Processing Step & Flows
Requisition Approval Work Flow Order or Purchase Order Approval Work Flow can be customized according to the organizational needs.
Different work flows can be setup for different types of items. But it is not necessary to setup a workflow for each item.
BEEEES has you covered on this requirement. The approval flow can be setup separately for different Stores (Cost Centres) for the same item.
If they are all using the same Flow, we can easily setup the Approval Flow at Category Level. (If some item has a specific Flow, we can just override the Flow for that specific item and others will inherit the Flow setup in Category Level.
If there is only 1 flow, we can simply setup the Flow in Business Unit and all Items will inherit the Approval Flow from Business Unit. But this can be overridden by Category Level or Item Level of each Store(Cost Centre)
An Optional Approval Step can setup based on the certain value of Total Order or certain value of Total Amount of same Vendor per Order.
Setup can be customized to notify next person by email when work is approved and dispatched to next person for next level approval.
Setup can be customized whether to display electronic signature of each approval step on the Purchase Order. (i.e.: we can setup not to display Dept Head Signature for Market list Order but display Dept Head Signature for all other Orders etc.)
Multi Language
Any language with Unicode standard can be used in the system.
At this moment, only English language is available and translations are in process for local languages.
Multi Currency
Multiple Currencies are fully supported and multiple Exchange Rates can also be setup based on the effective date.
It is not necessary to use a decimal value in some country (i.e. Vietnam, Indonesia) and the display format can be defined as per the Local Requirement. (i.e. 1,000,000.000 or
or 1,000,000 or 1.000.000 etc.)
Costing Method
Moving Average Price is the most widely used costing method and standard in the hospitality industry. We fully support Moving Average Price. We can define Moving Average Price for the whole system or Moving Average Price per Business Unit or Moving Average Price per Store(Cost Centre) based on the organization’s requirement.
For more information of Moving Average Price, please visit
Weighted Average Price is most widely used costing method and standard in the Industry, There are not any plans for the FIFO costing method at this time.
Business Unit
An unlimited amount of Business Units can be setup with the additional purchase of Licenses required.
Each Business U each Address, Billing Instruction, Terms & Conditions, Delivery Terms and Payment Terms can be set-up independently.
Each Business Unit can use its own logo which will then appear on the Purchase Order.
Delivery Point
An unlimited number of Delivery Points can be setup and displayed on the Purchase Order so that vendors will have delivery information for each order (i.e.: Receiving Area, Gas Storage Area, Head Office, Pre Opening Office etc.).
Store (Cost Centre)
An unlimited number of Stores can be set-up with different types of E.O.P. (End of Period) Methods.
There are three E.O.P. (End of Period) Methods available:
Default System – It will carry forward current closing stock values to next period opening
Default Zero – It will set all closing stock values to 0
Enter Counted Stock – It will set User inputted Inventory Count Stock values to next period opening.
Each Store(Cost Centre) can be defined for Account Code and Sub Account Code to be used for the Interface with Back Office (Accounting System).
Minimum / Maximum Stock Level can be defined for each Item for each Store(Cost Centre) so that each Store, Outlet can have their own Minimum / Maximum Stock Level.
Each Store(Cost Centre) will be only accessible by Users which are authorized to be used by that particular User. (i.e.: Users who can create Orders or create Requisitions or create both Orders & Requisitions).
Each Store(Cost Centre) will only be able to make orders / requisitions for related Items. (i.e: Main Kitchen will not be able to order/requisition Engineering Items. Staff Canteen will not be able to order/requisition Premium Imported Beef etc.).
An unlimited number of Taxes can be setup and each Tax can be defined for the Account Code used for the Interface with Back Office (Accounting System).
Each Vendor can be defined for Account Codes to be used for Interface with Back Office (Accounting System).
Each Vendor can be set-up with unique Payment Terms and Delivery Terms.
An Original Document from Vendor can be attached to Each Quotation and then input into system for reference.
Any type of document can be attached and an unlimited number of documents can be attached.
Quotations can be shared by all Business Units or Limited only to a Single Business Unit to be exclusively used by that Business Unit.
Either Discount Amount or Discount Percentage can be setup in the Quotation.
Quotations can be setup based on “Quantity From” and “Quantity To” Range.
Different Tax can be setup for each Quotation (i.e.: Quotes from Local Vendors may have Tax while Quotes from Oversea Vendor may not have Tax etc.,).
Each Quoted Price can be defined as Include Tax or Exclude Tax (i.e.: – One Vendor may be quoted with Inclusive Tax and another Vendor may be quoted with Normal Price + VAT).
