USF Menu Profitbuilder Pro. Data Export Instruction Guide. Action Systems, Inc. Tel. No.:

Transcription

1 USF Menu Profitbuilder Pro Data Export Instruction Guide Action Systems, Inc. Tel. No.: Website: Introduction The Restaurant Manager POS System provides a method to export data via the Restaurant Manager Reports Module to US Food s Menu Profitbuilder Pro software. The Menu Profitbuilder Pro program is an excellent tool used to analyze and identify under performing menu items thus allowing users to strategize increasing profits. Menu Profitbuilder Pro combines product and cost information via Edge, Tranzmit, or USFoods.com with sales information from ASI's Restaurant Manager POS system to provide menu engineering reports and theoretical food cost. Both the USF software and RM data are made available at no direct cost to all U.S. Foods members. This document describes the process involved for retrieving the sales data from the Restaurant Manager POS system. Please refer to the USF Menu Profitbuilder Pro Manual for specific instructions for uploading the Restaurant Manager's POS sales data to USF Menu Profitbuilder Pro software. This manual is typically distributed by US Foods after signing up with the Menu Profitbuilder Pro program. Page 1 of 21

2 Overview The three reports Menu Profitbuilder Reports found in the section "Sample Reports" are enhanced when uploading sales data from the Restaurant Manager POS system. ASI has designed the USF Sales Report whose only function is to provide the necessary data required by Menu Profitbuilder Pro. The data export process is initiated in the Restaurant Manager Report Module by running the USF Food Service Report. Please refer to the USF Menu Profitbuilder Pro Manual for specific instructions for uploading the Restaurant Manager's POS sales data to USF Menu Profitbuilder Pro software. This manual is typically distributed by US Foods after signing up with the Menu Profitbuilder Pro program. The USF Sales Report may be generated either manually or automatically. In addition, the report is configurable by date and is deliverable in various formats. However, the report must be created in CSV format and converted to Microsoft Excel format to upload to Menu Profitbuilder Pro. Once the report has been generated and saved you have two options to export the data: 1. automatically export the report to be ed at regular intervals 2. generated on demand and send as an attachment. The following sections outline the procedure needed to export the Restaurant Manager sales data. Page 2 of 21

3 Requirements Very little is required for the export data process. Requirements for Restaurant Manager Pro will vary depending how you choose to run the report (manually vs automated) and how you intended to deliver the data to Menu Profitbuilder Pro: 1. You will have to be a registered US Foods member and enrolled in the Menu Profitbuilder Pro program. 2. Capability of converting CSV file to Microsoft Excel format 3. Valid SMTP account 4. Restaurant Manager v18.1 or higher 5. USFTP.exe 6. usfonlinesalesreport.arf (the USF 7. excellibrary.dll 8. ftpprogress.exe Note: items 5-8 are obtained here: Page 3 of 21

4 Configure the USF Sales Report There are several options available to run and export the sales data from Restaurant Manager. You have two options to generate the data need for export. For convenience, you may want to configure the sales data report to generate automatically and have it sent to a predetermined account. Or perhaps you prefer to run the report manually when needed. Read through the following sections to choose which option suits your needs best. Note: The USF Automatic Reports is still in Beta and will remain so until final USF approval. In the meantime, you can run the report manually using the instructions in "To Run Report Manually " section. Configuring Permissions The usfftp, datamanipulator, and rmreports executables must be configured to run as administrator. Open up the Rmwin folder in windows explorer and locate "usfftp.exe". Right click on the executable, Click "Properties", click "Compatibility", 'Change Settings for All Users', and select 'Run this program as an administrator' Remember to repeat this process for Datamanipulator.exe and RmReports.exe. Automated Reports Using USFFTP Note: The USF Automatic Reports is still in Beta and will remain so until final USF approval. In the meantime, you can run the report manually using the instructions in "To Run Report Manually " section. USFFTP.exe is a multi-purpose utility used to accommodate the US Foods Menu Profit Builder Pro file generation and transfer requirements for Restaurant Manager sales data through either FTP or standard . Page 4 of 21

5 The setup for automated reporting is done in four easy steps: Install the USFFTP program Configure the user interface for or FTP mode Configure the USF Online Data Export report in the RMReports Module Schedule the report in a task scheduler program. Setup time should take no more than fifteen minutes Install USFFTP Use the following steps to install USFFTP 1. Download the required executables and dll's using this link: ftp.zip 2. Extract the zip file into the rmwin directory (i.e. c:\rmwin) The following files will be installed: Page 5 of 21

