Training Day 2 Product (Recipe) Tracking, Menus, and Stock Level Analysis Recipe Manager © Recipe Manager Custom Training Presentation 9/2013 Vydata Systems

Day 2 Training Agenda Inventory and Production Review of Day 1 – Q&A/Recap Recipe Writing Intro Building New Recipes (Products) and Common Tips/Tricks Recipe Nutrition – USDA Discussion Recipe Attachments Mid-Day Workshop (Demo) Recipe Writing General Details (Switches, Ingredients, Cost Settings, Yield, Portions, etc.) Inventory Quantities, Counting, and Stock-Level Analysis Using Reports for inventory analysis Counting and Inventory Analysis against “Actual” Analyzing Stock Level Problems: Shortages, Overages, Waste Closing a Period after a Count: Reconcile vs. EOP Count Detailed Costing End-of-Day Workshop (Demo)

Yesterday we covered… Review of Day 1 Any questions before we move on? Logging into the system Where things are located – various screens and lists Inventory items and general settings Inventory purchases, unit of measure conversions, quantity (stock level) and setting PAR (target level) Recipe writing and tracking introduction, reporting, and labeling Production scheduling (Menu Writer): general over-view

The Recipe Recipe Writing: your Product Plan… Recipes define your product! NOTE: Right-Click NEW or Selecting NEW from the Recipes main menu will open the New Recipe Wizard which will walk you through entering a new recipe! You can follow along with the on-line demo if you wish…

Recipe = Product Plan Sub-Recipe = becomes a “Physical” item Saleable = is a “Final” good Active = shows in main lists and searches Inactive recipes are generally R&D The Recipe Recipe Writing: your Product Plan – Recipe Screen

Important Areas The Recipe The Recipe Detail Screen…

The Recipe The Recipe Detail Screen (Continued)…

Features Scaling The Recipe The Recipe Detail Screen (Continued)…

Features Costing Set Price Find/Set Profit The Recipe The Recipe Detail Screen (Continued)…

Features Nutrition The Recipe The Recipe Detail Screen (Continued)…

Pictures The Recipe The Recipe Detail Screen (Continued)… Features

Attachments The Recipe The Recipe Detail Screen (Continued)… Features

NOTE: as with inventory, custom reports are displayed on the right The Recipe The Recipe Reports…

NOTE: you can report on any aspect of your data The Recipe The Recipe Reports… Some good example reports for nutrition analysis

Workshop (Demo) Build a recipe from scratch Work with fractions / decimals Scale some recipes up / down Examine recipe costing / pricing Evaluate potential problems Modify recipes and generate reports Suggestions for your Workshop…

Recipe Writing Details Active, Saleable, and Sub-Recipe Settings Let’s take BBQ Chicken as a simple example… ACTIVE = Tells us we have a production recipe (non R&D) SALEABLE = Tells us this is a final product ready for sale (or use in a production schedule or the master menu) SUB RECIPE = Tells us this “final product” is physically in our inventory and can be tracked and/or used in another recipe

Recipe Writing Details Recipe Yields, Portions, and Number of Servings Let’s take BBQ Chicken as a simple example… YIELDS = Tells us the grand total this recipe produces SERVINGS = Tells us what a single-person serving of this product is NUM SERVINGS = Tells us exactly how many servings are in the total yield

Recipe Writing Details Adding Various Ingredient Inventory to your Recipes Add Raw, Produced, and/or Final products (other recipes) from the “Add Ingredient” button on the right

Recipe Writing Details Sub-Recipes Sub-Recipes are tracked in inventory If this is a pre-prepped item, it should be a recipe which can be double-clicked to view its inventory record

Recipe Writing Details Recipe Cost Detail Food cost percentages and targets are here Costing by portion/serving and yield Enter your single serving estimated PRICE to examine the details per serving, per yield, or entire yield

Recipe Writing Details Recipe Cost Detail – Fixing Problems Notice the “problem” area in red: double- click to fix it Often costing problems include missing a purchase record or a valid unit of measure (requiring a conversion to be entered)

Inventory Consolidation Counting Inventory PROCESS: Run the “Physical Inventory Worksheet”, count, then enter data for consolidation. Counting inventory can mark the END of a period or a RECONCILE of inventory to determine any waste (shortages) or overages

Inventory Consolidation Counting Inventory STEP 1: Select low stock or the items you want to count FLAGS will show you items that are HIGH in cost, OLD, BAD, or LOW in stock levels Click the Low Stock Items

We have our low stock levels list PROCESS: Simply select “ALL Low Stock Items” to show the list. Reports can then be printed. Inventory Consolidation

Select Location for group count Inventory Consolidation Or… select a specific location or category to count instead

Inventory Consolidation Counting Inventory NOTE: Make sure and select to NOT show the quantity details for the person counting STEP 2: Run the Physical Inventory Worksheet for printing

Inventory Consolidation Counting Inventory NOTE: there are many other options for counting including bar-coding or importing STEP 3: Select to Count Inventory from List (after report is filled out)

Inventory Consolidation Counting Inventory Proceed to enter counts down the row in order of report!

Inventory Consolidation Counting Inventory When finished click End Count, this will close the counting session NOTE: make sure the COUNT DATE next to the End Count button is correct! If you are not counting on the day of entry, you need to back date this value!

Inventory Consolidation STEP 4: Evaluating overages and shortages, then closing the period

Posting zero counts for first count Select button on top left or hover over body and right-click Inventory Other Procedures for Inventory counts…

Posting zero counts for first count Choose a date before your purchase dates on your Inventory items purchase dates Inventory Other Procedures for Inventory counts ( Continued )… NOTE: Initially (if not counting and item), you may need to configure a zero count or starting purchase / price update in order for inventory control to work

Posting zero counts for first count Choose a date before your purchase dates on your Inventory items purchase dates Inventory Other Procedures for Inventory counts ( Continued )…

Inventory Entering Counts (using barcode scanning)…

Select Custom Report Physical Inventory Worksheet Inventory Using Reports for Inventory Analysis…

Menu Engineering Worksheet – a report that analyzes both sales and inventory cost data to determine a “class” for each item Inventory Using Reports for Inventory Analysis (Continued)… Note: there are many other reports that can be added or customized

Inventory Analyzing Stock-Level Problems… Previous counts tracked PAR levels determine if stock is LOW Purchases tracked Amount prepared shows actual inventory USAGE Waste is factored Result is an accurate stock on-hand A COUNT done today becomes the “Actual” NOTE: a “Shrinkage” is bad news! Where did the stock go?

Inventory Analyzing Stock-Level Problems (Continued)… A Shrinkage (in RED) shows that you should have MORE than you actually do. Why? Do you have high waste? Employees careless High Spoilage not being accounted for Theft? Gifts? Mistakes in counting? The stock had to go somewhere!

Inventory Analyzing Stock-Level Problems (Continued)… An Overage (in GRAY) shows that you should have LESS than you actually do. Why? Did you count an item already sold? Was stock counted that is not owned (consignment / vendor- owned stock)? Was an order NOT received? NOTE: Overages are not as big of a problem

Workshop (Demo) Add some counts Generate some inventory reports Manipulate an inventory item, set a PAR, and compare stock levels Suggestions for your Workshop…