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Each location has a commissary order form where the possible items are listed so they can populate what quantity of each item they’d like.  The order gives quantity advice to help the manager choose how much to order.

Creating Orders

An order form gets created automatically for each location for each day that they have a commissary delivery.  This is driven by the Delivery Days tab of the Commissary Template form where you can specify which locations receive delivery on specific days.  For example if you set location 1 to receive commissary delivery on Tuesday and Friday, then they’ll have an order form created every week dated Tuesday and Friday for their location.  These get created as part of a nightly process 10 days in advance of the order date so they can start filling it out as early as they’d like.

Filling Out Orders

For a location manager, filling out a commissary order is 3 simple steps:

  1. Open it from the list of orders (Operations – Commissary – Commissary Orders in left hand navigation and then double click the order you want to open)
  2. Fill out the Qty Order field on each row for the items you want to order
  3. Click Submit & Close under the Save menu in the ribbon (or Save & Close if you’re not ready to submit yet)
    • If no ordered is needed for this day, press Cancel Order under the Save menu and the commissary will see that this order has been cancelled.  Also, if cancelled then no cutoff warning will be sent to the manager if their order isn’t submitted and the cutoff is approaching.

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Order Form Fields

While filling out the order can be as simple as the steps listed above, there are a number of other fields on the form to provide additional data.  Fields on the form are described below

Header Fields – these are mainly read-only informational fields

  • Location – the location this order is for
  • Date – date the order should be delivered to the restaurant
  • Delivery Day – day of week that order will be delivered to restaurant
  • Submit Time – this is only visible once order has been submitted and it will show the time that submit was pressed on this order
  • Locked – read-only to restaurant but editable by commissary.  If checked then order ca no longer be edited by the location.  The commissary can lock all orders after a certain time if they’ve begun production on those orders and don’t want anymore changes
  • Cutoff – This field lists the cutoff day and time when this order is due to be submitted to the commissary (managed on the Commissary Template screen) and a countdown timer showing time remaining until cutoff

Items Grid – this shows a row for each item that can possibly be ordered.  Most fields in this grid are read-only with only the Qty field able to edit

  • Category – this comes from the Commissary Category field on the Sales tab of the item record.  If no categories are used by your commissary then this column is hidden.
    • Notice the Filter button in the header of the Category column.  If you wish to only see items for a specific category, click the Filter button and then select the categories you want to see
  • Item # – the number stored on the General tab of the item record
  • Desc – the name stored on the General tab of the item record
  • Cost – this is the price the commissary sells this item for and is managed in the Price(selling) field of the Sales tab on the item record
  • U of M – the unit of measure this item is delivered in from the commissary and is managed in the Selling U of M field on the Sales tab of the item record
  • Qty Order –  this field is editable and is where the restaurant enters the quantity they are ordering of this item
  • Qty Fulfill – this is read-only to the restaurant but becomes editable for the commissary to change the quantity fulfilled if they were unable to ship the full quantity ordered.  This is described in more detail in the Mass Fulfillment training
  • Avg Qty – this is the average quantity ordered from the commissary for this item over the past 8 weeks
  • Last Qty – this is qty ordered from the commissary the last time this location ordered it
  • Last Date – this is the last date this item was ordered
  • Daily Forecast – this gives a forecasted qty needed daily based on average past order quantity and average past sales and also takes into account the forecasted total sales.  Example below:
    • First gets avg weekly total sales of past 8 weeks (not sales of this item but total sales dollars for the store for the week)
      • We’ll say weekly sales totaled $10,000 on average over the past 8 weeks
    • Then avg order qty of the past 8 weeks for this item
      • We’ll say an Avg Order Qty for chicken soup was 200 gallons
    • Calculate Avg Sales Per Unit as Avg Weekly Sales / Avg Order Qty
      • $10,000 / 200 = $50 of sales for every 1 gallon of chicken soup ordered
    • Then get forecasted total sales for next week
      • $14,000 total sales forecasted for next week
    • Calculate the recommended daily qty as Forecast Total Sales / Avg Sales Per Unit / 7
      • 14,000 / 50 = 280 / 7 = 40
      • This is saying that if on average we order 1 gallon of chicken soup for every $50 of sales and next week we’re forecasting $14,000 of sales then we’ll probably need 280 gallons of chicken soup.  Since commissary orders are often for a couple days and not the whole week we break it down to the daily qty so then if this commissary order is for 2 days then you would multiply 40*2 and order 80 gallons

 

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