INVENTORY SCREEN – PROCESS GUIDE V 1.0
INVENTORY
USER SCREEN PROCESS GUIDE
T&C: This document is strictly private, confidential and personal to its recipients and
should not be copied, distributed or reproduced in whole or in part, nor passed to any third
party.
© Copyright 2015 Benseron Inc. All rights reserved. All use subject to Terms and Conditions.
PROJECT INFORMATION
Project Name:
INVENTORY
Author:
BENSERON QA
Organization:
Benseron Information Technologies
Project Version:
Version 1.0
Spec Version:
Version 1.0
Date of Current Spec:
NA
What is Inventory?
Inventory is a third party management application it can be integrated with any POS
system.
Inventory Management provides the ability to track every ingredient in a recipe or dish,
which in turn allows the user to better track food costs. The ability to set recipe quantities allows you to
minimize waste, increase quality control and verify for variances. Once activated, the system manages
stock levels based on recipes, keeping an accurate count of stock levels at all time.
Why Inventory?
Increase profit margins
Inventory offers features that help you manage your menu for maximum revenue,
identifying menu items with high margins that should be promoted and menu items with low margins
where the recipe should be adjusted or the price recalculated. The system will even recommend the
selling price of products based on the food cost, allowing you to specify the required amount of margin
on any product.
Purchase Order management
With fully integrated PO management features, it is possible to define minimum stock
levels, so that the system automatically generates “shopping lists” to simplify inventory replenishment.
These lists may be grouped according to vendor, or by inventory category and even provide an
estimated budget for replenishing the inventory back to predefined levels.
Some Common Controls Present in Inventory
Active is help the user to view the hidden things.
Inactive is help the user to hide the visible things.
Edit is allowing the user to do make some changes.
Delete is used to Inactive the active things.
This plus symbol helps the user to add the new things.
Note-The user cannot permanently delete the things but they can hide it using the Inactive control.
Launching the application
Enter into the below URL, which will navigate to the Linga Inventory
URL: bevovopos.cloudapp.net:9000
Then the following Login Screen appears. Now the user is requested to enter the valid user credentials
after that click on Sign in me it will takes to the Homepage of an application
In Homepage the user can see the Dashboard, Inventory Settings and Unit Converter
Field Level Descriptions
Field Name
Field Type & Length
Mandatory / Optional
Business Logics
User Name
Mandatory
Name of the User
Password
Mandatory
Password for the
respective user name
REQUEST PASSWORD


In case if the user forgot the password he can send a Change Password Request by
clicking on the forgot password link.
Once the user clicks on the Forgot password link the below page will appear.
Enter User name- the registered User name should be enter here and clicks on submit
Now the user will get the confirmation message the change password link has been sent to the
respective e mail id
By clicking on the link user can set the new password
RESET PASSWORD
Password-new password should enter in password field
Confirm Password-same password should enter Confirm Password field
Now clicks on the Confirm button then the user can login with the new password.
Field Level Description
Field Name
Field Type & Length
Mandatory / Optional
Business Logics
Password
Mandatory
New password
Confirm Password
Mandatory
Confirm the
password
New
DASHBOARD


A Dashboard is a visual display of the most important information needed to achieve one
or more objectives, consolidated and arranged on a single screen so the information can
be monitored at a glance.
It shows the most important performance indicators / performance measures to be
monitored.

In Inventory Application Dashboard Consists of Low Stocks details, when the Available
Quantity is falls below the Minimum Quantity then that item will be displayed under
Low Stocks.

