Introduction

Stand Sheets offer a way to track inventory changes within an Inventory Group. An Inventory Group is a collection of POS terminals and Menu Items pooled together to allow terminals to have shared access to Menu Items in the pool. A Stand Sheet is essentially a report of the changes in inventory levels in the pool. Stand Sheets report inventory levels by recording inventory changes as transactions are processed over a given period of time.

NOTE

See Inventory Groups for further details on Inventory Groups.

Stand Sheets Creation

To record information, a Stand Sheet must first be created so that all tracked information is saved within the Stand Sheet. Each Stand Sheet is assigned a time period which represents the duration to be tracked, as well as the associated Inventory Group.

Recording Inventory Changes

Start State

In order to record inventory changes, a Stand Sheet must be placed in the Start state, and must be left in this state as transactions are processed until the recording of inventory changes is no longer desired.

IMPORTANT

A Stand Sheet that has been created, but not placed in the Start state will not record any data.

End State

When the desired time period has elapsed. Recording of data can be stopped by placing the Stand Sheet in the End state.

Maintaining Accurate Inventory

To ensure that all data recorded in a Stand Sheet is accurately reflected before that Stand Sheet has been placed in the End state, manual adjustments to inventory may be needed. This is achieved by verifying accuracy of inventory levels prior to processing transactions, as well as verifying the levels of inventory after transaction processing is complete.

Verifying Inventory: Prior to Transactions

Prior to processing transactions, a physical count of inventory should be taken and entered into the Stand Sheet. This information is referred to as Actual Start Count. Once this is complete, transaction processing may commence.

Verifying Inventory: After Transactions

Once all transaction processing is complete inventory levels must be verified to ensure that the final quantities are accurately recorded. This includes accounting for wastage which includes Menu Items which have been removed from inventory for reasons other than sales. Wastage must be accounted for so that the inventory values reflect only those Menu Items that have been sold. This includes damaged items, or items that need to written off. After wastage information has been entered, a final physical count of inventory must be taken and accounted for. This information is referred to as Actual End Count. Once complete, the Stand Sheet may be placed in the End state so that changes to inventory are no longer being recorded.

Summary of Process: Using Stand Sheets

The process to record data via Stand Sheets from beginning to end involves six stages. The procedure can be summarized as follows (Figure 1).

WARNING

Stand Sheets depend on Inventory Groups. Inventory Groups must be created prior to creating any Stand Sheets. If the relevant Inventory Groups do not exist, it will not be possible to create the needed Stand Sheets.

See Inventory Groups for details on creating Inventory Groups.

IMPORTANT

The following stages must be completed in the sequence listed.

^{Figure 1. Stand Sheet usage.}

IMPORTANT

Entering Actual Start Counts, Wastage Counts, and Actual End Counts prior to ending the Stand Sheet are necessary to ensure accurate inventory levels.

Accessing Stand Sheets on the POS

Stand Sheets can be accessed from the Stand Sheets Use Mode button on the POS home screen (Figure 2).

^{Figure 2. POS home screen.}

WARNING

The Stand Sheet POS Use Mode button is not enabled by default and must be enabled within the BackOffice.

See POS Use Mode Button Configuration for details on enabling POS Use Mode buttons.
When selecting the appropriate Volante module and POS Use Mode buttons to be enabled, ensure to select the checkbox next to the Stand Sheets option as described in the aforementioned instructions.

If the Stand Sheets option is selected from the POS home screen, the user will be prompted to enter their User ID.

IMPORTANT

In order to manage Stand Sheets from the POS, users must be associated to the Admin/Owner Job Type in the BackOffice. If a user is not part of this job type, they may make changes to Stand Sheets, but may not create new ones.

WARNING

In order to access Stand Sheet Management, the current terminal must be part of an Inventory Group.

See the section on Adding Terminals in Inventory Groups for details on adding terminals to Inventory Groups.

User Access

Access to Stand Sheet functionality on the POS can be restricted via Securities in the BackOffice. Two levels of access are available, this includes Basic and Advanced access levels.

NOTE

See the Securities section in Users and Securities - Job Types (Version 7) for details on enabling and configuring Security in the BackOffice.

Basic User Access

Basic access allows limited access to Stand Sheet functionality. Users with this level of access can use some features on Stand Sheets but not all.

NOTE

Buttons representing features that are not available will appear disabled.

Available Features

The following lists features available on each Stand Sheet screen.

