Operational Information

The following page describes how the stock system works when revenue centres are implemented in Aztec and linked to stocks.

How a Sale Flows Through to Stocks

Once everything is configured, here is what happens end to end when a sale is made:

• A member of staff makes a sale on a point of sale terminal, for example, drinks at the Bar

• Aztec records the sale against the Bar Revenue Centre

• At end of day, the sales file is sent to Stocks, which includes the Revenue Centre Code for each sale

• Stocks processes the file and uses the Revenue Centre Code to identify which Cost Centre that sale should be allocated to, in this case, the Bar cost centre

• Within that sale, individual items are further routed based on their Sales Department mapping, so if a packet of crisps is sold at the Bar and Crisps is mapped to a Snacks cost centre, it depletes from there rather than the Bar cost centre.

• The stock results, reports, and line checks will all reflect the correct cost centre for each sale, giving you an accurate picture of stock depletion across your venue

Additional Information

Revenue Centre Codes

• The Revenue Centre Code is an optional field in Stocks, up to 50 characters
• If a Revenue Centre Code is entered, the Revenue Centre must also have a unique Revenue Centre Number within that profit centre
• Revenue Centres in Aztec are defined at Division level, not profit centre level

Revenue Centre to Cost Centre Mapping

• You cannot save the same Revenue Centre and Cost Centre combination more than once. The system will prevent duplicates
• When a Revenue Centre is first added to a profit centre it automatically creates a link to a location (cost centre). You can remove or reconfigure this link at any time using the Delete button on the Revenue Centre Location Join page

Sales Department to Cost Centre Mapping

The option to link a Sales Department to more than one Cost Centre must first be enabled on the Divisions page

• A Sales Department can be mapped to multiple Cost Centres. The Sales Department list will show all mapped Cost Centres as a comma-separated list

• If a Sales Department is mapped to only one Cost Centre, behaviour is unchanged from before, and no reconfiguration is required

• If a Sales Department has no Cost Centre mapping and your site uses multiple cost centres, stock results for items in that department will not be correctly allocated until the mapping is configured.

• When linking a Sales Department to multiple Cost Centres, configure this together with your Revenue Centre to Cost Centre mapping, so that within a single Revenue Centre a sale item is never routed to more than one Cost Centre

Sales File Import

• The Revenue Centre Code column in the sales file is optional. This preserves compatibility for existing integrations.
• Where the Revenue Centre Code column is missing, or a row is not populated, the import allocates the sale to the first Revenue Centre for the profit centre. Active Revenue Centres are considered before inactive ones, and then the oldest. If the profit centre has no Revenue Centre, a default Restaurant Revenue Centre is created automatically and used
• Recommended: keep the default Restaurant Revenue Centre active and do not map a Revenue Centre Code to it. Set up and map your new Revenue Centres instead, so the switch over to Revenue Centre allocation shows clearly in your reports
• If the sales file contains some rows with the Revenue Centre Code populated and others without, the import will fail. The column must be consistently present or absent across all rows in the file
• The Revenue Centre Code in the file is matched on the code string value, not the Revenue Centre number. Ensure the codes in Stocks exactly match those in Aztec

Aztec and Zonal Connect Imports

When new Sales Departments are created via an Aztec or Zonal Connect import, the system will automatically link them to a Cost Centre if there is only one Cost Centre configured. If there is more than one Cost Centre, no automatic link is created and you will need to configure the Sales Department mapping manually via the Sales Item Departments page.

Givex

The Givex sales file import does not support Revenue Centre allocation. Givex clients who wish to use Revenue Centre-based cost centre allocation must migrate to the main ZBS CSV sales file import. The Givex import has been updated to prevent duplicate data in cases of misconfiguration, but full Revenue Centre support requires the main CSV format.

Reporting

• All standard Stocks reports have been updated to correctly display stock results across multiple cost centres per Sales Department

• If you use a custom DataMart view and have Sales Departments mapped to more than one Cost Centre, please be aware that the CostCentreNameID column on the Sale Item dimension will return NULL for those departments. You will need to reference the new SalesDepartmentCostCentreNameJoin table to retrieve the full many-to-many mapping. Please contact Zonal support if you need assistance with this