FBO CFS Handbook_2.1.pdf

Versions 2.1

CORPORATE FOOD

SERVICE HANDBOOK

USAF/ALOHA

This document contains client specific information and is not to be used outside the USAF Dining Halls.

This document covers version specific software from Aloha Inventory Control V1.11 & 1.13.

USAF/

Table of Contents

Corporate Food Service Handbook

Introduction to the Corporate Food Service Handbook………………………………………10

CHAPTER 1: FOH MANGER FUNCTIONS………………………………….11

DAILY PROCEDURES……………………………………………………………………...………..12

Opening Procedures…………………………………………………………………………...12

Closing Procedures……………………………………………………………………………12

LABOR MANAGEMENT …………………………………………………………………………….12

Clock In………………………………………………………………………………………..12

Assign or Change FOH Password……………………………………………………………..13

Clear Password………………………………………………………………………………...13

Reprint Employee Checkout…………………………………………………………………..13

Delete Employee Checkout…………………………………………………………………...13

Delete Employee Clock Out…………………………………………………………………..13

Clock Out……………………………………………………………………………………..14

CASH MANAGEMENT…………………………………………………………………………….14

Assign Cash Drawer…………………………………………………………………………14 file:///C:/Users/ashlee%20debra/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/Content.IE5/939MQLPW/CorporateFoodServiceHandbook%202.0.doc file:///C:/Users/ashlee%20debra/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/Content.IE5/939MQLPW/CorporateFoodServiceHandbook%202.0.doc file:///C:/Users/ashlee%20debra/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/Content.IE5/939MQLPW/CorporateFoodServiceHandbook%202.0.doc

This document contains client specific information and is not to be used outside the USAF Dining Halls.

This document covers version specific software from Aloha Inventory Control V1.11 & 1.13.

USAF/

Table of Contents

Void Items from a Closed Check…………………………………………………………….14

Check Out ……………………………………………………………………………………15

SYSTEM MANAGEMENT……..…………………………………………………………………

Calibrate Terminal…………………………………………………………………………...15

FOH EOD - (Should be set to run at a specified time)……………………………………...15

CHAPTER 2: BOH MANAGER FUNCTIONS………………………………16

ALOHA MANAGER LOG IN/OUT……….………………………………………………………….17

SYSTEM MANAGEMENT……….………………………………………………………………….18

Main Screen Messages………………………………………………………………………18

Guest Check Message……………………………………………………………………….18

Clock-In Messages…………………………………………………………………………..18

Server Info Message…………………………………………………………………………18

Refresh Data…………………………………………………………………………………18

LABOR MANAGEMENT …………………………………………………………………………...20

Add or Edit Employees……………………………………………………………………...20

Assigning Back Office Security Levels……………………………………………………..21

Clear Back Office Password………………………………………………………………...22

Terminating Employees….………………………………………………………………….22

UPDATE FOH PRICES…………………………………………………………………………….23

COMMONLY USED INVENTORY CONTROL ICON LISTING…………………………………………24

Inventory Maintenance………………………………………………………………………24

Inventory Transactions………………………………………………………………………24

INVENTORY MAINTENANCE LOG IN/OUT…………………………………………….…………...25

This document contains client specific information and is not to be used outside the USAF Dining Halls.

This document covers version specific software from Aloha Inventory Control V1.11 & 1.13.

USAF/

Table of Contents

DAILY OPERATIONS…...………………………………………………………………………….26

Database numbering Scheme………………………………………………………………..26

UPDATING NEW VENDOR CONTRACTS…………………………………………………………...27

LINK AND UNLINK VENDOR ITEMS AND INVENTORY ITEMS……………………………………...28

OVERRIDE MENUS………………………………………………………………………………..32

Carryover Items…………………………………………………………….………………26

To immediately activate your Override Menus……………………...…………………

Holiday/Special Menus…………………………………………………………………

CREATING PURCHASE ORDER TEMPLATES…………………………………………………….…30

VENDOR CATALOG IMPORT………………………………………………………………..33

Automatic Catalog Import Message (832)….………………………….……………………39

Steps After Catalog Import………………………………………………………………….34

INVENTORY TRANSACTIONS LOG IN……..……………………………………………….41

VIEW/EDIT PURCHASE ORDER……………………………………………………………………46

Order Verification…………………………………………………………………………...47

OUT-OF-CYCLE PURCHASE ORDER (850)………………………………………………………...48

Order Verification…………………………………………………………………………...50

USING PURCHASE ORDER TEMPLATES....…………………………………………………………52

SEND PURCHASE ORDERS TO DSCP……………………………………………………………...53

Order Verification…………………………………………………………………………...54

MANUALLY RESENDING PO’S, RECEIPTS AND CATALOG DOWN LOADS…………………………55

RECEIVE PO RECEIPT (861)………………………………………………………………………49

Accountable Purchase Order Documents…………………………………………………...51

RECEIVING RECIPTS ……………………………………………………………………..….52

Other than Purchase Order Receipts………………………...………………………………52

This document contains client specific information and is not to be used outside the USAF Dining Halls.

This document covers version specific software from Aloha Inventory Control V1.11 & 1.13.

USAF/

Table of Contents

ENTER AND PROCESS ADJUSTMENTS……………………………………………………………..62

ENTER AND PROCESS COST CORRECTIONS……………………………………………………….63

ENTER AND SEND INTER-UNIT TRANSFERS………………………………………………………58

Transfers In………………………………………………………………………………….59

Other Transfers………………………………………………………………………………60

BOH EOD PROCESS……………………………………………………………………………..60

STANDARD EOD…………………………………………………………………………………61

STANDARD EOD FOR A CLOSED DAY……………………………………………………………70

Fully Automated…………………………………………………………………………….70

CO-LOCATED/STAND ALONE FLIGHT KITCHEN EOD……………………………………………63

EXAMPLES FOR THE SALES OFFSET TAB………………………………………………………67

Flight Kitchen EOD for Closed Day……………………………………………………….…….71

PROCEDURE FOR PROVIDING FLIGHT MEALS TO FLEET OR PASSENGER SERVICE ONLY…………..71

PROCEDURES FOR BULK COFFEE SALES……………………………………………………...72

Change Flight Kitchen Prices to Current Year DOD Meal Rates…………………………..73

MANUAL SALES ENTRY…………………………………………………………………………..84

When Registers are down the Entire Day……………………………………………….…..74

MANUAL SALES ENTRY……………………………………………………………………...76

When registers have gone down during the meal periods………………………...………..76

MANUALLY IMPORT EXISTING SALES…………………………………………………………….91

PHYSICAL COUNT PROCESS………………………………………………………………………94

PRINT PHYSICAL COUNT SHEETS…………………………………………………………………95

Enter Physical Counts……………………...……………………………………………….95

PROCESS PYYSICAL COUNTS………………………………………………………………85

This document contains client specific information and is not to be used outside the USAF Dining Halls.

