Create Requisitions
Create Inventory REQ Lists
It is up to the hotel’s BirchStreet Administrator whether or not the Outlets will create their own Inventory REQ Lists. For the purposes of those Outlets required to create their own Inventory REQ Lists, the topic of creating Inventory REQ Lists is covered in this section.
Inventory REQ Lists are designed to be used by the Outlets so they can requisition products. Outlets could theoretically requisition from the Inventory Master Lists, but there is a great amount of information and options on the screen that the Outlets will never need and can be confusing for them. Therefore, Inventory REQ Lists can be created as sub-lists with only those Part Numbers which the Outlets will need. Since each outlet is different, Inventory REQ Lists can be customized for each one.
Before creating the Inventory REQ Lists, it is important to understand that there are two kinds of Inventory Requisitions – a Storeroom to Outlet Requisition, and a Storeroom to Storeroom Requisition. These types of Requisitions will impact which Requisition Lists you create.
A Storeroom to Outlet Requisition is one typically created for Food or Beverage items which the Outlet will not be required to do a physical count at period end. There should be a separate REQ List for these, linked to the main Food Storeroom.
A Storeroom to Storeroom Requisition is one created typically for Liquor, Wine, Beer or other Beverage which requires the Outlet to perform a physical count at period end. There should be a separate REQ List for these linked to the main Beverage Storeroom.
The following Inventory REQ Lists prefixed by an REQ_ before the list name in the drop down are shown as samples. You can see the main Food Storeroom name where the products are coming from in bold red*
FOOD
Create a separate Food Requisition List for your Outlet to create Storeroom to Outlet Requisitions where the Outlet will be charged for the cost of the products if Declining Checkbook is used.
BEVERAGE
(NON-ALCOHOL) – Create a separate Beverage Requisition List for your Outlet to create Storeroom to Outlet Requisitions where the Outlet will be charged for the cost of the products if Declining Checkbook is used.
(ALCOHOL) – You can use the same Beverage Requisition List for your Outlet to create Storeroom to Storeroom Requisitions where the products will be transferred from the main Beverage Storeroom to the Outlet Storeroom. No Declining Checkbook charge will be incurred.
For an Outlet to create its own Inventory REQ List, start on the Inventory Taband click the Create Master button.
Enter the name of the Inventory REQ List in the Master Name field, and then click the Inventory REQ list radio button. Select the Storeroom location (typically either Food Storeroom or Beverage Storeroom). Click OK to create the Inventory REQ List.
Note: A user at the outlet will not see the Inventory radio button in the Contents section unless they have rights to manage Inventory Master Lists.
Note: When creating Inventory REQ Lists, it is best to share the list using an asterisk (*) before the list name if others in your Outlet will need to use it. It is also recommended to name the lists using a consistent naming convention. For example, Room Service may requisition Beverages from the Beverage Storeroom, and Food from the Food Storeroom. Since there will be at least two lists for the Outlet, the two list names could appear as follows:
*Room Service – Beverage
*Room Service – Food
Click OK to the confirmation prompt
You will see your list appear in the drop down on the Inventory Tab. To denote that this is an Inventory REQ List for Requisition use by the outlets, an REQ_will be appended to the beginning of the Inventory REQ List name.
Adding Part Numbers by Selection
Now that the Inventory REQ List has been created, Part Numbers can be copied over from the Inventory Master List. There are a couple ways to quickly add content.
The first method is by changing over to the Inventory Master List in the drop down as shown, and then clicking the checkbox next to each item that needs to be in the Inventory REQ List.
Once all items are selected, just click the Copy Item button.
Make sure the Inventory REQ List radio button is selected and click the lookup icon.
Click the Select button next to the Inventory REQ List.
With the Inventory REQ List appearing in the Select master/list: box, click Copy Item.
Click OK to the confirmation prompt.
Select your Inventory REQ List from the drop down so you can see the copied contents.
Adding Part Numbers by Searching
The alternative way to add Part Numbers to an Inventory REQ List is by using the Search link feature. With your Inventory REQ List selected, click the Search link.
Use the Search Order Guide drop down to narrow the search results by a specific Inventory Master List.
Note: You can leave the drop down defaulted to Allto search all Inventory Master Lists and Inventory REQ Lists if you are unable to find what you are looking for. However, you will only be able to add Part Numbers from an Inventory Master or REQ List that has the same Storeroom Location as the one you originally selected when you created your Inventory REQ List.
