ProfessionalProcurement

Functions Quick Start Guidev 2.0 - November 2016

Got a question? Need extra help? We’re here to help - 01252 705 222Or email us on pisupport@pelicanprocurement.co.uk

Planning and costing functions is a time consuming yet necessary task. It can be difficult working out all the costs involved and what profit can be expected.

‘Piranha Functions’ now offers you an incredible, new easy way cost your events

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Step 1. Create your function

Step 2. Name your function / location / date & time / notes and number of covers

1. Use the function information panel to add details of the name of the event, its location when it’s taking place (and the time). Also, detail the number of people who are attending (the number of covers) and add any additional notes you’d like to save with this function.

1. From the drop down list select ‘function’2. Then, select the ‘create’ button to start building your function3. Once created, previous functions can be viewed by selecting the ‘functions’ button. (See Appendix 1).

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Step 3. Add items to your function

Step 4. Searching for a recipe and adding it to the function

1. Select the ‘Add item’ button. Then select to add: Recipe... (from your Piranha recipe library) Other products... (from your Pi inventory - products you’ve been invoiced) Labour cost... (which is associated with the function) Miscellaneous... (any other item you wish to manually add)

1. If recipe is selected, the add recipe box will show recipes that have been created within Piranha. To search for a recipe, simply type the recipe name in the search box.

2. The recipe ‘per portion costs’ are detailed.3. To add the recipe to the function, click the ‘Select +’ button.

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Step 5. Add recipe portion quantities and the recipe ‘sale’ price

Step 6. Adding an ingredient to a function

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1. The recipe name is displayed along with the ‘chef ’ icon (indicating that its a recipe).2. Detail the quantity of portions which are going to be making for the function 3. The recipe (per portion) cost is shown. If you’ve duplicated a function, you can use the ‘circle arrow’

icon to update the recipe cost. (This will use your latest invoice prices).4. If you are selling the recipe, you can detail the sale price (per portion) along with the VAT rate.5. The total cost is displayed. (i.e. Quantity x unit cost)6. The total income from the recipe is displayed (i.e. Quantity x sale price)7. To delete a recipe from the function, select the cross icon.

1. Select ‘Add item’2. Then select ‘Other product’

The same process is done to add a Labour or Miscellaneous cost to a function.

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Step 7. Search for a product

1. To search for a product, simply type the product name (or product code) in the search box. 2. The ingredient’s costs are detailed.3. To add the product to the function, click the ‘Select +’ button. 4. You can filter the results by supplier name by using the dropdown (if required)5. If you cannot find the product you are looking for (you have never purchased it), use the ‘missing products’

button to search for products and add them to the function.6. Select the ‘x’ icon to close the search box.

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Step 8. Adding a product to function

1. After you have selected the product, it is added to your function. To examine the product further (or fix any issues with the product) select the cog icon next to the product name (this will take you to the edit product page.)

2. Detail the quantity of purchased items you are using. (Or use the drop down and select an alternative measure and enter the appropriate quantity).

3. The ingredient cost is shown. If you’ve duplicated a function, you can use the ‘circle arrow’ icon to update the ingredient cost

4. If you are selling the ingredient, you can detail the sale price along with the VAT rate.5. The total cost is displayed. (i.e. Quantity x unit cost)6. The total income from this ingredient is displayed (i.e. Quantity x sale price)7. To delete an ingredient from the function, select the cross icon.

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Step 9. Adding a Labour cost to function

1. After ‘Labour’ has been selected, the labour panel will be displayed. In the first box, detail the name of the labour item.

2. Detail the number of staff and the number of hours they will be working.3. Detail the hourly rate which the staff member is being paid.4. If you are charging this labour cost out, add in the sale price and the VAT rate.5. The total cost (ex VAT) is displayed6. The total income amount is displayed.7. Select the ‘x’ icon to delete the labour item.

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Step 10. Adding a miscellaneous cost to a functions

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1. After Miscellaneous has been selected the miscellaneous panel is shown. Any additional costs relating to the function can be detailed here. Add the name of the miscellaneous item

2. Detail the quantity of the item3. Add the cost (per unit)4. If you are able to charge for this item detail the sale price and the VAT rate5. The total cost will be displayed6. The income relating to the item is displayed7. Select the ‘x’ icon to remove this item from the function.

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Step 11. Review the function’s costs, income and profit.

As the function’s costs items are added (and relevant information is added) the panel on the right is updated detailing the function’s costs, income and profit. Sale prices can be updated to ensure you are achieving the desired profit (GP%).

1. Total costs are shown. 2. Cost per head (total costs divided by covers).3. Charge per head ex VAT (total income divided

by covers)4. Charge per head inc VAT (total income divided

by covers).5. The total income (ex VAT) 6. The total income (inc VAT) 7. Total profit and GP%

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Step 12. Recipe ‘status’ selection

Step 13. Downloads

Three function statuses can be selected.

1. All functions start in the ‘planning’ status. Build your function in this status detailing the expected quantities and detailing the items you are planning to use.

2. After the function has taken place, select the ‘reviewing’ status (the button will turn green). You can then detail the actual quantities along with any additional items used.

3. Finally you can select the ‘locked’ status button to lock the function and record that you have finished adding detail.

At any stage throughout this process you can select the ‘download’ dropdown and select to download a report.

1. Download Function (report) - This download details the costs, income and profit relating to the event. It also details all the recipe, products, labour and miscellaneous items which have been added. If this report is downloaded whilst in the reviewing (or locked) stage, both the planned and actual quantities are displayed along with the ‘change (+/-)’.

2. Shopping list (report) - This download details all the items (products) required for the function. If recipes have been added to the function - the download details the recipe’s constituent ingredients. Note that the quantities shown on this download are the quantities of the purchased item required.

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Step 14. Stock deduction (advanced Pitstop mode)

If you have Pitstop’s Advanced Mode enabled, after a function is ‘locked’ you can then proceed to ‘deduct the stock’ used from your stock levels. The stock deduction will be recorded at the date of the function and detailed as a sale. Select the ‘Deduct Stock’ button.

The page will reload detailing the products and quantities which will be deducted.

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1. This is the function date (if no date and time were entered today’s date and time will be used.)2. If a product isn’t stock managed then no stock deduction can be made. 3. Select the ‘deduct all’ button to process the stock deduction. Feedback is provided regarding the

status of the operation. Once complete, the stock which has been deducted can be reviewed.

Note that the function cannot be edited once stock has been deducted,

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Appendix 1. Function list

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1. The search box can be used to search all the functions which have been created. You can search either by function name or by function location.

2. Each function created is given a ID number. This number is detailed on the downloads for your convenience.

3. The function name ‘location’ and ‘site’ name are displayed.4. The date and time of the function5. Number of covers6. Status of the function. (if the function has been locked and stock deducted this is also shown).7. Total function cost8. The download facility enables you to download a list of your functions. Please note that the export

will only detail the functions which are in view. i.e. If you filter the function list by using the search box then the export will only detail the functions being displayed.

9. To edit a function which has been created select the edit button.10. To duplicate a created function select the copy icon11. To delete a function select the bin icon,

Once a function has been created, it can be reviewed, edited, duplicated or deleted by accessing the ‘functions list’ page.

Note that the function cannot be edited once stock has been deducted,

ProfessionalProcurement

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