CS619 - Catering Stock Program for sale
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Catering Stock Program
Software Requirements Specification
1.0 Introduction
This document contains the Software Requirements Specification of Catering’s Stock Control Program.
1.1 About the Company
Catering Support Service Company is into a wide range of catering operations including workers camps, cafeterias, canteens, banquets and outdoor catering services, This company also operates different accommodation complexes that provide a complete package of serviced housing including catering, housekeeping, laundry and other hospitality services for a variety of customers. With its base at a city, the company’s operations are spread over a wide territory of a country. Following is an overview structure of our organization.
2.0 Purpose:
New Stock program for control and monitoring of Stock Receipts, Transfers, Consumption and Physical Count and discrepancies. This program should be simple and helpful not only to the Store Keeper to handle the daily issues and request for production but also to the supervisor/area controller for monitoring of stock quantities and cost well before the production.
3.0 Scope:
The general process will be starting from requisition to Receiving Goods, Transfer in, Transfer
Out, Consumption of goods, getting closing stock and taking the physical stock. Inventory will be based on Stock Card and Stock Sheet, Stock card is transaction details of one item and stock sheet will be transaction details of all items. Maintaining and tracking the daily stock movement in an efficient way, so that it can be audited any time and data can be exported in required format.
4.0 Aim & Objective of the project
The main aim of this project is to provide a better system to the sites to handle all their daily stock related activities digitally. So that the stock can be managed at the individuals sites and then data can be exported and sent to head office for consolidation and upload stock transactions into our ERP system. So, that the performance of the sites can be monitored and can be audited as well. Also To produce a simple, yet suitably effective user friendly interface and a system that is easily maintainable, efficient and practical.
The proposed system should have the following objectives to be achieved.
• Offline application
• User Friendly Environment, Easy to use
• Lesser data size and Space with low system spec. requirement
• Easy searching and data entry option
• Data templates for reusability
• Fast information Retrieval
• Less man power literacy requirement
• Accuracy of data with Accountability
• Data import export Facility
5.0 Overview
5.1 Existing System:
Currently CSSC (Catering Support Service Company) is using excel based application called “Stock Program”.
5.2 Drawbacks:
• Size of data is huge which can’t be emailed.
• Query based Reporting not available.
• Require lot of Technical support.
• Unable to consolidate data of different sites.
• Unable to export data in required formats.
• Due to multiple linked excel sheets, maintaining fixed file path is difficult.
• Problem while changing file names and path.
• Difficult to create more sheets because of long formulas.
• Unable to track Purchase Discrepancies
• Unable to do Requisition Consolidation
• Notifications or prompts to highlight stock level or expiry date not available.
6.0 Plan:
As per the business process Purchase dept. is central and doing purchases centrally, located in
head office for all the multiple projects. While, the purchase order will be processed in head office and copy will be sent to the projects and suppliers. Project will received items and will maintain their stock using stock program and will be exported and sent to the head office periodically by using mediums like: flash drive, email. Where all the projects data will be consolidated and analyzed by the concerned. Based on that data the project’s stock, daily cost and man-days will be extracted. And necessary actions will be taken. The consolidation will be done in three layers 1. Projects individually 2. Area Wise 3. Company wise. Ultimately the required data will be exported and uploaded into the main ERP system.
7.0 Requirement Specifications:
7.1 General Overview:
Head office will send exported data of updated items master list along with the projects list to all the projects who will import it into their system for use.
User must select Number of person he needs to cook food for and the menu items. System shall calculate the requirement based on number of persons. And shall check for the available stock. Accordingly the requisition will be generated by the system.
User will receive stock through supplier or warehouse and will log the quantities and unit price, expiry date (not mandatory for all items) of the item. User can also transfer stock to another project store (called Transfer out) with quantity and amount. User can also receive stock from another project store (called Transfer In) with quantity and amount. User will enter the stock consumption in the system to get daily closing stock.
This all movement in stock will result into following:
a. Maintaining Stock Sheet. b. Maintaining Stock Card.
c. Per many day cost (if user have served 200 people in a day with cooked food. It will be divided on the food material consumed cost per day).
d. Control of stock.
e. Stock movement tracking.
f. Multiple dimensional Reports, soft will be exported to be sent to head office. g. Performance analysis
h. Consolidation of multiple stores data at head office.
i. Summary reports with different aspects. (Req, Purchases, Transfers, Project wise summary)
j. system should show fast moving and slow moving items based on consumption pattern in a defined period.
k. should have option to lock Date or week (user should not be able to enter back dated trans. But supervisor or admin. Can have access to do so.)
Following is the Stock cycle diagram for understanding:
CSP STOCK
Opening Qty.
Closing Stock
Requisitions
Consumption
Reciepts
Transfer Out
Transfer In
Closing Stock = Opening + Receipts + Transfer In – Transfer Out - Consumption
Featured specifications are as mentioned below:
7.2 Internal Store Requisition:
Check Available
Stock No. of Man-days
Historical Analysis
of Requisition Using Templates
Generate
Requisition
Daily Internal Store Requisition Process
Cook will raise daily internal store requisition will submit for Supervisor approval. Based on number of man-days, Menu and available stock. Internal Store requisition can be same as per the previous days so using saved templates functionality (or copy) user will create internal store requisition. At the end of the day those items will be considered as consumed. After final approval of requisition it will be sent back to the project that will upload their approved requisition. Versions of requisitions can be maintained in the system, to see how much they requested and how much was approved. But older version will not be active to use. Receiving of material will be as per the latest version.
7.3 Site Requisition (periodically):
Below diagram will explain the site requisition process:
Store Keeper
Create Requisition
NO
Sent to Supervisor for Approval
Yes
Area Manager No
Yes
Verification of
Requirement by No
Operations Auditor
Yes
Operations
Manager No
Yes
Supplier
Purchase Order
Process
Central
Warehouse
Site Requisition Process (Periodically)
7.3.1 Site Requisition
Project store keeper will raise store requisition based on requisition types (Arabic, pak, indo. Etc.)
From the man-days categories. Against each category user will input number of man-days and a system should generate site requisition based on historical values analysis like a form with columns of number of man-days category wise, items #, item name, on hand qty., previous periods qty. values compared to entered man-days and additional qty. e.g.; if in last month or period the consumption qty. was 50KG of xyz items for 200 man-days. And now user needs that item for
250 man-days, now system should calculate per man-day qty by using formula
(50KG/200MD)=0.25KG/MD and then should show qty to be ordered as 250x0.25KG=
62.50KG. Now if user want to request e.g.; 65KG due to certain reason, then he must enter the additional qty. 2.5KG in a separate column.
Following could be the possible format of the site Requisition:
Enter No. of Man-days
Category A = 100
Category B = 50
Category C = 100
Item No. Item name Unit Previous
period Consumption Qty. On-Hand
Stock
Qty Order Qty. Additional
Qty. Total Order
Qty.
XYZ-00001 ABC Item KG 50 0 62.50 2.5 65
7.4 Receipts:
Goods Delivered by Supplier at Project Store or Central WH
Physical Checking of Good
Expiry Date
Checking
Quantities and Prices to be matched with Doc.
Generate Goods Receive Note (GRN) Doc.
7.5 Transfer In:
Goods Receiving Process
Goods Delivered by Physical Checking Expiry Date Quantities and Record Qty. in the
Project using Inter of Good Checking Prices to be system Doc.
Transfer matched with Doc.
7.6 Transfer Out:
Transfer In Process
While transfer note report shall be sent along with the delivery.
Based on Req. – Prepare Transfer Note
Collecting Good Expiry Date
Checking
Transfer Out Process
Quantities and Prices to be matched with Doc.
Send Qty. with
Transfer Note
7.7 Consumption:
As per 2.1 the goods daily internal store requisition will be theoretically same as consumption.
Project will request whatever he needed to be consumed daily not more. The adjustments can be done by area controller at the end of the week for variances.
7.8 Closing Stock:
System will generate the closing stock based on all inventory transactions details, of opening balance, purchases, transfers and consumptions, which is called stock Card and Stock sheet Reports. System should highlight the near expiry items so that it becomes significant that there is a stock which is going to expire during a defined period. E.g.; in next two weeks.
Closing Stock = Opening Balance + Purchases + Transfer in – Transfer Out – Consumption
7.9 Physical Stock:
Weekly store keeper will take stock count of all the items with expiry date log. And will send report to head office.
8.0 Tools and Technology:
1. This software should be developed using SQL Server Express database. This shall be developed as desktop application only which will be used at our multiple projects as well as at head office (for consolidation of all projects data using import export functionality).
