Inventory Field Reference Guide

DATA PLUS HOSPITALITY SOLUTIONS Inventory Field Reference Guide Version 8.0 Table of Contents Overview...4 Inventory...5 File Maintenance...6 File Maintenance/Lists...6 Parameters... 7 Issue/Adjustment Reason Codes... 10 Production Order Templates... 13 Recipe... 17 Interface Translation... 20 Asset Module Tables... 21 Utilities... 23 Item Storeroom Copy... 24 Set Item Status... 26 Print Retail Labels... 27 Sales Export... 29 ScanPal Conversion... 30 Remove Empty Locations... 32 Transactions... 34 Adjustments... 34 Data Entry... 35 Edit List... 38 Post... 39 Page 1 of 104

Transfers... 40 Data Entry... 40 Edit List... 44 Pick List... 44 Post... 45 Production Order... 46 Data Entry... 47 Edit List... 51 Pick List... 51 Confirm... 52 Post... 53 Physical Inventory... 54 Reports and Inquiries... 63 Report Options Select and Sort... 63 Reports... 66 Cost Analysis by Storeroom... 67 Cost Analysis by Item Class... 68 Inventory Transactions... 69 Inventory Valuation... 70 Inventory Interface... 71 Posted Transaction Journal... 72 Stock Status Report... 73 FIFO Transaction Detail... 74 Vendor Inventory Valuation for Single Source Items... 74 Unused Items... 74 Detailed Sales Analysis... 75 Sales & Cost Analysis... 76 Sales Mix & Target Cost... 77 Usage Analysis... 78 G/L Distributions... 80 Adjustments... 81 Transfers... 82 Production Order... 83 Physical Inventory Counts... 84 Receipts... 85 Combined... 86 Inquiries... 88 Item Quantity by Location... 89 Frozen Storerooms... 90 Vendor Items by Item Code... 91 Item Transaction History... 92 Page 2 of 104

F&B Sales Transactions... 93 Processed Inventory Transfer... 94 Unprocessed Inventory Transfer... 95 Monthly Processing... 97 Monthly Status... 97 Close Month... 98 Interfaces... 101 Process WO Material... 101 Export POS... 101 Import POS... 101 Appendix... 103 Report Print Queue File Names... 103 Page 3 of 104

Overview Introduction This manual provides instructions for using the Live Operations phase of the Data Plus Hospitality Solution Inventory application. Use this manual as a field reference guide for configuring the application and understanding how the system settings affect the way in which the application functions. For any issues not covered in this guide, or for more detailed technical assistance, call (978) 888-6300 x3. Also, for a complete listing of all technical notes please refer to our web site, www.dphs.com/support/ Operational Phases The Inventory application has three operational phases, each with its own set of menus and related functions. The three operational phases are: Initial Setup The initial setup phase is used to establish master files, system-maintained files, and transaction history. Because this allows direct access to files without normal editing rules, it is intended for use by Data Plus only. Live Operations The live operations phase handles actual transaction processing, file maintenance, report printing, and monthly processing. Recovery Processing Recovery Processing is a special phase that allows data entry recovery from an abnormal situation. Because it allows direct access to fields that are normally maintained by processing transactions, it is intended for use by Data Plus only. Page 4 of 104

Inventory To access the Inventory main menu, select the Inventory (Release 7) menu item from the Inventory area of the Data Plus Application menu. After the login screen appears briefly, the Inventory menu displays containing all Inventory submenus and functions. Page 5 of 104

File Maintenance This section contains the file maintenance, file lists, and utility functions. File Maintenance/Lists This menu contains all of the Master Files and Lists within Inventory. Page 6 of 104

Parameters This screen contains important settings for the Inventory application. All fields on this screen are set during Initial Setup, except Date Warning (Past) and (Future). Auto generate item No.? Yes No The system should automatically assign item numbers to new items New item numbers will be manually assigned. Next Item Number If the previous field is set to Yes, this is the number the system will start with when assigning item numbers Calendar Month/Year The current calendar month and year of the Inventory application. Costing Method There are three costing methods: F A L FIFO First-In-First-Out: The method of rotating inventory to use the oldest item first. Average Cost The average weighted cost of an item. Last Cost This method uses the last price paid for an item. Page 7 of 104

Multi Prop Trans? (multi-property only) Yes No Allow inter-property transactions Do not allow inter-property transactions Date Warning (Past) / (Future) When entering a date during transaction entry, the system can generate a warning if a date is entered that is a certain number of days before or after the current date, based on the numbers specified in the Past and Future fields. For Example: If both warning numbers are set to 1 and today s date is entered, there will not be a warning. However, if a date is entered that is in the past (or future) by 1 day, a warning will be displayed. If the number is set to 7, transactions can be entered using any day within a week s time without receiving a warning. Post to G/L? Yes No Post Inventory transactions to the General Ledger Do not post Inventory transactions to the General Ledger. Due To Account No. If Yes is selected in the Multi Prop Trans? field, then a Due To Account must be specified. This account is used if a transaction involves more than one property. The Due To account will have the dollar amount due to the property it was issued from. (The Due From account is stored in the Property record.) For Example: If $100.00 worth of product was transferred from Property 01 to Property 02, then Property 02 owes Property 01 $100.00. The Due To account for Property 02 would have a -100.00 balance and the Due From account from Property 01 would have 100.00 on it. These Due To and Due From entries will automatically be created by the system once the batch is posted. Interface Logon ID Logon ID used for some interfaces. Interface Logon Password Password used for some interfaces. Image Base Path The directory path where images for items are stored. This field is not currently being used. Page 8 of 104

