Creating Prepared 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 prepared items are created in accordance with the intended recipe. This 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 Prepared Items in accordance to the stipulated process below. This must be directly aligned to the product & ingredient 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	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	Point of Sale
Recipe	A plan to manfacture a product. This plan will define ingredient, supplier name, ingredient code, ingredient quantities, product description, selling code as well as other system flags.
BOM	Bill of Materials

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.

Checking for Duplicates. Before beginning the process of adding a new prepared 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.
On the top left of the screen click on the magnifying glass. Input the word ‘item’ and select ITEMS
Click on NEW
On the ITEM tab, under the GENERAL section:
1. Click AUTOID to auto-generate the item number.
2. Enter the BARCODE given to you (as what is reflected on the product).
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’.
8. For the STOCK UNITS enter the drop-down option of ‘Each’.
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 TEXT field and insert it here).
11. For the PACK UOM enter the drop-down option of ‘Each’.
12. For the COMPARISON UOM enter the drop-down option of ‘Each’.
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.
Under the BOM section:
1. Tick the following boxes towards the top part of your screen:
  1. PRODUCTION box
  2. FORECAST box
  3. UPDATE COST PRICE FROM BOM box
2. Click directly below the ITEM field and a dropdown will appear.
  1. Search for the ingredient item that you would like to add (If the ingredient is not already added you can view Creating Ingredient Items)
  2. Under UNIT ID, select the unit of measure that you would like the quantity for this ingredient to be defined as.
  3. Under the QTY field enter the quantity of the ingredient item that will be required for this recipe.
3. Add more ingredients to complete your recipe by repeating step ‘b’ above
Under the ITEM FLAGS tab:
1. If the product is not sold as a weighted item and sold as an each with a consistent price for every time this product is sold (eg: Pepper Steak Pie, Chelsea Bun, Cheese & Tomato Sandwich, etc), there is not need to add any flags here
2. If the product IS sold as a weighted item and sold by weight depending on the quantity requested by a customer (eg: Beef Stew, Rice, Chicken Pieces, etc), there IS a need to add flags here You will then need to check the following boxes:
  1. READ FROM SCALE
  2. ENTER QTY
  3. WEIGHTED ITEM
  4. Extra Information regarding this process (at the ‘customer end’ is that the following process on the POS applies:
    1. SITE WITH A TERAOKA SCALE:
      1. No GRV is necessary at this stage (No recipe)
      2. The weight of the item will be calculated by the Teraoka scale, a label will be applied and the customer will take the product to the till to pay
      3. The cashier will scan the code and there will be request to enter a quantity. Because the Teroaka has already done this, the cashier is to merely enter 1.
      4. The POS will then calculate the correct price based on the weight calculated by the Teroaoka
    2. SITE WITHOUT A TERAOKA SCALE:
      1. GRV is also not necessary at this stage (No recipe)
      2. The product will be weighed and the customer informed of the weight. The customer then takes the product with a slip to the till to pay
      3. The cashier will still be requested to enter a quantity. The cashier is to enter the weight of the product as per what was weighed and is on the slip.
      4. The POS will then calculate the correct price based on the weight input at the POS.
Under the ALLERGENS tab:
1. Select allergens which are associated and contained in this product. These allergens would be a cumulative of each ingredient from each supplier.’
2. If unsure of which allergens are contained in each of the ingredients, contact the suppliers to confrim which allergens are present in each of their products
3. Keep the source documentation (emails, letters, documents) sent to you in this regard by the suppliers as proof should these allergen flags get marked incorrectly as a result of their misinformation.
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
Scroll down to the bottom of the screen and click on the SAVE button.
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, sale, etc.

TOOLS

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

TRAINING

Internal Training