Creating Ingredient Items

POLICY OBJECTIVE (S)

THE HIGH LEVEL DESIRED OUTCOME (S) RESULTING FROM THE IMPLEMENTATION OF THE POLICY AND / OR THE REASONS WHY THIS OUTCOME (S) IS NECESSARY.

Ensure that items are created in order that they align with Brand Strategy as well as function optimally on the POS.

POLICY

THE ACTION (S) THAT NEEDS TO TAKE PLACE AND / OR THE STANDARD THAT NEEDS TO BE ACHIEVED IN ORDER TO ACHIEVE THE POLICY OBJECTIVES.

Create Items in accordance to the stipulated process below.  This must be directly aligned to the product details that are received from the Supply Chain department.  If it is not registered with Supply Chain it cannot be loaded.

PERSON RESPONSIBLE (ACCOUNTABILITY)

Bold = Responsible Person (s)

Store Manager	Supervisor	Cashier
Forecourt Attendant	Shop Assistant (including kitchen)	Kitchen Assistant
Site Administration	Site Finance	Product Administrator (MSO)
Dealer / Franchisee	Regional Business Manager (MSO)	Country Manager (MSO)
Supply Chain Manager

FREQUENCY OF POLICY IMPLEMENTATION

Bold = Frequency (s)

Daily	Weekly	Monthly
Start Up / Once Off	Ad Hoc	Recurring

 ABBREVIATIONS & DEFINITIONS

POS	Hazards Analysis Critical Control Point
BOUGHT IN PRODUCT	DRY OR FMCG Items that are  bought in and can be sold as is. Barcodes are printed on the product packaging and is usually sold as an EACH.
FOOD PRODUCT (PREPARED ITEMS)	PREPARED OR FOOD Items are made at the store and usually have an expiry date and must be made according to a production schedule.  These items do not have barcodes (leave blank) and are sold as an Each (Coffee) or as a Weighted item (500g stew).  Barcodes for these products are printed on a Tereoka Scale and scanned at the POS.  These products are made up of INGREDIENT ITEMS.
INGREDIENT ITEM	INGREDIENT ITEMS are the Bought In items used to make a prepared item (explained above).  They are brought into stock as an ingredient and are almost always NOT for sale. For example, sugar will form part of a prepared item like coffee.  Ingredients need to be ‘ticked’ in the system so that it is flagged to behave accordingly.  These items generally do not have barcodes.

POLICY IMPLEMENTATION

PROCEDURES / ACTIVITIES / STEPS THAT NEED TO BE COMPLETED SEQUENTIALLY TO ACHIEVE THE POLICY OBJECTIVES.
THE POLICY IMPLEMENTATION FORMS THE BASIS FOR BUSINESS REVIEWS.

1. Checking for Duplicates.  Before beginning the process of adding a new item, various checks need to be done to ensure that the item does not already exist on Polaris.
   1. ​​​​​​​On the top left of the screen click on the magnifying glass.  Input the word ‘item’ and select ITEMS
   2. Put your cursor in the BARCODE field and test that the barcode you are about to add is not already loaded into Polaris.  Once the code is entered, select the FILTER button on the far right of the screen.
   3. If you cannot find the barcode, then put your cursor in the DESCRIPTION field and test that the description you are about to add is not already loaded into Polaris.  Once the code is entered, select the FILTER button on the far right of the screen.
   4. If you are certain that the product does not exist, then continue.
2. On the top left of the screen click on the magnifying glass.  Input the word ‘item’ and select ITEMS
3. Click on NEW
4. On the ITEM tab, under the GENERAL section:
   1. Click AUTOID to auto-generate the item number.​
   2. Enter the BARCODE given to you (this will not be a barcode but will be a number given to you by the Supply Chain Department.  It will probably begin with a ZZ prefix)​.
   3. Enter the DESCRIPTION in exactly the same format as is provided to you by Supply Chain​.
   4. Enter the POS TEXT.  Note that this cannot exceed 25 characters​.
   5. Enter both the DEPARTMENT & SUB DEPARTMENT as is provided to you by Supply Chain.
   6. The VAT will auto-populate driven by your selection in the SUB-CATEGORY field​.
   7. For the SALE UOM enter the drop-down option of ‘Each, Kg, Gram or Litres’.
   8. For the STOCK UNITS enter the drop-down option of ‘Each, Kg, Gram or Litres’.
   9. For the LABEL TYPE enter the drop-down option of ‘Medium’.
   10. Enter the SHELF LABEL TEXT.  Note that this cannot exceed 25 characters​.  (Copy the POS TEST field and insert it here).
   11. For the PACK UOM enter the drop-down option of ‘Each, Kg, Gram or Litres’​.
   12. For the COMPARISON UOM enter the drop-down option of ‘Each’​.
5. Under the SUPPLIER section:
   1. Click directly below the SUPPLIER field and a dropdown will appear.
   2. Look up Supplier (If the supplier is not listed, go to ‘Creating Suppliers‘ ).​
   3. Click on SUPPLIER PRODUCT ID press tab – it will auto populate the item number.  ​
   4. For the CASE COST PRICE enter the cost price of a case.  This cost will have been provided to you by the Supply Chain Department.
   5. For the CASE QTY and for W.H. CASE QTY insert the number of SKU’s (stock keeping units) in the case.
   6. Ensure that the INGREDIENT box (in the middle of the screen) is ‘ticked’ 
6. Under the ATTRIBUTES tab you now need to populate information that will the product available in sites defined by size:
   1. Click directly below the UDA field and a dropdown will appear.
   2. You will see a number of options appear.  (Extended ‘Coffee Floor Plan’, ‘Ready to Go Floor Plan’, ‘Cafe Floor Plan’, ‘Urban Range’, ‘On-route Range and Residential Range’).
   3. Select the correct option for both the UDA and CODE fields.
   4. Repeat the above 3 steps until you have made this product available to all applicable options listed in point b above.
7. Under the SUPPLIER STORES tab, only if this product has limited reach for this supplier, you now need to populate the ‘ geographical reach’ that this product has for this supplier:
   1. Under the SUPPLIER field click and add in the supplier for this product.
   2. Under the STORE HIERARCHY select the region that this supplier can distribute this product to
8. Under the RANGING tab you now need to add what is termed as ‘ranging’ information:
   1. Click directly below the IG CODE field and a dropdown will appear.  (These groups are created in ‘Ranging Item Groups’)
   2. You will see a number of options appear.  (‘All Products Range’, ‘Core Range’, ‘Super 7 + S7 Cafe Range’, ‘Balance of S7 Range’, ‘Local Range’).
   3. Select the ‘Core Range’ at this point
9. Scroll down to the bottom of the screen and click on the SAVE button.
10. The product is now saved to the database but has not been made available to any of the sites yet.  You now need to send this down to the sites that you have set it up for:
    1. On the top left of the screen click on the magnifying glass.  Input the word ‘update’ and select UPDATE POS.
    2. A screen will appear informing you of ‘unprocessed changes to POS’.
    3. To make the products available that you have set the product for, select UPDATE on the top left of your screen.
    4. Click OK and the update will be processed.  Sites will then be able to start using the item by doing an order, stock count, etc.
    5. Remember that this product is likely to never be SOLD by the store.  It will only be used to manufacture a food item.

TOOLS

JOB AIDS / CHECKLISTS / USER GUIDES / DEVICES / SIGNAGE THAT ARE NEEDED TO IMPLEMENT THE POLICY.

TRAINING

Internal Training