Screen	Feature	Allowed
Stand Sheets	Create	No
Stand Sheets	Edit	No
Stand Sheets	Delete	No
Stand Sheets	View	Yes
Stand Sheets	Copy	No
Stand Sheets	Start	Yes
Stand Sheets	End	Yes
Stand Sheets	Refresh	Yes
Stand Sheet Menu Items	Start	Yes
Stand Sheet Menu Items	End	Yes
Stand Sheet Menu Items	Print Needed	Yes
Stand Sheet Menu Items	Transfer	Yes
Stand Sheet Menu Items	Save	Yes
Stand Sheet Menu Items	Edit Actual Start Count	Yes
Stand Sheet Menu Items	Edit Actual End Count	Yes

Security Setting

The following security must be enabled in the BackOffice for Basic access to take affect.

Security Group	Security Name
POS Access Securities	AS-Access Stand Sheets Basic

Advanced User Access

Advanced access allows full access to the Stand Sheet functionality. Users with this level of access can use all Stand Sheet features.

Available Features

The following lists features available on each Stand Sheet screen.

Screen	Feature	Allowed
Stand Sheets	Create	Yes
Stand Sheets	Edit	Yes
Stand Sheets	Delete	Yes
Stand Sheets	View	Yes
Stand Sheets	Copy	Yes
Stand Sheets	Start	Yes
Stand Sheets	End	Yes
Stand Sheets	Refresh	Yes
Stand Sheet Menu Items	Start	Yes
Stand Sheet Menu Items	End	Yes
Stand Sheet Menu Items	Print Needed	Yes
Stand Sheet Menu Items	Transfer	Yes
Stand Sheet Menu Items	Save	Yes
Stand Sheet Menu Items	Edit Actual Start Count	Yes
Stand Sheet Menu Items	Edit Actual End Count	Yes

Security Setting

The following security must be enabled in the BackOffice for Advanced access to take affect.

Security Group	Security Name
POS Access Securities	AS-Access Stand Sheets Advanced

Managing Stand Sheets

This section describes how to manage Stand Sheets. This includes general administrative and management tasks regarding creation, Starting, and Ending Stand Sheets.

WARNING

Ensure that Inventory Groups have been created prior to creating Stand Sheets. If the relevant Inventory Groups do not exist, it will not be possible to create the needed Stand Sheets.

See Inventory Groups for details on creating Inventory Groups.

The Stand Sheets screen lists current Stand Sheets (Figure 3). All available Stand Sheet management functions appear as buttons at the bottom of this screen.

^{Figure 3. Stand Sheets screen.}

The current status of Stand Sheet is indicated in the Status column. This column indicates whether a Stand Sheet is in the Start or End state. This column also indicates the status of new Stand Sheets which have been created but not yet been started.

Creating Stand Sheets

Click Create on the Stand Sheets screen.
Enter the following information on the Create Stand Sheet screen:
1. Name for the Stand Sheet (1)
2. Select the Event Start Date (2)
3. Select the Event Start Time (3)
4. Enter any desired Custom Values (optional) (4)
  NOTE
  Custom Values represent any additional information you may wish to associate to a Stand Sheet.
5. Select the Inventory Group (5)
6. Select Menu Items (6)
  TIP
  Click Select All to select all Menu Items.
  NOTE
  Menu Items listed are those items that are contained within the selected Inventory Group.
7. Enter the item quantity needed for the event in the Needed For Event field (7) if desired.
  NOTE
  Values in the Needed for Event column are auto-populated, and may be manually changed if desired. Auto-populated values appear in gray. Manually entered values appear in black.
  Values are auto-populated with levels indicated in the Start Count field appearing on the Stand Sheet. This corresponds to the current inventory level in the BackOffice.
  IMPORTANT
  Once the Stand Sheet has been created, Needed for Event values may be changed by editing the Stand Sheet. Values may not be changed once the Stand Sheet has been started.
  1. Double-click within the Needed For Event column for the desired item
  2. Enter the desired quantity, and press ENTER.
    IMPORTANT
    Ensure to press ENTER after entering values, otherwise the amount will not be saved.
    NOTE
    The Discrepancy field displays the difference in available inventory between the Inventory Count, and Needed For Event fields.
Click Save to save the Stand Sheet.

Starting and Ending Stand Sheets

Select the desired Stand Sheet from the Stand Sheets screen.
Click Start or End.
NOTE
The new status of the Stand Sheet will be displayed under the Status column.
IMPORTANT
Ensure that Actual Start Counts, Wastage Counts, and Actual End Counts have been entered prior to Ending Stand Sheets.
NOTE
If a Stand Sheet is Ended prior to entering Actual End Count values, a warning will be displayed indicating that the system can autofill these values if desired.
You may select the AutoFill and End Stand Sheet button to have the values automatically populated, or you may select Cancel to manually enter Actual End Count values.
If the AutoFill and End Stand Sheet button is selected, the Actual End Count will be populated with the current End Count value for each item. Any pre-existing Actual End Count values that have been manually entered will not be overwritten.

