Items are part of the Inventory section of the Operations module of Restaurant365. There are two ways to add a new Purchased Item in R365: create a new Purchased Item or import new Purchased Item information using the Import Tool.
Create a New Purchased Item
1) Name - The name of the item that you purchased. This may include ingredients, spices, supplies, paper, packaging and so forth. You will want to enter a New Purchased Item record for everything that is counted as part of a physical stock count
2) Type - This field should be auto-populated, and should remain, as 'Purchased'
3) Catering Item Checkbox - Check this if it is an item used for Catering
4) Number (optional) - An item number for the item. This is an optional field
5) Description - A description of the item. This is an optional field
6) Commissary Item - Check this if you want this item to be on the Commissary Order Forms
7) Available in AR Invoice Checkbox - Check this box if if you will be selling this item on an AR Invoice
8) Active Checkbox - Check this box to allow this item to be available on Item Selectors throughout R365
9) Actual as Theoretical Checkbox - Check this box if you want the item's Actual usage to be used rather than Theoretical usage for the AvT Report
Inventory Cost Tab
Next, select the 'Inventory Cost' tab and fill out the required fields.
1) Cost Account - The Expense Account that will be adjusted on the Profit and Loss report or Prime Cost report (For example, if my item is Milk, this might be ‘Dairy Cost’)
2) Inventory Account - This is the Asset Account used to value this account at the end of a period. It is displayed on the Balance Sheet (For example, if my item is Milk, this might be ‘Food Inventory')
3) Inventory U of M - This is the Unit of Measure you consider to be one full unit of this item when counting
4) Inventory Cost - This is the price you pay for the Unit of Measure you entered in the Stock Count U of M field, not necessarily the unit price you pay to your Vendor for this item. So if you purchase by the case but are counting by the cans, make sure you convert the purchase price from per case to per can. Then enter the per can cost here
- Note: You will update these prices manually as your vendors make price adjustments
5) Count U of M 2 / 3 - The secondary / tertiary Count U of M for this Purchased Item. This is an optional field. If filled in, these will be added in total to your main Inventory U of M Count
6) Waste Account - Optional to include if you plan on using the Waste Log functionality
7) Acceptable Theoretical Variance % - Optional to be filled in for informational purposes
Select the 'Purchasing' tab and enter the Default Purchase U of M and the Cost Update Method
1) Default Purchase U of M - This selection shows what the U of M was as received from the Vendor
2) Cost Update Method - Select the appropriate method used, whether it was Manual, Auto Update From Invoice, or Auto Update Avg Last 3 invoices
You may enter the optional fields of Par Qty, Brand, and Yield Percent as well if desired.
U of M Equivalence Tab
If your 'Default Purchase U of M' and 'Inventory U of M' are different types then you will need to update the 'U of M Equivalence' tab. For example, if your Purchase U of M is '4/1 Gal' (a Volume U of M) and your Inventory U of M is Jug (an Each U of M), you will need to tell the system how many Jugs are in the Purchase U of M. For this example, 'Volume Qty' would be 1, Volume U of M would be '4/1 Gal' and 'Each Qty' would be 4, 'Each U of M' would be 'Jug'. This will tell the system that there are 4 Jugs in the 4/1 Gal package.
The four remaining tabs are informational: 'Transactions' (shows the list of transactions that has this item), 'Recipes On' (shows the recipes this item is used in), 'Vendor Items' (shows all the Vendor Items created for this item), and 'Item Locations' (shows all the item locations created for this item).
Lastly, hit the ‘Save & Close’ button, and your new item is added to the inventory list. Be sure to go into the respective stock count templates for each location and add the item to the storage location where it will be counted.
Import a New Purchased Item
To import new Purchase Item information into R365, hover over 'Administration' in the top ribbon and click 'Import'.
A new Import window will open. Select 'Purchased Item' in the 'Options' drop-down menu and then select 'Create New' in the 'Type' drop-down menu. Clicking 'Download Template' will download a template for you to type in new item information.
One required field that is not included on the template is the 'Type' column. This will need to be added manually before the 'Count U of M 2' column. This column also requires a numerical entry and '1' indicates that it is a Purchased Item, as shown above.
When finished editing a template, save and upload the file back into R365 by clicking the 'Upload File' button next to 'Download Template'. The above window will appear, allowing you to select your CSV file and click 'Next' to move on to the 'Map Fields' tab.
The next page will open with all of the column headers from the Import file. Review the field names to make sure that they match the column names from the template, and then click 'Next' to move on to the 'Import' tab.
On the 'Import' tab, click the 'Import' button in the system to create your new Purchased Item. A green pop-up window will appear if the import was successful, and then click 'Finish'.
Review our Import Tool Article if you have additional questions about importing a file or addressing issues surrounding an unsuccessful import.