Request Transfer - Suggested Quantities Used

Overview:

The Request Transfer feature provides an option for COGS-Well to suggest the quantities of items that are requested. This option is most commonly used when restaurants are making transfer requests to a commissary or warehouse.

Suggested Quantities can be calculated using Par Levels, Usage Projections, or a combination of both.

Our Help Library includes a detailed article for Entering Transfer Requests. So this article will be specific to the added options associated with using COGS-Well to suggest transfer request quantities.

Things to know!

The Request Transfer feature requires that Transfers be enabled in your Company Settings.
Suggested Quantities can be calculated using Par Levels, Usage Projections, or a combination of both.
At least one Suggested Quantity Type for Transfers must be set up in advance.
At least one Inventory Group for Transfer Items must be set up in advance.
Our Help Library includes a detailed article for Entering Transfer Requests.
This article is specific to using COGS-Well to suggest quantities for transfer request items.

Suggested Transfer Request Quantities:

A Suggested Quantity Type (SQT), configured for Transfers, must be set up in advance to calculate Suggested Transfer Requests. SQTs can be set up to use Par Levels, a Usage Projection, or both. Please use this link for detailed information about Setting Up Suggested Quantity Types.

To select an SQT from the New Transfer Request Criteria Tab, you must first select an Inventory Item Group. This is because COGS-Well needs to know what items to calculate suggested quantities for. Below is a New Transfer Request Criteria showing how to use an SQT:

Inventory Item Group: The drop-down was used to select Meat as an inventory item group. After Meat is selected, the Suggested Quantity Type (SQT) field is displayed.

Suggested Quantity Type: This field only displays if you have already configured at least one SQT for Transfers. Use the drop-down to select the SQT. In the above example, we selected an SQT we configured named "Transfers".

Next Transfer Date: This field will only display if you select a Suggested Quantity Type that includes a Usage Projection. This date is needed because a Usage Projection needs to cover the days between the Transfer Request Date and the next ordering Delivery Date.

Par Level Type: This field will only display if you select a Suggested Quantity Type that includes the use of Par Levels. Please use these links for more information on Par Level Types and Par Levels. Use the drop-down to select a par-level type.

Transfer Request Entry Tab (Suggested Quantity Type is Used, No Usage Projection):

If you selected a Suggested Quantity Type without a Usage Projection and with Par Levels, then "On Hand", "Requested To", and "Suggested" Qty" columns are added to the transfer request entry display. Please see the below example:

This Icon on the top left of the item entry grid is called a column chooser. The column chooser lets you select which columns to display (or not) on the entry grid. Click the icon to select or deselect columns.

Calculated Values: The values in the On-Hand, Request To, and Suggested Quantity columns are calculated. If you would like to see the detailed calculation for any of these values, you can by clicking on a value. In the example below, we have clicked on the Suggested Quantity of 10 Pounts for the Pastrami Sliced NY and the calculation for this item has overlayed the entry grid:

On Hand: On hand displays the theoretical (Calculated) quantity on hand. The calculation looks at an item's last count, adds receiving, adds or subtracts transfers, subtracts waste (if you enter waste), and then subtracts theoretical usage based on sales and recipes.

If you are using our Production feature, then production is also factored in. If you are using transfer requests then the open transfer requests (either to or from) are added or subtracted to adjust the Calculated On-Hand.

Request To: The Request to column displays the Par Level Quantity. Please see this link for more information on Usage Projections.

Suggested Quantity: The formula for the Suggested Quantity for each item is the pack's on-Hand (which we explained above), plus the Projected Need, minus the Minimum Par Quantity. You can also bring up the calculation for the suggested quantity by clicking on the suggested qty cell for the item you are curious about.

The Minimum Par Quantity is the quantity you are willing to go down to before an order is suggested. The Order to Par Quantity is the quantity you want to have after your order is delivered. Please click this link for more information on Par Levels.

Transfer Request Entry Tab (Usage Projection is Used):

If you selected a Suggested Quantity Type with a Usage Projection then "On Hand", "Projected", and "Suggested" Qty" columns are added to the transfer request entry display. Please see the below example:

Calculated Values: The values in the Projected Quantity column are calculated. If you would like to see the detailed calculation for any of these values, you can by clicking on a value. In the example below, we have clicked on the Projected Quantity of 2.03 Pounds for the Cheese Cheddar/Jack and the calculation for this item has overlayed the entry grid:

Save, Save & Exit, Request Fulfillment, and Exit:

The buttons at the bottom left of the Transfer Request Entry are Save, Save & Exit, Request Fulfillment & Exit, and Exit as shown below above. The button to request fulfillment is showing because this option was enabled in Company Settings on the Transfer option tab. If this option is not enabled, then the button will not show.

Once a transfer request is Saved (or requested if this option is enabled), the From Site will receive an alert on their dashboard that they have a transfer request requiring fulfillment (an example is shown below).

The Transfer Request will remain visible at the To Site and can be edited until it has been fulfilled (an example is shown below):