This document covers version specific software from Aloha Inventory Control V1.11 & 1.13.

USAF/

Table of Contents

END OF YEAR INVENTORIES……………………………………………………………………...99

CORPORATE FOOD SERVICE HANDBOOK Handheld Feature.……….88

PRINTING BARCODE LABELS FOR HANDHELD INVENTORY…………………………89

NAVIGATING IN HANDHELD INVENTORY……………………..………………………...90

GETTING STARTED WITH HANDHELD INVENTORY……………………………………91

RECEIVING A PURCHASE ORDER RECEIPT………………………………………………92

RECEIVING AN INVOICE……………………………………………………………………..99

COUNTING INVENTORY WITH HANDHELD INVENTORY…………………………….106

To count inventory in Handheld Inventory………………………………………………...106

SYNCHRONIZING DATA COLLECTED WITH HANDHELD INVENTORY…………

TROUBLESHOOTING HANDHELD INVENTORY………………………………………...112

FAILURE TO START THE HANDHELD INVENTORY SERVER…………………………112

FLIGHT KITCHEN OPERATIONS..……………………………………..….136

Assigning Back Office Security Levels………………………………………………..…..138

Clear Back Office Password……………………………………………….……………….139

Flight Kitchen Cashier Operations……………………………………….………………...139

ESM Sales For Flight Meals…………………………………………….………………

End of Day Process for Flight Kitchen Sales………………………………………………145

CHAPTER 3: REPORTS & TROUBLESHOOTING……………….....….…146

FILTER/SORT FUNCTION FOR REPORTS AND LISTS………………………………………………147

DAILY SALES AND COST REPORT………………………………………………………………..148

PRINT SALES AND COST…………………………………………………………………………149

CORRECTING THEORETICAL COSTS……………………………………………………………..152

This document contains client specific information and is not to be used outside the USAF Dining Halls.

This document covers version specific software from Aloha Inventory Control V1.11 & 1.13.

USAF/

Table of Contents

Correcting Sales Prices…………………………………………………………………….154

Reasons to perform a cost correction………………………………………………………129 You cannot perform a cost correction if……………………………………………………129

UNCOSTED ITEMS REPORT………………………………………………………………………156

Review Daily……………………………………………………………………………….156

FIXING UNCOSTED BALANCES…………………………………………………………………..160

RECIPE COSTING REPORT……………………………………………………………………….161

SALES OFFSET REPORT………………………………………………………………………….162

Cash Reconciliation Report………………………………………………………………...163

ON HAND SUMMARY REPORT…………………………………………………………………...165

TRANSACTION LOG REPORT…………………………………………………………………….166

THAW REPORT/PRODUCTION REPORT…………………………………………………………...168

PRINT DAILY MENUS……………………………………………………………………………171

PRINT DAILY SALES……………………………………………………………………………..172

Purchases…………………………………………………………………………………...173

Processed Cost Corrections Report………………………………………………………...176

Adjustments Reports……………………………………………………………………….178

Open/Processed Sales Day Report-Lists Open Sales Days after Front of House (FOH) End OF

Day……………………………………………………………………………..…………..180

ITEM INQUIRY…………………………………………………………………………………...182

MANAGERS SUMMARY………………………………………………………………………….184

COMMON EVENT VIEWER ERRORS……………………………………………………………...187

YELLOW WARNINGS…………………………………………………………………...187

YELLOW WARNINGS………………………………………………………………………..188

This document contains client specific information and is not to be used outside the USAF Dining Halls.

This document covers version specific software from Aloha Inventory Control V1.11 & 1.13.

USAF/

Table of Contents

Inventory item unit price is beyond min/max range……………………………………….188

POS item calculated sell price of $0.00 is less than zero………………………………….188

YELLOW WARNINGS………………………………………………………………………..189

Data too long for field:……………………………………………………………………..189

Imported 0 records…………………………………………………………………………190

YELLOW WARNINGS………………………………………………………………………..191

Receipt for Inventory item is being skipped:………………………………………………191

RED ERRORS………………………………………………………………………………….192

There are no sales entered for this sales day:………………………………………………192

Zero FIFO Cost – Cannot calculate variance………………………………………………192

RED ERRORS………………………………………………………………………………….194

Uncosted inventory exists:…………………………………………………………………194

On-hand quantity error……………………………………………………………………..194

RED ERRORS………………………………………………………………………………….195

Distributions do not equal receipt amount…………………………………………………195

Sales day sales item totals do not balance to sales offset totals……………………………196

CHAPTER 4: ACCOUNTING FUNCTIONS.……………………………….197

FREQUENT BUYER………………………………………………………………………………198

FOH SIK Functionality…………………………………………………………………….198

Add Invalid SIKs…………………………………………………………………………...198

Delete an SIK Member……………………………………………………………………..200

AUDIT/HISTORY OF AN SIK MEMBER…………………………………………………………...201

SIK MONTHLY REPORTS………………………………………………………………………..205

This document contains client specific information and is not to be used outside the USAF Dining Halls.

This document covers version specific software from Aloha Inventory Control V1.11 & 1.13.

