Miscellaneous Setup

This procedure is used to access all processes in the Miscellaneous section.

Bid Analysis

The Bid Analysis menu allows you to establish Bid Analysis Groups and Bid Item Discounts.

Bid Analysis Groups

Bid Analysis Groups allow you to create groups for bids making it easier for you to enter, analyze, and award bids for items. They also allow you to determine if bids should be considered as All or Nothing or by Line-Item.

1. From the Miscellaneous option, select Bid Analysis. Then, click Bid Analysis Groups.

2. Click Add New to create a new bid analysis group.

   

3. Establish bid analysis options.

   Line-Item Bids

   When selecting Line-Item bids, more than one bidder/vendor may be awarded.

   

           Description - Enter a description of the group.
           Bid Analysis Method - Use the drop-down menu to select how bids should be analyzed.
                 All or Nothing - The bid analysis process will consider bids on all items collectively and award the bid to one bidder.
                 Line-Item - The bid analysis process will consider bids for each item and award the best bid to each vendor
           Note to Vendor - You may add any notes to the vendor. These will appear on the Bid report
           Routes - Use the drop-down menu to select the delivery route. You may add additional delivery routes by clicking the drop-down menu next to the column with the asterisk*
           Add Item - Add items to the bid analysis group by clicking Add Item.

   
   
   

4. Use the Search tool to locate an item. You may select multiple items by placing a checkmark in each appropriate box. Then, click Ok.
   

5. Establish item bid details.

   Item Details

   By default, listed items are collapsed. You may click Expand All Details to automatically expand details or click the plus + sign on individual items.

   • Analysis Unit - Use the drop-down menu to select the correct measure for analysis to occur. e.g. Pizza slices are analyzed per piece
   • Analysis Quantity - Enter the quantity of the unit to be analyzed. e.g. ground beef is analyzed per 5 pounds
   • Quantity to List - Enter the quantity of the items placed in the bid.
   • Delivery Notes - Enter specific delivery notes for the item. e.g. Orange juice must be refrigerated at 37°F for delivery
   • Allow Broken Case - If broken cases are allowed, place a checkmark in the box.
   • Excluded Sites - Use the drop-down menu to select which sites are excluded from ordering.

     • Approved For Bid - If the item has been approved for bid, place a checkmark in the box. 

       You may also approve items during the Bid process.

     • Servings per Case - If you have selected Serving for the analysis unit, enter the number of servings per case.  e.g. Tyson chicken nuggets, 5 lbs = appx. 113 nuggets; Perdue chicken nuggets, 790/case

   

6. Repeat Steps 4 & 5 to add items to the bid analysis group. Then, click Save Changes.
   

Bid Item Discounts

Bid Item Discounts allow you to create discounts and apply them to bid quotes. Bid Item Discounts may be included or excluded from the Bid Analysis process. 

1. From the Miscellaneous option, select Bid Analysis. Then, click Bid Item Discounts.
2. In the row with the asterisk, enter details for the Bid Item Discount you would like to have available. Then, click Save Changes.
   1. Description - A description of the discount as you would like it to appear in Bid Analysis.
   2. Discount - Enter a discount percentage.
   3. Inactive - If the bid item discount is no longer active, place a checkmark in the box.
      

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Physical Inventory Periods

Physical Inventory Periods must be established and enabled in order for Sites to complete physical inventory counts. Periods may vary depending on District requirements. Inventory periods can be locked to prevent count changes.

1. From the Miscellaneous option, select Physical Inventory Periods.
2. Scroll to the bottom of the list and click in the cell next to the asterisk *.
3. Complete physical inventory period details. Then, click Save Changes.

        Description - Enter a description for the inventory period. e.g. July 2018, 1st Quarter, Summer 2019
        Start Date - Use the calendar tool to select a start date.
        End Date - Use the calendar tool to select an end date.
        Enable Physical - Place a checkmark in the box to enable a physical inventory period.
        Locked - Place a checkmark in the box to lock an inventory period once a physical inventory has been committed.

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Sales Tax

Sales Tax is applied at the Item level and may vary depending on Tax Region.

Tax Categories

Tax Categories work in conjunction with tax regions and are then applied at the item level.

1. From the Miscellaneous option, select Sales Tax. Then, click Tax Categories.
2. Enter a new Tax Category in the cell next to the asterisk * or click Jump to New Row. Then, click Save Changes.

Tax Regions and Rates

Tax Regions and Rates allows you to establish various Non-Taxable, Taxable Non-Consumables, and custom tax category regions and rates to an item (if applicable).

1. From the Miscellaneous option, select Sales Tax. Then, click Tax Regions and Rates.
2. Establish Tax Region criteria. Then, click Save Changes.

