Академический Документы
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Культура Документы
4/4/2011
Contents
Introduction Recipe Manager Pro 2011 ................................................................................................... 5 1 Installing and Setting Up Recipe Manager Pro 2011.......................................................................... 6 1.1 Compatibility................................................................................................................................ 6 Operating System .................................................................................................................. 6 Database ................................................................................................................................ 6 Integration Requirements ...................................................................................................... 6 1.1.1 1.1.2 1.1.3 1.2 1.3 1.4 2 2.1
Installing Recipe Manager 2011 .................................................................................................. 6 Connecting to a Database ............................................................................................................. 7 Troubleshooting ........................................................................................................................... 8 Item Update .................................................................................................................................. 9 The Header .......................................................................................................................... 10 Item Definition .................................................................................................................... 10 The General Tab ................................................................................................................. 11 The Components Tab .......................................................................................................... 13 The Tests Tab ...................................................................................................................... 13 The Manufacturers Tab ....................................................................................................... 14 The Coatings Tab ................................................................................................................ 14
Items .................................................................................................................................................... 9 2.1.1 2.1.2 2.1.3 2.1.4 2.1.5 2.1.1 2.1.2 2.2 2.3
Package Update .......................................................................................................................... 14 Service Update ........................................................................................................................... 14 Creating a New Recipe ............................................................................................................... 16 General Information and Totals .......................................................................................... 16 The Header Tab .......................................................................................................................... 17 Specifying your Ingredients ....................................................................................................... 18 Specifying your Ingredients in Percent Mode .................................................................... 21 Components................................................................................................................................ 21 Other Items ................................................................................................................................. 22 Simple Procedures ...................................................................................................................... 22 Specifying your Procedure ......................................................................................................... 23 Items/phases browser .......................................................................................................... 24
Recipes .............................................................................................................................................. 16 3.1 3.2 3.3 3.4 3.5 3.6 3.7 3.1.1
3.3.1
3.7.1
3.7.2 3.7.3 3.7.4 3.7.5 3.7.6 3.7.7 3.7.8 3.8 3.9 3.10 3.11 4 5
Phase Types ........................................................................................................................ 25 Adding Phases ..................................................................................................................... 25 Use Group ........................................................................................................................... 26 Adjustments ........................................................................................................................ 27 Comments and Instructions................................................................................................. 28 In-Process Tests .................................................................................................................. 29 Adding Generic Process Steps from the Recipe Manager Library ..................................... 30
Verifying a Recipe ..................................................................................................................... 31 Previewing a Batch Sheet........................................................................................................... 31 Publishing your Recipe ........................................................................................................... 32 Marking a Recipe Inactive ...................................................................................................... 33
Units of Measure ............................................................................................................................... 34 Order Processing ............................................................................................................................... 37 5.1 5.2 5.3 Creating Orders .......................................................................................................................... 37 Printing a Batch Sheet ................................................................................................................ 39 Executing Orders ........................................................................................................................ 39 The Header Section ............................................................................................................. 40 Ingredients........................................................................................................................... 40 Entering Actuals.................................................................................................................. 42 Completing your Order ....................................................................................................... 43
Laboratory Information Management ............................................................................................... 45 Tests ........................................................................................................................................... 45 Overview ............................................................................................................................. 45 Test Update ......................................................................................................................... 45 Test Group Update .............................................................................................................. 46 Overview ............................................................................................................................. 47 Configuration ...................................................................................................................... 47 Create Sample Set ............................................................................................................... 48 Sampling ............................................................................................................................. 48 Enter Test Results ............................................................................................................... 49 Release Sublot ..................................................................................................................... 50 Retesting ............................................................................................................................. 51 6.1.1 6.1.2 6.1.3 6.2 6.2.1 6.2.2 6.2.3 6.2.4 6.2.5 6.2.6 6.2.7
Change to Multiple UoM Mode ................................................................................................. 52 Change to Multi-User Mode ...................................................................................................... 53 The First Time you Import or Export ......................................................................................... 54 Final Notes ................................................................................................................................. 56 Import Items from QuickBooks ................................................................................................. 57 Item Import Configuration .................................................................................................. 58 The Prototype ...................................................................................................................... 59
Export Orders ............................................................................................................................. 59 Summary .................................................................................................................................... 62 Databases .................................................................................................................................... 64 Users ........................................................................................................................................... 65 System Configuration ................................................................................................................. 66 CMS Configuration ............................................................................................................. 67 Batch Execution .................................................................................................................. 68 Inventory ............................................................................................................................. 69 Lot ....................................................................................................................................... 70 Recipe Manager .................................................................................................................. 71 QuickBooks......................................................................................................................... 72 ODBC ................................................................................................................................. 72 Batching Orders Set Viewer ................................................................................................... 73 Complete Manufacturing Orders Set Viewer ......................................................................... 73 Item Components Set Viewer ................................................................................................. 73 Item Set Viewer ...................................................................................................................... 73 Open Manufacturing Order Detail Set Viewer ....................................................................... 73 Recipe Set Viewer .................................................................................................................. 73 Sublot Set Viewer ................................................................................................................... 73 Export to Excel ....................................................................................................................... 74 Columns Customization ......................................................................................................... 74 Using Incremental Search ....................................................................................................... 74 Using Keyword Search ........................................................................................................... 75 Sorting .................................................................................................................................... 75
9.3.1 9.3.2 9.3.3 9.3.4 9.3.5 9.3.6 9.3.7 10 10.1 10.2 10.3 10.4 10.5 10.6 10.7 10.8 10.9 10.10 10.11 10.12
10.13 10.14
Grouping ................................................................................................................................. 77 General ............................................................................................................................ 77 Overview ......................................................................................................................... 79 The Filter Panel ............................................................................................................... 80 MRU Filters..................................................................................................................... 80 Filter Editor ..................................................................................................................... 81 Saving, Loading, and Deleting Filters ............................................................................. 82 Filtering .................................................................................................................................. 78
Generic CMS Functionality .............................................................................................................. 83 Common Actions .................................................................................................................... 83 11.1.1 New ..................................................................................................................................... 83 11.1.2 Open .................................................................................................................................... 83 11.1.3 Find ..................................................................................................................................... 83 11.1.4 Clone ................................................................................................................................... 83 11.1.5 Refresh ................................................................................................................................ 83 11.1.6 Save ..................................................................................................................................... 83 11.1.7 Undo.................................................................................................................................... 84 11.1.8 Delete .................................................................................................................................. 84 11.1.9 Help ..................................................................................................................................... 84 11.1.10 11.1.11 11.1.12 11.2 11.3 Preview ............................................................................................................................ 84 Print ................................................................................................................................. 84 Comment ......................................................................................................................... 84
1.1.2 Database
Recipe Manager Pro 2011 works with Microsoft SQL Server 2005 or Microsoft SQL Server 2008. Express editions may be used. Microsoft SQL Server 2008 Express Edition is distributed as a part of the Recipe Manager 2011 installation.
