After setting up a list of your suppliers, you need to create the inventory list by adding components. Each component is a goods (raw material) which is linked to a supplier as well as to the menu (optional).
By linking a component to a menu, the system can track the stock and consumption of that particular component and is able to trigger an auto- purchase order configured by an order threshold.
The system also can provide reports on your available stock and the rate of consumption.*
*may not be available in some early versions
IMPORTANT: In order to add the first component, you need to have already adjusted the related TAX for the component. This is usually the GST which your supplier will add to invoices, however, Menumiz has not any default TAX or GST rate as these vary country to country or even subject to goods. You have a very comprehensive TAX management module which you can create a proper TAX and then link it to where required in the system.
You can learn more about it under TAX and Charges.
To start, please go to Dashboard> Inventory Management> Components and click ADD NEW.
Enter the name for the component. (e.g.: beef, Diet Coke 350cc, ...).
The name should be more descriptive as the system does not recognise components by their colours! So if you use very general names, later you cannot recognise them in the menu for yourself.
Choose a proper unit.
This is very important to choose a unit for the quantity which later could be used in the menu to deduct from the stock upon each order. For example, if you choose Box for Coke, then it will be very confusing to configure the system deduct 1 can for each order ( in this case, you have to set the counter a fraction of the box like 1/6 or 1/24 which is not straight forward calculation).
Hence, it is recommended to choose the unit based on the menu quantity deduction counter rather than based on real purchase order.
There are options like Whole (e.g. for Watermelon) which there is no way unless you make the menu counter fractional or decimal in this case. The same may happen for Unit, Barrel (e.g. for beer), container (e.g. for milk).
NOTE: Remember whatever unit you choose here, will appear on the purchase order and the quantity is always referred to this unit.
Give it a price.
Please note this price is not the price you will sell the item but its the price you buy the item from the supplier.
You will be able to change this price later or even when sending a manual purchase order. However, if you update the price when sending a purchase order, then it will update the price in the component to new price for the existing stock. (The accounting module will change your assets based on the current market price.)
Add a code /Type
This is actually a reference for your supplier to recognise what exactly you are ordering. There might be a few qualities for goods you order or there are variations under one name. (e.g.: Egg has different sizes, Free Range ...but all are called egg). This could be a code recognised by your supplier or text to describe the item to narrow down what exactly you order.
NOTE: This code or type does not reflect on the system internally and if you have multiple qualities of the same stock under different types, you need to give them different names to recognise them later in the menu.
Select a proper TAX rate.
In most of the cases, your supplier will add a GST or SST or VAT to your invoices for the goods. This is a TAX which you are actually paying to your supplier and needs to be deducted from your payable taxes to the government at the end of your fiscal year.
To keep track of what you have already paid, you need to add a tax rate for the component here. You must manage the TAX RATE before starting the component. There is a direct link to TAX AND CHARGES module on top of the field which takes you directly to the section to manage the tax. You may learn in details about this tax here.
Please note that your local law may require different rates for different goods and hence you may need to add more than one GST rate only. (e.g. tax on Tobacco, tax on Alcohol)
However, you can add one tax to each component, so if there are multiple rates based law, you have to sum up and put them as one rate here ( GST + Tobacco Tax ).
Enter the order Triggering Threshold Quantity. ( numeric only)
This is the minimum quantity (in the unit) of an available item which once the stock reaches this level, the system will trigger a purchase order. For example, If your component is Coke and you select this quantity 50, then the system will start a Purchase Order when the number of available Coke cans in your restaurant reaches 50.
Please note that this quantity must be in the same unit you have selected for the component.
Enter your preferred default order quantity. ( numeric only)
Once the system triggers an order, it needs to know the quantity (in unit) to be ordered to the supplier. For example, when The system reaches the quantity of Coke to 50, it will start a new order for 500 cans of coke. 500 here is actually the default order quantity. However, you may manually change it in a purchase order and overwrite the default value.
Mention any payment reference or remark.
We assume that the Supplier has already sent you a quote or you have a protocol or an agreement with the supplier for the price. This is a reference for the supplier to know that what quote or agreed price this order is based on.
Select the supplier.
Please choose the supplier from the drop down menu which you buy the component from.
Select whether you prefer the system sends the purchase orders automatically or not.
This option is a handy feature for the handling the purchase orders which are very routine and does not need much human checking.
By default, the system GENERATEs a purchase order upon reaching the threshold of the order quantity, but it does not send it to the suppliers and needs you to review and approve them.
If you check this box here and opt for an auto purchase order submission, then the system will GENERATE and SEND the purchase orders by email to the supplier upon reaching the quantity threshold.
This option is good for ordering fast consuming goods which have fixed price and no price change over time. ( e.g. drinks )