Training Day 1 Complete System Overview and Introduction Recipe Manager © Recipe Manager Training Presentation 2/2011 Vydata Systems apk User Training December 12-15, 2011

Who we are… KEVIN RAWLS Vydata Global R&D / Technical Manager Corporate Headquarters 9160 Mammoth Drive Baton Rouge, LA United States of America

Basic introduction to Recipe Manager Enterprise Logging into the system System Overview- finding data Configuration – how to adjust lists Workshop Inventory Introduction Inventory Purchases Inventory Conversions Nutrition Workshop Today’s Training Agenda

Introduction to Recipe Manager… What is Recipe Manager? Recipe Manager is an application designed for total food data management. It is designed to track detailed information at all product levels from individual ingredients to final production. It can be utilized by any size organization from the independent chef or caterer tracking simple product cost, nutrition, and handling packaging to multiple locations needing total production control. Manage your operation with precision with Recipe Manager. Product Web Site :

Introduction (Continue)…

Typical desktop Icon Recipe Mgr System Login System Login

Finding the data you need… quickly! The Desktop: explanation and breakdown of screen layouts System Overview

Windows-Explorer based UI (User Interface) throughout the System Simple access to Help, Tools, File Groups Access to System “Lists” for Customizations System Menu Bar

Access to system modules System ToolBar Recipe List Inventory List Menus (MenuWriter Module) Reports (Generation or Customization) Tutorials Exiting (Shutting Down)

Inventory Desktop Starting with your inventory… NOTE: We need to focus on INVENTORY after entering lists (prior to creating any recipes or menus)

Inventory Toolbar Functions Inventory Desktop Record Count Box Count Button NEW Inventory Item Button OPEN Selected Inventory Item Button DUPLICATE Selected Inventory Item Button DELETE Selected Inventory Item(s) Button Quick Search Box (Search Displayed List)

Search Capabilities Inventory Desktop Search within list quickly Click field to search Enter goes to next record Search within database using the “Custom Search” Pull from entire database Use custom queries

Search Capabilities Inventory Desktop Search within database Floating search bar Search on anything Use operands >, Like, Includes, Not Like, etc. Use wildcards Asterisks (*) Percents (%)

Tree View Custom Reports Inventory Desktop

List View Displays the records or rows of selected inventory

Stocked Unstocked/Inactive All Inventory list based on … Inventory Desktop

Handles your most common tasks –New, Open, Duplicate, Print Some specialized tasks –Add / Move to different categories or locations –Resync, Analyze, Count –Quick Order Stock (PO) Quick way to do actions on a selection of records / rows Inventory Desktop Important Right-Click Menu

Recipe Desktop

Recipe Toolbar Functions Record Count Box Add / Remove from “Items in Recipe” Search Button NEW Recipe Button OPEN Selected Recipe Button DUPLICATE Selected Recipe Button DELETE Selected Recipe(s) Button Quick Search Box (Search Displayed List) Recipe Desktop

Search Capabilities Search within list quickly Click field to search Enter goes to next record Search within database using the “Custom Search” Pull from entire database Use custom queries

Recipe Desktop Search Capabilities Same custom database search capabilities discussed earlier in Inventory area

Tree View Custom Reports Recipe Desktop

List View

Recipe Desktop Active Inactive All Recipe lists are based on …

Recipe Desktop Handles your most common tasks –New, Open, Duplicate, Print Some specialized tasks –Add / Move to different categories or locations –Filter List to Selected Items Quick way to do actions on a selection of records / rows Important Right-Click Menu

Final Product Menu Recipe cost changes based on Inventory price changes Analysis of those changes Full Training on Day 4 Production of Meal Plans Production Scheduling Waste Sheets Virtual movement of inventory from ingredient to meal Building process for Purchase Orders Full Training on day 4 The Master MenuProduction Menus MenuWriter Module Has 2 Primary Functions

The Master Menu MenuWriter Module

The Production Menu MenuWriter Module

Vendor Information Categories and Locations Units of Measure Recipe Tools/Containers Nutrition Elements Configuration of Lists “Lists” are defined as records needed for basic system operation. They should be entered first.

Vendor Information Setup Access the Vendor List from the File-Open-Vendors Menu…

Vendor Information Setup The vendor list includes a toolbar to the right side… ADD EDIT REMOVE ORDERS EXIT

Vendor Information Setup Adding a NEW vendor… Try to enter as much detail as you can… better for reporting!

Vendor Information Setup Special Vendor Tools located on first tab… Excel Price Sheet Purchase Order History Note: Full training on Days 2 &4

Vendor Information Setup Custom Vendor Price Sheets in Microsoft Excel… Import price updates directly from Vendors

Vendor Information Setup Purchase Order History for a Vendor… See all open, back-ordered, or received items for a specific vendor

Categories Recipes and Inventory both follow the same setup process…

Categories Open the Categories list for both recipes and inventory under the File-Open- Categories menu…

Categories Make sure you are in the correct category list… Recipe Categories (Left Tab)

Categories Inventory Categories (Right Tab)

1.Assign Name 2.Sub-Categories (Optional) Categories Entering New Categories…

ADD EDIT REMOVE EXIT Categories Sub-Categories…

Locations are more important for Inventory tracking Locations Recipes and Inventory follow the same setup process…

