Manuel F&B Version 6 - Ag

Food & Beverage
Management
Manual
Version 6.20
print date: March, 1998

Introduction Fidelio Food & Beverage Manual 6.20
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Version 6.20
© MICROS-FIDELIO Software GmbH & Co.KG, March 1998
All rights reserved
Printed in Germany
Micros-Fidelio Software GmbH & Co. KG retains the right to update or

change the contents of this document without prior notice.
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the contents of this document.
© Copyright MICROS-FIDELIO Software GmbH & Co. KG,

München 1998
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photocopied, stored on a retrieval system, or transmitted without the
express prior written consent of the publisher.
©Micros-Fidelio Software, March 1998

ii
Fidelio Food & Beverage Manual 6.20 Introduction
Foreword
This is version 6.20 of the Fidelio Food & Beverage Manual, which is
software release 6.20.
This manual is designed for the Fidelio operators, to help them

become familiar with the F&B system.
This manual is devided into 7 sections:
• Introduction
• Master Data
• Purchasing
• Transactions
• Cost Management
• Options / Hot Keys
• List & Reports
However, the Fidelio F&B software is so flexible that it is impossible to

write a manual that is perfectly suited to every installation, this is where
the installation training and consultation is so important. To this effect
there is a pre-installation guide.
We have provided a table of contents at the beginning of this manual

which covers this manual. All the other documents have their own
tables of content where applicable. This gives you the opportunity to
split the manual and give the Manual to the operator and the supervisor
documents to the relevant persons.
These manuals are not intended as a substitute for solid and thorough
on-site training. They are best suited as a reference and for people
who want to learn more about the details of the program.
We welcome your comments and your ideas on the manual. Please

forward them to Micros-Fidelio's headquarters at the following address:
Micros-Fidelio Software GmbH & Co.KG

Food & Beverage Documentation
Arabellastrasse 17
81925 Munich
Germany
Tel: 49 89 92092-0
Fax: 49 89 92092-118

iii

iv
Table of Contents
Section I
Introduction ................................................................................................ viii
Section II
Master Data .................................................................................................... 1
Organization Keys Of F&B Management .................................................... 3
Preparing The Master Data ......................................................................... 5
Stock Master Data....................................................................................... 5
Stores ...................................................................................................... 5
Units ........................................................................................................ 7
Taxes ...................................................................................................... 8
Item Groups ............................................................................................ 9
Stock Items ............................................................................................. 9
Suppliers ............................................................................................... 13
Sales Master Data..................................................................................... 16
Sales Locations ..................................................................................... 16
Sales Item Groups ................................................................................ 17
Sales Item ............................................................................................. 17
Sales Mix Names .................................................................................. 18
Evaluation Prices ...................................................................................... 19
Max / Min Stock......................................................................................... 19
Inventory Periods ...................................................................................... 20
Currencies ................................................................................................. 20
Budget Editor ............................................................................................ 21
Quote Override Reasons .......................................................................... 22
Guest Categories ...................................................................................... 22
Section III
Purchasing..................................................................................................... 1
Purchase Orders ......................................................................................... 1
Order Requests ....................................................................................... 3
Request Authorisation ............................................................................. 4
Allocate Requests ................................................................................... 6
Order Authorization ............................................................................. 7
To Store Issuing .......................................................................................... 9
Allocate Issues ...................................................................................... 10
Intermediate Product Request .................................................................. 10
Delete Orders ............................................................................................ 11
Storing and purpose of the order data .............................................. 11
Storing and purpose of the order corrections .................................... 12
Order Proposals ........................................................................................ 12
The Market Sheet / List - Portfolio......................................................... 13
Simple Order Entry .................................................................................... 14
Order Entry (By Supplier) Stock Item Orders ........................................ 15
Display / Correct Simple Orders................................................................ 18
Non-Inventory Orders ................................................................................ 20
Price Quotes ............................................................................................. 22
Quotes/Supplier .................................................................................... 22
Quotes/Items ......................................................................................... 24
Use of Quote portfolios ..................................................................... 24
Portfolio Management ............................................................................... 25
Portfolio for Quotes ........................................................................... 26

v
Supplier and Item Notes............................................................................ 27

Purchase History ....................................................................................... 28
Supplier Purchase History ..................................................................... 28
Item Purchase History ........................................................................... 28
Orders on the Books ................................................................................. 29
Deviations from Order ............................................................................... 29
Load HQ Order......................................................................................... 29
Section IV
Transactions .................................................................................................. 1
Entering Data .............................................................................................. 1
Posting data ................................................................................................ 3
The Transaction Functions ......................................................................... 3
Receive Purchase Orders ........................................................................... 4
Delivery is not made ............................................................................ 7
Over delivery ....................................................................................... 7
Under delivered ................................................................................... 7
When the price or destination store is false ........................................ 8
When outstanding orders are delivered with another order ................ 8
Non Purchase Order Receipts .................................................................... 8
To Store Issues / From Store Issues ........................................................ 10
Intermediate Issues ................................................................................... 12
Defining an Intermediate Recipe: .......................................................... 12
Issuing an IP ..................................................................................... 13
Correcting IP Issues .......................................................................... 13
Recipe Issues............................................................................................ 13
Butchery Function ..................................................................................... 14
Master Yield Table ................................................................................ 14
Enter Yield Table ................................................................................... 15
Returns to Supplier ................................................................................... 17
Booking Journal ........................................................................................ 18
Display Documents ................................................................................... 18
Receive Purchase Orders ..................................................................... 18
To Store Issues ..................................................................................... 19
Returns to Supplier ............................................................................... 20
Corrections ................................................................................................ 20
Correct Receipts ................................................................................... 21
Correct Issues ...................................................................................... 21
Correct Returns to Supplier................................................................... 22
Stock-on-Hand Display ............................................................................. 22
Invoice Control .......................................................................................... 23
The Stock-Take Procedure ....................................................................... 29
Print Stock-Take Lists ............................................................................... 29
Enter the Counted Stock ........................................................................... 30
Correcting Entered Stock ...................................................................... 32
Checking the Differences .................................................................. 32
Correcting The Counted Stock .......................................................... 33
Automatic Inventory Update ...................................................................... 33
Section V
Cost Management ......................................................................................... 1
Recipes ....................................................................................................... 1
Creating/Using Recipes .............................................................................. 1
The Sub Menu .................................................................................. 5

vi
Find Contained Item ................................................................................ 7

Replace Ingredient .................................................................................. 7
Delete Recipes ........................................................................................ 7
Sales Mix Calculation .................................................................................. 8
Creating/Handling of the Sales Mix ......................................................... 8
Delete Sales Mixes ............................................................................... 13
Revenues .................................................................................................. 13
Revenue Entry....................................................................................... 14
Revenue Corrections ............................................................................ 15
Revenue Account .................................................................................. 17
Display Revenues ................................................................................. 17
Delete Revenue Data ............................................................................ 18
The OCENT Table ................................................................................ 19
Usage Information ..................................................................................... 20
Potential Usage Calculation ...................................................................... 21
Flash Food Cost .................................................................................... 26
Section VI
The Options/Hot Keys .................................................................................. 1
Delete Item from Stock ........................................................................... 3
Copy Items to Stock ................................................................................ 3
Copy Recipes .......................................................................................... 4
Check Disk Space Analysis .................................................................... 4
Update S&C Menu Item Costs ................................................................ 5
Export to GL ............................................................................................ 5
Consumption ........................................................................................... 5
Hot Keys ...................................................................................................... 6
Section VII
Lists & Reports.............................................................................................. 1

vii
Section I Introduction
FIDELIO F&B MANAGEMENT is a program developed to provide
organization and control for business administration in the food and
beverage department of the hotel and catering industry. The scope of
the program includes all areas in an hotel where stock is kept, this
includes the general store and House Keeping departments for
example. The program is also suited the needs of smaller Food and
Beverage operations such as restaurants.
The following key points are incorporated in the program's concept:
1. FUNCTIONALITY TO SUIT THE BUSINESS To improve the

efficiency and clarity of control and management, within the food and
beverage department.
2. EASY TO USE OPERATOR INTERFACE, CLEARLY

STRUCTURED FUNCTIONS To make data entry uncomplicated, so
that posting can be performed easily at the points of receiving and
issuing and to ensure a simple and economical working environment.
3. EFFICIENT DATA ENTRY To improve the profitability of the

EDP-installation in the F&B department.
4. INTELLIGENT BACKGROUND To maintain accurate and

consistent data, automatically and independent of the operator.
5. CLEARLY ORGANIZED MASTER DATA To reduce the

maintenance of master data to a minimum, and simplify the
hand-over when starting new controllers.
6. INTEGRATED FUNCTIONALITY To improve the communications

between purchasing, receiving, stores, kitchen and sales, therefore
optimize the performance of the departments.
7. EFFICIENT INFORMATION TOOL To fulfill the specialized and

changing information requirements of the departments and decision
makers, thus guaranteeing the best possible use of the system.

viii
Fidelio Food & Beverage Manual 6.20 Master Data
Section II Master Data

Stock Master Data
Taxes
Stores
Units and Quantities
Item Groups
Items
Supplier
Sales Master Data
Taxes
Sales Locations
Sales Item Groups
Sales Items
Sales Mix Names
Sectors
Evaluation Prices
Max. / Min. Stock
Inventory Periods
Currencies
Budget Editor
Quote Override Reason
Guest Categories
Master data is only entered once and forms a bank of information

which is available during the various booking procedures. The master
data stock item descriptions, for example, are used during the
transactions booking to call up the item being handled.
The master data and its organization plays a decisive role in the way
the system can be used and its internal organization. The stock
items, for example, are allocated to a structure of item groups when
entering master data, so that later the handling of transactions,
statistics and evaluations can be simplified.
FIDELIO F&B MANAGEMENT is a flexible goods administration

system which fits easily into any company organization structure. The
way in which the master data is organized makes it possible to
accommodate the structure and operating procedures of an individual
company's organization.
The planning of the master data structure at this early stage

determines the way of working with FIDELIO F&B MANAGEMENT in
the future. In order to plan and structure the master data and obtain
optimal performance, a thorough knowledge of the program's
booking and data processing is required. It is therefore strongly
recommended to not only thoroughly understand this section, but
also to seek additional consultation from your dealer with reference to
the organizing of the master data. There is a pre-installations guide
delivered with this manual which will help you to plan your master
data.

1
Master Data Fidelio Food & Beverage Manual 6.20

2
Organization Keys Of FIDELIO F&B MANAGEMENT

The definitions of the terms and organization keys used throughout
the program are covered in this section. A thorough knowledge and
understanding of these keys is paramount to the optimal organization
of the master data.
Stores Stores are locations where goods are held prior to being:
• Requisitioned by other stores

• Prepared into products for sale
• Sold to clients
They contain goods which come either directly from suppliers, or

from other stores. In the latter case the goods are delivered either as
issues from the "Main Store", or as transfers between "Sub Stores".
The system makes no internal distinction between "Main Stores" and
"Sub Stores". Stores may also be used as accounts for allowances.
Sales Locations Sales locations are the revenue centers where

stock items become sales items. Because sales items and stock
items cannot always be identical (e.g., a cocktail comprising several
stock items or a glass of beer which constitutes a small measure of
one stock item.), it is necessary to distinguish between stock and
sales items and stores and sales locations.
Sales Items Sales items are made up of one or more stock item(s).
Sales items can only be sold from sales outlets. The calculation of
which stock item(s) are consumed when a sales item is sold is
determined by the system using a recipe.
Recipes Recipes contain the information concerning which stock

items and their quantities will be consumed when sales items are
sold. They form the link between sales and stock items, the basis for
"Potential Usage" and support and the calculation and control of the
sales mix function. Intermediate products are managed using issues
by recipe.
Stock Unit The stock unit is the unit in which each stock item is
administered e.g., Bot/75 CL, Kilogram, Liter, Each etc. Each stock
item carries one stock unit so that stock levels in different stores can
be measured in a common unit.
In the case of an item which is purchased in several stock units e.g.,
canned goods, individual item accounts are administered for each
unit.
Receiving Unit The receiving unit reflects the units which appear

3
on the delivery notes and, therefore, speeds up the entry of goods

receiving data. It is possible to allocate one receiving unit to each
stock item, the system will offer this unit automatically in the receiving
program e.g., Case/12
The conversion to stock units is performed automatically by the

system. There is no restriction to the number of additional receiving
units which each stock item can use, in fact the system offers a
selection menu of available units at the time of posting.
Issuing Unit It is possible to define in the master data which unit is

to be suggested during the issuing program, thus speeding up the
entry issues and transfers. As with the receiving unit there is no
restriction to the number of issuing units which can be used for each
item. The selection menu is also offered at the time of posting. The
conversion to storage units is performed automatically by the system.
Pricing Policy FIDELIO F&B MANAGEMENT retains the

information concerning the delivery of each item and its cost price at
the time of receipt. The quantity and value of all receipts is stored for
each item and is used to calculate the "House Average Price" for the
period. As issues and transfers take place, the transaction quantities
are stored and the relevant stores are debited and credited
accordingly. No price is allocated to these issues / transfers until an
issues report is called when the "House Average Price" is applied.
At the inventory all closing balances and all consumption for the
period are valued at the "House Average Price".
+Note:
The system also operates a "Last price" calculation. See your dealer
for further information
Evaluation Prices Two sets of evaluation prices are offered by

the system, whereby transactions and balances can be calculated at
optional values.
The evaluated transactions and balances are made available in the
form of reports and lists, thus retaining the original cost price records
in the system. An example would be a stock on hand report
evaluated at selling price. The evaluation price method is the basis
for the "Potential Sales" control tool.
Inventory Periods The system works within financial periods

which will determine when closing inventories are to be made. Up to
99 periods can be defined per year.

4
Preparing The Master Data

In order to simplify and speed up the entry of master data, it is
recommended to first plan the master data structure. This section
describes the master data to be prepared, and how it to be
structured. In addition to this section refer to the pre-installation guide
delivered with this manual.
Stock Master Data

Stores
The description and number of the master and sub stores, where
stock items are to be stored. Numbers as well as descriptions are
given to stores because it will be necessary to specify ranges of
stores when defining cost centers for reports and evaluations. The
use of names alone makes this impossible, but using numbers it is
logical to use the "From - To" principle.
Program instructions:
Store ID: Enter a three digit Store ID. Stores are numbered 100 -
999, and the store descriptions can be up to 30 characters. (only 4
stores can be used in the "Restaurant Version") The stores 900 - 999
are reserved for allowances and will be set to zero at the end of
period. As of version 3.00 the importance of setting a store to zero is
removed because any store can be defaulted to close at zero. There
are 7 defaults, they are listed in this section. The store number 899 is
usually reserved for the container store. Please enter this store name
if you wish to use the automatic container handling, the default
closing of this store should be "Enter Counted Stock".
It is important to allocate numbers in logical ranges and to make sure

that stores belonging to a cost center group lie together. e.g., 110 -
120.
Stores which are classified as "Main Stores" should be grouped

together at the start of the range i.e. as of 100
Inventory Store: "Y"=Yes, F&B does not allow to run the "Automatic

5
Inventor Update" function if there are still differences in this store.

This is required for the G/L interface to Fidelio Back Office.
Store Name: Enter the description of the store. After pressing e,

F&B opens the pick box with the "end of period treatments".
End of period: The way a store is to be treated at the end of a

period (EOP) is important. There are 7 methods offered by the
system:
1. Enter counted stock: Where the count is taken and entered here
in the system
2. Default Zero: Where all items are set to zero. All allowance stores
or a total consumption kitchen would use this option
3. Default system: This is the perpetual inventory option. Bars using

stock reduction by recipe can default the calculated stock on hand.
Ideally in this case the defaults are accepted for all items and a spot
check or rolling inventory is made for some of the item groups. If the
"Inventory Update" is run on, say, the 3rd of September (the next
month), then the system stock will be calculated back to what is was
as of the 31 st. of August. All issues made to that store after the 31st
of August will be subtracted and all issues made from that store after
the 31st of August will be added back in.
Another application is to make a "Spot Check" inventory on the 29th

of August and a period close for the 31st of August on the 3rd of
September. Defaulting system stock will work out the stock as of the
31st of August. Be careful using this method because there could be
stock reductions by recipe due to "Potential Sales" which will be
ignored using this method. There is and advanced closing technique
available which does recognize "Potential Sales" it is the "Default
System - Usage" method, described as method number 7.
4. Default Last Closing: Kitchens where a physical count is only

made once every 3 months may wish to use this option. The counted
quantity of the last stock is defaulted, but the value is recalculated
using the items' average price for the period.
5. Default Maximum stocking: This is the Par Stock control method.

Assume that the bar is always stocked at Maximum Par. and make a
rolling stock take for selected items each month.
6. Default Minimum: Same as Max. but using a Low Par.
7. Default System - Usage: This is a time the same as "Default

System" but in addition to the issues and receipts in the previous
period recalculated, any "Potential Sales" will be included in the
calculation.

6
Export?: F&B Management runs an export feature which collects the

data from the transaction file and stores it in one file under Over
Group Totals. The Export is only made for stores with the "Export
Y/N" question set to "Y".
Password: You can protect a store while entering a password. If you

enter a password here, F&B will ask for this password when doing an
“Issue Request”.
Units
All the units (storage, receiving and issuing) are held in one central
units file. e.g.:
Description Factor Case Unit

Bot/ 75 CL 1.000 N
Case/6 6.000 N
Sack 1000 Y
There are 10 characters available for the description, while the factor
determines the number of storage units contained in the unit. The
factor is used later when converting either receiving or issuing units
back to stock units. More, the system offers an automatic conversion
from units while receiving goods or recipes. If the unit that is to be
converted is no case unit e.g. a sack or is the factor =1 e.g.
kilogramm, you are able to create conversion tables.
It is also necessary to enter the basic units such as gram, cl, lt, etc.,
the factor for these units is 1.000.
An example for a simple conversion table:

Bottle 0.75 -> basic unit
Bottle 0.50 -> conversion factor: 1.5
Bottle 0.33 -> conversion factor: 2.27
Cl -> conversion factor: 75
If you have a bottle of 0.75 in your recipe, the system makes possible
to convert to a bottle of 0.5 or cl in case the size of the bottle will
change temporary, and the recipe unit in the master data will not be
changed.
VERY IMPORTANT: Keep your units policy simple. Remember, it is

easier to work with single units rather than multiples. I.e., handle wine
in bottles rather than in cases of 6. Imagine how easy it is to make a
data entry error when the delivery note says 6 bots and your
receiving unit is a case of 6 bots. When you enter receiving quantity 6
then the system will book 36 bots instead of 6.
The Storage Unit always has a factor of 1 !

7
Taxes
This function is designed for the calculation of sales taxes and is also
used for the generation of tax codes for stock items.
It provides the following functions:
1. Compound Taxes: Calculates compound taxes which may apply to

a sales item. e.g., alcohol tax + sales tax then service tax.
2. Global Tax Updates: The tax rate is allocated to a Tax Code which
is used in the Sales Item (and Stock Item) master data to identify the
tax rate.
This means that if tax rates should be changed at any time then only
the rate for a particular tax code need be changed in order to effect a
global updating of all the relevant sales items.
The tax rates must be defined in the master data under the heading
"Taxes"
Field description:
Tax Code: Enter the code 1-99
Description: The reference to the tax code as it will be shown in the

pick box when defining stock or sales items
Tax Rate: Enter the rate
Position: This is the order in which the tax is to be included in the

compound tax calculation e.g. the net value = 500 + alcohol tax 5%
and sales tax 12% = a new sub total + service tax 15% = Gross
selling price
The positions are as follows:

Tax Rate Pos 1
1 5.00 1
2 12.00 1
3 15.00 2
Saving: If no more tax codes are entered in a field the program will
identify this and by pressing e the data is saved and the next tax
entry can be made. After creating all tax codes leave the function
using [Esc].

8
Item Groups
The items are allocated to a the following item groups in order to

make the data and reports easier to over-view:
Over Groups (e.g., Food, Beverage, Non Food)

Major Groups (e.g., Meat, Vegetables, Dairy)
Item Groups (e.g., Beef, Veal, Lamb)
Other Criteria (e.g., Fresh, Frozen)
Once again names alone are not sufficient when specifying ranges of
groups, and numbers are to be allocated to the descriptions as
follows:
Over Groups 1- 9 Desc.: 20 characters

Major Groups 10 - 89 Desc.: 20 characters
Item Groups 100 - 999 Desc.: 20 characters
Other Criteria 1 - 999 Desc.: 20 Characters
The allocation of items to these groups is performed when entering

the stock item master data.
+ Note:
Over Group 1 = FOOD and 2 = BEVERAGE. We have used these
standards for some of our reporting. If you wish to deviate from this
standard then please ask your dealer for consultation.
Stock Items
Stock items are goods which can be purchased, received, stored,

issued and transferred. All functions concerning store management,
the inventory and calculating consumption have reference to stock
items.
Stock items are created under the following headings:

9
Item Description 25 Characters

Make sure that the item description clearly identifies the item to be
booked. e.g., Cola Bot/33 cl
Item Number 6 digits

A 6 digit number can be allocated to each stock item. This number
can be used as a search key when selecting stock items during the
posting routines. As you repeat the creating of stock items the stock
item number is automatically incremented.
Item Desc. 2
Is used for a further or related description of the stock item. This
description is seen in most areas of the program but due to the
length of two descriptions it is some times cropped. To see the full
description of the item from anywhere in the program simply use r
for item info.
Last Price
The last price of the item can be entered, is seen. (System Flag in
FBMNT "Enter Last Price" = "Y")
Product Code
If the system flag in FBMNT "Item Product Codes" is set to "Y", you
can enter a 16 character product code.
Price Dev %
To capture data entry errors, the system will report unusual price
changes at ordering and receiving. A % deviation which will be
accepted before the system alerts the operator is set here.
Qty Dev. %
A report of deviations from PO based upon value is offered as part of
the purchasing module. The size of the deviation which will be
accepted before a supplier is reported is entered here.
Yield Price
If you use the "Butchery Function", this field is used to enter the Yield
/ the Market price.
TAX Code 2 numbers

All receipts are booked at net values, but it may be necessary to have
the V.A.T. rates available , when printing bills for sales direct from
store to employees. A code for the relevant tax rate is to be entered
See "Taxes" for further information.
Auth. Level
Depending upon the set-up of your system, items being ordered may
need to be authorized before an official PO is sent to the supplier. Up
to 3 signatories may be asked for to authorize the order. The level is
set here. A zero level means that no authority is required.

