Training Day 2Product (Recipe) Tracking, Menus, and Stock Level Analysis

RecipeManager©

Recipe Manager Custom Training Presentation9/2013 Vydata Systems

Day 2 Training Agenda•Inventory and Production Review of Day 1 – Q&A/Recap•Recipe Writing Intro•Building New Recipes (Products) and Common Tips/Tricks•Recipe Nutrition – USDA Discussion •Recipe Attachments•Mid-Day Workshop (Demo)

•Recipe Writing General Details (Switches, Ingredients, Cost Settings, Yield, Portions, etc.)•Inventory Quantities, Counting, and Stock-Level Analysis•Using Reports for inventory analysis•Counting and Inventory Analysis against “Actual”•Analyzing Stock Level Problems: Shortages, Overages, Waste•Closing a Period after a Count: Reconcile vs. EOP Count•Detailed Costing•End-of-Day Workshop (Demo)

Yesterday we covered…

Review of Day 1

Any questions before we move on?

•Logging into the system•Where things are located – various screens and lists•Inventory items and general settings•Inventory purchases, unit of measure conversions, quantity (stock level) and setting PAR (target level)•Recipe writing and tracking introduction, reporting, and labeling•Production scheduling (Menu Writer): general over-view

The RecipeRecipe Writing: your Product Plan…

http://support.vydata.com/RMDemo_NewRecipe.html

Recipes define your product!

NOTE: Right-Click NEW or Selecting NEW from the Recipes main menu will open the New Recipe Wizard which will walk you through entering a new recipe! You can follow along with the

on-line demo if you wish…

• Recipe = Product Plan

• Sub-Recipe = becomes a “Physical” item

• Saleable = is a “Final” good

• Active = shows in main lists and searches

• Inactive recipes are generally R&D

The RecipeRecipe Writing: your Product Plan – Recipe Screen

Important AreasThe Recipe

The Recipe Detail Screen…

The RecipeThe Recipe Detail Screen (Continued)…

Features

•Scaling

The RecipeThe Recipe Detail Screen (Continued)…

Features

•Costing

•Set Price

•Find/Set Profit

The RecipeThe Recipe Detail Screen (Continued)…

Features

•Nutrition

The RecipeThe Recipe Detail Screen (Continued)…

•Pictures

The RecipeThe Recipe Detail Screen (Continued)… Features

•Attachments

The RecipeThe Recipe Detail Screen (Continued)… Features

NOTE: as with inventory, custom reports are displayed on the right

The RecipeThe Recipe Reports…

NOTE: you can report on any aspect of your data

The RecipeThe Recipe Reports…

Some good example reports for nutrition analysis

Workshop (Demo)

• Build a recipe from scratch• Work with fractions / decimals• Scale some recipes up / down• Examine recipe costing / pricing• Evaluate potential problems• Modify recipes and generate reports

Suggestions for your Workshop…

Recipe Writing DetailsActive, Saleable, and Sub-Recipe Settings

Let’s take BBQ Chicken as a simple example…

ACTIVE = Tells us we have a production recipe (non R&D)

SALEABLE = Tells us this is a final product ready for sale (or use in a production schedule or the master menu)

SUB RECIPE = Tells us this “final product” is physically in our inventory and can be tracked and/or used in another recipe

Recipe Writing DetailsRecipe Yields, Portions, and Number of Servings

Let’s take BBQ Chicken as a simple example…

YIELDS = Tells us the grand total this recipe produces

SERVINGS = Tells us what a single-person serving of this product is

NUM SERVINGS = Tells us exactly how many servings are in the total yield

Recipe Writing DetailsAdding Various Ingredient Inventory to your Recipes

Add Raw, Produced, and/or Final products (other recipes) from the “Add Ingredient” button on the right

Recipe Writing DetailsSub-Recipes

Sub-Recipes are tracked in inventory

If this is a pre-prepped item, it should be a recipe which can be double-clicked to view its inventory record

Recipe Writing DetailsRecipe Cost Detail

Food cost percentages and targets are here

Costing by portion/serving and yield

Enter your single serving estimated PRICE to examine the details per serving, per yield, or entire yield

Recipe Writing DetailsRecipe Cost Detail – Fixing Problems

Notice the “problem” area in red: double-click to fix it

Often costing problems include missing a purchase record or a valid unit of measure (requiring a conversion to be entered)

Inventory ConsolidationCounting Inventory

PROCESS: Run the “Physical Inventory Worksheet”, count, then enter data for consolidation.

