Recipe Items, along with Purchased Items and Sales Items, make up your Inventory in R365. Extra care should be paid when creating these various Inventory Items as they will have a lasting financial impact through the Inventory Count and Menu Item to Recipe Assignments. The R365 Ops Team is available to work with you as you setup your initial Inventory Database in R365.
We recommend that you create a Recipe Item for each Recipe and Sub-recipe that you want to report on (or use for Actual vs. Theoretical Analysis). You can create an unlimited number of Recipes and Sub-recipes in the R365 Operations Module. Once a Recipe has been created, it can then be used as an Ingredient (a Sub-recipe) on any other Recipe.
Create a Recipe Item
- Manually - First, navigate to Smart Ops. From the left navigation menu, click 'Recipes' under 'Food Admin' to open the Recipes Page.
From the Recipes page, click the '+Create' button to create a new Recipe.
- Copying from an existing Recipe Item - Use the 'Copy' option found on the 'Save' menu of an existing Purchased Item
- Via the Import Tool- This is a two-part process where the Recipe is imported 1st, then the Ingredients are imported into the specific Recipe
Save & Copy Options
As you work on your Recipe Item records, be sure to Save periodically to protect your data. The three save options are the standard save options throughout R365.
In addition to saving, you can use the 'Copy' feature to create a duplicate of the existing Recipe Item record in a new tab. Copied Recipe Items will prepend '[COPY]' to the Purchased Item Name as shown above.
1) Name - The name for the Recipe Item as it will appear throughout R365. Recipe Item names must be unique
2) Type - This value is read-only and cannot be modified. It identifies the Item as a Recipe Item
3) Measure Type - This will identify the manner in which this item is measured throughout the system (Vendor Items, Item Locations, Recipe, and Inventory Transactions). Once set, Units of Measure can then be assigned. Ensure that the Measure Type is entered correctly because once the Item record is saved, the Measure Type will be locked and unchangeable. However, copying this item record will enable the Measure Type to be editable. These types include:
4) Reporting U of M* - This is used on reports to provide a consistent U of M f comparison. It represents the most common way the Item is received
5) Number (optional) - Enter a Number value for the Recipe Item. This value can be useful for filtering and sorting purposed in the 'Items' and 'Recipes' lists. All alphanumeric characters are accepted in this field
6) Description - Enter a description for the Recipe Item. Similar to 'Number', this value is available on the 'Items' and 'Recipe' lists
7) Active Checkbox - This box is checked by Default and indicates that this Recipe Item is Active in R365 and can be selected as an Ingredient on other Recipes, and counted on Stock Counts (if made Available for Inventory). When an Recipe is discontinued, uncheck this box to remove the Recipe from Recipe/Item Selectors throughout R365
8) Actual as Theoretical Checkbox - Check this box to use the Actual Usage for this Recipe in place of the Theoretical Usage (via Recipes mapped to Menu Items) on the AvT Report
9) Commissary Item Checkbox - Check this box if this Recipe Item will also be available for ordering on a Commissary Order in the Commissary Feature. When Checked, the 'Sales' tab will appear on the Recipe Item record. Click here for more information on how to setup Recipe Items as Commissary Items
10) Available in AR Invoice - Check this box if this Recipe Item will also be available as a Sales Item on the AR Invoice. When Checked, the 'Sales' tab will appear on the Recipe Item record. Click here for more information on how to setup Recipe Items as Sales Items
11)Catering Item Checkbox - Check this box if this Recipe Item will also be available for sale on Catering Menus in the Catering Module. When checked, the 'Catering' tab will appear on the Recipe Item record. Click here for more information on how to setup Purchased Items as Catering Items
12) Available in Inventory - Check this box to make this Recipe Item available to be counted on Stock Counts. When checked, the 'Inventory Cost' tab appears. If the Recipe will be used with Waste Logs, the 'Waste Account' field should also be completed. Read more about the 'Inventory Cost' tab fields on the Purchased Item Record
- Important Note for the New Commissary Module: For Recipes that are not flagged as 'Available in Inventory' but are added to the Commissary Catalog, an Item Cost Account will need to be set on the 'Accounts' tab of System Preferences. Otherwise, an error will occur when Users enter a Commissary Order
13) Select Recipe Image Button - Click this button to upload an image that will be printed with the Recipe on the 'Print Recipe' Action or the 'Recipe' report found in My Reports
14) Upload File Button - Attach a file to the Recipe Item record using this button
1) Yield Qty* - Enter the total Yield Quantity (the amount created) of the Recipe
2) Yield U of M* - Select the U of M that corresponds to the Yield Qty value
3) Portion Size* - Enter the individual Portion Size. If the Recipe does not produce Portions, enter '1' here
4) Portion U of M* - Select the U of M that corresponds to the Portion Size value. If the Portion value is '1', select the same U of M that you entered in the 'Yield U of M' field
5) Number of Portions - This is a calculated value that will determine how many Portions are available in the Yield Qty
