The goods card is shown in the figure:
The upper area of the Goods window contains the fields Code, Name, Group, Category and Account. category, the lower area of the "Product" window contains the tabs of the product card: Basic parameters, Units of measurement, Additional. parameters, Write-off, Routes, Manufacturers.
Code — a goods item number, filled in automatically when creating a goods card. This field is sequentially numbered and has only a digital value Code=RID of goods (internal coding)
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button that appears at the end of the line and select the required goods group from the window that opens. The window for selecting a goods group can also be opened by double-clicking on the name of the group in the Group line.
Different types of the mouse cursor icon have different meanings:
Category is a goods property that allows you to apply additional filters in reports. It is a required field.
The list of categories is determined in the Goods categories dictionary.
To assign a сategory to the goods, select the required category from the drop-down list.
Account category or acct. category is a goods property that allows you to apply additional filters in reports and generate different accounting entries based on one business transaction — one document. It is a required field.
The list of accounting categories is determined in the Accounting categories of goods dictionary.
To assign an accounting category to the goods, select the required accounting category from the drop-down list.
Assignment of goods categories can be performed through group operations with goods.
For goods imported from r_keeper, the ategory and Acct. category fields will be filled in automatically.
Filling in the Main parameters tab:
Type — a required field.
Goods can be of three types:
Services — do not participate in the document flow, that is, they are not recorded in goods movement documents but have a sale price and are recorded in accounting documents. Examples of service type goods: a client orders a song, billiards, etc. For goods of the service type, the Routes and Manufacturers tabs are not filled.
Calc. — this type is selected for goods that should to be used in sets — technological cards, but do not require write-off and sale, for example, water.
When choosing the Service and Calc. type, goods options are not displayed on the Main parameters tab. As well as the Set versions, Routes, Manufacturers and Margin tabs.
Goods are tangible assets recorded in the StoreHouse warehouse system.
If goods are used in sets, then the Goods type cannot be changed. |
Goods options include the following flags:
When you set the calculate energy value flag, the Nutritional value per 100 g fields become active.
To be able to calculate the energy value of produced dishes and semi-finished products, the energy value of the ingredients can be specified in the goods cards. Regarding the data specified in the proteins, fats and carbohydrates fields, the energy value of this very product itself and as well as the energy value of dishes (sets) in which this product will be used will be calculated.
The values in the proteins, fats and carbohydrates fields are indicated per 100 g of the product. |
Fill in the proteins, fats and carbohydrates fields with the values in grams. Next, the system will calculate the energy value of the product per 100g based on the following formula:
Energy (in Kcal) = 4x (Proteins and carbohydrates mass in grams) + 9 x mass of fat in grams.
When setting the calculate energy value flag, because data must be entered per 100gr. |
To calculate the energy value of alcoholic products, an extended formula is used. The % content of ethanol in alcoholic products is used.
The energy value of alcohol-containing products, expressed in calories, is the sum of the calorie content of nutrients and alcohol.
The formula for calculating Kcal per 100g, taking alcohol into account :
Energy (in Kcal) = 4x (Proteins and carbohydrates mass in grams) + 9 x mass of fat in grams + (% of ethanol/0.96x7)x0.75
Where:
To calculate the energy value for alcoholic products, in the % of ethanol field, enter the corresponding percantage of ethyl alcohol in the product.
The use scales for stock-taking option is used if you intend to use scales when inventorying goods. This flag is set, for example, for weighing open bottles of bar goods. The data from the scales can be entered in the gross column of the delivery notes, which will allow you to calculate the weight of the liquid.
It is not required to connect scales to StoreHouse.
When setting the use scales for stock-taking flag, the G unit of measurement and the Tare column are automatically added on the Units of measurement tab. |
The goods requiring certification flag is set for goods of own production, subject to certification, or purchased goods with an expiration date in hours.
When this flag is set, the Expiration (h) line appears. Here, you should enter the expiration date of this product in hours.
At the time of this writing, this option is not used in the system of reporting and document flow. |
The Produce flag must be set for those goods for which, when registering an expense write-off, an obligatory set is required. I.e. the write-off must occur according to a given set of components, which is determined by the set associated with the goods.