Counting inventory can mark the END of a period or a RECONCILE of inventory to determine any waste (shortages) or overages

Inventory ConsolidationCounting Inventory

STEP 1: Select low stock or the items you want to count

FLAGS will show you items that are HIGH in cost, OLD, BAD, or LOW in stock levels

Click the Low Stock Items

We have our low stock levels list

PROCESS: Simply select “ALL Low Stock Items” to show the list. Reports can then be printed.

Inventory Consolidation

•Select Location for group count

Inventory ConsolidationOr… select a specific location or category to count instead

Inventory ConsolidationCounting Inventory

NOTE: Make sure and select to NOT show the quantity details for the person counting

STEP 2: Run the Physical Inventory Worksheet for printing

Inventory ConsolidationCounting Inventory

NOTE: there are many other options for counting including bar-coding or importing

STEP 3: Select to Count Inventory from List (after report is filled out)

Inventory ConsolidationCounting Inventory

Proceed to enter counts down the row in order of report!

Inventory ConsolidationCounting Inventory

When finished click End Count, this will close the counting session

NOTE: make sure the COUNT DATE next to the End Count button is correct! If you are not counting on the day of entry, you need to back date this value!

Inventory ConsolidationSTEP 4: Evaluating overages and shortages, then closing the period

•Posting zero counts for first count

•Select button on top left or hover over body and right-click

Inventory

Other Procedures for Inventory counts…

•Posting zero counts for first count

•Choose a date before your purchase dates on your Inventory items purchase dates

Inventory

Other Procedures for Inventory counts (Continued)…

NOTE: Initially (if not counting and item), you may need to configure a zero count or starting purchase / price update in order for inventory control to work

•Posting zero counts for first count

•Choose a date before your purchase dates on your Inventory items purchase dates

InventoryOther Procedures for Inventory counts (Continued)…

InventoryEntering Counts (using barcode scanning)…

Select Custom Report

Physical Inventory Worksheet

InventoryUsing Reports for Inventory Analysis…

Menu Engineering Worksheet – a report that analyzes both sales and inventory cost data to determine a “class” for each item

InventoryUsing Reports for Inventory Analysis (Continued)…

Note: there are many other reports that can be added or customized

InventoryAnalyzing Stock-Level Problems…

• Previous counts tracked

• PAR levels determine if stock is LOW

• Purchases tracked

• Amount prepared shows actual inventory USAGE

• Waste is factored

• Result is an accurate stock on-hand

• A COUNT done today becomes the “Actual”

NOTE: a “Shrinkage” is bad news! Where did the stock go?

InventoryAnalyzing Stock-Level Problems (Continued)…

A Shrinkage (in RED) shows that you should have MORE than you actually do. Why?

• Do you have high waste?

• Employees careless

• High Spoilage not being accounted for

• Theft?

• Gifts?

• Mistakes in counting?

The stock had to go somewhere!

InventoryAnalyzing Stock-Level Problems (Continued)…

An Overage (in GRAY) shows that you should have LESS than you actually do. Why?

• Did you count an item already sold?

• Was stock counted that is not owned (consignment / vendor-owned stock)?

• Was an order NOT received?

NOTE: Overages are not as big of a problem

Workshop (Demo)

• Add some counts• Generate some inventory reports• Manipulate an inventory item, set a PAR, and

compare stock levels

Suggestions for your Workshop…