Attachment__11_-_Crunchtime_Handbook_(May_2016).pdf

AFVSA/SVOF

MAY 2016

Table of Contents

Crunchtime Training Aide 3

Dashboard 4

Enter an Inventory Adjustment (Raw Waste) 6

Enter a Recipe Adjustment (Finished Waste) 10

Process for Ordering 13

Process for Receiving Order 23

Recipe Card 29

Scale Recipe 34

Enter Sales Transactions (Daily Deposits) 37

Enter Manual Sales 39

Location Transfer 43

Net-Chef Posting (SAIIT Process) 48

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, and 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 and 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.

Dashboard

1. When you login to Net-Chef you will 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.( # of products not guests)

Void Amount – Total dollar value of voids.

Sales/Guest – This is the average plate cost.

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

Week-to-Date – Total for categories for the week. Week runs Friday to Thursday.

Period-to-Date – Total for each category for the fiscal year. (Oct-Sep)

4. The Today’s Tasks captures a list of all operational tasks to be accomplished, and will allow users to access relevant areas of the application directly from the Dashboard.

5. The Today’s Tasks area captures the following:

Vendor Order - Need to Order: 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. The hyperlink for these orders takes you straight to the order with the scheduled RDD date

Vendor Order – Need to Submit: This task hyperlinks to an order saved but not sent

Vendor Order - Receive: This task hyperlinks to an existing order to be received/reconciled

Post Period - Not Posted: This task hyperlinks to the posting process (The SAIIT checklist must be completed prior to posting) There are two financial periods per month 1-15 and 16 – to the end of the month

Location Transfer – This task hyperlinks to transfers ready to reconcile

Inventory – This task hyperlinks to alerts for count sheets and data entry and inventory review

Enter an Inventory Adjustment (Raw Waste)

1. From the Dashboard, select Inventory, then select Create Inventory Adjustment.

2. Select Date, then enter a Daypart, annotate a Memo if needed.

Note: Memo is only necessary when any unforeseen circumstances occur (i.e. power outage, weather, mishaps).

3. Input Product Name click Retrieve.

Note: Items will stack that have the same name. For example when wasting vegetables if you type in vegetable, all of the vegetables will appear.

Enter the Adjustment Quantity for each recipe.

4. Select a Qualitative Judgment to indicate the reason for the waste.

5. To proceed, click Add Selected Products. The screen will be filtered to display only products with an Adjustment Quantity and a Qualitative Judgment.

6. The inventory adjustment function will not allow you to waste an ingredient that does not have an on hand quantity. If you attempt to waste an item that does not have an on hand quantity you will see the below error message.

7. Once all items have been added review adjustment quantity, unit, unit cost and select Save.

If you identify any errors after this point you will have to contact your AFSVA/SVOF representative.

8. To view inventory adjustment, select View Printable Adjustment or select Close to exit page.

Enter a Recipe Adjustment (Finished Waste)

1. From the dashboard, select Inventory, then select Create Recipe Adjustment.

Note: Memo is only necessary when any unforeseen circumstances occur (i.e. power outage, weather, mishaps).

3. Input Product Number or Recipe Name click Retrieve.

Note: The product number will come from the production log. All recipes have a hyperlink to identify ingredients.

4. Enter the Adjustment Quantity for each recipe.

5. Select a Qualitative Judgment to indicate the reason for the waste.

6. To proceed, click Add Selected Recipes. The screen will be filtered to display only products with an Adjustment Quantity and a Qualitative Judgment.

a. The Add Selected Recipes option will switch to Decrement Selected Recipes after each item is added (to add additional recipes enter name or number and select retrieve or enter).

7. Once Decrement Selected Recipes is selected each recipe will be itemized showing all ingredients for a particular recipe.

Note: This is where you will be able to adjust the quantity in the event of an error.

Simply correct the amount in Recipe Quantity and select Recalculate.

1. After reviewing the items ready to waste select Save. Remember, once you select Save the recipe adjustment is completed and you will no longer be able to go back to make corrections.

Note: If a recipe adjustment is saved and then a mistake is found, you will need to contact your AFSVA/SVOF representative.

Note: ingredients in yellow identify items that are not in the inventory.