For Physical Inventory Use Only Last Run Date The last date a physical inventory was posted. Time The time the last Physical Inventory was posted. User The User ID of the staff member who posted the last Physical Inventory For Scanning Program Use Only Path The directory path where scan files are stored. Scanning Program Name The name of the scanning program G/L Distribution Reports/Close Month Reports This section lists the GL Distribution Reports, and Close Month reports. There are two fields next to each report listed Required? & Printed? If Required? = Yes, the report must be printed in order to close the month. Printed? maintains the print status of each report for the current month. If the report has been printed, a Yes will be displayed. Page 9 of 104

Issue/Adjustment Reason Codes This table contains reason codes to easily connect G/L accounts to certain transactions. The codes are created by Storeroom. Storeroom Selection TIP: To sort the data in the browse window, click on a column heading. To reverse the sort order, click the column heading a second time. Filter Information Property ID (multi-property only) Enter/Select a Property ID; leave blank for all. Storeroom ID Enter/Select a Storeroom ID; leave blank for all. Description Enter part or all of a Storeroom description. Click Filter to view Storerooms that meet the selected criteria. TIP: Clicking Filter without entering any filter information will display all properties and storerooms. Highlight a Storeroom and click Select to view the Reason Codes. Page 10 of 104

Reason Codes To create a new Reason Code, click New. To delete an existing Reason Code, highlight it in the browse and click Delete. To edit a Reason Code, highlight it in the browse and make changes to the fields on the right side of the screen. Fields Reason Code A unique alphanumeric code. This code will display in reports and inquiries. Default Reason Code Yes No This is the default Reason Code for this Storeroom This is not the default Reason Code for this Storeroom. Description The Reason Code description/name. Expense Account The Expense G/L account associated with this reason code; leave blank for item default. If left blank, the Account to Use field must be specified. Description The Expense G/L account description. This will default from the account that is selected. Page 11 of 104

Account to Use If the Expense Account field is left blank, a selection must be made in this field. E O Cost of Goods Sold Expense account from the Item/Item Class. Over/Under account from the Item/Item Class. Using Retails Yes No A retail price is required for these type of adjustments; normally Sale. A retail price is not required. Click Save. Page 12 of 104

Production Order Templates This file contains templates for grouping items together to create a single production item with automatic unit of measure conversion. Template Selection TIP: To sort the data in the browse window, click on a column heading. To reverse the sort order, click the column heading a second time. To create a new Template ID, click New. To edit a Template, highlight it and click Select. To delete an existing Template, highlight it and click Delete. To view the details of a Template, highlight it and click Detail. Filter Information Template ID Enter/Select a Production Order Template code. Description Enter part or all of a description. TIP: Clicking Filter without entering any filter information will display all templates. Click Filter to view templates that meet the selected criteria. Page 13 of 104

New Template Template ID Enter a unique Production Order Template code. Description Enter a description for the template. Click Save. System-Maintained Fields Date Added Date the record was created; this will never change for this template. Added By User ID of staff member who created the record. Date Changed Date the record was changed; this will change each time the record is saved/changed. Changed By User ID of staff member who last changed the record. Page 14 of 104

Items Produced To add a new production Item to the template, click New. To delete a production Item, highlight it and click Delete. Fields Item No. Enter/Select the item number that will be produced. (Items are created in File Maintenance>Asset Module Tables>Items) Quantity Enter the amount of the item to be produced in this template. NOTE: The remaining fields will default to the values set for the Item. Click Save. To add individual items used to create the production item, click the Items Used tab. Page 15 of 104

Items Used To add a new item to the production Item, click New. To delete an item from the production Item, highlight it and click Delete. Fields Line No. The Line number of the item; this number is automatically incremented. Item No. Enter/Select the Item Number. Quantity Enter the quantity of the item to be used in order to generate the Item Produced. The subsequent fields default from the selected item. Click Save. Page 16 of 104

Recipe This file contains defined menu items, and the ingredient items for the recipes. To create a new Recipe, click New. To delete an existing Recipe, highlight it and click Delete. To copy a Recipe, highlight it and click Copy. To view/add items to a Recipe, highlight it and click Items. To filter the Recipe list, click Filter. Fields Recipe ID This number is automatically assigned. Recipe Cost The cost of the recipe. This is calculated by the system, based on the items used. Description The description of the recipe. PLU The PLU for the Recipe in the POS system. Page 17 of 104

Group ID The Group ID for the recipe. (Group IDs are created in File Maintenance>Asset Module Tables>Item Class Groups) Servings The number of servings in the recipe. Portions The portion size for the recipe. Portion U/M The portion unit of measure. Recipe Yield The number or portions the recipe makes. Prep Area (optional) The location where the recipe is prepared. Prep Time (optional) The number of preparation minutes for the recipe. Retail Price The retail price of the item. Comments (optional) Any comments/notes regarding the recipe. Click Save. Page 18 of 104