6 Configure USFFTP Mode In mode, USFFTP will automatically generate the USF Online Data Export file using RmReports after which it will convert the exported CSV file to the required Microsoft Excel format, and finally it will the Excel spreadsheet (USFEXPORT.XLS) to a specified recipient(s) for uploading through the USF MPP Web Portal POS Data function. USFFTP uses SMTP for sending , so a valid SMTP user account is required. USFFTP has been validated to work with Gmail s free SMTP service, and any valid Gmail account may be used with that service Page 6 of 21

7 Open the RM MPP Uploader user interface using usfftp.exe and configure the following options under the Settings section of the user interface: Buttons: the buttons listed below will toggle to read "Save Settings" or "Change Settings". o o Save Settings button- click to modify settings. Change Settingsbutton- click to save settings Send-to Address: Enter the address that will receive the USFEXPORT.XLS file. You may enter multiple recipients separated by a semi-colon and a space. Ex: manager@123cafe.com; joe@thediner.com; owner@myplace.com Send-from Address: This will usually be the restaurant address but can be any valid address SMTP User: Enter the SMTP user name (if using gmail, use the gmail account name but do not add suffix. For example, if your Gmail account is chatnchew@gmail.com then the SMTP user field would be simply: chatnechew SMTP Password: Enter the SMTP / Gmail password SMTP Server: This will be the web address for the SMTP server you are using. Examples: smtp.charter.com; or smtp.gmail.com SMTP Port: Unless your ISP blocks port 587 do not change this. If your ISP blocks port 587, contact your SMTP service provider to determine an alternate port and use that port number in this field. Page 7 of 21

8 Configure USFFTP FTP Mode Note: FTP is still under Beta Testing. Please contact ASI to check eligibility. In FTP mode USFFTP will automatically generate the USF Online Data Export file using RmReports and will then rename the export file to a specific file name which incorporates the USF customer ID number, and the current date, eg csv. It will then automatically upload the file to the specified USF Server. USF will determine how that data is processed in the MPP program, and as of this writing, the automatic part of MPP is still in development by USF. Note: The manual MPP web portal is configured so use and Excel format, but the automatic FTP file has been requested as CSV by the USF team so the CSV file is not currently being converted to XLS when sent via FTP. Use usfftp.exe to open the RM MPP Uploader user interface and configure the following options under the FTP Upload Settings section of the user interface. Buttons: the buttons below will toggle to read "Save FTP Settings" or "Change FTP Settings". o o Save FTP Settings- click to modify FTP settings. Change FTP Settings- click to save FTP settings FTP Address: Enter the address provided by USF, example: ftp://ediprod.usfood.com FTP Folder: Enter the folder name on the USF server, provided by USF FTP User: Enter the Ftp user account name provided by USF FTP Password: Enter the Ftp account password provided by USF USF Customer ID: Enter the USF Customer ID provided by USF (8 to 16 digits) Page 8 of 21

9 Configuring the USF Export Report Use the following instructions to create a new report group and add the USF Online Report: 1. Start RmReports. In RmReports click "SETUP", "Add Report Group" 2. Name the new report group "USFFTP"- this name is required and must be exact, do not substitute any other name 3. Select and highlight the USFFTP report group, then right-click, 'Add report to current group' Page 9 of 21

10 4. The report list will appear. Scroll all the way down to find: USF Online Data Export. Click on the report, click "Add" Do not select the USF Data Export report. This is a legacy report that will not work. The report and folder should look like the screen shot below when successfully added 5. The filter date used is determined is determined by the USF MMP arrangement. Use the "Current Session" under Session Number if your arrangement is to send the data on a daily basis. In the scenario, data must be submitted before the closing of a session. Use one of the time period options using the Session Start Date filter (i.e current week, last month, etc) if your USF arrangement is greater than one day. Page 10 of 21

11 6. Select "the Filename" filter and enter this file name exactly: "usfexport.csv " this name is required and must be exact, do not substitute any other name 7. Click the 'SAVE FILTER' button to save. Exit RMReports. Schedule Report Create a task in a scheduler (Windows or other) to run USFFTP.EXE. The task must be set to run before session open if your arrangement with USF is to run the report on a daily basis. If the site is doing manual Session Open, then schedule the task an hour prior to the earliest time they would ever open the session. If your arrangement with USF is to run the report other than on a daily basis, schedule the tack accordingly. Example, if you r arrangement gather data on a monthly basis, you would want to schedule the task to run b the first day of every month (with a report filter "last month") Scheduled Task Requirements: Page 11 of 21

