HOSPITALITY, ENTERTAINMENT AND CATERING INDUSTRY AUTOMATION
RESTAURANTS AUTOMATION SYSTEM
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08.04.2015

Set up automatic substitution to make up for stock item shortages in sales records

Your accountant probably often finds that when a sales record is run on your store, the current stock on hand does not cover the actual usage of a specific stock item. There can be many reasons for this. For example, if your chef runs out of a stock item while preparing a dish, he/she might decide to replace it with a similar item. Or, maybe your stock-in records contain errors. No matter the cause, the result is that the real stock item volume differs from the amount specified in the store records.
In Tillypad XL, the difference between recorded and actual stock on hand can be covered with another stock item. Moreover, automatic substitution can be set up both for off-the-shelf products sold in the restaurant as is and for ingredients used in recipes.
How does it work? Quite simply. In order to save time in the future, your chef, together with your kitchen manager or accountant, can make a list of substitutes for your most frequently used stock items. In Tillypad XL you can set an unlimited number of substitutes for each item, allowing employees to create a whole sequence of substitutes and determine the order in which they will be used to replace the primary item. Ideally, of course, there shouldn’t be a major difference between the purchase prices of these interchangeable items. When the system determines that a stock item is missing, it covers the shortage with a substitute stock item. This minimises the number of surpluses that need to be corrected later in sales records.
Suppose your recipe for Caesar salad includes Iceberg lettuce. If you run out of Iceberg, the recipe allows for the use of Romaine or Batavian lettuce as a replacement. In the Iceberg lettuce stock item window, you can specify two substitutes: Romaine lettuce and Batavian lettuce. After all of the Iceberg lettuce has been used up, the system will automatically start deducting Romaine lettuce, and once this runs out, Batavian lettuce.
 In practice, the situation plays out like this: When Caesar salads made with Iceberg lettuce are sold, the system deducts the salad's ingredients individually (rather than the salad itself) from the store. When a record is run on store, the system will discover that the current amount of Iceberg lettuce is not sufficient to meet demand; therefore, the missing quantity of lettuce will be taken from the available Romaine lettuce. In the sales record, the accountant will see exactly how many grams of lettuce were used in total, which stock item was used as a substitute and how much of it was deducted.  After the sales record is run on the store, the current stock on hand for Iceberg lettuce will equal zero, and the amount of Romaine lettuce on hand will decrease.
You can set up automatic substitution for simple stock items using the same process. For example, when a breakfast cafe runs out of strawberry yoghurt cups, the system will automatically start to register sales of cherry yoghurts, provided they have been added as a substitute for strawberry yoghurt.
Automatic substitutions in sales records are easy to track: insufficient stock items and substitute stock items are marked with special icons in the specification. If a substitution is carried out within a compound stock item, the system will denote the automatic substitution by expanding the list of ingredients.
You don’t have to worry that using automatic substitution will wreak havoc on your accounting and store documents. After you analyse a sales record, you may find that stock changes were entered under the wrong headings because stock on hand amounts were incorrectly recorded in store documents. In this case, Tillypad XL allows you to recalculate substitutes when you make additional changes to the documents. After correcting the stock on hand errors, you can easily reprocess the substitutes in your sales records. This way, substitutes are recalculated according to the current stock on hand, ensuring that all your records are in perfect harmony.
Letting your accountant use automatic substitution in sales records and incorporate Tillypad XL’s smart automatic substitution features will lighten his/her workload and boost productivity. The fewer mundane tasks your specialists have to deal with, the more time they can devote to monitoring complex processes, and the fewer errors you will see in your records.
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