Operations Manual

Today

A single-page brief for the operator opening Steward at the start of the shift — what changed overnight, what needs a decision today.

Roles

Every back-of-house role; layout is persona-routed

Frequency

Daily, first action of the day

Linked

Activity Feed · Approvals · Dashboard · Alerts

When to use

• Start of shift — confirm the overnight handover before opening any other screen.
• Returning from leave — Today aggregates the last seven days of items addressed to you that are still open.
• Pre-meeting prep before the morning HOD standup.

How to use

1. Open today.html. The page is laid out as four stripes: Open to you (approvals, alerts, work orders), What changed overnight (deliveries received, counts posted, movements posted), Today's calendar (PM work orders due, expiry write-offs, scheduled counts) and KPI pulse (the on-hand value, NBV and pool value drift versus yesterday).
2. Clear the Open to you stripe by acting on every chip — Approvals route into approvals.html, Alerts into alerts.html, work orders into the Engineering Workbench.
3. Scan What changed overnight for anything that contradicts the prior evening's expectation — a posted count out of cycle, an unexpected reversal, a critical alert not yet acknowledged.
4. Click any KPI to drill into the matching report with the same comparison window applied.

Activity Feed

One unified feed of every event Steward records — filterable by domain, role, screen and severity.

Roles

GM · FC · Exec Housekeeper · Chief Engineer · Auditor

Frequency

On demand — handover, incident investigation, audit sampling

Linked

Movements · Custody Ledger · Approvals · Today

When to use

• Handover between shifts — answer "what happened on my watch?" without opening five screens.
• Incident investigation — a guest complaint with a known room and time window is the obvious filter.
• Auditor sampling — produce a filtered transcript over a date range as evidence.

How to use

1. Open activity-feed.html. The unfiltered feed shows every event in the last 24 hours, grouped by hour.
2. Narrow with the chip row: Domain (C / A / R), Severity (info / warning / critical), Role (who acted) and Source (which screen).
3. Click any row to deep-link to the source record — a movement opens the ledger, a custody event opens the asset card, an approval opens the queue.
4. Save a filter as a named view — common saved views are Overnight handover, WHS chemical activity, Linen loss events.

Approvals

The single queue routing every threshold-gated decision to the right role under the §2.5 matrix.

Roles

GM · FC · Exec Housekeeper · Chief Engineer (asset items only)

Frequency

Daily; PO and disposal approvals cluster mid-morning

Linked

PO · Count · Transfer · Disposal · Capitalisation

When to use

• Anything routed to you by the §2.5 matrix — POs over your threshold, count adjustments, transfers, write-offs, capitalisation, disposals.
• The end-of-day review before locking out approvals to the on-call escalation roster.

How to use

1. Open approvals.html. The queue is sorted by SLA — items closest to breach surface at the top.
2. Tap any row to open the underlying document in a side drawer; the source screen retains full context, the queue retains your place.
3. Click Approve with a one-line rationale, or Return with a reason code that routes the document back to its raiser with a comment.
4. For approvals above your authority, Steward shows the next role in the chain so you can hand the item over with one click.

Item Master List

The catalogue of every SKU the property buys, holds or issues. Drives every other screen.

Roles

Procurement · FC · Exec Housekeeper (read for most)

Frequency

Browse daily · edit on supplier change, new SKU, price update

Linked

Item Detail · Suppliers · Purchase Suggestions

1 2 3 4 5

Fig 4.2.1/Item Master · annotated

1. 1Search & filter — query by code, GTIN, description; chips narrow by USALI class, supplier and status.
2. 2New item — opens the SKU drawer (Step 1 of How to use below).
3. 3Column toolbar — toggle GTIN, ABC class, ROP, On-hand value; the layout is saved per user.
4. 4Item row — click anywhere to open Item Detail; the inline UoM column shows purchase / stock / issue.
5. 5WHS & status chips — hazardous SKUs carry a yellow GHS pin; Inactive rows are dimmed.

When to use

• Adding a new SKU after a procurement decision.
• Deactivating an SKU that is being replaced.
• Bulk price-list updates after a supplier contract renewal.
• Looking up GTIN / internal code when handling a paper invoice.

How to use — adding a new SKU

1. Click New item top-right. The drawer opens.
2. Fill the identity block: internal code (auto-suggested), GTIN if printed on packaging, USALI class, item description (English and any required second language).
3. Fill the UoM block: purchase UoM, stock UoM, issue UoM, and conversion factors. The system will not allow an item with missing conversions.
4. Select preferred supplier and price per purchase UoM. If multiple suppliers, mark one preferred and add the others as alternates.
5. Set ROP, Safety stock, Lead time, Cost method. The FC must approve a cost method other than Weighted Average.
6. If the item is hazardous, tick Hazardous and attach the current SDS — the WHS Register entry is created automatically on save.
7. Save as Active. The SKU is immediately available to Receiving and Mobile.

Item Detail

Everything about one SKU on one page — distribution, batches, history, price curve, ROP configuration.

Roles

Exec Housekeeper · Procurement · FC

Frequency

On demand — incident investigation, supplier negotiation, ROP tuning

Linked

Item Master · Locations · Movements · Suppliers · Batches

1 2 3 4 5

Fig 4.2.2/Item Detail · annotated

1. 1Identity strip — internal code, GTIN, USALI class, hazard flag and current on-hand value (AUD).
2. 2UoM & conversion — purchase ↔ stock ↔ issue with factors; the FC cannot save with a missing factor.
3. 3Tabs — switch between Overview, Replenishment, Batches, Suppliers & price and History.
4. 4Distribution map — on-hand per location; click a node to deep-link to the Locations tree.
5. 5Reorder configuration — ROP, safety stock, lead time and seasonality; Simulate ROP opens the tuning panel.

When to use

• An Alert points at this SKU — open the detail to see distribution and recent movements before deciding.
• Negotiating a contract — open the price curve to take a quote-history print.
• Tuning ROP — review the 90-day consumption trend and seasonality factor.

How to use — tuning the reorder point

1. Open the SKU and switch to the Replenishment tab.
2. Review the 90-day consumption curve per location — a single high-variance location often drives a wrong global ROP.
3. Click Simulate ROP, adjust the safety-days slider, watch the projected stockout count update live.
4. Save changes — the system writes an audit note ROP TUNED · operator · timestamp.

Stock by Location

The tree view of where every unit of every SKU is, with par-level gap and one-click replenish.

Roles

Exec Housekeeper · HK Supervisor · Chief Engineer

Frequency

Daily — start-of-shift and again before evening trolley re-stock

Linked

Transfer · Suggestions · Item Detail

1 2 3 4 5

Fig 4.2.3/Stock by Location · annotated

1. 1Location filter — property selector + free-text filter restricted to the tree.
2. 2Pantry node — amber = below par, red = stockout; click to expand the SKU list.
3. 3Replenish — pre-fills a Stock Transfer from Central Store with gap quantities and FEFO pick batches.
4. 4Trolley sub-tree — last mile to the room; par-level controlled per trolley per shift.
5. 5Capacity bar — soft cap per location; a full bar prompts Move surplus out instead of Replenish in.

When to use

• A floor pantry is empty mid-shift — find the nearest pantry with surplus.
• Setting up a new trolley before a shift.
• Approving a transfer request from a supervisor.

How to use — replenish a floor pantry

1. Expand the tree to the floor pantry that needs stock.
2. Items below par are tinted amber; items at zero are tinted red.
3. Click Replenish on the location header — the drawer pre-fills a Stock Transfer from Central Store with the gap quantities.
4. Adjust quantities if needed, choose pick batch (FEFO is the default), submit. The transfer enters Requested.

Batch & Expiry Tracker

Visibility on every batch nearing expiry, with FEFO pick priority and write-off projection.

Roles

Exec Housekeeper · Exec Chef (food batches) · Chief Engineer (chemical batches)

Frequency

Weekly review · daily during high-velocity periods

Linked

Item Detail · Locations · Movements

1 2 3 4

Fig 4.2.4/Batch & Expiry Tracker · annotated

1. 160 / 30 / 7-day bands — items grouped by expiry urgency; counts shown in the band headers.
2. 2Batch row — batch no., supplier lot, mfg / expiry, qty remaining, location and projected write-off (AUD).
3. 3Action menu — Promote (transfer) · Consume (staff café) · Write off (ADJUST reason EXPIRY).
4. 4FEFO pin — the batch chosen by default when this SKU is picked anywhere in the system.

When to use

• Weekly pre-shift review — identify what must be issued this week to avoid write-off.
• Before initiating a Transfer — verify the pick batch.
• Month-end — compute and post expiry write-offs.

How to use — weekly review

1. Open the tracker. The three bands are 60 days, 30 days, 7 days.
2. Sort by projected write-off value. Highest-value rows go to action first.
3. For each row, choose: Promote to high-velocity location (transfer), Consume in-house (staff cafeteria, internal use), Write off (post an ADJUST with reason EXPIRY).
4. Save the decision log — the FC sees it at month-end.

Suppliers

Supplier master data — price lists, MOQ, lead time and performance scorecards.

Roles

Procurement · FC

Frequency

Edit on contract renewal or onboarding · review monthly

Linked

Items · PO · Reports

1 2 3 4

Fig 4.2.5/Suppliers · annotated

1. 1Supplier list — legal name, ABN, GST status, payment terms; click to open the supplier card.
2. 2Scorecard — rolling 90-day on-time rate, quality, variance & spend; surfaced on every PO at draft time.
3. 3Master agreement — uploaded contract with expiry & auto-reminder 90 days before renewal.
4. 4Price-list CSV import — validated against the Item Master before activation; rejected lines surfaced inline.

When to use

• Onboarding a new supplier — record ABN, GST registration, payment terms, banking, freight terms.
• Updating a price list — bulk import via CSV with validation against current ranges.
• Quarterly business review — read on-time rate, quality score and variance rate.

How to use — onboard a new supplier

1. Click New supplier. Enter legal name, trading name, ABN, GST status, address.
2. Record contacts: AR, account manager, after-hours.
3. Set commercial terms: payment terms, freight terms, MOQ rules, default lead time.
4. Upload the executed master agreement. The system records expiry and surfaces a renewal reminder 90 days before.
5. Upload the price list. The system validates each line against the Item Master before activating the supplier.

Receiving · GRN

Turn a supplier delivery into stock — match against a PO, capture batches, raise variances, post the Goods Received Note.

Roles

Receiving Clerk · Procurement (review)

Frequency

Per delivery

Linked

PO · Movements · Batches · Mobile: Receiving Scan

1 2 3 4 5

Fig 4.3.1/Receiving · GRN · annotated

1. 1PO header — supplier, expected date, dock and currency; the supplier-side delivery note must match before unloading.
2. 2Line table — PO qty, received-to-date, this-receipt qty, unit cost; scanner input lands on the active row.
3. 3Batch & expiry capture — mandatory for perishables / chemicals; feeds Batches & the WHS Register.
4. 4Variance flag — Short · Over · Damage · Wrong item; notifies Procurement and posts goods at actual qty.
5. 5Post GRN — writes IN movements, updates weighted-average cost, transitions the PO to Partially Received / Received.

When to use

• A scheduled delivery arrives at the loading dock.
• An ad-hoc delivery is presented — must be matched to a PO before any unloading.

How to use — standard delivery

1. Search the open PO list by supplier name or PO number — confirm the supplier on the delivery note matches.
2. Click Begin receiving. The PO header opens with each line ready to receive.
3. For each line, scan (mobile) or key the received quantity. For batched items, key batch number, manufacture date and expiry date — these become the audit source for FEFO and the WHS register.
4. Raise any variance: Short, Over, Damaged, Wrong item. Variances trigger a notification to the Procurement Officer; goods are received at the actual quantity, not the PO quantity.
5. Attach the supplier's delivery docket photograph or signed paper copy.
6. Click Post GRN. The system writes the IN movements, updates on-hand and weighted average cost, and moves the PO to Partially Received or Received.

Stock Movements

The append-only transaction log — every change to on-hand, ever.

Roles

FC · Exec Housekeeper · Auditor

Frequency

On demand for investigation · daily reconciliation for FC

Linked

Item Detail · Receiving · Count · Transfer

1 2 3 4 5

Fig 4.3.2/Stock Movements (ledger) · annotated

1. 1Period & Item filter — narrow the ledger by SKU, location, type and reason; bookmark common filters per user.
2. 2Type chips — IN / OUT / TRANSFER / ADJUST / COUNT / REVERSAL; mix & match.
3. 3Export — emits the filtered set as CSV/XLSX for the FC working papers or audit sample.
4. 4Movement row — type pill, qty, unit cost, batch, from/to, operator, ref-doc, timestamp — all on one line.
5. 5Ref-doc link — opens the source document (GRN, Count, Transfer) for one-click traceability.

When to use

• An on-hand number looks wrong — trace it back to the source document.
• Month-end: the FC ties the sum of movements to the GL inventory account.
• External auditor sample requests — produce a filtered export by date and reason.

How to use — trace an unexpected drop

1. Apply filters: Item = the SKU, Date range = the suspicious window, Type = OUT, ADJUST, COUNT.
2. Sort by timestamp; the offending movement will show operator, reason code and ref-doc.
3. Click the ref-doc link to open the source document (Receiving, Count or Adjust).
4. If a correction is needed, post a REVERSAL from the source document — never attempt to edit a movement directly.

Stock Transfer

Move stock between locations — including across properties, with automatic GST handling.

Roles

HK Supervisor / Chief Engineer (request) · Exec Housekeeper (approve) · Receiver at destination

Frequency

Daily within property · weekly cross-property

Linked

Locations · Movements

1 2 3 4

Fig 4.3.3/Stock Transfer · annotated

1. 1From → To — source & destination selectors; cross-property pairs surface a GST inter-company badge.
2. 2Pick lines — qty per SKU; FEFO batch is the default and is shown in the pick column.
3. 3State pill — current transition (Requested → Approved → In Transit → Received → Reconciled).
4. 4Variance on receive — Short / Damaged is posted as an ADJUST reason TRANSIT-LOSS and the transfer closes Reconciled.

State machine:

When to use

• Floor pantry below par and the next delivery is more than 24 hours away.
• A sister property in the same group has surplus — shift stock to avoid expiry.
• Setting up a trolley for a non-resident attendant.

How to use — cross-property transfer

1. Request a transfer from the requesting property's Locations screen — name the destination property and location.
2. The destination Exec Housekeeper or FC reviews and Approves.
3. Source picks stock under FEFO, scans into the transfer manifest, marks In Transit. The system creates an OUT movement at source.
4. On arrival, destination scans against the manifest and marks Received. The system creates an IN movement and posts the inter-company GST adjustment automatically.
5. Any short/damage at receive is raised as a variance, posted as an ADJUST reason TRANSIT-LOSS, and the transfer moves to Reconciled.

Stock Count

Periodic physical count — wall-to-wall, cycle or spot — driving an auditable inventory reconciliation.

Roles

Exec Housekeeper (initiate) · Supervisors (count) · FC (review & post)

Frequency

Cycle count weekly · full count monthly · spot count as needed

Linked

Locations · Movements · Item Detail

1 2 3 4 5

Fig 4.3.4/Stock Count · annotated

1. 1Count header — ID, scope (location / class / cycle), mode (Blind · Reveal), and current state pill.
2. 2State stepper — Draft → In Progress → Submitted → Reviewed → Posted; transitions are role-gated.
3. 3Counter assignment — two counters, recount enforced above the variance threshold (default A$200 / line).
4. 4Variance review — FC filters by reason (Damage / Theft / Expiry / System) before posting.
5. 5Post — writes COUNT movements; variance ≥ A$1,000 requires GM co-approval.

State machine:

When to use

• Weekly cycle count of high-velocity SKUs (top 20% by movement).
• End-of-month full count for AASB 102 valuation.
• After an Alert investigation flags a possible discrepancy.

How to use — full count of Floor 12 pantry

1. Create count — choose scope By location, pick Floor 12 Pantry, choose mode Blind (counters do not see system on-hand).
2. Assign two counters. The system locks the location so no movements can post until the count completes.
3. Counters use Mobile: Stock Count to scan items and key counted quantity.
4. On Submit, the system compares both counters and the system on-hand. Variances above the threshold (default A$200 per line) trigger a recount.
5. Recount any variances; the second pass is binding.
6. The FC opens Review, inspects variances by reason (Damage, Theft, Expiry, System error) and clicks Post. The system writes COUNT movements and the count moves to Posted.

