Items & Catalog Numbers

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.

        Catalog Number - Enter the catalog number for the item.
        Description - Enter a description of the item.
                Item Description has a maximum length of 200 characters.
        Usage Category - Use the drop-down menu to select a system-defined usage category.
                e.g. Condiment, Food, Large Equipment, Supplies, Seasoning.
        Storage Category - Use the drop-down menu to select a system-defined or user-defined storage category.
                e.g. Chemicals, Dry Food, Equipment, Frozen, Uncategorized.
        Ordering Category - Use the drop-down menu to select a user-defined ordering category.
                e.g. Milk, Produce, Bread.
        Tax Category - Use the drop-down menu to select a tax category.
        Ordering Restrictions - Use the drop-down menu to select restrictive ordering tags.
                e.g. 4 oz chicken fillet can only be ordered at middle and high schools.

        *MFR Kitchen or WHS - Use the drop-down menu to select an MFR Kitchen or Warehouse.
        *Allow Broken - Use the drop-down menu to select an allow broken reason.
        *Perishable State - Use the drop-down menu to select if the item is perishable or non-perishable.

        Production Report Format - Use the drop-down menu to select how the item should be reported on the production report.
        Production Entry Mode - Use the drop-down menu to select how the system will prompt you for data entry during production.
                None - Items are not suggested for system usage during production (e.g. Tap Water).
                Issuing - Default for normal items. Prompts to enter the amount issued from inventory and deducted from perpetual inventory.
                Free-Text (no issuing) - Prompts to enter free text quantity for production, but does not deduct from inventory.
                        e.g. Precosted mustard issued to "Consumed" after all is used.
                Issuing PLUS Free-Text - Combined issuing and free-text when used in production and reported on the Production Report.
                        e.g. 2 tsp of Oregano from a 3.12 oz jar.
        Conversion Method - Use the drop-down menu to select a conversion method.
        Precosted - Select the checkbox if the item is precosted (issued manually when opened rather than measured and amounts recorded).
        Preferred Item Sequence - When more than one catalog number exists for an item (in cases where more than one brand exists, unit/case size differs, or one item is USDA issued), the topmost item is used for nutrient analysis and various other  situations. Use the arrows to increase/decrease an item's priority.

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.
              Normal Item - Select if the item is ordered by a primary unit and/or case size.
                    Primary Unit - Enter the smallest unit wrapped/packaged.
                    Case Size - Enter the number of primary units in a case, box, carton, etc.
              Bulk Item (by pound, oz, etc.) - Select if the item is ordered by weight. Then, use the drop-down menu for the Bulk Base Unit to select the correct measurement. (g, kg, mL, L, oz, lb, fl oz, tsp, tbsp, cup, pint, qt, gal)
        Partial-Use Units (Issue/Production Unit) - Establish partial-use units if the item can be accounted for in a smaller unit than the primary unit. Then, establish partial-use unit details.
              Partial-Use Unit - Use the drop-down menu to select the correct partial-use measurement. (none, C/fl oz, fl oz, g,1/2, 1/100, kg (fractional), L (fractional), mL, oz, Piece, lbs (fractional), lbs/ozs, 1/4, 1/10, 1/1000, user-defined)
              Partial-Use Units per Primary Unit - Enter the smallest unit accountable for issuing, production, and keeping perpetual inventory (32 ounces = 2 pounds)
        Recipe Scaling Factors - Establish recipe scaling factors.
              Usable Weight per Primary Unit - Enter a usable weight and use the drop-down menu to select the correct measurement when the item is used in a recipe as a weight or measurement.
              Pieces per Primary Unit - Enter the number of pieces within a primary unit when a recipe calls for a count. (A box of chicken patties contains 32 pieces.)
        Brand - Begin typing the brand of the item and select the brand from the list. You may also click the magnifier icon to search for a brand or add a new brand. *See instructions below.
        Product Code - Enter the product code from the package (if applicable).
        CN Label - Enter the CN label from the package (if applicable).
        Shelf Life - If a shelf life exists, enter the shelf life from the package. Entering a shelf life assists in less loss of product due to expiration/spoilage.
        USDA CN Code - Allows you to attach/detach the item from the USDA Child Nutrition database. *See instructions below.
        Inactive - If an item is no longer active, place a checkmark in the box.
        Needs Attention - If there is a possible issue with the item (nutritional value, weight, recipe scaling, etc.) place a checkmark in the box and enter a statement.

