Each prep item record stores the complete setup and tracking details for a single prep item. It includes the item’s source, category, station, batch yield, shelf life, instructions, and related prep lists.
The record is divided into tabs for easier navigation:
Settings tab – Displays and manages general prep item information and configuration fields.
Prep History tab – Shows the item’s historical prep activity.
Prep Lists tab – Lists all prep lists that include the prep item and allows edits to those associations.
Use this record to review or update prep item details, confirm where the item is used, and track its prep history.
Take any of the following actions from this record:
Security
The following permissions are associated with prep item records:
Food → Advanced Prep → Prep Items →
View Prep Items
Edit Prep Items
Create Prep Items
Delete Prep Items
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.
Navigation
Prep Page Navigation Steps
Open the Inventory application.
Expand Prep.
Click Prep.
Navigate to the Prep Items tab.
From the list of prep items, click an item to open its record.
OR
If there are no prep items, complete the steps to create a prep item. Then, open a prep item record.
Prep Sheet Page Navigation Steps
Open the Inventory application.
Expand Prep.
Click Prep Sheets.
Navigate to the Available to Prep tab.
From the list of available items, click an item to open its record.
Prep Item Record Header
Button/Field | Description | |
|---|---|---|
1 | Prep Lists On Tab | Opens the Prep Lists On tab, which displays the prep lists associated with the prep item. |
2 | Prep History Tab | Opens the Prep History tab, which displays the history of the prep item, like when it was last prepped. |
3 | Settings Tab | Opens the Settings tab, where general information and prep quantity logic are configured. |
4 | Delete | Deletes the prep item.
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5 | Expand / Collapse | Expands the record window to full size, or collapses it if it is already expanded. |
6 | Close | Closes the record without saving. |
Settings Tab
The Settings tab is made up of two sections:
General Information contains the key setup details.
Prep Quantity Logic defines how the system calculates the suggested prep quantity for this item on prep sheets.
General Information
Button/Field | Description | |
|---|---|---|
1 | Name | User-entered name for the prep item. By default, this name matches the name of the source item. However, this can be manually changed, if needed. |
2 | Source Item | Purchased item or recipe item used to create and linked to the prep item. Click this field to open the record for the source item in a new tab. |
3 | Available to Prep | Indicates if the prep item is active.
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4 | Prep Category | Prep category associated with the prep item. |
5 | Prep Station | Prep station responsible for the prep item. Click the Manage Stations button in the dropdown menu to open the Prep Stations tab of the Prep Settings page. |
6 | Batch Quantity | Quantity of prep item produced after the prep process is completed. |
7 | Batch UofM | Unit of measure associated with the completed prep item. |
8 | Default Count UofM | Inventory UofM for the prep item. |
9 | Duration | Waiting time for the prep process of the item, as entered into the Days, Hours, Minutes, and Seconds fields. Ex. The time it takes to thaw. |
10 | Shelf Life | Length of time after prep is completed before the item must be discarded, as entered into the Days, Hours, and Minutes fields. |
11 | Instructions | Written instructions for the prep process of the item. |
12 | Prep Item Barcode | Barcode for the prep item. Barcodes can be printed and used when counting inventory. |
13 | Prep Quantity Logic Sections | Contains the settings that control how the prep quantity for the item is calculated on prep sheets. |
Prep Quantity Logic Section
There are two methods to select from:
Estimated Usage and
Static Par
Estimated Usage Method
Button/Field | Description | |
|---|---|---|
1 | Method (Estimated Usage) | When Estimated Usage is selected, the system uses the estimated usage calculation set on the prep sheet to determine the day’s predicted usage. Estimated Usage calculations rely on usage per 1000 based on historical data of average or forecasted gross sales. Read more about estimated usage calculations. |
2 | Calculate Average Using | When set to Estimated Usage, this field is read-only and indicates that the estimated usage is calculated using the calculation method associated with the prep sheet. The location default is set in the prep configurations on the Prep Settings page. |
3 | Prep for Shelf Life | Indicates whether shelf life is included (checked) or excluded (unchecked) in prep calculations. |
Static Par Method
Button/Field | Description | |
|---|---|---|
1 | Method (Static par) | When Static par is selected, the system uses a fixed par value entered by the user, regardless of sales or usage history. This value is how much of this item should always be kept on hand. The value is not changed or adjusted unless done so manually. Prep quantity calculations will compare on hand quantities to the Par Value to determine how much of the item should be prepped. |
2 | Par Value | The set par value. This is how much of the item the location should have readily available. |
Prep History Tab
Button/Filed | Description | |
|---|---|---|
1 | Location Selector | Filters the prep history list to only show prep completed at the selected location(s). When no location is selected, all locations are displayed. |
2 | Time Frame | Filters the prep history to the selected lookback period. Select from the following options:
When a custom date is selected, the date range is displayed in the dropdown menu: |
3 | Search | Filters the following columns for the entered text:
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4 | Table Actions |
Learn more about working with Smart Grids. |
5 | Prep History | List of the prep history and details for a single location and date. |
Filter - Filter column information.
Export - Export the table to a .csv file.Prep History Columns
Column | Description |
|---|---|
Location | Location where prep item was prepped. |
Last Prepped On | Date and time prep item was last prepped. |
Day | Day of the week prep item was last prepped. |
Prep Qty | Amount of prep item that was prepped. |
Prep Sheet Created By | User who created the prep sheet. |
Prep Lists On Tab
Button/Field | Description | |
|---|---|---|
1 | Search Bar | Filters the following columns for the entered text:
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2 | Add to Prep List | Opens the Add to Prep Lists window, where the prep item can be added to any available prep list(s). Learn more about adding prep items to prep lists. |
3 | Table Actions |
Learn more about working with Smart Grids. |
4 | Prep List Row | Details for a prep list that the prep item is on. |
5 | Prep List Name | Name of the prep list. Clicking a name opens the prep list. |
6 | Available to Prep Toggle | Turns the prep item on or off on the associated prep list. When on the prep item is active for the prep list and included on associated prep sheets. When off the prep item is inactive on the prep list and does not appear on prep sheets.
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Columns - Show or hide selected columnsPrep Lists On Columns
Column | Description |
|---|---|
Name | Name of the prep list that the prep item is on. Click to open the associated prep list record. |
Available to Prep | Turns the prep item on or off on the associated prep list. When on the prep item is active for the prep list and included on associated prep sheets. When off the prep item is inactive on the prep list and does not appear on prep sheets.
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Locations | Locations associated with the prep list. When more than one location is assigned, click to view a full list of assigned locations. |
Items | Total prep items on the prep list. |
Last Modified | User who last modified the prep list. |
Last Modified By | Date the prep list was last modified. |
Created On | Date the prep list was created. |
Created By | User who created the prep list. |