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Kalkulation, Artikeldetails und Rezepturen

Calculations, Item Details and Recipes

Das Modul ergänzt die Funktionen des Artikels um die Möglichkeiten Rezepturen anzulegen, Deckungsbeiträge zu berechnen, eigene Artikelgruppen anzulegen und individuelle zu definieren. Zusätzlich kann das Modul die Ausweisung von Allergenen und Inhaltsstoffen unterstützen. Laut Lebensmittelinformations-Verordnung (LMIV) müssen Zusätze, Allergene und bestimmte Inhaltsstoffe von Speisen und Getränken kenntlich gemacht werden. Hinterlegen Sie die Inhaltsstoffe immer der untersten Artikelebene, d.h. bei Rezepturen im Einkaufsartikel oder bei Arrangements in den Komponentenartikeln, um die Informationen in die übergeordneten Artikel zu übernehmen.

  • Enter additives, allergens, ingredients and nutritional values

    According to Food Information Regulations, additives, allergens and certain ingredientsM contained in food products and beverages must be declared. Always store that information at the lowest item level (for recipes in the purchase item or for arrangements in the combo items), then copy the details to the higher levels.

    1. Go to the Artikelzusaetze Properties tab in the side navigation.
    2. In the list of ingredients, check the box in the first column for all ingredients, nutrients or allergens contained in the item. Go to Administration  Administration > Administration Settings > artikel Items > Artikelzusaetze Properties to edit the list of ingredients used here.
    3. Enter the Amount of any given ingredient contained in the item per sales unit if that option is enabled.
    4. Click on Komponenten Copy from components for combo items if you want to copy any ingredients and nutritional values already entered. This will disable the manual input of additional details.
    5. Click on Adresse Copy from suppliers if supplier items with nutritional details have already been linked. This will disable manual input of additional details.
    6. For both of the above options, click on the dropdown triangle and select Ingredients only, if the nutritional values differ from that of the combo item after processing. Click ok Apply to confirm.
    7. save Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Declare ingredients in menu cards and custom menus

    The menu text is frequently used to provide allergen, ingredients and nutritional information, especially for combo items such as menus or buffets. Insert this text into the menu cards using a suitable menu card template.

    1. Go to the artikel General tab in the side navigation.
    2. At the bottom of the left-hand column, Uebersicht Enlarge the Menu card text field.
    3. Enter the menu card text.
    4. Place the cursor in the position you want in the text and click on Ingredients in the toolbar of the input window.
    5. Select the item for which you want to list the ingredients.
    6. The ingredients are inserted in the text as abbreviations. The abbreviations available here are specified under Administration Administration > Administration Settings > artikel Items > Artikelzusaetze  Properties.
      Example: <dec>8088</dec>
    7. Highlight the text and format as hochgestellt Superscript as needed.
    8. Confirm your input by clicking OK in the bottom right-hand corner.

  • Link a sales item to a production item

    Sales items are all items that can be booked into an internal or external event segment (Creating an individual item). These can either be items that are sold on as received (beer, wine) or items that were first produced on-site (production items such as food). Create recipes for individual production items, then assign these to the sales items as components.

    1. Open an existing item or create a new item by clicking on artikel  Items > neu New.
    2. Assign a suitable item group that may contain components.
      Example: Foods > Soups for the item "Cream of asparagus soup"
    3. Enter the Sales unit including Quantity and Contents unit .
      Example: Cream of asparagus soup per serving: 0.25 l
    4. Click on Komponenten Components > neu New and add the production item you want from the search results.
    5. Create an item you need on-the-fly by clicking on Komponenten  Components > neuexpand Add > neu Create item.
      Example: Cream of asparagus soup PROI
    6. In the list of components, enter the quantity required per serving of the sales item in the Count (Quantity) column.
      Example: 0.25 for a serving of cream of asparagus soup @ 0.25 l
    7. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Create a production item and recipe