        Description - Enter a description of a tax region. e.g. Within City Limits, Outside City Limits, Parishes with a Diocese
        Non-Taxable - Enter a percentage for non-taxable items (if applicable).
        Taxable Non-Consumables - Enter a percentage for taxable non-consumable items (if applicable).
        Custom Tax Categories - Enter a percentage for non-taxable items (if applicable).

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Site-Specific

Site-Specific settings allow you to establish Site Storage Layout details, Secondary Storage Locations, and create Par-Levels for ordering. Since each site is unique, site storage may not be necessary and par-level ordering may not be allowed.

Site Storage Layout

Site Storage Layouts are typically used in warehouses. Establishing layouts assists with filling orders and conducting physical inventory in an efficient manner.

1. From the Miscellaneous Setup option, select Site Specific. Then, click Site Storage Layout.

2. Select the site. Then, click Add Node.

   Node Details

   You may view node details by clicking the arrow next to the site name.

   

3. Begin the storage node process by following the wizard and click Next.
   

4. Enter each new tier next to the asterisk *. Then, click Next.

   Tiers are entered on a level of hierarchy from greatest to least. e.g. In a Room there are 30 Rows. Each row has 6 Shelves. Each shelf contains 5 Bins.

   
   

5. Establish how row entries should be created for each new node. Then, click Next to establish the smaller storage unit.
   
   1. Enter the number of entries per row.
   2. Select how rows should be named.
      
      
      
6. Review new nodes. Then, click Finish.
   

7. Expand node tiers by clicking on the arrows. In the Catalog Number column, click the ellipsis icon to add an item to the location.

   Renaming and Relocating Tiers and Sub-tiers (See screenshot below)

   You may rename and remove tiers, add additional tiers and sub-tiers, as well as copy or cut & paste nodes by right-clicking on a row. Node names must only be 1-8 characters composed of only letters A-Z, digits 0-9, or +, /, or , characters.

   Clearing Inventory from a Location

   If inventory is no longer stored at the location or if the incorrect item was added to the location, click the X to remove the item from the storage location and confirm you wish to remove the item by clicking Yes.

   

8. Use the Search option to locate an item. Click on the item to select. Then, click Ok.
   
9. Repeat the process for each tier. Then, click Save Changes.

Printing and Exporting Site-Storage Layout

Once storage layouts have been established, you may choose to print or export the site-storage layout by right-clicking and selecting the correct option.

Secondary Storage

Secondary Storage Locations can be established for an item when the quantity is over the limit of the primary storage location.

Move Items from Primary Storage to Secondary Storage

1. From the Miscellaneous option, select Site-Specific. Then, click Secondary Storage.
2. Search for and select an item in need of a secondary storage location, then click Edit Secondary Storage.
   (Select photo to enlarge)
   

3. Select the desired Inventory Tag and then click Move to Secondary to move the Primary stock of that item to a Secondary Location.

   

4. Select a Secondary Location to store the selected item, then enter a Quantity for the item to indicate how much is being moved to Secondary Storage.
   
5. Select Save Changes when finished.

Move Items from Secondary Storage to Primary Storage

1. From the Miscellaneous option, select Site-Specific. Then, click Secondary Storage.
2. Search for and select an item to be moved to the primary storage location, then click Edit Secondary Storage.
   (Select photo to enlarge)
   

3. Select the desired Inventory Tag and then click Move all to Primary to move the Secondary stock of that item to the Primary Location.

   

4. Select Yes to the prompt.
   

   You may notice the item that was in Secondary Storage now has a line through it. Click anywhere else on the page to refresh and you will notice that the Quantity of the item is now in Primary Storage.

5. Select Save Changes when finished.
   

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Order Par-Levels

Par-Levels can be established for an item by establishing a minimum and maximum quantity/unit. When the quantity on-hand falls below the minimum quantity (if par-levels are selected during the ordering process), the item will automatically be listed on the order and the quantity will be prefilled to at least the maximum quantity.

1. From the Miscellaneous option, select Site-Specific. Then, click Order Par-Levels.
2. Select Add Catalog Number.
   
3. Enter information into the Search bar. Next, select the item from the list. Then, click Ok.
   
4. Enter Minimum (Primary Units) and Maximum (Primary Units).
   
5. Repeat the process for each item in which par-levels are needed. Then, click Save Changes.

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Food Patterns

Food Patterns are established by the USDA. Default patterns cannot be changed; however, copies of food patterns and new food patterns can be added.

