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BIRCH STREET HELP MANUAL

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1. Approvals Receiving Reconciliation Request For Quote RFQ Requisition RFQ Response RFQ Selection Submit Header Update Add Supplier Select Bid First Previous Next Last Refresh Search Column RFQ number vi Supplier On The Fly Accounts Payable Company Administration Inventory Recipe Reports E Administration Search Text GO Page 1 of 1 Rows 1 1 of 1 found Response RFQ number Status Subject Sent date date ojl e o00000000000001 Supplier response pending Widgets 07 26 2006 19 31 59 07 31 2006 There is the situation where the supplier is off line and cannot respond within the eProcurement system In this case the supplier contacts the buyer after receiving the RFQ and gives his no bid or bid to the buyer The buyer then must enter the bid on behalf of the supplier 1 Click the Hide Menu checkbox in the logo panel to display the Main Menu 2 Click the next to the Procurement menu item to display additional items 106 Copyright 2007 Birch Street Systems Inc All rights reserved ON DEMAND PROCUREMENT irchstreet 3 Click RFQ Response 4 Load the REQ in question for the correct off line supplier There may be more than one off line supplier 5 Enter the information communicated by the supplier in the same manner as the supplier above 6 Click Submit to submit the supplier s RFQ Response Buyer Selects a Response When all supp
2. PO number PO Status Confirm Subj Supplier PO date Req delivery PO Total Home cur Alloc n s Subject cE 000000000000002 Viewed by supplier w Supplier Finest Foods Company OF 27 2006 084 0 2006 452 00 452 00 EE From the buyer s PO Tab select a PO with a status of either e Submitted e Viewed by Supplier e Accepted by Supplier Click the PO Recall button 1 Ifthe PO has a status of Submitted the PO is Recalled and available in the Buyer s Recycle Bin No notification is sent 2 Ifthe PO has a status of Viewed by Supplier or Accepted by Supplier then an email is sent to the supplier s email address and or to their Birch Street Message Inbox depending on the messaging option selected by the supplier alerting them that the buyer wishes to recall the PO and asking them to respond to the request accordingly The supplier is under no obligation to respond to this notification The buyer can only request a recall once 50 Copyright 2007 Birch Street Systems Inc All rights reserved Birch street 3 The supplier selects the PO from their Supplier PO tab and clicks the Recall Response Button A window opens where the supplier can accept or reject the recall 4 Ifthe supplier selects the Reject PO Recall radio button the supplier must add a note in the notes window and click Submit An email is sent to the PO originator s email address and or to his Birch Street Message Inbox depending on the
3. Sort Ingredient item Unit Ext All order item Prod Supplier type category Portion UOM Portion qty cost cost Yield Scalable Scale qty 10690 EX LGE AA EGGS 1 DOZEN More Product Info 4 One A Produce and Dairy K White enriched sugar 5 Sugar Refiners K White enriched sugar op C345DF op Crisco vegetable oil More Product Info Finest Foods Company F910394 Wheat enriched flour 202 More Product Info Finest Foods Company 66801 Salt More Product Info Pacific Foods K K lt 3 Click Delete Item You will get a confirmation message asking Do you want to delete selected items Click OK and the item will be permanently removed from the system Click Cancel if you do not want to delete the item s 4 The Dish price and Cost will automatically be re calculated Delete Recipe When a recipe is no longer needed it can be marked for deletion in the system 1 Find the dish recipe to delete Microsoft Internet Explorer 2 Click Delete Recipe You will l be asked to confirm the he j 953 Do vou want to delete this dishfrecipe From the database deletion Click OK Co Cee 3 Once the deletion is completed g Catalogs OrderGuide Cart REQ PO ati it is no longer available for use It can no longer be found in the Dish name Spice Cake with Frosting Quick search Advanced search This dish recipe has been
4. Add Adadt l Info Microsoft Internet Explorer Seles f Add Addt l Info dd Addt linfo Save Cancel Internal PO number Tracking number Approval Details Click the Approval Details button to determine who has the approval during the approval process for display only e For Approvals on the Fly there will be one active entry plus all the previous entries and their statuses when it was approved and for how much 38 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet e For Standard Approvals there can be several people as a group waiting for one of them to approve the document plus all the previous entries Print Current Date Time 07 24 2006 14 21 PO number oooo00000000770 Submit for Approval 07 24 2006 14 18 Header Dept Banquets Orig Amount 100 00 Supplier name Hotel Food Service Supplies Originator Name Jenny S Shimabuku Originator Dept Banquets Approve date time local Approver Name Approver Title Approver Dept Status time Wally Chin Chef Banquets 07 24 2006 14 19 100 00 Sam Benihana Purchasing amp Supply Manager Banquets 4e 07 24 2006 14 21 100 00 Jenny S Shimabuku Purchasing amp Supply Mar Banquets i 100 00 Budget Impact Budget Reserve Feature Summary e This feature allows users with the proper security access to create a Budget Reserve A Budget Reserve allows the user to artificially transfer unused budget fro
5. C Buyer person ID i i v Fi Do not Fitter w TCO Q o Q Buyer name 01 Donat Fiter TO ns Report Parameters A report can be defined as granular as you need Flexibility of each column gives the report creator a powerful set of tools to extract exactly the information needed Note The last saved report parameter will be loaded Use the definition again modify the definition select an existing filter selection or click reset to start fresh Columns Check the box to include the column on the report Sort Direction Select the direction you want this column to sort Ascending is 1 9 A Z Descending is 9 1 Z A Sort Order Used in conjunction with the Sort Direction the Sort Order tells which column to be the primary secondary tertiary sort For example you can sort by the Required delivery date first then the PO status second and the PO number third Group Check the Group checkbox to give a grouping and or subtotal on this column Be careful that checking this box makes business sense Filter Type Select a filter type to restrict the records returned This is used in conjunction with the Filter Value 1 and Filter Value 2 fields Options available are 218 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstrect Equal The value in the database must exactly equal the value in Filter Value 1 for the record to be included in the report The comparison is case sensitive
6. Page 1of1 Rows1 SofSfound Calculate for of Servings 0 0 Scale factor Profit percentage 60 Convert Metric Scale Scale Order Order Ingredient Unit Ext unit ext unit bate type item category Portion UOM Portion qty cost cost Yield Scalable Scale qty cost cost Order UOM Order Pta price Ingredient Cheese Domestic loz 8 00 24 30 24 30 100 400 00 24 30 24 30 4 00 OO 1 75 1 75 Order UOM Ingredient cup Ail 025 s175 s17sif 100 025 0 22 0 05 The Order UOM is populated when the item originally is added to the dish recipe The only Order UOMSs available are those offered by the supplier Type in or zoom to select the Order UOM desired 8 00 0 24 1 all Order Qty The Order Qty is populated when the item originally is added to the dish recipe This quantity can be overwritten with any quantity desired however it will be automatically updated based on the Number of Servings Portion qty Conversion factor Yield and Scale qty The Order Unit Price and Order Extended Amount will be automatically calculated Edit Item 1 With the recipe loaded select the item ingredient to edit by placing a checkmark in the corresponding box Only check one item at a time 2 Click Edit Item to open the Edit Item window Dish Recipe Dish name Cream Cheese Frosting Update Detail Edit item Update Fax Selling price 15 00 Cost 9 19 Add Di
7. Submit Header Update Add Supplier Select Bid int J Jal Fis I Approval Details First Previous Next Last Refresh Button Descriptions Note Many features require security rights If a tab or button is not visible to you your position does not have security access ADD SUPPLIER You can add multiple suppliers to the RFQ The first supplier is included when the RFQ is created APPROVAL DETAILS You can see the approval process flow as well as who is the current approver EDIT You can edit the RFQ HEADER UPDATE You can update the RFQ Header record while the status is New HISTORY You can track changes made to selected fields in the document PRINT VIEW EDIT You can view the document and modify the contents while it is in a New status SELECT BID The RFQ Selection Screen opens so that you can evaluate suppliers bids and to create a PO or REQ SUBMIT You can submit the RFQ to the approval process if necessary or sends the RFQ to the suppliers 60 Copyright 2007 Birch Street Systems Inc All rights reserved Features Approval Details button This button allows you to determine who has the RFQ document during the approval process for display only e For Approval on the Fly there will be one active entry plus all the previous entries and their statuses when it was approved and for how much e For Standard Approvals there can be several people as a group waiting for one of them to
8. Birch street New Delete Print Update Cl E le F k e Search Column Search Text GO page o of 0 Rows per page 50 Row Period Department GL account Adjustment amt Cancel Copy as New Row Delete Row Row Period number 200611 106 Department 057 GL account 057 352 00 Adjustment amount 26 99 9 Click OK to save the detail record Add any additional rows as needed 10 Click Save to save the entire adjustment record without posting it The budget amount is not yet adjusted 11 Click Update after the adjustment is made and verified This will post the record and no further changes can be made The adjustment record is committed and the budget amount is adjusted Budget Impact Budget Impact window is found on the PO tab for the buyer and Approvals tab for the approver Click Budget Impact to get real time budget information to make budgeting decisions All POs that have started the approval process are taken into consideration for the calculations including the current PO Note Budget Impact is not available for a Storeroom PO Budget update takes place when the REQ is fulfilled The Budget Period displayed is based upon the PO s required delivery date View the information in two ways by making a selection from the Department dropdown 1 This PO only View the PO as a stand alone document 169 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet Budget Im
9. CREATE REQ Create a REQ with a status of New When using Inventory OG the REQ is used to Plan Purchases and track inventory CREATE RFQ Create a RFQ with a status of New with the first Supplier Additional Suppliers are added after the initial RFQ creation DELETE ITEM You OG owner can delete an item from an order guide If you are not the owner you will get a message You do not have rights to delete items from this order guide This Order Guide does not belong to you The owner is owner DELETE OG You OG owner can delete an entire order guide with all of its items If you are not the owner you will get a message You do not have rights to delete this order guide This Order Guide does not belong to you The owner is owner EDIT ITEM You OG owner can modify an order guide item Depending on whether the item is a catalog item or non catalog item different fields are available for edit If you are not the owner you will get a message You do not have rights to edit items from this Order Guide This Order Guide does not belong to you The owner is owner IMPORT OG This feature allows you to import Order Guides using an Excel template to enter your items See below ITEM HISTORY 18 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstrect View the purchased quantity and average price paid for an item by Year Month UOM and Department Information is only available i
10. Create a REQ with a status of New When using Inventory OG the REQ is used to Plan Purchases and track inventory Delete Item Delete one or more ingredients permanently from the system DELETE RECIPE Mark a recipe as deleted It is no longer available in the search results This is different than a deactivated recipe EDIT ITEM Edit the ingredient with portion UOM conversion factor instructions image etc Export Export non catalog items only from the recipe to an Excel worksheet The items can then be edited and imported with the updates HEADER UPDATE Update and add header information once the basic record is created Item History View the purchased quantity and average price paid for an item by Year Month UOM and Department Information is only available if the item has been purchased The price is expressed in the Home currency Import 71 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstrect Import changes to non catalog items to the recipe from an Excel worksheet Note Catalog items are not supported for import MY NEW DISHES Displays a list of dishes recipes that have a status of New Notes Add update any additional information stored in a note attached to the dish recipe Prep Inst Add preparation instructions and images for the recipe Price History View the supplier s pricing history for a selected item broken down by month with actual monetary amount and percentage change Pri
11. EA 3 00 108 0000 324 00 D 16 110 0000 330 00 300 190 Copyright 2007 Birch Street Systems Inc All rights reserved irchstreet OY DEMANG PROCUREMENT Link to Corrected Inv Click Link to Corrected Invoice to open the Reconciliation Screen The receiving record will automatically load or select another record from the navigation list From this screen you can make any final adjustments to match the supplier s invoice to the receiving record BIRCH STREET Powered All Last 30 Days PO s Y Advanced Searc First Previous Next Last New Refresh Search Column PO number v F Search Text GO Receiving status Receiving Complete Yv Page 1 of 1 Rows 1 3 of 3 found Received date PO number 000000000000366 000000000000 ooooo0000000404 ooooooo000000 pooooo000000404 f 0000000000000 Purchase order number Buyer Cost center Subject Plate Plate Stand Cancel reason code Internal PO number Supplier company LLL Unknown supplier Invoice number ao056874 tits Invoice date 08 21 2006 PO Status Partially received Payment reference number FO Update PO status ta Tracking number FO Payment method Purchase order Biloflading PRO number O Totals Total line amount Tax amount 12 79 Invoice tax amt Actual freiaht amt GOR 75 Mi lt q M 93 00 v sm iv Inventory
12. e fthe PO has not been submitted within 7 days the Punchout supplier s copy of the PO will be expired and cannot be processed The Birch Street PO can simply be deleted by clicking Delete PO Budgeting If your property is using the Budgeting Declining Checkbook feature you will need to add GL accounts to the PO If the GL account information is not set up correctly you will get a message to complete it 1 Click Header Update to add GL information Whatever GL accounts are added here will automatically default to all detail items If there are individual exceptions click Print View Edit to open the PO form Click the Edit Line link to change the GL account s Make any changes necessary and click Save Click Submit to send the PO to approvals or to the Punchout supplier Microsoft Internet Explorer 560 Please complete correct GL acct info For this document via Header Update For all items or Prink view For selected items Punchout Change Orders There may be the situation where the original items selected in the Punchout are not correct either the item the quantity or some other quality In this case a Change Order must be created if the Punchout supplier allows it 90 Copyright 2007 Birch Street Systems Inc All rights reserved Birch street 1 Click EDIT in the grid area from the PO Tab This will reconnect you to the Punchout supplier s web site Make any changes necessary and click whatever the
13. note is to remain inside the company Leave this checkbox unchecked for this I Loa trant note to travel with the document to the Supplier Note If this note is placed on a PO from the supplier intended for the buyer do not check the Notes viewed internally only checkbox 136 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstrect Entry Fields Icons Entry Icons 1 Required A blue box with a white arrow indicates that this field is required to complete the entry AS Create Document Microsoft Internet Explorer Subject Required delivery date E Microsoft Internet Explorer AN 276 Required Delivery Date is required When you click OK and have not entered data into the required field you will get an error like the one shown below 2 Invalid data A yellow box with an GL Account 00407 00 CA o exclamation point indicates that the value in the field is invalid It must be Pedida Citas changed to a valid value to save the 14 The data you are trying to enter does not exist in the database record or generate the document Click on the lookup icon to verify the correct value Using the Entry Fields There are a variety of entry fields within the eProcurement system Each is a little different in what information is accepted and how it populates the field 1 Text Box This is a free form field Alphanumeric characters are allowed There is a limit on the number
14. Birchstreet E mu eee a bet ri m k E P Fa E BIRCH STREET BUYER USER MANUAL October 2007 Revision Birch Street Systems 3737 Birch Street Nepwort Beach CA 92660 http www birchstreetsystems com Table of Contents WELCOME TO BIRCH STREET EPROCUREMENT HELP GuUIDE cccsccceseseeeeneeeeeneees 1 GETAHNG STARTED isiin ed guna ceaeaemacdons neu ainmcuauedancuareeauneemevencs 1 Ume Ee Mara Paene E 1 Login Security Features scscscscssssssccsssccssscecsececcscsccesscessscescscsccassccsssceacacsacacsccassceacacsccacsccacaceasacsacacccacacaeacsacacece 2 TU Ste a ecco eee eee coats espe E asc see ca eset tee 3 USING THE FRONT PAGE rsca a a T Catalogs Tab a okaccicssaraceochayacsce la uiac sh a a E S 7 Order Guide TaD deieren a a cuwacansataneeacansacvonataresncaesaunedavarevesaishasasa ua AREA A EEA AREENA 16 CANE TaD oreore eA EE AE E N 24 ALREEDS 28 POW aD iecevava ona densvietievadsslonalanaseta vans A a a E a 35 I BOX LAD nona E N NAE N E AEO EE N 52 Approvals Tab zocos ydr te nna aE a a N aa a a cnet 53 RFQ Tab Request for Quote ccsssccssscescsseccesscecsscescceccscscessscessscsccsssceasscsacaceacacsceasscaeacsacacccataceacacsacatsceataceaes 60 AP WAVOICE TaD Sesuedacavesedcaesunausunnnascaasancsusuruaas tanks ainaasuess snes EE EE S 61 E T E eee E A O A E OEE NE EE A EAS E E AE E 63 AA VA L E EEEE EEEE EEEE E E EE 70 What H TaD rna a a E E 80 DOCUMENT CREATION MODIFICATION cccc
