RME - Replace in Recipes

Overview

This article describes how to carry out a 'Bulk Replace' in recipes. This tool allows users to replace a single ingredient or sub-recipe with multiple items, change quantities of the same ingredients and specify affected recipes. Completing such tasks in a mass operation makes this a useful tool. Replace tasks can be actioned immediately or scheduled for a future date.

Considerations

Before completing any replacements, please consider the following:

• Ensure that replacement items have like-for-like conversions as the current ones
• If using nutritional information, ensure the replacement ingredients have nutrition information added to enable them to feed through to recipes
• Consider any nutritional or allergen information that will be impacted by the replacement

Replace in Recipes

• Go to the admin tab and select Tools from the drop-down

Fig.1 – Admin > Tools

• Select Replace in recipes

Fig.2 – Replace in recipes

• The default group will be selected but can be changed if necessary
• To search for an item that is to be replaced, use the [select...] button

Fig.3 -  Selected group and the [select...] button

• Search for and select the required item that is to be replaced

The item will then appear in the 'Selected Items' list.

• Update the Qty and Unit as required and then select OK

Fig.4- Selecting an ingredient

The item will then be displayed on the Replace in Recipes screen.

Repeat the same process, this time selecting the item that will be used as the replacement.

• Use the [select...] button, as shown in Fig.5

Fig.5 – Selecting a replacement ingredient

• Search for and select the required item to be used as the replacement
• Update the Qty and Unit as required and then select OK

Fig.6 – Replacement ingredient search

• Select Next

If no replacement item is selected, the 'item to be replaced' will be removed from selected recipes.

Fig. 7- Ingredient selection

A list of all batches and recipes where the selected item (to be replaced) is used will be displayed.

• Use the Remove? tick boxes to select individual or all recipes from the list provided
• Use the wastage tick boxes to choose whether wastage should be included or excluded from the recipe
• Then select next

Fig.8 – Selecting recipes and wastage

A summary of selected batches and recipes will be displayed. Flags can be used to identify affected recipes and batches by this change to other users.

• Select a flag and set an expiry date for it

As standard, red flags will archive items when set against them. Choose an alternative colour flag to highlight changes only.

• Optionally, specify a date in the ‘schedule for later date’ field to have the replace task completed on a future date

When this field is left blank, the replace task is queued for completion immediately upon finishing the workflow.
 

• Then select perform remove and confirm the action

Fig.9- Summary of changes and adding flags and selecting a future effective date for the replace task

If no date was scheduled, all updates to recipes will then take effect. The example below in Fig.10 shows a blue flag to highlight the change.

 

Fig.10 – New recipe with highlighted change

Identifying recipes scheduled for a future date

To identify recipes scheduled for a future effective date, use the flag option and select a flag effective date that matches the recipe’s replace effective date. There is currently no automated link between the flag and the schedule, so the flag expiry must be set manually to match the chosen scheduled date.

Cancelling a scheduled replace request

• Go to Admin > Tools > Replace in Recipes Request Status
• Select the Cancel link for the request to be cancelled

Cancelling removes the scheduled replace action for all recipes in the request. The Request Status column will display ‘Cancelled’. Scheduled changes that have not yet been actioned have a request status of ‘New’.

• Select the underlined Request# to see a list of the recipes included in each request

Cancelling a scheduled replace request does not automatically remove any manual flag set on the affected recipes. If you flagged recipes to track a scheduled change, remove the flag manually after cancelling the request.

Known Limitations

The Replace in Recipes Request Status page shows only the most recent 25 requests. If more than 25 replace actions (immediate or scheduled) are submitted before a future-dated request’s effective date arrives, that request will no longer appear on this page, although it will still execute as scheduled. A report of recipes ‘scheduled for a replace task’, and an extended view showing the scheduled effective date, is planned.