Low Stock Alerts

A three-tier alert stream — Warning, Critical, Out of Stock — with explicit acknowledge / resolve path.

Roles

Exec Housekeeper · Procurement · GM (for escalations)

Frequency

Continuous — alerts re-evaluate every 15 minutes

Linked

Dashboard · Item Detail · Suggestions · PO

1 2 3 4 5

Fig 4.3.5/Low Stock Alerts · annotated

1. 1Tier tabs — Critical / Warning / Out of Stock / All; counts in the badges.
2. 2SLA timer — Critical must Acknowledge ≤ 4 h, Resolve ≤ 12 h; expired SLAs auto-escalate to the GM.
3. 3Alert card — SKU, location, on-hand vs safety, suggested action with one-click Raise PO / Transfer.
4. 4Acknowledge · Resolve — Acknowledge starts the SLA timer; Resolve closes the alert and audits the rationale.
5. 5History & escalation log — every transition stamped with operator and IP; used in monthly KPI reviews.

State machine:

Tiers

How to use — clear a Critical alert

1. Click the alert. Confirm root cause: spike in demand, late delivery, mis-issue.
2. Choose action — Raise PO from suggestion, Initiate transfer, or Acknowledge with rationale (e.g. seasonality and a delivery in 6 h).
3. The system moves the alert to Acknowledged and stamps an SLA timer. When on-hand recovers, the alert auto-resolves.
4. If the SLA expires unresolved, the alert Escalates to the GM with full context.

Procurement Hub

The Procurement Officer's home — purchase suggestions, purchase orders, three-way match and supplier scorecard on one cross-domain canvas.

Roles

Procurement Officer (owner) · FC · Exec Housekeeper / Chief Engineer / GM (approvers by threshold) · AP (match)

Frequency

Daily — opens with the morning suggestion run, stays open through PO drafting and supplier follow-up

Linked

Suppliers · Item Master · Receiving · Movements · Approvals

A single Procurement Hub PO can mix Consumables lines (expense on issue), Asset lines (capitalisation on receipt) and Rotable replenishment lines (charge to OS&E amortisation). The hub composes three previously separate screens into one workflow: the nightly suggestion engine, the PO state machine and the supplier scorecard. It opens at procurement-hub.html and is the only screen a Procurement Officer needs through most of the day.

1 2 3 4 5

Fig 4.4.1a/Purchase Orders · annotated

1. 1Status tabs — Draft / Approved / Sent / Partially Received / Received / Closed / Cancelled; counts per bucket.
2. 2New PO — opens drafting; supplier-locked items, lead time and price list auto-load.
3. 3PO row — supplier, total (AUD ex GST), expected date, lines & received progress in one row.
4. 43-way match badge — green when PO ≡ GRN ≡ Invoice; amber/red blocks Close until reconciled.
5. 5Approval routing — values ≤ A$5,000 → Exec HK / FC; > A$5,000 require GM (§2.5 matrix).

1 2 3 4 5

Fig 4.4.1b/Purchase Suggestions · annotated

1. 1Generated nightly — uses on-hand, open POs, ROP, safety stock and seasonality from the last 90 days.
2. 2Global controls — safety days · seasonality factor · lead-time buffer; adjustments preview live.
3. 3Create POs — one PO per supplier per day; pre-fills lines into the standard PO drafting flow.
4. 4Grouped by supplier — keeps the daily PO count low and MOQ rules honoured.
5. 5Suggestion row — current vs ROP, projected stockout date, suggested order qty & cost (AUD ex GST).

Purchase Suggestions

The suggestion engine recomputes nightly at ~07:00 and produces a daily procurement plan grouped by supplier so a single PO can be raised per supplier per day. The engine reads on-hand, open POs, ROP, Safety Stock, Lead Time and rolling 90-day demand for every SKU at every location, applies a seasonality factor, and emits a suggested order quantity with a projected stockout date if the line is not actioned.

1. Open the Suggestions tab in the Procurement Hub. The list is grouped by supplier so a single PO can be raised per supplier per day, honouring MOQ rules.
2. Review the global controls: Safety days, Seasonality factor, Lead-time buffer. Adjustments preview live against every line.
3. Tick the lines to include. Adjust the quantity on any line where the engine cannot have known about an event (private function, ICC conference) not yet on the property calendar.
4. Click Create POs. One PO per supplier is drafted with all selected lines pre-filled, ready for the standard approval flow under Purchase Orders.

Purchase Orders

Every PO Steward issues flows through the same state machine regardless of which domain a line belongs to. The chip row below applies equally to a consumable amenity carton, an Engineering chiller replacement and a rotable linen top-up.

1. Click New PO, pick the supplier; supplier-locked items, lead time and price list load automatically. If the supplier supplies Consumables, Assets and Rotable lines, all three classes are selectable.
2. Add lines — SKU, quantity, purchase UoM. The system shows the latest unit price and the variance against the rolling 90-day average; an amber chip marks any line outside ±5%.
3. Confirm delivery date and ship-to location. Asset lines prompt for a capitalisation cost centre at draft time; rotable lines prompt for a target par location. Save as Draft.
4. Submit for approval. Routing follows §2.5 — Consumable values ≤ A$5,000 route to Exec HK or FC; > A$5,000 require GM; any line marked as a capitalised asset also routes to the FC regardless of value.
5. On approval, click Send. The PO is emailed or pushed via EDI to the supplier; status moves to Sent.
6. On receipt, GRN GRN-26-0418 writes the IN movements (Consumables), the capitalisation entries (Assets) or the par-pool increments (Rotable). Three-way match runs automatically against PO, GRN and invoice; mismatches block Close until reconciled.

Supplier scorecard

The scorecard panel surfaces the rolling 90-day performance of the supplier on the current PO before draft submission: on-time delivery rate, quality (rejection) rate, price variance against rolling average, short / over rate and cumulative spend. The values are computed from the Movement ledger so there is no second source of truth. A supplier whose on-time rate falls below the property's threshold prompts a banner suggesting an alternate; the alternate is the next-preferred supplier on the Item Master record. The scorecard data is also the input to the quarterly business review and to renegotiation conversations at contract anniversary.

Engineering Workbench

A maintenance technician's home — the asset card, the work order, the MRO part pick (C), the tool checkout (A), photo capture and labour time on one screen.

Roles

Maintenance Technician (primary) · Chief Engineer (queue, scheduling, sign-off)

Frequency

Per task — typically 6–12 work orders per technician per shift

Linked

Work Orders · Asset Register · Tool Crib · Item Master · Movements · Mobile: Technician Home

When to use

• Starting a reactive work order raised by housekeeping or front office (the iron in 1208 does not work; the chiller ENG-CHL-0012 alarms low pressure).
• Executing a scheduled preventive-maintenance work order generated from the PM Schedule.
• Calibrating a piece of equipment under a calibration WO template.

How to use — execute a work order

1. Open engineering-workbench.html. The left rail lists work orders assigned to you, sorted by SLA. Click the top WO; the right panel composes the asset card, the WO checklist and the part-pick and tool-checkout panels.
2. Scan or tap the asset tag (e.g. ENG-CHL-0012) to confirm you are at the right body. The asset card shows the WO history of the last six months and any active warranty.
3. Issue MRO parts under the Parts panel — these are Consumables drawn against the WO as the cost centre, writing an OUT movement at unit cost. If a part is below ROP after the issue, an alert is raised inline.
4. Check out tools under the Tools panel. Each tool is an individually-tagged asset; checkout writes to the Custody Ledger and surfaces an expected-return reminder.
5. Capture before / after photos and key labour minutes per technician. Move the WO chip through In Progress → Completed; the Chief Engineer reviews and moves it to Verified → Closed.

Floor Operations

An Executive Housekeeper's floor-by-floor view that overlays consumable par gap (C), 3-Par linen state (R) and loanables on the floor (A) — with one-click replenish.

Roles

Executive Housekeeper · HK Supervisor

Frequency

Daily — start of shift and again before the evening trolley re-stock

Linked

Locations · Transfer · Par Configuration · 3-Par Circulation · Mobile: Housekeeper Home

When to use

• The start-of-shift floor walk-through where consumables, linen and loanables must all be reviewed before housekeeping deploys.
• An ad-hoc top-up during a high-occupancy day where a single floor is bleeding stock.
• Approving a Supervisor's transfer request that touches more than one domain.

How to use — start-of-shift walk-through

1. Open floor-ops.html. The screen is a floor tree on the left and three stacked panels on the right: Consumable par gap (C), Linen 3-Par state (R) and Loanables on floor (A).
2. Pick a floor (e.g. Floor 12). The three panels refresh to that floor's bodies. A red chip on any panel signals a stockout, amber signals below par.
3. Click Replenish floor in the floor header. Steward composes a single cross-domain Stock Transfer from Central Store that fills the consumable gap and tops up the linen pool to par, and surfaces any loanable that is overdue back to the pool.
4. Review, adjust quantities if needed, submit. The transfer enters Requested and routes for approval per §2.5.

Room 360

Resolve a guest issue or a complaint anchored on a room — amenity par (C), room-tagged assets (A), linen state (R), today's cleaning and recent work-order history on one card.

Roles

Front Office Manager · HK Supervisor · Duty Manager

Frequency

Per shift — typically opened on a guest call or a complaint card

Linked

Asset Register · Work Orders · Linen Circulation · Loanable Pool · Activity Feed

When to use

• A guest reports an issue ("the iron does not work") — the room is the natural anchor for a cross-domain answer.
• Pre-arrival readiness check for a VIP — confirm amenity par, assets functional, linen ready.
• A post-checkout review where damage or loss is suspected.

How to use — resolve a guest issue

1. Open room-360.html?room=1208 (or pick the room from the tree). The page assembles five panels: Amenity par, Assets in room, Linen state, Today's cleaning and Recent WOs.
2. Match the guest's complaint to a panel — an iron not working surfaces the asset tag, its warranty status and a one-click Raise WO button that pre-fills the asset tag HSE-IRN-0042 and the room.
3. If a replacement loanable is needed before the WO completes, the Loanable Pool tile shows the nearest Available iron and offers an Issue action that writes a custody event.
4. Add a note to the room — visible to the next operator who opens Room 360 for the same room.

Finance Close

The Financial Controller's month-end canvas — AASB 102 valuation (C), AASB 116 depreciation (A) and USALI Schedule 5 amortisation (R) consolidated into one journal pack with Xero / MYOB / SUN export.

Roles

Financial Controller (owner) · GM (locks the period)

Frequency

Monthly — typically the first two business days after period end

Linked

Period Close Pack (4.6.2) · Movements · Depreciation Schedule · OS&E Amortisation · Reports

When to use

• Month-end close — the single screen that drives the AASB 102, AASB 116 and USALI Schedule 5 journal lines for the period.
• Mid-month sanity check before the GM standup — preview the projected close before the period ends.

How to use

1. Open finance-close.html. The page is a checklist of close gates — count posted, GRN reconciled, transfers closed, depreciation run, amortisation run, GST preview prepared, journal preview produced.
2. Work each gate top-down. Steward will not enable the next gate until the prior gate is green.
3. Run the Journal preview. The preview shows every debit and credit line that will post to the GL, grouped by USALI schedule and tagged with the originating ledger record.
4. Export to Xero, MYOB or SUN. Once the export is acknowledged by the FC, the GM can lock the period — after which no movement can post into the locked period without a REVERSAL and a new period.

For the full close procedure including roles, evidence and exception handling, see SOP 6.6 — Month-end close in chapter 6.

WHS Chemical Register

The hazardous chemicals manifest required by WHS Regulation §349 — one-click export for regulator audits.

Roles

Exec Housekeeper (owner) · Chief Engineer (engineering chemicals) · WHS Officer

Frequency

Review monthly · update whenever an SDS is renewed or a chemical is introduced/retired

Linked

Items · Locations

1 2 3 4 5

Fig 4.5.1.1/WHS Chemical Register · annotated

1. 1Compliance header — declares the regulation in force (WHS Regulation §349 · NSW) and last regulator export.
2. 2Export to PDF — one-click manifest for a regulator visit; signed by Exec Housekeeper & WHS Officer.
3. 3Chemical row — name, GHS pictograms, SDS version + expiry, responsible officer, storage location.
4. 4SDS status — green / amber / red against the 90-day expiry rule; an expired SDS blocks issue on Mobile.
5. 5Consultation log — “Mark consulted” after a toolbox talk; this is your evidence under WHS Act §39.

When to use

• Annual WHS audit or a regulator request — produce the manifest as PDF.
• A new chemical SKU is added to the catalogue — confirm the SDS is current.
• Quarterly walkthrough — verify physical storage matches the declared location.

How to use — refresh an SDS

1. Filter the register by SDS expires ≤ 90 days.
2. For each row, request the new SDS from the supplier. The system surfaces the supplier contact in the row.
3. Upload the new SDS. The system extracts version, issue date, expiry and GHS pictograms; verify and confirm.
4. Click Mark consulted after the team toolbox talk; this is your evidence of consultation under WHS Act §39.

Reorder Points & ABC Classification

The replenishment-science screen — set, simulate and audit the ROP, Safety Stock and EOQ for every consumable SKU, segmented by ABC class.

Roles

Procurement Officer (owner) · FC (sign-off on safety days) · Exec Housekeeper (review)

Frequency

Quarterly review · ad-hoc on a SKU after an alert investigation

Linked

Item Master · Purchase Suggestions · Alerts · Reports

When to use

• Quarterly ROP review — the FC and Procurement Officer re-tune the model against the prior quarter's stockouts and write-offs.
• After an alert investigation — a Critical alert that traces back to a stale ROP rather than a real demand spike.
• On the introduction of a new SKU, where the first ninety days of demand are now a sample worth fitting.

How to use — quarterly tuning

1. Open reorder-points.html. The page is segmented by ABC class — A (top 20% by value, ~80% of spend), B (middle band) and C (long tail). Tune A items first, B second, leave C on default.
2. For each A-class SKU, read the panel: rolling 90-day demand per location, lead time observed (versus lead time declared), and the projected stockout date at the current ROP.
3. Apply the standard formula referenced in §3.6 — ROP = (avg daily demand × lead time) + safety stock. The safety stock is set by the FC; demand is rolling-90-day per location; lead time is the supplier-observed average, not the contract value.
4. Click Simulate on any row to overlay the proposed ROP against the historical curve — the simulator counts how many of the prior 180 days the new ROP would have triggered an order or a stockout.
5. Save changes. Steward writes an audit note ROP TUNED · operator · timestamp on the Item Master detail and refreshes the next suggestion run.

Asset Register

One row per tagged body — the auditable list of every asset the property owns, with status, custodian, NBV and class.

Roles

FC (owner) · Chief Engineer · Exec Housekeeper · External auditor (read)

Frequency

Continuous read · edit on capitalisation, condition change, status change

Linked

Item Master · Custody Ledger · Depreciation · Work Orders · Disposal

When to use

• Capitalising a new asset from a posted GRN — the register is the row of record.
• Locating a particular asset by tag, by class or by custodian.
• Running the annual asset audit — the register is the master against which the floor walk reconciles.

How to use — capitalise a new asset

1. Open assets-register.html. Click New asset (or, more commonly, accept the capitalisation prompt from a posted GRN).
2. Confirm the SKU on the Item Master, key the asset tag (Steward will offer the next number in the class series), set the initial custodian and location.
3. Set the depreciation profile — method (straight-line or reducing balance), useful life in months and salvage value (AUD). The FC must approve any deviation from the class default.
4. Save. The asset enters Commissioned; the first month's depreciation will accrue at the next period close.

Custody Ledger

The append-only history of every custody event — who held the asset, when, what condition it was in on hand-off and on return.

Roles

FC · Chief Engineer · HR (uniform / key issue) · Auditor

Frequency

On demand — investigation, audit sample, onboarding/offboarding

Linked

Asset Register · Loanable Pool · Tool Crib · Uniform & Keys

When to use

• An asset is found in the wrong location and the FC needs to know who last held it.
• An offboarding staff member is being checked out — the ledger lists every key, uniform set and tool still in their name.
• An external auditor sample asks for the chain of custody on a specific asset tag.

How to use

1. Open assets-custody.html. Search by asset tag, by custodian, by location or by date range; the ledger is append-only and every row is timestamped and signed by the operator.
2. Click any row to open the source event — a loanable issue opens the Loanable Pool, a tool checkout opens the Tool Crib, a uniform issue opens HR onboarding.
3. Export the filtered view as CSV for audit working papers. The export carries the operator's IP address per row.

Loanable Pool

The shared pool of guest-loanable assets — cribs, irons, wheelchairs, AV — circulated under Available → Reserved → Issued → Returned → Cleaning → Available.

Roles

Front Office Manager (owner) · HK Supervisor · Concierge · Duty Manager

Frequency

Per shift — typically opened on a guest request

Linked

Asset Register · Custody Ledger · Room 360 · PM Schedule

When to use

• A guest requests a crib, an iron, a wheelchair or an AV item — find the nearest Available body, reserve, issue.
• Tracking down an overdue item that should have been returned at check-out.
• Scheduling routine cleaning and minor repair between issues.

How to use — issue a loanable

1. Open assets-loanable.html. Pick the item class (e.g. Iron). The pool shows every body's current state with the floor it is on.
2. Pick an Available body, click Issue, scan the room key or key the room number; the custody event names the room as the holder until return.
3. On guest check-out, scan the asset tag at the desk; Steward moves it to Returned and then to In Cleaning. Once HK signs off, it returns to Available.

Tool Crib

The engineering team's tool register — individually-tagged tools, calibration cadence, and the shared-versus-individual checkout rule.

Roles

Chief Engineer (owner) · Maintenance Technician (checkout) · FC (audit)

Frequency

Per task — checkouts cluster at start and end of shift

Linked

Asset Register · Custody Ledger · Engineering Workbench · PM Schedule

When to use

• A technician starting a work order needs a tool — checkout against the WO is the trail back to who held what during the repair.
• A calibrated instrument is due for recalibration — the crib shows the next-due date and routes to the calibration vendor.
• End-of-shift sweep to confirm shared tools have been returned to the crib.

How to use

1. Open assets-toolcrib.html. Tools are grouped by class (electrical, plumbing, HVAC, measurement) and tagged shared (returns at end of shift) or individual (assigned to a technician for the duration of an assignment).
2. Scan the tool tag, then the WO number. Steward writes a custody event linking tool, technician and WO.
3. On WO closure, the technician scans the tool back into the crib — the system flags any tool still out at handover.
4. For calibrated instruments, the calibration cadence is on the PM Schedule and a calibration WO is auto-generated against the tool when it becomes due.

Uniform & Keys

The staff-facing register — uniform sets and master keys issued under custody on hire, returned on termination.

Roles

HR (owner) · Security (master keys) · FC (loss provision)

Frequency

Per onboarding / offboarding event

Linked

Asset Register · Custody Ledger · Compliance Centre

When to use

• Onboarding a new starter — issue the appropriate uniform set and any keys their role requires.
• Offboarding a leaver — check every uniform set and key back in; the system blocks final payment until the custody balance is zero.
• Mid-employment exchange — a worn uniform is exchanged for a replacement; the worn set is written off.

How to use — onboarding

1. Open assets-uniform.html from the new starter's HR record. Steward proposes the issue list against the role (e.g. a Room Attendant gets two summer dress sets and a winter set; a Chief Engineer gets a coverall, a safety vest and the engineering master key).
2. Scan each item's tag against the starter. The custody event names the staff member as the holder; the items move out of the central stockroom into the staff member's name.
3. The starter signs (electronic or paper); the signed record is the evidence at offboarding.

PM Schedule

The preventive-maintenance plan — templates by asset class, calendar and list views, automatic work-order generation on cadence.

Roles

Chief Engineer (owner) · Maintenance Technician (read) · FC (capex planning)

Frequency

Review monthly · update on template revision

Linked

Asset Register · Work Orders · Engineering Workbench

When to use

• Building the PM template for a newly-introduced asset class — cadence, checklist, estimated duration, required parts and tools.
• Reviewing next month's PM load against available technician hours — the calendar view shows the schedule pre-generation.
• Adjusting a cadence after a recurring fault pattern emerges on the asset history.

How to use

1. Open assets-pm.html. The screen offers two views: Templates (one per asset class — chillers, lifts, AHUs, kitchen extractors) and Calendar (the generated WOs for the next 90 days).
2. Edit a template — cadence (e.g. quarterly), checklist items, required parts (MRO consumables) and required tools (calibrated instruments).
3. Use the calendar view to confirm the load is balanced across the technician roster. Drag a WO to reschedule; the change is logged on the Custody Ledger of the affected asset.
4. WOs auto-generate seven days ahead of the due date and land in the Engineering Workbench queue.

Work Orders

The CMMS register — every Reactive, PM and Calibration work order with the state machine Open → Assigned → In Progress → On Hold → Completed → Verified → Closed.

Roles

Chief Engineer (owner) · Maintenance Technician (executor) · FC (cost rollup)

Frequency

Continuous — typical day yields 20–40 WOs across the team

Linked

Asset Register · Engineering Workbench · Item Master · Tool Crib · Custody Ledger

When to use

• Raising a reactive WO from a guest complaint, a housekeeping note or a fault alarm on engineering plant.
• Triaging the team's queue at start of shift — the Chief Engineer assigns priorities and balances the load.
• Reviewing a Completed WO before signing it off — the Verified step is the Chief Engineer's quality check.

How to use

1. Open assets-workorders.html. The board shows the queue grouped by state; the technician's mobile and the Engineering Workbench read from the same queue.
2. Click New WO — pick the asset tag, classify (Reactive / PM / Calibration), set priority, attach photos.
3. Assign to a technician. The technician executes through the Engineering Workbench; parts issued, tools checked out and labour minutes captured all roll up to the WO cost line.
4. On Completed, the Chief Engineer reviews. Verified writes the WO cost into the asset's lifetime maintenance cost; Closed archives the record.

Depreciation Schedule

The AASB 116 monthly run — straight-line or reducing-balance depreciation per asset, NBV roll-forward, Xero / MYOB / SUN export.

Roles

Financial Controller (owner) · GM (locks the period) · External auditor (read)

Frequency

Monthly — runs as part of Finance Close

Linked

Asset Register · Finance Close · Period Close Pack · Disposal

When to use

• The monthly depreciation run as part of period close — every commissioned asset accrues one month's depreciation.
• The annual useful-life review required by AASB 116 ¶51 — the schedule is the source of evidence.
• Owner-rep enquiries on a specific asset's NBV at a specific date.

How to use — monthly run

1. Open assets-depreciation.html. The schedule shows every asset's opening NBV, this month's accrual, any impairment and the closing NBV.
2. Review the impairment column — Steward flags assets whose carrying amount exceeds the recoverable amount, per AASB 116 ¶63.
3. Click Run. The journal preview shows the debit (depreciation expense by cost centre) and the credit (accumulated depreciation by asset class).
4. Approve the run. Steward writes the journal lines and posts the export to Xero, MYOB or SUN.

Disposal

The end-of-life workflow — Retire, Sell, Scrap or Donate an asset; stops depreciation; computes gain or loss against NBV under AASB 116 ¶67–72.

Roles

Financial Controller (owner) · GM (approves) · Chief Engineer (recommends)

Frequency

Ad-hoc — typically clusters at end of refurbishment programmes

Linked

Asset Register · Depreciation Schedule · Period Close Pack · Compliance Centre

When to use

• An asset has reached end-of-life — retirement, scrap or donation.
• An asset is being sold to a third party (sometimes a sister property) — gain or loss must be recognised.
• An asset has been lost or stolen — disposal under reason code WRITE-OFF.

How to use

1. Open assets-disposal.html. Pick the asset tag (e.g. ENG-CHL-0012). The page shows current NBV, accumulated depreciation and any open WO.
2. Choose the disposal method — Retire, Sell, Scrap, Donate. For a sale, key the consideration received (AUD ex GST); Steward computes the gain or loss against NBV.
3. Attach evidence — a board paper for a retirement, a contract for a sale, a destruction certificate for scrap, a deed for a donation.
4. Submit. The FC's approval routes the asset to Retired → Disposed in the state machine; depreciation stops at the disposal date; the gain/loss line posts to the next period close.

Par Configuration

Sets the target par level — multiplier, per-location sub-par and seasonal adjustment — for every rotable SKU.

