CostTracker Direct User Reference Manual 2012
2 1 CostTracker Direct Introduction The CostTracker Direct Module for MealTracker was developed to provide a total cost analysis for today's demanding long-term care needs. This module will allow you to: efficiently cost your menus, including separate costs for each therapeutic diet. easily define "extra" costs - special request items, supplements, etc. define snack costs calculate recipe costs track and analyze inventory, including par levels and inventory by storeroom location produce grocery lists (order guides) to anticipate needs and assist in orders. use multiple food vendor's current costs to anticipate casts. This User Guide will assist you in initial setup and usage of the program. CostTracker in Direct is set up in three columns as you see above. Cost Analysis, Inventory and Setup. Then, they are subdivided in usage order. However, when you first acquire CostTracker, you will need to set up your vendors. Therefore, that step immediately follows this introduction. Please contact our technical support team for further assistance. Phone 8:30-5:30 Eastern, 7 days a week (800) 755-3284 e-mail support@mealtracker.com
Vendor Setup 2 3 Vendor Setup The first step necessary to enable costing is to set up your vendor. This is done from the Create Vendor selection from the Vendors Section of the SETUP column. When you click on "Create Vendor" the form below appears for you to enter the vendor information. Fill in the appropriate fields.
4 CostTracker Direct Vendor Details - Fill in the corresponding vendor address and contact information. Order Information - This may be used for any miscellaneous information. Possibly a contact name or contract number. Vendor Type - Select the vendor type from the drop down menu. If the vendor is not any of the listed named vendors, then select "Other" Save Vendor - Make sure you save your vendor. To change an existing vendor, choose "Change Vendor" from the Vendor menu under the Setup Column. If the vendor created is one of the vendors in the drop down, you will need to know your username and password to connect directly with the vendor and download the price file. To use a price file from any other vendor, you will need to get a price file from your vendor. This listing should be in a delimited file format or Excel spreadsheet, and include the following fields. Each field separated by the delimiter. : Item name UPC code or vendor's ID number. Brand (Optional) Pack Quantity Case price or Unit Price The file should also be easily re-downloaded from the vendor, since this will be used to update your database pricing on a regular basis. Our support team will be happy to assist in matching your first week menus. Once you have obtained the vendor file(s) and converted it to a suitable format (usually a text delimited file such as.csv) you will need to match the fields of the vendor files to CostTracker and import the pricing. Click on Edit order guide details from the Change vendor screen
Vendor Setup 5 The order guide detail screen will be displayed so that you may select the vendor file and match their fields to the corresponding field names in CostTracker. Click on CLOSE to accept the mapping. Click on Save Vendor once more then the close button to close the Vendors window. Now from the Vendors section of the Setup column, select "Update Pricing". *This is for the inital setup of the vendor file. However, it will be the same process to update prices changes from the same vendor. Select the vendor from the drop down list. If this is a US Foods, Premier vendor or other vendor which you can connect to from the internet, type in the user name and password in the "Credentials for Vendor" section then select the appropriate order guide. If the vendor provides you with a file to import, Browse to select that file from the "Upload Vendor Pricing" section. When all selections have been made, Click on "Update Pricing".
6 CostTracker Direct Click on "Update pricing" and the import of the vendor's price data will take place. The progress bar indicates the status of the import. Click on close when completed. To verify that a vendor's price list imported correctly, select "Vendor's Products" from the Vendors section. Select the vendor from the list of vendors in the "Jump to vendor" drop down menu, the vendor's items will appear with their pricing. At this point, you have imported your vendors price list successfully. The next step is to match your items to the vendors price list. This is covered in the next section, Match Food Items and Ingredients. 3 Match Food Items & Ingredients Now you're ready to match your food items to the vendor's items to cost them. From the Setup column, click on Match Food Items and Ingredients.
Match Food Items & Ingredients 7 The screen below will appear for you to match each item in your system to the vendor's items. Under the "Filter items" drop down menu, select a menu cycle to work with or "All items". Your items will be displayed with the portion size. A cost box is displayed as well as a match column showing if it has been matched or not.
