This document is to help as a quick reference guide to the features of this
program. As with all Syrus programs, you can call your Account Representative’s
extension at 1-800- 647-1560 or e-mail
training if you
need additional training. Please note that some features may not be available
to you based on your Service Subscription.
Whats New in this release?
Added support for non food Items inventory unit of measure and pricing.
Added support for partial case credits
Added support for intraday product mix polling on register systems that have transaction detail information
Added additonal restriction to users with inventory submission
limited. Inventory sets become read only after the submission limit is
reached..
Home Page - Store Group Dashboard
Above the store leaders have a dashboard view of all of their stores.*The
Dashboard updates as published information becomes available and provides useful
tools to diagnose and view critical information. To update to the latest published
information on the dashboard, select the
button. All columns can be sorted in ascending or descending order by clicking
the column header.
Heading
Site
Theoretical
Cost
($)
Actual
Cost
($)
Variance
($)
Gross Sales
($)
Theoretical
%
Actual
%
Variance
%
Orders
Transfers
Invoices
Inventory
Number
of
Changes
Description
Store Name
Published* Food Cost Dollars based on polled product mix and
Syrus managed recipes.
Published* Reported Food Cost Dollars based on inventory submitted
through Syrus Inventory Management.
Published* Variance of Reported to Theoretical Food Cost Dollars.
Gross Sales Polled for the inventory period.
Percentage is based on Theoretical Food Cost Dollars/Gross Product
Sales.
Percentage is based on Reported Food Cost Dollars/Gross Product
Sales.
Percentage is based on the Variance Dollars/Gross Product Sales.
Orders placed through Syrus Suggested Ordering during the inventory
period.
Total number of transfers during the inventory period.
Invoices created for the inventory period
Indicates if a week ending inventory has been created
Indicated the total number of changes to inventory sets after
their initial creation
Type/Key
Hyperlink to stores weekly dashboard
Calculated Value
Calculated value based on manager input
Calculated value
Polled and calculated value
Calculated value
Calculated value based on manager input
Calculated value
Value= Number of Orders Blue Color=All scheduled orders were placed. Red Color = 1 or more orders were not submitted
Value = Number of Transfers Blue Color = All transfers approved by manager Red Color = Transfers created but not approved
Value = Number of invoices created during the inventory period Blue Color = all Invoices were approved during the
inventory period Red Color = One or more invoices were not approved
Values =
(0) No ending inventory
(1) Ending inventory created Red Color = Week ending has pending changes that need
submitted
Value = Total number of changes during the inventory period.
Navigation Link?
Yes - Navigates to store weekly dashboard
No
No
No
No
No
No
No
Yes - Navigates to Order Calendar
Yes - Navigates to the unmatched transfer view
Yes - Navigates to the invoice detail view
No
Yes - Navigates to the detail audit page
Dashboard Navigation Links
Site - available sites selections are based on
sites reported to Syrus as active. Selecting this link navigates to
the site's weekly dashboard view.
Orders - This link navigates to the Month View
of Syrus Suggested Ordering. Note: Syrus Suggested Order is an optional
service. To take advantage of Syrus Suggested Ordering, contact your
Syrus Account Representative.
Transfers - This link navigates to the Unmatched
Transfer Report for the site. The unmatched transfer report is a collection
of all transfer activity during the weekly inventory period. Transfers
appear as unmatched if the a transfer does not have a corresponding
transfer at the sending/receiving store. A transfer is defined as a
group of items with in a single transaction. In order for transfers
to match between sites, the same store name, group of items, item numbers,
quantity, unit price and total. The transfer date may fall anytime within
the inventory period. Transfer created using the "Other" site selection
will automatically show as unmatched because source and target location
cannot be determined.
Invoices - This is a detailed list of all items
from invoices within the weekly inventory period.
Number of Changes - Navigates to the change log
of all activity during the Inventory Period.
Group Policies and Permissions
Group policies are used to mange how and what you may interact with in Syrus
Inventory Management. There are a default set of policies built into the system
that all users follow unless they have been modified due to the Service Level
agreement between Syrus and your business.
