RUEL SOFTWARE Tutorial RESTAURANT AND ACCOMODATION
RUEL SOFTWARETutorialRESTAURANT ANDACCOMODATION
Table of ContentsRUEL SOFTWARE LTD . 5Ruel Software Ltd (Main) . 51.0RESTAURANT MODULE. 61.1 ITEM LIST. . 61.1.1Stock items. . 61.1.2 Produced item . 71.1.3Combination of item (Menu Item) . 781.2 STOCK MANAGEMENT . 81.2.1 Receive stock . 81.3 KITCHEN . 991.4 POINT OF SALE (RESTAURANT) . 91.4.1 Making a Sale . 91.4.2 ADD TO BILL. . 101.4.3 UNPRINTED BILLS. . 101.4.4 PAYING BILLS . 101.4.5 VIEWING UNPAID AND PAID BILLS . 111.4.6 CHARGE TO ROOM. 111.4.7 COMPLIMENTARY . 121.4.8 REMOVE AND CLEAR LIST . 121.4.9 PRINT AMOUNT COLLECTED . 121.5 INVOICES. 121.5.1 NEW INVOICE. 121.5.2 INVOICE RECEIVED . 121.5.3 RECURRING INVOICES . 131.6 CREDIT AND DEBIT NOTES . 131.6.1 CREDIT NOTE . 141.6.2 DEBIT NOTE . 141.7 ADDRESSBOOK . 141.8 SHIFT MANAGEMENT . 151.9 QUOTATIONS . 16
2.0CASH AND BANK . 162.0.1GIVE CASHIER FLOAT. 162.0.2 CASH COLLECTION. 172.0.3 RECEIPTS . 182.0.4 CUSTOMER PAYMENTS . 182.0.5 SUPPLIER PAYMENTS. 192.0.6 TRANSFER MONEY . 192.0.7 BANK RECONCILIATION . 203.0STOCK MANAGEMENT . 203.1 INTERNAL CONSUMPTION . 213.2STOCK ADJUSTMENT . 213.3STOCK REQUISITION . 223.4 LOCAL PURCHASE ORDER . 233.5 PHYSICAL STOCK TAKE . 233.6 RECCOMENDED REORDER LEVEL . 244.0CHARTS OF ACCOUNTS . 245.0EMPLOYEES . 255.1 USER SETTINGS . 266.1 SETTINGS . 276.1.1 THIS COMPUTER SETTING . 286.1.2 COMPANY PREFERENCES . 287.1TRANSACTION SUMMARY . 298.1 REPORTS . 298.1.1 SALES REPORTS. 308.1.2 CUSTOMER REPORTS . 308.1.3CASH/BANK STATEMENTS . 318.1.4 CASH/BANK REPORTS . 318.1.5 STOCK REPORTS . 328.1.6 SUPPLIER REPORTS . 338.1.7 EXPENSE REPORTS . 338.1.8 FINANCIAL REPORT . 338.1.9 BALANCE SHEET STANDARD . 349.1 MAINTENANCE REPORT . 34
9.1.1 Audit Trail Report . 3410.1BACKUP/RESTORE DATABASE . 3510.1.1 How to Backup Database . 3510.1.2 How to Restore Database . 3611.1HELP . 3712.1 LOGGING OUT . 38How to Log Out . 38
RUEL SOFTWARE LTDRuesuites Restaurant and accommodation module helps hospitality owners in managing their sales,stock and finances in one platform as well as accommodation if they have rooms to rent out forbooking.Ruel Software Ltd (Main)This is how the interface looks like immediately after launching. You will be able to see the loginpage and be able to choose your username enter login password then click login to continue.Once you enter your password and click login you will be able to see the three departments relatedto restaurant module i.e. Restaurant, Accomodation and Store. As shown below.select module toaccess more.RUEL SOFTWARE (Store)Dashboard
1.0 RESTAURANT MODULEOnce you select the restaurant department you will be able to access the dashboard where systemfunctions are found as shown below.1.1 ITEM LIST.This is the initial stage in the setting up of a restaurant module. Here we add the stock items,produced items and finally the menu items to be made available on the point of sale. Let’s start byadding stock items1.1.1Stock items.This are ingredients and items purchased from the shops or market to be sold or used in production ofother items such raw beef, raw mutton, sugar and cooking oil etc.Click on the item list the add item as shown below.
