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This guide assumes that you are looking to calculate theoretical food cost across most ingredients, and that you plan to assess “Theoretical vs. Actual” inventory usage across these ingredients. If you would rather focus on managing inventory for a Top 20 or key items list with no food costing, use this guide instead. Follow the instructions below to set up your supplier and the corresponding ingredients that you buy from them into Menusphere.

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The system will try to validate your data as you enter it and highlight bad data with a red outline. It will not let you save bad data.

Detailed explanation of each field:• BASIC (Required)

• ITEMID: item code of SKU that you use to order this item.• DESCRIPTION: name such as “Peaches, canned”

• FULL CASE (Required)• UNIT: This is how you buy the ingredient. Example: “Case,” “Crate,” “Ib.”• PRICE: for the whole Purchase Unit.

• Note that prices for reporting will be updated from invoices.

• LESS CASE (Optional)• By default, this is identical to the Full Case unit.• UNIT: The name of the Less Case unit - “cans,” “bottles,” “each,” “packets,” etc...

• Less case is your “inner package” or secondary purchase unit, such as bottles in a case of wine or cans of tomatoes sauce in a case of tomato sauce cans.• Specifying less case units will enable you to count inventory in terms of less case units• If you don’t have a Less Case unit, leave this field blank.

• LC/FC: number of “cans,” “bottles,” “each,” “packets,” in a “Full Case.”• BRK (breakable): Do you pay a different price if you order by less case?• PRICE: Price per Less Case unit.

• Note that prices for reporting will be updated from invoices.

• WEIGHT (Optional)• WEIGHT: Specify the weight of the Full Case or average weight for catch weight items.• CW: Priced by catch weight.

• MAPPING UNITS (Required) - see example below:• Mapping units help you connect menu items to your ingredients. Let’s consider a full case of flour that weighs 100 lbs. (1600 oz.) and is measured to be 333 cups.• If you plan to use the flour in ounces:

• MU (mapping unit): oz• MU/CS (mapping units per case): 1600• MU/UNIT (optional): this is the default number of mapping units = 1

• If you plan to use the flour in cups:• MU (mapping unit): cup• MU/CS (mapping units per case): 333• MU/UNIT (optional): this is the default number of mapping units = 1

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Use the ingredients that you set up under Distributors to create recipes in Menusphere. Recipes can help with the following scenarios:• Batch Items: Sauces, soups or prepped vegetables can be managed by building recipes for the “batch” and setting units of measure or usage (cup, serving, pound, portion, etc.) for use in other

recipes or for connecting to menu items.• Managing Changes: If you often change your vegetable blend or burger mix, create a recipe and connect the recipe to menu iems. Changes made to the recipe will automatically propagate to

menu items.• Menu Design and Food Costing: Use the food cost calculation in the menu to cost out recipes and experiment with new ingredients.

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Detailed Explanation of Yield Section:Note: Recipes can handle yield on items such as meat. Consider the example where 10 lbs. of beef are used in a recipe that produces 8 lbs. of cooked ground beef. The system will automatically factor in the implied yield of 80% when calculating usage of raw ingredients.

• Yield (Required)• # of servings a recipe created• Ex. (Cooked Ground Beef): 8

• The ingredients in this recipe create 8 lbs. of Ground Beef• Ex. (Tomato Soup): 100

• The ingredients in this recipe create 100 services of Tomato Soup• Ex. (Fish and Chips): 1

• The ingredients in this recipe create 1 plate of Fish and Chips

• UOM (Required)• Unit of measurement of yield (above)• Ex. (Ground Beef): lbs.• Ex. (Tomato Soup): servings• Ex. (Fish and Chips): plate

• Total Cost (Automatically calculated)• Cost of entire recipe yield• The system adds up the price of all the ingredients/recipes in your recipe to calculate Total Cost

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You can take inventory daily, weekly, monthly or at whatever cadence you’d like. Toast does restrict you to a single worksheet per calendar day.

Inventory Process• Take inventory when you are closed for service so that your sales data and inventory isn’t changing.• Organize your worksheet to match the layout of your storage areas. For more information, see “Shelf-to-sheet” using Phrase 1: Step 2.

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Set PARs and Calculate Perpetual Inventory:• The Worksheet will initially show your total ingredients in all storage areas.• Use the “Calculate Perpetual Inventory” button to see an estimate for your inventory based on Theoretical usage, this may take a few minutes.• Set PAR levels while Storage Areas are set to “Total.”

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Take Inventory:• Change Storage Areas to the relevant storage areas.• Enter counts into the “OH” column.• Note that QTY = PAR minus Total OH across all storage areas.

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Select a vendor, add the invoice number, PO number and the date/time of delivery.

• Select the “All items” view to see all items from that supplier vendor or use the “Line by Line” view to search for items and enter quantities and price.• By default your previous invoice price will be shown.• Any change in price will automatically populate the PCT. field.• Green is “good” because prices dropped, “red” indicates a price increase.• Select save to complete entering the invoice.

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The report can be viewed either by the quantity or by value. Sort by value to see where you are losing money and use this to decide where to spend time on tightening operations.

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