Default policy Settings for weekly and period/monthly inventory
Period Inventory. This affects all stores/sites of a business.
Daily Target opening source value - Previous week ending by ingredient
Maximum number of attempts to submit inventory is unlimited by default.
Number of editable days for invoices = 8. After that, items are read
only.
Number of editable days for transfers = 8. After that, items are read
only.
Number of editable days for Week beginning inventory = 8. After that,
items are read only.
Number of editable days for Daily Targets = 2. After 2 days, the daily
targets become read only.
Number of editable days for Intra-Day Targets = 3. After 3 days, the
daily targets become read only.
New!
Transfer Type Process - basic.
Changes can be made to these policies by your system administrator or Syrus
Account Representative. Any changes will affect all store/sites within a business.
Inventory Catalog Management
Inventory catalog management provides a method to view or hide specific items
on the ending inventory count sheet and entry form. This allows for the timed
removal of items that may no longer be ordered, has multiple packing sizes,
or items that may be changed by the distributor. Access to this feature may
be restricted due to the Service level agreement between your company and Syrus.
If you do not have access to this feature or need additional assistance, contact
your Syrus Account Representative.
To allow or block items from your count sheet and inventory entry
Select Catalogs > Inventory management.
Select the item to block or unblock from your count sheets or inventory
entry.
Enter a date that you wish the block to start.
Select Save.
NOTE: If this item is something that you currently have in inventory but
no longer order, it is recommended that you not block the item until the inventory
level is depleted. If this item is something currently order or receive, it
is recommended that you do not block the item.
Targeted Food Items
Daily Targets
Daily Targets allow you to track specific ingredients on a daily basis.
Daily inventory helps you manage key ingredients without having to wait until
the end of the week.
Select “Daily” from the inventory home page.
Once the page refreshes to the Daily Targets home page, you will see
tab options to choose either: Enter Daily Inventory Counts and Select Daily
Targets.
Select Daily Targets. Check the box next to the ingredients you want
to track on a daily basis. You can select as many ingredients to track as
you want. Once selected, make sure select the Save Button. **Once these
ingredients have been selected, they will not change until the user changes
them.
The next step is to review your product mix information. Daily product
mix information is submitted overnight to Syrus and will be available in
the morning.
The last step for Daily Targets is entering the daily inventory count.
After the on-hand stock has been counted, click on “Enter Daily Inventory
Counts.”
Opening inventory for the beginning of the week is automatically entered.
Invoices, transfers and credits are automatically entered as they are
approved. NOTE: This items show based on the date and time they were posted.
To move an item to post on a different day, select the item from the weekly
view and change the date and time.
All ingredients are listed on one page and can be entered quickly by
hitting the enter, tab or arrow down keys to advance. There is also an option
to Expand All or Collapse All which changes the view from seeing one ingredient
at a time versus seeing all ingredients at once.
Ideal usage is calculated once product mix has been polled for the store.
A waste field has been added to enter waste by ingredient daily. A waste
report is available on the weekly home page for the site.
Intra Day (shift) Targets
Intra Day Targets allow the user to track specific ingredients on a user
defined time basis during operating hours. This inventory helps track key ingredients
based on a specific time period of a day or specific staff scheduled during
that time period selected.
Select “Intra Day” from the inventory home page.
Once the page refreshes to the Intra Day Targets home page, the page
displays a 24 hour view broken down into half-hour increments.
To select a beginning time to track your targets double click on a blank
line. A new window appears allowing you to select ingredients to track and
the times to track them. The inventory time can be chosen by clicking
on the drop down arrows and then selecting the time desired. ***When setting
up multiple times, please be sure that there are no overlapping times, please
allow at least a half hour between inventory sets.
Choose ingredients that are going to be inventoried. All ingredients
are listed on the right side of the display window under “Available Targets.”
To select an ingredient, simply click on the name and click “add” to move
the ingredient over to the left side “selected targets” list. To choose
multiple items at once, hold the ctrl key down and click on all ingredients
desired then click add. If an item needs to be removed from being tracked,
simply highlight the name on the left side list and select “remove”. Once
set-up is complete, click Save and the window will disappear and you will
now see a new inventory set on the main page. If any changes are needed
after the initial set up is completed, click on the blue link “Manage Targets”.