15. Order quantity 3 f Receive by Order UOM Y Order UOM A Receive UOM Ea Accepted quantity Accepted quantity E Remaining open quantity Variance 3 000 Price Price Ul Extension Extension Tax amount 26 73 Invoice tax amt Invoiced price Reason KE Budgeting Adjustments During the receiving process budget adjustments are made to account for any differences in e Received date e Invoice discount amount e Invoice freight amount e Accepted quantity e Invoiced quantity e Invoiced tax amount 187 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet Gi DEMANG BROCUAEMENT e Invoiced price Even if there are no differences budget adjustment records are made that equal one another e Received Date The budget is decremented when the supplier accepts the PO or when the PO is sent by email of fax The decremented period is based on the Required delivery date During receiving it may be that the goods are not received in the same period as the required delivery date In this case the budget monies will be restored to the original period and decremented in the period in which the goods were actually received the Received date on the PO Header Receiving tab e Invoice discount Amount The budget is adjusted by the nvoice discount amount that is currently on the record either from the original PO or the last receiving record Important This field should be updated for each recei
16. Punchout POs cannot be copied since the PO must be created on the Punchout Supplier s site creating a record there and in Birch Street However the items from a Punchout PO can be copied to an Inventory Order Guide to track Inventory The Supplier must be an active company in order to have the PO copied Only catalog items that are currently effective will be copied expired items will not be copied At least valid one item must be able to be copied for the PO to be created Note The email address used is in the source PO If the Buyer does a Copy PO it will use the old email address It doesn t go back to the location to find the email address again PO Recall Purpose lt is understood that there are times when a buyer wishes to recall an order due to unforeseen circumstances Examples may be that an event was canceled or the anticipated number of attendees has significantly increased or decreased or the buyer simply wants to cancel the order due to product spec change requirements The PO Recall feature allows a buyer to recall an order under certain conditions This button is only available with security access Feature Summary Allows a user to recall a PO from an approver or an adopted supplier only o lf Recalled from an Approver no acceptance is necessary o If Recalled from an adopted supplier the supplier must accept the recall as part of the recall process A user may recall a Confirming PO from an approver only if t
17. 000000000000005 C001 Accepted Contirmation Pending Ege kaakaa o7282006 o7so2006 167 52 167 52 No e Click Accept CO to incorporate the suppliers proposed changes into the active PO The PO is appended with C001 and the status is changed to Accepted Confirmation Pending An email notification is sent to the supplier alerting him that the Change Order is accepted and is awaiting his response The original PO is sent to the Recycle Bin with a status of Replaced by CO The PO continues in the normal manner Notes Microsoft Internet Explorer e Click Reject CO and adda note to the supplier of a explanation Click Save The original PO is restored as the active PO and the proposed CO is sent to the Recycle Bin The supplier must still respond to the original PO with a status of View by supplier Copy PO This feature allows the buyer to copy an existing PO to modify and create a new PO Various fields are reset to make it a new PO e Status is set to New active not confirming The buyer and department defaults from whoever is copying the PO e The Need By Date and PO Date are set to today e Various fields specific to a PO are made null discount credit card info notes attachments e If there is a default approver this will be added e POs with allocations will not copy the allocation records POs that cannot be copied 48 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstrect
18. Select whether the PO will be transmitted via fax or email Note Buyers outside the US may only have the Email option available to them Phone Enter the phone number of the supplier Email Enter the email address for this contact person Multiple email addresses can be entered separated by a semi colon Example kathylee abc com tomkelly abc com Address line 1 Enter the primary address of the supplier Address line 2 Enter the secondary address of the supplier Address line 3 Enter the tertiary address of the supplier Country Select the country of the supplier Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet e Zip Enter or select the 7 digit zip code from the Postal Code Lookup window e City Enter the city e State Enter or select the 2 character state code from the State ID Lookup window Add an International SOTF If the SOTF is located outside the US or Canada there will not be a 10 digit fax number 1 Select the Country first This will allow a free form field of entry into the Fax Number field The country will then be disabled 2 Enter the Fax Number 3 Enter the complete address information in Address lines 1 3 only The Zip City and State are not displayed a Supplier Search Microsoft Internet Explorer Supplier Search a 1 Supplier s Found Select Le Bon Chef Contact Pierre Lehlonde 011548559652365 pierre lemondemlebonchet fr 69 rue des Galiboud
19. VIEW Shows a printable version of the generated AP Invoice SUBMIT If Approvals is turned on the AP Invoice is routed through the approval process If approvals is not used then changes the AP Invoice status from New to Invoice Complete changes are no longer allowed Features Approval Details button This button allows the buyer to determine who has the document during the approval process for display only e For Approval on the Fly there will be one active entry plus all the previous entries and their statuses when it was approved and for how much e For Standard Approvals there can be several people as a group waiting for one of them to approve the document plus all the previous entries Print Current Date Time 07 24 2006 14 21 PO number 000000000000770 Submit for Approval 07 24 2006 14 18 Header Dept Banquets Orig Amount 100 00 Supplier name Hotel Food Service Supplies Originator Name Jenny S Shimabuku Originator Dept Banquets Approve dateftime local Aprv Approver Name Approver Title me Dept Status time Amt Wally Chin Chet Banquets Approved 07 24 2006 14 19 100 00 Sam Benihana Purchasing amp Supply Manager Banquets A pproved 0742412006 14 21 100 00 Jenny S Shimabuku Purchasing amp Supply Mar Banquets Approval gpProval pending 30000 100 00 62 Copyright 2007 Birch Street Systems Inc All rights reserved Recipe Menus Tab Top level Recipes and Dishes are grouped
20. VIEW SUBRECIPE CHECKBOX A dish can be made up of multiple recipes You can view scale and create a PO s after displaying the subrecipe s ingredients Before the subrecipe detail is displayed the recipe header alone is displayed Dish Recipe Status Active What i First Previous Next Last Refresh Category name Recipe yields Ar 2 Total prep time 10 View subrecipe 25 Page 1of1 Rows1 2o0f2found Calculate for of Servings 12 Seale factor 0000 Profit percentage 30 Convert Metric CLET T Sort Ingredient Item Unit Ext W All order Item Prod Supplier category Portion UOM Portion qty cost cost Yield Scalable type F i Recipe 1 00 14 92 14 92 RSPoooo000047 SP Cream Cheese Frosting Recipe 1 00 11 14 11 14 1 Place a check mark in the View subrecipe checkbox Click GO This will display all the ingredients of all Subrecipes Note the individual ingredients cannot be modified in the Subrecipe view To modify the ingredients of a Subrecipe edit the recipe itself 208 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet ON DEMAND PROGLAEMENT 268 Hilton Irvine Orange County Airport Dish name Selling price 33 35 Recipe type Dish Status First Previous Next Last Refresh Page 1 of 1 f Rows1 17 of 17 found Calculate for of Servings 12 00 Cost Active Picture Old Fashioned Carrot Cake ws
21. 0 0 Scale factor Profit percentage 60 Convert Metric Sort Ingredient W All order Item Prod Supplier type Item category Portion UOM Scale qty Cheese Domestic oz Q 8 00 24 30 24 30 100 cup Q amp A az s 75 100 ks QI 2 00 8 77 100 Les 3 1 00 MN Q 5 00 1 22 203 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstrect Portion UOM J UOM Lookup Microsoft Internet Ex Sele 1 Inthe Portion UOM column click Change to zoom to select the UOM These UOMs are regular Order Advanced Search UOMs and UOMs created specifically for Recipe Ee Erie ea eel ee Search Column UOM code v Example CUP TSP etc So ae Page 1 of 1 f Rows 1 2 of 2 found 2 scroll or enter a text search to locate the desired Portion UOM UOM code Description A 3 Click Select Example The Order UOM may be CS for 20 pounds of avocados but Portion UOM may be 3 EA for this recipe Portion Qty In the Portion qty field enter the quantity expressed in the Portion UOM Decimal quantities are allowed Example 3 EA of avocado for one recipe that serves 6 people Yield Enter the percentage of Yield for the item Enter only the number Do not enter the percent symbol Decimal quantities are allowed Yield refers to the usable quantity of the item Example 1 avocado has a yield of 75 because the large seed and skin are not edible Enter 75 Scalable Scaling is a wa
22. B Far Payinent Method Credit card Email mmorris abirchstreet net FOE Destination Cost Center Mastercard Ee eae Fp 08 09 Card Holder Mame steve Taylor Notes and Attachments Header Notes No Hotes This Purchase Order has 0 Attachments Detail line items Detail items included on the PO are found at the bottom of the form Non catalogs are indicated by an asterisk after the Item SKU GL Account and Department are displayed before the Product Description if budgeting is turned on Totals are displayed including Freight Tax and Discount hem SEU Product Desc On UOM Price Extension 1 PFJ 2039 10 30 1800 F amp B Passion Fruit Juice 10 00 GAL 13 9900 139 90 Edit Line Edit Alloc 2 O113DAN3 10 30 1800 F amp B Danish Nut 1 5 oz om 1400 cS 127 5000 1 725 00 Edt Lime Bait Alloc 3 O117BAPM 10 30 1800 F amp E Bagels Plain Min 15 00 cs 2 6400 39 60 Edit Line Edit Alloc Won catalog item Sub Total 1 964 50 Freight 08 22 Tax Amount 166 98 Less Discount 13 00 Total amount due 2 216 70 Line item with no quantity If a line item on the PO has an Order Quantity equal to zero then the line will display with a strike through so the user knows that no quantity will be ordered for the line This is a visual cue for the buyer to see that an item was added to the PO without quantity or that an approver has zeroed out a quantity during the approval process NOTE Zero Quantity line items will not be
23. Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet PAOCUAEME Product Images 1 Perform a Product Search by Product Catalog or Supplier to obtain search result items 2 If there is an image attached to the product there will be a small monitor image icon under the Item Supplier SKU 3 Click on the image icon to see the supplier s image E hitp qadev QADEV Images bose 321 jpg Microsoft Internet Sel S http jqadev QADEY Images bose 20321 jpa a Local intranet 13 Copyright 2007 Birch Street Systems Inc All rights reserved 14 Birchstreet OY GEMANG PROCUREMENT Copyright 2007 Birch Street Systems Inc All rights reserved DA GEMMA PHHCURE AE I Non Catalog Items Catalogs Order Guide Cart REQ PO InBox Approvals RFQ AP Invoice Create PO Addto PO Create REQ Add to REQ Create RFQ Add to RFQ Add to order guide Add to cart Select Supplier Currency USD Product Name Select Item Supplier Name Price Extension 1 From the Front Page click the Home link in the Logo Panel to display the Catalogs tab without any search results Click Create non catalog items to display a free form entry screen Click Select supplier In the Supplier Search textbox type the name of the supplier you are looking for and click GO It can be an on line off line or SOTF supplier but not a Punchout supplier S
24. Details Update to New Resubmit Apprv Search Text oo0000000000006 GO Add Addt l Info Change GL Acct Page 1 of 1 7 Rows 1 1 of 1 found PO number PO Status Confirm Subj Supplier PO date Req delivery 000000000000006 New Subject Name badges housekeeping sft 07 25 2006 08 07 2006 63 25 63 25 Supplier Excellent Hoteliers 1 Select the document and click Notes to open the Notes Screen If a note already exists click the record in the navigation panel to view it 2 Enter the text to be communicated in the Notes text field The date defaults to the current date and time 135 Copyright 2007 Birch Street Systems Inc All rights reserved PO Total Home cur Alloc Birchstreet oY CEMA PROCUREMENT 3 Select the type of Notes Microsoft Internet Explorer DER note Options are File Edit View Favorites Tools Help iy BIRCH e From buyer Powered e From supplier Advanced Search e Billing note Search Column Notes v Y Search Text GO Notes ID 2658 Page 1 of 1 Rows 1 1 of 1 found Name tags should be 1 1 2 wide with the Hotel logo The name e Shipping note should be in gold foil See attached list of names 07 28 2006 19 57 e Approver note e Receiving note e Expediting note 4 Click the Notes Note date time 07 28 2006 19 57 44 ii 5 4 Notetype From buyer v vie wed in terna ily Notes viewed internally only only checkbox if this From
25. Internal Note Ship to Attn Hame Gregory Jenson Department as GL Account a Reset Dept GL acct 2 REO Type E Use Tax T Uncheck to add flat amts O Tax 0 0 Use Freight p Uncheck to add flat amts L Freight 0 113 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet PO Creation Modification See Documentation Creation Modification and Overview The purpose of creating a PO Purchase Order is to prepare a legal document allow it to go through any approvals necessary and then send it to the supplier to fulfill Note Many features require security rights If a tab or button is not visible to you your position does not have security access Create PO window Click the Create PO button to open the entry form The OK and Cancel buttons are found at the bottom of the form Tax amp Freight applied to line items No Budgeting Confirming PO Fi Subject Juice order Required delivery date L 07 28 2006 i Approver gt David Johnson v Hote to Supplier Purchase Type o Beverage v Allow partial ship Ship via Best Route Ship to Attn Hame David Johnson i C C CCC Cost center o OE Source Document P Use Tax Uncheck to add flat amts Tax 7 a5 Use Freight Uncheck to add flat amts Freight h 0 0 Less Discount Amount lo ok Cancel Description of fields Tax amp Freight applied to
26. Last Refresh Page 1 of 1 Rows 1 6 of 6 found PO number PO Status Confirm Subj Supplier fecal femmes 000000000000005 C001 Buyer response pending cs pane aaa Subject Tea order for banquet Supplier Finest Foods Company PO date PT Submit Receive Buyer Contact Supp Contact Print View Edit Print w Budget Req delivery PO Total Home cur Alloc 07 26 2006 07 30 2006 167 52 167 52 e The original PO is marked with a status of Pending CO Submitted and the font color is changed to red e The CO PO number is appended with C001 and the status is Buyer response pending Item SKU Product Desc Qty UOM 1 Honest Tea First Nation Peppermint 300 cs 2 03 02151402 Honest Tea Blackforest Tea 500 cs 3 03 02151404 Honest Tea Decaf Ceylon 400 cs Price 13 9600 13 9600 13 9600 Extension 41 88 Edit Line Edit Alloc 69 80 Edit Line Edit Alloc 55 84 Edit Line Edit Alloc Supplier Changed Sub Total Freight Tax Amount Less Discount Total amount due 167 52 0 00 0 00 0 00 167 52 2 Click Print View Edit for the Change Order Items that have been changed or added to the original PO are indicated with a plus symbol submit Receive Buyer Contact All PO s be Header Update Attachment First Previous Next Last Refresh Send Message Budget Impact Add to OG Page 1 of 1 Rows 1 6 of 6 found PO number PO Status Confi
27. OK when you receive the message Processing is done 42 Copyright 2007 Birch Street Systems Inc All rights reserved 7 Closing the Receiving screen brings you back to the PO tab Click Refresh and notice the status of the PO has changed to Buyer Cancelled InBox Approvals Buyer Contact Supp Contact Print View Edit Print wBudget All PO s Header Update Attachment History Accept CO Reject CO Send Message Budget Impact Add to 0G Add to cart Copy PO Delete PO em r PO Recall Approval Details Update to Hew Resubmit Appu Search Text 366 GO Add Addt l Info Page 1 of 1 Rows 1 1 of 1 found a PO number Po Status Confirm Subj Supplier PO date Req delvery PO Total Home cur Alloc 000000000000366 Buyer cancelled No 2Mbiect 1028 2005 1030 2005 140 99 140 99 No Y Supplier Next Day Gourmet f i 8 IMPORTANT At this point the buyer should contact the supplier to notify them of the cancellation The above process does not send out any message to the supplier regarding the cancellation Order Guide Cart REQ First Previous Mext Last Refresh Change GL Account Feature Summary The Change GL Account feature is a security sensitive button that allows specific users to change the GL Account s on a Purchase order after the PO has been accepted by the supplier In making the change a budget adjustment entry is created It is valid for the following PO status
28. Off line Supplier PO status changes to Fax email csv accepted 2 SOTF Off line Supplier Where fax is not processed correctly the PO status changes to Fax failed connection not made This allows the PO to be manually re faxed without decrementing the budget twice 3 Punchout Supplier PO status changes to Accepted by Supplier 4 Confirming PO any type of supplier PO status changes to Accepted by Supplier Receiving Reconciliation During the Receiving Reconciliation process budget adjustments are made The original PO entry is reversed and the new entry is made The Received date is used to determine the budget period which gets decremented instead of the required delivery date from the original PO Budget adjustments are also made based upon the Accepted quantity versus the order quantity You can also reverse the budget completely when using the Cancel PO button which also sets the PO s status to Buyer Cancelled Inventory REQ Fulfillment When using the Inventory feature budgeting is not updated when the supplier accepts a PO It is updated only when the REQ is fulfilled from the storeroom to the outlet department Budget Adjustment Manual entry In addition to automatic budget updates the finance department can make manual adjustment entries 1 From the Main Menu click Budget Adjustment Entry 167 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet Of BEMANE PROCUREMEN
