Purchasing & Inventory - Creating a Recipe – Customer Care

Creating a Recipe

Go to Recipes > Recipe Center
If editing an existing recipe, select Search to find the recipe, as per Fig.1
- Select Details or double-click the recipe to open it
To create a new recipe, select New

Fig.1 - Editing or Creating a Recipe

New Recipe

When the new recipe screen opens, enter all required fields (denoted by an asterisk*), as per Fig.2

Fig.2 – Recipe Edit Details

Fields	Description
Recipe Name*	[Mandatory] The name of the recipe.
Recipe Number	Automatically populates upon saving the recipe.
Prepared Quantity*	[Mandatory] The amount the recipe will initially prepare.
Portion Size*	[Mandatory] The amount that will be divided up.
No. of Portions	Automatically calculates from amounts entered in the 'Prepared Quantity' and 'Portion Size' fields. Calculation - No. of Portions = Prepared Quantity/Portion Size
Cost Per Serving	Auto-calculates from the products (purchase cost) and/or recipes added to the recipe along with the amount being used. Cost per serving = Storeroom Inventory Cost / Pack Unit (then / Subpack Unit, if used on recipe then / Micropack unit, if used on recipe) * Quantity / Yield % (e.g.) 50% = .05)
Default Selling Price	This is a modifiable field that is used for reference and to see the cost percentage between the inputted cost and the Cost Per Serving. Additional selling prices can be entered via the drop-down option.
Cost Percentage	Automatically populates when an amount is put in the Default Selling Price field. Cost Percentage = Cost Per Serving * 100 / Default Selling Price
	When selected, this brings up the Recipe Pricing Tool which may be used to calculate a selling price.

The Recipe Pricing Tool provides a visual aid when calculating the Cost Percentage, as seen in Fig.3.

Fig.3 - Recipe Pricing Tool

Recipe Ingredients

This section will show how to add ingredients to the recipe, and explain the ingredients fields. There are two ways to add ingredients to a recipe.

Adding Ingredients to a Recipe - Method 1

Select Add Ingredient as per Fig.4 to open the Item Search screen

Fig.4 - Add Ingredient

In the Item Search window, enter criteria as needed in the corresponding fields (Product Number, Product Description, etc...)
Select Search, as per Fig.5
When all ingredients are selected, use the OK button

Fig.5 - Item Search screen

Fields	Description
Ingredient Type	Product: Allows the searching of all products in Purchasing & Inventory Recipe: When Recipe is selected, this will disable the following fields: Bin Number Specification Manufacturer Manufacturer #
Product/Recipe Number	Allows searching by the Purchasing & Inventory product/recipe number.
Product/Recipe Description	Allows searching by the name of the product/recipe.
PLU Code	Allows searching of the product by the PLU code assigned to the product as defined on the 'Product Master', located under Property > Products > Retail, or assigned on the Recipe under the 'Advanced' tab.
Vendor	Allows searching only products which are assigned on the Vendor Master, located under Property > Vendors > Products.
Segment	Allows searching of only products assigned to a specific segment defined on the Product Master, located under Property > Products.
Category	Allows searching of only the products assigned to a specific category defined on the Product Master. If a Segment is chosen first, then only the categories associated with it will appear. When selecting a category, this will enable the 'Subcategory' field.
Subcategory	Allows searching of only the products assigned to a specific subcategory defined on the Product Master. When a Category is chosen, then only the subcategories associated with the category will be available to select.
Bin Number	Allows the searching of products by the bin number defined on the Product Master.
Specification	Allows the searching of products by the text written in the 'Specification' field on the Product Master.
Manufacturer	Allows the searching of products by the Manufacturer defined on the Product Master, as set up under Property > Setup > Accounting > Manufacturers.
Manufacturer #	Allows the searching of products by the Manufacturer # defined on the Product Master.

Adding Ingredients to a Recipe - Method 2

The other method to add ingredients to a recipe is to right-click on the white area under the recipe header and select Insert, as per Fig.6

Fig.6 - Insert an Ingredient

This will allow either the Purchasing & Inventory product or recipe number or the name of the product or recipe to be typed in