8 CostTracker Direct Select an item to match by clicking on the word "Match". The Source Match window will appear for you to select a match for the item. The vendor name appears under the "Source" column. When you find an appropriate match for a food item. Click on "Choose". You will then be taken to a screen to Match the units of measure.
Match Food Items & Ingredients 9 The system may automatically calculate the correct unit conversion. However if it is blank, enter the correct equivalent to the unit shown. Once you are satisfied with the matching, click on "Save Match". You may check the box to "open the next unmatched..." to match another item, otherwise you'll be taken back to the matching screen. If you are matching to a recipe, a "View Recipe" selection will be visible when you place your mouse over the item. Click on this selection to view the complete recipe details for the item. You may then make a decision if you wish to match the item to that recipe. Once all of your items or recipe ingredients have been matched to the respective vendor items, Click on OK to close the window. Now your items have been costed and you may produce any required
10 CostTracker Direct reports or retrieve cost data. Once a match has been made, if you need to remove the current match or change it, you can "unmatch" an item or select a new match for the item by clicking on "Edit" when you hover your mouse over the matched item. Then, simply click on "Unmatch" or "Select new matching item" 4 Cost Analysis This section has selections to generate cost analysis reports for Cycle Menus, Tray Costs and Recipes.
Cost Analysis 4.1 11 Cycle Menus To view the cycle menu cost analysis, click on the corresponding selection under Cost Analysis. The screen will display the costs for the items of the meal selected. If you need to change a current match, hover your mouse over the item to change. "Edit" will be available for you to change the current matching if needed. 4.2 Tray Cost Report Use this selection to view the tray cost for a specific resident. You may edit a current matching by selecting "Edit" on the line item when you place your mouse over the item.
12 4.3 CostTracker Direct Recipes to view or match the costing for the ingredients in a recipe, select this option. You will be prompted for the recipe name. Type in the recipe to work with, select it from the list if there is more than one. MealTracker will display the list of ingredients showing which are match and not matched. To match an ingredient click on the word "Match". To change a currently matched ingredient. Click on "Edit" when you place your mouse over and item. 4.4 Avg. Menu Cost Report This will display the average menu cost for the cycle day(s) specified.
Cost Analysis 13 Once you click on "Show" the report is generated and displayed: 4.5 Weekly Avg. Menu Cost The weekly Average Menu Cost report will display the average menu cost in a menu for the selected diet. Once you've clicked on "Show" to generate the report, the report will be displayed on the screen.
14 4.6 CostTracker Direct Avg. Tray Cost Report The Average Tray Cost Report displays or prints the average tray cost by meal. It breaks down the average cost for the day and by the tray. This may be printed for a specific resident, group of residents or all residents. Once you've made the resident selection, select the cycle and the cycle day(s) for the report. Click on "Show" to display the report. Click on "Print" to send it to the printer. A report for a single resident is displayed below.
Cost Analysis 4.7 15 Snack Cost Report You can print a report of the Special requests and/or snack costs. Select the resident(s) for the report, enter the cycle days desired and check any options to include. Click on "Show " to display the report. 4.8 Recipe Cost Report This report will list the recipe ingredients along with their individual costs. It will also display the total cost for total servings on the recipe and the cost per serving. Select Recipe Cost from the "Print" section of the Cost Analysis column.
16 CostTracker Direct Type in the recipe you wish to view, select from the list displayed. Select any options, then click on "Show". The report will be displayed. You may then select to export the report.