If Quotation has FOC Items, those items can be setup in Quotation. (i.e.: Buy 10 and Get 1 Free etc.)
If you already have existing Quote, it can easily be copied to New Quote and the Quote Effective Date and/or change to new Vendor.
Quote can be in Local Currency or any other Currency.
All Expired Quotation can be easily accessible and filtered by Vendor, Date From, Date To etc.
Item Category
There are 3 Category Levels: Higher Category, Secondary Category and Primary Category (i.e.: Food -& Seafood -& Fish Fresh)
There is no limit for the Number of Categories in each Level.
The User can be Limited so not to be able to access some Item Categories (i.e.: – User from Engineering may not have access to any Food or Beverage Category)
There are 4 Types of Units that can be defined for each Item as follows:
Order Unit -& To be used for the Purchase Order, Receiving
Stock Unit -& To be used for Internal Movement, Stock Control etc.,
Recipe Unit -& To be used for the calculation of Recipe
Inventory Count Unit -& To be used for the Physical Inventory Taking
The Calculation Factor for each Unit must be defined.
There is no limit for the number of characters for the Item Name.
Local Language can be used as Item Names. However, the best practice is to use English for Item Name and then Use Alternate Item Name in the Local Language
A new item can easily be made by copying an existing Item to create new Item. All the associations of the original item can be brought along as well. (i.e.: Link to Store, Template etc.)
Recipe Category
There is no Limit for the Levels of Category for Recipes.
We can Limit the user so to not to be able to access some Recipe Category (i.e.: User from Bar will not have access to any Food Category etc.)
Pictures can be attached to the Recipe and the Recipe can be printed with or without a Picture.
A Recipe can be printed with or without a Price.
Preparation Steps and Serving Information can be added and printed with the Recipe Card with information so that the Recipe Card can be used for Training , Reference Purposes, etc.
The calculation of the Recipe Price is always based on the up to date price i.e: (Average Price, Last Price, Quote Price)
A Recipe can be saved with the current price so that it can be reviewed later to compare the historical price with the current price.
There are 4 costing methods:
Average Price (Use the current average price)
Last Price (Use the current last purchase price)
Quote Price (Use the price of current valid quotation)
Free Price (User can input the price manually based on the market price to calculate the selling price)
Each Recipe can be defined with a unique Currency as the Selling Price.
The Tax Amount and Service Charge also can be calculated for the Recipe.
Each Ingredient in the Recipe can be calculated with a Spoilage Factor in Total Quanty of Spoilage or as a Spoilage percentage.
Contribution Margin of Each Ingredient can also be easily analyzed on the Recipe Screen.
Each Ingredient can defined as to whether to Deduct from Stock Level or not to Deduct from the Stock Level. (This will be useful when there is no Inventory Stock for the some Food Items such as Salt, Pepper etc.)
An existing Recipe can easily be copied to create a New Recipe so that time can be saved for a user creating a similar Recipe.
Monthly or Yearly Budget Amount can be input to system for the Budget Amount by Item or Budget Amount by Category so that it can control the expenses.
Budget Period can be define whether Calendar Year or Fiscal Year based on the Organisation Requirement.
Budget can be defined for each Store(Cost Centre)
Order Template
Order Template can be created with or without Quantity.
Order Template can be easily create by choosing the require Item from the Category with Item Tree.
Requisition Template
A Requisition Template can be created with or without a Quantity.
A Requisition Template can be easily created by choosing the required Item from the Category within the Item Tree.
Both Items and Recipes can be combined together to create a Requisition Template.
User Rights can be control by assigning a User Role. And User Rights can also be given special permission directly to the Users if Users need additional Access Rights among the Users who have the same User Role, thus eliminating the need for creating multiple User Roles with similar Access Rights.
Each User (especially a User who needs to do Approval / Authorization) can attach a signature directly to the User profile so that their electronic signature will appear on the POs which they have approved.
Assigning authorized department approvals can be created so that Department Heads of each Section will be able to approve the Order / Requisition created by their own department.
A Complex Password policy is supported with features as follows:
Each Password must include at least
One Lowercase Letter (a – z)
One Uppercase Letter (A – Z)
One Numeric (1 – 9)
A Minimum of 6 Characters
Password must be changed every 60 Days
The same password cannot be used repeatedly.
6 attempts of a login with a wrong password will lockout the user.
