Procurement. User Guide

Transcription

1 Procurement User Guide

2 The information in this document is subject to change without notice and does not represent a commitment on the part of Horizon. The software described in this document is furnished under a license agreement. The software may be used or copied only in accordance with the terms of agreement. It is against the law to copy the software on any medium except as specifically allowed in the license agreement. The purchaser may make one copy of the software for backup purposes. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or information storage and retrieval systems, without the express written consent and permission of Horizon Software International, LLC, Duluth, GA Horizon Software International All Rights Reserved. Horizon Software International, LLC 2915 Premiere Parkway Suite 300 Duluth, GA Technical Support Number: (800) Fax Number: (770)

3 TABLE OF CONTENTS KidServe Procurement User Guide PROCUREMENT INTRODUCTION (120000) Overview SHOPPING LIST (120001) Overview Enter Shopping List (120100) Enter Shopping List Query Screen Definitions (120100) Enter Shopping List Details Screen Definitions (120110) Quick Entry Tab Shopping List Entry Tab Order Comments Tab Required Delivery Date Tab Add a Shopping List Enter Order Quantities with the Quick Entry Tab Enter Order Quantities with the Shopping List Entry Tab Edit a Shopping List Delete a Shopping List Add an Order Comment for a Vendor Complete a Shopping List Ez-Steps for Shopping List (120751) Ez-Steps for Shopping List Screen Definitions Create a Shopping List with the Ez-Steps Shopping List Order Templates (120103) Use the Order Template Feature Shopping List Order Templates Query Screen Definitions (120103) Shopping List Order Templates Details Screen Definitions (120110) Add a Shopping List Order Template Create the Template with the Quick Entry Tab Create the Template with the Shopping List Entry Tab Edit a Shopping List Order Template Delete a Shopping List Order Template MENU PLAN ORDERING (120002) Overview Where do the Ordering Quantities Come from Help the System Calculate the most Accurate Ordering Quantities Ez-Steps for Projected MP Quantities (120752) Ez-Steps for Processing Menu Plan Order Forecast (120753) REVIEW SHOPPING LISTS (120008) Review Shopping Lists Definitions and Tasks Review Shopping Lists Screen Definitions (120008) Edit/Review a Shopping List ORDER CONSOLIDATION (120003) Order Consolidation Definitions and Tasks Order Consolidation Screen Definitions (120003) Consolidate Orders i

4 EDIT CONSOLIDATED ORDERS (120004) Edit Consolidated Orders Definitions and Tasks Edit Consolidated Orders Query Screen Definitions (120004) Edit Consolidated Orders by Vendor Details Screen Definitions (120010) Edit Consolidated Orders by Site Details Screen Definitions (120005) Edit a Consolidated Order by Vendor Edit a Consolidated Order by Site PROCUREMENT FILE SETUP (120006) Overview Customer Numbers Customer Numbers Query Screen Definitions (120220) Customer Numbers Details Screen Definitions (120221) Set up Customer Numbers SHIPPING EXCEPTIONS (120222) Shipping Exceptions Overview - Warehouse Only Feature Shipping Exceptions Screen Definitions Create Shopping Lists Based on Shipping Exceptions IMPORT/EXPORT OPTIONS (120020) Overview (120020) Export to US Foods (120021) Export to US Foods Screen Definitions Export a US Foods Order PROCUREMENT REPORTS Consolidated Orders (800002) Report Criteria for Consolidated Orders Screen Definitions (800002) Consolidated Orders Report Definitions Consolidated Orders Summary (800011) Report Criteria for Consolidated Orders Summary Screen Definitions (800011) Consolidated Order Summary Report Definitions Purchased Goods Delivery Ticket (800022) Report Criteria for Purchased Goods Delivery Ticket Screen Definitions (800022) Purchased Goods Delivery Ticket Report Definitions Shopping List Order Templates (800187) Report Criteria for Shopping List Order Templates (800187) Shopping List Order Templates Report Definitions Shopping List Worksheet (800029) Report Criteria for Shopping List Worksheet Screen Definitions (800029) Shopping List Worksheet Report Definitions Site Order (800031) Report Criteria for Site Order Screen Definitions (800031) Site Order Report Definitions Sites Shopping List Orders (800072) Report Criteria for Sites Shopping List Orders Screen Definitions (800072) Site Shopping List Orders Report Definitions GLOSSARY ii

5 PROCUREMENT INTRODUCTION (120000) Chapter 1 Overview Procurement is vitally important. Ordering items ahead of time means you're not likely to run out, nor will you tie up valuable dollars needed elsewhere by having too much inventory on hand. The Procurement module is fully integrated with the Inventory module to provide state-of-the-art inventory control and purchasing power. You can quickly place orders, consolidate them, and electronically send the orders to vendors. This module offers multiple ways to order; including simple manual shopping list ordering, shopping list ordering based on past usage and inventory levels, and ordering based on scheduled menu plans. The system outputs purchase orders, receiving tickets, and order summaries. It provides many reports, including usage analysis, back orders, open purchase orders, past due reports and more. Depending on user group rights, site installation type, site management level assignment and data ownership rights, the menu options that display on some of the menus will vary. Review the following screen components to become familiar with the related tasks. RELATED TOPICS Shopping List (120001) page 2-1 Menu Plan Ordering (120002) page 3-1 Order Consolidation (120003) page 5-1 Review Shopping Lists (120008) page 4-1 Edit Consolidated Orders (120004) page 6-1 Procurement File Setup (120006) page 7-1 Procurement Introduction (120000) Overview 1-1

6 Notes...a 1-2 Procurement Introduction (120000) Overview

7 SHOPPING LIST (120001) Chapter 2 Overview Use Shopping Lists to enter and edit an order form. You can use the traditional shopping list entry form, once you are familiar with all the needed information in a shopping list the Ez-Steps, a wizard-like walkthrough of the shopping list ordering process With either way, you can filter the list of items down to the ones that you want to order, enter ordering quantities, specify the date you want the item to be delivered, and leave a vendor a comment. In an ordering process, 1. Site managers print the Shopping List Worksheet (800029). 2. Site managers use the worksheet to estimate the quantity of items that need to be ordered. 3. Site managers enter the order directly from the completed worksheet into the system. 4. Once all the sites completed their shopping list orders, the central office (CO) consolidates the site orders and separates them by vendor. 5. After consolidation, CO prints Consolidated Orders (800002), Consolidated Order Summary (800011), Site Orders (800031), and Receiving Ticket (800023). Refer to the following topics for information on this feature. RELATED TOPICS Enter Shopping List (120100) page 2-1 Ez-Steps for Shopping List (120751) page 2-11 Shopping List Order Templates (120103) page 2-14 Enter Shopping List (120100) Using the traditional shopping list to enter an order for the site you are logged onto or any associated child sites. Refer to the following topics for information on this feature. WHAT IS THIS? HOW DO I? Enter Shopping List Query Screen Definitions (120100) page 2-2 Enter Shopping List Details Screen Definitions (120110) page 2-3 Add a Shopping List page 2-9 Edit a Shopping List page 2-10 Delete a Shopping List page 2-11 Add an Order Comment for a Vendor page 2-11 Complete a Shopping List page 2-11 Shopping List (120001) Overview 2-1

8 Enter Shopping List Query Screen Definitions (120100) Review the following screen components to become familiar with the related tasks. Enter Shopping List Query Screen Definitions Site Select Date Range Ordering Points Vendor Search Reset Displays the site you are logged onto. Enter a date range as a search criteria. Choose whether to view orders for the current ordering point only or all ordering points. Current Only: Choose to view orders for the ordering point you selected when you logged into the site. All: Choose to view orders for all ordering points assigned to the site. NOTE: The option only displays when the Use Ordering Points option is selected in Global System Options (100300) > Procurement tab. Select a vendor as a search criteria. NOTE: The option only displays when the Create Shopping List by Vendor option is marked in Site Maintenance (100200/100031) for the site. Click to display the search results. Click to clear the search criteria. Search Results Table: Order Date/Delivery Date Completed By Site Weekly Order Ordering Point Displays the order date or the delivery date depends on the site setup in Site Maintenance (100200/100031) > Back of the House Setup tab > Procurement sub-tab. Indicates whether the site has completed the shopping list. Select to complete the shopping list. Indicates whether the shopping list was entered by the site. Indicates whether the shopping list is a weekly order or a daily order. Displays the ordering point of the shopping list. NOTE: The option only displays when the Use Ordering Points option is selected in Global System Options (100300) > Procurement tab. 2-2 Shopping List (120001) Enter Shopping List (120100)

9 Enter Shopping List Details Screen Definitions (120110) Review the following screen components to become familiar with the related tasks. NOTE The Enter Shopping List details screen looks slightly different between the weekly and daily order. RELATED TOPICS Quick Entry Tab page 2-5 Shopping List Entry Tab page 2-6 Order Comments Tab page 2-7 Required Delivery Date Tab page 2-7 Enter Shopping List Details Screen Definitions Site Order Date/Delivery Date Week Starting Order Complete Display Item Details Ordering Point Item Details Section: Usage History By Displays the site ID and site name of the current shopping list. Select a different date, if necessary. NOTE: This field is labeled Order Date or Delivery Date based on the selection for the Show Order Date or Delivery Date on your Shopping List option in Sites Management (100200/100031) > Back of the House Setup tab > Procurement sub-tab. This option only displays on the daily orders. Select the first day of the week that you want to enter the shopping list. For example, if you select Tuesday September 1 as the Week Starting, the date range for the shopping list will be between September 1 and Monday September 7. NOTE: The option only displays for weekly orders. Select to complete the order so that the central office can review and consolidate it. Once an order is completed, it can only be edited by the central office. Select to view additional information on the selected or entered stock item. The Item Details section displays at the bottom part of the screen. Displays the ordering point of the site when the shopping list was entered. NOTE: The option only displays when the Use Ordering Points option is selected in Global System Options (100300) > Procurement tab. Displays when the Display Item Details option is selected on the screen. Choose to display inventory history for the individual item selected or for the inventory group it belongs to. Shopping List (120001) Enter Shopping List (120100) 2-3

10 Last Year Previous 3 months Displays the usage values for the selected inventory item or group for the corresponding three months during the previous year. The months change based on the current month. The current month and the following two months display. For example, if the current month is January 2008, then the months that display are January 2007, February 2007, and March Displays the usage values for the selected inventory item or group for the previous three months. The months change based on the current month. For example, if December 2007 is the current month, then the three previous months displayed are November 2007, October 2007, and September Month Average Displays the current three month average. Print Shopping List Order Click to view the Site Shopping List Order report (800072). NOTE: You have to save the record before viewing the report. View Group List Min Reorder Max Total Cases Total Order Cost Order Weight/Volume Inventory Group Preferred Vendor Location Catch Weight Item Toggles between View Group List and View Item List. Displays the minimum stock level that is set up for the stock item in Site Inventory (110102) > Procurement tab. Minimum and maximum stock levels can be entered as case units, such as 0.25 or These numbers are compared to on-hand and on-order case and broken unit quantities to determine if you are below minimum or above maximum quantities when placing orders. Displays the reorder quantity that is set up for the stock item in Site Inventory (110102) > Procurement tab. Displays the maximum stock level that is set up for the stock item in Site Inventory (110102) > Procurement tab. Minimum and maximum stock levels can be entered as case units, such as 0.25 or These numbers are compared to on-hand and on-order case and broken unit quantities to determine if you are below minimum or above maximum quantities when placing orders. Displays the total number of cases for all stock items that are being ordered on the current shopping list. Displays the total cost of all the stock items on the current shopping list order. Click to view the total weight and volume. Displays the inventory group which the selected inventory item belongs to. Displays the preferred vendor of the selected inventory item. Displays where the item is usually stored. Enter Shopping List Details Screen Definitions Indicates whether the item is a catch weight item. NOTE: Displays only if the Catch Weight option is selected in Management Level Inventory > Stock Item tab. 2-4 Shopping List (120001) Enter Shopping List (120100)

11 Enter Shopping List Details Screen Definitions Case Weight Units per Case Available Warehouse On Hand Displays the weight of one case. Displays the number of broken units in a case for the preferred vendor s product. Displays the quantity on hand minus the quantity reserved for production. Displays the available quantity of the item in the warehouse. The field only displays for items that you can order from the warehouse. NOTE: The Show Central Warehouse Quantities When Placing Orders option must be selected to display this field for warehouse items. Quick Entry Tab If you know the stock number and order quantity for each inventory item to be ordered, use this tab to quickly enter an order. TIP If all the stock numbers are numeric, you can enter the stock items and ordering quantities with just the numeric keypad and the Enter key on your keyboard. Review the following screen components to become familiar with the related tasks. Enter Shopping List Details Screen Quick Entry Tab Definitions Stock Number Stock Description On Hand Quantities Section On Order Section Order Quantity Cost Total Cost Required Delivery Date OK Clear Last Entry Enter the stock number. Displays the description after the Stock Number is entered. Displays the number of cases and broken units currently on hand. Displays the number of cases currently on order that have not yet been received. Enter the number of cases you want to order. Displays the cost per case after the Stock Number is entered. Displays the total cost after the Order Quantity is entered. Select the date the vendor has to delivery the inventory item by. NOTE: This field only displays in the Weekly Shopping List. You have to enter quantities for the same item to be delivered on separate dates in one week. Click to add the inventory item to the order and clear the Stock Number, Stock Description and Order Quantity fields. Click to clear the Stock Number, Stock Description and Order Quantity fields without adding the selected inventory item to the order. Displays the information of the last item ordered, including the description of the inventory item and the quantity ordered. Shopping List (120001) Enter Shopping List (120100) 2-5

