Inventory Module
eZee Optimus
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Prepared By: Ramiz Malek

 
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How to start with eZee Optimus inventory management

What is the use of a Storage Area?

What is the Item Category?

How to define the Purchase Units & Consumption Units?

How to create and configure the Inventory item?

What is the use of Cost & Stock ?

How to set Menu item Recipe (BOM)?

How to set BOM for the menu item from the different menu?

How to Create a Voucher template for Inventory Transactions and operations?

What is Vendor Catalogue and what is the user of it?

How to create PO (Purchase Order)?

How to Create the GRN (Goods Receipt Note)?

How to update the Physical stock ?

How to perform Stock Adjustment or transfer stock directly?

What is Manufacturing in eZee Optimus and what is the use of it?

How to perform stock Transfer?

What is the use of a Market list in eZee Optimus Inventory management?

What is the Indent? What is the process of Indent in eZee Optimus?

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CONFIGURATION
How to start with eZee Optimus inventory management
Once activated inventory module, The store must be created. You must have to configure the Outlet as its Front operation type
“Both” then only the consumption of the store item to prepare a menu item will take place.
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What is the use of a Storage Area?

Users can define the different Storage Area for each outlet (e.g Deep Fridge and Rack) and accordingly get to know where the goods
are kept. Storage Area helps users at the time of Physical Stock Taking. Users can print report based on Storage Area and get the
physical count done smoothly.
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What is the Item Category?

The item category distributes the inventory item into a different section. The item category will be an item type, purchase method, or
etc. (e.g -Dairy products, Freezer Items, Beverages, Spices)

This category will help the user to control data of the reports in an effective way.

Goto: Back Office > Inventory > Item Category

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How to define the Purchase Units & Consumption Units?

Users can go to the unit section to create possible units which they are using for purchasing the goods from the supplier as well as to
show the consumption of the ingredient items in Menu items.

Goto: Back Office > Inventory > Unit

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How to create and configure the Inventory item?

Users can click on (+) sign to Create a new Inventory item and Configure it as per the requirement.
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1. Name: ​Enter the name of the item which is going to be in use as a BOM of the menu item. Select the category of the item
which is created. And, Select the base measurement unit (A unit in which item is going to get consumed with the menu item
and it should be a smallest unit ( e.g - gm, ml. Pcs etc)
2. Item Type - ​Gives the clarity to the user that the created item is an ingredient or an intermediate.

Intermediate - ​Such items can be produced in the kitchen with the help of the other ingredients. (e.g - Sauces, Different
Types of syrups for soft drinks, gravy for the main course dishes etc.)

Ingredient - ​Such item is directly going to be in use to prepare a menu item and which is ready made.

3. Item Code-​If a user wants to access the inventory items through its code ( to search items or order the item with the help of
code and not with name), then the user can enter the unique code to each of the inventory item added.

4. Units - This is the very essential part while configuring the inventory item. Users can define the base unit(Smallest Unit) in
which they are going to use that store item and whose factor will always be 1.
5. Conversion Factor​:Users can define multiple units to show the consumption of the items accordingly as mentioned in the
above screenshot.

(e.g - consumption unit is ml, and purchase unit is bottle and box. The factor of bottle will be 750 and Box which consist of 10
bottles (750 ml x 10 Bottles = 7500 ml) in 1 Box factore will be a 7500)

user Can click on Unit name and can change the unit as well in which consumption needs to be done.
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6. Wastage % - There are many goods or grocery items which are received in exact quantity(e.g - 1 KG) but in use exactly how
much it is received as it gets wastage when gets chopped ( can be in use only 0.8 KG out of 1 KG and rest gets wastage) for
such items, user can define the direct wastage in the given field and stock of that item will be updated accordingly.
7. Calculate stock In - User check mark the unit in which total stock quantity needs to be calculated. User can select one or
more unit base on how they want to show final stock onm reports.
8. Action ​- User can take action on the Created units as can delete the same when unit is not in use or configured wrongly