    Production items are items that have either already been processed on site or at least converted to the basic unit of 1 kg or 1 litre. Losses in weight or nutrionional value due to processing (cleaning, peeling, cooking) must be allowed for.
    Example: 1kg raw unpeeled potatoes (purchase item -PURI-) -> 0.8 kg raw peeled potatoes (production item -PROI-), or 1.2 kg raw unpeeled potatoes (purchase item -PURI-) -> 1 kg raw peeled potatoes (production item -PROI-)

    1. Open an existing item or a create a new item by clicking on artikel Item >neu New.
    2. If the list of components of the sales item is still open, add the assigned production item by clicking on edit Edit.
    3. Enter a unique name .
      Recommendation: Include "PROI" (production item) in the item name.
      Example: Cream of asparagus soup PROI
    4. Always specify 1kg or 1l or 1 piece as unit size.
    5. Assign an item group with components that belongs to the top group Production items.
    6. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Assign ingredients to the production item

    The correct specification of quantities and units in the recipe is essential for scaling the quantities based on the number of servings needed.

    1. Click on Komponenten Components > neu New and add the ingredients you want using the item search. Both purchase items or production items can be assigned as ingredients.
    2. Create an item you need on-the-fly by clicking on Komponenten  Components > neuexpand Add > neu Create item.
      Example: granulated bouillon, trimmed asparagus
    3. In the list of components, enter the quantity required per 1l or 1kg of the sales item in the Count (Quantity) column.
      Example: 0.1 for 100ml cream to one litre cream of asparagus soup
    4. Enter all other ingredients as components.
    5. Add work instructions in the Kitchen notes field on the General tab of the combo item.
    6. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Create a purchase item

    Purchase items are the basic items as purchased from the supplier - either unprocessed (example: raw potatoes) or processed goods (example: granulated bouillon). These items can be provided by several suppliers in different container sizes. Enter the details in the supplier item (Creating suppliers and supplier items). Create the purchase items in units of 1kg or 1l for easier scaling of recipes.M

    1. Open an existing item or create a new item by clicking on artikel  Items > neu New.
    2. If the list of components of the production item is still open, add the assigned ingredient by clicking on edit Edit.
    3. Enter a unique name .
      Recommendation: Include "PURI" (purchase item) and the sales unit in the item name.
      Example: cream PURI 1l, potato PURI 1kg, (possible but not recommended because of the conversion: potatoes PURI 20kg)
    4. Assign an item group that belongs to the top group Purchase items.
      Example: Purchase items > Produce
    5. Go to the ArtikelAdressenSupplier items tab in the side navigation to enter Suppliers and Supplier items in order to use the Purchasing module. Enable einkauf Purchases both for the master item and at least one supplier item.
    6. Enter details of ingredients, allergens and nutritional values on the Artikelzusaetze Properties tab for later inclusion in recipes, sales items and menu
    7. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Calculate the quantities based on actual demand

    Recipes are scaled up to meet actual demand by adjusting the number of servings.

    1. Go to the Komponenten Components tab in the side navigation.
    2. Enter the number of servings you want in the top line.
    3. Click on the Menge  Quantities button in the same line to display additional columns for Purchase items and their Purchase units.
    4. Go to the Datenblatt Datasheet tab in the side navigation to scale and print the recipe.
    5. Click on the Datenblatt <Select datasheet> button above the main window and select the recipe from the picklist.
    6. Above the main input window, correct the number of servings if necessary to scale the quantities you need.
    7. In the top toolbar, select drucker  Print, export festplatte  Export or E Mail Send as email attachment.
  • Calculate the cost of materials for the production item

    The material cost for the production item is based on the cost for all specified components.

    1. Go to the artikel General tab in the side navigation, select the PP (Purchase Price) and enable the from components option.
    2. The material cost of the production item will be displayed in the top right-hand corner of the list window as Total price based on the costs for the ingredients, but only if prices and quantities for the Komponenten Components have been entered.
    3. Click on the Zahlungen Prices button in the same line to display additional columns for Purchase prices and Contribution margins.
  • Calculate the purchase price for the sales item

    The material cost for the sales item is based on the cost for all specified components.

