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The Items & Catalog Numbers section will take you through the process of editing and adding items, item storage categories, item usage categories, item categories, brands, partial-use units, and allergens. |
Items | Partial-Use Units |
Item Storage Categories | Allergens |
Item Usage Categories | Mass Update Catalog Numbers |
Item Categories | UPC Codes |
Brands |
Opening Items & Catalog Numbers
This procedure is used to access all processes in the Items & Catalog numbers section.
Locate and click the Admin & Maintenance tab. Next, click on the Items & Catalog Numbers option.
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Items are established by entering the catalog number details, item-specific details, nutritional information, allergens, attachments, weights and measures, and substitution details.
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- From the Items & Catalog Numbers option, select Items.
- Click Add Item. If you are adding an item that already exists, locate and click on the item before selecting Add Item.
You may also select an item and click Edit Item or Remove Item.
Info The main Item Maintenance tab displays the following information:
- Catalog Number
- Description
- Case/Unit Description
- Partial-Use
- Brand
- Product Code
- CN Label
- Usage Category
- Storage Category
- Ordering Category
- Tax Category
- CN Code
- Needs Attention
- Precosted
- Production Display
- Production Entry Mode
- Mfr'd by Recipe
- Custom Item Categories
Select the correct option. Then, click Ok.
Note When adding a new item as a copy, all established components of the existing item will be carried forward. You should consider if there are nutritional differences, serving size/size differences, serving requirements, and differences in bid requirements before choosing to create an item with the same catalog number or new catalog number.
Tip It is highly recommended that you review all nutritional information when adding a copy of an existing item.
As a new item from scratch - Select this option to add a new item from scratch.
As a copy of the currently selected item (same catalog number) - Select this option to use an existing catalog number as a copy of an existing item.
e.g. Onions, yellow - USDA and Onions, yellow - vendor/brand.
As a copy of the currently selected item (new catalog number) - Select this option to add a new catalog number to a copy of an existing item.
e.g. Hamburger Patty, 4 oz with different nutritional values.- Establish all item components. Then, click Save Changes.
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The Catalog Number tab allows you to establish the catalog number, description of the item, usage category, storage category, ordering category, tax category, ordering restrictions, production report format, production entry mode, conversion method, if the item is precosted, Perishable State, and the preferred item sequence for nutrient analysis and other functions of the program.
*MFR Kitchen or WHS - Use the drop-down menu to select an MFR Kitchen or Warehouse. Production Report Format - Use the drop-down menu to select how the item should be reported on the production report.
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The Item-Specifics tab allows you to establish purchase unit descriptions by case/unit, issue and production units by partial-use units, recipe scaling factors by measurement and/or piece for an item. Additionally, the brand, product code, CN label, and shelf life can be entered. You can attach items to the USDA CN database, inactivate an item no longer in use, and flag an item that may require further clarification.
Case/Unit Description (Purchase Unit) - Choose how the item is ordered/purchased. Then, establish purchase unit details.
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You must know the number of pieces per case/container and the serving size/weight for each individual item (typically displayed on the case). |
- Click the Calculate button.
- Change the serving measurement to the correct type. Then, enter the serving size.
- Enter the number of Servings per Container. Then, click Ok.
The following example is a case containing 40 lbs of bananas.
Review/Add Brands
If the brand of the item does not exist, you may add additional brands.
- Enter the name of the Brand and press Enter. If the brand name you entered isn't recognized, a search window will appear.
- Enter the brand name of the item in the search field.
- If the correct brand appears in the list, select it and click Ok.
- If the brand does not exist in the list, click Add New. Be sure you have correctly spelled the brand name to ensure additional brand maintenance does not need to be performed.
Attach the USDA CN Code to an Item
When you attach an item to the USDA CN database, nutritional information is automatically pulled into the system. If the item is not attached, you will need to key the data from the food label in the Nutrition and Weights and Measures tabs.
- Select Attach
- Enter information in the search area to narrow choices. Then, click Search.
- Select the correct item, click Ok.
Review USDA CN Information
If an item has been attached to the USDA CN database, you can click the information icon to review additional information provided by through the CN database.