12 Shopping List Entry Tab The tab displays a list of items that can be added to your shopping list. You can filter the list by vendor, inventory category, and items that are below minimum par, frequently ordered, below reorder level, and/or ordered only. Follow the Shopping List Worksheet you filled out and enter the ordering quantities. You can use the up and down keys on your keyboard to navigate in the table. Review the following screen components to become familiar with the related tasks. Enter Shopping List Details Screen Shopping List Entry Tab Definitions Filter By Section: Vendor Category Items (Below Min. Par) Items (Frequently Ordered) Items (Below Reorder Level) Items (Ordered Only) Apply Filters Reset Filters Update to Reorder Level Sort By Shopping List Table: Stock Number Stock Description Select a vendor as a filtering criteria. Items with this vendor as the preferred vendor display. Select a category as a filtering criteria. Items that belong to the selected category display. Select to only display items with a quantity on hand that is below the minimum par level. The minimum par level for the item is set in Site Inventory (110102) > Procurement tab. Select to only display items that are marked as frequently ordered items. It is set up for each item in Management Level Inventory (110101) > Inventory Modes tab. Select to only display items with a quantity on hand that is below the reorder level. The reorder level is set up for each item in Site Inventory (110102) > Procurement tab. Select to only display items with an order quantity. Click to view the list of inventory items that match the specified filtering criteria. Click to clear the filter criteria and display all items. Click to automatically enter the order quantities for the items on the shopping list to meet the Reorder Level. When the On Hand plus the Reorder Quantity of an item is more than the Maximum Stock Level, the ordering quantity is Maximum Stock Level minus Minimum Stock Level. The Reorder Level, Maximum Stock Level, and the Minimum Stock Level are set up for each item in Site Inventory (110102) > Procurement tab. Select a sort order that works the most conveniently for you. TIP: Select the same sort order as the Shopping List Worksheet. Displays the stock number. Displays the description. 2-6 Shopping List (120001) Enter Shopping List (120100)

13 Enter Shopping List Details Screen Shopping List Entry Tab Definitions UPC Required Delivery Date Order Quantity Case Description Cases On Hand Broken On Hand Cases On Order Cost Total Cost Displays the UPC for the preferred vendor product associated with each item. NOTE: The column only displays when the Enable UPC Functionality option is selected in Sites Maintenance (100200/100031) > Back of the House Setup tab > Inventory sub-tab. Displays the required delivery dates for items. It is set up in Procurement > File Setup > Delivery Schedules (120015). NOTE: The column only displays on the Weekly Shopping List. Enter the quantity to be ordered. Displays the case description. Displays the number of cases on hand. Displays the number of broken units on hand. Displays the number of cases currently on order. Displays the cost per case of the preferred vendor product. Displays the total cost of the cases specified in the Order Quantity column. Order Comments Tab Leave a comment for a vendor. These comments are included on the vendor's order. Review the following screen components to become familiar with the related tasks. Enter Shopping List Details Screen Order Comments Tab Definitions Vendor Comments Select a vendor you want to enter a comment for. Enter a comment for the selected vendor. Required Delivery Date Tab Use this tab to enter or edit a required delivery date for each item in the shopping list. You can apply a delivery date to one vendor, a group of vendors, or all vendors. The delivery date of the inventory items that are manually entered defaults to the current date. NOTE The Required Delivery Date tab only displays when the Use Required Delivery Date for Shopping List option is selected in Site Maintenance (100200/100031) > Back of the House Setup tab > Procurement sub-tab. Review the following screen components to become familiar with the related tasks. Enter Shopping List Details Screen Required Delivery Date Tab Definitions Filter By Section: Vendor Select a vendor as a filtering criteria. Items with this vendor as the preferred vendor display. Shopping List (120001) Enter Shopping List (120100) 2-7

14 Enter Shopping List Details Screen Required Delivery Date Tab Definitions Category Items (Below Min. Par) Items (Frequently Ordered) Items (Below Reorder Level) Items (Ordered Only) Apply Filters Reset Filters List All Vendors Apply Date Across Vendors Sort By Shopping List Table: Stock Number Stock Description Required Delivery Date Vendor Number Vendor Name Cases On Hand Select a category as a filtering criteria. Items that belong to the selected category display. Select to only display items with a quantity on hand that is below the minimum par level. The minimum par level for the item is set in Site Inventory (110102) > Procurement tab. Select to only display items that are marked as frequently ordered items. It is set up for each item in Management Level Inventory (110101) > Inventory Modes tab. Select to only display items with a quantity on hand that is below the reorder level. The reorder level is set up for each item in Site Inventory (110102) > Procurement tab. Select to only display items with an order quantity. Click to view the list of inventory items that match the specified filtering criteria. Click to clear the filter criteria and display all items. Select to display all available vendors. Click to display the vendor selection screen where you can specify required delivery dates for all the items ordered from the vendors you choose. Select a sort order that works the most conveniently for you. TIP: Select the same sort order as the Shopping List Worksheet. Displays the stock number. Displays the description. Select the date the vendor has to delivery the inventory item by. Displays the vendor identification number. Displays the name of the vendor. Displays the number of cases on hand. 2-8 Shopping List (120001) Enter Shopping List (120100)

15 Add a Shopping List 1. Go to Back of the House > Procurement > Shopping List > Enter Shopping List (120100). The query screen displays. 2. Click New. 3. Specify any necessary criteria on the screen. 4. Click OK. The Enter Shopping List details screen displays. 5. Use the following information to perform this task. IF USING... a Daily shopping list a Weekly shopping list THEN Modify Order Date/Delivery Date if it is different from the default. Choose a Week Starting date. The default is the current date. 6. Are your stock numbers completely numeric? If yes, continue to Enter Order Quantities with the Quick Entry Tab. IIf no, continue to Enter Order Quantities with the Shopping List Entry Tab. Enter Order Quantities with the Quick Entry Tab 1. On the Quick Entry tab, enter the Stock Number of the inventory item you want to add. 2. Move the cursor to the Order Quantity field with your mouse or by pressing the Enter key on your keyboard. 3. Use the following information to perform this task. IF IT IS... a Daily shopping list a Weekly shopping list THEN Enter the Order Quantity for each delivery date of the week. Enter the Order Quantity. 4. Click OK or press the Enter key twice. After adding an item, your cursor returns to the Stock Number field. The inventory item previously entered displays in the Last Entry field. The Total Cost fields are updated as you continue to add items to the order. 5. Repeat step 1 through 5 to enter the order quantities for the stock items. 6. Are you ready to submit the order to central office? If yes, select Order Complete and click Save. If no, click Save. A message displays asking if you would like to complete the order. Click No. Shopping List (120001) Enter Shopping List (120100) 2-9

16 Enter Order Quantities with the Shopping List Entry Tab 1. Click the Shopping List Entry tab. 2. Use the filter feature to display only the items to be ordered. 3. Click Apply Filters. 4. Choose the same Sort By criteria as the Shopping List Worksheet. 5. Use the following information to perform this task. IF IT IS... a Daily shopping list a Weekly shopping list THEN Enter the Order Quantity for each delivery date of the week. Enter the Order Quantity. 6. Repeat step 5 to enter the order quantities for all the inventory items. 7. Are you ready to submit the order to central office? If yes, select Order Complete and click Save. If no, click Save. A message displays asking if you would like to complete the order. Click No. Edit a Shopping List Before a shopping list is completed, you can edit it as needed. Once the shopping list is marked as Order Complete, you can no longer edit it. Contact Central Office if it needs to be changed. 1. Go to Back of the House > Procurement > Shopping List > Enter Shopping List (120100). The query screen displays. 2. Search for and double-click the record. The details screen displays. 3. Proceed with the following information. editing the order quantity for an item adding an item to the order remove an item from the order IF THEN a. Click the Shopping List Entry tab. b. Select Ordered Only. c. Click Apply Filters. Only the items with an order quantity display. d. Locate the items you want to edit and modify the Order Quantity. a. Locate the item. b. Enter the Order Quantity. a. Click the Shopping List Entry tab. b. Select Ordered Only. c. Click Apply Filters. Only the items with an order quantity display. d. Locate the items you want to edit. e. Modify the Order Quantity to zero. 4. Are you ready to submit the order to central office? If yes, select Order Complete and click Save. If no, click Save. A message displays asking if you would like to complete the order. Click No Shopping List (120001) Enter Shopping List (120100)

17 Delete a Shopping List If an order has been completed and consolidated, it cannot be deleted. 1. Go to Back of the House > Procurement > Shopping List > Enter Shopping List (120100). The query screen displays. 2. Search for and select the record. 3. Click Delete. A confirmation message displays. 4. Click Yes. The record is deleted. 5. Click Save. Add an Order Comment for a Vendor 1. Go to Back of the House > Procurement > Shopping List > Enter Shopping List (120100). The query screen displays. 2. Search for and double-click the record. The details screen displays. 3. Click the Order Comment tab. 4. Select a Vendor. 5. Enter your Comment. 6. Click Save. Complete a Shopping List At the site, you may complete the shopping list order at the same time you create it or you can wait and come back and make changes before completing the order. If you want to be able to review the order and possibly make changes later, do NOT mark Order Complete. For a site order, when the order is marked as completed, it is ready for the higher management level to review and consolidate the orders and the site cannot make changes to the order. Higher management level can still edit the order when the order is marked as completed. 1. Go to Back of the House > Procurement > Shopping List > Enter Shopping List (120100). The query screen displays. 2. Search for and select the record. 3. Select Order Complete. 4. Click Save. Ez-Steps for Shopping List (120751) The Ez-Steps for Shopping List is an alternative method to enter a shopping list. You will find this option much more intuitive if you think the traditional shopping list procedure contains too many options and selections. Ez-Steps for Shopping List is a wizard-like walkthrough of the shopping list ordering process. NOTE You can customize Ez-Steps for Shopping List in Site Maintenance (100200/100031) > Ez-Steps Setup tab> Shopping List. Your procedure may not contain all of the following steps due to different configurations. Shopping List (120001) Ez-Steps for Shopping List (120751) 2-11

18 Ez-Steps for Shopping List Screen Definitions The Enter/Edit Quantities, Vendor Comments, and Required Delivery Date screens looks almost the same as the Enter Shopping List details screen (120110). Refer to Enter Shopping List Details Screen Definitions (120110) on page 2-3 to learn about the screen elements. Create a Shopping List with the Ez-Steps Follow the steps below to enter a shopping list using Ez-Steps. During the process, you can click Back and change previously entered information. However, if you have passed the Enter/Edit Quantity screen, any return to Enter/Edit Quantities or earlier steps will cause the order quantity information to be lost. 1. Go to Back of the House > Procurement > Shopping List > Ez-Steps for Shopping List. The wizard is started. The screens that display vary depending upon the setup options in System Management. STEP SCREEN ACTION Select Site If you logged onto the program as a parent site, choose the site you want to create an order for, and click Select. NOTE: You will not see the Select Site screen if you are logged on to a child site. Select Weekly Order or Daily Order To create a weekly order, click Yes. To create a daily order, click No. Select Delivery Date/Order Date Select a different date, if necessary. NOTE: It is labeled Order Date or Delivery Date based on the selection for the Show Order Date or Delivery Date on your Shopping List option in Sites Management (100200/100031) > Back of the House Setup tab > Procurement sub-tab. Use Shopping List Order Template To use a template, click Yes. To not use a template, click No Shopping List (120001) Ez-Steps for Shopping List (120751)

19 STEP SCREEN ACTION Update to Reorder Point To update to reorder point for all items, click Yes. (Recommended) To not update to recorder point for all items, click No. Enter/Edit Quantities Click OK to proceed to the next screen to enter the ordering quantities. Enter/Edit Quantities Form - Quick Entry Tab Enter/Edit Quantities Form - Shopping List Entry Tab If using the Quick Entry tab, a. Enter the Stock Number of the inventory item you want to add. b. Move the cursor to the Order Quantity field with your mouse or by pressing the Enter key on your keyboard. c. Enter the Order Quantity. d. Click OK or press the Enter key twice. After adding an item, your cursor returns to the Stock Number field. The inventory item previously entered displays in the Last Entry field. The Total Cost fields are updated as you continue to add items to the order. e. Repeat step a through d to enter the order quantities for any stock items you want to add to the template. f. Click Done. If using the Shopping List Entry tab, a. Use the filter feature to display only the items to be ordered. b. Click Apply Filters. c. Enter the Order Quantity for any inventory items you want to add to the template. d. Click Done. Shopping List (120001) Ez-Steps for Shopping List (120751) 2-13

