In iikoChain, you plan the preparation on-the-fly: get orders from your subdivisions, put them into one document, issue orders to your preparation shops, and register the movement of prepared items between subdivisions.
Model Document Management Scheme
Let’s consider an example of the document workflow scheme that you can use in iiko to manage your production centrally from one place.
You have a production and distribution center in your chain (DC). It is the main source of food products for all of your outlets. The DC has three inventory subdivisions: Main DC Storage, Production Storage, Finished Goods Storage.
The diagram shows the documents that are passed from one subdivision to another with comments. Please keep reading for details. The goods movement schematic can be simplified, and nor all the documents may be required.
1. Purchase Orders
You can purchase food products using internal orders. You place orders with suppliers to be delivered to the Main Storage of the DC where you receive your food against Purchase Invoices.
To make a purchase order:
- Create an external order.
- Send it to a supplier by email, through the electronic document management system, or just make a call.
- Prepare a purchase invoice for the DC Main Storage.
2. Order Forms
Rules for placing orders with production shops are defined by the HQ:
- An HQ employee creates order forms in iikoChain for each subdivision which contain a list of items and semi-finished products.
- During the next interaction, the system sends such forms to subdivisions.
3. Internal Orders
Outlets order products from the DC:
- In iikoOffice, an employee creates an internal production order based on the form.
iikoCloud users may order goods using iikoWeb. Check some details in the Ordering Ready-Made Items article.
- The system sends the order during the next data exchange with the HQ.
4. Consolidated Order
The system includes semi-finished products and menu items specified in internal orders in the Consolidated Order. It can be viewed in iikoChain.
5. Production Order
Use a consolidated order to generate a production order for menu items and semi-finished products to be prepared by the specified time. You can prepare it in the following form:
- Station Card paper document. It’s an image of a recipe that shows how much food is required to prepare the specified volume of the product.
- Production Task. It is used when there are more than one production shops, and each needs a separate order to be prepared.
- List of Semi-Finished Products. Use it if you need to edit a list of ingredients.
To prepare a production order, a responsible employee, while in iikoChain, shall open a consolidated order and click on the button called Station Cards, Production Task, or List of Semi-Finished Products. Then he or she prints the document of choice or saves the changes and sends to production.
6. Food Order
A decision whether foodstuffs shall be ordered or not is based on the production plan, production tasks, and current stock balance on the Production Storage. To fulfill the order, the Production Storage receives foodstuffs from the Main Storage:
- A responsible employee opens the list of semi-finished products in iikoChain and clicks Order Ingredients. An Internal Transfer document is generated.
- The main storage ships foodstuffs under this invoice.
Once items are prepared, you may create a cooking record from the consolidated order. This document registers that a menu item or semi-finished product is ready and ingredients used. Prepared items are registered on the Finished Goods Storage. Used ingredients are written off from the Production Storage according to recipes.
To register prepared items, a responsible employee opens the Consolidated Order in iikoChain and clicks Production. A new Cooking Record is populated with the corresponding menu items and semi-finished products.
8. Shipment of Goods
Completed orders are shipped from the Finished Goods Storage to Outlets under two respective invoices. They are generated based on Production Orders. To ship the products:
- A responsible employee opens an internal order in iikoChain and clicks Ship. An expenditure invoice opens up, where he or she makes necessary changes and saves the document with posting. An unposted Purchase Invoice is generated automatically.
- The system sends the purchase invoice to the respective customer subdivision (ordering party) during the next data exchange.
- When accepting the goods, an employee of the ordering subdivision checks the purchase invoice and saves it with posting in iikoOffice.
The DC may sell its products in bulk to third parties. Such a sale is registered in iikoChain by means of expenditure invoices prepared on the Finished Goods Storage.
The described document management scheme used in the case of the movement of goods (Step 8) implies the generation of a pair of interrelated documents: expenditure invoice and purchase invoice. For this, a customer storage must have the Use for internal transfers item checked in its settings.