1. Training Day 1 Complete System Overview Recipe Manager © Recipe Manager Custom Training Presentation 9/2013 Vydata Systems

2. Who we are… Corporate Headquarters 9151 Interline Ave Baton Rouge, LA 70809 United States of America www.vydata.com 225-272-6767 (Office) 866-272-6767 (Toll Free) 225-275-1603 (Fax) MIKE ALEXANDER Vydata Global Business Manager Trainer for today… Software technology and consulting company founded in 1996 based in Baton Rouge, LA with sales all over the world specializing in food production control and POS

3. Introduction, System Info, and Logging into RM Enterprise System Overview and Finding Data Configuration – Entering or Adjusting Lists Mid-Day Workshop (Demo) Inventory Introduction and General Data Entry Inventory Purchases Inventory Conversions Inventory Quantity – Stock Level and setting PAR (Target) Recipes: Intro, Reporting and Labeling Production Scheduling Overview End-of-Day Q&A and/or Demo Day 1 Training Agenda

4. Introduction to Recipe Manager… What is Recipe Manager? Recipe Manager is an application designed for total food product data management. It is designed to track detailed information at all product levels from individual ingredients to final production. It is a tool for the micro-management of product food costs, nutrition, and all associated data starting with the vendor raw materials to the final products used in menus, production schedules, or other recipes. Any operation from the independent chef or caterer to the multi- location food production enterprise can utilize the system for a number of detailed management tasks to manage the operation with precision and extreme accuracy. Product Web Site : www.recipemgr.comwww.recipemgr.com

5. Introduction (Continue)…

6. Typical desktop Icon RM Enterprise Login Language Selection (if turned on) System Login NOTE: the default login account is ADMIN, password ADMIN

7. Finding Information: The RM Desktop Explanation System Overview

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

9. Access to system modules System ToolBar Recipe List Inventory List Menus (MenuWriter Module) Purchase Orders Reports (Generation or Customization) Tutorials Exit (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 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. Search Capabilities Inventory Desktop 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. Search Capabilities Inventory Desktop Search within database Floating search bar Search on anything Use operands >, Like, Includes, Not Like, etc. Use wildcards Asterisks (*) Percents (%)

14. Tree View Custom Reports Inventory Desktop Search Capabilities

15. Inventory Desktop List View Displays the records (rows) of inventory items from a search or tree selection Main List View

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

17. 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) –Filter List to Selected Items Inventory Desktop Important Right-Click Menu NOTE: the right-click menu is a quick way to do specific actions on selected items

18. Recipe Desktop

19. 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) Recipe Desktop

20. 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

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

22. Tree View Custom Reports Recipe Desktop Search Capabilities

23. Recipe Desktop List View Search box at top Custom Columns Reports on right

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

25. Recipe Desktop Handles your most common tasks –New, Open, Duplicate, Print Some specialized tasks –Print Labels: BarTender or Crystal –Add / Move to different categories or locations –Filter List to Selected Items Important Right-Click Menu NOTE: the right-click menu is a quick way to do specific actions on selected items

26. Final Product Menu printing (for customers) Recipe cost changes based on Inventory price changes Analysis of product cost changes Production of Meal Plans Production Scheduling Waste Sheets Virtual movement of inventory from ingredient to meal Building process for Purchase Orders The Master MenuProduction Menus MenuWriter Module Has 2 Primary Functions NOTE: specific areas of this module are accessed throughout Recipe Manager

27. The Master Menu MenuWriter Module

28. The Production Menu MenuWriter Module

29. Ordering raw materials to replenish stock levels Requires vendor lists entered to define where to order from Can use Excel or Crystal PO forms or a Vendor Interface Ordering raw materials or products to replenish stock levels from other company locations Requires other profit centers (locations) entered Can import/export and email transfers External Vendor PO’sInternal Transfers Purchase Order (PO) Module Also has 2 System Areas NOTE: don’t confuse Vendor ORDERS (PO’s) with Customer ORDERS!

30. Purchase Order (PO) Module External Vendor PO’s

31. Purchase Order (PO) Module Internal Transfers

32. Reports Setting Up and Report Configuration NOTE: this is generally part of system configuration for the System Admin or IT

33. Vendor Information Categories and Locations Units of Measure Recipe Tools/Containers Nutrition Elements Configuration of Lists “Lists” are defined as records needed for basic system operation. They should be entered first. NOTE: in the interest of time, this will be brief! For a complete walk-through on entering LISTS, see the “First Time Setup” on-line web demo… http://support.vydata.com/RMDemo_FirstTimeSetup.html

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

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

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

37. Vendor Information Setup Special Vendor Tools located on first tab… Excel Price Sheet Purchase Order History

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

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

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

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

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

43. Categories Inventory Categories (Right Tab)

44. 1.Assign Name 2.Sub-Categories (Optional) Categories Entering New Categories…

45. ADD EDIT REMOVE EXIT Categories Sub-Categories…

46. Locations are more important for tracking the areas where items are stored within the site Locations Recipes and Inventory follow the same setup process…

