SETTING UP INVENTORY. Contents. HotSchedules Inventory

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1 SETTING UP INVENTORY HotSchedules Inventory is a tool to help reduce your stores cost, and save time managing your inventory. However, Inventory needs to first be completely set up in order to function correctly. Contents Inventory Setup Best Practices... 2 Vendors... 2 Add Vendors... 2 Adding a Vendor s Products... 3 Importing a Vendor Product Catalog... 3 Manually Entering Products... 5 Editing and Deleting Products... 5 Categories... 6 Sharing Vendors... 6 Disabling Vendors... 7 Counts... 7 Adding Counts... 7 Setting Up Counts... 8 Adding a Location to a Count... 8 Adding Products to a Location... 9 Sharing Counts Recipes Building a Recipe Editing Recipe Names Permissions Your Account Menu UserGuide Setting Up Inventory Page 1

2 Inventory Setup Best Practices To get accurate costing of your inventory: Ensure you have accurate Purchase and Inner Units for the items in each Vendor s Catalog. Ensure the price entered for each unit is the Purchase Unit Price. Define the number of Inner Units in each Purchase Unit. To ensure draft Purchase Orders are created based on your counts: Set pars for all items in a count. To get a handle on food and plate cost: Ensure you are counting your high use items frequently (weekly, at the minimum). Focus on your high use center of the plate items first when building recipes. For accurate depletions (requires integration with POS): Recipe names must match the Menu Item names on your POS Ensure your conversions are accurate for each ingredient in the recipe Focus on your higher cost center of the plate items first when building recipes. Vendors The first thing you need to do to set up Inventory is set up your Vendors. This will make way to easily count and order specific products when needed. Add Vendors To add one of your vendors into Inventory, click Set Up in the side menu, and select Vendors. Then click the Plus Icon in the bottom right corner of the page. Fill in the information fields. This information will be needed to send orders to this vendor. When finished, click Save in the upper-right corner. UserGuide Setting Up Inventory Page 2

3 Adding a Vendor s Products You can tell Inventory what product is ordered from which vendors. There are two ways of associating specific products to vendors by uploading the vendor catalog, or by manually entering each product. Importing a Vendor Product Catalog If you have an Excel file or other similar.csv file that contains the products from a particular vendor, you can easily upload all the vendor s products at once. You will need to match the columns in your spreadsheet to Inventory s fields, however. Luckily, it s pretty easy. Click Set Up in the side menu, and select Vendors. Then click the vendor s name in the list. To upload a.csv file, click Import in the upper-right corner. Click Choose File, find the file on your computer, and click Open. UserGuide Setting Up Inventory Page 3

4 Drag and drop the column names on the right to match those on the left. Click Done when finished. Inventory may find something that it may not understand, and will list it in red. If the issue is something you can fix, you can click the X, and start again. Otherwise, click Done to proceed. In the next window, you will see a preview of what this vendor s catalog will look like. Edit the fields as needed, and click Done to import the catalog. Make sure the Inner Purchase Conversion for each item is correct. The Inner Purchase Conversion defines the number of Inner Units contained within a Purchase Unit. Yellow circles provide warnings, that you may or may not want to address. Hovering over the warning provides more details. Additional errors are listed at the bottom. When all is as it should be, click Done. UserGuide Setting Up Inventory Page 4

5 Manually Entering Products You are also able to manually enter products into a vendor catalog individually. To manually enter an item, click Add Item in the top right corner of the appropriate vendor s catalog. Type in the information in the fields provided, and click Done. Please note: The Purchase and Inner Unit labels provide each with a name for your inventory (i.e. Box/Bottle or Bag/Serving). You must also provide the conversion rate between the two. This allows you to name the units anything you d like, while ensuring correct tracking. Editing and Deleting Products To edit a product, click the small arrow next to the name of the product. Then click the green pencil icon. In the window that appears, edit the appropriate information, and click OK. To delete a product from the vendor s catalog, click the red X icon. UserGuide Setting Up Inventory Page 5

