Prep Sheet Wizard Details

In Beta

This feature is in beta for select customers. Contact your CSM for more information.

Starting a prep sheet opens the Prep Sheet Wizard, which guides 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 broken up into the following sections:

In the On Hand Count section, the current quantity of each item is entered to update how much of each prep item is currently on hand. These values are used to calculate the suggested prep quantity.
The Prep Quantity Review lists all the prep items,
- The Buffer Tool can be opened from this step. The buffer tool is used to make adjustments to 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

Navigation

The Prep Sheet Wizard is opened from the Prep Sheet page by opening either a new or existing prep sheet.

Open the Inventory application.
Expand Prep.
Select Prep Sheets
From either tab, click Create to start a new prep sheet.
OR
From the Prep Sheets tab, click an existing prep sheet or the Start New Prep Sheet 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. Modifying any of these options will recalculate the prep sheet upon clicking Recalculate. 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. 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’ will be labeled as 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.
6	Menu	Opens the prep sheets menu, enabling users to perform the following action(s): Delete
7	Support	Opens links to support pages.
8	Close	Closes the prep sheet.

On Hand Count

In the On Hand Count step, record the current quantity of each prep item 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	Export	Exports the list of prep items on the prep sheets. This list can be exported and printed so it can be counted in person. Then, the count entered on the prep sheet.
3	Prep Item Name	List of prep items on the prep sheet. Items are hyperlinked to their prep item record.
4	Batch Yield Value	Where the on hand batch yield of each prep item can be entered. The Batch Yield is the Batch Qty with the Batch Unit of Measure (UofM). The Batch Yield will only be available to prep items whose source item is not available in inventory.
5	Source Item	The purchase item or recipe item linked to the prep item. Items are hyperlinked to their purchased/recipe item record.
6	Inv. UofM Value(s)	Where the on hand count of the prep item can be entered. Some items have Inv. UofM 1, 2, and 3. These are dependent on how the source item is set up to count inventory.
7	Additional Info	Gives additional information about this page and links to the R365 knowledge base.
8	Save	Saves the prep sheet and any changes made.
9	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 Item Table	List of the prep items. See the column details below.
3	Buffer Tool	Opens the Buffer Tool. 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 columns 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 selection.
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 Item Name	Name of the prep item.
Batch Yield	Quantity of the item produced when the prep item is made according to its batch size.
Today’s Usage	Amount of an item expected to be used on the current day based on the estimated usage calculation.
Shelf Life Usage	Amount of an item expected to be used over its remaining shelf life. It accounts for future days when the item will still be safe and usable after it’s prepped.
Est. Usage	Total amount of an item 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 item’s shelf life. Hovering over the number shows the dates and values considered.
On Hand	Amount of the item currently on hand. These values are input on the previous section (On Hand Count).
Prep Qty	System-suggested amount of the prep item 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 item was last prepped.
Last Prepped Qty	Amount of the item that was prepped the last time it was prepped.
Shelf Life	Amount of time a prepped item remains usable or safe to serve after it has been prepped.
Duration	Time it takes to prep the item. This comes from the duration set on the prep item record.
Instructions	The instructions for how to prep the item. This comes from the instructions on the prep item record.
Prep Category	Prep category that the prep item is assigned to.
Prep Station	Prep station that the prep item 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 items 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 item.
9	Adjusted Qty	The adjusted quantity based on the estimated quantity and the buffer.
10	Prep Items Impacted	Number of prep items that the menu item buffer impacts. Hovering over the number will show the list of prep items impacted.
11	Filter	Opens the filter options to filter the list for specific items.

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 that 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 Item	The items ready to prep. Each prep item is listed with their prep item name with 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 Users can show or hide certain information using the toggles on 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. Once this is clicked, the prep sheet will change into the status of Printed.