USAF/

Table of Contents

INSTRUCTIONS FOR PRIME VENDOR BILLS…………………………………………………….….206

STORES WEB……………………………………………………………………………………..209

Show Existing Contracts and Items/Download a Catalog…………………………………175

PURCHASES……………………………………………………………………………………...212

KEY HOW TO READ FORM……………………………………………………………………….214

CREATE NEW ORDERS ON STORES WEB………………………………………………………...216

RECEIPTS………………………………………………………………………………………..222

RECEIPT ADJUSTMENT…………………………………………………………………………..226

PLACING ORDERS WITHOUT CFS/DSCP INTERFACE CONNECTIONS………………191

SENDING RECEIPTS TO DSCP WITH NO INTERFACE…………………………………..196

DSCP HELP DESK NUMBERS……………………………………………………………….242

CHAPTER 5: SUPPORT…………………………………………………...…..243

ZIPPING A DATABASE…………………………………………………………………………...244

RESENDING CORPORATE REPORTING INFORMATION…………………………………..245

ALOHA AF FOOD SERVICE FREQUENTLY ASKED QUESTIONS WEB PAGE (MAINTAINED BY RADIANT

SYSTMS)………………………………………………………..………………………………..249

HTTP://WWW.ALOHAPOS.COM/AFORCE/DINING.ASP……………………………………………..249

RADIANT SYSTEMS CUSTOMER SERVICE CENTER………………………………………….…...250

WHO TO CALL…………………………………………………………………………….….208

USAF/

Corporate Food Service Handbook

Introduction to the Corporate Food Service Handbook

Welcome to the United States Air Force Corporate Food Service Handbook for the Aloha point of sale system. A point of sale system so unique it provides the flexibility to perform routine tasks.

This system aids FSOs, Superintendents, Managers, Storeroom, Shift leaders and shift workers through CFS operations, thus allowing for smooth shift operations while defining such things in the Back-of-House (BOH) such as employees, messages, purchase orders (POs), receipts, inventory maintenance, the end-of-day process (EOD) and much more. Each element of the system is customized to fit the needs of your operation.

You should gain an understanding of the Front-of-House (FOH) order entry functions before performing the procedures stated in this guide.

This guide also can be a progressive self-training method to familiarize yourself with the functions you can perform inside the Aloha system. Performing each function in conjunction with the Aloha training systems (provided with the Aloha system) enables self-training and training of other employees. Refer to this guide for problems encountered on a daily basis.

This guide is organized into five chapters, Front of House (FOH) Procedures, Back of House

(BOH) Procedures, Reports and Troubleshooting, Accounting Functions and Support.

USAF/

Chapter 1: FOH Manager Functions

This chapter discusses the procedures performed from the Front-of-House with routine daily functions affecting the current day in the system. Also discussed are managing cash drawers, voiding sales items, checking out, clocking out and more.

Chapter 1 is divided into the following categories:

I. Daily Procedures

II. Labor Management

III. Cash Management

IV. System Management

Daily Procedures

Opening Procedures

The following are recommended procedures to check and perform when opening each day.

1. Ensure all local printers are on and paper is full for the day.

2. Ensure all terminals display the floating logo.

3. Touch each terminal to display any possible error messages.

4. Check the date of business (DOB) with the System Date.

5. Clock in for your shift.

6. Assign cashiers their cash drawers. (Cashiers must first be clocked in)

Closing Procedures

The following are recommended procedures for closing each day.

1. Ensure that all employees have checked out.

2. Ensure all employees have clocked out.

3. Go to Functions and touch the Employee button. Then touch Edit Clock In. For any employee that does not have a clock out time, touch that employee’s name and touch Clock Out. You may also need to go back to that employee and adjust the time.

The next steps are always completed after the Dinner Meal Period, as needed. You must perform these steps before the BOH EOD Process.

1. Enter Override Menus for the next day

2. Enter Waste

Most systems will be configured to run EOD by an automatic event. If your system is not one of those, you will perform the next steps.

1. Perform an End-of-Day from the FOH. You will be required to perform more EOD steps on the BOH. Refer to End-of-Day procedure for further information.

2. Do not be concerned with clocking yourself out; the system will automatically clock you out during the EOD process

Labor Management

Clock In

1. As a cashier, Touch in employee number

USAF/

Corporate Food Service Handbook

2. Touch OK

3. Highlight job code

4. Touch Clock In

Assign or Change FOH Password

1. Touch the table icon in the top left corner of the screen

2. Touch Functions

3. Touch Employee

4. Touch Change Password

5. Touch in a 3-4 digit password

6. Touch OK

7. Touch in same password again

8. Touch Ok

Your new login ID is your original employee ID number with your new password appended to the end.

Clear Password

1. Touch Functions

2. Touch Employee

3. Touch Clear Password

4. Touch Employee

5. As the employee, log on

6. The system will prompt that your password has been cleared

7. Touch the Error message

8. Log on with your employee ID

9. Enter a new password

10. Reconfirm the new password

Reprint Employee Checkout

2. Touch Employee

3. Reprint Checkout

Delete Employee Checkout

2. Touch Employee

3. Delete Checkout

If the employee has already clocked out, Go to “Delete Employee Clock Out” and then Delete Employee Checkout

Delete Employee Clock Out

USAF/

Corporate Food Service Handbook

2. Touch Employee

3. Touch Delete Clock Out

4. Touch Employee

Clock Out

1. After running a checkout, touch clock out

2. Touch Clock Out

Cash Management

Assign Cash Drawer

Cashier must first be clocked in.

1. Touch Functions

2. Touch Financial

3. Touch Cash Drawer

4. Touch the Cashier

5. Touch Done

6. Touch Exit

Void Items from a Closed Check

Shift Leader’s Responsibility

1. Touch Functions

2. Touch Financial

3. Touch the Open Closed Check

4. Touch the Cashier

5. Touch Check Number

6. Touch OK

7. Touch Force Transfer

8. Touch Cashier

9. Touch Transfer Table (right)

10. Touch New Tab button

11. Touch Ok (no need to rename the table)

12. Touch Void Items

13. Touch Cashier’s Name

14. Touch OK

15. Touch Table button

16. Touch OK

17. Touch each item to be Voided

18. Touch OK

19. Touch the reason

20. Touch OK

21. Touch Ok if you are sure these are all the items to be voided

USAF/

22. Touch EXIT (Keep the ticket)

Cashier’s Responsibility

1. Log in as Cashier

2. Touch the Table

3. Touch Close

4. Touch Close

Check Out

1. As a cashier, touch table icon in far left corner of screen

2. Touch Checkout

3. Touch Yes if you are ready to run your checkout

System Management

Calibrate Terminal

2. Touch System

3. Touch Calibrate

4. Follow the prompts on the screen, touching where applicable

5. Touch Ok to save the calibration

FOH EOD - (Should be set to run at a specified time)

BE SURE ALL SALES HAVE BEEN RUNG INTO FOH Computers.