Cost Analysis 17 Select "Print" to send the report to the printer.. 4.9 Grocery List The grocery list selection will print a list of items that are needed for a specific menu or tray tickets printer. This may be printed by residents or by menu. A resident grocery list determines what food items are needed based on the actual tray tickets auto-selected for the day. The Menu grocery list prints the items needed for the menu of the day chosen regardless of how many residents will actually receive the items. The grocery list above is based on the tray tickets auto selected for the date requested. This is the "Residents" grocery list. An asterisk (*) in the Vendor Product column indicates that the item has not
18 CostTracker Direct been matched. 5 Inventory Selections The selections available in this folder will enable you to enter and maintain your inventory. You will set up "storerooms", add your inventory and then be able to print reports. The selections available under Inventory Selections are: Enter Inventory Store Rooms Print Extended Inventory 5.1 Store Rooms To control and enter inventory, you must first set-up storerooms. Storerooms should be specific locations where the inventory items are contained, such as walk-in coolers, dry-goods room, freezer, etc. To begin the process, click on "Store rooms" from the Inventory column. In this screen, you will enter new store rooms by clicking "Add a Storeroom" When you click "Add", the form will be displayed for you to enter the Store room name. Type in the name then "Save" If you wish to modify an existing store room. Hover your mouse over the item then click on Edit., If you click on "Edit" the name box will be enabled for you to make changes to it. To delete a store room, click on the X when you place your mouse over the item to be deleted.
Inventory Selections 19 Once the storerooms have been set up, you then assign the products to their respective storeroom. Now add items to that storeroom's inventory by first selecting the desired storeroom under the "Storerooms" list, then highlighting the catalog item in the list below and clicking the "Add" button. Continue in this fashion until you've added the desired items to this storeroom. 5.2 Enter Inventory When your storeroom setup is complete (Store Rooms), begin the inventory entry process by clicking the "Enter Inventory" selection from the Inventory Column. 1. Select the Storeroom that you'll be working with under "Filter items". The system automatically displays the date of the past inventories. 2. Enter or select the date for the inventory you will be adding to the storeroom.
20 CostTracker Direct To update inventory, simply select the catalog item by clicking on it then enter the Par level (amount you need to have available) and On-Hand levels (actual amounts currently in stock) in the respective fields. Once you have added these figures, the grocery list reports will be updated using these figures. You may use the "enter" or tab keys to quickly navigate through the list when updating quantities. 5.3 Extended Inventory Select this option to print an inventory list by storeroom. Select the date, then click on the "Show" display/print the report. The report will display on the screen. Clink on the print button on the bottom to create the PDF file which may be sent to the printer.
Inventory Selections 6 21 Setup The Setup column contains three sections: Matching - The worksheet to match food items and ingredients to the vendor's products Vendors - Manage vendor information and products Recipes - Manage your recipes 6.1 Matching Matching, under the "Setup" column has one selection. Match Food Items & Ingredients 6.1.1 Match Food Items & Ingredients See the section on Match Food Items& Ingredients 6.2 Vendors Vendor Selections Since the vendor setup is required before costing, this section is also partially covered under the Vendor Setup section. It is included here in the program display order. This folder allows you to setup your vendors, import bid files, update pricing, view the vendor products worksheet and change the vendor matches.
22 CostTracker Direct You have five selections. Please turn to their respective section for more information. Update Pricing Change Vendor Create Vendor Vendor Products Worksheet Price Variance Report 6.2.1 Update Pricing From the Vendors section of the Setup column, select "Update Pricing". Select the vendor from the drop down list. If this is a US Foods, Premier vendor or other vendor which you can connect to from the internet, type in the user name and password in the "Credentials for Vendor" section then select the appropriate order guide. If the vendor provides you with a file to import, Browse to select that file from the "Upload Vendor Pricing" section. When all selections have been made, Click on "Update Pricing". Click on "Update pricing" and the import of the vendor's price data will take place. The progress bar indicates the status of the import. Click on close when completed. To verify that a vendor's price list imported correctly, select "Vendor's Products" from the Vendors section. Select the vendor from the list of vendors in the "Jump to vendor" drop down menu, the vendor's items will appear with their pricing. At this point, you have imported your vendors price list successfully. The next step is to match your items to the vendors price list. This is covered in the next section, Match Food Items and Ingredients. 6.2.2 Change Vendor To change an existing vendor, choose "Change Vendor" from the Vendor menu under the Setup Column.