The same display window will appear as before during set-up and can be altered.
Just make sure to click on Save once changes are completed.
At this point the Intra Day home page will display in a grayed area
the time slot selected and ingredients which are being tracked. The next
step is to input the product mix information.
A product mix reading will need to be run on the register at the end
of the desired inventory time frame. Refer to your POS dealer as to how
to manage the product mix information during business hours. Once reading
is available, click on “Review Product Mix” and enter in your counts for
the time period you are tracking. All products which use the tracked ingredients
will be displayed. Once entered, be sure to click save.
Next step is entering inventory counts for the target period. Click
on any of the ingredients to start. A new display window will appear to
allow for entry of inventory counts. For accuracy, be sure to count your
ingredients before the start of the tracking period, record any deliveries
during the same period and count immediately after the tracking period is
over. Once the counts have been entered, you will be given a variance for
each ingredient that is being tracked. Be sure to save your work.
If there are multiple times during the day selected, make sure the product
mix entered later in the day does not include the previous product mix if
you want just that later time period.
Intra Day targets will carry over from day-to-day based upon the last
save. If any edits or changes are needed, following the same instruction
listed in step 3 to make the changes.
Weekly Inventory
*Anything in the Inventory sets is colored in
Red if it has not been completed/Approved
to be used in the food cost calculation. Once an item has been approved or completed
it will change the status and color. Approved items will be used in the food
cost calculation.
Review and Approve Electronic/Manual Invoices
Invoices can be approved from the weekly view. Select the preview ellipse
(...) next to the invoice. Review the invoice and Select > Post.
Electronic/Manual Invoices from the food vendor must be reviewed and approved
before the invoice will be included in food cost report calculations. Electronic
Invoices are received from vendor(s) and will appear as “not approved” when
received. Select the first unapproved invoice by clicking on the name “Electronic
Invoice from…” This will take you into the actual invoice. Review your received
cases for accuracy. If all Quantity Received is correct, click on Save, then
Post and finally Approve. If Quantity Received is NOT correct, then find the
product that is different and enter the correct received amount in the “Quantity
Received” column. This will then create a Credit Memo within the invoice. After
all is corrected, click on Save, then Post and finally Approve. (Note, a credit
memo will appear on the inventory home page if this is done correctly.) Some
vendors list multiple orders/credits on the same invoice and then it shows as
multiple invoices of the same truck on the inventory page home page. If there
are multiple invoices of the same truck, only approve one of the invoices. DO
NOT approve all instances of the SAME invoice because it will add this truck
more than once to received quantity if it is approved. Please note: If an invoice
is listed as “Not Approved” it will not be counted into the inventory. Click
on “Back to Weekly Inventory” to get back to the main inventory page. Please
repeat these steps for all truck orders received this week. Note: Credits are
not posted electronically. You must enter them in a separate inventory set –
on the date they occur
Credit Memo
A credit memo is used for anything that was billed but not received on the
electronic invoices only, this is not used for manual invoices. Credit memos
are done within the electronic invoice that the product was not received. Select
the appropriate invoice. Find the product name and enter the actual amount received
under “Quantity Received.” (Notice the Status all the way to the right will
change from balanced to credit memo.) Once all items are entered and are correct,
click Save, then Post and finally Approve.
Entering Manual Invoices
A manual invoice is for any product received from a vendor that does not
send invoices electronically. (i.e. buns, coffee, shortening, soda…)
Click on New Manual Invoice.
Choose the appropriate vendor from the drop down menu in the top right
hand side of page.
Enter quantity received under the “Quantity Billed” column and press
Enter, Tab or Arrow down key. (Quantity Received will automatically be filled
with same amount entered on first column.)
Once all items are entered click on Save then Post and finally Send.
(Send adds the data to the inventory so this step must be done.)
Click on “Back to Weekly Inventory” to get back to the main inventory
page.
Entering Transfers - Basic
Transfers are any product being lent or borrowed from another store.