Items To add a new Item, click New. To delete an existing Item, highlight it and click Delete. To print the Recipe Item list, click Print. Fields Ingredient Type I R Inventory Item Recipe Item No./Sub Recipe ID (depending on the Ingredient Type) Enter/Select the Item number or /Recipe ID. Quantity The quantity of the ingredient used in the recipe The subsequent fields default from the Item number /Recipe ID. Click Save. Page 19 of 104

Interface Translation This table contains translations for information within interface imports files. This may include Property ID, Storeroom ID, Cost Center, and/or Tax Codes. The Data Types are set up in Recovery, but the translations are set here. To create a new Translation code, click New. To delete an existing Translation code, highlight it and click Delete. Fields Interface Code The Interface Code defined by the interface. DPHS Value What the code translates to in Data Plus. Data Type The type of information being translated. If additional types are required for other interfaces, the types will be updated by Data Plus. Click Save. Page 20 of 104

Asset Module Tables The Asset Module Tables contain all tables related to items and locations for Purchasing and Inventory, as well as list functions for each. Please refer to the Asset Module Tables Field Reference Guide for detailed information. Page 21 of 104

Notes Page 22 of 104

Utilities This menu contains the Items Storeroom Copy, Print Retail Labels, Sales Export and ScanPal Conversion utilities. Page 23 of 104

Item Storeroom Copy This utility is used to copy an Item List from one storeroom to another. Fields Copy All Items To copy all of the items from the From Storeroom select this radio button. Copy All Items within an Item Class To copy only items within a certain Item Class select this radio button. Copy Interface Trans Code? If an Interface Trans Code is set, copy it? Copy From Property ID (multi-property only) Enter/Select the Property ID from which the items are to be copied. Storeroom ID Enter/Select the Storeroom from which the items are to be copied. Page 24 of 104

Copy To Property ID (multi-property only) Enter/Select the Property ID to which the items are to be copied. Storeroom ID Enter/Select the Storeroom to which items are to be copied. Click Continue. If Copy All Items within an Item Class is selected, the following screen will appear. Click the drop-down arrow to search and select the Item Class from which to copy items. Click OK. Once the utility has finished processing, a message similar to the following will be displayed: Click OK. Page 25 of 104

Set Item Status This utility sets items to Inactive status in Data Plus by importing a CSV file of the items to be set as inactive. A spreadsheet is to be created with a list of items to be set as inactive, with the item numbers in the first column (column A). Save the spreadsheet as a CSV file. Enter the path and file name of the CSV file to import, or click the drop-down arrow to browse to the file. Click Continue. When the process is complete a message similar to the following will be displayed: Page 26 of 104

Print Retail Labels This utility prints retail labels with barcode. Please contact Data Plus Support for details on the hardware requirements for this utility. To print the Labels, click Print. To preview a list of the Labels that will print, click Preview. Enter the criteria by which labels should be selected for printing. Selection Options Item No. Enter/Select an Item Number. Item Class Enter/Select an Item Class. Property ID (multi property databases only) Enter/Select a Property ID. Storeroom ID Enter/Select a Storeroom ID Page 27 of 104

Item Description Enter an Item Description. Select Label Format Select a label format to print. Override Default Label Format? To print labels for all items based on the selection criteria, and override the default label format for each item, select Yes; otherwise select No and only items that have the selected label format specified will be printed. Use Current On-Hand Yes No Select label quantity based on the on-hand count of each item. Print the label quantity specified in the next field. or Nbr of Labels This field will automatically default to print 1 label per item. To print multiple copies of each label, enter the number of labels to print for each item. Page 28 of 104

Sales Export Fields From/To Enter the date range for transactions to export. File Name Enter the path and file name of the output file. Click Continue to create the file. When the file creation is complete a message similar to the following will be displayed: Page 29 of 104

ScanPal Conversion This utility will take the ScanPal output file and convert it into a text file named hincount.txt and is saved in the Scan Path directory specified in Inventory Parameters. (The ScanPal scanner software creates a comma separated output file with two fields: PLU and Inventory Count.) The converted file will contain the following fields: Property ID (multi-property only) Storeroom ID Location ID Item Number Inventory count Fields Property ID The Property ID of the Items in the file. Storeroom ID The Storeroom ID of the Items in the file. Location ID The Location ID of the Items in the file. Page 30 of 104

Input File Enter the path and file name of the ScanPal file to convert, or click the drop-down arrow and browse to the file. Click Continue. If the input file is not in the correct format the following error will display: Page 31 of 104

Remove Empty Locations This utility removes unused locations within a storeroom that contain no items. Fields Property ID (multi-property only) The Property ID for the storeroom. Storeroom ID The storeroom where the location exists. Location ID The location to remove; leave blank for all. NOTE: The default location for a storeroom cannot be removed. Class ID The item class; leave blank for all. Item No. The item number; leave blank for all. Page 32 of 104

Notes Page 33 of 104

Transactions This menu contains the functions for issuing requisitions, transfers, adjustments, production orders, and entering physical inventory counts. Adjustments This menu contains the data entry, edit list, and posting steps for processing inventory adjustments. Page 34 of 104