20 STEP SCREEN ACTION Enter Vendor Comments If you want to enter a comment for a vendor, click Yes. Select a vendor and enter the comment. Click Done. If you do not want to enter a comment, click No. Enter/Edit Required Delivery Date a. Click OK. b. Modify the Required Delivery Date for the stock items if it is different from the default date. c. Click Done. Complete Order Are you ready to submit the order to central office? If yes, click Complete Order. If no, click Leave Order Open. The open shopping list can be edited through the traditional Enter Shopping List screen (120100). Shopping List Order Templates (120103) Use this option to create a shopping list order template for the site you are logged onto or any associated child sites. Shopping list order template is good for items that you order on a regular basis with almost the same ordering quantity every time, such as milk items. You can create a shopping list based on an order template and the ordering quantities will be pre-loaded as how you set up in the template. Therefore, you do not have to manually locate these items you order every so often and enter order quantities for them. Use the Order Template Feature 1. Create a shopping list order template. 2. Create a shopping list based on the template. The ordering quantities for items in the template are automatically loaded. 3. Modify the quantity as needed. 4. Enter order quantities for any other items you need to order Shopping List (120001) Shopping List Order Templates (120103)

21 5. Complete the shopping list. WHAT IS THIS? HOW DO I? Shopping List Order Templates Query Screen Definitions (120103) page 2-15 Shopping List Order Templates Details Screen Definitions (120110) page 2-15 Add a Shopping List Order Template page 2-15 Edit a Shopping List Order Template page 2-16 Delete a Shopping List Order Template page 2-16 Shopping List Order Templates Query Screen Definitions (120103) Review the following screen components to become familiar with the related tasks. Enter Shopping List Query Screen Definitions Site Template Name Search Reset Displays the site the user is logged onto. Enter the name of the shopping list order template as a search criteria. Click to display the search results. Click to clear the search criteria. Shopping List Order Templates Details Screen Definitions (120110) Creating a shopping list template is almost the same as creating a regular shopping list. Refer to Enter Shopping List Details Screen Definitions (120110) on page 2-3 to learn about the screen elements. Add a Shopping List Order Template 1. Go to Back of the House > Procurement > Shopping List > Shopping List Order Templates (120103). The query screen displays. 2. Click New. The details screen displays. 3. Enter the Template Name. 4. Are your stock numbers completely numeric? If yes, continue to Create the Template with the Quick Entry Tab. IIf no, continue to Create the Template with the Shopping List Entry Tab. Create the Template with the Quick Entry Tab 1. On the Quick Entry tab, enter the Stock Number of the inventory item you want to add. 2. Move the cursor to the Order Quantity field with your mouse or by pressing the Enter key. 3. Enter the Order Quantity. 4. Click OK or press the Enter key twice on your keyboard. After adding an item, your cursor returns to the Stock Number field. The inventory item previously entered displays in the Last Entry field. The Total Cost fields are updated as you continue to add items to the order. 5. Repeat step 1 through 5 to enter the order quantities for any stock items you want to add to the template. 6. Click Save. Shopping List (120001) Shopping List Order Templates (120103) 2-15

22 Create the Template with the Shopping List Entry Tab 1. Click the Shopping List Entry tab. 2. Use the filter feature do display only the items to be ordered. 3. Click Apply Filters. 4. Enter the Order Quantity for any inventory items you want to add to the template. 5. Click Save. Edit a Shopping List Order Template 1. Go to Back of the House > Procurement > Shopping List > Shopping List Order Templates (120103). The query screen displays. 2. Search for and double-click the record. The details screen displays. 3. Proceed with the following information. editing the order quantity for an item adding an item to the order remove an item from the order IF THEN a. Click the Shopping List Entry tab. b. Select Ordered Only. c. Click Apply Filters. Only the items with an order quantity display. d. Locate the items you want to edit and modify the Order Quantity. a. Locate the item. b. Enter the Order Quantity. a. Click the Shopping List Entry tab. b. Select Ordered Only. c. Click Apply Filters. Only the items with an order quantity display. d. Locate the items you want to edit. e. Modify the Order Quantity to zero. 4. Click Save. Delete a Shopping List Order Template 1. Go to Back of the House > Procurement > Shopping List > Shopping List Order Templates (120103). The query screen displays. 2. Search for and select the record. 3. Click Delete. A confirmation message displays. 4. Click Yes. The record is deleted. 5. Click Save Shopping List (120001) Shopping List Order Templates (120103)

23 MENU PLAN ORDERING (120002) Chapter 3 Overview With Shopping List Ordering, you have to determine what you need to order and how much you need. With Menu Plan Ordering, the system does the job for you. Where do the Ordering Quantities Come from During a Menu Plan Projection and Forecasting, the system takes all of the following into consideration to determine what the items to order and the ordering quantities: The number of people that you have to feed during the date range (Serving Amount/Projected Feeding Figure) The items and ingredients of recipes in the scheduled menus The on-hand quantities for the items in the scheduled menu The quantities reserved for production prior to the scheduled menu The quantities that have been ordered but not received yet Help the System Calculate the most Accurate Ordering Quantities For the system to calculate the ordering quantities most accurately, you (both central office and sites) need to keep track all of the following inventory transactions (in other words, keep your perpetual inventory up-to-date): Physical Inventory Ordering, including Shopping List and Menu Plan Ordering Order Receiving Daily Production Record Stock Transfers Inventory Adjustment Refer to the following topics for information on this feature. RELATED TOPICS Ez-Steps for Projected MP Quantities (120752) page 3-2 Ez-Steps for Processing Menu Plan Order Forecast (120753) page 3-5 Menu Plan Ordering (120002) Overview 3-1

24 Ez-Steps for Projected MP Quantities (120752) The Ez-Steps for Projected Menu Plan Quantities is an alternative method to editing a Projected Menu Plan Quantities. You will find this option much more intuitive if you think the traditional projected menu plan quantities procedure contains too many options and selections. Ez-Steps for Projected MP Quantities is a wizard-like walkthrough of the projected menu plan quantities process. NOTE You can customize the Ez-Steps for Projected MP Quantities in Sites Maintenance (100200/100031) > Ez-Steps Setup tab > Projected MP Quantities sub-tab (100031). 1. Go to Back of the House > Procurement > Menu Plan Ordering > Ez-Steps for Projected MP Quantities. The wizard is started. The screens that display vary depending upon the options you selected in System Management. ACTIONS SCREEN DESCRIPTION Select Site Choose a site, and click Select. To project menu plan quantities for every site, choose All. Select Serving Period Choose a serving period, and click Select. To project menu plan quantities for every serving period, choose All. Select Serving Line Choose a serving line, and click Select. To project menu plan quantities for every serving line, choose All. Select Age Group Choose an age group, and click Select. To project menu plan quantities for every age group, choose All. 3-2 Menu Plan Ordering (120002) Ez-Steps for Projected MP Quantities (120752)

25 ACTIONS SCREEN DESCRIPTION Select Date Range Choose the From and To date range you want to project menu plan quantities for, and click Select. Completed Menu Plans You want to include completed menu plans for the time frame chosen IF You only want to include projected menu plans that do not have the Editing of Menu Plan Completed option marked on the Menu Plan Ordering > Projected Menu Plan Quantities >Projected Menu Plan Quantities screen (120200) in the Procurement module THEN click Yes. click No. Review Menu Plans Click OK. The Review Menu Plans screen is displayed with a list of menu plans for the time frame chosen. Review Menu Plans Highlight the menu plan you want to review, and click Select. The Review Menu Plans (120210) screen is displayed with a list of menu items. Menu Plan Ordering (120002) Ez-Steps for Projected MP Quantities (120752) 3-3

26 ACTIONS SCREEN DESCRIPTION Review Menu Plans (120210) a. Modify the Adjusted Feeding Figure as needed. The Adjusted MP Qty changes accordingly. b. Modify the Adjusted MP Qty for each item as needed. c. Do you need to add an item to the forecast? If yes, refer to Add Items to the Projected Menu Plan Quantities Record on page 3-7 for instructions on how to add items. Once you have added all the items needed, continue. If no, continue. d. When complete, click Done. The Review Menu Plans screen with a list of menu plans is displayed. e. Select the next menu plan you want to edit, and click Select. f. Repeat the steps in this section until all menu plans are complete. g. When all menu plans are complete, click Done. Process Menu Plan Forecast IF You want to launch the Ez-Steps for Process MP Order Forecast wizard You do not want to launch the Ez-Steps for Process MP Order Forecast wizard THEN click Yes. Continue to Ez- Steps for Processing Menu Plan Order Forecast (120753) on page 3-5. click No. NOTE: The Process Menu Plan Forecast screen is only displayed if completed forecasts are available to project. 3-4 Menu Plan Ordering (120002) Ez-Steps for Projected MP Quantities (120752)

27 Ez-Steps for Processing Menu Plan Order Forecast (120753) The Ez-Steps for Process Menu Plan Order Forecast is an alternative method to creating and Processing Menu Plan Order Forecast. You will find this option much more intuitive if you think the traditional process menu plan order forecast procedure contains too many options and selections. Ez-Steps for Process MP Order Forecast is a wizard-like walkthrough of the projected menu plan quantities process. NOTE You can customize the Ez-Steps for Process MP Order Forecasts in Sites Maintenance (100200/100031) > Ez-Steps Setup tab > Process MP Order Forecast sub-tab (100031). 1. Go to Back of the House > Procurement > Menu Plan Ordering > Ez-Steps for Process MP Order Forecast. The wizard is started. The screens that display vary depending upon the options you selected in System Management. ACTIONS SCREEN DESCRIPTION Select Site Select Date Range If you logged onto a parent site, choose the site you want to process the menu plan forecast for, and click Select. NOTE: You will not see the Select Site screen if you are logged on to a child site you clicked Yes at the end of the Ez-Steps for Projected MP Quantities Choose the From and To date range you want to process the menu plan forecast for, and click Select. NOTE: You will not see the Select Date Range screen if you clicked Yes at the end of the Ez- Steps for Projected MP Quantities. Select Vendors IF You want to process the order for all vendors You want to process the order for one or more individual vendors THEN click All Vendors. click Select Individual Vendors and select the vendors you want to create the forecast for. Menu Plan Ordering (120002) Ez-Steps for Processing Menu Plan Order Forecast (120753) 3-5

28 ACTIONS SCREEN DESCRIPTION Current Inventory IF you want to account for: quantities on hand quantities on order quantities reserved for production do not want to account for the quantities listed above THEN click Yes. click No. Previous Forecast IF you want to account for quantities in a previous forecast you do not want to account for the quantities in a previous forecast THEN click Yes. click No. Editing Complete You want to force headers to be: IF THEN click Yes. created (if missing), or completed (if incomplete) You only want to process completed forecasts that fall within the selected date range click No. Create Forecast Click OK. The Create Forecast (date range) screen is displayed. 3-6 Menu Plan Ordering (120002) Ez-Steps for Processing Menu Plan Order Forecast (120753)

29 ACTIONS SCREEN DESCRIPTION Create Forecast (date range) Print Forecast a. Modify the Order Quantity as needed. To edit the Order Quantity for an item with multiple delivery dates, expand the item and modify the Order Quantity for the specific delivery date. b. Do you need to add an item to the forecast? If yes, refer to Add Items to a Menu Plan Order Forecast on page 3-14 for instructions. Once all the items are added, continue. If no, continue. c. click Done to save your changes and continue the wizard. IF You would like to display the Forecast report in the Report Viewer (where you can choose to print or export the data) You do not want to view the report THEN click Yes. NOTE: Close the report to continue. click No. Print Over Forecast Print Forecast Errors IF You would like to display the Over Forecast report in the Report Viewer (where you can choose to print or export the data) THEN click Yes. NOTE: Close the report to continue. You do not want to view the click No. report NOTE: This screen is not displayed if no overages were generated. IF You would like to display the Forecast Errors report in the Report Viewer (where you can choose to print or export the data) THEN click Yes. NOTE: Close the report to continue. You do not want to view the click No. report NOTE: This screen is not displayed if no errors were generated. Menu Plan Ordering (120002) Ez-Steps for Processing Menu Plan Order Forecast (120753) 3-7

30 ACTIONS SCREEN DESCRIPTION Automatically Complete Shopping Lists You are ready to submit the order to central office You are not ready to submit the order to central office NOTE: You can edit the shopping list in Shopping List > Enter Shopping List > Enter Shopping List screen (120100) in the Procurement module. IF THEN click Yes. click No. Process Forecast You would like to create a shopping list order for each delivery date in the forecast IF You would not like to create a shopping list order for each delivery date in the forecast THEN click Yes. click No. 3-8 Menu Plan Ordering (120002) Ez-Steps for Processing Menu Plan Order Forecast (120753)

31 ACTIONS SCREEN DESCRIPTION Forecast Processing Complete IF You would like to view/ edit the created shopping lists You do not want to view/ edit the created shopping lists THEN click Yes. The Enter Shopping List (120100) screen loads with the search criteria set to the appropriate filters. Refer to Enter Shopping List (120100) on page 2-1 for information about making changes to a shopping list. click No. The wizard is exited. Menu Plan Ordering (120002) Ez-Steps for Processing Menu Plan Order Forecast (120753) 3-9

