Adding & Editing Inventory Items
Watch a Video: Adding Inventory Items
Creating a New Inventory Item
Locate the Food Cost Configuration Icon
Log in to the QSROnline Client, and click on the Food Cost Configuration icon (the hamburger).
Adding a New Inventory Item
1.Once the Food Cost Configuration window has loaded, select the Inventory Items tab.
2. Next, click on the New Inventory Item button located at the bottom of the window, and the following window will appear:
In this example, the new Inventory Item will be Plain Greek Yogurt, and the Inventory Item ID number will be 23. Please note that Inventory Item ID's should be unique to each inventory items, with no inventory items having the same ID. If you try to apply an issued ID number to a new inventory item, the duplicate number will be red in color within the window shown above.
Creating Inventory Item ID and Name
1. Key in the unique Inventory Item ID number for the new inventory item in the box.
2. Key in the description or name of the new inventory item in the Description box.
3. Once you've created a unique Inventory Item ID and Description for the new inventory item, click the Next button at the bottom of your screen.
Selecting the Department and Subdepartment
Using the Department/Subdepartment drop-down menu, select the Department and coordinating Subdepartment that the new inventory item belongs to. In this case, Greek Yogurt/Plain belongs in the FOOD Department and the DAIRY Subdepartment.
After selecting the Department and Subdepartment, click the Next button at the bottom of your screen.
Determining the Units of Measure
The Units of Measure window will appear upon clicking the Next button in the previous step. We recommend that the Main Unit of Measure entered here for the new inventory item be the same unit of measure used by the item's vendor, as written on the actual invoice.
Keying in the Unit of Measure
1. Your are now ready to enter your units of measurement for your new inventory item (Greek Yogurt/Plain). The * next to Main Unit of Measure means that this information is required. In this example, Greek Yogurt/Plain is ordered in cases, represented by CS. The Main Unit of Measure, CS, should be how the item is ordered from the vendor. Therefore, on the invoice received from the vendor, Greek Yogurt/Plain will be shown to have been ordered per case.
The following units of measure help in breaking down your food cost. The Second Unit of Measure used here is each, meaning that every case of Greek Yogurt/Plain contains 24 individual yogurt containers. The Third Unit of Measure used here is ounces, meaning that each individual container of yogurt is 32 ounces. Therefore, one case of Greek Yogurt/Plain holds 24 containers of yogurt weighing 32 ounces each.
2. The Show on Reports section allows users to select which unit of measure will be used to document usages within the food cost reports. For this example, the number of individual Greek Yogurt/Plain containers (EA) will be counted by the Second Unit of Measure, which is each (EA) container used.
3.The Show on Countsheets section allows user to select which unit of measure(s) will be listed on countsheets for inventory counting purposes. For this example, all three units of measure will be listed on the countsheets for more detailed, accurate inventory counts.
4. Once you've keyed in your units of measure and determined which units of measure will be shown on reports and countsheets, you are ready for the next step. Click on Next button at the bottom of the screen.
Selecting the Location
The next step in the process is to select the location that the inventory item will be located in. In the screenshot above, you can see your location options.
1. For this example, Greek Yogurt/Plain will be stored in the COOLER location, as displayed by the check mark next to COOLER.
2. Click the Next button to move to the next step for creating a new inventory item.
1. Here, you will have the option of selecting which CountSheets the new inventory item will appear on. You have the option of showing the new item on your Shift CountSheet, Daily CountSheet, Weekly CountSheet, Monthly CountSheet, and Waste Tracker. For this example, all options have been selected by clicking within the box next to each of the five options, creating a check mark within each box.
2. Click the Next button at the bottom of the screen.
The Reorder Levels do NOT need to be entered at this time. Please contact support if you have any questions regarding Reorder Levels.
Is the Item Equivalent?
1. This window is asking if the inventory item you've just created is the same product as another inventory item. Because Greek Yogurt/Plain is is the only plain Greek yogurt in the inventory list, this inventory item is NOT equivalent to another item. If Greek Yogurt/Plain was equivalent to another inventory item, the check box at the top would need to be checked.
