Wholesale module of in-house server based Z-BAKE allows bakery staff to enter all customer orders received by phone or fax. Other orders may also be imported via EDI, POMeSYS-Remote, MyRouteManager. Once all orders are in, they are grouped and numerous production reports are printed. The groupings include customers, routes, production departments, product categories, miscellaneous codes, and production shifts. This process is facilitated and made more efficient through the use of concepts such as recurring (standing) orders, customized order templates, and special pricing tables. Furthermore, once orders are aggregated, a production list similar to a spreadsheet is created which is then exported to production staff via the inventory control and costing module for analysis, batching, processing and recipe printing. As part of the module, delivery tickets (sales orders/ invoices) are printed by route and in the order of delivery. After delivery, adjustments are made and orders are then converted to invoices.
Customer orders, once adjusted in the Sales Order-wholesale module of Z-Bake, are then posted to the Accounts Receivable module. In other words, orders are converted to invoices. In addition, the Accounts Receivable module allows user to create ‘after-the-fact’ invoices and credit memos. Customer payments are entered and applied to open invoices. Statements are printed and sales are analyzed by products, routes and customers. That done, the system maintains receivables for each customer. Its reports include open receivables aging, invoice and payments received registers. Stale product returns are tabulated and analyzed by customer and product. Finance charges are calculated and statements are printed for customers with open balances. Inventory of goods is adjusted by entering wastage, purchases and bake lists. To facilitate such adjustments, the system allows the use of six (1 main and 5 alternate) units of measure for each product.
Inventory Control & Costing:
The Costing part of this module maintains files on ingredients, packaging materials, labor, finished and unfinished products. Multi-level recipes are entered for Unfinished and Finished products. In addition to the makeup of each recipe, for each dough user enters preparation instructions, default mixer name and other pertinent information such as tub size, temperature, divider info, press weight and starter identification. Production lists are defined or imported from the Sales Order-wholesale module for analysis and materials requirement planning purposes. Detailed costs, including overhead and profit margin considerations are calculated. Changes in costs of ingredients are automatically reflected in updated product costs.
The inventory control component of the module allows entry of a daily list of goods purchased or received as returns. Quantities of each item wasted or produced are also entered. Sales info from the Accounts Receivable module seamlessly reaches and updates the on-hand value of inventory items. Based on recipes already defined, the system maintains a running inventory of ingredients, packaging materials and finished products. Adjustments to inventory are made easily. Reports include physical inventory sheets, inventory on hand, inventory movements and recommended reorders.
This module is a complete Purchase Order processing system that fully integrates with the Inventory Control and Product Costing module. It memorizes latest prices paid for each item purchased. It recommends what ingredients and packaging materials to order, from whom and in what quantities. Better yet, the program automatically creates purchase orders for the user. This module also lets the user print purchase orders that can then be mailed to vendors. Some Purchase Orders can be directly faxed or e-mailed to vendors without having to print them. Reports include inventory re-ordering, back-orders, and purchase order status by item, vendor and buyer.
The Accounts Payable module enables user to maintain a database of vendors. Their invoices are entered when received. Aged open payables report is then printed to help decide which vendors need be paid and in what amounts. This selection can be made by vendor, invoice due date or by discount date. Prior to printing of checks an approved payables report is printed to ensure correctness. Checks can be printed on either dot matrix or on laser printers and they come in few formats to choose from. The module also provides for bank reconciliation. To do so, it allows user to enter all deposits and ‘non-check’ charges that appear in a bank statement. Finally, it displays in real time, in a dashboard format total owed, approved and payments already made.
The General Ledger module maintains a separate chart of accounts for multiple companies. This module also records complete audit trails, generates three types of budgets, and calculates over 16 key business ratios. In addition, it provides General Ledger and financial reporting for up to 13 fiscal periods and consolidates charts of accounts for multiple companies. It includes Statement of Cash Flows Report, which provides information regarding cash receipts, cash payments, investments and financing activities.
The primary function of the Time Manager module of Z-Bake bakery management software is to enable all employees to clock in and out of the system. At the end of the pay period the program either prints required reports or exports pertinent data to payroll processing companies. However, the module goes beyond the basics of tracking time employees spend at work. It maintains databases on functions employees perform, the departments in which they work and the different facilities the company runs. Within each facility work centers are created and functions are assigned to employees. Schedules are created to ensure that employees only work within assigned time limits on specified tasks performing approved functions. Ultimately, the program helps accurately track time spent by each employee and thus the cost of each function, department, facility, and work center.
Production Process Control:
The Process Control module helps you control work flow on shop floor. Touch screens are installed in strategic locations on the floor. Staff members are allowed to access those screens to inquire about what tasks need to be done next and to have them enter production already completed. Data is received from and sent to all applicable Z-Bake modules in real time. The program organizes up to 5 processes: Mixing, scaling, baking, packing and shipping. The main objective is to reduce reliance on paper reports and avoid over production by relying on accurate timely information.
Lot Item Tracking:
This is a functionality that is added to all three modules of in-house server based Z-Bake: Accounts Receivable, Purchase Order, and Inventory Control. The program has three distinct components. 1. It enables a user to track where finished products with certain lot numbers end up, i.e. track customers to whom a certain product with a certain lot number was sold. 2. It enables user to track where ingredients of certain products with certain lot numbers came from. That is, vendors from whom products with certain lot numbers were purchased. 3. It enables user to link or relate finished items with certain lot numbers to ingredients of distinct lot numbers. As a result, when a vendor of an ingredient places a recall on ingredients of certain lot numbers, this functionality allows user to reveal within seconds the identity of customers who got delivery of products made from the recalled ingredient. Also, if a customer complains about a finished product, the program allows user to alert each vendor who provided an ingredient that made up that product.