32 Notes...a 3-10 Menu Plan Ordering (120002) Ez-Steps for Processing Menu Plan Order Forecast (120753)

33 REVIEW SHOPPING LISTS (120008) Chapter 4 Review Shopping Lists Definitions and Tasks After sites submitted their shopping lists, central office staff needs to review orders: to make sure the order quantity for each item is reasonable and no suspicious large number exists. to decide if commodity items needs be allocated to them instead of purchasing the items. Central office can only review orders that sites completed. Refer to the following topics for information on this feature. WHAT IS THIS? HOW DO I? Review Shopping Lists Screen Definitions (120008) page 4-1 Edit/Review a Shopping List page 4-2 Review Shopping Lists Screen Definitions (120008) Review the following screen components to become familiar with the related tasks. Review Shopping Lists Screen Definitions Site Vendor Display only Items with Commodities Ordered Include Reviewed Shopping Lists Select Order Date Range Shopping Lists Items Filter Shopping Lists Select all or one site s order to review. Select all or a vendor as a filter criteria. Select to only display commodity items on shopping lists. Select to include shopping lists that are marked as Reviewed for Consolidation. Enter a date range to display shopping lists created during that time. Choose to displays all or individual stock items ordered. Click to filter the shopping list using the specified criteria. Shopping List Details Section: Collapse All Expand All Stock Number Stock Description Purchased Ordered (all sites) Commodity Available Click to display order summary by item, including the stock item information and the total amount ordered for specified sites. Click to display detailed order information in addition to the order summary by item, including sites that ordered the item, quantity ordered, date required, etc. Displays the stock number of the item. Displays the stock description of the item. Displays the order quantity of each item for all sites. Displays the quantity of commodity that is available to allocate to the sites. Review Shopping Lists (120008) Review Shopping Lists Definitions and Tasks 4-1

34 Review Shopping Lists Screen Definitions Commodity Ordered (all sites) Site Purchased Ordered (individual site) Commodity Ordered (individual site) Date Required Total Requested Purchased Ordered (by date required) Commodity Ordered (by date required) Reviewed for Consolidation Displays the total number of commodity units ordered by all the sites. Displays the site that ordered the item. Displays the quantity of each item ordered by each site. Displays the number of commodity units ordered by the site. Displays the site required delivery date. Displays the quantity of the item that the site requested on the shopping list. Displays the quantity of the item ordered by the site for the date required. Modify as needed. Displays the number of commodity units ordered to be delivered by the required date. Modify as needed. Select to indicate that you finished reviewing the shopping lists and they are ready for consolidation. Edit/Review a Shopping List 1. Go to Back of the House > Procurement > Review Shopping Lists (120008). The Review Shopping Lists screen displays. 2. Select to review orders for All sites if it is not the default. TIP If you are not familiar with the Review Shopping Lists process, we recommend you to review shopping lists site by site. Once you are familiar with it, review shopping lists for all sites and look for suspicious large amount of order quantity for each item. 3. Enter a date range to review the shopping lists created during that time. 4. Click Filter Shopping Lists. 5. Review the Purchased Ordered quantity for each item on the list. Is there any item with an unusual large order quantity? If yes, expand the item to see which site ordered the large quantity. Communicate with the site and modify the Purchased Ordered quantity for the Date Required and site as needed. If no, continue. 6. Once you have reviewed all the items on the shopping list and ready for consolidation, select Reviewed for Consolidation. 7. Click Save. 4-2 Review Shopping Lists (120008) Review Shopping Lists Definitions and Tasks

35 ORDER CONSOLIDATION (120003) Chapter 5 Order Consolidation Definitions and Tasks This process takes all shopping lists from specified date range, sites, and vendors and create an actual order for each vendor. Once you consolidated the orders, we recommend you to generate: a summary for all sites per vendor. The vendors can see whether they have enough inventory on hand to ship the order by the delivery date. a summary for each site per vendor. Vendors can use it to determine load order based on the items each site ordered and the location of the sites. During this process you can choose to view Consolidated Order Summary (800002) Consolidated Orders (800011) Site Orders (800031) Receiving Tickets (800023). Refer to the following topics for information on this feature. WHAT IS THIS? HOW DO I? Order Consolidation Screen Definitions (120003) page 5-1 Consolidate Orders page 5-2 Order Consolidation Screen Definitions (120003) Review the following screen components to become familiar with the related tasks. Order Consolidation Screen Definitions Select Date Range View Sites With Orders Before Creating Use Current Vendor for All Items Apply Delivery Schedules to All Orders Enter a date range to consolidate shopping lists created during that time. Select to view a list of sites that you are consolidating orders for. Select to use the current preferred vendor and its current price, brand, and vendor stock number when consolidating the orders. If this option is not selected, the vendor entered with the order is used, including that vendor s price, brand, and vendor stock number. Select to use the delivery dates set up for each vendor instead of order dates. Order Consolidation (120003) Order Consolidation Definitions and Tasks 5-1

36 Order Consolidation Screen Definitions Select Reports Select Vendors Select Site Create Orders Select one or more of the following reports to display after consolidating the orders: Summary: Consolidated Orders Summary report (800011) displays the order quantity for each site by stock item. Consolidated Orders: Consolidated Orders report (800002) displays stock item ordered and quantity ordered for all sites by vendor. Site Orders: Site Order report (800031) displays items ordered and quantity ordered by site, delivery date, and vendor. Receiving Tickets: Receiving Ticket (800023) is a form site managers use to write down the number of items they received. Choose whether to consolidate orders for All Vendors or Individual Vendors. The vendor selection screen displays after you clicked Create Orders. Choose whether to consolidate orders for All Sites or Individual Sites. The site selection screen displays after you clicked Create Orders. Click to consolidate the orders. Consolidate Orders 1. Go to Back of the House > Procurement > Order Consolidation (120003). The Order Consolidation screen displays. 2. Enter a date range to consolidate site orders that were created during that time. 3. Select View Sites With Orders Before Creating. 4. Do you have a delivery schedule set up for all the vendors in the system? If yes, select Apply Delivery Schedules to All Orders. If no, continue. 5. Select the reports you want to view after consolidating orders. 6. Click Create Orders. If you chose to consolidate orders for individual vendors and/or sites, the selection screens display. Once the orders are consolidated, a confirmation message displays. 7. Click OK. Selected reports display. 5-2 Order Consolidation (120003) Order Consolidation Definitions and Tasks

37 EDIT CONSOLIDATED ORDERS (120004) Chapter 6 Edit Consolidated Orders Definitions and Tasks Once you have consolidated the site orders, you can no longer edit them in Shopping List. Use this feature to make changes to consolidated orders. With this feature, you can: Add items to an order Substitute items on an order Remove items from an order Modify order quantities The change made in the program does not reflect the orders sent to the vendor. Make sure you also communicate the changes to the vendors. Refer to the following topics for information on this feature. WHAT IS THIS? HOW DO I? Edit Consolidated Orders Query Screen Definitions (120004) page 6-1 Edit Consolidated Orders by Vendor Details Screen Definitions (120010) page 6-2 Edit Consolidated Orders by Site Details Screen Definitions (120005) page 6-3 Edit a Consolidated Order by Vendor page 6-5 Edit a Consolidated Order by Site page 6-6 Edit Consolidated Orders Query Screen Definitions (120004) The Edit Consolidated Orders query screen appears differently depending on which Edit by option is chosen. When the Site option is chosen for Edit by, more columns appear in the results table. Review the following screen components to become familiar with the related tasks. Edit Consolidated Orders Query Screen Definitions Edit By Vendor Site Order Date/Delivery Date Order Number Stock Number Choose to edit a consolidated order by vendor or site. Select the vendor you want to edit the order for. Select the site whose order you want to edit. Enter the date range when the orders were placed or should be delivered. NOTE: This field is labeled Order Date or Delivery Date based on the selection for the Show Order Date or Delivery Date on your Shopping List option in Sites Maintenance (100200/100031) > Back of the House Setup tab> Procurement sub-tab > Shopping List Options sub-tab. Enter the range of order numbers as a search criteria. Choose a specific stock number as a search criteria. Edit Consolidated Orders (120004) Edit Consolidated Orders Definitions and Tasks 6-1

38 Edit Consolidated Orders Query Screen Definitions Ordering Points Search Reset Choose to view orders for the current ordering point only or all ordering points. Current Only: Choose to view orders for the ordering point you selected when you logged into the site. All: Choose to view orders for all ordering points assigned to the site. NOTE: The option only displays when the Use Ordering Points option is selected in Global System Setup > Global System Options > Procurement tab (100300). Click to display the search results using the provided search criteria. Click to clear the provided search criteria. Edit Consolidated Orders by Vendor Details Screen Definitions (120010) This screen displays when you searched the consolidated order by vendor on the query screen. Review the following screen components to become familiar with the related tasks. Edit Consolidated Orders by Vendor Details Screen Definitions Consolidated Order Number Consolidation Date Order Total Order Date/Delivery Date Line Items Vendor Contact Instructions Ordering Point Add Item Remove Item Item Details Substitute Item Displays the identification number of the consolidated order. Displays the date when the order was consolidated. Displays the total cost of the order. Displays the order date/delivery date of the order. NOTE: This field is labeled Order Date or Delivery Date based on the selection for the Show Order Date or Delivery Date on your Shopping List option in Sites Maintenance (100200/100031) > Back of the House Setup tab > Procurement sub-tab > Shopping List Options sub-tab. Displays the number of line items on the order. Displays the vendor for the consolidated order. Displays the name of the vendor contact for the consolidated order. Enter instructions for the vendor about the changes made to the order. Displays the ordering point that is used for the order. NOTE: The information only displays when the Use Ordering Points option is selected in Global System Setup > Global System Options > Procurement tab (100300). Click to add items to the order. Click to remove the selected item from the order. Click to view and modify the order quantity of the selected for each site. Click to substitute the selected item with another. 6-2 Edit Consolidated Orders (120004) Edit Consolidated Orders Definitions and Tasks

39 Edit Consolidated Orders by Vendor Details Screen Definitions Items List Table: Stock Number Stock Description Vendor Stock Number Type Quantity Case Cost Weight Measure Cost Total Displays the stock number of the items on the order. Displays the description of the items on the order. Displays the number that the vendor uses to identify the ordered item. Displays whether the ordered item is a purchased goods (P) or commodity (C). Displays the order quantity of the item for all sites. To modify the order quantity for a site, select the item and click Item Details. Displays the cost per case for the each item. Displays the cost per one weight measure of the items on the order if the items are catch weight items. This value defaults to zero if it is not a catch weight item. Displays the total cost of the quantity ordered for each item. Edit Consolidated Orders by Site Details Screen Definitions (120005) The screen displays when you choose to edit the consolidated order by site on the query screen. Review the following screen components to become familiar with the related tasks. Edit Consolidated Orders by Site Details Screen Definitions Site Site Order Number Order Date/Delivery Date Order Total Consolidated Order Number Consolidation Date Vendor Contact Line Items Comments Displays the site ID and name. Displays the order number of the shopping list. Displays the order date/delivery date for the selected order. NOTE: This field is labeled Order Date or Delivery Date based on the selection for the Show Order Date or Delivery Date on your Shopping List option in Sites Maintenance (100200/100031) > Back of the House Setup tab > Procurement sub-tab > Shopping List Options sub-tab. Displays the total cost of the order. Displays the identification number of the consolidated order. Displays the date when the orders was consolidated. Displays the vendor of the item ordered. Displays the name of the vendor contact for the consolidated order. Displays the number of line items on the order. Enter a comment for the vendor about the changes made to the order. Edit Consolidated Orders (120004) Edit Consolidated Orders Definitions and Tasks 6-3

40 Edit Consolidated Orders by Site Details Screen Definitions Ordering Point Add Item Remove Item Substitute Item Items List Table: Stock Number Stock Description Vendor Stock Number Type Quantity Case Cost Weight Measure Cost Total Displays the ordering point that is used for the orders. NOTE: The information only displays when the Use Ordering Points option is selected in Global System Setup > Global System Options > Procurement tab (100300). Click to add items to the order. Click to remove the selected item from the order. Click to substitute the selected item with another. Displays the stock number of the items on the order. Displays the description of the items on the order. Displays the number that the vendor uses to identify the ordered item. Displays whether the ordered item is a purchased goods (P) or commodity (C). Modify the order quantity of the item as needed. Displays the cost per case for the each item. Displays the cost per one weight measure of the items on the order if the items are catch weight items. This value defaults to zero if it is not a catch weight item. Displays the total cost of the quantity ordered for each item. 6-4 Edit Consolidated Orders (120004) Edit Consolidated Orders Definitions and Tasks

