orangecomplete software solution for management of F&B

HEAD OFFICE

orangecomplete software solution for management of F&B

SIS TECHNOLOGY 2012

WHITEPAPERHead Office and Reporting system (BI)

• System architecture and main modules• Business model• Reporting system Business Gate

orangecomplete software solution for management of F&B

HEAD OFFICE

SYSTEMMODULES

I. MODULES OF THE CENTRALISED SYSTEM

HO databaseSupports the uniform nomenclatures – articles, suppliers, customers, price lists, etc.Supports the list of clients’ cards issued, management of credit limits and black list of blocked cards for exceeded credit limit• Payments to the suppliers• Consolidates all data for the reporting

systemCOM Server – Communication server in the Head office• Transfers to the F&B sites all changes

or new records in the nomenclatures (prices, articles, suppliers, supply conditions, etc.) performed in the Head office

• Imports in the copy databases all received data from the POS links in the F&B sites

• Consolidate all documents for supplies into the HO database for invoice control

• Performs monitoring over the data transfers from the F&B sites and manages the feedback messages for successful/unsuccessful transfers

• Sends to the local databases via POS link all modifications in recipes

POS Link – Communication module for the F&B site: • Intended to transfer all data for sales,

deliveries, inventories, etc. to the Head office: The transfer is performed on daily basis or on other time period which is adjustable parameter

• Performs the action to delete all local data when the daily transfer is completed and confirmed as consistent from the Head Office system (COM Server)

• Imports in the local Data base modified or new nomenclatures from the Head office– articles, suppliers, customers, prices, etc.

• Imports modified or new recipes from the Head office.

DataBaseServer

DataBaseEngine

CashServer

LocalDataBase

CashRegSM Manager

POS LinkCommunication

ModuleCOMM Server

CommunicationServer

Business GateHead Officeapplication

orangecomplete software solution for management of F&B

HEAD OFFICE

BUSINESS PROCESS

II. Business process organizationHead Office operationsManagement of articles nomenclature – the articles and raw materials are defined in the HO database by the Back office application SM Manager. There are to general ways to manage all the items in the chain and their parameters: • only in the Head office and restriction for

modifications in the retail sites• mixed model which allows modifications

both in the Head office and retail site where the communication modules take care for the nomenclature consistency.

Suppliers – New suppliers and modifications over existing ones are actions intended to be performed in the Head office. The communication modules take care all modifications to be synchronized with the local Orange systems in the retail sites together with their relevant parameters: supplied items, assigned role of the supplier (default or alternative), payment method.Customers – The concept of Orange is to maintain the list of the customers in the Head office along with the data for issued client cards. Orange allows new cards to be issued in the retail sites and while performing this operation the Front office application communicates online with the HO database.Recipes – The recipes for production of end-products are designed to be initially defined in the Head office when the chain policy requires it to provide to the customers uniform quality and ingredients of the product (mostly in the fast food chains) but also allows the system to be adjusted in a way in which every retail site to create new recipes for specific articles.Management of prices – the articles prices are maintained in the items nomenclature on the Head office database while the communication server and modules take care for the prices update in the local databases in the retails sites. Depending on the pricing management the items in the Orange system are divided in two general types:- Global articles – prices are defined in the Head office and there is a restriction over modification in the retail site

Local articles – prices and some

other parameters could be modified also in the retail site

Reporting system – See Chapter III. Business Gate

Data export to external systems – there is a developed XML transfer to 3rd party systems to export summarized data for example for accounting purposesRetail site operations.Orange has a local database in each retail site. That provides high reliability of the system and independency from the communication environment between the restaurant and the Head office and meanwhile provides the chain to be fully centralized. In this centralized concept the main operations in the retail site are:In predefined time the POS Link activates the communication channel to the COM server in the Head office and sends all data for documents issued (sales ,deliveries, inventories) and receives all modifications in nomenclatures recording them in the local databaseIn the Head office Orange stores a copy of every local database as a precaution from data loss and to provide quick and easy synchronization between the Head office and the local retail sitesAll functions of the Orange system regarding local sales, deliveries are described in two additional Whitepapers for the two typical models: Restaurant and Fast food.

orangecomplete software solution for management of F&B

HEAD OFFICE

REPORTING SYSTEM

HEAD OFFICE REPORTING SYSTE – BUSINESS GATEThe business goals that faces every implementation of Business gate are:

- Stocks optimization- Optimization of deliveries- Increase of the sales by analyzing- Customers behavior- Increase of the performance- Increase of the gross margin by optimizing processes

1. Online quick reports for monitoring over Key performance indicators (KPI). The quick reports are generated in a dash board which allows the manager to have a quick overview over the business:

Turnover by retail sites Number of customers by retail sitesTurnover, gross margin and profit for the last 7 days

Average amount of customer’s bill for the last 7 days

• Daily Turnover by retail sites• Daily Number of customers by retail sites

• Turnover for the last 7 days• Margin for the last 7 days

• Average bill by customer• Number of customers by retail sites

orangecomplete software solution for management of F&B

HEAD OFFICE

Reports for stocks and inventories.The reports from this section are intended to:

Analyze the cases of overstocks of articles – both raw materials and end-products - or insufficient stocks to prevent loses The optimized stocks are leading to increased rotation of the goods and respectively to better resultsMinimize the stocks of goods with low demand from customers

     Screenshot: Articles stocks by retail sites – fields:

SupplierRestaurantQuantity on stockTotal amount – deliveriesTotal amount - sales

REPORTING SYSTEM

orangecomplete software solution for management of F&B

HEAD OFFICE

Sales reports:Analysis of sales – summarized and detailed reports for sales: by articles, by group of articles, by retail site, by group of retail sites , etc.Analysis of promotions – comparison of daily average sales during a promotion and non-promotion periodTop articles – top articles by sales, top articles by decreased or increased margin, etc.Goal – increase of sales by improving of stock availabilities and analysis of promotions performance

Screenshot: Sales report – summarized for retail site and detailed by articles for a particular retail site

REPORTING SYSTEM

orangecomplete software solution for management of F&B

HEAD OFFICE

Detailed reports for deliveriesOptimization of deliveriesAnalysis over deliveries by suppliersAnalysis over gross margin by suppliersUniformity of suppliesGoal – optimization of the process of supplies

Screenshot: Supplies for a periodThe data is grouped by several criteria:By supplierBy article group/subgroupBy retail site

REPORTING SYSTEM