5. The first time you run Recipe Manager 2011, you will be prompted to enter registration information:
Once you have entered your registration information and accepted the License Agreement, you must click Register. An email with an activation code will then be emailed to the email address you have provided. Copy this activation code to the registration form, and click Activate.
If you installed SQL Server 2008 Express as a part of your Recipe Manager Pro 2011 installation, the default Server name specified will be correct. You must also select which Database on that server to connect to.
If this is the first time you have run Recipe Manager 2011, you will need to create a new database. To do so, specify your database name and click the New Database button. When you create a new database you will be asked to select an industry. This configures a variety of settings within Recipe Manager Pro 2011. If you have already created a database, select it and click connect. For more detail about configuring multiple computers to connect to the same database, refer to the Database Configuration section of the Setup chapter of this guide.
1.4 Troubleshooting
1. Uninstall Recipe Manager 2011 2. Restart your computer 3. Try installing Recipe Manager 2011 again If you need further assistance, contact our product support: Email: support@mar-kov.com Phone: 416-633-4383 (Monday - Friday, 8 a.m. - 6 p.m. EST)
2 Items
In Recipe Manager, the word Item is used to mean anything that can go into or come out of a recipe this includes raw materials, finished goods, packaging materials, labor, and non-inventory items. These are tracked using various update programs Item Update (for raw materials and finished goods), Package Update (for packaging materials), and Service Update (for labor). This chapter describes the process of creating and editing items. The following video tutorials also pertain to information presented in this chapter: Defining and Editing Items Components Defining and Editing Tests Customizing Drop-Down Lists NOTE: Please keep in mind that creating items in Recipe Manager is an alternative to maintaining them in QuickBooks and importing them periodically. It is not recommended that you create new items in both systems. Recipe Manager does track a variety of information about items that QuickBooks does not, such as Components, Specific Gravity and safety information. You may wish to add this information to imported items. If you are planning on deploying a QuickBooks interface, you should read the chapter on Using the QuickBooks Interface entering data.
Depending on the version of Recipe Manager Pro you have installed, the set of available fields may differ slightly (for example if you are a coatings manufacturer, Certified organic will not be available to you).
Field
Item Code Unit Description Alt Description
Description
Item's code. This must be unique. The item's unit of measure Item description Alternate item description This is the phase the item will be added to if you click the "Add Simple Procedure" button on a recipe. To add an item to the list of available default phases, add a phase to the Recipe Manager Library. Item description that will be used for labeling purposes Alternate item description that will be used for labeling purposes. Usually an alternate language. The item Qualifier. Processor for the Item Flagged if the item is Certified Organic
Default Phase Label Description Alt Label Description Qualifier Processor Certified Organic
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Following is a brief summary of the fields on the general tab and their purposes:
Field
Comment Alt Comment
Description
Comment about the item. An alternate comment about the item. Often used for a comment in another language. Items cannot be deleted if there are historical records referring to them, i.e. batches, inventory, etc. Instead, they can be marked as discontinued or obsolete here. Defines how inventory of this item is treated - None, Warehouse, or Container Set to 'Trace' if lot tracing is required but you are not tracking inventory in CMS. Set to 'No' if you will not be tracking lots for this item. Item is approved Flagged if the item does not expire
Status Treatment
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Retest Period Use Container Type Specific Gravity SG Deviation Retest Period Maximum Life
Period over which the item should be retested User defined grouping field to specify what types of container may be used to contain the item, for example glass, aluminum, or rubber The specific gravity of the substance. This value is used to compute the volume of the item when it appears on a recipe. The deviation of the specific gravity Period over which the item should be retested. Used to automatically set 'Expiry Date' for item lots. Period after which an item cannot be retested. Used to automatically set 'Destruct Date' for item lots. The recipe specified here is the recipe used for planning purposes. If an item has a costing recipe defined, that recipe's bill of materials will be listed as ingredients on the label rather than the item itself. Standard Cost for the item Actual Cost for the item Replacement Cost for the item The item's Specific Gravity. Used to convert between weight and volume for the item. The item's Density. Used to convert between weight and volume for the item. Density units are determined by the standard weight and volume units configured for the system in Configuration Update. User who created the item definition Host system which the item was imported from Flagged if the item is a prototype
Costing Recipe Standard Cost Actual Cost Replacement Cost Specific Gravity
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A common use for components is to track and calculate nutrition information as in the above example. Components are prorated and aggregated on recipes based on information provided in each item definition. Some variants of the Recipe Manager Pro lot label include nutritional information. When you print labels for a finished product that you have manufactured, it may include nutrition information calculated on the ingredients that went into that recipe. Note that only those components that are listed on the components tab for the finished product will be listed on the label. Define a new component by right-clicking and selecting component update. To view the tutorial video on setting up components, click: Components
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The Tests tab is used to record the tests needed for the Item. Select as many tests as you like for the item. Tests listed will be required on receipt or manufacture of the item. Learn how to define tests and test groups, as well as record test results in the Laboratory Information Management chapter. To view the tutorial which demonstrates the process of defining and editing tests, and specifying them on your recipe, click: Defining and Editing Tests When you add a test to your item, you will need to specify Min, Max, and Target if your test is of one of the test types that require these fields (numeric, purity).