Be sure all employees have clocked out and completed checkouts.

2. Touch System

3. Touch EOD

The system will display a message “Waiting for EOD to complete”

There are BOH functions that should be run immediately following this procedure. Refer to end-of day procedures discussed in Chapter 2.

USAF/

Chapter 2: BOH Manager Functions

This chapter discusses the procedures performed from the Back-of-House, for such things as managing employees, conducting daily operations, editing daily menus, and end-of-day procedures.

Chapter 2 is divided into the following categories:

I. Aloha Manager Log In/Out

II. System Management

III. Labor Management

IV. Inventory Log In/Out

V. Daily Operations

VI. BOH EOD Process

VII. Physical Count Process

USAF/

Aloha Manager Log In/Out

To Log In

1. Double click on Desktop Icon “Aloha Manager”

2. The Login box will automatically display

3. Type in username. (This is your Employee 3 or 4 digit ID number)

4. Tab

5. Type in Password

6. Enter or Click Login

To Log Out

1. Click on File

2. Click Logout

USAF/

System Management

Main Screen Messages

1. Select the ID number of the message you would like to change (i.e. 001 for the left side)

2. Edit

3. Change the message

4. Save

Guest Check Message

1. Select the 01 ID number

2. Select Edit

3. Name the appropriate message

4. Type in the new message

5. Save

Clock-In Messages

1. Select an unused ID number

2. Select Edit

3. Select a specific employee or job code to receive the message (if none, leave “none”)

4. Type in message

5. Select Save

Server Info Message

1. Select ID 001

2. Select Edit

3. Select Order Entry and/or Bartender as the job code to receive the bulleted list

4. Enter the information to be printed on the bulleted list (if no message – leave blank)

5. Select job codes to receive a specific message on the left side of the screen

6. Select Save

Refresh Data

This is used to bring all changes made in Aloha Manager (back of the house) to the Aloha POS

(front of the house). Perform the following steps:

1. Login to Aloha Manager

2. Go to Utilities

3. Click Refresh Data

4. The system will prompt, “Are you sure you want to use New data?”

5. Click Yes

USAF/

Corporate Food Service Handbook

The FOH terminals will reboot and the changes will be sent to the FOH. The system automatically performs a refresh at EOD. If the changes are not needed for the current business day, it is best to let EOD perform a refresh.

USAF/

Labor Management

Add or Edit Employees

1. Login to Aloha Manager

2. Go to Maintenance/Labor/Employees

3. Enter in a new Employee Number e.g. 1000

4. Move the cursor to Social Security box and put in a 9-digit number with dashes – this is a required field. DO NOT USE THE EMPLOYEES SOCIAL SECURITY NUMBER

5. Enter the Employee’s Last Name – this is a required field.

6. Enter the Employee’s First Name – This is not required but helpful.

7. The system will automatically put in the Employee’s Nickname as it appears in the First

Name Box

8. Once all information is entered correctly click on the Save button.

9. Click on Job Codes Tab

10. Choose drop down under Job code

11. Choose corresponding access level. (Dining Facility Cashier should have job code Cashier, access level Cashier; Flight Kitchen Cashier should have job code Flight Kitchen, access level Cashier; Shift Leaders should have job code Manager and access level Shift Leader;

Manager should have job code Manager, access level Manager)

12. Once you have set the job level and access code accordingly click on the Save button.

*Note: If you have employees that require different functions such as a cashier to perform both dining facility and flight kitchen processes you will have to build them two separate accounts one for each function that they need to perform.

Assigning Back Office Security Levels

2. Go to Maintenance/Labor/Employees

3. Under the Employee field, go to Back Office Security Tab.

4. Choose Appropriate Security Level (Supervisor – Facility Manager, Shift Leader – Shift Leader, Storeroom – Storeroom, Shift

Worker – all others needing access to back office) This will allow the employee to access certain functions in Aloha Manager.

Clear Back Office Password

2. Under Employee Maintenance, go to Back Office Security Level Tab

3. Choose Clear Back Office Password

Note: The default password will be applied when you clear the password. The default password is (password). After using this password for the initial login the user will be prompted to change

it. The user can make the password to any number of characters they choose. It is not restricted by normal password policies.

Terminating Employees

1. Under the Employee field, go to Zap Tab

2. Click Terminated.

3. Choose a Termination Reason.

4. Select Option for Rehire.

5. Enter the Employee’s last day.

6. Enter Leave or Transfer option (if applicable).

7. Save.

USAF/

Corporate Food Service Handbook

Update FOH Prices

Sales prices automatically recalculate on day one of the menu cycle, which occurs every 14 days, but if you correct a linking error you must recalculate prices and send them to the Front of House (Registers) otherwise it will affect your Sales and Cost.

1. From Aloha Manager Nav Bar click Support

2. Click Manual Price Update

3. Calculate Prices

4. Close price calculations screen

5. From Aloha Manager Nav Bar click Update FOH,

6. Click Update FOH Menu Items

7. Click Update

8. Prompt will show Perform Aloha maintenance update now, select yes

9. Confirmation will prompt “Update Successful” click OK

10. Click Refresh Data (do not perform this during the meal period, because the registers have to shut down and reboot)

11. Click yes; you want to use New data. The FOH computers will reboot.

USAF/

Commonly Used Inventory Control Icon Listing

Inventory Maintenance

1. Login (Switch between users; Administrator vs. Manager)

2. Log out (Exit Inventory Control)

3. Maintenance (Update Vendors, Vendor Items, Override Menus etc.)

4. Lists (Recipe Details, Inventory Items, Sales Items listings etc.)

5. Data Manager (Edit Jobs)

6. Save

Inventory Transactions

1. Purchases (Orders Sent to DSCP)

2. Receipts (Receipts – from commissary and PO Receipts – DSCP)

3. Adjustments (Raw/Finished Waste, Cost Corrections)

4. Transfers (Transfer In/Out)

5. Sales (Enter Manual/Edit Sales Days)

USAF/

Corporate Food Service Handbook

6. Counts (Physical Counts)

7. Reports (All Reports)

Inventory Maintenance Log In/Out

Log Into Aloha Manager

1. Click on the Inventory Maintenance Icon on the Navigation Bar (under Inventory)

2. The login will automatically open

3. Drop down list and choose Manager

4. Type in the manager password currently in use.

5. If the system prompts you to change the password, change it to the next sequence number, but do not go past number 9. Contact the System Administrator to update the setup file , otherwise the system will not perform any processing of neither transactions nor run End of Day.