Example adding 1kg beef. Enter the Item Name as 1kg beefEnter the Product Category e.g. raw materialTick Item Is purchasedUntick Item Is sold if you are not selling the item otherwise tick if its and item purchasedand sold in its original form without going through production as in the case of Soda or wateretc.Enter the Cost Price i.e. the buying priceEnter Price 1 the selling priceEnter Price 2 if you have an alternative selling price for your product let’s say wholesalepriceAccounting setting enables you enter the VAT of a particular itemEnter the Item Type e.g. Stock Item.If you sell your product using Serial Number, tick Track by Serial Number then SAVE1.1.2 Produced itemThis are items derived from the stock items and is available in the kitchen. E.g. beef cooked is aproduced item containing 1kg beef.For example 1kg beef produce 4 portions of beef cooked. Therefore we are adding an item as below.Under the components Tab we are going to add the raw beef and quantity will the portion it gives.For instance the 1 kg beef gives 4 portions therefore ¼ is the quantity. Then click SAVE1.1.3Combination of item (Menu Item)After adding the produced item we are now going to add a final item called a combination of item.This normal is the Menu item the waiter will be able to see on the point of sale and close orders one.g. Beef stew.
On the item list click add item, item name will be beef cooked, product category is the menu sectionthe meal will appear e.g. MAIN MEAL. Item type is combination of item, tick item is sold anduntick item is purchased, enter the price 1 of the item. Finally locate components then addcomponent for this case it will be beef cooked, quantity is 1 then click SAVE shown below.1.2 STOCK MANAGEMENTClick on the dashboard, stock management then you will be able to see stock functions such asreceive stock, internal consumption, stock adjustment etc.1.2.1 Receive stock.Use this function to add new purchases made to the system. Search the item/scan, enter the quantityreceived, Choose Supplier if the supplier does not exist add from the address book, Select thedepartment you wish to receive the stock in then Click Save. The system will prompt you to addinvoice no if they are items purchased on credit otherwise proceed to select the mode of payment forcash payment or bank payments. Finally all your stock will be received into the system. Checkbelow.
1.3 KITCHENHere all produced items are recorded.eg. Beef cooked 8 portions you will search for beef cookedenter quantity you want to produce then record production. This process makes menu itemsavailable for sale.Once produced the available items can now be sold from the point of sale.1.4 POINT OF SALE (RESTAURANT)1.4.1 Making a SaleOn the point of sale you will be able to see menu items grouped as categories each breakfast, mainmeal, snacks etc. click on a particular category you want to sale select the item, enter quantity thenclick save bill to print bill and captain order. Bill is the order receipt given to customer for purposesof making payment while captain order helps in the kitchen for the chef to know which item hasbeen ordered.
Choose the items you want to sale from the listed categories, enter quantity, enter Customer Name,enter Table Number then click SAVE BILL to print the bill as well as captain order1.4.2 ADD TO BILL.When making a sale the waiter may no print the bill initially to allow the customer to order moreand be added to one bill to avoid printing a lot of receipts wasting paper and also more calculations.This add to bill function ensure that you can add as many orders as possible to one receipt and printonce the customer is satisfied and wants to leave mostly a waiter is able to add a bill to anunprinted bill. Once you print you are not able to add a bill to.1.4.3 UNPRINTED BILLS.When you SAVE BILL without printing it’s going to unprinted section. Here you will be able to add abill to this unprinted bill, split or even merge the bill before printing. Right click on an unprinted billto display the other functions such as split or merge.1.4.4 PAYING BILLSOn the point of sale Click Clear Bill. enter the bill number to search then choose the mode ofpayment if paid partly by cash and the rest by other modes just enter the amount in cash as cashtendered and the other choose the payment mode then click save to clear bill as below
1.4.5 VIEWING UNPAID AND PAID BILLSClick Unpaid Bills on the point of sale it will lead you to a window with both paid bills, unpaid billsas well as charged to room bills. Also you can clear selected bills by selecting the bill then on top ofthe unpaid bills you have a function called clear selected bills. Also you can void a selected bill aswell as clear against employees account.1.4.6 CHARGE TO ROOMOn the point of sale select menu item to be served in the room then click charge to room to associatethat bill to the in house guest then click save. This ensures that bill is billed to the guest in the roomsinstead of printing bill and giving them to guest instead of creating on bill to be cleared during checkout.