10
Allocating to:
Over, Major and Item Groups (and Other Criteria s)
+ Note
that up to 5 "Other Criterias" per stock item can be marked using
e.Use s to call "Other Criteria".
"Other Criteria" is a finer division of stock item classification. If you
wish to know how much you spend on frozen products, by defining
"Frozen" as a criteria you get this information without having to define
an item group called "Frozen". An item group called "Frozen" would
restrict you by grouping frozen fish with frozen fruit.
The "Other Criteria" is used mainly as sort groups for lists and
analysis but it is also found at "Enter Counted Stock" and in the
purchasing module for "Item History".
Stock Unit e.g., Bot/75 cl

The unit is simply selected from the central units file. Note that the
stock unit must have the factor 1.000.
+ Note:
All units should have been previously defined in the units master
data, however you can define units on the fly from the stock item
screen.
Recipe Unit
Also referred to as the "Unit of Content" e.g., cl, gr, ea. This is the
unit belonging to the useable content. It is selected from the central
units file and will be used later when writing recipes.
Usable Content e.g., 75

This refers to the usable content of the storage unit. The system will
require this information later when calculating the potential
consumption of an item in terms of storage units used. e.g., storage
unit 75 cl = Usable content 75 cl or post-mix concentrate 1 lt =
U.Cont 3000 cl
Receiving Unit e.g., Case/12

When a receiving unit is allocated to a stock item in the master data,
this unit will always be suggested by the system for the relevant item
in the receiving program. The suggested unit can be simply changed
at the time of receipt if required. If no receiving unit is allocated then
the system automatically suggests the storage unit
Issuing Unit e.g., Bot/75 cl

When an issuing unit is allocated to a stock item in the master data,
this unit will always be suggested by the system for the relevant item
in the issuing program.
The suggested unit can be simply changed at the time of issue if

required. If no issuing unit is allocated then the system automatically

11
suggests the storage unit
Bottle / CL
Hotels wishing to enter the counted stock by whole bottles and CL set
this to "Y". Otherwise the count is entered by whole bottles and
10ths.
Weight
For certain clients such as airlines and ferry operators it may be
required to know the weight of all deliveries. Enter the weight for
each "Stock Unit" here, a custom report is available to calculate to
total weight of the stock on hand.
Countable
If you have set the parameter "Stock Item Recp. Link" in FBMNT to
"Yes", the system allows you to link a store item with a recipe. Here
you define if this item is countable or not.
Intermediate Sales Item

If you use this item as a recipe transfer sales item, you can allocate
the recipe transfer stock item.
Allocated Sales Item

Where a whole storage unit is consumed at the time of sale it is
possible to allocate the corresponding sales item to the stock item.
This "one to one" allocation enables the potential usage calculation to
be carried out without the need for a recipe. This field has a dual
purpose, it could show the name of the "Intermediate Product" if this
stock item is used as the description for an intermediate product
recipe.
Used in EMS Y/N

If this item is used in the Fidelio Engineering Management System,
this flag need to be set to "Y" in SY_INFO. In EMS you will find this
item as part.
Containers
Containers are items with deposits such as bottles and cases or
simply other returnable items which you wish to track such as
packing materials or dangerous substances which the supplier is
bound to collect. Fidelio will track the receipts and returns of
containers automatically in association with the relevant stock items.
The stock items are also handled automatically by the inventory and
by Invoice control.
Fidelio places all the containers in store 899 and will increment and
decrement this balance as containers are received, returned or
missing at inventory.
The containers are entered as stock items and can be given a key
name such as "Cont: Case 20" so that all the container items appear
together in the item catalog. When you create the stock item (say
Coca Cola) you pick the "Cont:......" items in the following way:

12
Enter the Stock unit container first followed by the larger containers.
Example:
Value Factor
Stock Container Cont: Bot 33 cl 0.50 1
Container 2 Cont: Case 24 5.50 24
Container 3 Cont: Pallet 25.00 240
+ Note:
Later, when entering the stock item data, the formation of the entry
screen speeds up data entry by leaving the previous item's data on
screen, requiring only the entry of the new item and minor
modifications where necessary.
r Text
Text referring to the stock item can be added and edited. Once text
has been written for a particular item the message " ** Notes
Available **" is displayed. The same text is definable and accessible
from the purchasing module.
Suppliers
It is necessary to prepare the names of all the suppliers and for each,
the relevant address, telephone number and contact person.
Field description:
Supplier Name 30 Characters

Enter the name of the supplier. This name will be displayed.
Account No 8 Characters
If your financial department uses account numbers for your suppliers,
enter here the account number.
Supplier No 8 Characters
If you want to use special supplier numbers, you can enter the here.

13
Currency Code 3 Characters

F&B Management distinguishes between two currencies: the system
currency and the supplier currency. If the supplier currency is
different from the system currency, you can enter the currency code
here. It is possible to choose between the system currency and the
supplier currency in several functions.
Address 30 Characters each: street, town/code, country

Enter the complete adress of the supplier. This adress will appear
e.g., on the purchase orders.
Contact 30 Characters
Enter the person that is responsible for you.
Telephone Number 30 Characters

Enter the telephone number of the supplier.
Fax Number 30 Characters

Enter the fax number of the supplier. If you use the Tobit FaxWare
interface, you should enter the number like e.g., +1 408 8822 517 for
a number in USA, or +49 89 920920 for a number in Germany. The
server takes for the [+] the exchange 0 and dials only the area code
within the country.
Order Value
If a supplier offers a discount on deliveries over a certain value the
system will alert the user if this optimal value is not achieved. The
value is set here. Leave the field blank if it is not relevant
Discount
This relates to the order value, if a discount is earned the operator is
asked "should it be applied?". Enter the discount here.
Payment Terms
This text is offered for editing when a PO is written.
Delivery Terms
This text is offered for editing when a PO is written.
Used in EMS
If this supplier is also used in EMS, say "Y".
Extra Charges
If this supplier charges for e.g., freight, say "Y". "N" does not allow to
deal with extra charges.
Purge Days
Purchase orders which expire after so many days can be deleted by
the system using the Purge Orders function in the Options menu.
The number of days is set here. Only use this for suppliers who
deliver regularly and whose non deliveries are not included on future
deliveries.

14
Due Days
Special for WizCount Back Office interface. Please enter the due
days here.
r Text
Text referring to the supplier can be added and edited. Once text has
been written for a particular supplier the message " ** Notes
Available **" is displayed. The same text is definable and accessible
from the purchasing module.
s Other Criteria
As you save the supplier information you will be asked to define
Other Criteria for this supplier. Using the space bar you can mark up
to 5 criteria.
This is used in the purchasing module when selecting suppliers who

deliver particular items i.e. Domestic, Dry Goods.

15
Sales Master Data

Sales Locations
When Fidelio F&B Management is interfaced to an external POS

system, the sales item master data including groups, sales location
and taxes is usually read directly from the POS files. Each interface
differs slightly, so please seek further information before defining
sales master data.
The numbers and descriptions of the sales locations under which

sales data is to be recorded. As with stores, the use of names alone
does not allow for the simple definition of revenue groups.
Field Description:
Location ID: Sales locations are numbered 1000 -1999, and the
sales location descriptions can be up to 30 characters. The sales
locations with numbers 1900 - 1999 have special meaning in the
"Flash Food Cost", only these sales location (referred to as the
Allowance Sales Locations) can be adjusted manually when running
the "Flash Food Cost".
It is important to note here, that sales locations which will be grouped

together to form a revenue center should be allocated to the same
number range.
Assigned Store: A sales location may have an assigned store for

the purposes of stock reduction. If an item is sold in a restaurant then
Fidelio F&B needs to know where to make the stock reduction. In
most cases the ingredients are reduced from the assigned store as
defined here. The stock reduction can be made to take place in
another store if this is defined in the recipe, but this is usually for
several specific items.
A sales location can have one or more assigned sub store(s) and a
nominated POS group, for the purposes of the potential usage
calculation (stock reduction). However, a sub store can only be
allocated to one sales location.
Meal Periods: Up to 6 serving periods can be defined per sales

location. When interfaced to a POS system the serving periods
maybe defined automatically. Serving periods are used when defining
the budgeted performance to be used in conjunction with the "Outlet
Performance Report".

16
Sales Item Groups
To provide maximum flexibility in the grouping of revenue data the

following sales item groups have been selected:
Over Group e.g. Food, Beverage

Major Group e.g. Hot, Cold, Desserts
Item Group e.g. Starters, Main dishes
Other Criteria e.g. Promotion, French
+ Note:
Over Group 1 = FOOD and 2 = BEVERAGE.
We have used these standards for some of our reporting. If you wish
to deviate from this standard then please consult your dealer for
consultation.
Numeric identity is added to the groups to facilitate the defining of

revenue groups in the reports:
Over Groups: 1- 9
Major Groups: 10 - 89
Item Groups: 100 - 999
Other Criteria: 89 - 99
The allocation of groups to sales items is made in the sales item

master data whereby the sales item groups are offered for selection
during the program.
+ Note: Revenue data is booked under sales item groups and

alterations to the sales group allocation will affect the group totals. It
is suggested therefore that any necessary changes to the sales
group allocations should be made before the start of a financial
period.
Sales Item
The Sales item master data does the following:
1. To identify revenue data and the sales item groups to which it

belongs
2. To identify recipes and are therefore the starting point for the
potentialusage calculation
3. They are the key to the automatic revenue data transfer
4. The names of the Intermediate product recipes.
The sales items are created as follows:
Item Number 15 digits

The sales item number should be the same as the number used to

17
identify the same item in the corresponding POS system. This

enables the identification when the revenue data are transferred.
Item Name 25 Characters

The description should clearly distinguish the sales quantity: "Dimple
4 cl"
Short Description
The short description of the sales item that will be found on the guest
check in the POS system.
Tax Code
The tax code referring to the percentage (use of compound tax rates
is also possible) to be removed in order to bring the gross price to a
net value. If the item has no tax rate confirm the code to be zero (see
"Taxes" for further information).
Gross Price
The gross sales price for the sales item. This price is suggested at
the time of manual revenue posting. It can of course be over written
when making the posting. This price will be suggested for the
calculation of the recipe, it can be overwritten.
Allocating to: Over Group, Major Group, Item Group and ( Other
Criteria s )
Intermediate Stock Item

If you use this item as a recipe transfer sales item, you can allocate
the recipe transfer stock item.
Allocated Stock Item

Where a whole storage unit is consumed at the time of sale it is
possible to allocate this stock item to the sales item. This "one to
one" allocation enables the potential usage calculation to be carried
out without the need for a recipe. This field has a dual purpose, it
could show the name of the "Intermediate Product" if this sales item
is used as the description for an intermediate product recipe.
Sales Mix Names
F&B MANAGEMENT offers the "Sales Mix" tool for the analysis of
menus or banquet menu offers. Sales items can be listed under one
"Sales Mix Name" for the purposes of sales price analysis /
calculation.
It is the sales mix name that is defined here in the master data. There
are 25 characters available for the sales mix name.
+ Note: Because the system sorts the names alphabetically, it is

possible to prefix the names with a key to help find the relevant
menu. E.g. S-XXX (summer offers) W-XXX (winter offers).

18
Evaluation Prices
All balances are recorded in the system at average price. It may
become necessary to evaluate the transactions and stocks at other
values , stock on hand valued at selling price. There is a special
usage analysis report which compares usage at selling price to the
sales from the POS system.
The evaluation prices are specific to item and store, and are entered
simply, according to the items which have been posted in a store.(it is
not possible to allocate an evaluation price to an item before it is
delivered to a store).
Two evaluation prices per stock item per store are permitted. When
updating the evaluation prices the current prices are displayed
alongside for comparison.
There are three methods to enter the Evaluation Price1/2:
Method 0: We allow to enter the Evaluation Price.

Method 1: A percentage can be entered and the Evaluation Price
will be calculated based on a percentage of the Last
Price.
Method 2: This method will recalculate the Evaluation Price

based on a percentage of the Average Price.
Example method 2:
Average Price= 10.00 Percentage entered: 200

Evaluation Price calculated= 30.00
The calculated Evaluation Price can be overwritten at any time.

Different percentages can be handled for Evaluation Price 1 and 2.
Max / Min Stock

For the purposes of order proposals and par-stocking, Fidelio F&B
manages a Maximum and Minimum stock level per item, per store.
When setting the Maximum stocking level you should consider the
lead time and frequencies for deliveries and the consumption of the
products. The jt "Usage Analysis Report" will help here for the
outlets while the jt "Main Store Audit Report" will help for the
main store.
Field Description:
Store The store for which the levels are to be set

19
From /To Item Group The range of item groups. It is possible to

call one item group for editing.
Min Quantity Only the items in the store are displayed.

Enter the minimum quantity.
Max Quantity Enter the maximum quantity.
Receiving Unit The receiving unit is displayed for your

information. This is useful if you want to set
the Min / max to the closest receiving unit.
Save Use u in the normal way.
Inventory Periods
The system uses periods to define the inventory dates. The periods
are defined by first entering the year and the number of periods it
contains. Up to 99 periods can be defined each year.
Enter the dates for each of the periods and save the entries using
u.
+ Note:
Please make sure that periods do not overlap !
It is not allowed to change periods from the past as of security

reasons.
If the Inventory Periods are amended in the Master Data, you must
restart the F&B program before those amendments become
effective!
Currencies
For installations using multiple currencies, it is possible to receive
goods in foreign currencies. The receipts are converted to the system
currency as they are booked, while the exchange rate at the time of
the booking is also recorded in a central file for future reference. In
this way the system can always report the value of the receipt in the
foreign currency at the time of posting.
In the currency table you can decide for which dates the valid of the
currency will be guilty.

20
The first currency is the house currency, it is always rate 1.000. and it
is defaulted by the system. The house currency is set up as part of
the installation. In Purchase History, Booking Journal and Invoice
Control you can switch, by using [Tab], between the house currency
and the special currency for that supplier.
Budget Editor
This function is designed to work in conjunction with the "Flash Food
Cost Report" and the "Outlet Performance Report". Both these
reports are called from the list selector on the jt. The latter
being only relevant to houses using the POS interface.
You are able to enter outlet budgets for turnover and covers for each
serving period and a food/beverage target for each outlet.
After selecting the function you will be required to enter the year,
period and sales location name.
The editor handles up to 6 serving periods and the total sales for the
first 5 over groups in your system. Enter the number of days the
outlet is open, the no of covers budgeted for each serving period.
With this data entered it is now possible to calculate the sales targets
based upon the average daily spend or the average check using p
or q.
Once the sales data is entered the food/beverage costs can be

calculated by using r.
There are some budgeting tools available in the s Menu:

Copy Actuals - the actuals from same period previous year can be
copied over. When you do this it is possible to apply a +/- percentage
to the figures.
Display Overview - here you can view the budgets for other outlets
over a range of periods.
Modify Covers - A +/- percentage can be applied to the budgeted

covers this will affect the average spend since the revenue remains
static.
Modify Revenue - A +/- percentage can be applied to the revenue.

The data is saved by leaving the screen via the last field or by using
the [PgDn]"key".
The budget may be printed from the jt list Selector "Budget

Report 1"

21
Quote Override Reasons

F&B Management holds vendor quotations for each stock item, the
lowest quote is offered at the time of ordering. If the Purchasing
Manager wishes to override the lowest (or preferred quote) then F&B
will ask for a reason code to be applied. The reason codes are
defined here. Typical examples are: "Better Quality", "Better Service",
"Out of Stock", "Can't deliver on time" etc...
Field Descriptions:
h Use the h -"key" to enter a new code.

Code Enter a code number 1-9.
Description Enter the reason description.
Save Using the e -"key".
Guest Categories
Used for Holiday Clubs and ships, where guests pay a fixed tariff for
the whole of their stay. This makes it impossible to calculate the cost
% of each sales item, instead F&B calculates the cost per person per
day. This feature defines the different categories of guest being
catered for. Each category is charged a different tariff.
Program instructions - Select Guest Categories:
h Enter a new category using h

Category Name: Description e.g. Adult, Child, VIP, Manager etc.
Incl. in Flash: The categories will be totaled and used as the

daily and cumulative revenue in the flash food
cost. Say "Y" here to include a category in the
flash cost.
Per Diem: This is the daily charge per guest.
Save: Save using e
Select Daily Guests:
Date: Enter the date of the revenue date. This has to

be done for each day. The number of guests
arriving and departing may only change on a
weekly basis, but usually there ate daily
adjustments to the in count.

22
Number: Enter the number of guests per category for

this date.
Value: The value will be defaulted base on the per

diem, the value may be edited.
Save: Save using u

23
Fidelio Food & Beverage Manual 6.20 Purchasing
Section III Purchasing

Purchase Orders
Price Quotes
Portfolio Management
Supplier and Item Notes
Purchase History
Orders on the Book
Deviations from Order
The functions relating to purchasing , purchase orders and ordering

are to be found under "Purchasing" in the main menu. Important
functions related to data entry, corrections and order summaries are
at your disposal. Thus providing an ordering environment which
keeps you informed of purchasing volume from your suppliers and of
particular stock items. F&B MANAGEMENT will not let you down
when it comes to price history, providing high, low and average price
information at the time of ordering.
The use of purchase orders will bring advantages depending on the

nature of your organization. The purchase order records the items
and their quantities, and above all the agreed price. The data entry at
receiving time is simpler and more effective because the purchase
order is presented at receiving time for comparison with the suppliers
delivery. The receiving data is already prepared and after any
necessary alterations can be posted directly into the system as a
receipt posting. The system automatically prepares a log of
deviations from the purchase order, which can be used to measure
the performance of the suppliers.
The individual functions of the purchasing module are described in

the following section.
Purchase Orders
The next three functions (Order Requests, Allocate Orders and Order
Authorization) work together and form an advanced ordering module
which works to optimal performance when used in conjunction with
supplier quotes.
The steps are significant, you will certainly require consultation from
your dealer / installer to decide if this method of purchasing is
appropriate for your operation. Here is a short overview:
©Micros-Fidelio Software, March 1998 1

Purchasing Fidelio Food & Beverage Manual 6.20
1.Order request
The operators make order requests to the purchasing manager
2. Request Authorisation
If the flag of the parameters "Request Authorisation" in FBMNT is set
to "Y", you have to authorize the request before you can allocate it.
3. Allocate Requests
The purchasing manager can pickup the requests, merging them
together where necessary, and allocate suppliers and prices to the
requests. The system will do this automatically if the price quotes are
kept up to date.
4. Print the purchase order

At this stage the merged POs could be sent off to the suppliers.
However, the system can be set-up so that the official order can not
be printed before the costed PO request is authorized by
management.
5. Order Authorization
The costed PO request sits on the system and must be authorized by
a higher authority. 3 levels of authority exist. Let us call them:
1 (lowest) Purchase Manager

2 F&B Manager
3 General Manager
The Purchasing manager cannot print the official PO until he and the
other authorities have authorized the requests. There are some
system defaults which simplify the authorizations, for example you
can say per stock item how many signatories the item requires. Items
requiring only 1 signature, such as fresh fruit and vegetables are
defaulted as authorized at all levels and the purchasing manager can
simply order them.
Another default, is the number of signatory levels in the hotel.
Furthermore the Purchasing Manager has rights to correct the PO

once it has been fully signed off. This sounds strange but imagine the
case of PO request from the Kitchen Chef for 500 g Caviar. The
General Manager comments it is too much and recommends 250g.
The F&B Manager comments that it is too much and recommends
400g. The Purchasing Manager must now decide how much to order.
A wise man would order 250g. So it is in this way that a signed off
order is corrected by the Purchasing Manager.
Hotel policy could be that the PO request be adjusted and
represented.
5. Printing PO
The Purchasing manager prints the Official PO.
When Authorizations are set up, then Official (All) POs are printed
from the Order Authorization option. This means that the functions
2 ©Micros-Fidelio Software, March 1998

Order Entry, and Order Proposals can still be used but they cannot
print official POs, instead they print a PO request which must be
authorized and printed using Order Authorization.
Order Requests
Under order requests we handle remote requisitioning too. This will

be covered directly after the Order Authorization section.
An order request is normally based on a profile from the order

portfolio, but single items can be entered, you also can get an order
proposal based on maximum and minimum stock.
Programming instructions / Order Requests:
Order: Select "Order Request" a list of previous requests is

displayed. If this is the first request in the system then press h to
create a new request.
If you use a password in F&B MANAGEMENT for the users, you

have to enter the password. An order request can only be picked or
changed by the same user. Order requests that are already
authorized or ordered can only be shown by using t .
Base requisition on Min./Max. Stock: Enter the receiving store,

from item group to item group (always select all item groups if no
specified order) that should be ordered and the delivery date. The
systems shows the order proposals based on the maximum stock.
Select: Select portfolio / market list, and chose the relevant profile.
It also possible to request single items, in this case say "N" to this
option and select the items from the normal pick boxes.
Delivery Date: Enter the date when the goods are expected to be
delivered
Quantity: The cursor lands automatically on the Quantity field. Enter

the quantity desired.
Edit: New items can be added to the profile, where a zero quantity is
entered there will be no request made.
? Find: Using the ? command allows you make a search for an

item, this is very useful when working through large profiles, such as
the market sheet.
u Save: Save with u You can print a record of the request. The
system will ask for the description of the request.

Additional information:
Total: The total value of the order request based on the actual
average price.
Line total: The line total of the selected item.
Last price: Shows the last price of the selected item with the delivery
date.
Average price: Shows the actual average price of the selected item.
Actual stock: The actual stock of all stores.
+ Note:
Now the request goes to the Purchase Manager where suppliers and
prices will be allocated to the orders. In order requests the person
having made the request can view the status of his request as
follows:
Order Request: Select "Order Request" A list of previous requests is

displayed. The order request, its request id and status are displayed.
Changes and additions may still be made to the request at this stage.
Once a request has been handled by the purchasing manager, it may

not be changed. Any changes must take the form of a new request.
O shows the order status
A shows the authorisation status
! the request is fully allocated.
% the request is partially allocated.
e To see more detail of the request key.
Request Authorization
In "Request Authorization" order requests can be authorized by the

heads of departments. To activate this function, you have to set the
following system- and user parameters. "Request Authorization" in
the system parameters in FBMNT to "Y". This function can be limited
on defined users. In FBMNT, user set up: the parameter "Request
Authorization" has to be set to "Y". If this function is not in use, there
is no access.

Start Date End Date: That is the date of the order request. The
system defaults the End Day as today and the Start Day -3 days. You
can overtype this default.
Display: The system displays the “To store issues order requests”
made in the date range that are not authorized yet. Select the
requests using e.
Store: The receiving store.
O Order status
A Authorization status
% partially authorized/ordered
! fully authorized/ordered
Type RE= Order Request IS= Issue Request
Mark the order request with e and then use u. The system
shows you the item, unit, requested quantity and the actual stock of
the receiving store.
Additional information:
e Single items will be released
p Changes the requested quantity
st Toggles all item on/off
? Finds items
u Saving and printing
[Esc] Quits the function without saving
Total Shows the total value of the marked items.
Line total Shows the value of the item where the cursor is
situated
Last price Shows the last price of the item where the cursor is on
Item Number The item number.
Request ID The actual order request number.
To Store The receiving store.

