Prep List

In Beta

This feature is in beta for select customers. Contact your CSM for more information.

Prep lists are customized collections of prep items that can be assigned to specific locations. Each prep list determines which prep items are available for prep at those locations.

When a prep list is assigned to a location, all prep items on the list that the location has access to appear as available to prep. These items then flow into store-generated prep sheets.

Prep lists can be activated or deactivated to control item availability across locations.

When activated, all prep items on the list are available for prep based on location access.
When deactivated, those items are unavailable for prep at any location.

To simplify management, each prep list should include prep items that can be activated or deactivated together.

Security

The following permissions are associated with prep lists:

Food
- Advanced Prep
  - Prep Lists
    - View Prep Lists
    - Create Prep Lists
    - Edit Prep List
    - Delete Prep Lists

These permissions can be added to custom user roles or individual users. The Permission Access report can be used to determine which user roles or users already have these permissions assigned. For more information, see User Setup and Security.

Prep List Wizard

Prep lists have three sections:

General Info

In this section, set the name, description, and location access of the prep list.

	Button/Field	Description
1	Prep List Section Indicator	Indicates which step in the wizard that is being shown.
2	Name	Name of the prep list.
3	Locations	Locations that this prep list and its items will be available to. Prep item availability will be determined by each location’s item access. If a prep item on the prep list is not available for a location, the location will not have visibility of that prep item,
4	Description	Description of the prep list. This should help identify the items added to the list.
5	Continue	Moves the user to the next prep list section.
6	Additional Info	Gives the user additional context to this page. Click the Learn more button to open knowledge base articles.
7	Menu	Opens the prep list menu. The menu has the following action(s): Delete
8	Close	Closes the prep list without saving. Saving the record is done on the final step of the Prep List Wizard. To save any updates or changes, click Continue until the Review List step is reached. Then, click Save or Make Available to Stores.

Add Items

In this section, users can add items to the prep list.

	Button/Field	Description
1	Prep List Grid	The list of all prep items and all their details that are on the prep list. Read about the prep list column details below. When one or more item is selected using the checkbox, the action bar will appear. Use the action bar to delete prep items from the list.
2	Edit Items	Opens the Edit Items panel. This contains the full prep items list. From here, select additional items to add to the prep list or unselect previously selected items.
3	Add Items Info	Gives additional context to this page. Clicking the Learn more button will open knowledge base articles.
4	Selected Location(s)	Location(s) that will have access to the prep items on this prep list when the prep list is made visible to stores. The locations here are added to the Location(s) field of the General Info section.
5	Previous	Moves the user back to the previous prep list step.
6	Continue	Moves the user to the next prep list step.

Prep List Column Details

Column	Description
Checkbox	Select or deselect a prep item. When at least one checkbox is selected, the action bar will appear at the bottom of the table. The action bar has the following action: Delete
Name	Name of the prep item.
Prep Station	The prep station associated with the prep item.
Prep Category	The prep category associated with the prep item.
Prep Lists	The number of prep lists that this prep item is listed on. Hovering over the number will list the names of the prep lists that the prep item is on.
Batch Qty	Quantity of prep item produced after the prep process is completed. Batch Qty and Batch UofM will appear together as Batch Yield on prep sheets.
Batch UofM	Unit of measure associated with the completed prep item. Batch Qty and Batch UofM will appear together as Batch Yield on prep sheets.
Default UofM (unit of measure)	Inventory UofM for the prep item.
Duration	Waiting time for the prep process of the item, as entered into the Days, Hours, Minutes, and Seconds fields.
Shelf Life	Length of time after prep is completed before the item must be discarded, as entered into the Days, Hours, and Minutes fields.
Prep Qty Method	The method used to calculate the prep quantity of the item: estimated usage or static par. The prep quantity logic is set on the prep item record for each item,
Prep Qty	If the Prep Qty Method is Estimated Usage, this column will show the default estimated usage method used in the calculation: Average 4 Weeks, Average 6 Weeks, or Forecasted Sales. If the Prep Qty Method is Static Par, this will show the item’s par value set on the prep item record.
Prep For Shelf Life/Thaw Time	Indicates if shelf life/thaw time is included in prep calculations.
Is Active	Indicates whether the item is active or inactive on the prep list. When an item is activated on the prep list, it will be available to the stores with the proper location access associated with the prep list. If the item is deactivated, it will be unavailable to all locations associated with the prep list.

Review List

The Review List step gives an overview of the prep list that can be reviewed before saving. From this step, activate or deactivate the prep list.

	Button/Field	Description
1	Selected Prep Items Grid	List of prep items on the prep list and a snapshot of the prep item details. This grid includes the following columns from the Add Items step: Name Prep Station Prep Category Prep Lists Duration Shelf Life
2	Prep List Overview	Overviews the prep list details. The overview shows the following information : Prep list name Locations Description Number of Prep Items Added broken down by source item type (purchased item or recipe item) Clicking the pencil icon will navigate to the associated step to make changes.
3	Previous	Moves the user back to the previous prep list step.
4	Visible to Stores Toggle	Enables or disables the prep list’s availability. When toggled on, the prep items on this prep list will be available to the selected locations. Item availability is dependent on the source item’s location access. When toggled off, the prep items on this prep list will not be available to the selected locations.
5	Save / Make Available to Stores	Saves the changes made to the prep list. When the Visible to stores toggle is on, this button will say Make Available to Stores and will officially activate the prep list and its prep items for its associated locations. When the Visible to stores toggle if off, the button says Save.