Reinhart`s Web Based Order Entry Users Guide

Reinhart’s Web Based Order Entry
Users Guide
TRACS® Direct Basics
8 Steps To Place An Order
The Basic Order Process:
1. Go to the Reinhart Foodservice web ordering
address
www.TRACSdirect.com
2. Enter your username and password (note: passwords are case sensitive) and click Login (or hit Enter on the
computer’s keyboard).
3. Click on Orders at the top of the Home page, click on Order Product for the Orders screen and click
Goto Order button to the left of the delivery date.
4. Enter quantities for each item needed in the yellow QTY box to the left
of the product code numbers. If you need to change a number that has
been entered, simply go back to that number and type in the new
number. If you want to delete the number either hit delete or type 0
over the number.
5. The order totals are recapped on the left under Totals as you add item
to your order.
6. Use the Product Search to help find items you wish to order.
a. Find items by product code number, description, brand or manufacture number.
b. Watch for items that need to be ordered before your normal warehouse cutoff time.
c. Item View:
i. A Summary (or a compact list of items on the order) can be reviewed at any time by clicking on
the Order Summary button on the left side panel.
ii. Use the round Actions Menu ( ) to find similar product if needed or more information about the
item.
iii. Use the Quick Order Entry to quickly add products to an order by simply entering the product
code numbers and quantities.
7. Once all quantities are entered, press the Summary button on the left side panel to review the
order one more time, making final adjustments as needed. If you forgot
something you can always go back to the order by clicking on the All
Product button on the side panel.
8. To send the order click Orders at the top of the screen and chose SUBMIT
to send the order to Reinhart Foodservice, review the order totals and
delivery date one more time in the Submit area and click on the Submit
Orders button on the left side panel.
9. Once the order is sent, a Confirmation appears, click on the Detail button to view the items
on that order along with any messages that were returned about the order.
2
Link to TRACS Direct
Getting Started
Before we begin learning how to use TRACS Direct, please check your Web Browser’s version. TRACS
Direct is designed to work on Internet Explorer 8 or higher along with Firefox, Safari, and Google
Chrome. Point your Internet Explorer browser to the Reinhart Foodservice URL:
www.TRACSDirect.com
To enter the Reinhart Foodservice order entry area, enter your user name and
password assigned by TRACS Support. Remember the password is case sensitive.
The login is for security purposes to ensure only authorized people have access to
the order entry web site and your specific customer information. The site is very easy
to navigate and anyone with access to the username/password is able to utilize all of its features.
Remember; do not give your password to anyone. All users can have their own information.
If the wrong sign-on is used, an error message appears and it will allow you to re-enter the password. You
cannot move to the next screen until the correct username and password has been entered.
If you have forgotten your password, click on the Forgot? link in the password field. If you’ve added your email
address; a new password is e-mailed to you (e-mail address must be entered in the Preference area) or contact
TRACS Support at Reinhart Foodservice, 1-800-888-7227.
Once you are logged in, if you need/want to change your password look
for the Change Password link located on the list that drops down when
you click on your “Welcome Username” on the upper right-hand side of
the Home page. If for some reason you are not happy with the
username you were assigned, please feel free to call TRACS Support,
if the one you want is available, they will be happy to change it for you.
If a username is not used, it will be deleted after a year of inactivity.
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TRACS Direct Basics
Home Page
TRACS Direct Home Page
Once the username and password have been entered, the TRACS Direct Home Page appears. The Home
page displays everything you need to find your way around quickly. Each of the links at the top of the screen
display features that apply.
Orders
Inventory
Recipes
Catalog
Reports
More
Welcome
If the customer has access to multiple accounts they will display when you click on the [Change] link next to
the active account displayed on the screen. You can use the search filter to find the account you want to
switch to.
Current Orders:
The total number of the orders that are waiting to be sent to Reinhart are
displayed at the bottom of the screen. To see that list, simply click on the
words and a list of the accounts display. You can go into the order by
clicking on the account information listed on the popup.
Return to the ‘Home’ page at anytime by clicking on the Reinhart
Foodservice logo at the top left-hand side of the screen.
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TRACS Direct Basics
Orders
Orders
Click Orders / Order Products on the Home
Page to enter the “holding tank” for the orders
created on TRACS Direct. This is where the
orders stay until they are sent to Reinhart.
From this area you can:
GoTo Order > Go into the Order Guide where
the order is or will be created.
