Bachelrs Prgram Senir Studies Stre Management Fd Ordering Delivering ur Custmers a perfect pizza Delivering it fast and safely Being knwledgeable abut ur prducts Keeping a clean, friendly image EVERYTIME EVERYTIME ALL THE TIME ALL THE TIME
Fd Ordering Fd csts are the largest single cst that yur Garlic Jim s Famus Pizza lcatin will have. Cnsistently making accurate fd rders will nt nly ensure that yur custmers are always receiving the highest quality prducts at all times but will als help t make sure that yu achieve yur Cst f Gds Sld (COGS) gals, cmmnly referred t as Fd Csts. Making a fd rder is a prcess f estimating yur prduct needs frm the time f yur rder until the delivery time f yur next rder less yur current n-hand inventry. D nt cmplicate fd cst analysis. A simple equatin t remember is: [Previus Week Ending Inventry Value + Fd Amunt Bught] Current Week Ending Inventry Value = Cst f Gds Sld then divide COGS by Ttal Net sales = Fd Cst %. Yu can estimate yur fd needed by using average usage charts and frmulas dne manually, but the mst efficient way f prjecting a fd rder is t use yur POS system Order Estimates feature. The Order Estimates will prject yur fd needed ver a given time frame and use prven sales vlumes as a reference. Once yu have made yur rder yu will need t fllw the current rdering prcess t place yur fd rder. It is always a great idea t keep a cpy f yur rder n a clipbard in yur stre ffice fr reference if questins cme up r there are prblems when the rder is delivered. This training class mdule will als highlight the many ther tls available t accmplish prper fd rdering techniques as well as mre detailed infrmatin regarding rdering plicies. Bachelrs Prgram - Stre Management - Fd Ordering Cnfidential Page 2 12-2-15
Learned Skills Using the Order Estimates Tl Using Menu Sales as a Fd Ordering Tl Using the Usage per $1,000 Chart Prper Use f the Fd Waste Lg Placing a Fd Order Receiving a Fd Delivery Emergency Fd Order Prcess Credits/Out-f-Stck Items Prcess Using the Order Estimates Tl The Order Estimates tl can be fund in yur Breakaway POS system in the Management mdule. Chse the Inventry tab and then click Order Estimates. T use this tl effectively it is imprtant t knw yur current fd delivery schedule and t identify which days yu will be rdering fd fr usage. The fllwing is an example t give yu a pint f reference: Mst distributrs will deliver twice in a week. Use the fllwing chart as a reference fr understanding the fd rdering prcess. Since yur mst unpredictable prducts are dugh and perishable prduce, it is a gd idea t use these item usage numbers as a guide when rdering. If yu are set t place an rder n December 4th (see next page), yu need t lk back at yur previus weeks sales ttals and determine the ttals f yur dugh and prduce. As yu can see frm the chart belw, we have mapped ut the previus week s dugh dates. The mst imprtant pint f dugh usage is that all stres are prhibited frm using Day One Dugh in the prductin f pizza prducts fr custmer cnsumptin. Bachelrs Prgram - Stre Management - Fd Ordering Cnfidential Page 3 12-2-15
Fllw alng with the instructins belw t accurately use Order Estimates: 1. The yellw highlighted days (Nv. 27 th Dec. 1 st ) must nw be calculated using the Daily Summary reprt in the Management mdule. 2. Take the ttal Net Sales frm the Daily Summary reprt and insert that sales amunt (Prjected Sales) runded up t the nearest $100 increment int the Order Estimates tl. Fr example: Wednesday thrugh Sunday yur stre lcatin had $8945 in Net Sales. Yu wuld put $9000 int yur Order Estimates tl s that yur system can calculate an estimated rder fr yur use. Nv. 24 25 Order 26 Prductin 27 DAY 1 Dugh Delivery 28 DAY 2 Dugh Order 29 DAY 3 Dugh Prductin 30 DAY 4 Dugh Delivery Dec. 1 DAY 5 Dugh Order 2 Prductin Delivery 3 Order 4 5 Prductin Delivery 6 Order 7 8 9 10 11 12 13 14 Prductin Delivery Order Prductin Delivery Order Prductin Bachelrs Prgram - Stre Management - Fd Ordering Cnfidential Page 4 12-2-15
Use the fllwing instructins t estimate yur inventry rder and t insert the 5-day Prjected Sales ttal frm the previus week: 1. Open the Management mdule and frm the Inventry menu, click Order Estimates. At the tp f the screen, yu will see the Lcatin, Vendr, Prcessing, Histry Begin and Histry End entered fr yu. 2. Enter yur Prjected Sales fr the next perid. 3. Click Calculate t view the Suggested Order amunts. 4. Click Cpy t mve the Suggested Order amunts t the Actual Order clumn. 5. Enter any changes in the Actual Order clumn and the new Order Cst amunts will appear, with a Ttal Order Cst at the bttm f the clumn. 6. T change the Histry Begin r Histry End, click Reset s. A grup f calendars will appear with the 60 days prir t the Prcess Frm thse 60 days, click yur desired Histry Begin. It will turn green. Frm thse 60 days, click yur desired Histry End. That date and all f the dates between it and the new Histry Begin will turn green. Click Calculate t recalculate the Suggested Order amunts and csts based n the new dates and view them n the Order Estimates screen. (See the screen sht n the next page) Bachelrs Prgram - Stre Management - Fd Ordering Cnfidential Page 5 12-2-15