2. To view recipe adjustment, select View Printable Adjustment or select Close to exit page.

Ordering Process

1. Login to Net-Chef

2. From the Dashboard select Purchasing and then select Create Vendor Order.

3. Select Vendor

4. Select the Expected Delivery Date

5. From this screen select the Order Guide icon.

6. Select the way you want to view the PDF and select Export.

7. Select Open and then select Print.

Note: This order guide is available for each vendor. The order guide provides quantity on hand, four week average, and par levels. The order guide is a quick tool to carry around your storeroom and annotate what items are needed. Once complete input your order.

8. After the Order Guide is complete, transcribe the required quantities. The Order Guide will show you in order of how the items are listed on this page. Once all items are added select Add Selected Products at the top of the page.

9. If changes need to be made select the Filter icon. This will allow you to filter for an individual item and then add it to your order.

10. From the filter screen a search can be conducted using Product Name or Product Number.

The product number will be the National Stock Number (NSN) from Stores Web. When complete select Apply.

11. Once you select Apply the below screen will appear and you can input the quantity needed and select Add Selected Products

11. Once you select Apply and the below screen will appear and you can input the quantity needed and Add selected products.

12. Once all items are on your order, select Prepare Order. This will prompt the system to send a text file to your Gmail account.

Note: Each facility has their own unique Gmail account. If you are unaware of your Gmail username and password please contact your AFSVA/SVOF Representative.

13. Next log on to Gmail and forward the message to your official email account.

Note: DO NOT open the attachment. If you open the attachment it will corrupt the file.

14. Save the attachment from your official e-mail account to your desktop and then log on to Stores Web and select Import Orders.

NEVER OPEN THE FILE!!!

15. Select Browse and search for the file and then select Import.

16. After the order is imported you will get the below screen. This screen will let you know if there are any errors or if the order is ready to submit. If there are errors you will select the Order Import Log to see what errors were detected.

17. The below screenshot is the Order Import Log Details screen that will display any errors detected.

Note: If the entire order errors out you most likely opened the file. DO NOT EVER OPEN

THE FILE.

18. If there are errors login to Crunchtime and from the Dashboard select Recent Vendor Orders.

19. Select the order that had the errors and select View.

20. From this screen take the NSN number from Stores that had the error and search for it in Crunchtime. You can do this by using Ctrl F and type in the number at the top of the screen.

Once the error is identified log back on to Stores Web to find the new number and then contact your AFSVA/SVOF Representative to have the new number linked.

21. If there are NO ERRORS select Pending Orders and then Send Now.

Receiving Process

1. Login to Stores Web

2. Select Pending Receipts

3. Select the receipt you want to reconcile

4. Reconcile the receipt and adjust any quantities of items that need to be adjusted.

5. After reconciling the receipt select Reports and then select Sent Receipt Report. You will need to print this report out as it will be your tool in reconciling your purchase in Crunchtime.

6. When reconciling your receipt In Crunchtime it MUST match Stores Web for quantity and the DLA UoM price.

7. To reconcile your receipt on Crunchtime, first select Purchasing from the Dashboard and then Recent Vendor Orders.

8. Select the order that you want to reconcile and select Reconcile.

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

The Total Invoice Value (Use the total from the STORES sent receipt report).

If the Physical Quantity is incorrect change the value in the Invoice/Physical Quantity column. Also you must verify the price is the same from what it is on the Sent Receipt report from STORES. If the amount is different you must change the Contract Price and the Invoice Price to match what STORES shows.

Note: When changes have been made the line item will highlight in yellow or red identifying a price change.

The Invoice Subtotal must match the Invoice Total showing a ”0.00 Over/Short”.

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 must match before you proceed. You will need to go back through the order and recheck both the price and quantity of items.

To reconcile the order select, Save.

After you save the order select OK to print.

Select the order you just reconciled and select View.

To print out the receipt select the printer icon at the top of the page.

Note: A memo is only necessary when any unforeseen circumstances occur causing a large dollar amount of food to be wasted (i.e. power outage).

From this screen you can Export and print.

Print this paper out by selecting Ctrl P. This will be part of your five pack packet that must be turned into the Accountant.