For products imported from r_keeper, this flag is set by default. After creating delivery notes with the goods, you cannot change the Produce flag. If you want to change the value of the flag, you need to either delete all delivery notes where these goods are used, or create new goods with the desired flag value. |
If, when writing off a certain set of r_keeper goods, the sets are not required — for example, Cigarettes — then this flag can be removed through group operations.
If the StoreHouse goods is a dish or a semi-finished product, and you want to organize the production of this product at your own enterprise using a technological card, then, for such goods, you need to make a lonk with a set — a set of ingredients.
To do this, in the Set field, select a set from the Sets dictionary, according to which the ingredients consumption for write-off will be calculated.
On the Main parameters tab, the main set for the goods is determined, which will be used if there are no exceptions for enterprises. On the Set versions tab, you can both select another version for the used set or select another set for a particular enterprise. |
Sets should have already been created in the Sets dictionary. To select a set, click in the Set field and then click on the 
button to open the Sets dictionary, find the required set and double-click to select it.
You can also enter a part of the set name in the Set field and the drop-down list will offer a choice of sets satisfying the specified search conditions. Select the required set with the left mouse button or use the [↑] or [↓] buttons to move the cursor through the list and press the Enter key to select the set.
When adding a link between goods and a set, it is important to ensure that the goods have the same unit of measurement as the yield per unit UOM specified when the set was created. If there is no yield per unit UOM of the set in the list of units of measure of the goods, the system will display the following message: Yield per unit UOM for a linked set is not specified for the goods item.
If the link to the set is set incorrectly, delete it by moving the cursor to the Set field and press the Delete key on the keyboard.
The link between the goods and the set can be specified automatically by creating a set based on the goods, if the sets have not yet been created in the system.
When creating or importing an order, the specified set will be automatically added to the order, unless there are exceptions.
If the StoreHouse database works with several enterprises and the technology for preparing one dish differs depending on the enterprise, then ou can define different set versions or different sets for each enterprise. These settings are made on the Set versions tab.
The base set can be changed even if the goods with this set was used in delivery notes, because information on the use of a particular set with goods is stored in documents.
If the goods are a semi-finished product and are not used directly in invoices, but are used to obtain the ingredients of a semi-finished product in delivery notes, then it will not be possible to change the base set. To change the used semi-finished product set, you can use the Sit versions functionality.
Since StoreHouse uses its own coding system for goods, the RK Code field has been added to search for goods imported from r_keeper by r_keeper code. This field is filled in automatically with the value from the Code field of the dish card in r_keeper.
When searching for goods, this field can be used as a filter.
You can create an unlimited number of units of measurement for the goods. For example, you buy coffee grains in different packages — 1kg, 0.5kg, 0.2kg, etc. There is no need to create different goods for all these packages, it is enough to enter the necessary units of measurement in the Units of measurement dictionary, set the coefficient of connection between them and add the required list of units of measurement to the goods card.
In the goods card, it is possible to specify different properties for units of measurement: Base, Calculation, Reports, Requests, Auto documents. These properties are automatically set for the first added UOM in the goods card. Later, properties can be redefined for different UOMs.
To add a new unit of measurement:
button to open the Units of measurement dictionary
In the Coefficient column, you should specify the coefficient of conversion of a new added UOM to the base UOM.
This field will be filled in automatically by the system when adding UOMs from one UOM group, because the coefficient is set when creating UOMs in the Units of measurement dictionary.
If it is necessary to add a UOM from the UOM group different from that of the base one, the Coefficient field should be filled in manually. By default, a coefficient of 1 is set for UOMs from different groups. |
For example, the Chicken Egg goods can be accounted in pieces and grams. In the goods card, specify the appropriate units of measurement.
The Piece UOM is set as a base one, because it is more convenient to keep accounting of these goods. It is also generally considered that one Chicken Egg of a standard size has a weight of 40g.
Since Piece is the base UOM in the example, the coefficients for all other UOMs should be set in regard to to this base UOM, i.e. How many pieces of Chicken eggs are there in 1g. To do this, a proportion is drawn up and the corresponding coefficient is calculated:
1 pc = 40 g
X pcs = 1 g
1g = 1pc/40gr = 0.025
If you later add another UOM — f.ex., Kg — then the system will automatically calculate the coefficient, because Kg is from the same UOM group as the G UOM and the coefficient between them is set in the Units of measurement dictionary, and the coefficient between G and Piece is already set as well.