29. Order Guide Order guide list Room appliances v Purple Hon catalog item Red Discontinued Create PO Add to PO Add to cart Create OG Delete OG Print View Delete item Update Clear all qty Create RFQ Add to RFQ Edititem Price history F Sort d Par values First Previous Next Last Search Refresh Page 1 of 1 Rows 1 10 of 10 found gt EUR CLE Prod Supplier Pack Size UOM Min order qty Order Qty Price Extension Cur GL account S KU120004 Foss Guard Healthcare eed More Product Info Excellent Hoteliers 10 00 l 313 60 Use All Green Widgets akle sine 1 000 00 USD Excellent Hoteliers Pool Scraper EA a Beodez Supplier on the fly Pacific Pool Supplies l fae beau EA EA EA SKU130012 Commercial lrons Model 16200 EA More Product Info McBride s Hotel Furniture Suppliers Change Purchase Order The items found on the PO tab provide a visual indication as to their status e Black font indicates the PO is active for either original PO s or Change Orders e Red font indicates the PO is not active but involved with the Change Order process Order Guide Cart All PO s w First Previous West Last Refresh Search Column kd Search Text GO Page 1 of 1 f Rows 1 3 of 3 found Submit Receive Buyer Contact Supp Contact Print View Edit Print wBudget Header Update Attachment History Send Message Budget Impact Add to OG Add to cart Copy
30. PO Delete PO Receiving History PO number PO Status Subj Supplier PO date Req delivery PO Total Home cur Alloc OOOOOOO000001 40 Accepted by supplier Excellent Hoteliers 064 4 2006 06 1 62006 4 560 00 4 560 00 o cL i o a OOCOOOOOC000090 CO01 Buyer response pending Excellent Hoteliers 05 07 2006 08 09 2006 265 04 2 461 33 OOOO0OO00000090 Pending CO Submitted 080r 006 0809 2006 1 120 02 1 217 06 Excellent Hoteliers 142 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet Supplier On The Fly SOTF There are several kinds of suppliers in eProcurement e Adopted Suppliers They can have catalog content in the system or not but they use eProcurement with a similar interface as the buyers to log into the system to respond to POs and RFQs They are on line e Off line Suppliers They can have catalog content in the system or not but they only receive POs or RFQs via fax or email They are off line e Punchout Suppliers They have their own internet site A buyer links to the Punchout site selects items and then are returned to the eProcurement site with the items in a Purchase Order e Supplier On The Fly SOTF They are added to the system by the buyer and do not go through the supplier adoption process They do not have catalog content They receive POs or RFQs via fax or email SOTF suppliers are available from the Supplier Search window
31. Scale factor Profit percentage 30 View subrecipe Convert Metric 3 Once the Profit percentage and Selling price are determined you can update these figures in the Header Update window By updating the information in the Header Update this will be the default the next time the dish recipe is used Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet DA DENJA PAOCWAEMENT Dish Recipe Dish name Old Fashioned Carrot Cake My New Dishes Header Update Update Detail Edititem Update Fax Delete item Create Recipe Selling price 20 14 Cost 14 92 Copy Recipe Delete Recipe Add Dish to Menu Create PO Add to PO Create REQ Add to REQ rg z letails Attachment Attach Image Print View Update Header Microsoft Internet Explorer f B led ee O e Save Cancel 12 Total prep time 10 View subrecipe Update Header Profit percentage 35 Convert Metric Recipetype Recipe v l Unit Ext in UOM Portion qty cost cost Yield Scalable Scale qty c Dish Recipe name fold Fashioned Carrot Cake Sc Description 2 00 4167 St 200 0 01 g 001 f 100 4167 3 Profit percentage 30 Trx currency USD US Dollar 2 00 0 01 0 01 100 41 67 C Exchange rate 1 3 00 0 04 0 11 90 62 50 C DishRecipe price 20 89 CONVERT METRIC CHECKBOX It may be that a recipe is w
32. U mMm ODON Ap Tova Ss him AP invoce Add to cart Add to order guide Create PO Addto PO Rpt Price Issue ttembistory Price history Create REQ Add to REQ Catalog Birch Street Category Soda Bottled UP Products 23 Pages 1 Order Product Name bs Qty ani item Supplier Name Manufacturer Pack Size un 2823 Fanta Grape Coca Cola 24 120 oz More Product Info Coke EDI m 4 00 4320 Sprite Coca Cola 24 20 oz cs 1 More Product Info Coke EDI 14 00 4332 Diet Sprite Coca Cola 24 20 oz More Product Info Coke EDI 4 00 5392 Canada Dry Ginger Ale E 24 002 More Product Info Coke EDI _ 4 00 Product search results are found at the lowest category level where items can be selected to be added to the Cart Order Guide or create a document such as a PO To return to the main catalog listing click on the Home link in the logo panel Punchout Suppliers Click on the supplier s logo such as guestsupply com to temporarily leave the Birch Street system to go the supplier s web site where you will select your items and go through the check out process and then return to Birch Street Click on the PO tab to see the newly created PO 11 Copyright 2007 Birch Street Systems Inc All rights reserved Girchstreet OW PEMA PROC LAEMEYT Quantity Price Breaks Suppliers will often offer a quantity break on the price when more items are purchased at one time If an item has a quantity break a summar
33. Widgets Create RFQ Window Click the Create RFQ button to open the entry form The OK and Cancel buttons are found at the bottom of the form Features SUBJECT neni Required delivery date 08 10 2006 a Supplier response Dateli 0 07 31 2006 2006 wae Approver Andy Akman w Flease indicate the size of the widgets available Hote to Supplier Department los Banquets Quote to include shipping a Cance Add any identifying information for this document Optional REQUIRED DELIVERY DATE Enter the date when the goods are required at your receiving dock SUPPLIER RESPONSE DATE 93 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet Enter the date by which the suppliers are required to respond This date is important to the processing of supplier s bids The buyer cannot select a bid until all suppliers have responded with pricing or declining to respond or until this date has past Approver Select from the available approvers only available if approval type is approval on the fly NOTE TO SUPPLIER Include a note to the supplier optional The note can be modified or made internal once the document is saved DEPARTMENT The buyer s department is defaulted as defined in the Person Screen for the buyer Only those departments to which the buyer has security access are available for selection QUOTE TO INCLUDE SHIPPIN
34. and the Order UOM was GAL Gallon then the conversion factor would be 0 0625 That is 1 GAL divided by 16 CUPs 0 0625 Supplier company ID The ID number of the supplier If the supplier is a supplier this number will always be 99999 The supplier is differentiated with the SOTF Fax number If the supplier is an adopted supplier this will be their ID number Do not change this value for display only SOTF Fax number The fax number of the SOTF supplier If this is an adopted supplier it will be the Fax number of the adopted supplier Internal item number This is a user defined number that is not the supplier SKU number but corresponds to the item in some way It is a memo field only Copyright 2007 Birch Street Systems Inc All rights reserved 78 Birchstreet e Supplier name This is the supplier s name as it appears in the system Do not change this value for display only e tems per case pack This is an indication of how many items there are in a case e Pack Size e Scalable Enter a 1 if the item is scalable or 0 if it is not scalable e Seasonal Enter a 1 if the item is seasonal or 0 if it is not seasonal e Brand This is the brand name of the item free form entry e Grade This is the grade of the item free form entry e Product origin This is the country state of origin of the item free form entry e Yield This is the yield percentage of the item Do no
35. are defined for a person then the person defaults will supersede the company defaults BIRCH STREET Powered Close General Default GL Accounts A COGUU OF b Aa Search Column Search Text GO page h of1 Rows per page B Row Purchase type Default GL Acct Search Column Fullname Search Text GO Page 1 of 1 Rows 1 3 of 3 found Fullname Jerry Nguyen OK cance DeleteRow Row 1 Purchase Type Beverage v Default GL Account 057 352 01 LLL Company Application Setting Default GL Accounts tab 224 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet 1 Open Company Application Setting Screen 2 Load the existing company record 3 Click Default GL Accounts tab 4 Click Add Row or Edit to modify an existing record 5 Select from the Purchase Type dropdown list the type 6 Zoom or type ina GL Account in Default GL Account 7 Click OK to save the row Click Save to save the record The effect is that when a purchase type is selected during Create PO the defined Default GL Acct will default into the GL Account field Note If Default GL Accounts are defined for a person then the person defaults will supersede the company defaults f Gen fal Porchase onder Default GL Accounts j GUE F A e A Search Column F Search Text GO page of 1 Rows per page lso Row Purchase type Default GL Acct Edit 1 Food 001
36. as number of people square feet number of rooms etc 9 Quick editing is available in the grid Detail Gelion de A earch Column Search Text GO page 4 of 1 Rows per page s0 Row Period Department GL account Allocation gqg99 T Based on PO All Period Lengths bo t S Telephone 002 371 og d Edit 1 lss 4 Based on PO All Period Lengths bs Ot S oF Banquets GEREI i Edit 2 fas SSS i Based on PO All Period Lengths on SOS Rooms EGET Eai 228 Copyright 2007 Birch Street Systems Inc All rights reserved
37. as a PO or REQ Catalogs QMeniGniens iter Create PO Addto PO Create REG Add to REQ Create RFO Add to RFQ Add to order guide Add to cart Select Supplier Note Many features require security rights If a tab or button is not visible to you your position does not have security access Button Descriptions ADD TO CART Add selected items into the Cart as a staging area to create a PO REQ RFQ or Recipe ADD TO ORDER GUIDE Add selected items to an order guide If using inventory it is good idea to stage the items in the Cart first before creating adding to an inventory order guide ADD TO PO Add selected items to an existing PO The list from which to select a PO is filtered on the PO status New the Supplier and the PO s currency There can only be one Supplier and currency per PO ADD TO REQ Add selected items into an existing REQ The list from which to select a REQ is filtered on the REQ status New and the REQ s currency there can be multiple Suppliers ADD TO RFQ Add selected items into an existing RFQ The list from which to select is filtered on the RFQ status New and the RFQ s currency CREATE NON CATALOG ITEMS 8 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet Create non catalog items to include in a document By clicking the button a free form line item grid is displayed for entry CREATE PO Create a PO with a status of New CREATE REQ Create
38. be used as a Staging Area for copying items from an existing PO into a new PO Use this method instead of Copy PO method if not all items from the original PO are desired on the new PO Purple Hon catalog item Create PO Add to PO Add to OG Update Delete item Create RFQ First Previous Next Last Search Refresh Add to RFQ Price history Prod Supplier Pack Size UOM Min order qty Order Qty Price Extension Cur GL account SKU130012 Commercial lrons Model 16200 More Product Info McBride s Hotel Furniture Suppliers SKU120004 Foss Guard Healthcare More Product Info Excellent Hoteliers 196 50 U50 SKU120003 Foss Guard More Product Info Excellent Hoteliers Change da i 1 If convenient start with an empty Cart of any items If necessary delete items from the Cart by selecting all items and click Delete Item Order Guide Submit Receive Buyer Contact Supp Contact Print View Edit Print wBudget Al PO s a Header Update Notes Attachment History Send Message Budget Impact Add to OG Add to cart Copy PO Delete PO Receiving History Search Column a Search Text 000000000000147 GO Fage 1 of 1 i Rows 1 1 of 1 found le P number P Status Subj Supplier PO date Reg delvery PO Total Homecur Alloc Om nooooo0000001 42 Fete eee 064 4 2006 061 62006 696 74 596 74 2 From the PO Tab select the PO that holds the items to be copied and click Add to Cart button Purpl
39. deleted fram the system in a menu category Atmehmnani Export Recipe The Export utility is used to update non catalog items for a recipe in order to update primarily the price Only one recipe can be exported at a time Note You cannot add new items to a recipe you can only update existing items 1 Load a dish recipe from the Recipe Menus tab or a new dish recipe from the Dish Recipe tab This will enable the Export button 14 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet 2 On the Dish Recipe tab click Export The Export Filter screen is displayed 3 The loaded Dish Recipe ID will default into the Filter Value 1 field Accept the default or type or zoom to select one recipe a different dish recipe Click Select on the recipe to be exported 4 Click GO to launch the export A Export Filter Microsoft Internet Explorer File Edit wiew Favorites GO Fxport Recipe Attributes Dish Recipe ID Dish Recipe name Sort order tem Product name Portion qty Portion Uh Order UCh Order unit price Order to recipe cony factor Sup company ID SOTF Fax Internal tem Supplier name tems per case Anal Ai x Sort Direction Tools Help Filter Value 1 IrsPooooo000ss Sort Order Filter Type Eqqual Do mot Fiter Dish Recipe Microsoft Internet Explorer Advanced Search Search Column Cishvrecipe ID v IF Search Text lRSPooo00000s5 Go Page 1 of 1 Ro
40. in menus such as Breakfast Lunch and Dinner Order Guide Cart REQ PO InBox Approvals Recipe Menus Advanced Search Create Recipe Deactivate Recipe Search All Menus Search Column Search Value fs GO Button Descriptions Note Many features require security rights If a tab or button is not visible to you your position does not have security access ACTIVATE RECIPE Allows the buyer to move a recipe from the in process status to an activated status This makes the recipe visible to those wishing to use the recipe ADVANCED SEARCH Allows the buyer to search for a recipe or dish with a more complex filter CREATE RECIPE Allows the buyer to create the Recipe Header information Ingredients are added on the Dish Recipe tab DEACTIVATE RECIPE Allows the buyer to mark the recipe or dish as inactive It is not deleted it is just inactivated and can be activated again MENU USAGE Allows the buyer to record the daily sales of a recipe or dish 63 Copyright 2007 Birch Street Systems Inc All rights reserved Birehstreet Search Results level Recipe Menus Load Dish Create Recipe Add Dish to Menu Add Recipe to Dish Menu Restaurant A Category Lunch Up Products 3 Pages 1 Number of Dish Recipe Dish Recipe ID Dish Recipe name Recipe type Classification Recipe author servings price ooooooo0000004 Cream Cheese Frosting Recipe Andy Akman 12 15 00 C OOooOOO00000046 Old Fashioned Carrot Ca
41. must be maintained for the file to be properly uploaded Ed Microsoft Excel Export_Recipe2 File Edit View Insert Format Tools Data Window Help eh sn Gay amp mo B xr s Mim e iy Window ae fe oa RSP_DISFRSP_DISFRSP_ STETSUPPLIER SKU M E QTY RSP Tor DER UORDER_ vee ont pL Dish Recip Dish Recir Recipe steltem Product ne Portion qty Portion UC Order UO Order unit Order to re Supplier ei SOTF en nt ie eit i e fi a Eg w N 2 J ccc cc Ce h i sa BLEi NUMER WIER mA KLET ll O LO K l d a B I bs Pt TE bs DIEIF 5 RSPOOOOO Toad in the 4 burgundy Burgundy 0 25 BTL BTL 15 26 99999 EER RSPOOOOO Toad in the A Lawrys Brown Gravy Mi Lawrys Bre 0 25 EA EA 0 49 99999 6006363636 RSPOOOOO Toad in the 4 water vater 1 5 CUP PTL 0 99999 6006363636 RSPOOOOO Toad in the Green Pepper sreen Pep 0 25 EA LBS 3 25 99999 8006363636 RSPOOQOOO Toad in the Lawrys Seasoned Pepp Lawrys Se 0 01 BTL BTL 4 99 99999 8006363656 Inter RSPOOOOO Toad in the Lawrys Seasoned Salt Lawrys Se 0 01 BTL BTL 4 99 99999 6006363636 Ooo 4 Oo mH amp Bes aa oOo M 4 gt gt Export_Recipe2 a Ready 2 Edit the data directly in Excel e Action Valid values are U to Update Existing Records I Insert is NOT valid 76 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstrect T7 Dish Recipe ID This is the Recipe ID number as automatically assigned by the system Do not change th
42. of characters you can type in each field Subject 137 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet 2 Calendar Enter a date mm dd yyyy or dd mm yyyy depending on the setting for your user or use shortcut keystrokes to enter the date Simply click within the desired date field and enter one of the keystroke combinations below and then hit Tab Required delivery date E Hi 13 of the current month 08 13 2007 28 of the current month 08 28 2007 Today s date 08 11 2007 Yesterday s date 08 10 2007 Today s date plus 1 day 08 12 2007 Tomorrow 08 13 2007 Today s date plus 2 days 1wor 1W_ Today s date plus 1 week 08 18 2007 2w or 2W_ Today s date plus 2 weeks 08 25 2007 Click the calendar icon to open the window Change the month and year as required and click the date to transfer it to the entry box Calendar Microsoft Intern EHR Required delivery date L Sun mon Tue wea tu Fr sat 12 3 4 5 7 8 9 Mo no 12 14 15 16 17 18 1419 21 22 23 25 26 28 29 30 3 Dropdown Selection Box Click the down arrow to display the options Click an item to select it 138 Copyright 2007 Birch Street Systems Inc All rights reserved Select Entry Purchase Type 4 Zoom Selection Window with entry For speed of entry type in the number code into the box or click the magnifying glass icon to zoom to a predefined list Department
