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When menu items that belong to the Stock item class are sold, their corresponding stock items must be deducted from the store. The quantity of the stock item to be deducted when one portion of the menu item is sold is specified in the attributes of the menu item.
Sales records are store documents that account for the adjustment of stock item levels as a result of the sale of menu items.
Sales records are usually generated at the close of the business day. The settings in the directory determine how often sales records will be generated in a particular division. They account for the stock item deductions that correspond to all sales of dishes and goods made throughout the day within a given division.
Sales records cannot be deleted.
Sales record specifications include stock items associated with menu items that have been sold. Stock items can be included in sales records as standalone items or as ingredients in the recipes of other stock items.
If a stock item in the sales record has a recipe, i.e. it is a compound item, its recipe items are included into the specification. The stock item concurrence assigned to the compound item is also taken into account. Ingredients can be added to specifications either automatically (if they are described in the directory as recipe components) or manually (if the recipe is not available or needs to be edited).
Sales records are generated automatically. However, the command in the context menu of the list allows sales records to be re-generated manually. The order in which sales records are registered within one division is set in the directory. Depending on the settings configured for a division in the Divisions directory, sales records may be processed automatically on creation or manually (only after the user assigns them the Registered status).
Sales records have different statuses at different stages of processing:
Not ready – the record is open for changes.
Ready – no changes can be made to the record (except for modification of its status). This record cannot be processed in the store.
Registered – no changes can be made to the record (except for modification of its status). This record can now be processed in the store.
Deleted – the record is marked as deleted and is being processed by the storekeeping system.
The records created on POS terminals receive either the Not ready or the Registered status. The Not ready status is only applied if manual processing has been specified for the division. Sales records with the Ready or Registered status cannot be edited. To make them editable, change their status to Not ready. Applying the Registered status makes the record available to the storekeeping system for processing.
The Deleted status can only be applied to a sales record automatically, and only if all sales for the business day have been deleted from the system.
Stock items in the sales record specification also have statuses. These statuses are assigned automatically when the records are processed by the storekeeping system.
A document specification item can have one of the following statuses:
OK – denotes that processing was successful.
Stock-in quantity does not cover stock-out after changes – occurs when the on-hand supply of a stock item is less than the amount by which it has been depleted.
Stock-in date cannot be the same or later than the date of a Stock-out directly associated with it – occurs if the specified date of the stock’s arrival is later than the stock consumption date.
Enter stock-in price – occurs if the stock-in price has not been entered.
Theoretical on hand stock has changed since last calculation – is applied if the on-hand level was changed during processing.
Record missing (internal error) – is displayed when a record is found missing during processing. This is an internal program error.
Internal error: record cannot have zero value for quantity – occurs when it is discovered during processing that the stock item has a zero quantity. This is an internal program error.
Stock item sales records are managed in the list.
The sales records list can be displayed for selected stores or for business days in a specified date range. The following viewing windows are used for this purpose: