Store Operator’s Guide

Helpful Customer Knowledge Base Links:

End of Day tasks

  • Under  the Operations section, select the End Of Day 
  • Select the appropriate date and location
  • Under the "Paid Outs" section > select the appropriate account, enter the Amount, and in the Reason, field
  • Enter the Vendor name for each paid out then select Save
  • Note, you can add multiple entries here
  • Paid-Outs and Paid Ins should be entered daily.
  • Paid-Ins should be entered daily in the Paid Outs section as Negative amount 
  • Under the "Deposits" Section > select "Deposit" and enter the amount and select "Save".
  • Under the Managers section > select "PM" for the shift > select the appropriate manager and select "Save"
  • Please enter info about extenuating circumstances (like weather or special events) in the Comments field.

Enter Invoices

  • Under "Purchases" select "Invoice Entry". Select "New Invoice".
  • Note that there are typically two "Types": "Invoice" and "Credit".
  • If you have a Credit Memo > select the "Credit" type.
  • Also, if you have an invoice that has a credit on it, you will need to enter that credit as a separate invoice of type "Credit" 
  • Credit totals and line amounts should be entered as negative amounts.
  • Sorry for the extra step of having to split invoices that have charges and credits, but this is necessary to address a limitation of our accounting system.
  • For both types, also enter the invoice #, date and amount then select "Continue" to enter the line item info from the invoice by entering the appropriate "Account" and "Amount" for each line item and selecting "Add".
  • After all line items have been added, select "Post" to submit the invoice.
  • If additional vendors or accounts are needed, please contact your Admin.

Online Ordering

  • Under "Direct Order Entry" > select "Enter Order".
  • Make sure the "Distribution Center" is set to the appropriate vendor, the manager is set to yourself then select "Start New Order". 
  • Go through each category entering the qty for each item. 
  • When you're done entering all quantities for all orders, select "Review Order". 
  • MAKE SURE THE DELIVERY DATE CORRECT FOR THE DAY YOU NORMALLY GET YOUR DELIVERY. 
  • After you've reviewed the order, and all looks right then select "Post Order" to submit the order.

Receive Order

  • Under "Direct Order Entry" > select "Receive Order".
  • Decision Logic calculates Food Costs based on beginning inventory, ending inventory, and purchases made through Decision Logic.
  • It does not use AP, Paid-Ins or Paid-Outs.
  • Therefore, it is necessary that all items that are factored into Cost calculations be Ordered and Received through Decision Logic using the method above.
  • In effect, you are placing a "fake" order and receiving it.
  • This is required for accurate cost calculations.
  • One alternative to the "fake" orders is to do a "Manual Receive".
  • This bypasses the Order Guide and order process and lets you buy inventory items in the quantities in which the items are inventoried - it uses the bid files to calculate the costs associated with the order.
  • If you choose to use this method, pay special attention to the units-of-measure for each item since it will be the inventory unit - NOT the order guide unit.

Inventory

  • To take Inventory, go to Operations > Inventory > Enter Inventory
  • Decision Logic considers all inventory counts as BEGINNING inventory so you will need to select the next week as the applicable period.
  • For example, if you are taking inventory on Sunday of Period 8 Week 2 you will need to Select Period 8 Week 3 when entering your inventory.
  • Go through each location, entering the quantities for each inventory item.
  • After you have gone through all items Select "Review Inventory".
  • After double-checking your entries select "Post Inventory" and you're done.


Additional Tips & Tricks:

Running UDT

  • To Sending POS Data to Decision Logic, you will need to run UDT
  • If you would like to send the POS data at the end of the day before you enter end-of-day info go to your POS server and down next to the clock there should be a small blue diamond-shaped icon (if you hold your mouse over the icon it will say "KMS Data Exchange"). KMS dba is Decision Logic.
  • Right-click on the icon and choose Process Today's Data and it should send the data for the day.
  • Or you can choose the Open option to select a specific date to send data for.
  • Be patient sometimes it takes a minute or so for the process to get fired up and start processing your data.
  • If it fails or won't process at all you can right-click on the icon and choose Exit to close the program.
  • To restart it, double-click on the Base.exe icon that is on the desktop of your computer.

AP Report

  • There is an AP/ Accounts Payable report available - select "Reports" at the bottom left then select "Account Summary".
  • Select the Start and End dates for which you would like to see the data for then select "Next".

Order Guide Customization

  • You have the ability to adjust your Order Guide so that it works better for your store.
  • Under "Direct Order Entry" select "Order Guide Locations".
  • This will give you the ability to move items between categories as well as change the sort order.
  • Notice that there is a "Not Used" category that you can move items into. Having items in the Not Used category is just for your convenience and doesn't prevent you from ordering these items in the "Enter Order" page.
  • Also, notice that there is a "Pars" option on the menu where you can go in and set the Pars for your order guide.

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