The Manufacturer must be selected from legal Manufacturers - you can define a new manufacturer using the Supplier/Manufacturer Update program. For each manufacturer of the item you may also specify a manufacturer specific trade name. In Configuration Update, there is an option that constrains new Lots of a material to be assigned manufacturers from the manufacturers list for that item.
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Note that when you import items from QuickBooks, any items defined as services in QuickBooks will automatically be defined as services in Recipe Manager Pro.
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3 Recipes
The Batching Recipe program is used to create and edit Batching Recipes in Recipe Manager. Batching recipes, when executed, produce bulk product. To start the Batching Recipe program, select Order Entry >> Recipe Manager >> Batching Recipe from the main menu. This chapter will describe how to create, edit, and publish recipes. The following tutorial videos pertain to information presented in this chapter: Your First Recipe Percent Mode and Scaling your Recipe Adding Procedure Steps from the Library Verify Customizing the Recipe Manager Library
You can also enter the Yield, Total Weight, and Total Volume for the recipe. If you edit the Total Weight or Total Volume, it will scale the entire recipe. The Yield is maintained separately, and represents the amount of product yielded given a batch of the size specified on the recipe. Note that this information does not restrict your batch size on the order you can scale your orders up or down, and the yield will always be in the same proportion to the batch size. Many users always set the Yield equal to the batch size, and account for loss in other ways.
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The header tab contains general information about your recipe things like whether it has been published, when it was created, what product is produced from it, etc. Following is brief description of each field on the header tab:
Field Published Description Flagged if the recipe has been published. By default, unpublished recipes are only accessible to the user who created them. If you flag this field, the recipe becomes accessible to all users. Flag this field if you no longer wish the recipe to available for use in production. The date the recipe was first created.
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Weight Unit
This is the weight unit you wish to work with while formulating this recipe. When you create a new recipe, this is set by default to the 'Default Weight Unit' selected on the Inventory tab of the Configuration Update program. This is the volume unit you wish to work with while formulating this recipe. When you create a new recipe, this is set by default to the 'Default Volume Unit' selected on the Inventory tab of the Configuration Update program The number of digits recorded after the decimal in the Qty column on the ingredients tab. When you create a new recipe, this is set by default to the 'Percent Precision' selected on the Recipe Manager tab of the Configuration Update program. The number of digits recorded after the decimal in the percent column on the ingredients tab. When you create a new recipe, this is set by default to the 'Percent Precision' selected on the Recipe Manager tab of the Configuration Update program. A comment about the recipe. You may have more than one recipe for an item, and use the comment to quickly differentiate between them. Recipe comment is a required field This is the product that the recipe makes This is the description of the product the recipe makes These are packout instructions
Volume Unit
Qty Precision
Percent Precision
If you dont know the item code, you can search for an ingredient from the Item Master. Double-click the ingredient field of a line in the ingredients list or press the three dots at the right side of the ingredient field. You will be given a choice of all Items that have been stored in the Item Master.
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You may enter as many items as you want, and as you do you may enter the quantity required (Recipe Qty) as shown in the following image:
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Recipe Qty is always entered in the items unit of measure. Based on the specific gravity entered for each item, both Weight and Volume will be displayed. You may edit these values directly if you wish. Weight % and Volume % are calculated. All costs are calculated and displayed, including cost, total cost for each item, and total cost across all items, according to information stored in the item master:
In order to add an ingredient, it must first be defined in the Item Master. Refer to the chapter on Items for instruction on creating and editing items. As you enter the ingredient quantities, the Total Weight and Total Volume values in the Totals section at the top of the window keep a running totals of the total quantity that will be consumed by the batch. You must also enter the Yield this is the quantity that the batch will actually produce given the Total Weight and Total Volume. For some industries the Qty Yield will always be the same as either the Total Weight or Total Volume.
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The total costs as well as the calculated unit costs are also displayed in the totals section. Unit costs are always based on the unit specified for the finished product in Item Update. Note that if you wish to scale all of the ingredient quantities on your recipe, all you have to do is edit the Total Weight or Total Volume in the General Information section all ingredient percentages will remain fixed.
When you are in percent mode, you enter the Total Weight/Total Volume and then adjust the percentages of each ingredient, and the quantities of those ingredients are calculated for you. You may temporarily have a summed percentage greater than 100%, you may even save such a recipe, however such a recipe will fail on Verify and on Publish. You can read more about verifying and publishing recipes later in this chapter.
3.4 Components
The components are displayed immediately below the ingredients on the ingredients tab. These values are aggregated from the components specified in the various ingredients, scaled based on the percentages of those ingredients included in the recipe.
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Besides this, Other Items are different from Ingredients in two important ways. First of all, for Other Items, you may specify both a Base Qty and Recipe Qty. When the recipe is changed (or an order based on the recipe has qty required different from that on the recipe), Base Qty remains the same while Recipe Qty is scaled appropriately. Total qty required on an order will be the sum of these two quantities. An example where you may want to use Base Qty is if there is some fixed setup time for a batch that you want to record. Another important difference is that Other Items are not included as a part of the recipe procedure.
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Final phase. Any items that do not have a Default Phase specified will be added to the Final phase.
Click here to add a simple procedure to your recipe. This technique can be useful if most of your recipes have only one phase, particularly if you do not make use of processing instructions on your batch sheets. If you elect to use this option, you may proceed directly to publishing your recipe.
Adjust
Comment Instruction Test
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The first step in creating a recipe procedure is to create a phase. Drag and drop the phase icon onto the procedure root. You will see the following:
You may specify details for the phase while it is selected. You must at least give your phase a name. You should also select a Phase Type (more on this in the section on phase types). As you add ingredients to a phase, the Total Weight for that phase will be updated. You may enter a value for Time to Add if you do so, the Weight Rate will be automatically calculated (Weight Rate is Total Weight divided by Time to Add). Conversely you may enter a Weight Rate and Time to Add will be displayed.