Fig.7 - Type in the Purchasing & Inventory Number of Name of the Product

Fields	Description
Ingredient #	The Purchasing & Inventory recipe or product number can be typed into this field to add it to the recipe.
Description	The name of the recipe or product can be typed in and the top twenty results will display. [P]: Denotes a product [R]: Denotes a Recipe [A]: Denotes an ad hoc product
Quantity	The amount of the product or sub recipe to be used in the recipe. *Please Note:* If To Taste is selected under the Unit column, then a Quantity does not need to be entered. Inventory for this product is not deducted when the recipe is sold.
Unit	Displays the available units of measure which exist in the database, maintained under Property > Setup > Units > Units If a unit appears in red then this means that the product or recipe does not have an existing conversion to that rate of measure, i.e. if the ingredient has only weight units of measure, a conversion will need to be applied in order to select a liquid, or count units of measure so that a cost can be calculated.
Yield %	If not already defaulted on the product or recipe, an amount will need to be keyed in. For products, a default yield may be added under Property > Products > Recipe. For recipes, a default yield may be added under the Advanced tab.
Cost	This field will automatically calculate based on the amounts entered under the Quantity and Yield % columns and the Unit chosen. *Please Note:* Cost of Product will be the Inventory cost at Property Storeroom. This may include rates. If no quantity of product exists at storeroom then Cost of Product will be from Product Purchase Cost.vgbt
Cost %	This field will automatically calculate based on the amounts entered under the Quantity and Yield % columns and the Unit chosen.
Comment	A free-form type field.
Type	This field will automatically populate either Product or Recipe depending on the ingredient chosen.
Cost Using	If a product with multiple active details is added to the recipe, then a specific detail may be chosen to cost the recipe. Otherwise, the default will average all the active details.

How to Add Images and/or Videos to a Recipe

Images of the finished recipe may be added to the recipe to provide a step-by-step guide for how to put the recipe together, as well as proper plating. There are three ways in which an image may be added to a recipe, as can be seen in Fig.7.

Right-click the white area that says 'No image'
Select + under the white box containing the words 'No image'
Select Images/Videos

Fig.7 - Three Ways to Add an Image to a Recipe

All three ways bring up the same 'Images/Video Management' screen.

Select Add New to open the file search window to locate and select the image to be added to the recipe, as seen in Fig.8

Fig.8 - Adding an Image

Once the image is located and selected, select Open

This will then add the image to the recipe.

Enter step-by-step instructions in the blank space to the right side of the image if required

These instructions and pictures can appear in the 'Recipe Report' if the option is chosen.

Fig.9 - Text Field for Step-by-Step Instructions

Common Errors upon Saving

If any mandatory field is not filled in and there is an attempt to save the recipe, a red circle with a white X will appear in the field lacking the information. Hovering over the icon with the mouse will provide the reason why the recipe will not be saved, as per Fig.10.

Fig. 10 – Reasons for Denial of Saving

A yellow triangle with an exclamation point will also appear under the Cost column should the mandatory fields lack information, per Fig.11.

Fig. 11 – Fields Lacking Information

Hovering over these icons will detail as to why they are appearing in these fields.

When 'Mandate Account for Recipe' is enabled under Property > Administration > Property Preferences > Customisation, an account will need to be assigned to the recipe before it may be saved, as per Fig.12.

Fig.12 - Advanced Option

How to Duplicate a Recipe

If recipes need to be created which contain essentially the same ingredients but some ingredients are changed or some ingredients need to be added, an existing recipe can be copied.

To duplicate a recipe, first open an existing recipe in the Recipe Center
Select Duplicate, as seen in Fig.13

Fig.13 - Using the Duplicate Function

A new recipe will be created with ‘(Duplicate)’ in the Recipe Name* field, as seen in Fig.14

Fig.14 - New Recipe Copied from Existing Recipe

The name of the recipe can be modified to reflect the new recipe being created. The ingredients can also be removed or added to as needed.

How to Scale a Recipe

An existing recipe may be modified in order to accommodate a larger or smaller prepared quantity than how it is set up as in Purchasing & Inventory by using the Scale function.

To scale a recipe, select Scale, as seen in Fig.15

Fig.15 - Scaling a Recipe

This will bring up the Recipe Scale dialog box so that the 'Prepared Quantity' and 'Portion Size' fields may be modified appropriately, as can be seen in Fig.16.

Fig.16 - Modify the Prepared Quantity and/or Portion Size Fields

Fig.17 - Recipe Report for the Scaled Recipe

Fig.18 - Recipe Report

Recipe Tabs

At the bottom-left of the Recipe page there are five tabs which are detailed below:

Fig.19 - Recipe Tabs

Ingredients

Default Page with all ingredient data - see Fig.18

Nutritional Info

Ability to assign nutritional number to products within the recipe (depending on access/ CP Control).

Fig.19 - Nutritional Info Tab

Instructions

Method - For entering instructions on preparing and cooking the dish
Critical Details - For entering critical details in cooking/preparation of the recipe
Serving Suggestions - For entering serving/plating Instructions for the Recipe
Microbiological Statement - Statement regarding risk levels of contamination of recipe/products within the recipe and processes in place to manage the risk to acceptable level

Categories

Function to assign recipes to specific categories/subcategories

Fig.20 - Categories Tab

Advanced

Ability to assign specific attributes to the recipe

Fig.21 - Advanced Tab

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Purchasing & Inventory - Creating a Recipe

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