Click on New Transfer. (use this for both transfer in or out)
Choose Transfer In or Transfer Out. If you have a transfer out and a
transfer in, you will need to do separate transfers.
Click on drop down menu and choose the store that the transfer was made
with. (If it a store outside of your company then choose other.)Address
will automatically populate. There is a note section to enter any helpful
details about the transfer.
Enter the amount of each product in the box to the right of the ingredient
name.
Once all information is enter click on Save, then Post and finally Send.
This feature is an enhancement of the basic transfers and provides additional restrictions to transfer activity.
Basic Rules Rules and current restrictions
This is an Opt-In feature. Managed through the Settings page.
Business Participants need to share the same vendor(s).
Store Selections will be restricted to “other” and stores within a business.
Participants need to share the same basic ingredient setup. It is recommended that businesses maintain ingredient setups that are a super set of ingredients.
Ingredients that are not shared between stores can be transferred. However, they will not be properly accounted for within the Inventory Manager. They will show up as non-food items.
Managers using this feature can transfer OUT only to other stores within list selection.
Transfers can only be accepted by the receiving store.
Only transfers that have been accepted will appear on the ingredient summary for both stores and used in food cost calculations.
Transfers that have been denied by the receiving store can be resolved by the transferring store and resubmitted to the receiver. The original submission will be copied with an amended transfer number and resubmitted to the receiving store for approval. The original transfer will become read only.
Managers using the “Other” selection for the site will be able to perform transfers IN or OUT.
Transfers that use the “Other” selection for the site will always appear as unmatched in the unmatched transfer report.
Managers that us the “Other” selection for the site will maintain the same edit and delete capability as before.
Case 1: Approved Transfer.
Action
Store ‘A’ View (Transferring Store)
Store ‘B’ view (Receiving Store)
The manager at Store ‘A’creates a transfer. The manager at Store ‘A’ selects Store ‘B’ as the destination (receiving store).
The “transfer in” option is disabled
No alert or activity
The manager at Store ‘A’ saves the created Transfer.
The transfer saves. The transfer is still editable. The transfer appears
as Not Approved in the Pending
Transfer section of the weekly view. The Transfers does not appear
on the Ingredient Summary and is not used in calculations.
No alert or activity
The Manager at Store ‘A’ Posts and Sends the transfer to Store ‘B’
The transfer appears as Awaiting Approval
in the Pending Transfers section of the weekly view. The
Transfer is not editable, does not appear in the ingredient
summary and is not used in calculations.
The transfer appears as Not Approved
in the weekly view in the Pending Transfers section. The
transfer is not editable and the user only has the ability to Approve
or Deny the transfer. The transfer does not appear on the
ingredient summary and not used in calculations.
The Manager at Store ‘B’ opens and Approves the transfer.
The transfer moves from the Pending Transfer section to the
Inventory sets section and is marked Approved. It will
appear on the ingredient summary and will be used in calculations
for Store ‘A’. The transfer is not editable.
The transfer moves from the Pending Transfer section to the
Inventory sets section and is marked Approved. It will
appear on the ingredient summary and will be used in calculations
for Store B. The transfer is not editable.
Case 2: Denied Transfer
Action
Store ‘A’ View (Transferring Store)
Store ‘B’ View (Receiving Store)
The manager at Store ‘A’ creates a transfer and selects Store
‘B’ as the destination.
The “transfer in” option is disabled
No alert or activity
The manager at Store ‘A’ saves the created Transfer.
The transfer saves. The transfer is editable. The transfer appears as
Not Approved in the Pending Transfer
section of the weekly view. The Transfers does not appear on
the Ingredient Summary and is not used in calculations.
No alert or activity
The Manager at Store ‘A’ Posts and Sends the transfer
to Store ‘B’
The transfer appears as Awaiting Approval
in the Pending Transfers section of the weekly view. The
Transfer is not editable, does not appear in the ingredient
summary and is not used in calculations.
The transfer appears as Not Approved
in the weekly view in the Pending Transfers section. The
transfer is not editable and the user only has the ability to Approve
or Deny the transfer. The transfer is not used on the ingredient
summary and not used in calculations.
