This article is an overview of Brand-Managed Items for Franchisees connected to Brands.


Article Topics

Overview


Brand-managed items allow a franchisee to have purchased items and recipes managed at the brand level. Brand-managed items are created, edited, activated, and deactivated by the brand, then distributed to franchisees. This process reduces the amount of record creation and updating required by the franchisee to maintain brand consistency.


When connected to a brand, the following brand-managed records will be created and updated:

  • Purchased Items
  • Vendor Items
  • Vendors
  • Recipes
  • Units of Measure
  • Item Categories


Franchisees can have both brand-managed and non-managed records; however, they cannot be mixed. This will result in a franchisee's instance being populated with both manually created non-managed records and disseminated brand-managed records for common vendors and units of measure.


Franchisees can connect to multiple brands, and each brand will need to be connected to its own location group. Franchisees will be able to manually edit and create non-managed records. 


Franchisee Responsibility


While brand-managed records are created and updated at the brand level, franchisees will need to ensure that they are mapped and used properly for their organization.

  • Purchased Items should be added to item counts and templates.

  • Vendor contact information and payment details should be updated.

  • Vendor Items should be added to order guides and shopping lists.

  • Item Categories should have GL accounts assigned to them.

  • Recipes should be mapped to menu items.

Brand-Managed Records


Brand-managed records only maintain select fields on each record type. All fields that are not managed by the brand will be editable by the franchisee.  


Purchased Items


The following fields are always brand-managed:

  • Name
  • Measure Type
  • Reporting UofM
  • Cost Update Method
  • Active Status


The following fields may optionally be brand-managed:

  • Item Categories 1, 2, & 3
  • Item Number
  • Description
  • Inventory UofM 2 & 3
  • UofM Conversions

The following fields will only be updated by the brand when the record is first created, and will then be editable by the franchisee:

  • Inventory UofM 1
  • Use Actual As Theoretical



Units of Measure


The following fields are always brand-managed:

  • Equivalent Quantity
  • Equivalent UofM
  • Name
  • Purchasing UofM
  • Recipe UofM



Item Categories


The following fields are always brand-managed:

  • Category Type
  • Name

 

The following fields will only be updated by the brand when the record is first created, and will then be editable by the franchisee:

  • Acceptable Variance


Recipes


The following fields are always brand-managed:

  • Name
  • Active
  • Measure Type
  • Reporting UofM
  • Yield Qty
  • Yield UofM
  • Cost Update Method
  • Available in Inventory
  • Ingredients

 

The following fields may optionally be brand-managed:

  • Recipe Number
  • Description
  • UofM Conversions
  • Prep Minutes
  • Cook Minutes
  • Finish Minutes
  • Shelf Life Days
  • Serving Plate
  • Storage Container


The following fields will only be updated by the brand when the record is first created, and will then be editable by the franchisee:

  • Portion Qty
  • Portion UofM
  • Inventory UofM 1



Vendors


The following fields are always brand-managed:

  • Brand Vendor Name
  • Entry Method
  • Items Available on Invoice


Note: While the Brand Vendor Name field is brand-managed, users with the appropriate permissions can edit the vendor record's Name field. This allows for users to customize the vendor name so the vendor can be more easily recognized. 


This will only change the vendor name within the instance and does not change the vendor name in the brand repository. The Brand Vendor Name will remain as-is. 



Vendor Items


The following fields are always brand-managed:

  • Item
  • Vendor
  • Purchase UofM

 

The following fields may optionally be brand-managed:

  • Vendor Item Number
  • Split UofM
  • Vendor Item Name

The following fields will only be updated by the brand when the record is first created, and will then be editable by the franchisee:

  • Acceptable Variance %

Brand-Managed Items Setup


Franchisees can connect to brands once the brand(s) have added the franchisee to its Approved Franchisee list. To learn more about the process of being added to the Approved Franchisee list for a brand contact your CSM or R365 Support.


Once added to the Approved Franchisee list for a brand, that brand will appear on the Brand Admin page. Connecting a location group to the brand will create the brand-managed records for the brand. Once linked, any updates made to brand-managed records will automatically flow to the associated location group. 


Learn more about the setup process on the Brand Admin page here. 



After brand-managed records are created and/or updated, it is recommended to review these records for proper assignment of GL accounts, inventory templates, shopping lists, and menu items.