2. Click the Next button to move on to the next step.
This is the final step in creating a new inventory item. Each step that you just completed is summarized in the window shown above. If you notice any errors, you can click on the Edit button next to the section needing corrections. Once you've reviewed the information in this screen, and it appears to be correct, click the Finish button to complete the inventory item creation process.
Upon clicking the Finish button in the previous step, your new inventory item will be saved and added to your inventory items list. As you can see, Greek Yogurt/Plain is now listed (highlighted in blue) on your screen, along with all of your other inventory items.
Editing an Inventory Item
To edit an existing inventory item, simply double click on the inventory item you're wishing to change (CHKN, which is highlighted in blue, for this example). Once you double click the item within the list, the following editing window will appear. You may also highlight the inventory item and then click on the Edit Inventory Item button at the bottom to reach the editing window.
The Editing Window
Selecting EDIT next to category gives you the ability to edit within the selected category.
1. Inventory Item ID & Description allows you to change the Description for the selected inventory item however it does not give you an option to change the Inventory Item ID. The Recipe Editor uses the Inventory Item ID to link the inventory items to the Recipes which is the reason the Inventory Item ID is not editable.
2. Gives you the option to change the Department/SubDepartment the inventory item is classified under.
3. Units of Measure allows you to add/edit the Units of Measure, choose which Units of Measure display on the countsheets, and select which Unit of Measure to display on all Food Cost Reports. Please keep in mind that make changes to the Units of Measure can have an impact on the Countsheets as well as the Recipes.
4. Locations gives you the ability to add/change the locations in which the inventory item can be found in.
5. On CountSheets allows you make adjustments to which countsheets the inventory item can be found on by adding/removing the check marks next to the Countsheet Type.
6. Reorder Levels allows you to set Order Level Pars for the inventory item that will be reflected on the Order Guide. You can set a different Par for each store depending on their specific usage.
7. Equivalent Items gives you the ability to make 2 or more inventory items equivalent to each other. You always want to make the duplicate inventory items equivalent to the inventory item that is being used in the Recipes.
8. Selecting Finish when you are done will save any changes for the selected inventory item that were made.
Changing Unit Of Measure Size
When changing the Unit of Measure Size, you must keep in mind that Mapping, Countsheets, and Recipes may be affected. QSROnline has made it easy to make these changes quickly and easily. Simply select Edit to make changes to the existing Units of Measure. In this example we will be changing the Units of Measure for Blue Cheese Crumbles.
Editing Units of Measure
1. The Blue Cheese Crumbles was previously being received as a 20 LB Case of 4/5 LB Bags.
2. The Blue Cheese Crumbles is now being received as a 40 LB Case of 4/10 LB Bags.
Saving Units of Measure Changes
Select Finish to save the changes made to the units of measure.
Has the size of this item's main unit of measure changed?
Once the Units of Measure are saved, a pop up window will appear asking if the item's main unit of measure has changed.
1. Select Yes if the item's main unit of measure has changed. In this example the Blue Cheese Crumbles has changed from a 20 LB Case to a 40 LB Case.
Change the Main Unit of Measure Size
Since the Main Unit of Measure size for the inventory item has changed, recipes and previous countsheets must be updated to reflect this change. Completing the steps within this window will automatically make the necessary updates to the Mapping, Countsheets, and Recipes for you.
1. Select a unit of measure that can be used to measure both the Old and New unit. In this example I can use either Pound or Ounces since both of these units of measure changed from the Old to the New unit.
2. How many Ounces in the Old unit of measure "CS"? The Blue Cheese Crumbles was previously a 20 LB Case which converts to 320 Ounces.
3. How many Ounces in the New unit of measure "CS"? The Blue Cheese Crumbles is now a 40 LB Case which converts to 640 Ounces.
4. Once you select OK, the Mapping, Countsheets, and Recipes will be updated to reflect the changes made.