Recipe Card

1. From the Dashboard select Reports, Production, and 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.

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

5. Print Detail is similar to Display except for you do not have to export to PDF to print. The below screen is an example of what will appear.

6. To search for recipes by a particular category select Filter by Attributes.

7. Select the category that you wish to see and select Filter. This will allow you to see all of the recipes that are categorized with that attribute. For example if you need to see what recipes are classified as vegetarian, this filter will show you this information.

8. If you want to search recipes that require a specific ingredient you can search by Filter by Components.

Note: A helpful use for this feature is if you have extra ingredients that you need to get rid of and you want to see what recipes call for those items. For example: If you had an abundance of ground beef on your shelf and you wanted to see all the recipes that call for ground beef you would use this feature

9. Retrieve. Next select the item you want and select Filter. In the below example

“chicken” was typed in and then the option to select the particular type of chicken.

Scale Recipe

1. From the Dashboard select Reports, Production, and Scale Recipes.

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

Note: Recipes can be filtered by two Product Search Options:

Option 1 – By Name (Type in recipe name)

Option 2 – By Number (Type in recipe number)

3. After you search for the item select Scale Recipe.

4. Select the number of servings to scale the recipe. You can scale recipes in denominations from .01 - 999,999 servings and then select Recalculate. If a different recipe is needed Select New Recipe and repeat the steps. When finished select Print at the bottom of the recipe card.

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

This part of the recipe card shows what ingredients are required for that particular recipe.

The procedure lists the preparation method for the recipe and the serving size.

5. Select Date, then enter a Daypart, annotate a Memo if needed.

Enter Sales Transactions (Daily Deposits)

1. From the Dashboard select Sales and Recent Sales Transactions.

2. Select View to enter the sales .

3. Select the Bank Deposits tab. Surcharge is for CAFE Only.

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

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.

**Note: The totals tab will identify if you are over/short.

Input your deposit amount minus the surcharge.

Put surcharge and total deposit value on the same line under memo.

Example: S/C 49.50

Deposit 150

Enter Manual Sales

1. From the Dashboard select Sales and Create Sales Transaction.

2. Select Manual Sales and the enter the Sales Date and select Create.

3. Select Register Readings Tab. Enter the total sales for the day in the Ending Reading Slot.

This amount is the total earned income (Cash + ESM). Select Update.

4. Select Comps & Discounts tab. Enter the total for ESM sales in the ESM TOTAL ESM slot.

Select Update.

Total earned income is both cash and ESM.

5. Select Bank Deposit tab.

6. Input deposit amount under the Deposit Value column. (Cash only minus surcharge)

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

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

9. Select the Sales Tab.

10. Under the Value column enter the sales for the ESM + Cash for the desired meal period i.e.

breakfast, lunch, dinner. If you do not have the breakout per meal period input the combined total under the Value total.

11. Select Update.

Put surcharge and total deposit value on the same line under

Memo.

Example: S/C 49.50

Deposit 150

Input your deposit amount minus the surcharge.

12. Select Totals tab.

13. Ensure the Book Cash and Bank Deposits totals match.

14. Select Save and Close

Location Transfers

1. From the Dashboard select Create Location Transfer

2. Select location to transfer to (Add to reference number as needed) select continue

3. Select products

4. Add quantity and select add selected products

5. After adding all products select Submit

6. Select View Printable Transfer

7. From the drop down under Format Select PDF and select Retrieve.

8. Print

The facility receiving the transfer will have a task in Today’s Tasks. Select hyperlink to reconcile transfer.

9. Ensure the correct amounts were received and select Reconcile.

10. This will appear after reconciling. Select Close.

11. Submit completed transfer to accountant with daily documents

Net-Chef Posting

1. Posting a Financial Period – Prior to posting a financial period there are 5 steps to be completed. This will ensure all financial information is accurate and complete prior to posting.

This is critical to DFAC operations and ensures accurate monthly reporting. Posting a financial period locks all financial transactions to the date posted.

Financial periods are posted 2 times a month o 15th of the month for the 1st-15th o End of the month for the 16th through the last day of the month

*** No dates are exempt

The following 5 procedures must be completed prior to posting a financial period

S -Sales

A -Adjustments

I -Invoices

I -Inventory

T –Transfers

S-Sales

Sales must be entered for all days during the financial period. There are two ways for the manager to validate sales have been entered. The dashboard and Cash Sales Summary report.

