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…