Dashboard is helps the user to showing the current status of Low Stocks. So that they
can plan Purchase order as per their requirement.
Once the user clicks on the View Details, application will take the user to Low Stocks Management
module.
Field Level Descriptions
Field Name
Field Type & Length
View Details
Mandatory / Optional
Business Logics
Optional
To
view
the
information about low
stocks
INVENTORY SETTINGS
 Inventory management supervises the flow of goods from manufacturers to
warehouses and from these facilities to point of sale. A key function of inventory
management is to keep a detailed record of each new or returned product as it
enters or leaves a warehouse or point of sale.
 Inventory control, a similar term, is the area of inventory management that is
concerned with minimizing the total cost of inventory while maximizing the
ability to provide customers with product in a timely manner.
CATEGORY
 Category is Division of food items. Once the user clicks on it the respective
Category page will open.
 By clicking Add New Category button the user can create the New Category by
giving its name, same way the user can give some explanation about the category
in the Description field.
ADD NEW CATEGORY
Field Level Descriptions
Field Name
Field Type & Length
Mandatory / Optional
Business Logics
New
Mandatory
Name of the category
Description
Optional
Explanation about the
Category
Search
Optional
To track a category by
its name
STORAGE LOCATION
 Storage Location is the place where the user can keep all their Raw materials,
Goods and Inventory items.
 Storage location helps the user to differentiate between various types of stock in
a store.
 By clicking on the Add Storage Location the user can create their own storage
location. So that user can easily track all the items based on the locations.
Field Level Descriptions
Field Name
Field Type & Length
Mandatory / Optional
Business Logics
Name
Mandatory
Name of the Storage
Location
Description
Optional
Explanation about the
respective
Storage
Location
VENDOR
 A vendor is a person who sells something. The party in supply chain that makes
goods and services available to companies or consumers. The term vendor is
typically used to describe the entity that is paid for the goods that are provided,
rather than the manufacturer of the goods. A vendor, however, can operate both
as the supplier of goods (seller) and the manufacturer.
 Restaurant will have different kind of vendors. Every time the user can't
remember all the vendor details. So that in this Vendor module the user can keep
record of their all kind of Vendors.
 By clicking the Add Vendor button the user can add and store the vendor details.
We can add vendor name Mailing id, Contact no, Contact name and Address.
Once the Vendor detail has been updated that will be listed in the form of tabular
column.
 Modification of the details can be done by using the Edit control.
 Inactive action can be done by the Delete control.
Field Level Descriptions
Field Name
Field Type & Length
Mandatory / Optional
Business Logics
Name
Mandatory
Name of the vendor
Description
Optional
Explanation about the
vendor
Phone Number
Optional
Phone number of the
Vendor
Email
Optional
Email id of the vendor
Contact Name
Optional
Contact person name
for the vendor
Contact Number
Optional
Contact Number for
the Vendor
Address Line1
Optional
Address of the vendor
Address Line2
Optional
Address of the vendor
City
Optional
City of the Address
State
Optional
State of the Address
Zipcode
Optional
Zipcode
Address
of
the
IN HOUSE UNIT
 In House Unit consists of default measurement units. It helps to calculate the
quantity and weight of each and every item.
 Here the user can also add their own measurement units.
Field Level Descriptions
Field Name
Field Type & Length
Mandatory / Optional
Business Logics
Name
Mandatory
Name of the Unit
Conversion
Mandatory
Conversion Quantity
Measure Type
Mandatory
Type
of
the
measurement(Weight/
Volume)
Conversion Unit
Optional
Type
of
Conversion Unit
the
INVENTORY ITEM
All the raw materials will be added over here once the user click on Inventory Item they
can get the respective page there they can fill the item name. User have to mention the respective
category and the storage location. The corresponding vendor name also need to be filled.
New Vendor – If the user is going to purchase the same inventory item with different vendor
means they can add those vendor details over here.
Purchase Unit—On what unit basis that particular vendor is selling the particular item? (e.gKg, grams, etc).
Inventory Unit—How we store the items in our storage (e.g-you may buy an item in
Kilograms and you can store it in grams).
Par Level--When the actual quantity falls below the par level, a new order is placed. It helps us
to prevent the shortage of an item.
Recipe Unit—How we are serving the item to the customer (e.g- you may prepare an item in
grams and you can sell it in milligrams).
Yield%--The amount of actual % produced from the received quantity.
Price/unit—It will automatically have filled based on the yield %.
Fill all the mandatory Inventory Item details and click save and we will get a confirmation
message.
Field Level Descriptions
Field Name
Field Type & Length
Mandatory / Optional
Business Logics
Name
Mandatory
Name
of
Inventory Item
Category
Mandatory
Name of the category
Primary Storage
Mandatory
Name of the Primary
Storage
Vendor
Mandatory
Name of the Vendor
Sku/bar code
Optional
Sku/bar code of an
item
Brand name
Optional
Brand name of an
item
Purchase Unit
Mandatory
Name of the Purchase
Unit
Inventory Unit
Mandatory
Name
of
Inventory Unit
Par level
Optional
Par level for the Item
Secondary storage
Optional
Secondary Storage for
an item
Receiving Quantity
Mandatory
Quantity
of
Received Items
Price
Mandatory
Price for an item
yield%
Mandatory
Yield percentage of
the item
Price/unit
Mandatory
Price/unit of an item
Recipe Unit
Mandatory
Recipe unit of an item
the
the
the
Receive Inventory Item
 Receive Inventory Item helps the user to enter details about each and every item
which received by the user, here Bar code can enter in either way scanning or
manual entry, name of the Inventory Item, vendor name, Storage Location,
Quantity, Price need to be filled.
 Using add Primary Storage Location button the user can create a new storage
location here itself, same way Secondary storage location also can be created.
Field Level Descriptions
Field Name
Field Type & Length
Mandatory / Optional
Business Logics
Bar code
Optional
Bar code of an Item
Inventory Item
Mandatory
Name of the item
which receiving
Vendor
Mandatory
Name of the Vendor
Brand
Optional
Brand name of an
item
Primary storage
Mandatory
Primary
Storage
location for that item
Secondary storage
Optional
Secondary
Storage
location for that item
Quantity
Mandatory
Receiving Quantity
Price
Mandatory
Total price of the
Receiving item
Price/unit
Mandatory
Price
for
quantity
each
Eg: If the user is Placed an order for milk from one vendor, when the order has been dispatched to the
user then the user need to update the following details:
Barcode-0100012
Inventory Item-milk
Vendor-John
Brand-John Milk
Primary Storage-Fridge 1
Sec. storage-fridge 2
Quantity-50 ltr
Price-1250
Price/unit-25
SUB RECIPE
Sub Recipe is not a complete recipe it’s just a base for Recipes. User can make multiple
Recipes with the help of single Sub Recipe. Sub Recipes can be prepared and preserved.
Create a New Sub Recipe
In order to create a new Sub Recipe, have to give the name and using the Inventory Item
tab user can enter the ingredients which are required to prepare the Sub Recipe for that they have to fill
the Category name, Item name, Recipe Unit and Quantity and the cost will be automatically calculated
based on the price and quantity.
The user requested to enter the name of the sub recipe, cost, Quantity, Inventory unit,
Par level, yield, price, primary storage, secondary storage, recipe unit.
Field Level Descriptions
Field Name
Field Type & Length
Mandatory / Optional
Business Logics
Name
Mandatory
Name of the new sub
recipe
Cost
Optional
Quantity of the Sub
recipe
Quantity
Mandatory
Quantity of the Sun
Recipe
Inventory Unit
Mandatory
Inventory unit for the
Sub recipe
Par level
Optional
Par level for the sub
recipe
Yield%
Mandatory
Yield % for the sub
recipe
Price/Unit
Mandatory
Price/unit of the sub
recipe
Primary Storage
Mandatory
Primary
storage
location for the Sub
recipe
Secondary storage
Optional
Secondary
storage
location for the sub
recipe
Recipe Unit
Mandatory
Recipe unit of the sub
recipe
Eg: Tomato Puree/ginger, garlic paste with this user can make No. of recipes.
PREPARE SUB RECIPE

Whenever the user is going to prepare a Sub Recipe that time they have to enter the
details about the Sub Recipe. Once they filled the Mandatory fields they can save that
details.

In order to create a new Sub Recipe, have to fill the name and using the Inventory Item
tab user can enter the ingredients which are required to prepare the Sub Recipe for that
they have to fill the Category name, Item name, Recipe Unit and Quantity and the cost
will be automatically calculated based on the price and quantity.
Field Level Descriptions
Field Name
Field Type & Length
Mandatory / Optional
Business Logics
Sub Recipe
Mandatory
Name of the Sub
Recipe
Primary Storage
Mandatory
Primary
Storage
location name
Secondary storage
Optional
Secondary
storage
location name
Quantity
Mandatory
Preparing quantity of
the subrecipe
Price
Mandatory
Price for that entire
quantity
Price Unit
Mandatory
Price per unit
Eg for Preparing Sub Recipe:







To prepare a Tomato puree
The name should be chosen from the drop down list-Tomato Puree
The exact place where it is going to be kept-fridge 1
How much quantity need to be prepared-5 kg
Price for the total quantity-250
Price/ unit -50
The above details have to be entered in respective field.
RECEIVED ITEMS

It helps the user to track all their purchased item details. By using the Type,
Consumption Status and Time Period they can list out the Received Items.

From here the user can update the Receive Inventory Item information and also can
prepare the Sub Recipe.
The user can have the following 3 types of search:
1.Type – Based on the type of an item the user can list out the received items.
a. All- to list out all type of an item (Inventory item/Sub recipe)
b. Inventory item-to list out only the Inventory items.
c. Sub Recipe- to list out only the Sub Recipe.
2.Consumption Status- Based on the consumption of an item the user can do a search.
a. All- the user can search all the state of items Inventory Count
b. Not Started- the user can search what are all the items are yet to be used
c. Progress- the user can search the items which are currently in use.
d. Finished- the user can search the completed Inventory Items which means the
Inventory count will be 0 for the items.
e. Not Finished-the user can search the items which is started to use and yet to be
finish.
3.Time Period-Based on the time the user can list out all the received items.
a. Today- the user can get the items which are Received in the current day.
b. Yesterday- the user can get the items which are received yesterday.
c. Last N days- here the user is requested to enter the number of days
(eg-if the user is giving 5 means he can get last 5 days
received items) so the user can search based on the day’s
count.
d. This week-the user can get the items which received in the current week
e. Last week- the user can get the items which received in the last week
f. Last 7 days-By clicking on this, the user can get the items which are
received past 7 days
g. This month- the user can get the items which received in the current month
h. Last month- the user can get the items which received in the last month
i. Last 30 days-the user can get the items which received in the past 30 days
j. Specific Date-here the user is requested to mention the particular so
the user can search for the received items based on any
particular day.
k. Date Range-here the user is requested to mention the from date and to
date so that user can search about the received items in
between those mentioned days.
Field Level Description
Field Name
Field Type & Length
Mandatory / Optional
Business Logics
Type
Mandatory
Item Type
(Inventory/Sub
Recipe)
Consumption status
Mandatory
Status of an item
Time Period
Mandatory
Based on the Days
/Date track the items
Search
Mandatory
To track all
Received Item
No of the days
Mandatory
Total no of the days
the user wants to track
the
CONSUMPTION LOG

Consumption Log should be directly proportional to the items exactly
used. Using this log, the user can manually enter the exact consumed item
details.

By giving the Type, Inventory Item and Time period user can track the
consumption details of the corresponding item.
 Consumption type mentioned as System if the user wants to add the exact
decreased count of that particular item they can click on add consume
button and update the Manual entry for that count the Consumption type
will be Manual.
Field Level Description
Field Name
Field Type & Length
Mandatory / Optional
Business Logics
Type
Mandatory
Item Type
(Inventory/Sub
Recipe)
Inventory Item
Mandatory
Name
of
Inventory Item
Time Period
Mandatory
Based on the Days
/Date can track the
item consumption
the
PURCHASE TEMPLATE
 Using Purchase Order templates, the user can create and set predefined format
for placing an order so that the user need not to spend their time to recreate an
order.
 Once the user clicked on the add Purchase Order Template button he needs to
give a name of the template and the respective vendor name then he can save the
details.
 Using the edit control the user can modify the created template likewise he can
Inactive the template with the help of Inactive button.
 With the help of Active and Inactive controls the user can make visible and hide
the Templates respectively.
 Using Templates, the user can place an order then the order e mail has been
delivered to the respective vendor.
Field Level Description
Field Name
Field Type & Length
Mandatory / Optional
Business Logics
Name
Mandatory
Name of the Template
Vendor
Mandatory
Name of the Vendor
Search
Optional
To track all the
created templates
Eg for Purchase Template
Assume that user is often placing an order for milk (item) to the vendor called Peter,
now he can create template by giving Name as Milk order and Vendor as Peter and save it.
PURCHASE ORDER
 Once the order has been placed the application will redirect to the Purchase
Order module
 Here the user can see auto generated Purchase Order Id for all the placed orders,
now the Acknowledgement control will be added in all the placed orders and
status also changed as Placed.
 The user can cancel the placed order with the help of cancel order control.
 When the user clicks on the Acknowledgement control it should change to
Receive order control then the status also changed to Pending.
NEW PURCHASE ORDER
Field Name
Field Type & Length
Mandatory / Optional
Business Logics
Vendor
Mandatory
Name of the vendor
Place Order Via
Mandatory
Ordering
Email/Print
Expecting date
Mandatory
Expecting
dispatch date
through
the
ADJUST INVENTORY


