As an Operator, you are familiar with the cost and usage of each item in your restaurant. For Operations to be the most efficient, the following must be occur:
- Item records, both Purchased Items and Vendor Items, should be setup correctly and adjusted accordingly
- Invoicing is completed daily and reviewed weekly
- Stock Counts are completed accurately and consistently
Operations will run successfully and efficiently if all three of the above tasks are completed on a consistent basis. This guide reviews these tasks more in depth below.
Item Record Setup
Item records, both Purchased Item and Vendor Item records, must be entered correctly and assigned to the correct Locations in Restaurant365. Review and update item costs as necessary on the item record.
Invoices should be entered daily, if possible, and reviewed at the week's end for accuracy. This includes the reviewing of electronic entering, as electronic invoices could still have errors on them. The goal for this task is to ensure that your restaurant is receiving the correct item at the correct size and quantity for the correct pricing.
Step 1: Review Line Items
Open the first invoice and begin reviewing each 'Line Item' for the size, quantity, and price. Each item should be entered exactly as it is noted on its corresponding document. If an invoice is entered incorrectly, update the invoice or notify the Employee assigned to this entry to review and correct an errors.
Step 2: Assign Missing Items
Any missing items should be assigned or created to provide consistency among Locations. These include completely new items or existing items that have a different pack size or brand change. For example, if one person buys Cilantro as a Case-60/ct ofr $20, and another person buys 10ct for $5, then the Case-60/ct would be valued at $30 and would cost $10 more for the same amount.
Step 3: Run the Item Price Change Analysis Report
Running the Item Price Change Analysis report will show the price of the item at the start date, which can be entered for the previous Stock Count, and the average price of that item throughout the selected date range for that report. That way, you can determine the amount of the item used, the change in price, and the price of the item compared across multiple Locations.
Note: Item Transfers
Item transfers often occur when one Location is limited on items or has an excessive amount of an item and act similarly to AP transactions. It is important to note the following when entering an item transfer:
- The transfer will default to the new Location's Inventory UofM and Cost, but these fields will be editable
- If the price of an item is manually changed, the price of that item will be updated for both Locations
- Transfers should be entered as a negative Quantity and not a negative cost with positive Quantity
Stock Counts / Inventory
Stock counts should be done consistently and on the same day by the same people, if possible, for the most accurate recording of stock usage. It is recommended to have a minimum of two people count inventory--one to count and call and the other to write and review--and to mark inventory quantities on printed count sheets for the first few stock counts.
Entering Count Sheets
Ensure that 'Add to Current Qty' is selected on the 'Mobile Qty Entry' drop-down selector so that multiple handheld devices can be used at the same time while counting. Even further, this selection will add the quantities together rather than overwrite the previous quantity counted for that item, which would occur if 'Replace Qty' was selected.
It is recommended to complete at least three Stock Counts on a printed Stock Count form as to ensure the counts can be completed the most accurately; Users will then use their mobile devices to complete a count. Before doing so, it is important to exit out of a Stock Count if it was originally opened on a desktop computer. The desktop acts as a master record, so if a Stock Count was initially opened and remained opened while a stock count was saved on a mobile device and then saved on the blank desktop template, it will erase all counts.
Once completed, save your counts. If you completed the count on a paper copy, ensure that you enter the count into the computer and then upload a scanned image of the count using the 'Upload File' button below the grid. At the top, right corner of the Count Sheet, there is a 'Count Time' field where you can record the time it took to do the count. This is an optional field but can be useful in ensuring consistency in conducting stock counts and can be included in reporting.
When finished, the count should be saved.
Reviewing Stock Counts
To ensure that the Stock Counts were taken correctly, it is important to review both the 'Stock Count Details' tab and the 'Item Review' tab. Once both tabs are reviewed, run both the Profit and Loss and Actual versus Theoretical reports to identify any additional issues with the counts.
Stock Count Details Tab
Open the saved Stock Count record and navigate to the 'Stock Count Details' tab, which will consolidate the Unit of Measure down to the Inventory UofM. Review each line item to ensure that the count was entered at the correct UofM and the right quantity for the correct price and at the correct Location. To do this efficiently, make sure to:
- Sort the 'Each Amount' column by clicking the column header until the highest cost item is listed at the top. Spot check to make sure these prices are correct.
- Sort the 'Each Amount' column to the lowest cost items and begin to spot check to make sure these prices are correct
- When you feel confident about the costing, evaluate the Total Count Value, the Previous Count Value, and the Adjustment Value. The Adjustment Value is the difference between the current total and the previous total values. If you find that the discrepancy between the two is different than usual, start again at #1 and review the line items to find where the issue lies. Adjust the count as needed.
Item Review Tab
Open the 'Item Review' tab to see all items from all Storage Locations compiled into one line item along with their Quantities, Total Current Value, Previous Count Value, and any Flags associated with them. These flags include:
- 0 Qty
- Assumed 0
- Less than half
- Twice as much
Evaluate any flagged line items and adjust as needed. Save the count when completed. Click here to learn more about the meanings of these flags.
Profit and Loss
Once your reviews of both the 'Stock Count Details' tab and the 'Item Review' tab are completed, navigate to the Profit and Loss Statement in 'My Reports'. Running this report will display the Usage $ of each COG category. Open the Report Parameters and select the following:
- (Cutoff - Controllable)
- Report Type - Operations Statement
- Detail Level - Detail
- Filter By - Location
- Filter - Location Name
- Calendar - Operational
- As Of - Current
- Hide $0 Balances - No
- Show Unapproved - Yes
- Rounding - Your preference
- Account View - Your preference
- Metrics - Your preference
- Variance Percent - % of Sales
- Location View - Your preference
Actual vs Theoretical Analysis
After viewing the Usage $ of each COG category through the Profit and Loss Statement, run the Actual vs Theoretical Analysis report to identify problem usage areas by seeing both the Quantities and Costs associated with each item. This report allows the User to drill down into the transactions that make up the numbers as well as include a summary by Category for a Controllable Cost of Goods approach to analysis. It is recommended to run the report by the following Report Parameters selection:
- From Count - Previous Stock Count
- To Count - Most recent Stock Count
- Key Items Only - No
- Show Unapproved - Yes
- Count Time - End of Day
- Item Category 1-3 - All Selected
- Subtotal By - Item Category 1+2+3
- Show % Of Sales - No
- Sales Account - All Selected
- Subtotal By Category - Details
- Efficiency Calculation - Include Waste
- Actual Usage Dollar - Unit Cost
- Waste Calculates - Show
- Items To Display - All Items
Review any discrepancies by drilling into each item and/or amount displayed in blue. Any amount in red means that you have more of that item on the shelves this count than you did the previous count, but didn't receive an invoice or transfer. This often occurs when item transfers are not completed correctly, invoices are not entered into the system, or a miscount occurred on the current or previous stock counts.