Data Entry To create new adjustment batch, click New. To edit an existing adjustment batch, click the drop-down arrow in the Batch ID field to select the batch. Fields Batch ID A system-assigned Batch ID number. Post Mo/Yr The post month and year for the batch; the default is the current period for the application but it can be overwritten. Property ID (multi-property only) The Property ID for the batch. Page 35 of 104

Storeroom ID The Storeroom ID for the batch. Journal Ok? A system-maintained field. If the Edit List was error-free, this value is Yes. If the Edit List had errors or has not been run yet, the value is No. Transaction Count A system-calculated count of the transactions entered. Items To view the detail of an item, highlight it and click Detail. To filter the item list, click Filter and enter filter criteria. Click items to adjust. Selected items will be highlighted in blue. Click an item a second time to de-select it. Click Continue. NOTE: The columns that can be edited are highlighted in blue. Page 36 of 104

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Editable Columns Item No. To change the line item to a different Item Number click the box and then click the dropdown arrow to select a different item number. Location ID To change the Location ID for the item click the box and then click the drop-down arrow to select a different Location. Reason Code Select a Reason Code for each item. Date Enter an adjustment date for each item. The date will default to the current date, but can be changed. Quantity Enter the adjustment quantity for each item. If the adjustment is to decrease inventory, the amount needs to be entered as a negative. Unit Cost Enter the adjusted unit cost for each item, if necessary. Unit Retail Enter the adjusted retail price for each item, if necessary. Click Save. Edit List Select the batch(es) to include in the edit list. Selected batches will be highlighted in blue; click a batch a second time to de-select it. Click Continue to run the edit list. Once the edit list is error-free the batch(es) can be posted. Page 38 of 104

Post Select the batch(es) to include in the posting. Selected batches will be highlighted in blue; click a batch a second time to de-select it. Click Continue to post the batch(es). An Adjustments Journal is printed, and the transactions are posted to the General Ledger and Inventory files. Page 39 of 104

Transfers This menu contains the data entry, edit list, pick list, and posting steps for processing for transfers between Storerooms. Data Entry To create new transfer batch, click New. To edit an existing transfer batch, click the drop-down arrow in the Batch ID field to select the batch. Page 40 of 104

Fields Batch ID A system-assigned Batch ID number. Post Mo/Yr The post month and year for the batch; the default is the current period for the application but it can be changed. Print Pick List required? Yes No The Pick List is required to be printed before the batch can be posted The Pick List is not required to be printed before the batch can be posted. Journal OK? A system-maintained field. If the Edit List was error-free, this value is Yes. If the Edit List had errors or has not been run yet, the value is No. Transfer No. A system-assigned number. Transfer Date The effective date of the transfer. This defaults to the current date, but can be changed. Pick List Printed A system-maintained field indicating if the Pick List has been printed. Page 41 of 104

From Property ID (multi-property only) The Property ID from which items are being transferred. From Storeroom ID The Storeroom from which items are being transferred. To Property ID (multi-property only) The Property ID to which items are being transferred. To Storeroom ID The Storeroom to which items are being transferred. Requested The name of the staff member who requested the transfer; the default is the logged in user. Notes (optional) Any notes regarding the transfer. Items The items in the From Property ID/Storeroom that have an On Hand quantity are listed on the Items screen. To view the detail of an Item, highlight it and click Detail. To filter the Item list, click Filter and enter filter criteria. Click items to transfer. Selected items will be highlighted in blue. Click an item a second time to de-select it. Click Continue. Page 42 of 104

Editable Columns To Location Select the Location within the storeroom into which the item is being transferred. Transfer Qty Enter the quantity of the item to transfer. Click Save. Page 43 of 104

Edit List Select the batch(es) to include in the edit list. Selected batches will be highlighted in blue. Click a batch a second time to de-select it. Click Continue to run the edit list. Once the list is error-free the batch(es) can be posted. Pick List This task prints pick lists for selected batches of transfers. Select the batch(es) for which to print a pick list. Selected batches will be highlighted in blue. Click a batch a second time to de-select it. Click Continue to print the pick list. Page 44 of 104

Post Select the batch(es) to include in the posting. Selected batches will be highlighted in blue. Click a batch a second time to de-select it. Click Continue to run the post. A Transfers Journal is printed, and the transactions are posted to the General Ledger and Inventory files. Page 45 of 104

Production Order This menu contains the data entry, edit list, pick list, confirmation, and posting steps for processing Production Orders. Page 46 of 104

Data Entry Production Orders are composed of three parts: 1. Production Order Information 2. Items Produced (Increases to Inventory) 3. Items Used (Decreases to Inventory) Production Order Information To create a new Production Order, click New. Fields Batch ID A system-assigned Batch ID number. Post Month/Year The post month and year for the batch; the period for the Inventory application. Journal OK? A system-maintained field. If the Edit List was error-free, this value is Yes. If the Edit List had errors or has not been run yet, the value is No. Print Pick List Yes Require the Pick List to be printed Page 47 of 104

