Atch_E._CAFE_-_CrunchTime_Handbook_May2015.pdf

AFVSA/SVOF

MAY 2015

https://www-r.afsv.af.mil/MKT/Logo_Food.htm

Table of Contents

Crunchtime Training Aide 3

How to log in 4

Dashboard 5

Enter an Inventory Adjustment (Raw Waste) 7

Enter a Recipe Adjustment (Finished Waste) 11

Process for Ordering 15

Process for Receiving Order 19

Scale Recipe 24

Recipe Card 27

Opening Physical Inventory 30

Physical Inventory Review 32

Enter Sales Transactions (Daily Deposits) 34

Location Transfer 35

Posting a Financial Period 38

Change Password 41

Crunchtime Access Chart 42

CrunchTime Training Aide:

The following training aides pertain to the CrunchTime system which was adopted to replace the back of the house operating system, Corporate Food Service (CFS). One of the unique features about this platform, is that it can be accessed from any computer with internet access.

In addition to the United States Air Force, the CrunchTime system is utilized by over 90 different entities including Wendy’s, The Cheesecake Factory, AMC Theatres, Applebee’s, Friday’s, IHOP, Outback, just to name a few.

Net-Chef is an Internet-based application that is used at Air Force Dining Facilities. It was designed specifically for the food and beverage industry and is quickly becoming the standard for Food & Beverage applications. Accessing the same central database, data provided to and from Net-Chef users is current and updated on a real-time basis. Net-Chef allows managers and other staff to perform inventory management, receiving and invoice reconciliation, recipe scaling, recipe cost analysis and extensive store-level budgeting and reporting.

The training aides below are on How to Log In, how to interpret the Dashboard, Recipe

Adjustment (finished waste), Inventory Adjustment (raw waste), How to place an Order, How to

Receive an Order, How to Scale Recipes, how to print Recipe Cards, Physical Inventory Review, Enter Sales Transactions, Location Transfer and Receipt, Posting Process and How to Change the

Password.

(Access: All Users)

How to log in

Dashboard

1. Upon logging in to the system, you’ll automatically be directed to the Dashboard.

The Dashboard is an overview of your Food Service Operation at a Glance.

2. In the Performance Metrics block, you have the option to view the Current Week’s values or Last Week’s values.

3. The Daily Performance Metrics captures the following:

Actual Net Sales – Total Net Sales (ESM & Cash) from the day, which populates from the POS.

Guest Count – The daily ending guest count populated from the POS.

Total Comps and Discounts – The amount of ESM income from the Actual Net Sales.

Total Cash Over/Shorts – Total value of over/short calculations for all registers.

Voids – Total number of voids, whether corrected or not, for all registers.

Void Amount – Total value of voids from all registers.

Sales/Guest – This is the average plate cost in your facility for that day.

Last Week Actual Net Sales – The actual net sales from the same day, previous week.

Week-to-Date – All Daily Performance Metrics calculate from the week, starting Friday and ending Thursday of the next week. There are two weeks in a period.

Period-to-Date – The values captured here are from the posting period encompassing the posting period. There are two periods in a month.

4. The Today’s Tasks block captures a list of all operational tasks that need to be performed in the system to ensure timely completion of transactions, and will allow users to access the relevant areas of the application directly from the Dashboard.

Today’s Tasks will be set in two different colors Yellow, which signifies that the task is due for completion and White/Grey signifying that the task(s) completion forthcoming.

Vendor Order - Need to Order: The application checks Vendor Information setup for the current day and determines if any vendor has an order day for this day of the week. It also checks to see if an order has been created or canceled for today. This task is populated by the schedule for vendor orders by Storeroom Personnel. This is the only task that has the option to be cancelled, as you may not need to place the order scheduled.

Vendor Order - Receive: Displays Vendor Orders for the location with an Expected Delivery Date ≤ the current date that are ready for reconcile (i.e. - "Submitted" or "Invoice Received").

Post Period - Not Posted: Displays the current unposted period if its Final for Post Inventory has been saved and reviewed.

Location Transfer - Receive: Displays all incoming Location Transfers that are ready for reconcile.

Commissary Order - Receive: Displays all incoming Commissary Orders with an Expected Delivery Date ≤ the current date that are Ready for Physical Reconcile (i.e.- "Invoiced").

Inventory Count: Alerts the Storeroom that the Physical Inventory count needs to be accomplished to open the period.

(Access: All Users - Manly used by shift leaders/workers)

Enter an Inventory Adjustment (Raw Waste)

1. From the home page, select Inventory Adjustment.

Note: The Inventory Adjustment screen is used to record product quantities that have become unusable (e.g. broken or spoiled) and need to be subtracted from the inventory of a particular storage location. Click any column header to sort by the data in that column.

