Shopping List

The shopping list screen details your inventory list of items to be ordered or purchased, broken down by category. This allows you to know your usage, and once the quantity on hand drops below a certain number in inventory the item can be added to a shopping list for re-purchase, thus determining when, what and where from an item needs to be re-ordered. To be available in a shopping list, items need to be configured on several different screens before they will appear. See our Help Topics on Configure Menu or POS Items - General for help in configuring an inventory item and POS Items Menu Item Set Up - Inventory tab for details on setting the item as have tracking information recorded for usage, and assigning the Item for use with the Shopping List function. It is recommended that you have a Shopping List for every Inventory Category at your Property. (See Inventory Category - POS for help with generating Inventory Item Categories).

The Shopping Lists command is found the Reports section of the POS Main Menu.

Note: Skyware's Point of Sale software provides access to our features used to create and update checks for the food and beverage service areas and retail areas of your Property, as well as generating the necessary reports. This module seamlessly integrates with the Property Management Software. The POS Shopping List is part of this module. If your Property does not currently have our Point of Sale Module and you are interested in adding it, please contact us at  Sales@SkywareSystems.com.

 

 

 

The Shopping List command is found on the Point Of Sale Menu. The POS Menu may be set as your default landing page. If it is not, you may open it by using the Quick Menu , or by selecting the command Point of Sale (POS) => from the Other section of the Full Menu.

 

Quick Menu with Point of Sale (POS) => command highlighted OR Quick Menu with Point of Sale => command selected, NEW look for Skyware

 

OR:

 

 

Click the icon on the left or the breadcrumb words on the top right for the Full menu.

Full Menu Icon OR Full Menu option when viewed using the modern light look of Skyware

This will display the Full menu in a tabular form, with four sections, Registration, Status, Cashier and Other.

Full Menu Table OR Full Menu popup version seen in Modern Light look of Skyware

Select Point of Sale (POS) => from the Other section.

Other Section of the Full Menu with Point of Sale (POS) => command selected OR Other section of the Full Menu with Point of Sale (POS) => command selected, NEW look for Skyware

 

This will display the POS Main Menu, which has four sections, Checks, Reports, Kitchens and Other; however the Other Category does not currently contain any commands.

Point of Sale (POS) Menu, NEW look for Skyware

The Shopping Lists command is in the Reports section.

Reports section of the Point of Sale (POS) Main Menu with Shopping Lists command selected, NEW look for Skyware

 

When selected the Shopping List screen will appear.

Shopping Lists screen example, NEW look for Skyware

The screen display is split into two frames, with listings on the left-hand side and details of an individual listing on the right-hand side. Any changes made to a listing detail on the right, once saved, will be updated in the listings to the left.

 

Your options include the following:

 

Generate a new entry:

Click the New Generate New Entry button button from the toolbar to add a new Shopping List record. Complete the fields described below.

OR:

Select an existing Shopping List from the list on the left, and click the Replicate Replicate Current Entry button button from the toolbar. Then change the field information as described below.

 

Modify the current selection:

Change the field information.

Note: If you choose to EDIT a displayed Shopping List, the "Category" field will be unavailable, as this is selected at time of Shopping List creation.

 

Shopping Lists screen example, right side detail for editing purposes

Category: A drop-down menu of Inventory Category choices. Select the appropriate option. By default, no category is selected, meaning ALL items designated for tracking purposes will be displayed once the Shopping List has been saved.

Note: Categories available in this screen need to be set up first using the Inventory Item Categories screen (in the Inventory Items section of the Configuration menu. See Inventory Category - POS for more details).

Shopping Lists screen example with "Category" field expanded

Shop Date/Time: The Date and Time may be chosen here. Select the Date and Time for the Shopping List.

Clicking on the Date field will open the calender where you may choose any Date. The Time field values are drop-down menus allowing you to select from

01-12 for Hour and 00-59 for minute, with AM or PM. By default, the values entered will reflect when the Shopping List was first generated.