You may also choose to view additional data available for the item by clicking the Food Buying Guide.
Detach Item from USDA CN Database
To detach an item, click Detach and confirm you would like to continue disassociation from the item from the USDA CN database.
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If there are associated USDA weights and measures, they will also be detached from the USDA CN database. |
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The Nutrition tab allows you to enter/edit nutritional information from the product label. Nutritional values should be entered as purchased. If the item contains milk, the milk contribution type should be selected in order to meet Meal Pattern Analysis standards.
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The Allergens tab allows you to attach allergens to an item which will carry over at the recipe level. The system allows you to select when trace allergens exist for an item. Add Allergen - If an allergen exists for an item, click the Add Allergen button and select the allergen from the list. Then, click Ok. Standard Allergens: Remove Allergen - To remove an allergen, select the allergen and click the Remove Allergen button. |
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The Attachments tab allows you to attach files and images, as well as add notes, to an item.
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The Weights and Measures tab allows you to add different weight and measurements for an item.
Select one of the three following options to add weights and measures to an item: Add Measure - Add user-defined weights and measures or a copy of weights and measures from the USDA.
Edit Measure - Edit weights and measures.
Import from USDA - If an item is attached to the USDA database, you have the option of importing weights and measures from the USDA database.
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Due to strict guidelines in regards to nutritional and other factors, Substitutions are no longer being utilized under any conditions. |
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Item Usage/View UsageAllows you to view/print how an item has been used. The View Usage report is the same as the Item Usage report accessed from the Print option in the main Item Maintenance screen. Advanced OptionsThe Advanced option allows you to generate a recipe, merge two items of the same catalog number into one item, and change the catalog number. Generate a RecipeAllows you to generate a recipe directly from the specific Item Maintenance screen.
Merge into Another ItemAllows the ability to merge two items in to one catalog number. Once a merge is complete, any recipes containing the old catalog number are redirected to the new catalog number. You should note that this does not merge all items to one inventory tag. e.g. You have a separate item number for commodity onions and purchased onions.
Change Catalog NumberAllows the ability to change an existing catalog number to a new catalog number. The new catalog number may not previously exist in the system.
Search and Replace Item on RecipesAllows the ability to search for and replace a single item on multiple selected recipes.
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Additional Item Maintenance Screen Options
You may print a number of item reports from the main Item maintenance screen.
- From the Administration tab, select Items & Catalog Numbers and then Items.
- Next, select an item from the list of items and select Print.
- Select the type of report to print. You may choose to print or export the report. After you have finished printing or exporting, click Close Print Preview.
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Item Usage
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The Item Usage report allows you to view/print how an item has been used.
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While editing or adding an item, you can also choose the View Usage button to view the report. |
Select which Item Usage options to include in the report. Then, click Ok.
Options - Select which item usage options to include in the report.
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Item Tracking Log
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The Item Tracking Log report tracks the history of an item from the time it is created through the most recent change.
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Catalog Number Tracking Log
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The Catalog Number Tracking Log report tracks the history of a catalog number from the time it is created through the most recent change.
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Item Measure Tracking Log
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The Item Measure Tracking Log report tracks the history of item measures from the time it is created through the most recent change.
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Import/Export
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The Import/Export function allows you to Import items from a Test Database. By first making changes in a Test Database, you can test how an item functions at the recipe level and review the Production Report.
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Any changes to Items made in the Live Database after a Test Database has been created will be overwritten. Best practice it to create a new test database with the current data each time you wish to import items. You may wish to delete older test databases in which items have been created/changed to reduce confusion. |
- From the Admin & Maintenance tab, select Items & Catalog Numbers and then Items.
- Click Import/Export. Then, select Import from Test Database.
- Select the correct Test Database in which you wish to import Items. Then, click Ok.
- Use the Item Import wizard to complete the process. Click Next to begin.
- Select the appropriate change to apply. Then, click Next.
Import changes made to items in the test database since XX/XX/XXXX - Use the calendar tool to apply changes from the test database to the live database made since the chosen date.
Import items from the test database that are not already in this database - Select this option to import newly added items from the test database to the live database.
Include Inactive Items - Select this option if you wish to include inactive items.