The current sort is indicated by the column name displayed in gold; defaults to Product Name.

2. If necessary, edit the Adjustment Date.

3. Select a Daypart for the adjustment it must be selected to ensure waste is being done for each meal period.

4. Enter an adjustment Memo.

Note: Necessary when a high dollar value is wasted or out of the ordinary circumstances.

5. When ready, click Retrieve to populate the screen. All products matching the search criteria will be displayed. If the location uses lot tracking, some products may be listed more than once (with different lot numbers).

6. If necessary, enter text in one of the column filter fields and press the Enter key to filter the product list further.

7. If necessary, click Add to open a window in which the user can add more products to the list. This can be used to adjust products into storage that currently do not have a quantity there.

8. Enter the Adjustment Quantity for each product. This cannot exceed the On Hand quantity.

9. Select the Unit of measure that should be adjusted. This will default to the inventory unit; the drop-down will also include any defined alternate count units and recipe units. The values displayed in the "Unit Cost" and "On Hand" columns will be calculated based on the unit selected.

10. Select a Qualitative Judgment to indicate the reason for the adjustment.

To apply the same judgment to multiple products, use the drop-down in the header row, check the box in the Paste column for the appropriate products, then click the Paste button in the header.

To apply the same judgment to multiple products, check the Paste box in the header row and click the Paste button.

11. To proceed, click Add Selected Products. The screen will be filtered to display only products with an Adjustment Quantity and a Qualitative Judgment, and screen header will display the controls required to complete the transaction.

Note: Prior to saving an Inventory Adjustment ensure you check the product name, adjustment quantity, unit of measure, and unit cost. There is a big difference from a cost per ounce vs. a cost per pound make sure all these items are correct before saving.

Note: Not required to print but available if management request’s since the information annotated never goes away.

12. To view the adjustment that was just made select, View Recent Adjustments from the Home tab. The screen below will pop up and show what adjustments have been done, who did them (USER), date, and the adjustment value.

Note: If you select View and copies are needed select the print button then close once completed.

(Access: All Users - Manly used by shift leaders/workers)

Enter a Recipe Adjustment (Finished Waste)

1. From the home page, click Recipe Adjustment.

Note: Click any column header to sort by the data in that column. The current sort is indicated by the column name displayed in gold; defaults to Product Name.

2. If necessary, edit the Adjustment Date.

3. Select a Daypart for the adjustment it must be selected to ensure waste is being done for each meal period.

4. Enter an adjustment Memo.

Note: Necessary when a high dollar value is wasted or out of the ordinary circumstances.

5. When ready, click Retrieve to populate the screen. All products matching the search criteria will be displayed. If the location uses lot tracking, some products may be listed more than once (with different lot numbers).

6. If necessary, enter text in one of the column filter fields and press the Enter key to filter the product list further.

7. If necessary, click Add to open a window in which the user can add more products to the list. This can be used to adjust products IN to storage that currently do not have a quantity there.

8. Enter the Adjustment Quantity for each product. This cannot exceed the On Hand quantity.

9. Select the Unit of measure that should be adjusted. This will default to the inventory unit; the drop-down will also include any defined alternate count units and recipe units. The values displayed in the "Unit Cost" and "On Hand" columns will be calculated based on the unit selected.

10. Select a Qualitative Judgment to indicate the reason for the adjustment.

Note: To ensure you are wasting the correct recipe click on the hyperlink highlighted in blue it will display what items are being wasted within that recipe.

To apply the same judgment to multiple products, use the drop-down in the header row, check the box in the Paste column for the appropriate products, then click the Paste button in the header.

To apply the same judgment to multiple products, check the Paste box in the header row and click the Paste button.

To proceed, click Add Selected Products. The screen will be filtered to display only products with an Adjustment Quantity and a Qualitative Judgment, and screen header will display the controls required to complete the transaction.

11. The below example is a screen shot to waste 1 serving of Baked Chicken:

12. Select, Decrement Selected Recipes

Note: This button must only be pushed once all recipes for that daypart have been selected. Once this button is hit you can’t add anymore recipes.

Note: Before the Save button is used all solid gray lines need to be checked carefully. Double check the recipe #, name, recipe quantity, and extended value to ensure accuracy. At this point if the Recipe Quantity needs to be changed re-enter the correct adjustment and select

Recalculate to update the amount being wasted.

13. Then Select, Save

Note: Not required to print but available if management request’s since the information annotated never goes away in the system.

14. To view the adjustment that was just made select, View Recent Adjustments from the Home tab. The screen below will pop up and show what adjustments have been done, who did them (USER), date, and the adjustment value.

Note: If you need a copy select View, and then select the print button.