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

48. 1.Add/Edit/Remove 2.Setup Sub-Locations 3.Exit Locations

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

50. This screen holds both standard and non-standard units of measure for use throughout the system. Definitions of standard units are given by formulas in Universal Conversions. Definitions to Non-standard units are given in the conversions tab of the each Ingredient Item. Units of Measure

51. Universal Conversions – the internal conversion formulas for U.S Standard, Imperial, and Metric. Units of Measure NOTE: NEVER make any changes to this area unless you are absolutely SURE the change will be correct. This screen is the brains behind ALL standard unit conversions in the system

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

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

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

55. Nutrition Elements 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. Part A: Adding/Editing/Removing…

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

57. Mid-Day Workshop (Demo) Maneuver through all system areas Get used to where things are located Add/delete/edit some lists and follow along with the on-line web demo (Optional) Change your Nutrition Facts label (Optional) Add or remove an element Replace one element on the label with another Suggestions for your Workshop…

58. Inventory Introduction 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 become additions to stock when a PO is received Sales deduct final goods stock Sales and customer orders can be used to forecast the amount to prepare on a daily basis (production scheduling) Production planning is done to forecast stock re-ordering Allow the POS to do what it does best – Track Sales! Allow Recipe Manager to control production levels of product!

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

60. 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

61. Inventory Important Areas of the Inventory Item Screen… 1.The Toolbar 2.Item Name 3.The Category, Locations, Units area

62. Inventory The Inventory Item Screen Toolbar…

63. Inventory The Inventory Item Screen Options…

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

65. Inventory The Inventory Item Screen Categorization Area…

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

67. Inventory The List Add/Remove Screen…

68. Inventory The “General Tab”… 1.The Toolbar 2.Item Name 3.The Category, Locations, Units area 4.General Tab 1.Inventory Costing Method 2.FLAGS

69. Inventory The “General Tab” Details…

70. Inventory The “General Tab” Details…

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

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

73. Inventory Purchases Tab…

74. Inventory Purchases Tab (Detail)… NOTE: Purchases can be entered manually here for each item or by receiving a vendor purchase order. Either way, this will drive your raw material COST information, so this is highly important!

75. Inventory Purchases Tab (Detail Continued)…

76. Inventory Purchases Tab and Waste…

77. Inventory Dissimilate Quantity (An Advanced Feature)…

78. Inventory Unit Conversions Some good on-line references… http://www.gourmetsleuth.com/Dictionary.aspx http://recipes.chef2chef.net/conversion/yield-equivalency-1.htm NOTE: Standard units are already defined in Universal Conversions (Elements List) – however all non-standard units must be defined within each item

79. 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).

80. Inventory Conversions Tab…

81. 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. Inventory Conversions Tab Notes… If your item uses liquid volume (fl oz), but your recipe calls for mass (oz), you will need a unit conversion. The system can not go from mass to volume, for example, without a conversion.

82. Inventory

84. PAR Level for this item is based on a PAR schedule MIN/MAX level for this item controls what is ordered to replenish stock Inventory Item Quantity Tab: where these targets are…

85. Set Schedule for each day, specific days, weekly, monthly, etc. Set Quantity (defining the LOW stock measure) Set Unit (which will define the unit of measure of how the item is tracked Inventory The PAR Level: Set a PAR Schedule as needed

86. 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…

87. Inventory Re-Orders (Vendor PO’s) Reordering Low Stock…

88. Inventory The Nutrition Tab…

89. Inventory The Nutrition Tab (Continued)…

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

91. Inventory The USDA side…

92. Inventory The USDA side (Continued)…

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

94. 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.

95. 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.

96. The Recipe Recipes Define your Products

97. The Recipe Recipe Detail Screen (Overview)

98. The Recipe Recipe Detail Screen (Overview)

99. The Recipe Recipe Labels: Crystal Reports From Main List… Select Products, then Right-Click Select Print Crystal Label

100. The Recipe Recipe Labels: Crystal Reports or BarTender From Label Print… Enter number of labels per recipe to print Select a Type and Template Click GO! NOTE: Selection of BarTender requires BTW files pre-defined in the reports templates path (the DATA folder) for use with the BarTender version installed on the client PC.

101. The Recipe Fast-Printing Default (Default.btw) BarTender Labels From Main List… Select Products, then Right-Click Select Print BarCode Label The system looks for a DEFAULT.BTW file (if more templates are found a list will display) in LABELS subfolder of DATA path Labels should be sent directly to printer

102. A Production Menu… Production Scheduling Overview Can be created by… Generating a customer order and clicking SCHEDULE button Manually entering a new menu (production schedule) from a specific menu template

103. A Production Menu Template… Production Scheduling Overview Can be created by… Clicking the SETUP button Allowing orders to create them automatically

104. A Production Plan… Production Scheduling Overview Can be created by… Forecasting tools that examine sales or past usage history Manually entered Pre-Prep checking to see if we have the inventory to fill orders or meet demand

105. A production schedule (built from a MenuWriter template), is the tool which controls consumption transactions that reduce (use) raw materials and replenish final products Production Scheduling Summary Final products are then used for filling customer orders (covered in Day 2 tomorrow)

106. Final Q&A and Demo/Workshop 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 Open a recipe and generate a label Open a production schedule and make a change to the template Suggestions for your EOD Workshop…