Are you a Bookkeeper using CostGuard? This section highlights the areas that have time saving data entry features. Click on the blue name, and the tutorial will show you the details.
Use as many of the optional interfaces as possible. The Accounting Module transfers Receipts to your Accounting Program. VendorTransport downloads invoices and order guides and exports orders to your Vendors. Multi-Unit Controller manages transfers between different units. The POS Interface transfers sales information from your POS and enters it into CostGuard. When you use the automated interfaces, you ensure data accuracy, minimize typing, and avoid the hassles of reposting information from one program to another. Some of the Interfaces and Modules are designed to work with the perpetual inventory features, so you can minimize your time in reconciling separate accounts.
Think about how you want to Set User Rights. You may want to consider restricting the Save function to protect the audit trail. When you restrict it, others can make changes and suspend transactions, but they do not “take” until saved. This allows you to control who can make changes to the financials in the program.
Also in Overview is information on how to customize your screens. You can change column widths and move them around to make it easier to find necessary information.
If you have data in an Excel Spreadsheet, use the CG-XL to import it as an Inventory Item. You can use the Export features in Inventory and Recipes to export data from CostGuard to a file. This will save you time in retyping information between various programs.
Enter all of the pricing information from the Vendors as a Bid: later this information will appear in the Order section, and Receipts, saving you time from reposting special prices. In the Receipt Section – where you enter in Vendor Invoices, there is an option that lets you change the direction for typing, and a page total to reconcile multi-page invoice. There is also a separate file with common bookkeeping issues and how to enter them in CostGuard.
Use the List and Journal Reports to reconcile your books. They are the supporting documentation for the Usage, and Alert Reports. The Reorder Reports give you an overview of what is on-hand and what is needed.
Recipe Module can expand recipes and create requisitions. Use this to make lists for parties, and other events. The Recipe Pricing Report has up-to-date pricing for all menu items. You can use it to create spreadsheets with pricing options for different menu items. If you are in charge of keeping the Recipe book, then use the Print option, and Bibliography to keep track of them. The note section is handy for all of those items that need a home.
CostGuard enters sales by a PLU number. When you enter in the Sales figures, CostGuard will deplete the Inventory Items. You can use the Sales Reports and the Inventory Reports together to reconcile your books. Also, remember that the Sales Module attaches a “sells for” price to each menu item, allowing you to calculate your per-dish profitability.