Procurement
Orders can be created by using one of the following methods:
Create Order from Empty -& User can directly choose Store(Cost Centre) and Item to create Order.
Create Order from Template -& User can choose a predefined Template to create an Order.
In the future, there will be more methods for creating an order (i.e.: Create Order From Min/Max, Create Order from Requisition, Create Order from Recipe, Create Order from Budget)
During the Order Creation, you can save your work and it will be saved as Pre Order. And the work can be resumed by opening the saved Order from the Pre Order Screen which is easily accessible from the Dashboard.
If you have access to more than one Order Store, you can order from multiple Stores(Cost Centres) within the same Order.
More than one Template can be used
to create an Order.
Items which are not yet input into a template can easily be added directly into the order.
It is not necessary to remove each unneeded item manually. When orders are dispatched, every item with a zero (0) Quantity or a Blank Qty will be ignored and will not be included with the order or sent for approval.
“My Order History” will display all the Orders you have created along with the statuses of each Order so that tracking orders and needed follow up is easily determined.
You can choose a different Delivery Date for each Item in the same Order.
When creating an Order, the Last Price will be displayed as well as the Estimated Net Amount based on the criteria below:
If there is a last price, the Estimated Net Amount will be calculated based on the Last Price multiplied by the Requested Quantity. If there is no last purchase price, it will be calculated based on Best Quoted Price x Request Quantity.
Messages can be sent to other Users while creating the Order in order to communicate with the Department Head, Purchasing or other involved users.
Any type of document or picture can be attached with an Order and anyone involved with the approval or process of the order are able to view the attachment.
A Department Head can increase or decrease the Quantity requested before it is approved and dispatched for next step.
Department Heads can review the Last Price as well as the Estimated Net Amount based on the criteria below:
If there is last price, Estimated Net Amount will be calculated based on Last Price x Approved Qty.
If there is no last purchase price, it will calculated based on Best Quoted Price x Approved Qty.
An Approver can review the current available Quote for each Item.
An Approver can review the history of each Item.
A Department Head can review a Log which displays the Users’ Names, Dates and Times that any Order was dispatched for approval.
Each Approval Step can be defined as authorized to Reject. (i.e.: a General Manager may have the authority to reject, but a Financial Controller may not have authority to reject etc.)
Every Item in the Order or selected Item in the Order can be send back to every approval step of the Approval Flow or original requestor to take necessary action.
It can allocated so that a different buyer
is assigned for each item on the same Order.
An Approver can approve some items or all of the items and dispatch to next step of the process. The remaining items can be approved later or send back to previous approver or rejected.
After allocating the Orders to a Buyer, a Buyer may transfer the Order to Other Buyers.
Buyer can Allocate Vendor to Order in one of the following methods:
Allocate Last Purchase – Allocate the same Vendor same price of last purchased.
Manual Allocate Quote – Choose the Quote manually from available Quote.
Auto Allocate Quote – Allocate the Best Quote from the available Quote.
Input Manually – manual input of Vendor, Price etc.
he Best Quote is chosen based on the following criteria:
Vendor Rank described in the Quote (From 1,2,3 .. so on and 1 is the Best Quote) If all available
Quote has same Vendor Rank, the Best Quote will be decided based on Lowest Price.
If all available Quotes has same Vendor Rank and same Price, Best Quote will be decided based
on which Quotation is created in the system first.
There is an option to create a Quote from the selected order item.
A Buyer can print the selected Item and choose the Vendors and print the Request for Quotation then send the file via fax or email to suppliers.
The buyer can split the Quantities of the Order Items. There may be cases when 10 Qty is ordered but 1 supplier can supply only 6 Qty. In this case, a buyer can split the Order Item into 6 and 4 then allocate the balance quantity to different vendor.
There may be cases when the same item is ordered from different departments in different orders, but a Buyer may need to combine into one order. In this case, buyer can merge from different orders into one order.
Once a Buyer has Allocated an order to a Vendor, the Approver should not change the Quantity and the order must be sent back to the Buyer to take the necessary action.
Once the PO is printed, it can be reprinted from the Reprint PO screen with the title “Reprint Purchase Order”.
Once the PO is printed, a Portable Document Format(PDF) file is then generated and may be attached to an email and sent to a Supplier.
When a PO is ready to print, the Vendor can be selected to print the PDF file for each vendor. Hence, each Vendor will have separate PDF file and you can send only the PO portion that is related to the specific Vendor.
Receiving is not authorized to make changes but Receiving can forward the PO to the Buyer. The Buyer will then make the necessary changes and the Order can continue through the approval process.