Change the Delivery Date >
Click on the round Actions
Menu ( ) to view a list of
Actions with the Change
Delivery Date listed last. Click
on the button to view a little
calendar with your normal
delivery dates displayed in dark
gray. The program automatically defaults to the next
delivery date but you can order up to 21 days out on the
calendar that appears. The selected delivery date
displays once selected.
Create New Order > if you already have an order
in the system, you can start another order.
Delete an Order > Click on the check box next to the
Goto Order button and click on the Delete Checked
Orders button on the far left. This is also one of the actions that appear when you
click on the Actions Menu.
Order Templates
o
Create an order to be saved and re-used over and over again. You can
have as many Templates as needed. The ones you have saved will list
within this link.
More than one order can be created for the same account, and if sent to Reinhart
Foodservice, each order would come on its own invoice if there has been a comment or PO Number entered
in this area. Entering an order comment and/or a PO number can be done by using the Actions Menu.
The Orders screen recaps the orders that have NOT been sent to Reinhart Foodservice, showing customer
information along with the number of cases and number of line items on each order. A P.O. Number or Order
Comment can be entered here.
Please note that TRACS Direct accommodates multiple accounts as well as multiple divisions if needed, just
call TRACS Support to get it set up.
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TRACS Direct Basics
Order Entry
The Order Entry
Order Entry is where the items you order or have ordered in the past are displayed and where you
‘build’ your order. Reinhart “pulls” together the list from the items you have ordered in the past and
displays them in the Order Guide. This way you only have to look through a list of several hundred
items as apposed to looking through the 17,000 items carried at Reinhart warehouse. Click GoTo
Order button to enter the Order Guide where you will create your order.
The customer account information appears top and center (Support staff will ask you to provide your
custom account number and Reinhart division.
Page numbers clearly display just above product description.
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TRACS Direct Basics
Order Entry
Order Entry
To begin building an order; enter the desired quantity for each
item in the yellow QTY box (to the left of the product code numbers)
and hit either the Enter key, the Tab key or the Arrow keys
on the keyboard to lock the quantity in. To change a quantity,
simply use the arrow keys to return to the item and enter the
new number. To delete a quantity, highlight the item and hit
the delete button on the keyboard or enter 0 for the quantity.
Product Search
Search your order guide for product you want to order.
Search for a product code number, description, brand, and/or
manufacturer number. Once found enter the number of cases you wish to order in the yellow Qty box.
Totals
The order totals are recapped on the left side panel.
Add Product
• Use the Add Product button to add a new item to the Order Guide by using
the product code number. If the item is already contained within the Order
Guide, the message box will offer to go to the item.
Print Order Summary
Print a copy of the order before you send the order to Reinhart.
Save as Order Template
Save a master copy of an order and re-use it over and over again to help ‘jump start’ an order. Once you save
the Template, you can edit/re-use if from the Order screen.
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TRACS Direct Basics
Order Entry
Item View
•
All Products displays the items in the order guide.
•
Order Summary pulls all items on this order together in a compact list.
•
Cut-Off Product displays next to the product they apply to (in yellow).
You can also bring them together in a compact list by clicking on the
Cut-Off Products button on the left side panel (under Item View).
•
Inactive Products displays items that are special order items or items
that have been ordered in the past but have been discontinued by the
warehouse. Click on the Actions menu next to the product code
number to Find Similar Items to help find a replacement item for the
discontinued item.
Click on the Recently Added button to view items that were recently
added to your order guide.
•
•
Quick Order Entry allows you to quickly enter your order by typing in
the product code number followed by a quantity. (covered on page 9)
Actions Menu
Click on the Actions Menu
for product specific information/options.
The Actions menu will change depending on what part of the program
you are in.
•
Delete Item to delete an item from the Order Guide. Simply click on the
Actions Menu and choose Delete Item. The item is deleted from the
Order Guide, but always remains in the Product Catalog if needed later.
•
Find Similar Item to “jump” to the highlighted item in the Catalog
(surrounded by similar items). Any item can be added to the Order
Guide, simply click on the “Add To Order Guide” button listed in the
Actions Menu.
•
Report Product Description – click on this if you see a description misspelled or just
plain wrong. With your help we can make our product look up better!
•
Manufacturer Number & other information. Click here to view additional product
information when available. Number of servings per case, price per serving, even
nutrition and packaging information if available.