Allocate Requests
The function "Allocate Issues" comes under this heading, it is

described at the end of this section, after "Order Authorization"
Once the order request has been made the Purchasing Manager can
call the requests to screen and select multiple requests to work on. A
good example would be three Sous-Chefs in the Kitchen have
submitted order requests for banqueting, main production kitchen
and the coffee shop.
The Purchasing manager can call all three requests to the screen
simultaneously and have an overview of all the items. The items
appear on the screen in group and description order so he will
automatically be presented with the items sorted in a logical
sequence to support his ordering.
Program instructions / Allocate Requests - Allocate Orders:
Enter request number or
Start / End Date: The system asks for the start date and end date
this is the range of dates to capture the request dates. The system
defaults the end date as today and the start date -3days.
Display: The system displays the requests made in the date range.
Select the requests using e and u. Multiple requests may be
selected.
Prices: The System allocates automatically the Quote Prices and if

no Quote available, the Last Price will be taken. If there is also no
Last Price, the price field is left empty.
FNote:
The Purchasing manager now has a complete overview of the
requests and can edit the requests and change the suppliers
recommended by the system.
e: By simply using e you can mark and unmark the request. If

it is unmarked it will not be on the order.
p Enter Quantity: By using p you can change the quantity, the

unit price and the discount for one line.The cursor moves
automatically to the next line.
q Summary Supplier: Shows the value ordered by supplier.

s Menu:
Change supplier: Select and change the actual supplier.
One supplier: Selection of supplier, the selected supplier will be

allocated to all items.
Change Date: Change the delivery date of all or of one item.
t Pick Quote: Displays the quotes of the item where the cursor is
situated. With e you can select a supplier. Automatically the new
price and supplier will be allocated. You are asked to enter a reason
code.
With a current supplier selected you can use e to unmark the

system supplier suggestion and replace it with the current supplier.
? Find: This function will open box for you to enter the search
criteria. Enter the first few letters of the article and the system will find
the closest match.
h Add: New items can be added to the PO.
u Save: Upon saving the usual questions about discounts and

Extra charged will be asked if these functions are switched on. A
summary of the POs id displayed. At this time it is possible to edit the
order reference, payment terms and the delivery terms for each of
the suppliers. Quit this box with [Esc].
Merging: The Order requests were automatically merged for the

Purchasing Manager to see the requests together, now the system
would like to know if the POs should also be merged. Say "Y" here
and the system will make one PO for one store with all the same
items merged together. Say "N" and there will be one PO but the
orders for the items are shown separately with each store clearly
indicated. In both cases the system will produce separate POs for
each supplier.
Official PO: Official POs can only be printed at this stage if the
system is not set-up for Order Authorization. When this is the case
then the POs take the form of a request and they must be authorized.
This is described in the next section
Order Authorization
The request POs now have suppliers and prices allocated. The
managers should sign off the requests now before an Official PO can
be printed and sent off to the supplier. When you are using the
interface to TOBIT Fax Software you can directly send a fax order to

your supplier.
Set-up The set-up at installation will determine how this function

behaves. Here is a summary of the options:
• The stock items can have up to 3 levels of authorization. The

daily items probably require no authorization, so in effect there
are 4 levels.
• There can be up to 3 signatures required to authorize and order.
Practice how does this apply?
Say that full authorization is in effect i.e., all items require 3

signatures, and that 3 managers are required to sign, let's call them:
level 1 (lowest) Purchasing Manager

level 2 F&B Manager
level 3 (highest) General Manager
Then a PO request can only be printed as an official order when all

three managers have given their authorization for all items.
Say that 3 managers are required to sign off the PO requests but
some of the items only need 2 signatures and some require no
signatures. In this case the There is nothing for the General Manager
to do, and the F&B Manager will only have to authorize the items that
require 2 signatures. The Purchasing Manager will have to sign off
the same items as the F&B Manager. The items that require no
signature are automatically defaulted by the system as authorized at
all levels.
Program Instructions / Order Authorization:
Level: The level of entry to this function is determined by the login

name of the operator. The system will detect your name and the level
of authorization. Enter your password. The levels of authority and the
passwords art set in the maintenance program.
Date: Enter the range of order dates you wish to view.
Display: The display shows you the PO requests by supplier and the
total value.
Global: Simply keying e will mark all the items as authorized
Items: Key t to view the individual items. Keying e will

authorize the items. Save with u
Text: r You may wish to authorize an item and place a comment.

Fully authorized but change order 50 Kg less bananas. This way the
authorization is quicker.
Printing: The Purchasing Manager reviews the comments of the

other managers and may make corrections using s before saving
with u and printing the official orders. The question "Print Real
PO?" is referring to the custom written POs as opposed to the
standards delivered with the system.
If you want to send a fax directly to the supplier, you should have
activated the Tobit faxware interface. Select the "printer" Tobit
FaxWare. The system displays the supplier and the faxnumber.
Please check the entries. By pressing e twice, the fax will be
send to the selected supplier.
To Store Issuing
This refers to say the Barman who goes to a work station, logs into
F&B Management and makes an "Issue Request". Known as a store
to store request. Here he requests the items he requires and the
storekeeper can review the request and edit it before making the
issue.
Programming Instructions / Order Requests-Store to Store:
Store: The person making the request enters the name of the store
to receive the products.
Min/Max: If a POS system working with automatic stock reduction is

employed, then the calculated stocking levels will have been reduced
by the sales. In this case you can base the suggested issue on
Max/Min stocks
Portfolio: Say "Y" and you can load a list of standard items used by
this store. The lists are defined in the "Port Folio Management"
function.
Say "N" and you will be asked to enter the individual items required.
Date: Enter the date the items are required for
Editing: The quantity required. If the request is based on Max/Min

stocks or a profile the quantity is edited using p.
h: Inserting or appending new items is done using h or +.

Use c to delete a whole line. Requests with zero quantities will
not be processed. Use ? to start the search

Save: Use u to save and print the request. You will be asked to
enter a description for the request. A good example is "Bar Name
01.04"
+ Note:
The request is processed by the Allocate Requests / Allocate Issues
function. It will not require authorization by other managers, it is
simply reviewed and edited by the Storekeeper.
Allocate Issues
Date: Enter the range of dates for the issue requests
Select: Select the request you wish to work on. It is possible to select
more than one request. Save with u
Display: The screen shows the items listed by store order (in the
case of multiple requests being loaded for different stores) and in
group order.
Edit: p
use this key to access the quantity field. Further use of
e will step through the lines.
? Search: Will start the search function
Save u: When the request is saved using u the request is posted

as an issue and can be viewed in the booking journal in the normal
way.
Intermediate Product Request

For IP Request and Allocation a new function has been developed.
The IP Authorization is part of the already existing “Order and Issue
Authorization”. Portfolios can be used to define an IP Request. The
IP Allocation function displays the “requested” as well as the “issued”
quantity. The system does not check for the actual stock on Hand of
the ingredients of the “From Store”.
Program Instruction:
The use of IP Request, Authorization and Allocation function is

similar to the normal Issue Request, Authorization and allocation
function. Please refer to the F&B Release 6.00 Main manual. In the

Request Authorization function you will see a new Request Type:

IP=Intermediate Request.
+Please note
that in the Allocation function, the “issued quantity” results in charging
the “To Store” with the IP Product and the relevant Recipe cost and
the “From Store” is debited with the appropriate ingredients. If the
F&B Operation requires a transfer of the “made IP item” the normal
Issue Request, Allocate function is used, after the IP was created in
the “Transfer/Create IP” function.
Delete Orders
This function is selected from the "Options Menu". Order data which
is no longer required may be selectively deleted.
1. Delete Order by Supplier

Purchase orders for specific suppliers are deleted. Any corrections
related to these orders will also be deleted.
2. Delete Order for All Suppliers

All purchase orders falling within the defined time period will be
deleted. The related order corrections will also be deleted.
3. Delete Order by Number

All purchase orders falling within a range of order numbers
4. Delete Order Corrections

The order corrections and deviations will be deleted.
5. Delete by Purge Days

It is possible to define per supplier how long orders should be kept
after being created regardless if the orders are delivered.
Some background information concerning the order data:
Storing and purpose of the order data

The order data is created and saved at the time of order entry and is
required principally for the order information. The data is also used
for the goods receiving function, and as the items are delivered the
order data file is kept up to date. The goods receiving data and the
information for the purchase history is recorded in the transactions
file.

Storing and purpose of the order corrections

Where corrections are made to purchase orders, or where deviations
from the purchase order occur, data is written in the order corrections
file. This file contains, therefore, the relevant data for order
corrections and deviations from the order.
Program Instructions:
Delete Order by Supplier: This function allows the deletion of order

data for a specific supplier. As a matter of course complete purchase
orders will be deleted.
Since a purchase order can contain items to be delivered on different

dates, only purchase orders where all items are to be delivered on, or
before, the entered date will be deleted. Having entered the delivery
date, it is necessary to mark the relevant suppliers. Use e to
mark/unmark the suppliers. Marked suppliers are denoted by a "tick".
The deletion is then started using u.
Delete Order for all Suppliers: This function is as above except that
no option is given to delete for a specific supplier.
Delete Order by Number: Enter the supplier and the range of PO

numbers to be deleted. Only POs belonging to the entered supplier
will be deleted. The range need only be one PO, making it possible to
delete single POs
Delete Order Corrections: This function deletes data from the order
corrections file. The delivery date refers to the date upon which the
deviations were created i.e., the date of receipt.
Delete by Purge Days: It is possible to define per supplier how long

orders should be kept after being created regardless if the orders are
delivered. The purge days are defined as part of the supplier master
data.
There is no additional required by the system, it will delete all POs

which are older than the number of days entered for the relevant
supplier.
Order Proposals
The Option "Order proposals" has two functions:
1. Suggests the supplier with the lowest quote for a profile from
the order portfolio.
2. Suggests the order quantity and the supplier with the lowest
quote for a store and a range of item groups. It could suggest

the spirits order in the main store based on Min/Max storage

levels and vendor quotes
The Market Sheet / List - Portfolio
By combining a portfolio order with the order proposals / quotes it is

possible to reproduce the ordering by market sheet system as used
by most large hotels. Here is the sequence of operations:
1. Create a portfolio order for the items you wish to have on he

market sheet. The sequence in which you enter the portfolio will be
retained and reproduced in the order proposal screen when
quantities and prices are allocated.
The market sheet does not have to be complete, using separate lists
for Meat, Fruit and Veg, Fish etc.. makes the market sheet more
manageable.
2. Enter the supplier quotation prices using the "Price Quotes"

function.
3. Use "Order Proposals / Default Portfolio - Yes" to call up the

market sheet. If your price quotes file is up to date then the system
will automatically select the best supplier for each item on the list.
You can edit the systems proposal.
Program Instructions /Proposing/ Suggesting a PO:
Store: The store for which the order is to be placed.
Select: "Select portfolio or market list". Answer "Yes" and the system
will prompt you to select a profile from the portfolio.
From Item Group To Item Group: Select the required item groups.
The order is perhaps only for spirit.
Get Supplier Info. From/ To/ Order Days: Enter the period of time
you want the supplier infos from. The system displays the cheapest
and the last two purchases. The order days is the number of days
advance orders on the book should be displayed in the proposal for
reordering.
Display order proposals only for items below the minimum

quantity ?: The following question is asked "Only display order
proposals for items below the minimum quantity" "Yes": Only those
items with a calculated stock-on-hand lower than the minimum level
defined for this store will be displayed. "No": All items corresponding
to the defined store and groups will be displayed.
Delivery Date: Enter the delivery date of the order.

Display: The system now shows for each item; the actual stock on
hand, minimum quantity, maximum quantity, orders on the book and
the recommended reorder quantity. Above all the system will pick the
supplier with the lowest quote.
p=Order: The System suggestion can be edited. To change the

suggested supplier move the cursor to the item and key p Order.
More information about the article is shown including some price
history which may help your decision. Select one of the displayed
suppliers or pick any other supplier using h.
r =Edit Details: The suggested details can be edited by

overwriting.
s= Menu:
1.Supplier Information: If there is a supplier note, it can be shown

here. You also can add any text to the selected supplier.
2. Item Information: Same as supplier info. for items.
3. Orders on the Book: Dispalys the orders on the book for the
selected item.
4. Quotes/Supplier: Only available in portfolios
5. Use one supplier: Only one supplier will be selected.
6. Global Discount: You can enter a global discount for all items. All
other entered discounts will be over-written.
7. Usage Information: (See Cost Management Usage Infoamtion)
u=Save: Use u to save. The system will display a summary of the

totals ordered from each supplier, you can quit here with [Esc] and
make further change if desired. Separate orders for each of the
suppliers will be printed. As with Order entry there is the option to
enter extra charges and to print on the hotels customized PO format.
Simple Order Entry

This function is the simplest way to create a purchase order. There
are other methods which are based on order requests and proposals
using par stocking. There is also an option to create Non-Inventory
item orders too, which is detailed in this section. The other purchase
order creation methods are dealt with under the relevant sections.
A purchase order can comprise items which are to be delivered on

different dates. When the purchase order is called to screen for the

purposes of goods receiving it is possible to select it according either

delivery date or purchase order number. Purchase order numbers are
allocated automatically by the system when a purchase order is
created or saved. The purchase order number is consecutive running
from 1 to 9999 and can be reset at any time in the maintenance
program.
Organization of the Purchase Order Data
There are two ways to make a purchase order:
1. By supplier (Order Entry) whereby the supplier selection is made

before entering the items on the purchase order. e.g., where a fixed
contract or an agreement has been made to use a certain supplier.
2. By Item (Order Proposal) whereby you select an item, or a list of

items using a profile from the order portfolio and the system
recommends which supplier to use based upon the lowest price
quote. The system will also suggest the order quantity based upon
the setting of Max/Min stocking levels
In both cases the delivery dates on one purchase order can be

mixed. We offer the option to call a PO at receiving time either by PO
number or by date.
Order Entry (By Supplier) Stock Item Orders
Program instruction:
Supplier: Select the supplier for the purchase order.
Order Date: The Date upon which the order is placed.
Order Reference: 10 characters to signify who has placed the order
Message: "Select portfolio or market list" If you answer "Y" then you
will be presented with the standard orders in the portfolio.
Delivery Date: The date on which you wish the supplier to deliver
Price: Portfolio: The prices as saved when the portfolio was

of orders. Orders can be entered into the Order
Portfolio at the following places in the program:
Last Price: Last price received, not necessarily from

this vendor.
Quote Price: If you select Quote Price the system

displays the quotes from this vendor for the items in
the portfolio as entered in the "price quotes function".

Editing: The system will reproduce the order profile in exactly the
same sequence as you entered it in the standard profile, with the
selected prices. You can edit any of the fields in the order.
Find Item: You can speed down to other items by setting the cursor
bar with [Esc] and using ? to find items. When you find the desired
item, it is best to reset the cursor using p-"Enter quantity key".
Rather than simply pressing e because this will lead you the date
and unit fields again.
Add h: New items can be added to the order.
Delete c: Unwanted items can either be deleted or set to zero

quantity, items with zero quantity will not be printed on the order.
Message: By answering "No" a new order can be made.
Item: Enter or select the relevant stock item to be ordered.
Delivery Date: Delivery date: enter the relevant delivery date. In

cases where the delivery date cannot be specified , 3rd week March,
then enter the date of the first day of this week. Note: there is a
calendar for reference on o.
Unit: The "Receiving" unit as defined in the stock item master data
will be suggested. By using the w"key" it is possible to spring back
to this field and enter (or select) any of the available units.
+ Note:
Sometimes the order unit is not the same as the receiving unit. e.g.
order 150 each trout 12-14 oz / receive 123 lbs trout. In this case you
can order the items as "each" and at receiving time switch the unit to
lbs.
When you do this there will be a deviation from order reported if the
% value is greater than the allowed deviation % set in the item
master data.
Quantity: Order quantity.
Unit Price: The order price per unit.
Discount: It is possible to spring back to this field using w and

enter a discount %.
Store: Enter or select the relevant store.
Note: Text can be added to each order, by using the "Order Text"
function under the s Mini Menu.

Additional Functions:
q =Gratis Receipts: This function can be used for ordering items

which are known at the time of order to be complimentary. An
example would be beverages provided by a brewery at the time of a
product launch. The average price will be handled at receiving time
as described on page *** under "Gratis Receipts".
The function may be used anywhere in the purchase order with the
exception of the first item and is accessed by first setting the cursor
bar and then using q. While using this function no Unit Price or
discounts may be entered. The Gratis receipt mode remains set for
all subsequent order entries. The normal mode is resumed by setting
the cursor bar followed by using h.
r=Line Total: In cases where only a sum total is available for a

quantity of an item this function will calculate the unit price. An
example would be a delivery with anticipated freight costs included in
the sum total. The function is activated when the cursor is in the Unit
Price field by pressing r. Simply enter the sum total for the item
and the system will automatically calculate and enter the unit price.
s = Menu: Set the cursor bar by using [Esc], followed by s.

The following options are then available:
• Supplier Information (See "Textual Information")

• Item Information (See "Textual Information")
• Supplier Purchase Hist. (See "Purchase History")
• Item Purchase History (See "Purchase History")
• Orders on the Book
• Stock-On-Hand
• Global Discount Any previously defined (item) discounts
will be over ruled.
• Order text To appear on the PO printout
• Save to Portfolio
• Set all / one Account-No. Allows to define the G/L code for
ordering / receiving, Press etwice
and select the BO Account number.
You can set G/L codes for either the

whole Purchase Order or individual G/L
codes for single items. The function is
activated with the entry of a Back Office
Path in FBMNT.EXE. Back Office is
now in the position to read the Item
Receipts.

u=Save: The order data can be amended, added to or deleted at

any time before saving using u.
Prompt: When the order is saved the may be a prompt that you have
forgotten to apply a discount if this is set up in the supplier master
data. The prompt will also advise if you have ordered a low value
which does not qualify for the discount.
Freight: Extra charges could be prompted if this parameter is set. If

you answer "Y" then you can enter up to 5 additional charges as
defined in the setup. Each charge may be applied by % of the total
order value or as a fixed amount.
In either case the charge may be posted to a separate account or

scaled across the cost of the items on the order on a weighted value
basis.
Printing: "Do you wish to print?" Answer "Y" and you will be asked to
select a printer (or fax gateway if installed). Select the printer
Next you will be given the option to print a "real purchase order". This
is a custom order form defined by the installer. If you answer "N" then
The PO is printed along with any corresponding text which may have
been entered.
Authorization: Depending upon the set up it may be necessary to

obtain authorization before printing a PO. In this case a PO request is
printed. Where Fidelio F&B has been set up to seek authorizations of
POs, then you are only allowed to print an official PO from the "Order
Authorization" option.
The purchase orders can be printed at a later date using the lists and
reports program.
Display / Correct Simple Orders

This function displays existing purchase orders on the screen. The
display shows which items were ordered and if any of them have
already been delivered. At the time of display it is also possible to
amend or delete items and to insert new items.
Corrections are stored in a corrections log and can be printed out at

any time using the reports and corrections program. The order
corrections log shows both the original and the corrected order
record.
For hotels using "Order Authorization" this function will only show
official placed orders.

First select the relevant supplier.
Order Number: Enter the purchase order number of the desired

order. By using e all purchase order numbers and the
corresponding order dates for the selected supplier are displayed.
Selecting the required purchase order is now made simple.
Order Date: The order date is displayed automatically.
The purchase order, with all ordered items is displayed on screen. At

the end of each line the following additional information is provided:
Additional Information:
* Indicates that the item was corrected.
% This item is part delivered.

To find out the status of this item, position the cursor bar at
the relevant item and use s to call a menu and select
"Deviations" The deviation from the original order is displayed,
this means the amount still to be delivered.
! These items are fully delivered.
& These items were over delivered. To find out the status of this
item, position the cursor bar at the relevant item and use s
to call a menu and select "Deviations" The deviation from the
original order is displayed, this means the amount over
delivered
Add-h: Additional items can be included on the purchase order.

The system recognizes these additions as corrections and therefore
when this function is recalled a "*" sign is displayed.[Esc] quits the
insert mode.
Deleting an Item: First position the cursor bar at the item to be

deleted, followed by using c. ! Note that the deletion is only
effective when the data is saved using u.
q=Gratis Receipts: This function can be used for items which are
complimentary. An example would be beverages provided by a
brewery at the time of a product launch. The average price will be
handled at receiving time as described on page *** under "Gratis
Receipts" The function is accessed by first setting the cursor bar and
then using q. While using this function no Unit Price or discounts

may be entered. The Gratis receipt mode remains set for all
subsequent order entries. The normal mode is resumed by setting
the cursor bar followed by using h.
r=Line Total: In cases where only a sum total is available for a

quantity of an item this function will calculate the unit price. An
example would be a delivery with anticipated freight costs included in
the sum total. The function is activated when the cursor is in the unit
price field by pressing r. Simply enter the sum total for the item and
the system will automatically calculate and enter the unit price.
Mini Menu - s: Comprises the following functions:

* Correct * Deviations from order
* Extra charges * Order Text Enter relevant to the PO
Corrections: Only items which are not delivered (fully or partially)

may be corrected. Set the cursor bar at the relevant position and
press s and select "Correct".
It is now possible to correct the delivery date, unit, quantity, price and
the store. The correction is saved by using u. The purchase order is
now updated with the correction, and a record of the original order is
written in the purchase order correction log.
The corrected items are indicated by the "*" sign. The correction
function is exited using [Esc] until the question "Quit without saving"
asked.
Deviation From Order: This function applies to all items displaying

either "%" or "&" and will display the respective over/under delivery.
Set the cursor bar to the relevant item before using s, followed by
selecting "Deviation"
Save - u: If any changes were made to the purchase order they will
be saved by using u.
Non-Inventory Orders
Often you need to order items which are never taken into stock.
Examples are services or one off purchases. This feature allows you
to define the items freely (names up to 40 characters) you wish to
order, along with a detailed description. The order is then saved and
can be recalled at any time for editing and reordering.
Supplier: Select the supplier for the purchase order.
Order Date: The Date upon which the order is placed.

Order Reference: 10 characters to signify who has placed the order
Select: If the PO is a repeat select the corresponding one. If it is a

new one, press h.
Item: Type in the item description, 40 characters are available.
Text: Use r to enter additional descriptions
Delivery Date: Date on which the goods / services are required
Unit: Units can be selected from the master data. It is useful to have
the unit "Each" created in the units table.
Quantity: As required. In the case of services "1" is the logical

Quantity
Unit Price: The supplier price.
Discount: The supplier discount.
Store: The destination (department) destined to receive the services

/ goods.
Save: u to save
Line total: Shows the line total of the item.
Total: Shows the total of the order.
All entries can be amended, added or deleted at any time by using

[Esc] or c.
Additional functions:
p=Invoice/Uninvoice Individual; q=Invoice/Uninvoice All: p

allows to invoice/uninvoice single items. q for all items.
t=Change Date: changes the delivery date of one or all items.
sMenu:
• Extra Charges: If the flags for extra charges are set, you can
add extra charges here.
• Set all / one Account-No.: Allows to define the G/L code for
ordering / receiving, Press etwice and select the BO Account
number. You can set G/L codes for either the whole Purchase
Order or individual G/L codes for single items. The function is

activated with the entry of a Back Office Path in FBMNT.EXE.

