Training Day 1Complete System Overview and Introduction

RecipeManager©

Recipe Manager

Training Presentation

2/2011 Vydata Systems

apk

User Training

December 12-15, 2011

Who we are…

KEVIN RAWLSVydata Global R&D / Technical Manager

Corporate Headquarters9160 Mammoth DriveBaton Rouge, LA 70814United States of America

www.vydata.com

1-800-272-6767

1-225-275-1603

•Basic introduction to Recipe Manager Enterprise•Logging into the system•System Overview- finding data•Configuration – how to adjust lists•Workshop•Inventory Introduction •Inventory Purchases •Inventory Conversions •Nutrition•Workshop

Today’s Training Agenda

Introduction to Recipe Manager…

What is Recipe Manager?

Recipe Manager is an application designed for total food data management. It is designed to track detailed information at all product levels from individual ingredients to final production. It can be utilized by any size organization from the independent chef or caterer tracking simple product cost, nutrition, and handling packaging to multiple locations needing total production control. Manage your operation with precision with Recipe Manager.

Product Web Site : www.recipemgr.com

Introduction (Continue)…

• Typical desktop Icon• Recipe Mgr System Login

System Login

Finding the data you need… quickly!The Desktop: explanation and breakdown of screen layouts

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)• Reports (Generation or Customization)• Tutorials• Exiting (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 Desktop

Inventory Desktop

• List View

Displays the records or rows of selected inventory

• 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)

• Quick way to do actions on a selection of records / rows

Inventory DesktopImportant Right-Click Menu

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 Desktop

Recipe Desktop

• List View

Recipe Desktop

• Active• Inactive• All

Recipe lists are

based on …

Recipe Desktop

• Handles your most common tasks– New, Open, Duplicate, Print

• Some specialized tasks– Add / Move to different

categories or locations– Filter List to Selected Items

• Quick way to do actions on a selection of records / rows

Important Right-Click Menu

• 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

MenuWriter ModuleHas 2 Primary Functions

The Master Menu

MenuWriter Module

The Production Menu

MenuWriter Module

• 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.

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

Note: Full training on

Days 2 &4

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 Inventory tracking

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 to standard

units are given by formulas in

the Universal Conversions.

Definitions to Non-standard

units are given in the

conversions tab of the

Ingredient Item.

Units of Measure

Universal Conversions – the internal conversion formulas for U.S Standard, Imperial, and Metric. These formulas

should not be adjusted.

Units of Measure

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…

Workshop

• Maneuver through all system areas• Get used to where things are located• Add/delete/edit some lists• Change your Nutrition Facts label

• Add or remove an element• Replace one element on the label with another

Suggestions for your Workshop…

InventoryThe 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 are pulled (interfaced) from a PO System

• Sales from a POS Interface can be used to forecast the amount to prepare on a daily basis

• Production planning for future to see what you need to order today

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?

• Is an inventory item

• Can be used in a recipe

• Can be a recipe itself

• Can be marked for sale

Each recipe 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)…

InventoryPurchases Tab (Detail Continued)…

InventoryPurchases Tab and Waste…

InventoryDissimilate Quantity…

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 in the 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 (see next slide).

That is where the reference pages in previous slides comes into

Play.

InventoryConversions Tab Note…

Inventory

Inventory

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.

Workshop

• Maneuver through the inventory list areas• 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

Suggestions for your EOD Workshop…