Setup 23 If the vendor created is one of the vendors in the drop down, you will need to know your username and password to connect directly with the vendor and download the price file. To use a price file from any other vendor, you will need to get a price file from the vendor. This listing should be in a delimited file format or Excel spreadsheet, and include the following fields. Each field separated by the delimiter. : Item name UPC code or vendor's ID number. Brand (Optional) Pack Quantity Case price or Unit Price The file should also be easily re-downloaded from the vendor, since this will be used to update your database pricing on a regular basis. Our support team will be happy to assist in matching your first week menus. Once you have obtained the vendor file(s) and converted it to a suitable format (usually a text delimited file such as.csv) you will need to match the fields of the vendor files to CostTracker and import the pricing. Click on Edit order guide details from the Change vendor screen The order guide detail screen will be displayed so that you may select the vendor file and match their fields to the corresponding field names in CostTracker.
24 CostTracker Direct Click on CLOSE to accept the mapping. Click on Save Vendor once more then the close button to close the Vendors window. 6.2.3 Create Vendor The first step necessary to enable costing is to set up your vendor. This is done from the Create Vendor selection from the Vendors Section of the SETUP column.
Setup 25 When you click on "Create Vendor" the form below appears for you to enter the vendor information. Fill in the appropriate fields. Vendor Details - Fill in the corresponding vendor address and contact information. Order Information - This may be used for any miscellaneous information. Possibly a contact name or contract number. Vendor Type - Select the vendor type from the drop down menu. If the vendor is not any of the listed named vendors, then select "Other"
26 CostTracker Direct Save Vendor - Make sure you save your vendor. 6.2.4 Vendor Products Vendor Products Worksheet This will display a report in a spreadsheet format displaying the vendor's products and pricing. From this screen you may add items manually, edit and delete specific vendor items. To add a product to the vendor list, click on the "Add Vendor Product". A form will appear for you to enter the product information.
Setup 27 To edit an existing product, select the product then click on "Edit" button. A form will be displayed with the existing information. Make any changes you wish to make then click on "Save Product" when done. To delete a product, click on the "X" on the product line when you place your mouse over the item. You will be prompted to confirm the deletion. If you're sure that you want to delete the item, click on "yes" to delete. 6.2.5 Price Variance Report This report displays any changes in price for the selected vendor's products. Select the vendor, start and ending dates for the report. Click on "Show" and the report will be generated. 6.3 Recipes The Recipe Selections folder allows you to enter new recipes or modify existing recipes and cost the ingredients. In this folder, you'll find the following selections. Once you've attached a cost to each ingredient in a recipe, you'll be able to match food items to the corresponding costed recipe. Change Facility Recipe Create Recipe Copy Recipe Recipe Listing
28 6.3.1 CostTracker Direct Change Recipe This selection from the Recipe section allows you to make changes to an existing recipe. When you make this selection, a Recipe Selection Window will appear. Type in the recipe name or number in the search window. The system will display recipes matching your search field. Once you see the recipe you would like to work with, select it This will bring up the Edit Recipe window. You may edit any part of the recipe. To cost the recipe, simply click on the "Cost" tab to match each ingredient. 6.3.2 Create Recipe This selection enables you to enter a recipe for your facility. Select " Create Recipe" from the Recipes section of the Details column to access this feature.
Setup 29 The following form is displayed ready to enter the Basic Details of the new recipe: Fill in the recipe information. Food Item and Portion columns are required. Recipe number: You may enter any unique number you wish to identify the recipe with. This could be a corporate internal number or a personal reference number. If you wish, you can have MEALTRACKER assign the number automatically, then. Recipe Name: Enter a recipe name Category: Choose a category from the drop down list or enter a new one. Portion Size: Enter the portion size. This must be a number greater than 0. Portion Unit: Unit of measure. For example: Oz, Cups, Tablespoon, etc. Number of Servings: Enter the number of servings for this recipe Oven Cooking Time: Enter the cooking time Oven Temperature: Enter the oven cooking temperature Cool / Stand Time: Enter how long the item should cool/stand before serving. Pan Size: Enter the pan size for cooking. Number of Pans : Enter the number of pans of the size stated, to cook the item for the number of servings specified. Once the items above have been entered the recipe basic information will be saved. If a recipe number was to be generated, it will do so. Now you'll need to enter the remaining recipe information. The tabs on top allow you to navigate to the various components to complete a recipe: Ingredients, procedures, notes, exchanges and scaling. Ingredients: Click on Ingredients to enter the recipe ingredients. Click on the Add button Type in the ingredients one by one filling in the respective information for quantity and unit of measure. Click Save when you are ready to add the ingredient to the list.