6 Categories Categories allow for easier recipe maintenance and management. You ll find item categories in the Categories section, under Setup. Item categories themselves are taken from your vendor item upload. You are able to, however, assign GL codes to each by typing the codes into each field. Saving is automatic. Direct Sale Products You can flag an item as a direct sale to show that it is essentially a recipe in itself. Click the arrow next to item, and select Direct Sale. The item will then show in your recipe list under Direct Sales. Sharing Vendors You are able to share vendors with your other stores. To do this, navigate to one of your vendor s pages, and click Share at the top of the page. In the window that appears, click any and all vendors names in the column on the left, then select the stores with which you d like to share in the column on the right. Click Done when finished. UserGuide Setting Up Inventory Page 6

7 Disabling Vendors You are also able to disable vendors, so that their items no longer appear in your lists. To disable a vendor, navigate to the vendor s page, and click Disable at the top of the page. This will disable the vendor, remove items from counts, and provide a pop-over identifying the recipes that items from the vendor. No items are automatically removed from recipes, as you are encouraged to swap each item for another, as needed. To enable a vendor again, click Enable. The vendor and their items will then again be available. As with disabling, no changes to recipes will be made automatically. Counts Counts are set up in Inventory, and mirror those you already have in your store. They could be specific sectional counts, or categorized by frequency a liquor or monthly count, for example. Adding Counts To add a count, click Set Up in the side menu, and select Counts. Then click the Plus Icon. In the window that appears, name the count, and click Add Please note: Reserve the Reset on hand values option for the count that contains all food, paper, and beverage items. This should be a true FULL inventory. UserGuide Setting Up Inventory Page 7

8 To rename, copy, or delete a Count, click its arrow. Three buttons will appear. The red X will delete the count The blue clipboard will make a copy of the count, including all locations, items, and pars The green pencil will allow you to rename the count Setting Up Counts Once you have your counts in place, the next step is to set them up with associated locations and product. Adding a Location to a Count To associate a location with a count, click Counts under Set Up in the side menu, and click the name of the count you d like to set up. Then, click the plus icon at the bottom of the page to create the locations where you have items stored in your restaurant. UserGuide Setting Up Inventory Page 8

9 Name the location, and click Done. You are also able to add sub-groups to any existing location. You can also drag and drop locations into each other to create sub-groups, or move them around to rearrange them in your list. You can also drag and drop the location to the bottom of the page to either copy or delete it. Copying a location will copy all items and their pars. Adding Products to a Location To let Inventory know where your various products are stored within your store, you ll want to add them to their appropriate locations. To do this, click Set Up, then Counts in the side menu, and select the appropriate count. Then click Vendors at the bottom of the page. Your entire list of products will unfurl. Filter by vendor or use the search field to find the desired products. In the Locations column, you can see what locations are associated with each item. To adjust an item s locations, simply click the item s location list in that column. Then in the window UserGuide Setting Up Inventory Page 9

10 that opens, select the appropriate count s list, check any that apply, and click Done when finished. You are also able to drag and drop the various products onto the appropriate location on the left. Clicking a location will allow you to view the products associated with it. You are also able to add multiple items at once. Click Vendors at the bottom of the page, and then Select Multiple Items at the top. In the window that opens, use the drop-downs to filter by vendor, and then select the appropriate location for the items. Check each applicable circle, and click Done when finished. Set your pars in the appropriate fields. The par is your minimum amount of an item you ever want to have on hand. This par number will trigger automatic reorders in Inventory, so it is an important figure to keep current and correct for your needs. Please note that pars can be set as fractional quantities, as well. To copy an item and its par to another location, simply drag and drop it to that location. To delete a product from that location, click its arrow, and then the red X icon. UserGuide Setting Up Inventory Page 10

11 Consistency in counting inventory is crucial. Set the order that items should be counted by clicking Count Order at the top of the page. Then drag and drop the items into the correct order. Click Done when finished. Sharing Counts Counts can be shared amongst stores. After a count is shared it can be adjusted to apply to that store s specific needs. Within Counts under Set Up, click Share at the top of the page. In the window that opens, select the counts you d like to share, and with whom. Click Done when finished. UserGuide Setting Up Inventory Page 11

