Point of Sale

Outlet procurement

The four screens an outlet buys through — asking for something bought, drawing stock from a store, the daily perishables sheet, and the cash a market run is floated with.

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Who this is for: outlet managers, Storekeeper, Manager, Owner. Each screen carries its own permission — inventory.requisition.read, inventory.storereq.read, inventory.marketlist.read, inventory.cashadvance.read. Where: Point of Sale → Purchase Requisition · Store Requisition · Daily Market List · Cash Advance

A kitchen needs fish for tomorrow. A bar is out of tonic. Neither of those is a purchase order — they are an outlet asking, and somebody in purchasing deciding.

These four screens are that asking, and they live in Point of Sale because that is where the person doing the asking already works. They carry Inventory's permissions, though: the gate stays with the data, not with the menu the screen happens to sit in.

Screen Answers
Purchase Requisition We need something bought
Store Requisition We need something out of a store we already own
Daily Market List Tomorrow's perishables, priced on the day
Cash Advance The cash somebody takes to the market

Purchase requisition#

A requisition is a request to buy. It is not a commitment — approving it is what allows a purchase order to be raised against it.

  1. Select New requisition.
  2. Give it a number and a purpose, and say when it is needed by.
  3. Add item for each line, with a quantity.
  4. Save.

It opens Open. Somebody with the approval permission then Approves or Rejects it — and only then does Raise purchase order appear, which carries the approved lines across and asks only who to order from and which store the goods land in.

State Means
Open Raised, waiting on a decision
Approved Cleared — a purchase order can be raised against it
Rejected Declined
Ordered A purchase order was raised from it
Cancelled Withdrawn

A requisition past its needed-by date is flagged Past needed-by. The Hide filters clear away outstanding, expired, approved or rejected rows so the list can be worked down to just what still needs a decision.

Catatan

Approval here and approval on the purchase order are two different gates. This one says the outlet may ask for this; the PO's own approval says the house will commit the money. A property where the same person does both still passes through both.

Store requisition#

A store requisition moves stock the house already owns. There are two kinds, and choosing the wrong one puts the cost in the wrong place:

Kind What happens
Transfer Stock moves to another storage location and the house still owns it. No cost centre, no cost of sales.
Consumption Stock leaves inventory into a department. Costed at the store's weighted average and booked as cost of sales.

That is the whole distinction, and it is worth reading twice. Moving a case of wine from the main store to the bar cellar is a transfer — the house still has the wine. Issuing it to the bar to be poured is consumption — the house has spent it, and the ledger says so.

  1. Select New store requisition.
  2. Choose the kind.
  3. Pick the from store, and either a to store (transfer) or a cost centre and department (consumption).
  4. Add a delivery number and a date if you use them.
  5. Add item for each line.
  6. Post.

A requisition is a Draft until it is posted; posting is what moves the stock. A destination store must differ from the source — moving stock to where it already is is refused rather than silently recorded.

Daily market list#

Perishables do not work like a purchase order. You do not know Tuesday's fish price on Monday, and the sheet is built by subgroup rather than by supplier.

The market list is that sheet: one row per item, carrying its supplier, its subgroup, and three quantities that tell the story of the run.

Column Means
Needed What the outlet asked for
Ordered What was actually bought
Delivered What turned up
Unit price What it cost on the day

A sheet total runs at the bottom.

  1. Select New market list and give it a date and a note.
  2. Add line for each item, with its subgroup and the quantity needed.
  3. Set receive into — the store the goods land in.
  4. Approve this market list.
  5. After the run, record what was bought and at what price, then Purchase.

Approval gates purchasing here too: an unapproved sheet cannot be purchased against. Hide zero quantities clears the rows nobody needs today, and Sort by supplier regroups the sheet for the person walking the market.

State Means
Open Being built
Approved Cleared to buy against
Purchased The run happened and the prices are in
Cancelled Abandoned

Cash advance#

A market run needs cash in somebody's hand, and that cash has to come back — as goods, as change, or as an explanation.

An advance moves through four states:

Requested → Paid → Cleared → Settled

  1. Select New cash advance. Record the requester, an advance number, the purpose, the request date and the amount.
  2. Pay out, choosing the payment type — Cash, Cheque, Giro or Transfer — and the payment date.
  3. For a cheque or giro, record the cheque / giro reference and later the clearing date, then Mark cleared.
  4. Settle it: what was spent, what was returned, and the settlement date.

On settlement the row reads back spent X · returned Y · variance Z.

Penting

The variance is the point of the screen. Spent plus returned should equal the advance. Anything left over shows as Unaccounted variance, and it does not go away on its own — it is the number a general cashier chases.

Catatan

A cheque or giro reference is required. Without it there is nothing to reconcile against the bank statement, so the field is not optional — the form says so where you type it. An advance still awaiting clearance reads Not cleared, and the Cheque/giro not clear filter is how you find every one of them at once.

The name and date filters narrow a long register when you are chasing one person's advances.

What's next#