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TRACS Direct Basics
Quick Order Entry
Quick Order Entry
Another Order Guide “tool” to help build the order faster (listed toward the bottom of the left side Item View
panel) is Quick Order Entry. This method is a favorite of our customers. It is the best way (and the fastest) to
build an order when you are first learning TRACS Direct.
Use the Quick Order Entry to add products to the order by simply entering
the product code number and the quantities. It works just like a data entry
type system (using the numeric keypad on the computer keyboard) and works
best using a printed Order Guide to help with the code numbers.
Enter the Item Number in the text box and hit the Enter key on the computer
keyboard. For a faster order entry; enter the product number followed by a
period (dot) followed by the quantity needed (12345.1) to quickly add an item
to your order.
When the product appears, the cursor jumps to the Quantity box. Simply
type in a quantity needed and hit Enter on the keyboard.
You can also type in the product description or part of the
description, or brand or manufacturer number to search. The
results list on the bottom half of the pop up screen.
Use your arrow keys to move to the item you wish to order
and enter the quantity needed next to the item. Hit Enter on
the computer keyboard and your cursor jumps back to the
filter box to look for the next item.
As the quantities are entered, the order totals are updated at the top of the screen, showing the number of
cases, lines and the total of the order.
Click on Review Order button in the upper right hand side of the screen to see a
summary of the order on the screen. Edit the quantity entered by double clicking
on the item and adjusting the quantity.
Click the "X" in the upper right-hand corner or press Esc in some browsers to
return to the order summary.
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TRACS Direct Basics
Submit Orders
Submit Orders
When the order is ready, the final step is to send it
to Reinhart Foodservice.
Click Order and select the Submit Orders. If
there are more than one order on the system,
remove the check mark(s) of the orders that
should not be sent.
Orders will merge if two orders are sent to Reinhart Foodservice with the same delivery day.
Entering different P.O. Numbers or Order Comments will keep orders from merging on the Reinhart
system once the orders are sent.
Click on the Action Menu to:
Add Purchase Order Number
Add Order Comment
Change Delivery Date
Click on the Submit Orders button when ready. The “Your Order is being Processed screen
appears until the order has completely transmitted to Reinhart, after a few seconds, the Order
Confirmation screen appears.
Be sure to submit the order before the order cut-off time.
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TRACS Direct Basics
Confirmations
The Confirmation
A Confirmation is issued for every order sent to Reinhart Foodservice.
Green dot– order was sent successfully, no issues.
Yellow dot – order was sent successfully but there was a message
returned about something on the order.
Red dot – the order was not accepted, you will not get your order.
Black dot – the order was sent successfully to be held until 1 week
out from the delivery day you chose.
WHITE dot – rarely seen; the order was transmitted, but is waiting for
the warehouse computer to accept the order.
Click on the Details link to view the line-by-line order Confirmation. If multiple accounts are
maintained on the same system, the user can view all confirmations or only his confirmation by
setting that option in the Preferences area.
Please contact the Customer Service Department if there are questions about the order (remove
something, change a quantity). Click on the Reinhart logo to return to the Home page.
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TRACS Direct Basics
Catalog
Product Catalog
The Product Catalog displays all items available from your
Reinhart Foodservice warehouse.
Click on the Catalog link at the top of the screen. The top ten
categories are displayed on the left side panel. You can
expand or collapse the categories by clicking on the +/- buttons
as needed. The categories can be clicked on the left and the
items contained within the category will display on the right.
Or you can use the product search at the top of the left side
panel to filter the search by product code number, description
brand or manufacturer number. Once the search criteria has
been entered into the text box, hit Enter on the computer
keyboard to activate the search. Any item that meets the
Product Search criteria appears in an alphabetic list on the
right side of the screen.
Each item has an Actions menu
where additional product
options are listed.
Items can be added to the Order Guide by clicking on the Actions
menu and choosing the Add Item to Order Guide button.
Report Product Description if you see a description misspelled or just plain
wrong. With your help we can make our product look up better!
The user can also view additional information on an item by clicking on
the Manufacturer Number button. This would include:
- Number of servings in the case
- Price per serving
- Nutrition if available
- Expanded product information
- Cooking and preparation instructions (if available).
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TRACS Direct Basics
Reports
Reports
Click on the desired report and check/uncheck the Print Options that appear on each report as
needed.
Order Guide
This report prints the list of items contained in the Order Guide.
> Orders Pending
Prints a copy of the order that is ready to be sent to Reinhart
Foodservice.
> Inventory Worksheet
Prints a worksheet to use for entering your physical inventory
count. There are a couple of different forms included, you decide
which works best for you.
