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Training Day 1Complete System Overview and Introduction
RecipeManager©
Recipe Manager
Training Presentation
2/2011 Vydata Systems
apk
User Training
December 12-15, 2011
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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
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•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
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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
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Introduction (Continue)…
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• Typical desktop Icon• Recipe Mgr System Login
System Login
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Finding the data you need… quickly!The Desktop: explanation and breakdown of screen layouts
System Overview
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• 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
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Access to system modules
System ToolBar
• Recipe List• Inventory List• Menus (MenuWriter Module)• Reports (Generation or Customization)• Tutorials• Exiting (Shutting Down)
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Inventory DesktopStarting with your inventory…
NOTE: We need to focus on INVENTORY after entering lists (prior to creating any recipes or menus)
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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)
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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
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Search Capabilities
Inventory Desktop
• Search within database• Floating search bar• Search on anything• Use operands
• >, <, =, <>• Like, Includes,
Not Like, etc.• Use wildcards
• Asterisks (*)• Percents (%)
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• Tree View• Custom Reports
Inventory Desktop
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Inventory Desktop
• List View
Displays the records or rows of selected inventory
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• Stocked• Unstocked/Inactive• All
Inventory list
based on …
Inventory Desktop
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• 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
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Recipe Desktop
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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
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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
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Recipe DesktopSearch Capabilities
Same custom database search capabilities discussed earlier in Inventory area
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• Tree View• Custom Reports
Recipe Desktop
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Recipe Desktop
• List View
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Recipe Desktop
• Active• Inactive• All
Recipe lists are
based on …
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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
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• 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
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The Master Menu
MenuWriter Module
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The Production Menu
MenuWriter Module
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• 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.
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Vendor Information SetupAccess the Vendor List from the File-Open-Vendors Menu…
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Vendor Information SetupThe vendor list includes a toolbar to the right side…
• ADD• EDIT• REMOVE• ORDERS• EXIT
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Vendor Information SetupAdding a NEW vendor…
Try to enter as much detail as you can… better for reporting!
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Vendor Information SetupSpecial Vendor Tools located on first tab…
•Excel Price Sheet•Purchase Order History
Note: Full training on
Days 2 &4
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Vendor Information SetupCustom Vendor Price Sheets in Microsoft Excel…
•Import price updates directly from Vendors
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Vendor Information SetupPurchase Order History for a Vendor…
•See all open, back-ordered, or received items for a specific vendor
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CategoriesRecipes and Inventory both follow the same setup process…
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CategoriesOpen the Categories list for both recipes and inventory under the File-Open-Categories menu…
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CategoriesMake sure you are in the correct category list…
Recipe Categories (Left Tab)
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Categories
Inventory Categories (Right Tab)
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1. Assign Name
2. Sub-Categories
(Optional)
CategoriesEntering New Categories…
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• ADD• EDIT• REMOVE• EXIT
CategoriesSub-Categories…
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Locations are more
important for Inventory tracking
LocationsRecipes and Inventory follow the same setup process…
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LocationsAccess the Locations List from File-Open-Locations…
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1. Add/Edit/Remove
2. Setup Sub-Locations
3. Exit
Locations
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Units of MeasureAccess the Units List from File-Open-Units…
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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
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Universal Conversions – the internal conversion formulas for U.S Standard, Imperial, and Metric. These formulas
should not be adjusted.
Units of Measure
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SETUP Types button opens the screen to configure additional units with formulas such as Canadian, Japanese etc…
Units of MeasureUniversal Conversions
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Nutrition ElementsAccess this List from File-Open-Nutrition Elements…
This list controls the “Nutrition Facts” details for all recipes and ingredients
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Nutrition Elements
This list is automatically updated with the USDA Nutrition download
Setup your nutrition label here and click “Preview” to view it
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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…
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Nutrition Elements
Double-click to open an element for editing
Part B: Defining the Nutrition Label…
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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…
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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!
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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…
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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
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InventoryImportant Areas of the Inventory Item Screen…
1. The Toolbar
2. Item Name
3. The Category, Locations, Units area
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InventoryThe Inventory Item Screen Toolbar…
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InventoryThe Inventory Item Screen Options…
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InventoryThe Inventory Item Screen Name / Cost Area…
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InventoryThe Inventory Item Screen Categorization Area…
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InventoryAdding / Changing Inventory Categories…
Click the ellipse (…) button
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InventoryThe List Add/Remove Screen…
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InventoryThe “General Tab”…
1. The Toolbar
2. Item Name
3. The Category, Locations, Units area
4. General Tab
1. Inventory Costing Method
2. FLAGS
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InventoryThe “General Tab” Details…
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InventoryThe “General Tab” Details…
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InventoryThe Other Tabs on the Inventory Item Screen…
• General
• Conversions
• Purchases
• Quantity
• Nutrition
• Picture
• Attachments
• Custom
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• 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…
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InventoryPurchases Tab…
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InventoryPurchases Tab (Detail)…
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InventoryPurchases Tab (Detail Continued)…
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InventoryPurchases Tab and Waste…
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InventoryDissimilate Quantity…
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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
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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).
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InventoryConversions Tab…
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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…
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Inventory
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Inventory
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InventoryThe Nutrition Tab…
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InventoryThe Nutrition Tab (Continued)…
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InventoryThe Nutrition Tab’s Import from USDA…
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InventoryThe USDA side…
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InventoryThe USDA side (Continued)…
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InventoryThe USDA Import to the Item in Recipe Manager is done…
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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.
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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.
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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…