After making a purchase order and physically receiving inventory, it needs to be added into Advantage so your inventory quantities on hand will be correct. This document will cover this process, as well as adjusting inventory receipt information, transferring inventory between stock rooms, and reducing inventory counts.

Receiving Inventory

1. From Manager Console, click Inventory.
2. Double-click Receive Inventory.
   
   
   
   
3. Select the Stock Room into which you receive the inventory.
   
   
   
   
4. Select the Vendor from which you receive the inventory.
   • To add items to the receipt, you must first select a Stock Room and Vendor.
5. Select the Purchase Order, if applicable.
   • This option lets you automatically import items from a previously created Purchase Order
6. Enter the Invoice #, Invoice Date, Bill of Lading #, and Freight Amount.
7. If necessary, click Notes... to add notes about the receipt.
8. To manually add new items to the receipt, click Click to Add a New Row.

9. Type or select an item.

   If you click out of an item, you will be unable to remove or edit it, so be sure you selected the correct item before doing so.

10. Enter the quantity you will be receiving into the Qty field.
    • Order Qty and Receive Qty are automatically generated and can't be manually altered.
11. Select the Unit you will be receiving the item in.
    • The available fields here are based on the inventory item's unit type, as defined on the Units tab of Inventory Item Maintenance.
    • The Qty and Unit fields determine what is automatically generated in the Cost (cost of a single unit) and Ext Cost (total cost of however many units you're receiving) fields. You can also manually change the Cost if necessary.
12. Set the Cost Type as Standard, Last, or Other.
    • Standard, or Std, is the standard wholesale price for the item as defined in the Standard Cost field from the Vendors tab in Inventory Item Maintenance. Last is the price of each individual item, not the price per unit, the last time it was received. Other is for pricing situations that do not fit the Standard or Last scenarios.
13. To import a Digital Packing List (DPL), select a format from the right menu.
    • DPLs are company specific data files that will automatically populate your Inventory Receipt list. US Foods, Sysco, Reinhart/Marchese, and Gordon provide import files for general inventory that can be selected by clicking their respective names in the General Import section. Most redemption vendors will provide files compatible with the Generic Redemption import, but SureShot and Redemption Plus have their own import type. Click any of these to find, select, and import redemption DPLs. New vendors are periodically added to both lists.
      
      
      
      
14. To change the amount of tickets a redemption item requires to redeem, click Set Tickets from Markup.
    • The Current # of Tickets required for each redemption item displays. Change this by entering a new value into New # of Tickets. Clicking OK causes a prompt to appear for you to confirm any changes. This explains you will be unable to print these changes once you leave the Redemption Ticket Updates window. You can click Print before clicking OK if you want to print this information.
15. To print barcodes for the items, click Print One Barcode per Item or Print Barcodes Using Quantities in the Barcode Printing section.
16. To access Inventory Item Maintenance, click Edit Inventory Items.
    
    
    
    
    • You can also access this by clicking the pencil icon next to any Item.
17. Once you've set the correct values for the Quantity, Unit, Cost Type, and Cost fields for each item that was received, click OK .
    • Confirming will complete the receipt and generate an Inventory Receipt Detail report. Closing the report will also close the Inventory Receipt window.
      
      

Adjust Receipts

Once an inventory receipt has been created, it can still be edited using the Adjust Receipts tool.

1. From Manager Console, click Inventory.
2. Double-click Adjust Receipts.
   
   
   
   
3. Search for the receipt by Receipt #, Bill of Lading #, Vendor, Purchase Order #, Invoice # or some combination of these.
   • Clicking Search pulls any receipts that fit the search criteria, or, if there are no criteria, all receipts. Clear removes all results and clears all search criteria
4. Double-click anywhere in the row containing the receipt you want to edit.
5. Alter the Qty, Unit, Cost Type, or Cost as necessary.
   • You can also add new rows, or use any other functions that were in Receive Inventory
6. When you are finished making adjustments, click OK.
   • Confirming will complete the receipt and generate another Inventory Receipt Detail report. This doesn't override the previous report, but shows the adjustments made in relation to the original. If your original receipt had a Qty of 8 and you changed the amount to 2, the report would read -6 as the Quantity. If you reduced the Cost of an item with a quantity of 4 from $60 to $10, the Ext Cost on the report would read -200, reflecting the difference in the Ext Cost from the first receipt and the Ext Cost from the adjustment. Adjusted receipts are always formatted so that when all taken together, the information they report matches the current values in Advantage. Closing the report also closes the Adjust Receipt window.
     
     

Transfer Inventory

It may be necessary to move inventory from one stock room at your site to another. You can track this in the software from Manager Console, or POS.

Manager Console

1. From Manager Console, click Inventory.
2. Double-click Transfer Inventory.
   
   

POS

1. From POS, click More Buttons.

2. Click Transfer Inventory. 18.2
   
   

Make the Transfer

1. Select a stock room to Transfer From.
2. Select a stock room to Transfer To.
   • In order to transfer an item to another stock room, that item must already have the receiving stock room added into the Detail tab of the item in Inventory Item Maintenance
3. Type the name of, select, or search for, an Item to transfer.
   • Once you select an Item, a new line appears to which you can add an additional Item or you can leave it blank.
4. Enter the Quantity to transfer.
5. Select a unit of measure from the UOM field.
   • The Quantity and UOM determine what values generate in the Cost and Ext Cost fields. Cost is the price for one unit of the item, and Ext Cost is the total price for the quantity you are transferring
6. When you have added all the Items you want to transfer, click OK.
   • You must enter at least 1 into the Quantity field to proceed.
   • Confirming will complete the transfer and generate an Inventory Transfer Detail report. Closing this report also closes the Transfer Inventory window.
     
     
     
     
     

Reduce Inventory

Occasionally, inventory must be reduced because it can no longer be sold or has been used. To keep track of instances where inventory leaves your stock without being sold, use the Reduce Inventory tool.

1. From Manager Console, click Inventory.
2. Double-click Reduce Inventory.
   
   
   
   
3. Select the Reduction Type.
   • Usage might indicate prepared food that wasn't sold and had to be thrown out. Waste might indicate food that dropped on the floor
4. Select the Division in which this reduction occurred.
5. Give the entry a Description.
6. Select from what Stock Room the item was removed.
7. Select a Post Date, which denotes when the reduction occurred.
   • This defaults to the current date
8. Enter a more detailed description of why the inventory was reduced, such as "Employee dropped two pizzas," in the Notes field.
9. Click into the Item field.
10. Type, search for, or select the item you are reducing.

    • When you have added an item, another row becomes available, so you can add more items if necessary. Any items here will have the same reduction data, so multiple items should only be reduced together if they were lost as a part of the same incident.

      If you click out of an item, you will be unable to remove or edit it, so be sure you selected the correct item before doing so.

      
      
      
11. Enter the Quantity of items to remove.
    • Unit lists the base unit of the item as defined in the Units tab of Inventory Item Maintenance.
12. If you need to modify the item type as a whole, click Edit Inventory Items to open Inventory Item Maintenance.
13. When you are finished adding items, click OK.
    • You must enter at least 1 into the Quantity field to proceed.
    • Confirming will complete the reduction and generate an Inventory Reduction Detail report. Closing this report also closes the Reduce Inventory window.