41 Edit a Consolidated Order by Vendor 1. Go to Back of the House > Procurement > Edit Consolidated Orders (120004). The query screen displays. 2. Choose to Edit by Vendor if it is not the default. 3. Search for and double-click the order you want to edit. The details screen displays. 4. User the following information to perform this task. IF YOU WANT TO... edit the order quantity of an item add an item to the order substitute an item remove an item from the order THEN a. Select the item. b. Click Item Details. c. Modify the Quantity for the site as needed. d. Click Update Item and Return. e. Click Save. a. Click Add Item. b. Enter the Stock Number and/or Description as the search criteria. c. Click Search. The search result displays. d. Select the item in the Search Results section. e. Select the Vendor Stock Number. f. Enter the order Quantity for each site that needs the order. g. Do you need to add another item? If yes, click Save and Add Another Item and repeat step b through g. If no, click Add Item and Return. The Edit Consolidated Orders By Vendor details screen displays. h. Click Save. a. Select the item. b. Click Substitute Item. c. Enter the Stock Number and/or Description as the search criteria. d. Click Search. The search result displays. e. Select the item in the Search Results section. f. Select the Vendor Stock Number. The needed Quantity for the substitution is automatically calculated. g. Click Substitute Item and Return. h. Click Save. a. Select the item. b. Click Remove Item. A confirmation message displays. c. Click Yes. d. Click Save. Edit Consolidated Orders (120004) Edit Consolidated Orders Definitions and Tasks 6-5

42 Edit a Consolidated Order by Site 1. Go to Back of the House > Procurement > Edit Consolidated Orders (120004). The query screen displays. 2. Choose to Edit by Site. 3. Search for and double-click the order you want to edit. The details screen displays. 4. User the following information to perform this task. IF YOU WANT TO... THEN edit the order quantity of an item add an item to the order substitute an item remove an item from the order a. Select the item. b. Modify the Quantity. c. Click Save. a. Click Add Item. b. Enter the Stock Number and/or Description as the search criteria. c. Click Search. The search result displays. d. Select the item in the Search Results section. e. Select the Vendor Stock Number. f. Enter the Case Quantity. g. Do you need to add another item? If yes, click Save and Add Another Item and repeat step b through g. If no, click Add Item and Return. The Edit Consolidated Orders By Site details screen displays. h. Click Save. a. Select the item. b. Click Substitute Item. c. Enter the Stock Number and/or Description as the search criteria. d. Click Search. The search result displays. e. Select the item in the Search Results section. f. Select the Vendor Stock Number. g. Enter the Case Quantity of the item you want to substitute with. h. Click Substitute Item and Return. i. Click Save. a. Select the item. b. Click Remove Item. A confirmation message displays. c. Click Yes. d. Click Save. 6-6 Edit Consolidated Orders (120004) Edit Consolidated Orders Definitions and Tasks

43 PROCUREMENT FILE SETUP (120006) Chapter 7 Overview In Procurement file setup, you can configure Customer Numbers used by each vendor to identify sites. Refer to the following topics for information on this feature. Customer Numbers page 7-1 RELATED TOPICS Customer Numbers Use this feature to assign a unique customer number to each site for each vendor. Vendors typically use unique customer numbers to identify each site which they deliver to. Customer numbers are print on the Consolidated Orders report, the Site Orders report, and the report export template. Refer to the following topics for information on this feature. WHAT IS THIS? HOW DO I? Customer Numbers Query Screen Definitions (120220) page 7-1 Customer Numbers Details Screen Definitions (120221) page 7-1 Set up Customer Numbers page 7-3 Customer Numbers Query Screen Definitions (120220) Review the following screen components to become familiar with the related tasks. Customer Numbers Query Screen Definitions Vendor Number Vendor Name Search Reset Enter the whole or partial vendor number as a search criteria. Enter the whole or partial vendor name as a search criteria. Click to display the search results based on the specified search criteria. Click to clear the provided search criteria. Customer Numbers Details Screen Definitions (120221) Review the following screen components to become familiar with the related tasks. Customer Numbers Details Screen Definitions Vendor Number Vendor Name Displays the vendor number. Displays the vendor name. Procurement File Setup (120006) Overview 7-1

44 Customer Numbers Details Screen Definitions Site List Table: Site ID Site Name Customer Number Department Number Displays site ID. Displays site name. Enter customer number assigned by the vendor for each site. Customer numbers print on the Consolidated Orders report, the Site Orders report, and the report export template. Enter the ID number of the department that services each site. Department numbers are only available on the report export template. 7-2 Procurement File Setup (120006) Customer Numbers

45 Set up Customer Numbers 1. Go to Back of the House > Procurement > File Setup > Customer Numbers (120220). The query screen displays. 2. Search for and double-click the vendor you want to enter the customer numbers for. 3. Enter the Customer Number for each site that can order from the vendor. 4. Enter the Department Number for each site, if applicable. 5. Click Save. Procurement File Setup (120006) Customer Numbers 7-3

46 Notes...a 7-4 Procurement File Setup (120006) Customer Numbers

47 SHIPPING EXCEPTIONS (120222) Chapter 8 Shipping Exceptions Overview - Warehouse Only Feature This process creates a shopping list for all shipping exceptions. Shipping exceptions are the quantities of the items that you are short to meet the order quantities in purchase orders. You can create shopping lists based on shipping exceptions for selected or all vendors. NOTE This is a warehouse only feature. Refer to the following topics for information on this feature. WHAT IS THIS? HOW DO I? Shipping Exceptions Screen Definitions page 8-1 Create Shopping Lists Based on Shipping Exceptions page 8-1 Shipping Exceptions Screen Definitions Review the following screen components to become familiar with the related tasks. Shipping Exceptions Screen Definitions Vendors Print Exception Report Complete Shopping List Order Process Exceptions Select all or individual vendors to create the shopping lists for. Select to display the Shipping Exception Report after the shopping lists are created. The report list the items with shipping exceptions and exception quantity, which is also what are ordered on the shopping lists you are creating. Select to make the created shopping lists complete. You can no longer edit the shopping list after it is marked complete. Click to create shopping lists for selected vendors. Create Shopping Lists Based on Shipping Exceptions 1. Go to Back of the House > Procurement > Shipping Exceptions (120222). 2. Select the vendors you want to create shopping lists for. 3. Select Print Exception Report. 4. Select Complete Shopping List Order if applicable. 5. click Process Exceptions. Shipping Exceptions (120222) Shipping Exceptions Overview - Warehouse Only Feature 8-1

48 Notes...a 8-2 Shipping Exceptions (120222) Shipping Exceptions Overview - Warehouse Only Feature

49 IMPORT/EXPORT OPTIONS (120020) Chapter 9 Overview (120020) Use this option to export a consolidated order for a vendor and import the file into the vendor s system. Therefore, you do not have to manually enter the orders into the vendor s system. Refer to the following topics for information on this feature. RELATED TOPICS Export to US Foods (120021) page 9-1 Export to US Foods (120021) Use this option to export the order out of the system and import it into the US Foods ordering system, USFood.com. Refer to the following topics for information on this feature. WHAT IS THIS? HOW DO I? Export to US Foods Screen Definitions page 9-1 Export a US Foods Order page 9-2 Export to US Foods Screen Definitions Review the following screen components to become familiar with the related tasks. Export to US Foods Screen Definitions Vendor Consolidated Order Number Delivery Date Exported Previously Export? Export File Path Export Select US Foods as the vendor. Displays the ID number assigned to the consolidated order. Displays when sites want their orders to be delivered. Indicates whether the order has already been exported, which means this order might be sent to the vendor already. Select the order you want to export. Browse to the file that you want to export the order to. Click to start exporting the selected orders. Import/Export Options (120020) Overview (120020) 9-1

50 Export a US Foods Order 1. Go to Back of the House > Procurement > Import/Export Options > Export to US Foods (120021). 2. Select US Foods as the Vendor. 3. Click Search. All US Foods orders display. 4. Select the orders you want to export. 5. Browse to the location where you want to store the export file. 6. Click Export. A confirmation message displays. 7. Click OK. 8. Go to USFood.com to import your orders. 9-2 Import/Export Options (120020) Export to US Foods (120021)

51 PROCUREMENT REPORTS Chapter 10 Consolidated Orders (800002) This report displays the consolidated orders for the selected sites, dates, and vendors. A consolidated order is a vendor order that has consolidated all of the sites orders for that vendor s products into one order for the district. When Use Ordering Points is selected in System Management, this report will include an Ordering Point field that displays the ordering point that will be used for orders. RELATED TOPICS Report Criteria for Consolidated Orders Screen Definitions (800002) page 10-1 Consolidated Orders Report Definitions page 10-1 Report Criteria for Consolidated Orders Screen Definitions (800002) Choose the header information, site, sort order, footer information, and the following criteria. Report Criteria for Consolidated Orders Screen Definitions Order Date Delivery Date Consolidated Orders Not Previously Printed Use Current Cost for Items Consolidated Orders Selection Vendor Selection Enter a date range to view orders placed during that time. You can choose to run the report for all dates, a specific date range or a report period. Report periods can range from today to the year to date or can include a single quarter or calendar year. Enter a date range to view orders delivered during that time. You can choose to run the report for all dates, a specific date range or a report period. Report periods can range from today to the year to date or can include a single quarter or calendar year. Select to only include consolidated orders that have not been viewed. Select to calculate the values on report with the current prices or using the prices in effect at the time of the last purchase. Choose to print all or specific orders. Choose to view orders for all or selected vendors. Consolidated Orders Report Definitions The catch weight item fields display on a detail line for Catch Weight Items only. This report displays the following information. Consolidated Orders Report Definitions Site Information Consolidated Order Number Order Date Displays the site name and the main contact of the site. Displays the ID number of the consolidated order. Displays the date the order was placed. Procurement Reports Consolidated Orders (800002) 10-1

52 Consolidated Orders Report Definitions Delivery Date Vendor Vendor Stock Number Order Quantity Stock Number Description Cost Total Total Cases Ordered Consolidated Order Total Catch Weight Items: Case Weight Weight Measure Estimated Total Weight Displays the date that you want the vendor to deliver the order by. Displays the vendor name and the main contact of the vendor. Displays the stock number the vendor uses to identify the item. Displays the number of cases ordered for each item. Displays the stock number you use to identify the stock item. Displays the description of the inventory item. Displays the cost per case of the inventory item. Displays the total cost of the ordered quantity of the inventory item. Displays the total number of cases of all the items on the order. Displays the total cost of the consolidated order. Displays the case weight of the inventory item. Displays the weight measure of the inventory item. Displays the estimated total weight. This weight is calculated as follows: Case Weight multiplied by Order Quantity (rounded to 2 decimals) Procurement Reports Consolidated Orders (800002)

53 10-3 Procurement Reports Consolidated Orders (800002) SAMPLE SITE SITE #1

54 Consolidated Orders Summary (800011) This report displays a list of consolidated orders for the selected sites, dates, and vendors. RELATED TOPICS Report Criteria for Consolidated Orders Summary Screen Definitions (800011) page 10-4 Consolidated Order Summary Report Definitions page 10-4 Report Criteria for Consolidated Orders Summary Screen Definitions (800011) Choose the header information, site, sort by, footer information, and the following criteria. Report Criteria for Orders Summary Screen Definitions Order Date Delivery Date Use Current Cost for Items Print Site Level Details Print Item Level Details Print Delivery Date Details Vendor Selection Consolidated Orders Selection Enter a date range to view orders placed during that time. You can choose to run the report for all dates, a specific date range or a report period. Report periods can range from today to the year to date or can include a single quarter or calendar year. Enter a date range to view orders delivered during that time. You can choose to run the report for all dates, a specific date range or a report period. Report periods can range from today to the year to date or can include a single quarter or calendar year. Select to calculate the values on report with current prices or using the prices in effect at the time of the last purchase. Select to print the quantity ordered of each item for each site on the report. The option only displays when you sort the report by Stock Number, Stock Description, and Consolidated Order. Select to print the quantity ordered of each item for consolidated order or vendor on the report. The option only displays when you sort the report by Consolidated Order or Vendor. Select to print the delivery date for each the consolidated order for each item on the report. The option is disabled when you sort the report by Consolidated Order. Choose to print all or selected vendors. Choose to print all or selected consolidated orders. Consolidated Order Summary Report Definitions This report displays the following information. Orders Summary Report Definitions Consolidated Order Number Vendor Total of Consolidated Order Site Name Displays the ID number of the consolidated order. Displays the name of the vendor. Displays the total cost of the consolidated order for each vendor. Displays the site that ordered from the vendor Procurement Reports Consolidated Orders Summary (800011)

55 Orders Summary Report Definitions Site Order Number Amount Delivery Date Total of Site Orders Displays the ID number assigned to the order. Displays the total cost of the order from each site for the vendor. Displays the date that the vendor needs to delivery the order to each site by. Displays the total cost of all the consolidated orders for all vendors and sites. SAMPLE SITE Site #1 Site #1 Site #2 Horizon Site #1 Horizon Site #1 Site #2 Procurement Reports Consolidated Orders Summary (800011) 10-5

56 10-6 Procurement Reports Consolidated Orders Summary (800011)