The coefficient set manually can be changed at any time by editing it in the goods card.
When changing the coefficient in the goods card, the quantity will be changed in accordance with this change in all documents where this UOM is used. It will lead to a change in the quantitative balance of the goods. Before changing the coefficient be sure to first get acquainted with the documents and sets where the changed coefficient may be used. r_keeper is not responsible for changes in the goods quantity data, when the coefficient of the UOM is changed. The only way to resolve the problem with the changed goods quantity data is to restore a backup copy of the StoreHouse database before changing the coefficient. |
If you intend to use scales when working with delivery notes — i.e. to enter data from scales weighing an unpacked package — then set the Use scales for stock-taking flag on the Main parameters tab of the goods card.
Despite the name of the parameter, this functionality can be used for delivery notes of any type.
When this flag is set, the container weight UOM — G — is automatically added and the Container weight column appears on the Units of measurement tab.
The container weight UOM is pre-defined in the StoreHouse database and cannot be changed. |
After setting the Use scales for stock-taking flag, the G unit of measurement is added to the UOMs of the goods card.
If before that other units of measurement were specified, and they belong to other UOM groups — volume or piece — then before any further actions, be sure to specify the coefficient of conversion of the G unit of measurement into the goods base UOM. |
Next, set the weight of empty containers in G for each UOM/package.
For example, you create the Bottle 0.7 UOM for the Milk goods. The base goods unit is litre. The coefficient for Bottle 0.7 is 0.7. The container weight is 250g. Now, when filling in the Gross column in any delivery note, you can enter the weight of an open bottle, while the container weight will be taken into account when recalculating into the base unit of measurement.
Some flags set on the Main parameters tab lead to the units of measurement being automatically added to the Units of measurement tab. Moreover, different flags add different units of measurement from different groups. If you set the flags before filling the Units of measurement tab, then the UOM which flag has been set first will be created as a base one.
Therefore, for the correct filling of the goods card, before setting the flags, it is better to fill in the Units of measurement tab and specify the necessary coefficients, and only then edit the required properties.
If it is convenient for you to use the automatic option of adding UOMs, first set a flag for the required property, which will add the preferred base UOM, and only then set the rest of the flags.
For example, you create the wine goods. When creating these goods, you should set the Use scales for stock-taking and Alcoholic products flags. Since it is convenient to use a liter as a base unit for this product, the Alcoholic products flag should be set first. On the Units of measurement tab, the Liter unit of measurement will be automatically added as the base unit. After that, you can set the Use scales for stock-taking flag, and the G UOM will automatically be added on the Units of measurement tab, but Liter will still remain the base UOM. Next, you need to specify the conversion coefficient for G and Liter.
The parameters listed in this tab are optional. |
Filling in these fields simplifies the creation of documents by substituting standard values from the goods card.
The Additional Parameters tab is divided into two parts: the upper one is Default and the lower one is Exceptions by enterprises.
The Default area contains the standard goods card data that will be used by default when creating documents, if the created documents do not meet the exceptions conditions or exceptions are not created.
The Exceptions by enterprises area contains data that differs from the standard ones in the context of enterprises. If several enterprises are supposed to be used in the database, then the same goods may have different properties depending on the enterprise.
For example, the VAT rate. If there are two enterprises in the database, and one of them keeps records according to the general taxation system, and the second one — according to the simplified taxation system, then to make creating documents more convenient, an exception is created for the second enterprise, and a tax rate other than the standard one is specified for the goods.
For sets — 1(%) and 2(%) — setting for goods that are used when creating sets. It allows specifying a standard value for the change in weight or volume of goods during cold processing — 1 (%) — or hot processing — 2 (%). The specified values will be automatically entered into the corresponding fields of the set when adding the product to the set
The values of the fields are specified in percents (%). A negative value is specified in case of a decrease in the goods weight, a positive value — in case of the weight increase.
Starting from version 98.337, % of processing from the goods card is added by default when adding the goods to the set. |
For ABC analysis — a goods property that defines the rule for the goods processing when generating the Product ABC Analysis report. The default value is Not defined. This field can be assigned to a goods group through the group operations.
