Updated 01/04/2010 - GAAP Software

Updated 01/04/2010

HOSPITALITY BACK OFFICE 

VERSION 1:3 

GENERAL PROCEDURES P2 

SALES MENU P3 

STOCK MENU P4 

SETUP MENU P5 

STOCK PROCEDURES MENU P6 

REPORTS P7 

UTILITIES P9 

GAAP Hospitality Training Modules 2010 

2

HOSPITALITY TRAINING MODULES 

GENERAL PROCEDURES 

Rebuild Keys 

Names 

Perform All 

Categories 

Perform All 

Back Stock 

Perform All 

All [REBUILD KEYS ICON] 

Updates your data file if you have made any data changes 

Month-end Procedures 

Do Month-end Procedure 

Activates month end procedure 

Day-end Procedures 

Activates day end procedure 

Debtors and Creditors 

Manage Debtors and creditors accounts – payments, 

outstanding balances,age analysis. 

This function can also be performed in Point of Sale. 

View History Records 

Allows the viewing of numerous aspects of historical data using filters 

Rebuild Recipe Files 

Updates your recipe file if you have made any recipe changes 

Delete Marked Items 

Redundant on current version 

Exit [‘DOOR’ ICON] 

Exit out of the Hospitality Program 


RETURN TO INDEX 

3

SALES MENU 

Menu items [MENU ITEMS ICON] 

Opens menu item details, recipes and prep links for editing 

Staff [STAFF DETAILS ICON] 

Opens staff details for editing 

Sales Paytypes 

Opens sales paytype details for editing 

Tables 

Discounts 

Create and manage discount applications e.g Take Away; Mr Delivery; Room Service 

etc. 

Special Records 

GAAP set up facility only 

Sales Points 


Serving Instructions 

Allows the creation and editing of serving instructions 

Prep Screens 

Allows the creation and editing of prep screens 

Adjust Pricing Levels 

Allows creation and adjustments of special pricing e.g. Happy Hour (must be activated 

by GAAP) 

Edit Void Reasons 

Allows the creation and editing of prescribed void reasons 

Edit Discount Reasons 

Allows the creation and editing of prescribed discount reasons 

Edit Non-Banking Reasons 

Allows the creation and editing of prescribed non-banking reasons 



4

STOCK MENU 

Stock items [STOCK DETAILS ICON] 

Purchase Points 


Interfile Records 


Purchase Paytypes 

Opens purchase paytype details for editing 

Purchase Tax 

Allows the creation and editing of tax types 



5

SETUP MENU 

Departments 

Stock Item Departments 

Allows the creation and editing of stock departments 

Menu Item Departments 

Allows the creation and editing of menu departments 

Categories 

Allows the creation and editing of stock categories 

Menu Categories 

For DOS users only 

User Fields 

For DOS users only 

Printer Control Codes 

Allows printer management in older versions 

Set Up 

GAAP set up facility – only invoice message & tax references may be changed by user 

Defaults 


Touch Screen Departments 

Allows the creation and editing of touch screen departments 

Licensing [LICENSE ICON] 

Relicensing codes available from GAAP 

Environment Editor 




6

STOCK PROCEDURES MENU 

Ordering Programme 

Orders [GOOODS RECEIVED ICON] 

Allows the creation and management of orders 

Weekly Food Cost 

Save Stock File 

Stock values to be recorded for Gross Profit reporting 

Edit Saved Stock File 

Saved stock values can be edited for Gross Profit reporting 

Gross Profit Report 

Gross Profit reports drawn based on saved stock files 

Set Up 

Creating and editing gross profit reporting structure 

Stock Variance / Issues 

ICON] 

Provides access to stock sheets set up for stock take purposes 

Stock Variance by Item 

Allows stock value entries per item 

Stock Issues by Item 

Allows stock issues per item 

Goods Received & Returned [GOODS RECEIVED ICON] 

Allows the capturing of invoices and credit notes 

Manufacturing / Reverse Manufacturing 

Allows for the management of stock recipes, as well as stock management by means of 

manufacturing of bulk stock items 

Portioning Analysis 

Converts bulk stock into portioned items & calculates actual yield costs 

Wastage 

Allows wastage of stock items 

Deduct Sales from Stock 

Deducts sales of recipe linked stock items for the period since last selected 

Global Re-Costing 


7

Recalculates all recipe linked to menu items. Back stock cost updates dependant on 

invoice capturing and front stock cost updates dependant on issues from back stock to 

front stock. Single stock cost updates dependant on invoice capturing. 



8

REPORTS 

Daily 

Menu Items 

Departmental daily sales report for period since last dayend: detailed or non-detailed 

Waiters 

Waitron cash up reports for period since last dayend 

Paytypes 

Daily paytype report for period since last dayend 

Special Records 

Daily special record report e.g. VAT; tips for period since last day-end 

Tables 

Table transactions detailed for period since last day-end 

Voids 

Void transactions detailed for period since last day-end 

Stock 

Shows recorded stock on hand 

Departmental Stock Purchases 

Departmental stock purchase value for period since last month-end 

Stock Item Report 

Shows stock movement and values over a 120 day period. 

Sales 

Departmental Sales Report 

Sales by department since last month end 

Turnover 

Turnover breakdown since last month end – daily or summary 

Menu Items 

Sales breakdown over a 120 day period 

Paytypes 

Paytype summary over a 120 day period 

Staff 

Summary of completed day-end data per staff member since last month end 

Usage per 1000 

Predicted sales per item per R1000.00 turnover based on historical sales data – up to 120 

days 


9

Listings 

Reverse Recipes 

Outlines all menu items linked to a specified stock item 

Menu Item Percentages 

Actual mark up and theoretical cost of sale per menu item – dependant on current costs 

for accuracy 

Menu Items 

Menu Items with Prep Screens 

Itemises each menu item with one or more prep screen attached 

Menu Items without Recipes 

Lists which menu items have no recipe links 

Menu Items with Recipes 

Itemises each menu item with a recipe breakdown and gross profit 

Stock 

Front Stock Items with Recipes 

Lists front stock items with manufactured recipe links 

Front Stock Items without Recipes 

Lists front stock items without manufactured recipe links 

Back Stock Items with Recipes 

Lists back stock items with manufactured recipe links 

Back Stock Items without Recipes 

Lists back stock items without manufactured recipe links 

History Reports [HISTORY REPORTS ICON] 

