Training Day 5 Customer Order Processing Recipe Manager © User Training September 2014 Recipe Manager Vydata Systems Training Presentation

Orders (from Stores): Intro and Order Screens Order Customers List: Intro and Making Adjustments Order Automation: Importing from Remote Locations Orders from Production: Production Scheduling Order Filling Order Crediting (Product Returns) Production Plan Analysis: Pre-Prep Check, Grocery List, etc. Order Reconciliation and Making Adjustments Order Shipping Order Reporting End-of-Day Workshop Day 5 Training Agenda

Prior to today (prerequisite) we covered… Inventory Review Any questions before we move on? Inventory Introduction Inventory Purchases Inventory Conversions Recipes Writing Details, Reporting and Labeling Production Scheduling Overview

Inventory Review “Target Levels”: Important System Stock Level Markers PAR Level – the “re-order” point (defines when stock is considered “low”) MIN Quantity – the minimum order quantity allowed from vendor MAX Quantity – the maximum order quantity allowed from vendor Understanding this is key to filling customer orders on time! Remember: Customer Orders work the opposite of Vendor Orders (PO’s) – YOU are the supplier! These define when and how much to re-order when stock is low! NOTE: The MIN Quantity and PAR can be adjusted based on order delivery time to ensure stock is filled to the required levels

SALEABLE Items: your “final goods” that ship to customers (these FILL your customer orders) SUB-RECIPE Items: simply put, these are “prepared items” that are physically tracked. They can be sellable and usable in other recipes STOCKED Items: are “available” inventory items (not R&D or test ingredients). Stocked items that are NOT sellable nor sub-recipes are generally considered “raw materials” – ordered from suppliers and used Inventory

Must enter Locations Why? Because we need to know exactly where the stock is physically counted or tracked within the site (for example: a freezer) Must enter Physical Units Why? Because we need to define what we’re tracking (for example: tracking by the case, package, or pound) Must post a zero count if you don’t physically count it Why? Because we need a period starting point (calculating a theoretical stock level for today requires a starting point for some point in the past) Inventory Important things to consider for all inventory items…

Customer Orders (from Stores) Introduction to Order Processing in RM Orders are driven from individual deli or food- processing location as purchase orders Orders are imported to central kitchen Orders are in a queue to be “processed” Orders can be filled by running a production batch (to “create” products), then creating outgoing shipments (LOTS) in the system Reports are generated (shipping reports, product labels, etc.), then products are packaged and shipped. Once shipped, orders can be “closed” to leave your central kitchen “Final Goods” inventory

Order-Production-Shipment Cycle Understanding the Process NOTE: LOT numbers entered at time of production will tie all shipped products back to production! 1. Import and verify orders received from stores 2. “PREPARE” button (creates entire production schedule) 3. Check your stock levels and print production sheets 4. Produce products in kitchen (mimics the virtual production done in RM with a unique batch number) 5. Reconcile Production (adjust actual verses schedule based on waste or changes during food prep) 6. Fill orders and ship (picking documents are printed, shippers pull what is available to ship out of what was produced) – adjust orders if needed in system From Deli System We will be revisiting this slide later again at the end of the process before the workshop!

Step 1: Customer Orders (Imported) Central Kitchen Processes Customer Orders from the FILE Menu

Main Order Screen Import Store Orders (for the day or period) here Search Orders here! Show CLOSED Orders with your orders search by selecting this Setup Customer (Store) List here Produce / Fill Orders here Ship Orders here Close Orders here Print Reports & Exit here

Order Screens The Orders List – After Import, Problem Orders will be in RED Specific Reports can also be used to root out problem orders 1. Generate Daily Orders Received report to check for missing orders 2. Generate Orders Detail Report that shows potential mis- orders and typos

Orders: Automating Importing Orders can also be automatically pulled into the system or manually created PROCESS: Recipe Manager can pull order files directly from its ‘Auto-Import’ path or through an interface

Order Screens An Open Order: the Order Detail Screen Order Number, Type and Date Information Customer (Store) Information – where the order was placed Items ordered Order tax, shipping, and total Prepare and ship this single order from here Add a CREDIT (return an item) here

Orders: Customer List The Customer (Store) List Screen NOTE: Interfaces generally do not send all customer data to populate order information, so customer (store) data must be pre-defined and either manually entered or imported separately.

Orders: Customer List The Customer (Store) Maintenance Screen NOTE: Double-click to open a customer record for modification or click ADD to add a new customer record for selection by an order (automatically from the import process)

Order Adjustments A Credit Memo: returning Product(s) STEP 1: Open the Order STEP 2: Click CRED to add a CREDIT MEMO, click Yes STEP 3: Click Yes if you want this return applied to an actual physical item

Order Adjustments A Credit Memo: returning Product(s) (Continued) STEP 6: Click to Print (if needed) and Save the Order STEP 4: Click column to sort ascending, then search for the product being returned, and hit [Enter] key to select STEP 5: Add the quantity to be returned

Order Adjustments A Credit Memo: returning Product(s) (Continued) Final Result: An adjusted order! Order is saved with this adjustment row in RED, and the quantity returned is reflected in the item’s WASTE in inventory. NOTE: by default the original Order Ticket amount is NOT adjusted since it is already processed. Double- Click the PRICE column to reflect a negative adjustment (if needed).

Orders: Production Fill the orders for a specific day PROCESS: The Schedule Production button will open MenuWriter to build the product list to prep in order to fill all the orders in the list! Search or Import first (obtain the list) Click to Schedule Production Do a Pre-Prep Check Reconcile Production

Do a Pre-Prep Check First, before you PREP! MenuWriter: Order Production Schedule NOTE: The PRE-PREP Check makes sure you have the inventory to cover production!

MenuWriter: Production Analysis We now have our production PLAN, and can determine exactly what we need to produce, purchase, etc. to fill all orders! NOTE: Print custom reports from here – Grocery List, Product Production sheet, etc. NOTE: Items in white are fine. Items in red are low. However, production can still take place.

Changes to Existing Orders Order Modifications Automatically Adjust Production Schedules Search first Open order The system knows the assigned batch Make your modifications Click SAVE The system will prompt you that it is making adjustments to “re-batch” if necessary NOTE: Reprint necessary reports including production sheets when orders change

Orders: Produce & Reconcile A Production “RUN” Creates the Products Ordered and Deducts Raw Materials from Stock NOTE: If “Actual” production deviates from the “Plan” or “Waste” occurs… enter it here

Orders: Final Step Shipment to Stores – Picking Documents Search first Print Order Packing List or Other Required Paperwork Click SHIP ORDER

Orders: Final Step Shipment to Stores NOTE: LOT numbers, actual shipping quantities (if different) and order shipping details are shown here

Orders: Reports All Order/Shipping Reports can be generated from Orders List

Orders: Reports Excel Bill of Lading

Orders: Reports Packaging, Nutritional Labels, etc.

Workshop Enter a new order (since no interface is being used at this time) Add items to this order Create the Production Schedule to fill the list of orders Do a Pre-Prep Check, and then PREPARE! Generate various reports, labels, and bill of lading Close the orders, then check stock levels afterwards Suggestions for your Workshop…