1.4.7 COMPLIMENTARYThis are orders that are not paid for. Example hotel owner eats food and does no pay at the end ofthe day. This bills are treated as complementary in order to reduce stock and also help inaccounting for such bills not paid for.1.4.8 REMOVE AND CLEAR LISTWhen you want a single item from the point of sale you use the remove item function whereasclear list removes all items at once from the point of sale.1.4.9 PRINT AMOUNT COLLECTEDAt the end of the day the cash is able to print a receipt of the total amount collected and submittogether with the cash at hand. This remains a proof of transactions handed offer to the personcollecting.1.5 INVOICESThis module encompasses 3 function: - creating new invoice to customers, invoices received andrecurring invoices.1.5.1 NEW INVOICEWhen a customer is given items on credit you create an invoice to his/her name. This ensures thatstock reduces while tracking customer balances by recording all invoices in a manner easy tounderstand. Navigate to dashboard, invoices then new invoice. Enter customer name, search orscan items the customer is taking on credit the save the invoice as below.1.5.2 INVOICE RECEIVED
On the invoices module click on the invoice received function, add the invoice number, select thesupplier name then account affected by the invoice, item description of what is being offered orservice then amount. Click save to record the invoice received.1.5.3 RECURRING INVOICESThis are those invoices that are being incurred monthly or even weekly. This invoices are added forexample rent for the system to automatically remind us that a particular invoice is due. Alsointernet and other expenses that are recurring are recorded here.On the invoices module, recurring invoices, search item, the customer given the invoice, set datewhen the invoice is due then save1.6 CREDIT AND DEBIT NOTESNavigate to dashboard then credit and debit notes. Here you will be able to return goods purchasedfrom suppliers using debit note to reduce the amount owned to suppliers in the case of goods
received on invoice while credit note is used to handle goods returned by customers once sold outto them.1.6.1 CREDIT NOTEOn the credit note enter the customer’s name returning the goods sold to him, locate the invoicenumber or cash sale number then it will display all items sold as per that transaction. Remove allitems from the list which are not returned and then choose a refund mode whether cash or bankfor cash sale otherwise save the credit.1.6.2 DEBIT NOTEEnter the supplier name, the transaction number for the items received and want to return, enterthe quantity to be returned if not all then click save to complete the transaction.1.7 ADDRESSBOOKAll our customer and suppliers must be added to the system for easy closing of transaction. If acustomer or supplier had not been previously added. Navigate to dashboard, address book thenadd new contact. Fill in contact information for the customer or supplier then at the bottom of thecontact form remember to specify as whether contact is a supplier or customer then save.
If a customer has a previous debt as at the day of installation that amount is added at the openingbalance on the contact details. Sane to the supplier if a supplier previously owes us some money weadd the opening balance so that the system is able to know how much money is held by customer orus to supplier.1.8 SHIFT MANAGEMENTThis function helps the managers is tracking what a particular employee did during a particular shift.Since it was started to end. Under a particular shift you will be able to see the sales the stock andalso cash by cashiers meaning the money cleared by cashiers.When you right click on a particular shift it displays all transactions that took place during thatparticular shift hence easy in accounting for in case something is missing.
1.9 QUOTATIONSA quotation is a list of items a customer wants to purchase and there prices .this normally givesclients an estimate of how much it costs to purchase particular items. On the dashboard click onquotation then add new quotation, search the items asked for by the customer enter customername and finally save. When a customer agrees to purchase your items as per the quotation youwill be able to convert quotation to a sale instead of starting all over again typing all the items atthe point of sale. As shown2.0 CASH AND BANKCash and bank deals with all transaction regarding movement of money in the organization. It alsorecords cash collection from cashiers, float given to cashiers, payments, receipts etc.2.0.1GIVE CASHIER FLOATThis module records the float given to a cashier for daily running of the business. At the end of theday the system expects the cashier to give back both float and amount collected from sales.