From the Search Column drop down, select either Part # or Item Description. Another useful option can be Commodity if this information has been added to the Part Numbers as part of setup (i.e. SODA, BEER, WINE, etc).
In the Search Text box, type the Part Number, Item Description, or Commodity and then click OK.
Click the check box and click the Copy Item button.
Make sure the Inventory REQ List radio button is selected and click the lookup icon.
Click the Select button next to the Inventory REQ List.
With the Inventory REQ List appearing in the Select master/list: box, click Copy Item.
Click OK to the confirmation prompt.
If you switch back over to your Inventory REQ List, you will see all the contents you copied.
You will see all Inventory REQ Lists prefixed with “REQ_” in the drop down list. If the Department codes, GL Account codes, Category, Commodity, and sorting information were available on the Part Numbers when the Part Numbers were copied to the Inventory REQ List, that information would be listed as well. If not, it can always be added after the fact.
Now that you are done creating your Outlet’s Inventory REQ Lists, the system is now ready for your Outlet to begin creating Storeroom Requisitions.
Create Storeroom Requisitions
Creating Storeroom Requisitions can be done by any user who has access to the Create REQ button on the Inventory Tab. There are two kinds of Inventory Requisitions – a Storeroom to Outlet Requisition, and a Storeroom to Storeroom Requisition.
A Storeroom to Outlet Requisition is one typically created for Food or Beverage items which the Outlet will not be required to do a physical count at period end.
A Storeroom to Storeroom Requisition is one created typically for Liquor, Wine, Beer or other Beverage which requires the Outlet to perform a physical count at period end.
On any given day when you need to requisition products, you may need to create three separate Requisitions from the following Inventory REQ Lists prefixed by an REQ_ before the list name in the drop down. You can see the main Food Storeroom name where the products are coming from in bold red*
FOOD
Create a separate Storeroom to Outlet Requisition using your Outlet’s Food Requisition List*
BEVERAGE
(NON-ALCOHOL) – Create a separate Storeroom to Outlet Requisition using your Outlet’s Beverage Requisition List**
(ALCOHOL) – Create a separate Storeroom to Storeroom Requisition using your Outlet’s Beverage Requisition List**
*Typically there is a main Food Storeroom and a Beverage Storeroom at the hotel. Therefore you must have at least two separate Inventory REQ Lists, one for each Storeroom. Requisitions can only be created from one list at a time.
**Even though you may only have one Beverage Requisition List with both alcohol and non-alcohol products in it, separate Requisitions must be created. You may want to have a separate Inventory REQ List for alcohol and non-alcohol to remind you which type of Storeroom Requisition to create.
Storeroom to Outlet Requisition
The Storeroom to Outlet Requisition is the most common type of requisition if you are not requisitioning Wine, Liquor, or Beer. When the Outlet’s Storeroom Requisition is fulfilled, and Declining Checkbook is used, the Outlet will be charged for the cost of the products used. The charge to the Outlet is based on the Department and GL account coded to each product on the Requisition.
Begin on the Inventory Tab and use the drop down menu to select the appropriate Inventory REQ List containing your Outlet’s food or non-alcohol products.
Enter how many you want of each Part Number in the Order Quantity column. The unit of measure provided to you is in the REQ UOM column for reference. Press the Tab key on the keyboard once you have entered the quantity, and the checkbox on the left side of the screen will automatically be checked off.
The third Part Number shown in the list has a quantity in the Order Qty box from the last time ordered. You can ignore this number. As long as the checkbox on the left is not checked off, this item will NOT be placed on your Inventory Requisition.
Click the Create REQ button.
On the form that appears below, the blue boxes indicate the required fields
In the header section of the Storeroom Requisition Header, complete the following:
Subject - It is highly recommended to put your Outlet name in the Subject line though, since this is a quick and easy way for the Storeroom team to identify your Requisition.
Required Delivery Date – This is the date the Storeroom team will use when prioritizing Requisitions to fulfill and is also used for reporting purposes.
Internal Note – This is a great place to put notes to the Storeroom team when they fulfill your Requisition.
Purchase Type – This drop down has usually 3 options (Food, Beverage, and General). In this example you will pick Food.
In the Shipping and Declining Checkbook section, complete the following:
Ship to Attn Name – This will default based on what was set up for your hotel and typically does not need to be modified.