Various Sales, Staff and Stock reports are available in this field – based on selected time 

periods 


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UTILITIES 

Change Locations [CHANGE LOCATIONS ICON] 

Used only for multiple front stock locations 

Log In 


Use Previous Files 

Sets Hospitality into previous months’ data (change locations to return to current month) 

Import 

Front Stock Items 


View POS Log File [LOG FILE ICON] 

Allows Point of Sale log viewing since last month end 

Adjust ‘Reboset.ini’ File 




11

HOSPITALITY TRAINING MODULES 

Module 1 – Basics of stock control Pg 

Section 1 – Stock Flow 

Section 2 – Terminology 

Section 3 – Benefits 

Section 4 – Expectations 

Section 5 – Search Function 

Module 2 – Basic System Maintenance Pg 

Section 1 – Creating and Modifying Supplier Accounts 

Section 2 – Creating and Modifying Stock Items 

Section 3 – Creating and Modifying Menu Items 

Section 4 – Creating and Modifying Departments 

Section 5 – Creating and Modifying Menu Item Recipes 

Section 6 – Creating and Modifying Prep Screens 

Section 7 – Creating and Modifying Staff Details 

Module 3 – Purchases Pg 

Section 1 – Basic Purchase Invoices 

Section 2 – Advanced Purchase Invoice Procedures 

Section 3 – Purchase Reports 

Section 4 – Debtors & Creditors 

Module 4 – New Ordering Pg 

Section 1 – Basic Purchase Invoices 

Section 2 – Advanced Purchase Invoice Procedures 

Section 3 – Purchase Reports 

Section 4 – Debtors & Creditors 


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Module 5 – Stock Taking Pg 

Section 1 – The Basics of Stock Management 

Section 2 – The Stock Sheet 

Section 3 – Balancing Stock 

Section 4 – Stock Reports 

Section 5 – Month End Stock Procedure 

Module 6 – Food Cost Management Pg 

Section 1 – Understanding Gross Profit 

Section 2 – Creating or Modifying Gross Profit Reports 

Section 3 – Saving & Editing Stock Files 

Section 4 – Printing a Food Cost Report 

Module 7 – Manufacturing & Portioning Pg 

Section 1 – Portion Analysis 

Section 2 – Manufacturing 

Module 9 – Troubleshooting Guide Pg 


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Section 1 – Stock Flow 

MODULE 1 

BASICS OF STOCK CONTROL 

In this section we are going to describe some common stock system architecture. 

Section 2 – Terminology 

Common terminology used when working with stock 

Section 3 – Benefits 

Why do stock control? 

Section 4 – Expectations 

What expectations should we have regarding a computerised stock system? 

Section 5 – Search Function 

How to use the search function. 


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SECTION 1: 

STOCK FLOW 

Basic small business stock structure 

Typical Pub (Larger business) Structure 

Supplier 

Bar 

(Front Stock) 

Supplier 

Storeroom 

Customer 

Storeroom 

(Back Stock) 

Customer 


...back to index 


15

SECTION 2: 

TERMINOLOGY 

1. Front and Back Stock - These are stock storage locations 

2. Stock Locations - A stock location is an area that stores stock. A bar, for 

example is a front stock location whereas a main storeroom is a back stock 

location. There are sites that have multiple front stock locations, e.g. Hotels that 

have two or three bars. 

3. Issue – This is the procedure we use to transfer items from our back stock to our 

front stock 

4. Goods Received – This is the procedure we use to enter a purchase invoice 

onto the system 

5. Goods Received Note or Voucher (GRV or GRN) – An invoice from a supplier 

6. Variance - A variance is the difference between the computer’s stock quantity 

and the actual stock on hand quantity - A negative variance is when the 

actual stock on hand is less than the theoretical stock as per the computer - A 

positive variance is when the actual stock on hand is greater than the 

theoretical stock as per the computer 

7. Supplier - A supplier is the person we buy our stock from 

8. Unit of measure -The term “unit of measure” can be used in two contexts: How 

we count a product OR How we purchase a product 

9. Department – Departments are used for grouping stock items together for 

various purposes, mostly for reports. 

10. Paytype - A paytype is a method of payment and is commonly broken down 

into cash, cheque, credit card, accounts and non-banking paytypes. Nonbanking 

paytypes are critical for stock management purposes and can also be 

referred to as “fictitious turnover”. They are shown separately in all turnover 

related reports. 

11. Stock Sheet - A stock sheet is the document we print out to count our stock on. 

Some people also use it to record issues, manage daily orders of consumables 

and manage daily preparations. 


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12. Shrinkage - Shrinkage is the term we apply to any stock shortage whether 

caused by accident, fraud or waste 

13. VAT Rounding error - A vat rounding error happens when the computer’s 

purchase invoice total differs from the actual invoice by a few cents - This error 

is commonly caused by the data formats used by different computer systems. 

14. Menu Items - Menu items are items that are SOLD and never purchased 

15. Stock Items - Stock items are items that are PURCHASED, ISSUED OR 

MANUFACTURED but never sold 

16. Recipes - are used to define the relationship between menu items and stock 

items 

17. Serving Instructions - Serving instructions are the automatic messages that pop 

up when certain menu items are ordered (e.g... Rare, Medium Rare, etc) These 

items exist as menu items and their types are either a one (cooking) or a two 

(serving). 

18. Master Files - Master files are only used where there are multiple stock locations. 

Whenever the user adds an item to the master file that item is added to all the 

various locations 

19. Consumption - Consumption is the Rand value or quantities consumed over a 

set period. Consumption reports are needed to control “uncontrollable” items 

such as certain dry goods and vegetables 


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SECTION 3: 

BENEFITS 

Stock items translate directly to sales items therefore any stock loss can be described as 

loss of revenue. Stock controls are put in place to minimize stock loss which in turn 

translates to better profits. 

Stock shrinkage can be caused by any number of factors and nearly all these factors 

can either be prevented or minimized. 