57 Purchased Goods Delivery Ticket (800022) This report displays purchased goods delivery tickets for the selected sites, vendors, dates, and site orders. When Use Ordering Points is enabled in System Manager, this report will include an Ordering Point field that displays the ordering point that is used for orders. RELATED TOPICS Report Criteria for Purchased Goods Delivery Ticket Screen Definitions (800022) page 10-7 Purchased Goods Delivery Ticket Report Definitions page 10-8 Report Criteria for Purchased Goods Delivery Ticket Screen Definitions (800022) Choose the header information, site, sort order, footer information and the following criteria. Report Criteria for Purchased Goods Delivery Ticket Screen Definitions Order Date Receiving Date Vendor Site Order Enter a date range to view orders placed during that time. You can choose to run the report for all dates, a specific date range or a report period. Report periods can range from today to the year to date or can include a single quarter or calendar year. Enter a date range to view orders delivered during that time. You can choose to run the report for all dates, a specific date range or a report period. Report periods can range from today to the year to date or can include a single quarter or calendar year. Choose to print all or selected vendors. Choose to print all or selected site orders. Procurement Reports Purchased Goods Delivery Ticket (800022) 10-7

58 Purchased Goods Delivery Ticket Report Definitions This report displays the following information. Purchased Goods Delivery Ticket Report Definitions Site Vendor Received By Site Order Number Entered By Order Date Receiving Date Invoice Number Comments Vendor Stock Number Stock Number Order Quantity Received To Date Received Today Cost Total Order Totals Displays the site ID and name. Displays the name of the vendor that delivered the order to the site. Displays the name of the person who received the order. Displays the order number assigned to the shopping list. Displays the name of the person who entered the receiving record into the system. Displays the date when the order was placed. Displays the date when the order was received. Displays the vendor invoice number assigned to the order. Displays the order comments. Displays the stock number the vendor uses to identify the item. Displays the stock number you use to identify the item. Displays the quantity the site ordered. Displays the number of cases on this order that have been received to date. Displays the number of cases on this order that were received today. Displays the cost per case. Displays the total cost of the quantity ordered for each item. Displays the total number of cases ordered, the total number of cases received to date, the total number of cases received today, and the total cost of the entire order Procurement Reports Purchased Goods Delivery Ticket (800022)

59 10-9 Procurement Reports Purchased Goods Delivery Ticket (800022) SAMPLE SITE Site #1

60 Shopping List Order Templates (800187) This report displays a list of shopping list order templates for the selected sites, including the items and the order quantities set up in each template. RELATED TOPICS Report Criteria for Shopping List Order Templates (800187) page Shopping List Order Templates Report Definitions page Report Criteria for Shopping List Order Templates (800187) Choose the header information, site, report type, sort order, and footer information. Shopping List Order Templates Report Definitions This report displays the following information. Shopping List Order Template Report Definitions Site ID and Name Template Name Stock Number Stock Description Quantity Vendor Displays the site ID and name. Displays the name of the shopping list order template. Displays the stock number of the items in the shopping list order template. Displays the description of the stock items in the shopping list order template. Displays the order quantities set up for the stock items in the shopping list order template. Displays the vendor of the stock items that are in the shopping list order template Procurement Reports Shopping List Order Templates (800187)

61 HORIZON CENTRAL OFFICE Shopping List Order Templates Site:0041 Horizon Sample Site 1 Template: Freq. Ordered Diary Products Stock Number Stock Description Quantity 1001 BUTTER CHEESE SAUCE CHEESE, SWISS COTTAGE CHEESE, FF SMALL CREAM CHEESE MILK, SKIM (1/2%) MILK, WHOLE (3.25%) SOUR CREAM 5.00 Vendor SYSCO SYSCO SYSCO SYSCO SYSCO Morningstar Dairy Morningstar Dairy SYSCO (c) 2005 Horizon Software International, LLC. All rights reserved. Sites Shopping List Order Templates Page 1 of 1 Procurement Reports Shopping List Order Templates (800187) 10-11

62 Shopping List Worksheet (800029) This report displays a worksheet for ordering inventory items and includes case description, cost and on order amounts for the selected sites, vendors and categories. Use this worksheet as a convenient way to record the quantity of items that need to be ordered. Enter your order into the system directly from this completed worksheet. RELATED TOPICS Report Criteria for Shopping List Worksheet Screen Definitions (800029) page Shopping List Worksheet Report Definitions page Report Criteria for Shopping List Worksheet Screen Definitions (800029) Choose the header information, report type, sort order, footer information and the following criteria. NOTE You can flag items as Frequently Ordered ones in Inventory File Setup > Inventory Modes (110501). The Minimum Stock Level and Recorder Quantity for each stock item can be set up in Site Inventory (110111) for each site. Report Criteria for Shopping List Worksheet Screen Definitions Frequently Ordered Items Below Min. Par Items Below Reorder Items Insert Page Breaks Vendor Category Select to include frequently ordered items. Select to include items with a quantity on hand that is below the minimum stock level. Select to include items with a quantity on hand that is smaller than the reorder quantity. Select to insert page breaks. Choose to print all or selected vendors. Choose all or selected categories. Shopping List Worksheet Report Definitions This report displays the following information. Shopping List Worksheet Report Definitions Quantity Stock Number Stock Description Case Description On Order Cost Comments Vendor Write down the quantity you want to order for each item. Displays the stock number. Displays the description of the item. Displays what makes a case of the stock items. Displays the number of cases that are currently on order. In other words, you placed the order but have not received it yet. Displays the cost per case. Write down any notes regarding the ordering. Displays the preferred vendor of the item Procurement Reports Shopping List Worksheet (800029)

63 SAMPLE SITE Procurement Reports Shopping List Worksheet (800029) 10-13

64 Site Order (800031) This report displays a list of consolidated orders for the selected sites, dates, consolidated order numbers and vendors. When Use Ordering Points is enabled in System Manager, this report will include an Ordering Point field that displays the ordering point that will be used for orders. RELATED TOPICS Report Criteria for Site Order Screen Definitions (800031) page Site Order Report Definitions page Report Criteria for Site Order Screen Definitions (800031) Choose the header information, report type, sort order, footer information and the following criteria. Report Criteria for Site Order Screen Definitions Order Date Delivery Date Orders Not Previously Printed Use Current Cost for Items Consolidated Orders Selection Vendor Selection Enter a date range to view orders placed during that time. You can choose to run the report for all dates, a specific date range or a report period. Report periods can range from today to the year to date or can include a single quarter or calendar year. Enter a date range to view orders delivered during that time. You can choose to run the report for all dates, a specific date range or a report period. Report periods can range from today to the year to date or can include a single quarter or calendar year. Select to only include orders that have not been viewed. Select to calculate the values on report with the current prices or using the prices in effect at the time of the last purchase. Choose to print all or specific orders. Choose to view orders for all or selected vendors. Site Order Report Definitions This report displays the following information. Site Order Report Definitions Site Information Consolidated Order Number Site Order Number Order Date Delivery Date Vendor Vendor Stock Number Order Quantity Stock Number Displays the site name and the main contact of the site. Displays the ID number of the consolidated order. Displays the order number assigned to the shopping list. Displays the date the order was placed. Displays the date that you want the vendor to deliver the order by. Displays the vendor name and the main contact of the vendor. Displays the stock number the vendor uses to identify the item. Displays the number of cases ordered for each item. Displays the stock number you use to identify the item Procurement Reports Site Order (800031)

65 Site Order Report Definitions Description Case Description Brand Units Per Case Cost Total Total Cases Ordered Site Order Total Displays the description of the inventory item. Displays what makes a case of the stock item. Displays the brand of the inventory item. Displays the number of broken units in a case. Displays the cost per case of the inventory item. Displays the total cost of the ordered quantity of the inventory item. Displays the total number of cases for all the items on the order. Displays the total cost of the consolidated order. Procurement Reports Site Order (800031) 10-15

66 10-16 Procurement Reports Site Order (800031) SAMPLE SITE Site #1

67 Sites Shopping List Orders (800072) This report displays a list of items a site ordered on each date of the specified date range. Use this report to confirm that your shopping list order matches what you wrote down your Shopping List Worksheet (800029). Sort the report using the same criteria to make comparing them easier. When Use Ordering Points is enabled in System Management, this report will include an Ordering Point field that displays the ordering point that will be used for orders. RELATED TOPICS Report Criteria for Sites Shopping List Orders Screen Definitions (800072) page Site Shopping List Orders Report Definitions page Report Criteria for Sites Shopping List Orders Screen Definitions (800072) Choose the header information, report type, sort order, footer information and the following criteria. Report Criteria for Sites Shopping List Orders Screen Definitions Order Date Vendor Enter a date range to view orders placed during that time. You can choose to run the report for all dates, a specific date range or a report period. Report periods can range from today to the year to date or can include a single quarter or calendar year. Choose to print all or selected vendors. Site Shopping List Orders Report Definitions This report will display the following information. Sites Shopping List Orders Report Definitions Site ID and Name Order Date Stock Number Stock Description Quantity Cost Total Cost Displays the site ID and name. Displays the date when the order was placed. Displays the stock number of the item ordered. Displays the description of the item ordered. Displays the number of cases ordered. Displays the preferred vendor s cost per case. Displays the total cost of the quantity ordered. Quantity Cost = TotalCost Vendor Placed By Displays the vendor the site ordered the items from. Displays the name of the site that placed the order. Procurement Reports Sites Shopping List Orders (800072) 10-17

68 HORIZON DISTRICT OFFICE Sites Shopping List Orders Stock Number - Description Quantity *Cost Total Cost Site:0040 HORIZON DISTRICT OFFICE Order Date: 9/18/2009 Vendor Placed By CHEESE, AM. LOAF $33.05 $ SYSCO HORIZON DISTRICT OFFICE 12 SYSCO HORIZON DISTRICT OFFICE CHERRIES $12.95 $ US Food Service HORIZON DISTRICT OFFICE MACARONI $22.95 $ Total For 9/18/ $ Order Date: 9/23/ CHEESE SAUCE $26.49 $ SYSCO HORIZON DISTRICT OFFICE 12 SYSCO HORIZON DISTRICT OFFICE TAP - WATER, TAP $0.00 $ SYSCO HORIZON DISTRICT OFFICE YL001 - Spring Roll $1.25 $15.00 Total For 9/23/ $ Order Date: 9/25/ CHEESE, MOZZARELLA 12 $36.80 $ SYSCO HORIZON DISTRICT OFFICE CHEESE, MOZZARELLA SHREDDED 12 $37.24 $ SYSCO HORIZON DISTRICT OFFICE Total For 9/25/ $ Order Date: 9/29/ PAN COATING 12 $11.75 $ SYSCO HORIZON DISTRICT OFFICE Order Date: 9/30/ CORNMEAL (5/10#) 12 $22.95 $ US Food Service HORIZON DISTRICT OFFICE 12 US Food Service HORIZON DISTRICT OFFICE CORNMEAL (50#) $22.95 $ Total For 9/30/ $ Order Date: 10/8/2009 A203 - BAKED BEANS 12 $17.95 $ SYSCO HORIZON DISTRICT OFFICE A204 - SCALLOPED POTATOES 12 $17.95 $ SYSCO HORIZON DISTRICT OFFICE Total For 10/8/ $ Total For 0040 HORIZON DISTRICT OFFICE: 156 $3, * Cost based on current Preferred Vendor Product (c) 2005 Horizon Software International, LLC. All Rights Reserved. Sites Shopping List Orders Page 1 of Procurement Reports Sites Shopping List Orders (800072)

69 GLOSSARY Chapter 11 Overview There are links to the glossary terms listed in this section throughout this User Guide. These are identified by underlined text. For example: site type. A LA CARTE ITEM Any item sold to a customer that is not marked as a meal or a component that makes up a complete meal. A LA CARTE MODE An option that allows you to quickly sell menu items at a la carte prices without having to select a patron for each sale. ALASKA TEMPORARY ASSISTANCE PROGRAM (ATAP) Provides cash assistance and work services to low-income families with children to help them with basic needs while they work towards becoming self-sufficent. APPLICATION SERVER PROVIDER (ASP) Allows the sites and Central Office to share one centrally maintained database in real time by utilizing Windows Terminal Server software. AREA ELIGIBLE An after school care program site is area eligible if it is located at a school or in the attendance area of a school where at least 50 percent of the enrolled students are eligible for free or reduced meals. ASP Refer to Application Server Provider (ASP) on page ATAP Refer to Alaska Temporary Assistance Program (ATAP) on page AUTO CHARGE When this option is enabled and an amount is owed, the items is automatically charged to the customer's account without requiring any action from the cashier. If charge limits are reached then cash should be collected. BACK OF THE HOUSE (BOH) Consists of management and production of food and supplies through Inventory Management, Procurement, Menu Planner and Production modules. BASE MENU Once food items have been grouped into recipes, the next step is to combine recipes and/or individual food items into a Base Menu Plan. Base Menus serve as a template showing the items to be served on a particular day and the projected number of servings for each item. A nutritional analysis is run on the Base Menu to ensure compliance with USDA regulations. In addition, a cost analysis shows the financial impact of the planned menu. The Base Menu is then applied to each individual site as the Scheduled Menu on the calendar. The Scheduled Menu is used to actually plan and track daily food production at the site. Each site will ultimately enter their adjusted feeding figures for that day to recalculate the number of projected servings to be produced. BID ITEMS Inventory items that have been marked to be included in bids that you send out to your vendors. BID SPECIFICATIONS Written requirements that should be met for an inventory item when vendors are bidding on it. Glossary 11-1

