Training Day 5Customer Order Processing

RecipeManager©

User TrainingSeptember 2014

Recipe Manager Vydata Systems Training Presentation

•Orders (from Stores): Intro and Order Screens•Order Customers List: Intro and Making Adjustments•Order Automation: Importing from Remote Locations•Orders from Production: Production Scheduling•Order Filling•Order Crediting (Product Returns)•Production Plan Analysis: Pre-Prep Check, Grocery List, etc.•Order Reconciliation and Making Adjustments•Order Shipping•Order Reporting•End-of-Day Workshop

Day 5 Training Agenda

Prior to today (prerequisite) we covered…

Inventory Review

Any questions before we move on?

•Inventory Introduction•Inventory Purchases•Inventory Conversions•Recipes Writing Details, Reporting and Labeling•Production Scheduling Overview

Inventory Review“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

Understanding this is key to filling customer orders on time!Remember: Customer Orders work the opposite of Vendor Orders (PO’s) – YOU are the

supplier!

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

NOTE: The MIN Quantity and PAR can be adjusted based on order delivery time to ensure stock is filled to the required levels

•SALEABLE Items: your “final goods” that ship to customers (these FILL your customer orders)•SUB-RECIPE Items: simply put, these are “prepared items” that are physically tracked. They can be sellable and usable in other recipes•STOCKED Items: are “available” inventory items (not R&D or test ingredients). Stocked items that are NOT sellable nor sub-recipes are generally considered “raw materials” – ordered from suppliers and used

Inventory

• 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…

Customer Orders (from Stores)Introduction to Order Processing in RM

• Orders are driven from individual deli or food-processing location as purchase orders

• Orders are imported to central kitchen• Orders are in a queue to be “processed”• Orders can be filled by running a production batch

(to “create” products), then creating outgoing shipments (LOTS) in the system

• Reports are generated (shipping reports, product labels, etc.), then products are packaged and shipped.

• Once shipped, orders can be “closed” to leave your central kitchen “Final Goods” inventory

Order-Production-Shipment CycleUnderstanding the Process

NOTE: LOT numbers entered at time of production will tie all shipped products back to production!

1. Import and verify orders received from stores

2. “PREPARE” button (creates entire production schedule)

3. Check your stock levels and print production sheets

4. Produce products in kitchen(mimics the virtual production done in RM with a unique batch number)

5. Reconcile Production (adjust actual verses schedule based on waste or changes during food prep)

6. Fill orders and ship (picking documents are printed, shippers pull what is available to ship out of what was produced) – adjust orders if needed in system

From Deli System

We will be revisiting this slide later again at the end of the process before the workshop!

Step 1: Customer Orders (Imported)Central Kitchen Processes Customer Orders from the FILE Menu

Main Order Screen

Import Store Orders (for the day or period) here

Search Orders here!

Show CLOSED Orders with your orders search by

selecting this

Setup Customer (Store) List here

Produce / Fill Orders here

Ship Orders here

Close Orders here

Print Reports & Exit here

Order ScreensThe Orders List – After Import, Problem Orders will be in RED

Specific Reports can also be used to root out problem orders

1. Generate Daily Orders Received report to check for missing orders

2. Generate Orders Detail Report that shows potential mis-orders and typos

Orders: Automating ImportingOrders can also be automatically pulled into the system or manually created

PROCESS: Recipe Manager can pull order files directly from its ‘Auto-Import’ path or through an interface

Order ScreensAn Open Order: the Order Detail Screen

Order Number, Type and Date Information

Customer (Store) Information – where the order was placed

Items ordered

Order tax, shipping, and total

Prepare and ship this single order from here

Add a CREDIT (return an item) here

Orders: Customer ListThe Customer (Store) List Screen

NOTE: Interfaces generally do not send all customer data to populate order information, so customer (store) data must be pre-defined and either manually entered or imported separately.

Orders: Customer ListThe Customer (Store) Maintenance Screen

NOTE: Double-click to open a customer record for modification or click ADD to add a new customer record for selection by an order (automatically from the import process)

Order AdjustmentsA Credit Memo: returning Product(s)

STEP 1: Open the Order

STEP 2: Click CRED to add a CREDIT MEMO, click Yes

STEP 3: Click Yes if you want this return applied to an actual physical item

Order AdjustmentsA Credit Memo: returning Product(s) (Continued)

STEP 6: Click to Print (if needed) and Save the Order

STEP 4: Click column to sort ascending, then search for the product being returned, and hit [Enter] key to select

STEP 5: Add the quantity to be returned

Order AdjustmentsA Credit Memo: returning Product(s) (Continued)

Final Result: An adjusted order!

Order is saved with this adjustment row in RED, and the quantity returned is reflected in the item’s WASTE in inventory.

NOTE: by default the original Order Ticket amount is NOT adjusted since it is already processed. Double-Click the PRICE column to reflect a negative adjustment (if needed).

Orders: Production Fill the orders for a specific day

PROCESS: The Schedule Production button will open MenuWriter to build the product list to prep in order to fill all the orders in the list!

Search or Import first (obtain the list)

Click to Schedule Production

Do a Pre-Prep Check

Reconcile Production

Do a Pre-Prep Check First, before you PREP!MenuWriter: Order Production Schedule

NOTE: The PRE-PREP Check makes sure you have the inventory to cover production!

MenuWriter: Production Analysis We now have our production PLAN, and can determine exactly

what we need to produce, purchase, etc. to fill all orders!

NOTE: Print custom reports from here – Grocery List, Product Production sheet, etc.NOTE: Items in white are fine. Items in red are low. However, production can still take place.

Changes to Existing OrdersOrder Modifications Automatically Adjust Production Schedules

Search first Open order The system knows the

assigned batch Make your modifications Click SAVE The system will prompt

you that it is making adjustments to “re-batch” if necessary

NOTE: Reprint necessary reports including production sheets when orders change

Orders: Produce & ReconcileA Production “RUN” Creates the Products Ordered and Deducts Raw

Materials from Stock

NOTE: If “Actual” production deviates from the “Plan” or “Waste” occurs… enter it here

Orders: Final StepShipment to Stores – Picking Documents

Search first Print Order

Packing List or Other Required Paperwork

Click SHIP ORDER

Orders: Final StepShipment to Stores

NOTE: LOT numbers, actual shipping quantities (if different) and order shipping details are shown here

Orders: ReportsAll Order/Shipping Reports can be generated from Orders List

Orders: ReportsExcel Bill of Lading

Orders: ReportsPackaging, Nutritional Labels, etc.

Workshop

• Enter a new order (since no interface is being used at this time)

• Add items to this order• Create the Production Schedule to fill the list of orders• Do a Pre-Prep Check, and then PREPARE!• Generate various reports, labels, and bill of lading• Close the orders, then check stock levels afterwards

Suggestions for your Workshop…