Commissary Orders

A Commissary Order form can be created to include the possible items needed for each Location. A set number of days before the delivery day, an order form gets created automatically so that only item quantities should be populated based on individual restaurant's needs. This form also provides a Daily Forecasted amount based on average past order quantities, average past Sales, and the forecasted total Sales to provide a more accurate reference when purchasing additional items.

While order forms are automatically created, Commissary Orders can also be manually created via the 'Item' menu or the Import Tool.  

Creating Orders

Automatic Creation

An order form gets created automatically for each Location a set number of days before the Commissary Delivery/Order date. This is driven by the 'Delivery Days' tab of the Ordering Location Record, where Delivery details are entered. This can be set 0-10 days before the Delievery/Order is due.

Manual Creation

First, navigate to Smart Ops. From the left navigation, click 'Commissary Orders' under 'Commissary' to open the Commissary Orders list. 

From the Commissary Orders page, click the '+Create' button to create a new Commissary Order.

Import Tool

Downloading and completing a Commissary Order through the Import Tool allows for bulk entry in a quick, easy way.

To navigate to the Import Tool, hover over 'Administration' in the top ribbon and click 'Import'. A new window will open where the User will type in 'Commissary Order' in the 'Options' field and 'Create New' in the 'Type' field before clicking 'Download Template' to export this template and complete order information as needed before uploading it back through the 'Upload File' button.

This option only functions as a 'Create New' import type. For Customers who utilize the New Commissary module, additional fields will be included in this template that note the Ordering Location, or the Location submitting the order, and the desired Order Guide.

Click here for more information on the Import Tool.

Printing an Order Guide

Order Guides can be printed out in the exact order of the template so that Users can write down their order on paper before finalizing it in R365. To do this, open the desired Commissary Order, hover over 'Action' in the top ribbon and then click 'Print Order Guide'.

In a new window, the Commissary Order Guide will list all items on the Commissary Order Template with the space to manually write the Commissary On Hand and Order Amount needed before filling out the order in R365.

Filling Out Orders

For a Location Manager, filling out a Commissary Order is 3 simple steps:

1.  Open it from the list of orders from the left navigation and open the desired Commissary Order

2.  Fill out the Qty Order field on each row for any items needed

3.  Click 'Submit & Close' under the 'Save' menu in the top ribbon to finalize and send the order or 'Save & Close' to save and complete at a later time

   • If no ordered is needed for this day, press 'Cancel Order' under the 'Save' menu and the Commissary will see that this order has been cancelled. Also, if the order is cancelled, then no cutoff warning will be sent to the Manager if their order is not submitted and the cutoff is approaching.

Order Form Header

This shows detailed information about the delivery of the items

1) Location - The Location this order is for

2) Date - The date the order should be delivered to the restaurant

3) Delivery Day - The day of week that order will be delivered to restaurant

4) Commissary Location - The chosen Location for this order. A User is able to use this drop-down menu to switch the Commissary Location if needed

5) Locked - Read-only to Restaurant Managers but editable by Commissary.  If checked, then the order can no longer be edited by the Location.  The Commissary can lock all orders after a certain time if they've begun production on those orders and don't want anymore changes

6) Comment Box - Optional box for any necessary comments

Items Grid

This shows a row for each item that can possibly be ordered.  Most fields in this grid are read-only with only the 'Cost' and 'Qty Order' fields able to edit

7) Category - This comes from the 'Commissary Category' field on the 'Sales' tab of the Item record.  If no categories are used by your commissary, then this column is hidden

• The 'Filter' button in the header of the 'Category' column.  If you wish to only see items for a specific category, click the 'Filter' button and then select the categories you want to see

8) Item # - The number stored on the Commissary ID of the item record in the commissary catalog

9) Desc - The name stored on the General tab of the item record

10) Cost - This is the price the Commissary sells this item for and is managed in the Price (selling) field of the 'Sales' tab on the item record

11) U of M - The Unit of Measure this item is delivered in from the Commissary and is managed in the 'Selling U of M' field on the 'Sales' tab of the Item record

12) Qty Order -  This field is editable and is where the restaurant enters the quantity they are ordering of this item

13) Avg Qty - This is the average quantity ordered from the Commissary for this item over the past 8 weeks

14) Last Qty - This is quantity ordered from the Commissary the last time this Location ordered it

15) Last Date - This is the last date this item was ordered

16) Daily Forecast - This gives a forecasted quantity needed daily based on average past order quantities and average past sales as well as the forecasted total sales.  Example below:

• First gets avg weekly total sales of past 8 weeks (not sales of this item but total sales dollars for the store for the week)

  • We'll say weekly sales totaled $10,000 on average over the past 8 weeks

• Then avg order qty of the past 8 weeks for this item

  • We'll say an Avg Order Qty for chicken soup was 200 gallons

• Calculate Avg Sales Per Unit as Avg Weekly Sales / Avg Order Qty

  • $10,000 / 200 = $50 of sales for every 1 gallon of chicken soup ordered

• Then get forecasted total sales for next week

  • $14,000 total sales forecasted for next week

• Calculate the recommended daily qty as Forecast Total Sales / Avg Sales Per Unit / 7

  • 14,000 / 50 = 280 / 7 = 40

  • This is saying that if on average we order 1 gallon of chicken soup for every $50 of sales and next week we're forecasting $14,000 of sales then we'll probably need 280 gallons of chicken soup.  Since commissary orders are often for a couple days and not the whole week we break it down to the daily qty so then if this commissary order is for 2 days then you would multiply 40*2 and order 80 gallons

Submitted Orders

Once Commissary Orders are submitted, the completed and submitted Order form will have two additional fields:

• Submit Date - The date that the Commissary Order was submitted

• Submit Time - The exact time that the Commissary Order was submitted

These fields allow for Commissary Managers to track and monitor Commissary Order submissions.

• Commissary Orders submitted prior to this update in April 2023 will not show a Submit Date