SECTION 4: 

ACCURACY 

EXPECTATIONS 

Computers have the ability to make work faster, simpler and more accurate. What many 

don’t realize is that sometimes it is not possible to 

achieve all three simultaneously. Simply put, accuracy may require more 

Time. The most common trade-off is to sacrifice accuracy for speed and simplicity. 


SIMPLICITY 

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In the restaurant business a very common misconception is that having a computer is 

going to eliminate your stock problems. Having a computer sitting in your office is not 

going to do anything for you unless you sit down and work on it. 

The most basic use of a computerized stock system is to keep track of all stock 

movement and to predict what stock should be on hand. This will in turn be compared to 

the actual stock and the resulting variance will then need to be analyzed to determine if 

there are any problems in the system and what focus is required. 

The computer system can also be used to do some very advance and fancy stock 

control procedures such as portion control and manufacturing but the reality of 

restaurant stock control is that the only effective stock controls will be those you have the 

time to do. 

It is important not to let your time spent on stock management be to the detriment of 

other aspects of your business. Time management, proper planning and balance is 

critical 


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SECTION 5: 

SEARCH FUNCTION 

Firstly, when using the search function, it is important to remember that the computer 

does not know where to search and what to search for if you do not give accurate 

instructions. 

The important points to remember when using the search function: 

- Which column are you searching in? Are you searching for a department, name 

or number? 

- Have you specified “new search”? 

- Have you used only a segment of the word e.g. “sou” when searching for 

Southern Comfort? (the word may not appear in the same format as your search if 

your search word is too long e.g. “Chicken Breast Fillet Cubes” may just be 

“Cubed Chicken” 

- Have you spelt the above mentioned segment correctly? e.g. You may spell 

“Suthern” instead of “Southern”. 

When doing a search, type a key word segment into the “find” box. Specify where to 

search (is it a department or name?). Specify that it is 

a new search. If the first word which comes up is not the correct word, allow the button 

to stay on “continue search” and click “find” again until you find what you are searching 

for. The computer will automatically move down the list until it reaches the end of the 

search field. 



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BASIC STOCK MAINTENANCE 

MODULE 2 

Section 1 – Creating and Modifying Supplier Accounts 

We will go through adding supplier accounts as well as changing account details 

Section 2 – Creating and Modifying Stock Items 

In this section we will go through stock items in detail. We will do several examples of 

adding stock items and explain the impact of deleting items that are part of recipes. 

Section 2 – Creating and Modifying Menu Items 

In this section we will go through menu items in detail. We will do several examples of 

adding menu items and explain the impact of deleting items that are part of recipes. 

Section 3 – Creating and Modifying Departments 

We will spend some time going through adding or changing stock, menu and touch 

screen departments as well as discussing the impact of changing department 

numbers 

Section 4 – Creating and Modifying Menu Item Recipes 

We will discuss the process of linking stock and sales items and the importance of 

category and quantity in recipes. 



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SECTION 1: 

CREATING AND MODIFYING SUPPLIER ACCOUNTS 

ADDING NEW SUPPLIERS 

Click on the “Goods Received Icon” 

Go down to “Supplier Accounts” 

Top left Click on Supplier 

Click on Edit Supplier 

Click on Add Account 

Add all the details of the suppler and click Accept. 

Your supplier has now been added. 

Credit Limit – 

Alternative account – This is for your pastel account numbers 

Account type – This is for transfers to other branches. Mainly for HO stores. 



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SECTION 2: 

CREATING AND MODIFYING STOCK ITEMS 

CREATING A NEW STOCK ITEMS 

Before adding new stock items make sure that the departments to which you want to 

add the stock item exist 

• Double click on GAAP Hospitality Back Office icon 

• Click on the “Stock Details” icon -far left of screen 

• Click on the “Department” heading so that the stock items are arranged 

according to their departments 

• Go to the department to which you would like to add the new stock item 

• Go the highest number of that department and double click on the next 

available number 

• Click on the “Edit” Button 

• This number should have “Blank Stock Item” in the name field 

• Highlight the name field and input the name of the new stock item 

• In the category field fill in whether you sell by tot, bottle, kg, etc. 

• In the “Type” field, allocate one of the following: 

• “0-Ordinary Item” – These are items which you buy Castle; Coke 

• “1-Manufactured Item” - These are items which you manufacture, which form 

part of a recipe of an item which you sell e.g Sour mix; Salad Dressing; Pizza 

Dough 

• “2-Made as needed Item” – These recipes need to be entered in the Stock 

Screen (Tab # 3). This facility allows for the creation of a stock item which will 

never be counted, but will be used to produce a menu item. E.g. Pizza Base = 

Pizza Dough; Cheese; Tomato and Oreganum 

• “3-Non-stock Item” – Expenses 

• Input “0-Ordinary Item” in the ‘Type’ field 

• Allocate the appropriate department number from the drop down box 

• In the “Tax Type” field, allocate “1-Input Tax” for VAT able items and “0-No Tax” 

for VAT free items 

• The “User Field” or “Discount Type” field are no longer in use in the latest 

versions. 


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• If you have both back and front stock locations, a “Front Stock” block will 

appear at the bottom of this page. Be sure to allocate “Category” and “Pack 

Size” to both back and front stock 

• You can enter the “Last Cost” price or allow the computer to update this price 

(and thereby the average cost price “Av Cost”) when you do a goods 

received 

• “Min Stock” allows you to add an order level should you wish to use the 

ordering programme and “Days Supply” allows you to allot a period between 

deliveries. 

• Click on “Save” 

• If you do not need to add anymore stock items click on “EXIT” and exit the 

GAAP Hospitality Back Office 

• Stock Items will be updated automatically on exiting the Stock List 


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SECTION 2: 

CREATING AND MODIFYING MENU ITEMS 

CREATING A NEW MENU ITEMS 

Before adding new stock items make sure that the departments to which you want to 

add the stock item exist 

• Click on the “Menu Items” icon – knife, fork & spoon icon 

• Click on the “Department” heading so that the menu items are arranged 

according to their departments 

• Go to the department to which you would like to add the new menu item 

• Go the highest number of that department and double click on the next 

available number 

• Click on the “Edit” Button 

• This number should have “Blank menu Item” in the name field 

• Highlight the name field and input the name of the new menu item 

• In the “Type” field, allocate one of the following: 

• “0-Ordinary Item” – These are items which you sell e.g. Castle; Cheese Burger 

• “1-Cooking Instruction” – How would the customer like his meat done ect. 

