This article covers most common questions that may arise when you start working with iiko resource management systems. Each question is followed with a short answer and references to other articles of this Guide, which contain detailed information on a specific task.
Q: Has the cashier handed the proceeds over correctly?
A: Go to Retail Sales > Till Shifts to check the previous day revenue. For details, see the Till Shift Acceptance article.
Q: How many suspicious item removals took place for the yesterday’s shift?
A: You can check this in the Event Log (Retail Sales item) and the Orders Report (Retail Sales > Till Shifts). For details, see the Event Log and Bill Report articles.
Q: Where do I learn about an average spend per month?
A: For this, select Reports > Average Spend Report. For details, please see the Average Spend Report.
Q: How do I learn who is the best in sales on the staff?
A: Check the Revenue by Waiter Report. To open the report, select the required shift in the Retail Sales > Till Shifts section, right-click on it (or click Actions) and select Reports > Revenue by Waiter.
Q: How do I learn what is the best-selling menu item?
A: Select Reports > Sales Report for Period. Specify the date range, click Update and sort by the Quantity column. For details, please see the Sales Report for Period article.
Q: How do I add a new menu item in the system?
A: For this, open a stocklist, add a new item, and set up all the parameters on the corresponding tabs. For details, see the Stock List Item article.
Q: How to add a new product?
A: For this, open a stocklist and add a new item and set up all the parameters on the corresponding tabs. For details, see the Stock List Item article.
Q: How to add a modifier and assign it to a menu item?
A: You first create a modifier as a new stocklist item and then assign this modifier to a menu item. For details, see the Stock List Item and Modifiers articles.
Q: How to set up the Happy Hour campaign in the system?
A: You can use the required group modifiers for this purpose. For details, see the Set Meal article.
Q: How to add an item recipe?
A: For this, use the Recipes tab in the stock list record of an item; see the Recipes article.
Q: How to set the price?
A: An item’s sales price can be set on the Main Properties tab of a stock list record or in the price change order.
Q: How to calculate a nutrition value?
A: You need to specify this value for all item ingredients. Then you need to specify the cooking method on the Nutritional Value tab of the item record and click Calculate. For details, see the Nutritional Value article.
Q: Why do I need price change orders?
A: Price change orders are used to set prices at your venue, to put items and products on sale, and to discontinue them. The orders are useful if you change your price list (menu items and prices) frequently, and such changes affect many items. For details, please see the Price Change Orders article.
Q: In my company, we just started using iiko. How to enter an opening stock balance?
A: You can use a purchase invoice or an inventory reconciliation document for this purpose. But if you want your goods and items to have their cost specified, use a purchase invoice.
Q: We didn’t specify VAT rates for our items when filling up the stocklist. How can we do it now?
A: For the start, specify your default VAT rate in the Tax category field of the stock list group settings. After that, use the group editing feature to assign this tax category to all items in the group. When you add a new stocklist item to the group, the VAT will be assigned automatically.
Q: How to turn a purchase invoice in?
A: For details on registering a purchase invoice, see the Purchase Invoice article.
Q: How to transfer stock from one storage to another?
A: Use the Internal Transfer document for this.
Q: How to book out foodstuffs?
A: The book out of goods can be registered by means of the Write-off Record.
Q: How to generate a sales record?
A: A sales order is generated automatically based on sales data registered in iikoFront. For details, see the Sales Record article.
Q: Today at 6AM, we have carried out the inventory reconciliation in the kitchen. How to enter the results properly?
A: Create an Inventory Reconciliation document as of the date preceding the stock balance reconciliation date. For instance, if you performed the reconciliation at 6AM on September 15, then specify 11:59PM September 14 in the document. For more details on creating inventory reconciliation documents, see the Inventory Reconciliation article.
Q: How to find out how much product should in stock as of now?
A: For this, select Reports > Stock Balance in iikoOffice. For details, see the Stock Balance article.
Q: I carry out an inventory reconciliation before opening hours twice a month—on the 1st day of the month and on the 15th. How do I find out the actual cost?
A: If the inventory reconciliation is performed before business hours, it should be registered as of the previous date (in this case, on the 14th) at 23:59. Then open the Detailed Turnover Balance Sheet report, specify the period from 1 to 14, and click Update. Add Opening balance to the Receipt amount, and subtract Closing balance.
Before running this report, all purchase invoices should be turned in.
Q: What shall I do if there is a negative stock balance?
A: Errors in recipes, incorrect settings of production places, or errors made during booking in of goods are the most likely reasons for a negative stock balance. For details, see the Negative Balance Adjustment article.
Q: How to add a new team member?
A: You need to register them in the system, provide permissions, and set their access credentials: card No. and/or PIN (for iikoFront), or username and password (for iikoOffice). For more details, please check the Staff Registration article.
Q: How to run payroll calculations?
A: A salary can be calculated based on the pay rate specified in the employee's file, shift rate, hours worked with account for all penalties and bonuses. For details, see Staff Management.
Q: How to set up the schedule?
A: To set up a schedule for your team members, go to Staff > Schedule. For details, see the Schedule article.
Q: How do I learn who showed up late?
A: To make the system register tardiness, set up a schedule for your employees. If an employee is late, a corresponding cell in the Attendance Log will be highlighted with red.
Q: How to learn about employee’s penalties and bonuses?
A: This information can be found in the Penalties Accrued and Bonuses Accrued reports.
Q: What if an employee forgot to clock in/out?
A: He or she needs to clock in anyway at the first opportunity, then you have to edit the work hours in the Attendance Log.
Q: How to register staff meals?
A: If you provide free or discounted staff meals, set up a special payment type to book such menu items out. For details, please refer to the Without Revenue article. Otherwise, use the On Credit payment type, as well as the employee's Personal Report.
Q: What parameters must be configured at the very beginning?
A: To avoid correcting data, please specify the following parameters when you begin using iiko:
- VAT rates in stocklist records.
- Production place types: preparation chart in the outlet settings.
- Recipes can be specified retrospectively; however, do not forget to specify the start date before making sales.
Q: What if we started, but production place types were not configured properly?
A: You need to edit automatic sales records. Each write-off storage must have a corresponding document. For example, all items were booked out from the kitchen, but some of them should have been booked out from the bar. Copy the kitchen storage sales record, specify the bar as a write-off storage in this document, and remove items prepared in the kitchen. Then remove bar items from the kitchen sales record. For details, see the Sales Record article.