INTERNAL - Bepoz Help Guides

End-User | Stock Control

Internal Stock Movements

10 | Requisitions

This article covers how to set up, create and process Requisitions in BackOffice. Requisitions offer the capability of creating a Purchase Order for a Store and also the ability to auto-send Purchase Orders. Requisitions are used for re-ordering ingredients for Manufactured Products. Requisitions will always use the Preferred Supplier, although if the Preferred Supplier is not selected the first Supplier will be used.

This article covers how to set up, create and process Requisitions in BackOffice.

Requisitions offer the capability of creating a Purchase Order for a Store and also the ability to auto-send Purchase Orders.

Requisitions are used for re-ordering ingredients for Manufactured Products.

Requisitions will always use the Preferred Supplier, although if the Preferred Supplier is not selected the first Supplier will be used.

Prerequisites

To access Requisitions Settings, the applicable Operator Privileges will need to be enabled:

Operator Maintenance 'Stock Control' Tab

All "Requisitions" Flags

Setting up Requisitions

Bepoz can only be set up to use either the Requisitions or Replenish Stores Feature
To access Requisition features, the "Use Requisitions" flag will need to be enabled within the Global Settings "Flags" Tab

In addition, there are a number of flags that relate to Requisitions which are detailed in the table below:

Flag	Description/Functionality
Use Requisitions	Enabled: requisitions will be turned on and Replenish Stores Feature cannot be accessed Disabled: requisitions will be turned off and Replenish Stores Feature can be accessed
Auto send Generated PO's	Enabled: System will automatically send and Generate Purchase Orders Disabled: Auto send will be turned off
Auto Accept Generated Requisitions	Required for Manufactured Products Enabled: Auto Accept Generated Requisitions Disabled: Auto Accept Generated Requisitions will be turn off
Transfer Losses in Send Store	By default, when a Transfer has a Loss Item (Sent but Not Received), the full Quantity is Transferred and will create a Stock Loss at the Receiving Store Set this flag to only Transfer the Received Qty and do a Stock Loss in the Sending Store
Auto Requisitions from Transfers	Overrides the default mechanism for handling Requisition Manufactured items The default behaviour will auto-generate Ingredient Requisitions With this flag checked - Requisitions will be created by selecting Pending Transfer

Remember, after setting these flags, the Bepoz System will need to be restarted for them to take effect

Assigning Requisition Store Types

When Requisitioning Stock from Multiple Stocking locations, individual Products can be set to be sourced from different locations
These source locations can be set within Global Settings "Other Names" Tab
Up to 8 Requisition Store Types can be setup
If using Manufactured Products then assign two (2) names to the Requisition Store Types
If only using normal Stocked Products then only one (1) Requisition Store Type is required

Allocating Store Types: Store Maintenance

To assign the Requisition Store Types, follow the steps below after logging in to BackOffice:

From the System Setup menu, select Venue, Stores & Tills
Double-click the desired Store where Products will be restocked from
In the Store Maintenance window, select the Store Types Tab
Assign the Store/s that are required for the Requisition Store Types
Select OK once completed

Steps 2-5 will need to be repeated for the Manufacturing Store and the Selling Store

The Manufacturing Store is where the Manufactured Products are made and will need to be Transferred out from
If the Venue does not have Manufactured Products – the Manufacturing Store does not need to be setup

Allocating Store Types: Product Maintenance

To assign the Requisition Store Types to Products, follow the steps below after logging in to BackOffice:

From the Maintenance menu, select Product
Double-click (or use the Edit Product Function) the desired Product will be allocated with a Store Type

Both Manufactured and Non-Manufactured Products can be selected

In the Edit Product window, select the Product Settings Tab
Using the Req Store Type drop-menu to select the desired Store Type
Select OK once completed

Creating a Requisition

To begin a new Requisition, first select the Stock Control menu in BackOffice and then Requisitions which will open a new window

To add a requisition, select the New Requisition button
A prompt window will appear

Blank Requisition

Will create a blank Requisition where Products will need to be manually added

Use Min/Max

Will create a Requisition on the Min/Max setting on the Products that have Min/Max assigned

From Sales

Will create a Requisition from Sales data

Creating a Blank Requisition

To create a blank Requisition, select the Blank Requisition button
This will open up a New Requisition Tab

Select the Add Item button
A window prompt will appear with the Product List displaying

Select a Product that has already been setup for Requisition use

Another window will prompt to enter the Required order amount

Enter the Quantity Required

Follow the previous steps to enter additional Products
Select the Post Requisition button to finalise
The Requisition will now be in a Posted status

Do not Post a Requisition unless certain that the Requisition is completed as once posted the Requisition cannot be amended

Processing a Requisition

When a Requisition is in a Posted status, the line item for the Requisition will be displayed in a magenta colour
Select the Posted Requisition
Select the Edit/Accept button which will open a new Edit/Accept Requisition Tab

View the details for each Product by double-clicking on the desired line item
To process the Requisition select the Accept button

Select Yes to continue
The Requisition List screen will now display the Accepted Requisition in green

Select the Process All button to Process the Requisition/s
Select OK to proceed with Processing the Requisition which will now be successfully Posted

Stock transfer

Once Processed, the Requisition has now turned into a Transfer
Select Stock Transfer to view the Requisition Transfer

Double-click an item from the list which will open a new window
Post the Transfers by clicking on the Post Transfer button

10 | Requisitions

Flag

Description/Functionality