> Inventory Extension
Displays/Prints the total dollar value of an inventory snapshot. It
calculates a total based on inventory replacement costs.
> Kosher Products
Lists items that Reinhart carries that are flagged as Kosher products, including what type of Kosher when the
manufacturer has supplied it. This report can be printed for just the Order Guide or the entire
Product Catalog.
> Inventory Consumption
Compares two Inventory Snapshots to track inventory used during a certain time period.
>Child Nutrition
Displays products that are flagged as Child Nutrition items. This report can be printed for just
the order guide or the entire Product Catalog.
> Cost Analysis
Show the cost of goods sold by category.
> Credit Report
A credit report by date.
> Deleted Items
Show items that have been deleted from the order guide by date.
All reports print in an Adobe format, however most can be
exported to Word or Excel. Once the Options have been
selected:
1)
2)
3)
4)
5)
Print Setup (Adobe/Excel/Word)
Print Options (Display Categories/Price)
Print Order (select the View you want)
Click on the View Report button
After the report is generated in some browsers you may need to click on the Open/Save/Cancel button
that appears at the bottom of the screen in order to see the report.
Once you see the report on the screen; click the little printer button at the top (sometimes it is hidden
at the bottom) of the Adobe report screen.
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TRACS Direct Extras
Views
Views
Views allow you to set up several ways of viewing the products you
order. For example, you may want to setup a View in the order of
your store room to make inventory easier. You may also want to
create a view that groups similar products together, such as
produce, meats, and non-foods. You may create as many Views as
needed. Each View will have its own set of categories and
sequenced product. An additional advantage of using Views is that
the categories can be multi-leveled.
All items start in the Unassigned category and as new items are added (to the
order guide) they land in the Unassigned category also.
Note; the categories fall alphabetically. If a different order is desired, put a
number in front of the category name to adjust the order.
To set up a ‘Views’
1) Click on Views under the More link on the home page (or from any screen).
2) Enter a name for this ‘View’ (i.e. Storage Area).
3) Start adding category names.
a. Make sure a dot is next to top category name.
b. Use Add Under Category to create each category name.
4) Click on the dot next to Unassigned category and click on the Display
button.
5) Place a checkmark next to the items you wish to move from the
Unassigned category to a category you just created.
6) Use the Product Search to find certain items.
7) Once the item(s) is selected (checkmark); click on the dot next to the category you want to put the item(s)
into.
8) Click on the Assign button under Category options.
Use the Action menu to quickly delete a product or assign a product
to a selected category or look up additional product information.
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TRACS Direct Extras
Views
Views
The tools in the View area (located on the left side panel) include:
Product Search – Use this filter to pull groups of product together (all beef items) and assign all of the to a
category all at once by using the select all products check box (the top check box, in the blue header).
Options:
Add Product – with a product code number
Delete Selected Products – place a check mark next to the item(s) you want to
delete. This is the only place you can delete more than one item at a time.
Category options
Assign – Once items are selected on the right (by placing a check mark next to
the item) click on the dot next to the category you want to move the item(s) to.
Click the Assign button to move the item to the category.
Display – Used to display the selected category (by placing a dot next to the
category).
Category Maintenance – This area lets the user manipulate the categories as needed to
get the groups of products in proper alignment. Select the category and…
- Add Under Category
- Rename Selected Category
- Move Selected Category
- Delete Selected Category
As items are moved to categories, the number of items in that category display in parenthesis. To see the
items in the category, click the dot next to the category then click the Display button. Continue until all items in
the Unassigned category are moved into a category.
After all items are assigned to a category, move
the items up/down within the categories to align
them in the exact position needed. This is done by
filling in a sequence number next to each item.
To make the “on screen” areas and printed reports
display in your View, it must be selected in the
order guide (Change View) or in the Reports area.
For example; to change a View in the order guide,
go to the order guide and select the desired View
by clicking on Change View in the Sort area.
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TRACS Direct Extras
Non-Reinhart Vendors
Managing Non-Reinhart Vendors
To help customers track their complete inventory, we developed an area to enter
their Non-Reinhart vendors along with the products purchased from each.
To begin entering the non-Reinhart product, you must first create the vendor
information, then add items purchased from that outside vendor.
To enter Non-Reinhart vendors click on the Manage Non-Reinhart
Products link (under the More link). Enter the vendor information in the
text fields provided, filling in as much information as needed. Click
the Save button when done.