70 BOH Refer to Back of the House (BOH) on page BONUS ACCOUNT A special account typically use to make elective contributions. You can specify if the account can only be used to purchase meals. BROKEN UNIT Used to describe one unit out of a case of an inventory item. EXAMPLE A case may contain 12 bags, with each bag representing a broken unit A case may contain 6 #10 cans with 1 #10 can representing a broken unit. A case may contain 25 pounds with each pound representing a broken unit. BUYING GUIDE An USDA tool used to assist the menu planner in determining raw-to-cooked yields for recipe analysis. It also provides yield data from (AP) to (EP) of food and volume/weight conversions. CATCH WEIGHT ITEMS Catch weight items are inventoried, received and transferred using the total weight as the quantity, not the case/broken unit. Procurement When ordering catch weight stock items, the catch weight acts as a minimum/multiple that may be ordered. Physical Inventory During a physical inventory, catch weight stock items are inventoried using the total weight measure as the quantity. Receiving and Stock Transfers Stock items flagged as catch weight items are received using the total weight measure as the quantity to the tenth of a weight measure. During stock transfers, the transferring facility can transfer a total weight measure as the quantity for catch weight stock items. During stock transfers, the receiving facility can receive a total weight measure as the quantity for catch weight stock items. CASE SENSITIVE Indicates that a value for a field must be entered in the exact case (upper or lower case letters) that the value was created. CASE UNIT The term used to describe the purchasing unit that you will buy of an inventory item (i.e., 1 case). CATEGORIES (BOH) Used to group your stock items in the Back of the House modules. CENTRAL SITE Refers to the central facility that controls all sites within a district. CLAIMS REPORT A report filed with the USDA or state to receive payment for serving meals considered reimbursable that meet minimum nutritional guidelines of one-third of the Recommended Dietary Allowance (RDA) of protein, calcium, iron, and vitamins A and C with no more than 30 percent of the meal s calories can come from fat and no more than 10 percent can from saturated fat Glossary

71 CHART OF ACCOUNTS (COA) Used to classify expenditures into account codes that are used by your accounting department for their general ledgers. CLASSES (BOH) Used to group your stock items within a category. COA Refer to Chart of Accounts (COA) on page COMMUNICATIONS PUBLICATION A group of data that is communicated as one entity from one computer to another, for which intervals can be set to determine how often a publication should synchronize with its publisher. COMPONENT BASED If a site is using the Component Based serving mode, you need to have identified on the Management Level Inventory screen POS tab in the Inventory module, which menu items contain one or more of the 5 required meal components that make up a reimbursable meal for a student. The 5 required meal components include a meat, a bread, 2 different fruits and/or vegetables and a serving of milk. If the customer selects more than one item containing a meat, bread or milk component, only one of those items will be included in the meal price. The two fruit and/or vegetable selections cannot be two of the same item. You may also specify whether the customer must select a meat/entree item for the purchase to qualify as a meal. When customers are purchasing items at the point of service they will need to select items that contain at least the minimum number of these meal components in order to be charged a meal price. The first purchase of such a meal by a student at the point of service during a specific meal period will be recorded as a reimbursable meal. Any additional items selected will be sold as a la carte items. Meals sold to adults will not be counted as reimbursable meals. The customer may select items containing more than the minimum number of meal components up to a maximum of all 5 different meal components and still be charged the same meal price for all of these items. EXAMPLE If you have the minimum items per meal set as 3, then the customer must select items containing at least 3 of the 5 meal components from this menu plan in order to purchase those items as a meal. If the customer selects less than the minimum, he/she will have to pay a la carte prices for the individual items. CONSOLIDATED ORDER A vendor order that has consolidated all of the sites' orders for that vendor's products into one order for the district. COST TYPE Type of cost for the inventory item: fixed fee, cost plus fee, cost plus percentage, and processing fee. CONTROL NUMBER A number created by the site or central office that is assigned to assets for record-keeping and tracking purposes. When assets are transferred from site to site, this number is used to track its location. COUPON This discount only applies to the specified item. It can have a preset amount or the cashier can enter the dollar value up to pre-specified maximum amount. CRITICAL CONTROL POINTS A measurement at which the food contamination has the most critical risk. It is used in the food management process. Critical points should be identified for each food product that is prepared. DAILY PLAN After creating daily plans, you can add to cycles and schedules throughout the year, as well as set up default menus to display at the point of service for each serving line and meal period. Glossary 11-3

72 DECLINE ACCOUNT This debit account can be used to pay for purchases with available funds deposited in the account based on specific criteria defined by the applicable meal plan. DEPRECIATION The reduction in value of property due to age, deterioration, wear and tear, etc. DIRECT CERTIFIED Students are determined by the state to be Direct Certified. In some cases the state agency may include students as Direct Certified that recieve Food Stamps/TANF/FDPIR. DISCOUNT A discount can have a preset percentage amount or the cashier can enter the percentage value up to the prespecified maximum amount. The discount will be applied only to the selected item. EARNED MEAL ACCOUNT This is a house account designated as an Earned account. If a district allows a customer to perform certain tasks in exchange for a free meal, the cost of a reimbursable meal is charged to this account. The account does not cover the cost of a la carte items. ELIGIBILITY Refers to the status a student or adult would qualify for the price they pay for breakfast or lunch with regards to income, special case, or other circumstances. ERROR PRONE APPLICATIONS Income applications that are within the $100 per month range of eligibility or $1200 annually. EVEN START A Government program designed to help break the cycle of poverty and improve the literacy of participating migrant families by integrating early childhood education, adult literacy or adult basic education, and parent education into a unified family literacy program. This developed from The Even Start Family Literacy Program if the Elementary and Secondary Education Act of 1965 and was most recently reauthorized by the Literacy Involves Families Together (LIFT) Act of 2000 and No Child Left behind Act of FAMILY INDEPENDENCE TEMPORARY ASSISTANCE PROGRAM (FITAP) A program in Louisiana that provides cash assistance to families with children when the financial resources of the family are insufficent to meet sustenance needs. FIFO Refer to FIFO on page FILE TRANSFER PROTOCOL (FTP) The means by which your files are transferred. FTP is most commonly used on the Internet. FIRST IN FIRST OUT (FIFO) A method of costing inventory that assumes that costs of the first Goods purchased are those charged to cost of Goods sold when you actually sell Goods. FITAP Refer to Family Independence Temporary Assistance Program (FITAP) on page FIXED ASSET A long-term, tangible, non-consumable property used in an entity s operation that usually has a life span of at least one year. EXAMPLE Land, buildings, computer software and systems, equipment 11-4 Glossary

73 FOOD GROUPS Used to categorize a food item according to five specific food groups (Meat, Vegetable/Fruit, Grain, Milk and Other). If you plan to create food-based menus (rather than nutrient-based, then you should assign food groups to each food item that will be used in your menus. FOOD INCLUDE A nutrition link food item with a Food Include (sequence number) represents a similar food item with the same nutrient values that also has the same weights for the same measure, such as specific species or brand items. EXAMPLE Acorn, butternut, hubbard, pumpkin and winter squash have similar nutrient profiles and weights for the same measures. Several brand-specific cheese pizzas may be represented by the same nutrition link food item code for cheese pizza because of their similar nutrient profiles. Different shaped macaroni products might have the same nutrient values and weights for the same measures, but each has a different description. When similar food items are associated with the same nutrition link food item code, each item has a different food include sequence number for unique identification. FOOD ITEM TYPES Used to categorize a food item according to how it is to be used when converting components into meals on production records when using nutrient-based menu planning. If you plan to create nutrient-based menus (rather than food-based), then you should you should assign a food item type (Entree, Side or Milk) to each food item that will be used in your menus. FOOD STAMPS A stamp or coupon issued by the Government to persons with low incomes that can be redeemed for food at stores and is used to qualify students for free reimbursable meals. FOOD SUB CODE A nutrition link food item with a Food Sub Code represents a food item with comparable nutrient values but different weights for the same measure. For instance, different brands of a chocolate cupcake with icing may have the same nutrient values per 100 grams, but the weight for 1 package of different brands might vary. Hot dogs packed 10 to the pound, 8 to the pound or 5 to the pound might have the same nutrient values per 100 grams, but the weights for 1 hot dog would vary. Each product, therefore, would be assigned a unique sub code. FOSTER STUDENT A student that has been removed from their birth parents or other custodial adults by state authority which takes responsibility for the child and places them in protective care. FRONT OF THE HOUSE (FOH) Consists of Point of Service functionality. FTP Refer to File Transfer Protocol (FTP) on page GENERIC CUSTOMER A customer account created in order to sell items to customers with no ID or that are not set up in the system (a.k.a. No ID Customer). GLOBAL ITEM An item in master inventory that is available for distribution to other levels and sites. An inventory item not marked as a global item is considered a local item and is available only at the site it was added and at any child sites attached to that site. Once an item is designated as a global item, the field becomes disabled and the designation cannot be removed. GROUPS (INVENTORY GROUPS) Used to group inventory items for which you may want to view the history of similar products. Glossary 11-5

74 HACCP Refer to Hazard Analysis and Critical Control Point (HACCP) on page HAZARD ANALYSIS AND CRITICAL CONTROL POINT (HACCP) A process used to prevent foodborne illness. It was created for the food industry to assure food safety. HAZARD ANALYSIS AND CRITICAL CONTROL POINT (HACCP) CATEGORY Provides recommended cooking and holding standards for particular types of foods to prevent spoilage and contamination. HEAD START Provides funding to promote school readiness by enhancing the social and cognitive development of lowincome children, including children on federally recognized reservations and children of migratory farm workers, through the provision of comprehensive health, educational, nutritional, social and other services; and to involve parents in their children's learning and to help parents make progress toward their educational, literacy and employment Goals. Head Start was created in HOMELESS STUDENT As defined by the Runaway and Homeless Youth Act of 1974, an individual who is under age 18, for whom it is not possible to live in a safe environment with a relative and has no other safe living arrangement. The McKinney-Vento Act, which was part of the No Child Left Behind Act, also includes in the definition as individuals who lack a fixed, regular, and adequate nighttime residence. HOUSE ACCOUNT This account can be used by all members of the meal plan. Choose to only allow meal purchases in order to control how the account is used. INCLINE ACCOUNT An Incline Account (charge account) can be used to charge purchases based on specific criteria defined by the assigned meal plan. INVENTORY HISTORY A record of usage for inventory items to help forecast how much of an item you will need to order for a given time. INSTALLATION TYPE The license file assigned to the site identifies whether the site's installation type is management level, site, terminal, central warehouse, central kitchen or base kitchen. The software functions that can be accessed by the site are determined by the site's installation type. INSTITUTIONALIZED CHILD This term refers to a child who is the legal responsibility of a welfare agency or court and residing in a residential type institution that is not a boarding school as determined by the state. INVENTORY TYPES Used to classify your inventory items into USDA Goods, purchased Goods, supply Goods, or equipment. ITEM GROUP TYPES Assigned to item groups to define how menu items will be sorted when displayed on screen and printed receipts. The higher the sort value, the higher the item will display in the list. EXAMPLE An Item Group Type assigned a sort value of 2000 will appear before an Item Group Type assigned a sort value of 1000, which could be Hot Entree. An Item Group Type can be marked as a Modifier Group. This means items assigned to the item group are typically served with a particular menu item. The items will be indented on receipts and reports to indicate that they are modifiers for the item listed directly above Glossary

75 ITEM GROUPS Used to group similar type items together for use on a menu and will serve as a sub menu on the menu grid at the point-of-service. Item Groups can consist of a combination of menu items, other item groups, menus and various payment options. KEY PERFORMANCE INDICATORS (KPI) Key Performance Indicators (KPI) can be used to measure efficiency of various areas of your operation based on data captured in the program. KINSHIP GUARDIANSHIP ASSISTANCE PAYMENT PROGRAM (KINGAP) A program in California that provides a new permanency option for children in appropriate, long-term foster care placements with relative caregivers. This program began January 1, KPI Refer to Key Performance Indicators (KPI) on page LAST IN FIRST OUT (LIFO) A method of costing inventory that assumes that costs of the most recent purchases are the first costs charged to cost of Goods sold when you actually sell the Goods. LEAD TIME The number of days it will take for an item to be delivered to you after placing the order with a particular vendor. LIFO Refer to Last In First Out (LIFO) on page 11-7 MANAGEMENT LEVELS Sites can be grouped by Management Levels to maintain a hierarchy and provide data ownership rights that Govern their ability to add data, edit data, view data and print reports. There are three basic types of Management Levels: top management, middle management and bottom management. The top management level and bottom management level are preloaded. Their names can be edited, but their positions cannot be moved in the hierarchy and they cannot be deleted. Use of middle management levels is optional. If used, multiple middle management levels can be added, edited or deleted by the user. MAXIMUM STOCK LEVEL The greatest number of cases of the inventory item that can be stored at the site at any time. MEAL ACCOUNT A Meal Account can be set up to pay for meal purchases based on specific criteria defined by the applicable meal plan. MEAL BASED SERVING MODE If a site is using the Meal Based serving mode, you need to have identified on the Management Level Inventory screen - POS tab in the Inventory module, which menu items are considered to be a Meal. There must be at least one menu item that is marked as a Meal assigned to each menu plan that will be used for breakfast or lunch. The first purchase of such a Meal by a student at the point of service during a specific meal period will be recorded as a reimbursable meal. Any items purchased in addition to the meal will be sold as a la carte items. Meals sold to adults will not be counted as reimbursable meals. Glossary 11-7

