PRODUCTION SHEET: Food Bank

Part of the food that has been prepared might be stored for later use. This process can be managed in the Production Sheet function by registering prepared food in the inventory and withdrawing it for use later. The system will take it into consideration on the production sheets. The stored amount of a certain recipe will be displayed on the production sheet and the system will automatically calculate how much food needs to be prepared in addition to the food that is in the inventory. You can choose to utilize the amount in the inventory either entirely or partially. This will decrease the inventory balance of the food in the inventory, and you will always have up-to-date information on the amount of food in the inventory.

Before you can utilize the Food Bank functionality, the following things need to be done:

• Activate the Food Bank functionality in the program settings
• Create Stock Cards for the recipes on which you want to register food into the store

This article contains the following topics:

• Activating the Food Bank Functionality
• Create Stock Cards for Recipes
• Registering Food into the Food Bank on the Production Sheet
  • Recipe Rows on Production Sheet
  • Accepting the Food Bank Entries
• Adjusting and Editing Food Bank Entries
  • Adjusting Recipe’s Balance on the Production Sheet
  • Adjusting Recipe’s Balance in the Withdrawals Function
  • Adjusting Recipe’s Balance in the Deliveries Function

• Choose BASIC DATA – Settings – Program Settings.
• Select the Food tab.
• Tick the box for Food Bank.
• Save the setting by choosing Save.

The Food Bank functionality will now be available for all users.

NOTE! Once you have activated the Food Bank setting in the Basic Data, you will need to logout from the system so that the change in program settings will be updated into the system.

• Choose FOOD – Recipes
• Select the recipe in the recipes function for which you want to create a stock card.
• Open the recipe by double-clicking on it.
• Open the General Info tab and choose ’ Create Stock Card From Recipe’ button. The system will create a Stock Card for the recipe in the Stock – Stock Cards function with the name of the recipe. The weight on the stock card comes from the recipe’s portion size. The supplier name will be set as Food Bank.

The system will display the name of the stock card in the Stock Card field in the General Info tab. You can open the stock card directly from the recipe by choosing Open in the General Info tab, and make changes on it, if needed – for example change the Gross Weight per Basic Unit, if the food is not stored in portions but in pounds or in bigger pans.

Once the stock card has been created for the recipe, save the recipe by choosing Save.

NOTE! If you exit the Recipe function with the Cancel button after creating the stock card, the stock card will be created into the Stock Card function but the link for the recipe will not be saved.

If needed, you can remove the link between the stock card and the recipe by choosing Remove Link button on the recipe’s General Info tab. The stock card will still exist in the Stock Cards function but the link to the recipe will be removed.

If needed, you can delete the stock card in the Stock Cards function.

• Open FOOD – Production Sheet
• Select the date on which you want to process the production sheet.

Recipes are added to the production sheet either with the Production Requisitions function through the menu or manually from the recipes list on the right side of the Production Sheet window. (See manual for Creating a Production Requisition on the Menu)

If stock cards have been created for the recipes on the production sheet, you can register food related to those recipes into the inventory, or withdraw food from the inventory in the production sheet function. The system will take food registered in the inventory into consideration on the production sheet. The inventory balance for the recipe’s stock card will be displayed next to a Balance icon on the recipe’s summary row in the Food Bank column of the production sheet. 

NOTE! You can define how the inventory balance is displayed in the column – either in the amount of portions and/or in total weight.

Open the uppermost recipe row or the sum row on the Production Sheet by double-clicking on one of the data columns. (If the Food Bank column is not displayed, you can select it through the menu icon with three lines.) A window will open up with the following information on the recipe:

• Portion size (avg.) field contains the average portion size of all recipe rows for the recipe
• Portions field contains the total amount of portions including all recipe rows for the recipe. You cannot edit the values in these fields. If you want to make changes to them, they have to be made to the recipe rows for the recipe, under the sum row.
• Balance field displays the amount of food in the inventory at the moment. You cannot edit the value in this field. The system calculates the balance automatically based on stock events for the recipe, that is registrations into the inventory and withdrawals from the inventory, which can be made in the Production Sheet function and in the Deliveries and Withdrawals functions in the STOCK module. The balance is displayed on the stock card’s balance field, as well.
• Withdraw field: If the recipe has balance, you can utilize the food in the inventory on the production sheet by withdrawing it from the inventory. The quantity to be withdrawn is entered into the Withdraw field. The system will divide the quantity into the recipe rows underneath. You can register the quantity to be withdrawn also in the individual recipe rows. In this case the system will calculate the information together on the sum row. When the Food Bank entries for the entire Production Sheet are accepted in the end, the system will reduce balance on the Stock Card according to the quantity registered in this field.
• Restock field is for registering the quantity of food to be prepared for storing. The system will divide the quantity into the recipe rows underneath. You can register the quantity to be restocked also in the individual recipe rows. In this case the system will calculate the information together on the sum row. When the Food Bank entries for the entire Production Sheet are accepted in the end, the system will add balance on the Stock Card according to the quantity registered in this field.
• Prepare field is for registering the total quantity of food to be prepared. The system will divide the quantity into the recipe rows underneath. You can register the quantity to be prepared also in the individual recipe rows. In this case the system will calculate the information together on the sum row.
• Calculate food bank values automatically: If this is selected, the system will automatically calculate the values in the above mentioned fields.

Once all the needed information has been entered, close the window (the sum row for the recipes) by choosing Close.

The system will display the balance, the total quantity withdrawn, the total quantity to restock and the quantity to be prepared, on the sum row of the production sheet, depending on what information has been entered either on a recipe row or directly on the sum row.

You can register information in the Food Bank fields of the recipe rows (Withdraw, Restock, Prepare) manually but they can also be filled automatically. If you choose automatic filling, the system will take the balance of the recipe into consideration: It will reduce the amount of food in the inventory from the amount to be prepared, and then add the calculated values automatically into the Withdraw and Prepare fields. For automatic filling of the Food Bank fields, choose Food Bank – Auto Fill on the top of the window.

Once all the Food Bank entries have been made in the recipe rows, you will need to accept these entries separately so that the stock events will be saved and so that the system will calculate the balance on the recipe’s stock card.

• Choose Food Bank – Accept on the top of the window.
• Select the date for possible withdrawals and/or restocks and choose OK.

The system will automatically create a delivery from a Restock entry into the Deliveries function which will increase the balance on the Stock Card.

From a Withdraw entry the system will create a withdrawal into the Withdrawals function which will decrease the balance on the Stock Card.

Once the Food Bank entries have been accepted the recipe rows on the Production Sheet will turn gray and you cannot edit them anymore.

You can adjust the Withdraw and Restock entries through the recipe rows on the Production Sheet. Adjustments cannot be made on entries that have already been accepted, but you can add a new recipe row on the production sheet for the adjustment. On this new row you can add an entry either in the Withdraw or Restock field, in other words you either decrease or increase the stock card’s balance so that the balance will equal the correct situation after the adjustment, that is the current balance of the food in the inventory. Adjustments and edits can be made in the Deliveries and the Withdrawals functions of the STOCK module, as well.

• Select the date for the production sheet including the Food Bank entries on which you want to make the adjustment.
• Add the recipe, on which the balance needs to be adjusted, from the right side of the window. Open the recipe row added on the production sheet and enter the balance adjusting value either in the Withdraw field or in the Restock field depending if you want to decrease or increase the recipe’s balance.
• Close the window by choosing Close.
• Choose Food Bank – Accept on the top of the window. The system will create a stock event based on the previously mentioned entries either as a Delivery or as a Withdrawal and calculate a new balance on the recipe’s stock card accordingly. The change in balance will be updated immediately on the summary row of the recipes on the production sheet, as well, into the balance field.

• Choose STOCK – Withdrawals
• Search the withdrawal registration which you have created with the Food Bank functionality for the recipe rows in the Production Sheet function.
• Open the withdrawal row by double-clicking on it.
• Then open the recipe row on the withdrawal by double-clicking on it.
• Make the adjustment needed in the Quantity field.
• Close the window by choosing Close. NOTE! The system will not update the balance displayed in the window at this point.
• Save the withdrawal by choosing Save on the top of the window. Once saved, the system will calculate the new balance for the recipe’s stock card based on the adjustment made. The new balance value will be updated to the summary row of the recipes on the Production Sheet, as well, into the balance field.

• Choose STOCK – Deliveries
• Search the delivery or restock which you have created with the Food Bank functionality for the recipe rows in the Production Sheet function.
• Open the delivery row by double-clicking on it.
• Then open the recipe row on the delivery by double-clicking on it.
• Make the adjustment needed in the Quantity field.
• Close the window by choosing Close.
• Save the delivery by choosing Save on the top of the window.