Other two values of this field are:
For external systems — a property, which determines the belonging of the goods to external integration systems (VETIS, USAIS, etc.). The default value is Not defined. This option is only used in Russia.
Purchase — in the fields of this column group, specify the values of the price and tax rates to create receipt notes. You can only fill in tax rates if there is no standard price for the goods.
The fields of the Purchase column group are filled in manually. It makes sense to fill fields for those goods which are used in receipt operations — i.e. for purchased ingredients.
You can specify the value of Price without taxes and select tax rates from the list, then Price with taxes will be calculated automatically.
If only Price with taxes is known, then first specify the tax rates, and then fill in the Price with taxes field. The value of Price without taxes will be calculated automatically.
The specified prices and tax rates will be used in delivery notes, if there are no price lists and exceptions for enterprises created in the system, or the Insert price from the last receipt setting is not activated in the user rights.
Sale — in the fields of this column group, enter the price and tax rates values for delivery notes and requests created manually. You can only fill in tax rates if there is no standard price for the goods.
The fields of the Sale column group can be filled in manually or automatically when importing goods from r_keeper. It makes sense to fill fields for the goods participating in the sale — i.e. for sold dishes and resold goods.
When filling in the columns manually, you can specify the value of Price without taxes and select tax rates from the list, then Price with taxes will be calculated automatically.
If only Price with taxes is known, then first specify the tax rates, and then fill in the Price with taxes field. Price without taxes will be calculated automatically.
Prices are determined for the goods base unit of measurement.
For goods imported from r_keeper, if units of measurement were added and the base units were redefined after the menu import, then the next time the menu is imported, the prices will be recalculated with regard to the coefficient of converting the for requests UOMs into base ones.
The specified prices and tax rates will be used in delivery notes and requests created manually, if there are no price lists and exceptions for enterprises created in the system, or the Insert price from the last receipt setting is not activated in the user rights.
Exceptions by Enterprises area
In the fields of the Exceptions by enterprises area, you should specify values of Purchase, Sale and Set version for specific enterprises, different from values specified by default.
In receipt and delivery notes, the enterprise is determined according to the department or warehouse specified as the recipient or supplier respectively.
The price and tax rates specified in the exceptions will be used when adding goods to delivery notes if there are no price lists created in the system, or the Insert price from the last receipt/expenditure setting is not activated in the user rights.
To add a line to Exceptions by enterprises, do the following:
Save the document by the Save document item of the main menu Document item or the 
button on the toolbar.
For goods imported from r_keeper, differences by enterprises will be created automatically if:
If in r_keeper prices or taxes are different for different restaurants, and rules are set for unloading these departments in the import settings, then the change in sale tax rates and sale prices for r_keeper products will be updated with each import from r_keeper references |
If the StoreHouse database is used for several enterprises and the dish semi-finished product cooking technology differs depending on the enterprise, then you can determine the version of the basic set or select any other set for each enterprise .
Moreover, you can assign a different set version or a different set for a specific department. This function can be used for one large enterprise or when many small objects use one database for one enterprise only in the context of departments.
If the Set versions tab is not filled in, for all documents that use the concept of set for processing dishes, the zero version of the set specified on the Main parameters tab will be used by default. |
The zero version is the version created automatically when the set is created.
If you need to specify a different set version or just another set for the enterprise, then on the Set versions tab, add this enterprise to the list indicating the set or the version. An enterprise added to the list is the manufacturer of the dish/semi-finished product, i.e. for the supplier department of production documents.
In the Exceptions by enterprises, you can also specify the departments for which the set should work according to other rules.
The Set versions tab window is divided into four parts:
Left side:
Produce — set the flag if you want to produce specific goods according to the specified rules for working with a set at an enterprise/department for sale. If the flag is unchecked, then the enterprise/department does not use production documents to register the sale of this product, i.e. does not cook this dish on its own, but receives it from a supplier for resale.