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Items that you have already added to your recipe will appear in grey, and items that have yet to be added will appear in white. You can add items to your procedure by simply dragging them from the browser to the appropriate phase in your procedure. To reorder phases, items, or anything else in your procedure, hold down shift and drag and drop whatever it is you are trying to move. It will be placed directly before the item that was highlighted when you dropped it. Alternately, you can select the step that you want to move and press the Move Up or Move Down button.
3.7.2.3 Continuations
Continuations are normally used when you have a phase that takes a long time to complete, during which time the operator can perform some other task. When you select the continuation phase type, the Phase, Qualifier, and Preamble fields will be disabled, and the Continue From field will be enabled. The Continue From field is a drop-down list where you will be able to select from existing phases. Once you select which Phase to continue from, the Phase, Qualifier, and Preamble fields will display the appropriate information, copied from the original phase.
phases Premix A and Premix B have been added to the phase Main, and Main has been added to Final.
The phases Premix A and Premix B have been added to the phase Main
The phase Main has been added to the phase Final which has a phase type of Finished Product
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Add ingredients inside the Use Group Select Any Order or Specified Order If the Items must be added in the order specified, you can add them to the Phase one after another, or add them to a Use Group and chose Specified Order. These will appear differently on a batch sheet and during execution, but are otherwise functionally equivalent.
3.7.5 Adjustments
Adjustments are used to add items to your recipe based upon the result of a test. Drag the adjustment icon ( ) to the appropriate place in your recipe to add an adjustment. You should specify the characteristic to be measured, and its target value. You also specify what the minimum and maximum acceptable values are for your characteristic, and select what items are to be added if your minimum and maximum are not met. Items are available in the list here if their Weigh Rule was set to UQ (unknown quantity) on the ingredients tab. You may also check the LT (less than) not required checkbox if there is no minimum value, and check the GT (greater than) not required if there is not maximum value.
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Instructions work in the same way as comments do. Simply drag the Instruction icon ( ) onto the appropriate location in the recipe, and add your description and comment. The primary difference between instruction and comments is in how they are displayed in Batch Execution and on a printed batch sheet.
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3.7.8 Adding Generic Process Steps from the Recipe Manager Library
In order to add generic process steps from the recipe manager library, navigate to the Procedures tab on the main Batching Recipe form, with your recipe open. Click the Recipe Library icon ( Library form will come up: Mixing time and condition: an example of a Format process step ). The Recipe
The Recipe Library contains generic process steps sorted into folders. To add one of these steps to your recipe, just drag it from the Recipe Library to the appropriate place in your procedure in your Batching Recipe. There is one type of process step that you can add from the library that was not available from the options among process steps on the Batching Recipe form: the Format process step (represented by the icon).
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After you add a Format process step to your recipe, fill out the property values at the bottom right of the form. These values will be inserted in place of the properties in blue above when you print a batch sheet, and during Batch Execution. Everything else in the Recipe Library comes across exactly as it is when you drag-and-drop it onto your recipe (and the process steps you add are all editable). You can even drag phases with sub-steps. For more information regarding the Recipe Manager Library and to learn how to create your own generic process steps, see the Recipe Manager Library section of this document.
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Of course, you will not see any order information on this batch sheet to generate an actual batch sheet, follow the instructions in the chapter on Order Processing.
Preview Print
When you click Preview or Print, a dialog will appear asking you to select a report name. Depending on your version, there may be multiple batch sheets to choose from.
Caution: No matter whether you Preview or Print, batch sheets created from here are only for the purpose of seeing how the batch sheet will look when you put it into production. To have a batch number assigned, you must create a batching order and print the batch sheet from the batching order program.
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IMPORTANT: You can only create batching orders for published recipes.
When you click this button, your recipe will be switched to inactive mode. The button appearance will change.
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4 Units of Measure
In CMS, every item has a unit of measure associated with it. Some units of measure will already be defined when you install CMS, but you may wish to add more this chapter will describe how. To run the Unit Update program click Master Tables >> Miscellaneous >>Unit Update.
To open and view an existing unit, click the find button. The definition for pounds is displayed below:
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The Base Qty field defines the conversion factor. All conversion factors define how to convert to a common base quantity of 1. Each unit Category has its own set of conversions. The easiest way to configure your units is to assign a unit in each category a base quantity of 1 then the Base Quantity for each other unit in that category is simply the conversion factor to the unit with base quantity 1. This is the case in the above example below. The definition of kg has a Base Qty of 1 this is why the Base Qty listed for lb is a factor for converting from pounds to kilograms.
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In some contexts (i.e. when entering formulas in Recipe Manager), all units are converted to their Display Unit. Thus, if you wanted to show all units on your batching recipe in kilograms, simply define kg as the display unit for each of your units. Similarly, there are some contexts (such as on printed batch sheets) where units are not displayed if the Show On Screen flag is not set. This allows you to prevent unit of measure names from being displayed.
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5 Order Processing
You can create batching orders in Recipe Manager, and then print batch sheets and enter real data (actual quantities consumed, lots, etc). This chapter will describe the process of creating orders, printing batch sheets, and completing orders. The following video tutorials also pertain to information presented in this chapter: Batching Orders and Batch Sheets Completing a Batching Order Managing Lots Entering Test Results and Releasing a Lot Exporting Completed Orders to QuickBooks
Once you have selected your recipe, most of the information on the Batching Order form will be filled in as follows:
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You must enter a Plan Start Date and Date Required. If you enter either, the other will be calculated based on Lead Time, which is defaulted from the item definition of the product being manufactured. You may also edit either the Qty Required or Qty Yield (both are defaulted by the recipe). Qty Required is the sum of the weights of the component ingredients, whereas the Qty Yield is the expected weight of the finished bulk. Editing one will cause the other to change accordingly so that Qty Required is always the same proportion of Qty Yield. Similarly, the Qty Required for each ingredient is automatically scaled when Qty Required for the recipe changes, so that each ingredient remains the same percentage of the total batch. Number of Batches is a number that drives functionality on some Batch Sheets. The Other Items tab at the bottom of the form shows items specified on the recipe that are not considered ingredients. The other items tab is depicted below.
