Setting up Inventory in RTS

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Steps for setting up inventory in the RTS software:

There are 2 types of inventory management that are used the most:

Option 1 is comprised of all selling stations pulling from a central stockroom.

-This is the easiest method to use, but does not have cashier accountability.

Option 2 is each selling station pulling from their own inventory station.

-This requires more work, but has complete cashier accountability.


Each Selling Station Pulling From Own Inventory Station:

Note: Generally it helps to keep selling stations / inventory stations numbered in a way that helps keep track easily. For example: Selling Station 5 pulls from Inventory Station 35, Selling Station 6 pulls from Inventory Station 36, etc.

In this scenario each selling station is configured to pull inventory from its own inventory station, which in turn is stocked from the stockroom when inventory needs to be replenished. It can be configured to track and update stock counts automatically if items are received into stock. Using various RTS reports, you may then reference reports to verify stock levels and modify stock levels as needed.

NOTE: Refer to Modifiers to make sure your stations are configured to pull inventory correctly.

Station Items

Navigate to: Setup -> Concessions -> Station Items.

SU Concessions StationItems.PNG

1) Set "Current Station" drop down to be one of your Selling Stations.

2) The "Station Item List" contains all the items this selling station is able to sell.

3) Highlight an item:

a. If the item is inventoried, set the "Stock From" to be the appropriate inventory.
b. If the item is not an inventoried item, set the "Stock From" to be "Create".

4) Repeat step 3 for each item in the Station Item List.

5) Save the changes.

6) Set the "Current Station" dropdown to be one of your Inventory Stations.

7) If the "Station Item List" is empty:

a. Highlight an item in the "Main Item List" you want to have in inventory.
b. Click the "<-" button to move the item to the "Station Item List".
c. Set the "Type" to be "Inventory" and click 'OK'.
d. Set the "Stock From" to be the main stockroom number (usually Stockroom 1), click 'OK'.
e. Repeat a through d for each item neededIn the "Main Item" list, select the "<-" button to move the item to the "Station Items" list.

8) For "Type" choose "Selling", for "Stock From" choose "Stockroom1".

9) Select "Save".

10) Select "Close".

This will add the new item, and set the station it will be sold from. It will also set the properties of how it is treated for Inventory purposes. The item will be treated as a "Selling" item, and the item will be pulled from the "Stockroom1" location when sold.

All Selling Stations Pulling From A Central Stockroom:

In this scenario each selling station is configured to pull inventory from a central stockroom. All of the inventory in the building is treated as being in the stockroom.

  1. Go to: Setup -> Concessions -> Station Items.
  2. Set the "Current Station" drop-down to be one of your Selling Stations.
  3. The "Station Item List" contains all the items this selling station is able to sell.
  4. Highlight an item:
a. If the item is inventoried set the "Stock From" to be: Stockroom 1.
b. If the item is not an inventoried item set the "Stock From" to be "Create".
  1. Repeat step 4 for each item in the Station Item List.
  2. Save the changes.
  3. Repeat 2 through 6 for each selling station OR if all the selling stations are the same, use the "Save As" option to save the current config to each of the other stations.


Once all the items are added to the system, and in the appropriate stations, a touch screen layout will need to be built:

  • Navigate to: Setup -> Concessions -> Touch Screen Layout -> Employee Station.


SU Concessions TouchScreenLayout EmployeeStation.PNG

  1. Set the "Current Station" to be your first concession station number.
  2. For each item you wish to sell, highlight the item and click inside the space on the selling screen where you wish that items button to be.
  3. When the selling screens are setup, you can select : "Save" to save this station, and then use "Save As" to copy this setup to a different station number.

Receiving Inventory

Navigate to Actions –> Stock Inventory –> Receive or Return.

ActionsStockInventoryRecieveorReturn1.png

1) Search for the item you would like to stock.
2) With the item highlighted, enter the order or memo number, designate the stockroom, the amount entering in (if one case of 50, enter 50) and the total cost (this is optional).

