Intelligent stock control

  Table of Contents
  1. Overview
  2. Pre-requisites
  3. Calculating Intelligent Stock
  4. Comparison
  5. Using the Intelligent Stock feature


Overview

The Intelligent stock control is a mechanism to compare what the physical stock should be to the actual stock available. This provides a way to identify wastage and discrepancies.


Pre-requisites

Intelligent Stock volumes are calculated based on meal consumption records. For the calculation to work the Recipes feature must be enabled and the recipes need to be setup accurately so that each menu item includes the Quantity [1] and Unit Of Measure (UOM) [2] of stock ingredients that are used in its preparation.

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For more Recipe detail refer to, Nutritional Analysis Complete Overview Recipes Page.

NOTE: If this feature is not enabled, please contact Cypad support.

Defining Intelligent Stock

Intelligent stock is what the stock volumes should be based on the stock usage for a given period.

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Calculating Intelligent Stock

The assumed stock volume is calculated as follows:

    Actual Opening Stock (for each ingredient)

+ Purchases of that ingredient (orders marked as delivered between last stocktake and current stocktake)

+ Transfers In (for each ingredient)

– Transfers Out (for each ingredient)

– Assumed usage of that ingredient (calculated as the volume of ingredients ÷ the number of portions from the detailed recipe per menu item X the Number of meals taken)

 

The table below provides working examples of the assumed usage calculations:

 

Units
Per
Pack

Pack
Weight

Amount in
Recipe

Number
of
Portions

Number
of Meals
Taken

Intelligent
Stock
Calculation

Amount is
in g/mL
and Pack
Weight is
in kg/L

6

6 kg/L

3000g / 3000mL

30

60

3000 (g/mL)

÷ 1000 (unit conversion)

÷ 6 (pack weight)

÷ 30 (No. of portions)

X 60 (No. of meals)

= 1.00 of the stock item used in the recipe

Amount is
in kg/L
and Pack
Weight is
in kg/L

6

6 kg/L

2.0kg / 2.0L

30

30

2.0 (kg/L)

÷ 6 (pack weight)

÷ 30 (No. of portions)

X 30 (No. of meals)

= 0.33 of the stock item used in the recipe

Amount is
in g/mL
and Pack
Weight is
in g/mL

6

100 g/mL

200g / 200mL

30

60

200 (g/mL)

÷ 100 (pack weight)

÷ 30 (No. of portions)

X 60 (No. of meals)

= 4.00 of the stock item used in the recipe

Amount is
in kg/L
and Pack
Weight is
in g/mL

6

600 g/mL

0.5kg / 0.5L

30

30

0.5 (g/mL)

X 1000 (unit conversion)

÷ 600 (pack weight)

÷ 30 (No. of portions)

X 30 (No. of meals)

= 0.83 of the stock item used in the recipe

Amount is in each

6

-

3 each

30

30

3 (each)

÷ 6 (units per pack)

÷ 30 (No. of portions)

X 30 (No. of meals)

= 0.50 of the stock item used in the recipe

 

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Comparison

The assumed stock should be compared to the actual physical stock which will be input on an agreed frequency.

Stock Reports will include stock item details, actual quantity, and assumed quantity.

NOTE: Discrepancies will be highlighted.

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Using the Intelligent Stock feature

IMPORTANT: For the Intelligent Stock feature to work there must be two or more stocktakes logged in the system. To perform a stocktake refer to, Stocktake App.

After the Intelligent Stock feature has been enabled the calculations are carried out automatically overnight and add a Theoretical Quantity column in the Stock tables.

The Filter Dates list [2] will show dates the stocktakes were completed, the assumed stock with be calculated by adding/subtracting the quantities from previous stocktakes.

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For Example, the 11 Dec 2018 Filter will show assumed stock values calculated by taking the starting quantities from the 22 Nov 2019 stocktake and adding/subtracting quantities of meals, orders, and stock transfers until 11 Dec 2019.

NOTE: Intelligent Stock quantities will not be shown for the ‘Now’ filter because the values will change continuously.

In the event you make changes to a stocktake, press the Calculate theoretical stock [3] button refresh the calculations.

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When exporting site stock to an excel spreadsheet two options are available.

  1. Export Total Stock – Stock items for all sites
  2. Export Site Stock – All stock item by site including discrepancies.

Selecting the Export Site Stock option prompts the user to Select the Stock Date [3] the export is required for and to provide an Email Address [4] should the record count exceed 10,000.

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Click the Export button [5] when the Stock Date and Email address fields have been completed to download or receive and email of the Exported Excel file.

The Export will only contain data of all sites where a stocktake has been completed for the given date. When exporting for a specific site, only items for that site will be exported.

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