Multiple POs can be selected to be received against one Invoice.
If supplier delivered less than Actual PO Quantity, a partial delivery can received and the remaining quantity will be open and available to receive in the future.
If the PO is partially received and not required to receive anymore than it can be canceled easily from Receiving screen.
Invoices can be received with Purchase Order but this function is controlled by the user rights and allows only for an authorized user to receive without PO.
Both a Credit Note and a Return to Supplier can be processed through the system.
If there is no Quantity On Hand, you could not be able to Return to Supplier.
If supplier has given discount or maybe wrong price is posted, it can a post Credit Note without Quantity.
Requisition
A Requisition can be created by using one of the following methods:
Create Requisition from Empty -& User can directly choose From Store(Cost Centre) and To Store(Cost Centre) and Item to create Requisition.
Create Requisition from Template -& User can choose predefined Template to create Requisition.
In the future, there will be more methods of creating requisitions (i.e.: Create Requisition from Min/Max, Create Requisition from POS Sales, Create Requisition from Recipe).
During the Requisition Creation, work can be saved as a Pre Requisition. And you can resume the work by opening your saved Requisition from Pre Requisition Screen which can be easily accessible from your Dashboard.
If you have access to more than 1 Requisition Store, you can requisition from multiple Stores(Cost Centres) in the same Requisition.
You can choose more than 1 Template to create the requisition.
If you are creating a requisition from template and you need to request items which are not yet input in the template, you can easily add items directly in the requisition.
It is not necessar when you dispatch your requisition, every item with 0 Quantity or Blank Quantity will be ignored and will not be sent for approval.
You can choose different Delivery Dates for each Item in the same Requisition.
When you are creating the Requisition, it will display the Average Price as well as the Estimated Net Amount based on Average Price x Request Qty.
A Message can be sent to other Users while creating the Requisition in order to communicate with the Dept Head or Storekeeper etc.
You can attach any type of document, picture with the Requisition and anyone who will do the approval or process your requisition will be able to view the attachment.
“My Requisition History” will display all the Requisition you have created and the status of the Requisition so that you always can track your requisition and know who you will need to contact in order to follow up.
Dept Head can increase or decrease the Quantity requested by the Requestor before it is approved and then dispatch for the next step.
A Dept Head can see the Average Price as well as the Estimated Net Amount based on the Average Price x Approved Qty.
A Dept Head can review the Log which displays the User Name and Date Time of the Requisition dispatch for approval.
We can define each Approval Step whether they are authorized to Reject. (i.e.: General Manager may have authority to reject but Financial Controller may not have authority to reject etc.).
Every Item in the Requisition or selected Item in the Requisition can be send back to every approval step of the Approval Flow or original Requestor to take necessary action.
An Approver can approve some item or all item and dispatch to next step for the process. The remaining items can be approved later or send back to previous Approver or rejected.
Once the Approved Requisition is printed, it can be reprinted from the Reprint Requisition screen with the Title “Reprint Requisition”.
Multiple Requisitions can be posted together in 1 Transfer.
A Transfer can be made from a Requisition as well as a Manual Transfer. However, these functions are controlled by the User Rights and a user must be authorized to transfer manually.
If there is not enough Quantity On Hand, it will not be able to transfer.
When creating a Recipe, you can define which Ingredient stock need to be deducted and which ingredients are not. Hence, Recipes must be adjusted as necessary to be able to transfer the recipe which one or more ingredients may not have enough stock.
Inverntory
An Inventory Schedule must be created separately for each Business Unit as some Business Units may have different Inventory Periods.
It is required to create the Inventory only for the Store(Cost Centre) which E.O.P.(End of Period) Type is Enter Counted Stock.
When creating Inventory to print the Counted Sheet, you can sort by Item Code, Item Name, Alt Item Name. Then the inventory will be created according to the sorting method you choose.
After Inventory is created, it is also able to be reprinted again.
Once Inventory is created and when you have more Invoices or Transfers Posting for the same period, it will automatically update the Inventory Evaluated QoH.
It is not necessary to ask any user t you can proceed to close Inventory.
It does not necessary to stop the Posting as every posting for the new period will not be updated to current Inventory Evaluated QoH.
Once you have input the Counted Quantity, you can print an Inventory Difference Report.
Once Physical Counted Quantity is Input, you would be able to print QoH (Quantity on Hand) Value so that you could start preparing your “Month End Reconciliation Report”, before closing the Inventory Period.
