We have two types of purchasing, one is through stock request (Normal Purchasing) and the other one is through the Market list.
- Normal Purchasing (NP) - This method is a long process as it requires several approvals based on the System Settings. Refer to this for more details regarding the System settings PURCHASING SETTINGS AND PURCHASE AUTHORIZATION PROFILE. Item type (Asset & Inventory) can be ordered thru Normal purchasing
- 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. Item type (P&L) can be ordered thru the market list
Remarks: This is a “Per Property” program. This means, add edit, and delete will not affect other properties.
To Add an SR
Level 3 and below users will not be able to switch departments. When you open the SR program, the department you are assigned to will be shown and greyed out. If your access is levels 4 and 5, you can switch departments and place a stock request on their behalf.
- Select the department if you are level 4 and 5.
- If that Department has only one stock location, there is no need to select, Ehors will display the location automatically. The selection of stock locations is only necessary if there are multiple stock locations in a department. The stock location that has a status of goods received "yes" will NOT appear in the dropdown.
- The same applies to the outlet.
- Search for the item you like to request by typing the string of a letter. There is no need to type the full name of the item.
- Enter the qty or move the arrow up and down. The measurement next to qty is based on Stock Measurement.
- Enter the remarks. Remarks are mandatory for each stock request.
- Click the "Add" button.
- Repeat Steps 2 to 7 to add the next item.
Important Note: After you click the add button, the user will see a prompt message if the item is still in stock or if it needs to be ordered.
To Edit
- Select the item that you want to edit. The item that has status pending & refused can be edited. If the item is not yet calculated in PA it can also be edited. However once the item is calculated in PA, Ehors will not allow the user to edit that item. Only the purchaser who handles the Purchase advice can edit the item.
- The edit button will be enabled. Start editing the data.
- New remarks must be entered.
- Click on the edit button.
To Remove
- Only the item that has status pending & refused can be removed. If the item is not yet calculated in PA it can also be removed. However once the item is calculated in PA, Ehors will not allow the user to remove that item. Select the item you wish to remove from the stock requisition list.
- Click on the remove button.
- Are you sure you want to remove this stock requisition?
- Click OK or cancel if you don't want to make any changes.
SR Completed - This feature should only be used when the item is already calculated in PA, approved and you decided not to continue with the item. This will remove the item from the stock requisition list.
External Directories- The button "external directories" is available in the Item program, Purchase advise, stock request, and Order authorization. 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.
The links that you can attach must have HTTP://, https://, FTP://, and ftps://
The external directory button will enable once the item is added.
Select the item and click the "external directories" button. Enter the link(s) in the box or add any important remarks related to the item and click submit.
Approval
An item can be approved one by one or you can approve all depending on the authorization and the level. Stock Request approval is Level 3 and above.
You can click the P.A.R. on top or the P.A.R. button beside each item to change the status of the items.
Following conditions for stock request Approval:
| Employee | Function Level | srAuthorized | srMultiDepAuthorized | headOfDepartment | Can Approve Stock Request |
|---|---|---|---|---|---|
| Employee A | 3 & Above | y If yes: should be able to approve only his own department | n | n | y |
| Employee B | 3 & Above | n | n | n | n |
| Employee C | 3 & Above | n | n | y | n |
| Employee D | 3 & Above | n | y If yes: should be able to approve his own and the other departments | y | y |
| Employee E | 3 & Above | n | n | y If the user is HOD = yes, only the HOD (who approves the request) can receive the notification | n |
| Employee F | 1 & 2 | y | y | y | n |