Setup the sheet for a new period
At the beginning of a new month, select New Period from the menu.
If you have already done a count mid month and are doing another count then select New Week
Enter count
Print count sheet
Enter count under the quantity column
Once you are done, Print Ending Inventory will print the sheet with subtotals for the categories
Transfer POS Sales
if there are any new sales items, enter the recipes for those items.
Import Invoices
Depending on the supplier, you will need to retrieve invoices from you email or the supplier website before clicking the Import button
Calculate Cost
Click the calc button on either the Weekly Variance or Variance sheet depending on whether you are doing a weekly or period end count
Price List
This is a list of each item you receive from suppliers. It contains the latest price for the item in a standard unit. This standard unit is kilogram, litre or each. This is a key concept on the sheet. All other locations on this sheet will automatically convert from this standard unit. So you can have recipes in ounces, counts in lb, receiveds in kilos and they will all be converted without having to enter a conversion factor anywhere. For conversion between weight and volume, it assumes one litre weights one kilogram which is the case for water. If an item differs substantially from this you should stick to either weight or volume and not use both types of units.
The recognized units are:
kg, g, gram, gm, gr oz, ounce lb and pound for weight
litre, ml fl oz, fl/oz tsp and tbsp for volume
Capitals or lower case does not matter. if you enter anything other that the above unit names it is assumed to be a standard unit which is litre or kilo. Which also means pack, bottle, slice, portion, etc can be used as the equivalent of each. If you try to convert from each to weight or volume, it again assumes each weighs one kilo and its volume is one litre.
For example You can have chicken be received in a 10 kilo case. The unit size on the order sheet would be 1 x 10 kilo. You would enter the number of cases received and the price per case. On your count sheet you can have a line that counts the cases have a unit size of 10 kilo, a line for an opened case the has a unit size of 1 lb and a line for chicken that is already portioned that has a unit size of 5 oz. In the recipe you would enter that 5 oz. The variance will convert everything back to the standard unit which in this case it kilo.
An example of using each would be eggs. You would enter receiveds as say 6 x 12 each for a case of 6 dozen eggs. A recipe could have 5 each and you count by 12 each. The best way to use this is to make your each unit size be the recipe unit size because if you made the unit size a dozen then your recipe would have to be 5/12 or 0.416667
Also on the price list is an original price. You can set this at any time to anything you want and the change column will show the % change from the current price.
Sub Recipe
A list of all sub recipes. All sub recipe begin with the word “zub” (it’s not sub to distinguish it from item like “sub Caesar” for substitute Caesar in your point of sale. Double click on any name to edit the recipe. Right click and select Insert Inventory Row to put in a new sub recipe.
POS
This is where sales from the Point of Sale are transferred. You can insert a item manually or let the transfer macro do it. Whenever you run the transfer macro week to date sales from the current week are transferred in. At the beginning of a new week the week’s sales are added to the period column and the date updated. So the period to date sales are actually the sum of the week and period columns. The cost column on this sheet is the cost of each recipe.
The following buttons show at the top of the POS sheet.
NEW WEEK
Run at the end of a week. Erases the ending count and moves the sales from week to period. Changes dates on the Weekly Variance sheet. If the ending date does not match up to your actual week ending count date then go to the Weekly Variance sheet, double click the ending date and change to the date you are doing the count.
NEW PERIOD
Makes a copy of the file in the folder named “Archive” Will create this folder if it does not exist as a subfolder of the current folder the file is in. Erases ending count and all sales. Updates dates in Variance sheet. A New Period also does a New Week at the same time.
Note that when you press New, it closes the last period. That is it assumes that all invoices, sales and counts for the last period have been entered. If you make changes in the archive file, those changes are not carried forward into the current period.
TRANSFER POS SALES
Transfer the sales information from point of sale to this sheet. You must export the sales on POS first. All new items sold in the POS that is not in the inventory file will be created at the bottom of the sheet. The item name is highlighted in yellow until the recipe for the item is edited.
COST CONTRIBUTION REPORT
List every squirrel item and the cost and contribution percentage and dollar for it.