Transactions

Are the variety of operations that can be performed on inventory items. There are 8 types of transactions: Purchasing, Production, Transfer, Other (In), and Other (Out), Expiry, Damage and Waste.

 Columns 

  • Reference: The transaction reference.
  • Business Date: Date when the transaction was performed. 
  • Branch: Branch Where the transaction took place.
  • Type: Transaction type.
  • Declined: Shows if the receiving branch accepted or declined the transfers in.
  • Status: Transaction status.

Filters 

  • Reference: The transaction reference.
  • Invoice Number: Invoice number that's added manually for tracking.
  • Business Date: Date when the transaction was performed. 
  • Supplier: The person who supplies the goods.
  • Branch: Branch Where the transaction took place.
  • Type: Transaction type.
  • Status: Tractions status.
  • Declined: Shows if the receiving branch accepted or declined the transfers in.

 

Purchasing

Performing a new transaction will result in displaying:

Basic data>

  • Branch: The branch where the purchased items will be stored.
  • Supplier: The person who supplies the goods.
  • Invoice Number: Invoice number that's added manually for tracking.
  • Invoice date: The invoice date.
  • Business date: Date of purchasing the items.
  • Paid Tax: Paid tax won't affect the cost of purchasing the items.
  • Notes: Any notes related to this transaction or the items.

Items>

Add items Manually -> Select an item:

 - Manually add new items you are going to purchase.

- You will be presented with 3 quantities fields:

In Purchase unit, Storage unit, Ingredient unit.

-Cost will be per storage unit in Item cost report.

-Expiration date.

Add items From Tag -> select tag:

- Choose the tag that groups inventory items, for a quick purchase.

Upload items via excel:

-You can upload a list of items with a template (Excel template).

 

Production 

To produce finished good in your warehouse or kitchen, production is the right transaction to use. Producing requires a quantity to be consumed to produce the finished good. The inventory item must have ingredient (Ex. salt, oil, sugar, etc.) so production can take place.

Production can be done by clicking on Add New > Production which will result in displaying:

Basic data>

  • Branch: The branch where the item will be produced.
  • Business date: The date of producing the item.
  • Notes: Optional notes or comments on this transaction.

 

Items> Add items Manually:

Add the items to be produced by adding:

  • Select an item: Select the item you want to produce.
  • Quantity per storage unit: Add the quantity you want to produce. This will be deducted automatically from the inventory stock.
  • Quantity per ingredient unit: Add the quantity you want to produce. This will be deducted automatically from the inventory stock.
  • Expiration date: Add an expiration date for the items being produced.

 

Items> Add items From Tag:

Add items by using a tag for a quick adding.

Items> Upload Items via excel:

If a large quantity of items is being produced, download the template and fill it using an Excel sheet editor, then upload the sheet to the system. 

  • Transfer

The Transfer transaction that is used to move quantity from one branch/warehouse to another. To perform this transaction fill in the following details:

Basic data>

  • From Branch: The branch from which the items will be transferred (sending Branch).
  • To Branch: The branch to which the items will be transferred. (Receiving Branch).
  • Business Date: the date of the transfer.
  • Notes: Any notes related to this transfer or the items.

You can only select the current date or the day prior to keep data consistent.

 

Items>

Add the items you want to transfer by adding their details:

Add Items Manually > select an item:

- Select the item you want to transfer along with its quantity either in storage or ingredient or both. This will be deducted automatically from the sending branch and added to the receiving branch.

-Expiration date: the expiry date of the transferred items.

Add items From Tag> Select Tag:

-Select a tag for a quick adding if the items are many.

Upload items via excel

-You can upload a list of items with a template (Excel template).

Other (In)

This is for the items entering the inventory but are not necessarily purchased or produced. You can use this to add quantities of items in the system. For example, gifts, items bought without invoices, items from a discount sale, etc. To add this transaction click “Add New > Other (In)” and fill in the details as learned in the previous transactions. 

Other (Out)

This is for the items exiting the inventory but not necessarily sold or transferred. Use this to deduct quantities of items in the system (Ex. giving away free samples or meals). To add this transaction click “Add New > Other (Out)” and fill in the details as learned in the previous transactions.

Expiry

This is for items that have expired and need to be removed from the inventory. To add this transaction click “Add New > Expiry” and fill in the details as learned in the previous transactions.

Damage

This is for items that have been damaged (Ex. moving accidents, spills). To add this transaction click “Add New > Damage” and fill in the details as learned in the previous transactions.

Waste

This is for items that cannot be sold or reused in the inventory, such as returned cooked meals. To add this transaction click “Add New > Waste” and fill the details as learned in the previous transactions.

 

All these transactions will appear in your dashboard as a table in your “Transactions“ page (Inventory > Transactions). It will show the transaction’s reference number, business date, branch, type, status. Click the blue button next to the transaction to see its details.

Transaction status:

  • The status of the transaction will either be “Done” or “Pending”.
  • Pending transactions need to be approved by the employee who has the authority (Ex. branch manager).

To approve or decline a pending transaction:

  1. Go to Inventory > Transactions and click the preview button next to the transaction in the table.
  2. The basic data and items of the transaction are here. They can be edited,  add notes, add or remove items, etc.
  3. In the top right area choose to decline the transaction or save it. Clicking “Save” will confirm the transaction and the system will complete the related calculations.

 

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