This flag does not affect the processing of semi-finished products. The need to produce a semi-finished product — to separate into ingredients — is determined directly in the set. |
Right part:
To add a new enterprise to the list:
To add a new department to the list:
Departments can be specified regardless of the selected enterprise. The list of departments on the Set versions tab can be filtered by enterprises. If the filter is not set, then the list of departments is displayed in full for any enterprise selected in the upper part. When the Filter by enterprises flag is set, only the departments for the enterprise selected at the top of the screen can be added to the departments list. |
If documents with the required goods have not yet been created for the enterprise selected in the left area, you can choose for the period 01/01/1980:
button. The set list window will open. Find the required set in the list and double-click to add it to the goods card.If the goods are a semi-finished product, and if documents with these goods have already been created for the enterprise selected on the left side:
button. The set list window will open. Find the required set in the list and double-click to add it to the goods card button on the toolbar.If necessary, you can open any version of the set for viewing. To do this, position the cursor in the required line and use the Open set context menu item.
Filling in the Set versions tab is available through group operations for the selected goods group. |
In all Store House documents that work with sets — requests, complectations, collation statements — the link between the goods and the set is stored in the document itself. The link is defined when documents are created.
A set and its version can be defined in the documents:
If the goods with a set are directly used in production documents, then a link to the set is stored in these documents. That allows editing the goods card on the Set versions tab without restrictions.
Already created documents will work according to previously defined rules, new documents will work according to newly created rules.
If the goods with sets are used as semi-finished products, i.e. are not directly included in production documents, but work as components of other sets with the Produce flag, then in production documents there is no reference to sets of such goods. It leads to the need to store the history of changes in the rules for the work of semi-finished products in the goods cards of these semi-finished products.
For such goods, changing work sets or set versions on the Set versions tab is available only for the period for which documents have not yet been issued. If you try to make changes in the period for which documents have already been created, the system will display an error message.
The system always allows adding a new enterprise and a zero period of the basic set version to the card of the goods for which documents were created, in order to make it possible to enter a new period for changing the working conditions of the goods.
The Write-off tab is filled in for goods subject to write-off through the Request documents — dishes expenditure. So you determine from which department the goods will be written off when they are sold.
The parameters listed on this tab are optional. |
To determine the department for the goods write-off, fill in the Write-off tab.
On this tab, there are also the By default and Exceptions concepts.
If the StoreHouse program is used for one small enterprise, where write-offs occur for every goods from one department, without variations, then it is enough to fill in the Write off by default value.
For example, an enterprise has two departments — Bar and Kitchen. If dishes are written off at the place of preparation — salads from the kitchen, drinks from the bar — then for such enterprises, only the Write off by default values are filled in.
To assign a default write-off department:
button to open the Departments reference and select the required departmentIf the StoreHouse program is used for a chain of enteprises or an enterprise with a large number of sale locations — for example, two or more bars — then you should fill in the Exceptions by sale locations fields.
The list of sale locations is specified in the Places of sale reference. This reference can be filled in manually or be imported from r_keeper.
If StoreHouse is supposed to work in conjunction with r_keeper, then the places of sale must be unloaded from r_keeper and the connection between the sale location imported from r_keeper and the department must be indicated on the Write-off tab for the sake of a correct write-off. |
In the Exclusions by sale locations field, list all links of places of sale and departments for organizing write-offs.
For example: one Coffee Americano menu item can be sold in the bar on the 1st floor of restaurant 1 and in the bar on the 2nd floor of restaurant 1, as well as in the bar of restaurant 2.
To organize the correct write-off, it is necessary to specify all the conditions for writing off the goods from certain departments, depending on these goods sale location.
To add a new department exclusion entry:
button on the toolbar.When filling in the Write-off tab, the department for write-off will be automatically displayed in requests.
Filling in the Write-off tab is available through group operations for the selected goods group. |
A route is a document flow automatically created on the basis of a request, leading to placing the goods at the department for the further sale of goods.
It makes sense to use routes at enterprises with production departments, which do not serve as direct sale locations.
Routes are created for goods that are "ordered" at the production departments by the sales departments.
Example of creating a route:
There is a separate department — Confectionery Shop — which produces desserts for a chain of restaurants. Desserts are sold in restaurants without additional preparation. Restaurants create requests to the Confectionery Shop for certain desserts. The Confectionery Shop collects all requests and performs group processing of documents for the total production of desserts. Then, desserts are sent to restaurants.
