1. Kroger Commissary – “a Day in the Life”
RecipeManager©
Demonstration
Kroger Commissary – “a Day in the Life”
Vydata Systems
User Training and Demonstrations
October 2011
Recipe Manager
Presentation

2. Who we are… Today’s Presenters… Kevin Rawls Mike Alexander
We are providers of technology solutions, based in United States but sell in over 20 countries!
Today’s Presenters…
Kevin Rawls
Technology/R&D Director
Mike Alexander
Global Marketing Director
(Toll Free) (Office)
(Fax)
Corporate Headquarters
9151 Interline Ave.
Baton Rouge, LA
United States of America

3. Today’s Agenda - Overview
“a Day in the Life”
Basic introduction to Recipe Manager Enterprise
General System Overview
Inventory Introduction
Inventory Consolidation
Identification of Low Stock (raw materials)
Reordering Stock: Vendor Purchase Orders (PO’s)
Summary from Inventory to Receiving

4. Today’s Agenda – Overview (Part 2)
“a Day in the Life”
Store Orders – Automatic Importing and Viewing
Store Orders – Creating a daily Production Schedule
Store Orders – Checking raw Stock Levels to ensure we can produce – the Pre-Prep Check Process
Store Orders – Order Modifications?
Store Orders – Produce & Reconcile – enter “actual” production and waste
Store Orders – Shipments to Stores
Q&A and Overview of Other Common Tasks

5. 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 to track detailed product cost, nutrition, inventory levels, vendor purchases, sales orders, product packaging/shipments, menu design, and to control production levels. Manage your operation with precision with Recipe Manager.
Product Web Site :

6. Introduction (Summary)…

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

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

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

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

11. Inventory Toolbar Functions
Inventory Desktop
Inventory Toolbar Functions
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)

12. Inventory 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

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

14. Inventory Desktop
Tree View
Custom Reports

15. Inventory Desktop List View
Displays the records or rows of selected inventory

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

17. Important Right-Click Menu
Inventory Desktop
Important Right-Click Menu
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

18. Inventory Consolidation
Counting Inventory
PROCESS: Run the “Physical Inventory Worksheet”, count, then enter data for consolidation.

19. Inventory Consolidation
Evaluating: Overages and Shortages

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

21. Vendor PO’s Ordering low stock
PROCESS: From low stock list, simply right-click and select ORDER STOCK.

22. Vendor PO’s
Once a PO is created, it can be received later to replenish stock levels

23. Vendor PO’s and Inventory Control
Summary: 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
NOTE: The MIN Quantity and PAR can be adjusted based on order delivery time to ensure stock is filled to the required levels

24. Access Orders from FILE Menu
Orders (from Stores)
Access Orders from FILE Menu

25. Orders: Automated Importing
Orders are automatically pulled into the system
PROCESS: Recipe Manager pulls order files directly from its ‘Auto-Import’ path.

26. Fill the orders for a specific day
Orders: Production
Fill the orders for a specific day
Search first (show orders for day)
Click PREPARE (creates production schedule)
Do a Pre-Prep Check
Reconcile Production
PROCESS: The PREPARE button will create the Production Schedule for the orders listed.

27. Orders: Production Schedule
Do a Pre-Prep Check First, before you PREP!

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

29. Order Modifications Automatically Adjust Production Schedules
Orders Changes
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

30. 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

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

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

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

34. Orders: Reports
Excel Bill of Lading

35. Packaging, Nutritional Labels, etc.
Orders: Reports
Packaging, Nutritional Labels, etc.

36. Order-Production-Shipment
Summary: Understanding the Process
1. “PREPARE” Button (Creates Production Schedule)
2. Check your Stock Levels
Produce Products (assigns daily production to a unique batch number)
4. Reconcile Production (make product and adjust actual verses schedule based on waste)
5. Fill orders and ship (Picking documents are printed, shippers pull what is available to ship out of what was produced)
From SCOPE System
NOTE: LOT numbers entered at time of production will tie all shipped products back to production!

37. Q&A? This Concludes the “Day in the Life” Walk-Through…
The following slides cover Recipes and other common daily tasks in the system
There are some suggested Workshops to help you learn the system

38. Recipe Desktop

39. Recipe Toolbar Functions
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)

40. 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

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

42. Recipe Desktop
Tree View
Custom Reports

43. Recipe Desktop
List View

44. Recipe Desktop
Recipe lists are
based on …
Active
Inactive
All

45. Important Right-Click Menu
Recipe Desktop
Important Right-Click Menu
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

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

47. MenuWriter Module
The Master Menu

48. MenuWriter Module
The Production Menu

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

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

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

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

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

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

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

56. Categories
Recipes and Inventory both follow the same setup process…

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

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

59. Categories
Inventory Categories (Right Tab)

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

61. Categories
Sub-Categories…
ADD
EDIT
REMOVE
EXIT

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

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

64. Locations
Add/Edit/Remove
Setup Sub-Locations
Exit

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

66. Units of Measure 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.

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

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

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

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

71. Nutrition Elements Double-click to open an element for editing
Part A: Adding/Editing/Removing…
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.

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

73. Workshop Suggestions for your 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

74. 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!

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

76. Double-click to open an 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

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

78. Inventory
The Inventory Item Screen Toolbar…

79. Inventory
The Inventory Item Screen Options…

80. Inventory
The Inventory Item Screen Name / Cost Area…

81. Inventory
The Inventory Item Screen Categorization Area…

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

83. Inventory
The List Add/Remove Screen…

84. Inventory The “General Tab”… The Toolbar Item Name
The Category, Locations, Units area
General Tab
Inventory Costing Method
FLAGS

85. Inventory
The “General Tab” Details…

86. Inventory
The “General Tab” Details…

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

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

89. Inventory
Purchases Tab…

90. Inventory
Purchases Tab (Detail)…

91. Inventory
Purchases Tab (Detail Continued)…

92. Inventory
Purchases Tab and Waste…

93. Inventory
Dissimilate Quantity…

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

95. 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).

96. Inventory
Conversions Tab…

97. Inventory Conversions Tab Note…
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.

98. Inventory

99. Inventory

100. Inventory
The Nutrition Tab…

101. Inventory
The Nutrition Tab (Continued)…

102. Inventory
The Nutrition Tab’s Import from USDA…

103. Inventory
The USDA side…

104. Inventory
The USDA side (Continued)…

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

106. 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.

107. 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.

108. Workshop Suggestions for your EOD 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