Quick Start Guide · 2016. 10. 10. · Pelican managed. If there isn’t a ‘P’ shown this means that this is a supplier which you manage. 2. To add a new supplier, select the

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Quick Start Guidev 2.0 August 2016

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For many organisations, managing stock and obtaining a stock valuation is a real headache. Self-built, manual stock management systems, are often incredibly time-consuming to administer and are prone to errors. Off the shelf, software solutions are available, however these require considerable set up and management time and resource, plus of course there is the financial outlay to consider.

Pitstop from Pelican offers you an incredible, new easy way to manage your stock.

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Step 1. Click the ‘select’ button next to the relevant site to get started.

Step 2. Select ‘create a store’

A ‘store’ is a physical area where you hold stock (e.g. Fridge). Multiple stores can be created to reflect your actual catering operation. A single product can be ‘allocated’ to multiple stores. Once created, a separate stock counting sheet will be available for each of your stores areas.

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Step 3. Select ‘+ Add store’ button to create your a ‘store’

Step 4. Type in the ‘store name’ then select the ‘Add’ button

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Stores can be easily renamed by clicking on the store name and retyping the new name. If you wish to delete a store, select the orange button next to the store name and select this option from the drop down. Please note: Once a stock check has been completed (using products which feature in a store) Pitstop will not allow you to delete it - You are however able to disable it if required.)

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Step 5. Allocate your products to your stores

Step 6. Print your stock sheets

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1. Use the filters to find the product you wish to ‘allocate’ to the store.2. Choose the product you wish to allocate by clicking on it. (It will turn green).3. Select the orange box next to the store name to allocate it into that store. (A product can be allocated

to multiple stores). A separate stock counting sheet will be created for each store. 4. If you do not wish to ‘stock manage’ a product simply select this tick box.

Please note: we would recommend that all your products should be either allocated into a store or marked as ‘not stock managed’. Once this has been completed you are ready to start your first stock count.

If you are unable to find a specific product or wish to add a new supplier (which you are using outside of Pelican) please give us a call for instructions on how to do this.

1. To print out your count sheets select the print icon. Alternatively, if you are using a tablet you can save time and enter your stock counts information directly onto the system.

2. When you are ready to enter the stock count information, select the ‘new stock check’ button.

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Step 7. Set the stock check date and time

Step 8. View your count status

A stock count represents a “snapshot” of your stock situation at a given point in time. If you print out your stock sheets and then enter the stock count information on the system at a later point in time, you should set this date and time to reflect when you actually conducted the stock count.

1. The stock count status of each store is shown, either as “not counted”, “in progress” or “complete”.2. To enter your stock count information (against each store), select the ‘open store’ button

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Step 9. Add stock count information

Step 10. Finalise the stock check

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1. The top panel details the status of the stock count, how many products have been counted and the stores value.2. If you need to add a product to the store during a stock check, select ‘Allocate products to stores’.3. This tool can be used to highlight any products which have a high stock value. 4. To help you easily identify which products still need to be counted, a tick is displayed once a count is added.5. Enter the number of units or packs (or the weight) you have in stock. Please take extra care to look at the

cost information displayed underneath the count boxes. The product descriptions are taken directly from supplier invoices and therefore they can be inaccurate.

6. Use this box to quickly locate a product on your store. Either by name or product code.7. If a product is configured incorrectly (e.g. you wish to count a pack rather than a unit), you can select the

cog icon to edit the product. (See appendix 1). 8. After you have completed all information for a specific store, select the ‘Site home’ button.

Once you have entered you stock count information you can than finalise the stock count. Select the close stock count drop down and click on the ‘Finalise’ icon.

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Step 11. Close Stock check

Step 12. Stock check is closed

Select the ‘close stock check’ button to confirm that you are finished and all stock levels have been entered.(This can be unlocked, if required). If you wish to continue to add additional count information select the cancel button.

Congratulations! You’ve now completed your first stock check. Your stock valuation figure is now shown as a net amount. VAT and gross values are also displayed.

