FOOD TRAK Food and Beverage Mgmt System

A multi-module management system designed by System Concepts for accommodations & food services companies.

About FOOD TRAK Food and Beverage Mgmt System

The modular structure of the FOOD-TRAK System allows operators to select the features they need, without paying for features they can’t use. Building on the foundation of our high quality, full-featured inventory, purchasing and recipe functions (FOOD-TRAK Standard), users can add the menu engineering, ideal use, perpetual inventory, key item tracking, forecasting, and transfer functions included in our Professional configuration.


With the Professional configuration inventory is highly controlled through actual versus ideal usage variance reporting, key item tracking, perpetual inventory reporting, transfers/requisition creation and waste tracking.

Additional inventory reporting includes cost of goods sold, inventory extensions, inventory level control, and customizable inventory forms. Streamlined entry of purchases with automatic distribution of invoice amounts to general ledger account numbers, accompanied by purchase recap and price history reporting, make invoice tracking easy and profitable.

Purchase orders can be created to enhance receiving functions. Bid sheets allow automatic purchase order creation by selection of best price. A wide range of forecasting reports make ordering a simpler process.

All Windows versions of FOOD-TRAK are Y2K-compliant.

Purchase Order Processing

One of the strongest areas of the system, extensive capability is provided for everything from a completely automated approach to ordering and receiving, to a strictly manual one. In a fully automated example, the user would use the forecasting functions to create a shopping list. The shopping list is automatically converted to purchase orders based on the rules established for vendor selection and vendor bid sheets which were automatically imported from the vendor’s system.

Purchase orders are electronically transferred to the their respective vendors (an unlimited number of vendor interfaces can reside on the same system). Invoices are imported from the vendors as the goods are shipped, and accounts payable transactions are created for automatic transfer to the accounting system. Hand held units with bar code scanners can also be used to create shopping lists if desired.

Any of these steps can be eliminated or handled manually if desired, and a variety of checks and balances are built in for added accuracy. Since this function can be the most time consuming aspect of an inventory system, tremendous effort has been made to streamline it to require as little time as possible.

Literally hundreds of features are available to handle this process, including currency conversion, on-the-fly database modifications and additions, and even automatic spread functions for allocating freight, taxes or other charges into individual invoiced items.

All versions of FOOD-TRAK are Y2K-compliant

Transfers & Requisitions

Goods are moved between storage locations within a single operation using the system’s internal transfer capabilities, while goods can be moved between company operations using the system’s external transfer capabilities. In both cases, requisitions can be developed and forwarded to the location from which the goods are needed. Once there, requisitions can be aggregated, allowing the generation of pick lists and other useful documents to help speed the process. Requisitions can be used to create transfers, thereby eliminating any double entry. Templates can be created for internal and external transfers, as well as for internal and external requisitions, making the job even faster. Frequently ordered goods can be placed on requisition templates, or in the event requisitions are not used, transfer templates can significantly simplify and speed up the process of building transfers.

Internal transfers are especially useful in profit center operations. Through the use of internal transfers, it becomes possible to track variances in usage by inventory location, as opposed to looking at a single variance for the whole operation. Internal transfers are immediately executed by the system, increasing inventory at the receiving location, and decreasing inventory at the sending location.

External transfers occur between separate FOOD-TRAK databases, and are used for moving goods from one operation to another. Transferred goods are automatically posted to the receiving location, assuming the two databases are on the same network. If the two databases are not connected, transfers are made using the system’s e-mail capabilities or by saving the data to a disk for transport to the receiving system.

Product Overview

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