Roles

Executive Housekeeper (linen) · Chief Steward (CGS) · FC (sign-off on capital deployed in pool)

Frequency

Quarterly review · ad-hoc on seasonal change or occupancy plan revision

Linked

Item Master (Rotable) · 3-Par Circulation · Reports · OS&E Amortisation

When to use

• Quarterly seasonal swing — winter occupancy patterns differ from summer; the par multiplier may need lifting.
• A capital request to buy additional pool inventory — the screen sizes the request against current par compliance.
• Introducing a new rotable SKU (e.g. LIN-BWL-70 70cm bath towel) — set the initial par before first issue.

How to use

1. Open rotable-par.html. For each SKU, set the par multiplier (typically 3 for linen and uniforms, 4–5 for banquet CGS where banquet turnaround is faster than laundry turnaround).
2. Set per-location sub-par — Floor 12 Pantry holds enough for the floor's room count at one room change per day; Banquet Store holds enough for the next quarter's confirmed bookings.
3. Apply a seasonality factor where occupancy is materially different (Sydney summer + 15%, July low season − 10%).
4. Save. The configuration writes to the Item Master and drives the next 3-Par Circulation read.

3-Par Circulation View

A sankey rendering of every body in the rotable pool — Storage → Use → Soiled → Laundry → Storage — with loss attribution at every joint.

Roles

Executive Housekeeper (owner) · FC (review at month-end) · Chief Steward (CGS)

Frequency

Daily glance · weekly deep-dive · monthly review at close

Linked

Par Configuration · Laundry Dispatch · Laundry Receive · Loss Tracking

When to use

• A par compliance figure that has drifted below the property's threshold — the sankey shows which joint is leaking.
• The weekly review with the laundry vendor — the receive-side loss column drives the chargeback conversation.
• The monthly close — the closing pool composition reconciles to the OS&E amortisation pool.

How to use

1. Open rotable-circulation.html. The sankey draws the flow Storage → Use → Soiled → Laundry → Storage at the SKU level (e.g. LIN-BWL-70).
2. Hover any band to see the count and value (AUD). The dispatch and receive bands show the laundry vendor's name.
3. Click any loss attribution — Stained, Torn, Worn, Lost, Guest, Broken — to drill into Loss Tracking with the filter pre-applied.

Laundry Dispatch

Weigh, scan and generate the dispatch note for every laundry pickup — the signed evidence that opens the vendor's window of custody.

Roles

HK Supervisor (owner) · Laundry vendor driver (counter-sign)

Frequency

Per pickup — typically two pickups per day during high-occupancy weeks

Linked

3-Par Circulation · Laundry Receive · Vendor Reconciliation

When to use

• Every scheduled laundry pickup from the soiled-linen bay.
• An ad-hoc pickup raised on a banquet turnaround (e.g. an event ends and the linen must be turned around before the next service).

How to use — standard dispatch

1. Open rotable-dispatch.html. The scale is connected; weight is captured automatically.
2. Scan the bag tag or the bulk-counter tag for each batch — bath towels, hand towels, sheets, pillow cases. Steward counts pieces per SKU; the count is the binding number, the weight is a secondary check.
3. Click Generate dispatch note (DSP-26-1411). The vendor driver counter-signs on tablet; the signed PDF is filed in the Activity Feed.
4. The bodies move to In Laundry state; the dispatch note is the only legitimate counter-evidence at receive time.

Laundry Receive

Compare against the dispatch note, raise rejections (re-wash) and loss (write-off) with photo evidence.

Roles

HK Supervisor (owner) · Laundry vendor driver (counter-sign)

Frequency

Per receipt — paired with every dispatch

Linked

Laundry Dispatch · 3-Par Circulation · Loss Tracking · Vendor Reconciliation

When to use

• Every laundry receipt from the vendor — the receipt is the closing leg of the dispatch–receive pair.
• A receipt that arrives outside the SLA window — the receive screen flags the breach for the vendor reconciliation.

How to use

1. Open rotable-receive.html. The screen pre-loads the open dispatch notes from the vendor with a 7-day window.
2. Scan each returning bag against the dispatch. Steward splits the line into Returned (clean, returns to pool), Rejected (stained or torn, returned for re-wash), Loss (missing).
3. For every Rejected and Loss line, attach a photo and a reason code (Stained, Torn, Worn, Lost). The line cannot post without evidence.
4. Counter-sign with the driver; Steward closes the dispatch–receive pair. Loss lines flow into the monthly write-off journal.

Vendor Reconciliation

Monthly reconciliation with the laundry vendor — weight versus piece billing, agreed chargebacks for documented losses.

Roles

Executive Housekeeper (owner) · FC (sign-off) · Laundry vendor account manager

Frequency

Monthly — typically by the fifth business day of the following month

Linked

Laundry Dispatch · Laundry Receive · Loss Tracking · Suppliers

When to use

• The monthly meeting (in person or video) with the laundry vendor to agree the invoice.
• A material variance between the vendor's bill and Steward's count — the screen drives the dispute conversation.

How to use

1. Open rotable-vendor.html. Pick the vendor and the month. The page composes every dispatch–receive pair for the period, the vendor's claimed weight/piece bill and Steward's count.
2. Review variances. Where the vendor bills weight and Steward bills piece, the conversion factor is on the vendor card; persistent drift suggests a calibration problem on one of the two scales.
3. Raise chargebacks for documented losses. The chargeback amount is the replacement cost per AS-IS Item Master pricing.
4. Sign off. Steward writes a credit-note record against the vendor's invoice and feeds the FC's AP cycle.

Loss Tracking

Every body lost from the pool, attributed by reason code, floor, shift and attendant — the input to monthly write-off and to staff coaching.

Roles

Executive Housekeeper (owner) · HK Supervisor (raise) · FC (write-off approval)

Frequency

Continuous — losses raise as they happen, posted monthly

Linked

Laundry Receive · 3-Par Circulation · Reports · OS&E Amortisation

When to use

• Investigating a recurring loss pattern — a single floor, shift or attendant showing above the property's threshold for loss per occupied room.
• Monthly close — every Loss line is reviewed before the write-off journal posts.
• Staff coaching — the floor + shift + attendant attribution is the conversation, not a punitive measure.

How to use

1. Open rotable-loss.html. The board groups losses by reason (Stained, Torn, Worn, Lost, Guest) and by attribution (floor, shift, attendant).
2. Filter by the dimension under investigation. Click any cell to drill into the underlying receive events with photo evidence.
3. For the monthly close, click Prepare write-off pack. Steward emits a PDF for the FC's signature and a journal preview for the period close.

CGS Banquet

China, glass and silver — the pre-banquet and post-banquet count, breakage rate by event and the chargeback to event P&L.

Roles

Chief Steward (owner) · F&B Manager · Event Manager

Frequency

Per banquet — pre-event count, post-event count

Linked

Par Configuration · 3-Par Circulation · Loss Tracking · Reports

When to use

• The pre-banquet count on the morning of an event — confirm the count meets the event BEO.
• The post-banquet count after the service — the difference is the breakage and loss.
• Quarterly review with the F&B team — breakage rate by event type drives the replacement budget.

How to use

1. Open rotable-cgs.html. Pick the event from the calendar (the BEO drives the expected count by SKU — dinner plates, bread plates, water glasses, cutlery sets).
2. Run the Pre-event count. Variances against the BEO require a top-up from the Banquet Store before service begins.
3. Run the Post-event count. Breakage and loss are written off as ADJUST reason BROKEN; the cost is chargeable to the event P&L.
4. Click Close event. The breakage line posts to the event ledger and to the property-level OS&E amortisation.

OS&E Amortisation

The monthly USALI Schedule 5 journal — the rotable pool's amortisation, replacement and write-off rolled into one period entry.

Roles

Financial Controller (owner) · GM (locks the period)

Frequency

Monthly — runs as part of Finance Close

Linked

Loss Tracking · 3-Par Circulation · Finance Close · Period Close Pack

When to use

• The monthly USALI Schedule 5 journal as part of Finance Close.
• An owner-rep enquiry on the cumulative amortisation expense year-to-date.

How to use

1. Open rotable-amortise.html. The page composes the opening pool value, additions (replacements), reductions (write-offs from Loss Tracking) and the closing pool value.
2. Review the proposed amortisation expense — the USALI 11th Edition Schedule 5 method is the property's elected basis (straight-line on closing pool, or stub-period for additions).
3. Run the journal preview. The debit posts to OS&E amortisation expense by department; the credit reduces the carrying pool value.
4. Approve. The journal flows into the Finance Close and is exported alongside the AASB 102 and AASB 116 journals.