9. Outlet Name -​User can need to select the Outlet Name in which the items will be activated and in use.
10. Min.Qty ​- User can enter the min.qty of stock of that item so that when it reaches to that qty system will alert (Not
Mandatory).
11. Max.Qty - User can enter the Max.qty of stock of that item so that system will not allow the exceed that limit (Not
Mandatory).
12. Purchase Rate - User can enter the purchase rate of the item in which goods are received from the supplier.Last Rate - When
a user purchases the same item with Different rate and saves it, That new purchase rate will be updated under the last Rate
when purchasing the item another time.
13. Supplier -​ Select the preferred Vendor/Company Name from which goods will be purchased.
14. Tax Group​ - Select the Tax group which the user wants to apply on the purchased goods.
15. Location -​ Selection the location of the Inventory item where it is kept.
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16. Ingredients ​- When the inventory item is an intermediate item, and if will be manufactured within the kitchen with the help of
other ingredient items then the user can set those items under ingredients with respective quantity and unit cost.
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What is the use of Cost & Stock ?

Users can search inventory item by outlet wise, or item type wise, or category wise, or can directly use keywords to search the item
and update the cost data for respective item in Bulk.
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How to set Menu item Recipe (BOM)?

In order to add the BOM (Bill Of Material- Costing) of the Menu item, users can either select that item by giving a click All Items, or
can select the item from the respective menu list as per the above shared screen.
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Users can select the respective item and click on the setting button to add the BOM.
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Click on (​+Add Item​) button to add the BOM of the menu item. Users can select the multiple items from this window based on the
consumption for the menu item that needs to be set and then click on the SAVE button.

The stock will be consumed automatically only when we have set the BOM for the respective menu item.

This consumption takes place based on the quantity and unit set under that menu item which is going to get consumed upon selling
the Menu item from the outlet.
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How to set BOM for the menu item from the different menu?

User can select the rate from which one can select the item which will be set as BOM for the menu item.
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Users will select the item from the Product list on which BOM will be set.
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The default BOM is already set for the menu item, And for the respective menu list as well, users can set the BOM. When that item
will be sold from the respective menu, at that time the consumption of the item will be as per the other other rate and not from the
default set BOM.

Here user need to keep in mind that, At the time of stock calculation the item will be overwritten by the other Rate. Which means the
stock calculation will be based on the other set BOM and not as per the default set BOM.

Click on the ​SAVE ​button to update the changes made.

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How to Create a Voucher template for Inventory Transactions and

operations?

In order to add the new voucher template, User can click on (+) Button where can select the type and give the name of the
respective voucher template and SAVE it. According to the created voucher templates, It will print the detail for the mentioned
vouchers.

User can perform different actions on the created template such as:

Configure the template by giving a click on configuration button

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When a user creates a new template, there will be a default format ready to use but if in case the user wants to make some changes
in the same, then can design it as per the above screen.

Users can design the template as per the necessary field requirements and can preview the same. After the design Click on Edit
button to save the changes made in design.

Users can Inactive the Voucher template if it is not in use anymore. Users can again reactivate the same in future if they want to use
the same again by giving a click as mentioned in the screen below and go to the Inactive voucher template list.
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Users can Edit the Voucher template if they want to change the name of it.

Users can delete the Voucher template if it is not in use anymore, not even in future.
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What is Vendor Catalogue and what is the user of it?

Users can search vendor/ Supplier wise the ingredient item as in from which vendor which items or goods are purchased. This list
included the unit of the purchased item and its purchase price.

Users can edit any of the items or can Add the new item as well under respective vendor/ supplier as shown in the screen below.
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Vendor Catalog will give the user a list of all the items with minimum purchase value and accordingly the user can raise the purchase
Order with those items.
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INVENTORY TRANSACTIONS
This includes all the transaction and stock update related operations that need to be performed by the respective user. Users need to
switch to the front end side of the eZee optimus to proceed with further operations.

Make sure all the templates are created and mapped in the store to perform the store operations.
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Some settings are mentioned in the configuration which the Back office manager will decide which includes Approvals of Physical
stock, PO, Vendor price in PO, Auto receive of stock, Update purchase rate on receiving the stock from stock transfer.
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Use the toggle button to switch between the Inventory and stock management operations and POS operations if the outlet type is
created as “Both”.
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How to create PO (Purchase Order)?

