Adaco: Creating a Product – Fourth & HotSchedules Customer Success Portal

Overview

This article covers how to create a product in Purchasing & Inventory (formerly known as Adaco). A wide range of details and attributes can be associated to products, all of which are covered here.

To Create a Product

Go to Property > Products

The Products screen will open.

Select New

The Product - New screen will then open (see Fig.1).

Fig.1 - Product - New Screen (At Property)

Field Name	Description
Product	Product Number (Auto-generated by system on saving) and Name (or Names using the drop-down if multiple languages have been configured).
Segment	Assigns product to product segment.
Category	Assigns product to product category.
Subcategory	Assigns product to product subcategory.
Receiving Category	Assigns product to a receiving category (if applicable - only available at Property).
Account	Account for cost of product to be posted to by default (can be changed when requisitioning, ordering or receiving depending on settings).
Rate Schedule	Links a rate schedule to the product.
Nutrition Number	Selecting opens the nutrition database and allows the user to assign the relevant nutritional information to the product. This will then pull to any recipes created using this product.
Approval Required	When ticked, an approval route must be selected for product to be verified (this can be default set by Category).
CP Control	If creating a product at property, this value will set to None. This is not editable. If creating the product at CP level then the following options are available: None. When the product is pushed to a property, the property will have full control. Partial. Only CP can add vendor quotations and contracts for the product. The product cannot be added to a PO without using the vendor quotations from CP. The property cannot enter a price and create a purchase order. A property cannot link vendor product numbers to the product. Property cannot edit Manufacturer or Alternative Description Fields. Full. As with Partial, but only CP can create POs for the product. All requisitions must be routed to CP.
Image Data	By right-clicking on this field, the user can paste a picture of the product for ease of identification.
Status	If a product is marked as active it is available to requisition, transfer, order, etc. If product is marked as inactive it does not appear in purchase requisition or purchase order screens nor by default for outlet requisitioning. Note: Product status can be changed multiple times.
Contracted Product	Makes product appear in product search and purchase requisition in blue for demarcation purposes.
Created By	Name of user that originally created the product.
Modified By	Name of user that modified the product most recently.

Select Save and the tabs at the top of the screen will become available.

Product Details

Product Details allow the recording of specific information about the product. By creating multiple details, the information can differ but is still assigned to one product. This is often used for a product that is available in different pack sizes.

Fig. 2 - Details Section as part of the new product screen

Fig.2 - Product Details As Part of the New Product Screen

Field Name	Description
Purchase Info	Free-type field often used for summary of pack description, minimum order quantities and lead times.
Purchase Unit	Unit of measure used for Purchasing, Outlet Requisition, Transfers and Inventory.
Pack Unit	Primary unit for Inventory, Outlet requisitions and Transfers.
Subpack Unit	Alternate unit of measure used for recipes and retail.
Micro Pack Unit	Additional alternate unit of measure used for recipes and retail.
Inventory Unit	Denotes primary unit for Inventory, Outlet Requisitions and Transfers (must be either Purchase Unit or Pack Unit).
Inventory Desc	Used if an alternative description is used in Inventory. Will show on Inventory count sheet.
Manufacturer	Assigns a manufacturer to the product as configured within Property > Setup. Searchable in Advanced Options.
Brand	Free-type field for Brand of Product. Searchable in Advanced Options.
Specification	Free-type field often used for Product Origin and additional information not required in description. Searchable in Advanced Options.
Catch Weight	By enabling, Quotations, Receiving and Inventory all use weight. A catch weight product can be purchased in two ways, as shown below: The average catch weight is the conversion value from Purchase Unit to the Catch Weight unit. Purchase by CASE and pay by weight 20 items at 8 ounces each = 10 pounds average catch weight. Purchase by item (EACH) and pay by weight One item at 1.5 pounds = 1.5 pounds average catch weight.
Purchase Cost	Cost assigned to the Product Detail when Ordering.
Inventory Cost	Cost assigned to the Product Detail in Inventory.
Bin Number	Free-type area for identifying wine storage.
Tare Weight	Information-only field used to store the weight of the container.
Manufacturer #	Free-type area to add Manufacturer Number of product. Searchable in Advanced Options.
Alternative Description	Alternative description for product if configured in POS.
Image	Upload image(s) of the product in question

Product Tabs

Once the product has been created, the Product tabs at the top of the page become available.

