do with the actual modules, per say.

Blue Information Bar Area on the Right Pane

This pane provides all the rights for the selected module group. These rights will change depending on the module selected. Rights can be assigned by using the check boxes provided when the rights appear in the window. Hovering over the right will show a description of what the user right does.

22.15.7 Delete a User You may not in actuality “delete” a user. You may only make a user inactive. If you accidentally set a user’s status to inactive, you may reactivate a user by manipulating the user’s rights and saving. This will cause the system to realize an update is taking place an the user is still needed To delete, please refer to Delete Items (Section 2.7.4).

Note

Making a user inactive in myInventory does not make the user inactive in myMicros. However, making a user inactive in myMicros will make a user in myInventory inactive.



22.16 Role Management

22.16.1 Role Management Overview Window The first page you see after accessing the Role Management module is the Role Management Overview Window:

From this window, you can create new roles, create a spreadsheet with all role information contained in it, or modify existing roles.

The following section describes of all of the elements contained in the User Management Overview window.

Top Menu Bar


New Create a new Role






22.16.2 Use Filters to Change the Role Management Overview Window




22.16.3 Create a Role From the Role Management Overview window, you can create a new waste over group.

Note

Creating a Roles in myInventory should not be done!! All roles should be created via myMicros synchs. Roles created in myInventory will not be available to any users who access the system through myMicros. The following information is here only for information purposes.

1. Select New from the Top Menu Bar; the Role Management Detail window will appear with blank fields:

2. Enter the Role Name 3. Click Save

Your newly created role will be saved and available for use.

22.16.4 Role Management Detail Window From the Role Management Overview window, you can modify existing or new roles. The following section describes of all of the elements contained in the Role Management Overview window.

Top Menu Bar



New Create a new user

Save Save updates to the recently created/modified users

Delete Deletes a user







Previous Return to view the previous user in the Role Management List

Next Advance to view the next user in the Role Management List

Manage Role Rights Clicking this will enable to you to assign and manage role rights for the selected role

22.16.5 Modify and Assign Rights to a Role From the Role Management Overview window, you can modify a role:

1. Select a role from the list; the screen will refresh and the Role Management Detail window will appear:

2. Modify the role as necessary 3. Select Manage Role Rights; the Manage Role Rights page appears:



4. Select a Module Group from the left side box; options will appear in the box on the right – these options will vary depending on the selection made from Module Group

5. Select the Role Rights to assign to the selected role by clicking the check box next to the right:

6. When you have finished selecting role rights, click Role from the Top Menu Bar

(your updates will be saved) 7. You will return to the Role Management Detail page – if you are satisfied with all

your changes, click Save from the Top Menu Bar

22.16.6 The Manage Role Rights Detail Page From the Role Management Detail window, you can assign rights to the selected role. The following section describes of all of the elements contained in the Role Management Detail window.

Top Menu Bar


Role Returns to the Role Management Overview Window







Role Name Displays the login role name

Set Rights This button will enable the user to select all the rights for the module. For modules with many rights, this becomes extremely helpful.

Cancel Rights Clicking this button will deselect any rights already selected for the module. It will not erase rights across modules.

Copy Rights To… Clicking this button will copy the rights assigned from one role to another. Because assigning rights can potentially be an arduous task, this feature provides a quick and easy method of applying rights already created.

Refresh This button will refresh the information on the page.

Module Group This is a listing of all module groups that where user rights seem to be related. This has nothing to do with the actual modules, per say.

Blue Information Bar Area on the Right Pane

This pane provides all the rights for the selected module group. These rights will change depending on the module selected. Rights can be assigned by using the check boxes provided when the rights appear in the window. Hovering over the user right will show a description of what the user right does.

22.16.7 Delete a Role You may not in actuality “delete” a role. You may only make a role inactive.

If you accidentally set a role’s status to inactive, you may reactivate a role by manipulating the role’s rights and saving. This will cause the system to realize an update is taking place an the role is still needed

To delete, please refer to Delete Items (Section 2.7.4). Note

Making a user inactive in myInventory does not make the user inactive in myMicros. However, making a user inactive in myMicros will make them inactive in myInventory.