Adaco: Admin Training Follow-up 'Homework' – Fourth & HotSchedules Customer Success Portal

Overview

This article contains 'homework' tasks intended to support users who have recently completed Admin training for the Adaco product. Each task is summarised and there is also a collection of helpful knowledge articles listed at the end.

For users who have recently completed 'Super User' training, please see Adaco: Super User Training Follow-up 'Homework'

Tasks

Review Product Data

Go to Property > Products > Search for and open a Product
Review the data in the Product, specifically the detail in the lower part of the screen
The Purchase Unit should match the unit that the Product is ordered from the Vendor
The Pack Unit, Subpack Unit and Micro Pack Unit should break the Product down to the smallest useable unit (food and beverage should have a weight or liquid conversion)
Inventory Unit can be chosen to give an alternative to the Purchase Unit for inventory, according to the Pack Unit specified
Purchase Cost should also be reviewed

Review Vendor Information and Associate Products

Go to Property > Vendors > Search for and open a Vendor
Check over the Vendor Details page to make sure it is all correct
To associate Products to the Vendor, select the Products side tab and select Add Products
In the Vendor Product # column, assign a Vendor Product Number (VPN) according to the Vendor if needed. If no VPN is entered the system will auto-generate one
Update all Vendor configuration for integrations:

Add a Delivery or Invoice Address

Go to Property > Setup > Location > Address Book
Select New and enter the required address details
The Address Number has no significance and should be sequential – it is recommended that the most commonly used (loading bay) is number 1

Review/Create New Outlets

Go to Property > Setup > Location > Outlet
To amend an existing one, highlight an Outlet from the list and select Details
To create a new Outlet select New and enter details as required in the pop-up window. FnB Outlets can be broken down with an existing Outlet being amended to show 'Food’ and then ‘Beverage’ and ‘Operational’ Outlets can be created. For example, 'Restaurant –Food | Restaurant – Beverage | Restaurant – Operational'. The same General Ledger Account can be inputted for each, allowing only one Outlet in the financial system.
Update all Outlet configuration:
- POS Revenue Centers
- Ordering app flags
- Adaco: Configuring the Ordering app
  - Replenish From: for all Outlets who get any products from the Storeroom as “Storeroom [TBC]”
  - Default Ship To: for all Outlets who have Ship To Address Book entries that differ from the Property Default
  - Enable Mobile Ordering: for all Outlets (there’s no harm as some users may prefer the mobile/web experience vs. core-Adaco)
  - Default Route: for all Outlets with any items requiring approval (so Purchase Requisitions that require approval are not created from Mobile Ordering without automatically routing for approval, where needed)

Add Locations to Outlets

For any Outlets set as Location-based (as opposed to Category), Locations need to be created.

Go to Property > Setup > Location > Location

In the Location screen, an ‘Unassigned’ location will show for any Location-based outlets.

To create more Locations for Outlets, use the New button
Location Numbers can be sequential and have no effect in the system. Some customers choose to set aside a range for each Outlet. For example, 1-19 for beverage store and 20-39 for general store)
Please note: Once created, the number of the Location cannot be amended

Group Outlets into Divisions:

Go to Property > Setup > Location > Division
Select New and choose the Division Number and Name
Then select the Outlets to be included in the Division
Please note: Once an Outlet is assigned to a Division it will be tied to that Division for all budget codes

Create Accounts

Go to Property > Setup > Accounting > Accounts
Select New and enter an Account Number in the pop-up window

Best practice is to match this to the Accounts Payable (A/P) account number. The system will default to the next available number if left blank.

Name the account and then provide the Account Cross-Reference - following best practice this will be the same as the account number in the top field
Assign a Budget Code if created – see next point
Update all Account configuration:
- GL Groups (Offset Accounts) for G/L Export

Create Budget Codes to Group Accounts

Go to Property > Setup > Accounting > Budget Codes
Select New and assign a Number and Name for the budget code
Once saved, navigate back to the Accounts screen (Property > Setup > Accounting > Accounts)
Highlight an Account and then select Details

The created budget codes will be in the Budget Code drop-down

Review, Manage and Create Inventory Cycles

Go to Property > Setup > Accounting > Inventory Cycle Setup
Highlight an existing Cycle and select Details - make any changes if required
To create a Cycle, select New
Enter a Cycle Name and then choose the Outlets and Locations to be included in the Cycle
If a required Outlet is not displayed, return to the Outlets screen and ensure it is selected for 'Inventory'

Review / Creating Fiscal Calendar

Go to Property > Setup > Accounting > Fiscal Calendar
Highlight an existing Fiscal Year and select Details - make any changes if required
To create a new Fiscal Calendar, select New
In the pop-up window, assign the Fiscal Year and then input the Starting Date and Ending Date for each fiscal period
In any of the Inventory Cycle drop-downs, the Inventory Cycle created in the previous step can be selected and assigned to the corresponding period

Assign Outlet Accounts

Go to Property > Setup > Accounting > Outlet Account
Select an Outlet from the drop-down at the top of the screen
Use the Is Associated tick boxes to associate Accounts to that Outlet
The blank boxes at the top of the page can be used to search for specific Accounts

Create Rates

Go to Property > Setup > Rates > Rates
Highlight an existing Rate and select Details - make any changes if required
To create a new Rate, select New
Enter the Rate Code and a Rate Description
Select if the Rate is a Flat Rate or a Percentage and assign the numeric value in the Rate field
Choose whether to Include On Vendor PO and/or Include Inventory (the Inventory valuation)

If not included on Inventory the Rate must be assigned to an Account.

