Whether a recipe is being transferred for a one-time purpose or on a regular basis, we’ll discuss how to effectively manage both options below.
One-Time Department Transfer (DT)
Navigating to Department Transfers
1. Go to “Inventory” on the menu bar, then select “Request Inventory” and then “Department Transfers”.
Create a New Department Transfer
On the Department Transfers: Manage Incomplete Documents page, select “New” in the document toolbar to create a one-time department transfer.
Adding Order Guide Details
Fill in the bolded required fields:
Document Type: automatically selected as “Department Transfer".
- Department Transfer - To transfer items from one department to another department. Both departments need to be aware of the transfer.
Required Date: The system automatically sets the date to today’s date; adjust it if needed.
Transfer To: The bill to department the items/recipes are being transferred to.
Transfer From: The bill to department the items/recipes are being transferred from.
Pickup From: The location from which the items/recipes are being retrieved automatically populates to the same department as the Transfer From.
Click New: This will give the department transfer request a document number.
Quick Notes: This field is optional but recommended for communicating the purpose of the transfer or any additional notes needed for record-keeping.
Adding Items (Recipes)
1. On the “Details” tab, click on “Items”. This will allow you to search and attach items/recipes to your department transfer request.
2. Search and select the items that you would like to request, making sure to click on the item’s checkbox. You can go from 1 page to another selecting all your items before going to the next step.
After you have selected all the items you need, click on “Enter Selected Lines”.
3. Add the recipe quantity needed, then select “Create Selected Lines”.
Updating & Finalizing
1. Click “Update”, then select “Process and Finalize”.
2. Once you are in the “Process and Finalize” screen, you have the option of printing and/or emailing the request to yourself as well as to others. To finish click on the “Complete and Submit” button.
Adding Items/ Update / Process & Finalize Video Steps
Recurring Recipe Transfers
Creating an Order Guide
Navigating to Create Order Guide
1. Go to “Inventory” on the menu bar, then select “Order Guides” and then “Create Order Guide”.
Adding Order Guide Details
Fill in the bolded required fields:
Guide Code: this is an abbreviation of the guide name; it must be unique and can only be 15 characters.
Name: this should be a full description of the items in the guide
Transaction Type: use the drop down box to select department transfer.
- Department Transfer - To transfer items from one department to another department. Both departments need to be aware of the transfer.
Global Use: automatically set to “NO”, allowing only the “transfer to” Department to use this order guide.
Transfer To: The bill to department the items/recipes are being transferred to.
Transfer From: The bill to department the items/recipes are being transferred from.
Pickup From: The location from which the items/recipes are being retrieved automatically populates to the same department as the Transfer From.
Status: automatically set to active.
Click New: to create the order guide
Quick Notes: This field is optional but recommended for communicating any recurring any additional information or notes needed for record-keeping.
Adding Items (Recipes)
1. On the “Details” tab, click on “Items”. This will allow you to search and attach items/recipes to your department transfer request.
2. Search and select the items that you would like to request, making sure to click on the item’s checkbox. You can go from 1 page to another selecting all your items before going to the next step.
After you have selected all the items you need, click on “Enter Selected Lines”.
3. Then select “Create Selected Lines”
Adding Additional Order Guide Details
Shelf – you can assign items by locations for easy sorting. (Ex: if you have racks you can code them like A01 & B01)
Default Qty – will populate the quantity on every request created from the order guide. (This is usually left blank)
Min & Max Qty - this section is pars for your guide.
- NOTE: this will not tell you when and what to order. It is more a guide line.
Unit - unit of measurement used to request the items will auto-populate to the base unit from the recipe if left blank.
4. Click “Update”, to save the changes to the order guide.
Adding Items & Updating Video Steps
Creating the Department Transfer
Navigating to Department Transfers
1. Go to “Inventory” on the menu bar, then select “Request Inventory” and then “Department Transfers”.
Create from Order Guide
1. On the Department Transfers: Manage Incomplete Documents page, select “Create from Order Guide” in the document toolbar.
2. Search and select the order guide on the Select Order Guide screen.
3. Once you check the desired order guide, you will be directed to the Department Transfer Header Maintenance page for that selected order guide.
Completing the Department Transfer
- Select the Required Date - the system automatically sets the date to the following day; adjust it if needed.
- Add quantities for each recipe you need.
- Update the transfer.
- Process & Finalize your request.
- Once you are in the “Process and Finalize” screen, you have the option of printing and/or emailing the request to yourself as well as to others. To finish click on the “Complete and Submit” button.
Adding Items/Deleting
Items - During the department transfer process, you can add items that are not on the order guide; however, these items will only be included in this request and will not be saved to the order guide.
Delete Line(s) - it is not necessary to delete items with 0 quantity. Choosing to delete an item at this stage, will only remove it from this request, the item will remain on the order guide.