ALPHA-PAC  by  SMART INFORMATION SYSTEMS

When I was growing up my mother kept a jar of honey, one in orange marmalade and another of strawberry jam on the breakfast table. Each of us used whichever one we wanted on our toast. When any jar was empty it was replaced. Mother neither knew nor cared how much each of us used, which was the family favorite, what they cost per person or whether any of us was taking some back to his room for a secret snack in the evening.

Many years later, when I became interested in restaurant management, I tried to continue my mother's system for condiment containers on every table. Nostalgia for mother's home-like atmosphere and bulk condiments was personally satisfying but the salesmen for single serving jelly packets and sugar and sugar substitute envelopes had a strong argument: If you can see a cost, control it. "Yes, yes," I would answer, "but it's too much trouble to keep track of all those flavors and even if it weren't, how can I use this trivial information to improve my bottom line?"

"Trust me," replied the salesman. "If you keep track of everything, your bottom line will reflect it very soon."

That was the beginning of my journey into hotel and restaurant cost controlling which led to the development of Alpha-Pac System. The other side of the "garbage-in - garbage-out" axiom is "accurate data in - solid information out". I know what everything coming into my establishment costs; If I can track it onto every plate, into every beverage, into every bathroom, find it walking out the back door, or otherwise evaporating, then I will have a solid handle on my profit margin. As with any business system change, I had to be willing to do a certain amount of extra work to get started. For the average establishment 10-15 minutes for each supervisory employee will suffice once they get used to it. And as the month roll by you you will know how much each plate of food served to a diner costs you, how many steaks from your refrigerator went through the cash register and how many didn't, which housekeeper was apparently running a private toilet paper and soap business from home, and which bar tender is either on the sauce himself or giving it away.

Alpha-Pac achieves these results by correlating company purchase orders with internal requisitions and storeroom security. Everything that comes into the establishment is money. Just as you don't move money from place to place without a written record, so you don't move meat, dry goods, fish, beverages, sheets or anything else around inside your organization without a requisition form pin-pointing responsibility for it until it is consumed and paid for. Each chef, housekeeper, bartender and other employees with access to supplies becomes responsible for a paper trail of what he used or distributed.

An interesting corollary of instituting the Alpha-Pac System is that employees who want the business to succeed will embrace the new technique enthusiastically. They will fill out their requisitions gladly realizing at once that the forms will afford you an objective measure of their performance. On the other hand, less committed employees ranging from indifferent to dishonest will respond across a negative spectrum all the way from indifference (seems like an awful lot of trouble) to hostility (do I get paid extra for all the work this is going to be?). Closing loopholes, tightening loose ends always is difficult for the beneficiaries of sloppiness. The standard verdict in every embezzlement case is 'The employer taught him (or her) to steal!"
  

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• The Hospitality Industry's Most Efficient, User-Friendly Inventory and cost control system
• Operating Overview
• Productivity & Management Features
• Application Overview
• Think about it (By using Alpha-Pac,....  You can)
• Think about it (You only do this...While Alpha-Pac delivers this)
• Think about it (Any morning... All this can be done prior to noon!)
• Your investment, Our commitment
• About Smart Information Systems
• We are proud to be part of the team at
• How to contact us

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The Hospitality Industry's Most Efficient, User-Friendly Inventory and cost control system

Alpha-Pac software programs meet a critical need in the hospitality industry. Alpha-Pac sets the standard in purchasing, inventory, and cost control software by proven performance supporting the world's most demanding hotel management teams.

Alpha-Pac performs the following services with a speed, accuracy, and scope that is unmatched in the hospitality industry.  Highly repetitive clerical work related to purchasing, internal transfers, and inventory management is reconciled automatically.  Furthermore, the system recosts recipes and banquets based on the most recent price and bid information.  Alpha-Pac reconciles operating expenses with budget. The system provides for overall stock management and shows clear accountability for audit purposes.

Analysis of positions and trends are expedited by dynamic check lists of current stock levels, open orders, back orders, as well as insightful pricing history reports.

In hotels, resorts, conference centers, and clubs, this comprehensive management system is vital to cost control. Definitive and accurate, up-to-the-second information and instant results for daily, month-to-date and year-to-date.

By installing ALPHA-PAC you will generate and earn a food cost reduction of 1-4% of sales and a beverage cost reduction of 1-3% of sales.

Alpha-Pac is written in a DOS environment and operates on PC (Windows 95,98, 2000) and server platforms. It is multi-user compatible with most network administrator systems such as Windows NT, OS2, Novell. Multi-user protection is built-in. The program requires 10 MB hard drive storage and 5-10 MB per year for history storage.  Alpha-Pac was designed to provide complete insight with a minimum of resources.

Operating Overview

Proven and familiar logic :  Facilitates on-going use as well as ease of training.
Unique Kardex Management : Tracks perpetual inventory. FIFO and average value calculation options.
Item locator : Unique methodology speeds access and entry.
On-screen prompts : Guide you directly to your information.
Report Writer : Provides you with key information for shortage analysis, budget, cost control, and performance management.
Purchase order preparation and tracking : Monitors vendor performance and cost control.
Off-Line analysis minimized : Report Writer provides key information. Configured for easy data interchange.
Bar-Code : Inventory and item management option with optional scanner.
On-Going Enhancement and support : Smart Information System's partnership commitment.

 PURCHASING & RECEIVING
* Automates preparation and tracking of your purchase orders.
* Tools to monitor vendor performance and enhance your position with vendors.
* Tracks performance in purchasing activities.
* Easy item control and P.O. look up.
* Outstanding and incomplete P.O.'s tracked for follow-up.

STOCK REQUISITION
* Requisitions easily prepared and entered to track distribution and performance through outlets.

PRICING
* Tools and information to take advantage of buying and pricing opportunities.

INVENTORY CONTROL
* Kardex maintains perpetual inventory. FIFO and average price valuation of entire inventory.

MANAGEMENT CONTROL
* Succinct management reports spot price and expense trends, shortage, and other management issues.
* Provides strong and accurate audit tracking.
* Internal controls.

RECIPE COSTING
* Automates a timely and critical process.
* Easy recosting based on current market pricing.
* Easy menu and banquet pricing based on profit thresholds.

BIDS
* Facilitates solicitation of single or multiple vendor bids.

INTERFACE
* Alpha-Pac can use data directly from your POS to evaluate pricing and profit contribution.

REPORTING & ANALYSIS
* Reports target information needs without overloading on superfluous details.

Productivity & Management Features

The Alpha-Pac Food & Beverage Pac and the Non-Food Pac are designed to address the special challenges in each area.
Each system provides a Stock Management Program, a Kardex Program and a Bids Program.

S T O C K   M A N A G E M E N T   P R O G R A M
This program handles inventory from the moment bids are taken.  It then tracks inventory as orders are placed, goods are received and items are requisitioned.
The latest inventory technology is used to expedite the taking of inventory. Verifying inventory becomes a straightforward and automated process.
The Stock Management Program provides definitive figures for F&B cost control. The system can quickly update all your recipes when the price of ingredients change. Budget expenditure is tightly controlled by providing status with the purchase requisitions showing performance versus budget including future commitments.

K A R D E X   P R O G R A M   (PERPETUAL INVENTORY)
A complete electronic perpetual inventory is automatically generated and maintained with every purchase and transfer of stock. The system provides for detailed and quick examination of usage, establishing clearly defined audit trails.

B I D S   P R O G R A M  (BID PRICES)
Approved vendors are selected to bid on subgroups of items. Bid prices are input directly into the computer rather than listed by hand. This highlights the lowest price for each item.
This program eliminates the cumbersome and tedious task of manually compiling bids, thus freeing buyers to concentrate on achieving critical end results.
Vendors with the lowest bid prices are flagged on the market list order program. The "hunt and search" through bid prices is eliminated.

R E C I P E S   &   B A N Q U E T S   P R O G R A M  (FOOD & BEVERAGE)
The system ties in actual prices paid for items to your recipe files. F&B Controllers no longer have to determine cost for each recipe manually, saving hundreds of man hours. ALPHA-PAC updates all recipe costs for you.  Everything that goes into pricing a menu,  from sauces to entrees, side dishes, desserts and beverages is updated as soon as the price of any single ingredient changes.
There is an infinite number of recipe levels allowed. A stock can be part of a sauce, the sauce part of a vegetable, the vegetable part of an entree and the entree part of a banquet menu.
Market lists can be printed based on forecasts and orders placed accordingly. Preparation and cooking instructions can be entered for each recipe. Menus are priced and reviewed before they are sold, virtually eliminating the under-pricing of menus. The system
allows you to define sales specifications for up to three mealtimes and in three different outlets. Food cost percentage ceilings can be set for each outlet and each mealtime. When that ceiling is surpassed, the recipe is flagged with a "warning," allowing you to change the recipes and menus immediately as the market shifts.

C U S T O M I Z E D   P U R C H A S E   O R D E R S  (NON-FOOD)
Purchase orders are printed directly on your custom hotel purchase order forms. Enter specification text, track drop shipments, backorders, etc.