No Do not require the Pick List to be printed Order Cancelled Yes No The order was cancelled The order was not cancelled Order Status Displays the current status of the production order. Production Template ID To use a Production Order Template, click the drop-down arrow and select the template; otherwise leave blank. Order Description A description for the production order. If a Production Template was selected, the description will default from the template. Property ID (multi-property only) The Property ID for the production order. Production Date The date of production. Needed by The date by which the final product is needed. Stocking Storeroom The Storeroom of the Items being used. Work In Process Storeroom The Storeroom where the production is to occur. Finished Goods Storeroom The Storeroom where the finished goods will be stocked. Printed After Last Cng? No Default setting for a new production order; also indicates that a change was made to the production order since the last time the pick list was printed, and therefore the pick list should be re-printed. Yes No changes have been made to the production order since the last time the pick list was printed. Last Print No. Displays the last print number of the Pick List. Page 48 of 104

Last Printed On Displays the date on which the Pick List was last printed. Click Continue. Items Produced To add a new produced item to the production order, click New. To delete an existing produced item, highlight it and click Delete. NOTE: Produced items must be existing items in the selected storeroom. Items are set up in: File Maintenance>Asset Module Tables>Items Page 49 of 104

Fields Item No. The item number of the production item The following fields default from the selected Item: Item Class Inventory Item Retail Item U/M Unit Price Location ID Select the location for the production item; the default is the location for the selected item, but it can be changed. Quantity The quantity of the item to be produced. If a template was selected this field defaults from the template. Unit Cost The unit cost of the item to be produced. If a template was selected this field defaults from the template but can be overwritten. COGS Acct The Cost of Goods Sold G/L account. Over/Under Acct The Over/Under G/L account. Page 50 of 104

Click Save. Edit List Select the batch(es) to include in the edit list. Selected batches will have an asterisk in the left column. Click a batch a second time to de-select it. Click Continue to run the edit list. Once the list is error-free, the batch(es) can be posted. Pick List This task prints Pick Lists for selected batches of production orders. Select the batch(es) for which to print a pick list. Selected batches will have an asterisk in the left column. Click a batch a second time to de-select it. Click Continue to print the pick list. Page 51 of 104

Confirm This step allows confirmation of the Production Order. Upon confirming a Production Order, the system will move all items from the Stocking Location to the Work in Process Location. Once an order is confirmed no changes can be made. NOTE: The Edit List must have been run and the batch must be error-free before it can be confirmed. If Print Pick List is set to Yes it also must have been printed. Click the drop-down arrow and select a Batch ID to confirm. The details of the selected Production Order Batch ID will be displayed. To confirm the batch click Confirm. Page 52 of 104

Select Yes to proceed with confirmation; otherwise select No. Once the confirmation process is complete a message pops up: Post Select the batch(es) to include in the posting. Selected batches will have an asterisk in the left column. Click a batch a second time to de-select it. Click Continue to run the post. A Production Order Journal is printed, and the transactions are posted to the General Ledger and Inventory files. Page 53 of 104

Physical Inventory Physical Inventory includes the Class Selection, Count Sheets, Edit List, Variance Report, and the Post Count functions. A physical inventory can be performed on an entire storeroom or on specific Item Classes within a storeroom. Exception Report If there are any outstanding/unposted transactions within the system that would affect the counts, the system will prompt to run an exception report upon initial entry into the Physical Inventory application. The report options screen will be displayed with Print to Screen and Print to Printer options. Sample Physical Count Exception Report Page 54 of 104

Click a storeroom to select it for inventory; the selected storeroom will be highlighted in blue. Freeze? To begin inventory for a storeroom select yes in the Freeze? column. Once the storeroom is frozen the Class Selection button is accessible. Click the button to select the Item Classes to freeze. Click an Item Class to select it. Selected classes will have an asterisk in the left column; click a class a second time to de-select it. Click Continue. Page 55 of 104

The count sheets can then be printed. Once the Item Classes have been selected, the Counts button is accessible. Page 56 of 104

Counts Counts can be entered manually or imported via a scanner import file. To add a new location for an Item, highlight it and click New. To export the item list to a docked inventory scanner, click Export. To import an inventory file, click Import. To filter the Item list, click Filter. Export The scanning portion of physical inventory is not a standard feature within Data Plus, it is an add-on feature that must be enabled. This feature export items for a particular storeroom into a scanner in lieu of printing count sheets and manually entering the counts. The following warning will be displayed: If Yes is selected, the following message displays the locations and names of the files that were created by the export: Page 57 of 104

Once the files are created, the scanning program will present a utility to upload the files to the scanner. Import The scanning portion of physical inventory is not a standard feature within Data Plus, it is an add-on feature that must be enabled. This feature imports the items for a particular storeroom from a scanner. The import file will have the name hincount.txt and have the following format: Column 1 Column 2 Column 3 Column 4 Column 5 Column 6 Property ID (multi-property only) Storeroom ID Location ID Item Number (or PLU) Quantity Date and Time Once the import is complete a message will be displayed indicating the counts have been processed, and the item counts will be displayed in the browse on the lower half of the screen NOTE: If scanning is enabled, please refer to tech note Physical Inventory-with Scanning.doc for more detail. Page 58 of 104