ActionsStockInventoryRecieveorReturn2.png

3) When the order is ready to be added, select "Add to List".

ActionsStockInventoryRecieveorReturn3.png

4) The order will not be finalized and added into the stockroom until you select "FINISH".

Listed Reports: While adding in stock, you may reference the following reports from the receive or return window. Station Inventory will not update until after you close out the Deposit for the day.
Station Inventory: Inventory report, including inventory corrections and receive or returns.
Count Sheet: Lists current details with boxes next to it to use as a guide for completing the end of night counts. Updates in real time.
Current Details: Current inventory details. Updates in real time.

Correcting Inventory

Sometimes inventory needs to be reconciled in the building, most theatres do this every week or every 2 weeks. This involves counting all the inventory in the stockroom(s) and any inventory stations if configured, to verify that the counts are correct in the system.

Some theatres like to isolate these corrections into their own deposit, so that any inventory changes can clearly be seen outside of the normal selling deposits. To do this, just close the stations / deposits for the day, then correct the inventory and close another deposit.

Go to: Actions -> Stock / Inventory -> Correct Inventory.


ActionsStockInventoryCorrectInventory.png


  1. Pick the stockroom or inventory station being counted.
  2. Set the current count for each item in the list.
  3. Click "OK" to finalize the change.
  4. Repeat Steps 1 through 4 for each stockroom / inventory station.
  5. Select "OK".

NOTE: RTS will automatically adjust your numbers as you sell. If you are routinely making large adjustments to particular items, please contact our tech support team to verify your configuration settings.

Transfer within Building

ActionsStockInventoryTransferWithinBuilding.png


1) Select Actions –> Stock Inventory -> Transfer Within Building.
2) First, choose the Station or Stockroom the item currently resides in that you would like to transfer.
3) Next, select the Station or Stockroom from the drop down menu, the item will be transferred into from the "To Station".
4) Select the "Item" that will be transferred, followed by the "Amount".
5) When the transfer is set how you would like it, select "Transfer".

Reporting

RTS has multiple reports available for tracking inventory:

  • Navigate to: Reports –> Inventory –> Count Sheet: Displays current details with a space to indicate current levels in stock.

Reports Inv CountSheet.PNG


  • Navigate to: Reports –> Inventory –> Concession Sales vs Inventory: Displays inventory information by deposit. This information will update after the deposit is closed. See Conc Sales Vs Inventory for more details.

Reports Inv ConcSalesVsInv.PNG

  • Navigate to: Reports –> Inventory –> Cost: RTS will calculate the cost of items if the information is entered when receiving items into stock.

Reports Inv Cost.PNG

  • Navigate to: Reports –> Inventory –> Current Details: Live count of stock as day progresses. The deposit does not have to close for this report to update.

Reports Inv CurrentDetails.PNG

  • Navigate to: Reports –> Inventory –> Inventory Remaining: Displays how many of each item is remaining in the location’s inventory and how many days the current inventory should last. The number of days remaining is calculated using sales for the past 35 days.

Reports Inv InvRemaining.PNG

Wasting Damaged Items

Sometimes items gets damaged or are unusable, these items need to be "wasted" from the system

If you're using the "All selling stations pulling from a central stockroom" method:

Navigate to: Actions -> Station -> Waste Items.

  1. Pick the Stockroom being wasted against.
  2. Use the "Item" dropdown to select the item being wasted.
  3. Set the "Amount" being wasted.
  4. Enter a "Reason" for the waste.
  5. Click 'OK' to finalize the waste.

If you're using the "Each selling station pulling from own inventory station" method:

Navigate to: Actions -> Station -> Waste Items.

  1. Pick the Inventory Station being wasted against.
  2. Use the "Item" dropdown to select the item being wasted.
  3. Set the "Amount" being wasted.
  4. Enter a "Reason" for the waste.
  5. Click "OK" to finalize the waste.

--RD Crocker (talk) 19:16, 11 January 2019 (UTC)