6. Click OK

To Logout of Inventory Maintenance

USAF/

Corporate Food Service Handbook

1. Click on File

2. Logout or Click on the second icon, the locked Padlock

Daily Operations

Database numbering Scheme

Inventory Item Number- every item in inventory has number assigned to it (ex: 123115).

Recipe Item Number- all sales items that require preparation instruction have a recipe number assigned to them (ex: 9123115).

Sales Item Number- all items to be sold/ran through the cash register require a sales number assigned to them.

The basic system configuration is that the Sales items are comprised of either one Inventory item (i.e. Granola Bar, Ind) or several Inventory items organized into a Recipe (i.e. Meatloaf). Each Inventory Item in use is linked to a Vendor Item. Some Inventory Items have multiple Vendor Items and are nested to one inventory number such as Juice Fountain, Inventory Item #121065.

NESTED INVENTORY NUMBERS

Coffee, Grd, Reg, 121042 Coffee, Liquid 121069 Cones, Asst 122337 (Condiment for the soft serve) Food Color, Asst 122144 Gelatin RTS 122322 (gelatin cups) Jam/Jelly Asst 122023 Muffin Ind 123039 (pre-wrapped muffins) Yogurt Mix/Liq/Asst 128001 (soft serve) Canned Soda 121050 Milk, Bib 121053 Soda Fountain 121059 Tea, Bulk, Conc 121024 Juice Fountain 121065 Cereal, Ind 122248 Chips, Ind 122249 Cookies, Ind 122328 (pre-wrapped cookies) Pudding, Ind 122329 (pudding cups) Yogurt, Ind 127001 Milk, Ind 127017

USAF/

Corporate Food Service Handbook

*Note: These are the only items authorized to be nested. If there is any requirement to modify this list or the items on it you must first contact HQAFSVA so that these updates can be done.

Updating New Vendor Contracts

If vendor contract numbers change, you will have to update the contract numbers in CFS in order for the catalog to import. Vendor contract numbers are found in StoresWeb under View

Catalog. Make sure to check your contract numbers at least quaterly.

1. Login to Inventory Maintenance

2. Click on Maintenance (Filing Cabinet)

3. Select “Vendors”

4. Click on appropriate Vendor

5. Update vendor name

6. Update Vendor I.D. number (Contract Number)

7. Click Save

Select

“Vendors”

4. Click on appropriate

Vendor

5. Update

Vendor name

8. Exit Vendors

9. Go back to Vendors and double check to ensure the new numbers are correct

*Note: Make sure this procedure is executed and a New Catalog is downloaded before you make an order on or after the new contract date.

Link and Unlink Vendor Items and Inventory Items

TO LINK Vendor items to Inventory items

1. Login to Inventory Maintenance

2. Go to Maintenance Icon (Filing Cabinet)

3. Go to Vendor Items

6. Update Vendor

I.D. number

(Contract

Number)

7. Click

Save

4. Select Vendor from drop down list

5. Click OK

6. Find the vendor item you want to link. If it has never been linked it will be listed as

“999999 Reclassify”

7. Click on the drop down arrow to select the correct Inventory Item from the list.

USAF/

8. Click OK

9. After you have chosen the correct Inventory Item to associate with the Vendor Item, you must check the Purchase Unit Measure conversion factor. If the unit says, “Reclassify,” click on the Purchase UM to highlight and then click on the drop down arrow.

10. In the box that appears, check the conversion. If the conversion is wrong, you must redefine the conversion. In the example below, the conversion states that there are 30 pounds in the case. If the case size were 20 pounds, the conversion would have to be changed from 30 to 20.

11. DO NOT CHANGE THE VALUE OF THE FIRST FIELD. This is the Purchase unit of measure defined by the catalog import (How the vendor issues it). In the example above “CS” is in the first field. Do not adjust the value of this field.

TO UNLINK /RELINK Vendor Items

2. Go to Maintenance (Filing Cabinet)

3. Go to Vendor Items

4. Select Vendor from drop down list

5. Click OK

6. Select Inventory Item from the drop down list

7. To unlink Click 999999 Reclassify

8. To relink an item to another item, select the appropriate item from the drop down list.

DO NOT TOUCH THESE

AREAS.

These are the ONLY

Fields you can adjust.

Override Menus

Carryover Items

2. Click on Maintenance (Filing Cabinet)

3. Click on Override Menus

4. Select Add New override menu date from the drop down box

5. Select Date

6. Select Menu to Override (breakfast, lunch, desserts, etc)

USAF/

7. On right side, type in the next Sequence number

8. Click on drop down arrow and choose item to add to menu.

9. Click OK

10. Click Save

If you are performing Override menus for use on the current business day, follow the next steps. If you are performing Override menus for use the next business day, skip the next steps and EOD will update the FOH automatically.

To immediately activate your Override Menus

Click OK

Click

11. Close Override Menu Window

12. Close or Minimize Inventory Control

13. From Aloha Manager Nav Bar, Click Update FOH,

14. Click Update FOH Menu Items

15. Confirmation will prompt “Update Complete” Click OK

16. Click Refresh Data

17. Click yes; you want to use New data. The FOH computers will reboot.

HOLIDAY/SPECIAL MENUS

Holiday and Special Day Menu’s are replicated out from HQAFSVA and cannot be overridden or adjusted in any way. If you have additional items not on the menu or leftovers from a previous meal that need to be utilized you will have to get a list by using the PLU Item look up keys on the register at the FOH. Once you have the list of PLU’s give this list to the cashier on duty. You may also use Aloha Manager-Table Service.

Step 1. Go to Maintenance Step 2. Go to System Step 3. Go to Events; add the items under the next higher POS number

Food Service Units should be following the Holiday Menus and ordering the required food items to support them.

