1. RecipeManager© Basic Training Course Recipe Manager Training Course A
4/2007 Vydata Systems

2. Agenda Introduction Recipe Manager explanation and how it is best used
Vydata Systems background and how to obtain support
Entering lists
Adding vendors, units, categories, locations, etc.
Using inventory
Main Screen : finding existing inventory or adding new items
Inventory screen details
Printing inventory reports
Using recipes
Main Screen : finding existing recipes or adding new ones
Recipe screen details and how to scale a recipe
Printing recipe reports
Using menus (production sheets)
Interfacing to Accounting
Custom searches
Summary : a Case Study

3. Product Web Site : www.recipemgr.com
Introduction
What is Recipe Manager?
Recipe Manager is a powerful application for food data management. Built with the end user in mind, it’s simple even for the computer novice. Recipe Manager will bring form and function to the recipes that food service companies have built their good name on. It is a tool that can be used for any size organization from the single establishment to large chain. It can be integrated into a number of leading corporate business systems for real-time data management.
Product Web Site :

4. Introduction How is Recipe Manager Best Used?
Multi-location Data Sharing
Custom Menu Writing
Custom Reporting
Picture/Document Attaching
Recipe Scaling
Automatic Unit Conversions
Inventory Tracking (Recipe/Ingredient)
Cost Control
Nutritional Analysis
Interfacing to Other Systems

5. Corporate Web Site : www.vydata.com
Introduction
About the Developer, Vydata Systems…
Vydata Systems, a Louisiana-based software company formed in 1996, has produced a number of business products designed on the Microsoft Windows operating system platform. The company has a national customer base which include clothing companies, jewelry stores, independent distributors, specialty and antique shops, restaurants, various service companies, etc.
Vydata Systems added the Recipe Manager product into their offering in late The first customer was Piccadilly Cafeterias, which included 130+ restaurants in several southern states.
Corporate Web Site :

6. Entering Lists
“Lists” are defined as catalogs of records needed for basic system operation. They should be entered first.
Lists Include…
Vendors
Units
Categories
Locations
Nutrition Elements
NOTE: Open all lists under the File-Open menu.

7. Entering Lists : Vendors
Double-click a vendor or click EDIT to edit a vendor record. Click ADD to enter a new one. Delete a selected vendor by clicking REMOVE.
NOTE: After opening a vendor, you can click ORDER HISTORY to see all orders placed to that vendor to date

8. Entering Lists : Units
Double-click a unit or click EDIT to edit a unit of measure record. Click ADD to enter a new one. Delete a selected vendor by clicking REMOVE.
NOTE: The UNIVERSAL CONVERSIONS button will edit the non-custom conversions built into the system. Don’t go into this area unless you know what you are doing!
NOTE: The ROUNDING DIGITS define how accurate your unit conversions are.

9. Entering Lists : Categories
Double-click a record to edit a category record. Click ADD to enter a new one. Delete a selected category by clicking REMOVE.
NOTE: Assign a picture by clicking any image below after opening a record.
NOTE: Assign the category to a “location” by selecting a location after opening the record.

10. Entering Lists : Locations
Double-click a record or click EDIT to edit a location. Click ADD to enter a new one. Delete a selected location by clicking REMOVE.
NOTE: Click SETUP SUB-CATEGORIES to assign categories to specific locations.
NOTE: Locations on either the recipe or inventory side has no specific purpose in Recipe Manager other than categorization of data. It is a good tool for organizing / reporting the data you need by specific system or physical area..

11. Entering Lists : Nutrition Elements
Part A : Adding/Editing/Removing…
Double-click a record or click EDIT to edit a nutrition element. Click ADD to enter a new one. Delete a selected elements by clicking REMOVE.
NOTE: Define where this element is on the “Nutrition Facts” label (see next page) in the “Display on Label” section after opening an element.