6) Prep Minutes - Informational Only. Enter the total Preparation Minutes for the Recipe. This value appears on the Detailed view of the Recipe Report
7) Cook Minutes - Informational Only. Enter the total Cook Minutes for the Recipe. This value appears on the Detailed view of the Recipe Report
8) Finish Minutes - Informational Only. Enter the total Finish Minutes for the Recipe. This value appears on the Detailed view of the Recipe Report
9) Shelf Life Days - Enter the total Shelf Life Days for the Recipe. This value appears on the Detailed view of the Recipe Report and will aid in the Suggestion Prep in a Prep Log
10) Recipe Cost Update Method* - Similar to the 'Cost Update Method' on the Purchased Item record, Recipes can have their costs automatically updated based of the most recent cost of the Ingredients that make up the Recipe. Available Options include:
- Nightly - This option will automatically update the recipe cost nightly based on the most recent Approved AP transactions. This can also be triggered by the 'Update Recipe Cost' function
- Manual - This option will only update if you manually edit the field. This does not automatically update the cost for this specific Recipe or update the costs when the 'Update Recipe Cost' function is clicked
- On Demand - This option will not update nightly but is updated when using the 'Update Recipe Costs' function
11) Tools - Informational Only. Enter any Tools used in preparing the Recipe. This value appears on the Detailed view of the Recipe Report
12) Serving Plate - Informational Only. Enter any serving plates / dishes used for the Recipe. This value appears on the Detailed view of the Recipe Report
13) Storage Container - Informational Only. Enter any Storage Containers used for the Recipe. This value appears on the Detailed view of the Recipe Report
14) Log Prep Checkbox - Check this box to have this Recipe appear on Prep Logs
- Note: This box should only be checked when using and approving Prep Logs. Otherwise, it will cause Recipe Costing to be inaccurate
Recipe Header Information appears on the Detail view of the Recipe Report:
U of M Equivalence Tab
Click here for more information on U of M Equivalencies
Equivalencies appear on the Detail view of the Recipe Report:
The Ingredients tab is where you add each Purchased Item or Recipe Item to this Recipe as Ingredients. Once an Ingredient has been added, you can click into several of the individual field cells to make updates, or click the trashcan icon to delete the Ingredient from the Recipe. The 'Batch Cost' and 'Portion Cost' fields cannot be edited as they pulled and calculated from the Purchased/Recipe Item record cost. The 'Current Cost' and 'Prepped Cost' will update as Ingredients are added.
3) U of M - This value will be automatically set to the 'Inventory U of M' of the Item selected in the 'Ingredient' column. Update the U of M that will be used for this Ingredient as needed. If a U of M that you expect to see is not appearing, that is likely due to an issue with the U of M type. U of Ms that are not in the same type or base (Each vs. Weight vs. Volume) cannot be used with an Item of another base without a U of M Equivalence set on the Purchased Item / Recipe Item itself. Click here for more information on U of M Equivalencies
Recipes On Tab
This tab will contain a link to each Recipe that this Recipe is included as an Ingredient (sub-recipe)
This tab contains a text editor where Steps to prepare / cook / store the Recipe can be entered. These Steps will appear on the Recipe Report
Location Settings Tab
Only Locations that have different Inventory U of Ms, Selling U of Ms, or Selling Price Types need to be added.
1) Location - Lists the specific Item Location
2) Inventory U of M - The Unit of Measure used for this Recipe item in inventory at the specified Location
3) Count U of M 2 - Second optional Unit of Measure for Inventory Count purposes
4) Count U of M 3 - Third optional Unit of Measure for Inventory Count purposes
- Note: Recipe Items must be marked as 'Available in Inventory' to edit the Inventory UofM, Count UofM 2, and Count UofM 3 fields
5) Selling U of M - The U of M value that is the Selling Unit of Measure when this item is sold from the Commissary
6) Price Type - The manner of which that item is priced. Price Types are either 'Set $ Amount' or 'Cost Markup %'
- Note: Recipe Items must be marked as 'Available in AR Invoice' to edit Selling UofM and Price Type fields
7) Add - Click to add additional Location Settings
Location Costing Tab
1) Location - All of the Locations that use this recipe. These Locations are marked as having a Commissary or Restaurant Location Type
2) Cost (Reporting UofM) - Location specific item costs based on Reporting U of M
3) Cost (Inventory UofM) - Location specific item costs based on the Inventory U of M
- Note: This column only appears when 'Available in Inventory' is checked on the General Tab
4) Inventory UofM - The Unit of Measure used for this Recipe Item in Inventory
- Note: This column only appears when 'Available in Inventory' is checked on the General Tab
5) Commissary Status - Indicates whether an Item is 'Received from Commissary' or not. A 'yes' indicates that the Item is assigned to a Commissary Order Guide
Assigning Recipes to Menu Items
Creating your Recipes is Step 1 in a two step process. The true value of Recipe Costing is assigning (mapping) your completed Recipes to the Menu Items imported from your POS System. Click here for more information on Mapping Recipes to Menu Items and the different record types: Menu Items vs Menu Item Links
This article was updated and replaced on 10/11/2022. Click to download the previous version.
* Denotes a required field.