These menus can be found at https://www-r.afsv.af.mil/FD/HolidayMenu.htm

USAF/

Corporate Food Service Handbook

Creating Purchase Order Templates

Templates can be created for items that are ordered regularly:

Within Inventory Maintenance, Click on Maintenance (Filing Cabinet icon) and choose Purchase Order Templates.

If there are no other templates already created, click on the “Vendor” drop down arrow and choose the Vendor for the template being created.

1. If there are existing templates, click on Add New icon to create a new template.

2. Type a description for the template in the Description block. For example: Monday Soda, Wednesday Bread, PV Menu 1-3, PV Menu 4-6, etc.

3. Click the upper Save icon. This will create the PO Template line items screen to select the items to be ordered.

USAF/

4. Select the Order Book (Red)

5. Type in an estimated Order Quantity in only the items you want to use in the template.

(This quantity can be changed/updated before the actual order is sent.)

6. Click Commit

Click Order

Book

Type Order QTY

Commit

7. Click the Save icon before existing the Purchase Order Template.

Click Save

USAF/

Vendor Catalog Import

Vendor Catalog updates are down loaded every Saturday or Sunday by storeroom personnel, and are imported after entering user name/password supplied from DSCP. When the catalog import job is run from the navigation bar, it will connect to DSCP and import them as long as no one is logged into Inventory Maintenance or Inventor Transactions.

2. Select Download Catalog from Manual functions navigation bar

3. Window will open and ask for a User ID (DSCP Login Information)

4. Enter Password (DO NOT CLOSE OUT WINDOWS, WHEN FINISHED IT WILL

CLOSE AT THAT TIME)

*Note: It will bring down an entire catalog but will only update prices and Purchase

Unit of Measures that the vendor changed.

Download

Catalog

USAF/

Automatic Catalog Import Message (832)

When the catalog import job runs and finds incoming catalogs, the message above will be displayed. It is important to read the message and follow the instructions.

1. After a successful import of a catalog (832), the Facility Manager or Storeroom personnel

MUST check the Event Viewer for Details of the import.

2. The log will list any old items that are no longer available and any new items that need to be linked. An example is the green beans that you had linked last week, but now the can size/brand is no longer available. You must re-link the Inventory Item, “Green Beans” to the Vendor item that is available, and is the one you will be ordering.

3. Some Vendor items are “nested” and are linked to the same Inventory Item. For example, Vendor Items Coca Cola, Sprite, and Dr Pepper Bag in the box are all linked to Inventory item #121059, Soda Fountain. Page 21 list other common nested items :

STEPS AFTER CATALOG IMPORT

a. Always view the event log in the EVENT VIEWER after a catalog imports to ensure proper maintenance is done on linking in Vendor Items.

b. Be sure to link/unlink any items that have been made inactive (yes/no).

c. All inactivated items will be identified in the event viewer as yellow errors after the catalog imports.

d. If the inactivated item is an item that you use, go to Vendor Items and unlink the inactive item. Go to view catalog in Stores Web to find the active item and

USAF/

Corporate Food Service Handbook link that stock number up in the CFS inventory item. If a vendor item is inactivated, DO NOT change the active column back to “yes.” This will not re-activate the item because it is the vendor telling you what they do and do not have.

e. In instances where you believe an inaccurate catalog may have been imported, verify active items on the Stores Web page, and download a new catalog if needed.

Inactive items changed to “No”. DO

NOT touch this column!

USAF/

INVENTORY TRANSACTIONS LOG IN

To access Inventory Transactions, You must first be logged into Aloha Manager.

1. Click on the Inventory Transactions Icon on the Navigation Bar

2. The login will automatically open

3. Drop down on list and choose Manager

4. Type in password

5. If the system prompts you to change the password, change it to the next sequence number, but don’t go past number 9 and contact the System Administrator to update the setup.ini file , otherwise the system will not run End of Day, process sales, PO Receipts, Transfer outs.

6. Click Sign In

Choose

Manager

Type

Password

Click Sign In

USAF/

Create Purchase Order (850) Using Projected Sales Wizard

1. Login to Inventory Transactions

2. Go to Functions

3. Click Projected Sales Wizard

4. Select Execute

5. Select Menu Cycle Sales Projections

Execute

Click Sales

Projections

6. Click on Next

7. Select Dates you want to order for

8. Click on Next

Click Next

Select the Days You want Order

9. Look at Projected head counts and adjust if necessary

10. Click on Next

11. Correct Quantities you want to change

12. Click on Next

13. Choose whether you want the Production report and Thaw report

14. Click on Generate Purchase Orders

15. Select if you want to take into account on-hand, and on order quantities

16. Enter Required Date

17. Type Initials under “Description”

18. Select vendors from vendor drop down list (click on each vendor that you want to create a purchase for), click ok

19. Click Finished

View/Edit Purchase Order

2. Click Purchases

3. Click Order for the order date (Open Purchase Orders)

4. Click Edit

5. View/Modify Purchase Orders as necessary

6. Close Inventory Transactions

7. Log into Aloha Manager

8. Manual Functions (from Navigation bar on left)

9. Click Send PO to DSCP (Once)

10. Enter DSCP User Name and Password when prompted.

11. Wait for DOS window to close after order has been processed and sent to DSCP.

12. Look for information letting you know that orders were sent successfully.

Order Verification

1. Login to Inventory Transactions, go to Purchases

2. Check that the PO’s say “yes” in Export Field

Click Send PO to DSCP

3. Log into Stores Web go to Orders, Sent Order Report, put a check next to your order then click display selected orders and then click print to print your order Confirmation.

4. Check Confirmation against reports as well as Open Purchase orders.

5. Check Stores Web, Orders, and Transactions Log, time stamp is DSCP’s time order was received, check to see if there were errors or if it was uploaded successfully.

Out-of-Cycle Purchase Order (850)

Manual PO

2. Click on Purchases

3. Select Add

4. Select Vendor from Drop down list

5. Click OK

6. Choose the order date.

7. Choose the Required delivery date (RDD)

8. Type your initials in the Description area

Choose

RDD

Choose

Order

Date

9. Select Item Worksheet to create your order and Input the amount to order in the system. If the item you need to order is not in the worksheet –go to Vendor Items Screen (catalog) in Inventory Maintenance and link the item you wish to order, save and the item will be placed in the item worksheet. ONLY linked items show up in the item worksheet.