Include Changes to Item Measures - It is recommended you leave this option selected to include changes to Item Measures. Select which changes to apply to apply to the live database. Then, click Next.
Info The Action column displays the type of changes that occurred to an item.
- Click Finish to import and apply changes to the live database.
You will see a series of processes run as the items are imported and applied to the live database.
The Item Maintenance screen will refresh once the import process is complete and the Test Database Item Import Import Results report will open in a separate tab.
Advanced
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Allows the ability to merge two items in to one catalog number. Once a merge is complete, any recipes containing the old catalog number are redirected to the new catalog number. You should note that this does not merge all items to one inventory tag. e.g. You have a separate item number for commodity onions and purchased onions. Once a merge has been completed, the "kept" item will become the primary item and the merged item will be displayed as part of the Preferred Item sequence.
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The process to complete a merge may also be accessed when editing a specific item. |
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The Merge process can only be completed when no other users are logged into the system. |
- From the Administration tab, select Items & Catalog Numbers and then Items.
- Use the Search function to locate and select the duplicate item from the list of items.
- Click on Advanced and select Merge into another Item.
- Use the wizard to merge one item with another item.
- Click Next to begin the merge process.
- Select the correct item from the list. The selected item from the list will be the item kept. Then, click Next.
- Complete conversion details. Then, click Next.
- You will see a progress bar while the system loads item records in preparation for the merge.
- Review information about how the item merge will be applied. Use the scroll bar to review all item information. Click Next when you are ready to continue.
To complete and commit to the merge process, click Finish.
Warning There is no undo for this process.
You will now see the two items have been merged into one item on the Item Maintenance screen.
- Click Next to begin the merge process.
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- From the Administration tab, select Items & Catalog Numbers and then Items.
- Use the Search function to locate and select the duplicate item from the list of items.
- Click on Advanced and select Change Catalog Number.
- Use the wizard to guide you through branching, merging, or moving catalog numbers.
Click Next to begin the process.
Select the correct function. Then, click Next.
Info title Merge Catalog Numbers Merging catalog numbers differs from merging items. You should merge catalog numbers when the brand and unit/cases sizes are the same. If brands and unit cases sizes differ, you should select Merge Items.
Expand title Branch this item to a new catalog number Enter a New Catalog Number and New Description. Then, click Next.
Review changes. Then, click Finish.
Expand title Move this item to a different catalog number Use the Search option to locate and select the new catalog number where the item should be moved. Then, click Next.
Review changes. Then, click Finish.
Expand title Merge catalog numbers Use the Search option to locate and select the catalog number where the item should be merged. Then, click Next.
Review changes. Then, click Finish.
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- From the Admin & Maintenance tab, select Items & Catalog Numbers and then Items.
- Select an item with which you wish to replace items within the recipe.
- Select Advanced, and then choose Search and Replace Item on Recipes from the drop-down menu.
- Use the wizard to guide you through search for and replacing items on recipes with a different ingredient.
- Select next to confirm you have selected the correct ingredient.
- Type in a search word to filter your results. When you find the ingredient you were searching for, click Next.
- Select the checkbox of the recipes in which you would like to change out the ingredients. Then, click Next.
- Select how each item will be mapped from the old catalog (recipe) number to the new catalog (recipe) number. When finished, click Next.
- Confirm that the correct recipes will be updated. If you are not satisfied, you can select the Back button to make different changes. Then, select Finish to apply your changes.
- Select next to confirm you have selected the correct ingredient.
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Item Storage Categories allows you to add and remove storage categories utilized in the Catalog Number tab of Item Maintenance.
- From the Items & Catalog Numbers option, select Item Storage Categories.
- Scroll to the bottom of the list and click in the cell next to the asterisk * or click Jump to New Row.
- Enter the storage category name. Then, click Save Changes once you are done.
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To remove a storage category, select a storage category and click Delete. You can only delete a category if it is not in use. |
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To locate a storage category in your list, click Find. Then, begin typing the storage category name in the search bar. |
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Item Usage Categories allows you to add and remove usage categories utilized in the Catalog Number tab of Item Maintenance.
- From the Items & Catalog Numbers option, select Item Usage Categories.