Fidelio Back Office will overwritwe the G/L account table defined
in BO for A/P.
Items and POs that have been invoiced can not be changed any
more. There are reports in the report program where you can find
information about non-inventory-items.
Price Quotes
Working with price quotes to determine the best vendor is a sound
policy, entering all the quotes might be quite time consuming though.
Many vendors issue a price quote at the start of the week, if this is
the case it would be beneficial to enter the weekly quotes to
determine the best supplier for the week.
The price quotes entered here are used to evaluate orders in these
sections:
Order Entry, using a standard order form the Order Portfolio.
Order Proposals, using min/max stocks or a standard order from the

Order Portfolio Allocate Requests, where requests to place orders
are priced out using the lowest vendor quote
In most cases there will be a choice of pricing methods:
• Portfolio - the prices entered when creating the portfolio

• Last Price - the last purchase price for this item
• Quote File - the lowest quoted price for this item
The handling of price quotes when placing orders is handled in the

relevant sections.
When you enter the "Price Quotes" function you will be offered two
options: Quotes per Supplier or Quotes per Item.
Quotes/Supplier
Here you are asked to select a supplier and enter this supplier's price
quote for each of the stock items. The function works as a display of
both the current quote and the quote history.
Supplier: Select the supplier you wish to view or enter the quotes for.
Use Portfolio? If you want to use a portfolio, see “Use of Quotes

Portfolios” for further description.
Item: Enter the item or select from the pick box.
Unit: The stock unit will be displayed, as the unit of quote. It is

important to convert quotes to the lowest unit in order to compare
quotes in the "like foe like" sense. If only vendor quotes apples by the
case and another quotes by the kilo, it is necessary to convert the
case price to a kilo price in order to make a fair comparison.
Last Price: Displays the last price paid, not necessarily from the
current supplier.
Quote: Enter the supplier quote for the stock unit of the item.
Preferred: This field indicates whether a quote should be treated as

“Preferred” - means even if the quote is higher than other supplier
quotes for that item - it gets allocated. The field has been used for
instance if Company wide contracts are existing with certain
suppliers, which sometimes have, due to various reasons, higher
prices than local suppliers.
In order to provide a more sophisticated Set-up, the new “Preferred”

function allows to define “preferred” with a ranking from 1 to 9. 1
represents the lowest preferred, going up to 9, which presents the
highest preferred. This allows a more detailed distinction between
the various available quotes. If preferred is not used we recommend
to use the default of 1. The “Preferred” can be changed at any time.
At supplier / quote allocation time the system scans through the
quote table and allocates the correct quote taking the above method
of “Preferred” into considerations.
Discount: In order to compare like with like the comparisons are

made net of discount. If a vendor is offering an item discount enter
the % here.
Pay Price: This is the price net of discount which will be used as a
comparison with other quotes.
Start Date: The date when the quote becomes effective. It could be
that price quotes are given on Friday for the following week, in this
case the quote may be entered in advance.
Expiry Date: Enter the date when the quote ceases to be effective.
+ Note:
If there is more than one quote for the same date range then F&B will
select the last entered one. If quote ranges overlap then upon entry
of the latest quote the previous quote dies. This is also the case if the
date range of the previous quote extends beyond the current quote.
Vendor article number p: After having entered the items you can

enter a special vendor-article code (these codes can be printed on

the purchase order).
Quotes/Items
This is the same as the Quotes/Supplier function but wed from the
item perspective.
Use of Quote portfolios
After the definition of the quote portfolios has been done (see
“Portfolio Management”) they can be used for fast quote entries in the
“Quote / Supplier” function.
The System asks to load / use a portfolio for quote entries. If this
option is not welcome this time, say “NO” and follow the usual entry of
quotes. If a portfolio gets loaded - pick the appropriate from the pick
list -
p Allows to enter the updated prices very easily per item.
r /s In order to set the validation dates for the quotes rcan be

used to set the start and end date for individual items ors to
set the dates for all items within the portfolio.
c Allows to delete an item from the quote entry.
Items without validation dates are ignored in the quote file. Once the
entries a done, save with u. The system allows to also update the
original quote portfolio with the new entries (prices, preferred, delete
items). Please proceed as required. The system calls the quote entry
function. If there are now changes to be made on an individual item
level, or some items were not in the portfolio, please proceed as per
the Quote entries description before. If no further changes are
required save with u.
Text for Quotes

The quote function allows to enter a text on both levels. The general
supplier item link and on the individual quote level. Both entries are
activated using r. The text is saved with bW. As message
“Text available” on the bottom of the screen indicates the existence of
any message.

Portfolios can be defined for:
• Receipts
• To Store Issues
• From Store Issues
• Intermediate Product
• Revenues
• Quotes
The order portfolio contains profiles of standard orders which can be

used to greatly speed up the entry of orders and order requests.
The portfolio also contains standard profiles for store to store issuing,
intermediate product recipe issuing, revenue entry and price quotes.
Select: The profiles are created according to your specifications.

Once a profile is saved it can be picked here. To create a new profile
press h and proceed.
Item: Pick items from the master data, and enter the relevant unit.
Quantity: You are allowed to enter a zero quantity so that the

quantity may be entered when the profile is used. If a quantity is
entered it may be over written when the profile is used.
Price: A zero price is normal since the price is entered by the system
when the profile is used. There is always a choice of pricing methods.
Last price, quote price or portfolio price. In the case of the latter this
refers to the price entered here.
Discount: If a true standard order is entered, and supplier discounts

are known then the discount may be entered here.
Store: The destination store to which the goods are to be posted.
u Save: Save the Price Quote using u

+ Note:
The entry screen is the same as the transaction screen to which the
profile pertains. The other profiles for Store to Store, Store to Store
Reverse, Intermediate Product Issuing and Revenue Entry follow the
same principle as the Order Profile

Portfolio for Quotes
The different Portfolio Management functions - Receipts, Issues etc. -

are part of a proper Menu call function, which allows to give / deny
access to it on a user level. The function called “Quote” has the idea
to provide a portfolio for quotes. It is quite obvious, once the function
is used for the first time. It allows to enter standard quote lists from
supplier much faster.
For the first Quote portfolio at all, pick the respective Supplier, the
quotes are getting defined for. If there are already quote portfolios
defined, press h to add a new portfolio. Within the quote portfolio
add the appropriate items from the Supplier quote list. The system
defaults the receiving unit and “Preferred” as 1. Please see “Price
Quotes” for the usage of the “Preferred” function. Enter the price and
if applicable the discount. The system calculates the “to be paid”
price. If now actual prices are available, the system default to 0.
Save the entry with u and define a unique name for the quote
portfolio. The portfolio is now save under the Supplier and Portfolio
name.
Additional functions:
The quote portfolio pick list is sorted by Supplier / Quote Portfolio

Name. With e an existing portfolio can be selected. Within the
portfolio prices can be changed very quickly with q. h and +
allow to either insert an item above the cursor position or append and
item. Please note when saving back the portfolio the system prompts
the portfolio name and asks for confirmation to overwrite the “old”
portfolio. Within the Quote Portfolio pick box pallows to copy an
existing quote to another supplier. This might be very helpful since a
lot of suppliers within a certain line deliver a similar range of products
e. g. Meat suppliers. Please pick the appropriate supplier. Note: the
same vendor is not allowed. Enter a new description. The portfolio
quote description is unique per supplier. We recommend to have
Quote Portfolio Names like “Meat” for all Meat items and simply
append the name of the supplier to make the portfolio name more
meaningful.
c deletes an existing portfolio.
There is no limitation for quote portfolios.

Supplier and Item Notes

Information pertaining to either suppliers or stock items can be
recorded here in a similar way as an index card system may be used
to store facts. There is no limit to the amount of information which
can be written. The information can be written under an organized
heading plan, which the system will use as search keys when you
wish to recall the facts.
Here is an example of a heading plan for a supplier:
Contact Person:
Product Range / Prices:
Contractual Conditions: Information:
Enter the relevant information under these headings.
This information is then made available while writing purchase

orders.
The program instructions for stock items and suppliers are the same:
Select either "Supplier Information" or "Item Information", followed by

the relevant supplier or item
A query box will open asking you to define other criteria for the
search. This is very useful for locating particular types of items. i.e.
all imported,frozen, fruit. If you don't wish to use this function simply
press [Esc] and the program will continue.
Select the supplier/item.
The screen is now available for typing. The information can be typed
in using the following keys:
Position the Cursor in the Text Field: Use the cursor keys for up,
down, left and right, and e for starting a new line.
Saving: Saving is performed by simultaneously pressing bW
t Searching for Text: Use t. Enter the "Search String" this is the
leading characters of the text being located. Use e to start the
search. The search will start as of the cursor position when the
function was selected by t. When the search string is to be found
more than once in the text, the search will stop at the first string. To
continue the search, move the cursor to the right of the found string,
press t again and continue with e.
[ESC] End: Quit this function using [Esc], remembering to save any
newly created or amended text.

Purchase History
The receiving function automatically creates an extensive amount of
information which can be used for purchasing. Such information is
prepared in a format which can be called and used effectively when
writing the purchase orders. The total volume purchased, highest and
lowest prices and the average price are made available. The
information is offered from two view points: * Supplier Purchase
History and * Item Purchase History
Supplier Purchase History
The supplier purchase history allows a quick look-up of the relevant

information pertaining to stock items as delivered by a particular
supplier. In order to speed up this process a maximum of three stock
items at a time can be selected. For a global view of all items
received from a particular supplier, you should refer to the lists and
reports. The "Goods Receiving Reports" will provide this information.
Supplier Enter or select the relevant supplier.
Item 1-3 Enter or select up to 3 stock items.
Del Period Delivery Period From: Enter the time span for which
the information is required.
Detailed information of each transaction is available using s.
A totals analysis of receipts, gratis receipts and returns is available

using t.
While using u you can print the purchase history.
Item Purchase History
This function provides extensive information concerning a particular

item. The screen shows information for one stock item at a time in
order to be precise and quick. For detailed information of more stock
items or whole item groups please refer to the lists and reports. The
program instructions are the same as for supplier purchase history.

Orders on the Books

This function offers a quick look-up of orders to be delivered, seen
from an item or supplier point of view. Tracking the open orders of a
particular item is performed using the function "Orders/Book by Item".
The tracking of orders is very simple, please follow the field prompts.
There is more information regarding orders on the books to be found
in the reports and lists program.
Deviations from Orderform

The purpose of this function is to show all the deviations from the
purchase order which took place at receiving time. The purchase
order and the received records are displayed. The display is
controlled in that only items outside a certain tolerance are displayed.
The tolerance is set in the item master data, a % of qty deviation is
allowed before the delivery is deemed to deviate from the PO.
There are two functions for this purpose:
1. Deviations by Day
2. Deviations by Supplier
Thus providing a quick look up when assessing a supplier's

performance. The functions are simple to use when following the
instructions displayed on screen.
Load HQ Order
This function is only valid for Central Purchasing management
installations of F&B. The special Central Purchasing Documentation
is issued upon installation or can be found in the “Integration Manual”.


Food & Beverage Manual 6.20 Transactions
Section IV Transactions
Receive Purchase Order

Non Purchase Order
Receipts
Issues
Returns to Supplier
Booking Journal
Display Documents
Corrections
Stock on Hand
Invoice Control
Stock Take Procedure
Entering Data
Entering data and transactions with FIDELIO F&B MANAGEMENT is both
simple to perform and easy to learn.
The operator is guided through the posting sequences by the logical

layout of the screens, and in addition, help text defined by the client, is
available for each field using l.
This section describes the posting functions.
Selecting the required posting function:
First select the required header from the main menu for example
"Transactions" and use the enter key. All the available transaction
functions are listed in a sub menu, select the required function and
confirm with e.
Having selected a function, you will either be offered a list of data which
will lead to an entry field, or the cursor is positioned in the first entry field
of the selected screen. The various options and possible selections are
described in this section
Selecting from data lists:
Having selected a master data or transactions entry screen, it is normal to

be offered a data list from which to choose.E.g., in the case of goods
receiving, a data list is offered from which the supplier is to be selected.
Selecting from a data list using the cursor keys:
Select the desired data using the cursor keys. Where the list is too long to
display the required data on screen, it is possible to push the list up or
down using the cursor keys. It is possible to zip through the data list a
page (screen) at a time using [PgUp] and [PgDn]. The selected record is

Transactions Food & Beverage Manual 6.20
confirmed using e.
In some cases if the master data has not been previously defined it may
be possible to create the master data on the fly. When making a PO and
in receiving without a PO you can create Vendors on the fly. This applies
to items too, even within item you can create units on the fly.
Selection using a search key:
When the data lists are quite long it is certainly quicker to use the search
function to find the required record. When the list is displayed simply
enter the first character(s) of the record to be found. Additional characters
can be added as the search progresses to narrow down the field.
The entered characters are displayed at the top of the screen and the
cursor is positioned at the first record matching the search key. The final
selection can be made using the cursor keys until the exact record is
found. Confirmation takes place using e.
+ Note:
The search key character(s) can be deleted using [Back Space], and the
process can then be started again.
Entry fields:
When the cursor is in an entry field, for example the "Item" field, you are
required to enter the item description. There are several ways to find the
required article:
a) Type the leading letters into the entry field and e, if a matching
record is found it will be picked.
Or
b) Type the first characters of the item into the entry field and e. F&B
MANAGEMENT will now search for the records matching the entered
letters. A selection window will subsequently open, displaying a
portion of the master data corresponding to the letters. Select the
required item using the cursor keys. Note the search function can be
used again from within the pick box by reentering another letter
sequence.
Or
c) Use the enter key while the entry field is empty. A selection window
will open displaying the entire master data for the relevant category.
Select the required item using the cursor keys. Note the search
function can be used again from within the pick box by reentering
another letter sequence.
Or

d) A string search may be used to look for items where only part of the
description is known. e.g., looking for all items containing the word
"beef": Enter "/beef".
In stock item or sales item entry fields it is possible to enter the item
numbers instead of the names and the system will automatically pick the
matching item.
Posting data
All the posting functions follow the same listing logic, whereby the
transactions are listed on screen during the posting function and are only
saved when u is used. This is to allow the operator to check and
correct where necessary, the data being posted.
Correcting data before saving:
Set the cursor bar using [Esc] and position it at the record to be
amended. By using the enter key it is possible to move the cursor along
to the field which is to be corrected, make the correction and confirm with
the enter key.
Correcting data which is saved:
A special function is provided for this task. This function is described in

detail under (Cancellations and Corrections).
Deleting data before saving:
First use [Esc] to set the cursor bar, and position it to the item to be
deleted. c can now be used to delete data a line (record) at a time.
The Transaction Functions

The entries and operator requirements of the transaction functions
appear under the main menu heading "Transactions". They are described
in detail in this section. The posting techniques and their effect on the
data / balances is also explained.

Receive Purchase Orders

This function simplifies the receiving of items, the control of delivery notes
and the posting of receipts. The purchase order is displayed and used as
the expected receipt, displaying not only the awaited quantities but also
the quoted prices. This has the advantage of reducing entry errors and
helps to overcome the problem of delivery notes which are presented
without prices.
Thus making possible the following functions:
* Displaying the order data to compare with the actual delivery.
* Record the deviations from the purchase order.
* Record items which were not ordered but still delivered and
received
* Automatic posting of the delivery.
The system can identify the orders from both the delivery date or the
order number, the examples on the following page illustrate how this can
apply to different organizations.
Examples identifying a purchase order:
1. Items on a purchase order are to be delivered on different dates.
Receiving: ð Enter the delivery date. When the purchase order number is
not used all the items to be delivered by the selected supplier, on the
specified day, will be suggested.
2. Items on a purchase order are all to be delivered on the same date.
Receiving: ð Enter the purchase order number When only the purchase
order number is used all the items on the purchase order are suggested
independent of the proposed delivery date.
3. Items on a purchase order are to be delivered during a particular week

and not on a known day. (The purchase order has the delivery date for
the first day for the delivery week)
Receiving: ð Enter the purchase order number Only the purchase order
number need be used and all the items will be suggested and may then
be booked on the same day.

(Purchase Orders are created in the purchasing section under the

heading "Purchase Orders")
Insert the order number if you know it or select the relevant supplier.
Order/Date: If you select "Order" the system will be expecting you to

receive the POs by order number. Say "Date" and the system will ask you
for the receiving date and merge all the POs from this supplier with the
delivery date you select.
Delivery Date: The system will display today's date but you may enter
dates in the past if you are entering a PO which was delivered some days
ago. You cant enter a date in the future. If a supplier delivers a day earlier
than expected you can still receive the PO today (a day early). If you are
looking for a specific PO number then leave this field at today's date and
go to the next field.
Order Number: Enter a PO number, or press e for a list of

outstanding POs
+ Note:
If the system does not find an order for the supplier you will be given the
option to enter an order or to make a receipt without and order the same
as a non PO receipt.
If the system is working with authorization levels, and should POs have
been placed verbally without authorization, then Fidelio F&B Management
will not allow the orders to be received.
Once the purchase order is on screen, the following functions can be

employed:
4=To Receive-e: All the items are displayed as "Non Receivable"

they become receivable when the cursor bar is set to an item and e is
pressed and the item is marked with a "4". This function allows you to
handle the items in the sequence they appear on the delivery note if it
differs from the screen order.
! Insert-h: If unordered items are to be received, they can be

added to the purchase order at receiving time. Unordered items will be
marked with "!".
q = Gratis Receipts: This function can be used for receiving items

which are complimentary.(See "Gratis Receipts" in "Non Purchase Order
Receipts")
r = Line Total: In case where only a sum total is available for a quantity
of an item this function will calculate the unit price.
(See "Enter Line total" in "Non Purchase Order Receipts")

s = Menu: In this submenu you can choose the following functions:
*Correct (same as t)
*Copy from order When outstanding orders are delivered now
*Global discount A % discount can be applied to all items on the

PO
*Extract GST Rates that contain a global service tax can be

reduced by the entered tax % (only used in Asia).
*Order Text A text pertaining to this particular PO - this text

is printed on the PO.
*Extra charges Shows the extra charges. Changes can be

saved while saving the Receive PO.
*Save to portfolio The PO can be saved as it is to the standard

order files.
*Change unit If you have a conversion table for this purchase

unit, you can change the corresponding unit
and allocate it. The quantity and the price will
change automatically.
*Unmark / Mark all Instead of marking each item with e you

can use this function to mark all items.
* Set all / one

Account-No. Allows to define the G/L code for receiving,
Press etwice and select the BO Account
number.
Set G/L codes for either the whole Purchase

Order or individual G/L codes for single items.
The function is activated with the entry of a
Fidelio Back Office Path in FBMNT.EXE.
Fidelio Back Office will overwrite the G/L account
table defined in BO for A/P.
t Edit: You can correct unit,quantity, unit price, discount and store.
Delete-c: Only inserted (!) or copied record may be deleted. Items

which are not delivered are simply entered as "0" quantity.
u = Save: If Extra charges were defined when the PO was created then
you will be asked to edit the charges. If you wish to add Extra charges
then you will be prompted to do so. The system will ask if you wish to print
a record of the receipt.

The correction features may be defined at the time of installation. You

may wish to pass the authority of changing prices to the accounts office,
in this case accounts will be controlling the difference between the PO
(supplier quote) and the invoice. The correction of receiving quantity is
usually left with the receiving clark, this too may be revoked and passed
to another operator.
1. When delivery is not made

2. In cases of over delivery
3. In cases of under delivery
4. When the price or destination store is false
The handling of the ordered / delivered differences is explained

in this section:
Delivery is not made
One of the items on the purchase order is not delivered:
* Move the cursor bar to the relevant item

* Press s and select corrections
* Enter "0" quantity
* Use repeated e to confirm
This item will be reported as a deviation from the purchase order and is
recorded in the order deviations log. The item can still be received at a
later date in the normal way.
Over delivery
When more than the ordered quantity are delivered:

* Enter delivered quantity
The received quantity will be booked as a receipt while the deviation will
be reported in the order deviations log.
Under delivered
Smaller quantity than ordered for a particular item:


* Enter delivered quantity

The received quantity will be booked as a receipt while the deviation will
be reported in the order deviations log.
When the price or destination store is false

* Press s, select corrections and make the necessary changes to
the price or store.
The amended data will be booked as a receipt while the deviation will be
reported in the order deviations log.
When outstanding orders are delivered with another order
* Use s and select "Copy Orders"

* Select or enter the relevant item
* Enter the date range to capture the outstanding order
* The outstanding order(s) are displayed
* Select the item(s) to be included by toggling (switching on or off)
with e when an item is selected a "tick" is indicated in the right
hand column.
* The selected item is automatically transported to the current
purchase order by saving with u.
* The imported item can be modified in the same way as the original
items on the order.
Non Purchase Order Receipts

This function books the receipt of goods to stores. Goods can be directed
immediately to other stores, and when necessary an individual discount
rate can be applied to each item transaction.
The receipts can be recorded either under a manually entered document

number, or a number allocated automatically by the system. The specific
transaction can be located later, using the delivery note / document
number for the purposes of invoice or posting control.

Select the relevant supplier from the displayed supplier list.
Date: Accept today's date as offered by the system, by using e.
Or
Enter an alternative date by writing over the suggested date.
Document Number: Depending on the installation parameters, it is

possible to enter either the delivery note number, or an internal number is
allocated automatically by the system.
Invoice Total: In the restaurant version you will be asked to enter the
invoice amount before entering the items. This speeds us the data entry
of delivery notes where only the "Cost Driver" items are receives as items
and the rest of the items are received as a total value.
Select portfolio?: The system will ask if you wish to "Select portfolio or
market list". If you say "yes" you can select from a list of standard orders
in the order portfolio.
Item: Stock item description of the item to be posted. (see "Entering

Data")
Unit: The standard receiving unit, as entered in the master data, is

displayed and the cursor skips automatically to the "quantity" entry field. It
is possible to spring back to the unit field using the cursor keys and select
an alternative unit. (See "Entering Data")
Quantity: Number of receiving units being delivered.

If the stock item is delivered in a returnable container the system will ask
to enter the returned containers.
Unit Price: The last unit price for this item is automatically suggested.
The price can be updated by writing over the last price.
Discount: The discount percentage.
Store: Description of the destination store. (See "Entering Data")
p = Enter Quantity: If you are working with a standard order from the
order portfolio, then you use this key to get on to the Quantity field.
q = Gratis Receipts: This function can be used for receiving items

which are complimentary. An example would be beverages provided by a
brewery at the time of a product launch.

The system operates an average price for such receipts whereby the total
quantity of the item is updated but the total value remains unaffected thus
reducing the "House Average Price " for this item.
The function may be used anywhere in the screen with the exception of
the first item and is accessed by first setting the cursor bar and then using
q. While using this function no Unit Price or discounts may be entered.
The Gratis receipt mode remains set for all subsequent receipt entries.
The normal mode is resumed by setting the cursor bar followed by h.
r = Line Total: In cases where only a sum total is available for a

quantity of an item this function will calculate the unit price. An example
would be a delivery with freight costs included in the sum total.
The function is activated when the cursor is in the Unit Price field by
pressing r. Simply enter the sum total for the item and the system will
automatically calculate and enter the unit price.
s = Split Delivery: Where quantities of an item are to be delivered to

more than one destination store, it is possible to split the total quantity
over more than one store. The s duplicates the last line with the
exception of the store name, and quantity which are the entry fields
required to complete the posting.
t = Menu:
*Global Discount:An over-riding discount for the whole delivery can be
applied. Using this function will supersede any previously entered
discounts.
*Extract GST and Save to Portfolio / Market List: See s "Receive

Purchase Orders".
u = Save:The records are saved only when u is used. (See "Posting

Data")
To Store Issues / From Store Issues

These functions handle issuing or transferring between the stores.
There are two functions for this: "
To Store Issues" asks you to define the receiving store and items can be
transferred from multiple issuing stores.
"From Store Issues" asks you to define the issuing store and items can
be transferred to multiple receiving stores.
The transactions are booked under either, a manually entered document

number, or a running number allocated automatically by the system. The

issues are not allocated a price at the time of issue, the relevant stores
are debited and credited with quantities only at this stage.
The value for these issues will be the "House Average Price" at the end of
the period. If you wish to run daily or interim issue analyses the issues will
be valued on the reports and printouts at the current "House Average
Price".
Requisitions for goods from several different stores can be handled

simply under one transaction number.
"Out of Sequence" Requisition Posting:
"Forgotten" requisitions can simply be booked under their correct

receiving dates. Such "out of sequence bookings" will be sorted into date
order automatically by the system.
Select the relevant receiving or issuing store depending whether you are
doing "Store to Store" or "From Store to Store" issuing from the displayed
list.
Date: Accept the today's date as offered by the system, by using e
or enter an alternative date by writing over the suggested date.

possible to enter either the requisition note number, or an internal number
is allocated automatically by the system.
Portfolio: Previously defined standard requisitions can be called from a

portfolio.