Ntes: 7. Click Save t save yur entries. 8. Click Print t print an Order Estimates reprt based n this infrmatin. 9. Click the Clse buttn t exit the screen. If yur system has nt been peratinal fr mre than a few weeks, yu may nt have the necessary histry fr the system t accurately frecast rder levels. Over time, as yur histry builds, this feature will becme mre effective. Yu can help the system's accuracy by adjusting the Histry Begin and Histry End. The system will nt autmatically include future r timed rders in Prjected Sales. Yu must calculate thse rders and include them in the Prjected Sales amunt that yu enter. Like the Inventry screen, the Order Estimates screen has an unlabeled clumn that displays the item's inventry Cunt Type, which yu set up in the Setup mdule. The cunt types are: D fr Daily, W fr Weekly, M fr Mnthly and P fr Perid. Nw that yu have a database suggested fd rder, it is best t print ut the suggested rder sheet by clicking n the Print functin and then using it while walking the stre t verify that the amunt f prducts n hand matches what yu have n yur suggested rder estimate. This prcess will ensure that yu have rdered all f the fd prducts yu will need fr the days until yur next rder. Bachelrs Prgram - Stre Management - Fd Ordering Cnfidential Page 6 12-2-15
Bachelrs Prgram - Stre Management - Fd Ordering Cnfidential Page 7 12-2-15
Using Menu Sales as a Fd Ordering Tl As we learned in the Fd Preparatin class mdule, the Menu sales reprting f the POS system can teach yu many things abut the buying habits f yur custmers as well as the selling skills f yur inside team members. Yu can als use this tl t help yu rder yur fd prducts, specifically yur dugh amunts. Let s lk at a screen sht shwing the way t accurately predict the amunt f dugh needed fr yur next fd rder. Using the infrmatin abve frm the Menu Sales reprt, yu can easily predict hw much dugh yu will need t have n-hand t service the trending sales f yur stre lcatin. All yu need t remember is hw many dugh-balls are in each tray and divide each crust size and type by that number. Fr example: Using the chart abve we will need t rder X-Lg Hand 35/5 = 7 trays Lg-Hand 168/6 = 28 trays Lg-Thin 60/6 = 10 trays Md-Hand 67/8 = 9 trays Md-Thin 29/8 = 4 trays Bachelrs Prgram - Stre Management - Fd Ordering Cnfidential Page 8 12-2-15
Using the Usage per $1,000 Chart The Usage per $1,000 Chart is designed t help yu track and prperly rder yur cre inventry items. T d this, calculate the ttal number f each item sld ver a fur week perid and divide that by dllar amunt (in thusands) that was generated in sales ver the same perid. The result will be the number f each item needed n average t generate a thusand dllars in sales. If yu are rdering fd, frecast the number f sales in thusands yu expect and multiply. Fr example if yu use ne bundle f 14 large bxes fr every thusand dllars in sales and yu are rdering fr $5,000.00 in sales yu will need 5 bundles f bxes n yur next rder. Bachelrs Prgram - Stre Management - Fd Ordering Cnfidential Page 9 12-2-15
Prper Use f the Fd Waste Lg The waste lg is designed t track the amunt f spilage r wasted inventry lst each week and each mnth. Utilizing this tl crrectly will allw yu t prduce an accurate fd cst as well as help yu rder yur fd mre efficiently. Lk fr trends fr the waste f prduct in yur stre and make crrectins based n the items being thrwn ut. If yu are thrwing ut mre than five trays f dugh in a given week r ten punds f green peppers, what is the reasn? Are yu rdering t much r have yu mismanaged the prduct during prep r prductin? Take the necessary crrective actin t slve the prblem that caused the spilage. Anything appearing n this frm is yur mney being thrwn in the GARBAGE! It is als very imprtant t remember when deciding t use prduct r nt that Garlic Jim s fficial plicy is: WHEN IN DOUBT THROW IT OUT!!! Bachelrs Prgram - Stre Management - Fd Ordering Cnfidential Page 10 12-2-15
