Prep Sheet Details

Starting a prep sheet opens the Prep Sheet Wizard, which guides the user through each step of creating a prep sheet — entering on-hand counts, reviewing suggested prep quantities, and printing the final sheet.

The Prep Sheet wizard is divided into the following steps:

In the On Hand Count section, the current quantity of each recipe is entered to update how much of each recipe is currently on hand. These values are used to calculate the suggested prep quantity.
The Prep Quantity Review lists all the prep recipes included on the prep sheet along with their suggested prep quantities. Review and adjust quantities from this step before finalizing the sheet.
- The Buffer Tool opens from this step. The Buffer Tool adjusts prep quantities based on expected menu item sales.
The Print Preview shows the preview of how the prep sheet will be printed.

Security

The following permission(s) are needed to access the Prep Sheet Wizard:

Food → Advanced Prep → Prep Sheets →
- View Prep Sheets
- Edit Prep Sheets
- Create Prep Sheets
- Delete Prep Sheets

Open the Prep Sheet wizard from the Prep Sheets page by opening a new or existing prep sheet.

Open the Inventory application.
Expand Prep.
Select Prep Sheets.
Click Start prep. In the Start Prep dialog, select a location and one or more prep templates, then click Start.
OR
From the Prep Sheets tab, click an existing prep sheet or the Start Prep button.

Prep Sheet Header

	Field	Description
1	Prep Sheet Details	Includes these prep sheet details: Day of the week Date Location
2	Estimated Usage Calculation	Displays which estimated usage calculation was used in this prep sheet.
3	Edit Estimated Usage Calculation	Opens the Edit Prep Sheet window, which enables users to adjust the estimated usage calculation for the prep sheet. From this window, change the calculation, rounding option, or rounding direction. Click Recalculate to apply the changes and recalculate the prep sheet. Edit Prep Sheet Window The options available here are determined by what is marked as an available option in the prep configuration settings. If Forecasted Sales is available, it can only be selected if a forecast was published for the day.
4	Progress Indicator	Indicates the step that the user is currently on. The current step will be highlighted in blue. If the prep sheet has already been printed, all three steps are marked complete and the wizard opens directly to Print Preview. There are three steps in the Prep Sheet wizard: On Hand Count Prep Quantity Review Print Preview
5	Prep Sheet Status	Status of the prep sheet. Prep sheets may be in any of the following statuses: In Progress - Prep sheets that are still in progress and have not been printed. Only unprinted prep sheets for Today are labeled In Progress. Once the day has passed, unfinished prep sheets will move to the Past section and be given a status of Not Printed. Printed - Prep sheet was completed and printed. Not Printed - Prep sheet was not completed and never set to print on the day of prep. Important Note About Prep Sheet Print Status If the browser's print request fails or is blocked (for example, by a pop-up blocker), the prep sheet may still show a status of Printed even though nothing printed. Confirm the physical prep sheet exists before relying on the status alone.
6	Menu	Opens the prep sheet action menu, which contains the following action: Delete
7	Support	Opens links to support pages.
8	Close	Closes the prep sheet.

Prep sheets from past days open in read-only mode. Quantities cannot be edited and the Save button is unavailable.

On Hand Count

In the On Hand Count step, record the current quantity of each prep recipe on hand. These values determine how much needs to be prepped based on estimated usage.

	Field	Description
1	Search	Searches the list for any entered keywords.
2	Recipe Name	List of prep recipes on the prep sheet. Recipes are hyperlinked to their prep recipe record.
3	Batch Yield Value	Where the on hand batch yield of each prep recipe can be entered. The Batch Yield is the Batch Qty with the Batch Unit of Measure (UofM). The Batch Yield is available only for prep recipes whose source recipe is not available in inventory.
4	Inv. UofM Value(s)	Where the on hand count of the prep recipe can be entered. Some recipes have Inv. UofM 1, 2, and 3. These are dependent on how the source recipe is set up to count inventory.
5	Export	Exports the list of prep recipes on the prep sheets. Export and print this list so the count can be taken in person, then enter the counts on the prep sheet.
6	Save	Saves the prep sheet and any changes made.
7	Continue	Moves to the next step.

Prep Quantity Review

In the Prep Quantity Review step, verify and adjust the calculated prep quantities to ensure accuracy for the day’s prep.