30 CostTracker Direct You may Edit or Delete the ingredient once it has been added by selecting the ingredient, then clicking on Edit to modify it or X to delete it. 1. 2. Procedures: After entering your ingredient information, now you're ready to enter procedures. For instance, "wash lettuce and cut into bite size pieces" ; "Sauté onions and mushrooms in butter, then set aside"... To Add a new procedure, Click on Add a procedure. Type in the procedure in the procedure text box provided. When done click on Save. Enter as many procedures as you feel are necessary. To edit a procedure, select the procedure to edit then click on Edit. To Delete a procedure, select the procedure and click on X to delete it.
Setup 31 *The Monitor and Corrective Action fields are for Critical Control Points (CCP) cooking (temperature) specific instructions. If you are not using Critical Control Points then leave these fields blank. These fields are text fields that will appear in the recipe for your convenience. They have no other function within the MEALTRACKER program. Additionally, you may enter CCP instructions (for example: rinse, wash, thaw temperature specifics) within the Procedure and Notes fields. Notes: Enter any miscellaneous text notes for this recipe To Add a note, click on Add a Note. Type the text in the note text box. When done click on Save. To edit a note, select the note to edit then click on Edit. To Delete a note, select the note and click on X to delete it. Exchanges: Enter diabetic or other dietary exchanges here. To Add an exchange, click on Add an exchange. Type the text in the exchange text box. When done click on Save. To edit an exchange, select the exchange to edit then click on Edit. To Delete an exchange, select the exchange and click on X to delete it. Scaling: MEALTRACKER will automatically scale recipes entered to 20, 50, 100 and 200 servings. This is calculated based on the quantities originally entered for each ingredient in the recipe. If you need to adjust these quantities, you may do so here. Place your mouse over the item to edit. Then click on Edit on the right of the item. To Cost the recipe, click on the "Cost" tab.
32 CostTracker Direct To match an ingredient, click on the word Match. A screen is then displayed for you to find the correct match from the vendor to cost the item to. Follow the same instructions as in Match food Items and Ingredients to cost your ingredients. 6.3.3 Copy Recipe The Copy Recipe feature allows you to copy a recipe. You may find that you want an exact duplicate of a recipe but with certain modifications without changing the original. For instance you would like to have a sugar free Apple Pie. You copy the original recipe for Apple Pie because essentially it contains the same ingredients and procedures. You name the new recipe "Sugar Free Apple Pie" and modify the sugar content or substitute the sugar with a non caloric sweetener in the recipe. It saves you from having to create a completely new recipe. Yet another reason to copy a recipe: Since you can't modify Mealtracker Recipes, you may want to copy a Mealtracker recipe and give it your own name. That recipe is now your facility recipe and you have the ability to modify it. To Copy a Recipe: Select this option from the Recipes section of the Details Column A search "From" box appears. Type in the name or number of the recipe you would like to copy. The recipe should be displayed. Select the correct recipe from the list displayed. On the bottom of this window is the new recipe data. Type in the number of the new recipe or have the system generate one automatically. Type in the name for the new recipe.
Setup 33 Click on "Create Recipe" and the system creates the new recipe. The Edit Recipe page is then displayed for you to make the necessary changes to the new recipe. See Change or Create Recipe or for further instructions on modifying any of the recipe components. 6.3.4 Recipe Listing This selection will print a list of all the recipes in the system. Choose the Recipe type: MEALTRACKER, Facility or Corporate recipes. Select how you want the list sorted: By recipe name or number. Click on Show to generate the report. The report will display with options to print or save.
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Index Index -FFood Item Cost Worksheet 6 -MMatch Food Items & Ingredients -VVendor Products Worksheet Vendors 21 26 6 35
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