Getting Started
Setting Up Supplier Contact Details
If you are planning to email your orders direct to your suppliers, you will need to set up their contact details in your Kitchen account. This can be managed at a business level, or unique to each site.
Navigate to the suppliers page to enter your supplier details. You can specify order cut-off times, delivery instructions and invoice details for your business, and at site level.
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Ingredient prices (multiple packages)
The units and quantity of a product that your supplier allows you to place as an order may differ to what you use within a recipe. You can specify different order units for each ingredient, either from the ingredient edit page, or on our pricing update template.
Open an ingredient and go to the costs tab.
Mark whether the Unit and cost can be used as an orderable unit
Select Add additional cost and enter an orderable unit and price
Stock Locations (ingredients and recipes) (Optional)
If you wish, you can create locations for each site, and allocate ingredients and recipes to these, to make available when using the ordering or stock take functionality.
Create your locations.
Select a site from the dropdown in the top toolbar and go to sites. Open the edit form, and go to the stock location tab. Select Add Location to create a new row, and enter the name of your location.
Allocate ingredients to your locations.
This can be done either from the ingredient edit page, or on our stock location template
Select a site from the dropdown in the top toolbar and go to ingredients. Open an ingredient and select the stock location from the dropdown on the information page.
Allocate recipes to your locations.
This can be done either from the recipe edit page, or on our recipe stock location template
Select a site from the dropdown in the top toolbar and go to recipes. Open a recipe and select the stock location from the dropdown on the description page
Dashboard
Your dashboard displays top level reports for each section of stock and ordering system.
From here you can filter by site and date range to view order, stock and waste values, as well as pending deliveries, latest stock takes and waste records.
Your full reporting tools for each section are available in their respective reporting pages.
Ordering
Creating an order
Create a new order by selecting
You can copy a previous order by choosing an order from your list and selecting
Your products will be organised by most popular. Use the toggle to disable this sorting. Use the search functions to find the products that you want to add to your order.
Choose an order unit. These order units should be specified when setting up your ingredients within Kafoodle Kitchen.
You can add products from different suppliers to your order, as the system will automatically split the order by supplier.
Select ADD, and choose the quantity. All products added are visible on the right of the screen
Your orders are auto saved, and will remain in Draft until you process the order.
To delete the draft at any time, select
To process an order, choose a date for delivery and select
If you are placing orders to multiple suppliers, use the dropdowns to collapse and expand each order.
Choose how you are placing the order
If sending through the system, ensure you select the contact and email address the order is sent from. This should be set up per supplier in Kafoodle Kitchen.
If you are placing orders to multiple suppliers, select the send button to view and place the next order.
Now that the order has been placed, it will change from DRAFT to ORDER PLACED. You can view it back on your order list.
Orders are listed on your dashboard with the most recent at the top
Receiving an order
When an order has arrived at your site, you can confirm it’s delivery and flag any issues with the products received.
Select the order from the list and press GOODS RECEIVED.
If everything has been delivered as per the order, check the details and select SAVE.
If there is a problem with one or more products, select the appropriate status, and choose the reason for the issue.
The status marks if the order was received, part received or rejected.
The reasons allow you to add detail for the chosen status.
If an item was substituted, select this from the reason list, and choose which product it was substituted for.
If this product is not available in your system, you can add it into Kafoodle Kitchen by following the link, and then returning to your order to confirm the substitution.
If the delivery was late, select the LATE radial button.
Once you are happy that all items are marked appropriately, select SAVE.
Stockholding
Creating a stock take
Create a new stock list by selecting
You can copy a previous stock list by choosing one from your list and selecting
Your products will be ordered by most commonly added. Use the toggle to disable this sorting.
Use the search functions to find the products that you want to add to your stock take. These can be filtered by supplier and/or stock location (if used)
Add products to your stock take by selecting
You can add both recipes and ingredients to the same stock take. The icons on the left will indicate whether the item is a recipe
or ingredients
If an ingredient has multiple packs sizes available, a drop down arrow will be shown
Recipes can be added to your stock count either per serving, by volume (l & ml) or mass (kg & g)
Once added, enter the quantity of the product on the right hand side.
Your stock take will be auto saved, and will remain in Draft until you finalise. If you return to the stock take screen, you will see icons to download a stock take in XLSX and PDF formats, and print. This allows you to create a stock take list and enter the quantities offline. You will have to return to the system to enter these quantities before finalising.
To delete the draft at any time, select
Once you are ready to submit the stock take, select
Stock Waste
Creating a waste record
To create a new waste record, select
Search for the item using the search bar.
Enter the date on which the event occurred.
Pick a waste type using the dropdown.
Pick a reason using the dropdown.
Enter the quantity and unit of the product (if multiple choices are available)
You can add additional notes associated to this record in the text box.
Select
You can produce an XLSX, PDF or print all waste records for a date range selected on the main list.