Unified Dashboard

Cross-domain KPIs — on-hand value (C), NBV (A), pool value (R), alerts across all three domains, top consumers, period status.

Roles

GM · Financial Controller · Exec Housekeeper · Chief Engineer · Owners' reps

Frequency

Daily, typically 07:30–08:30 morning standup

Linked

Alerts · Reports · Item Detail · Activity Feed · Period Close Pack

1 2 3 4 5

Fig 4.6.1/Unified Dashboard · annotated

1. 1KPI strip — on-hand value (C), NBV (A), pool value (R), MTD consumption, CPOR, critical alerts.
2. 2Period selector & Export — toggle MTD / QTD / YTD; Export period pack emits a PDF + XLSX bundle across all three domains.
3. 3CPOR & consumption trend — click any bar to drill into Reports with the same date range pre-applied.
4. 4Critical alerts — Acknowledge / Resolve inline; Critical lines must clear before 10:00.
5. 5Top consumers (7d) — a week-on-week jump above the property's threshold is the most common signal of theft or a wrong cost-centre.

When to use

• Start-of-day overview: on-hand value, today's deliveries, overnight movements across all three domains.
• Spotting CPOR drift against the rolling 28-day baseline.
• Pre-meeting prep for the weekly HOD operations standup.

How to use

1. Confirm the property selector at top-left matches the property you are reporting on — a multi-property GM should toggle through each.
2. Review the KPI strip in order: On-hand value (C), NBV (A), Pool value (R), MTD consumption, CPOR, Stockouts (7d), Expiring ≤ 30d.
3. Open the Alerts card; if any line shows Critical click through to triage immediately — do not leave Critical alerts unacknowledged past 10:00.
4. Scan Top consumers (week) for anomalies — a single SKU jumping week-on-week above the property's threshold is the most common signal of theft or process error.
5. Click the CPOR sparkline to drill into the Reports screen with the same date range pre-applied.

Period Close Pack

The combined AASB 102 + AASB 116 + USALI Schedule 5 close pack — journal preview, GST handling, Xero / MYOB / SUN export hand-off.

Roles

Financial Controller (owner) · GM (final sign-off) · External auditor (read)

Frequency

Monthly · quarterly · annual

Linked

Finance Close · Depreciation · OS&E Amortisation · Movements · Compliance Centre

When to use

• Month-end production of the combined journal pack for the FC's GL posting.
• Quarter-end and year-end where the pack is also the source for owner reporting.
• An audit working-paper request — the pack is the FC's reference for any audit query.

How to use

1. Open period-close-pack.html. The pack is generated from the Finance Close gates once all gates are green.
2. Review the three composite journals — AASB 102 inventory roll, AASB 116 depreciation, USALI Schedule 5 amortisation — and the GST preview tied to each.
3. Click Preview to see the debit / credit lines per cost centre. Discrepancies surface against the prior period's closing balances; explain or reverse before approval.
4. Export to the GL — Xero, MYOB or SUN. Steward archives the export with a hash; the export hash is what the GM signs to lock the period.

CPOR & Cost Analytics

Cost per occupied room decomposed by floor, weekday, SKU and category — the analytic that answers "why did CPOR move?"

Roles

FC · GM · Exec Housekeeper · Owners' reps

Frequency

Weekly review · monthly close · pre-meeting on demand

Linked

Reports · Dashboard · Movements · Item Detail

When to use

• CPOR has moved against the prior period and the GM needs to know why before the owner call.
• Building the next year's budget — the screen shows what CPOR would be if last year's mix were applied to next year's occupancy plan.
• Mid-year repricing — the rolling weighted-average cost is the input to the contract negotiation.

How to use

1. Open cpor-analytics.html. The top strip shows CPOR for the selected period, the comparison period and the property's target.
2. Drill by dimension — Floor, Weekday, Category, SKU. A single floor or weekday driving the variance surfaces quickly under the floor decomposition.
3. Open the Top SKU drivers tab. The screen lists the SKUs whose consumption change contributed most to the CPOR delta.
4. Export the analytic to PDF or XLSX for the owner pack.

Compliance Centre

A single consolidated view of WHS, USALI, ATO/GST and AASB compliance — checklists, evidence and one-click regulator export.

Roles

GM · FC · WHS Officer · Internal / External Auditor

Frequency

Monthly review · ad-hoc on regulator request

Linked

Chemical Register · Period Close Pack · Reports · Activity Feed

When to use

• A SafeWork NSW regulator visit, where the WHS manifest must be produced under WHS Act 2011 §39 and Regulation §349.
• The annual external audit — the Compliance Centre is the auditor's landing page.
• Monthly internal review — the GM signs off the property's compliance posture.

How to use

1. Open compliance-center.html. Four panels: WHS (Chemical Register status, SDS freshness, toolbox-talk consultation log), USALI (Schedule mapping coverage, OS&E amortisation method), ATO/GST (GST registration, BAS dates, GST handling on transfers and inter-company), AASB (102 cost method, 116 depreciation method, useful-life review evidence).
2. Click any red or amber chip to drill into the underlying screen. Each chip is computed from the live source — there is no manually-edited compliance status.
3. Click Regulator export on a regulator visit. Steward emits a signed PDF carrying the property's evidence under the relevant clause.

Reports & Analytics

The KPI library — CPOR, Turnover, Days of Stock, Shrinkage, Top Consumers and the USALI departmental crosswalks.

Roles

GM · FC · Exec Housekeeper · Owners' reps

Frequency

Daily glance · weekly deep-dive · monthly close

Linked

Movements · Dashboard · Item Detail

1 2 3 4 5

Fig 4.6.5/Reports & Analytics · annotated

1. 1Period selector — MTD / QTD / YTD / custom; locks every panel to the same window.
2. 2Month-end pack — bundles Turnover, Shrinkage, CPOR, USALI Schedule 3 & 4, open POs — as PDF or XLSX.
3. 3KPI grid — CPOR · Turnover · Days of Stock · Shrinkage %; arrow vs prior period.
4. 4USALI cross-walk — every consumption line tied to a USALI 11th Ed. schedule for the P&L.
5. 5Top consumers — 20 SKUs by week-on-week consumption; ±20 % threshold is the investigation trigger.

Standard reports

How to use — monthly close pack

1. Set the period selector to the closing month.
2. Run the Month-end pack preset — it bundles Turnover, Shrinkage, USALI Schedule 3 & 4 consumption and the open PO report.
3. Export as PDF for the Owner's pack, or as XLSX for the FC's working papers.

Housekeeper Home

The room attendant's start screen — today's assigned rooms with status pill, jump straight into the Room Card.

Roles

Room Attendant · HK Supervisor (read all, write own)

Frequency

Open at start of shift, returned to between rooms

Linked

Floor Operations · Room Card · Mobile Scanner · Trolley Setup tab (see 5.6.2)

When to use

• At the start of the shift, to pick up today's assignment list.
• Between rooms, to mark a room In progress or Done.
• When the supervisor reassigns a stayover to a vacant-dirty in mid-shift.
• To switch into the Trolley setup tab — bring the trolley back to par before lunch.

How to use

1. Open the app and sign in. The Housekeeper Home is the default landing screen.
2. Review today's room list — each row carries floor, room number, room type, current state pill (Vacant Dirty, Occupied, Stayover, Departure) and the supervisor priority chip.
3. Tap a room to open its Room Card (§5.1.2). Mark In progress on entry, Done on exit.
4. Use the Trolley tab at the bottom to top up the trolley to par (uses the Trolley Setup screen — see Fig 5.6.2).
5. Pull-to-refresh re-queries Front Office for late check-outs and stop-rooms.

Room Card

One screen for the whole room turn — supplies replenished, linen swapped, loanables returned, photos attached — posted as a single idempotent event.

Roles

Room Attendant · HK Supervisor

Frequency

Per room serviced

Linked

Floor Operations · Linen Circulation · Loanable Pool · WHS Register

When to use

• Servicing a vacant-dirty room ready for the next arrival.
• Servicing a stayover — partial replenish, partial linen swap.
• Closing out a guest-loaned crib or iron back to the loanable pool.
• Reporting a breakage (chemical spill, glass) on the spot.