The vendor information can be changed/deleted later by clicking on the
name.
Action menu next to the vendor
To begin entering product, click on the View Products button next to the vendor
name. Click Yes when asked “Would you like to created one now?” to begin entering
the product information. Click Save when all information has been entered. Once an
item is entered, click on Add a New Item to add another. Products fall
alphabetically and each item is automatically added to usage unless you mark it
as such (option located on the Action menu ).
The items can be added or removed from inventory by highlighting the item and
clicking on the Action menu to Add to Usage or Remove from Usage. This
makes the items appear not only in the Inventory
screen but also in the View area so you can align
items with the rest of the product in the storage areas.
Note that the *** denotes items in usage.
The Action menu includes tools to help:
Delete Product Remove the highlighted item
Edit Product Make a change to the product information that has been entered
Add to Usage This makes the item show in the Inventory and View area
Remove From Usage This makes the item not show in the Inventory and View area
To see these items in the Inventory area or on the Inventory Reports, you must create a
View first, then change to that View in the Inventory area.
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TRACS Direct Extras
Inventory
Managing Inventory
TRACS Direct Inventory provides an effective
tool for keeping track of inventory levels.
Accurate inventory can be maintained for both
Reinhart and Non-Reinhart items. To begin,
click on the Take Inventory link located at the
top. The inventory can be displayed in a
custom View to help make items easier to
locate. Simply click on the Sort/Change View
at the bottom of the left side panel. Select the
desired View and click OK.
The first step to entering inventory is to print the Inventory Worksheet to use as a tool to help the user
record inventory on paper first. If using a mobile device with internet access you can simply enter
inventory as you walk around your storage areas.
If recorded on paper, the next step is to start entering the physical inventory counts into TRACS
Direct, simply enter the on-hand quantity next to the item(s) until all quantities are entered.
Full Case on hand: This column is used to record the physical case count of each item
- i.e. there are 4 cases in stock
Unit on hand: Records broken case counts
- i.e. 4 cans left on the shelf from a 6 count case of #10 cans
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TRACS Direct Extras
Inventory (cont)
Managing Inventory
To find an item use the Product Search box on the left side panel. From the
paper copy you could enter the product code number.
Add
Add RFS Product
Add Non-RFS Product
- Lets you add a new Reinhart item
- Add a Non RFS item to inventory
Options
Reset On Hand to Zero > Reset the quantity columns back to zero when done.
Take Snapshot
> Make a record of the inventory counts.
Reset Units/Case & Desc > Reset ALL Units/Case & Descriptions to default values.
Recording Inventory
In Inventory, the Snapshot is used like a camera to take a picture of the current ‘on hand’ inventory.
It saves the information to a specific name/date. Taking snapshots help generate useful reports
based on the physical inventory information.
To create a Snapshot, once all inventory counts have been entered:
1.
2.
3.
4.
Click the Take Snapshot link in the left side panel.
Enter a description for the snapshot in the text box.
Then select the date, the default is today’s date but any date
can be used.
To save the inventory counts (the snapshot) click Save.
Once the snapshot is saved, the quantities are removed from the screen for the next time. If you don’t want the
quantity zeroed out, remove the check mark on the save snapshot screen.
To edit, rename, delete or merge Snapshots click on Inventory/ View Inventory Snapshots at the top of the
screen. Note that the Merge Snapshot option appears on the left side panel. To merge
Snapshots, click on Merge Snapshots and enter the name of the new merged snapshot,
place a check mark next to the snapshots you want to merge then click on the Merge
button. This will create a new Snapshot, leaving the original(s) intact.
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TRACS Direct
Invoices
Invoices
All invoices are stored in the Invoice area of TRACS Direct with all
Reinhart invoices automatically loading into the system. They display in
order of last purchase with the newest ones at the top.
Note the Main Work Area is split into two parts.
The left-hand side panel lets the user select different accounts if more
than one is assigned to their username.
The right-hand side displays the invoice listing by date range. Click on
Details to view the detail of each invoice.
To Print An Invoice
Click on Orders at the top of the screen and chose Invoices. Click
on the Details button next to the invoice you want to print. Next
click on the Print button on the left under Options. PDF is the
default. Select any other print options you prefer (double space,
shading, show prices and click on the View Report button towards
the right hand side of the screen. Please note that you can print a
receiving sheet to use when the product is delivered at your door.