Placing Yur Fd Order Placing a fd rder with yur distributr is an easy prcess. Every item available t the stres will be listed nline with yur lcal distributr. Each distributr will have unique rdering requirements. Prjecting the amunt f fd in yur stre will require can be tricky, due t sales vlume changes and unexpected increases r decrease due t weather changes, special televisin events, etc. Pay attentin t the tls that were described in this mdule previusly t capture the mst accurate predictin f fd required t adequately service yur custmers needs. Much f the fd prjectin prcess can be helped by the accuracy f the practices listed belw: Mnitr yur POS system accurately and identify if the cmputer prtins match the current prtin charts fr prper fd usage amunts. Ring all items thrugh yur POS system regardless f intended use in rder t achieve an accurate usage rate in yur POS inventry tracking. Take an accurate ttal inventry each night making sure that yu investigate each majr inventry variance and crrect it befre yu settle yur End f Day. Take an extra accurate inventry cunt f yur entire inventry n a weekly and mnthly basis. Input all Pac-C fd deliveries, as well as fd bught r sld frm anther surce such as a neighbring stre. Update yur Breakaway POS system t reflect any changes in prduct prtins r inventry item quantity cunt changes (e.g. bxes cming as 75 per bundle instead f 50). Prject Sales by reflecting n recent sales trends as well as last year s sales infrmatin during the same time frame. Sales may spike during a certain time frame due t a hliday r ther lcal/natinal events (e.g. Pre-Christmas week, Super Bwl, Hallween). Receiving Yur Fd Delivery All fd deliveries must be checked in by stre managers after each delivery. Yur distributr may deliver fd prducts t yur stre during nn-business hurs s it is imprtant t check in deliveries the first thing in the mrning. Fd rders shuld be checked against the billed invice as well as the fd rder sent by the stre. Any mistakes r errrs shuld be reprted t yur distributr the day the delivery is made. After the rder has been verified, immediately begin t date all prducts with that day s delivery date and put the rder away using the FIFO rtatin methd yu learned in the Fd Prep Mdule. Pay particular attentin t the FIFO rtatin f shrt shelf life items such Bachelrs Prgram - Stre Management - Fd Ordering Cnfidential Page 11 12-2-15
as dugh and vegetables. Once yur delivery is verified, rtated and put away, remember t immediately put the invice int yur POS inventry system checking fr any price changes as yu g. Emergency Fd Order Prcess In a situatin where yu have nt rdered enugh fd fr yur stre and need additinal prduct yur first apprach shuld be t attempt t purchase prduct frm anther Garlic Jim s in an adjacent trade area. An emergency fd rder can be made frm yur distributr anytime a stre needs prduct. There may be a charge fr an emergency rder even if the rder is picked up directly frm the lcal distributr. Each distributr will have their wn individual prcess fr emergency rders. Credits/Out-f-Stck Items Prcess Each stre lcatin is typically scheduled t receive fd deliveries twice each week. If fr any reasn an item is nt received that was billed t yur invice, the distributr will issue a credit mem that will adjust yur invice amunt due. It is extremely imprtant t check yur fd rder using yur cpy f the invice supplied. Frm time t time, a driver may nt be able t issue a credit at the time f delivery r will nt catch that an item was nt n the invice. By checking the invice and identifying the mistake, yu can alert the distributr immediately t either get that item delivered directly t yu r be issued a credit fr that item. Sme items rdered can be temprarily ut-f-stck. If yu rdered an item that was ut-fstck, yu will nt be billed fr that item n the current invice. Yu will need t place yur next fd rder with that ut-f-stck item listed again, as the item will nt be back-rdered and fulfilled at a later date. If yu have run ut f the ut-f-stck item cmpletely then yu must alert yur distributr immediately t remedy the situatin and get a substitute prduct fund fr use in yur stre lcatin. Bachelrs Prgram - Stre Management - Fd Ordering Cnfidential Page 12 12-2-15
Fd Ordering Test Name 1. What is the mst efficient Breakaway Visin tl t use when prjecting yur fd rders? 2. When rdering dugh, what reprt in Breakaway Visin, gives yu an exact snapsht f hw much dugh was used the previus week? 3. What are the tw main functins f the Fd Waste Lg? 4. Explain why it is imprtant t check-in each fd delivery? 5. What perid des yur Order Estimates Tl take int accunt when calculating data fr the current rder prcess? 6. Please explain the main functin f the usage per thusand charts. Bachelrs Prgram - Stre Management - Fd Ordering Cnfidential Page 13 12-2-15
7. Hw many deliveries d yu get each week? 8. What is ne f the main purpses f the rder estimates screen under the management tab? 9. If yu need t place an rder t get yu thrugh the dinner rush n Friday and yu need yur dugh t be used n day 3, What day d yu have t place the rder t ensure day 3 dugh is used n Friday? Bachelrs Prgram - Stre Management - Fd Ordering Cnfidential Page 14 12-2-15