Editing Stand Sheet Settings

Editing allows you to change the setup options that were selected when the Stand Sheet was initially created.

NOTE

To change the contents of a Stand Sheet, see the Viewing and Updating Stand Sheet Data section for details.

Select the desired Stand Sheet from the Stand Sheets screen.
WARNING
Ensure that the Stand Sheet is not in the Start state; a Stand Sheet that has been started cannot be edited. A Stand sheet may only be edited if it is in the New or Ended state.
Click Edit.
IMPORTANT
Stand Sheets may only be edited on one terminal at a time.
If you see the following error when attempting to edit a Stand Sheet. Ensure that the Stand Sheet is not being edited on another terminal. If not, then you may click Override to continue.
Make the desired changes.
Click Save.

Viewing Stand Sheets

Viewing a Stand Sheet allows the contents of the sheet to be viewed or edited.

Select the desired Stand Sheet from the Stand Sheets screen.
Click View.
Click Exit to return to the Stand Sheets screen once complete.

NOTE

To change the contents of a Stand Sheet, see the Viewing and Updating Stand Sheet Data section for details.

Copying Stand Sheets

New Stand Sheets may be created by copying settings from preexisting Stand Sheets.

IMPORTANT

All settings will be copied to the new stand sheet, including to the same Inventory Group. Menu Items within this Stand Sheet will also be copied.

Once the Stand Sheet has been created, you must Edit the Stand sheet to select the desired Menu Items in the chosen Inventory Group.

Select the desired Stand Sheet from the Stand Sheets screen.
Click Copy.
Select the desired Inventory Group from the Copy Stand Sheet screen.
Click Copy.

Refreshing Stand Sheets

Refreshing Stand Sheets simply refreshes the listing of all Stand Sheets.

Select the desired Stand Sheet from the Stand Sheet screen.
Click Refresh.

Deleting Stand Sheets

Select the desired Stand Sheet from the Stand Sheets screen.
Click Delete.

Managing Inventory Groups from Stand Sheets

Limited Inventory Group functionality can be managed from the Stand Sheets Use mode. This section lists available Inventory Group functionality.

Transferring Inventory

Inventory transfers allow you to transfer Parent Menu Items between Inventory Groups.

Click Transfer on the Stand Sheets screen.
You will be taken to the Inventory Transfer screen (also available from the Inventory Grouping Management POS Admin Option) (figure 5).

^{Figure 5. Inventory Transfer screen.}
Perform the transfer, and click Exit to return to the Stand Sheets screen.
View the Stand Sheet an review the Start Count value for the transferred item to ensure that the updated quantity is accurately reflected in the stand sheet.
WARNING
If the Start Count value does not reflect an updated quantity, refresh the Stand Sheet as follows:
1. Select Exit to exit the the View screen

2. Select No to exit without saving changes. Do not save changes, otherwise transferred values will be overridden by the Start Count values currently appearing in the Stand Sheet.

3. Click Refresh on the Stand Sheets screen, to re-synch Stand Sheet values.
4. View the stand sheet again to verify that the the Start Count value has been updated in the Stand Sheet.

NOTE

See the Transferring Menu Items section in Inventory Groups for details on performing Inventory Transfers,

Viewing and Updating Stand Sheet Data

This section describes how to view, and edit data contained within a Stand Sheet. This is typically necessary to ensure that captured data is accurate.

The Stand Sheet Menu Items screen (Figure 4) appears when the View button is clicked on the Stand Sheets screen (Figure 3). This screen displays the contents of a Stand Sheet including statics for each item. All available functions appear as buttons at the bottom of this screen.

NOTE

The current Stand Sheet and the associated Inventory Group are indicated at the top of this screen.

^{Figure 4. Stand Sheet Menu Items screen.}

NOTE

Listed items in the Stand Sheets Menu Items screen are sorted based configuration specified in the associated Inventory Group. See Setting the Stand Sheet Item Listing Sequence section in Inventory Groups for details on changing the sequence of how items appear in this screen.

IMPORTANT

Stand Sheets may only be viewed on one terminal at a time.

If you see the following error when attempting to view a Stand Sheet. Ensure that the Stand Sheet is not being viewed on another terminal. If not, then you may click Override to continue.

Stand Sheet Layout

The following outlines individual columns in a Stand Sheet, and the meaning of the information displayed in each.

