Inventory Management
Product Preparations: Guide
Everything about product preparations in one place: what they are, how to schedule and make them, how to search for them, how to fix mistakes, and answers to common questions.
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About
Product preparations let you record what's made on site, so stock stays accurate as the kitchen works. Stock adjusts automatically, with no manual changes needed.
Ingredients used
Taken off stock.
Product made
Added to stock.
Two types of product preparation
Made products
Several ingredients combined using a recipe. For example, sauces or baked goods.
Preparation products
One product changed from one state to another. For example, cooking meat or rice.
Product preparation states
Preparation
Created and can still be edited.
Scheduled
Scheduled for production.
Made
Made, and the stock movements have happened.
Completed
The stock period it falls in is complete. Only if you use periods.
Reporting
Setting up
Ready to start?
Go to the Schedule tab.
Schedule
Plan what the kitchen needs to make, where and when.
Set up the products first
Only Preparation and Made products can be scheduled. See F&B Production Product Configuration.
Steps
1
Go to Inventory Management > Product Preparations and select Schedule New Preparation.
2
In the Schedule Product Preparation window, fill in:
The Preparation or Made product to make.
The kitchen preparation area where it will be made.
A reference, if you want one.
When the kitchen should make it.
How much to make, in the size shown.
3
Select Schedule.
The preparation is Scheduled, ready for the kitchen to make it.
Make
Once the kitchen has made the product, mark the preparation as Made as soon as you can, so stock on hand stays accurate.
Where yield loss is recorded
For Preparation products, any yield loss is recorded as wastage against the Product Preparation Yield Loss Wastage Type set in company setup.
What's the product's stock type?
Made
1
Go to Inventory Management > Product Preparations and find the preparation in the schedule list.
2
Check the Made Qty is right, in the size shown, and change it if you need to.
3
Select MADE.
The preparation moves to Made. The Made product's stock on hand goes up by the made quantity, and its ingredients' stock on hand goes down in line with the recipe.
Preparation
1
Go to Inventory Management > Product Preparations and find the preparation in the schedule list.
2
Check the Made Qty is right, in the size shown, and change it if you need to. Then select Made.
3
In the Confirm Product Make window, check:
Everything's right
Select Confirm Made. Stock is updated using the recipe's expected yield.
The yield was different
Select Cancel, then enter the actual figures below.
Entering the actual yield
1
Open the preparation
Against the preparation, select Edit.
2
Check the dates
Check the dates:
When the preparation was scheduled. Shown for reference.
When the preparation was actually made.
3
Enter what was made
For the product made:
The Preparation product being made. Shown for reference.
The quantity scheduled. Shown for reference.
The quantity actually made.
4
Enter what was used
For the ingredient used:
The ingredient used. Shown for reference.
How much should have been used, based on the scheduled quantity and the recipe's expected yield.
How much was actually used.
5
Check the yield
Check the figures shown for reference:
The ratio of ingredient to Preparation product, from the recipe.
The yield the recipe expects.
The yield this time, from the made and used quantities you entered.
How much of the ingredient will be written off as yield loss, if the yield differs from the recipe.
6
Make it
Select Make.
The preparation moves to Made. The Preparation product's stock on hand goes up by the made quantity, and the ingredient's goes down by the actual used quantity. Any yield loss is recorded automatically as a positive or negative wastage record for the ingredient.
Search
Find product preparations by product, state or date.
Shown straight away
When you open Inventory Management > Product Preparations, preparations in Preparation or Scheduled are already listed.
Searching
Use any of these filters in the Search panel at the top, then select SEARCH:
All or part of a product name.
Preparations currently in these states.
Preparations in this date range.
What's shown
The Made or Preparation product being made.
The quantity scheduled to be made.
The quantity actually made, once it's finished.
The size the quantities are based on.
Where in the site it was made.
The preparation's current state.
The preparation's reference, if it has one.
Roll back
Undo a make or a schedule so the preparation can be corrected. A preparation goes back one step at a time.
Made
Undo the make. Needs roll back rights.
Scheduled
Undo the schedule. No extra rights needed.
Preparation
The preparation can be fully edited again.
You can only undo a make if
You have the rights
Your user role must allow it. Find out how user role rights work.
Its period is open
If you use stock periods, the preparation must be in an open period.
Where is the preparation now?
Made
This takes the preparation back to Scheduled.
1
Go to Inventory Management > Product Preparations, find the preparation and select EDIT.
2
Select UNDO MAKE and confirm.
The preparation is back in Scheduled.
Scheduled
This takes the preparation back to Preparation. It hasn't been made yet, so you don't need roll back rights.
1
Go to Inventory Management > Product Preparations, find the preparation and select EDIT.
2
Select UNDO SCHEDULE and confirm.
The preparation is back in Preparation and can be edited.
Delete
Remove a product preparation you no longer need.
You can only delete a preparation if
You have delete rights
Your user role must allow it. Find out how user role rights work.
It hasn't been made
The preparation must be in Preparation or Scheduled. If it's been made, roll it back first.
This can't be undone
Deleting a preparation is permanent. It can't be recovered.
Steps
1
Go to Inventory Management > Product Preparations, find the preparation and select Edit.
2
Select Delete and confirm.
The product preparation is deleted.
FAQs
Troubleshooting
The product I need to prepare isn't listed
You can only choose Preparation or Made inventory products when creating a product preparation. If the product is set up as another stock type, such as Recipe, it won't appear. See F&B Production Product Configuration.
You can type any part of the product name to search the list. If you still can't find the product, contact your company's Inventory Management administrator.