Create and print a prep sheet before beginning food prep. Prep sheets are found on the Prep page. Creating a prep sheet opens the Prep Sheet wizard, which guides the user through each step of creating and completing a prep sheet, from entering on-hand counts to printing the final prep sheet used for daily food preparation.
This process plans daily prep work based on inventory levels and estimated usage. It ensures each location preps the correct quantities of each recipe for the day.
The Prep Sheet wizard includes three main steps:
On Hand Count: Enter current inventory amounts for each prep recipe.
Prep Quantity Review: Review and adjust the suggested prep quantities.
Print Preview: Review how the prep sheet will print, then print it for use in the restaurant.
Security
The following permissions are required to create prep sheets:
Food → Advanced Prep → Prep Sheets →
Create Prep Sheets
View Prep Sheets
Edit Prep Sheets
Navigation
Prep sheets are created from the Prep Sheets page.
Navigation Steps
Open the Inventory application.
Expand Prep.
Click Prep Sheets.
Click Start Prep or Start New Prep.
Search
Navigate to pages with the R365 global search bar:
Enter all or part of the page name in the R365 global search bar.
Select the page from the results list.
Only enabled pages can be searched for. If the desired page is not enabled, contact your CSM for assistance.
Start a Prep Sheet
To start a prep sheet, navigate to the Prep Sheets page and click Start Prep or Start New Prep. Then, follow these steps:
Click steps to expand for additional information and images.
1) Clicking Start Prep opens the Select Prep Templates dialog. Select the Location and Prep Template(s) to use on the prep sheet.
2) The Prep Sheet Wizard will open to the first step: On Hand Count.
3) Optional: Before entering values, confirm the prep sheet’s Estimated Usage Calculation. To change the calculation, click the edit icon next to Estimated Usage Calculation in the prep sheet header. If the default calculation is correct, skip this step.
The estimated usage calculation will automatically be set to the default calculation set up in prep configuration settings.
The estimated usage calculation can also be changed from the prep sheet header on any step of the wizard.
Then, make selections for the Calculation and Prep Quantity Rounding and click Recalculate.
The available options will be determined by the prep configuration settings.
4) In the Batch Yield or Inv. UofM fields, enter the on hand count for the prep recipes listed on the table.
The on hand count is how much of the prep recipe the store currently has in stock. For prep recipes whose source recipe is not marked as available in inventory, the Batch Yield field is editable. All other prep recipes use the Inv. UofM (inventory unit of measure) 1, 2, and 3 column fields.
R365 Tip for On Hand Counts
For a paper copy, use the Export button to print the prep recipe list. Record the quantities during the count, then enter those values in this step.
5) Once all the on hand counts are entered, click Continue.
The wizard advances to the next step, Prep Quantity Review.
6) Review the prep quantities.
To correct an on hand count, click Previous to return to the On Hand Count step. Update the count, then click Continue to move forward. The prep sheet and its prep quantities recalculate.
7) Optional: If the location expects an increase or decrease in menu items sold, adjust the quantities as needed using the Buffer Tool. This step is used only when expected demand differs from normal patterns.
The Buffer Tool is used to edit the expected quantity of menu items sold. Adjusting these values updates the estimated usage and the prep quantities for the affected prep recipes.
For example, if a location expects a school group to stop in for lunch and order 20 of the same menu item, enter a buffer of 20 to account for the menu item’s increased demand. This ensures prep quantities adjust accurately.
Once any necessary buffers are entered, click Apply Changes.
When a buffer is applied, the impacted prep recipes update as necessary. An information icon 
indicates that a buffer was applied to the estimated usage.
8) After reviewing the prep sheet, click Continue.
The wizard advances to the third and final step, Print Preview.
9) In the print preview, first edit the prep sheet print settings.
Adjust print settings using the panel on the right side of the screen. Options include:
Orientation
Sort
Grouping
Format
Columns
The preview updates automatically as changes are made.
Read more about the prep sheet print settings.
10) Review the Print Preview.
11) Click Print.
12) Follow your device’s instructions for printing the document.
Once the prep sheet has been printed, the status of the prep sheet will change from In Progress to Printed. The printed prep sheet can then be used to start food preparation.
Important Note About Print Failures
If the browser blocks the print request (for example, a pop-up blocker) or the print job fails, the prep sheet is still marked Printed with no error shown. Check that the physical sheet printed before relying on the status.
Prep Sheets vs. Drop Sheets
The Prep Sheet is used to calculate daily prep quantities and task assignments. The Drop Sheet is designed for time-sensitive prep — it shows which recipes to prepare, how much to make, and when to have them ready based on expected demand. To learn more about the drop sheet, see Drop Sheet Overview.