43. pproved Jenny S Shimabuku Purchasing amp Supply Mar Banquets l pproval pending Approve Click Approve after the approver verifies that the document is correct Make any modifications as necessary before approving Note If time has passed beyond the original Required delivery date the approver must update the Required delivery date by clicking on Header Update e Approval On the Fly Click Approve to open the Select Approver window O 55 Copyright 2007 Birch Street Systems Inc All rig Select Approver Microsoft Internet Explorer Sele Required delivery date cannot be earlier than the current date Update the date using Header Update onthe Approval tab before approving this document He Select Approver Microsoft Internet Explorer Hext Approver No Approver a Cancel Birchstreet o Select the Next Approver s name or No Approver to end the process o When No Approver is selected signifying the last approver the status changes to Approved or Approved w changes Standard Approvals o Click Approve to open the Select Approver window o Click OK to continue the approval process o When all approval groups are satisfied the status changes to Approved or Approved w changes with the last approval group Select Approver Microsoft Internet Explorer Bele Note For a PO if the PO submission method is automatic the PO is automatically sent to the supplier with the last app
44. report creator 216 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet OW GEMMA PROC LR EMENT Purchase Order Report Microsoft Internet Explorer File Edit View Favorites Tools Help ae Purchase Order Report Run Cancel Reset Check all Uncheck all Delete Filter C Save Fitter Selection As Last 30 days POs Last 30 days POs w Fitter Criteria All CriteriaMet v Open Existing Fitter Selection Sort Direction alle Group Filter Type Filter Value 1 Filter Value 2 PO number Ascending V ist F Do not Filter v PO date w Fromithrough f topay 3a l TODAY 1 Report Parameter Filter Elements Buttons Run When parameters are created or parameters are loaded with a filter selection click Run to run the report and also to save the definition if the Save Filter Selection As is populated and checked Cancel Click Cancel to close the report window Reset Click Reset to remove all values check boxes dropdown values etc Check All Click Check All to place a check mark in all the column selection checkboxes This will include the selected columns on the report Uncheck All Click Uncheck All to remove the check mark in all the column selection checkboxes Delete Filter Click Delete Filter to delete a filter where you are the owner Purchase Order Report Microsoft Internet Explorer File Edit View Favorites Tools
45. represented by ALLOC if you have chosen to have the GL account displayed Note If the GL account attached to the preset allocation record is not available to you the row will display a yellow exclamation mark You must select a valid GL account before the PO can be submitted If Edit Alloc is available to you the GL account can be changed there If not then choose another preset allocation record for this row or select a specific GL account not using the preset allocation feature if lhem SEU Product Desc Ov UOM Price Extension SKU140010 ALLOC F057 Banquets 3 12 og Filet Mignon Price s UpdateD goo cs 58 4975 350 87 Edit Line Edit Alloc Sub Total 330 87 Freight 0 00 Tax Amount 0 00 Less Discount 0 00 Total amount due 350 87 Note The current period budget distribution is displayed using the Budget Impact feature If multiple periods are assigned only the current period distribution is displayed Edit Alloc hyperlink Manual entry The Edit Allocations feature is available for all buyers to view but editing and saving the change is based on security access It allows the buyer to distribute the cost of one line item over multiple Periods Departments and GL Accounts ALLOCATION CAN MADE FOR ONE ITEM ON THE PO ALONE OR IT CAN BE DUPLICATED FOR ALL ITEMS ON THE PO IT CAN BE FOR ONE PERIOD OR SPAN MANY PERIODS Note For those using multi currency the amounts displayed on the top of the window are expressed in
46. s Propane Supply Supplier name Attention Herman s Propane Supply Job title C Salutation Favor onal POW sinner eral Phone ennes4123200 0 Address line 1 h23 Oal Place Address line 2 ooo O O Address line 3 P Zip oom 0t S City Los Angaes State 144 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstrect All information entered here will appear on the fax or emailed document Fax Number Enter the fax number of the supplier with the area code Note Please do not enter space hyphen etc between the numbers For example the number should be entered as 1231231234 and not as 123 123 1234 International numbers are also allowed See Add International SOTF IMPORTANT The fax number is the key to the record It is the supplier s ID number It is used to identify the SOTF when creating RFQs REQs POs and storing items in the Order Guide and Cart See Modifying a SOTF Record below 145 supplier Herman s Propane supply 125 Dak Place Los Angeles CA 90001 Attn Herman Smith Title Phone 006541 232 Fax 94983198603 Email youremailictbichstreet net Supplier name Enter the name of the supplier Attention Enter the contact person for the supplier Job title Enter the job title for this person This is informational only Salutation Enter the appropriate salutation for this person This is information only Fax or Email PO to Supplier
47. search on 4 Click OK Those items that match your search will be displayed 5 When finished click the Refresh hyperlink to view all items again The number of items displayed on one page is governed by the setting in My Settings Records per page The maximum is 350 Button Descriptions Note Many features require security rights If a tab or button is not visible to you your position does not have security access ADD TO OG Add selected items to an order guide If using inventory it is good to stage items in the Cart first before creating adding to an inventory order guide ADD TO PO Add selected items to an existing PO A selected PO list is filtered based on the following criteria The PO status is New the Supplier carries the item and the PO s currency matches There can only be one Supplier and currency per PO ADD TO REQ Add selected items to an existing REQ A selected REQ list is filtered based on the following criteria The REQ status is New and the REQ s currency there can be multiple Suppliers When a PO is created from a REQ with multiple Suppliers multiple POs are created for each Supplier Currency combination 25 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstrect ADD TO RFQ Add items to an existing RFQ The list to select from is filtered on the status New and the RFQ s currency CREATE ITEMS This will take you back to the Catalogs tab with the Create non catalog i
48. tax amount as found on the supplier s invoice Budget adjustments will use this tax amount instead of the original tax amount e Supplier s Invoiced price Enter the price as found on the supplier s invoice Budget adjustments will use this price creating a variance BIRCH STREET Powered Close Receiving Record Link to Corrected Inv Cancel PO PO Header Receiving Line items a OK Cancel gy item Line 2 Line status Accepted by supplier tem 01 4VyPx Product name Continental Plate Stand Substitute item Order Unit of Measure Receiving Unit of Measure Order quantity 3 Receive by Order UOM f Receive UOM Accepted quantity 2 0000 Accepted quantity Remaining open quantity ooog variance Price 108 Price J Extension 216 00 Extension Tax amount 26 73 Invoice tax amt invoiced price Reason x Receiving Report 189 Copyright 2007 Birch Street Systems Inc All rights reserved Click Receiving Record to display the Receiving information for the last receipt generated Once a new record has been generated previous records are no longer available Print Ciose Receiving Record 000000000000039 Purchase Order 000000000000107 Received by Maggie Hino Buyer s name Ilageie Hino Received on 08 09 2006 Buyer s Phone 200 925 4214 PO Status Partially received Buyer s Dept Banquets PO date 03 09 2006 Supplier Excellent Hoteliers Invoice number PO107 Invo
49. the search The search results will be listed below Note Each search is a like comparison so a partial entry is accepted Search All Menus search Column Recipe Dish name wy Search Walle PY GO All Categories Menu List Dish Recipe ID Recipe Dish name Restaurant A Recipe classification Recipe author of servings Recipe price Categories Searches categories by name in order to locate items Quickly brings you to the category level you want to click to view products without walking down all the levels Dish Recipe ID Searches the Dish Recipe ID as assigned by the system Recipe Dish name Searches based on the name given by the user This can be edited in Header Update Recipe classification Searches based on the classification given by the user This can be edited in Header Update Recipe author Searches based on the name of the person who originally created the dish recipe Any part of the name can be entered of servings Searches based on the number of servings This can be edited in Header Update Recipe price Searches based on the monetary value as assigned by the user not the calculated price amount This can be edited in Header Update Advanced Search 65 Copyright 2007 Birch Street Systems Inc All rights reserved Birehstreet You can refine your search using more than one criterion using the Advanced Search In the parameter window select where you want to search e Outlet or
50. 0 2 SKU120003 057 340 00 Banquets Foss Guard 10 00 EA 10 2300 3 SKU120004 057 340 00 Banquets Foss Guard Healthcare 10 00 EA 13 6600 4 SKU120005 057 340 00 Banquets Pillow Protectors 1000 cs 14 2000 Sub Total Freight Tax Amount Less Discount Total amount due Terms And Conditions Extension 105 00 Edt Line Edit Alloc 102 30 Edit Line Edit Alloc 136 60 Edit Lime Edit Alloc 142 00 Edit Line Edit Alloc 3 Type or zoom to select a different department or outlet for this item 58 Copyright 2007 Birch Street Systems Inc All rights reserved Birehstreet 4 lf your property is using the budgeting feature additional GL related fields are visible close J Save tem Product Name Lead Time Days fi Order Quantity fi 0 00 UOM Price Extension 105 00 Tax Exempt Case Pack Dimension Min Order Oty Manufacturer Mig Pant Number Brand Name Model Size Commodity Department GL Account Hiscellaneou Preset Alloc Tax Level 1 GL account Tax Level 2 GL account Tax Level 3 GL account Tax Level 4 GL account Freight GL account 500 00 al Freight Expense 59 Copyright 2007 Birch Street Systems Inc All rights reserved RFQ Tab Request for Quote After clicking the Create RFQ button from the Catalog Order Guide or Cart tabs the resulting document can be found on the RFQ tab Order Guide Cart REQ Y PO Y InBox Approvals RFQ AP invoice
51. 0 If a supplier is included whose quote is expired there is a message to alert the buyer 44 You can only select items with supplier bid date not expired To determine whose quote is expired click the right arrow to make the grid wider In this case select items from a different supplier whose Expiration date is not past save Attach iNotes CreatePO Create REQ Lowest Supplier RFQ Selection Line items Y a b search coum Select Y search Text Al veo page i of 1 Rows per page 50 Select tem Product name Supplier name Status Oty Price Freight Subtotal Expiration date Black Widgets Black Widgets Excellent Hoteliers Supplier declined 08 01 2006 Red Widgets Red Widgets Finest Foods Company Submitted 561 83 0801 2006 Black Widgets Black Widgets Widget Mig International Submitted 535 00 08 06 2006 Blue Widgets Blue Widgets Excellent Hoteliers Supplier declined 08 01 2006 Blue Widgets Blue Widgets Widget Mig International Submitted 521 40 08 06 2006 Blue Widgets Blue Widgets Finest Foods Company Submitted 540 08 08 01 2006 Green Vidgets Green Widgets Excellent Hoteliers Supplier declined 08 01 2006 Green Vidgets Green Widgets Widget Mig International Submitted 4771 20 08 06 2006 BERBBERBEB oo0000000 Green Widgets Green Widgets Finest Foods Company Submitted 452 00 08 01 2006 11 Once the PO has been created return to the PO tab on the front page Click the Refresh link to update the conten
52. 00 When the PO is created on the detail rows the question mark is replaced with the department number segment not the GL account that was entered in the Create PO window hem SEU Product Desc Ov UOM Price Extension 1 O113CRMI 10 30 1600 F amp By Croissant Mini 0 8 oz 500 cs 131 7600 658 20 Edit Line Edit Alloc 2 S000CESC 10 30 1800 F amp B Croissant Egg Sausage Cheese 100 00 EA 1 7300 173 00 Edit Line Edit Alloc 3 Sq00cRsc 10 30 1800 F amp B Croissant stuffed wiswiss cheese 100 00 EA 1 6300 163 00 Edit Lae Edit alloc Sub Total 094 20 Freight 0 00 Tax Amount hag 56 Less Discount 0 00 Total amount due 1 079 36 If PO Header Update is used to change the Department and the Reset Dept GL acct is not checked the original GL accounts will remain but the new Department will replace the question mark If the Reset Dept GL acct is checked the full GL account will replace the masked GL account Tiem SEU Product Desc Ory UOM Price Extension O113CRMI 10 10 1800 Accounting Croissant Mini 0 8 oz 500 cs 131 7400 658 80 Edit Line Edt Alloc S000CESC 10 10 1800 Accounting Croissant Egg Sausage Cheese 100 00 EA 1 7300 173 00 Edt Line Edit Alloc SD00C REC 10 10 1800 Accounting Croissant stuffed w swiss cheese ioon EA 1 6300 163 00 Edit Liwe Edit Alloc If the GL accounts generated are not valid for you the row will have a yellow caution flag displayed These GL accounts must be corre
53. 00 0 00 0 00 0 00 10 000 00 100 00 b kb bbb b 2006 OF July Banquets 057 353 00 Plants amp Decorations 10 000 00 0 00 10 000 00 0 00 0 00 0 00 10 000 00 100 00 a Local intranet Information about the budget reserve amount and POs in the approval process is calculated to display a real time picture of monies available Within this window is the Budget Reserve feature that allows the user to artificially transfer unused budget from one GL account to another Budget Reserve e This feature allows users with the proper security access to create a Budget Reserve A Budget Reserve allows the user to artificially transfer unused budget from one GL account to another This 170 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstrect allows hotel finance to reallocate funds during purchasing operations in a quick and efficient manner while at the same time maintaining the accountability and integrity of the original budget numbers e Only GL accounts that have a negative balance in the current budget period are available to initiate a Budget Reserve against a separate GL Account e The Budget Reserve field can be found on the 3 Budget Reports e Budget by PO Report e Budget Status Report e Budget Rollup Consumed Report Feature Details 1 From either the PO or the Approval Tab access the button to launch the Budget Impact screen 2 On the Budget Impact window noti
54. 197 Purchase Order Change Order e 15139 Request for Quote e 15174 Requisition e 20027 AP Invoice 4 Enter or zoom to select the Group ID 5 Enter a unique sequential Routing sequence for this group Example 100 200 300 Additional records can be inserted later if needed 6 Enter a Description of this approval route 155 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet 7 Check the Must be approved by all group members checkbox if this is true 8 Check the Group can increase quantity if this is true for this group 9 Check the Group can decrease quantity if this is true for this group BIRCH STREET Powered Close New Save SaveAs Delete Print Set Defaults Group routing Criteria Ruting b amp Routing process Approvals Y Document ID 15197 V7 Buyer PO Must be approved by all group EA KJ An Group ID fi PO Ap rial tah PTI asses acti pte 100 Group can increase quantity PO Level 1 approval Description Group can decrease quantity Approval Routing Criteria Detail 1 On the Criteria tab click Add Row to add the criteria for this routing 2 Zoom to select Compare to this column The list is filtered on the document entered on the Group Routing tab There are many fields on which to compare For example If the routing should occur if the amount is greater than a specified figure then select 24540 ORIG_TOTAL_HOME_AMT in the PO Header t
55. 2007 Birch Street Systems Inc All rights reserved Birchstreet y DEHA G PAOCLAEMEN A Edit Line Microsoft Internet Explorer File Edit View Favorites Tools Help SKU140010 tem gt SKLM 40010 Product name 3 12 oz Filet Mignon Price s Up Lead time in days i ti Order quantity 6 00 LOM cs Change UOM Price 58 4775 Extension 350 57 Tax exempt Case pack Dimensions Min order qty S Preset name lookup Microsoft Internet Explorer Bme Manufacturer Advanced Search Mfg part number First Previous Mext Last Refresh Brand name Search Column Model Search Text Go ire Page 1 of 1 S Rows 1 1 of 1 found Commodity Preset name Category ID Select 1 Current Period 057 date Based on PO Department GL account l057 350 30 Linen Freight 0 00 GL account 057 352 00 Comp Breakfast Food Cost t3 Local intranet 3 Once the preset allocation is returned the GL account is now ALLOC indicating that the GL account distribution is no longer one account but allocated according to the preset definition The Preset Alloc name is displayed Departmem A Banquets Preset Alloc Freight 0 00 GL account 057 352 00 Comp Breakfast Food Cost EJ aj Local intranet 125 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstrect 4 Click Save to save the item record 5 Onthe PO Print View Edit window the GL account is now
56. 26 06 oP My New Dishes Header Update Update Detail Edititem Update Fax Delete item Create Recipe Copy Recipe Delete Recipe Add Dish to Menu Create PO Add to PO Create REQ Add to REQ item history Price history Approval Details Attachment Attach Image Print View Prep Inst Category name Recipe yields J 12 Total prep time 10 Scale factor Profit percentage 30 Convert Metric C View subrecipe Go Sort Ingredient Unit Ext E All order Item Prod Supplier type tem category Portion UOM Portion qty cost cost Yield Scalable sca P RSP0000000046 op Old Fashioned Carrot Cake 1 EX LGE AA EGGS 1 DOZEN 5 Jy A One Produce and Dairy zoen z White enriched sugar 5 white enriched sugar op Sugar Refiners ingredient yvo3ea7 SP Chopped Walnuts 5 A gt ingredient More Product Info Finest Foods Company 3 ingredient More Product Info Pacific Foods poaa C345DF op Crisco vegetable oil A 2 ingredient More Product Into Finest Foods Company g F910394 Wheat enriched flour 20 p More Product Info Finest Foods Company AEE Cinnamon Finest Foods Company so allah Baking Soda A Finest Foods Company a Carrot Shredded 5 5 3 ingredient More Product Info Finest Foods Company g M RSP0000000047 op Cream Cheese Frosting 1 a PHLADELPHIA CREAM CHEESE gt Rane eraser vic A One A Produce and Dairy ingredient Cheese Domestic 66548 Butter salted R