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Items on the other items tab are scaled when you change the Qty Required for the recipe as well, but the scaling works slightly differently. For these items, the Quantity is scaled while the Base Qty remains the same (total quantity will be the sum of these two values). An example of when this would be useful is if you have some services which take the same length of time regardless of the size of the batch, and others that take longer the larger the batch is: in the first case, you would use the Base Qty and in the second you would use the Quantity. There will of course be some cases where you want to specify both Base Qty and Quantity. Once you have specified the Qty required, save your recipe. Before you can start batching, you will have to press the Release Order button. Alternatively, you can press the reject order button.
Double-click on the order you want to create an execution record for and the information will be loaded.
5.3.2 Ingredients
The ingredients section of the MF Order Execution Express form is composed of three grids:
The grid in the upper left is a list of all ingredients required by the order. Lines in red indicate that they require lot numbers, but have not been assigned them. Whether or not a lot needs to be specified for an ingredient is determined the value of the Lot Required field on Item Update. If it is set to Trace, a lot will be required. If it is set to No, lot will not be required. For Recipe Manager Pro, you will never set this value to Yes (this is an option that you would might select in Mar-Kovs full system, Mar-Kov CMS which includes inventory control).
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The grid on the right lists all current lots for the selected ingredient. Double-clicking one of these will select it for use with the item. The grid in the bottom left lists all lots currently selected for the item. You can deselect a lot by clicking the red minus button at the bottom of the grid.
Here you can enter a variety of information about the lot you are defining. Depending on the options you have set up in Configuration Update, some of these fields may be required. Also, Manufacturer may be constrained to be on the list of manufacturers for the item depending on your configuration settings. When you have finished specifying information for the new lot, you can click save. When you do, the new lot will automatically be assigned to the selected item. Note that you can also create a new lot for an ingredient at any time by right-clicking an item code and selecting Create Sublot from the context menu.
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When you do, the Lot Disposal form will be brought up. From here all you need to do is click save to dispose the Lot. Keep in mind, that historical information about the use of the lot will still be maintained, and you will still be able to find it in the Sublot Set Viewer. You just wont be able to select it during manufacturing.
You can also reverse the disposal of a Lot by right clicking the lot number and selecting Reverse Lot Disposal.
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Ingredient quantities are automatically scaled to reflect the new Make Qty. Keep in mind that you may print a batch sheet at any point in this process. Which batch sheet you print and when will be determined by what information you have before the order begins, and what information you wish your operator to collect during execution. In Mar-Kovs full inventory control system Mar-Kov CMS, you can also record actual quantities consumed.
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When you mark your order complete, you will be shown some vital statistics about the batch you have just produced, such as the quantity consumed, the Expected and Actual Yields, and the tolerance (to change the tolerance refer to the chapter on configurations.
If your Actual Yield % is outside tolerance of the Expected Yield %, you will be forced to enter a comment. If you wish to change the Tolerance, refer to the chapter on configurations. Once you click ok, you have completed your order! Note that completed MF Receipts cannot be reversed.
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6.1 Tests
6.1.1 Overview
Tests may be defined and specified as required for items, on either receipt or manufacture. This section will discuss how to define tests and test groups, and specify their execution for receipt and manufacture of items.
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The required fields for a test are Test (the tests name), Test Result Type, and Test Group. There are six test result types: NUM A numeric test. Minimum, maximum, and target values must be specified when this test is instantiated for a particular item. BOOL A pass/fail test. STR A pass/fail tests where the tester must add a comment. PURE A purity test. TPUR A total purity test (this test is an aggregate of PURE tests). DONE A retain. This test is completed simply by virtue of the sample having been taken.
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Sampling Methods include: ROOT+1 Sample from square-root plus one of received containers in each lot. LOT Sample from one container in each lot. CNTNR Sample from each container. BATCH Sample at the end of a batch. Specifying a test whose test group has this sampling method for an item will cause an in-process test to be inserted at the end of each batch produced for that item. Sample Size for a test group is determined by the sample size specified here on the Test Group Update form, plus an incremental sample size for each test in the group that is specified for a particular item.
6.2.2 Configuration
Sampling in CMS can be configured to work in one of three ways. Create Samples Samples will be created automatically. Proceed directly to Enter Test Results after receipt or manufacture. The other steps (create sample set, sampling) will still be required for retesting. Create Sampling Request Sampling request is created, but samples are not proceed to Sampling after receipt. Manual - Sampling must be requested and performed manually. Proceed to Create Sample Set after receipt.
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The sample set defines the tests and resulting sampling requirements for a particular lot when this process occurs automatically, default values (from predefined tests, test groups, and the list of tests specified for an item in item update) are used. The user may select the grade to which the inventory will be tested. The user may also request additional testing on the Testing Specification tab. The affected containers tab lists containers in the sublot. When you save, the sample set will be created. This means that sample containers will be created, labels will be available for print, and the test records will be created as well.
6.2.4 Sampling
Once the sample set has been created, sampling must be performed for each sample in the sample set. To perform sampling for a sample container, right click the sample container number and select sampling, or go to sampling in the menu Transactions >> Testing >> Sampling and then enter or scan the sample container number from the label.
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From the sampling form, simply enter the quantity sampled and select the location the samples are to be created in. You can also change which containers will be sampled (unless you are using by-container sampling). When you save, the sample container(s) will be assigned the quantity specified, and the source container quantities will be reduced accordingly.