12. Entering Lists : Nutrition Elements
Part B : Defining the Nutrition Label…
Select whether an item is “Displayed on Label”
Select WHERE on the label it is displayed (click View Label Map for a position map of fields on label)
Select which label section (click “Lower Label” (vitamin) section if element goes there)
Enter the label display name at the bottom (if different from the element name)
From the main screen you can click PREVIEW to see how it will look from a recipe

13. Using Inventory and Recipes
Recipe Manager Main Screen…
Quick Launch Pad…
Recipes
Inventory
Menus
Reports
Tutorial
Exit
Custom Reports List
NOTE: The Tutorial (interactive demo) will not be discussed.
NOTE: We need to focus on INVENTORY after entering lists (prior to creating any recipes or menus)

14. Using Inventory Inventory toolbar and quick-search
Click INVENTORY from the Main Screen…
Inventory toolbar and quick-search
Perform counts, new, open/edit, copy/paste, delete or quick search items
Custom column display
Can define columns under System Properties
Warning indicators
Shows items with high cost, low stock, etc.
Inventory item list
Double-click to OPEN an item
Inventory search tree
Click a tree option to bring up that list

15. Inventory : General Top Area… Lower Area… Toolbar / Auto-Save
Warning Indicator
Saleable/Stocked/Sub-Recipe
Item ID
Inventory Item (Name)
Account Category
Waste % / Unit Cost
Categories/Locations/Units
Lower Area…
Inventory Costing
Preferred Vendor
FLAG when Purchase is…
Used in these Recipes
NOTE: Access this screen by double-clicking a record from main screen or by clicking the NEW button.

16. Inventory : Conversions
Unit Conversions Area…
Up/Down Arrow (Changes the Order)
ADD NEW / REMOVE Buttons
ADD EXISTING Button (to pull from other inventory)
Convert Volume Units when Scaling option
NOTE: This is the MOST important tab for the system’s ability to accurately calculate cost and nutrition data
NOTE: When adding a NEW conversion, you can reference other inventory items in the database…
NOTE: Access this tab by clicking the Conversions tab.

17. Inventory : Purchases Purchases Area…
Up/Down Arrow (Changes the Order)
Add NEW / REMOVE Buttons
Create PO / ALL Orders Placed
Decimal Spaces setting (for greater accuracy)
NOTE: The CREATE PO button is for adding a new order. The ALL ORDERS PLACED button shows a list of previous orders placed for this item (history). Go to this screen to place new orders or see pending orders and “receive” them or mark them “back-ordered”. When received, they move to “purchases” and become AP (accounts payable) records.
NOTE: Access this tab by clicking the Purchases tab.

18. Inventory : Quantity Quantity Area…
Inventory Based on Used or Sold data
Starting Calculation Date / Status area
Add NEW / REMOVE Count (Inventory “Extensions”)
Target (PAR) Level area
Summary area : shows all factors determining quantity
NOTE: The Total PREPPED (USED) or SOLD is always deducted from inventory in determining stock levels. Click the “…” button to show these records. The Menu Writer utility adds records to USED when production runs are done (or a menu is “prepared”).
NOTE: Access this tab by clicking the Quantity tab.

19. Inventory : Nutrition Nutrition Area… Nutrient ID and USDA Web
Nutrient List (elements)
Information Based on (quantity and units)
Sharing Nutrition data
% Daily Values
NOTE: The items in RED are on the recipe nutrition label.
NOTE: The Units the “information in table is based on” defines how this specific item is measured for the nutrition values. For example, 1g of this inventory item contains exactly the values included in the elements table. You can get this information either from the vendor you purchase it from or from the USDA Website by clicking the USDA Web button.
NOTE: Entering % Daily Values here speeds up the recipe nutrition label calculation. It does will not scale these numbers. It will simply plug in these vitamin % values as-is into the label.
NOTE: Access this tab by clicking the Nutrition tab.

20. Inventory : Picture / Attachments
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.
NOTE: Access this tab by clicking the Picture or Attachments tab

21. Inventory : Custom 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.
NOTE: Access this tab by clicking the Custom tab.

22. Inventory : Printing Reports
Standard Reports…
Item Detail
Item Detail with Picture
Item Quantity Detail
Item Nutrition Detail
NOTE: Any custom reports designed internally will show up under CUSTOM TEMPLATES
NOTE: Access the inventory item reports by clicking the PRINT button after opening a record

23. Using Recipes Recipe toolbar and quick-search Custom column display
Click RECIPES from the Main Screen…
Recipe toolbar and quick-search
Enter new recipes, open/edit, copy/paste, delete or quick search recipes
Custom column display
Can define columns under System Properties
Recipe list
Double-click to OPEN a recipe
Recipe search tree
Click a tree option to bring up that list

24. Recipe Screen Screen Areas… Toolbar Active/Saleable/Sub-Recipe/Notes
Recipe ID/Name
Symbol
Yields/Portion/Num of Portions
Prep/Cook/Finish/Shelf Time
Lists:Categories/Locations/Plates/Tools/Stores
Ingredient List
Instructions Box
NOTE: Access this screen by double-clicking a record from main screen or by clicking the NEW button.