57. 340 30 Edit 2 Beverage 001 340 320 OK Cancel Delete Row Roy Purchase Type Default SL Account Price Groups As a supplier you may want to create different pricing structures for different buyer groups For example you may need to replace the base price in the system for a certain group of buyers The base price remains the same for those not in a price group but those in the price group see the adjusted price Volume Price Breaks are then calculated on the different adjusted pricing amounts Contact the Marketplace Administrator if you have differing pricing structures Since pricing is sensitive it must be done in conjunction with the Marketplace Administrator 1 Marketplace Administrator creates on behalf of the supplier a Price Group Header record 225 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet GW GEMANG PROCUREMENT 2 The Marketplace Administrator selects the Buyer Groups that will be affected by the Price Group 3 The supplier imports prices associated with the Price Group Price Group Header The most common setup is for the supplier to replace the item defined in the database with a new price The Marketplace Administrator creates the Price Group Header record The supplier downloads the detail prices 1 Select Price group type as Mark down 2 Type inthe Percent value as 100 100 3 Check the box Selected supplier items 4 Enter or zoom to select the Currenc
58. 4 PO Status PO date 08 21 2006 Changed to above status on Internal PO number Buyer Bridget Woodard Supplier Best Event Product ClosePO Invoice date Invoice number Payment method Purchase order Invoice amount Tracking number Bill of lading PRO number Invoice discount amt Less discount o on Invoice freight amt Freight A a Local intranet ior 4 Status is updated to Buyer cancelled Budget records are reversed completely Receiving Header Information Important Note The nvoice discount amount and Invoice freight amount are defaulted from the original PO or last saved receiving record Ensure these fields are updated for each receipt 181 Copyright 2007 Birch Street Systems Inc All rights reserved Oi EMAL PHOS LAEMEAT Birchstreet E Receiving Microsoft Internet Explorer SEE File Edit View Favorites Tools Help ae BIRCH STREET Powered Close PO number PO Status Accepted by supplier PO date 08 21 2006 Changed to above status on Internal PO number O Buyer Supplier Best Event Production Clase PO Received date 08 21 2006 Cancel reason code rr e Invoice date 0872172006 Invoice number a00658732 Payment method Purchase order Invoice amount SBA Tracking number Po Biloflading PRO number fC O O Invoice discount amt 20 00 Less discount 0 00 Invoice freight amt 28 75 Freight Ready a Local intranet yt Receive All 1 Enter all general informat
59. 66 Please check the view SubRecipe checkbox then click Go before creating a PO or a REQ Copyright 2007 Birch Street Systems Inc All rights reserved f 210 irchstreet OW GEMMA PROC LREMENT Profit Percentage The Profit percentage entry field is used to determine the Selling price The default is user defined when the dish recipe is first created or updated in the Recipe Header Update 1 Enter the estimated Profit percentage and click Recalculate 2 The Selling price is calculated and displayed based on the cost multiplied by the Profit percentage The Selling price and Profit percentage are only temporary values Change the Profit percentage and Recalculate as many times as necessary to determine the actual Selling price Order Guide Cart Dish Recipe My Hew Dishes Header Update Update Dotan fattem Update Fax Deletenem Create Recipe Copy Recipe Delete Recipe Add DishtoMenu CreatePO AddtoPO CreateREQ Addto REQ item history Price history Approval Details Notes Attachment Attach Image Print View Submit Export Import Prepinst_ Whatif Dish name Old Fashioned Carrot Cake Selling price 19 40 f Cost 14 92 Recipe type Recipe Picture sip Status Active First Previous Next Last Refresh First Previous Next Last Category name Lunch Recipe yields Total prep time 10 Page 1 of 1 Rows 1 10 of 10 found Calculate for of Servings 250
60. 7 Make sure there is a checkbox in the item and click Update F Menu Usage Microsoft Internet Explorer Update Print Menu Hame Pestaurant A Q amp wi Select Dish iperen Psp seo sma Bo RE mos O mom Dish Name Quantity Sold Dish price Dish Price Ext Cost Dish Cost Ext Reports can now be run on the entered information 69 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet F HECTARE MER Buyer Dish Recipe Tab After the dish recipe header information has been created it can now be edited on the Dish Recipe tab New dish recipes can be loaded using My New Dishes Other dish recipes are loaded from the Recipe Menus tab using the Advanced or Quick search Dish Recipe Dish name Oi Fashioned Cart Coke oe ee oe Update Fax Deleteitem Create Recipe Selling price 46 38 Cost 14 92 Copy Recipe Delete Recipe AddDishtoMenu CreatePO AddtoPO CreateREQ Addto REQ Recipe type Recipe Picture i C kem history Price history Approval Details Notes Attachment Attach image _ Print View Status Active Suni Export import__ Prepinst wrar First Previous Next Last Refresh Category mame Lunch Recipe yields Total preptime 10 View subrecipe ico Page 1 of 1 Rows1 100f10 found Calculate for of Servings 12 0 Seale factor Profit percentage 0 Convert Metric Recalculate Note To see the Dish name in its entirety allow the Order Guide Cart
61. ACCOUNT Leave this field blank to distribute tax amounts to the GL Account associated with each line item Enter or zoom to select a GL account to record tax amounts separately from the item Only those GL accounts that are valid for the buyer will be available for selection 116 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet USE FREIGHT UNCHECK TO ADD FLAT AMTS Check this box to calculate freight on all items on a percentage basis Uncheck this box to calculate freight on a flat rate basis distributed over all items FREIGHT Enter the freight percent box is checked or the freight flat amount box is unchecked to be either distributed over all items no GL Account is entered or to a specific GL Account GL Account is entered FREIGHT GL ACCOUNT Leave this field blank to distribute freight amounts to the GL Account associated with each line item Enter or zoom to select a GL account to record freight amounts to a specific GL Account Only those GL accounts that are valid for the buyer will be available for selection LESS DISCOUNT AMOUNT Enter a discount amount if necessary The discount is taken after all calculations of tax and freight are made OK Cancel Click OK to save the record or Cancel Once the PO is created the focus goes to the PO tab and it is loaded with a message indicating the number of the PO created Order Guide Cart My Last 30 Days PO s t Header
62. ADMIN 200607 10 000 00 0 00 9915 69 ett M0 337 10 Cleaning Service ADMIN 200607 10 000 00 0 00 10 000 00 5 The Reserve Account screen displays the Budget Reserve information Any existing reserve for the GL account selected is displayed in the Reserve amount field The calculated New reserve amt 172 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet Oi PEMA PHOS LAEMEAT may be edited by the user To post the new reserve select the Submit button Submit Cancel Reserve Account Period number 00607 2006 OF July Department tl Admin amp General Reserve GL Account loot 327 00 Permits amp Licenses Reserve Amt pal 31 New reserve amt 35 65 ES jiii gt 6 A confirmation box is displayed upon successful submission of the new Budget Reserve request 173 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet Ce oe bo E BRE ij mB IRE HER Update Reserve amount from Budget Screen l 2 From the Main Menu select Budget Find the Period in the navigation list on the left Click the Budget amount detail tab on the right to display the detail rows Click Edit on the specific Department GL Account on which to place the reserve amount Enter the Reserve amount Click OK to save the detail row Click Save to save the entire record BIRCH STREET Powered Advanced Search New Save Print First Prev
63. All rights reserved MW Birchstreet Searching with Birch Street Filters Filters are on many of the tabs They are used to narrow down the selection of records returned Click the dropdown to see the options available for the tab you are on Use this in conjunction with the Search Text feature to find the exact record needed Each tab has its own set of filters Search Column search Text at Page 1 of 1 f Rowe 1 16 of 18 found View Results When a search is used several pages worth of information can be produced You can limit the number of pages displayed by changing the number of Records per page in the My Settings Screen The Records per page option has a default value of 350 Click First to go to the first page of records Click Previous to go to the previous page of records iy Last 30 Days PO s w Click Next to go to the next page of records E L e SS Search Column 7 Click Last to go to the last page of records SeachTet GO Page 1 of 1 f Rowe 1 16 of 16 found Click Refresh to get the most current information from the database without any search criteria Quick Search You can further narrow down the records returned using the Quick Search feature 1 2 132 Select the filter in the dropdown list Select the field on which to search from the Search Column dropdown ily Last 30 Days PO s q Enter the appropriate value on which to search There can be
64. Birch Street Systems Inc All rights reserved Birchstreet oY SEMAN PROCUAEMENT 1 Enter all general information on the PO Header Receiving tab Invoice information refers to the Suppliers invoice 2 Click Line Items to go to the detail tab 3 Click Cancel Remaining Qty checkbox e In Column heading checks all rows e On Detail Row check only the individual rows where the remaining items are cancelled You can see the detail by clicking Edit 4 Click Save to simply save the record for further editing or click Update to create the receiving record Status is updated to Receiving Complete when all rows have been accounted for BIRCH STREET Powered Save Update Attach Receiving Record Link to Corrected Inv Cancel PO Line items b A Search Column Receive lt br gt Acceptsbr All V Search Text GO page f of1 Rows per page 50 H Receive CXL Accept Remaining ltem Product name Substitute item Order UOM Acpt d qty Order qty Pr All Continental Plate EA lo Continental Plate Stand EA Puebla Plate EA Partial Receipt Cancel Remaining 1 Enter all general information on the PO Header Receiving tab Invoice information refers to the Suppliers invoice 185 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet ON DEMAND PROCUREMENT 2 Click Line Items to go to the detail tab 3 Enter the quantity received in the upper grid on a specific row 4 Click Cancel R
65. Birch Street integration team during original setup Company Application Setting Each property company decides whether to use budgeting or not 1 Open the Company Application Setting Screen 2 Click the Use budgeting checkbox to activate this feature 3 Type or zoom to select the Default period length code 4 Select what to display on the PO Print View Edit form from the Show budgeting codes on PO print view dropdown list The options are 1 Do not show GL Account 2 Show only GL Account 3 Show GL Account and Department Description 4 Show GL Account and Department Code 5 Show GL Account and GL Description only 6 Show GL Account Description and Department code 7 Show GL Account Description and Department code and Description Use budgeting Default period length code MONTH Ch Show budgeting codes an PO Show both GL Acct amp Dept Code J print view This is an example of Show GL Account Description and Department code The Product Description follows any budgeting information Ttem SKU Product Desc Oy UOM Price Extension 1 03 02151401 O57 340 00 Miscellaneous 057 Honest Tea Assam 1600 C3 13 9400 223 36 Edit Line Edit Alloc 3 03 02151402 037 344 10 Hospitality 057 Honest Tea Blagkforest Tea 1700 C3 13 9400 237 32 Edt Line Edit Alloc 3 03 02151404 057 352 00 Comp Breakfast Food Cost 037 Honest Tea Decaf i700 C3 13 9600 167 52 Edt Line Edit alloc 175 Copyright 2007 Birch Street Systems Inc All rights rese
66. CATION FOR EXAMPLE ROOMS RESTAURANTS POOLS STAFF THIS NUMBER WILL BE CONVERTED TO A PERCENTAGE AND DISPLAYED IN THE ALLOC FIELD ALLOC DISPLAYS THE PERCENT OF ITEMS ENTERED IN THE ALLOC FIELD THE TOTAL NUMBER OF ITEMS NO MATTER HOW MANY THERE ARE EQUAL A TOTAL OF 100 ALLOC AMT DISPLAYS THE MONETARY AMOUNT BASED ON THE TOTAL AMOUNT OF THE ITEM Click Save to save the allocation to this line only or all lines on the PO The Print View Edit displays ALLOC instead of a specific GL account The account must be valid for submission Copyright 2007 Birch Street Systems Inc All rights reserved Birchstrect Approvals with Allocations The approver can modify the allocation distribution The GL accounts and budgeted monies must be available to the approver before the PO can be approved Copy PO with Allocations The system does not support the Copy PO feature with allocations If a PO has allocations defined when the PO is copied the single header GL account will be used as the default Punchout POs with Allocations GL account information is added after the fact in the normal manner before it is submitted back to the supplier Multiple Tax Authorities and Allocations If multiple tax authorities are used the allocation feature is not supported The tax and freight will be spread over the GL account s defined in the Company Application Setting screen Confirming PO Feature Summary e The Confirming PO Feature allo
67. Company Submitted 115 Farr 16 45 452 00 108 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet 6 Buyer clicks on the Lowest Item button and the items are then sorted by the lowest price including freight This helps the buyer to evaluate his best pricing line by line Note If a supplier declined to bid the Status is Supplier declined and cannot be selected for inclusion on a document Save Attach Create PO Create REQ Lowest Supplier F Lowestitem F e 40 Search Column Y Search Text GO page 1 of 1 Rows per page 50 Select tem Product name Supplier name Status Price Freight Subtotal Green Widgets Green Vidgets Finest Foods Company Submitted 115 Parr 16 45 452 00 Edit Green Widgets Green Vidgets Widget blig International Submitted 3 58 25 00 471 20 Edit Alue Widgets Blue Widgets Widget blig International Submitted 4 22 15 00 571 40 40 Skene ee Red widgets Ried Widgets Finest Foods Company Submitted 5 35 pe 66 E 66 Gol o ee rarene nmorao emen e ea mal mee Black Widgets Black Widgets Excellent Hoteliers Blue Widgets Blue Widgets Excellent Hoteliers Green Vidgets Green Widgets Excellent Hoteliers 7 Buyer clicks on the Lowest Supplier button and the items are then sorted by the total of all items including freight This helps the buyer to evaluate the entire order by one supplier Select tem Product name Supp
68. Department GL account Allocation Eq 2 sas SS Ch Based on PO All Period Lengths on CA Rooms joo1 s16 00 Reservation Costs 25 Cancel Copy as New Row Delete Row Row a Period number lss ci Based onPO Department sy 0 00 S Banquets SS SL account os7 35010 S Glass Allocation number 4 Click Add Row to enter the first allocation 5 Enter or zoom to select the Period or 99999 A specific period will allocate the costs to the designated GL Period Entering 99999 will substitute the 99999 with the current GL period based on the PO required delivery date 227 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet Notes e If the required delivery date is changed at a later time the period will NOT be updated It will remain the period it was when it was first created unless edited manually e The period cannot be prior to the required delivery date If it is then the line will display a yellow exclamation mark and cannot be submitted 6 Enter or zoom to select the Department to allocate the costs 7 Enter or zoom to select the GL account to allocate the costs 8 Enter the Allocation number This is the weighted value of the distribution When the allocation is created this allocation number for all records will be translated to equal 100 The Allocation s do NOT have to equal 100 The system will do that for you This number could represent any number of groupings such
69. E Suy Frans Supo Supplier name Attention Herman Smith Herman s Propane Supply Job title Owner S Salutation Mr Fax or email PO to supplier Email v Phone 006541232 s S Email lyouremail birchstreetnet Address line 1 h23 Oak Place Address line 2 Address line 3 P Country UNITED STATES v Zip foon t t Ciy losAngeles state ca SSS KA Ready a Local intranet g IMPORTANT e fthere are SOTF records using the old fax number in the Order Guide use the Update Fax feature to change the fax number on existing records e fthere are POs already created with a status of New use Header Update to modify the fax number 147 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet ON CEMA PROCUREMENT gmi e fthere are POs already created be aware when you used Copy PO that the old fax number will be copied Use Header Update to modify the fax number Supplier On The Fly Added During Supplier Search On the Catalogs tab while creating non catalog items you can do a Supplier Search If the supplier is not found you can add it on the fly 1 From the Catalogs tab click Select Supplier 2 Enter a text search in the Supplier Search box Click GO 3 When the supplier is not found No Supplier Found is displayed 4 Click Add New Supplier This button is only available with security access BIRCH A Supplier Search Microsoft Internet Explo
70. EMAL PROC LAEMEYT The Portion UOM is now changed to a Metric UOM and made to be display only The Portion qty is now converted to correspond to the Metric UOM Note Those items that are not specifically metric box case each etc are not converted Standard US Metric Conversion Factor CUP Cup LTR Liter 24 FOZ Ounce Fluid ML Milliliter 30 LBS Pound G Gram 454 OZ Ounce G Gram 28 PTL Pint Liquid LTR Liter 47 QTL Quart Liquid LTR Liter 95 TBP Tablespoon ML Milliliter 15 TSP Teaspoon ML Milliliter 5 Status Active suum port mporn Prepnst What First Previous Next Last Refresh Category name Lunch Recipe yields F 2 Total prep time 10 View subrecipe Page 1 of 1 Rows 1 10 of 10 found Calculate for of Servings 250 00 Scale factor Profit percentage 30 Convert Metric Sort Ingredient Item Portion Unit Ext W All order Item Prod Supplier type category UOM Portion qty cost cost Yield Scalable Scale qty 10690 EX LGE AA EGGS 1 DOZEN O More Product Info A One A Produce and Dairy eee 0 16 0 64 100 83 33 13 3 Whit iched sugar 5 O White enriched sugar 2P REA sugar 9F redient 48 1 04 0 50 100 1000 1 04 10 4 F C345DF op Crisco vegetable oil een kelna i T eee pE More Product Info Finest Foods Company i f F910394 Wheat enriched flour 20 N 1 O jis More Product Info Finest Foods Company In