Field Name	Description
Vendor	Information about vendors of the product, ability to insert and delete vendors. and mark one vendor as the primary vendor.
Inventory Only available at Property	Shows the outlets that stock the product (by Detail - see Fig.3) Populates the order guide for the outlet.
GL Account	Allows the user to view and update which GL Account the product is in.
Recipe	Ability to set yield percentage, weight per cup, set as a Key Item or enter Dietary Information.
Retail	Opens Retail Product screen which allows Product to have "Attributes", pricing and PLU codes assigned to it. (see Fig.4).
Subproduct	Opens Subproduct screen where a product can be linked to a different product. A sub product is often used for a returnable container. To create a sub product, create two products. For example: Milk, 5 Gallon Can with Spout (product 500043) Empty 5 Gallon Can with Spout (product 500044) In product 500043, add product 500044 as a sub product. When product 500043 is added to a requisition or to a purchase order, product 500044 will also be added.
Bar Codes	Allows Bar Codes to be assigned to the product for scanning purposes. A product can have multiple bar codes if required (see Fig.5)
Reset Cost Only available at Property	Opens Reset Cost screen which allows the user to select a product detail and change the inventory cost for the product at selected outlets at the property.
Recalculate Cost Only available at Property	Opens Recalculate Cost screen which allows the user to recalculate the average cost of the product at a specified outlet for all pending transactions (see Fig.6).
POS Fields	Custom POS fields of decimal type can be set up for storing decimal values (see *Fig.8*).
Approvals	Allows the user to send product for approval, if enabled. See Adaco: Product Approval Process for more information.
Documents	Ability to attach text or image files to the product - preparation instructions, for example.
Property Only available at CP	Selects which Properties the product will be pushed to (see Fig.7) When a specific detail is selected in the Product Detail drop-down, the “Is Active” column will show the status of the selected detail in each property. When All is selected in the Product Detail drop-down the “Is Active” column will show a tick where all details are active within a property, unticked where no details are active with a property and a partial tick (blocked out checkbox) where some details are active and some are inactive. Selecting the specific details in the drop-down will show which details are active and which are inactive.

Fig. 2 - Product Vendor Screen
Fig.3 - Product Inventory Screen

Fig. 4 - Product Recipe Screen
Fig.4 - Retail Product Screen

Fig. 6 - Subproduct Screen
Fig.5 - Product Bar Codes Screen

Fig. 8 - Reset Cost Screen
Fig.6 - Recalculate Average Cost Screen

Fig. 10 - Product Routing/ Approval Screen
Fig.7 - Product Properties Screen (Only available at CP)

Fig.8 – The custom decimal POS field (Score 1-10) being used for a Product

Fig.9 - Documents screen

Fig.10 - Approvals screen

Verifying products

Go to Property > Products

This opens the Products screen (see Fig.11)

Fig. 13 - Products Screen
Fig.11- Products Screen

In the product Search panel, open the Advanced Options and select Type > Unverified > Search
If the product already exist within the system, right-click the product and select Merge Products

This opens the Merge Products screen (see Fig.12).

Fig 14. - Merge Product Screen
Fig.12 - Merge Products Screen

The system will automatically complete the 'Source Product' (the product that will no longer exits).

Once the User has assigned the existing, or 'Destination Product' and selects Merge the two products will become one with the 'Destination Product' details.

If the unverified product in the list needs to be verified, open the product, make sure that the product information is correct, and select Verify

Fig. 15 - Verifying Products
Fig.13 - Verifying Products

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