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From the Enter Test Results form, you can enter all test results for the selected test container. Depending on the test type, results may be entered differently for numeric tests, enter a result and if it is in the target range the status will automatically be set to Passed (or Failed if it is outside the range). For a boolean test, simply slect the desired status. For the first test result entered for a particular lot, you will need to enter an expiry data and destruct date. For subsequent tests for that sublot, these values will be defaulted to the same value.
Click yes, and the release sublot form will be brought up. You may also select it from the main menu by clicking Transactions >> Testing >> Release Sublot or from the context menu for a sublot.
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To approve the sublot, press the Approve Sublot button ( sublot button ( passed.
). You may always reject a sublot, but you can only approve it if all the tests are
6.2.7 Retesting
If you want to retest a particular sublot, you can do so by creating a new sample set, sampling against it, entering results for the samples and finally, releasing the sublot. This gives you the opportunity to update the expiry date of the sublot, which is the most common reason for retesting. A sublot cannot be retested past its destruct date.
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On the Company Preferences tab of the Items & Inventory section, one of the options is Unit of Measure. Select Multiple U/M Per Item and click OK to switch modes. NOTE: you must be in single-user mode to accomplish this.
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When you switch to multi-user mode, QuickBooks will prompt you with the following questions:
Recipe Manager Pro does not require any additional users to be set up. You may click No.
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It is recommended that you select Yes, whenever this QuickBooks company file is open and press Continue. When you click continue, the following message will be displayed:
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Refresh Button
To populate the grid with all items defined in QuickBooks, click the refresh button.
The grid will display all the information about the items to be imported, including costs and any userdefined fields in QuickBooks (QB 1 QB 5).
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Select the items that you want to import by holding down the ctrl button and clicking them to select multiple non adjoining items, or by holding down shift and clicking to select a range. You can also press ctrl-a to select all. Once you have selected the items you want to import, click the Import button to import the selected items from QuickBooks. When you click the import button, the status of the import for each selected item is displayed in the Import Status column. In the case depicted below, two items were successfully imported. Successfully imported items show a status of Imported in green. Those that could not be imported show the error that prevented the import in red.
This item was successfully imported CAUTION: The Import Items program imports items as they are defined at the moment of import. You will likely want to re-import your items on a regular basis so that changes to costs are reflected. CAUTION: This program does not import units of measure. If you wish to import an item, its unit of measure must already be defined in Recipe Manager.
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The value for ItemCodeCustomField indicates which QuickBooks custom field to use when importing items. A value of -1, as in the above screenshot, is the default and indicates that items should be imported from QuickBooks using regular QuickBooks item names. A value 0 would indicate that you wish to use the first QuickBooks custom field as the Item Code on import. A value of 1 would indicate that you wish to use the second QuickBooks custom field as the Item Code on import. This is true for values 0-4.
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This message indicates the Build Ref. No of the pending Build Assembly (so you can look it up in QuickBooks), as well as the quantity of the order you exported and the maximum quantity you could build with the resources on hand. The Pending Build Assembly for the above example appears in QuickBooks as follows: 60
Use the Previous and Next buttons to scroll through the Build Assemblies in QuickBooks
Use the Build Ref. No. to look up your Pending Build in QuickBooks Click Remove Pending Status and then click Build to complete a pending Build Assembly
When you have enough quantity in inventory to complete the Build Assembly, you can open it and click Remove Pending Status, and then click either Build & Close or Build & New to complete the build. NOTE: It is not recommended that you change any quantities on the pending build form, or cancel the build: Recipe Manager Pro will not be informed if you do so. If you require more information about Build Assemblies or Pending Builds it is recommended that you refer the relevant sections in the QuickBooks documentation.
Replace the word true with false if you do not wish orders with insufficient inventory to be created as pending.
8.2.1.4 Rounding
One important thing to note about order processing is that in QuickBooks all BOMs (bills of materials) are for 1 unit of finished product. This contrasts with Recipe Manager which allows the specification of a recipe (which includes a BOM) for any quantity. What this means is that when an order is exported, the BOM is scaled to produce 1 unit, and then scaled again to produce the quantity specified on the order. This can result in small rounding errors, particularly since QuickBooks only tracks five significant digits after the decimal place. One strategy to reduce this issue is for you to ensure that all of the recipes you generate in Recipe Manager have a Yield Quantity of 1. Of course, you will enter Batching Orders for whatever quantity you require. If you do things this way, the recipe is only scaled once when it is exported to QuickBooks rather than twice, and the potential for rounding errors is reduced.
8.3 Summary
To summarize, the main tasks performed in Recipe Manager Express as interfaced to QuickBooks are: 1. Import your Items from QuickBooks You will need to import any items that you use as ingredients in your recipes, as well as any items you make. You will probably want to re-import ingredients from time to time so that costing information displayed in CMS remains accurate. 2. Enter any additional item info that you require This information is purely informational, and will not be exported to QuickBooks. If you edit any fields that are imported from QuickBooks, they will simply be overwritten the next time you import. 3. Formulate / Develop your Recipes Enter your formulas and instructions, and design the batch slips to provide your operators. 4. Create Batching Orders As part of this process you will print a paper batch sheet to be filled out by the operators.
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5. Execute Batching Orders You will enter actual consumption information, as well as the actual yield, and confirm that the batch has been completed. This process replaces the Build Assemblies process in QuickBooks. 6. Export Changes to QuickBooks This will cause completed batching orders to be exported. A Build Assembly transaction will be created for each order. Ingredient inventory will be deducted and assembled item inventory will be created as a result. This Build Assembly will be created as pending if there is not enough inventory to complete it.
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9 Setup
This chapter will cover a variety of topics related to Recipe Manager 2011 system setup and configuration. Broadly speaking, these topics include Databases, Users, and System Configuration. The following video tutorials pertain to information presented in this chapter: Changing SQL Server to Mixed Mode Authentication Start SQL Server Browser
9.1 Databases
When you launch Recipe Manager Pro 2011, you will be presented with the following prompt.
