ITEM MANUAL

ITEM: An item is the basis of all products and services a property sells, with the exception of rate codes (rooms & venues), and the related pax formulas, occupancy formulas as well as promo actions like LOS, Min Stay, Early Bird, Last minute. Items can be tangible and intangible. E.g. the basis of a manual room charge is an item, this is an intangible item. An example of a tangible item is a chicken, that can be used for creating a recipe or a toy that can be sold in a retail shop.

An item is a prerequisite before a recipe and BDI (breakdown item) can be created.

Remarks:  Adding a new record affects all properties within the group. This means adding a new record is all, edit and delete is per property.

IMPORTANT NOTE: If you want to edit the measurement of an existing item, check the following points before editing.

• You should not edit, if the item still has remaining stock, it's safer if there's no more available stock.
• You should not edit, if the item still has pending PO, Goods Receive or Goods Distribution.

Example of Items and how it should be set up based on the operation.

To Add

1. Select the category of the item and click "add new record". Selected Categories will automatically appear in the pop-up. You can also click "add new record" directly.
2. Item: Enter the name of the item. Standardized the naming of the item to avoid duplication. You can start with the name of the item followed by the brand and the packaging. You can also name it English or in another language. 
3. Item Description: Item Description can be the translation of the item or it can also be the same name as the item. This field can also be set up as the SKU.
4. Item Type: Identify if the item is Inventory, P&L, or Asset.   If the item type selected is Asset or Inventory the preset for purchase method is NP (Normal Purchasing)  and If the item type selected is P&L the preset for purchase method is ML (Market List).  Please note that item categories are linked to the Chart of Accounts. Make sure the proper accounts are used for the linking. If a P&L account is chosen for an inventory or asset item, E-Hors will simply use the linked account. PURCHASE ACCOUNT LINKING MANUAL . Important to know on the purchasing site that a P&L item is always considered to be a market list purchase and an inventory or asset item always goes through the central store. 
   
   1. Inventory: Items that are classified as inventory are normally items that are kept in stock and will directly upon receiving be charged to the P&L. At goods received it will debit the balance inventory account as linked and credit the invoice to receive. At goods distribution, it will credit the balance account and debit the cost account of the department that raised the SR.                 
   2. Asset: Items that are classified as Assets are items that have a life cycle of more than one year also called Capex or Capital Expenditure and can be automatically depreciated. At Goods received it will debit the balance account and credit the invoice to receive. At goods distribution, it will remain in the balance account until you disposed it and it will transfer to your cost account.                  
   3. P&L: Items that are classified as P&L are normally basically perishable items or items not worth keeping the value in the stock. At goods received it will debit the cost account of the department that raised the SR and credit the invoice to receive. At Goods received it will debit the cost account and credit the invoice to receive. At goods distribution, it will credit the cost account and debit the cost account of the department that raised the SR.
5. Item Price: Enter the item price excluding or including tax. If the item price is entered at the moment of adding the item, the last price will be updated. Changing item prices will not affect the last price if there's an existing good received already.
6. Last Price: This field is not editable. The last price is the price for which you purchased the item regardless of the supplier. The last price is updated during the Goods received.  
7. Average Price: the average price is the total amount spent divided by the qty purchased based on the number of months defined in the system settings. The default setting for this is 6 months. Please note that the current month counts as one month. 
8. Purchase Measurement: This measurement will appear in the PO, so you always have to identify how you purchase the item/goods. This measurement is very useful for your supplier, so the supplier understands what you need.
9. Stock Measurement: How do you store the item? Is it by the bottle, pcs, cartons, or cans? The default unit of this measurement is always 1. This is also the measurement that will appear in the stock request program.
10. Calculation Measurement: The question for this measurement is, how do you use it? This measurement is also used for creating the RECIPE. It is not always related to food, there are nonfood items as well. The important here is being consistent.  If it's used in the recipe it's better if the CM is converted into Grams or ML depending on the packaging of an item.
11. Purchase Method: We have two types of purchasing. Normal Purchasing (NP) & Market List Purchasing (ML). This field is not editable anymore by the user and is depending on Item Type. (see point 4) Formula: PM X SM X CM = Volume
    1. Normal Purchasing (NP) - This method is a long process as it requires several approvals based on the System Settings. 
    2. Market List (ML) - This method is shorter, it only requires one approval normally from the chef or F&B manager or whoever is assigned to approve the Market list.
12. Cut Stock: This is only relevant for all sellable items. If the status is yes, E-hors will automatically deduct the qty in the inventory once sold.
13. Par Stock:  This is where you set your Par stock level (If the actual stock is lower than the minimum stock, even if there are no requisitions, E-hors will still show this item in the Purchase advice to take care that the minimum/par stock level will be reached.) Minimum qty. and the minimum order is based on SM.
14. Min Order: Minimum order is for your supplier, only if your supplier sets a min order for you because you will get a better price if you purchase based on the minimum order.
15. External directories: This button enables you to add a link that contains your files. You can attach your quotations, images, or any documents through links. Our advice is to use dropbox as your storage provider or any other shared folder. You can also add additional information about the item. 
16. Charge Out: Inventory & Asset items can be charged out upon distribution or upon usage. Advised is to charge out most F&B items upon usage. If the item type is P&L, the charge out is automatically at distribution.
17. Retail Item: If the status is a retail item "yes" a new box will pop up. When it's submitted, the system creates a recipe automatically. Retail item status is for a one-to-one relationship only, you purchase one and you sell one. 

                 a. Consignment: Click yes, if this a consignment item. Ehors has a separate consignment report.

                 b. Margin To Supplier: This field will only enable if the status is consignment 'yes'. Enter the % payable to the supplier, This information will appear in the consignment report.

                 c. Recipe Type: Select the recipe type of the recipe. This is where the revenue will be posted.

                 d. Recipe Measurement. Select the measurement from the dropdown.

                 e. Default Barcode: This is only used for the item that has a default Barcode. 

                 f. Retail Selling Price: Enter the selling price of the recipe if this recipe will be sold in the POS Retail program.

     18. Click Submit when done.

Adding an external directory

To Edit

1. Search the item that you want to edit. You can search by Item category, or you can search the name of the item using the search field.
2. Click on "edit" and start editing the data.
3. Click "Submit when you are done.

To Deactivate

1. Search the item that you want to deactivate.
2. Click on the "deactivate" button.
3. Are you sure you want to deactivate this record? 
4. Click "OK".

To Reactivate

1. Untick the "hide inactive" box to show the inactive records.
2. Select the inactive item that you want to reactivate.
3. Are you sure you want to reactivate this record?
4. Click "OK".