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Training Day 5Customer Order Processing
RecipeManager©
User TrainingSeptember 2014
Recipe Manager Vydata Systems Training Presentation
•Orders (from Stores): Intro and Order Screens•Order Customers List: Intro and Making Adjustments•Order Automation: Importing from Remote Locations•Orders from Production: Production Scheduling•Order Filling•Order Crediting (Product Returns)•Production Plan Analysis: Pre-Prep Check, Grocery List, etc.•Order Reconciliation and Making Adjustments•Order Shipping•Order Reporting•End-of-Day Workshop
Day 5 Training Agenda
Prior to today (prerequisite) we covered…
Inventory Review
Any questions before we move on?
•Inventory Introduction•Inventory Purchases•Inventory Conversions•Recipes Writing Details, Reporting and Labeling•Production Scheduling Overview
Inventory Review“Target Levels”: Important System Stock Level Markers
PAR Level – the “re-order” point (defines when stock is considered “low”)
MIN Quantity – the minimum order quantity allowed from vendor
MAX Quantity – the maximum order quantity allowed from vendor
Understanding this is key to filling customer orders on time!Remember: Customer Orders work the opposite of Vendor Orders (PO’s) – YOU are the
supplier!
These define when and how much to re-order when stock is low!
NOTE: The MIN Quantity and PAR can be adjusted based on order delivery time to ensure stock is filled to the required levels
•SALEABLE Items: your “final goods” that ship to customers (these FILL your customer orders)•SUB-RECIPE Items: simply put, these are “prepared items” that are physically tracked. They can be sellable and usable in other recipes•STOCKED Items: are “available” inventory items (not R&D or test ingredients). Stocked items that are NOT sellable nor sub-recipes are generally considered “raw materials” – ordered from suppliers and used
Inventory
• Must enter Locations
Why? Because we need to know exactly where the stock is physically counted or tracked within the site (for example: a freezer)
• Must enter Physical UnitsWhy? Because we need to define what we’re tracking (for example: tracking by the case, package, or pound)
• Must post a zero count if you don’t physically count it
Why? Because we need a period starting point (calculating a theoretical stock level for today requires a starting point for some point in the past)
InventoryImportant things to consider for all inventory items…
Customer Orders (from Stores)Introduction to Order Processing in RM
• Orders are driven from individual deli or food-processing location as purchase orders
• Orders are imported to central kitchen• Orders are in a queue to be “processed”• Orders can be filled by running a production batch
(to “create” products), then creating outgoing shipments (LOTS) in the system
• Reports are generated (shipping reports, product labels, etc.), then products are packaged and shipped.
• Once shipped, orders can be “closed” to leave your central kitchen “Final Goods” inventory
Order-Production-Shipment CycleUnderstanding the Process
NOTE: LOT numbers entered at time of production will tie all shipped products back to production!
1. Import and verify orders received from stores
2. “PREPARE” button (creates entire production schedule)
3. Check your stock levels and print production sheets
4. Produce products in kitchen(mimics the virtual production done in RM with a unique batch number)
5. Reconcile Production (adjust actual verses schedule based on waste or changes during food prep)
6. Fill orders and ship (picking documents are printed, shippers pull what is available to ship out of what was produced) – adjust orders if needed in system
From Deli System
We will be revisiting this slide later again at the end of the process before the workshop!
Step 1: Customer Orders (Imported)Central Kitchen Processes Customer Orders from the FILE Menu
Main Order Screen
Import Store Orders (for the day or period) here
Search Orders here!
Show CLOSED Orders with your orders search by
selecting this
Setup Customer (Store) List here
Produce / Fill Orders here
Ship Orders here
Close Orders here
Print Reports & Exit here
Order ScreensThe Orders List – After Import, Problem Orders will be in RED
Specific Reports can also be used to root out problem orders
1. Generate Daily Orders Received report to check for missing orders
2. Generate Orders Detail Report that shows potential mis-orders and typos
Orders: Automating ImportingOrders can also be automatically pulled into the system or manually created
PROCESS: Recipe Manager can pull order files directly from its ‘Auto-Import’ path or through an interface
Order ScreensAn Open Order: the Order Detail Screen
Order Number, Type and Date Information
Customer (Store) Information – where the order was placed
Items ordered
Order tax, shipping, and total
Prepare and ship this single order from here
Add a CREDIT (return an item) here
Orders: Customer ListThe Customer (Store) List Screen
NOTE: Interfaces generally do not send all customer data to populate order information, so customer (store) data must be pre-defined and either manually entered or imported separately.
Orders: Customer ListThe Customer (Store) Maintenance Screen
NOTE: Double-click to open a customer record for modification or click ADD to add a new customer record for selection by an order (automatically from the import process)
Order AdjustmentsA Credit Memo: returning Product(s)
STEP 1: Open the Order
STEP 2: Click CRED to add a CREDIT MEMO, click Yes
STEP 3: Click Yes if you want this return applied to an actual physical item
Order AdjustmentsA Credit Memo: returning Product(s) (Continued)
STEP 6: Click to Print (if needed) and Save the Order
STEP 4: Click column to sort ascending, then search for the product being returned, and hit [Enter] key to select
STEP 5: Add the quantity to be returned
Order AdjustmentsA Credit Memo: returning Product(s) (Continued)
Final Result: An adjusted order!
Order is saved with this adjustment row in RED, and the quantity returned is reflected in the item’s WASTE in inventory.
NOTE: by default the original Order Ticket amount is NOT adjusted since it is already processed. Double-Click the PRICE column to reflect a negative adjustment (if needed).
Orders: Production Fill the orders for a specific day
PROCESS: The Schedule Production button will open MenuWriter to build the product list to prep in order to fill all the orders in the list!
Search or Import first (obtain the list)
Click to Schedule Production
Do a Pre-Prep Check
Reconcile Production
Do a Pre-Prep Check First, before you PREP!MenuWriter: Order Production Schedule
NOTE: The PRE-PREP Check makes sure you have the inventory to cover production!
MenuWriter: Production Analysis We now have our production PLAN, and can determine exactly
what we need to produce, purchase, etc. to fill all orders!
NOTE: Print custom reports from here – Grocery List, Product Production sheet, etc.NOTE: Items in white are fine. Items in red are low. However, production can still take place.
Changes to Existing OrdersOrder Modifications Automatically Adjust Production Schedules
Search first Open order The system knows the
assigned batch Make your modifications Click SAVE The system will prompt
you that it is making adjustments to “re-batch” if necessary
NOTE: Reprint necessary reports including production sheets when orders change
Orders: Produce & ReconcileA Production “RUN” Creates the Products Ordered and Deducts Raw
Materials from Stock
NOTE: If “Actual” production deviates from the “Plan” or “Waste” occurs… enter it here
Orders: Final StepShipment to Stores – Picking Documents
Search first Print Order
Packing List or Other Required Paperwork
Click SHIP ORDER
Orders: Final StepShipment to Stores
NOTE: LOT numbers, actual shipping quantities (if different) and order shipping details are shown here
Orders: ReportsAll Order/Shipping Reports can be generated from Orders List
Orders: ReportsExcel Bill of Lading
Orders: ReportsPackaging, Nutritional Labels, etc.
Workshop
• Enter a new order (since no interface is being used at this time)
• Add items to this order• Create the Production Schedule to fill the list of orders• Do a Pre-Prep Check, and then PREPARE!• Generate various reports, labels, and bill of lading• Close the orders, then check stock levels afterwards
Suggestions for your Workshop…