1. From the Miscellaneous option, select Food Patterns.
2. Click Add New to create a new food pattern.
   
3. Select how to create a new food pattern. Then, click Ok.
   
4. Establish new food patterns. Then, click Save Changes.
   
   • Description - Enter a description of the new pattern.
   • Meal - Use the drop-down menu to select the meal type.
   • Rule Kind - All rule kinds are listed and new rules cannot be added.
   • Daily Minimum - Enter the daily minimum for the food contribution.
   • Daily Maximum - Enter the daily maximum for the food contribution (if applicable).
   • Weekly Minimum (3 day) - Enter the 3 day minimum for the food contribution.
   • Weekly Maximum (3 day) - Enter the 3 day maximum for the food contribution (if applicable).
   • Weekly Minimum (4 day) - Enter the 4 day minimum for the food contribution.
   • Weekly Maximum (4 day) - Enter the 4 day maximum for the food contribution (if applicable).
   • Weekly Minimum (5 day) - Enter the 5 day minimum for the food contribution.
   • Weekly Maximum (5 day) - Enter the 5 day maximum for the food contribution (if applicable).
   • Weekly Minimum (6 day) - Enter the 6 day minimum for the food contribution.
   • Weekly Maximum (6 day) - Enter the 6 day maximum for the food contribution (if applicable).
   • Weekly Minimum (7 day) - Enter the 7 day minimum for the food contribution.
   • Weekly Maximum (7 day) - Enter the 7 day maximum for the food contribution (if applicable).
   • Warning Only Flags - Use the drop-down menu to select one or more warning flags. Then, click Ok.

   _{Click on the image below for larger view.}

   
5. Ensure the new patterns are not listed as Is USDA.
   
   

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Nutrient Standards

Nutrient Standards are established by the USDA. Default standards cannot be changed; however, copies of nutrient standards and new nutrient standards can be added.

1. From the Miscellaneous option, select Nutrient Standards.
2. Click Add New to create a new nutrient standard.
   
3. Select how to create the new nutrient standard. Then, click Ok.
   

4. Establish new nutrient standards. Then, click Save Changes.

   

           Description - Enter a description of the new standards.
           Meal - Use the drop-down menu to select the meal type.
           Nutrient - Use the drop-down menu to select the nutrient type.
           Rule Kind - Use the drop-down menu to select the rule.
           Target Value - Enter the target value of the nutrient.
           Target Value 2 - Enter the second target value when choosing Range rule kind.

   
   
   

5. Ensure the new standards are not listed as Is USDA.
   

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Checklists

The Checklist assists in scheduling, monitoring, and completion of normal daily tasks. The system will place a checkmark next to each task as it is completed.

1. From the Miscellaneous option, select Checklists.
2. Click Add New.
   
3. Select how to create the new checklist. Then, click Ok.
   
4. Enter a new description. Then, click Add Checklist Item.
   

5. Establish a checklist function. Then, click Ok.

    User-Defined Action

   a: After selecting the User-Defined Action, click the gear icon.
   b. Establish the user-defined action. Then, click Ok.

   • Caption to Display - Enter a caption.
   • Tooltip to Display - Enter a tootltip that will display when mousing over the caption.
   • Url to launch if clicked - Enter hyperlink if needed. (The link can point to locations offering information, detailed instructions, or to a webmail account.)

   

   

           Action - Use the drop-down menu to select an action.
           Recurrence - Select how often the action should occur.
                 Daily
                 Weekly - Select one or more days of the week.
                 Monthly - Use the drop-down menu to select a frequency and day.
                 Monthly - Use the drop-down menu to select a set day of the month.
                 Annually - Use the drop-down menu to select a frequency and month.
                 One Time - Use the calendar tool to select a date.
           Warn on program close if overdue - Place a checkmark in the box for an overdue warning to occur.

   
   

6. Click Save Changes.
   
   

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Custom Inventory Fields

There are some pre-defined fields for Receiving and Ordering; however, due to District needs, additional user-defined fields may be created and utilized. Once the custom fields are created, your District may choose to make them optional or required at certain schools.

1. From the Miscellaneous Setup option, select Custom Inventory Fields.
2. Enter a Description (this is what will show in an Order), Field Name, and Full Description in the appropriate fields, then select a Data Type from the drop-down menu.
   1. If you have selected String or Integer as a data type, a small box will appear next to your Inventory Field Description.
   2. Select the box next to the Description to display Exclusive Dropdown Options.
   3. Enter the options available for the field.
      

Admin & Maintenance

Site/Site Templates

If a district wants this to be available at one or more specific schools (assigning it will determine which schools will see this field)

Site Template - new screen, Custom Inventory Fields (only shows up when defined)
Set to hidden, but can change to optional/required
Ordering Screen or Receiving Screen
Site - new screen

Allows managers to enter custom fields that the district wants them to capture

Create 2-3 with different data types

Generate an Order

Ex) Milk Order
Custom Fields will show

go back into order
Fields follow the order

Receive inventory