71. FQ is submitted to supplier s the Sent date is populated and the Status changes to Supplier response pending Suppliers receive an email notification alerting him that a RFQ has arrived Those suppliers who are off line receive an email with the actual RFQ as an attachment Submit Header Update Add Supplier Select Bid Print View Edit Edit First Previous Next Last Refresh Search Column RFG number w Search Text GO Page 1 of 1 Rows 1 1 of 1 found RFQ number Status Subject Sent date Response date oj es o00000000000001 Supplier response pending Widgets 07 26 2006 19 31 59 07 31 2006 On line Supplier Responds with a Bid When the Supplier receives an on line RFQ he clicks on the Edit Response button to enter his bid in the RFQ Response screen Submit Response Edit Response Print View Edit RFQ s Needing Response W i Search Column RFQ number Search Text 000000000000001 GO Page 1 of 1 Rows 1 1 of 1 found Response Bid grand RFQ number Status Subject f Submitted date date total A _ _ Subject Vidgets 34 lo Se ooooo0000000001 Supplier response pending Buyer Hilton Irvine Orange County Airport 07 26 2006 19 31 59 07 31 2006 0 00 The options available are e No Bid The supplier declines to bid on this RFQ The buyer s record is updated e Bid The supplier enters a bid and submits it to the buyer His record is up
72. Fa Department os Banquets Quote to include shipping Ship to Attn Name Gregory Jenson SHIP TO LOCATION Those with security access can change the Ship To address The default Ship To address comes from Company Application Setting entry screen RFQ Ship to Location The actual location address is defined in the Location entry screen SHIP VIA Indicate the buyer s preference on how to ship the goods SHIP TO ATTN NAME 95 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet Defaults from the buyer s contact person as defined for the main location This can be modified Save Cancel Click Save to save the record or Cancel Add Suppliers When the RFQ is originally created one supplier is selected If the RFQ is only to go to one supplier then no further action is required 1 From the RFQ tab click the Add Supplier button to send the RFQ to more than one supplier 2 Enter the supplier in the ae S li SERIE cear 1 Supplier s Found uppien Search text box and click GO Select Finest Foods Company l Contact Marilyn Bautista 800 345 5465 Fax 808 842 95829 mmorristibirchstreet net 743 J VWeiakamilo Road 3 Suppliers Honolulu Hi 96817 matching your Direct search are displayed lt i gt 4 Select the supplier to which you want to send this RFQ 5 Repeat this process for as many suppliers as necessary PO Print View Edit Click the Print View E
73. G Check this box to indicate to the Supplier that the quote should include shipping costs OK Cancel Click OK to save the record and generate the RFQ Click the Cancel button to stop the Create RFQ process Once the RFQ is created the focus goes to the RFQ tab and it is loaded with a message indicating the number of the RFQ created AIRES J History Approval Detaiis Search Column RFQnumber v Search Text 000000000000001 Go Page 1 of 1 Rows 1 1 of 1 found RFQ number Status Subject Sent date Response date Add to RFQ Add items to a RFQ much in the same way as the original creation The RFQ must already be created Only non catalog items with the same supplier and currency can be added Other suppliers can be added later 94 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet 4 RFQ Number Lookup Microsoft Internet Explorer Advanced Search Search Column RFS number F Search Tet 000 G0 Page 1 of 1 Rows 1 1 of 1 found RFQ number Description Status ooooodoo0o00001 Widgets Peny 4 til RFQ Header Update After a document is created it can be modified while it still has a status of New Included are the same entry fields as the Create RFQ window Additional fields are available on the Header Update Only the differences will be described here Subject Required delivery date 08 10 2006 Fel Supplier response Datel 07 31 2006
74. General Library e Active Inactive or Both statuses 1 Puta check mark in the column you want to search 2 Use the dropdown list to determine how to filter the column Note Each column has a list customized for that column Available options are Do not Filter this column Equal Not Equal Greater Than Greater Than or Equal To Less Than Less Than or Equal To From Through 3 Type zoom or select the filter value to narrow the records returned 66 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstrect Advanced Search Microsoft Internet Explorer Active outlet Search Within Inactive Library C Both Column name Filter type Filter Value 1 Filter Value 2 status Do mot Fiter this column Categories Do not Fitter this column Recipe Dish name Do not Fiter this column OO Recipe type Do not Fitter this column Recipe classification Do not Fiter this column OO Recipe author Do not Fiter this column wt o _ n Recipe price Do not Fiter this column Ingredient Do not Fiter this column Select Entry Supplier Do not Fiter thia column Seasonal Do not Fiter this column Select Entry ern Do not Fitter this column Product name Do not Filter this column smej Ahhh TN T a Local intranet 4 With the search resul
75. Girchstreet OW EMAL PHHC UNENE Receiving Overview The receiving process matches up the quantity ordered the quantity received and the quantity invoiced by the supplier Only POs that have a status of Accepted by supplier are available for receiving If using the budgeting feature the budget will be updated to reflect what was really received and at what price 1 From the PO tab select the PO that has been Accepted by supplier 2 Click Receive to open the Receiving Screen The record will load automatically Submit Receive Buyer Contact Supp Contact Print View Edit Print wBudget My Last 30 Days PO s k Header Update Notes Attachment Accept CO Reject CO First Previous Mext Last Refresh Send Message Budget Impact Add to OG Add to cart Copy PO Delete PO Se archeCalinn Receiving History PO Recall Approval Details Update to New Resubmit Apprv Search Text OOOOQG000000103 Go Add Addt l Info Change GL Acct Page 1 of 1 Rowe 1 1 af 1 found ponun PO number PO Statu Status Confirm Confirm Subj Supplier PO date Req delwery PO Total Home cur Alloc oc DOOOOOONON00103 Accepted by supplier ieste by super No Fresh Island Fish 08 02006 061 12006 373 95 373 95 Ey Note The Receiving Screen can also be accessed from the Main Menu under Procurement Main Menu My Menu El Procurement Approvals Reconciliation Request For Quote RFQ Requisition RFQ Response RFQ Selection Suppl
76. Help ae Purchase Order Report lLast 30 days POs C Save Filter Selection As Open Existing Filter Selection Last 30 days POs Filter Criteria All Criteria Met Y Sort Direction Sort Group Filter Type Filter Value 2 Order PO number Ascending 1st Fi Do not Filter v PO date v Fromthrough v l topay so TODAY 1 Save a Report Filter 1 Create a report by making the parameter selections below 2 Give the report a name by typing it in the Save Filter Selection As field 217 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet 3 Click the checkbox next to the Save Filter Selection As field 4 Select the Filter Criteria e All Criteria Met AND e Any Criteria Met OR 5 Click Run The report will open in either an Excel Worksheet or a HTML format This is described in Output Selection Z Purchase Order Report Microsoft Internet Explorer Sel File Edit view Favorites Tools Help ae gt Purchase Order Report Run Cancel Check All Uncheck All Delete Filter Ei seveFiter Selection as fast 30daysPOs O O O O Open Existing Fitter Selection Last 30 days POs v Fitter Criteria Group Filter Type Filter Value 1 Filter Value 2 Sort Direction 2 Order PO number Ascending v 1st v Donot Filter O as PO date vi O Fromthrough J topay 30 j vn
77. History upplier Pricing History Print cancer Supplier company ID fi 3 McBride s Hotel Furnitur tem Eku 30016 tem description Menu Stand 2 diameter tube 11 4 x 1 114 tems per UOM Current price 23 15 Annual avg price 23 15 Quarter 1 avg price 23 15 Quarter 1 price chg amt 0 Quarter 1 price chg Quarter 2 avg price 25 15 Quarter 2 price chg amt 40 Quarter 2 price chg o January average price 23 15 January price chg amt 0 January price chg February average price 25 15 February price chg amt 40 February price chg 0 March average price 25 15 March price chg amt 10 March price chg 0 April average price 23 15 April price chg amt 0 April price chg i May average price 23 15 May price chg amt 0 May price chg June average price 23 15 June price chg amt 0 June price chg Currency code UM Size Etra Large Last catalog update date OX Quarter 3 avg price 23 15 Quarter 3 price chg amt 0 Quarter 3 price chg Quarter 4 avg price 40 Quarter 4 price chg amt F0 Quarter 4 price chg 0 July average price P2515 July price chg amt 30 July price chg AUGUST average price 23 15 August price chg amt 40 August price chg 0 September average price F0 September price chg amt 30 September price chg 0 October average price 30 October price chg amt p0 October pri
78. List Microsoft Internet Explorer Load Dish Create Recipe Add Dishto Menu Add Recipe to Dish Close Products 4 Pages 1 Recipe of Dish Recipe i Dish Recipe ID Dish Recipe name type Classification Recipe author servings price RsPooooooooss Pe rerdim hence seh x booo o Andy Akman pl 32 00 WihatltDish_HSM41 0 RSPOOOOOO00Ss er Angy Akman Oo a 13 50 a Local intranet a RSPoOOOOO000 A Gregory Jenson pl 32 00 ol A 990 This feature is not available For WwhatIf records Menu Usage For reporting purposes you have the ability to record how many dish recipes you have sold on a given day 1 Click Menu Usage from the Recipe Menus tab 2 Select the Menu Name that you want to work with 3 From the menus listed click Select to load all the dish recipes for that menu 4 The available dish recipes are loaded for entry 68 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet A Menu Usage Microsoft Internet Explorer Seles Menu Hame 0 OQ F Menu ID Lookup Microsoft Internet Advanced Search First Previous Met Last Refresh search Column Menu name 7 2 t Local intranet Search Text at Page 1 of 1 Rows 1 1 of 1 found Menu ID Menu name Actve Description Select j00000000000001 Restaurant 4 Restaurant 4 5 Enter or zoom to select the Sales Date 6 Enter the number of the Quantity Sold for each dish recipe
79. Menus tab From the Activate Recipe window select what items you want to activate Select from the three areas e Activate within Outlet Library or Both Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet e Recipe type Dish Recipe or Both e Status New or Inactive 3 Click Generate List to view the selection 2 Activate Recipe Microsoft Internet Explorer Activate Within Ooutlet O Library Both Recipe type bish O Recipe Both Generate List a Local intranet 4 Place a checkmark in the Select box for the dish recipe to make active e Click Select All to check all items e Click Clear All to remove all the checkmarks Activate Dish Recipe List Microsoft Internet Explorer 214 Select All Clear All Set item to Active Print Select Dish Recipe ID DishRecipe name Status SEN EL Outlet Recipe author ediku eee Classification Jit a only date type price ooOoooCOOOO0004S Borsin Turkey Sandwich amp Fries Andy Akman OF 4 82006 Lunch Bunch 47 9900 gpggo0p00a0004 Boursin Turkey Sandwich Andy Akman OF 72006 Full Lunch 16 5000 E gdg0000d0000g44 French Fries Salted Andy Akman Or S2006 2 5000 E as frares oann ea J Local intranet 5 Click Set Item to Active to activate the dish recipes selected They will now be available in the dish recipe search Copyright 2007 Birch Street Systems Inc All rights reserved Reporting The eProcurement s
80. More Product Info Pacific Foods eth V483928 Vanilla flavoring More Product Into Finest Foods Company ELS CS2345 Confectioners sugar 1 More Product Info Finest Foods Company oa arse He Labor ingredient lt ill gt Create PO Create REQ with Subrecipes When a dish is loaded to create a PO or REQ you must click View subrecipe checkbox and click GO first to display all the ingredients Dish name Selling price 33 88 Cost Recipe type Dish Status Sort Picture Active Page 1 of 1 Rows 1 2 of 2 found Old Fashioned Carrot Cake w 26 06 sp Dish Recipe My New Dishes Header Update Update Detail Edititem Update Fax Delete item Create Recipe Copy Recipe Delete Recipe Add Dish to Menu Create PO Add to PO Create REQ Add to REQ item history Price history Approval Details Attachment Attach Image Print View Prepinst Wnt Category name Calculate for of Servings 250 Recipe yields 12 Total prep time 10 Profit percentage 30 Convert Metric Scale factor 20 5333 Unit View subrecipe Go Ext Ingredient item type category Portion UOM Rspooooooo046 SP Old Fashioned Carrot Cake Recipe M All order item Prod Supplier Portion qty cost cost Yield Scalable 1 00 Scale qty 209 RSPoooo000047 Cream Cheese Frosting Microsoft Internet Explorer 1 00 14 92 1 11 14 11 14 4 92 A 9
81. NE VEN OKE NATEK KEANE 154 Approval on the Fly Specific Features s ssesessecessecsssecsssecscsecsesecsesecsesecsssecsesecsesecsesecsesecscsecsesecsesecseseceesecseseoe 158 BUDGETING DECLINING CHECK BOOK ccccccescceeseeeeseeeseseeeeeenseeeseseaseeeseeenseneaseneneneas 167 Budget MME ena N Mauna eMaaan onion 167 Budet MD ACG eein enni TAE S 169 BUCE CE ROSEI craic cena sce ceccredesed cause rua iivin veiniaka veatwuteresecdcovatiute veinunsn baton inraaar eis vuateetecqiesiss psanneininaapninenanniaveneeeieres 170 Budget Setup and Maintenance esesessssssecececscsesesececscsesecececscsesesecececsesesecececsesesecececsesesecececsesesesececsesesesececsese 174 RECEIVING ce we eee EEE E EEEE SE 180 oLa n E E E E E E 180 Receiine OPUONS irae ven eancs once cig sueianaa even uaweveiioue Voucu cian wauduinnuuepein E A A 180 CANCE PO isiscstsccsnsasasctsesenesesastseiasnesansisesssadisseasacinnapeeruseessnstsasiendennesasatsesanedissaisudionasastiseinsadinsesactinranecuiesssediousine 181 Receiving Header Information sccsccsscssccsccesccsccsccesccscceccesccsscnccusccsccnccescescceccescescceccescessceccescessceccescosscnscescs 181 ROCE AU a E E E E A E 182 Receive Remane arrn TT 183 Birchstreet Partial RECCIDE visiucnivastineivestcsseievassacsesssosiinaacapaansauanoueestiscsseaveaasaupurpismsduanelavainaturstiandessavecssss Naaa 183 AMES RMI ING tyes ccisssscnnicnsdevascaveavorcewds E E E EA 184 Partial Receip
82. O Page 1 of 1 Rows 1 1 of 1 found PO number PO Status Confirm Subj Supplier PO date Req delivery PO Total Home cur Alloc Subject Juice Order ojm 000000000000001 Approved P ow Supplier Finest Foods Company 07 26 2006 07 28 2006 293 20 293 20 e 1 Select a PO with the status of Approved or Approved w Changes and click Resubmit Apprv Select Approver Microsoft Internet Explorer Mef Next Approver Andy Akman Chet wt a Cancel 2 Inthe Select Approver window select the next approver and click OK The PO will be sent to this person for approval In Box Tab Birch Street messages triggered through the notification process such as Approvals and Submitting a PO are stored on this tab The Birch Street message delivery option is chosen in My Settings 52 Copyright 2007 Birch Street Systems Inc All rights reserved treet iy ally late AeA I Order Guide inBox AP invoice Unread in hox r Button Descriptions MARK READ Changes the message status from Unread to Read for selected messages This will move the message from the Unread in box default drop down list to the Read in box DELETE The buyer can delete messages permanently from the In Box tab Approvals Tab Approvals AP invoice Buyer Contact Print View Edit Print wBudget Header Update Budget Impact Approval Details Approval methods There are two methods of approval within Bir
83. O from a supplier if the status is Submitted with no email notification or request a recall if the status is Viewed by supplier or Accepted by supplier f the supplier accepts the PO recall the PO is marked as Recalled If budgeting is turned on creating a budget adjustment to back out original charges reverses budget entries An email is sent to the buyer PRINT VIEW EDIT You can view the document and modify the contents while it is in a New status PRINT W DETAILS You can view the document and modify the contents while it is in a New status It also includes the budget impact information and approval information at the end of the form RECEIVE It opens the Receiving entry screen It allows Receive All Cancel Remaining and Cancel PO The receiving clerk can e Receive all items by clicking on the detail tab Receive Accept All checkbox e Receive a partial shipment by entering the quantity received in the Acpt d Qty field e Cancel any remaining quantities by clicking on the detail tab CXL Remaining Qty checkbox Cancel the entire PO by clicking on the Cancel PO button at the top of the entry screen RECEIVE CONFIRM It expedites complete receiving of a Confirming PO The PO will be completely received using the entered Received date Invoice number Invoice amount Invoice date Note If for some reason the receipt is only partial use the regular Receive button RECEIVING HISTORY You can open the Reconcili
84. Order Guide When integrated with the Inventory feature the receiving process updates the item s On Hand Quantity On Order Quantity and the last Inventory Cost Amount If substitute items are included they will be added to the storeroom s order guide 191 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet Reconciliation The reconciliation process continues the three way matching of receiving Only POs with a status of Receiving Complete are available for reconciliation Payment information only If the receiving record is accurate with no additional corrections the reconciliation process now addresses final information from the supplier 1 Enter the following information including e Invoice date from Receiving if known e Invoice number from Receiving if known e Payment reference number e Invoice amount e Payment amount 192 Copyright 2007 Birch Street Systems Inc All rights reserved OW DEMAND PAOCLAEMENT Birchstreet Pow Save Pret Recering Record Correciediny Approval Dotai Upute POStatus Genimvoices Motes attach PO Sia Receiving lt z Update PO status to Select Enry Tracking raher Ea of lading amp PRO ruber Purchase Typ React lo person Paame todesatiment Pried up by reperar daie 2 No other change is needed Click Save to save the record Additional adjustments re
