Mass Edit Recipe Items

Overview:

The Mass Edit Recipe Items feature uses a grid to display all of your recipe items simultaneously. The Recipe Items are in rows and there are columns on the grid for item information and attributes. You can use the grid to view items, modify items, or filter and sort columns to display only the items that meet the desired criteria.

Things to know!

The Mass Edit Recipe Items feature will only be available to System Administrators.
You cannot modify the ingredients in a recipe item using the Mass Edit feature.
Recipe items include options to be flagged as used in other recipe items, to be counted, to be produced, and to be sold.
The Mass Edit Recipe Items feature uses a "Grid" to provide a fast way to view or edit multiple recipe items simultaneously.
This feature is easier and faster than the Recipe Items Setup feature, If you want to edit or review multiple recipe items simultaneously,
If you want to sort, filter, or find recipe items that meet specific criteria, this feature is very effective.
If you want to make a Sales Category or Inventory Category assignment to multiple items, this feature is very effective.
As a reminder, recipe items that are sold (Sales Items), are imported from your POS along with their price and sales category.
The data in columns on the Grid highlighted in light blue can be edited. The data in columns on the Grid highlighted in white is informational only.
There are sort and filter options in the column headers that can be used on the Mass edit grid to make viewing or editing easier.

Mass Edit Recipe Items - Overview:

Multiple columns on the Mass Edit Recipe Items grid are needed to display all of the important recipe item configurations and information. The grid is therefore wide. For most monitors, there will be a scrollbar at the bottom of the grid for moving to display more columns on the right or back to the left.

This article breaks the explanation of the columns on this grid into three sections to keep the screenshot images large enough for easy viewing in this article:

Column Selection, Search, and Filter Features:

The screenshot above is of the first columns on the left side of the grid. We will start this article with a review of the unique tools and buttons available on the grid. After this section, we will review each column.

Column Chooser: The button at the top left (to the left of the "Mass Edit Inventory Items header) is a “Column Selector”. This button allows you to choose what columns to display on the grid so that you can eliminate columns to increase the display area for the columns you are interested in viewing or modifying without scrolling to the right.

In the example below, the Column Chooser has been clicked. You can click on a column checkmark to remove the column from the display. You can add a column back if/when you need it (if you exit then the columns reset to all). You can scroll down to more columns using your mouse.

Column Header Searches: The magnifying glass at the top of a column can be used to search for an item or items matching the letters, characters, and/or numbers you type. The search will display items that have what you type in any part of their description. For example, in the above example, typing "burger" in the recipe name column will find and display all recipe items with "burger" anywhere in their description. If you click on the magnifying glass, you can use the filter in the example below to make your search more specific.

Column Header Drop-Downs: The drop-down arrow with a default to (All) at the top of a column can be used to filter the items on the grid to match your drop-down selection. For example, you can filter the "Recipe Sold" column for "yes" items only to display only recipe items that are sold.

Column Header Sorts: Any column will sort in ascending or descending order when you click on the name of the column (click twice for descending). An arrow appears to indicate that the column has been sorted and is displayed in ascending or descending order. In the example below we have clicked on the Category column name:

Eliminate Column Sort: To eliminate the sort for any column, right-click on the column name and then select "Clear Sorting".

Select Column and Boxes (on the Far Left): This column is highlighted below and is provided to allow you to select the items that you want to make a change to via the mass edit toolbar buttons for the sales category and inventory category (also highlighted below). Click the box to the left of an item to select it to be included in a mass edit. If you click the box in the column header, then it will select all items that are being listed on the grid (including pages you may not be viewing). We will explain the Mass Edit Toolbar buttons directly below:

Mass Edit Toolbar:

Fill Sales Category: This button can be used when you want to add or edit the Sales Category for multiple items at the same time. First, place a checkmark in the box beside the items you want to mass edit. Next, click the Fill Sales Category button. A search and select box will then display allowing you to select the sales category you want to assign to the items you have checked.

Fill Inventory Category: This button can be used when you want to add or edit the Inventory Category for multiple items at the same time. Please note that only recipe items that are flagged to be counted can be assigned to an inventory category. First, place a checkmark in the box beside the items you want to mass edit. Next, click the Fill Inventory Category button. A search and select box will then display allowing you to select the sales category you want to assign to the items you have checked.

Reminder When Making Mass Edits: Mass Edits will not apply to items if they are not first selected via the boxes in the select column on the far left of the grid. Also, if you check the box to select all items via the column header, you may be selecting items on the grid that are not displaying unless you page down. Our recommendation is whenever you use the Mass Edit buttons, you also always page down in the display to make sure you are viewing or selecting all the items that are either available or that have been selected.

Buttons on the Bottom Left of the Grid:

Save Button: The Save button will save any changes that you have made on the Mass Edit Grid. If you exit without first clicking the Save button, your changes will not be saved.

Exit Button: The Exit Button will exit the Mass Edit Grid. Please make sure you save your changes before exiting.

Change Packaging Button: This button will only display if you have highlighted the row for an item that is used in other recipe items. This button allows you to change or configure measure classes and recipe units. There is an added section at the end of this article for Change Packaging.

Mass Edit Recipe Items - Screenshot #1 Column Definitions:

As mentioned above, there are multiple columns on the Mass Edit Recipe Items grid, so we are using multiple screenshots of the columns on the grid for this Help article. Below is a screenshot of the first 11 columns on the Mass Edit Grid:

Item Check Box Column: As mentioned above, when you use the Fill buttons at the top right of the grid, you need to first check the items that you want the fill to apply to.