25. Recipe : Adding Ingredients
Recipe Area…
Show Fractional Quantities Column
Up/Down Arrows (adjust list order)
Add/Delete Ingredient Buttons
Ingredient List/Columns
Instructions Box
NOTE: You can copy/paste text from a document into the instructions box.
NOTE: Adding new ingredients will pull up a list of only STOCKED inventory or other recipes.
NOTE: Access this area by clicking the Recipe tab.

26. Recipe : Costs Costs Area… Calculate Costs using… RECALC. COSTS Button
Single Portion Cost Detail
Entire Recipe Cost Detail
Cost Breakdown by Ingredient List
NOTE: Any calculation problems from your ingredients/inventory will be shown in the list on the far right. Make sure there are no calculation problems for any of your ingredients otherwise costs and margin numbers will not be properly calculated. If you do have a problem, you can double-click an item to open it and enter the Conversions tab to fix it. Problems happen because you are generally missing a needed unit conversion.
NOTE: Access this area by clicking the Costs tab.

27. Recipe : Nutrition Nutrition Area… Build Nutrition Label Button
Manually Enter Data Button
Print Buttons
“Nutrition Facts” Label
Label Detail Area (show items used or not used in label)
NOTE: If (for whatever reason), you can not get a properly calculated label from your ingredients, you can click MANUALLY ENTER DATA to hand-type in the values yourself.
NOTE: If there are any calculation problems, you will see items listed in the “Show missing nutrition info (not used in label)”. If there are items listed here, you can double-click to open and fix them. As in the same as Costs, problems can be fixed within the Conversions section of an inventory item.
NOTE: Access this area by clicking the Nutrition tab.

28. Recipe : Picture / Attachments
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 / recipe.
NOTE: Attachments are great for storing important files within a recipe record, such as videos, Excel spreadsheets of data, documents, or even additional pictures.
NOTE: Access this area by clicking the Picture or Attachments tab.

29. Recipe : Custom 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 4 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.
NOTE: Access this tab by clicking the Custom tab.

30. Recipe : Scaling SCALE RECIPE Box… Enter QTY to Scale Click APPLY
Click EXIT
NOTE: You can always return back to the original yield and portion size by clicking APPLY under the Original Yield section.
NOTE: Scaling will adjust the quantities in the ingredient lists and recalculate nutrition and cost values for you.
NOTE: To correctly scale an entire recipe up or down by number of portions (amount of servings) use the SCALE function.
NOTE: Scale a recipe by opening the recipe first, then clicking the SCALE button.

31. Recipe : Printing Reports
Standard Reports…
Recipe Detail
Recipe Detail with Picture
Recipe Cost Detail
Recipe Nutrition Facts
NOTE: Any custom reports designed internally will show up under CUSTOM TEMPLATES
NOTE: Access the recipe reports by clicking the PRINT button after opening a record

32. Using Menus : Production Sheets
Menu Writer…
Tree View (Menu List)
Main Toolbar (New, Copy, Delete, Print, Setup)
Menu Area Toolbar (Waste, Notes, Schedule, Save, Prep)
Menu Area Data (Actual Menu)
NOTE: Access the menus by clicking the MENU button from the main screen

33. Using Menus : Menu Design
Menu Design Area…
List of all Fields available for this menu
Click Menu : Enable/Disable Fields, Enable/Disable Field Labels, Changing Field Widths, Selecting Field Contents, etc.
Copy (this menu) Button
Delete (this menu) Button
Save (this menu) Button
Exit Button
NOTE: Access the menu design/setup area by clicking the SETUP button from the Menu Writer main screen.

34. Using Menus : Entering Waste
Waste Area…
Date Field (the date this waste was recorded)
Recipe List (entire menu) with waste and cost values
NOTES Section
OK Button (to save)
CANCEL Button
NOTE: Entering waste for a production run is important. The kitchen (production area) should record waste since it factors into stock level calculations.
NOTE: Access the menu waste area by clicking the WASTE button from the Menu Writer menu toolbar.

35. Using Menus : Entering Notes
Notes Area…
Important Notes Box
OK Button (to save)
DELETE Button (to delete)
NOTE: Use the “important notes” feature to record information to be read by your preparers (chefs). These are notes specific to the entire menu. If anything is in the notes field, the Notes button will flash and force the user to read the notes BEFORE they can prepare the menu.
NOTE: Access the notes area by clicking the NOTES button from the Menu Writer menu toolbar.