2.0.2 CASH COLLECTIONCash collection helps in closing daily sales since it gives us the expected amount as per the salesmade by the cashier. E.g. if a cashier was given 5000/ float the expected amount during collectionwill be the daily cash payments made plus float. This if a cashier gives less then it’s a shortage. Soselect cashier and date of sales, amount collected from cashier then record if any shortage wasavailable then select the account deposit to as shown
2.0.3 RECEIPTSHelps in receiving prepayments from customers before being given the goods. This ensures thatmoney that has not been spend are recorded in the respective accounts. Select the person makingthe payment, mode in which the money was received add the payment account if it’s An accountpayable search the account name under account column then enter the amount paid then save. Forthe case of a debtor we add debtors account and amount given.2.0.4 CUSTOMER PAYMENTSHandles payments for customers invoice. On the cash and bank, customer payment enter the nameof the customer making the payment it will display all invoices for that particular customer thenmode of payment then tick all invoices that correspond to the amount being paid by thecustomer.as shown.
2.0.5 SUPPLIER PAYMENTSSearch the supplier name, it will display all invoices received from that supplier check theinvoices you want to pay then choose the mode of payment then click save.2.0.6 TRANSFER MONEYRecords money transfers from one account to another. Enter the account from which money isbeing transferred to then account receiving the money then enter the amount being transferredthen transaction no. finally click save .
2.0.7 BANK RECONCILIATIONEnsures that all transaction done in a particular account tally from what the initial balance wasfollowed by the debited amount as well as the credited amount. The opening balance and theending balance should be able to cancel out. On the cash and bank, bank reconciliation add newbank reconciliation choose the account you want to reconcile. Enter the ending balance. Tick alldebit and credit side transaction if done correctly. Then difference should be zero as below.3.0 STOCK MANAGEMENTWe introduced stock management earlier to enable us add stock to our system for production.Once items are received we may have a scenario where some are received in a differentdepartment and you may want to do stock transfer. Navigate to stock management, select stocktransfer, click transfer item then choose the department to transfer to, enter the items you want totransfer and quantity then click save to transfer.
3.1 INTERNAL CONSUMPTIONItems not added as components in the produced items such as spices are expensed from the systemfrom this module. You first have to add an account to expense those items so that it can account forthe cost of goods for such items. This ensure that your profit and loss is calculated with much ease.On the stock management click internal consumption select the account to expense to and theitems you want expensed from the system then enter the quantity used per that day then clicksave.3.2 STOCK ADJUSTMENTUse this to adjust your stock to the value at the moment. Mostly used when there is less stockphysically as what the system says there is. Also you can adjust upward in case of excess stock in therestaurant. Go to Dashboard, Click Stock Management, Click Adjust Stock search the item to adjust,enter the actual quantity and reason for adjustment then finally select the account to adjust to forexcess choose and income account whereas the shortage is expensed to an expense account.
3.3 STOCK REQUISITIONUse this when requesting items from another department .Entering a Requisition ,Go to Dashboard,Click Stock Management, Select Stock Requisition, Click Add New Requisition .select thedepartment you want to request items from, enter the items then click save3.3.1 APPROVING REQUISITIONGo to Dashboard, Click Stock Management, Select Stock Requisition you will be able to see theitems requested. If you have permission you will be able to tick approve transfer and transfer box.Then the one in charge of transfer will be able to make transfer of selected items.
3.4 LOCAL PURCHASE ORDERUse this to write an order to your supplier for the items you require. Navigate to dashboard, stockmanagement then click local purchase order. Add new LPO, select the supplier name and then enterthe items you want to order then click save as shown below3.5 PHYSICAL STOCK TAKEThis module shows the quantity at stock as at a particular date. You can also be able to perform twofunctions while at this module that is stock reconciliation and sell difference. When the actualquantity at stock is more than the expected quantity you reconcile. When the actual quantity is lessthan expected you sell difference against the sales representative in order to make stock tally.
3.6 RECCOMENDED REORDER LEVELThis is a summary of how your items are selling. From this point you are able to make an informeddecision on what to order as per the average sales for a week or even month.it gives you anestimate of amount to purchase. This helps avoid over stocking or under stocking since you will beable to buy what your customer’s need.4.0 CHARTS OF ACCOUNTSThis module enables us add all the necessary accounts to the system for easy accounting. We have5 types of account namely. Assets, Income, Expenses, Liability, Equity.