    1. Go to the artikel General tab in the side navigation, select the PP (Purchase Price) and enable the from components option to generate the purchase price an the basis of production costs.
    2. If you have entered prices for the purchase items, the raw material costs of the production item (at the top right of the list window) are indicated under Komponenten Components as the total price of the costs for the ingredients.
    3. Use the button Zahlungen prices in the same row to display additional columns with information on the purchase prices and contribution margins.
    4. Select the price group SP and enter a sales price.
    5. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.

  • Calculate contribution margins

    Contribution margins can be calculatedM and prices can be adjusted per event. The calculation is based on purchase and sales prices as entered in the master items.

    1. As soon as a new segment is created, a Kalkul Calculation tab will appear in the side navigation. Left-click the tab to open.
    2. Another way to open the Kalkul Calculation sheet is by clicking on the icon in the toolbar of the list of booked items in a segment.
    3. The input window for the cost and quantity calculation will open. Select which segment you want to deal with from the drop-down list of existing segments.
    4. Adjust the view in the input area (Standard, Cost calculation, Quantity calculation, etc.) to show various details. Greyed-out columns are not input-enabled in this table.
      Note: Users with administrative authorisations can adjust views under Administration Administration > Administration General settings > Events > Kalkul Calculation .
    5. Click on an item and change the price, the contribution margin in real figures (CM) or the contribution margin in percent (CM %).
    6. The contribution margin is calculated from the sales price (net) minus the purchase price. The share of the contribution margin refers to the share of total sales per item.
    7. Either ok Confirm to copy the calculated prices to the event or discard the calculation by selecting Abbrechen Reset. The price changes only apply to the event, the master data remains unchanged.

  • Change item groups

    Bp Event offers several different standard structures for item groups, depending on the area of application and business field. Even if one of these defaults has been set up, the item groups can always be adapted.

    1. Go to the Administration Administration tab in the function bar and select Administration Settings > artikel Items.
    2. To edit a single item group, double-click the group to open the properties or select and click on edit Edit.
    3. Enter the changes you want and save save your input by clicking on the icon in the top left-hand corner of the input window.
    4. To view and edit several item groups at the same time, click on Liste Verknuepft Related lists in the toolbar.
    5. If a data maintenance list is available,edit multiple item groups by clicking on Operations on List > Edit data in list.
    6. Data export or import can also be triggered by Operations on list, as can workflowsM ().
    7. Background colours assigned in the item group will appear in the item itself and in the segments for which items in the selected group are booked.

    Examples of item group structure
    Standard Item Groups, Standard Item Groups incl. Production, Standard Item Groups incl. Purchasing and Production, Standard Item Groups for Community Centres

  • Create a new item group

    If you want to create your own item group structure or add to the existing groups, create new item groups.

    1. Go to the Administration Administration tab in the function bar and select Administration Settings > artikel Items.
    2. Click on neu New.
    3. Enter unique Names for the item group:
      a) In-house name for the current designation of the item group
      b) External name 1 as an additional category needed for configurations Example: In-house > Cold appetisers; External 1 > Appetisers
      c) External name 2 as an additional category for configurations, often used for the top group Example: In-house > Cold starters; External 1 > Starters; External 2 > Foods
    4. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Specify defining properties of the items in this group

    Distinguishing features of the items which are assigned to this item group are set under Contained items are. Multiple selection is not possible.