(Access: Manager & Storeroom)

Process for Ordering

1. Login to Net-Chef

2. There are two ways to place an order

Option 1 - Click on the Home tab and select Vendor Order

Option 2 - From the Dashboard under today’s task select Vendor Order

3. Choose the Vendor from the drop down box and Expected Delivery Date, then

Continue

Prepare order by choosing Product Numbering then filter items using the Company Numbers (R #) or

Show Vendor Numbers (NSN #) from the drop down box.

4. You can search for the products you would like to include on your order in the Product

Search box, and then click Retrieve. You can also scroll through the items located on the list.

5. Enter quantities into the Order Quantity field column. Upon completion select Add

Selected Products.

Note: There are four options available that can help you through the ordering process.

Option 1 - Use Last Order (It will duplicate your last order)

Option 2 - Use 4-Week Average (Calculates the average quantity for the month that was ordered)

Option 3 - Use Suggested Order (Zeros out order quantity)

Option 4 - Zero Order Quantities (Resets the order quantity back to zero)

6. Also, available is the Order Guide which is a good tool for storeroom.

Note: This order guide is available for each vendor. It’ll tell you what’s currently on hand in your inventory and the four week average of what’s being ordered. The order guide is a quick tool to carry around your storeroom and annotate what you would like to order. Once complete input your order into Crunchtime using this guide.

7. Review items to ensure the order is correct. If changes need to be made use the

Product Search box, and then click Retrieve. Select Prepare Order to continue.

8. Select Submit to send the order and print a copy in order to turn into the accountant.

Steps to Retrieve/Import orders into STORES

Login into Gmail

Note: DO NOT OPEN .txt file EVER – If file is opened the vendor order will become corrupt and will NOT import into to STORES

Forward .txt order file to your e-mail account (.Mil)

Save .txt order file to desktop

Rename file to vendor/date

Login to STORES web

Select Import Orders

Select Browse and select order file

Import file

If errors occur, check to make sure the NSN #’s are correct. If NSN # has changed send the correct # to your Food & Beverage representative to be linked.

Select Pending Orders to approve or delete order

Send order

Note: If .txt file is opened in G-mail, log back into Crunchtime and edit the original vendor order and resend the new order. This will create a new .txt file which can be imported into STORES.

(Access: Manager & Storeroom)

Process for Receiving an Order (Two Options)

Option 1 - Select Vendor Order Receive from the Dashboard

Option 2 - Select, View/Edit Recent Vendor Order from the Home tab

1. Select Vendor, and then click Reconcile

Note: To find you’re orders easier being that they never go away in the system. You can search by various filters’ to find the order (Filter by Date, Filter by Order Status & Filter by

Vendor).

Note: Depending on which option you choose to receive your order the below screen will pop up next. The actual delivery date can be back dated if needed.

2. Input Vendor Invoice # (Use the last four numbers from the STORES purchase order)

Total Invoice Value (Use the total from the Crunchtime purchase order)

4. If the Physical Quantity is incorrect change the value in the Invoice/Physical Quantity column and select Recalculate.

Note: When changes have been made the line item will highlight in yellow.

5. The Invoice Subtotal should match the Invoice Total showing a “0.00 over/short”, if not, validate the Invoice Price & Contract Price for each line item using the STORES Purchase Order.

Make the appropriate changes and select Recalculate.

Note: Once prices have been validated, the Invoice Subtotal and Invoice Total still may show an over/short. This may be due to change in catch weight and/or NIS items. The prices still need to match and show a “0.00 over/short” to proceed. Also, an item flagged red or yellow identifies a price change.

6. To Reconcile the order select, Save and print out the purchase invoice.

Note: After reconciling an order you can also print an invoice from the original vendor order select View.

Then select, Print at the bottom of the screen.

( Access: All Users)

Scale Recipe

1. Select, Scale Recipe

2. Enter recipe name in Product Search, click Retrieve.

Note: Recipes can be filtered by three Product Search options:

Option 1 – By Name (Type in recipe name)

Option 2 – By number (Type in recipe number)

Option 3 – Select Filter by Component

Then select the box in which you would like to filter. This will give you the option to pick a component name and see which recipes contain this ingredient. Once the box has been checked select Filter.

3. Select, Scale Recipe

Select the number of servings to scale the recipe. You can scale from 1 – 999,999 servings and then click Recalculate. If a different recipe is needed Select New Recipe and repeat the steps.

Note: By scale recipe it identifies what ingredients are needed, portion/recipe cost, and the procedures how to prepare the meal.

4. Select, Print in order to view the recipe.

Recipe Card

1. Select, Recipe Card

2. Input recipe name under Search by Keyword, click Retrieve.

3. Select recipe name by clicking on the box. By selecting more than one box you can view multiple recipes at one time then click Display.