Recipe Item Name: The Recipe Name for items that are sold (a Sales Item) will default to be the same as the name in your POS system. Otherwise, the Recipe Name will show the name that was configured when the recipe item was set up or last modified.

Sales Category: The Sales Category for recipe items that are sold (a Sales Item) will default to be the same as the name in your POS system. This column can be filtered to display only items in a selected category. The Fill Category button at the top right of the grid can be used to assign a sales category to multiple recipe items. For more information, please see this article on Recipe and Sales Categories.

Batch Size: Batch size reflects the size of a recipe item. The default batch size for a recipe item that is sold (a Sales Item) is a "Serving". Otherwise, the batch size will show the name that was configured when the recipe item was set up or last modified. An example is lemonade that you make in a 5-gallon batch before serving will have a batch size of 5 gallons.

Parent Sales Item: For certain POS systems like Toast, COGS-Well can import the sales mix for modifiers (an example is "With Chicken") as well as for Sales Items. Modifiers will show up as Recipe Items. If the "With Chicken" modifier applies to a Rice Bowl that has modifiers for with Chicken or with Beef, then the Parent Sales Item should be the Rice Bowl.

Recipe Sold: Sales items imported from your POS system will be flagged as being sold. This means they are on your menu for customers to purchase.

Retail Price: The retail price for a sales item is also imported from your POS system. This field cannot be edited.

Retail Cost %: This is the current cost for the recipe item divided by its retail price.

The Model Price: The Model Price can be used to model the impact of a different price for a Sales Item. When you run the Menu Engineering report, you will have the option to run it using the Model Price. The use of a model price is optional.

Model Cost %: This is the current cost for the recipe item divided by its model price.

Sales Mix Source Item: If you have a recipe for items that are included with a Sales Item, but you did not put those items in the Sales Item recipe, then you can enter the Sales Item as the Sales Mix Source Item. To provide an example, you might have a cupcake wrapper that you did not want to include in the theoretical cost recipe for a cupcake, but you do want to see the theoretical usage for the cupcake wrapper.

Current Cost: This is the total cost of the ingredients in the recipe item based on the most recent price for each ingredient and the number of recipe units used in the recipe item.

Mass Edit Recipe Items - Screenshot #2 Column Definitions:

Recipe Counted: A recipe can be flagged to be counted. In the above example, Cole Slaw Prep and Corned Beef Cooked have a yes to flag them to appear on the inventory count worksheet and count entry display.

Inventory Category: If a recipe item is counted then the value needs to be included in one of your inventory categories. The Fill Category button at the top right of the grid can be used to assign an inventory category to multiple recipe items.

Count Unit Name: If a recipe item is counted, you will have the option to count the number of batches you have in stock when you count inventory. If you configure a count unit, then you can count the number of batches and count units when you count inventory. For example, if a batch is 5 gallons and you configure a count unit as a gallon, then you can count gallons in addition to batches.

Units per Batch: The number of Count Units per Batch should be how many of the count unit names are in a batch. In the above example, there are 4.5 pounds in a batch of Cole Slaw Prep.

Production: Recipe items can be flagged as being produced (Production Items). For more information, please see this FAQ on Production Items.

Used In Recipes: Recipe Items can be flagged as being used in other recipe items. In the example above, Corned Beef is used in other recipe items (a corned beef sandwich for example).

Primary Measure Class: If a recipe item is used in other recipes, then it needs to have a Primary Measure Class and Recipe Unit configured. Measure Classes reflect how vendors package their items which is either by weight, volume, or count.

After a measure class is selected, a recipe unit within that measure class needs to be defined (an example is weighted ounces as the recipe unit for an item in the weight measure class). Detailed information on configuring measure classes and recipe units is available in this FAQ on Measure Class & Recipe Unit Configuration.

Measure Class Info: To help with auditing your recipe unit costs, to the right of the Primary Measure column, there are columns for each possible Measure Class (please see the example below). If the recipe units have been configured for a measure class then the recipe units per pack and the cost per recipe unit will display in their associated measure class column.

Recipe unit configuration can be added or modified for an item using the Change Packaging button that is explained later in this article.

Mass Edit Recipe Items - Screenshot #3 Column Definitions:

As mentioned above, there are multiple columns on the Mass Edit Recipe Items grid, so we are using multiple screenshots of the columns for this Help article. Below is a screenshot of the final columns on the Mass Edit Grid:

Active: The active column will show a checkmark for each active recipe item. You can make an item inactive by removing the checkmark from the box for an item.

Last Updated: This is when a recipe item was last updated. Use the calendar to select a date and then use the magnifying glass to refine the search. In the example below, we have first selected the date and then we have moved the mouse over the magnifying glass to the left of the calendar icon. For example, If March 1st was the selected date, and Greater than or Equal to is selected below, we would see all updates from March 1st or later only.

Last Updated By: This column will tell you what user updated an Item. If you are looking for a specific person, you can type in a portion of their name at the top of the column.

Save and Exit:

After you have changed or added information on the change packaging display, click the blue save button to save your changes. Click on Save before Existing.

We have covered all of the columns and buttons in the mass edit recipe items feature. Any time you make changes to this grid, please be sure to click the save button.