_{Table 1. Stand Sheet column header description.}

Column	Description
Menu Item	Name of Menu Item.
Unit	The quantity of an item that will be deducted from inventory (i.e. deducted from the Count value) when the item is sold.
Start Count	Quantity of Menu Items currently in inventory. This is the same information listed in the Inventory Count field at the time of creation. NOTE This is the value that appears in the Count field for the Menu Item in the associated Inventory Group within the BackOffice. IMPORTANT This field lists values for Parent Menu Items only.
Actual Start Count	Quantity of Menu Items in inventory as determined by a physical count. IMPORTANT This field lists values for Parent Menu Items only.
Need	The quantity needed for the event as specified in the Needed For Event field at the time of creation. IMPORTANT This field lists values for Parent Menu Items only.
Discrepancy	The difference between the actual quantity of items currently in inventory and the quantity needed for the event. NOTE This value is calculated based on the following formula: `Actual Start Count - Need` IMPORTANT This field lists values for Parent Menu Items only.
Transfer In	Indicates quantities of Menu Items transferred into the Inventory Group associated with the Stand Sheet. IMPORTANT Inventory transfers are only tracked while the Stand Sheet is in the Start state. IMPORTANT A Transaction Sync must be performed so that accurate values are reflected in this field. See Data Synch: Performing a Manual Transaction Synch for details on performing a synch. IMPORTANT This field lists values for Parent Menu Items only.
Transfer Out	Indicates quantities of Menu Items transferred out of the Inventory Group associated with the Stand Sheet. IMPORTANT Inventory transfers are only tracked while the Stand Sheet is in the Start state. IMPORTANT A Transaction Sync must be performed so that accurate values are reflected in this field. See Data Synch: Performing a Manual Transaction Synch for details on performing a synch. IMPORTANT This field lists values for Parent Menu Items only.
Wastage	Indicates the quantity of items that were wasted and cannot be sold.
Sales	Indicates the quantity of Menu Items (by unit) sold while the Stand Sheet is in the Start state.
End Count	The final quantity of Menu Items remaining in inventory. NOTE This value is calculated based on the following formula: `End Count = Actual Start Count - Sales - Wastage - Transfer Out + Transfer In` IMPORTANT This field lists values for Parent Menu Items only.
Actual End Count	The final quantity of Menu Items remaining in inventory as determined by a physical count. IMPORTANT This field lists values for Parent Menu Items only.

Printing Information to Receipt

Information contained in the Stand Sheet can be printed to receipt. Details appearing in the Actual Start Count, Need, and Discrepancy columns can be printed to receipt.

IMPORTANT

Information will be printed for Parent Menu Items only.

Click Print Needed.
Click Print.

Starting and Ending Stand Sheets

Click Start or End.

NOTE
The new status of the Stand Sheet will be displayed under the Status column on the Stand Sheets screen.

Updating Actual Start Count Values

NOTE

Values in the Actual Start Count column are auto-populated, and may be manually changed if desired. Values are auto-populated with levels indicated in the Start Count field for each Menu Item.

Auto-populated values appear in gray. Manually entered values appear in black.

IMPORTANT

Stand Sheets must be started before auto-populated values may be changed.

Double-click within the Actual Start Count column for the desired Menu Item.
Enter the inventory quantity, and press ENTER.

IMPORTANT
Ensure to press ENTER after entering values, otherwise the amount will not be saved.
Click Save.

Updating Wastage Count Values

Wastage counts must be updated via the Wastage POS Use Mode. Wastage values that have been entered will be displayed in the Wastage column of the associated Stand Sheet.

NOTE

For details on entering Wastage amounts, see POS User Guide: Wastage Mode (PDF).

Updating Actual End Count Values

NOTE

Values in the Actual End Count column are auto-populated, and may be manually changed if desired. Values are auto-populated with levels indicated in the End Count field for each Menu Item.

Auto-populated values appear in gray. Manually entered values appear in black.

IMPORTANT

Stand Sheets must be started before auto-populated values may be changed.

Double-click within the Actual End Count column for the desired Menu Item.
Enter the inventory quantity, and press ENTER.

IMPORTANT
Ensure to press ENTER after entering values, otherwise the amount will not be saved.
Click Save.

NOTE

If a Stand Sheet is Ended prior to entering Actual End Count values, a warning will be displayed indicating that the system can autofill these values if desired.

You may select the AutoFill and End Stand Sheet button to have the values automatically populated, or you may select Cancel to return to the Stand Sheet to manually enter Actual End Count values.

If the AutoFill and End Stand Sheet button is selected, the Actual End Count will be populated with the current End Count value for each item. Any pre-existing Actual End Count values that have been manually entered will not be overwritten.

Additional Resources

Applies to

Software: Volanté 7 - Release 1774

Hardware: POS

Contents

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