Department – This is used for Declining Checkbook purposes and the Department code will default based on what was set up as your home department. If you are creating Storeroom Requisitions for more than one Outlet, you may have access to change the code. All Requisitions you create will default to this number unless you have been give access to code to a different department using the lookup icon. Unless the Part Numbers on your Inventory REQ List were pre-assigned a Department code, this is the Department which will be automatically charged when your Inventory Requisition is fulfilled by the Storeroom team.
GL Account – This is also used for Declining Checkbook purposes. You will need to select a number from the lookup icon unless you know your code. This code will vary depending on whether you are Requisitioning Food or Beverage items. Unless the Part Numbers on your Inventory REQ List were pre-assigned a GL Account code, this is the GL Account which will be automatically charged when your Inventory Requisition is fulfilled by the Storeroom team.
Reset Dept/GL Acct – This is not checked by default and you typically will not need to use it. If the Part Numbers on your Inventory REQ List were pre-assigned a Department and GL account, this checkbox when checked, will override what was pre-assigned in the Inventory REQ List with the Department and GL account on this form.
If you need to change the Department or GL Account, click the lookup icon.
Click Select next to the GL Account you need.
The GL Account field will appear.
The Storeroom Requisition section is what makes this Storeroom Requisition a Storeroom to Outlet Requisition, used for Food and non-alcoholic Beverage Part Numbers. You can see the REQ Type is greyed out and set to Storeroom. The Storeroom Location drop down defaults to the Storeroom Location where your Part Numbers came from. The Requisition For drop down defaults to Outlet. Set just as shown, this Requisition is a Storeroom to Outlet Requisition. When this Storeroom Requisition is fulfilled, the Outlet Department and GL Account will be charged for the cost of the products.
The field descriptions are as follows:
REQ Type – This field will always default to Storeroom since this Requisition was created using the Inventory Tab.
Storeroom Location – This dropdown defaults to the Storeroom Location where your Part Numbers are located. This can be changed but for the most part should not be modified.
BEO Number – This is a field that can be used to reference a Banquet Event Order number if one is available.
Pickup or delivery – The options available are Pickup or Delivery. This can be selected but it is up to the Storeroom team how Storeroom Requisitions should be fulfilled at your hotel so consult with them before making this selection.
Delivery Time – Using the Calendar icon will allow you to pick the time when you would like the products delivered. Again, consult with your Storeroom team on how they are best able to accommodate the timing of deliveries handled.
Requisition for – The options are either Outlet or Storeroom. As selected, this Storeroom Requisition will be a Storeroom to Outlet Requisition and the Outlet will be charged for the cost of the products upon fulfillment.
The tax and freight section of the Storeroom Requisition are typically not needed. However if your hotel has set up the Outlet to be charged for the use of tax and freight when Storeroom Requisitions are fulfilled, tax should be included. This information can also be defaulted to the local tax rate if set up.
The available fields are as follows:
Tax based on % (Uncheck to add flat mts) – This checkbox should be checked if the amount in the Tax field should be a percentage.
Tax – This should be the local tax rate.
Freight based on % (Uncheck to add flat amts) – This checkbox should be checked if the amount in the Freight field should be a percentage.
Freight – This should be the freight estimate (typically a 10% estimate) if applicable.
GL Account – Use if the amount in the Freight field should be charged to a GL Account other than the one listed in the section above.
If all fields are filled out (or left empty if not applicable to your hotel), click OK.
Click OK to the prompt.
Once you click OK, you will be automatically taken to the REQ Tab where your Storeroom Requisition will be located in a New status.
Storeroom to Storeroom Requisition
The Storeroom to Storeroom Requisition is used if you are requisitioning Wine, Liquor, Beer or other alcohol product which requires the Outlet to take inventory at the end of the period. When the Outlet’s Storeroom Requisition is fulfilled, there will be no impact to the Declining Checkbook. Instead products will be removed from the main Beverage Storeroom (or source storeroom), and added to the Outlet’s Storeroom. At period end, the Outlet Storeroom will perform a take inventory, and the variance of the products will be the cost of goods sold for those alcohol products.
To create a Storeroom to Storeroom Requisition, begin on the Inventory Tab and use the drop down menu to select the appropriate Inventory REQ List containing your Outlet’s alcohol products.