When do I need a DL Update & how do I do it?

This article highlights when you may need to update reporting and how to do so in Decision Logic’s web-based platform.

Overview

Specific actions that a user takes will automatically update reporting in Decision Logic. However, some actions require the user to update manually using DL Updates. Running these updates re-calculates the data involved in each report.

3 main reports can be updated using DL Updates:

• Cost of Goods Sold (COGS)

• Ideal vs. Actual (IvA)

• Theoretical vs. Actual (TvA)

Cost of Goods Sold (COGS) Overview

It is important to understand what data is used in the COGS calculation. Changes made affect COGS for the week leading up to the most recently posted inventory.

Running a DL COGS Update initiates the same calculations that are performed when an Inventory is Posted. In addition, IvA & TvA reporting updates are included for the week you are running the COGS update.

Required Actions (COGS)

The actions that do require DL Updates for COGS are listed below.

1. Sales

   1. Changes in the POS were sent to Decision Logic after clearing sales and re-running them through the End of Day page or UDT.

   2. IDs were mapped or changed through POS Admin.
      Department, Order Type, Discount, Reduction (Comp/Void), Gift, etc., or Store-POS assignment

2. COGS Category (via COGS Maintenance)

   1. Category Section parent-child relationship or structure

   2. Category - Sales Department (Revenue Center) assignment

   3. PPC Account - COGS Category assignments

3. Prepped Items

   1. Inventoried prepped item recipe changes would change the amount of product associated with the entered inventory count.

Not Required Actions (COGS)

The actions that do not require DL Update for COGS are listed below

1. Received Orders and Invoices

   1. New

   2. Changed Dates

   3. Changed Amounts / Quantities

   4. Deleted / Undeleted

2. Inventory

   1. Approved Inventory Change Requests

   2. Edited Quantities

   3. Opened then Re-Posted

Update Single Store’s COGS

COGS update can only be run for the most current full week. Selecting a single store allows user to pick an inventory date in the current week to update COGS.

Running COGS Updates with this selection will re-calculate the Beginning Inventory posted for the Inventory Week displayed. This doubles as the Ending Inventory for the previous week.

Begin by navigating to:
Maintenance > Product > DL Updates

1. Select the Company, Region, Area, or Store.

2. Select the most recent Inventory Week Start Date.

   1. The green dot represents the beginning of the Inventory Week Start.

   2. The orange arrow represents the Period Start.

3. Click Apply.

   Open

   

    

4. Check the box next to the COGS Reporting Type.

5. Check the box next to the Company, Region, Area, or Store needing the update.

6. Click Run Updates for Selected Locations.

   Open

   

Update Multiple Store’s COGS

When selecting multiple stores, users are able to select from This Week or Last Week. The calendar to select a date does not appear when multiple stores are selected.

Running COGS Updates with this selection will re-calculate the Beginning Inventory posted for the Inventory Week displayed. This doubles as the Ending Inventory for the previous week.

Begin by navigating to:
Maintenance > Product > DL Updates

1. Select the Company, Region, Area, or All Stores.

2. Select This Week.

3. Click Apply.

    

4. Check the box next to the COGS Reporting Type.

5. Check the box next to the Company, Region, Area, or Store needing the update.

6. Click Run Updates for Selected Locations.

COGS Processed Status and the Refresh arrows below.

Ideal/Theoretical vs. Actual (IvA & TvA) Overview

Changes made affect IvA & TvA for the week before the most recent inventory week. Changes to Menu Item mapping and Menu Mix / PMix Sales, Recipes, and Prepped Items will be applied, and IvA and/or TvA calculations will be recalculated.

Below are the links to how Decision Logic uses data for the IvA and TvA calculations.

• Ideal vs. Actual (IvA) Reporting

• Theoretical vs. Actual (TvA) Reporting

Required Actions (IvA & TvA)

The actions that do require DL Updates for IvA & TvA are listed below

1. Recipes

   1. Changes made to Menu Items via Recipe Book / Menu Maintenance

      1. Ingredients

      2. Quantities

   2. Prepped Items

Not Required Actions (IvA & TvA)

The actions that do not require DL Update for IvA & TvA are listed below.

Changes made for the previous inventory week:

• Inventory Change Request Approvals.

• Inventory reopen and repost.

• Inventory edits.

• Receiving an order with a receive date in the previous inventory week.

• Moving an order receive date from the current week to the previous week.

• Editing quantities received on an order with receive date in the previous week.

Table of Contents

Update Single Store’s IvA or TvA

Begin by navigating to:
Maintenance > Product > DL Updates

1. Select the Company, Region, Area, or Store.

2. Select an Inventory Date that is beyond the current week.

   1. The green dot represents the beginning of the Inventory Week Start.

   2. The orange arrow represents the Period Start.

3. Click Apply.

4. Check the box of the Reporting Type (IvA, TvA, or both) to update.

5. Check the box next to the Company, Region, Area, or Store needing the update.

6. Click Run Updates for Selected Locations.

    

Update Multiple Store’s IvA or TvA

Begin by navigating to:
Maintenance > Product > DL Updates

1. Select the Company, Region, Area, or All Stores.

2. Select Last Week.

3. Click Apply.

4. Check the box of the Reporting Type (IvA, TvA, or both) to update.

5. Check the box next to the Company, Region, Area, or Store needing the update.

6. Click Run Updates for Selected Locations.

IvA and TvA Processed Status and the Refresh arrows below.

Updating Multiple Weeks - COGS, IvA or TvA

Before updating multiple weeks, Decision Logic recommends that you update the current week first. COGS can only be updated for the current week and not weeks from the past. IvA and TvA can be updated for weeks in the past for single-stores. Updating for multiple locations only allows for the past week to be updated.

Begin by navigating to:
Maintenance > Product > DL Updates

1. Update COGS for the current week using the steps for either single-store or multiple-stores. Scroll above to see detailed steps.

2. Click Refresh until the status says Processed.

3. Update IvA and/or TvA for previous week(s) using the steps for either single-store or multiple-stores. Scroll above to see detailed steps.

COGS Processed Example

IvA and TvA Processed Example

Scope and Security

These updates will apply ALL changes to any of the tables mentioned.

• Examples:

  • If both a chicken recipe and a steak recipe were changed - and the intention of running DL Updates is only to update IvA for the chicken recipes - the reporting will also update with the steak recipe changes.

  • If a price changed for a distributor item, the new theoretical cost could be unintentionally inflated/deflated, leading to the variance that was not previously present.

Limited access to this page is advised for the following reasons:

• An Accounting Team may need to reconcile.

• DL Updates may not be necessary.

• Date limits for reporting changes may be imposed.

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