Adjust Inventory is directionally proportional to the exact inventory count. In case the
accurate inventory count has not been updated for an Inventory item, the user can
manually adjust the count of an item.
All the inventory items will be listed under the Adjust inventory module with respective
adjust inventory control using that item count can be adjusted.
Field Level Description
Field Name
Field Type & Length
Mandatory / Optional
Business Logics
Vendors
Name/Quantity
Mandatory
Adjusting Quantity
Reason
Mandatory
Reason for adjusting
an item
Search
Optional
Help to track the
record by its name
LOW STOCK MANAGEMENT
 Low Stock helps the user to know the shortage of an inventory item.
 The User can see the category wise Tabular column, Item name and its minimum
quantity and available quantity. Under every tabular column the create Purchase
order option will be there using that immediately application allow us to create a
New Purchase Order.
 New Purchase order page will be redirected an order has been placed via this.
MODIFIERS
• These are items used to serve as sides or to decorate or garnish menu items
• Modifier could be made from ingredients or a single inventory item
• Modifiers can be used for cooking instructions also– non inventory
• Modifiers are put into groups – modifier group is of no concern to inventory
counting but used for costing a menu item
• Modifiers come with prefixes. Prefixes sometimes denote a different item or
extra quantity
• Included modifiers – not charged but Inventory must be tracked
• Mandatory modifiers –will have a min and max to choose from and
fluctuate price
LINK MODIFIER
• A modifier can be mapped to one or more inventory items(recipe).
• Sometimes a modifier need not be tracked by inventory like temperature. They can
just set a flag (check a box) and be done with that.
• If it is one item it must be straight forward (how much of the inventory item is used).
• If it is more(recipe) then we need to get how much for all inventory items.
In this case try and see if this modifier can be stored as a sub recipe along with
inventory unit and recipe unit (but this must be done).
• So, ideally a modifier should point to only one inventory item.
• If there are prefixes then the prefix could be a different inventory item or the same
inventory item with a different quantity.
• Cost price can thus be calculated from average price after yield of one or more
vendor prices–display the price that we got from Data import by the side to get
indicative profit or loss.
• Please note that a modifier could be sub recipe. In that case it is also an inventory item
so no special treatment is required here.
• No need to allow any adhoc items as these will not be tracked by inventory. We do that
for a sub recipe for just calculating cost and that is not required here.
Field Name
Field Type & Length
Mandatory / Optional
Business Logics
Item type
Mandatory
Type of the Item
Category
Mandatory
Category of the Item
Item
Mandatory
Name of the item
MENU ITEM
Menu Items can be fetched from the POS system here the user is requested to add the
respective ingredients to the corresponding menu item so that after every sale the quantity of the
particular ingredients which is mapped for that menu item will get debited from the Inventory Count.
MENU ITEM MAPPING
• Very similar to Modifiers
• A menu item could be a retail item sell as you bought it. Just link an inventory item to this
(mostly a single vendor SKU–there will be only one vendor for this inventory item-coke).
Mostly there won’t be modifiers but not always.
• Or it could be a recipe made from more than one inventory item. In this case add all
inventory items used to produce this and how much is used. Like a cooking recipe.
•Then list included modifiers (this modifier are already linked to an inventory item)
optionally along with the corresponding inventory item and get how much is qty/unit sed.
Exclude modifiers marked as non-inventory (temperature).
• Do the same for Mandatory and optional modifiers also.
• Now we will have the whole cost price of the menu item and we can show the profit.
Field Level Description
Field Name
Field Type & Length
Mandatory / Optional
Business Logics
Category
Mandatory
Category of an Item
Item
Mandatory
Name of an item
Recipe Unit
Mandatory
Recipe
measurement
Quantity
Mandatory
Quantity of an item
Eg for Mapping an Inventory item to Menu
Menu name- Apple Juice
Inventory Item
Category name
Item
Recipe Unit
Fruits
Apple
Grams
Quantity
500
unit
UNIT CONVERTOR
It helps the user to convert the measurements (e.g 1kg=1000 gram).
Field Name
Field Type & Length
Mandatory / Optional
Business Logics
From(Quantity)
Only numbers
Mandatory
From Quantity
Select Unit
Numbers
Mandatory
Measurement unit
Eg for Unit Convertor
From
1
Unit
Kilogram
To
1000
Unit
grams
[ Once the user enters the value in from quantity, From Unit and To Unit then To Quantity will be
calculated]