The concept is fairly simple;
– Create a Stock Item
– Link the Sale Item to the Stock Item
– Receive Stock Items to increase stock
– Sale items automatically remove stock
Setting it up is the tricky bit…. Let’s look at 2 examples. Guinness(draught) and Bottles of Cider
– Units: Start here, create a new unit with the Add button.
We always use the Base Unit of “Count”.
Set the Name as “50Ltr Keg” (there may already be one there by default, but this uses “Volume” – so delete it)
Set the Ratio as 88. This means that a 50Ltr Keg unit will convert into 88 of “Each”. (There are 88 pints in this keg)
– Stock Item: Here we can see a tree structure, we can modify this by right clicking under Beverage and create a Stock Group for “Draught”.
Next, we right click on this new Stock Group and select “Add Stock Item”
The mandatory fields are;
o Stock Code & Description: These can be the same as “Keg Guinness”
o Stocking Unit: Can be set as 50Ltr Keg, or Each if we prefer. This is the unit that will show in reports. (If set as keg, the report will show our current stock as how many kegs we have. If set at Each, we will see how many pints are in stock.)
o Preferred Supplier: Suppliers are straight forward.
o Default Location: We can setup multiple Stock Locations
o Save the stock item, next is linking it.
– POS Stock Links: Here we can see all of our Sale Items on the left side. For Guinness, we need to link both the Pint and the Glass as these come from the same keg.
o Select PT Guinness item on the left side and press “Add Stock Link” button
o Now we see another window with our Stock Items on the left side of it. Select the Keg Guinness stock item and press the single > arrow.
o BEWARE: Make sure to set the Unit to Each! If we leave this set as 50Ltr Keg, an entire keg will be removed from stock every time the PT Guinness is sold!
o Set Quantity to 1.
o Now Repeat the 4 steps above for the GLS Guinness item. The only difference will be the Quantity we link, which should be set to 0.5.
Setting up the Bottle of Cider stock item is much simpler as we don’t need to setup a special Unit for it, we just use “Each”. We only have 1 sale item to be linked, which is straight forward 1 of Each too.
And that’s it. Our 2 Sale Items (PT + GLS) are now setup to remove stock from the Keg Guinness as they are sold.
We aren’t finished though, there are three things left to do.
1. Check that all relevant Sale Items have a link to stock
In the stock program, select the “Reports” button/tab from the menu on the left
Use the “POS Stock Links Listing” report to view items that are “Not Linked”. This is very useful to help us eliminate all sale items that are not yet linked to stock.
2. Enter initial stocktake
A stocktake count should be now be performed. We do not use the StockTake function though. Instead, we use the “Receive Stock” function and choose “Stocktake On” as the supplier. (All of our stock should currently be at 0, since it is all freshly setup and sale items are not yet actively removing stock). It is a straight forward process to Add Items to this receive stock, and Save/Apply when finished.
3. Enable Stock on the terminals
Now that we have received the opening stocktake, it’s time to activate stock on all terminals. This is done in WBWaiterSettings.exe under the Screens: Quick Service & Orders tab. The first option is for enabling stock, save it and restart onetap. Repeat for all terminals.
Now we’re done, in terms of setup that is.
To get the most use out of the software, the end user needs to play with the reports.
They are all self-explanatory to a degree. I would suggest trying them out and seeing how they react to the different filters/options that they provide. They do all work, however the “Outlet” must be selected for some/all of them.
Maintaining the stock is important too, the end user need to make sure that they’re entering new stock as it is delivered to them. And they should be performing Stock Takes at regular intervals.