Calculate Recipe Scaling Factors

When the primary unit is a case of smaller pieces (such as condiments like ketchup, mustard, or salad dressing), use the Calculate button to determine the Usable Weight per Primary Unit.

1. 1. Click the Calculate button.
   2. Change the serving measurement to the correct type. Then, enter the serving size.
   3. 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.

1. 1. Enter the name of the Brand and press Enter. If the brand name you entered isn't recognized, a search window will appear.
   2. Enter the brand name of the item in the search field.
   3. If the correct brand appears in the list, select it and click Ok.
   4. 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.

1. 1. Select Attach
   2. Enter information in the search area to narrow choices. Then, click Search.
   3. 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.

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.

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.

        Nutrition Information per usable portion - Use the drop-down menu to select the measurement value. Then, enter the quantity.
        Nutrition values for the product - The As Purchased nutritional values of the product should be entered. There is no other option available.
        USDA Nutrients - Enter the amounts of the required nutrients from the food label.
        Milk Contribution Type - Use the drop-down menu to select the type of milk contributing to the item (if applicable).
                Unknown, Skim (unflavored), Skim (flavored), 1% (unflavored), 1% (flavored), 2% (unflavored), 2% (flavored). Whole (unflavored), Whole (flavored)

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.
        Trace Amount - Select the checkbox if only Trace Amounts of the allergen are present.

                Standard Allergens:
                Apple, Celery, Food Colorings, Peanuts, Shellfish, Aspartame, Corn, Kiwi, Preservatives, Soy, Banana,
                Eggs, Milk, Rice, Tree Nuts, BHT/BHA, Fish, MSG, Sesame, Wheat

        Remove Allergen - To remove an allergen, select the allergen and click the Remove Allergen button.

The Attachments tab allows you to attach files and images, as well as add notes, to an item.

        Add Image or File - Click Add Image or File and select the correct file from your local or network drive.
                You may need to use the drop-down menu to change the file type in order to locate the file (e.g. image file versus .pdf or .txt files).
        Scan Picture - Allows you to scan a document/image from your connected scanner.
        Add Note - Allows you to add a note to the item.
        Remove Attachment - To remove an attachment, select an attached item and click Remove Attachment.       

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.

1. 1. Click Add Measure.
   2. Enter Item Measure details. Then, click Ok.
      
      

              Catalog Number - Not editable.
              Item Description - Not editable.
              Preparation Description - Enter a description.
              Weight/Volume Equivalency - Establish weight/volume equivalency factors.
                    Volume - Use the drop-down menu to select a measurement type. Then, enter the volume.
                    Weight - Click the magnifier icon and choose the item to add from the USDA database, or
                                   Click the ellipses icon to select from a list of known weight equivalencies, or
                                   Use the drop-down menu to select a measurement type and enter a quantity.
              Piece/Each Information - Enter a piece/each Description and choose a method to define "Each."
                    'Each' means one piece, as defined in item maintenance
                    'Each' means one weight-equivalency as defined above
              Copy from USDA - Click to search and copy the measures exactly as reported by the USDA. This does NOT attach the item to the USDA database.

      
      
      

Edit Measure - Edit weights and measures.

1. 1. Click Edit Measure.
   2. Enter Item Measure details. Then, click Ok.
      

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.

1. 1. Click Import from USDA.
   2. Select the appropriate weight equivalency. Then, click Ok.
      

Due to strict guidelines in regards to nutritional and other factors, Substitutions are no longer being utilized under any conditions.

Item Usage/View Usage

Allows 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 Options

The 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 Recipe

Allows you to generate a recipe directly from the specific Item Maintenance screen.

1. 1. While adding or editing an item, click on Advanced. Then, select Generate Recipe.
   2. The New Recipe tab will open. Refer to Recipes instructions to create a recipe. Then, click Save Changes.
      

Merge into Another Item

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.

Change Catalog Number

Allows 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 Recipes

Allows the ability to search for and replace a single item on multiple selected recipes.