New Store Onboarding

Created by Andrea Patterson
Last updated: Apr 12, 2022 by John Hedderman

New stores can be added at any time to an existing Decision Logic website and will use any of the existing configurations and data sets.

Follow the steps below for onboarding a new store.

Company Hierarchy

  • Ensure the Area this store belongs to exists in Company Hierarchy
  • Create a new Area or Group as needed.

Users and Profiles

  • Create Users in Profile Maintenance Profile Maintenance

  • Create Profiles and Assign Pages with Scope and Permissions 

  • Create Managers using the Managers page, for access to the End of Day entries.

Stores Maintenance


Point of Sale Integrations

Supply Chain Maintenance

POS Admin

  • Required for all Sales and Labor reporting

  • Assign Store(s) to existing POS Admin

Menu Maintenance > Menu Set

  • Required for P-MIX / Menu Item reporting

  • Assign Store(s) to Menu Set Menu Maintenance

  • Create a new menu set if the new store does not have the same menu item IDs as the existing locations.

  • Add any unique menu items via Menu Maintenance Upload

PPC Vendor Maintenance

Distributors Maintenance

Order Guides

Inventory Set

Decision Logic Workforce

Budget Maintenance

Table of Contents

For additional questions or assistance, please submit a support ticket by visiting the Decision Logic Help Center.

All training videos are located in the /wiki/spaces/CKB/pages/1121779733

Additional Features

Assign the new location to any additional sets based on the feature


Tips on defining your on-boarding process
Receiving prior to the 1st inventory, you should receive 1 of each inventory item via How do I manually receive orders? for Manual Distributors or How do I receive electronically placed orders with ‘Exceptions’ & what does that mean?#ManualReceivebyE-Invoice for Electronic Distributors. This is so that Decision Logic will know what price to calculate the 1st inventory entry for each item.  If you do not have invoices prior to new store onboarding create a generic How do I manually receive orders? for each item.
For a successful roll-out, it is important that the store is as close to ready as possible to avoid unnecessary disruptions for your project team who will be learning a new system in addition to their existing duties.  Completing this list will greatly increase the odds of a successful staging location from the beginning and provide a starting point for fine-tuning.

Roll Out Check List:

Administrators:

  1. Ensure your bid files and order guides for the staging store are current
  2. Ensure inventory guides for the staging store contain all the necessary items
  3. Reconcile sales for a week at the staging store to ensure mappings are correct
  4. Develop processes behind the following features:
  5. Brief the management team on expectations that they will perform all the required tasks to create schedules
  6. Ensure that the management team has attended training or will be trained by someone who has attended training
  7. Provide User Access and Links to Relevant Knowledge Base Articles and training videos 
    • Developing a Store Level Operations manual with your unique workflow can help managers be successful
    • Provide user names and passwords with your staff
    • Share your mydlweb.com/sitename URL with your staff
    • Share contacts for internal support in your organization with your staff. Below are a few suggestions for contacts to define in your organization: 
      • Operations support
      • Site maintenance support
      • Training support 
      • POS support
      • Payroll support
      • Accounting support 

Begin Store Operations Rollout 

Introduction:

  • Introduce the website and mobile applications
  • Ensure all users can log in

Step 1: Sales & Labor 

Sales

Train store managers how you would like them to use /wiki/spaces/DCKBA/pages/600866823 and how to read the  Daily Sales Report DSR.  Doing this will ensure all stores are accountable for sales and labor, and that POS data is accurate.

  • Validate daily POS Sales & Labor
  • Entering Deposits
  • Balancing Cash Accountability
  • Calculating Cash O/S

Labor Scheduling 

  1. Will they be using Employee Onboarding integration to add employees, if not proceed to step
  2. Populate Employee Roster
  3. Set Employee Availability
  4. Invite hourly employees to use Employee Central mobile application
  5. Managers begin Employee Scheduling
  6. Review Labor Scheduled vs. Actual Reporting

Payroll

  1. It is recommended that store managers validate Payroll weekly

Step 2: Ordering & Receiving

Enter Purchases see What are the features of the Ordering Home page (overview)?.  Receiving purchases these 3 ways prior to 1st Inventory will ensure Decision Logic knows what to calculate your 1st inventory at based on the purchases you receive. (See Market Value vs FIFO for differences in how Inventory $ can be calculated)

  • Enter How do I manually receive orders?
    • Prior to 1st inventory Enter Manual Receive > From Order Guide + Create Invoice for all your current on-hand quantities. You are “receiving” your current on-hand inventory into the system at the Bid File pricing when you do this.
  • Receive E-invoices using How do I receive electronically placed orders with ‘Exceptions’ & what does that mean?
    • For electronic distributors follow the steps for Manual Receive to Receive from E-Invoice all Electronic invoices the week prior to 1st inventory
  • Invoices Entry for Non-Inventoried Purchases & Other Restaurant Costs 
    • Enter Non-Inventoried Purchases via Invoice Entry. This data can be used to supplement your custom-built Budget Report. Non-Inventoried Purchases received from Electronic or Manual Order Guides will appear on TvA Reporting. They will not report to the Cost of Goods Sold.
Step 3: Inventory 

Step 4: Repeat operations


Additional features can be rolled out after 6 weeks of usage: