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CHECK offers a suite of functionality designed to manage the ‘buying side’ of an enterprise hospitality business. Throughout the procurement process – sourcing, purchasing, receiving, distribution and inventory, CHECK delivers functionality that assists the entire organization.
Over the years, CHECK has expanded its features to cover the entire purchase process in an enterprise organization. The consistent theme throughout this expansion has been to incorporate every point of data capture and delivery, to advance the propagation of information across the enterprise, to eliminate duplication and redundancy and to
improve accuracy and consistency.
Inventory Purchasing
This module delivers functionality encompassing the entire inventory purchasing process; features include market list, purchase request, purchase request approval, consolidation of purchase requests by supplier, approval of consolidated purchase requests and purchase order generation. Inventory purchasing functionality is used by clients for those items purchased on a regular basis and that typically have a negotiated price and conditions. CHECK always selects the best total price and supplier for every item purchased, whether it is a contract (quote) or last purchase if no approved contract available.
CHECK can create purchase orders in a range of ways, including:
• On-line requisitions
• Store or outlet reordering, either by consumption or par level
• Via weekly orders for daily deliveries, standing orders and draw down
• Via repeat orders
• By manual entry
Shopping lists can be maintained by user or department, which not only reduces data entry time but also controls what products can be ordered by location.
Through automated purchasing functions, CHECK eliminates guesswork and enables users to maintain optimal stock levels at the lowest possible cost, thereby greatly reducing or even eliminating over or under-ordering.
Receiving and Delivery
CHECK greatly simplifies the ongoing process of recording deliveries. Rather than keying in each product delivered, deliveries are compared directly against purchase orders for quantity and price verification and only exceptions need to be recorded.
CHECK has the ability to easily record deliveries in different purchase sizes. It can also record taxes, discounts and freight charges, and split an order or receive it into multiple invoices. For each delivery, multiple invoices from different suppliers may also be received and such additional charges allocated to the landed cost using a
variety of methods including weight. Users are readily able to spot errors and evaluate the effect of price changes that would otherwise fall in their supplier’s favour. This feature alone can often provide substantial annual savings.
To eliminate double entry, all invoice and credit note transactions can be processed for transfer directly into the accounts payable system.
Inventory Control
CHECK offers numerous controls to minimize loss of stock. Features include control over who can issue from select locations in the business and automated depletion of stock from sales imported from POS.
CHECK maintains real time, quantity on hand, cost and valuation data for each product by location. Inventory valuation is based on Weighted Average, Moving Weighted Average or Last Purchase Price data.
To conduct a stock count, users can print stock take sheets and input results manually, or use a hand-held device such as a bar-code scanner to facilitate the process. The stock count process also allows for multiple stock sizes, multiple bar codes, storage bin locations and outlets, as well as multiple stock locations within each outlet.
CHECK automatically records and tracks the effect of the following on inventories:
• Deliveries
• Stock issues and transfers
• Depletion due to production, sales, and spoilage and
• Stock take variance
The Inventory Management module provides organizations with a complete and clear picture of their material management position for costing, control and audit purposes.
Recipes and Menu Engineering
CHECK helps eliminate over-production by standardizing recipes and portions. Each recipe may be comprised of products, finished goods, non-food items and sub-recipes. All costs are based upon store-specific current costs and are automatically recalculated with each delivery. Recipes and products are ‘inter-changeable’ so that recipes can be
transferred, counted, written off or sold.
To ensure that chefs find recipe information functional, CHECK includes text windows for documenting methods, descriptions and presentation instructions. Kitchen staff can even access photographs from the recipe screen or print them onto a recipe card. Access to recipes can be restricted by outlet or user.
Accounts Payable Interface
The standard interface consolidates invoices to be exported in ASCII file format for import by an Accounts Payable system. Common data interfaced are: Invoice Date, Invoice Value (ex-inc. tax), Supplier Code, Tax Values, Prepaid flag, Invoice Type flag, Tax Account Code, Inventory/Expense Account Code.
General Ledger Interface
The end of period interface exports a file containing purchase, consumption, stock count variation and closing stock values by department/cost centre/product category. For select accounting systems a daily journal can also be produced for issues/transfers.
Point of Sale Interface
Sales data is accumulated in CHECK automatically through its integration with the organization’s point of sales system. Each menu item can be linked to a product, a portion of a product or a recipe. Linking sales to products allows stock on hand data to be updated automatically, which in turn helps to automate replenishment.
Barcode Scanner Interface
This interface allows two-way synchronized communication between CHECK and handheld barcode scanners. Various makes and models are supported.
Product, barcode and location information is exported to the handheld barcode scanner as required.
The handheld barcode scanner can record the following types of transactions:
• Stock Requisitions from/to locations
• Issues/Transfers between locations
• Stock Takes (spot-checks, period end stock counts)
• Capturing of barcodes
Stock Request
This function allows a user to enter a request for stock to a central store or cost centre eliminating the need for manual requisition forms. Issues or transfers can then be raised against the request.
CHECK easily accommodates the request, issue and transfer of stock between stores, outlets or properties. This stock movement is then tracked to provide the basis for cost analysis.
Users can place their requisitions through customized screens and 'shopping' lists, via touch screen POS or PC terminals. This empowers organizations by allowing them to move their business online and eliminate paper trails. With automated requisitions, issues and transfers are created directly from stock requests, saving time and effort.
Purchases can also be directly expensed to an outlet, immediately updating both 'on hand' stock levels and values.
Shortcut
This option presents a customized interface for outlet users to enter stock requests, purchase requests and stock count. Short Cut is orientated to working on a touch screen PC based point of sales terminal.
Purchase Approval Alerts
CHECK offers the option of desktop based alerts or email alerts advising and reminding manager’s they have purchases to approve. Manager’s may approve, put orders on hold or reject requisitions.
Non Inventory Purchase
This module delivers functionality encompassing the entire non-inventory purchasing process; Functions include purchase request, purchase request approval, purchase order generation and receiving. The Non-Inventory Purchasing module can interface with the Asset Management module so that asset purchases automatically generate an entry in the
asset register.
Asset Management
Asset Management delivers the ability to track assets by category and location, calculate depreciation and write-off or dispose of an asset.
This module can be linked with the Non-Inventory Purchasing module so that asset purchases automatically generate an entry in the asset register.
Production Planning
The Production Planning option allows sites to create production plans based on menus, menu items and recipes. Production plans can then be used to calculate product requirements. Purchase requests and orders are then generated automatically, based on the product delivery schedule. With the production run option, outlets can automatically
replenish their stock ready for any scheduled production.
eBusiness and Supplier Collaboration
Check offers a variety of options to lower cost through ebusiness:
• Email/Export/Import of Request for Quotation spreadsheet by Vendor or by Purchase Requisition
• Send purchase order by email.
• Send purchase order in .xml format
• Import .xml purchase order from vendor online systems
• Import .xml invoice from vendor
• Vendors respond to closed tenders online
• Vendors update their pricing online, view orders, update contact details etc
Custom Reports
Clients are free to create their own reports or copy and change any report in CHECK. Crystal Reports and SQL Server Reporting Services are supported as standard.
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