• “2-Extra Serving Instruction” – Prep screens and Serving Instructions 

• “3-Header Record” – Department headings only 

• “4-Set Menu Header” - Redundant on current version 

• “5-Weighted Item” – Items sold by weight rather than a set price 

• Allocate the appropriate department number from the drop down box 

• In the “Tax Type” field, allocate “1-Input Tax” for VAT able items and “0-No Tax” 

for VAT free items 

• Enter the selling price in the “Selling Price” fields 

• Click on “Save” 

• If you do not need to add anymore menu items click on “EXIT” and exit the 

GAAP Hospitality Back Office 

- Be sure not to delete items which have sales records as this information then has 

no allocation level. 



25

SECTION 3: 

CREATING AND MODIFYING DEPARTMENTS 

CREATING A NEW STOCK DEPARTMENT 

• Click on the “Set Up Menu’s”, “Departments” and “Stock Item Departments” 

• Click in the box alongside the next available department number and type in the 

department you wish to create 

• Department “0” must not be used. Departments “1” to “15” are generally 

reserved for beverages / liquor, while departments “16” to “31” are generally 

reserved for food, cleaning, consumables and expenses. 

• Click “Exit” 

• A grey box will ask whether you want to save your changes, click “Yes” 

MODIFYING A STOCK DEPARTMENT 


• Click on the “Set Up Menu’s”, “Departments” and “Stock Item Departments” 

• Type in your adjustments 



• Please note that your changes will affect all items already linked to the 

department which you are changing. It is critical that your department allocations 

are accurate for your Gross Profit Report. 

CREATING A NEW MENU DEPARTMENT 


• Click on the “Set Up Menu’s”, “Departments” and “Menu Item Departments” 






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MODIFYING A MENU DEPARTMENT 


• Click on the “Set Up Menu’s”, “Touchscreen Departments” 

• Click in the box alongside the department number you wish to modify 







CREATING A NEW TOUCH SCREEN DEPARTMENT 







MODIFYING A TOUCH SCREEN DEPARTMENT 



• Click in the box alongside the department number you wish to modify 








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SECTION 4: 

CREATING AND MODIFYING MENU ITEM RECIPES 

Recipes loaded incorrectly or not at all will dramatically affect your stock levels. The 

information has to be accurately loaded in order for the computer to be able link the 

relevant STOCK to MENU items. 

CREATING A RECIPE IN A MENU ITEM 


• Select the “Menu Items” Icon -third from the left – knife & fork 

• Using the find function, locate the menu item to which you need to link a recipe 

• Click on the stock item and click on the recipe tab -third from the left 

• Click “Edit Recipe” 

• In the white block below the recipe area, select the relevant stock items and 

double click to move these items into the grey recipe field. 

• Based on the category, enter the correct quantity in the “quantity” field. This field 

fraction based on grams to kg. If the category is per “portion”, then enter the 

fraction based on the number of portions or divisions thereof. 

• Given that your selling price (inclusive of VAT) and your last cost prices are current, 

the GP% (Gross Profit) shown on the right should be correct. 

• Click “Save Recipe” 

MODIFYING A RECIPE IN A MENU ITEM 


• Select the “Menu Items” Icon (third from the left – knife & fork) 

• Using the find function, locate the menu item which needs the recipe modification 

• Click on the stock item and click on the recipe tab (third from the left) 

• Click “Edit Recipe” 

• Make the relevant changes 

• Click “Save Recipe” 



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SECTION 6: 

CREATING AND MODIFYING PREP SCREENS 

CREATING A PREP SCREEN 

Double click on GAAP Hospitality Back Office icon 

Select the “Menu Items” Icon -third from the left – knife & fork 

Add the details that you want to appear on the “POP UP” (in the 3500 and higher item 

number ranges) just as you would create a menu item – the type is “serving Instruction”, 

e.g. brown bread; white bread 

Remember a prep screen does not need a Touch screen department. 

Walk out the door and select Sales Menu – Prep Screens 

Click on New Prep screen and name it e.g. Toast Options 

Link the prep options which you created prior to setting up the prep screen. Using the 

find function, locate them in the block on the right and using the “Hand” icon, move 

Walk out the door to save 

Recipes can be linked to these prep screens using the method outlined in section 5 

MODIFYING A PREP SCREEN 

Double click on GAAP Hospitality Back Office icon 

Select the “Menu Items” Icon -third from the left – knife & fork 

Adjust the details that you want to appear on the “POP UP” (in the higher item 

number ranges), e.g. brown bread; white bread 

Walk out the door and select Sales Menu – Prep Screens 

Click on Edit Prep screen 

Using the “Hand” icons, move the items into the relevant blocks 

Walk out the door to save 


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SECTION 7: 

CREATING A STAFF MEMBER 

• Select the “Staff Details” Icon -second from the left 

• Locate the next available number and double click on it 

• The “Details” page will appear, click “Edit” 

• Enter the staff member’s name, Designation and Security Level (this is an 

extremely important allocation as it allows the staff member to perform only the 

functions allowed in the relevant security level) 

• To assign a 4 digit code, simply type one in 

• To program a swipe card, highlight the “Code” block and swipe the card 

• To record a fingerprint, click on the large “No Fingerprint” Icon and follow the 

instructions in the pop up block. 

• Enter the Payment Method and the Amount if applicable, if the Payment Method 

is Commission, the percentage should be entered in “Com % (net of VAT)” 

• Deductions such as Credit Card Levies and Breakages can be allocated on the 

bottom right on the screen while the staff members personal details can be 

recorded in the bottom left of the screen. 