1. Verify Sales by using the below steps:

o Dashboard o Daily over or short – will be identified in this column o Two weeks can be viewed by looking at current week and last week using the drop down for the Performance Metrics

2. Review sales on the Cash Sales Summary Report o Access the cash sales summary report from the dashboard under reports

Select Reports drop down to Sales to Cash Sales Summary

Select date range to coincide with the posting period Sort invoices by date and select Retrieve Check to make sure you have all sales days for the financial period Ensure ALL deposits have been entered Review over and short column for anything out of the ordinary

If any sales days are missing rerun the sales day from the Aloha server with the CT database interface icon.

If any sales deposits are missing follow the procedures for entering sales transactions

A-Adjustments

From the Dashboard access the view recent adjustments from the Inventory drop down o Select View Recent Adjustments o Select filter and enter date range to coincide with the posting period and select apply o Review for excessive or missing adjustments (if any corrections need to be made, contact your AFSVA/SVOF rep)

I-Invoices

From the dashboard under today’s tasks- No tasks above the “post period not posted”. Ensure all invoices have been received for the financial period

(If not received/completed ensure all are completed prior to posting financial period)

[Ensure all commissary orders and FTI Contractor orders are ordered and received prior to posting]

Additional method to ensure all Invoices have been reconciled o From the Dashboard select Purchasing and Recent Vendor Orders The filter allows you to filter according to date, vendor, etc.

Ensure all orders are reconciled or cancelled for the post period

I-Inventory

The following review must be completed by the storeroom personnel prior to the manager’s final review for posting the financial period

Physical Inventory Review o Inventory should be entered and saved

From the Dashboard select the drop down for Inventory and select Create/Review Inventories

Select post period date from the drop down and select Review

The following are 3 reviews for your inventory

(uncheck “summarize by product”)

Unit Price Review

The first filter will identify missing or any bad prices

1. Use drop down for unit price and select ascending

2. Select Filter

3. Select the drop down arrow for Quantity

4. In the Physical Column sort by ≥ .01 and select Apply.

o Look in each storage location o Look for products with ‘0’ unit price.

Physical Value Review

The second filter will identify miscounts or incorrect values

1. Use drop down for Physical Value and select descending

2. Select Filter

3. Select the drop down arrow for Quantity

4. Under Physical sort by ≥ .01

5. Select apply o Look in each storage location o Look at products at top of list (should be consistent week to week).

o Look at total value at bottom (should also be consistent).

Identify High Variances Review

The third filter will identify high variances

1. Use drop down for Variance/Value % and select descending

2. Select the filter icon and select clear

3. Select apply o Look at both top and bottom of list o Look for high positive variances = product “grew” (more than expected on-hand) o Look for high negative variance = missing product

T-Transfers

Ensure all transfers are completed prior to posting

From the Dashboard select the drop down for Inventory and select Recent Location Transfers

Filter for post period dates and select apply

Ensure all Tranfers have been reconciled or cancelled under status

5 processes (SAIIT)

All Sales transactions are complete

All adjustments have been reviewed/corrected.

Invoices for the period are have been reviewed and reconciled.

Inventory has been reviewed and correct

All transfers have been reviewed and reconciled.

After completing above listed tasks, post period.

To post a financial period

Use drop down for Administration and select Post inventory

Note: Managers must post their financial period by the 5th or the 20th of each month depending on the financial period you are posting. AFSVA/SVOF allows a five day grace period for reviews and assistance from your Food and Beverage Representative. Exceptions to this guidance will be handled on a case by case basis.

This box will appear ( Must use by exception under inventory to fill in blanks with “0”)

Return to Dashboard and select in Inventory drop down and select Create/ review inventories

This box will appear ( Must use by exception under inventory to fill in blanks with “0”)

Select Edit button

Select By Exception o Select Save and Review and select Save and Close.

Return to dashboard

Use drop down for Administration and select Post Inventory

The below screen provides summary of purchases, issues to kitchen and ending inventory

Select Post

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