85. REQ or Create PO to create a document for purchasing The standard e Procurement Create REQ or Create PO window will open Continue in the same manner as a regular document created from the Search Results or Order Guide Note The Order Qty is calculated based on the Number of servings and will be used to generate the document The Order Qty can be modified either here or in the REQ or PO Print View Edit 207 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet ON DEMAND PROGLAEMENT Dish name Old Fashioned Carrot Cake Update Detail Edit item Update Fax Selling price 20 89 Cost 14 92 Add Dish to Menu Create PO Add to PO Recipe type Recipe Picture Approval Details Notes Statusi Ave aan e trport__ Tron tet r First Previous Next Last Refresh Category name Lunch Recipe yields f 2 Total prep time 10 View subrecipe Page 1 of 1 f Rows 1 10 of 10 found Calculate for of Servings 12 00 Scale factor Profit percentage 30 Convert Metric Sort Ingredient item Ext All order Item Prod Supplier type category Portion UOM Portion qty cost Yield Scalable Scale qty 10690 EX LGE AA EGGS 1 DOZEN More Product Info A One A Produce and Dairy White enriched sugar 5 Sugar Refiners White enriched sugar op C345DF op Crisco vegetable oil More Product Info Finest Foods Company F910394 Wheat enriched flour 20 More Product Info Finest Foods Company
86. Submit Order or Checkout button Is in the punchout site Fo m a E Bs Fo d nT 5 a ZA n PE 7 b F m Catalogs UrderGuide Lar ee a ee a 1 i iw f i j i E r U EE a EAE EEPE SETT z Di s d Mm OOY APP aie Sears si Buyer Contact Supp Contact Print View Edit Print wBudget My Last 30 Days Pa s i Header Update Attachment Accept CO Reject CO First Previous Mext Last Retresh Send Message Budget Impact Addto OG Add to cart Copy PO Delete PO Search Column PO Recall Approval Details Update to New Resubmit Appryv Search Text 30 Add Addt l Info Page 1 of 1 Rows 1 1 of 1 found PO number PO Status Confirm Subj Supplier PO date Reg delivery PO Total Alloc eat E 121 000000000000688 Mews Mo Cintas Corporation 0821 2006 06 21 2006 202 99 No 2 A PO with the status of New will be created with a suffix of C001 The original PO will be given a status of Replaced by CO and the font will change to red 3 Click Submit to submit the Change Order to approvals or the Punchout supplier Note Some Punchout Suppliers don t support the editing of a PO to create a Change Order If this is the case you will get a message indicating this Microsoft Internet Explorer A 343 This PO was generated From a punchout supplier that does not support PO editing in Birch Street Copy PO Copy PO is not available for Punchout POs You must go to
87. T Main Menu Procurement Administration E Declining Checkbook Maintenance Budget Budget Import Export Preset Allocations Budget by PO Report Budget Status Report 2 Select Manual from the Budget entry type dropdown list defaulted 3 Notice that the entry has a Posted status of No This will not be updated until the record has been created and the Update button is clicked 4 Enter a free form Short description of the transaction 5 If this transaction belongs to an existing PO enter the PO Document number Include any prefix or leading zeros Normally the length is 15 Budget Adjustment Entry Microsoft Internet Explorer SEE File Edit view Favorites Tools Help F i R BIRCH STREET Powered Welcome Admin User Home MySettings Help FAQ 0 Tips Hide Logo entry OList O vertical O Horizonta EC New Save Delete Print Update Budget adjustment Budget entry type Manual o B Posted date 08 03 2006 14 15 00 ra Short description fada adjusted freight amount Document number 000000000002569 6 Click the Detail tab to enter the detailed information about this transaction 7 Type in or zoom to select the Period number Department and GL account These are all required fields 8 Type inthe monetary adjustment amount in the Home currency A positive number increases the expense a negative number reverses the expense 168 Copyright 2007 Birch Street Systems Inc All rights reserved
88. To keep this Format which leaves out any incompatible Features click Yes To preserve the Features click Wo Then save a copy in the latest Excel Format Ta see what might be lost click Help Ves Mo Help Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet Import Recipe After changes and updates have been made to the non catalog items ingredients in the recipe on the Excel worksheet you are now ready to import them into the system 1 Load a dish recipe from the Recipe Menus tab or a new dish recipe from the Dish Recipe tab This will enable the Import button 2 Click Import The Import Recipe window will appear 3 Click Browse to locate the file in the normal manner 4 Click Submit to upload the file to eProcurement You will get a message stating that your file was imported successfully 5 Changes to the dish recipe will be processed within an hour s time Import Recipe Microsoft Internet Explorer fe ox Select file to upload File name ic Documents and Settings wn Browse Submit 79 Copyright 2007 Birch Street Systems Inc All rights reserved What If Tab The system allows creating a What If scenario without altering a real dish recipe to see what the change in ingredients quantities or pricing would do A temporary record is created from an existing dish recipe for the purpose of making any changes desired Save As the What If record to c
89. Update PIPSt PReviOUs Mest Last Add to 0G Search Column Approval Details Search Text oo0000000000027 GO Page 1 of 1 Rows 1 1 of 1 found C hores Attachment History Send Message Budget impact _ Bl PO number PO Status Confirm Subj Supplier PO date Req delivery PO Total Alloc gt a E interne ee a Subject Special order f oeaome O ae 117 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet Tax Authority GL Accounts Decremented Tax applied to Tax authorities with Budgeting Confirming PO go Subject Required delivery date B 072772006 E Approver gt Maggie Hino v Hote to Supplier Purchase Type D Beverage v Allow partial ship Fj Ship via UPS 2nd Day Air v Ship to Attn Hame Maggie Hino Cost center Departmenti bs tt S Q Banquets ttttttst S GL Account 057 344 140 Q Hospitality Reset Dept GL acct Source Document nee Pah e A add flat amts Tax lso o Tax Level 1 2 2224 GL Account 500 401 00 Q faxlevel1 t t S Tax Level 2 3 3303 GL Account 500 40200 fiaiec gt Tax Level 3 1 4444 GL Account 500 403 00 Q ffaxlevl3 i ti i S Tax Level 4 1 5051 GL Account 590 404 00 Q ffaxlevel4i SCS Use Freight o Uncheck to add flat amts Freight loo GLAccount 500 500 00 Q l Less Discount Amount bo ok f concer USE TAX UNCHECK TO ADD FLAT AMTS This box is aut
90. YREQ PO InBox A Dish name Old Fashioned Carrot Cake Header Update Update Detail Update Fax Delete item Create Recipe Selling price 46 38 Cost 14 92 Copy Recipe Delete Recipe Add Dish to Menu Create PO Add to PO Create REQ Add to REQ Recipe type Recipe Picture sp Item history Price history Approval Details Attachment Attach Image Print View Status Active Prepinst wht First Previous Next Last Refresh Category name Lunch Recipe yields 2 Total preptime 10 View subrecipe Page 1 of 1 Rows 1 10 of 10 found Calculate for of Servings 250 00 Scale factor Profit percentage 60 Convert Metric PO Scale Order Ingredient item Ext unit unit type category Portion UOM Portion qty cost Yield Scalable Scale qty cost Order UOM Order Qty price IZEN airy Ingredient EA Qi 4 00 0 16 0 64 100 83 33 0 16 13 35 Dz al 7 00 f 1 93 13 51 oo Ingredient cup Qi 2 00 0 25 0 50 100 41 67 0 25 10 44 BaG al 3 00 5 01 15 03 Ingredient cup 1 50 0 45 0 68 100 31 25 0 45 14 16 GAL a 2 00 7 25 14 50 207 ingredient cup 3l 225 0 51 3116 100 45 88 0 51 24 13 Les Q 2 00 15 60 31 20 Ingredient TSP Q 2 00 0 00 0 00 100 41 67 0 00 0 06 ical 1 00 1 25 1 25 e Select the items to be included To select all items click the All checkbox in the column heading Click Create
91. a REQ with a status of New When using Inventory OG the REQ is used to Plan Purchases and track inventory CREATE RFQ Create a RFQ with a status of New with the first Supplier Item History View the purchased quantity and average price paid for an item by Year Month UOM and Department Information is only available if the item has been purchased The price is expressed in the Home currency PRICE HISTORY View a supplier s pricing history for a specific item by Year Month Quarter and UOM It also shows the pricing change by the currency amount and percent SELECT SUPPLIER Select the supplier when creating non catalog items Search All Catalogs In the Search All Catalogs section select the search All Catalogs type of search you want to perform from the drop Products down list Enter the text corresponding to the selection and click Go to perform the search The search results will be listed below Products Enables you to perform a search on products You can only see items to which you have access The search uses the e ltem Supplier SKU e Product Name Item Description e Description Long Description e Item Keywords e Manufacturer Name e Manufacturer Part Number 9 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstrect Categories Searches categories by name in order to locate items Quickly brings you to the category level you want to click on to view products without walki
92. a dropdown list a EETA zoom or a text box depending on the field search Text at Note If there are multiple entries to be Page 1 of 1 Rows 1 18 of 16 found displayed for which you know the exact information separate them with a pipe symbol Example 0000000000006 70 000000000000671 O00000000000672 Click GO to perform the search Copyright 2007 Birch Street Systems Inc All rights reserved Note Many filters display all records immediately when the filter is selected However there are some filters that would return an extreme volume of records so the system requires a search text to be entered to narrow the records returned Record Count Records that satisfy the search criteria will be returned to the display grid The system counts the number of pages based on the number of record per page maximum of 350 unless overridden in My Settings and the number of records or rows Search Column v search Text st Page 1 of 1 S Rows 1 16 of 18 found 133 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet Of DEMANG BAOCLAEMES Attachments and Notes Attachments and Notes can travel along with the document First Previous Next Last Refresh Page 1 of 1 Rows 1 1 of 1 found PO number PO Status Confirm Subj Supplier e If there are notes they appear as a sheet of paper Attachments Siima Recewe Buyer Contact Supp Cont
93. able 3 Select the Compare using operator from the dropdown list For example gt lt 4 Enter the value on which to make the comparison in Compare to this value Note If the value being compared is a value in a dropdown list it is the value stored in the database not what is displayed on the screen 5 Enter the date this rule is effective in Effective date and the Expiration date if there is one 6 Click OK to save the row Click Save to save the record 156 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet OY SEMAN PROCUAEMENT BIRCH STREET Powered Close Save Save As Delete Print Set Defaults Group routing Criteria TSF P 4 Search Column Search Text GO page h of 1 Rows per page 50 gt Compare column Compare using Compare value Compare value Effective date Expiratii OK Cancel Copy as New Row Delete Row Row 1 Compare to this column 24540 ORIG_TOTAL_HOME_Al Caption on screen Orig Amount Lill Compare to this value 500 00 Effective date 0802 2006 FS Expiration date a Approval Required Delivery Date Check The Required Delivery Date Check for approvals compares the system date against the Required Delivery Date on a PO REQ RFQ If the Required Delivery Date is in the past the system requires the approver to update it prior to approval 1 The approver tried to approve the document where the Required Delivery Date was in t
94. account when the budget impact is next Mew reserve amt 1 31 viewed the Budgeted Amount and Current Balance will be reduced by the reserved amount NOTE No actual budgeted amounts are modified The Budget Reserve s purpose is to create the illusion that the budgeted amount is lower for GL Account selected on the Reserve Account screen to cover actual overages in the GL account s 4 Select the desired GL code from the Zoom window by clicking Select NOTE the column on the right side of the screen Reserve amt After a GL code has a reserve placed against it the column will display that amount for the remainder of the current period If a GL code has multiple reserves placed against it the Reserve amt field will display the sum of all reserves placed against it 4 GL Account Lookup Microsoft Internet Explorer Advanced Search Search Column T Search Tert Go Page 1 of 1 1 Rows 1 21 of 21 found GL account Description Departmert Period Budget amt Consumed amt Reserve Amt Available amt Select 001 300 30 Exterminating ADMIN 200607 10 000 00 0 00 10 000 00 Select 001 300 42 Guest Transportation ADMIN 200607 10 000 00 0 00 10 000 00 SPS oo1 316 00 Reservation Costs ADMIN 200607 10 000 00 40 00 10 000 00 eee on 318 20 Agency Commissions ADMIN 200607 10 000 00 0 00 10 000 00 SPS o01 316 30 Dishonored Reservation ADMIN 200607 10 000 00 49 800 00 200 00 EE 327 00 Permits amp Licenses
95. act print view Fat Print wiSudget PO date Req delivery PO Total Home cur Alloc oo0000000000006 ew no eatin ame ating o7si2o0s naaran 63 25 63 25 No e fthere are attachments they appear as a paperclip There are times when you need to add information to the document that is contained in separate file Order Guide Cart REQ My Last 30 Days PO s First Previous Next Last Refresh PO number PO Status Confirm Subj Supplier File Edit View 2 Click Add to open the Select Upload File window 3 Click Browse to locate the file attachment File Name 4 Click the Internal Document checkbox if this attachment is to remain inside the company Leave this checkbox unchecked for this attachment to travel with the document to the Supplier 5 Click Submit to attach the file to the document 134 Copyright 2007 Birch Street Systems Inc All rights reserved Submit f Receive Buyer Contact J o E Page 1 of 1 Rows 1 1 of 1 found A Attachment list Microsoft Internet Explorer Favorites Tools Help Ssnatt Fl g an First Previous Met Last New Refresh Internal Doc Delete Supp Contact Print View Edit Print w udget History Accept CO Reject CO PO date Req delivery PO Total Home cur Alloc ooo000000000006 New Subject Name badges housekeeping staff 7 55 one 08 07 2006 63 25 63 25 Supplier Excellent Hoteliers 1 Sele
96. age Click Attach Image to open the attachment window Browse to select the image and click Submit The image is attached immediately Copy Recipe Copy Recipe is a way to create a new dish recipe quickly based upon an existing recipe The new dish recipe will have a status of New and will be set to inactive Any images notes or attachments will not be attached to the new recipe since this is not the same recipe Note When a recipe is copied all the ingredients are included When a Dish is copied the header of a recipe is copied but not its ingredients and any ingredients in the dish are copied In general only one level of details is copied Delete Item When existing items are not wanted in the dish recipe they can be deleted 1 Load the dish recipe If is an existing dish recipe load it from the Recipe Menus tab If it is a new dish recipe click My New Dishes 2 Place a checkmark in the item s to be deleted 73 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet 5 Lh i Dish name Old Fashioned Carrot Cake My New Dishes Header Update Update Detail Edititem Update Fax Delete item Create Recipe Status Active suum Export impot Prepinst What First Previous Next Last Refresh Category mame Lunch Recipe yields 2 Total prep time 10 View subrecipe Page 1 of 1 Rows 1 10 of 10 found Calculate for of Servings 12 0 Scale factor Profit percentage 60 Convert Metric
97. ail notification 164 Copyright 2007 Birch Street Systems Inc All rights reserved E irchstreet OW EMAL PHOS LAEMEAT BIRCH 5ST REE Powered Login name Change password Verify password Salutation First name Middle initial Last name Full name Message delivery option Phone 1 Ext 1 Email address Posttion Title Department Default tab for front page Hide menu upon login Notify me when my PO is approved Notify me when my PO is disapproved Default PO approver Notify me when PO is accepted by supplier Notify me when PO is rejected by supplier Notify me when my PO is received Out of office Records per page Default REQ approver eecccee f Its Maggie m Hino Maggie Hino Birch Street Message inbox only 800985421 4 youremail birchstreet net General Manager Banquets Order guide Ww Yes only approved w changes PO s Y Notify me when my CO is approved Notify me when my CO is disapproved 4 Click Save to save the record CO Threshold Usage 1 A Change Order request arrives from the supplier as indicated by a suffix of CO01 2 The buyer reviews the CO request and is in agreement with it He clicks Accept CO 3 The CO is evaluated based on the CO threshold type e Person s flat threshold amount If the person s defined home amount is exceeded the CO will be sent to the person s default PO CO approver as defined in My Settings S
98. ail to the report originator with the report attached to the email 4 Task Schedule is not used Schedule a report Scheduling a report is done exactly like running a report immediately except that a run time frequency is also selected 1 Select the Report Output Option of either Excel or HTML 2 Select the Report Deliver Option of Notify by e mail or Attachment in e mail 3 Select the Task Schedule from the zoom list 4 Click OK on the message Your report request has been submitted You will be notified via e mail when it is complete 2 Purchase Order Report Microsoft Internet Explorer Purchase Order i Output Selection Run Cancel Schedule Task Remoye Tusk Report Output Option Excel W Report Deliver Option Notify by e mail v Task Schedule Q Frequency Microsoft Internet Explorer Advanced Search First Previous Next Last Refresh Search Column Frequency ID Y Search Text 110 GO Page 1 of 1 Rows 1 1 of 1 found Frequency ID Description Frequency type Report Distribution Reports can be distributed at three different levels Most users will only have the option to produce reports for themselves However there is an option for selected positions that allow reports to be sent to a group within a property company or to a group within the entire marketplace e Do not display the Report Distribution Group field Only send the report to th