Data").
Unit: The standard issuing unit, as entered in the master data, is

Quantity: Number of the units to be issued.
From or To: The name of the issuing or receiving store. You can not
transfer items that are not on the stock.(See "Entering Data")
Saving Data: The records displayed on screen during the posting are
simply a list at this stage and can be corrected or deleted easily, the
records are saved only when u is used. (See "Posting Data")

Intermediate Issues
It is useful to be able to issue items from one store to another via a
recipe. Take the example of an Apple Pie which is made in the kitchen
using apples, sugar and pastry.
If there is a recipe for this apple pie you can define it to be an

"Intermediate Product" in the Article Master Data function.
Now it is possible to issue say 10 complete apple pies from the kitchen to
the Pastry Shop in the hotel lobby, with the automatic effect of reducing
the ingredients (apples sugar pastry) in the kitchen while the Pastry Shop
will be credited with 10 apple pies as stock items.
You can now handle this stock item as any other i.e., return to the kitchen
or transfer it to other stores. It will be included in the inventory and closing
balances. You may wish to define another recipe to reduce the portions of
apple pie as they are sold in the Pastry Shop. In this case the recipe for
"Portion Apple Pie" would include a portion of the pie and other
ingredients such as vanilla sauce .
The Intermediate issue will evaluate the new stock item using the Last
Purchase Price of the ingredients. We use last price because this reflects
the pricing method we use in the recipe calculation.
Defining an Intermediate Recipe:
1. Go to Master data - sales items and create the recipe name "Apple
Pie". At the end of the definition you will be asked .
2. Go to Master data - stock items and create the stock item "Apple Pie".
At the end of the definition you will be asked for the "intermediate
sales item". Enter the corresponding stock item or select the newly
created recipe name "Apple Pie" from the pick box (by typing the first
letter).
This will automatically link this IP to the Sales Item. The link can be seen
in the Sales Item Definition because the "Intermediate stock item" will
read "Apple Pie".
+ Note:
In the recipe the field "Usage Calc." must be set to "Y" to effect the
reduction of ingredients.

Issuing an IP
Use the function "Create IP". This function is the same as Store to Store
Issuing. When an IP is issued the ingredients in the IP recipe are reduced
in the issuing store and the IP is credited to the receiving store.
Correcting IP Issues
Don't try to return the IP back to the issuing store to correct it. Instead use
the corrections function "Correct IP". This function will undo the issue
restoring the ingredients in the issuing store and correcting the stock item
in the receiving store.
Recipe Issues
Recipe issues differ from IP issues in that a recipe issue transfers the
ingredients of the recipe from one store to another. A recipe issue from
the Hotel Bar to the Scotch Bar for one Gin and Tonic, would typically
book 4cl of Gin and 1 bottle of tonic from the Hotel Bar to the Scotch Bar.
An IP
transfer would create the consumption of 4 CL of Gin and 1 bottle of
Tonic in the Hotel Bar and the Scotch Bar would have a new stock item
on hand called Gin and Tonic.
You would use a recipe issue to book sales items out of a store i.e., a
"VIP Welcome Punch Cocktail". If you have a batch recipe for 1 liter of
this cocktail it can be booked out of the Bar to an allowance store as 1.2
liters of product and the bar will be credited with the ingredients. Other
applications are single drink transfers from bar to bar.
Receiving Store: Enter the name of the store where the ingredients are
to go.
Date: The date of the transaction.
Article:This is the Recipe to be transferred, pick the recipe from the pick
box.
From Store: Pick the issuing store.
Port: Enter the number of portions being issued.
Save: Use u to save and print.
+ Note:

The transactions of recipe issues can be seen as normal issues in the

booking journal, the ingredients transferred are shown as decimals of the
storage unit.
Butchery Function
This function allows to define a Butcher Yield Table. The yield table
allows to buy whole pieces of meat and post the appropriate
created/carved single pieces. The function is divided into two parts:
Master Yield Table and Yield Data. The Master Yield Table is the basis
for the yield test.
+ Note: Before using this function, you need to create a Waste Item and
the item you want to yield in the Stock Masterdata.
In addition, please insert the appropriate item number in FBMNT under

General Setup - Yield Waste Item No.
Master Yield Table
Description: Enter a description for the Yield Table.
Item: Enter the to be yielded item or select the relevant item from the pick
box.
Item: Enter the resulting cuts or select them from the pick box.
Unit: F&B defaults the item stock unit.
Percentage Yield: Enter the proposed percentage yield per item.
Example for a Master Yield Table:

On the bottom of the screen you can see the actual total yield percentage
and the waste percentage. F&B takes automatically the difference
between entered yield percantage and 100% as waste item usage.
When you have entered all the "cut items", press [ESC] and save your
entry with u. Now you can print your Yield table.
Function keys:
e = Edit u = Save
h = Insert [ESC] = Quit
Once a Yield Table is defined, it can be used to perform the actual yield.
Enter Yield Table
To perform the Yield go to "Enter Yield" in Transactions - Issues.
Pick the relevant Yield Table. Enter the "From Store" and pick the
appropriate receiving record. The receiving records are displayed from
the current and previous month. Proceed with entering the "To Store".
The "To Store" can be equal "From Store". Quantity, Price and Value is
defaulted from the receipt.
+ Note: Only the whole quantity of the received item can be yielded.
The system calculates based on the master table the proposed yield
quantity.
Example:

The Market Price is defined and maintained on the Stock Item Masterdata
level.
F&B calculates as follows:
Value (2000.00) / Total Production Val (1942.00) * 100

= Total Yield% (102.99)
This Yield percentage is used to recalculate the actual cost per item.
E.g. for Beef Rib Eye:
Market Price (10.35) * Total Yield % (102.99) = Actual Cost (10.65)
Once the entry is saved, the system creates transaction issuing record(s).
In our example the Item Whole Beef is posted to a dummy store (store
ID=7) and the resulting cuts are posted with the appropriate quantity with
a "From Store" ID=7.
If you have to perform any corrections to the Yield Data entered, please
do so in "Display Documents".
+ Note:
There is no further verification against the carved item. This is also valid if
any corrections must be made for the carved item, the resulting cuts will
not change, neither quantity nor value.
Function keys:
e = Edit
p = Changes the actual yield
q = Checks the calculated wastage
u = Save
[ESC] = Quits the function

Returns to Supplier
This function books the returns to supplier transactions.
+ Important:
This is not a corrections function do not try to correct "Supplier To Store"
errors by sending the stock back to the supplier.
Use the corrections function described in "Display Documents".
The transactions are booked under either, a manually entered document

number, or a running number allocated automatically by the system.
Select the relevant supplier to whom the goods are to be returned.
Date: Accept the today's date as suggested by the system using e

or over write the today's date as required.

possible to enter either the return note number, or an internal number is
allocated automatically by the system.

Data")
Unit: The standard receiving unit, as entered in the master data, is

Quantity: No. of the units to be returned.
Unit Price: The last price is displayed but may be overwritten with the
return price.
Store: The name of the store making the return. (See "Entry Fields").
Saving Data: The records displayed on screen during the posting are
simply a list at this stage and can be corrected or deleted easily, the
records are saved only when u is used (See "Saving Data").

Booking Journal
This function makes it easy to check the bookings on the screen. It
provides an overview of the receipt and issue posting for an item in a
specific store. The "*" sign indicates that a correction has been made to
the booking record. The details of the correction can be read by printing
or displaying the "Corrections Log" in the reports program.
The booking journal displays the Opening and closing periods for the
periods. If there was no stock-take performed the system shows zero
balances for this period.
The inventory postings, that is to say the differences at the time of the
Inventory Update can be seen by using p.
The potential usage can be called up using q.
If there were extra charges applied at the time of receipt these can be
displayed using r. Note here that where extra charges were scaled
across the items on the delivery note the unit price will reflect the price
increase and the extra charges are not displayed.
The "Period Quantity" displayed at the foot of the screen is the total of the
receipts minus issues for the period.
Display Documents
Receive Purchase Orders
This function makes it easy to look up a particular delivery note (or notes)
on the screen. It reproduces the delivery note as it was posted and offers
a quick reference to deliveries at any time.
Besides displaying the receiving data and corresponding totals it also

offers the following additional information and functionality:
s A transaction can be corrected.
q Display Charges. If extra charges were handled at receipt

then they are displayed here.
* Indicates if a transaction has been corrected.

Invc. Displays the invoice number if the transaction has been

"Invoiced" (See the section on "Invoice Control").
c Global Delete A complete document can be deleted. This is

very useful if you have accidently received a whole document
from the wrong supplier.
h A forgotten item can be added to a document after it has been

saved.
Enter the supplier and range of dates for which the data is required. Ind.
Delivery Notes "Y" or "N" ? "Y" will effect the display of all delivery notes
falling within the entered parameters. Mark the required delivery notes
using e and save with u. "N" will cause all the delivery notes to be
displayed.
To Store Issues
This function makes it easy to look up a particular issue note (or notes)
on the screen. It reproduces the issue as it was posted and offers a quick
reference to issues at any time.
Besides displaying the issues data and corresponding quantities it also

offers the following additional information and functionality:
s A transaction can be corrected
* Indicates if a transaction has been corrected
c Global Delete: A complete document can be deleted. This is

h Insert: a forgotten item can be added to a document after it

has been saved.
Enter the receiving store and range of dates for which the data is
required. Ind. Documents "Y" or "N" ? "Y" will effect the display of all
issue notes falling within the entered parameters. Mark the required
documents using e and save with u. "N" will cause all the issue
notes to be displayed.

Returns to Supplier
This function makes it easy to look up a particular return to supplier

transaction(s) on the screen. It reproduces the return as it was posted
and offers a quick reference. Besides displaying the detail of the return it
also offers the following additional information and functionality:
s A transaction can be corrected
* Indicates if a transaction has been corrected
c Global Delete: A complete document can be deleted. This is

h A forgotten item can be added to a document after it has been

saved.
Enter the supplier and range of dates for which the data is required. Ind.
Delivery Notes "Y" or "N" ? "Y" will effect the display of all delivery notes
falling within the entered parameters. Mark the required delivery notes
using e and save with u. "N" will cause all the delivery notes to be
displayed.
Corrections
This function performs the correction of already saved transactions.
Deleting transactions can only be performed by this function by setting
the quantity of goods to zero.
Three functions are available:
- Correcting Receipts
- Correcting Issues
- Correcting Returns to Supplier
In principle the correction function finds the record to be updated and

allows you to over write it with the new values.

Correct Receipts
Select the function "Receipts" from the corrections sub menu. The
correction is then made using the following instructions.
Item: Enter or select the item to be corrected. (See "Entering Data")
From Supplier: Enter or select the supplier of the item to be corrected.

(See"Entering Data")
To Store: Enter or select the store in to which the item to be corrected

was posted. (See "Entering Data")
Date: Enter the posting date of the transaction to be corrected.
The transaction records matching the entered parameters are displayed.

Select the record to be corrected using the cursor keys. The record is
displayed in its original form.
The record is corrected by simply over writing the fields Unit, Quantity,
Unit Price, Discount or GL Account (Fidelio BO interface) as required.
Both the original and the corrected records are stored by the system
along with the operator name, for future reference and printing.
Printing and Deleting Corrections Log
The corrections log can be printed out from the reports program. The
correction records can be deleted under the "Options" menu "Delete
Trans. Corrections"
Correct Issues
Select the function "Issues" from the corrections sub menu. The
Item: Enter or select the item to be corrected.
From Store: Enter or select the supplier of the item to be corrected.
To Store: Enter or select the store in to which the item to be corrected

was posted.


displayed in its original form. The record is corrected by simply over

writing the fields as required. Both the original and the corrected records
are stored by the system along with the operator name, for future
reference and printing.
Printing and Deleting Corrections Log:
Trans. Corrections"
Correct Returns to Supplier
Select the function "Returns" from the corrections sub menu. The
Item: Enter or select the item to be corrected.
From Store: Enter or select the store of the item to be corrected.
To Supplier: Enter or select the supplier to which the item to be

corrected was returned.

displayed in its original form.
The record is corrected by simply over writing the fields as required. Both
the original and the corrected records are stored by the system along with
the operator name, for future reference and printing.
Printing and Deleting Corrections Log:
Trans. Corrections"
Stock-on-Hand Display
This function allows you to see at a glance the current balances of stock
items in one or several stores. The amounts are calculated according to
the bookings and where applicable, potential usage calculation.(see "Cost
Control" for more information about the potential usage).

The display is activated by entering either an item group or up to 3

article(s) and the range of stores it is to be read for. The overview
provides the quantity and value on hand for the items in the relevant
stores.
This overview is also available by pressing jn.
Invoice Control
The functions relating to invoice control are to be found under
"Transactions" in the main menu.
The process of matching delivery notes to invoices prior to passing them

on to the accounts dept. for payment is covered by invoice control. This
program will seek out delivery notes relevant to a particular invoice and
offer them in a format which can be compared with the invoice.
Deviations can be reconciled on an item correction or lump value

correction basis as seen fit by the organization. Deviations can also be
left outstanding awaiting credit notes/further invoices.
This function provides the solution to the matching of complex statement

invoices which include many separate delivery notes, as well as the
simple marking and reconciliation of regular delivery notes.
Delivery notes are marked as "invoiced" and a list of outstanding delivery

notes still to be paid is available at any time.
The procedure "Invoice Control" may be referred to as Accounts Payable,

and Accruals. Once the invoices and delivery notes are matched in F&B
an export is made to the Back Office software. Fidelio has its own Fidelio
Back Office software, in addition Fidelio F&B exports to many other Back
Office packages.

Overview of the Invoice Control Process:
- Select supplier
- Select date range of the receipts / returns on the invoice
- Select relevant delivery notes from those offered
- Enter invoice number and amount
- Where applicable enter a credit note number and amount.
+Note:
If a Back Office license is entered, the Invoice Number must not be blank!
The system will now display the deviation between the delivery note(s)
total and the entered invoice total.
Assuming the invoice to be correct, F&B MANAGEMENT offers the

following options:
- the difference can be accepted (a % limit is entered as a setup

parameter)
- a correction can be made to the individual items already received by

F&B - a debit/credit correction can be posted to an invoice
reconciliation account
+Note:
Corrections to individual items on a delivery note can only be made in a
period before an inventory update is run.
Where the invoice is incorrect F&B MANAGEMENT offers the following

options:
- specific delivery notes excluded from the comparison

- the items on a delivery note can be partially invoiced awaiting a
credit note
- the items on a delivery note can be ignored awaiting a revised
invoice
Supplier: Select the supplier to which the invoice refers
Receipt Date: Enter the range of dates relevant to the receipts on the
invoice.
Individual Delivery Notes: It is possible to filter out the unwanted

delivery notes at this stage. Enter "Y" and the system will offer all the
available delivery notes (Document no. and date received) which fall in
the entered date range for the specified supplier. If there is a "*" marked
by the item it indicates that the delivery is associated with a return of
containers at the same time as the delivery was made. Use e to mark
the relevant delivery notes, and save with u.
Enter "N" and all delivery notes falling within the specified date range will

be offered later for reconciliation
Invoice Number: Enter the Invoice Number. This field is not compulsory
the system will automatically generate a sequential invoice number if no
entry is made here.
Credit Note No.: Enter the credit note number if there is one.
Credit Net Total: Enter the net value of the credit note.
Invoice Date: Simply enter the invoice date
Invoice Gr Total: Enter the gross total of the invoice i.e. including tax
VAT: Enter the tax included in the invoice (this will be subtracted from the
gross invoice total for the purposes of reconciliation)
Reconciliation: At this point the program will display the selected

documents including any returns to supplier as negative values along with
the receipt date, document number and delivery note total. Additional
information is displayed in the information box at the bottom of the
screen:
Extra Charges: There is a special notation for deliveries of items with

extra charges. A "*" is shown in the last column. If you put the cursor on
such items and key t nature of the extra charge(s) is shown. Extra
charges which were distributed at the time of delivery are not shown in
invoice control because we assume that the invoice will be for the original
price, and that is what is to be passed for payment. If the extra charges
are transparent on the invoice then make an additional booking s
credit/debit booking.
Containers: Where a receipt is made with containers the value of the

containers received is shown as a separate document number.
The receipt document (Org. Doc) to which it is associated is displayed

along with it so you can identify which containers were received on a
particular document. Likewise if returns of containers are made a
separate document is created and linked via the "Org Doc. to the receipt
document.
Delivery Note Total: The total of all the displayed delivery notes
Invoice Net Total: The total of the invoice being compared with the
delivery note totals
Deviation Value (and Deviation %): The deviation between the "Net
Invoice Total" and the "Delivery Note Total". The deviation is also
represented as a percentage.
If this % is higher than the allowed deviation in the setup program then
you will not be allowed to accept, instead, you must correct or reconcile.

Options: With this information at your disposal the deviation can be

handled by employing the following options:
1. Accepting the Deviations: The deviation can be accepted. This

depends on an operations' internal organization. If it is considered that the
deviation is minimal (using the deviation % information) and can be
tolerated, mark all the relevant delivery notes using e followed by u
to save the data. All the individual receipts belonging to the displayed
delivery notes will be marked internally as "Invoiced".
If an invoice is passed with differences, the difference is scaled across

the item groups of the items in the delivery note. This ensures that the
entered invoice amount is the same as the export to BO. Any differences
accepted are not put on to the prices of the stock items in F&B. At the
end of this section there is a description of how to repair average prices
that are affected by such postings.
+Note:
The allowed deviation % is a setup parameter (in FBMNT) when the
program is installed.
2. Excluding Delivery Notes: Where the deviation is to be corrected it

could be the case that the displayed delivery notes don't correspond to
the delivery notes being invoiced. In this case whole delivery notes can be
excluded from the process by using the [-] "key" "Reduce Invoice". This
has the immediate effect of updating the "Delivery Note Total" and
subsequently the "Deviation Value / % ". The delivery note can be
repeatedly included and excluded by further use of -.
3. Excluding Individual Receipt Transactions: If point 2. cannot

reconcile the deviation, it may be the case that an individual receipt
posting has to be excluded from the comparison. The individual
transactions of a delivery note can be viewed by positioning the cursor
bar at the relevant delivery note and using t. Once the individual
transactions are displayed they can be excluded/re-included by using
e.
The exclusions/re-inclusions must be saved using u and the program
will return to the original invoice screen. Now the screen totals are
updated with the new delivery note totals and corresponding deviations.
Note that the "!" indicates that individual transactions have been marked.
The above procedure may be repeated as required. When the deliveries

are "Invoiced" any individual transactions which were "excluded" are still
available for "invoicing" pending the receipt of the correct invoice from the
supplier. In this case the already "invoiced" transactions can be displayed
by using t from the individual transactions display screen.
4. Correcting Individual Receipt Transactions: If there are still

deviations it is possible to make corrections to the individual receipt
transactions. Follow the same procedure as in point 3. to view the

individual transactions using t. Then select the transaction to be

corrected and press s.
The normal corrections function is offered allowing you to make the

necessary corrections to the receipt matching it to the invoiced
transaction. You can correct the Unit, Quantity, Unit Price, Discount and
GL Account number. The correction is saved using u in the normal way
and this will return you to the display of individual transactions. Notice that
the delivery note total is now updated. Press u again to return to the
invoice screen, now with the updated "Delivery Note Total" and
subsequent "Deviation Value / % "..
+Note:
Corrections to individual transactions may only be made in the current
period prior to an "Inventory Update".
5. Debit / Credit Postings: If a correction to an individual transaction is

not permitted or desired, it is still possible to reconcile the delivery note
with the invoice by posting a debit/credit value transaction. It is not
necessary to leave the Invoice Control screen to make this posting,
simply press s=Credit/Debit and the normal "Supplier to Store" function
is made available with the relevant supplier and date already selected.
To make these adjustments it is first necessary to prepare four stock

items in the master data which are responsible for the Debit and
Credit postings.
The items should have the following specification:
Item Description Food (Bev.) Debit Adjustment (+) and

Food (Bev.) Credit Adjustment (-)
Over Group Adjustments
Major Group Adjustments
Item Group Adjustments
Storage Unit Each Unit Factor 1
(Usable Content, Receiving Unit and Issuing Unit are not required)
Having created the items simply post the relevant debit or credit amounts
under the relevant supplier to reconcile the delivery note to the invoice.
here are two examples:
If the invoice is higher than the delivery note total:

A Debit posting should be made to add value to the delivery i.e. post:
Quantity = Difference with a unit price of 1.00.
If the invoice is lower than the delivery note total:

A Credit posting should be made to reduce the value of the delivery i.e.

post: Quantity = Difference with a unit price of -1.00
Correcting the Average Price:

The debit/credit corrections reconcile the F&B Management system with
the back office accounts but there remains the problem of the original
error. Lets say that last period we received and entered as delivered 10
kg of fillet at $ 10 . This period we get the invoice and see that instead of
$ 10 the price is $ 12. The price on the invoice is right and we make a
credit booking to adjust F&B.
The balances are right but the average price of the fillet is wrong.
There is a function under the Options Menu called "Invoice Price
Adjustment" which allows you to correct the average price of an invoiced
item.
To use this function you must enter the stock item to be adjusted, the
invoice number and the new average price. In effect the average price of
the remaining stock on hand of this item is updated. In most cases in F&B
Management we consume the stock so quickly that this function will never
be required. However, for certain slow moving items it can be useful if the
invoice corrections are to be reflected in the closing stock.
Reporting the Invoice Batch

There is an "Invoiced Batch Report" in the jt list menu. This report
lists all Delivery notes matched and passed for payment for a selected
time period. The batch report is cleaver and will automatically work out
the C/F and B/F sums for the selected period. You can mark up to 11
Over Groups including the "adjustments" Over Group so that a balance
with the BO is shown.

The Stock-Take Procedure

In most cases the stock-take will be performed at the end of the period
and the system will default the last day of the period as stock-take day.
However, if you wish to carry out a spot check inventory during the period
this is possible using the "Spot Check" option. The procedure is the same
as for the end of period stock-take, with the exception that the spot check
date must be entered instead of the end of period date.
The reporting of a spot check inventory will also differ slightly.
The FIDELIO F&B MANAGEMENT stock-take is carried out in the

following sequence:
1. Print Stock-Take Lists (Count Sheets)

2. Enter the counted stock
3. Check for and control any differences
4. Correct the counted stock
5. Update the inventory
6. Print the reports and analyses of the differences and the
actual consumption.
These steps are explained in detail in the following section.
If you use the "Telxon Handheld Terminal" for stock taking, please read
the informations in the "barcode" manual.
Print Stock-Take Lists

The stock-take lists offer the possibility of grouping and printing the items
to suit your needs, therefore providing a quicker and easier stock-take
procedure.
The Stock-Take lists (Count Sheets) are printed from jt or the

"Lists and Reports" program.
Select the "Stock-Take" list from the inventory header in the list menu,
and enter the parameters for the list as required. The list incorporates
only those items which are to be found in the relevant store, grouped
according to the selected parameters. The list can be printed for all or
several groups for a given store.
• Lists can be sorted within the selected groups either alphabetically

or
• numerically.

• Lists can also be printed from the F&B Management using the "Enter
Counted Stock" function.
• Excluding Items from the Stock Take (under the OPTIONS Menu)
• Items can be excluded temporarily (and then re included) from the

count sheet.
Enter the Counted Stock

First select if you are doing an end of period stock-take or a spot check. If
you make a spot check inventory you will be asked to enter the date of
the stock take. End of period stock takes can only be made for the last
date of the period as defined in the "Inventory Period" table.
The counted stock can be entered according to:
1. Item Groups, Major Groups or Other Criteria.
2. And then further sorted either alphabetically or numerically.
3. The geographical Stock take function allows you to enter the stock in
the same sequence as it is physically found on the shelves in the store.
The first time you use this function it will be necessary to pick the items in
the relevant sequence. Maintenance of the sequence for future stock-
takes is performed while entering the stock using q.
Select the sort order which was used when printing the stock-take list.
The system recognizes 7 ways to enter the count:
1. Enter counted: Where the count is taken and entered here in the
system
2. Default Zero: Where all items are set to zero. All allowance stores or a
total consumption kitchen would use this option
3. Default system: This is the perpetual inventory option. Bars using

stock reduction by recipe can default the calculated stock on hand. Ideally
in this case the defaults are accepted for all items and a spot check or
rolling inventory is made for some of the item groups.
Usually a count is made on the last day of the period, but it is entered on
the 2nd day of the following period. Any postings made during the new
(following) period are calculated out of the stock on hand to get back to
the calculated stock on the last day of the inventory period.