12 Recipes Recipes allow you to track product usage through items sold. For example, a recipe for a peanut butter and jelly sandwich might include 2oz of peanut butter, 2oz of jelly, and two slices of white bread. By adding up how many of these sandwiches are made, Inventory will know when to order more peanut butter, jelly, and white bread. When integrated with your POS (Aloha and Micros 3700 integrations will be available in May 2016), HotSchedules Inventory will track how many of each recipe are sold, and automatically remove the appropriate amounts of the recipes ingredients from your on hand. If you do not have POS integration, recipes will allow you to see your plate cost and margin for your recipes. Building a Recipe To add a recipe in Inventory, click Set Up in the side menu, and select Recipes. Then click the Plus icon at the bottom of the page. In the window that opens, give the recipe a name, and, if you d like, add it to a specific recipe category for easier reference later. If you d like this recipe to be labeled a batch recipe, check that box, as well. Batch recipes are treated as ingredients when both adding to other recipes. Batch recipes can also be added to counts so you can keep track of the on hand for each batch. When finished, click Done. You can then open it by clicking its name in the list of recipes. UserGuide Setting Up Inventory Page 12

13 In the Recipes section, click Ingredients at the bottom of the page. Your entire product list will unfurl. Filter by vendor or use the search field to find the ingredients for the recipe. Drag and drop each product into the appropriate recipe on the left. Clicking the recipe will reveal its contents. You are also able to add multiple items to recipes at once. Click Vendors at the bottom of the page, and then Select Multiple Items at the top. In the window that opens, use the drop-downs to filter by vendor, and then select the recipe into which you want to add the items. Check each applicable circle, and click Done when finished. UserGuide Setting Up Inventory Page 13

14 Type in the determined price for the recipe; your profit on the right will automatically adjust accordingly. Then start adjusting the amount of each item for the recipe below. In the Unit column, tell Inventory what kind of unit you ll be using for this product. Click the Dashes icon, and select the unit type from the window that appears. Clicking the cost of each item will allow you to define that unit using the Conversion Wizard. You always want to work your way up to the unit purchased. In the example below, there are 16 ounces per bottle. Moreover, there are 8 bottles per case, the Purchase Unit. For a tomato, as another example, a slice may be defined as getting six slices out of each tomato. Since they were purchased in groups of a dozen, twelve tomatoes are in each Purchase Unit. Click Done when finished. UserGuide Setting Up Inventory Page 14

15 When the recipe is complete, the math is done for you, and you ll be shown both the food cost and the profit. Editing Recipe Names To edit a recipe s name, click Edit at the top of your recipe list. All recipe names will become editable. Click Done when finished editing. Nesting Recipes You are also able to take one recipe, and use it as an ingredient in another. To do this, simply drag and drop the ingredient recipe on top of the parent recipe. Then adjust the amounts in the parent recipe, as needed. UserGuide Setting Up Inventory Page 15

16 Sharing Recipes You are able to share recipes with your other stores. To do this, navigate to one of your recipes, and click at the top of the page. In the window that appears, click any and all recipes in the column on the left, then select the stores with which you d like to share in the column on the right. Click Done when finished. Mapping Inventory Recipes to Your POS You are able to associate recipes built in Inventory with your POS. To do this, navigate to one of your recipes, and click at the top of the page. In the window that appears, type in the POS Item ID for each. Click Done when finished. UserGuide Setting Up Inventory Page 16

17 Permissions Administrators may grant specific permissions to others on your team using Inventory. In the Permissions section (only administrators will see this section), check the boxes next to each permission a user should be allowed. Save when finished. Please note: Administrators will have access to all areas of Inventory by default. Users will not have no access by default. This was done to ensure a user does not accidentally access a piece of the application before the administrator can set the appropriate permissions. Your Account Menu In the top-left, you ll find your Account drop-down menu. There can logout, check and adjust your account information, and check for software updates. you Clicking Check for Updates will take you into the HotSchedules Store, where you can make sure your software is up to date. UserGuide Setting Up Inventory Page 17