    1. Other item groups (sub-groups): the group is a top-level group, which in turn only contains item groups, not regular items
      Example: Top group "Foods" contains antipasti, soups, salads
    2. Remarks (inserted text): the group contains subgroups or texts that are inserted into segments
      Recommendation: Tick Price fixed except for to forbid price input for Remarks. Remarks do not count as sales items and should not have prices.
      Example: Remarks on foods, Remarks on drinks
    3. Bookable: The group contains sub-groups or items that can be booked in event segments and listed in menu cards as Foods, Beverages or Side dishes depending on the selection (multiple selection possible)
      Example: Mulligatawny soup, pancakes, lemonade, helping of brokkoli
    4. Combo item: The items contained in the group may themselves contain components
      Example: menu, buffet, recipe
    5. Staff roles and membersM: the group contains subgroups or staff roles
      Example: full-time staff members, service staff
      Note: The input options for items from a Staff roles and members group are different from other item groups. Event segments containing staff items are marked by an additional icon Angebot Extern Personal or Bestellung Extern Personal .
    6. Staff members onlyM: the group contains subgroups or individuals
      Example: full-time staff members, part-time staff members, temporary staff, Karl Meyer
      Note: The input options for items from a Staff members only group are different from other item groups. Event segments containing staff items are marked by an additional icon Angebot Extern Personal or Bestellung Extern Personal. When a staff member is assigned, the colour of the icon Angebot Extern Personal or Bestellung Intern Personal changes.
    7. Standard quantity: Items in this group are inserted with a pre-assigned quantity for new bookings
      a) Empty: maximum number of guests for the segment or event
      Example: Meals invoiced per person
      b) 0: Item is indicated with unit price, but not included in the total amount
      Example: Drinks charged according to actual consumption
      c) 1 or other fixed input if applicable
      Example: Room rental, staff members
  • Specify the use of the items in this group

    Also specify what Items are used as. Multiple selection is not possible.

    1. Genuine Sales items can be booked in external and in-house segments and inserted as components.
      Example: Pot roast with mashed potatoes
    2. Items that are only intended as Components appear in recipes or other component items, but cannot be booked themselves.
      Example: peas, spice, potato
    3. Items used as Components, or for in-house and costing segments are used internally for planning but not available for external segments.
      Example: Rechaud, cutlery, kitchen roll
  • Create item groups for specific modules

    Specific item groups (possibly with subgroups) are needed for the following modules:

    1. PurchasingM: Purchase items
    2. Calculations, Item Details and RecipesM and Production WebAppM: Production items
    3. Online Shift Planning WebApp: staff role items and staff items
    4. TicketingM: Ticketing items

    The names of the groups and subgroups can be set at will, but the settings must be made as specified below.
    Example: Purchase items could be called basic items, neutral items or base items, the subgroups of ticketing could be called events, tickets and menus.

    1. Purchase items: Purchase items refer to the raw goods as they are purchased from the supplier (not identical to supplier items, which are offered in different containers).
      Setting: Bookable, not as combo item, use only as a component
      Example: Top-level group purchase items, subgroups e.g. dry goods (pasta, spices), meat (beef, pork), produce (broccoli, red cabbage), dairy (milk, cream)
    2. Production items: Production items refer to items that are processed in-house and are only offered for sale as components and never on their own, or purchase items converted to a standard unit of 1kg/1 litre.
      Setting: Bookable, as combo item, use only as a component
      Example: Top group production item, subgroup production cold (peeled potatoes), production hot (poultry stock), production sweet (custard cream)
    3. Staff: Staff items designate both generic role items and actual individuals (with Shift and Staff Planning module only staff)
      Settings:
      Staff role: Staff > Default quantity = 0 > Sales items
      Staff member (individual): Staff > Staff member > Default quantity = 1 > Components, or for in-house and costing segments
      Example: top-group staff, subgroup service staff (service manager, cloakroom attendant, Franz Klein)
    4. Ticketing: Ticketing items mean both the public event and the admission tickets and other additional items
      Setting: Bookable, combo item, sales item
      Example: Top group Ticketing, Subgroup Public Event (Christmas Panto), Admission tickets (category 1-4), Additional items (menu 1-3)
  • Sort the item groups

    New item groups are always added to the end of the list. Hold down the left mouse button and drag the new group to your preferred position in the list. Item groups can be nested as deeply as required.

    1. Select Einhaegen Insert to add the active item group to the target group as a subgroup.
    2. Select Anfuegen Add to insert the active item group below the target group but at the same level.
    3. Select Vereinigen Merge to merge the active group and the target group.
      Important: All items in the moved group are added to the target group, the moved group disappears immediately.
  • Further settings for item groups
    1. Allow or forbid the insertion of One-off items in event segments and, if required, the inclusion of those items in the Purchasing overview.
    2. Forbid manual price changes by ticking Price fixed except for and add possible exceptions to the rule for certain users or user groups.
    3. Enable an Availability alert for inventory items.