76 MEAL IDENTIFIERS The Order Box displays quantity, price and account used for each selected menu item. When a meal item is selected, one of the following identifiers will display next to the item in the box instead of the quantity: IDENTIFIEF DESCRIPTION TYPE OF CUSTOMER PRICE R Reimbursable Meal (1 per serving period) (or items if using Component Based or NuMenu serving mode) Meal Item (or items if using Component Based or NuMenus serving mode) Student Generic/No ID Eligibility 1st meal price Eligibility 1st Meal Price M Student - 2nd meal Adult, employee and teacher - 1st meal Eligibility 2nd Meal Price Adult, employee and teacher - 2nd meal Eligibility 1st meal price Eligibility 2nd meal price Premium Meal (Meal Based only) Full pay student and adult - 1st meal Management Level Inventory > POS > Price Reduced price and free student - 2nd meal Management Level Inventory > POS > Price Items selected in A la Carte Mode All - No ID required No ID full pay 1st meal price NUMERIC VALUE Quantity of A la Carte menu items selected Student, adult, employee and teacher Management Level Inventory > POS > Price MEALS PER LABOR HOUR Meals per labor hour is the number of meals or meal equivalents divided by the number of paid labor hours. MEAL PLAN Meal Plans are assigned to customers to control which accounts are available for their use at the point of service. When you set up a Meal Plan, you have the ability to determine which accounts you want to associate with the Meal Plan as well as set parameters for each account and pricing information. MEAL SWAPPING Meal Swapping refers to the ability for a customer to exchange a previously used meal credit for use during the current sale. A meal swap can occur at a different location from where the original meal was purchased. Once the meal swap has been accepted at a location, the previous transaction will be voided and resold at a la carte pricing as though the meal credit was not used, making the meal credit available to be used during the current sale. A meal swap must occur during the same day as the original meal purchase and must involve the same account. A used meal credit may be swapped for another meal purchase or for use as cash equivalence across multiple meal periods. During the same meal period, a used meal credit may not be swapped to purchase a different meal, but a used meal credit may be swapped to be used as cash equivalence as many times as desired during the same meal period, or across multiple meal periods, as long as use of cash equivalence is allowed during that meal period. MENU BAR The Menu Bar consists of a series of buttons located along the top of the Process Sales screen that provide quick access to frequently used Item Groups, Menus, Payment Options or even frequently sold menu items Glossary

77 MENU CYCLES You can set up multiple weekly Menu Cycles consisting of daily plans. The cycles then can be easily scheduled for a specified date range to facilitate setting up your planned menus to display at the point of service. MENU GRID The Menu Grid consists of 50 placeholder buttons that allows you to design a specific menu containing various menu items, item groups, or other menus for use at the point of service. MIGRANT STUDENT A migrant student is defined in section 1309 of the Elementary and Secondary Education Act of The Office of Migrant Education (OME) admisters grant programs that provide academic and supportive services to the children of families who migrate to find work in the agricultural and fishing industries. MINIMUM STOCK LEVEL Minimum Stock Level is the least number of cases of the inventory item that should be on hand at the site at all times. MODIFIER ITEM GROUPS Modifier Item Groups contain a selection of menu items that are typically served with particular menu items, or they may contain a variety of cooking instructions, such as rare, medium or well-done. A modifier item group can be assigned to any applicable menu item. When placing orders, if a menu item is selected that has a modifier item group attached, a submenu will automatically display a list of the items assigned to the associated modifier item group, from which the applicable items can be selected. NUMENUS NuMenus is a menu planning option that allows foods in any quantity to be used to meet the nutrition Goals, unlike food-based menus, where foods from specific food groups and in specific quantities must be offered. The menus are analyzed over a school week using a weighted nutrient analysis with an average based on the projected number of servings of each menu item. If a site is using the NuMenus serving mode, you need to have identified on the Management Level Inventory screen POS tab, which menu items are one of the 3 NuMenus meal item types that make up a reimbursable meal for a student. The items that make up the meal must be categorized as entree, side or milk. If the customer purchases more than one item identified as an entree or milk, only one of those items will be included in the meal price. You may also specify if an entree and/or milk is required to be taken at the point of service for the purchase to qualify as a meal. When customers are purchasing items at the point of service they will need to select between the minimum number and maximum number of NuMenus meal item types in order to be charged the meal price. The first purchase of such a meal by a student at the point of service during a specific meal period will be recorded as a reimbursable meal. Any additional items selected will be sold as a la carte items. Meals sold to adults will not be counted as reimbursable meals. EXAMPLE If you have the minimum number of meal item types allowed set as 3 and maximum number of meal item types allowed set as 4, then the customer must select at least 3, but no more than 4, of the required NuMenus meal item types from this menu plan in order to purchase those items as a meal. If the customer selects fewer than the minimum number of meal item types allowed, he/she will have to pay a la carte prices for the individual items. If the customer selects more than the maximum number of meal item types allowed, he/she will have to pay a la carte prices for the additional items. NATIONAL SCHOOL LUNCH PROGRAM (NSLP) The National School Lunch Program (NSLP) is a federally assisted meal program operating in public and nonprofit private schools and residential child care institutions. It provides nutritionally balanced, low-cost or free lunches to children each school day. The program was established under the National School Lunch Act, signed by President Harry Truman in NSLP Refer to National School Lunch Program (NSLP) on page Glossary 11-9

78 NUTRITION LINK CODE A Nutrition Link is the code used to link a stock item to a nutrition link food item with the same nutrient values. ORDERING POINTS Using Ordering Points allows you to set up additional locations to receive orders placed for a site. For example, a mobile unit may place an order that they pick up at a remote location. PARENT/CHILD SITES Sites can be grouped administratively to facilitate distribution of responsibility and consolidation of data by creating an association between a Child Site and the Parent Site that functions as the next higher level of authority. PAYMENT OPTIONS Payment Options are for use at the point of service by the customer and consist of voucher accounts, coupons and discounts. PERPETUAL INVENTORY Perpetual Inventory represents the values that the program has recorded as the current on-hand amounts of all of your inventory items. PHYSICAL INVENTORY Physical Inventory represents the current on-hand values of your inventory items that you have counted in your storage areas. PRICING LEVEL (TIER PRICING) Pricing Levels allow for different prices to be set up for individual items so the appropriate price can be charged to a patron that is assigned to a specific meal plan. If the patron's meal plan has no assigned pricing level, they will pay the default price. Also, if their meal plan is not on a pricing level that the item is assigned to, they will pay the default price. PRINCIPAL ACCOUNT A Principal Account is used in a K-12 school environment. It is a house account designed to allow reimbursable meals to be charged to the principal and the principal will pay for the meal later. PROCESS APPROACH TO HACCP (HAZARD ANALYSIS AND CRITICAL CONTROL POINT) A method of classifying food preparation into three broad categories which includes the number of times an item Goes through the temperature danger zone. PROCESS NUMBER A number assigned to every screen. When you become more familiar with the system, you may want to go directly to a particular process number by using the Go To feature. No matter how you choose to get to a screen, the process number will always display for your reference. PROVISION 2 A program run by the USDA which is four years at a time where all students in the selected site are served a free meal regardless of eligibility. This program is designed to eliminate some of the cost of administration of a Child Nutrition Program. Refer to the USDA s website for further information at QUICK SALE FEATURE The Quick Sale feature allows you to quickly sell the item on the Auto/Quick Sale position without selecting the item. If the customer has available funds or credit, the system will process the sale for the item when you touch the End Sale button and return you to the Point of Service screen. Otherwise, a Tender screen will display for you to collect cash for the amount owed. REBATE ITEM A Rebate Item is an inventory item that has been marked to receive a rebate from the vendor Glossary

79 RECIPE A Recipe is an item that requires preparation such as chicken noodle soup. Recipes typically consist of multiple ingredients. REGISTERED INDIAN The term Registered Indian refers to the Food Distribution Program on Indian Reservations (FDPIR) which is a Federal program that provides commodity foods to low-income households, including the elderly, living on Indian reservations, and to Native American families residing in designated areas near reservations and in the state of Oklahoma. REIMBURSEMENT Money received from the USDA National School Lunch Program or a state Government for meals served to students in a school lunch program. REORDER QUANTITY Reorder Quantity is the number of cases on hand of the inventory item that will trigger the item to be automatically reordered. Reorder Quantity is also referred to as Reorder Level or Reorder Point. RETAIL COST Retail Cost is a higher price than what you paid for the item that you would charge a site in order to receive a profit. RUNAWAY STUDENT As defined by the Runaway and Homeless Youth Act of 1974, a student who leave home and remain away without parental permission. SCHOOL MILK PROGRAM The School Milk Program encourages consumption of milk by children who do not participate in other child nutrition programs. The federal sets a reimbursement rate annually for each half-pint of milk. Schools in the National School Lunch or School Breakfast Programs may also participate in the School Milk Program to provide milk to children in half-day pre-kindergarten and kindergarten programs where children do not have access to the school meal programs. SCHOOL SNACK PROGRAM This is an Afterschool Snack program which is reimbursed by the NSLP which gives students a nutritional boost and draws them into supervised activities that is safe, fun, and filled with learning opportunities. This reimbursable snack must contain two different components of the following four: a serving fluid of milk, a serving of meat or meat alternate, a serving of vegetable(s) or fruit(s), or a serving of whole grain or enriched bread or cereal. SEVERE NEED ELIGIBILITY Schools may receive severe need payments for free and reduced-price breakfasts when 40 percent or more of the lunches at the school in the second preceding year were served to students qualifying for free or reduced-price meals. These payments are in addition to the regular reimbursement. An additional two cents per lunch is available to LEAs which served 60 percent or more free or reduced-price lunches districtwide during the second preceding year. SERVING MODE How the system handles different methods of determining what makes a meal. SERVING PERIODS Used to define the different service times throughout the day, such as breakfast, lunch, snack and dinner. Used throughout the system for various setups, you can generate a variety of sales reports based on the serving period. SHELF LIFE The number of days an inventory item is allowed to be on the shelf before it spoils. SITE Refers to the satellite sites that are controlled by the same Central Site. Glossary 11-11

80 SITE GROUPS Used to classify sites for reporting purposes. SITE TYPES Used to classifying individual sites according to their business operation and used to set up inventory items, vendors and order processing modes specifically for their needs. TANF Refer to Temporary Assistance for Needy Families (TANF) on page TEMPORARY ASSISTANCE FOR NEEDY FAMILIES (TANF) A program that was created by the Welfare Reform Law of 1996 that provides assistance and work opportunities to needy families by granting states the federal funds and wide flexibility to develop and implement their own welfare programs. TIER PRICING Refer to Pricing Level (Tier Pricing) on page TILL NUMBER Every day, the Till Number starts with Till 1 for each serving line. Each user on that serving line will have a different till number. A till number will never be recycled on a particular day for a particular line. Each user can have only one till open per line per day. If a user logs off before closing their terminal and someone else logs on, the new user has the ability to open their own till, process transactions and close it. Then the previous person can log back on and continue processing transactions. There is no limit to the number of tills that can be open at the same time. UNIT COST Unit Cost is the actual unit price that you paid for an inventory item. UNITED STATES DRUG AND AGRICULTURE (USDA) EQUIVALENT An USDA item marked as being a Good substitute for a purchased Good item. VENDOR STATUS Used to indicate any status that may apply to this vendor. EXAMPLE You may be required to order from a minority vendor, so any vendor of this status should be marked minority. VENDOR TERMS The payment terms that apply to your orders for accounting purposes (i.e., net 10 days). VOUCHERS Patrons use these at the point of service as payment before deducting anything cash from the patron's account(s). Either a preset dollar amount or any open amount that can be entered by the cashier at the point of service may be applied for payment of items purchased and taxes due. Typically vouchers accepted at the point of service would be collected and submitted for payment to the person who issued them. WAN Allows several geographical locations to be linked together over a computer network for the purpose of sharing and transferring information between site computers. WAVG Refer to Weighted-Average (WAVG) on page WEIGHTED-AVERAGE (WAVG) A method of costing ending inventory using a weighted-average unit cost. It is determined by dividing the total cost of Goods available for sale by the total of the number of units purchased plus those in beginning inventory. Units in the ending inventory are carried at this per unit cost Glossary

81

82 To reorder, contact Sales Support at (800)