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Setting the restaurant up

Buying: suppliers, purchase orders and deliveries

A purchase order is a promise; the GRN is what moves stock. Short delivery leaves the order open; payables are by supplier.

On the Buying tab (*Buy for the kitchen* — managers; a store keeper with *Keep the kitchen store* sees only *Receive goods* here). The rule the whole tab is built on: a purchase order is a promise and the GRN is a delivery, and only the delivery moves stock. A system that adds stock when the order is raised shows inventory that has not arrived, and every count then looks like theft.

Suppliers

The supplier form and the list.
The supplier form and the list.
  1. A code (GOAFRESH) and
  2. the name.
  3. GSTIN — fifteen characters, checked for shape; the state is read off it. Leave it empty for an unregistered supplier; the delivery still records the tax they charge.
  4. Terms, days — how long you have to pay, shown beside what is owed.
  5. Save. Contact, phone, email and address are optional. Click a supplier in the list to change it; one with an order out cannot be retired.

Orders

The order form with its lines, and the list of orders by status.
The order form with its lines, and the list of orders by status.
  1. Supplier and
  2. expected on, and a note for the delivery.
  3. Lines — ingredient, quantity in the unit it is bought in, rate per unit.
  4. + line for the next one.
  5. Raise the order. It is a draft, numbered by the store (CODE-PO-00001), and can be changed — *Edit* — until it is sent.
  6. By status: a draft is Sent (a record on this side — print it or phone it as before) or Cancelled; a sent order is Received against (below), Cancelled while nothing has arrived, or Closed when the supplier is not sending the rest; a received order is closed. *Lines* shows ordered · received · still to come.

Receiving goods

Receive goods, filled from an order: the lines still to come, at the order's rates.
Receive goods, filled from an order: the lines still to come, at the order's rates.
  1. Supplier, and
  2. against order — the supplier's open orders. Picking one fills in the lines still to come at the order's rates; Receive on an order in the list does the same.
  3. Their invoice number and date, so the bill and the goods can be matched later.
  4. The lines: what actually arrived, the rate and GST on the supplier's bill where they differ from the order. Leave out a line that did not come; the order stays open for it. 18 kg received against 20 ordered is normal — the order shows *part received* for the 2 kg and the payable is for 18. Over-delivery is accepted. A delivery with no order is just as real: leave *against order* empty.
  5. Receive. This is the GRN: it is numbered, it puts every line on the shelf, and it sets each ingredient's latest price — which is what recipes are costed at from then on. It cannot be edited once received; a wrong one is corrected by a count or a wastage entry, with a reason.

Below the orders, Owed to suppliers — goods, tax and total by supplier from their GRNs, the oldest bill's age, their terms — and Recent deliveries, the GRNs with the supplier's invoice number; press one for its lines.

More in Setting the restaurant up

Creating an outletAn outlet is one restaurant, bar or room service. It has its own menu, tables, tax and day. The menu: categories, dishes, sizes and pricesBuild the menu yourself. Changing a price is a price change, not a deployment. GST groups, and the restaurant rateTax comes from the group on the dish — and which group is right depends on the rooms. Tables and kitchen stationsTables are where an order sits. Stations are where a KOT prints. Taking a dish off tonight (86-ing)Mark an item unavailable and it disappears from ordering until you put it back. Different prices for dine-in, room service and deliveryOne dish can carry a price per channel, and a price that applies only at certain hours. The kitchen store: what is on the shelfEvery ingredient with what is on hand, what it is worth and what is running low; a movement or a count is one form; every item has its story. Units, places and ingredientsThe store measures in units that convert to a base; every ingredient is bought in one unit, kept in one place, and has a reorder level. Recipes: what a portion is made of and what it costsA recipe is per size of a dish, in grams, millilitres or pieces per portion, with wastage; it draws stock when the KOT fires and prices the dish against its menu price. Food cost, variance, and what to orderWhat sold and what it cost in ingredients; the menu card at today's prices; what the recipes say should have left the store against what did; what is below reorder.