---
title: "Prep Recipe Record"
slug: "prep-recipe-record"
description: "Field reference for the prep recipe record: source recipe, batch size, unit of measure, shelf life, prep duration, station, and category."
updated: 2026-09-02T16:26:03Z
published: 2026-09-08T06:30:22Z
canonical: "docs.restaurant365.com/prep-recipe-record"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Prep Recipe Record

Each **prep recipe record** stores the complete setup and tracking details for a single prep recipe. It includes the recipe’s source, category, station, batch yield, shelf life, instructions, and associated prep templates.

The record is divided into tabs for easier navigation:

- **Prep Templates On tab** – Lists all prep templates that include the prep recipe.
- **Prep History tab** – Shows the recipe’s historical prep activity.
- **Settings tab** – Displays and manages general prep recipe information and configuration fields.

Use this record to review or update prep recipe details, confirm where the recipe is used, and track its prep history.

Take any of the following actions from this record:

- [Edit prep recipe settings](/doc/docs/create-prep-items#edit-a-prep-recipe)
- [Add the prep recipe to prep templates](/doc/docs/create-and-manage-prep-templates)
- [Activate or deactivate the prep recipe on a prep template](/doc/docs/deactivate-or-activate-prep-items)
- [View prep history](/doc/docs/view-prep-item-history)

---

## Security

The following permissions are associated with prep recipe records:

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

These permissions can be added to [custom user roles](https://restaurant365.us.document360.io/doc/docs/custom-user-roles) or [individual users](https://restaurant365.us.document360.io/doc/docs/users-overview-and-security). The [Permission Access report](https://restaurant365.us.document360.io/doc/docs/generating-a-permissions-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](/doc/docs/user-setup-security-and-location-access).

---

## Navigation

****Prep Page Navigation Steps****

1. Open the **Inventory** application.
2. Expand **Prep**.
3. Click **Prep Sheets**.
4. Navigate to the **Prep Recipes** tab.
5. From the list of prep recipes, **click a recipe** to open its record.

OR If there are no prep recipes, complete the steps to [create a prep recipe.](/doc/docs/create-prep-items) Then, open a prep recipe record.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1ZLBVCRR.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A57%3A42Z&se=2026-11-10T17%3A57%3A42Z&sr=c&sp=r&sig=dmHdKktenYxPHr%2BfOqHE4VkJWvNM3T42mb5ENqosroc%3D)

---

## Prep Recipe Record Header

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-TAFK2BDK.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A57%3A42Z&se=2026-11-10T17%3A57%3A42Z&sr=c&sp=r&sig=dmHdKktenYxPHr%2BfOqHE4VkJWvNM3T42mb5ENqosroc%3D)

|  | Button/Field | Description |
| --- | --- | --- |
| **1** | Prep Templates On | Opens the Prep Templates On tab, which displays the prep templates associated with the prep recipe. |
| **2** | Prep History | Opens the Prep History tab, which displays the history of the prep recipe, like when it was last prepped. |
| **3** | Settings | Opens the Settings tab, where general information and prep quantity logic are configured. |
| **4** | Save | Saves the prep recipe and any changes made. This button enables when changes are made to the prep recipe. |
| **5** | Header Actions | Includes the following actions: - **Help -** Opens links to R365 knowledge base or related documentation. - **Delete** - Deletes the prep recipe. > Deleting the prep recipe will remove it from **all** prep templates and future prep sheets. - **Minimize/Maximize** - Minimizes or maximizes the prep recipe to half or full screen. - **Close** - Closes the prep recipe record without saving. |

---

## Prep Templates On Tab

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-4X7N72BL.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A57%3A42Z&se=2026-11-10T17%3A57%3A42Z&sr=c&sp=r&sig=dmHdKktenYxPHr%2BfOqHE4VkJWvNM3T42mb5ENqosroc%3D)

|  | Button/Field | Description |
| --- | --- | --- |
| **1** | Search Bar | Filters the columns for the entered text. |
| **2** | Add to Prep Templates | Opens the Add to Prep Templates window, where the prep recipe can be added to available prep templates. Available templates depend on whether the prep recipe is available to at least one location associated with the template. Learn more about [adding prep recipes to prep templates.](/doc/docs/create-and-manage-prep-templates) |
| **3** | Table Actions | Includes the following table actions: - **Columns** - Show or hide selected columns. - **Filter** - Filter column information. - **Export** - Export the table to a .csv file. Learn more about [working with Smart Grids](/doc/docs/working-with-smart-grids). |
| **4** | Prep Template Row | Single prep template and the prep template details. |
| **5** | Active on Template Toggle | Turns the prep recipe on or off on the associated prep template. When **on** the prep recipe is active for the prep template and included on associated prep sheets. When **off** the prep recipe is inactive on the prep template and does not appear on prep sheets. > Changing this toggle **only** impacts the prep recipe’s active status for the associated prep template and new prep sheets. |

#### Prep Templates On Columns

| Column | Description |
| --- | --- |
| Name | Name of the prep template that the prep recipe is on. Click to open the associated prep template. |
| Active on Template | Indicates whether the prep recipe is active on this specific prep template. Only available to turn on if the prep recipe’s Available to Prep setting (see General Information) is turned on. |
| Locations | Locations associated with the prep template. When more than one location is assigned, click to view a full list of assigned locations. |
| Recipes | Total prep recipes on the prep template. |
| Last Modified | Date the prep template was last modified. |
| Last Modified By | User who last modified the prep template. |
| Created On | Date the prep template was created. |
| Created By | User who created the prep template. |