The Manager at Store ‘B’ opens and Denies the transfer.
The transfer appears as Rejected in the Pending Transfers section of the weekly view. The Transfers
does not appear on the Ingredient Summary and is not used
in calculations. The manager at Store ‘A’ has the ability to Resolve
thetransfer.
The transfer appears as Denied in the weekly view in the Pending Transfers section. The transfer
is not editable. The transfer is not used on the ingredient summary
and not used in calculations.
Case 3: Resolving a Denied Transfer
Action
Store ‘A’ View (Transferring Store)
Store ‘B’ View (Receiving Store)
The Manager at Store ‘A’ opens the Rejected
transfer and selects Resolve. The manager at Store ‘A’ makes
changes to the transfer an posts it back to Store ‘B’
Transfer is fully editable. The transfer appears as Not Approved in the Pending Transfer
section of the weekly view. The Transfers does not appear on
the Ingredient Summary and is not used in calculations.
The transfer appears as Awaiting Approval
in the weekly view in the Pending Transfers section. The
transfer is not editable. The transfer is not used on the ingredient
summary and not used in calculations.
The Manager at Store ‘B’ Approves the transfer.
The transfer moves from the Pending Transfer section to the
Inventory sets section and is marked Approved. It will
appear on the ingredient summary and will be used in calculations
for Store ‘A’ . The transfer is not editable.
The transfer moves from the Pending Transfer section to the
Inventory sets section and is marked Approved. It will
appear on the ingredient summary and will be used in calculations
for Store ‘B’ . The transfer is not editable.
Case 4: Using “Other” in a transfer
The “Other” site selection is to be used when transferring goods to another store
that is not part of your business or selectable from the available list of sites.
This case will have the same states as you currently use. The transfer will only
appear at the store that created it. The transfer will appear on the ingredient
summary and used in calculations when it has been Approved . It will always
appear on the transfer report as Unmatched.
Below is a sample screenshot of the user interface with transfers in varying states.
Print a Count Sheet
The count sheet is a list of all ingredients and a space to write in counts
that can be used to count on-hand stock.
Select Print Count Sheet on the left side of webpage under the Today
tab.
NEW - The layout of the sheet can be changed by switching
the view. Grouping can be selected from Advanced(list) , Category, GL Code
or Storage zone. The current view is highlighted in blue.
Customize View – Check mark the items you would like to see on the count
sheet for the Advanced view. After the items have been selected click on
show. This will update the page and only include the columns that were selected.
Once the count sheet is set up to your preference, go to top of webpage
and click on File, than select Print.
Enter Week End Inventory
The Week Ending is all of the on-hand product in the store.
Once all on-hand product has been counted, select Week Ending.
There are three tabs that can be selected: Food, Non-Food and All Items.
Be sure the correct tab is selected for what is being entered.
The view of the week ending page can be Customized just like the Count
Sheet. (See Print Count Sheet above for instructions on how to change view.)
Entering counts is now easier because you can use the Enter, Tab or
Arrow Down keys to go to the next ingredient!
Once the counts have been entered, click on Save, then Post and finally
Send.
A Note About Opening Inventory
The Week Ending set for one week becomes the Opening set for the next.
If the Opening set is NOT completed under the section “Inventory Sets for the
Week Ending . . .”,then do the following:
Select the previous week’s ending date.
Go in to the Week Ending set and click save, post and then send.
The Opening will then appear completed in the current week.
Monthly/Period Inventory
Period Inventory operates in the same manner as Weekly with the added paper
and supplies. NOTE: You may not have access to this feature
based on your Service Level Agreement between Syrus and your Business. If you
do not have access or wish to learn more, contact your Syrus Account Representative
at 1-800-647-1560.
Monthly Based Inventory
If you have access to use the monthly inventory section, the Monthly link
will be available for you to select on the site home page. If you do have this
link and wish to learn more, contact your Syrus Account Representative.
Select the Month link to begin the Month end process
Select the desired month to enter the inventory by clicking the forward
> or back < on the period controller. If this is the first time to use this
feature, you may need to enter the beginning inventory for that period.
to do this select the month prior and enter the ending inventory.