Another way to use the "Default System" option is in combination with the
"Enter Counted" option. Make a count before the close of the month say
on the 29th using a "Spot Check" inventory using method 1. "Enter
Count". Then continue posting in the current period and the following
period. Next on, say, the 3rd of the following period make a "Default
system" stock take for the inventory period. The system will calculate the
close as at the last day of the period.
Any potential sales (sales used to reduce the stock by recipe) in the last
few days of the period are ignored. If you wish to include these sales in
the calculation then select option 7. "Default System -Usage"
4. Default Last Closing: Kitchens where a physical count is only made

once every 3 months may wish to use this option. Note here that the
quantity of the last stock is defaulted, the value is recalculated using the
Average Price for each item at the end of the period.
5. Default Maximum stocking: This is the Par Stock control method.

Assume that the bar is always stocked at Maximum Par. and do rolling
stock take for selected items each month.
6. Default Minimum: Same as Max. but using a Low Par.
Select Enter Counted Stock here if you have a full count sheet. It could be
possible that the count was only made for the item group White Wines in
the Bar and that the other items will use "Default System". In this case
select Default system for a full item group range and edit the items which
were physically counted this month (week).
The counted stock can now be entered in exactly the same order as on
the stock-take list.
The entry is simplified further by not having to call each individual item to
screen, instead the items are presented automatically for you on the
screen requiring only the quantity to be entered.
7. Default System - Usage: Same as option 3. "Default System" but the

potential sales for the inventory period are considered in the calculated
stock.
In addition the system checks if a counted stock has already been
entered for any of the items, if it has, the quantity and count date are
displayed. Where no stock has been counted the quantity 0.000 is

displayed. While entering the counted stock it is possible to skip over
items which for any reason have zero balances (seasonal stock items).
This is done by setting the scroll bar with [Esc] and gliding to the next
relevant item by use of the cursor keys.

Function keys:
p=Print Stock List: You can print a stock take list by using p.
r=Flash: r prints the entered stock with value (average or last price).
This list is also available in jt for several stores.
t=Intermediate Save: An intermediate save can be made while

entering the data by using t.
u=Save: The entered stock-take is saved using [Esc] to set the scroll
bar followed by u .
Correcting Entered Stock
The entered stock-take can be corrected at any time up-until the inventory
update program is run. This makes it possible to compare the entries with
the stock-take on screen, therefore saving time and paper.
FIDELIO F&B offers a function to speed up the correction of counted

stock (see "Correcting the Counted Stock"). Using this function it is
possible to correct the counted stock of individual items without having to
call the entire stock-take to the screen.
Changing the stock-take date is performed by simply saving the already

entered stock-take under the required date, this only applies to Spot
Checks.
Checking the Differences
Before performing an inventory up-date it is possible to view and print the

differences between the entered stock-take and the systems calculated
stock-on-hand. This is done using the "View Differences" function under
the "Enter Counted Stock" menu.
As you go into the report you will be asked if you want the report sorted
by Item Name or Number or Geographical location.
The Inventory - Control - Analysis list reports all differences per item for
all the requested stores. It provides an overview of possible related
differences caused by incorrect posting or miscounted/entered
stock-take.

Correcting The Counted Stock
The correction of the stock-take entries which take place before the
inventory up-date is described in this section. One possibility is to call the
relevant stock-take to screen using the "Enter Counted Stock" function
and make the necessary corrections by simply writing over the desired
items.
However, in cases where only a few items are to be corrected it is quicker

to use the "Correct Entered Stock" function described below.
Store: Enter or select the relevant store.
Period: Enter the relevant period, the system will automatically assume
the inventory date to be the last date of the period date.
Item: Enter or select the relevant stock item. The count date and quantity
of the relevant item is displayed and is amended by simply over-writing.
Further Functions:
The data displayed on screen can be freely amended or deleted up until

the time of booking u. Further information concerning booking is to be
found in the section "Entering Data".
Automatic Inventory Update

There are two options: - End of Period
- Spot Check
The description in this section is for an End of Period Stock. You can only
run an Inventory update for End of Period if the counted stock was also
entered under the End of Period option.
If you are doing an inventory update following a "Spot Check" the you
must select this option.
The procedure is identical except that a Spot Check inventory will not
close the inventory period and will not write the closing stocks to the
relevant end of period files for EOP reporting.
The "Inventory Update" (EOP) function closes the period making it

impossible to perform corrections or transactions in the period leading up
to the inventory.

The end of period update is also significant because it marks the closing
balances for the system. Upon starting this function the closing balances
calculated by the system will be updated to equal the counted balances at
the time of the stock take. Where the calculated balances are higher
than the counted stock-take, that is to say stock is missing, the difference
is deemed to be consumption and can be read as such in the
consumption analyses.
Where the calculated balances are lower than the stock take, that is to
say there is too much stock, the difference is deemed to be negative
consumption and can be read as such in the consumption analyses. The
consumption is evaluated at the House Average Price at the time of the
Inventory
Where a Spot Check inventory was performed the consumption is still

written to file and when an EOP stock-take is made, then the final
consumption is added to the consumption so far, to produce a final
consumption for the period.
Date: The year / period.
From-To: Enter or select the store(s) for which the "Inventory

Update" is to be run. Please note that the "From Store" No. must be lower
than the "To Store" No.
Before starting the Inventory update you will be asked these

questions:
1. "Have you run the usage calc. for the last day of this period?"
If you are using a POS interface, running a flash Food cost report or
using the Outlet Performance Reports you may wish to ensure that all
your postings are completed and the usage calculation is completed,
because you will be locked out of the period after running the Automatic
Inventory Update.
2. "Do you want to display negative balances?"

Because allowing negative balances to exist at the end of period can
affect the average prices for a particular stock item, you can have a
review of any such cases before running the Inventory Update.
Remember there is no logical reason for allowing any store to have a
minus balance at the end of the period. You must rectify negative
balances before running the update.
This function will display all negative balances for the whole system.
Message You will be alerted if there is a store where the count is not yet
entered. This can only apply to stores where the default setting is "Enter
Counted.

+Note:
The "Automatic Inventory Update" will write a closing stock take record to
every item in every store following the method of closing.
If Back Office interface is switched on, the system will ask the following
questions in addition:
3. Create Accrual-File ?
F&B will generate a file, which contains all Accruals (Receipts without
Invoices) for Inventory and Non-Inventory.
4. Create Consumption-File ?
This function will create a journal to record the movement of stock from
inventory stores to consumption stores. This value is calculated by
comparing the opening stock plus the monthly stock transactions with the
closing stock. This results in a stock consumption figure.
For accounting purposes the system will assume the closing stock of
consumption stores will be included in the main inventory account of the
balance sheet, therefore only the consumption (cost of sales) will be
transferred to the consumption store.
Example:
Store Gross Stock value Stocktake Consumption
Main Store 100,000.00 70,000.00 30,000.00
Bar 1 20,000.00 10,000.00 10,000.00
Bar 2 10,000.00 5,000.00 5,000.00
Following the "Inventory Update" The various reports and analyses

concerning closing balances and consumption can be printed.
Usage Analysis jt:

In particular you should use this report to show the usage by item or
group for the outlets. Receipts in this report are evaluated at average
price.
Where you deal with Goods Direct in the kitchen, this report is not to be
used because all goods in are evaluated at the average price for the
period.
For the kitchen you are better advised to run the Main Store Report which
shows Goods in at Purchase price, and transfers at average price.
Main Store Audit Report jt:

This report uses the Actual supplier values for the receipts and should
reconcile with the BO goods in ledger. In addition the report reports cellar
differences.
Inventory Update with Fidelio Back Office Interface
At the end of the Period, F&B will generate a file, which contains all
Accruals (Receipts without Invoices) for Inventory and Non-Inventory

Receipts.
At period end F&B provides a file which contains the consumption

information per group and outlet. To allow the import into Back Office and
the correct G/L code assignment F&B had to change some rules for End
of Period Procedures.
In general the stores in F&B need to be defined as inventory or

consumption stores. You will see a flag in the store definition screen:
Inventory. If the flag is set to “YES” for a particular store, we will not allow
to run the “Automatic Inventory Update” function, if there are still
differences in this store. We provide you with a new “View Inventory
Difference” function, which checks for any differences in an Inventory
store before starting the Inventory Update. Any differences between the
counted and the calculated stock are displayed on the screen and two
new sub function allow to post differences in one go (s = post
individuals, t= post all differences) As a side effect this posting
functions are also available in “View Differences” and do allow to post
differences for all stores (Inventory and Consumption stores).
Example:
Store Counted Stock Calculated Stock

100 200 220
sallows to post Quantity of 20 to any Store (except another Inventory

Store).
FNote: If the difference is posted to a Store which is defined as to have

“Enter counted Stock” and this item doesn’t exist in the “To Store”, we will
simply default this item to zero, when performing the inventory update.
Store Counted Stock Calculated Stock

100 220 200
s allows to post a Quantity of 20 from another Store (except an

Inventory Store) into Store 100. We’ll check, if the “From Store” has
sufficient Stock on hand.
In addition to s = Post individuals, F&B provides a t key = Post all

differences, which works in the same way as s does work, but allows to
post all differences in one go.
When performing the Inventory Update in F&B, and the System

Parameters Fidelio Back Office is switched on, we will ask you if the
Accruals file and/or the Consumption file should be generated. If you want
to use the integration part, you need to say “yes” to both. The accruals file
will be named using the following convention: GRWIMMYY.DBF (MM =
Month, YY =Year). The Consumption file is called: CONMMYYC.TXT
(MM =Month, YY =Year, C =Count). If for instance a miscounted item will
be corrected using the “Correct Entered Stock” function after the inventory
update was already run, F&B generates another Consumption, which only

contains the amount for this corrected item(s) and Back Office identifies
this files as a adjustment to the original file. Please note that a maximum
of counts are limited to 9.
You can also create this consumption file in the Option Menu -
Consumption file.

Fidelio Food & Beverage Manual 6.20 Cost Management
Section V Cost Management
Recipes
Sales-Mix Calculation
Revenues
Usage Information
Potential Usage Calculation
+Note:
The terms "Cost" and "Cost %" will be used throughout this section to
refer to both food and beverage costs. The terms consumption, cost
of sales and usage all refer to the food and beverage cost.
The Cost Management selector includes the functions which will

enable you to calculate and structure the consumption data. Topics
related to revenue and recipes are included, they will enable the
calculation of costs and the potential usage.
Recipes
Recipes form the link between the stock items and the subsequent
sales items. The recipes are seen not only to analyze the cost
calculation but also to support the calculation of selling prices.
Recipes for beverages are able to accurately reflect the nominal cost
of a sales item. In the food area this is not always the case due to the
very nature of food preparation and seasonal yields of the
ingredients.
However, it is possible to provide standard recipes which are

continuously updated with the latest purchase prices. These living
cost calculations prove invaluable when planning and offering menus
at the optimal cost %.
Creating/Using Recipes
It is possible to use both stock items and other recipes as
ingredients. In this way recipes for basic sauces, for example, need
only be created once and can be incorporated into recipes for
finished dishes.
As many ingredients, stock items and other recipes as required, can

be incorporated into a recipe. The only limiting factor is that recipe
within recipe can only be used to ten levels. At each level, however,
as many recipes as required can be used.

Cost Management Fidelio Food & Beverage Manual 6.20
Before the method is described it is important to understand some of

the principles behind the FIDELIO F&B RECIPES: There is a
distinction made between the terms "Standard Recipe" and
"Special Recipe".
Standard recipes are written for sales items which can be sold from
any sales location and always contain the same ingredients and
quantities. This situation presents itself in most beverage recipe
cases.
Special recipes are written for sales items which have ingredients
and quantities which are specific to a particular sales location.
The case can exist, therefore, where a sales item has both a
standard recipe and special recipe(s) written for it.
If you use Fidelio F&B MANAGEMENT together with Micros HMS

8700, version 1.10 and higher, the allocation of the sales items to the
recipes happens over a "recipe link". The definition for special and
standard recipes is not supported.
Program instructions / Field descriptions:
Item Description: Enter either the description or number of the

relevant sales item.
Item No.: The sales item number (as defined in the sales item
master data) is automatically displayed.
Recipe Link: Is only activ together with Micros HSM 8700 version >
1.10.
Sales Location: This field is only used when writing a special recipe
otherwise the field can be skipped by releasing using e. When a
special recipe is being written a selection box is available by typing
and entering the first leading characters of the relevant sales
location. (With an interface to Micros HMS 8700, up to version 1.10,
the sales location field will be left out.)
Created / Modified: The system enters automatically the date the

recipes has been created first and the date the recipe has been
changed.
Number of Portions: Enter the number of portions which will be sold

as one sales item.
Unit: This is the unit describing the portion. Each, Liter etc..
Include in usage calc?: If you want the whole recipe include in

usage calculation, enter "Y". Otherwise enter "N".

Gross Sales Value: Enter the Gross Sales Value for the number of
portions for which the recipe is written.
Net Sales Value: Net Sales Value The tax % as defined for the
relevant sales item is used to automatically calculate the net sales
price.
Cost/Portion: Having entered the ingredient this field will display the
cost per portion.
I/R:I = A stock item will be used as an ingredient. R= A recipe will be

used as an ingredient.
Items can be inserted at a selected position in the recipe using h

or appended at the end of the recipe by using +
Store: This field is used when a specific store is to be defined as the

consumption location, it can only be used in conjunction with
ingredients which are stock items. The field can be filled by using the
selector box, or skipped over as required.
Item: Select or enter a stock item or recipe to be used as an

ingredient. Either stock items or recipes will be suggested depending
on the selection "I/R".
Seasoning: Items such as seasoning or garnish which will be given a

fixed price may be used. Define the relevant stock item(s) and make
an allowance posting for this item. The item will automatically assume
a last price of $ 1.00 and can be used in recipes to include a dollar
amount. See "Allowance Posting" for a full description of this
function.
Unit Price: For stock items, the last receipt price per storage unit.
For recipes, the cost of one portion.
Recipe Unit: The recipe unit from the stock item definition is
automatically displayed. For stock items this is the unit referring to
the "Usable Content" - The usable content is automatically displayed.
For recipes it is the unit referring to the "No of Portions".
Quantity: The number of units to be used in the recipe. The system

will also handle Preparation Loss: To use this function press +
before entering the quantity this will take the cursor to the
"Preparation Loss Factor" entry field where the loss factor (%) is
entered.
Here is an example:
Net weight of fillet steak 125 gr. Preparation Loss Factor 15%. Enter
the loss factor (15%) followed by the prepared weight (125 gr) and
the system will calculate the ingredient value of fillet steak required to
yield 125 gr after preparation. In this example it would the value of
147.059 gr.

+Note:
Several loss factors can be compounded manually and entered as a
single factor % in the recipe.
UC:Include in the Usage Calculation can be set at the item level.
Value: The cost of the defined quantity is automatically displayed.
Net / Gross %: The value as a percentage of the sales price for the
sales item.
Totals: On the bottom of the screen you find the total cost of the
ingredients and this cost, as a percentage of the net selling price of
the sales item.
u Save: The recipe data is saved by setting the cursor bar with
[Esc] followed by u.
Viewing: Recipes can be recalled and reviewed or amended at any

time, simply by entering the relevant sales item, and where
necessary, the relevant sales location.
c Delete: Ingredients can be deleted by setting the cursor bar

and then using c.
h Insert / + Append: Items can be inserted at a selected

position in the recipe using h or appended at the end of the
recipe by using +. The quantity of an already defined ingredient can
be amended by over writing with the new quantity. Amendments must
be saved in the normal way before quitting the screen.
Calculation: Each time that a recipe is recalled the latest receipt

price is automatically taken to calculate the cost. In this way price
fluctuations are continuously represented in the cost calculation. It is
also possible to use another sales price for the cost percentage
calculation by simply recalling the recipe and inserting the new gross
selling price.
Text: Accompanying text can be added to a recipe by using r.

Such text may include preparation instructions, presentation
standards etc.
Please note the instructions for text handling:
* Save by using bW * Quit by using [Esc]

The Sub Menu s
There are 8 functions contained in the Sub Menu:

• Preparation Info
• Service Info
• What-if Simulation
• Portion Calculation
• Save as New Recipe (Copy Recipe)
• Analysis
• Change Unit
• Show Prices
These functions are described in the following section. The sub menu
is called using s.
Preparation Info: Text concerning the Preparation is entered here it

will be printed on the recipe reports.
Service Info: Enter text about the service standards. This is

separated from the Prep. text for customized recipe reports.
What-if Simulation: It is possible to test the reaction of the cost

percentage to simulated external changes. This function is known as
the "What If" calculation. It is possible for example, to test if a sales
item is still able to provide the required margin under the most
unfavorable of seasonal price conditions. To this effect ingredients
can be supplemented or deleted and quantities and unit prices can
be changed The simulation of ingredient changes will not affect the
original recipe in any way.
Start: Call the required recipe to screen: * Make sure the cursor bar
is set by using [Esc] (if necessary) !
+Note:
That the title "What-if Simulation" is now shown at the foot of the
screen, and not the title "Original Recipe".
Using the "What-if" mode it is possible to amend quantities and unit

prices of existing ingredients and to insert or delete ingredients. The
only condition to be applied is that the cursor bar is set on the
relevant ingredient when making the changes. It is possible to print
these changes and their effects by using u.
End: Make sure the cursor bar is set, using [Esc] as

necessary.Using [Esc] again will change the mode back to the
"Original Recipe". ! Note that now "Original Recipe" is written at the
bottom of the screen.
Portions Calculation: It is possible to see the effect of increasing

the number of portions for which a recipe is to be calculated,

therefore calculating the ingredient requirements for larger quantities.
The Calculation is made on screen and may be printed using u.
Another sales price can be set for the new number of portions. The
new cost and cost percentage calculations are automatically
displayed throughout the recipe.
Start: Call to screen the recipe for which the portions calculation is to
be applied:
• Check that the cursor bar is set using [Esc] where necessary.
• The Portions calculation is called by using t.
• Enter the required number of portions.
• Enter the new gross sales price for the total number of portions.
+Note
The recipe on screen is automatically updated to show the required
quantities for the new number of portions.
+Note
that now "Portion Calculation" is written at the bottom of the screen.
End: Use [Esc] to quit the Portion Calculation mode, automatically

returning to the Recipe Calculation.
+Note
that now "Original Calculation" is written at the bottom of the screen.
Save As New Recipe: This function allows to copy a recipe from one
sales location to another or to a range of sales locations, thus saving
time when the need to write "Special" recipes arises.
Select the name by which the new (copied) recipe is to be known.

You can only select from existing sales item descriptions. If the name
to be used is other than the original name it will be first necessary to
create the new sales item in the master data, in the normal way. As a
default, F&B uses the original sales item name.
Enter the range of sales locations for which the new recipe is to be
used.
The recipe will now be copied to the respective sales locations. Don't
forget to make any sales location specific changes to the new
recipes.
Analysis: Here you can simulate the effect on the sales price if a
particular food cost is required. The function is flexible and allows you
to change any one of the factors (except true cost) and displays the
effect on the other factors. If you wish to edit the true cost then use

the analysis in the "What if Simulation" mode.
Change Unit: If there is a conversion table for the recipe ingredient,

you can choose the corresponding unit. The Value and the quantity
will change automatically.
Show Prices: This function only works if there is an interface to

Micros HMS 8700, version 1.10 and higher. Because HMS 8700 can
handle several price combinations per sales item and sales location,
all availables prices can be displayed here.
Find Contained Item
This function is designed to seek out an ingredient(s) which may be

contained in an organizations recipe index. This function is very
useful when making global product decisions and it becomes
necessary to identify where a product or brand is being used.
Select the stock item about which further information is required, and
there follows a display of all sales items and sales locations where
this item is included.
Replace Ingredient
If it becomes necessary to make a global replacement of an

ingredient throughout all or part of the organization, use this function
to automatically perform this task.
Select the item to be replaced and the item with which it is to be

replaced "With Item". All the sales item(s) containing this ingredient
will be automatically displayed. Use e to toggle on/off the sales
items which are to be included.
The replacing with the new ingredient is effected by using u.
Delete Recipes
This function is found in the "Options" selector. It is listed under

another selector in order to limit access. With this function a recipe
(standard or special) can be deleted from the recipe index.

Sales Mix Calculation

The calculation of the optimum sales price is not always simply a
case of comparing food cost and desired profit. Of high importance is
the planned ratio of the sales volume (Sales Mix) This will finally
determine the overall profitability of a menu or an offer.
The FIDELIO F&B MANAGEMENT sales mix calculation allows you

to plan sales prices while taking into consideration the planned sales
volume.
The following functions are offered:
• Sales price calculation.
• Information concerning the cost of a menu with consideration of

the
• planned sales mix.
• Automatic cost % calculations and display for sales items with

recipes.
• Measure the effectiveness of the actual sales mix.
• Menu engineering of the net contribution and high/low sales.

Reporting in the form of a Winner / Loser report
• Covers calculation.
• Calculation of standard banquet menus.
• Importing the sales data to calculate the actual sales mix and cost
percentages.
• Exporting Sales Mix data to 3rd party office software.
Creating/Handling of the Sales Mix
Menu: Select the relevant menu name. (The menu names are first
defined in the master data under the function "Sales Mix"). The sales
mix will be saved under this name and may be recalled at any time.
If this is a new sales mix then you will be prompted to fill the items
automatically. Enter the sales group range required and all the sales
items for the range will be put in the salesmix. You can delete any

items which you feel should not be included. If you do not wish to use
this automatic generation tool, press [Esc] when the range is asked
and then proceed to enter the sales items manually.
Sales Location: Sales Location. The sales mix may be specific to a

particular sales location, if so enter the relevant description here. A
selector box is available as required. This field may be skipped if the
sales mix is valid for all sales locations.
Total Cost: This field is updated after the sales mix is defined or
amended.
Total Net. Revenue / Total Gross Revenue: These fields are

updated after the sales mix is defined or amended. (The tax %, as
defined in the master data, is used to calculate the net revenue.)
Cost %: Over-all cost%. This field is updated after the sales mix is
defined or amended.
R/S: R = A recipe is to be included in the sales mix calculation. (The

cost and cost % are calculated and included in the sales mix
calculation)
S = A sales item (without recipe defined) is to be included in the sales
mix calculation. (The cost cannot be calculated automatically and
must be entered manually.)
Sales Items: Enter or select a recipe or sales item. Depending on the

R/S selection, either recipes or sales items will be presented for
selection.
Recipe Cost: The cost of the recipe is automatically calculated and

inserted in this field. In the case of sales items being used, this field
is for the manual entry of the cost price. This price is used in the
calculation and can be simply updated at any time.
Gr.Sales Pr.: Gross Sales Price. The gross sales price as entered in
the sales item master data is automatically entered here. It may be
amended by over writing as desired.
Cost %: The cost % of the sales item is displayed.
Portions: Enter the no of portions of this item which are planned to

be sold (or the actual no of portions sold)
Gross Revenue: The total gross revenue is calculated and

displayed.
Saving: Use [Esc] to set the cursor bar followed by u to save the
data.
Amend: The sales mix entries can be changed at any time.

