Training Day 2Inventory, Orders and Production Control

RecipeManager©

User TrainingSeptember 2014

Recipe Manager Vydata Systems Training Presentation

•Inventory Introduction review of Day 1 – Q&A/Recap•Inventory Stock Level Targets: PAR, MIN, and MAX•Reordering Stock: Purchase Orders Overview•Mid-Day Workshop •MenuWriter Intoduction•The Master Menu•Production Menus•End-of-Day Workshop

Day 2 Training Agenda

Yesterday we covered…

Inventory Review

Any questions before we move on?

•Introduction, System Info, and Logging into RM Enterprise•System Overview and Finding Data•Configuration – Entering or Adjusting Lists•Inventory Introduction•Inventory Purchases•Inventory Conversions•Recipes: Intro, Reporting and Labeling•Production Scheduling Overview

Inventory“Target Levels”: 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

These define when and how much to re-order when stock is low!

•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)

InventoryImportant things to consider for all inventory items…

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

• Find items with a low stock FLAG

• Right-click (or use ORDERS button) to place an order

• The MIN/MAX target levels will be evaluated for determining what is ordered

Inventory Re-Orders (Vendor PO’s)Low Stock Re-Order Options

PROCESS: From low stock list, simply right-click and select ORDER STOCK.

• REQUEST

• ORDER

• BACK-ORDER

• RECEIVED

Initially, you may want a REQUEST (requisition) for an ORDER

It will then be later APPROVED into a purchase ORDER

Inventory Re-Orders (Vendor PO’s)

Purchase Orders / Requisitions

• Open the vendor

• Right-click and select Open/Edit Vendor Purchase Orders

To re-open existing orders…

Purchase Orders / Requisitions

• Double-click to open the order or requisition

The order we just placed is there…

Purchase Orders / Requisitions

• Click SCHEDULE

• The order will be placed in your Outlook Calendar and notify you when it is close to arrival!

Order Scheduling (in MS Outlook)…

Once a PO is created, it can be received later to replenish stock levels

Inventory Re-Orders (Vendor PO’s)

Workshop

• Configure an item for stock level tracking• Make a change to force it to be flagged LOW using

a PAR level with MIN/MAX adjustments• Place a Vendor PO and receive it to replenish

stock

Suggestions for your Workshop…

Day 1 mentioned this application’s duel focus…

MenuWriter – the Application

Final Product Menu Recipe cost changes based on

Inventory price changes Analysis of those changes Full Training on Day 4

Production of Meal Plans Production Scheduling Waste Sheets Virtual movement of inventory

from ingredient to meal Building process for Purchase

Orders Full Training on day 4

The Master Menu Production Menus

NOTE: access this application by clicking the MENU button in RM

•Organize your Products Menu•Price updates reflect on Menu

MenuWriterThe Master Menu

• Products organized by categories• “Saleable” sub-recipe inventory only• Final production items – end products• Products that are highlighted have recent price/cost changes

MenuWriterThe Master Menu – Usage

• Design your “Master Menu” by adding sections and products within those sections with the ADD TO button

MenuWriterThe Master Menu – Setup

• The ANALYZE button shows you what changed in your products on the Master Menu – simply “Acknowledge” those changes

MenuWriterThe Master Menu – Tracking Price/Cost Changes

• A printed Master Menu is generally designed for customer viewing

MenuWriterThe Master Menu – Printing a “Menu”

Workshop

• Set up a Master Menu• Make design changes on your Master Menu• Add/remove items on your Master Menu• Make some price updates and analyze• Generate a printed Menu

Suggestions for your Workshop…

MenuWriterThe Production Menus

• Food production can be driven by sales orders, forecasting, or manual entry

• Products that must be prepared or “produced”• Based on “production runs” from a “production schedule” (menu)• Menus can be scheduled by period (date) or event• PRE-PREP Check can be used to analyze stock levels first• PREPARE will deduct raw materials and create final products

MenuWriterThe Production Menus – Usage

• Design your Production Menu the same way as the Master Menu

MenuWriterThe Production Menus – Setup

• Analyze each ingredient to see if we have stock to cover the menu

MenuWriterThe Production Menus – PRE-PREP Check

• Enter how much “actual prep” and “waste”, then run production• Recipes are all scaled and production causes raw inventory deduction

MenuWriterThe Production Menus – Preparing Food

• Schedule a recurring “date” production run or a single “event”• Scheduling is done in MS Outlook Calendar

MenuWriterThe Production Menus – Scheduling

• Waste sheets record product waste during the production process• Waste is calculated in different ways depending on “when” it happens

MenuWriterThe Production Menus – Waste

• Entering your production notes is important to track “the details”

MenuWriterThe Production Menus – Notes

• A printed production menu is for internal viewing

MenuWriterThe Production Menus – Reporting / Analysis

• NOTE: we can view stock affected and place purchase orders

Revisiting Purchase OrdersAfter Production – Do we need more stock?

• NOTE: the LOW STOCK flag from Inventory will display all low items

Revisiting Purchase OrdersAfter Production – Checking Stock Levels

Workshop

• Set up a new Production Menu• Make design changes on your Production Menu• Add/remove items on your Production Menu• Schedule a catered event menu• Run the catered event menu production• Evaluate the inventory changes after production• Generate some production menu reports and analyze

Suggestions for your Workshop…