Locations Access the Locations List from File-Open-Locations…

1.Add/Edit/Remove 2.Setup Sub-Locations 3.Exit Locations

Units of Measure Access the Units List from File-Open-Units…

This screen holds both standard and non-standard units of measure for use throughout the system. Definitions to standard units are given by formulas in the Universal Conversions. Definitions to Non-standard units are given in the conversions tab of the Ingredient Item. Units of Measure

Universal Conversions – the internal conversion formulas for U.S Standard, Imperial, and Metric. These formulas should not be adjusted. Units of Measure

SETUP Types button opens the screen to configure additional units with formulas such as Canadian, Japanese etc… Units of Measure Universal Conversions

Nutrition Elements Access this List from File-Open-Nutrition Elements… This list controls the “Nutrition Facts” details for all recipes and ingredients

Nutrition Elements This list is automatically updated with the USDA Nutrition download Setup your nutrition label here and click “Preview” to view it

Nutrition Elements Double-click to open an element for editing NOTE: Define where this element is on the “Nutrition Facts” label (see next page) in the “Display on Label” section after opening an element. Part A: Adding/Editing/Removing…

Nutrition Elements Double-click to open an element for editing Part B: Defining the Nutrition Label…

Workshop Maneuver through all system areas Get used to where things are located Add/delete/edit some lists Change your Nutrition Facts label Add or remove an element Replace one element on the label with another Suggestions for your Workshop…

Inventory The importance of the “inventory” side of data and how Recipe Manager tracks it… Inventory is tracked at the moment it is USED to make product Accurate WASTE is tracked by the kitchen, not by sales Purchases are pulled (interfaced) from a PO System Sales from a POS Interface can be used to forecast the amount to prepare on a daily basis Production planning for future to see what you need to order today Allow the POS to do what it does best – Track Sales! Allow Recipe Manager to control production levels of product!

Note: it is important to properly set up your inventory Categories, Locations, and Physical Units (the “Lists”) Inventory How does this work? Is an inventory item Can be used in a recipe Can be a recipe itself Can be marked for sale Each recipe item…

Inventory The tree view holds important sub-sets of list data Note: watch for FLAGS (small red check-boxes) – these indicate problems with your inventory items (low stock, high cost, etc.) Double-click to open an item

Inventory Important Areas of the Inventory Item Screen… 1.The Toolbar 2.Item Name 3.The Category, Locations, Units area

Inventory The Inventory Item Screen Toolbar…

Inventory The Inventory Item Screen Options…

Inventory The Inventory Item Screen Name / Cost Area…

Inventory The Inventory Item Screen Categorization Area…

Inventory Adding / Changing Inventory Categories… Click the ellipse (…) button

Inventory The List Add/Remove Screen…

Inventory The “General Tab”… 1.The Toolbar 2.Item Name 3.The Category, Locations, Units area 4.General Tab 1.Inventory Costing Method 2.FLAGS

Inventory The “General Tab” Details…

Inventory The “General Tab” Details…

Inventory The Other Tabs on the Inventory Item Screen… General Conversions Purchases Quantity Nutrition Picture Attachments Custom

Start with the Purchase Tab Layout and Functions Cost as to Physical Units Waste and Dissimilate Sheet Inventory Don’t get over-whelmed with data! Take one step at a time and keep it simple. A Good Process…

Inventory Purchases Tab…

Inventory Purchases Tab (Detail)…

Inventory Purchases Tab (Detail Continued)…

Inventory Purchases Tab and Waste…

Inventory Dissimilate Quantity…

Inventory Unit Conversions Some good on-line references… NOTE: Standard units are already defined in Universal Conversions (Elements List) – however all non-standard units must be defined in the item

Inventory Conversions Tab… NOTE: Conversions are based on your recipes and how you use quantities verses how you receive your goods. Cases, packages, containers, etc will be described as example 1 case = 36 lbs (see image).

Inventory Conversions Tab…

If your recipes will have volume (gallons, cups, tablespoons, etc.) and counts (each) you will need to add volume/count conversions based on yields of individual items per case/pound (see next slide). That is where the reference pages in previous slides comes into Play. Inventory Conversions Tab Note…

Inventory

The Nutrition Tab…

Inventory The Nutrition Tab (Continued)…

Inventory The Nutrition Tab’s Import from USDA…

Inventory The USDA side…

Inventory The USDA side (Continued)…

Inventory The USDA Import to the Item in Recipe Manager is done…

Inventory The Pictures / Attachments Tab… Picture / Attachments Area… Change / Clear / Edit Pictures ADD / REMOVE Attachments for item NOTE: Pictures can be used to provide a nice visual of the product / item. NOTE: Attachments are great for storing important files within an inventory record, such as videos, Excel spreadsheets of data, documents, or even additional pictures.

Inventory The Custom Tab… Custom Fields Area… List of all Custom Fields designated in ‘Setup Database Fields’ off of the main ‘File’ menu NOTE: Actual screen may vary. The above example only has 2 custom fields, but you can have up to 10. They can be any field type you want and can be selected for display on the main screen for sorting/searching.

Workshop Maneuver through the inventory list areas Perform inventory searches Add/delete/edit some inventory Add purchases, conversions, etc. Add a picture or attachment to your inventory item Add a new custom field and store some data Suggestions for your EOD Workshop…