	Button/Field	Description
1	Search	Searches the list for any entered keywords.
2	Prep Recipes Table	List of the prep recipes. See the column details below.
3	Buffer Tool	Opens the Buffer Tool. A Buffer Tool prompt can also appear automatically on a prep sheet when a linked Menu Item Modifier setting changes after the sheet was created, recalculating affected recipes. Read more about this tool below.
4	Table Views	Saved table filters and column settings. The highlighted view is currently displayed. Click on a view to display the table with the saved filter and column settings.
5	Columns	Opens the Columns menu, where table columns can be hidden, shown, and rearranged. The number of hidden columns is displayed next to the button.
6	Gross / Net	Changes the data shown to either gross sales or net sales.
7	Forecasted Sales	Forecasted sales for the day of the prep sheet. Whether this is gross sales or net sales will be determined by the Gross / Net selector. Users with Forecasting permissions can click the forecasted sales value to open the Forecasting page. The Forecasted Sales option will only be available if Forecasting is enabled for the location.
8	Weather	The weather for the day of the prep sheet.
9	Events	Any events associated with the day or date of the prep sheet.
10	Previous	Returns to the previous step (On Hand Count).
11	Save	Saves the prep sheet and any changes made.
12	Continue	Moves to the next step.

Table Columns

Column	Description
Prep Recipe Name	Name of the prep recipe.
Batch Yield	Quantity of the recipe produced when the prep recipe is made according to its batch size.
Today’s Usage	Amount of a recipe expected to be used on the current day based on the estimated usage calculation.
Shelf Life Usage	Amount of a recipe expected to be used over its remaining shelf life. It accounts for future days when the recipe is still safe and usable after it is prepped.
Est. Usage	Total amount of a recipe expected to be used within its usable period based on the estimated usage calculation. It combines today’s projected usage and the remaining demand covered by the recipe’s shelf life. Hovering over the number shows the dates and values considered.
On Hand	Amount of the recipe currently on hand. These values are entered in the previous step (On Hand Count).
Prep Qty	System-suggested amount of the prep recipe that should be prepped based on the estimated usage and on hand count. This value can be edited, if necessary.
Last Prepped	Date that the recipe was last prepped.
Last Prepped Qty	Amount of the recipe that was prepped the last time it was prepped.
Shelf Life	Amount of time a prepped recipe remains usable or safe to serve after it has been prepped.
Duration	Time it takes to prep the recipe. This comes from the duration set on the prep recipe record.
Instructions	The instructions for how to prep the recipe. This comes from the instructions on the prep recipe record.
Prep Category	Prep category that the prep recipe is assigned to.
Prep Station	Prep station that the prep recipe is assigned to.

Buffer Tool

The Buffer Tool adjusts a menu item’s estimated usage to account for expected changes in demand. Adjustments entered here update the suggested prep quantities.

	Button/Field	Description
1	Prep Sheet Details	The prep sheet information, including the day of the week of the prep sheet, the date, and the location.
2	Apply Changes	Saves the changes and applies any buffer values added to the suggested prep quantity.
3	Search	Searches the list for entered keywords.
4	Checkbox	Selects a line entry.
5	Menu Item	List of menu item names.
6	Today’s Usage	The day’s estimated usage.
7	Buffer Type Selector	Selects the buffer type. The options are: Quantity (Qty) Percent (%)
8	Buffer Value	Enter the buffer here. This value may be a percentage or quantity. The value can be positive or negative, dependent on the expectations for the menu item.
9	Adjusted Qty	The adjusted quantity based on the estimated quantity and the buffer.
10	Prep Recipes Impacted	Number of prep recipes that the menu item buffer impacts. Hovering over the number will show the list of prep recipes impacted.
11	Filter	Opens the filter options to filter the list for specific recipes.

Print Preview

In the Print Preview step, review how the prep sheet will print. Adjust print settings if needed, then print the sheet to complete the prep process.

	Button/Field	Description
1	Prep Sheet Details	The prep sheet information, including the day of the week of the prep sheet, the date, the location, and time that the prep sheet was created.
2	Printed By	User who is printing the prep sheet.
3	Grouping Name	Name of the grouping (if any). This is determined by the selection in Group By. Read more about the print settings.
4	Prep Recipe	The recipe ready to prep. Each prep recipe is listed with its prep recipe name and the following information: On hand amount Count U of M (unit of measure) Prep Qty Batch Size Shelf Life Prep Category Qty Prepped Signature Line Ingredients Instructions Show or hide certain information using the toggles in the print settings.
5	Expand / Collapse Print Settings	Expands or collapses the print settings panel.
6	Close	Closes the print preview.
7	Print Settings	Prep sheet print settings. Use these settings to adjust how the prep sheet is printed. Read more about the prep sheet print settings.
8	Print	Prints the prep sheet. After Print is clicked, the prep sheet status changes to Printed.