FooodPosWiki

Custody: key in a kept item by hand

Record a customer's bottle from the back office, for the day it was kept: one kept before the system, or on a night nobody rang it. Kept date, Expires on, the customer, the items, Save kept item, and the slip with its code.

Who uses it:ManagerWhere:Back office
On this page

A bottle normally becomes a keep on the POS, the night the customer leaves it. Sometimes it did not: the bottles kept before you started with FooodPos, or a busy night when nobody rang it. Key in a kept item records such a bottle from the back office, with the day it was kept and no bill.

It makes the same keep a POS makes. The bottles go onto the outlet's custody shelf, at no value. The store room does not change. The customer gets a code, and any POS of that outlet finds the bottle by it and hands it back as usual.

Before you start

  • You need Stock Documents, Edit in your back office access group.
  • Only items that track stock can be kept. See Which items track stock.
  • Have the customer's name, their phone if you have it, and the day the bottle was kept.

Open the form

From either of two places, the same form:

  1. From Custody: in the menu, under MASTERS, click Stock, then Custody, then Key in a kept item.
  2. From Stock Documents: click Stock, Stock Documents, then New document, and choose Kept item (custody) — keyed in by hand in Kind.

The form, part by part

Key in a kept item: the outlet, the two dates, the customer, then the items.
  1. The opening line: what this form makes. Opened from Stock Documents, it ends with Type a stock document instead, which goes back to the stock document form.
  2. Outlet: the outlet the bottle is at, when you have more than one. Only a POS of this outlet can hand it back. Needed.
  3. Kept date: the day the bottle was kept. It starts on the outlet's business day today and cannot be later. Up to 10 years back. Needed.
  4. Expires on: the last day it can be collected. It is filled in for you: the kept date plus the outlet's keeping days (This outlet keeps for 90 days.), and follows the kept date until you type a date of your own. Then Use 90 days puts it back.
  5. Customer name: the name the keep is found by, up to 150 characters. Needed.
  6. Phone: their phone, up to 30 characters. The POS can find the keep by it.
  7. Note: anything about the keep, up to 480 characters.
  8. Find an item…: searches the items that track stock, by name or code.
  9. The item list: each item's code, name and unit. Click one to add it to the keep. No item that tracks stock matches that. when nothing matches; More items than are shown. Type part of the name to find one. when the list is cut.
  10. A line: the item being kept.
  11. The quantity: how many, starting at 1. Up to 9999.
  12. note (optional): a note on this line, such as half left, up to 200 characters.
  13. Save kept item: saves the keep. It reads Saving… meanwhile. Cancel closes the form and saves nothing.

Until a line is added, the right side says Pick items from the list.

Key in a keep

  1. Choose the Outlet the bottle is at, if you have more than one.
  2. Set Kept date to the day the bottle was kept.
  3. Check Expires on. Change it only if this keep should last longer or shorter than the outlet's usual days.
  4. Type the Customer name, and the Phone if you have it.
  5. In Find an item…, find the bottle and click it. Set the quantity, and a note if it helps.
  6. Click Save kept item.

After saving: the code

The window Kept item saved shows the keep's code in big letters, with Give this code to the customer. The POS finds the kept item by this code.

Kept item saved, and the slip it prints.
  1. The code: the keep's code, such as K-9RT2BD. The customer has no slip from the night, so this code is how the POS finds the bottle.
  2. Expires on: with · already expired in amber when the day has passed.
  3. Print: prints the slip on your computer's printer: the code, a QR the POS can scan, the customer, what is kept, the two dates and the note.
  4. Key in another: opens the form again, empty, at the same outlet. For a shelf of old bottles, keyed one after another.
  5. Close: closes the window.
  6. The slip: what Print prints. Give it to the customer, or keep it with the bottle. It is always printed in English.

The big green SAVED says K-9RT2BD kept for Kumar. Opened from Stock Documents, a green line adds It is on the custody shelf, and is read on the Custody page, not in this list.

On the Custody page the keep shows the day chosen under Kept, with keyed in by hand; its POS and Bill are —.

What if…