Sage 50 US – Item Setup for Restaurants – Different Unit of Measure
Select Maintain Units/Measures – The maintain Units/Measure Screen will open
U/M ID – This is a unique identifier for the U/M you want to create. You’ll use this ID to identify the U/M for selection on transactions and when specifying the U/M for multi-packs.
Description – This is a short description to help identify the U/M. Think of this description as additional information to help identify the U/M
Number of Stocking Units – Enter the number of stocking units of the item that make up the U/M. For example, let’s say the stocking unit is a bottle, but you purchase the bottles in a case so you are setting up the case as a U/M. If there are 12 bottles in a case, you would enter 12 in the Number of stocking units field.
Go to Lists Inventory & Services Inventory & Services – The Item List window appears.
Click on New. The New Item window appears
- Generally, the Item ID will be the identifying code or abbreviation of the item.
The Description provides for a more detailed description of the item.
Select Stock Item from the Item Class pull-down.
The Description for Sales will be printed on the customer’s receipt.
Note: only the first 25 characters will be printed.
Description for Purchase: Fill in the Description for Purchase as needed.
The Price Level 1 will determine the default sales price when the item is sold though the POS.
The GL Sales Account is also important it will enable you to get a breakdown of income when running profit and loss reports. An example of an Account would be ‘Food’, ‘Beverage’,’Liquor’, etc. Here we use ‘Beer – Wines Sales’.
The Item Tax Type will determine if the item is to be taxed at the Point of Sale . If a nontaxable customer (such as carry-out) is set at the Point of Sale , the item will not be taxed despite being set as taxable. If the item tax rate is greater or lower than the normal tax rate, set the item as taxable. Later, using AccuPOS Alternate Tax Rates, the correct tax rate can be applied to the item
UPC/SKU: Will be the item code used at the Point of Sale to apply the item to a transaction. The item code may not exceed 20 characters. Items with longer codes will not import to the point of sale. You can use numbers, letters or a combination of both. We do not recommend using any special characters
ITEM TYPE: when you set up items in Sage 50, the field TYPE will be used to categorize each item into a general group. If using remote printing module, items could be routed to remote printers by TYPE. For example, items of TYPE ‘Food’ could be printed to the kitchen printer while items of TYPE ‘Bar’ print at the service bar. We recommend you write down your list of general item TYPEs, i.e. “SOUPS”, “ENTRÉES”, “DRINKS”, “DESSERTS”, etc. before you begin putting in individual items.
You may create as many or as few item TYPEs as your restaurant needs. A report of “Sales by Item Type” will always be available in Management and will print on each server’s End-of-shift report.
Stocking Unit of Measure (U/M) – Now we need to setup the stocking Unit of Measure.
This will be the bottle of wine.
Click the Arrow next to Stocking U/M to create a new stocking U/M.
The Item Multi Packs Screen will open.
Stocking U/M – This will be the name of the stocking Unit. ‘Bottle’ is used in this example.
Purchase and sell in different quantities – Check this box as we will purchase the wine by the case and count or sell by the bottle.
Purchasing Multi-Pack – U/M: Select the Unit of Measure from the drop down list. “Case 12”
Use as Default for all purchases check if you always sell wine by the case.
Now that we’ve set up the bottle, let’s go over how you would set up a just a glass of wine.
This process should also be applied to create a ‘split’ (half glass of wine) or a carafe (half bottle of wine).
The first step is to set up the glass of Acacia Pinot Noir wine as a non-stock, as in the example below.
In the Item ID field we’ll call it Acacia PN GL, with a price of $6.50
- Then, in AccuPOS Management, Manage Items List
- Scroll down and find the item (or use the search field), then double-click the UOM field (you may have to use the bar on the bottom of the table to scroll over and find the UOM field.)
- The Units of Measure screen will appear. The top two fields, Item Code and Item Description, will already be filled in. Click the Lookup button.
- This will bring up your item list. Scroll down and select the bottle of Acacia Pinot Noir, then click Select.
- In the Units of Measure menu, the inventory field (Acacia Pinot Noir) will now be populated. Pay special attention to the quantity field on the far right, which is always a decimal number. Some bars/restaurants pour 4 glasses of wine per bottle, while others pour 5. If you pour 4 glasses per bottle, you would enter .25 in the quantity filed. If you happen to pour 5 glasses per bottle, you would enter .20.
The general concept is that this number is a decimal representation (up to 5 decimal points) of how many parts the bottle is divided into. On a calculator you would enter 1, then divide by the number of pours. Here is a chart that you may find helpful:
Pours per Bottle Decimal 2 .5 3 .33333 4 .25 5 .2 6 .16666 7 .14285 8 .125 9 .111 10 .1 11 .0909 12 .08333 Pours per Bottle Decimal 13 .07692 14 .07142 15 .06666 16 .0625 17 .05882 18 .05555 19 .05263 20 .05 21 .04761 22 .04545 23 .04347 Pours per Bottle Decimal 24 .04166 25 .04 26 .03846 27 .03703 28 .03571 29 .03448 30 .03333 31 .03225 32 .03125 33 .0303 34 .02941 Pours per Bottle Decimal 35 .02857 36 .02777 37 .02702 38 .02631 39 .02564 40 .025 41 .02439 42 .0238 43 .02325 44 .02272 45 .02222
Let’s use another example: we have a bottle of 1500 mL Absolut vodka, and we want to divide it up by shots. Shot glasses hold 1.5 oz. of liquid, or about 45 mL. 1500 divided by 45 = 33.33, which, rounded down, equals 33 shots per bottle. 1 bottle divided by 33 equals .03, so we would put .03 in the ‘quantity of’ field.
We just happened to use Milliliters (mL) in this example, but you can use any system of measurement that suits your needs for that particular item and its divisions.