Menu quantities entry allows you to record, on a daily basis, the number of guests for each menu with details at the service level (breakfast, lunch, dinner, etc.), meal components (starters, main course, dessert, etc.), and recipes.
Based on the quantities, it is possible to anticipate production and later observe the difference between forecasted and ordered quantities.
General information
For a given day:
- Each menu includes one or more services.
- Each service includes one or more meal components.
- Each meal component includes one or more recipes.
Example of a day:
*ND: Not available in the current version of the application.
Note: A menu is generated from a menu template.
For each menu, you can track daily:
- Forecasted quantities (estimated number of guests/dishes).
- Ordered quantities (actual number of guests/dishes ordered).
- Quantities to be invoiced (number of guests).
General rules for forecasted quantities:
- The forecasted quantity can only be modified for a future date (d+1).
- Modifying the forecasted quantity automatically updates the ordered quantity, provided the ordered quantity has not already been entered by the user.
General rules for ordered quantities:
- The ordered quantity for a past, present, or future date can be freely modified.
- The ordered quantity has a status that indicates whether the user has manually entered a specific amount. The cell color visually identifies that the ordered quantities have been entered by the user.
- The ordered quantity allows a return to the previous amount (using a back button that appears in the cell when hovering the mouse). If the previous amount equals the initial amount, the value is considered as not entered by the user. This allows the user to cancel an entry error.
Note: This return to the previous amount is only possible during the current session (if the user closes the application and returns to the screen, the return is no longer possible).
- It is also possible to reset the ordered quantity to the forecasted quantity by clearing the ordered quantity and leaving the cell.
General rules for quantities to be invoiced:
- As long as the user has not entered a quantity to be invoiced, the invoice column is equal to the ordered quantity.
- The quantity to be invoiced for a past, present, or future date can be freely modified.
- The quantity to be invoiced has a status that indicates whether the user has manually entered the amount. The highlighted cell color visually identifies that the quantities to be invoiced have been entered by the user.
- The quantity to be invoiced allows a return to the previous amount (using a back button that appears in the cell when hovering the mouse). If the previous amount equals the initial amount, the value is considered as not entered by the user. This allows the user to cancel an entry error.
Note: This return to the previous amount is only possible during the current session (if the user closes the application and returns to the screen, the return is no longer possible).
- It is also possible to reset the quantity to be invoiced to the ordered quantity by clearing the ordered quantity and leaving the cell.
- If the user enters a quantity of 0, this value is significant.
- If in a template, a service has the Included in quantities option disabled, then the quantity to be invoiced cannot be entered and is marked as NF (Not billable).
General parameters impacting the menu quantities entry screen
At the site settings level:
- The Do not display this site in the site tree parameter allows you to hide a site from the site tree to simplify it. By default, this parameter is not enabled.
- The Do not display menus on this site parameter allows you to hide any menus from the site. By default, this parameter is not enabled.
Functional scope
Site search function
The site search allows you to search for any site in the entire site tree authorized for the connected user.
Note: If the Do not display this site in the site tree parameter is enabled for certain sites, then these sites do not appear in the tree.
Select a site and/or a menu
Selecting a site displays the possible list of its associated menus with the quantities for the selected period.
Note: If the Do not display menus on this site parameter is enabled for certain sites, then the possible menus for these sites do not appear.
Selecting a specific menu displays the quantities for the service(s) associated with this menu, with details by meal component and by recipe.
Initialization/Modification of quantities at the menu level
Forecasted/ordered quantities at the menu level are initialized/calculated automatically:
- Either by the service quantity, if there is only one service (e.g.: Service1 = 100 then Template = 100).
- Or by the service quantities, if all quantities are identical (e.g.: Service 1 = 100, Service 2 = 100, then Template = 100).
- In other cases, the quantity is initialized to 0 (e.g.: Service1 = 100, Service2 = 200 then Template = NC "Not Calculable").
If the menu consists of different services with the same quantity, it is possible to modify the menu quantity, which automatically updates the service quantities (e.g.: Service 1 = 200, Service 2 = 200, changing the menu quantity to 300 updates each service to 300).
If the menu consists of different services with different quantities, then the menu has a NC (Not calculable and not modifiable) quantity.
Quantities to be invoiced are automatically initialized with the ordered quantities. The user can freely modify the quantities to be invoiced.
Initialization/Modification of quantities at the service level
Forecasted quantities for services are automatically initialized:
- Either from the quantity settings on the menu template.
- Or directly from the menu, if it has been generated.
If the services have the same value, it is possible to modify the menu quantity, which automatically updates the service quantities (e.g.: Service 1 = 200, Service 2 = 200, changing the menu quantity to 300 updates each service to 300).
Quantities to be invoiced are not currently managed at the service level.
Initialization/Modification of quantities at the meal component level
No quantity is displayed/calculated for a meal component.
Initialization/Modification of quantities at the recipe level
Forecasted quantities for a recipe are automatically initialized:
- Either from the quantity settings on the menu template.
- Or directly from the menu, if it has been generated.
Modifying the forecasted quantity for a service:
- Impacts the forecasted quantity for the recipes of that service by applying the same ratio to the previous quantity.
- If the previous quantity was 0, the ratio is not calculated.
- Uptake rates that can be entered in the menu template settings are not taken into account.
- If necessary, the calculated quantity is rounded to the nearest whole number.
Quantities to be invoiced are not currently managed at the recipe level.
Duplicate a reference day
To facilitate entry, it is possible to duplicate (copy/paste) a reference day to a target day.
The general principle of duplication is as follows:
- The ordered quantities of the reference day for the current site and child sites are duplicated to the target day, for all templates common to forecasted, ordered, and invoiced quantities.
Before applying duplication, a summary of its impact is provided to facilitate understanding and control. It indicates between the two dates:
- The number of common templates.
- The number of templates unique to the reference day that will not be copied to the target day.
- The number of templates unique to the target day that will not be affected by the duplication.
Business rules:
- Duplication is performed from the current site with its child sites and applies to the same current site and its children.
- The reference day can be set in the past, present, or future.
- The target day must be a future date (d+1) and later than the reference day.
- It is the ordered quantities of the reference day that are duplicated to the forecasted, ordered, and invoiced quantities of the target day.
- Quantities copied to the target day are considered as not entered by the user.
- On the target day, it is impossible to recover quantities that have been replaced by duplication, even if they were previously entered by the user.
- Duplication is limited to one day at a time.
- Child sites/templates/services/meal components not present on both dates (reference day and target day) are ignored.
Details on duplicating quantities at the recipe level:
The probability of having the same recipes between the reference day and the target day is very low. The distribution of quantities for the recipes of the target day is therefore based on the ratio of the quantity for the recipes of the reference day, maintaining the order of the dishes set in the template.
Three scenarios:
- If there is the same number of recipes between the reference day and the target day, the distribution of quantities is strictly identical.
- If there are more recipes on the target day than on the reference day, the additional recipes on the target day have forecasted and ordered quantities set to 0.
- If there are fewer recipes on the target day than on the reference day, a ratio is calculated for a relevant distribution of quantities.
In all cases, the quantities for the target day are identical to those of the reference day.
Quantities to be invoiced at the recipe level are not currently managed in the application.
Filters
- Types of quantities:
This filter allows you to customize the display by limiting it to certain types of quantities to facilitate entry and consultation.
Reports
- Status of ordered quantities entries by site/tour:
This report lists the sites for which the entry of ordered quantities has been completed or not, taking into account the management of tours. Display options allow the report to be adapted to the desired context.