36. Using Menus : Scheduling
Schedule your Events or Production Runs in Microsoft Outlook!
NOTE: Schedule your menu in Outlook with the Schedule button from the Menu Writer menu toolbar.

37. Using Menus : Preparing
A. Adjusting production batches…
Prep Area…
Adjust ALL Prep Values by FORECAST
Adjust ALL Prep Values by Specific VALUE
NOTE: Can force an adjustment of prep values for all items in a menu by multiplying all of them by a number or by entering a specific value for all items.
NOTE: Based on your calculation (under the “Settings” menu), the system will FORECAST all amounts to prep.
NOTE: Prepare your menu with the PREP button from the Menu Writer menu toolbar.

38. Using Menus : Preparing
B. Preparing ALL Menu Items (Begin Production)…
NOTE: Once you have all prep values set (batches to produce), you fire off a production run by selecting “Prepare ALL Menu Items”. This will adjust inventory for all items in the menu.
NOTE: You must give the production run a NAME (required) and enter any notes or a recipe location (optional), then click OK to process the inventory.
NOTE: After the production run is complete, all inventory will be adjusted to reflect the inventory used.
NOTE: Prepare your menu with the PREP button from the Menu Writer menu toolbar.

39. Using Menus : Printing Standard Menu Reports… Chef Menu
Chef Menu with Pictures
Customer Menu (like a restaurant menu)
Customer Menu with Pictures
Menu Cost Detail
Menu Nutrition Facts
Grocery List (list of everything needed to prepare this menu as-is)
Excel Invoice / Quotation
NOTE: Can print any of your recipe reports on the entire menu under Print-Recipe Reports menu option.
NOTE: Print reports on your menu with the PRINT button from the Menu Writer menu toolbar.

40. Interface to Accounting
AP Data Export Screen…
Accounting Template (the interface to use)
Output Location (where to export the data)
Output Filename
Orders Date Range (date range of AP data to pull)
Button to grab data, and save interface changes
Export Header and Cell Delimiter
Export Button (begin transfer)
Exit Button
NOTE: When complete, go into your Accounting software and IMPORT the data.
NOTE: Send records to accounting with the Export Data – AP Data for Accounting menu option on the main menu.

41. Custom Searches Custom Search Area… Search Type (Find, Filter, etc.)
Field Name (Column)
Operand (>, =, <, Like, etc.)
Field Search Value (value to look for)
Query Button
Exit Button
NOTE: The bottom option of both recipe and inventory trees is the Custom Search. Just click on it.
NOTE: Can use the FIND search type to skip through the list of data to find all records with the search value included. Use SEARCH to pull up a list with ONLY these values from the database. Use FILTER to filter the existing list with the search value.
NOTE: Access the Custom Search by clicking the last option of the tree of the Inventory/Recipe lists screens

42. In Summary : a Case Study
Piccadilly Restaurants, with corporate offices located in Louisiana, has 130 restaurants located throughout several southern states. Piccadilly upgraded from a competitor system in early 2002 to Recipe Manager and never looked back. They complained of several limitations with the old system and was looking for alternatives. After several meetings with key Vydata Systems consultants to map out their needs, Piccadilly decided to adopt Recipe Manager as their corporate standard.
"Recipe Manager is a fantastic product. It has helped our business track detailed cost and nutrition information better than our previously used program. In addition it has greatly enhanced our ability to quickly distribute detailed recipe information to all of our restaurants!"
Patrick Prudhomme Vice President - Purchasing Piccadilly Restaurants LLC

43. Case Study Continued… The system has helped Piccadilly…
Provide a Nutrition Facts label on any food product on demand for restaurant customers.
Comply with FDA / USDA nutritional standards.
Provide a nutritional analysis page on their corporate web site for all popular food items.
Track costs and profit margins for all recipes by single portion or yield.
Quickly scale recipes up or down prior to food preparation.
Track a number of custom fields such as allergens that their old system would not allow.
Provide an automated way of recipe data distribution among all restaurants.
Centrally control recipe data from the corporate office.
Build custom reports with corporate standard layouts.
Build custom menus for specific days and specific shifts.
Track ingredient waste.
Interface with other business systems.
Automate unit conversions.

44. Questions? Contact us! 866-272-6767 (Toll Free) 225-272-6767 (Office)
(Fax)
Corporate Web Site :
Product Web Site :