User ID: The User ID for the person that generated the record will appear here, once the record has been saved to Skyware. Before the Shopping List has been saved and edited, this will appear blank.

Notes: Any notes regarding the record should be entered here.

Modify Shopping List: This button is grayed out and unavailable until the Shopping List has been saved.

 

At this point the Shopping List should be saved (using the save icon Save button in the local tool bar).

 

Once saved, the items assigned to the category will appear in the Shopping List Items section and the Modify Shopping List button will become active, allowing you to enter inventory for the listed items into the Shopping List Items section.

Note: BEFORE you have MODIFIED the Shopping List for the FIRST time, the numbers assigned to each section will display as 0. Once a Shopping List has been modified, the numbers in each column will then reflect the actual numbers saved and retrieved from Skyware.

Shopping Lists screen example

 

Note: Inventory items are assigned for tracking, and to the relevant inventory category, using the POS Items Maintenance screen Inventory tab.

POS Items Maintenance screen Inventory tab with "Track as Inventory" check box selected and highlighted

Only items that have been marked for tracking purposes will appear in the Shopping List Items section of the Shopping List screen.

 

 

Shopping List Items: This section lists in table form the Inventory Items assigned to the selected category, with several columns for details regarding the item:

Shopping Lists screen example with Shopping List Items section highlighted

Calc QOH: Calculated Quantity on Hand.

Act QOH: Actual Quantity on Hand.

Consumed: How many have been consumed or removed from inventory.

Ordered: How many have been ordered for purchase.

Received: How many of the ordered item were actually received.

Spoilage: How many of the item have spoiled or become unusable.

Breakage: How many of the item were destroyed.

 

Note: The list of inventory items shown in the Shopping List Items section CANNOT be modified using this screen. Inventory items can only be added or removed using the using the POS Items Maintenance screen Inventory tab.

 

The shopping list displayed may be modified by clicking the button "Modify this Shopping List". This will open a new screen for the Shopping List, where the inventory items are listed and allows the quantities in (some of) the columns of the table to be altered.

Screen opened after using the :Modify the Shopping List button" where the quantities on the Shopping List may be edited

This screen can be edited in several ways:

Filter by Display Category: This is a drop-down list of all available categories, as defined on the POS Item Display Categories screen. The default setting is "-ALL-".

POS Item Code: The list of items may be searched by specific POS Item code.

 

Description: The name of the Inventory item (as entered on the POS Items Maintenance screen, see Configure Menu or POS Items - General for more details).

Recommended: This number is taken from the POS Items Maintenance screen Inventory tab.

Calculated QOH: This is AUTOMATICALLY entered and shows how many items you SHOULD have on hand (using the other values shown) and cannot therefore be edited here.

Actual QOH: This can be edited with the actual quantity in stock.

Consumed: Is calculated automatically from the checks entered into the system.

Ordered: This quantity can be edited here when an item has been ordered.

Received: This quantity can be edited to reflect the delivery or purchase of items.

Spoilage: If items have spoiled this can be edited to reflect as such.

Breakage: This quantity is automatically calculated from the checks entered into the system.

 

The shopping list may be printed or saved as either a simple Shopping List, which lists the item name and the number entered in the "Ordered" field (to indicate how many have been ordered for purchase).

Printed report produced using the Save/Print Shopping List button

OR as an Inventory on Hand report (see Quantity on Hand), which contains more information.

Report generated after using the Print/Save Inventory on Hand Report button

By default, the report is generated in PDF form and opens in a separate browser window. From there you can select to save or print the report, among other options. If you prefer, you can select the Generate report to Excel check box to save a copy to the computer in Excel.

 

NOTE: The generated report appears as a pop-up window through your browser. If your browser is set to block pop-ups, you may receive a warning banner from the browser. Click this banner and select to allow pop-ups so that you can view the report.

 

Date Updated November 07, 2024