B U D G E T   &   E X P E N S E S   P R O G R A M  (NON-FOOD)
Operating expenses can be controlled before they happen by informing decision makers quickly of the impact of their expense approval to overall budget.
Purchase orders are printed quickly by the computer. P.O.'s are accompanied by a summary showing the direct impact of that purchase on the budget figures for the month and year. Purchases can be adjusted to reflect current performance issues.
Reports can be generated to suggest compensation for over/under spending.

Application Overview

Think about it  (By using Alpha-Pac,....  You can)

Back office systems assist in providing increased customer counts, enhanced employee motivation, tighter cash flow monitoring, improved operational efficiencies, and significant cost savings. Financial statement preparations are essential to effective managerial decision making and key expense factoring.

An effective inventory control process allows management to stock a sufficient level of product for a minimal capital outlay. In other words, overstocking and/or stockouts are unlikely, and only the most necessary dollars are tied up in inventory.

By using Alpha-Pac, the cutting edge in the hospitality industry's purchasing, inventory, and cost control systems, You can :

   * show marked savings through smart purchasing. Know the impact of price variances
   * inventory managementeliminates over/under buying; manage your turnover; control shortage, waste, spoilage, and pilferage
   * increase productivity of all staff in purchasing, storeroom, and cost accounting
   * quickly reprice menus based on current cost of goods; prepare market lists for purchasing
   * price banquet menus to factor in profit objectives based on current costs
   * confirm orders (Don't be stuck with what you don't need and don't pay more than bid)
   * scan bar-codes to speed inventory and fax directly to vendors
   * track any item immediate at any time; eliminate surprises; check P.O.'s immediately against budget.
   * use history. Stop buying on guesses. Base decisions on accurate and accessible history.

Alpha-Pac is truly a "partner in performance" helping you provide your guests with the goods and services they expect, while assuring cost conscious buying, prudent inventory management, insight into profit analysis and much, much more.
 

Think about it (You only do this...While Alpha-Pac delivers this)

YOU ONLY DO THIS :
* Enter & confirm PO'S
* Record requisitions

WHILE ALPHA-PAC DELIVERS THIS :
* Look up any item by name
* Complete/Accurate Perpetual inventory
* Tracking of item & Group cost trends
* Detailed Receiving reports
* Detailed Reconciliation list by supplier
* Item usage reports
* Stock value by item & location
* Inventory preparation
* Recipe cost determination
* Updates Menu pricing models
* Identifies items for reorder
* Faxes directly to vendors
* Tracks outstanding P.O.'s
* Automatic backorder tracking
* Provides complete supplier history
* shows impact of item cost increases & decreases based on actual use
* Delivers reports for any period you select
* Shows quantity & cost of item use by outlet
* Gives choice of low bid or other vendor
* Delivers unmatched performance, 365 days a year, 24 hours a day, no excuses or delays
* Provides insight into vendor performance
* Tracks your purchasing performance
* Eliminates repetitive data entry
* Coordinates and facilitates purchasing and control functions
* FIFO inventory provides true current value
* Quickly scan operating units for item usage
* Fully functional Bar code capability
* Automate confirmed invoices for accounts payable processing
* Identifies dead stock
* Spreadsheet files for Off-line analysis
* Track by items, groups, or areas
* Quick check of current stock levels
* Automatically generate market lists
* Evaluate inventory turns for maximum value
* Standardization of control procedures
* Smart reports
* Improved management information
* Plus a whole lot more !!!!

Think about it (Any morning... All this can be done prior to noon!)

ANY MORNING ....
* Issued 21 P.O.'s with 219 items. Faxed orders on-line to suppliers.  (The quick locator, automatic extensions, & fax/direct        features helped speed up this process.)
* The Controller had a last minute meeting with the General Manager and wanted to know all item cost increases in the last quarter.  It was a snap to show not only each item's increase, but also how much that increase affected the bottom line.
* F&B recosted, in just seconds, the entire recipe file to check the impact of some recent price changes.
* Finished month-end inventory using the bar-code scanner and handheld terminal. Downloaded the information directly and completed month-end reporting.
* Priced a special menu for an upcoming banquet event.
* Issued a complete market list for a special weekend event for 175.
* Received 16 deliveries: confirmed price & quantities received; inventory was updated; confirmed backorders; and sent the receiving documentation to AP.
* Tracked dead stock returning several items to vendors for credit.
* Handled 6 requisitions totaling 53 items.  Confirmed stock, item costs, & updated inventory.

 ... ALL THIS CAN BE DONE PRIOR TO NOON!
Alpha-Pac fills a critical need in the hospitality industry. 10 years have gone into development and application of this software by working with the most demanding hospitality management teams. Today, Alpha-Pac sets the standard in purchasing, inventory, cost-control, and Food & Beverage software.
 