It is first necessary to position the cursor bar at the item to be

updated, followed by e.
Items can be inserted at a selected position in the Sales Mix using

h or appended at the end of the Mix by pressing +
It is possible to delete whole lines using c.
Change: To start the sales price calculation it may be easier to insert

the budgeted cost %. The selling price for the specific item will be
calculated automatically and the values for the total menu are
updated.
The cost % is changed by positioning the cursor bar on the relevant

item and then using r. The cursor is now in the cost % field and
the % can be entered.
It is possible to change the selling price for each item at any time and
then the cost % will be re calculated according to the current cost.
s The Sub Menu: The Sub menu which is called using s,

contains the following functions:
• Import Revenue Data

• Cover Calculation
• Save as New Menu
• Sort by Cost
• Sort by Revenue
• Sort by Cost %
• Original Sort Order
• Requirement Calc
• Menu Engineering
• Export to file
• Cost in Diff. Period
• Revenue and Cost Analysis
• Potential Cost Analysis
Import Revenue Data: This function extends the power of the sales
mix calculation into the realm of "actual" data. The use of the sales
mix analysis to prepare menus and to optimize the sales offer can
now be measured against the actual result when the menu is sold.
Upon selection of this function a data entry window is opened asking

to "Load Revenue For": Select and enter the range of sales locations
using the entry fields "From Sales Loc" - "To Sales Loc". Enter the
date range of the revenue to be considered. The system will
automatically suggest the previous week as the date range. Simply

over write this suggestion as necessary.
The result may be printed using u.
Cover Calculation: Calculates the revenue and cost % per Cover.

Enter the number of covers. The average net revenue, the cost per
Covert and the average cover cost % are automatically displayed.
Save as New Menu: This function not only allows you to copy sales
mixes to other sales locations and other menus for editing, but also
offers the possibility of saving the result of an actual sales mix
calculation for later reference. It may be of interest to save the
"actual" sales mix of an outlet for a particular period. This can be
done by creating sales mix names such as "01.Jan - 07.Jan 1996" or
simply "March 1996" and saving the actual sales mix under these
names.
Upon selection of this function a data entry window is opened asking

to "Enter Menu To Save To": Select and enter the menu (sales mix
name) under which the data is to be saved.
+Note
that only existing menu names can be used. Menu names can be
created on line from this function or can be created in the Master
Data. Select and enter the sales location (if any) to which the sales
mix applies.
The data is saved by pressing e and answering the dialogue

boxes.
Sort by cost: The sales items are re-sorted by cost within their item
groups according to revenue.
Sort by Revenue: The sales items are re-sorted by gross revenue

within their item groups according to revenue.
Sort by Cost %: The sales items are re-sorted by net cost % of Net
sales within their item groups according to revenue.
Original Sort Order: The sales items are re-sorted to the original
system sort.
Requirement Calculation: The ingredients required to prepare a

sales mix are calculated. This function is used when working out the
ordering requirement for a banquet. Sales mixes can be joined
together to calculate the requirement for a group of menus. i.e., the
requirement for the following week's banqueting menus.
At the same time you can create a purchase order.

Menu Engineering: Is an extension of the sorting functions. The

sales items can be sorted across the sales mix (not within item
group) by either contribution or number of portions sold.
Export to file: All the data as selected on the screen is written to a

DBF file which may be used as the basis for an external report. You
will be asked to enter the name of the file.
Cost in Diff. Period: The sales mix data is always displayed using
the last price paid for the items. If you would like to recall a sales mix
for a previous period (import revenue option) you would also like to
see the prices for the corresponding period. U se this option to select
the period and Fidelio F&B will call the average price for all the
ingredients in this period.
Revenue Cost Analysis: This is the classical "Winners/ Losers

Report" seen from both the cost side and the revenue side.
Potential Cost Analysis

The Potential Cost Analysis is an enhanced form of the “Revenue
and Cost Analysis”. The report is available from within the s Sub-
Menu in Sales-Mix Calculation. The report shows the difference
between the potential and the actual revenue. The actual revenue is
the revenue loaded from POS and the potential revenue is based on
the Sales Price from the Sales Item Masterdata. With the potential
revenue it is assumed that every item was sold at it’s fixed price
(minus tax) and no discounts like “Happy Hour” are take into
consideration.

Delete Sales Mixes
This function is found in the "Options" selector. It is listed under

another selector in order to limit access. With this function a sales mix
for a sales location(s) can be deleted.
Menu: Enter or select the sales mix to be deleted
From-To Sales Location: To delete a sales mix menu as defined for

all sales locations or for all sales locations:
Make no entry in the From field and skip over it by pressing e.
Open the selector help box and select the sales location with the
highest number.
! All sales mixes belonging to this menu name are deleted ! To delete
a standard sales mix menu:
Skip over both the from and to sales location fields with e.
! The standard sales mix menu is now deleted !
To delete a specific special sales mix menu:
Enter the sales location of the special sales mix to be deleted. Use the
selector box for this purpose, it is opened by entering the leading
character(s) of the sales location.
Revenues
Revenue is generated at the sales locations and is normally registered
by point of sale equipment, which in turn accumulates the data and
presents it for analysis and evaluation.
F&B MANAGEMENT requires the sales data when daily F&B cost
reports are required or for the calculation of the potential consumption
according to recipe.
There are two methods for entering the revenue:
• Manual
• Automatically from the revenue data.

(using the appropriate interface to the cash register)

The handling of the revenue data requires careful planning in order to

obtain the most efficient and effective results. It is recommended to
seek consultation when planning the sales data.
FIDELIO F&B MANAGEMENT offers the following functions for

the manual entry of the revenue data:
• Revenue Entry
• Revenue Corrections
• Revenue Item Account
• Display Revenues
Revenue Entry
This function is for the manual entry of revenue data. The revenue data
will be used for both the end of period accounts and for the potential
usage calculation.
The deciding factors when planning the revenue data are determined
by the results required. , when the data is required for a food or
beverage daily cost report it is only necessary to enter the total food
and beverage revenue per sales location. (The most efficient way to do
this is to simply create two dummy sales items and post total food and
beverage sales per outlet under these items.)
Since each installation requires specific techniques it is advisable to

seek consultation on this matter at the time of installation.
Sales Location: Sales Location Enter the sales location for which the
revenue is to be entered. The selector box is made available by
entering the leading characters of the sales location.
Revenue Date: The date when the revenue was generated.
Off. Check %: Enter the % by which the revenue is to be reduced.

When no charge is to be made to the "officer" enter 100%. The posting
of officer checks is normally performed as a batch posting, so set the
% at the start of the posting and post all officer checks in one batch for
each sales location.
Note: The use of this function will not affect the usage calculation i.e.
the quantity of items sold will not be altered by the officer check %

Portfolio: It is possible to set up a standard list of items sold in each

outlet, calling this list saves time when selecting the items. The
standard lists for the sales items are created in the Purchasing Menu /
Sales Item: Enter the description or number of the relevant sales item.
* The selector box is made available by entering the leading characters
of the sales location.
Number: The sales item number is displayed.
Tax / Rate: The tax % and the tax rate as defined in the master data
are automatically displayed The tax % can be changed for a particular
posting. * The cursor is positioned in the relevant field using the
[Arrow-Up]"key" * The % can now be overwritten (This function is
intended for items which may have different tax % depending on the
sales location.)
Quantity: The no of items sold. Revenue posting can be corrected by

posting minus quantities ð see "Revenue Corrections".
Tot.Gross Rev.: Total Gross Revenue. Enter the total gross revenue
for the relevant sales item. (The total gross revenue is always a
positive value, and is handled internally according to the quantity.)
Amendments: Before saving the revenue data it is possible to make

changes:
ðset the cursor bar using [Esc].
ðPosition the cursor bar at the sales item to be amended.
ðThe whole line can be deleted using c.
ðChanges to a record are made using e to select the required

field, followed by simply overwriting with the new figure.
Saving: Set the cursor bar using [Esc] followed by u.
Revenue Corrections
Posted revenue can be corrected at any time. The corrections are

recorded in a corrections log which can be printed out at any time.
Here is a short introduction to the revenue corrections. Revenue

corrections are corrections made to sales data which is already posted
to F&B MANAGEMENT.

There are two types of revenue correction:
* Correction / deletion of Tax / gross sales values

* Correction / deletion of the quantity sold.
FNote: Was the record to be corrected posted manually or transferred

automatically using an interface to the cash register system?
Manual: The record can be corrected using the normal revenue

corrections program.
Automatic Transfer: It is not possible to make any changes to these

records, because it would result in a deviation from the sales data in
the cash register system.
In principal any changes made to revenue in F&B MANAGEMENT

must also be made in the related cash register system. These
corrections should be made in the cash register system and transferred
in the normal way.
Has the record already been used to calculate the potential usage?
If not: All the data for each record can be corrected using the normal
correction program.
If so: The Tax and value can be corrected using the normal correction
program. The quantity can be corrected using the normal revenue
posting program.
* Provided that the potential usage value can be correctly calculated.
Program Instructions/Correcting Manually Posted Revenue:
Sales Location: Enter the sales location description (or number) for
which the revenue is to be booked. (The selector box is made available
by entering the first characters of the sales location description)
Revenue Date: Revenue Date Entry the date of the record to be

corrected.
Sales Item: Enter the name (or number) of the sales item to be
corrected.
The booking record(s) satisfying the entered parameters are

automatically displayed. Position the cursor bar at the relevant record
and use e.
Tax: The tax % is changed by simply over writing.
Quantity: The quantity is changed by simply over writing. The record is

canceled by entering a "0" quantity

Total Gross Revenue: The Total Gross Revenue is changed simply

by over writing.(The total gross revenue is always a positive value, and
is handled internally according to the quantity.)
[!]: The "!" indicates that this record has already been used for the
potential usage calculation. Changes to the quantity are then made
using the normal revenue posting function!
Saving u: Set the cursor bar using [Esc] followed by u.
Revenue Account
This function displays all the revenue bookings made for a particular
sales item in a specified sales location. It shows if an item was
manually (Man) or automatically (POS) posted.
It is also indicated if an item has been corrected or if it haws been used

in the potential usage calculation. The revenue account provides
accurate sales item information for the turnover.
Sales Loc.: Enter the description of the relevant sales location.

* The selector box is made available by entering the first letters of the
sales item.
Sales Item: Enter the description (or number) of the relevant sales
item.
* The selector box is made available by entering the first letters of the
sales item.
Revenue Date: Enter the required date period.
Display Revenues
This function makes it easy to look up a particular revenue transaction

on screen. It reproduces the transaction as it was posted thus offering
a quick reference.
Revenue data can be displayed for up to 3 different items at any one

time for transactions in one or several sales locations.
Sales Items 1/2/3 Select up to 3 sales items as required. Sales

Location "From To" Enter the range of sales locations for which the
information is required. Start Date - To Enter the date range for which
the information is required.
Delete Revenue Data
The function "Delete Revenue Data" is to be found in the "Options"

selector. The function covers the following areas:
1. Delete Detailed Revenues
2. Delete Revenue (Corrections Only)
3. Compact Group Revenue
Before describing the functions in detail the following should be

noted:
In general the statistical analysis of revenue data is performed by the

cash register system. F&B MANAGEMENT requires the revenue data
in order to calculate the potential usage and to create the cost reports.
The revenue data is stored as follows:
Storing the individual revenue records: Each individual revenue

transaction is recorded per item and day, for the purposes of the
potential usage calculation and corrections.
Storing the revenue corrections: Each correction made to a revenue

data record is stored in a corrections file.
Storing the sales item group revenue: The individual revenue

transactions are added together under the headings of sales item
group, date, sales location and sales item. The sales group revenue is
used by the periodic reports.
Using the Functions Delete and Compact:
1. Delete Detailed Revenues

The individual revenue transaction records are only of use so long as
the potential usage calculation is to be run. Once the records have
been used in the calculation the records are only retained for
information. If the revenue reports are made by the cash register
system then the individual revenue transaction records for the previous
accounting period can be deleted. Any revenue correction records
belonging to the records being deleted will be deleted at the same
time. In this way the available disk space is maintained.

Enter the date up to and inclusive of the date for which the deletion is
to take place A confirmation will be required. The revenue records and
any related correction records will be deleted.
2. Delete Revenue Corrections Only

This function deletes revenue correction records from the corrections
file.
Enter the date up to and inclusive of the date for which the deletion is
to take place A confirmation will be required. The relevant correction
records will be deleted.
The OCENT Table
In order to allow the cost assignment for Officer and Entertainment

Check Items, which does not have any attached recipe or allocated
stock item, F&B provides a table, which allows to enter a cost
percentage per sales group and location.
Example:
A sales price of an Officer Check Item was $10,-. There is neither a
recipe nor an allocated stock item defined. FB_POS looks into the
OCENT table to find the appropriate group and calculates the cost
based on the percentage e.g. 10% comes to a cost of $1,-. However
if there is no percentage defined, the system comes back with a cost
= $0,-.
Program Instruction:
Enter the relevant Group in FBMNT, Installation Set-up (OC/ENT
Group Type), you want to see in the OCENT table (O = Over Group,
M = Major Group, I = Item Group). The OCENT table will be defined
in F&B under Cost Management, Revenue. Please enter the relevant
Sales Location. Depending on the group Set-up in FBMNT the
system displays either all sales over, major or item groups. Now enter
the percentages per group. If the entries are also valid for other
Sales Location, p allows to copy the percentages to other locations.
u saves the entries. Any defined percentages can be changed at
any time by overwriting the existing figures.
+Note:
The OCENT table is available independent of which POS IFC is
active. The import and cost calculation of the Officer and

Entertainment Checks is only available with the HMS 8700 -> F&B
POS IFC.
Reporting
There are several Reports in the List & Report program available.
• Cost of Sales per Sales Location

This report will consolidate the total value of the cost of sales
for each group in each Revenue Centre for each day of the
month. The aim of this report is to give the Cost Auditor the
value of cost of sales that should be credited to each
Revenue Centre.
• Cost and Revenue per Officer’s City Ledger

This report will consolidate the value of the revenue and the
cost related to that revenue for each Officer's City Ledger. It
will also give details of the charges for each group. The aim
of this report is to provide the Income Auditor with the total
value of the revenue and cost spent by each City ledger
holder for Control purposes.
• Cost and Revenue per Entertainment City Ledger

This report will consolidate the value of the revenue and the
cost related to that revenue for each Entertainment City
Ledger. It will give details for each charges for each group.
The aim of this report is to provide the Income Auditor with
the total value of the revenue and cost spent by each City
ledger holder for Control purposes.
• Listing of all items, which have no costs associated with

This report will list all items for which the System was not
able to assign a cost.
Usage Information
This function offers an overview of the development for a specific stock
item providing a tool to control the "Potential-Actual" usage. The usage
information is displayed for any given period, either for an individual
store or for the whole operation.
The monthly (periodic) usage is calculated and displayed employing

both the actual (by stock-take) method and the potential usage method
for a given time span. The difference between the actual and the
potential usage is calculated and the deviation is displayed in both
value and percentage format. In this way this function offers a picture
of usage development and current potential usage.

Item 1-3: Select or enter the stock item for which the usage
information is required.
Stock Unit: The stock unit as defined in the master data is displayed!
It is not necessary to fill the other two Item fields, the usage information
can be called for one, two or three stock items.
Average Price / Last Price : The average price or the last price
(depending on your system flags) of the selected item(s) is displayed.
From-To Store: Enter the range of stores for which the information is
required. Values for all stores falling within the defined range will be
added together for each month. Information for an individual store is
defined by entering both "From Store" and "To Store" with the desired
store description.
From-To Year/Period: Enter the time span for which the monthly
usage information is required.
Actual Usage: This field displays the actual usage as determined by

the end of period stock-take.
Potential Usage: This field displays the potential usage.
Deviation %: The deviation between potential and actual usage is

displayed in percentage terms.
Dev. Val: Deviation Value: The deviation between potential and actual
usage is displayed as a value.
Usage Val.: Actual Usage Value: This field is at the bottom of the
screen and displays the total value of the actual consumption. It refers
to the period at which the cursor bar is set.
u=Print: Starts the print out of the selected information.
Potential Usage Calculation

The "Potential Usage" calculation is based on the revenue data and the
recipes and is used to calculate the value of the potential usage and
the potential stock-on-hand.
The potential usage calculation opens the following possibilities:
* Spot stock-on-hand checks

* Comparing potential stock-on-hand with the actual stock-take.
In principal the potential quantity used can be calculated for all stock

items. The system calculates the potential usage according to the

revenue data in conjunction with the recipes. The potential
stock-on-hand is then automatically calculated by the system.
It is important for these calculations that the quantities used in the

outlets are the same as defined in the recipe.
Beverage items lend themselves towards this particular control

method, since the stock items (ingredients) used can be accurately
defined. By the very nature of the working practices in the kitchen,
however, it is not possible to guarantee that the ingredients used are
exactly as defined in the recipes.
Organization and explanation of the Usage Calculation: The

following section provides an overview of the organization of the
potential usage calculation. More detailed information is to be found
under the individual functions.
The following descriptions are to be noted:
1. Description of the Potential Usage: The recipes (and the "Used

Stock Item" in the sales item master data) are used to calculate the
potential usage. Please note that only recipes which have the "Include
in usage calc?" answered "Y" will be included! (See: Master Data-
"Sales Item's" and "Creating and Handling Recipes")
2. Description of the Usage Center: This is either the "Assigned

Store" as defined in the sales location master data or the "Store" as
defined in the recipe. (See: Master Data- "Sales Locations" and
"Creating and Handling Recipes")
3. Description of the Usage Calculation Period: The usage

calculation period is to be the same as the stock-take period. In this
way the system can check before running the automatic usage
calculation if revenue data belongs to the current period.
Explanation of the Potential Usage Calculation Overview
1. Creating / Transferring the Sales Data: The revenue data is

transferred for defined usage periods. The revenue data is either
manually entered or transferred automatically when F&B
MANAGEMENT is interfaced to a cash register system.
The cash register system will normally record the revenue data in a
transfer file as part of the end of day routine. When all end of day
routines are complete the revenue data can be transferred (usually at
night) and the system can calculate the usage and the potential
stock-on-hand.
2. Updating the Export File: After completing the revenue transfer the
daily postings for all other transactions are summarized and recorded
under Over group headings. This file is used as for producing the Flash

Food Cost Calculation and the Outlet Performance Report
3. Starting the Potential usage Calculation: When the revenue data

is entered manually the calculation can be started at any time using the
function "Start Usage Calc.". When the revenue data is to be
transferred automatically from a cash register system the start time is
dependent on all cash terminals having recorded the revenue data in
the transfer file. Please seek consultation on this issue.
4. Saving the Potential Usage Data: Potential usage calculated via a

recipe is accumulated per item and store for the usage calculation
period. The potential usage values are displayed per month (period)
and can be called at any time using the "Usage Information" function.
Because the potential usage data is only a calculation of what should

be taking place, there are no issue bookings recorded in the
"Transactions Account". The transactions displayed in the
"Transactions Account" function are all those which have actually taken
place. When a stock-take is made, both actual and potential usage are
recorded in the transactions file and can be read at any time by using
the "Usage Information".
5. Results and Information:
• Potential Stock-on-Hand: The "Stock-on-Hand" function (and

related lists) displays the potential stock-on-hand calculated using
the actual bookings and the potential usage. This enables the
performance of spot checks.
• Inventory Differences: As a result of the potential usage

calculation the inventory differences represent the deviation
between the actual usage and the potential usage.
• Usage Information: This function provides information of both the

potential and actual usage. The information is available for the
current and previous usage calculation periods.
Start Usage Calculation: This function activates the potential usage

calculation. It may be started immediately or at a defined time in the
future.
The system waits for the appointed start time. (During this stand by
period all the F&B MANAGEMENT files are closed for the relevant
work station thus enabling other functions to take place i.e., a system
back up)
You can start the Usage Calculation manually by entering the start
date = today's date
There are three options when starting the Usage calculation:
Run Usage Calculation Only. Since the usage calculation does both
the stock reduction and the update of the export file, you have the

option to save some time and only run the part you want.
Run Export Only. Only the export file is updated.
Run Both. Both the above are run.
When running the export file, to save time we offer a quick update
which adds the last days transactions to the previously accumulated
totals in the file. You will be asked to confirm the quick option, if you
say "NO" then the longer version will be started. In this case all
previous cumulated totals are overwritten with new totals which are re-
calculated from the start of the period.
FNote: Another time saver here is to exclude the stores you don't
require for the export. This is set in the Master Data / Stores.
When to use the Potential usage Calculation: The potential usage

calculation only needs to be started if you are using any one of the
following functions:
• POS Interface
• Stock reduction by recipe
• Flash Food Cost
• Outlet performance reports (implies a POS interface)
• F&B Export File
Where a Cash Register System is connected: The system first

checks for and transfers any revenue data which is waiting in the
revenue transfer file. The system checks for revenue data belonging to
previous days and transfers it too. In this way data cannot be forgotten.
If the program is started more than once for the same day the system
notes which revenue data has already been sent and will not duplicate
the transaction.
Both the manual and automatically transferred revenue data is

considered at this stage. Revenue data for previous days which has
not been included for the potential usage calculation will also be
processed. In this way it is certain that all data, previous, current and
retrospectively posted revenue is included in the calculation.
When the program is completed the message "Program Completed" is

displayed. If there were any problems during the execution of either the
data transfer or the potential usage calculation, the system advises as
follows:
ERROR WHEN TRANSFERRING THE POS DATA:
Unknown POS Sales Item Number: If a sales item number which is

sent from the cash register system does not exist in F&B
MANAGEMENT, the revenue data for this item cannot be transferred.
In this case the sales item number from the cash register system is

recorded in an error log.
To correct this, first make sure that the error items are now entered in
the F&B MANAGEMENT sales item master data under the same item
number as the cash register system. Then start the potential usage
calculation again and the new items will be included.
Unknown POS Group Number: There is revenue data in the revenue

data transfer file booked under a POS group number which has no
corresponding POS number in F&B MANAGEMENT. This data cannot
be transferred unless the POS number exists. By creating a sales
location and allocating the relevant POS number the data can be
transferred. The potential usage calculation will start automatically.
ERROR WHEN PERFORMING THE POTENT. USAGE CALCUL.
Stock Item does not exist in the Store: The potential usage
calculation works through the recipes (and recipes within recipes) line
by line. In cases where a stock item which is defined in the recipe
cannot be found in the relevant store, an error message will indicate
the offending stock item and store. Check and correct the usage
allocation.

Flash Food Cost
Getting the Food Cost is probably the most important reason for using
FIDELIO F&B MANAGEMENT. The true Food cost is always obtained
using the traditional calculation:
Opening Stock
+ Receipts
+/- Transfers
- Closing Stock
= Gross Consumption
- Allowances
= Net Consumption
/ Net Turnover x 100
= Cost %
Although the principle is always the same you will probably be obliged
to follow your Company policy report layout for such reports. You can
obtain all these figures for the various stores and item groups from our
system and use these figures to compile your own cost reports and
month end reconciliations.
We have designed a Universal and totally flexible Flash Food Cost

Report and Period end Reconciliation Report. It is called from the
jt selector. The report is called the "Flash Cost Report" and
performs both, flash and reconciliation type reports.