Manual Entry The physical counts can be entered manually. Enter the count for each item/location in the Physical count column. Click Save. The following message will be displayed: Page 59 of 104

Edit List Once the physical inventory counts have been entered, the Edit List button is accessible and the counts are displayed in the lower browse window. Click Edit List to run it. The report options screen offering the Print to Screen and Print to Printer options will be displayed. Variance Report Once the Edit List has been run, the Variance Report button is accessible. The Variance Report compares the On Hand quantity in Data Plus and the physical counts entered for each item. The difference between the two quantities is displayed in the Count Variance column. Page 60 of 104

Select the options for the report and click Continue to run the report. Post Counts Once the Edit List has been run, the Post Counts button is accessible. All saved physical inventory counts that were entered, as shown on the edit list, will be posted, the Physical Inventory Count Journal is printed, and the transactions are posted to the General Ledger and Inventory files. If any errors occur during the posting process, a message is displayed identifying the error. Enter the transaction date for the posting journal and click Continue. The report options screen offering the Print to Screen and Print to Printer options will be displayed. Once the posting process is complete the following message will be displayed: Page 61 of 104

Notes Page 62 of 104

Reports and Inquiries This section contains all Inventory reports and on-screen inquiries. The Reports listed in the Inventory area of the Data Plus Application menu are output to Microsoft Excel workbooks. These reports were formerly accessed through DPAnalytics. Each of these reports is documented separately as a Tech Note. Please refer to the individual Tech Note for detailed information. The Reports and Inquiries accessed from the Inventory menu are documented below. Report Options Select and Sort To print a report with specific criteria, click Select in the Print Options box. Page 63 of 104

The selection options will vary depending on the report. To print a report with a specific sort order, click Sort in the Print Options box. The sort options will vary depending on the report. Page 64 of 104

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Reports This menu contains all Inventory reports. Page 66 of 104

Cost Analysis by Storeroom This report provides Month to Date and Year to Date totals for units, cost, and average cost for all items, sorted by storeroom. Fields Include items with Zero On Hand? Yes No Items that have no on-hand quantity will be included in the report Items that have no on-hand quantity will not be included in the report. Post Month/Year The post month and year for which to run the report; the default is the current period for the Inventory application. Page 67 of 104

Cost Analysis by Item Class This is a summary report of Month to Date and Year to Date totals for units, cost, and average cost sorted by Item Class. Fields Include items with Zero On Hand? Yes No Items that have no on-hand quantity will be included in the report Items that have no on-hand quantity will not be included in the report. Post Month/Year The post month and year for which to run the report; the default is the current period for the Inventory application. Page 68 of 104

Inventory Transactions This report prints all inventory transactions in order by Property, Storeroom, and Item Class. Include items with Zero On Hand? Yes No Items that have no on-hand quantity will be included in the report Items that have no on-hand quantity will not be included in the report. Page 69 of 104

Inventory Valuation The Inventory Valuation report lists the on-hand quantity and total cost for each item as of a selected date. The report can be organized in one of three ways. Detail by Item Location Summary by Item Summary by Item Class Fields Select Report Select the organization of the report by clicking the radio button. As-Of Date The date the report should reflect for the quantity and value. Page 70 of 104

Inventory Interface This report summarizes all Inventory Interface transaction batches. Report Selection Select the transaction type for the report. Click Continue. Export Transfer Report Select the export batches to include in the report by clicking on them. Selected batches will have an asterisk in the left column; to deselect a batch, click it a second time. Import Transfer Report Select the import batches to include in the report by clicking on them. Selected batches will have an asterisk in the left column; to deselect a batch, click it a second time. Page 71 of 104

Vendor Catalog Import Report Select the vendor catalog batches to include in the report by clicking on them. Selected batches will have an asterisk in the left column; to deselect a batch, click it a second time. Posted Transaction Journal This report prints all or a selected group of previously posted transactions for the month by Batch ID. The report includes Requisitions, Transfers, Adjustments, Production Orders, and Physical Inventory postings. Page 72 of 104

Stock Status Report This report gives Summary or Detail counts of Inventory Items available by Item Class within a Stocking Location, and indicates the items that should be reordered with *** next to them. Fields Property ID (multi-property only) Enter/Select a Property ID; leave blank for all. Storeroom ID Enter/Select a Storeroom; leave blank for all. From/To Date Enter a single date in the From field, or a date range. Summary or Detail? S D Summary Detail Include items with Zero On Hand? Yes No Items that have no on-hand quantity will be included in the report Items that have no on-hand quantity will not be included in the report. Page 73 of 104

FIFO Transaction Detail This report is not currently available. Vendor Inventory Valuation for Single Source Items This report prints a listing by Storeroom of each Single Source Item. Detail or Summary? D S Detail Summary Unused Items This report produces a listing of all items for which there has been no stock movement activity for a specified period of time. Fields Include items with Zero On Hand? Yes No Items that have no on-hand quantity will be included in the report Items that have no on-hand quantity will not be included in the report. Number of Days Item Has Been Unused The number of days an item has remained unused; the system will count back from the report run date. Page 74 of 104