Date Range
Common Dates / Starting-Ending Date:
Select a date range or use the Common Dates drop
down menu. Click on Update Results once the date is
selected.
Options
Summarize Invoices – To view a summary of purchases, select a date range and click on the Summarize
Invoices button. This displays a summary of all invoices and products received during the selected date
range. If all Non-Reinhart invoices have been received a summarized list can also be generated for those
items.
Find Invoices – find an invoice by invoice number
Invoice Export – this is a generic export feature to export your invoice to a 3rd party software. You chose the
fields the software needs.
The Action menu displays Purchase History on the item highlighted.
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TRACS Direct
Non-RFS Invoices
Receive Non-RFS Invoices (More drop down menu at top)
To receive the non-Reinhart invoices click Enter Non-RFS Invoices, located in the More menu. Follow the
“wizard”, filling in the text boxes with the appropriate information from the actual non-Reinhart invoice.
-
Fill in the information as directed on the screen and click
Next (top right).
The type of invoice can be noted, with the Invoice being
the default setting.
Once the item appears in the Item box, tab to the Qty
box and enter the quantity from the invoice.
Tab to the Price box and enter the price from the invoice.
The program will automatically update the price of the
item (if you don’t want the price updated, take the check mark
out of the box that says Update Price).
When the item is entered, click the Finish button (or Back if you want to start over).
After the item is saved it can be edited or deleted by the buttons to the left of the item. When all items have
been entered, click Finish. The program asks if you want to do another invoice before leaving the area,
continue until all invoices and items have been received.
Click on the vendor drop down to view invoices from other vendors listed on the Invoice screen.
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TRACS Direct Extras
Recipes
Recipes
The Recipe feature in TRACS Direct is used to create recipes for
food costing purposes. Building each recipe, ingredient by
ingredient, and adding recipe directions is to the benefit of each
customer who wants to pinpoint food costs. The recipe directions
should be as complete as possible. HACCP instructions print
atomically at the bottom of all pages when a recipe is printed.
After the recipes have been entered, the program calculates the
cost for not only each ingredient but also each complete recipe.
Recipe Manager can also be used to create menus. The menus
are used to generate orders in TRACS Direct for any number of
servings.
Entering Recipe Categories
To enter recipes, click the Recipes link at the top of the screen. Just like the
rest of TRACS Direct your options for this area are located on the left side
panel.
Category Options
Note that there are a number of Recipe Categories already in the program.
Use the Category Options to:
- Add (a Category name)
- Rename (a Category name)
- Delete (a Category name)
Recipe Options
- Create New Recipe
Recipe Reports
- Displays the Report screen for the different recipe
reports
Menus
- Opens the area where menus can be built to create
orders using selected recipes.
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TRACS Direct Extras
Recipes (Cont)
Start To Enter Recipes
To begin entering recipes, click on the desired category and click on
Create New Recipe (located in the left side panel). Enter the name of the
recipe in the text box and click on the OK button.
Once the Recipe screen appears ready to enter the Number Of
Servings for this recipe (the default is one).
Begin to enter the ingredients for the recipe by clicking on the Add Product button on the left-hand side.
Select the appropriate source button for the ingredients to be added in
Step #1: Select Method to Add item to recipe (depending on the information available).
RFS Product Id This button is used when a product code number is
available.
Product Search Used to search the entire catalog for the desired
ingredient. This Product Search, searches for items with Exact Match
wording, Commonly Used Items First, displaying the items
that are already used in a recipe or in the order guide first. Or
it will simply find an Exact Match to the word or words
entered in the search field.
Sub-Recipe Use if the ingredient was created as a recipe to
be used within another recipe. (Sub-Recipes should always be
made for a quantity of one and it is flagged as a sub when creating the
recipe.)
Other Used to add an ingredient (like water), which may not
be an inventoried item.
Non-Reinhart This button is used when the item is not
purchased from Reinhart Foodservice.
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TRACS Direct Extras
Recipe (Cont)
Enter Ingredients
To move with ease through the fields, use the Tab key to move
forward and Shift-Tab to move back through the text fields or simply
click in the boxes.
Step 2: Select amount and preparation method to make serving.
Enter the amount/measure needed for the ingredient and type the
whole measure in the QTY text box, a fraction measure using the
and the unit of measure using the down arrow
.
down arrow
Hit Enter to select the desired measurement. Type the Preparation Method if needed.
Step 3. Select the number of units per case. Enter the number of units per case in these fields. This
calculation is taken from the Recipe Units at the top right, at the end of the product description line.
