If you are a new restaurant getting started with EagleOwl, following are the recommended steps. Most new softwares, particularly in restaurant inventory space can initially be intimidating to use, ours is no different. Based on our deployments so far, most of the users get comfortable within a month. And one of my goals is to reduce this by half. Here’s a guided tour that will simplify your setup process and get you there. And do let me know if it actually did, only then I can revise my goal and update this guide !

One of the main goals of this software is to get you to reduce your COGS, but to get there we need to do capture some information, follow some processes. Remember this famous phrase ? “In theory, there is no difference between theory and practice. But, in practice, there is”. That’s where we are headed, but in terms of COGS.

Wait. I know the first step, we need to create SKU and supplier masters. Where do I do that ? Nowhere ! Anything you add to purchase becomes your master list automatically.



Procurement:

Let us get all SKU’s into the system. Purchase entry is something most users will be used to and easily the most often used module, it can get you warmed up fast for a good marriage with the software.

Start making purchase entries (GRN) as per invoice from your supplier.
Go to Procurement->Bills and Click “Add Purchase” and follow the flow.
Enter SKU units the same way it is presented in the invoice, but be wary of SKU names.

Do a spell check on SKU names before entering. Refer google, when in doubt.

Though you can edit the names later, it will save you some trouble and make it easier for other users in your organisation to read. Your supplier is very likely to misspell the names, so don’t solely rely on that. And if you blindly go with it, your Executive Chef will have heart attacks while doing recipes. We have seen 'Cailflower, Califlower, Coliflower' and many other interesting variations of “Cauliflower”.

Do SKU unit conversion whenever non standard units is presented. For e.g. if invoice reads “White Vinegar, 8, bottle”, enter 8 in quantity and ’bottle’ in units. Then immediately convert 1 bottle of White Vinegar to 500 ml (assuming it is a 500ml bottle). If you buy a "Johnnie walker black label” bottle, with 750 ml volume, convert 1 bottle to 750 ml.

It is a good practice to use brand name and quantity as part of the SKU. For e.g. If you buy Amul butter in packets of 500 g, you could choose 'Amul Butter 500g’ or 'Amul Butter 500’.

This helps in many ways.

Helps with a quick reference while doing conversion from ‘packet’ to ‘g’.
You could buy Nandini Butter later or even Amul Butter 1 Kg packet later, so it is better to distinguish. Also price could vary when quantity differs and you will be able to compare which one was cheaper and make a better purchase decision in future.

Get to the next step only after you are reasonably sure you have covered most of the purchase items, or nearly all.

FAQ:

Can I also enter non consumable items such as napkins, cutlery, stationery ?

Absolutely, you should. Add whatever you are buying for your restaurant.

I have a Central Store and my restaurant name in the outlet dropdown. There are some perishable items that are not kept in the store but directly issued to kitchen. Where should I make GRNs for such purchases ?

You have two options. Enter it in Central store and issue to your restaurant or make a direct entry in the restaurant. We recommend the first option, as it is easier to get various purchase reports per outlet.

I have some past dated invoices, can I enter it today but with actual date of its purchase ?

Yes. You can even delete or edit anything. Don’t worry, we track who did what and when.

But why do you allow edit or delete of past entry ?

Because it is required and people make mistakes. If you are setting up a new outlet, you don’t have all SKUs ready or even bought. So just to go ahead, you can make a past dated purchase entry with approximate cost of the items. Even in an active restaurant, a purchase person could be on leave or just not have time to make all entries in the same day. So this flexibility is par for the course.

Next is 2. Setup Guide - Create Recipes.
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