Enter Prep

Overview:

The Enter Prep feature is only utilized if you enable the Suggested Recipe Prep Features in your Company Settings. For COGS-Well to calculate suggested prep, the quantity of items that are prepared (prepped) needs to be entered. Please click this link to Suggested Prep FAQs for added information. An example of the Enter Prep grid is shown below:

Suggested Quantity to Prepare; The Suggested Quantity calculation for Prep Items on the Prep Entry grid is based on the calculated on-hand and projected usage values for each Prep Item. There is an option to include shelf life in the calculation. Please click this link if you would like more information on Usage Projections.

Prep Items versus Production Items: Suggested Prep can also be done for Recipe Items that are flagged as Production Items. Production Items are treated like inventory items in COGS-Well reporting while the reporting for Prep Items uses the Prep Item's ingredients. Please click this link for a more detailed explanation of Production Items.

Things to know!

Please click this link if you would like an overview of all Suggested Prep features.
Suggested Prep must be enabled on the Recipe Item tab in your Company Settings, for the Suggested Prep features to show up on your menu.
Prep Entry is for a specific Site.
Prep Entry can be optionally entered for a specific Prep Group.
The Prep Entry grid calculates projected usage and suggested quantities to prepare. Please click this link for more information on Usage Projections.
At least one Suggested Quantity Type needs to be configured for Suggested Prep.
The Prep Worksheet can be used to record prep counts before entry.

Enter Prep:

To access this feature, use the Sidebar to navigate to the Prep menu option and then select the Enter Prep feature from the submenu. After selection, you will land on a "find grid" that shows all previous prep entries as shown in the example below:

Find Grid Definitions:

+ Add, Export, and Search Options:

The blue "+ Add" button is used to add a new transaction.
The "XLSX" button will export the information on the grid to a spreadsheet.
The search option can find any part of a word or date on the grid. When you start typing your search criteria, the search will be initiated.

Edit/Delete: Click the button to the right of the row that you wish to edit or delete.

The Find Grid includes more tools to help you find, filter, or sort the information on the grid according to your requirements. Some of these tools are intuitive, but other helpful tools can easily be overlooked. Please click this link for more information on Find Grid Tools - FAQs.

Add or Edit Prep:

We have selected to add a new Prep transaction in the example below:

Site: Use the drop-down to select a Site (required field).

Prep Date: Select the date from the calendar for when you plan to do the prep work.

Prep Group: If you have set up and assigned items to a Prep Group(s), use the drop-down to select a group.

Suggested Quantity Type: A Suggested Quantity Type allows you to configure the calculation for a Usage Projection. Use the drop-down to select a Suggested Quantity type.

Par Level: If you have configured Par Levels for Prep Items, then you can use the drop-down to select a Par Level.

Next: Once you have selected your Prep Entry criteria, you can click the Next button to display the entry grid. You can optionally click on the entry tab. An example of the Prep Entry grid is shown below:

Enter the number of batches prepared in the blue Batch Quantity column. The On Hand and Projected Use Columns are informational. The Suggested Quantity column displays the calculated quantity that COGS-Well suggests be prepared.

The Projected Quantity calculation looks at theoretical usage for each Prep Item for the last 6 weeks and calculates an average daily usage based on the batch size for each item.

The Calculated (Theoretical) On-Hand calculation looks at the most recent inventory count, plus the quantity prepped, minus theoretical usage from sales, minus waste, minus expirations due to shelf life, to calculate on hand for each Prep Item.

The Suggested Quantity calculation uses a theoretical inventory on hand, plus projected quantity, minus expiration to calculate the suggested quantity for each item. The quantity to prep is rounding up to the next even batch size.

Drill Down: You can drill down on values in either the On Hand or the Projected columns to see how the suggested prep quantity was calculated for a Prep Item. An example is below: