Training Day 2Inventory Control / Purchase Orders

RecipeManager©

apkUser TrainingDecember 12-15, 2011

Recipe Manager Training Presentation2/2011 Vydata Systems

•Inventory Introduction Review (of Day 1)•Inventory PAR Levels•Inventory Quantities, Counting, and Stock-Level Analysis•Counting, then Analysis of Inventory against “Actual” •Analyzing Stock-Level Problems•Shortages versus Overages•Workshop•Reordering Low Stock•Purchase Requisitions•Workshop

Today’s Training Agenda

Yesterday we covered…

Inventory Review

•Basic introduction to Recipe Manager Enterprise•Logging into the system•System Overview- finding data•Configuration – how to adjust lists•Inventory Introduction •Inventory Purchases •Inventory Conversions •Nutrition•Inventory Pictures / Attachments•Using Custom Fields

Any questions before we move on?

•PAR Levels and their function with MenuWriter and Purchase Orders •Count history

•Stock On-Hand data

InventoryInventory Item Screen Quantity Tab…

•Set Schedule•Set Quantity•Set Unit

InventoryImportant settings…

• Must enter Locations and Physical Units in counting inventory

• Locations in reference to your facility layout• Counting consistency through proper Locations and

grouping • Must post a zero count for an item (if you don’t

physically count it)

InventoryImportant things to consider…

Procedure for Inventory counts

Inventory

•Select Location for group count

InventoryProcedure for Inventory counts (Continued)…

•Posting zero counts for first count

•Select button on top left or hover over body and

right-click

InventoryProcedure for Inventory counts (Continued)…

•Posting zero counts for first count

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

InventoryProcedure for Inventory counts (Continued)…

•Posting zero counts for first count

•Choose a date before your purchase dates on

your Inventory items purchase dates

InventoryProcedure for Inventory counts (Continued)…

Select Custom Report

Physical Inventory Worksheet

InventoryUsing Reports for Inventory Analysis…

Physical Inventory Worksheet

InventoryUsing Reports for Inventory Analysis (Continued)…

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

Counts are physical stock level checks

InventoryEntering Counts…

InventoryCan also enter Counts from Main List…

This method works well on a tablet PC!

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

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

compare stock levels

Suggestions for your Workshop…

InventoryReordering Low Stock…

• Find items with a low stock FLAG

• Right-click to place an order

Purchase Orders / Requisitions• 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

Purchase Orders / Requisitions

• Fire off the creation of requests or orders

Save your ORDERS when done…

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)…

Workshop

• Force items to become “low” in stock• Place purchase orders for those items• Receive / back-order items• Schedule your order in Outlook

Suggestions for your EOD Workshop…