• Exit to save 

MODIFYING A STAFF MEMBER 



• Locate name of the staff member and double click on it 


• Modify the relevant staff details 


DELETING A STAFF MEMBER 



• Locate name of the staff member and double click on it 


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• Delete all the staff details 




31

Installation 

MODULE 3 

In addition it also uses the same reboset,ini and has the following settings not used by 

Rebowin 

1. SecurityReceiveStock=

Setting up the system 

The Ordering System 

Two things need to be done before the ordering system can start working 

1. Link suppliers to stock 

Stock items need to be linked suppliers in order for us to be able to generate 

orders for those suppliers. Linking is a simple yet very time consuming task, 

a. Click the Link Stock To Suppliers button, if your security level is sufficiently 

high enough you will be presented with the Link Stock to Suppliers screen 

b. To link items simply select the supplier from top drop-down box an click in 

the available cells to insert that supplier. 

c. Note that there are 5 supplier cells per stock item. This means you can 

select up to five suppliers per stock item. If you right click on any one of 

them you can set that supplier as your default supplier. 

d. You can also set the type of rounding to use for each item. This means that 

when a particular order cannot be done in exact units the system will either 

round up, down or not round a all depending on your setup. 

e. Please note that is possible to click on the heading to change all cells in 

that column. You can also multi-select by click-dragging, 

f. When finished click on Save and Exit 


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Set up order sheets 

The concept of order sheets is new to GAAP but not entirely new since it works on a very 

similar concepts to the stock take sheets. Pre-defined stock sheet formats are setup and 

the user selects whichever one they need for that particular order. These sheets are 

extremely customizable and everything from what suppliers and/or departments through 

to the method of sorting can be setup 

o Click on Place Orders 

o Click on Create Order Sheet and fill in the available information 

Select suppliers 

Select departments 

How should the items be sorted? 

Only Use Preferred Supplier means that the order sheet will only 

include items where the preferred supplier matches a supplier in 

supplier list. If this is unchecked then if the five suppliers match the 

supplier list then the item will be displayed. 

The Only show Low Stock option means only items below their 

minimum stock will be displayed 

Do not display suggested order will not populate the suggested 

orders . 

• Ordering Days allows the user to fill in which days 

• the order sheet is applicable. This can help in the when the 

order get done, order sheets that are not supposed to be 

doen can be filtered out. 

• Click on Save to create the sheet 


34

Click on Place Orders 

Placing Orders 

Double-click the order sheet you are going to use 

Place your orders in the order column 

If you want to change the supplier for this order then press Enter in the Supplier cell and 

the available suppliers will be displayed 

The Re-Order Level can be changed but it will only update the suggested order if you 

push enter. This is so that if you have already entered your order and are making 

corrections to the order level then you will not change the order quantity 


35

When you are on any item you can press F1 to display that items previous 2 months 

purchase history 

The Previous Order button populates the order column with the same values as were 

used in the last order using this stock sheet. His can be very handy for those type of items 

that you always order the same quantity for 

The Clear Order Values zeros the order column 

Print Orders by Suppliers prints out the orders as they currently are. This is very useful if the 

order needs to be checked by a senior before getting placed. 

Generate Orders will create the orders and print them out. One thing to note is that it is 

possible to select the format of the orders at this stage. It is advisable the formats get set 

up in the Supplier Accounts screen. 

Changing an Existing Order 

• To change things such as the ordering date and time simply right-click on the 

order on the main screen. Select Edit Order Details from the drop-down menu and 

alter whatever information you need to 

• If you need to alter the items on the invoice just double-click the order and makes 

changes in the purchases screen. When finished click Print & Save Order 

Purchasing 

Purchasing gets done either from scratch or by using an order. We will look at the process 

from the point of view of starting a new invoice without having the order. 

• Click on receive stock 


36

1. Select a supplier by double clicking on it or click on the supplier and then 

click on select. 

2. The stock item list on the left will display all the stock items associated with 

that supplier. If you want a list of all stock items simply uncheck the Show Only 

This Supplier’s Stock checkbox 

3. The Find box minimizes the search list to match whatever you search 

specification is. This is done automatically 

4. When the list displays the item you want press Enter. If there is only one item it 

will be added to the invoice and focus will be passed to the quantity column. 

If more than one item is displayed the focus passes to the list and you can use 

the arrow keys to move up and down, Press enter on an item to add it to the 

invoice. 


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5. Fill in the quantity and price. After pressing enter on the price the focus passes 

back to the search box to select the next item 

6. If you need to save and exit then click on Print and Save Order. This will also 

generate an order number 

7. Cancel will cancel all your work 

8. Record invoice will record away the invoice. When you click it you will need 

to fill in various details 

a. Supplier’s reference number (optional) 

b. Actual invoice’s total (as per the invoice) 

c. Note that the automatic vat rounding means that if your total is less than 5 

cents than the actual invoice then the software will balance the invoice for 

you. The logic is that anything greater than 5 cents is a problem 

d. The do not balance invoice checkbox cancels checking whether the 

computer matches the original invoice.. 

e. Enter a discount if there is one as well as the type of discount 

f. Select the method of payment. The default will always be the first account 

paytype found 

g. If you are paying by cheque you can also optionally fill in the cheque 

number 


38

h. The invoice will be recorded and a copy of the details entered will be 

printed 


39

Reports 

Stock Item Reports 

1. Suppliers per Stock Item 

a. Prints a list of stock items sorted by supplier and who suppliers them 

2. Stock Items per Supplier 

a. Print a list of suppliers and what items they supply 

3. Stock Item Details 

a. Print out all stock items, which the default supplier is, how much is in stock, 

prices, what is on order and what the current shortfall/surplus is between 

the actual stock level and the reorder level. 

4. Stock Items not linked to a Supplier 

a. Prints out items not linked to suppliers 

5. Stock Values 

a. Simple, easy to read, stock value report 

Order Sheet Reports 

1. Order Sheets by Day 

a. Shows which days the stocks are to be used. Handy to give new stock 

controllers 

Delivery/Order Reports 

1. Outstanding Orders by Supplier 

a. Prints orders that should have arrived and didn’t 

2. Deliveries Expected Today 

a. Prints out orders that should be arriving today 

3. Expected Deliveries in Period 

a. Prints out expected deliveries for a specified period 

4. Expenditure per Supplier 

a. This report shows where expenditure is standing with regards to budget. If 

your budget with a supplier is R10, 000.00 and you have spent R8, 000.00 

and you’re only half-way through the month then this report will alert you to 

the problem. 