12 In most cases USFFTP will be initiated by a task scheduler, and the behavior will be determine by the command-line argument passed when the task is activated. To use USFFTP to send the XLS file via use: usfftp.exe ß is the parameter and must be lower case To use USFFTP to send the CSV file via FTP use: usfftp.exe ftp ß ftp is the parameter and must be lower case You must also specify the 'Start In (optional) folder as: C:\rmwin (unless the rmwin directory is named otherwise.) Page 12 of 21

13 TESTING THE SYSTEM In Windows task scheduler (or whatever scheduler you use) select the task and run it once to test. You should see a form appear with rotating globe and progress bar for anywhere from seconds. After the progress form closes check the . The subject will be:"restaurant Manager POS Data for US Foods Menu Profit Builder Pro" and the attachment will be: USFEXPORT.XLS Note: You may wish to change the Send-To address to your own address for testing, then change back to the actual recipient after confirming a successful send Run Report Manually You may chose to run the USF Sales report manually and attach it as an . In this scenario you will need to select a location where to print the report in addition to formatting the report. Once the report has been created you can attached it as an or do a direct upload from the computer. If using this option, you will need to create a folder on your computer and name it "USFData" prior to configuring RMReports. Record the path name of where the folder resides. You will need this information for the Filename filter. Example: if the folder is creates on the computer desktop the path might look something like this: C:\Users\rmserver\desktop\USFData You can obtain the folder path by opening the folder and looking at the address bar. Once the folder has been created, continue by opening the RM Report Module (RMReports.exe) and use the following steps: 1. Start RmReports. In RmReports click "SETUP", "Add Report Group". Page 13 of 21

14 2. Name the new report group "USFFTP" 3. Select and highlight the USFFTP report group, then right-click, 'Add report to current group' 4. The report list will appear. Scroll all the way down to find: USF Online Data Export. Click on the report, click "Add" Page 14 of 21

15 Do not select the USF Data Export report. This is a legacy report that will not work. The report and folder should look like the screen shot below when successfully added 5. Set the date range and any other filters as needed and save the filters. Example, use the "Last Month" for the report filter "Session Start Date" if you wish to export data for an entire month. Make sure you save the filter. 6. In the "Filename" report filter enter the network path of the folder you created. At the end of the path, name the report "USFData.csv".This name is required and must be exact, do not substitute any other name. This will be the name of the report appearing in the folder. It is important you add the "csv" suffix. Page 15 of 21

16 7. Save the filters 8. Use the next steps to run the report: Select "Output:File CSV" as output type Click "Print USF Sales report" button 9. Go to the folder where you exported the report to and open the report (i.e. usfexport.csv). 10. Use the "Save As" option within the report and choose the "Microsoft Excel format (.xls) You may now send the report as an attachment using the Excel formatted report. Page 16 of 21

17 Sample USF Sales Report (RM) The pictures below are a sample of what the Restaurant Manager USF Sales Report looks like. As you can see there is very little interpretive data found on the report. The only purpose of this report is to provide the data needed. Once the data is exported, its value is interpreted along with other contributing factors by Menu Profitbuilder Pro. Report Run in RM Report Module Page 17 of 21

18 Report as a CSV File (opened with Microsoft Office Excel) Page 18 of 21

19 Sample Reports from Menu Profit Builder Pro Menu Profitbuilder Pro helps customers of US Foods understand the food cost, food cost % and profit margin for each menu item and recipe in real time. The three most popular Profitbuilder Pro reports are: Case Usage Report Menu Engineering Graph Menu Engineering Detail Report Case Usage Report The case Usage Report calculates the theoretical case usage based on sales data imported into Menu Profitbuilder Pro helps identify key product movement theoretical vs. actual. Page 19 of 21

20 Menu Engineering Graph Each Category of the Menu can be analyzed for Stars, Dogs, Puzzles and Plowhorses. In general, items within a relevant comparable set (for example, entrees, or chicken entrees) should be priced to have similar contribution margins - this way, the restaurant would make the same amount of money, no matter what item the guest chooses to order. The report plots the menu items within a category and indicates each items popularity and profitability. The use of this graph will help the restaurateur to maximum profitability with menu redesign. Page 20 of 21

21 Menu Engineering Detail Page 21 of 21