---

## Prep History Tab

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-EFNK2OC5.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A57%3A42Z&se=2026-11-10T17%3A57%3A42Z&sr=c&sp=r&sig=dmHdKktenYxPHr%2BfOqHE4VkJWvNM3T42mb5ENqosroc%3D)

|  | Button/Field | 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: - Last 3 days - Last 7 days - Last 14 days - Last 30 days - Custom Date When a custom date is selected, the date range is displayed in the dropdown menu: ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-H2BV26TG.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A57%3A42Z&se=2026-11-10T17%3A57%3A42Z&sr=c&sp=r&sig=dmHdKktenYxPHr%2BfOqHE4VkJWvNM3T42mb5ENqosroc%3D) |
| **3** | Search | Filters the columns for the entered text. |
| **4** | Table Actions | Includes the following actions: - **Filter** - Filter column information. - **Export** - Export the table to a .csv file. Learn more about [working with Smart Grids](/doc/docs/working-with-smart-grids). |
| **5** | Prep History | List of the prep history and details for a single location and date. |

#### Prep History Columns

| Column | Description |
| --- | --- |
| Location | Location where the prep recipe was prepped. |
| Last Prepped On | Date and time the prep recipe was last prepped. |
| Day | Day of the week the prep recipe was last prepped. |
| Prep Qty | Amount of the prep recipe that was prepped. |
| Prep Sheet Created By | User who created the prep sheet. |

---

## Settings Tab

The Settings tab is made up of two sections:

- [**General Information**](/docs/prep-recipe-record#general-information) contains the key setup details.
- [**Prep Calcuation Logic**](/doc/docs/prep-recipe-record#prep-quantity-logic-section) defines how the system calculates the suggested prep quantity for this recipe on prep sheets.

### General Information

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-I9KV0YZV.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A57%3A42Z&se=2026-11-10T17%3A57%3A42Z&sr=c&sp=r&sig=dmHdKktenYxPHr%2BfOqHE4VkJWvNM3T42mb5ENqosroc%3D)

|  | Button/Field | Description |
| --- | --- | --- |
| **1** | Recipe Name | [Recipe item](/doc/docs/recipe-item-record) used to create and linked to the prep recipe. Click this field to open the record for the source recipe in a new tab. |
| **2** | Available to Prep | Indicates whether the prep recipe is available to prep at all. If turned off, the prep recipe is unavailable on every prep template. If turned on, it can be turned on or off individually per prep template using the Active on Template toggle. > Changing the Available to Prep setting will update the prep recipe’s Available to Prep setting for **all** associated prep templates. |
| **3** | Prep Category | Prep category associated with the prep recipe. Click the [Manage Categories](/doc/docs/manage-prep-categories) button in the dropdown menu to open the Prep Categories tab of the [Prep Settings page](/doc/docs/prep-settings-page). |
| **4** | Prep Station | Prep station responsible for the prep recipe. Click the [Manage Stations](/doc/docs/manage-prep-stations) button in the dropdown menu to open the Prep Stations tab of the [Prep Settings page](/doc/docs/prep-settings-page). |
| **5** | Batch Quantity | Quantity of prep recipe produced after the prep process is completed. |
| **6** | Batch UofM | Unit of measure associated with the completed prep recipe. |
| **7** | Duration | Waiting time for the prep process of the recipe, as entered into the Days, Hours, Minutes, and Seconds fields. For example, the time it takes to thaw. |
| **8** | Shelf Life | Length of time after prep is completed before the recipe must be discarded, as entered into the Days, Hours, and Minutes fields. |
| **9** | Instructions | Written instructions for the prep process of the recipe. |
| **10** | Prep Recipe Barcode | Barcode for the prep recipe. Barcodes can be printed and used when counting inventory. |
| **11** | Prep Quantity Logic Sections | Contains the settings that control how the prep quantity for the recipe is calculated on [prep sheets](/doc/docs/prep-page). |

#### Prep Calculation Logic Section

Select from two methods:

- Estimated Usage
- Static Par

##### Estimated Usage Method

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-QKCW78O4.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A57%3A42Z&se=2026-11-10T17%3A57%3A42Z&sr=c&sp=r&sig=dmHdKktenYxPHr%2BfOqHE4VkJWvNM3T42mb5ENqosroc%3D)

|  | Button/Field | Description |
| --- | --- | --- |
| **1** | Estimated Usage (Default Configuration) | When **Default Configuration** is selected, the system uses the estimated usage calculation set on the default prep sheet configuration to determine the day’s predicted usage. It indicates that the estimated usage is calculated using the calculation method associated with the [prep sheet](/doc/docs/prep-page). Estimated Usage calculations rely on usage per 1000 based on historical data of average or forecasted gross sales. Read more about [estimated usage calculations](/doc/docs/prep-estimated-usage). The location default is set in the [prep configurations](/doc/docs/prep-configurations) on the [Prep Settings page](/doc/docs/prep-settings-page). |
| **2** | Prep for Shelf Life | Indicates whether shelf life is included (checked) or excluded (unchecked) in prep calculations. |

##### Static Par Method

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-IPRRXIED.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A57%3A42Z&se=2026-11-10T17%3A57%3A42Z&sr=c&sp=r&sig=dmHdKktenYxPHr%2BfOqHE4VkJWvNM3T42mb5ENqosroc%3D)

|  | Button/Field | Description |
| --- | --- | --- |
| **1** | Estimated Usage (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 recipe should always be kept on hand. The value is not changed or adjusted unless done so manually. Prep quantity calculations compare on hand quantities to the **Par Value** to determine how much of the recipe to prep. |
| **2** | Par Value | The set par value. This is how much of the recipe the location should have readily available. |

---