Bevier Cafe Chef Tec Manual 2013

Navigating the INVOICES 1 Click on the invoices tab at the top of the screen. This page will bring you to a list of the most recent invoices entered. 2 The invoice tab will give you options to create a new invoice, open an old invoice, or edit an existing invoice. Manually entering INVOICES (only enter invoices for Bevier Cafe) 1 Begin by selecting new invoice. You will fill in the vendor, invoice number, and invoice date. Ignore the number of items and the total amount. 2 Click okay and this will open up your new invoice. 3 Enter the product code for each item on the invoice. If the code has been entered before, the name, quantity, units, cost, and unit cost will pop up. This information refers to the previous purchase of the item. 4 Make changes according to the current invoice item. The cost column refers to the total cost of the item. Make sure you are not entering the unit cost for the total cost. On the invoices, the total cost is either called the extended price or the item total. Enter the new quantity, units, cost, and unit cost. 5 Sometimes, vendors change their product codes. If an item name does not appear after entering in the product code, type in the product name from the invoice under item and scroll through the options given. If there is an item that matches what you are looking for, you can select it. Generally, this item will have a key next to it. The key means it is in the inventory. ChefTec will ask if you want to change the product code to the code you have given. If you are sure that it is the same item, update the product code. 6 Occasionally the unit changes for an item. ChefTec will ask you if you want to switch the unit to the one you gave. Say yes to keep the invoices up to date with current information. Make sure the units you enter are given under the conversions tab when you edit an invoice item. Refer to the later section on editing an invoice item. 7 The change column gives you a percent that tells you how much the cost has increased or decreased. Make note of changes greater than 30% and tell Carter. 8 Once each item from your invoice is entered, check that the dollar amount in ChefTec equals the dollar amount on your paper invoice. This total is located at the top right of the screen. Also, make sure you have the same number of items on your paper invoice and on your electronic invoice. Editing an INVOICE ITEM

1 Right click on the product code or double click on the product code to edit a current items information. 2 A new box will appear, and you will be able to edit the item, enter general information, enter conversions, update product codes, and view previous purchases of that item. 3 Under the item tab, you can select a category, location, and physical inventory unit for that item. Every item must be under a category to get an accurate food cost at the end of the month. At the top right, click on the key inventory box. Every item that is keyed will show up on the physical inventory sheets. 4 The conversions tab is IMPORTANT. Each item must have a conversion unit to get an accurate food cost. Enter any conversions that are necessary for the item. If a conversion doesnt apply to all vendors, enter the vendors name with the conversion. Here is an example of the conversions needed for milk. 1 case=4 ea, 1 ea=1 gal, 1 gal=16 cups, 1 cup=244 g, 1 cup=16 tbsp. 5 The purchase tab gives information about previous purchases of that item. You can see what vendor you used, the quantity, units, and cost. 6 The item, conversions, and purchase tabs will be used most often. INVOICE BINDER 1 Make copies of each invoice. 2 Keep them organized by invoice date in a binder. 3 Separate the invoices for Bevier cafe and the Spice Box. 4 Turn in the original invoices to the FSHN office.

NAVIGATING THE INVENTORY ON CHEFTEC 1 Click on the inventory tab. You will see all stocked items. On the left hand side, you will see different files that can be opened. 2 Double click on the locations file. This divides up the inventory by location. For example, dry storage shelf 5, hot foods freezer, and bakery are all locations. 3 These files organize your inventory by different categories. You can also look at inventory items based on their product codes, vendors, allergies. INVOICE LOCKS 1 Click on the invoice locs tab. You will be brought to a page that lists all of your inventory locations. 2 The goal is to organize your invoice locks to match the floor layout. You should be able to go down the list and follow along on a shelf. 3 Before beginning your physical inventory count, update the items in each location to match the floor layout.

4 Use the red arrows next to the list to move items around. 5 You can also click and hold down the cursor over the yellow key to move items around. 6 Right click on the yellow key next to an item to update the items location, vendor, conversions, and units. 7 Once you finish updating the invoice locs, you are ready to begin counting the inventory. PHYSICALLY COUNTING THE INVENTORY 1 Inventory should be taken on the last day of the month. If possible, finish in one day. 2 Your invoice locs should be updated to match the layout of the inventory on the floor. Add new items that are in the inventory into ChefTec. Remember to include conversions. 3 Click on the invoice locs tab. Then click on the print drop down tab at the top of your screen. This will give you several printing options. Choose to print the physical inventory list for all locations. This sheet will be your guide as you take inventory on the floor. 4 Be cautious, make sure your units on your physical inventory worksheet match the units you are counting. If you enter into ChefTec that you counted 12 cases but you really only counted 12 bags then the food cost will be wrong. 5 Move down the list marking the quantity of the item in the inventory. If there is less than one unit, use your best judgement. Use decimals to express anything less than 1. For example, of a case would be .75. 6 If an item is missing from the inventory, write down a zero or leave the space blank. 7 If you get a new shipment in on the day you count inventory, make sure you go back and count it for the months food cost. CREATING AN EXTENSION: Finding the total ending inventory 1 Click on the Exts tab. A calendar will pop up. Choose the date the inventory was taken on. This should be the last day of the month. 2 Your extension has been created. On the left hand side of the screen, double click on the locations folder. 3 The first location listed is the back kitchen. Use your physical inventory worksheet to fill in the quantity column. The unit, cost, extension, and prior quantity will also be listed. 4 Go through each location and fill in the quantity.

5 Once you have completed each location, go through your extension and check to make sure prices are correct. There could be a mistake with the units. This could cause the food costs to be wrong. 6 Once you have finished your extension, click on the folder on the left side that says total ending inventory. The total ending inventory cost will be at the top of the screen. 7 Click on the print tab to print out the extension. CALCULATING FOOD COST GENERATING PURCHASES The first step is to generate a report for the purchases. Click on the reports tab. Double click on the file folder labeled purchases. Click on the detailed purchases. This will generate a report. Fill in the start and end date. There is no need to fill in the vendor and invoice number. Under account category, check everything except for non foods, liquor, separator/organizers, and serviceware. 9 Stock and sub recipe should be marked as both. 10. Dont change anything under include purchases that. Did not change, increased by at least, and decreased by at least should all have a check mark by them. 11. Hit the preview button to view the total purchases. Check with Carter to make sure the number is accurate. BEGINNING AND ENDING INVENTORY 1 The beginning inventory will be the previous months ending inventory. Check the extension from each month to attain these values. 2 Open the months extension. On the far left, double click on the Total Ending Inventory folder to view the dollar amount for the total ending inventory. SALES 1 The total sales from the month will come from the POS system. CALCULATION: Food Cost Percentage FC% = (BI+P-EI)/S FC%: 1 2 3 4 5 6 7 8

BI: Beginning Food Inventory P: Purchases EI: Ending Food Inventory S: Food Sales PROFIT LOSS STATEMENT 1 Keep track of food costs by entering them into the profit loss statement in excel.