10. Pay attention to the units of measure to ensure proper amounts are delivered.

11. When order is complete, Click Commit

12. Save

13. Close

14. For additional PO’s, click Add and select a new vendor

15. Close Inventory Transactions

16. Log into Aloha Manager

Type

Initials

Select

Vendor

Select Item

Worksheet

USAF/

Corporate Food Service Handbook

17. Manual Functions (from Navigation bar on left)

18. Click Send PO to DSCP (Once)

19. Enter DSCP User Name and Password when prompted

20. Wait for DOS window to close after order has been processed and sent to DSCP.

21. Look for information letting you know order(s) were sent successfully.

Order Verification

1. From Inventory Transactions, go to Purchases

2. Check that the PO’s say “yes” in Export Field

Click Send PO to

DSCP

3. Log into Stores Web go to Orders, Sent Order Report, put a check next to your order then click display selected orders and then click print to print your order Confirmation.

4. Check Confirmation against reports as well as Open Purchase orders.

5. Check Stores Web, Orders, and Transactions Log, time stamp is DSCP’s time order was received, check to see if there were errors or if it was uploaded successfully.

USAF/

Using Purchase Order Templates

To order using the Purchase Order Templates:

2. Click on Purchases

3. Click Add

4. Select Vendor from the drop down

5. Select Order Templates

6. Select the appropriate template for the purchase order. Click Create.

7. Adjust the quantities if needed, and send the order to DSCP.

Select Order

Templates

USAF/

Corporate Food Service Handbook

Send Purchase Orders to DSCP

Always remember to print any orders for your files before sending them.

1. Exit Inventory Transactions and Log into Aloha Manager

2. From Aloha Manager Navigation Bar, Click Manual Functions Group

3. Click “Send PO to DSCP” once

4. When prompted enter user name and password

5. Wait for DOS window to close after order has been processed and sent to DSCP.

6. Look for information letting you know that orders were sent successfully.

Click Manual

Functions Group

Click Send PO to DSCP

USAF/

Corporate Food Service Handbook

Order Verification

1. From Inventory Transactions, go to Purchases, Purchase Orders

2. Check that the PO’s say, “yes” in Export Field

3. Log into Stores Web go to Orders, Sent Order Report, put a check next to your order then click display selected orders and then click print to print your order Confirmation.

4. Check Confirmation against reports as well as Open Purchase orders.

5. Check Stores Web, Orders, and Transactions Log, time stamp is DSCP’s time order was received, check to see if there were errors or if it was uploaded successfully.

USAF/

Corporate Food Service Handbook

Manually Resending PO’s, Receipts and Catalog Down Loads

1. Log into Aloha Manager

2. Click Support from Aloha Navigation Bar

3. Click DSCP Manual Interface (only once)

Enter DSCP User Name and Password

4. Click Download Catalog, Upload Order or Upload Receipt (Only use this if your process doesn’t work the first time using the appropriate button on

Navigation Bar)

Click DSCP Manual

Interface

Receive PO Receipt (861)

2. Click on Receipts

3. Click on Purchase Order Receipt

4. Select Add

5. Select Vendor from drop down list

6. Click OK

7. From the Purchase Order Number drop down list, choose the PO you are receiving (Select

Date you placed order the number will match the first half of reference number from the Purchase Order)

8. Click OK

9. Make any changes to receipt amounts delivered.

10. To add items that were not on the original PO- add them using the Vendor Item column –

NOT the Inventory Item column. * SEE NOTE BELOW

11. Balance the receipt in Receipt Amount. If changes were made, the dollar amount will not match the original PO.

12. Click Close

13. Print the PO Receipt (This can be accomplished from reports screen)

14. Close Inventory Transactions

15. Log in to Aloha Manager unit/year/month/day/hour/minute/second when transaction was initiated

DO NOT

USE! *

2. Enter/Change quantity received

1. Select

Item by

Vendor

USAF/

16. Go to Manual Functions

17. Click once Send Receipt (this will process and send it)

18. When prompted enter User Id (Supplied to you from your DSCP account representative)

19. Enter Password (don’t close any windows, after processing and sending the window will close on its own)

20. The Purchase Order will automatically be deleted once the receipt is processed and the order is closed.

21. Log onto STORES Web and select Receipts, sent receipts, select your receipt and print it off as your confirmation. Check Receipts, Transactions Log, with time received by DSCP and verify that there were not any errors during the process.

*Note: DO NOT USE INV ITEM. Look up items under the Vendor item column. The system only identifies how the vendor ships the item (purchase unit of measure). If you select Inv

Item (stocking unit of measure) to look up an item the system still reads the purchase u/m.

For instance, if you wanted to order Pullman Ham, Inv item 113012, and you input 50 lbs as the quantity, the system would read it as the vendor ships it, so instead 50 lbs you would receive 50 cases.

More importantly, if you choose inventory item, it will not show the vendor item number that is associated with that inventory item; thereforek, DSCP will reject the items because they will not have valid NSN numbers.

Accountable Purchase Order Documents

22. When the order process is completed you should have these 5 documents:

a. The Purchase Order itself

b. The PO Confirmation printed from STORES Web

Send Receipts

USAF/

Corporate Food Service Handbook

c. The Back Dock Receipt from the Vendor

d. The PO Receipt

e. The PO Receipt Receipt Confirmation printed from STORES Web

Receiving Receipts

Other than Purchase Order Receipts

Receipt- This is used when a Purchase Order was not created before the product was received.

This could be a purchase made from the commissary or if you had to place an order on STORES Web because email was down.

1. Login to Inventory Transactions

2. Go to Receipts

3. Select Receipt

5. Select correct vendor from drop down list

6. Click on the “INV Item” then the drop down arrow will appear enter the items you are receiving

7. Once all of the items and quantities are entered, balance the receipt

8. Close receipt screen

9. From within each transaction entry that must be processed, Click Process Transactions.

10. Place a check mark in process block for the lines that you want to process

11. Click Process with the gears

12. You will get the message “Process Complete” when it is finished

13. After processing go to your event viewer to see if there are and errors

Receipt Transfer - This is a positive adjustment to Inventory. This is normally used to correct a mistake made in Waste Entry (Adjustments). For example, if you were wasting 10 pounds of beef and accidentally typed 100, you would need to adjust 90 pounds back into Inventory. For the Vendor selection, do not choose a vendor; choose ―Transfer‖ from the Vendor drop down list. Click save and enter items that need to be adjusted back into inventory, balance and process the adjustment receipt.