How to use

1. From Housekeeper Home tap the room. The Room Card opens with three sections — Supplies (C), Linen (R) and Loanables (A).
2. In Supplies, the par list for the room type is pre-filled. Tap any SKU to adjust the quantity replenished; scan the SKU if not in the par.
3. In Linen, scan each soiled bundle (or key the count by SKU). The screen produces the matching clean dispatch from the trolley.
4. In Loanables, scan the tag on any item being returned (crib, iron, hairdryer) to set Issued → Returned.
5. Add a photo against any line via the Photo Capture component (§5.6) — required for chemical breakage and any write-off above A$25.
6. Tap Complete room. The whole card posts as a single event with an idempotency key; the C ledger gets OUT rows per amenity, the R ledger gets a soiled/clean swap pair, the A ledger gets a Custody Returned event. Offline submissions queue and sync on next connection.

PA Home — Adjust / Issue

Today's public-area tasks, scan items consumed, write off breakage — all on one screen.

Roles

Public Area Attendant · HK Supervisor

Frequency

Continuous through the shift

Linked

Movements · WHS Register (for chemicals) · Photo Capture (§5.6)

1 2 3 4

Fig 5.2.1/Mobile · PA — Adjust / Issue · annotated

1. 1Action picker — Issue · Write off · Internal use; the wrong choice posts the wrong movement type.
2. 2Scan + cost-centre — for chemicals the SDS link surfaces; tap & read before issuing.
3. 3Reason & photo — required above A$25 for Write off; reason codes feed the FC's monthly close.
4. 4Submit — single-issue ≥ A$50 requires a Supervisor 4-digit PIN; GPS + timestamp are stamped.

When to use

• Consuming chemicals or cloths during a public-area clean (lobby deep-clean, restroom service).
• Writing off a breakage on the spot (broken bottle, spilled chemical).
• Logging internal use (water bottles for a function).

How to use — issue chemicals for a deep clean

1. Open the app. PA Home is the default landing screen, with today's area tasks above the action bar.
2. Choose action Issue.
3. Scan the SKU. For chemicals, the app surfaces the current SDS link — tap and read before continuing.
4. Choose the cost-centre (e.g. Public Areas — Lobby).
5. Key quantity issued; batch number is auto-suggested by FEFO. Confirm.
6. To record a breakage, switch action to Write off and choose reason BREAKAGE, EXPIRY or DAMAGE. A photograph is mandatory above A$25.
7. Submit. The OUT or ADJUST movement is posted; the audit trail captures operator, GPS and timestamp.

Technician Home — Work Orders

Today's assigned WOs; open and finish on one screen — asset card, parts, tools, photos, labour.

Roles

Maintenance Technician · Chief Engineer

Frequency

Per WO across the shift

Linked

Engineering Workbench · Asset Detail · Tool Crib · MRO Consumables

When to use

• At shift start, to pull the WO queue prioritised by SLA breach risk.
• On arrival at an asset, to review the asset card history before starting.
• To check parts out of MRO and tools out of the Tool Crib without leaving the floor.
• To photograph before / during / after and post labour at completion.

How to use

1. Open the app — Technician Home shows the WO queue with SLA pill (Reactive · 4h, PM · scheduled, Calibration · due-date).
2. Tap a WO. The asset card appears at the top with last 90 days of history; below it, a four-tab sheet — Parts, Tools, Photos, Labour.
3. In Parts, scan each MRO consumable as you draw it from the trolley. Each scan posts an OUT on the C ledger against the WO.
4. In Tools, scan the tool tag to check out from the Tool Crib — auto-creates a Custody event on the A ledger.
5. Travel to the asset, execute the checklist embedded in the WO, photograph before / during / after.
6. In Labour, key hours and any sub-tech assist.
7. Tap Mark Completed. Return unused parts (scan-in, counter movement) and check tools back in (auto Custody close-out). The WO advances to Completed; verifier signs off later from the desktop.

Receiving Home — Scan against PO

Today's open POs at the dock; scan-against-PO, capture batches, raise variance — submit the GRN without leaving the bay.

Roles

Receiving Clerk

Frequency

Per delivery

Linked

Receiving (desktop) · PO · WHS Register · Photo Capture (§5.6)

1 2 3 4

Fig 5.4.1/Mobile · Receiving · annotated

1. 1PO header — supplier & expected delivery, must match the driver's docket before scanning.
2. 2Scan target — viewfinder ticks the active line green when fully met.
3. 3Batch / expiry capture — required for chemicals & perishables; FEFO & the WHS Register both consume this.
4. 4Submit GRN — posts IN movements and reflects on the desktop Receiving screen within seconds.

When to use

• Receiving a supplier delivery against an open PO at the dock.
• Raising a variance for short / over / damaged shipment.
• Capturing batches and expiry for chemicals and perishables on arrival.

How to use

1. Open the app. Receiving Home lists open POs whose expected date is today or earlier.
2. Tap the relevant PO; verify the supplier and the driver's docket match the PO header before scanning.
3. Scan each carton. The app increments the received quantity and ticks the line green when fully met.
4. For batched items, key the batch number, manufacture and expiry dates.
5. For any over/short/damage, tap the line, raise a variance and attach a photo of the docket or damage.
6. Tap Submit GRN. The desktop Receiving screen reflects the posted GRN within seconds.

Count (mobile)

Assigned counts on the home screen; scan + key; offline queue; the domain chip tells the counter whether the variance posts as C, A or R.

Roles

HK Supervisor · FC clerk · Internal / External Auditor · Room Attendant (with auth)

Frequency

Per count event

Linked

Count (desktop) · Asset Audit · Par Count · Photo Capture (§5.6)

1 2 3 4

Fig 5.5.1/Mobile · Count · annotated

1. 1Count header — count ID, scope (e.g. Floor 12 Pantry), mode (Blind / Reveal), domain chip C / A / R.
2. 2Line + keypad — scan the SKU or asset tag, key counted qty; in Blind mode the system on-hand is hidden.
3. 3Add line — capture an item not on the sheet; flagged for FC review.
4. 4Offline indicator — counts queue locally with idempotency keys; auto-sync & line ticks green on reconnect.

When to use

• Weekly cycle counts of high-movement consumables.
• Quarterly asset audits — scan each tag, confirm location and condition.
• Monthly par counts of linen, CGS and uniforms (§4 Rotable).
• External auditor sample testing — the chip on the header confirms which ledger is being tested.

How to use

1. Open the count assigned to you — visible on the app home, badged with the domain chip C / A / R.
2. Confirm the header — for an Asset Audit, the device expects asset-tag scans; for a Par Count, linen-tag bundles; for a Stock Count, SKU GTIN.
3. For each line, scan and key the counted quantity. In blind mode you do not see the system on-hand.
4. If you find an item not on the sheet, tap Add line, scan it, key quantity — the line is flagged for FC review.
5. Tap Submit when complete. The desktop Count / Asset Audit / Par Count screen takes the rest of the workflow.

Universal Scanner

One viewfinder recognises every machine-readable identifier in Steward and routes to the right action.

Roles

All mobile personas

Frequency

Continuous across the shift

Linked

Every mobile module · paired hardware scanner (BLE / USB-OTG)

When to use

• Quick lookup — scan anything to see what it is and what actions are valid right now.
• Ambiguous input — same package may carry a GTIN and a property batch label; the scanner ranks recognitions.
• Hardware-paired scanning — the dock and the linen sort table both have BLE ring scanners paired to the handset.

How to use

1. From any home screen, tap the scanner button (bottom-centre). The viewfinder opens in dark mode to maximise contrast.
2. Aim at the code. The scanner recognises one of: SKU GTIN, asset tag, linen tag, PO line, GRN, WO reference, batch ID.
3. A recognition badge appears with a domain chip (C / A / R) and the matched record's name.
4. Tap the badge to route — SKU lands on Adjust / Issue or Room Card depending on persona; asset tag lands on Asset Detail; linen tag lands on the linen line of the active Room Card; PO line lands on Receiving; WO ref lands on Technician Home.
5. If the device is offline, the scan is queued with an idempotency key; routing happens immediately against the local catalogue and the post syncs on reconnect.
6. Photo Capture (§5.6 below) is one tap from the recognition badge — every photo is stamped with operator, GPS and timestamp.