Inventory in Real Time

* Make it work – Set yourself up for success * What’s the effect? * To count or not to count * Entering Inventory * Compare and check

Make it Work Set yourself up for success Edit Orders Receive orders properly Label items Let someone know about a discrepancy immediately. (Alan, Phyllis and the program manager)

Editing orders Make sure to edit your orders based on what you have on hand Use your freezer and storeroom lists to plan Use your ordering calendar to make notes to yourself about ordering product Work with other schools if you need only small quantities

Don’t Forget to Save! The button on the right, not the left

What’s the Effect? Not properly editing orders results in – WAY TOO MUCH FOOD – Not enough space for storage – Difficulty organizing – Increased food costs – Increased waste – Difficulty on counting day

Print your receiver the day of delivery Receive your Delivery

Use the arrow to pull down a list of order types. Choose “Received Orders”

Select the Order Number that you want to print a receiver for. You can use the Delivery Date to assist you in finding the correct Order Number.

Select “Print View”

Click the Print Button

Take time now to save time later Label boxes and bags with item number and date Enter items and amounts onto freezer and storeroom lists Train your assistant to do this

What’s the Effect? Not properly receiving can: – Cause issues with FIFO – no date marking, expired product – Cause confusion between C’s and P’s when counting items – Inaccurate or empty freezer lists/storeroom lists can cause a lot of extra work

Food Quality Reports When you find poor quality food items, make sure to submit a Food Quality report as soon as possible. If a walk-in or freezer goes down, make sure to complete a food quality report or lost product report as soon as possible.

To print a Food Quality Report, go to the Nutrition Services webpage on the PPS site and select “Staff Resources” Select “Forms” from the drop down menu.

Select “Food Quality Report” and print the form. Complete the form, scan and to Jessica at

What’s the Effect If a Food Quality report or Food Loss report is not completed: – The items will remain in your inventory – You will not get credit for food quality issues – Food cost will be affected

2 DAYS BEFORE INVENTORY DAY Verify all Site to Site(STS) Transfers and Alpenrose receiving are complete. Orders that are not received will show up under “View Open Orders”

To perform a Site to Site Transfer…. Click on the “ordering” tab.

Click on “Transfer Items Out” Make sure your site is the “from” site and then choose the correct receiving site.

Double check the item description. Select and click Add Type in the number of items and quantity. You can remove an item by using the RED X button After you are finished, select the “Transfer Items Out” button. Type short description of item and click Add

Alpenrose Orders

What’s the Effect? If these orders are not received before counting: The computer won’t have an accurate count of your inventory Your physical counts will be off Food cost will be affected

COUNT DAY Print the Inventory Worksheet Review Inventory Instruction from Alan

To print the Inventory Worksheet, select the “Inventory” tab in WebSMARTT.

Under “Inventory Reporting, choose “Select Reports”

#1 – Use the drop down menu to select the “Physical Inventory Worksheet-All Bins-2 Levels” #2 – Select “View” to see the document and print from the view screen.

Ensure items are properly stored and ready to count Count only unopened units and document properly You will scan the Inventory Worksheet to the supply chain coordinator. your program manager when finished

The computer expects you to have a certain amount of product. 2 Be careful when counting that you are entering on the right line.

When counting, avoid putting zeroes Makes it harder to read and recognize numbers

What’s the Effect? If the inventory count is not accurate: The numbers entered into the computer will be inaccurate Inventory could be “added” Food cost will be affected

To Count or Not to Count

Ask Yourself… Can I open the item any further? When opened is the item a single serving or multiple servings?

Count or Don’t Count? DON’T COUNT These are single servings

Count or Don’t Count? COUNT Count the closed case as well as unopened bags

Count or Don’t Count? DON’T COUNT This item has been opened and partially used. It cannot be opened any further

Count or Don’t Count? COUNT The bag can be opened further and it is multiple servings

Count or Don’t Count? COUNT The bag is unopened and is multiple servings

Count or Don’t Count? DON’T COUNT Case is opened, single servings

Count or Don’t Count? COUNT The bag can be further opened and is multiple servings

Count or Don’t Count? COUNT The pizza is multiple servings

Don’t Count Fresh Produce – Fresh Fruit – Fresh Vegetables Items starting with – Equipment – such as gloves, knives, pizza cutters, etc.

Inventory Day

To enter counts, go to the “Inventory” tab in WebSMARTT Select “Physical Inventory” Click the “Change” button to begin entering. Enter the quantity and use the drop down for your unit of measure. Do not enter both counts to the same item. Example: Only enter 1 bottle of Mayo, not 1 bottle and 0.08 case.

Enter counts into the system You must “Confirm” your counts. Print the Confirmation Report and compare to the Inventory Worksheet. After you Confirm, the Print button will appear for you to select. Keep the Confirmation Report in case it is needed later.

CLEAN UP

DO NOT do any of the following on Inventory day Enter or receive Alpenrose orders Create or receive site to site transfers Count Inventory

TAKEAWAY….. Consistency is key Keep Inventory correct at all times Stay organized Double check everything Track your stock along the way Communicate questions and problems

Let’s Review What’s the Effect if…

What’s the Effect? Not properly editing orders results in: – WAY TOO MUCH FOOD – Not enough space for storage – Difficulty organizing – Increased food costs – Increased waste – Difficulty on counting day

What’s the Effect? If an order is not properly received, it can: – Cause issues with FIFO – no date marking, expired product – Cause confusion between C’s and P’s when counting items – Inaccurate or empty freezer lists/storeroom lists can cause a lot of extra work

What’s the Effect? If Alpenrose orders and site to site transfers are not received before counting: The computer won’t have an accurate count of your inventory Your physical counts will be off Food cost will be affected

What’s the Effect? If the inventory count is not accurate: The numbers entered into the computer will be inaccurate Inventory could be “added” Food cost will be affected

Now let’s take a look at real-life examples