Assign Rates to Rate Schedules

Go to Property > Setup > Rates > Rate Schedule
Use the Rate Schedule drop-down to view an existing one - make any changes if required
To create a new Rate Schedule, select New
Assign a Rate Schedule (numeric) and a Rate Schedule Description and select Save
Then use the Add button to add Rates (created in the previous step) to the Schedule

Only Rate Schedules can be assigned to a Product so even if only 1 Rate needs to be assigned to a Product, a Rate Schedule with the single Rate must be created.

Manage Exchange Rates

Go to Property > Setup > Rates > Exchange Rate
Select New and choose the From Currency and To Currency
Then enter a name for the Exchange Rate

Create Approval (Requisition/Invoice/Recipe/Product/Vendor) Routes

Go to Property > Setup > Routing > Route Builder
Select New and then the type of approval route to be created from the drop-down

A 'Route Builder' pop-up window will open. Users who have been assigned as either a Reviewer, Approver or a Final Approver will display at the top.

Enter a Route Name – it is important that the name makes it clear to users what the Route should be used for. For example, 'Beverage Approval Route'
Select a User and then Add to bring them into the Route - they will appear in the bottom list
Then use the drop-down under Role to assign their role (if their profile has multiple roles)
If the user is a Final Approver, assign their Approval Limit for this Route
To check/amend what role a user has, go to Property > User Center
Highlight the required user and select Details
Select the user's approval role(s) using the tick boxes - Reviewer, Approver, Final Approver
If the user is a 'Final Approver' enter an Approval Limit
Save any changes made
Include Approval Groups vs. all individual approvers, where beneficial:
- Adaco: Approval Groups
- Adaco: Creating an Approval Route

Create Vendor Performance Criteria

Go to Property > Setup > Vendor Performance > Rating
Select New and enter a Rating Number and Rating Name, e.g. 'Late', 'Wrong Items', 'Over Delivery' etc

Set up Return Material Authorization (RMA)

Go to Property > Setup > Return Material Authorization > Return Reason
Select New and enter a Return Reason Number
Enter a Return Reason Description, e.g. 'Broken Stock', 'Wrong Item', 'Over Order' etc

Review User Groups

Go to Property > Setup > User Groups
Highlight an existing User Group and select Details - make any changes if required
To create a User Group, select New
Enter a Group Name and Group Description
Segments can be selected for User Group by using the Allowed segments for group drop-down
In the Main Menu drop-down, select the area of the system to allow access to and then Enable each section using the tick box(es) on the left
Access rights can be configured in each submenu by activating pop-up menus from the Access Rights column

Assign User Groups to Users

Go to Property > User Center
Highlight a user and then select Details

A pop-up window will open.

In the lower section, use the Select tick box(es) to assign users to a User Group

Each user can have multiple user groups so that the levels of access can be increased according to needs.

User Preferences

Apply settings as per the 'Mobile Tasks and Notifications' guidance in the article Adaco: User Preferences to control whether users see 'To-Do' tasks in the Fourth app Dashboard and receive emails, or just receive push notifications instead of emails.

Maintain Guides

Go to Inventory > Maintain Guides
Highlight the required Outlet and then select Details
Select Add Product and Search for Products in the pop-up window (searching can be done by segment and category as well as searching for single Products)
Use Ctrl+A, Shift or Ctrl to multiple select Products
Select OK to add the Product(s)
Finally, Save, and repeat for all required Outlets
If counted, Recipes should be in their own Location (for Location-based Outlets) or can be added to Areas or ignored (for Category-based Outlets) in Mobile Counting

Create Templates

As per the below Ordering app section, it is recommended that Market Lists be created in the Ordering app rather than Templates in Adaco. Template guidance is listed below in case the Ordering app is not available/in use.
Go to Requisition > Template Center
Select Create Purchase Template or Create Outlet Template as required
Complete all mandatory fields (marked with an *) and then Save
Add Products as required and then select Template Security to manage who can access the template to edit or use to create a requisition

Load a Budget, Forecast or Plan

Go to Accounting > Budgets > Import Budgets
Select the file to be loaded

The file must be a CSV file with the Outlet Number in Column A and the Account in Column B.
Columns C-N act as the periods (1-12). All budgets can be loaded in 1 file.

Choose if the file to be loaded is the Budget, Forecast, or Plan
Select Import
Select the Year that the file takes effect within, and then Load

Create Recipes

Follow guidance as shown in the article - Adaco: Creating a Recipe

Be sure to use Primary Recipe categories

Import Quotations

When possible please load initial product quotations into the system
See guidance in Adaco: Importing Quotations

Fourth app/P2P Mobile apps

Engage/Collaboration

Engage Mobile: Following Groups

Counting app

Create Area(s) for Category-based Outlets - Adaco Mobile: Counting app

Ordering app

Build Market Lists in the Ordering app - Adaco Mobile: Managing Market Lists in the Ordering app
End Users can create their own post their LMS Q&A session

Knowledge Articles

Vendors

Maintain Guides

Adaco: Guide Details

Outlets

Adaco: Property Setup
Adaco: Outlet Types

Users

Adaco: User Setup in the User Center
User Group articles

Locations & Address Book

Adaco: Property Setup

Rates

Adaco: Creating a Rate and Rate Schedule

Accounts + Outlet Accounts

Approval Routing

Adaco: Creating an Approval Route
Adaco: Approval Groups

Products

Adaco: Creating a Product

Import Quotations:

Adaco: Importing Quotations

Accounting

Templates