USAF/

Corporate Food Service Handbook

Enter and Process Adjustments

Daily Waste

2. Click on Adjustments

3. Click on Raw or Finished Waste (NOTE: You will create a separate adjustment if you need to waste both raw and finished items)

4. Choose Raw Waste for Inventory items (ground beef) or choose Finished Waste for Sales

Items or Recipes (Lasagna)

5. Be careful to select the correct item, or you could end up with an uncosted item - for instance there are two hash brown sales items, one is a patty and one is shredded-if you choose the shredded but sell the patty, the shredded will be uncosted and your on-hand balance of hash browns will be incorrect.

6. From the Inventory Item Number drop down list, select the Inventory item to adjust. (Click on the Key lookup method to sort by Number or Description) and Click OK

7. Enter Quantity

8. When all Inventory Items have been entered, click save and close

9. From within each transaction entry that must be processed, Click Process Transactions.

10. Place a check mark in process block for the lines that you want to process

11. Click Process with the gears

12. You will get the message “Process Complete” when it is finished

13. After processing go to your event viewer to see if there are and errors

Enter and Process Cost Corrections

Cost Corrections are used to correct “out of line” per unit costs that are the result of mistakes in data entry at the base. These mistakes could be an incorrect Receipt Entry. Poor data entry results in your on-hand inventory costing out at a much higher or lower cost than desired.

Before you proceed to cost corrections do research through Item

Inquiry! Reference pg 137 Item Inquiry

*Note: Per AFI34-239 section 5.7. ―Any cost corrections, accomplished in automated operations, which exceed one percent‖ (exp: 1.999) ―of the total dollar value of the item class‖ ―MAJCOM food service branch must approve. Cost corrections grater than one percent‖ (exp: 2.0) ―will be sent through the MAJCOM/SVX or SVP to HQ AFSVA/SVOHF for approval.” At no time will cost corrections be used to correct inventories. Inventory adjustments are to be made on weekly/monthly physical inventory counts.

2. Click on Adjustments

3. Click on Cost Corrections

4. Click Add

5. Click on Inventory Item

6. Choose Item Number or Lookup by description Name

7. Click ok

8. Identify problems with the FIFO stack pricing.

9. Change the New FIFO price

10. Save

11. Close

12. Enter a Cost Correction for each Inventory item DO NOT CHANGE QUANTITY

Click Cost

Correction

13. Click Save

14. Click Close

15. Click on the bottom right hand corner of screen on Process Transactions

Sometimes you will want to view an Inventory’s FIFO stack. You will look up the inventory item and through the Item Inquiry screen. If item is correct, then delete the line.

16. Place a check mark in process block for the lines that you want to process

17. Click Process with the gears

18. You will get the message “Process Complete” when it is finished

19. After processing cost correction(s) go to event viewer to see if there are and errors

Check

Mark

Do Not Change the Quantity

Identify Problems

With FIFO Pricing

Click Process with the gears

USAF/

Enter and Send Inter-Unit Transfers

Transfers OUT

An Inter-Unit Transfer is a type of Adjustment

2. Click on Transfers

3. Click on Transfer Out

5. Select the Transfer to facility from the drop down list

6. Click under Inventory Item for the Item Number drop down list, then select the

Inventory item to transfer (Click on the Key lookup method to sort by Number or Description).

7. Click OK

8. Enter Quantity

9. Click Save

10. Click Close

Transfer Out

USAF/

Corporate Food Service Handbook

11. To Enter Transfers Out for many facilities, repeat steps 4-10 for each facility

12. The Transfers you have created will be listed under unprocessed transfers

13. When all transfers have been created, you are ready to Process and Send

14. Print the 2 copies of the Transfer Ticket

15. Be sure to save and then close out of Inventory Transactions

16. From the Aloha Manager Nav Bar, Manual Functions, Click Process/Send Transfers

Transfers In

Transfers IN (Inter Unit Transfers) - This is an incoming Transfer from another Facility. The automated FTP Process finds incoming Transfers to your facility and imports them into Transfer In Screen when FTP process runs each hour. It is up to the Facility Manager or Storeroom personnel to check for any incoming transfers each day by viewing the receipt entry screen. The transfer should then be verified, balanced and processed upon confirmation of goods received.

The transfer will not automatically process into the receiving facilities inventory. The transfer in has to be processed manually after it is balanced. Both the transferring and receiving facility should have a copy of the signed Transfer Ticket to verify the items were sent and received.

1. Select Transfers

2. Select Transfer In

3. Highlight open transfer

4. Click edit

5. Verify items against transfer ticket

6. Ensure that it has a dollar amount in Total amount column

Process/Send

Transfers

7. From within each transaction entry that must be processed, Click Process Transactions.

8. Place a check mark in process block for the lines that you want to process

9. Click Process with the gears

10. You will get the message “Process Complete” when it is finished

11. After processing go to your event viewer to see if there are any errors

Other Transfers

1. “HQ AFSVA and HQ AFSVA Lab” is for HQ Air Force Services Agency use only.

2. “AF Exercise”160002 is used to transfer out of the Facility for a base/unit exercise.

3. “Bulk Issue Only” 160003 is used to transfer bulk food such as coffee sales from the

Flight Kitchen (See FK procedures pg. 57).

4. AFSVA DRMO 200101 is used to transfer excess MREs and Subsistence that have not been used in a reasonable amount of time. Requires HQ AFSVA approval.

5. AFSVA TWCIF Snacks 200102 is used to transfer complimentary snacks provided by the

PAX terminal to passengers on AMC flights/SAM Fox missions.

6. Use the Military Services to transfer out subsistence to the respective Service (200103 –

200107).

7. AFSVA FEMA is used to transfer subsistence for Federal emergencies (ex: Floods, fires, etc.).