To be able to process such a production process, it is necessary to create Routes on the dessert goods cards.
Routes can form three types of receipt documents: receipt notes, internal transfers and complectations.
Default routes — in this field, you should specify the type of document for filing the goods by default and the counterparty that supplies these goods.
Document type — select the document type for registering the receipt — receipt note (r/n), internal transfer (i/t), complactation (s/c).
Counterparty — in this field, specify the supplier of the goods. This can be either an external supplier — for receipt notes — or in-house departments — for complectations and internal transfers.
In the example, the Cheesecake is being prepared by the Confectionary Shop. Complectation is the production document. Therefore, s/c is selected as a document type and Confectionery Shop — as a counterparty.
Next, it is necessary to describe the method of transferring the prepared desserts to the sale locations.
Exceptions by departments — in this part of the window, you can fill in the differences according to the method of receipt of goods, depending on the departments.
If you want to separate two processes — production and movement — then you need to create the routes exceptions.
Separation of processes may be required when the production department collects all requests and organizes a common production document. And then, using different documents, it moves the prepared goods to specific departments.
If the desserts are produced according to a specific request, you can only fill in the Write-off tab omitting the Exceptions by departments area.
With these settings, the production operation and the transfer operation will be contained in the same Complectation document.
If the internal transfer is specified in the Default route, then it is MANDATORY to create an Exception for the department for the department from which the transfer will take place. |
Coffee grains for all departments come from the Warehouse. For the correct work, it is necessary to create an exception for the Warehouse that specifies the rule according to which these goods are accepted to the Warehouse balance.
Exceptions by sale locations — the method of placing the goods may depend not only on the department, but also on the sale location.
The Exceptions by sale locations setting has primacy over the Exceptions by departments setting. |
The Exception by sale locations is filled in for the one selected in the Exceptions by departments field.
The work principle of the Exception by sale locations is the same as that of the Exceptions by departments. If there are conditions for the sale locations, then they must be filled.
To create a new exception:
button on the toolbar.The Exceptions by departments area
Department — specify the department that will receive the goods. Select a value from the Departments dictionary.
Doc type — define the document type with which the goods will be placed at the department. Select one of the delivery notes options: Receipt note (r/n), Internal transfer (i/t), Complectation (s/c).
Counterparty — define the supplier of goods for the route. Select a value from the Correspondents dictionary for r/n documents and from the Departments dictionary for i/t and s/c documents.
Enterprise — this field will be filled in automatically based on the department's properties.
The Exceptions by sale location area
Sale location — define the sale location, which will change the counterparty and the way the goods are received for the selected department in the Exceptions by departments area. Select the value from the Sale locations dictionary.
Doc type — define the document type with which the goods will be placed at the department for the sale location. Select one of the delivery notes options: Receipt note (r/n), Internal transfer (i/t), Complectation (s/c).
Counterparty — define the supplier of goods for the route. Select a value from the Correspondents dictionary for r/n documents and from the Departments dictionary for i/t and s/c documents.
Filling in the Routes tab is available through group operations for the selected goods group. |
On the Margin tab, you can define the maximum and minimum stock of goods by a department. This will allow you to control the deviation of the calculated balance from the specified maximum and minimum values in the balance statement and the quantitative balance statement. Each department can have its own specified minimum and maximum stock of goods.
You can also define margin default values. Then these settings will be applied to all departments that are not listed in the Exceptions field.
The margin quantity is specified in the goods base unit of measurement. Any field can be left blank, then control on this value will not be performed.
To create a new entry in the exceptions:
button on the toolbar.The Exceptions by divisions area
Divisions — define the department for which you want to control the minimum and maximum margins. Select a value from the Departments dictionary.
Min. margin and max. margin — fill in the value in base units of measurement.
If it is necessary to limit the maximum margin for a department or to control the presence of goods only in specific departments, then you can set the 0 value in the Min. margin and Max. margin fields, including in the default values.
In the example on the figure below, the margin control is carried out at two divisions, and there should be no margins at other departments.
On the Allergens tab, you can define a list of allergens in the goods. This will provide a list of allergens in the dish in which the goods are used.
To create a new entry:
button on the toolbar.