How the reports work:
First look at the example above.
1. The data used by the report is gathered during the potential usage
calculation and is therefore to hand immediately when the reports are
called. The data is fixed in a file and can be addressed at any time in
the future. The EOP data will always be available but if a data
compaction is run then the daily transactions will be lost.
The system assumes that if you are using a POS interface then no
revenue will be manually posted for the purposes of the Flash Cost
Reports. If you wish to post revenue manually for inclusion in the sales
adjustments please use sales locations 1900-1999. These locations
will be considered. If there is no POS interface defined (no license
code granted) then all manually entered sales data is considered.
2. The report has to be defined. Reports can be defined for any of the
outlets and deal with data for the first 5 Over Groups. The over group is
specified at Run Time.
3. Run Time is when you run a report. Here you will be asked if the
report is for a specific store (cost center type report) or for the whole
Hotel (flash food cost). We handle the sales and store receipts
according to the type of report:
Whole Hotel For a Food Cost report ALL Food sales will be
compared to ALL food receipts
ALL sales for the relevant Sales Over Group will be collected from ALL
sales outlets.
ALL receipts from (minus all returns to) Supplier will be included in the
Direct Receipts field for the relevant Stock Over Group
NO entry is made in the Store Receipts field.
Specific Outlet For a Beverage cost report ALL Beverage Sales for the
specified outlet will be will be compared with ALL beverage receipts for
the store allocated to that outlet.
ONLY sales for the relevant sales Over Group will be collected from
the selected outlet
ONLY direct receipts (minus returns) into the allocated store will be
considered.
ALL receipts from (minus issues to) ALL other stores EXCEPT
RECEIPTS FROM AND ISSUES TO ALLOWANCE STORES (store
number 900-999)
4. The data will be collected and presented on the screen for

adjustment. Depending upon how the report is defined there will be

some fields which require manual adjustments. Good examples are the
BO adjustments from accounting at the end of period, VIP treatments
or sales not entered in the POS.
When all the manual figures are entered the report is recalculated
using p.
5. A calculation of the cost per guest is displayed after the Gross

Consumption. This field is only filled when The Guest Categories and
Guest count is entered (Under Master Data). Use q to display the
guest categories and revenues.
6. Printing is done using u.
Defining The Report
Press jt and go to "Flash cost Report". Use h to create a

new report. You will be required to define all the fields using the terms
your company favors.
Here is an example:
Report Name: Flash Food Cost 29.02.96 Kitchen
REVENUE DAILY % BUDGET CUMULATIVE %
POS SALES
+ Outside Catering
+ Arrangements
- BO Adjustments
TOTAL REVENUE
COST OF SALES
Opening Stock
+ Direct Receipts
+ Store Receipts
- Food To Beverage
+ Beverage to Food
+ Misc. Receipts
- Staff Feeding
- Closing Stock
GROSS CONSUMPTION
ALLOWANCES
1 VIP Treatments
2 Employee Sales
3 A+G Entertaining
4 F+B Entertaining
5 Sales Entertaining

6 F+B Promotions
7 GM Suite
8 Staff Beauty Competition
9 Adjustments
10 Other Allowances
TOTAL ALLOWANCES
NET CONSUMPTION
When you are defining a report you will be simply required to enter the
field descriptions. In some cases you will be prompted by a pick box to
define the way in which the values are entered into the field. The report
uses three methods of collecting data:
MANUAL: Where you will be required to enter the value at run time
READ: Where the report will read the values from a particular store or
sales location
FIXED: The total is read from a sales location or store as a fixed

amount which is divided by the no of days in the period and shown as a
daily and to date value
GROUP: In all three cases you will be asked to select a group.

Typically an allowance would be Beverage to Food. This allows you to
enter beverage totals in the Food Cost Report.
In all three cases you will be required to enter whether the field is to be
+ or - at run time.
Deciding whether to use Manual, Read or Fixed
Manual entry at run time is probably the easiest way to use these
reports. You simply add up the dockets either in a file or by booking
them into the system and calling a report and then enter the totals into
the flash reports at run time.
Although this is the easiest method, it has its disadvantages, for
example the entries are usually only made at the end of the month and
the daily picture is distorted. Or, where a daily manual adjustment is
made the entries are not saved and therefore there is no automatic
accumulation.
Read fields require a more disciplined work method. Take the example
of a Food To Beverage Transfer Posting.
First you must define a store where all these postings are recorded, it
will be an allowance store say "998 Food To Bev Mixing" and now you
will be required to post the daily amounts of food to beverage either by
item or by fixed sum.
By Item: Book oranges from the Kitchen to 998 Food To Bev Mixing

By IP Recipe: Make an IP transfer from Kitchen to 998 VIP

Treatments
By amount: Use the function "Allowance Posting" to post values to the

Allowance Stores i.e. $ 1,800 to 940 A+G Entertaining.
Sales Adjustments: Use the sales location 1900-1999 for these

postings.
Fixed fields are ideal for allowances which are set such as staff
feeding where you say that staff feed will cost so much per employee
per day. Make one allowance posting to the store "997 Staff Meals" per
period and this sum will be divided by the number of days in the period
and shown as a daily and cumulative amount. The amount can be
adjusted during or at EOP by posting a + or - quantity in the "Allowance
Posting" function
About Allowance Stores:

Although we refer to them as stores, they will never contain any
physical stock. For this reason they need no stock take or inventory
update and will be automatically set to zero when the usage calculation
is run for the last day of the period. You will be asked to confirm the set
to zero of course.
Some fields are collected directly from the system data and you have
no manual control over them:
POS Sales Collected from the POS interface
Opening StockThe closing stock for the previous period this field is
only printed if the report is called for the last day of the period
Direct Receipts All supplier receipts minus returns
Store Issues Receipts from all other stores minus issues to other
stores. Transactions to or from allowance stores will be ignored, here is
an example: Received from main store 10 bottles Scotch. Book one to
allowance Store 995 Breakages. In the store receipts we must show 10
bots as goods input but the 1 broken bot will be highlighted in the
allowances and subtracted from the Gross Consumption.
Closing Stock Current EOP closing. This field is only included when
the report is called for the last day of the period.

Fidelio Food & Beverage Manual 6.20 The Options/Hot Keys
Section VI The Options/Hot Keys
Delete Data
Copy Items to Stock
Copy Recipes
Daily Revenue Consolidation
Exclude From Stock Take
Disk Space Analysis
Invoice Price Adjustment
Negative Balances
Update S&C Menu Item Costs
Export to GL
List and Reports
Uninvoice
Consumption
There are some additional functions which are either purposely kept
separate from the normal menu or which are only available on "Hot
Keys".
The functions are split into two categories:
1. Those found in the "Options" selector:
Delete Data Delete Order Data

Delete Transactions Corrections
Delete Revenue Data
Delete Recipes
Delete Sales Mixes
Delete Item from Stock
Copy Items to Stock
Copy Recipes
Daily Revenue Consolidation
Exclude From Stock Take
Disk Space Analysis
Invoice Price Adjustment
Negative Balances
(Export to G/L)
List and Reports [Shift+F9]
Uninvoice
Consumption
(Supplier Load)
©Micros-Fidelio Software, February 1998 1

The Options/Hot Keys Fidelio Food & Beverage Manual 6.20
2. Those available on Hot Keys (F-Keys):
l On line Help
m Calculator
n Sub Total for Calculator
o Calendar / Time / Events
al Logout from F&B
am Login in F&B
au Screen Saver
bl New Help
bm General Help
bn Zoom Help
bo Move Help
bp Cook Book
bq FO Control Panel
bt Free Memory
jl Item Purchase History
jm Supplier Purchase History
jn Stock On Hand
jo Booking Journal
jp Year To Date Purchases
jq Supplier Info
jr Item Info
js YTD Orders
jt Lists and Reports
2 ©Micros-Fidelio Software, February 1998

ju Displays all Hot Key functions
ju Additional Help
bs Shows the call stack menu. This is mainly used for

support reasons.
bO Allows to call the “Orders on the Book by Item”

function.
aM Allows to display the last used screen messages. This

is very valuable if F&B gets translated, because with
the message also the message code is displayed.
With the message code the message can be easily
find in FBMNT, Messages.
The functions in section 1. are detailed in their relevant sections. i.e.

"Delete Order Data" is to be found under "Ordering" and "Delete
Recipes" is found in the "Recipe" section. The exception is "Disk Space
Availability" which is described in this section. Negative Balances is
found under Inventory update.
Delete Item from Stock
This function allows to delete items from stock. Items can only be
deleted if the actual stock is =0, and if there are/were no transactions
for this item in the actual period. The opening stock has to be zero. The
program instructions are quite easy, please follow the insturctions that
appear on the screen.
Copy Items to Stock
To enter special store information before entering the opening stock,

this function allows you to copy any item to any store.
From / To item group

Enter the item groups to be copied.
Select the several items with e, or mark all items with s. u

saves the entry. Enter the corresponding store. Items that are already
on stock will not be overwritten.

Copy Recipes
This function allows to copy a full set of recipes from one Sales
Location to another.
From Sales Location: Enter the Sales Location where you want to
copy the recipes from.
To Sales Location: Enter the Sales Location where you want to copy
the recipes to.
The system asks you if you really want to start. Confirm with "Yes" and
F&B will copy all recipes from one Sales Location to another.
Check Disk Space Analysis
The maintenance of F&B MANAGEMENT is performed by the system

supervisor and to make this task easier there is an automatic check on
the available disk space.
This control is activated when selecting the option "Disk Space

Analysis". The analysis is based upon the disk space required to
perform a data compaction of the transaction file. Full details of the
compaction program are described in a separate manual held by the
system supervisor (or your dealer). If upon entering this function the
system has determined that there is insufficient space to perform a
data compaction the following message will be displayed:
"Insufficient disk space for compaction./Call your supervisor"
In this case press e to clear the message and the disk space
analysis is displayed.
Disk Space Analysis Display
Three statistics are displayed:

1. Size of transaction file (including indexes) This is the amount of
space in Mb currently taken by the transaction bookings.
2. Available disk space (current disk) This is the amount of space left
on the disk. The disk may be split into different areas, but this analysis
concerns only the actual area where the bookings are recorded.
3. Disk space required for compaction The program will calculate how
much space it would require if a compaction were started. If this space

requirement becomes close to the available disk space you should

inform your supervisor.
Fidelio Sales & Catering offers the possibility to link a S&C Sales Item
with a F&B Sales item. This function will update the S&C item with the
actual recipe costs.
Export to GL
This is the export to General Ledger. This is an export to third party

software and does not need to be run for any functions within F&B.
Consumption
This function will create a journal to record the movement of stock

from inventory stores to consumption stores. This value is calculated
by comparing the opening stock plus the monthly stock transactions
with the closing stock. This results in a stock consumption figure.
Enter the period and the year you want to create the consumption file
for.

Hot Keys
l On Line Help Text

The On Line help text provides the operator with help from any part of
the program. The text is self defined by the organization using the
system and may be defined for any entry field.
There are two stages to the use of the on line help tool:
1. Enter the text
2. Calling the text
1. Enter the text

Text can be defined for any field in the program where the cursor can
be positioned. First position the cursor at the desired position and use
the key combination bl . A small entry field is now offered for the
entry of the title for the help text. Enter the title of the help text and
proceed with using e. Now a text entry screen is offered for the
help text.
Type in the text required text and save it using [End].
2. Call the text

By using l it is possible for any user to call up the help text whilst
using the F&B CONTROL programs. If help text has not been
previously created, a message will inform you of this.
Additional functions are:
bo Move the help box around the screen. bn Zooms the

help box up to full screen size.
m On Line Calculator
The on line calculator provides the operator with basic mathematical
functions which can be applied to numerical data entry fields as
required.
The calculator is called using m, and operates using [+] [-] [*] [/] for
Plus, Minus, Multiply and Divide. The result of a calculation is obtained
using e.
n Sub Total for Calculator

The result of a previous calculation is retrievable using n. The result
can either be used as the opening sum for a new calculation or it can
be imported directly into a numeric field in the program.
To import the result into a numeric field first position the cursor at the
required field before pressing [F3].

o Calendar / Time
The use of o brings the display of the Calendar. The calendar
displays the current date and time when called. By using [Pg Up / Dn]
it is possible to page through the months.
There are two additional options:

S = Scheduling
E = Events
Scheduling
Move the cursor to the relevant date before selecting "S" for the
scheduling function. The day is displayed in time divisions on the left
hand side of the screen, any activities scheduled for this day are
displayed in the time slots. Activities can be entered or edited using
h and e. You can skip from day to day using [+] and [-].
Events
Move the cursor to the relevant date before selecting "E" for the events
function. Simply enter the event which you wish to be reminded of on
that particular day. This event will be displayed on the calendar
whenever the cursor lands on this date.
bp The Cook Book

The cook book is divided into 3 sections:
1. Category, where you enter the Type of dish i.e., "Summer Specials",
"Christmas Dinners" etc.
2. Sub Category, where you enter the nature of the dish i.e., Salads,
Main courses, Banquet etc.
3. Text, where you describe how to prepare the dish.
To use the Book, first you need to enter the Categories, you do this by
pressing h and entering the descriptions.
You then select the category and sub category and then use e to
get on to the Text field.
Text is saved using aW.
js
Year To Date Orders. Here you can see what has been ordered by
supplier each month. This is a flash guide to the amount of business
being given to a supplier. This function reports all orders including
outstanding and partially delivered.


Fidelio Food & Beverage Manual 6.20 Lists & Reports
Section VII Lists & Reports
************RECEIVING***********
Summarized Receipts Journal
Detailed Receipts Journal
Price Variation Report
Detailed Returns Journal
Store Distribution Report
Batch Report
Daily Receiving Log
**********PURCHASING**********
Stock On Hand / Criteria
Restaurant Stock Report
Market List
Main Store Slow Moving Items
Supplier/Item/Purchase History
Purchase Order Due Report
********COST AUDIT DAILY********
Summarized Returns Journal
Correction Log
Outlet Performance Report
Flash Cost Report
Usage per Guest
Sales And Contribution
Issues Analysis
***** COST AUDIT MONTHLY******
Stock Take/I. Group/Criteria
Stock Take/M. Group/Criteria
Physical Inventory Flash Report
Closing Stock Report
Summarized Net Goods In
Enhanced Booking Journal
Special Usage Analysis
Main Store Audit
Accruals List
Potential / Actual
Budget Report
********OTHERS********
Recipes
Order Requests
Master Data Lists
Query Function for Usage Analysis
Trends Report
Finnish List 1
Liquor Purchase Register
Here is a short view of the lists and reports. Print an example of each
to get a complete survey about their contents.

Lists & Reports Fidelio Food & Beverage Manual 6.20
Summarized Receipts Journal

The "summarized receipts journal" lists the receipts per supplier,
account no. over-group total and returns.
You can select:
* from date to date
* the item over groups
* an item group summary only
* suppliers totals only
* paid /open receiving list
* the system or the vendor
currency
Detailed Receipts Journal

The "deteiled receipts journal" lists per supplier each receipt and the
returns.
You can select:
* from date to date
* other criteria
* item group summary only
Price Variation Report

The "price variation report" displays the last and actual receipts when
the actual and last price is higher than the defined variance.
You have to enter:

* the store
* From / To Item Group
* From / To Date
* the variance
Detailed Returns Journal

Displays all returns to supplier , either detailed or summarized.
You can select:

* From / To Date
* other criteria
* item group summary only
Store Distribution Report

The "store distribution report" shows per supplier and store the
receipts.
You can select:

* From / To Date
* System / Vendor Currency
* several stores
Daily Receiving Log

Shows the daily receipts, without totals per supplier. The system
distinguishes between "delivery note" and "invoice".

Stock On Hand / Criteria

Here you can print the stock on hand, sorted by criteria.
Select:
* From / To Store
* From / To Item Group
* Other Criteria
* Average Price or
* Evaluation Price 1 or Evaluation
Price 2
Restaurant Stock Report

This report is useful to show the actual stock on hand in the sales
locations.
The potential usage, the last price and the calculated stock are taken in
consideration.
Select:
* The inventory date (normally
the actual date)
* From / To Sales Location
* From / To Over Group
* Sorted by item name or by item
number
Market List
This report is useful for the chef's daily order.
Main Store Slow Moving Items

Shows all items without transactions in a defined period of time.
Supplier/Item/Purchase History
This report shows all receipts, summarized per item of one or several
suppliers for a defined period.
Enter:
* From / To Date
* Select one or several suppliers
* Over/Major or Item Groups
From / To
* Sort by Item No. or by Item
name
* Print only totals ?
Purchase Orders Due Report

This report prints all Purchase Orders due on a specific date.
Enter:
* From / To Date
* Select one Purchase Order per
page or
* several Purchase Order per
page.

Flash Food Cost Report

See: Cost Management
Usage per Guest Report

The “Usage per Guest Report” is written for all sites which budget
their Food cost on a fixed rate per Hotel Guest. This typically
happens in Resort location, where the guest pays a lump sum for
their entire stay. The Hotel splits the revenue internally into e. g.
Rooms, Food, Beverage, Entertainment etc.
How does the Report work?

Define in Master data the Guest Categories with a fixed rate per date.
Enter in “Daily Guest” the number of guest per days and category
staying at the property. The System automatically calculates the total
value to be spend.
The Report shows per day and accumulative the Usage quantity and
Usage Value divided by the number of Guest, plus the percentage
relation between value and the respective revenue, displayed in the
header of the Report. The Usage Quantity is calculated as follows
• all deliveries to the request store

• all returns to suppliers for the requested store
• all transfers to and from other stores
this sum is divided by the usable content and number of Guest.
All figures are calculated today and to date, whereby to date means
within the valid inventory period. The value is calculated according
following syntax: (Usage quantity * average price / number of guests)
* Please note:
In order to have meaningful comparisons in particular if the Report is
only printed for Item Group Totals, all Items within the same Item
Group need to have the same Stock Unit and Usable Content, for
example for all items in Group “Beef” the Stock Unit will be “KG” and
the Usable Content “1000” (GRAMS).
To run the Report please follow the queries on the screen.
Stock Take /I.+ M. Group/Criteria

This report is the stock take list. You can sort it by other criterias.
Main Store Audit

The "main store audit" displays opening stock, purchases, issues and
closing stock per item in a main store. The column "deviation " shows
you the actual difference between counted and calculated stock. The
column "Dev. by prices" shows the price deviations of the item in a
period.

Special Usage Analysis

The "special usage analysis" is a month end report for outlets /
consumption stores (bars, main service bars, etc.). It shows you the
opening stock, goods in, closing stock, usage and stock days. The
flash cost is shown per item in %, if the revenue is imported via an
interface from a POS or entered at runtime. This report can be sorted
by item. It is also possible to select only total item groups. The
deviation column shows the value of the deviations that appears due to
the average or the last price valuation.
There are two options:

Balance Issues and Balance Usage.
If "Balance Issues" is selected, all transfers are evaluated with either

the closing average price, if it was an issues or with the real receiving
price, if it was a receipt/return to supplier.
The value calculation for "Goods In" per item group and store will be:
Opening Value + Goods in Value - Closing Value = Usage Value.
If "Balance Usage" is selected, the calculation of the total "Goods In

Values" are as follows:
Goods In = Usage Value + Closing Value - Opening Value.
"Balance Issues" is for operations which enter the "Goods In Value"

into accounting system. "Balance Usage" is for operations which post
the
"Usage Value" into accounting system.
Here an example where the deviation is 5,-.
MAIN STORE
Opening stock: 10 à 10,- = 100,- Goods Out: 5 à 11,- = 55,-

Goods In: 10 à 12,- = 120,- Usage = 0,-
Actual Average Price: 11,- Closing Stock: 15 à 11,- = 165,-
Total: 220,- Total: 220,-
MAIN SERVICE BAR

Opening Stock: 5 à 10,- = 50,- Goods In: 5 à 11,- = 55,-
Usage: 7 à 11,- = 77,- Closing Stock: 3 à 11,- = 33,-
Total: 105,- Total: 110,-
Select: * From / To Store

* From / To Date
* Balance Usage or
* Balance Issues?

Add: * Actual Sales

* Adjustments
* Allowances
Select: * Report by Item
* Groups totals only
* Sort by Name / Usage
* Average or Evaluation Price
Potential / Actual
In this report the potentials (from revenues) and the actuals ( from
stock taking) will be compared with each other.
Select: * From / To Store
* From / To Date
* Item Group Totals ?
Add: * Actual Sales
* Adjustments
* Allowances
Select: * Average or Evaluation Price
Recipes
Sorted per sales item group and sales item the recipes are shown.
Master Data Lists

Prints items, units, suppliers, store groups and sales groups from the
master data.
Outlet performance report

The outlet performance report is a management report that informs you
about your Month to Date actual figures in comparison to the budget.
The following criterion have to be fulfilled:
IFC 8700 or 4700, Meal Periods must be defined, the Budget Editor
has to be filled.
The figures are taken out of FB_EXP.DBF
Sales and Contribution

The Sales and Contribution report can be selected by Over Groups,
Major Groups or Item Groups. It can be sorted by Group / Item name
Group / Item number or Group / Contribution.
The Sales and Contribution report shows:

• the Net Cost
• the Sales Price
• the Cost %
• Sold portions
• Contribution
• Revenue

Manuel F&amp;B Version 6 - Ag

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Food & Beverage

print date: March, 1998

dBASE III, III+, IV are trademarks of Borland International

All other brand and product names are trademarks or registered

Micros-Fidelio Software GmbH & Co. KG retains the right to update or

© Copyright MICROS-FIDELIO Software GmbH & Co. KG,

All rights reserved. No part of this publication may be reproduced,

©Micros-Fidelio Software, March 1998

This manual is designed for the Fidelio operators, to help them

This manual is devided into 7 sections:

However, the Fidelio F&B software is so flexible that it is impossible to

We have provided a table of contents at the beginning of this manual

We welcome your comments and your ideas on the manual. Please

Micros-Fidelio Software GmbH & Co.KG

©Micros-Fidelio Software, March 1998

©Micros-Fidelio Software, March 1998

©Micros-Fidelio Software, March 1998

Supplier and Item Notes............................................................................ 27

©Micros-Fidelio Software, March 1998

Find Contained Item ................................................................................ 7

©Micros-Fidelio Software, March 1998

The following key points are incorporated in the program's concept:

1. FUNCTIONALITY TO SUIT THE BUSINESS To improve the

2. EASY TO USE OPERATOR INTERFACE, CLEARLY

3. EFFICIENT DATA ENTRY To improve the profitability of the

4. INTELLIGENT BACKGROUND To maintain accurate and

5. CLEARLY ORGANIZED MASTER DATA To reduce the

6. INTEGRATED FUNCTIONALITY To improve the communications

7. EFFICIENT INFORMATION TOOL To fulfill the specialized and

©Micros-Fidelio Software, March 1998

Section II Master Data

Master data is only entered once and forms a bank of information

FIDELIO F&B MANAGEMENT is a flexible goods administration

The planning of the master data structure at this early stage

©Micros-Fidelio Software, March 1998

©Micros-Fidelio Software, March 1998

Organization Keys Of FIDELIO F&B MANAGEMENT

• Requisitioned by other stores

They contain goods which come either directly from suppliers, or

Sales Locations Sales locations are the revenue centers where

Recipes Recipes contain the information concerning which stock

©Micros-Fidelio Software, March 1998

on the delivery notes and, therefore, speeds up the entry of goods

The conversion to stock units is performed automatically by the

Issuing Unit It is possible to define in the master data which unit is

Pricing Policy FIDELIO F&B MANAGEMENT retains the

Evaluation Prices Two sets of evaluation prices are offered by

Inventory Periods The system works within financial periods

©Micros-Fidelio Software, March 1998

Preparing The Master Data

Stock Master Data

It is important to allocate numbers in logical ranges and to make sure

Stores which are classified as "Main Stores" should be grouped

©Micros-Fidelio Software, March 1998

Inventor Update" function if there are still differences in this store.

Store Name: Enter the description of the store. After pressing e,

End of period: The way a store is to be treated at the end of a

3. Default system: This is the perpetual inventory option. Bars using

Another application is to make a "Spot Check" inventory on the 29th

4. Default Last Closing: Kitchens where a physical count is only

5. Default Maximum stocking: This is the Par Stock control method.

6. Default Minimum: Same as Max. but using a Low Par.

7. Default System - Usage: This is a time the same as "Default

©Micros-Fidelio Software, March 1998

Manuel F&B Version 6 - Ag

Manuel F&B Version 6 - Ag