Select Ending and begin entering the information
Once you have completed and posted your entries, you can view your actual
usages by selecting the View Ingredient summary for Food Items or select
Paper Report to view the non food actual usages for the month.
NOTE: At the time of this release, monthly theoretical
usage is NOT available.
Period Based Inventory
If you have access to use the period inventory section, the Monthly link
will be available for you to select on the site home page. If you do have this
link and wish to learn more, contact your Syrus Account Representative.
Select the Month link to begin the Period end process
Select the desired period to enter the inventory by clicking the forward
> or back < on the period controller. If this is the first time to use this
feature, you may need to enter the beginning inventory for that period.
to do this select the period prior and enter the ending inventory.
Select Ending and begin entering the information
Once you have completed and posted your entries, you can view your actual
usages and theoretical by selecting the View Ingredient summary for Food
Items or select Paper Report to view the non food actual usages for the
month.
NOTE: At the time of this release, Theoretical calculations
are based on each weekly rollup of product mix, product setup and posted
process for the period.
Reviewing Food Cost Data
It is VERY important to review your food cost numbers before you hit the
Submit button to ensure accuracy of numbers.
To select Ingredient Summary from the section “Reports, Summaries and
Favorites*” click on “store” next to the name of the report. The “Ingredient
Summary” report will open in a separate window.
The view of this page can be customized by clicking on the Customize
View option. Check mark only the columns you want to see then click Show.
Check the food cost data for variances that are out of acceptable ranges.
For example, Syrus uses a range of $50 or more as a standard range, but
make sure to follow your franchise guidelines.
This page can be sorted by any of the column names. For example, to
find the highest variances click on Variance Units or Variance Cost column
name and the sheet will sort lowest to highest amount. Click on the column
name one more time and it will sort again highest to lowest.
There are 2 columns with links to more detailed information in the Ingredient
Summary report.
Under the “Food Items” column, click the name of an ingredient and a
summary of open, received, transfers and ending will appear.
Under the “Theo Usage” column, click the number representing the total
theoretical usage for an ingredient. A separate window will open displaying
the corresponding products sold from the product mix and detailed calculations
of that ingredient’s theoretical usage.
If there are products that don’t look correct, go back and re-count
your on hand and verify any received or transfers.
If a change needs to be made to the week ending counts, simply click
on Week Ending then click Edit. This opens the week ending counts to an
editable page. Make any changes needed then Save, Post and Send again.
When everything is entered and looks correct, you can print the Ingredient
Summary and keep it on hand for quick reference.
Submitting Inventory
Submitting the inventory sends the inventory information to Syrus. Please
review all of your counts and variances prior to hitting the Submit button!!
There is a message next to the orange submit button to indicate if inventory
has been finalized or not. When all is completed on inventory, click on the
orange submit button one time. Once the inventory has been submitted then the
message next to the button will read “Inventory has been finalized.” After the
inventory is submitted (or finalized) the Detailed Theoretical vs. Actual Report
will now be populated with your instant food cost numbers. The opening count
for next week’s inventory will also be created. PLEASE NOTE:
If you are unsure of any amounts, then click View Ingredient Summary again and
make corrections prior to Finalizing. Please check with your franchise rules
on changing ending counts after inventory has been Submitted. *** If it is okay
with your franchise rules to make changes after the submit button has been clicked,
then click on week ending and then on edit. Be sure to Save, Post and Send ending
counts again. If changes are done AFTER the submit button has been clicked,
then you will need to click on the submit button again! If there are changes
made then there is will a message in red telling you to hit submit again.
Audit Trail
The audit trail is a tool that shows what items have been changed and who
made the changes. The audit trail button is located in the upper left side of
page or on a tab towards the top of page. (“Audit” or “View Audit”) Can be used
by anyone. This tool is very useful to show who has made what changes. It gives
an “old value” and a “new value” and displays username along with date and time
changes were made. Select Audit or View Audit, select a date (or date range)
and click on “Get Audit.” ***Note: For the Data Entry section, you will need
to select a specific form before selecting get audit.