Your investment, Our commitment

Y O U R   I N V E S T M E N T
It is imperative that you manage your information with the maximum efficiency if you want to save cost. Alpha-Pac software has been designed exclusively for the hospitality industry.  It is priced at a level that will allow you to earn a fast return and stay competitive in today's market.
It frees you up from manual work. It increases speed and efficiency.  All features of the program are correlated within ALPHA-PAC, making it necessary to enter all data only once. This gives immediate access to all activities and results vital to successful Purchasing and Cost Control.
Time currently being spent purchasing and controlling manually can be productively spent researching new products, strengthening procedures, expediting orders and following up.

O U R   C O M M I T M E N T
Our upgrade center provides information, updates, training and enhancements. We are available 24 hours every day to support you with technical questions, training and more.
Our training program ensures that your software is installed effectively. ALPHA-PAC is exceptionally "user friendly" and has been configured with inexperienced computer users in mind.
 

The most telling point is that Alpha-Pac provides a cost effective, flexible, and user-friendly platform to immediately meet current needs tracking purchase orders WHILE providing for tremendous growth and flexibility as management information needs change.

* Alpha-Pac is designed for the hospitality industry. Its structure and handling of information reflects the special needs of managers in   this industry.
* Alpha-Pac's Kardex perpetual inventory establishes the basis for comprehensive review of your purchasing and cost control performance.

Increased productivity demands more thorough and efficient use of information. As competitive challenges increase, Alpha-Pac covers you in these critical areas. You will have the complete system you need to meet those challenges.

About Smart Information Systems

Smart Information Systems provides value-added information technology solutions to the hospitality industry.
In business for over 15 years, we have consistently addressed the needs for increasingly productive solutions to back office business performance.
Smart Information Systems developed Alpha-Pac for purchasing, inventory control, cost control, financial and F&B management applications.
Alpha-Pac is installed in leading properties worldwide ranging from 50 rooms to over 1700 rooms.
The president and founder of Smart Information Systems, Mr. Philippe Le Barillec, has worked for 20 years with hospitality industry applications.
Smart Information Systems is committed to developing software solutions based on fundamental programming practices. We have developed a software that is straightforward, simple to use, and SMART.

A little insight into our corporate mission and philosophy

We think it is important to listen: to listen to our clients' objectives; to listen to management; and to listen to the team. We are committed to meeting the client's needs, to finding answers and solutions. We work with our clients in an on-going relationship as partners in performance, providing solutions to critical business problems.
Our commitment is totally focused on hospitality industry applications. By focusing on a single industry we can understand the competitive challenges that management must address. Through that understanding, we can support a stronger partnership that delivers top performance.

Our Guarantee of performance

We know the best way to learn about Alpha-Pac is to use it. If you are already considering acquiring Alpha-Pac for your purchasing department, we are convinced that the following special limited offer will help make this decision.
* A 60 days trial program of Alpha-Pac. No strings attached. We will send you a complete version of the program and provide telephone support for 6 months. Most of our customers have been able to implement Alpha-Pac without taking advantage of our training program.

We are proud to be part of the team at

We are proud to be part of the team at leading properties worldwide, including :

(Since 1986) * THE PIERRE HOTEL New York City, New York
                    * SHERATON PALACE HOTEL  San Francisco, California
(Since 1988) * FOUR SEASONS RESORT & CLUB  Irving, Texas
(Since 1989) * HOTEL DEL CORONADO  Coronado, California
                    * NEW YORK'S HOTEL PENNSYLVANIA  New York City, New York
                    * PAN PACIFIC HOTEL  San Francisco, California
                    * ST JAMES HOTEL  Red Wing, Minnesota
(Since 1990)  * PRINCESS HOTEL & CASINO Grand Bahama Island
(Since 1991)  * ESSEX HOUSE HOTEL  New York City, New York
                     * FOUR SEASONS BEVERLY HILLS  Beverly Hills, California
                     * HOTEL NIKKO BEVERLY HILLS  Beverly Hills, California
                     * RAMADA HOTEL SALZBURG  Salzburg, Austria
(Since 1993)  * FOUR SEASONS OLYMPIC HOTEL Seattle, Washington
(Since 1995)  * HYATT REGENCY GAINEY RANCH Scottsdale, Arizona
(Since 1996)  * SUNSET MARQUIS HOTEL  West Hollywood, California

How to contact us

Smart Information  Systems
738 W 40th St.
San Pedro, CA 90731

Tel : (310) 519-7951

E-mail Address : MrAlphaPac@Aol.com