We have provided all the reports to prepare your month end report without closing the inventory period in system. But you must input all of the Physical Counted Quantity into the system, then prepare your monthly report and then you can do the month end closing once everything is completed.
You can filter the item by typing any content of the item name in filter box. You can also search by Item Code or Alternate Item Name.
Spot Check
Spot Check can be used to update the stock balance after conducting physical stock at any time before the Inventory is created.
Unlike other systems, it is not necessary to create Dummy Vendor to input all the opening balance as Receiving Posting. We can directly update the stock balance by using a Spot Check Count Function where you can also directly update the Average Price. However, your IT administrator needs to set the appropriate permission to update average price and it can be revoked anytime later.
All the Stores(Cost Centres) which E.O.P.(End of Period) Type is Default System or Enter Counted Stock will be able to conduct Spot Check and update into System.
Inventory and Spot Check cannot be created for the same Store(Cost Centre) at the same time.Spot Check or Inventory has to be completed and closed first.
You can create Spot Check for All Items or Selected Items from the Store(Cost Centre).
When creating Spot Check to print Counted Sheet, you can choose to sort by Item Code, Item Name, Alt Item Name and the Spot check will be created according to the sorting method you choose.
After Spot Check is created, it can be reprinted again.
Once Spot Check is created and when you have more Invoices or Transfers Posting for the previous day before Spot Check is created, it will automatically update the Spot Check Evaluated QoH.
It is not necessary to stop the Posting as every posting for the date after the Spot Check created will not be updated to current Spot Check Evaluated QoH.
Once you have input the Counted Quantity, you can print the Spot Check Difference Report.
Once Physical Counted Quantity is Input, you would be able to print QoH (Quantity on Hand) so that you can reconcile your stock Balance, before closing the Spot Check.
Unlike Inventory Closing, Spot Checks are independent and you can close each Store(Cost Centre) individually.
You can filter the item by typing any content of the item name in filter box. You can also search by Item Code or Alternate Item Name.
It is not necessary to ask any user to logout from system so that you can process to close Spot Check.
3rd Party Interface
There are 4 Type of Transactions we can interface to Back Office Accounting System.
Invoice & Credit Note -& Daily posting of Invoice and Credit Note can be export and import to Back Office System so that Account Payable can save time by posting manually again at Back Office Accounting System.
Requisition & Transfer (Optional) -& Daily posting of Requisition & Transfer can also be export and import to Back Office System.
Inventory Voucher (Optional) -& Inventory Difference can also be export and import to Back Office System.
Spot Check Voucher (Optional) -& Spot Check Difference can also be export and import to Back Office System.
However, most of the Hotels do not practice Option 2,3,4 as this will import all the transactions and consume more disk space for Back Office Accounting System.
As all the transactions are already available in our System for further analysis, most of the Hotels practice to prepare Month End Cost Board and prepare JV by Cost Controller at the end of the month and update into Back Office Accounting System for Actual Consumption.
Most Back Office Accounting Systems which are widely used in the Industry are supported (i.e.: Sun Back Office Accounting).
As we are adding more Back Office Accounting System for Interface, please let us know the Name and Version of your Accounting System. We are happy to assist you in providing more information.
Our Interface Framework is ready to interface with any 3rd Party Back Office Accounting System. And with your collaboration, we shall coordinate with your Back Office Accounting Vendor for the possibilities of the Interface.
Daily Sales Transactions from a POS system can be imported to our System for the analysis of Potential Cost as well as the Stock Deduction.
Most Point of Sales System which are widely used in the Industry are supported (i.e.: Infrasys, Micros).
As we are frequently adding more Point of Sales System for Interface, please let us know the Name and Version of your Point of Sales System. We are happy to assist in providing more information.
Our interface Framework is ready to interface with any 3rd Party Point of Sales System and with the help of your collaboration, we shall coordinate with your Point of Sales Vendor for the possibilities of the Interface.
We are happy to provide you with sample reports and please feel free to contact our Business Partner in your Country/Region (/business_partners) or contact sales@beeees. com or contact us using “Contact Us” on our website.
Over 100 Reports are available ranging from Daily Reports such as Receiving, Order Pending, Deviation, Internal Movement and Month End Reconciliation Report to In depth analysis of Consumption, Purchase Analysis, Cost Analysis etc. for Management and Owners.
Please request the latest full list and sample reports from our Business Partner in your Country/Region (/business_partners) or contact
or contact us using “Contact Us” on our website.
eSCM and BEEEES Logos are Registered Trademarks of