There may be instances when the pack size or Supplier of a Product may change, and the process of changing this information must be rigorous to ensure that the appropriate impact is seen for Purchasing and Inventory purposes. Amending information in an incorrect way can result in Product valuation issues in Inventory.
The following article outlines the advised process to amend this information in order to appropriately impact Inventory information and results.
Changing the Pack Size
Ingredients are created and published to a live set and to FnB; for information on creating ingredients please refer to P2P&I - Creating Products in Master Data.
Once an ingredient is published to a live set, the unit size of the ingredient cannot be amended. This is to ensure that the ‘base unit of measure’ (UoM) of the ingredient remains unchanged in order to prevent any incorrect changes to the Product valuation.
If any of the information of an ingredient needs to be amended:
- Search for the ingredient within the search pane
- Select Edit
Fig.1 – Edit Ingredient Button
The relevant fields will be available to edit.
Fig.2 – Editable Fields
- When the Unit Size has been defined, the ingredient has been published to both FnB (Inventory) and a relevant live ingredient set, and the Unit Size field will no longer be open to editing
- The Supply Quantity size of the ingredient can be amended, but will be restricted to the ‘family unit of measure’ of the ‘Unit Size’ and cannot be fundamentally changed
Fig.3 – Read Only Unit Size FieldIf a change to the Unit Size or the ‘Supply Quantity family unit of measure’ is required, a new ingredient should be created. This can then be used to find and replace the existing ingredient within all relevant Recipes.
The restriction of the ‘Unit Size’ field will ensure that the base stock count size of the ingredient remains unchanged, and therefore minimises any impact to the weighted average valuation of products in Inventory.
- To make the relevant changes, select the new Supplier Name, Supplier Code and Supplied Quantity
- As the unit size field is unavailable to edit, the available units of measure within the Supply Quantity drop-down menu will be limited to the family UoM of the unit size
In this example the ingredient was first created using a liquid unit of measure, therefore only liquid options are available when amending the supplied quantity. The same principal is true for weight or each family UoM.
In this example (Fig.4) the Supplier has been amended to ‘Reynolds Catering Supplies’ and the Supply Quantity has been amended to 330 millilitres.
Fig.4 – Updated Supplier Details
- To update these changes to Inventory, select Update Ingredient to Stock from the FnB Actions drop-down list
Fig.5 – FnB Actions
These changes will then be updated - any Supplier, Product Code or Pack Size changes will be affected in Inventory.
If a ‘Master’ ingredient reference needs to be adjusted in favour of an alternate Supplier relationship, the master reference must be changed as above to show details of the alternate. The alternate can then be changed.
Please Note: Recipe and Menus will validate the Supplier name and Product code to ensure that no duplicate reference exists. Therefore, before changing a reference, the Supplier Product code of the alternate ingredient should be updated so this can be amended on the Supply Details tab. For example, add an ‘X’ to the Product code to make the reference unique.
Changing the Preferred Supplier
If an alternate ingredient has been added, and this now must be the preferred ingredient, it is possible to update the preferred Supplier via the Alternate tab.
- Select Edit on the required ingredient
- Select the required radio button against the alternate Preferred Supplier relationships
Fig.6 – Preferred Supplier Radio Button
The preferred Supplier only relates to the ingredient cost model that is used within Recipe and Menus.
When a new ingredient is created, there is an option to select the cost model that is used, as shown in Fig.7 below. This determines if the preferred, highest or lowest cost alternate Supplier is used in Recipe costing.
The ingredient cost model is only used for the RME Recipe costing functionality, as the ‘master ingredient’ information that is entered on the Supply Details tab is used when calculating Recipes costs within Inventory
Fig.7 – Ingredient Cost Model Options