When goods are required to prepare the different menu items, the Respective user will raise a request with the list of all the items
with its required quantity to the Vendor/Supplier called a PO (Purchase Order).
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The Current stock of the item is Zero as you can see the Report below which is Item Stock ledger Report.
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As soon as the process will get completed, The stock of the item will gets updated. Refer the Item stock ledger report for the same.

Related Reports are as below:

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How to Create the GRN (Goods Receipt Note)?

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Once Done, It will reflect on all the Reports which listed above, Except the Purchase order Register and Details Report.
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How to update the Physical stock ?

Users can check the physical stock in the storage area and accordingly will update the book stock from the below screen. It is
possible to update the stock in Bulk as well as it is possible to Import the physical stock.
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After adding the items in bulk, Follow the below step to add the physical stock of all the added store items.
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Import All items:

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Stock of that item will be updated on the respective reports as below:

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How to perform Stock Adjustment or transfer stock directly?

As we have seen above how the Physical stock is updated. Here the term adjustment refers to adding or removing some qty from the
current stock of the item. Accordingly the stock will vary when we check the Stock Report.
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For Import process, Excel will be prepared as below:

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As mentioned above, The adjustment done in negative (-2), accordingly to stock will get reduced from the available stock.

Stock of (2KG) will be less on all the respective stock reports.

What is Manufacturing in eZee Optimus and what is the use of it?

In order to prepare menu items, chefs use many ingredients and intermediate items. Ingredients can be used directly with the menu
item but intermediate items are first prepared in the kitchen with the help of a couple of ingredients.

To produce such intermediate items, BOM (Bill of Material) needs to be set for that intermediate item. Once users have added the list
of ingredients which are going to be in use to prepare the intermediate item, users can directly Manufacture that intermediate item
from below and stock of respective ingredients added, will be deducted from the current stock.

BOM(Bill of material) of that store item should be configured as below. Example- To Manufacture or produce 2 KG of Assorted Fish,
How much stock of the Assorted fish will be deducted from the available stock.
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Accordingly, the stock report will reflect the manufacturing and its consumption.
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How to perform stock Transfer?

This feature is introduced in order to make the process faster when goods are requested on an emergency basis in Kitchen or Bar etc.
Users do not have to wait for any authorization or request received/raised from the respective Kitchen or Bar.User can instantly make
the transfer of the items when needed.
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NOTE:​ Selection of outlet is a mandatory here as to which outlet stock is being transferred.
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What is the use of a Market list in eZee Optimus Inventory

management?
Market list is nothing but preparing the Purchase order of the items prior to the stock of that item going to get finished. So, Store
manager can directly raise the purchase order if the list is ready with respective qty and vendor.It is possible to change the Qty and
Vendor at the time of creating a purchase order.
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What is the Indent? What is the process of Indent in eZee Optimus?

In Restaurants Indent is nothing but a request raised for goods from Kitchen, Bar or other stores to the Main store. For Example-
Kitchen store will raise a request of some store item with its respective qty (Forward Indent). Store manager of the Main store will
receive a request in the Main Store under (Receive Indent). Stock will be verified by the Main store manager or the authorized person
based on the qty requested of items and Issue it accordingly. This process is nothing but the indent which is mentioned below:
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1.Manual Indent Process

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After this, In order to receive the stock in the requester store, Go to Stock transfer Details >> Receive Stock >> Recall the Pending
voucher >> Receive the stock.
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2.Auto Indent Process

In auto receive the stock directly in the requester, there is a setup in the configuration so that the user does not have to go to
Stock Transfer Detail >> Receive stock >> to receive the stock requested and it will be automatically updated.
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How to Check the Reports of Inventory and stock management in eZee Optimus?

Refer the report section to get the Inventory and Stock related data and mark them as
favorite so that it would be easier to access them.

What is the use of Account lookup, How to configure it and How to use it in eZee Optimus?
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Vendor Account configuration

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How to use the Vendor/Supplier Account for Transactions?

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THANK YOU