Inventory Restaurants: Archiving Recipes and Ingredients from Inventory in RME – Fourth & HotSchedules Customer Success Portal

This article describes the process of archiving Recipes and Ingredients from the inventory in Recipe and Menu Engineering (RME).

Before Archiving a Recipe

Before a Recipe can be archived, it needs to be removed from the site’s EPOS tills and sales of the recipe.

Removing Recipes from Site

To remove a recipe from a Site:

Go to Recipe and Menu Engineering (RME – formerly known as Starchef)
Find the Recipe which is to be archived
Use the Search box if required
- Type – Recipe type
- Filter on – Category, e.g. food/drinks
- Values – Categories for Recipes, e.g. starters, mains, sides

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Fig.1 – Search Options

Select the FnB Actions drop-down menu in the Product Details toolbar

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Fig.2 – FnB Actions within the Product Details Toolbar

Select Remove Recipe from Site

A pop-up window will display.

Expand the organizational structure to list all Sites and stock locations

If it is not possible to archive a Recipe from a Site, then a ‘No Entry’ sign will display.

Select the Sites from which the Recipe is to be archived from by selecting the relevant tick boxes

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Fig.3 – Expanded Organisational Structure

Select Step 2

A confirmation will display of the Sites from which the Recipe will be archived.

If this information is correct, select Save

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Fig.4 – Confirming Recipe Removal from Sites

Removing Recipes from Live Sets

Recipes also need to be removed from the published Live Sets. This will remove the Recipe from the Master Data.

Select Edit from the Product toolbar

The ‘Product Overview’ page will display.

Select the Publish To… option from the toolbar, this will display the publishing options

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Fig.5 – Publishing Options

Select the Type drop-down menu and select the Archive menu type
Tick the box next to the Archive folder listed
Save

This will move the Recipe into the archive set and remove it from the Master Data within RME.

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Fig.6 – Adding a Recipe to the Archive Folder

Once this is complete, Save the changes on the main Product window

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Fig.7 – Saving Changes in the Main Product Window

The Recipe has now been archived.

Scheduling for Archive

It is also possible to schedule Recipes and Ingredients to be archived.

The Recipe will archive when it is not in use in any live Recipes.

To schedule a Recipe for archive:

Select the required Recipe
Select Edit from the Recipes main toolbar

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Fig.8 – Edit Option

The next screen will display the Product details.

Select Flag Options

The ‘Set Flags’ page will display.

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Fig.9 – Set Flags Page

Select the relevant flag type and add a flag expiry date

Please ensure that this date is in the future.

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Fig.10 – Adding a Flag and Expiry Date

Save within the pop-up window, then Save again in the main toolbar

A confirmation will display to show the item has been saved.

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Fig.11 – Confirmation of Changes

Please Note: The use of Flags is controlled within the Database settings.

Each flag can be set up to a particular action and may be different for individual organisations. Flags can be set up by the Fourth administrator.

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Fig.12 – Setting Up Flags within Database Settings

Removing a Recipe from the Archive

If the Recipe is to be used again, it can be removed from the archive and made ‘Live’.

To do so:

Identify the Recipe to be made Live again
Select Edit from the main toolbar and then Publish To…
Select the Type drop-down menu and then Trial

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Fig.13 – Publish Options

Tick the Trial/Development Recipes

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Fig.14 – Selecting Trial/Development Recipes

Please Note: Accessing the Archive set is permission based. If an individual is unable to access the Archive, it will display in red.

Save on the main Recipe page

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Fig.15 – Saving a Recipe

The Recipe will also need to be published to the different brands.

In the Publish Options page, change the Type to Live
Select the Brands which the Recipe is to be used in
Save

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Fig.16 – Selecting Brands to Attach the Recipe To

Return to the Recipe page and Save

Attaching Recipes to Site

The Recipe also needs to be attached to Sites.

Select the Publish to FnB tab

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Fig.17 – Publish to FnB

In the pop-up window, expand the organisation tree.

Sites which are already using the Recipe will have a PLU number and a Retail Cost listed against the stock site.

Any Sites which are not using the Recipe will have a tick box next to the stock Location.

Tick into the Sites which are to have the Recipe attached to
Select Step 2

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Fig.18 – Adding Recipes to Sites

PLU Numbers and Sales Prices need to be added or checked.

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Fig.19 – PLU Numbers and Sales Prices

There are options to:

Change PLU Numbers
Change Sales Prices
These can be updated for the Units or all Sites
Select Step 3
Review the details of Recipes and Sites, Save

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Fig.20 – Details of Recipes Added to Sites

Archiving Ingredients – Making Products Unavailable

Before archiving an ingredient, it is good practice to make Products unavailable for ordering.

From the Ingredient toolbar, select Internal Spec

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Fig.21 – Internal Spec Tab

Select Edit

It is now possible to amend the Date 1^st delivery warehouse field.

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Fig.22 – Editing Options within the Internal Spec Tab

Use the Clear option to remove the date
Use Select to add a new date
Making the date in the future ensures that the Product is not available to order at a Site

Archiving Ingredients

Archiving Ingredients is a similar process to archiving Recipes, and it is possible to schedule Ingredients for archive.

Before archiving an Ingredient, it needs to be removed from Recipe(s). This can be done by:

Editing the Recipe directly or
Using the Replace in Recipe tool, found in Admin > Tools

The ingredient then needs to be removed from Sites.

On the Ingredient toolbar, select the FnB Actions drop-down menu
Select Remove all Ingredients from Sites
Select Check All, then Next

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Fig.23 – Selecting Sites for Ingredients to be Removed From

The next window will confirm which sites the Ingredients are to be removed from.

Please Note: The Product will be removed from Sites immediately unless it is:

Part of a Live order
In a stock count (until counted as 0)
In a Recipe which has sales against it
In a transfer – Site, Wastage or another account

Scheduling Ingredients for Archiving

Ingredients can also be scheduled for Archive.

When the Ingredient has no use, RME will archive the Product.

The process is similar to Recipes:

Search for and select the required Ingredient
Select Edit in the Ingredient toolbar
Select Flag Options
Select the required Flag Type and add a Flag expiry date

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Fig.24 – Adding a Flag and Expiry Date

Save and Save again on the main Ingredient screen