Options are provided to enable you to analyse the stock check, or download a copy of the count for future reference. Please note that the system only allows for one stock check to be completed per day!

Pitstop has a number of more advanced features. This quick start guide has been produced to help you with the basics. If you have any further questions or queries on how to use Pitstop please give us a call.

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Appendix 1 - Product editor

Product information within Pi is collected via a number of different sources. If the product information displayed is incomplete (or incorrect) you can edit it.

1. The product’s description can be amended to make it more meaningful (or more succinct). Once amended, the updated product description will be displayed in Piranha, Cherry Pi and Pitstop. Please note: all ‘sites’ will see the new description. A icon is also shown next to the new product description indicating that the description has been changed, you can rollover this icon to see the original supplier description.

2. A product’s pack size can be amended. If a product is splitable and you wish to count the individual units, simply type in the number of units which is supplied in each pack. You’ll be able to enter both packs and/or individual units on your stock count sheet. (Please see the note below).

3. As well as recording the number of units (or packs) you hold in stock of a product, if you wish, you can also choose to weigh the product and enter this information - Pitstop will then work out the value of the stock you have. To enable Pitstop to calculate the cost per gram (or millimetre) the purchased product’s measure information needs to be complete. Once this is entered select the ‘Allow stock count by mass/volume’ tick box,

4. A preview of the product is displayed on the right hand side.5. Select the ‘Save changes’ box to update the product,

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IMPORTANT NOTE - If you amend a products ‘pack size’ during a stock count, the products valuation figure will be incorrect. To rectify this, select the ‘Refresh product valuations’ option from the tools drop down menu.

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Appendix 2 - Adding non-Pelican suppliers (and non-Pelican supplier’s products)

1. Pitstop automatically shows details of the products which you are buying from your Pelican managed suppliers. If you wish to add your own suppliers select ‘Manage your inventory’

1. Your list of suppliers will show. If their is a ‘P’ next to the supplier name this means that the supplier is Pelican managed. If there isn’t a ‘P’ shown this means that this is a supplier which you manage.

2. To add a new supplier, select the ‘+ New supplier’ button3. Once you’ve added your non-Pelican supplier name, you can then start to build the non-Pelican supplier

product catalogue - simply select the ‘+ Add product’ button.4. If you are holding stock from a Pelican managed supplier, and you are unable to find the product, the ‘+

Find missing products’ button enables you to search for products from that supplier. Once selected you’ll then see these products within your inventory.

1. When the page loads, two ‘tabs’ are available. ‘Products’ & ‘Suppliers’. Select the ‘Suppliers’ tab.

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Step 1. Select ‘Manage your inventory’

Step 2. Select the ‘Suppliers’ tab

Step 3. Select ‘Add supplier’ then ‘Add products’

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Appendix 2 - (cont’d)

1. From the drop down list, select the non-Pelican managed supplier name.2. Add the product code3. Add the product description4. Add the number of stock units you receive when you purchase the product.

(e.g.. I purchase one pack of chocolate mice, that contains 500 chocolate mice)5. Add the net purchase price. (e.g. The total cost for the whole purchase - of 500 chocolate mice).6. Select the products appropriate VAT rate.7. In the measure information box detail how the items are measured - by Mass (g) or Volume (ml).

Then detail the mass (or volume) of each stock unit (e.g. each ‘chocolate mouse’ weighs 20 grams)8. A preview of the products configuration is shown ofr each of the modules (note that currently it’s not

possible to order non-Pelican managed supplier products via Cherry Pi).9. By selecting the allergen or nutrition tab you can manually add these details to the products configuration.10. Once all the details have been added, select the ‘Save changes’ button.

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Step 4. Create a new non-Pelican managed product

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We welcome your feedback

Got a question? Need extra help? Give us a call - 01252 705 222Or email us on [email protected]

We really value your feedback, whether good, bad or indifferent. We are constantly developing Pi, based on the feedback we receive. Ifyou have an idea for a new feature or think you’ve spotted a bug don’thesitate to get in touch.

Please email [email protected]