Recipe Versions - FAQs

Overview:

Recipe versioning allows you to modify an established recipe to a new version while also saving the prior version.  The Recipe Version option only displays if you have enabled Recipe Versioning in your Company Settings Setup (Company>Settings>Company Settings).

Things to Know:

• The Recipe Version option only displays if you have enabled Recipe Versioning in your Company Settings
• Recipe Versioning should be used when you have made a change to ingredients (example = the portion size, a new ingredient, a deleted ingredient, etc) that is not being made to correct an error. In other words, if you find a mistake in the ingredients for a Recipe Item, do not use the Versioning. feature when you fix it.  
• In addition to enabling you to track and audit different versions of a Recipe Item, Recipe Item Versioning also enables COGS-Well to calculate theoretical costs over a date range that includes a version change accurately to reflect the prior and current versions. 
• If you do not use Versioning when you change the ingredients in a Recipe Item, COGS-Well assumes that you are correcting an error in the Recipe Item. This way when you run a report that requires theoretical cost or usage to be calculated, COGS-Well will use the most current recipe for your selected date range. 

Recipe Versions: 

Using the Recipe Item example below, if your initial version of the Black and Blue Burger recipe has 1.5 ounces of bacon and you want to change it to 2 ounces of bacon, versioning allows you to modify your original recipe to use 2 ounces of bacon and then save it under a new Recipe Version name (example = "Version 2 - Added Bacon"). 

In addition to changing portion size, versioning enables you to switch ingredients (for example, changing the Brioche bun to a Sesame Seed bun), add new ingredients, delete ingredients, or change the Sales Price, and then save the Recipe Item as a new recipe version. There is no limit on the number of versions of a recipe you can have.

After you have made your ingredient changes, use the "Add" button outlined in red below to create a new version. Once you save a new Recipe Version, all prior versions are accessible via the Recipe Version drop-down. The effective date represents when you want the new version to take effect. Use the comments field to put in a new version reference. Once you save a new Recipe Version, all prior versions will be accessible via the Recipe Version drop-down.

Versions and Theoretical Cost & Usage: It is important to know that If you run theoretical cost or usage reports over a date range that includes the prior version of a recipe, the calculations will reflect both the prior and current version ingredients and portions. For example, using the above Black and Blue Burger example, if you changed to a Sesame Seed bun and saved it as a new version, and then ran a theoretical cost or usage report over a date range that included before and after the new version, then the theoretical cost and usage calculations before the change will utilize the Brioche bun and after the change will utilize the Sesame Seed bun. 

Recipe Corrections and Theoretical Cost & Usage: It is important to know that If you run theoretical cost or usage reports over a date range that includes an ingredient change to a Recipe Item that was not entered as a new version, then the calculations will apply the recipe change to the entire date range of the report.  This happens because the assumption is made that if a version was not utilized, the change must have been done to correct an error in the recipe.