NOTE: The Recipe Units will always be by the ounce or the each, and includes the entire case of
product. Example: If a 50-pound bag of flour is being measured by the cup, the number of cups in the 50
pound bag of flour must be entered in #3.
Click Save & Continue when finished with this recipe, to save the ingredient. Repeat these steps for
each ingredient in the recipe.
Note: Food For Fifty is an excellent resource to help with ingredient conversions in step #3. Or see our RFS Document
Library and download the Excel Recipe Conversion.
Enter Recipe Directions
When all ingredients have been entered, click the Directions tab to enter specific cooking instructions for
preparing the recipe. Type as much information as necessary in the text box to complete the recipe. HACCP
instructions print at the bottom of each page when recipes are printed. Use the Save Directions button to
save your work.
A Preparation Time may be entered on the Directions tab.
This information will display on the printed recipe card.
A Popularity Index can also be entered anytime to aid in
ordering.
The Cost Tab
After all ingredients have been added, click the Cost tab to
view the break down cost of each ingredient.
A sell price can be entered for the recipe in the Sell Price
text box.
A Total Food Cost % is automatically calculated (after
refreshing the screen) along with the Recipe Profit information.
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TRACS Direct Extras
Recipe (Cont)
Scaling Recipes
Recipes can be scaled or recalculated for different serving amounts. They can be exploded out to
provide more plate servings or reduced to serve less. As an example, a recipe is added which
would serve 4 people. Scaling a recipe would change the ingredients to serve any number of
people, 50-100- 2, whatever. A recipe may be scaled up or down, as many times as needed; now or
later.
To Scale A Recipe:
1) From within Recipes click on the Goto Recipes button/
2) Click Scale (located in top tab).
3) Type in the number of servings needed for the recipe.
4) Click the Scale button.
5) The ingredients now reflect the new number of servings.
Printing Recipes
A number of reports can be generated from the Reports area but to print a recipe click on the Print link
between the Back link and the Scale link. A copy of the recipe is generated. You may need to click on the
button on the lower left side of the screen or confirm that is what you want.
The Recipe reports (in the Reports area) include:
•
Recipe Ingredient Problems
–
•
Print Recipe Card
–
•
Displays and prints all recipes (or selected
recipes). The recipes can be printed in a
number of different formats and can display
prices and/or product code numbers as
desired.
Recipes Containing Product Number:
–
•
Displays and prints recipes with ingredients that have been, or will be discontinued at Reinhart
Foodservice.
Shows recipes containing a specific product code number. This report is useful when products need to
be replaced (after running the Recipe Ingredient Problems report).
Recipe Costing Information
– Shows recipe costing information without the recipe detail. It displays the number of servings,
Recipe Cost, Sell Price, Cost Per Serving and Food Cost % for all recipes or for a selected
recipe.
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TRACS Direct Extras
Menus
Menus
The Menu Assistant generates orders from selected recipes to create a menu. All recipes included in a menu
can be scaled to the number of servings required. An order is
generated based on the ingredients from the group of recipes. Click
on the Menu Assistant link under Recipes on the Home page.
This link will not display unless recipes have been created first.
The program is very easy to use, just point, click and follow the on
screen prompts.
To work with Menus, use the buttons on the left side panel.
Add
Enter the menu name. You can create as menu menus as you need.
Once named they list just below the menu buttons.
Edit
Highlight one of the menus (you have to create them first) and click
on Edit. Highlight the recipe in the Available Recipes column, click
on the green arrow to move the recipe to right.
• To remove a recipe, highlight it in the Recipes in Current Menu column
• Click on Remove from Menu
• Click on Save Menu when done to return to the Menu Assistant screen.
Delete
• Remove the menu name from the system.
Copy
• Lets you “jump” directly from the Menu Assistant screen to the Recipe Manager screen.
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TRACS Direct Extras
Menu (Cont)
Creating an order using Menus
The program will generate a list of grocery items needed for all recipes included in a specific menu, taking
into account how many servings are needed for each recipe. A snapshot can be used and the program will
automatically subtract the amount needed from the inventory and then generate an order from the amount
of product needed for the recipes. To generate an order, simply follow the prompts.
On the Menus screen, select the desired menu and click on the Create Order from Current Menu button
located in the upper right-hand part of the screen.
Menu Servings for selected menu
• Set All Servings – Serving size must be set in order to calculate product needed. Simply click in the #
Servings column and enter the number of servings needed for each recipe or click on Set All
Servings to set all recipes at one time.
