FooodPosWiki

Custody (kept items)

The bottles your customers paid for and left with you, at every outlet. The Kept items and The shelf tabs, the search, the filters, Kept by, each column of the list, and what the back office can and cannot do with a keep.

Who uses it:ManagerCashierWhere:Back officeWindows POSAndroid POS
On this page

A customer pays for a bottle, does not finish it, and leaves it with you to collect on a later visit. The POS takes their name and phone, prints a slip with a short code and a QR, and the bottle goes onto the outlet's custody shelf. Custody is where the back office sees every one of those keeps: who left what, when, who kept it, until when, and what has been collected.

Kept bottles are held at no value. The customer paid for the bottle on the night it was opened, so keeping it changes nothing in your stock value or cost of sales. That is why no money is shown anywhere on this page.

Before you start

  • Your back office access group needs Custody (kept items) (under Live service) to see the page. Without it, Custody is not in your menu.
  • To write a keep off or release it, the group also needs Write a kept item off.
  • To key a keep in by hand, it needs Stock Documents, Edit.
  • Kept items must be in your plan. When it is not, Custody is hidden from the menu.

Open Custody

  1. In the back office's menu, under MASTERS, click Stock, then Custody.
  2. The page opens on the Kept items tab, on All outlets when you have more than one outlet, showing the keeps still held.

The page, part by part

Custody, the Kept items tab: one row per keep.
  1. Custody: under MASTERS, the last screen of the Stock category.
  2. The title and the line under it: what custody is. With several outlets, a second line says that each kept item is at the outlet that kept it, runs out on that outlet's own business day, and goes back into that outlet's store room when written off.
  3. Outlet: All outlets, or one outlet's keeps.
  4. Key in a kept item: records a keep by hand, for a bottle kept before the system or on a night nobody rang it. See Custody: key in a kept item by hand. Shown only with Stock Documents, Edit.
  5. Kept items: the list of keeps, one row each. This tab.
  6. The shelf: what the custody shelf holds now, item by item. See Custody: The shelf.
  7. Phone, name or short code…: finds a keep by the customer's phone (from either end, with or without the country code), by part of their name, or by the exact code on the slip.
  8. Which keeps: Still held (can still be collected), Kept, nothing collected, Part collected, Collected, Expired, Written off, or Every keep.
  9. Kept by: Kept by: anyone, or one staff member: only the keeps they kept.
  10. The count: how many keeps are listed; Reading… while the list loads.
  11. Customer: the customer's name, and their phone under it. Click the row to open the keep. See Custody: a keep, written off or released.
  12. Outlet: the outlet holding the bottle, by its code, when you have more than one outlet.
  13. Code: the short code printed on the slip, such as K-7QF3W2.
  14. What is kept: each item and how many, such as 2 × Chivas Regal 12 700ml. Under it, what has happened: 2 held, 1 collected, 1 still held, or 1 collected, 1 written off, nothing left of 2.
  15. Kept: the day it was kept. A keep keyed in by hand shows the day that was chosen, with keyed in by hand under it.
  16. Kept by: the staff member chosen on the POS when it was kept, or else whoever was signed in. When the two differ, signed in: and that person's name is under it. — when neither is known.
  17. Collect by: the last day it can be collected, and under it how long is left: 69 days left, Last day tomorrow, Last day today, Ran out yesterday, Ran out 3 days ago. Amber in its last week and after. A keep finished with says All collected or Written off.
  18. Bill: the bill the bottle was sold on, or — when there was none (a keep keyed in by hand).
  19. Status: Kept (green: nothing collected yet), Part collected (blue), Collected (grey: all gone), Expired (amber: its day passed with something still held) or Written off (red).

The list shows the newest 100 keeps. With more, an amber line says Only the newest 100 are shown. Search for a phone, a name or a short code to narrow it down.

Find a customer's bottle

  1. Type their phone, part of their name, or the code on their slip in Phone, name or short code….
  2. If you do not find it, choose Every keep in the second list: it may have been collected, written off or run out.
  3. Click the row to see the whole keep: what was kept, every collection, and every write-off.

See what one person kept

  1. Open Kept by: anyone and choose the staff member, such as Kept by: Siti (S01).
  2. The list shows only the keeps they kept, under the filter chosen beside it.

The list offers your staff, and anybody a keep on screen names, even someone switched off since.

Where kept items come from

  • The POS: the cashier keeps a bottle from a paid bill, chooses who kept it, and prints the slip. See Keep an item for a guest.
  • By hand: Key in a kept item here, or Kept item (custody) in Stock Documents. See Custody: key in a kept item by hand.

How many days a keep lasts is each outlet's own: Outlets, the outlet, Kept items. See Outlets: Kept items.

What if…