Recipe Manager Pro 2011 uses a Microsoft SQL Server database. This form allows you to specify which database you will connect to. You can also create a new database from here by specifying a database name and clicking the New Database button. In the simplest case, if you have installed SQL Server Express on your local machine, the default Server name will be correct. All you need to do in this case is click New Database the first time you run Recipe Manager, and then connect to that database each time you log in afterwards. You can connect to a database from multiple machines running Recipe Manager Pro 2011 (each machine will require its own license). Recipe Manager Pro 2011 does not need to be running on the machine that hosts your database. When it is installed, SQL Server has the TCP/IP protocol disabled. If you wish to connect to your database from a Recipe Manager 2011 installation on another computer, you must enable TCP/IP from the SQL Server Configuration Manager (see below).
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9.2 Users
You will need a Recipe Manager user for each windows domain user who you wish to have access to the system. This allows you to restrict which individuals at your company will have access to recipe manager express. Recipe Manager automatically creates the first user account when you create a new database. This account will be created for whatever user is logged in at the time of account creation. To create additional users, go to Administration >> User Update in the main menu.
To create a new user, click New. Include the windows domain as part of the user code.
If you wish, you may also add a display name before you save.
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In the grid on the lower section of the screen, you should specify the area WHS. In most cases you will want to leave the role as the default role. Some installations have custom roles if this is the case contact Mar-Kov for details on which roles should be used in specific scenarios. Users created in this way will have access to log in and use the functionality in Recipe Manager Pro.
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You should not create a new Configuration record. Rather, if you wish to edit configuration in Recipe Manager Pro, open the predefined configuration that came with your system. To do this, click the find button, and double click the only existing configuration to select it.
Note: Changes made in Configuration Update will not be reflected until you have closed and reopened Recipe Manager Pro.
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You can also view installed Recipe Manager Pro application version from here.
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The Yield Tolerance is the acceptable percent tolerance for the quantity produced from a batch. If the value specified as the Qty Made is more than the specified tolerance away from the actual expected yield (expected yield based on actual material consumption), you must enter a yield comment when you attempt to save a manufacturing receipt on the MF Order Execution Express form (normally this comment is optional). The Tolerance is the acceptable percent tolerance for each ingredient going into a batch. A warning will be displayed listing each ingredient that is more than this percent tolerance from its quantity required. Auto Lot Select Mode affects the way the Select Ingredients Lots function works ( ). If you select All, then pressing this button on the MF Order Execution Express form will cause all available lots for each raw material to be selected. If you select only, then pressing this button on the MF Order Execution Express form will select lots for items if there is only one available lot for that item.
9.3.3 Inventory
Throughout the system, wherever you must select a weight unit or volume unit the default will be governed by the value indicated here (this is with the exception of wherever it is governed by a prototype). Lot Code Prefix and Lot Code Length determine the format Recipe Manger Pro uses to generate Lot Numbers. If you assign a Lot Code Prefix of YYYYMMDD, then all lot codes will begin with the current date in YYMMDD format. This will be followed by a sequential number of length 2 beginning
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with 01 each day. You can change the length of the sequential part of this code by changing Lot Code Length If you wish, Lot Codes may also be simply a sequential number. Blank out the Lot Code Prefix field to accomplish this. For details on the various sampling modes, refer to the chapter on Laboratory Information Management.
9.3.4 Lot
Manufacturer Required, Manf Lot Required, Supplier Required, and Sup Lot Required are all flags used to configure whether or not information must be specified about a raw material lot when it is created. Authorized Manufacturer Only, if flagged, limits you to select only manufacturers that are listed on the items manufacturers list.
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Percent Precision is the default number of digits to the right of the decimal place displayed for ingredient percentages. This value may be edited directly on the recipe. Qty Precision is the default number of digits to the right of the decimal place displayed for ingredient quantities. This value may be edited directly on the recipe. If the Single Active Recipe flag is checked, then the act of publishing a recipe will have the following side effects: 1. All other recipes for the same Product will be marked as inactive 2. The published recipe will be set as the Products costing recipe Version Separator and Version Length are used to configure the automatic recipe name suggestion that is displayed when you clone a recipe. In the example above if you clone a recipe named SOUPRECIPE, the name SOUPRECIPE-001 will be suggested. If you clone SOUPRECIPE-001, then SOUPRECIPE-002 will be suggested.
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9.3.6 QuickBooks
This tab controls configuration options for the QuickBooks interface. ItemCodeCustomField This value controls how item codes are assigned in Recipe Manger Pro for items imported from QuickBooks. If this is set to -1, items get their names from QuickBooks item names. If it is set to an integer in the range 0-4, item names will be determined by QuickBooks Custom Fields. If you set the value to 0, then the import process will use the first QuickBooks custom field. If you set the value to 1, then the import process will use the second QuickBooks custom field. MarkPendingIfRequired If true, then when there is not enough raw material inventory in QuickBooks to process a completed order during export, the assembly will be created as pending. If false, than in such a case Recipe Manager will return an error, and ask whether you want to skip, retry, or cancel.
9.3.7 ODBC
These fields define the parameters of the ODBC import. It is not recommended that users change edit these fields without Mar-Kov consultation.
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10 Set Viewers
Set Viewers are a tool for quickly accessing data in recipe manager and formatting it in a way suitable to your needs. Almost any time you see information in tabular format you are dealing with a viewer. Set viewers are the primary reporting tool in Recipe Manager. Recipe Manager includes four set viewers: the Recipe Set Viewer, and the Item Set Viewer. In addition to this, some other forms also contain Viewers with reduced functionality. Both the Batching Recipe form and the Item Update form contain such Viewers. You may also find the following video tutorials useful:
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You can rearrange columns by dragging a column header and dropping it to the new position within the column header panel. You can perform the following mouse operations to resize columns: Action Dragging a column header edge Double clicking a column header edge Selecting the Best Fit / Best Fit (all columns)" item from the column header context menu Effect Changes the column's width. Changes the column's width to 'best fit' its content. Applies best fit to the corresponding column/all columns.
