Sage 50 US – Item Setup for Restaurants – Different Unit of Measure

different unit of measure

Select Maintain Units/Measures – The maintain Units/Measure Screen will open

units measures

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.

units measures screens

Go to Lists  Inventory & Services   Inventory & Services – The Item List window appears.

inventory and services

Click on New.  The New Item window appears

new inventory item

  1. 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.

wine bottle stock item

The Description for Sales will be printed on the customer’s receipt.

only the first 25 characters will be printed.

description for sales

Description for Purchase: Fill in the Description for Purchase as needed. 

description for purchase

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

item pricing

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.

wine bottom sku item type

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.

stocking unit button

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.

item multi-packs

Purchasing Multi-Pack – U/M: Select the Unit of Measure from the drop down list. “Case 12” 

multi pack unit of measure

Use as Default for all purchases check if you always sell wine by the case. 

multi pack use as default

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

wine glass item details

  1. Then, in AccuPOS Management, Manage  Items List

    pos manage items list

  2. 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.)

    items management units of measure

  3. 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.

    units of measure screen

  4. This will bring up your item list. Scroll down and select the bottle of Acacia Pinot Noir, then click Select.

    wine item lookup

  5. 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.

    units of measure quantity

    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.

    pos uom quantity three

    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.