- Scroll to the bottom of the list and click in the cell next to the asterisk *.
- Enter the usage category name. Then, click Save Changes once you are done.
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To remove a usage category, right-click on the selected category and choose Delete Item Usage Category. You can only delete a category if it is not in use. |
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Item Categories allows you to add and remove categories utilized in the Catalog Number tab of Item Maintenance and for reporting purposes.
- From the Items & Catalog Numbers option, select Item Categories.
- Enter the item category description and key in the cell next to the asterisk *. Next, click Save Changes.
- Click the plus + sign to expand the new category and enter subcategories/entry. Then, click Save Changes once you are done.
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To remove an item category, right-click on the selected category and choose Delete Item Category or Delete Item Category Entry. You can only delete a category/entry if it is not in use. |
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Brands allow you to add and remove different brands utilized in the Item Specifics tab of Item Maintenance.
- From the Items & Catalog Numbers option, select Brands.
- Scroll to the bottom of the list and click in the cell next to the asterisk * or click Jump to New Row.
- Enter the brand name. Then, click Save Changes once you are done.
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To remove a brand, select a brand and click Delete. You can only delete a user-defined brand and it cannot be in use. System defaults cannot be removed. |
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To locate a brand in your list, click Find. Then, begin typing the brand name in the search bar. |
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You can merge one brand into another when issues, such as misspelled brands, occur.
- Select the incorrect/misspelled brand from the list. Then, click Advanced and select Merge into another Brand.
- Use the wizard to merge one brand with another brand.
- Select the incorrect/misspelled brand from the list. Then, click Advanced and select Merge into another Brand.
- Click Next to begin the merge process.
- Select the correct brand from the list. The selected brand from the list will be the brand kept. Then, click Next.
- Review information about how the item merge will be applied. Use the scroll bar to review all item information. Click Next when you are ready to continue.
To complete and commit to the merge process, click Finish.
Warning There is no undo for this process.
- Click Next to begin the merge process.
You will now see the two brands have been merged into one brand on the Brand Maintenance screen.
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Partial-Use Units allows you to establish and remove different partial-use units utilized in the Item Specifics tab of Item Maintenance.
- From the Items & Catalog Numbers option, select Partial-Use Units.
- Scroll to the bottom of the list and click in the cell next to the asterisk *.
- Enter the partial-use unit Description, Prompt, Format Mode, Unit Label, Large-Unit Label (if applicable), and Small Units per Large information. Then, click Save Changes once you are done.
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To remove a partial-use unit, right-click on the selected description and choose Delete Partial-Use Unit. You can only delete a user-defined partial-use unit and it cannot be in use. System partial-use units cannot be removed. |
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Allergens allows you to establish and remove types of allergens contained in items utilized in the Allergens tab of Item Maintenance.
- From the Items & Catalog Numbers option, select Allergens.
- Scroll to the bottom of the list and click in the cell next to the asterisk * or click Jump to New Row.
- Enter the allergen name. Then, click Save Changes once you are done.
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To remove an allergen, select an allergen and click Delete. You can only delete a user-defined allergen and it cannot be in use. System allergens cannot be removed. |
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To locate an allergen in your list, click Find. Then, begin typing the allergen name in the search bar. |
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Allows you to make mass changes to the following fields of all items instead of modifying each item individually:
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- From the Items & Catalog Numbers option, select Mass Update Catalog Numbers.
- Modify available item information as necessary. Then, click Save Changes.
Click on the image below for larger view.
You will see a series of processes running will the system is updating.
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- From the Items & Catalog Numbers option, select UPC Codes.
- Click Add UPC Code.
- Scan or type the UPC Code from the item, box, case, pallet, etc. Than, click Ok.
- Use the Search tool to locate and select the item from the list. Then, click Ok.
The Item, Unit Kind, and UPC Code will be displayed in the list. Repeat the process for each item. When you are done, click Save Changes.
Note title Unit Kind If the Unit Kind is incorrect, use the drop-down menu to select the correct Unit Kind.
Info title Deleting a UPC Code from the System In order to delete a UPC Code from the system, right-click on the correct item. Then, select Delete Row.