Note: By selecting Export Summary you’re able to view recipes in excel format and provide PLU #’s to your cashier’s for updates at the POS.

4. On the Recipe Card click PDF to print recipe cards.

5. Example of a Recipe Card

6. Examples of a Recipe Card in excel format w/PLU #’s for the cashier which also, can be used to update your menus in Aloha (back of the house).

(Access: Managers & Storeroom)

Opening Physical Inventory

1. Select Physical Inventory

2. Select the Post Period Date and then click Count Sheet to print.

Note: Do not filter count sheet.

3. Remember this is a working copy that can be used to conduct the count.

By selecting Exclude Unassigned Storage - (This will alleviate all items not assigned to a storage location)

By selecting Page Break on Storage Location - (This will page break each storage location per page for each item)

Select Font Size then click Print.

4. Once you ready to input the inventory annotate it in the quantity column.

By selecting Update - (This will update the page with your numbers)

By selecting By Exception - (This will put a zero quantity in every box that doesn’t have a quantity)

By selecting Save and Review – (This will save everything that was inputted in your inventory)

Note: You can also us the Product Search by name/number to find an item within your inventory. If you select Update then close the system this will not save any changes. To save you must select Save and Review after you have inputted a quantity.

(Access: Managers & Storeroom)

Physical Inventory Review

1. Select, Review.

2. There are 3 different ways to review your inventory. These steps must be done prior to posting your financial period.

Unit Price (Identifies missing/bad prices) – Look for products with “0” in unit price column. Scroll to the bottom and look for products with unusually high prices.

o Step 1 – Sort by Unit Price & Select (Asc) o Step 2 – Filter by Physical QTY o Step 3 – Select <> from the drop down box o Step 4 – Input 0, Click Retrieve

Note: If zeros are found, first check to ensure you haven’t counted a quantity under the same product name twice; second if a zero is identified contact your Food & Beverage representative to update the unit price.

Missing “0”

Physical Value (identifies miscounts or incorrect values) – Look at products at top of list, should be consistent week to week. Also, look at total value at bottom should be consistent as well.

o Step 1 – Sort by Physical Value & Select (Desc) o Step 2 – Filter by Physical QTY o Step 3 – Select <> from the drop down box o Step 4 – Input 0, Click Retrieve

High Variances (Identifies miscounts and incorrect/missing variances by using

Begin, Received, & End Values) – Look at both top and bottom of list. High positive variance = product “grew” more than expected on-hand. High negative variance = missing product.

o Step 1 – Sort by Variance Value & Select (Asc) o Step 2 – Filter by Variance Value o Step 3 – Select <> from the drop down box o Step 4 – Input 0, Click Retrieve. Also, click the Value tab to view Variance

Value

Miscount/incorrect values

Variance

(Access: Manager & Accountant)

Enter Sales Transactions (Daily Deposits)

1. Select, Enter Sales Transactions

2. In the "Register Information" box, Step 1, select Date from the drop-down box left side

Step 2, select Edit/View

3. Select, Bank Deposits tab

4. Input deposit amount under the Deposit Value column. (Cash only)

5. Enter a Memo, annotate your surcharge amount per day.

6. When all the information has been entered, select Update.

7. Then select the Totals tab, click Save and Close.

(Access: Storeroom)

Location Transfer

1. Select, Location Transfer

2. Select, To Location & Date then Continue.

3. Type in which items to transfer in the Product Search box and input the Issue Quantity you would like to transfer. Then select, Add Selected Products for each item continue adding items.

4. Review all the items once complete select, Submit.

5. To print select View Printable Transfer.

Under Format, select PDF from drop down box, and select Retrieve.

Note: Make sure you print the transfer and turn it into the accountant for accountability.

6. To receive transfers into your facility select, Location Transfer Receive from the Dashboard.

Then, select Reconcile and click close. This must be reconsiled within the two week financial period.

(Access: Managers)

Posting a Financial Period

1. Purpose: Closes Financial Period and locks down transactions.

Note: Prior to posting the Financial Period; it is MANDATORY for MANAGERS to refer to the S-A-I-I-T Checklist.

S-A-I-I-T Checklist.pdf

2. Select, Post Current Period.

Select by exception button and all 0 values will be filled in

Select save and review

Select save and close

Return to dashboard and select post period not posted

Select hyperlink

Select post period

Change Password

1. Select, Change Password

2. Type in current Net-Chef Password/New Password/Re-enter New Password, select Security Questions, if needed.

3. Select Update Password.

Crunchtime Access Chart

Note: This identifies what level of access each user has within Crunchtime.