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Pressing the BACKSPACE key Pressing the CTRL+DOWN ARROW key combination Pressing the CTRL+UP ARROW key combination
Removes the last character from the selection identifying the search text. Searches for the next matching cell and focuses it, if found. Searches for the previous matching cell and focuses it, if found.
10.12 Sorting
To sort data against a Viewer's column or to change the column's sort order, you can click its column header. The column's current sort order is indicated by the sort glyph (a small arrow displayed at the column header's right edge). If the data is sorted in ascending order, the sort glyph represents an uparrow. When sorting in descending order, the sort glyph is displayed as a down-arrow. If the column isn't sorted, the sort glyph is hidden. In the following image, data is sorted against the Description column in ascending order and against the Item Code column in descending order.
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If sorting isn't applied, clicking the column header sorts the data by the column's contents in ascending order. If sorting is already applied to the column, subsequent clicks reverse the current sort order. Note: a regular click on a column header clears the sort settings of any other columns. To preserve the existing sort settings of other columns, hold the SHIFT key down while clicking. You can clear a column's sorting by clicking its header while pressing the CTRL key. You can also apply sorting to columns via the column header context menu (right click the context header to bring up this menu):
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10.13 Grouping
10.13.1 General
You can group data in a Viewer (for example, in any set viewer) by the values of one or more columns. This section describes grouping related methods. If you group the data in the Viewer by a single column, records which have identical values in the same column can be arranged into corresponding data groups. Each data group is identified by a group row, which you can expand to access its underlying data rows. If you then group the data by another column, the data rows within each group are combined into second level groups according to the new grouping column's values. In the following image, rows are grouped HMISHealth code and HMISFire.
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You can activate the group panel by selecting Group By Box from the column header context menu. You can group data by a particular column by dragging its header from the column header panel or the customization form onto the group panel. To ungroup the data, remove the column header from the group panel by dragging it. You can also change the order of the grouping columns using drag and drop. It's also possible to group data by a column by selecting the "Group By This Field" option from the column header context menu. To ungroup data, use the "UnGroup" option from the same menu or "Clear Grouping" from the group panel context menu. Records are always sorted against the grouping columns. If you group data against a column which isn't sorted, the Viewer control will automatically apply sorting in ascending order to the column. Subsequently, if you remove the column from the group panel its sort settings will be cleared.
10.14 Filtering
Filtering allows you to display a subset of the records in the data source that meet a particular criterion. When filtering is applied to a Viewer, the records displayed are restricted to those that meet the current
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filter criteria. You can filter data against single or multiple columns. You can apply filtering by selecting a column's value from the filter dropdown or by using the custom filter dialog.
10.14.1
Overview
In the following image, filtering is applied to two columns ("Recipe Number" and "Date Created") in a Viewer. The filter conditions are displayed in the filter panel at the bottom of the Viewer: in this case, they say that the Recipe Number must start with the character R, and the Date Created must be more recent than December 1, 2007.
You can apply, change or remove filtering via a column's filter button. Clicking it invokes a filter dropdown list which by default contains the predefined (All, Custom, Blanks and Non Blanks) values along with the values of items in that column. At the top of the list the most recently used filter conditions are displayed. The following image shows the filter dropdown list invoked for a column:
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Applying filtering to a column does not affect the filter settings of any other columns.
10.14.2
After a filter has been applied to the current view the filter panel appears by default at the bottom of the view, as depicted below.
The filter conditions you set for individual columns are combined by the AND operator into a single filter string for the whole table. This filter string is displayed in the filter panel. The panel also contains buttons to disable/enable and clear the filter and invoke the filter editor. It also provides access to the most recently used filter criteria applied to the view.
10.14.3
MRU Filters
Most recently used (MRU) filters are available for both views and individual columns. A Viewer's filter is just a combination of the individual columns' filters. A column's MRU filters are displayed at the top
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of the column's filter dropdown list by default. A Viewer's MRU filters can be accessed via the filter panel which contains a dropdown button which when clicked displays a list of the filters. The MRU filter list for a Viewer is shown in the following image:
10.14.4
Filter Editor
The image below shows the Filter Editor. Adds a new condition Removes the condition
Filter Conditions
Clicking the groups operator in the Filter Editor invokes the context menu displayed below:
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This menu allows end-users to do the following: specify the group's logical operator (And, Or, Not And, Not Or); add a new condition to the group; add a new logical group; Clear All - removes all conditions. This menu item is displayed for the root logical group. Remove Group - removes the focused logical group. This menu item is displayed for the child logical groups.
10.14.5
You may Save, Load, and Delete filters on a Set Viewer. Simply click the appropriate buttons as in the image below. Save Filter
Load Filter
Delete Filter
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Open
Clone
Save
Delete
Preview
Comment
11.1.1
New
Starts a new record for whatever form is open (clicking new on Item Update starts a new item, clicking new on Batching Order starts a new batching order, etc.)
When you load a record and click the clone button ( ), a duplicate of the loaded record is created and you are prompted to enter a new identifier for it (this may be the Item Code, Recipe Number, Test, or whatever the relevant ID is). An example of the usefulness of this function is if you want to a large number of nearly identical items on the Item Update form, or a large number of nearly identical Recipes in the Batching Recipe program. When you clone a published recipe, the copy is set as unpublished so that it can be edited.
11.1.5 11.1.6
Refresh Save
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The comment action allows you to attach unlimited comments and any type of document or file to nearly any kind of record. When you click comment the following form is opened:
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Click the new button, and enter a Subject and text for the comment you want to add. You can also dragand-drop files to the lower panel and they will be permanently saved to the database (the originals are no longer required).
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Find
Save Delete
Name r
Description s
Here you can create new items in the drop-down list by clicking new, and entering their name and description, and then clicking save. You can also open previously added items and edit them by selecting them (double-clicking) from the table on the right. If the table is closed, you can reopen it by selecting Find. Finally, you can delete existing items from the menu by opening them and clicking the delete button.
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