• Select New Menu – Takes you back to the list of menus in Menus.
Side Panel Check Box Options
Show On Order
If an order has already been created and it contains
items needed for the chosen menu, the program will
not only display the quantities on that order, but also
subtract/add the quantity needed to make the recipes
in this menu selected.
Use Pop Index
This is used when two similar items are served during one meal time. For example, two sandwiches or two entrees,
which one is more popular? If one hundred people are being served this menu, what percent will eat the pizza and
what percent will eat the sandwich?
• The index can be set to read what was entered on the specific recipe or it can be set in the menu area without
effecting the recipe information.
Use most current snapshot
•
•
This option would display the physical inventory count (a snapshot) on the worksheet.
You can also automatically subtract the product needed from the current inventory counts (snapshot) and create
the order accordingly.
Click on Calculate Suggested Order when all
adjustments have been made.
Once the Menu Shopping List appears, a worksheet
can be printed to aid in making final adjustments before
the order is generated. The Print Worksheet option is
located in the left side panel.
Enter Order Information in the P.O. Number if needed
and click on Create New Order when done. This moves
you into the Order Guide on the Summary tab, to double
check the order one more time before sending it (just like any other order) to Reinhart Foodservice.
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TRACS Direct Extras
Preferences
Preferences
This area is used to adjust the default settings in your TRACS Direct system. Depending on the speed of your internet
connection and the computer itself, select the options to make the program work best for you.
To adjust the preferences of the system, click on the Welcome link and select Preferences.
Preferences
Enter your e-mail address.
•
•
•
The e-mail address is TRACS Directs’
connection to you, the user. If you forget your
password, you can request it be sent to you via
the e-mail you entered.
The e-mail address is also used when the
Reinhart Foodservice computers are down.
Once they are back on line, the program will
send an order confirmation via the e-mail
address.
The user can change the password in this
section also, however most users simply
change it using the Change Password link at
the top right-hand corner of Home Page under
Welcome.
General Preferences
Select the lines per page to view (50 is the default).
•
Depending on the computer and the internet connection speed the user may want to change this to 25. Where as
new computers with high speed internet connections can set this much higher (up to 500 items per page).
View only orders entered by you.
•
If there are other users using the same account, you might want to use this so you don’t have to look at their
orders. Or if you are an administrator you might want to review the orders before they are submitted.
Use Large Font.
•
Having trouble setting the screen, check this option to make the
fonts bigger.
Order Guide Preferences
Display warning fo duplicate digit entry in the Order Guide.
• Set this option if you want to display a warning for duplicate digit
entries in the Order Guide.
Display warning for order quantity over limit.
View Servings Per Case and Cost Per Serving in the Order Guide.
• If using an old computer/monitor you may decide to save screen
space and turn this feature off.
Messages
Messages will appear in your TRACS Direct system. Watch for them under the MORE link.
These messages will contain a variety of valuable information from your Reinhart Foodservice Division office.
Messages like newsletters, weekly specials and/or webinar information.
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TRACS Direct Extras
On-Line Help Features
On-Line Help
There are a number of built-in help features in TRACS Direct .
Live Chat
o
o
Use this feature to chat with one of our support staff. A very useful tool for the
answer to a quick question.
Simply click on the Live Chat link on the top right.
Support & Help
o
The online help files which include questions asked by other TRACS Direct users.
If you have a question about the program, chances are someone else has already
asked.
Contact Us
o
o
Find your warehouse phone number here.
Find the TRACS Direct Support phone number. 1.800.888.7227 (6 days a week).
Remember, if the system is inactive for more than an hour or so, it will log the user out
automatically. The user can quickly log back in.
Report problems to TRACS Support (e-mail TRACSSupport@RFSDelivers.com).
Use the Forgot password link to get your password e-mailed to you anytime,
day or night (an e-mail address MUST be entered into the Preference area for this to work).
TRACS Support is available six days a week
to serve our customer’s needs. The staff is
happy to answer questions about TRACS
Direct and sometimes can even help with other
computer questions.
TRACS Technical Support Phone Number
1 (800) 88 TRACS
OR
1 (800) 888-7227
Technical Support Hours:
(Central Time)
Monday - Thursday 7:30 AM - 5:30 PM
Friday 7:30 AM - 5:00 PM
Sunday 10:00 AM - 1:00 PM
(Sundays & Holidays – hours are subject to change)
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