Detailed Sales Analysis The report can be organized in one of three ways. Fields Select Report Select the report option by clicking the radio button. Property ID (multi-property only) Enter/Select the Property ID; leave blank for all. Storeroom ID Enter/Select the Storeroom ID; leave blank for all. From/To Class ID Enter a single Item Class in the From field, or range of Item Classes, for which to run the report; leave blank to include all Item Classes. From/To Date Enter a single date in the From field, or a date range, for which to run the report. Page 75 of 104

Sales & Cost Analysis This report is currently only available for Food & Beverage sales. This report will display Actual and Budgeted costs and percentages for all storerooms with Items in the selected Group. Fields Group ID Enter/Select the Group ID. Date Through The date through which the report is to be run. Click Continue. The system will display a message similar to the following: This is to clarify how the system is determining the Period to Date (PTD) and Year to Date (YTD) totals in the report. Click OK to continue. Page 76 of 104

Sales Mix & Target Cost This report is currently only available for Food & Beverage sales. This report will display Actual costs and percentages for all storerooms with Items in the selected Group. Fields Select Option to use Cost at time of sale Current cost Display the Item cost at the time of sale Display the current Item cost Group ID Enter/Select the Group ID. From/To Date Enter a single date in the From field, or a date range, for which to run the report. Page 77 of 104

Usage Analysis This report will display the usage of items. Fields From/To Group ID Enter a single Group ID in the From field, or a range of Group ID's, for which to run the report. From/To Date Enter a single date in the From field, or a range of dates, for which to run the report. Page 78 of 104

Notes Page 79 of 104

G/L Distributions This menu contains all G/L Distribution reports. Page 80 of 104

Adjustments This report displays all G/L distributions created by Inventory adjustments. Fields Print Detail, Summary, or Both? D S B Print Detail Print Summary Only Print both Summary and Detail Print Totals by Day? Yes No Display daily subtotals on the report Do not display daily subtotals on the report Page 81 of 104

Transfers This report displays all G/L distributions created by Inventory transfers. Fields Print Detail, Summary, or Both? D S B Print Detail Print Summary Only Print both Summary and Detail Print Totals by Day? Yes No Display daily subtotals on the report Do not display daily subtotals on the report Page 82 of 104

Production Order This report displays all G/L distributions created by Production Orders. Fields Print Detail, Summary, or Both? D S B Print Detail Print Summary Only Print both Summary and Detail Print Totals by Day? Yes No Display daily subtotals on the report Do not display daily subtotals on the report Page 83 of 104

Physical Inventory Counts This report displays all G/L distributions created by posted Physical Inventory counts. Fields Print Detail, Summary, or Both? D S B Print Detail Print Summary Only Print both Summary and Detail Print Totals by Day? Yes No Display daily subtotals on the report Do not display daily subtotals on the report Page 84 of 104

Receipts This report displays all G/L distributions created by Receipts, even though Receipts are posted in the Purchasing/Receiving Application. Fields Print Detail, Summary, or Both? D S B Print Detail Print Summary Only Print both Summary and Detail Print Totals by Day? Yes No Display daily subtotals on the report Do not display daily subtotals on the report Page 85 of 104

Combined This report combines all G/L distributions from within Inventory into one report. Fields Print Detail, Summary, or Both? D S B Print Detail Print Summary Only Print both Summary and Detail Print Totals by Day? Yes No Display daily subtotals on the report Do not display daily subtotals on the report Page 86 of 104

Notes Page 87 of 104

Inquiries This menu contains all on-screen inquiries. Page 88 of 104

Item Quantity by Location This inquiry displays detailed Item quantity information for each location. To view the detail for an Item, highlight it and click Detail. To filter the Item list, enter filter criteria and click Filter. TIP: To sort the data in the browse window, click on a column heading. To reverse the sort order, click the column heading a second time. Filter Information Item No. Enter/Select an Item Number. Item Class Enter/Select an Item Class. Property ID (multi-property only) Enter/Select a Property ID. Storeroom ID Enter/Select a Storeroom ID. Item Description Enter part or all of an Item description. Page 89 of 104

TIP: Clicking Filter without entering any filter information will display all items. Frozen Storerooms This inquiry displays all Storerooms that have at least one item class frozen for physical inventory. To view the Item Classes and Items in a frozen storeroom, highlight it in the browse on the upper part of the screen; the items will be displayed in the browse on the lower part of the screen. To view the details for an Item, double-click it. Page 90 of 104

Vendor Items by Item Code This inquiry displays Vendor Items. To view the detail for a Vendor Item, highlight it and click Detail. To filter the Vendor Item list, enter filter information and click Filter. TIP: To sort the data in the browse window, click on a column heading. To reverse the sort order, click the column heading a second time. Filter Information Item No. Enter/Select an Item Number. Item Class Enter/Select an Item Class. Vendor No. Enter/Select a Vendor Number. Vendor Item Code Enter/Select a Vendor Item Code. Vendor Item Description Enter part or all of a vendor item description. TIP: Clicking Filter without entering any filter information will display all vendor Page 91 of 104

items. Item Transaction History This inquiry displays the transaction history for Items. To view the detail for an Item transaction, highlight it and click Detail. To filter the Item transaction list, enter filter information and click Filter. TIP: To sort the data in the browse window click on a column heading. To reverse the sort order, click the column heading a second time. Filter Information Item No. Enter/Select an Item Number. Item Class Enter/Select an Item Class. Property ID (multi-property only) Enter/Select a Property ID. Storeroom ID Enter/Select a Storeroom ID. Vendor No. Enter/Select a Vendor Number. Page 92 of 104