40

Other Utilities 

Order Level Assistant 

One of the things clients often ask us is whether the software can calculate what their 

order level should be. This program is designed to do just that. 

When you use it you will need to select a history file to base the projected order level on 

so it is important that the client has been running the system for a while. 

Once the user selects the history file the program will calculate suggested order levels 

based on sales and recipes and display it in a grid along with the current values. The user 

can go down the list and if they want to update date the live order level they simply type 

it into the live column. Alternatively they can use the Copy All button to replace all live 

suggested order levels with the suggested levels. 


41

Cost Price Comparison 

The utility compares cost prices of all items between their suppliers and suggests which 

should be the preferred supplier. This is best done after entering supplier price lists. 

The user can also check those items that they agree should change to the new supplier. 

Once they have done this they can click the “Make Checked …” button to assign the 

best priced suppliers as defaults (obviously only for checked suppliers). Alternatively there 

is checkbox which allows them to select all items. 

The items on the list can be selected according to 

1. Department 

2. Supplier 

3. Using the search box 

These are not mutually exclusive so you can, for example select a few departments and 

then use the search box to reduce the list. 

There are also two reports that can be printed out that show the best priced supplier. The 

only difference is their format, one sort by department and the other sorts by supplier 


42

SECTION 4: 

DEBTORS & CREDITORS 

Both the Debtors and Creditors Programs are maintained in the same way 

CREATING AND MODIFYING DEBTOR / CREDITOR DETAILS 

- Double click on GAAP Hospitality Back Office 

- Click on “General Procedures Menu” – “Debtors & Creditors”. This function can 

also be accessed through Point of Sale using the “Accounts” Icon 

- There is 2 drop down options – “Supplier”/ “Customer” & “Setup”. 

- Setup allows you to set up your company details 

- Supplier allows you to manage supplier or customer account details 

- You can also look up details, edit transactions, print statements, make bulk 

payments and view consolidated accounts in this drop down box 

- The Debtors / Creditors screen allows you to make payments (and print mini 

statements for current of previous months); View an Aged Analysis; Check 

Outstanding Balances and Transfer Accounts 



43

Section 1 – The Basics of Stock Management 

1. The theory behind the stock sheet 

2. Back and Front stock 

Section 2 – The Stock Sheet 

1. How stock sheets are set up 

a. Modifying stock sheets 

b. Creating new stock sheets 

2. How to print a stock sheet 

Section 3 – Balancing Stock 

MODULE 5 

STOCK TAKING 

1. The working file 

2. Deducting sales 

3. Entering issues 

4. Entering stock and managing variances 

Section 4 –Stock Reports 

1. Reprint a variance 

2. Consolidated variances 

3. Stock item tracking report 



44

SECTION 1: 

THE BASICS OF STOCK MANAGEMENT 

The theory behind the stock sheet: 

Your stock system will take your previous closing stock as your current opening stock, add 

your purchases based on your GRV’s, deduct your sales based on computer records and 

calculate your theoretical closing stock. Once you enter your actual closing stock the 

system will calculate your variances. (IE Opening Stock + Purchases – Sales = Closing 

Stock) 



45

Based on your requirements, your stock system will either have a single stock location or 

your stock will be split into back and front stock. If you have a single stock location, you 

will not need to do issues from back to front stock. If you have back and front stock 

locations, you will purchase into back stock, issue from back to front and sell out of front 

stock. 

BACK & FRONT STOCK: 

SUPPLIER PURCHASES BACK STOCK ISSUES 

FRONT STOCK SALES CUSTOMER 

FRONT STOCK ONLY: 

SUPPLIER PURCHASES STOCK SALES CUSTOMER 

NB. If any new stock items have been added, it is necessary to “Rebuild Keys” and 

“Update” the stock sheet. This is done by clicking once on the relevant stock sheet, right 

clicking and selecting “Update”. 



46

SECTION 2: 

THE STOCK SHEET 

The stock sheet is set up when your stock is activated. You can, however, modify these 

stock sheets or set up new stock sheets. 

MODIFYING AN EXISTING STOCK SHEET 

- Click on the “Variances and Issues” icon and highlight the relevant stock sheet by 

clicking once on the sheet you wish to modify 

- On the right click on Edit 

- Make the required adjustments and click “Save and Exit” 

- Exit back to the Hospitality screen and “Rebuild Keys” by clicking the icon 

- Click on the “Variances and Issues” icon and highlight the modified stock sheet by 

clicking once on the sheet 

- Click on “Update” 

- 

CREATING A NEW STOCK SHEET 

- Click on the “Variances and Issues” icon and click “New” 

- Type in a name for the stock sheet – 6 letter limit 

- Select “stock take” 

- Select whether it is a “Front” or “Back” stock sheet where applicable 

- Click on Departmental 

- Do not select “Suppress Zero Stock” as the items which are out of stock (according 

to that computer) will not print and the person counting may not check or order 

this item. 

- Do not select “Display Stock Value” if you yourself are not counting the stock (it 

may fast track variance checks if you are counting) as the staff need to give an 

accurate count and not be distracted by possible variances. 

- Do select “Alphabetical” 

- Select the relevant departments by ticking in the box next to the required 

department name 

- Click “Save and Exit” 

- Exit back to the Hospitality screen and “Rebuild Keys” by clicking the icon 


47

- Click on the “Variances and Issues” icon and highlight the modified stock sheet by 

clicking once on the sheet 

- Click on “Update” 

PRINTING A STOCK TAKE SHEET 


clicking once on the sheet you wish to print 

- Click on “Print” 

- Click on the printer icon 


48

SECTION 3: 

BALANCING STOCK 

THE WORKING FILE 

Once you have selected a stock sheet and entered the stock sheet screen, you have 

opened a “Working File”. If you have done so by mistake, you can exit back to the stock 

sheet screen, click once on the relevant stock sheet, right click and select “Delete 

Working File”. If you have entered a stock sheet in order to do issues or capture stock, 

the working file remains open until the “Record” button is clicked. Once the “record” 

button has been pressed, the working file is closed and all closing stock is now moved to 

opening stock for the new sheet. Do not record and close a working file until you are 

quite sure that the closing stock is correct. 

