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Inventory in Real Time

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* Make it work Set yourself up for success * Whats the effect? * To count or not to count * Entering Inventory * Compare and check

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Make it Work Set yourself up for success Edit Orders Receive orders properly Label items Let someone know about a discrepancy immediately. (Alan, Phyllis and the program manager)

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Editing orders Make sure to edit your orders based on what you have on hand Use your freezer and storeroom lists to plan Use your ordering calendar to make notes to yourself about ordering product Work with other schools if you need only small quantities

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Dont Forget to Save! The button on the right, not the left

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Whats the Effect? Not properly editing orders results in WAY TOO MUCH FOOD Not enough space for storage Difficulty organizing Increased food costs Increased waste Difficulty on counting day

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Print your receiver the day of delivery Receive your Delivery

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Use the arrow to pull down a list of order types. Choose Received Orders

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Select the Order Number that you want to print a receiver for. You can use the Delivery Date to assist you in finding the correct Order Number.

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Select Print View

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Click the Print Button

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Take time now to save time later Label boxes and bags with item number and date Enter items and amounts onto freezer and storeroom lists Train your assistant to do this

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Whats the Effect? Not properly receiving can: Cause issues with FIFO no date marking, expired product Cause confusion between Cs and Ps when counting items Inaccurate or empty freezer lists/storeroom lists can cause a lot of extra work

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Food Quality Reports When you find poor quality food items, make sure to submit a Food Quality report as soon as possible. If a walk-in or freezer goes down, make sure to complete a food quality report or lost product report as soon as possible.

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To print a Food Quality Report, go to the Nutrition Services webpage on the PPS site and select Staff Resources Select Forms from the drop down menu.

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Select Food Quality Report and print the form. Complete the form, scan and email to Jessica at jvisinsky@pps.net.jvisinsky@pps.net

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Whats the Effect If a Food Quality report or Food Loss report is not completed: The items will remain in your inventory You will not get credit for food quality issues Food cost will be affected

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2 DAYS BEFORE INVENTORY DAY Verify all Site to Site(STS) Transfers and Alpenrose receiving are complete. Orders that are not received will show up under View Open Orders

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To perform a Site to Site Transfer. Click on the ordering tab.

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Click on Transfer Items Out Make sure your site is the from site and then choose the correct receiving site.

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Double check the item description. Select and click Add Type in the number of items and quantity. You can remove an item by using the RED X button After you are finished, select the Transfer Items Out button. Type short description of item and click Add

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Alpenrose Orders

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Whats the Effect? If these orders are not received before counting: The computer wont have an accurate count of your inventory Your physical counts will be off Food cost will be affected

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COUNT DAY Print the Inventory Worksheet Review Inventory Instruction email from Alan

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To print the Inventory Worksheet, select the Inventory tab in WebSMARTT.

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Under Inventory Reporting, choose Select Reports

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#1 Use the drop down menu to select the Physical Inventory Worksheet-All Bins-2 Levels #2 Select View to see the document and print from the view screen.

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Ensure items are properly stored and ready to count Count only unopened units and document properly You will scan the Inventory Worksheet to the supply chain coordinator. Email your program manager when finished

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The computer expects you to have a certain amount of product. 2 Be careful when counting that you are entering on the right line.

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When counting, avoid putting zeroes Makes it harder to read and recognize numbers

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Whats the Effect? If the inventory count is not accurate: The numbers entered into the computer will be inaccurate Inventory could be added Food cost will be affected

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To Count or Not to Count

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Ask Yourself Can I open the item any further? When opened is the item a single serving or multiple servings?

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Count or Dont Count? DONT COUNT These are single servings

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Count or Dont Count? COUNT Count the closed case as well as unopened bags

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Count or Dont Count? DONT COUNT This item has been opened and partially used. It cannot be opened any further

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Count or Dont Count? COUNT The bag can be opened further and it is multiple servings

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Count or Dont Count? COUNT The bag is unopened and is multiple servings

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Count or Dont Count? DONT COUNT Case is opened, single servings

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Count or Dont Count? COUNT The bag can be further opened and is multiple servings

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Count or Dont Count? COUNT The pizza is multiple servings

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Dont Count Fresh Produce Fresh Fruit Fresh Vegetables Items starting with 80-82 Equipment such as gloves, knives, pizza cutters, etc.

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Inventory Day

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To enter counts, go to the Inventory tab in WebSMARTT Select Physical Inventory Click the Change button to begin entering. Enter the quantity and use the drop down for your unit of measure. Do not enter both counts to the same item. Example: Only enter 1 bottle of Mayo, not 1 bottle and 0.08 case.

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Enter counts into the system You must Confirm your counts. Print the Confirmation Report and compare to the Inventory Worksheet. After you Confirm, the Print button will appear for you to select. Keep the Confirmation Report in case it is needed later.

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CLEAN UP

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DO NOT do any of the following on Inventory day Enter or receive Alpenrose orders Create or receive site to site transfers Count Inventory

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TAKEAWAY.. Consistency is key Keep Inventory correct at all times Stay organized Double check everything Track your stock along the way Communicate questions and problems

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Lets Review Whats the Effect if

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Whats the Effect? Not properly editing orders results in: WAY TOO MUCH FOOD Not enough space for storage Difficulty organizing Increased food costs Increased waste Difficulty on counting day

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Whats the Effect? If an order is not properly received, it can: Cause issues with FIFO no date marking, expired product Cause confusion between Cs and Ps when counting items Inaccurate or empty freezer lists/storeroom lists can cause a lot of extra work

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Whats the Effect? If Alpenrose orders and site to site transfers are not received before counting: The computer wont have an accurate count of your inventory Your physical counts will be off Food cost will be affected

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Whats the Effect? If the inventory count is not accurate: The numbers entered into the computer will be inaccurate Inventory could be added Food cost will be affected

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Now lets take a look at real-life examples