Designed for use in the food and catering trade, it speedily take and processes customer orders.
It is designed for multi-user operation with 17 inch monitors, but works single user on one computer with 15 inch monitor and no particular system requirements.
Startup
The user is given a choice of the following functions
Take Orders/View Orders/Customers/Stock/Accounts/Admin/Quit
Others functions are to be added. It was envisaged that these might be password protected.
Stock
Stock is classified as
Bought in item
Made up item
Item for resale
An item must be either 'bought in' or 'made up'. An 'Item for resale' can be either 'bought in' or 'made up'.
A stock item is identified by a 10 character code, a 60 Character name (used on Orders, Invoices etc) and a description area which can be used to more fully describe the item and its uses. This is to help the operator taking orders, and could be used in a catalogue.
'Bought in items' also have a cost per Kilogram plus three other user defined costs (eg price each, price per gram)
A 'where used' option lists any and all made up items using this ingredient.
A 'suppliers' option lists all the possible suppliers of this item. Any number of suppliers can be included.
A 'made up item' has, in addition to the basic stock information, a facility to build a recipe. Any bought in or made up stock item can be selected to be included in the recipe. When adding an item one enters the quantity and units (singles, grams or whatever), and then the number of items or quantity made.
The system will also keep preparation or assembly details. Preparation consists of a number of ordered steps. Each step has a designation (Heading, Stage, Assembly, Storage, etc:) followed by a free text area to detail the procedure.
A Batch facility allows the user to specify how many or how much to make.
A 'bought in item' and a 'made up item' can also be an 'Item for resale'. Hence in addition to all the above it will have a sales price, a VAT rate code and a sales group code. (The sales group code is very important and is explained later).
There is an option to see a list of all customers for this item.
Taking Orders
Selecting the customer
The operator hits the first letter of the company and is presented with a list of companies starting with that letter. Clicking on a company gives a list of contacts at that company. Selecting a contact gives details about that contact and enables the entry of a new order.
Contact details include phone numbers, personal details and any special delivery instructions.
New companies and new contacts can be entered. But a company and contact must be selected before an order may be entered.
Entering the order - New Order
A list of all items for resale is presented on the screen. The items are grouped by sales category. The sales categories are user specified. Each sale item must be allocated a category. This makes the lists of items for resale manageable. Clicking on a category gives a list of all the items in that category. Clicking on an item one can either get details about it, or add it to the customer order. Details include its name and its full details description, plus the list of ingredients. Adding it to the order the screen prompts for a quantity. Quantities can be changed and items deleted.
Entering the order - Repeat Order
Selecting repeat order gets a list of previous orders for this company. These can be scanned through and a particular one selected to be made into a new order. Once selected items may be added, deleted or changed.
Entering the order - Confirmation
When all details are added the order needs to be confirmed. Confirmation includes Total Price, Order Number, Payment method, Delivery details, Delivery Date and Delivery Time. Time is by selecting half hour slots. It is possible to go back and amend the order. Payment methods is by selection from Account, Cash, Cheque, Visa, Amex, Master Card etc:. It will default to Account for account customers.
Entering the order ? Print outs
Facilities exist to print Picking Note, Delivery Note, Till Receipt and Invoice.
Accounts
The accounts screens lists orders by various selection criteria. It facilities accepting payment raising credit notes and re-invoicing.
Customers
Customer details may be changed, orders by customer reviewed and ledgers and statements printed.
Nominal Ledger
A full nominal ledger is included.
The system is still in development and additional features to be considered are:
Purchase Ledger
Integrated web ordering
Stock quantities
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