If you want to add an expense account you head to dashboard, charts of account add new accountthen account name is the name of account then account type is the account type under which itfalls. It’s always one of the above 5 accounts.5.0 EMPLOYEESHelps in adding your staff to the system. Navigate to dashboard then employees and you will seeadd new employee. Click on add new fill in the employee details as shown below.
5.1 USER SETTINGSHelps in giving credentials to some of the employee’s in order to perform specified roles in thesystem. For one to be given a user account he or she should be added as employee then under theuser setting we link the user to that particular employee.5.1.1 ADDING USER Go to Settings Click on User Settings Click on Add User Link staff to added employee giveuser name and password, select user group eg. Administrator then check the departments youwant the user to access. Click Save5.1.2 PERMISSIONSThis allows you to give permissions to various user groups so that they can view only what they aresupposed to view. You can also add user groups from this panel such as manager and stockcontroller.Steps Go to Settings Click on User Settings Click on Permissions Tick the Permissions for thevarious User groups Click Save Permissions
5.1.3 CHANGE PASSWORDThis enables you to change your current password Steps Go to Settings Click on ChangePassword Enter your old password Enter your new password Re-type the new password ClickSave6.1 SETTINGSUnder this section you will be able to set various settings regarding to the restaurant module. I.e.this computer settings, company preferences, department setting, user settings etc.
6.1.1 THIS COMPUTER SETTINGThis module enables us to set default startup page, the default customer, the department thecomputer can access, insert company logo and also a letterhead image. Click save as shown6.1.2 COMPANY PREFERENCESThis module helps fill in company information such as physical location, Mpesa settings addingMpesa information to be displayed on the receipt, other computer settings such as defaultaccounts e.g. .sales
7.1TRANSACTION SUMMARYContains all the activities that took place in the system all day. It’s a daily summary of whateverhappened starting from sales purchases money cleared by cashiers to any other payments done onthe point of sale system.8.1 REPORTSReports allows you to view all the activities of the system
8.1.1 SALES REPORTSAllows you to view all sales made from invoices sales summary and so on.Steps go to dashboard,reports and finally select the sales report column. It shows all reports related to sales.8.1.2 CUSTOMER REPORTSThis report allows you to view all transactions for a particular customer. Navigate to dashboard,reports then select the customer reports.
8.1.3 CASH/BANK STATEMENTSThis reports allows you to view reports for the various accounts you have Go to Dashboard , ClickReports, Click on the account you want under cash/bank statements Select PeriodClick Print to Print the reportClick Export to Excel to view the report in excel8.1.4 CASH/BANK REPORTSCash by CashiersUse this report to view cash that cashiers have Steps. Go to Dashboard Click Reports Click Cash byCashiers Select PeriodClick Print to Print the report
Click Export to Excel to view the report in excelCash Collection from CashiersThis report shows the cash that has been collected from the Cashiers Steps Go to Dashboard ClickReports Click Cash Collection from Cashiers8.1.5 STOCK REPORTSStock SummaryThis report shows a summary of stock of all items Steps Go to Dashboard Click Reports Click StockSummary Select PeriodClick Print to Print the reportClick Export to Excel to view the report in excel
8.1.6 SUPPLIER REPORTSThis report allows you to view the transactions of the suppliers Steps Go to Dashboard Click ReportsClick Supplier Statement Report8.1.7 EXPENSE REPORTSSteps Go to Dashboard Click Reports Click expense reports Click expense by ca
1.0 RESTAURANT MODULE Once you select the restaurant department you will be able to access the dashboard where system functions are found as shown below. 1.1 ITEM LIST. This is the initial stage in the setting up of a restaurant module. Here we add the stock items, produced items and finally the menu items to be made available on the point of sale.
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Tutorial Process The AVID tutorial process has been divided into three partsÑ before the tutorial, during the tutorial and after the tutorial. These three parts provide a framework for the 10 steps that need to take place to create effective, rigorous and collaborative tutorials. Read and note the key components of each step of the tutorial .
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