training day 1 complete system overview recipe manager © recipe manager custom training...
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Training Day 1Complete System Overview
RecipeManager©
Recipe Manager
Custom Training Presentation
9/2013 Vydata Systems
Who we are…
Corporate Headquarters9151 Interline AveBaton Rouge, LA 70809United States of America
www.vydata.com
225-272-6767 (Office)
866-272-6767 (Toll Free)
225-275-1603 (Fax)
MIKE ALEXANDERVydata 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
•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
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.com
Introduction (Continue)…
• Typical desktop Icon• RM Enterprise Login• Language Selection (if
turned on)
System Login
NOTE: the default login account is ADMIN, password ADMIN
Finding Information: The RM Desktop Explanation
System Overview
• 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
Access to system modules
System ToolBar
• Recipe List• Inventory List• Menus (MenuWriter Module)• Purchase Orders• Reports (Generation or Customization)• Tutorials• Exit (Shutting Down)
Inventory DesktopStarting with your inventory…
NOTE: We need to focus on INVENTORY after entering lists (prior to creating any recipes or menus)
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)
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
Search Capabilities
Inventory Desktop
• Search within database• Floating search bar• Search on anything• Use operands
• >, <, =, <>• Like, Includes,
Not Like, etc.• Use wildcards
• Asterisks (*)• Percents (%)
• Tree View• Custom Reports
Inventory DesktopSearch Capabilities
Inventory Desktop
List View
Displays the records (rows) of inventory items from a search or tree selection
Main List View
• Stocked• Unstocked/Inactive• All
Inventory list
based on …
Inventory Desktop
• 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 DesktopImportant Right-Click Menu
NOTE: the right-click menu is a quick way to do specific actions on selected items
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)
Recipe Desktop
Recipe DesktopSearch 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
Recipe DesktopSearch Capabilities
Same custom database search capabilities discussed earlier in Inventory area
• Tree View• Custom Reports
Recipe DesktopSearch Capabilities
Recipe Desktop
• List View• Search
box at top• Custom
Columns• Reports
on right
Recipe Desktop
• Active• Inactive• All
Recipe lists are
based on …
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
• 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 Menu Production Menus
MenuWriter ModuleHas 2 Primary Functions
NOTE: specific areas of this module are accessed throughout Recipe Manager
The Master Menu
MenuWriter Module
The Production Menu
MenuWriter Module
• 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’s Internal Transfers
Purchase Order (PO) ModuleAlso has 2 System Areas
NOTE: don’t confuse Vendor ORDERS (PO’s) with Customer ORDERS!
Purchase Order (PO) ModuleExternal Vendor PO’s
Purchase Order (PO) ModuleInternal Transfers
ReportsSetting Up and Report Configuration
NOTE: this is generally part of system configuration for the System Admin or IT
• 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
Vendor Information SetupAccess the Vendor List from the File-Open-Vendors Menu…
Vendor Information SetupThe vendor list includes a toolbar to the right side…
• ADD• EDIT• REMOVE• ORDERS• EXIT
Vendor Information SetupAdding a NEW vendor…
Try to enter as much detail as you can… better for reporting!
Vendor Information SetupSpecial Vendor Tools located on first tab…
•Excel Price Sheet•Purchase Order History
Vendor Information SetupCustom Vendor Price Sheets in Microsoft Excel…
•Import price updates directly from Vendors
Vendor Information SetupPurchase Order History for a Vendor…
•See all open, back-ordered, or received items for a specific vendor
CategoriesRecipes and Inventory both follow the same setup process…
CategoriesOpen the Categories list for both recipes and inventory under the File-Open-Categories menu…
CategoriesMake sure you are in the correct category list…
Recipe Categories (Left Tab)
Categories
Inventory Categories (Right Tab)
1. Assign Name
2. Sub-Categories
(Optional)
CategoriesEntering New Categories…
• ADD• EDIT• REMOVE• EXIT
CategoriesSub-Categories…
Locations are more
important for tracking the areas where items are stored within the site
LocationsRecipes and Inventory follow the same setup process…
LocationsAccess the Locations List from File-Open-Locations…
1. Add/Edit/Remove
2. Setup Sub-Locations
3. Exit
Locations
Units of MeasureAccess the Units List from File-Open-Units…
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
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
SETUP Types button opens the screen to configure additional units with formulas such as Canadian, Japanese etc…
Units of MeasureUniversal Conversions
Nutrition ElementsAccess this List from File-Open-Nutrition Elements…
This list controls the “Nutrition Facts” details for all recipes and ingredients
Nutrition Elements
This list is automatically updated with the USDA Nutrition download
Setup your nutrition label here and click “Preview” to view it
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…
Nutrition Elements
Double-click to open an element for editing
Part B: Defining the Nutrition Label…
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…
Inventory IntroductionThe 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!
Note: it is important to properly set up your inventory Categories, Locations , and Physical Units (the “Lists”)
InventoryHow does this work?
• Can be stocked for use in recipes
• Can be a recipe itself
• Can be marked for sale
Each item…
InventoryThe 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
InventoryImportant Areas of the Inventory Item Screen…
1. The Toolbar
2. Item Name
3. The Category, Locations, Units area
InventoryThe Inventory Item Screen Toolbar…
InventoryThe Inventory Item Screen Options…
InventoryThe Inventory Item Screen Name / Cost Area…
InventoryThe Inventory Item Screen Categorization Area…
InventoryAdding / Changing Inventory Categories…
Click the ellipse (…) button
InventoryThe List Add/Remove Screen…
InventoryThe “General Tab”…
1. The Toolbar
2. Item Name
3. The Category, Locations, Units area
4. General Tab
1. Inventory Costing Method
2. FLAGS
InventoryThe “General Tab” Details…
InventoryThe “General Tab” Details…
InventoryThe Other Tabs on the Inventory Item Screen…
• General
• Conversions
• Purchases
• Quantity
• Nutrition
• Picture
• Attachments
• Custom
• 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…
InventoryPurchases Tab…
InventoryPurchases 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!
InventoryPurchases Tab (Detail Continued)…
InventoryPurchases Tab and Waste…
InventoryDissimilate Quantity (An Advanced Feature)…
InventoryUnit 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
InventoryConversions 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).
InventoryConversions Tab…
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.
InventoryConversions 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.
Inventory
Inventory
•PAR Level for this item is based on a PAR schedule
•MIN/MAX level for this item controls what is ordered to replenish stock
InventoryItem Quantity Tab: where these targets are…
•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
InventoryThe PAR Level: Set a PAR Schedule as needed
• 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 UnitsWhy? 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…
Inventory Re-Orders (Vendor PO’s)Reordering Low Stock…
InventoryThe Nutrition Tab…
InventoryThe Nutrition Tab (Continued)…
InventoryThe Nutrition Tab’s Import from USDA…
InventoryThe USDA side…
InventoryThe USDA side (Continued)…
InventoryThe USDA Import to the Item in Recipe Manager is done…
InventoryThe 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.
InventoryThe 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.
The RecipeRecipes Define your Products
The RecipeRecipe Detail Screen (Overview)
The RecipeRecipe Detail Screen (Overview)
The RecipeRecipe Labels: Crystal Reports
From Main List…• Select Products,
then Right-Click• Select Print Crystal
Label
The RecipeRecipe 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.
The RecipeFast-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
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
A Production Menu Template…
Production Scheduling Overview
Can be created by…
• Clicking the SETUP button
• Allowing orders to create them automatically
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
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)
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…