Training Day 2 Inventory Control / Purchase Orders Recipe Manager © apk User Training December 12-15, 2011 Recipe Manager Training Presentation 2/2011 Vydata Systems

Inventory Introduction Review (of Day 1) Inventory PAR Levels Inventory Quantities, Counting, and Stock-Level Analysis Counting, then Analysis of Inventory against “Actual” Analyzing Stock-Level Problems Shortages versus Overages Workshop Reordering Low Stock Purchase Requisitions Workshop Today’s Training Agenda

Yesterday we covered… Inventory Review Basic introduction to Recipe Manager Enterprise Logging into the system System Overview- finding data Configuration – how to adjust lists Inventory Introduction Inventory Purchases Inventory Conversions Nutrition Inventory Pictures / Attachments Using Custom Fields Any questions before we move on?

PAR Levels and their function with MenuWriter and Purchase Orders Count history Stock On-Hand data Inventory Inventory Item Screen Quantity Tab…

Set Schedule Set Quantity Set Unit Inventory Important settings…

Must enter Locations and Physical Units in counting inventory Locations in reference to your facility layout Counting consistency through proper Locations and grouping Must post a zero count for an item (if you don’t physically count it) Inventory Important things to consider…

Procedure for Inventory counts Inventory

Select Location for group count Inventory Procedure for Inventory counts ( Continued )…

Posting zero counts for first count Select button on top left or hover over body and right-click Inventory Procedure for Inventory counts ( Continued )…

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

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

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

Physical Inventory Worksheet Inventory Using Reports for Inventory Analysis (Continued)…

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

Counts are physical stock level checks Inventory Entering Counts…

Inventory Can also enter Counts from Main List… This method works well on a tablet PC!

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

Inventory Reordering Low Stock… Find items with a low stock FLAG Right-click to place an order

Purchase Orders / Requisitions REQUEST ORDER BACK-ORDER RECEIVED Initially, you may want a REQUEST (requisition) for an ORDER It will then be later APPROVED into a purchase ORDER

Purchase Orders / Requisitions Fire off the creation of requests or orders Save your ORDERS when done…

Purchase Orders / Requisitions Open the vendor Right-click and select Open/Edit Vendor Purchase Orders To re-open existing orders…

Purchase Orders / Requisitions Double-click to open the order or requisition The order we just placed is there…

Purchase Orders / Requisitions Click SCHEDULE The order will be placed in your Outlook Calendar and notify you when it is close to arrival! Order Scheduling (in MS Outlook)…

Workshop Force items to become “low” in stock Place purchase orders for those items Receive / back-order items Schedule your order in Outlook Suggestions for your EOD Workshop…