Reason Code Enter/Select a Reason Code. Transaction Type Enter/Select a Transaction Type. Transaction Date From/To Enter a From and/or To date. TIP: Clicking Filter without entering any filter information will display all items. F&B Sales Transactions This inquiry displays Food and Beverage sales transactions that have been imported into the system. To view the detail for a transaction, highlight it and click Detail. To filter the transaction list, enter filter information and click Filter. TIP: To sort the data in the browse window click on a column heading. To reverse the sort order, click the column heading a second time. Filter Information Page 93 of 104

Source Enter/Select a Source Code. Storeroom ID Enter/Select a Storeroom ID. Recipe Description Enter part or all of a recipe description. Transaction Date From/To Enter a From and/or To date. TIP: Clicking Filter without entering any filter information will display all transactions. Processed Inventory Transfer This inquiry displays all of the processed (posted) inventory interface transfer batches. TIP: To sort the data in the browse window click on a column heading. To reverse the sort order, click the column heading a second time. Filter Information TIP: Clicking Filter without entering any filter information will display all processed transfer batches. Property ID (multi-property only) Enter/Select a Property ID. Transaction Date From/To Enter a From and/or To date. Page 94 of 104

Unprocessed Inventory Transfer This inquiry displays all unprocessed (unposted) inventory interface transfers batches. TIP: To sort the data in the browse window click on a column heading. To reverse the sort order, click the column heading a second time. Filter Information Property ID (multi-property only) Enter/Select a Property ID. TIP: Clicking Filter without entering any filter information will display all unprocessed transfer batches. Page 95 of 104

Notes Page 96 of 104

Monthly Processing This section contains the Monthly Status Inquiry and the Close Month function. Monthly Status This screen displays the current calendar month/year for the inventory application, and the G/L Distribution and Close Month Reports status. This screen should be reviewed prior to running the Close Month function to ensure that all required reports have been run. Page 97 of 104

Close Month This task performs end-of-month processing for Inventory. The process deletes obsolete records and updates the Parameters file. Prior to closing the month, the system will perform several verifications. During this process there are several warnings and/or errors that may appear. Errors will stop the close process and must be corrected by posting or deleting the transactions. Warnings are informational only and will not stop the closing process. Examples: Future batches are not required to be posted to close the current month. Current or Prior Period batches must be posted or deleted before closing the month Once all errors have been corrected the system will prompt to close the month: Page 98 of 104

When the process in complete the following will be displayed: Page 99 of 104

Notes Page 100 of 104

Interfaces The Interfaces section contains three interface types: Process WO Material This interface is under construction. Export POS Since interfaces are unique in what information is required, please contact Data Plus Support for detailed information for the particular interface in question. Import POS This interface is designed to import a file of items sold from a POS system and create an adjustment batch with a Reason Code of Sale, to adjust the on-hand counts in Data Plus. The batch can be accessed in Adjustments>Data Entry for review and editing, if necessary. Since interfaces are unique in what information is required, please contact Data Plus Support for detailed information for the particular interface in question. Page 101 of 104

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Appendix Report Print Queue File Names Title Adjustments Journal Cost Analysis by Item Class Cost Analysis by Storeroom Count Sheets Detailed Sales Analysis FIFO Purchase Detail GL Distrib Detail Rep - Adjust GL Distrib Detail Rep - Comb GL Distrib Detail Rep - Inv GL Distrib Detail Rep - PrdOrd GL Distrib Detail Rep - Recpt GL Distrib Detail Rep - Trans GL Distrib Summ Rep - Adjust GL Distrib Summ Rep - Comb GL Distrib Summ Rep - Inv GL Distrib Summ Rep - PrdOrd GL Distrib Summ Rep - Recpt GL Distrib Summ Rep - Trans Interface Translation Code List Inventory Interface Transfer Report Inventory Transaction Report Inventory Valuation Report Item List Item Class List Item Class Group List Items Location List Location List Parameters List Physical Count Exception report Physical Inventory Edit List Physical Inventory Journal Physical Inventory Variance Report Posted Transactions Journal Production Order Edit List Production Order Journal Production Order Pick List Production Order Template List Print File iadjelst.prt iadjjrnl.prt icoanic.prt icoanstr.prt icountsh.prt detsalan.prt ififodet.rpt igldadj.prt igldcom.prt igldinv.prt igldprd.prt igldrec.prt igldtran.prt iglsadj.prt iglscom.prt iglsinv.prt iglsprd.prt iglsrec.prt iglstran.prt intcode.prt iintftrf.rpt invtrans.rpt invaluat.rpt oitemlst.prt oprodcls.lst GroupLst.lst iitmstrm.lst ilocatio.lst iparam.lst icntexcp.prt ipinelst.prt ipinjrnl.prt iphivar.prt iposttrx.prt iprdelst.prt iprdjrnl.prt ipropick.lst Page 103 of 104