DEDUCTING SALES 

Upon entering a Front stock sheet, a grey block appears which asks “Do you want to 

deduct sales?” The GAAP system allows for stock take to be completed and entered at 

any time of the day provided “Deduct Sales” is selected at the time of the actual stock 

take (before new trade begins). 

ENTERING ISSUES 


clicking once on the sheet you wish to modify (ensure it is a front stock sheet) 

- Click “Select” 

- Do NOT deduct sales if it is not the allocated time as specified above 

- Enter the issues, click “Exit” to keep a working file open 

ENTERING STOCK & MANAGING VARIANCES 


clicking once on the sheet you wish to modify (ensure it is a front stock sheet) 

- Click “Select” 

- Do NOT deduct sales if it is not the allocated time as specified above 

- Enter the stock, click “Print” and check all variances 


49

- Once you have checked all variances and re-enter the incorrect stock figures 

based on the actual count 

- Click “Print & Record” once you are quite sure that your closing stock is correct if 

you do not RECORD your stock will not update. 

- File all variance reports in sequential order based on the variance # 


50

SECTION 4: 

STOCK REPORTS 

HISTORY REPORTS 

- Reprint a variance: 

This enables the reprint of a variance report based on the variance number. 

History Reports ~Stock Reports ~ Reprint a variance – specify time period – click 

“Generate” – select the relevant variance number 


51

- Consolidated variances: 

This report gives a summary of variances over a specified time period, either 

detailed or non-detailed. 

History Reports ~Stock Reports ~ consolidated variances - specify time period – 

specify detailed or non-detailed - click “Generate” 

IT IS ALWAYS BEST TO SELECT NON DETAILED 


52

- Stock item tracking report: 

This report allows you to track the movement of a stock item based on sales, stock 

take and issues. 

History Reports ~ Stock Reports ~ Stock item tracking report - specify time period – 

specify the item - click “Generate” 



53

SECTION 5: 

MONTH END STOCK PROCEDURE 

IT IS IMPERITIVE THAT THE PROCEDURE BELOW IS COMPLETED BEFORE YOU BEGIN A NEW 

MONTHS TRADE 

- Physically count ALL stock on hand 

- Deduct sales from stock 

- Enter all closing stock, check variances and RECORD 

- Check all stock values are correct and have cost price allocations – Reports ~ 

Stock Reports ~ Departmental Stock Value 

- Save a stock file 

- Do Month End Procedure – General Procedures Menu ~ Month End Procedure ~ 

Do Month End Procedure ~ enter code ~ select relevant month (past month) ~ 

Continue 

YOUR STOCK VALUES WILL ONLY BE CORRECT IF YOU HAVE ENTERED YOUR GRV’S 

CORRECTLY (SEE MODULE 3) 



54

Section 1 – Understanding Gross Profit 

MODULE 6 

COST OF SALES & GROSS PROFIT 

What is gross profit and how does it affect your business. 

Section 2 – Creating or Modifying Gross Profit Reports 

Understanding the set up and structure of the Gross Profit Report. 

Section 3 – Saving & Editing Stock Files 

Saving the required data in order to evaluate you food cost. 

Section 4 – Printing a Gross Profit Report 

How to print a Gross Profit Report using your saved stock files. 



55

SECTION 1: 

UNDERSTANDING GROSS PROFIT 

Food Cost (Cost of Sale) + Gross Profit = Turnover (ex VAT) 



Food Cost or Cost of Sale is what it actually cost you to make a plate of food or to make 

your turnover. E.g. to make and sell a R 10.00 burger you would have to purchase a 

burger patty and a burger bun and a slice of cheese for R 4.00, thus making a R 6.00 

gross profit OR to make 

R 100 000.00 turnover your purchases would equal R 40 000.00, thus giving you a R 60 

000.00 gross profit. Your Gross Profit would then be needed to cover your fixed and 

variable expenses e.g. wages, electricity, cleaning, telephone, etc. If your menu selling 

prices are calculated at a 65% gross profit, then you would have lost R 5 000.00 last 

month! 

Food Cost or Cost of Sale is based on the value of your stock usage for the period. Your 

opening stock (first selected saved stock file) + your purchases (based on captured 

goods received) – your closing stock (second selected saved stock file) = your stock 

usage for the period. 

Therefore, your turnover (ex VAT) - the value of your stock used = your gross profit in 

rands. 

56

SECTION 2: 

CREATING OR MODIFYING GROSS PROFIT REPORTS 



CREATING A GROSS PROFIT REPORT 

- Click on the “Stock Procedures Menu”, “Weekly Food Cost”, “Set Up” 

- Select “Departments” 

- Click “New” 

- Enter the report name e.g. Liquor 

- Select the relevant sales and purchase departments and click “Save” 

- If setting up a “TOTAL” gross profit report, select all non-banking paytypes 

(paytypes for which you receive no form of remuneration) and specify your 

current gross profit in the “Non-banking GP% Reduction”. Also specify all 

“Expense” departments 

MODIFYING A GROSS PROFIT REPORT 

- Click on the “Stock Procedures Menu”, “Weekly Food Cost”, “Set Up” 

- Highlight the relevant report, right click and “Edit” 

- Make the required changes 

- Click “Save” 

57

SECTION 3: 

SAVING & EDITING STOCK FILES 



SAVING STOCK FILES 

- Do a full stock take and capture the stock as per Page 36 of this manual 

- Click on the “Stock Procedures Menu”, “Weekly Food Cost”, “Save Stock File” 

- A box will appear confirming the date of the stock file which you wish to save, 

click “OK” 

- A box will appear confirming that the stock file has been saved, click “OK” 

EDITING STOCK FILES 

- Click on the “Stock Procedures Menu”, “Weekly Food Cost”, “Edit Stock File” 

- Select the date of the stock file which you wish to edit 

- A message will appear “To set the order of the Stock items, press the header title!!! 

When you have completed setting the viewing order, press continue” – iow. Sort 

your orders by number, name, department or supplier. Click “OK” 

- Sort by name or department by clicking on the header of the column and click 

“continue” 

- Adjust either the quantity or the cost in back or front stock and click “Exit” to save 

changes 

- To print stock sheets based on the stock file, click “Departmental Stock Sheet” and 

specify whether you wish to print the report in detail by selecting either “Yes” or 

“No” 

- You can also choose to zero all stock values and re-enter all stock 

58

SECTION 4: 

PRINTING A GROSS PROFIT REPORT 



PRINTING GROSS PROFIT REPORTS 

- Click on the “Stock Procedures Menu”, “Weekly Food Cost”, “Gross Profit Report” 

- Select your start and end date and click “Generate” 


59

Section 1 – Portion Analysis 

MODULE 7 

MANUFACTURING & PORTIONING 

This section covers the process of portioning bulk stock and analysing the cost 

implications. 

1. Portioning bulk stock 

2. Printing a portioning sheet 

3. Recording portioning & updating stock 

Section 2 – Manufacturing 

The manufacturing process allows for all products manufactured in-house to be 

controlled in terms of stock and cost management. 



60

SECTION 1: 

PORTIONING ANALYSIS 

PORTIONING BULK STOCK 

- Click on the “Stock Procedures Menu”, “Portioning Analysis” 

- Using the find function, locate the bulk stock item which you are portioning in the 

stock item list 

- Double click on the item to bring it down into the Bulk Item List field 

- Click in the weight field and enter the bulk weight of the item to be portioned 

- Click “Portion Item” 

- Using the find function, locate the portioned item which you are portioning in the 

stock item list 

- Double click on the item to bring it down into the grey block below 

- Once you have selected all the required portioned items, click “Exit” 

PRINTING A PORTIONING SHEET 


- Click on the “Print Portioning Sheet” block in order to print a working sheet for your 

Prep Chef 

- All required data is to be recorded, namely the number of portions and the total 

weight of those portions per prep item 

- Once you have this data, capture it in the “Portion Item” screen specified above 

- Click “Exit” to save data 

- Click “Print Analysis” 

RECORDING PORTIONING & UPDATING STOCK 


- Click “Print & Record” 

- All bulk stock figures will be updated 

- All portioned stock figures will be updated in the back stock location (issuing will 

update front stock) 

- The portion stock value will be updated based on the escalated cost of the bulk 


61

SECTION 2: 

MANUFACTURING 

ALLOCATING MANUFACTURED ITEMS IN STOCK DETAILS 

- Double click on GAAP Hospitality Back Office icon 

- Click on the “Stock Details” icon -far left of screen 

- Using the find function, locate the stock item which is to be manufactured 

- Click on the “Edit” Button 

- In the “Type” field, allocate “1-Manufactured Item” 

- Click on “Save” 

- Stock Items will be updated automatically on exiting the Stock List 



ENTERING RECIPES 

- Click on the “Stock Procedures Menu”, “Manufacturing / Reverse Manufacturing 

Order” 

- Select the item to be manufactured from the drop down batch number field 

- In the “Batch Size” field specify how many units the recipe should make while the 

“Yield” filed will specify what you did actually make. 

- Select the ingredients, using the find function and double clicking on the relevant 

stock item to bring it into the grey box as an ingredient 

- Specify the quantity required per ingredient 

- Click ”Save Recipe” 

- This will automatically convert the batch back to one, thus calculating the recipe 

quantities need to make one unit. 

THE MANUFACTURING PROCESS 

- Click on the “Stock Procedures Menu”, “Manufacturing / Reverse Manufacturing 

Order” 

- Select the item to be manufactured from the drop down batch number field 

- In the “Batch Size” field specify how many units you want to make and click 

“Enter” on your keyboard 

62

- The required ingredients will appear in the field below 

- Print the recipe by clicking on the “Print” button 

- Once the product has been manufactured, specify the number of units actually 

made in the “Yield” field – DO NOT PRESS ENTER ON YOUR KEYBOARD! 

- Click on the “Record” button 

- All bulk ingredients and manufactured stock levels will automatically be updated 



63

MODULE 9 

TROUBLESHOOTING GUIDE 

If you suspect or know that you are losing stock, and therefore money, follow the steps 

below: 

Consolidated Variance Report - List accumulated variances over a specified time 

period 

History Reports ~ Stock 

Reprint a Variance - Reprint a variance report based on sequential numbering 


Stock Tracking Report – Track the movement of a stock item from purchase to 

sale 


Recipe management 

Menu items with recipes – Print all menu items with recipes and detail links 

Reports ~ Listings ~ Menu Items 

Menu items without recipes – Print all menu items with no recipe links 


Reverse Recipes – Track a stock item based on recipe links 

Reports ~ Listings 

Departmental Purchase Report – Summarize purchases per department 

Reports ~ Stock Reports 

GRV’s Detailed by Department – Detail supplier purchases by department 


GRV’s per Supplier - Print a report detailing goods received from one or all suppliers 

over a specified time period 


64


Front Stock Items with Recipes – Print all stock items with recipes and detail links 

Reports ~ Listings ~ Stock Items 

Back Stock Items with Recipes - – Print all stock items with recipes and detail links 

Reports ~ Listings ~ Stock Items 

If you suspect or know that you are losing turnover, follow the steps below: 

Bill Print Exception Report - Print a report detailing all bills which have been printed 

more than once over a specified time period 

History Reports ~ Exception Reports 

Voids and Discounts Report - Print a report detailing voids and discounts over a 

specified time period 


Item Transfer Report - Print a report detailing items transferred between tables over 

a specified time period 


Menu Item per Paytype Report - Print a report detailing menu items allocated to 

the various paytypes over a specified time period 

History Reports ~ Sales Reports 

Negative Invoices - Print a report detailing negative invoicing over a specified time 

period over a specified time period 


Daily Paytype Report - Print a report detailing paytype allocations over a 

specified time period 

History Reports ~ Sales Reports 


65

Management Overview Report - Management Overview Report - New Report 

The report is a one page summary overview with the following data 

1. Turnover Figures 

2. Cashup Figures 

3. Customer Activity 

4. Labour Overview 

5. Sales Exceptions 

6. Food Cost and GP 

7. Debtors and Creditors 

8. Purchases 

9. Breakfast, Lunch and Dinner Split 

10. Stock Exceptions 

11. Table Modes Summary 


66

Updated 01/04/2010 - GAAP Software

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