99. any places you want the month to iain use 1 or 2 Example 8 27 2006 or 08 27 2006 Suggestion 2 will make date columns line up nicely Sample date A sample of the options selected is presented for verification 6 Copyright 2007 Birch Street Systems Inc All rights reserved ON SEMAN PAROCWAEMENT irchstreet Using the Front Page The Front Page allows a buyer to complete the full purchasing process from one location BIRCH STREET Powered Welcome Steve Taylor ClHide Menu _ Hide Summary HideLogo Home My Settings Help FAQ 0 Tips Logout Main Menu Search All Catalogs In Box Shopping Cart E Procurement Products v New 16 Total 16 Lines 0 Total 00 Approvals Company Application Setting Receiving Reconciliation Sysco Punchout Profile _ Submit Receive Buyer Contact Supp Contact _ Company Administration feat Search Column PO number x z Page 1 of 1 Rows 1 10 of 10 found n PO number PO Status Confirm Subj Supplier PO date delve Set Subject 000000000000025 Receiving Complete w Supplier Finest Food Company 05 30 2006 06 01 20 0 0 000000000000024 Receiving Complete Yes Subiect Blintzes 04 24 2008 0424 20 Supplier Finest Food Company Subject Supplier Finest Food Company Subject Tea Supplier Goldberg and Solovy Foods Subject Bar soda order Supplier Goldberg and Solovy Foods GLEE ones 0 Sub
100. approvals are necessary to create a PO Note When using Inventory the REQ status will be submitted to the storeroom for fulfillment REQ Tab with Inventory FULFILL REQ 29 Copyright 2007 Birch Street Systems Inc All rights reserved oY DEMANG PROCUREMENT Al irchstreet A PLAN PURCHASES Storeroom location REQ number Outlet Supplier SOTF Required delivery date From date Thru date Volcano Road Storeroom Loc 540 ie 2 000000000000462 Q 057 Q Pickup or delivery Delivery time Pickup or delivery Release to person Release to department Picked up by receiver date 07 29 2006 15 42 49 a Pickup v Penny bs g Banquets 07 29 2006 15 43 06 iw Fulfill All items Clear All Update REQs Prit Close Location Aloha Storeroom 567 REQ Num 000000000000462 Department Banquets Buyer s name Release to person REQ Delivery Date Time 07 29 2006 15 42 49 Release to department item Description gills Supplier Sub Item Sub item Supplier Order pulled by Order fulfilled date Signature Features Approval Details button Jenny 5 Shimabuku Buyer s Phone Status Banquets Jenny Location Sub Item Desc Shelf 808 947 7918 Pick up Picked up by receiver date 07 29 2006 15 43 06 PackSize Ssue Ext Price Sub Price Cancel B O Sub Qty Qty Item Issue Issue Qty Fulfill Qty UOM Sub Ext Sub Qty A
101. approve the document plus all the previous entries Print Current Date Time 07 24 2006 14 21 PO number 000000000000770 Submit for Approval 07 24 2006 14 18 Header Dept Banquets Orig Amount 100 00 Supplier name Hotel Food Service Supplies Originator Name Jenny S Shimabuku Originator Dept Banquets Approve date time local Aprv Approver Name Approver Title Approver Dept Status time Amt Wally Chin Chet Banquets Approved 07 24 2006 14 19 100 00 Sam Benihana Purchasing amp Supply Manager Banquets Approved O7 24 2006 14 21 100 00 Jenny S Shimabuku Purchasing amp Supply Mar Banquets Approval pending 100 00 AP Invoice Tab After clicking the Generate Invoice button from the Reconciliation screen or the AP Invoice tab the resulting documents can be found on the AP Invoice tab AP Invoice l E EN I JF i r Ty TUNN Par le i Ca EF mi F j peg pal EEN rra Z oF aie i Mew kai Button Descriptions Note Many features require security rights If a tab or button is not visible to you your position does not have security access APPROVAL DETAILS You can determine who has the document during the approval process See below 61 Copyright 2007 Birch Street Systems Inc All rights reserved Girchstreet GENERATE INVOICE You can generate AP Invoices from Receiving Reconciliation records HISTORY You can track changes made to selected fields in the document PRINT
102. as well as the average price paid per month for a specific Ordered UOM e The monthly price amounts are expressed in HOME amount if using multi currency A Item History Microsoft Internet Explorer Print Cancer Department code Supplier name Commodity name tem O57 lt Ordered UOM Ea January qty February qty March qty April qty May qty dune qty duly qty August qty September qty October qty Movember qty December qty Annual of Supplier Pricing History Information is gathered for each catalog item to track the history of the supplier s price changes for each supplier SKU UOM combination 1 From the Catalog Order Guide or Cart tab select the item s checkbox and click Price History Department name Fax number Last purchase date tem description January average price February average price March average price April average price May average price June average price July average price AUgust average price September average price October average price Movember average price December average price Average price 2 The Supplier Pricing History window loads the following e The information is presented for each month quarter and year 33 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet OY DEMANG PROCUREMENT e The information is updated daily e The default Year is the current year and it can be edited Supplier Pricing
103. ate PO Add to PO Add to cart Create OG Delete OG Print View Add GL Acct d Sort O Par values Prod Supplier PackiSize Min order qty Order Qty Price Extension GL account 0005BLAPLG More Product Info Blintz Apple L Finest Food Company 0005BLBLRT More Product Info Blintz Blueberry Retail Finest Food Company 0005BLCHLGRT More Product Info Blintz Cheese L Retail Finest Food Company Blintz Strawberry Cheese Retail Finest Food Company 44 61 10 35 1800 0005BLSCRT More Product Info O0005BLST More Product Info Blintz Strawberry Mini Finest Food Company 102 94 10 35 1800 1 Select one or more rows to change and click the Add GL Acct button 20 Copyright 2007 Birch Street Systems Inc All rights reserved Birehstreet A Add GL Account Microsoft Int Saks Ey Ei 2 Zoom to select a GL account or type a mask and click submit This value will be inserted into the Order Guide GL Account 3 To empty the field that has values leave the GL Account empty and click Submit Note When a PO REQ is created the value in the Order Guide will take precedence over the default GL Account in the Create PO REQ window There are no restrictions on what can be put in this field but the value will be validated when it is put into a document Only the owner of an Order Guide can make these changes Others will get a message Add GL acct
104. ation Screen for AP reconciliation with the Supplier s invoice REJECT CO Reject the supplier s request for Change Order The active PO reverts back to the original PO The supplier then has the option of accepting or rejecting the original PO RESUBMIT APPRV Resubmit the PO back through the approval process when the status is either Approved or Approved w Changes changing it to Approval Pending The buyer cannot edit the PO SEND MESSAGE 37 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet Send an email to the supplier regarding a specific PO SUBMIT Submit the PO either to the approvals process or if no approvals are necessary directly to the supplier only if the user has security rights If the PO submission method is manual the buyer must do this step manually after approvals If the PO submission is automatic submission will happen automatically after the last approval SUPP CONTACT View basic information about the supplier contact TRANSFER You can transfer change ownership the PO to another person It makes the PO appear on the new person s PO tab UPDATE TO NEW Reset a PO status to New This is only valid for SOTF or OFFLINE suppliers Confirming POs and POs with Allocations cannot be reset to New Features Add Additional Info Click the Add Add Info button to quickly add information to two specific fields to the PO Internal PO number and the Tracking number
105. atton Supply SOTF v Create PO Add to PO Add to cart Create 0G Delete 0G Rename0G Print View Delete item Update Clear all qty Update Fax Edititem Import OG Purple Non catalog item Red Discontinued UPple on Catalog Gem he St Online OG Template Hem history d Sort F Par values First Previous Mest Last Search Refresh Page 1 of 1 Rows 1 3 of 3 found All item Prod Supplier Pack Size UOM Min order qty Order Qty Price Extension lp Widget Blue p if eo 40 00 v aooo 5 l Widget red i 1 Select all items in the Order Guide that are invalid for a particular SOTF and click Update Fax 2 Inthe pop up window click Select TEST aren Shee Supplier to browse for the appropriate K tips Avww0 3 birchstreetsystems com Update Fax H CS supplier The search returns the supplier with the updated fax number SEENE i o o l 3 Click Select The previous pop up window is now populated with the Supplier Submit _ information and their new fax number 8l ke Internet 4 Click Submit The items in your Order Guide are switched back to purple The items now have a valid fax number and can be added to a PO Order Guide Gan PED InBox Approvals Order guide list Patton Supply SOTF v Create PO Add to PO Add to cart Create 0G Delete OG Print View Copyitem Delete item Update Clear allgty UpdateFax Edititem Import OG Purple Non catalog item Red Discontinued uUrpesron Cataiog mem IS conmun
106. bove the threshold amount only c Click Save to save the record Authorized to approve y documents Threshold list of approvers Above amp below threshold amount Select Entry Above amp below threshold amount Above threshold amount Threshold and Change Order 163 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet Once a PO has been submitted to the Supplier the Supplier can generate a Change Order If approvals are turned on for CO there are two options to process it as found in Company Application Setting CO Threshold Setup Company Application Setting 1 Select from the CO threshold type dropdown list Person s flat threshold amount This is used in conjunction with the CO Threshold Amount in Admin User Application Setting Screen Use approval for Co CO approval type Approval onthe thy CO threshold type Person s flat threshold arnt wt 2 Select from the CO threshold type dropdown Company shared percentage Also enter in the CO threshold Lise approval for CO CO approval type Approval on the thy CO threshold type Company shared percentage CO threshold 3 10 CO Threshold Setup My Settings 1 Enter the Default PO approver also used for Default CO approver If CO requires approval it will be sent to this approver 2 Check the Notify me when my CO is approved to receive an email notification 3 Check the Notify me when my CO is disapproved to receive an em
107. break or use a substitute item or change the freight l 2 Buyer sends a PO to the on line supplier This feature is not available to off line suppliers The supplier receives the PO but needs to make a change He clicks on Create CO A new supplier s copy of the PO is created with a status of New CO The supplier s filter changes to the CO Awaiting Submission to Buyer filter where COs are waiting to be submitted to the buyer The supplier clicks on Edit CO and the Supplier Change Order Screen is opened If the supplier changes his mind he can revert back to the buyer s original PO when he clicks on Undo CO The supplier makes the necessary changes and saves the CO Supplier clicks on Submit CO to send his changes to the buyer The buyer reviews the proposed changes and makes a decision whether to accept or reject the CO by clicking on Accept CO or Reject CO If the CO is accepted the changed PO becomes the active version with a PO number extension of C001 If the CO is rejected the original PO becomes the active version as if no request was ever made The supplier must then respond to the original PO in the normal manner Feature Details 46 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet SFMANG BROCWAEMENT 1 After the buyer has submitted the PO to the Supplier the Supplier responds by submitting a Change Order Catalogs Order Guide Cart First Previous Next
108. cate mtatus Approval pending Required Delivery Date 07 91 2006 PO Submit Date Source Document Next Approver Andy Akman HSM FO Ho PO Type Standard Purchase Type General e Once a Confirming PO has been approved and submitted the PO s status is set to Accepted by Supplier If budgeting is turned on for your property the budget is updated e Confirming POs may have receiving events entered for them in the same manner that Receiving Events are entered for standard PO s or with the expedited Receive Confirm button Feature Details 1 Select the Catalog Non Catalog Order Guide or Cart content for the Confirming PO and click Create PO 2 Click the Confirming PO checkbox 3 The following warning message is displayed to alert the buyer that this PO will not go to the Supplier It is for after the fact purchases only Click OK Confirming PO Subject _ 4 Required delivery date Oe0se00G m Microsoft Internet Explorer 695 Warning This PO will WOT go to the Supplier Uncheck this box to send the PO bo the Supplier Check it For Ho so afber the Fact purchases only Purchase Type Beverage yt Allow partial ship F Ship via Best Route Ship to Attn Hame Gregory Jenson 4 Continue entering and processing the PO in a normal manner 129 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet PO Spending Limit A property can avoid data entry errors by adding a maximum s
109. ccept All checkbox or the Cancel Remaining Qty checkbox 4 You can see the detail by clicking Edit 5 Click Save to simply save the record for further editing or click Update to create the receiving record Status is updated to Partially Received Second Partial Shipment 6 Record a receipt for additional shipments in the same manner 7 When all items are fully received the status is updated to Receiving Complete BIRCH STREE Powered Receiving Record Link to Corrected Inv Cancel PO AP 40 Search Column Receivesbr Accept br gt All Y Search Text GO page fi of1 Rows per page 50 MReceivve MCXL Accept ea item Product name Substitute item Order UOM Acpt d qty Order qty Pr All 1014POX Continental Plate 3 0000 m 101 APX Continental Plate Stand Line 1 Line status Accepted by supplier tem f1014POX Product name Continental Plate Substitute item Order Unit of Measure Receming Unit of Measure Order quantity 5 Receive by Order UOM Order UOM A Receive UOM JEA Accepted quantity Accepted quantity 3 0000 4 Remaining open quantity Variance 2 000 Price 3 Price 31 0000 Extension 93 00 Extension Tax amount 12 79 Invoice tax amt 12 79 Invoiced price 31 Reason Cancel Remaining Receive shipmeni s in the normal manner In a new receiving record if there is a quantity remaining and it will not be received than use the Cancel Remaining feature 184 Copyright 2007
110. ce chg 0 Movember average price 0 Movember price chg amt 30 Movember price chg 3 December average price 0 December price chg amt 0 December price chg 34 Copyright 2007 Birch Street Systems Inc All rights reserved PO Tab Processing Queue In order to quicken the processing time for the buyer and approver POs are sent to a processing queue This feature gives the PO an intermediate status of Submitting new PO or Submitting approved PO to allow the user to continue working while the system processes the document Punchout POs are an exception to this feature as these POs are processed in real time with the supplier s Internet site Order Guide Cart REQ InBox Approvals RFQ AP Invoice i Supp Contact Print View Edit Print wDetails Header Update My Last 30 Days PO s t t Attachment History Accept CO Reject CO Send Message Budget Impact First Previous Mest Last Refresh Add to 0G Add to cart Copy PO Delete PO Receiving History Create tems PO Recall Search Column PO number Approval Details Update to New Resubmit Apprw Add Addt linfo Recewe Confirm Change GL Acct Search Text GO Page 1 oof 1 Rows 1 10 of 10 found ACCEPT CO Accept the supplier s request for Change Order The active PO incorporates the supplier s changes and is given a suffix of C001 If using budgeting the budget is not decremented until t
111. ce that the impact to the selected GL accounts for the PO s balance is negative Only negative balance GL accounts for the current budget period may have a Budget Reserve placed on it If the user tries to create a reserve against a GL account with a positive End Balance the system prompts the user with an error To access the Budget Reserve feature first select the Budget Row with the negative balance and click Create Reserve PO number oo0o0o0o0000403 Property Hame Best Western Mew Hampshire Suites Current Date Time 07 24 2006 13 15 User Bridget Woodard Eleni IGL Budgeted Reserve Current Pending This End w W AIl Period Department Account Description Amt Amt Balance Approved Approval PO Balance Remainina 2006 OF July Admin amp General 001 316 30 Dishonored Reservations 10 000 00 0 00 200 00 0 00 0 00 261 319 5731 0 61 6 171 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet 3 On the Reserve Account screen the overdrawn Balance for all rows selected will be added together and defaulted into the New reserved amount field This amount can be modified Enter or zoom to select a GL account on which to place this Reserve Account Period number Department l n reserve amount If there is an existing ae Reserve GL Account E Ch reserve amount it will be displayed After a the reserve amount has been placed on an pe BServe
112. cel Mote Missing required Approver s 161 Copyright 2007 Birch Street Systems Inc All rights reserved Thresholds In this situation not all POs REQs or RFQs require approvals so a threshold or boundary is created to determine which documents need approvals and which do not Change Order thresholds are handled differently There are two elements that are involved e Monetary amount e GL Accounts require approval flag When the Use threshold is selected and the threshold amount is exceeded or GL Account require approver flag is yes e No Approver option is not available forcing the user to select an approver e With Approval by position also on then the positions must be satisfied to complete the approval process Threshold Setup 1 Threshold type Determine if the threshold feature is used and what type 2 Click the Use threshold checkbox to activate the Threshold feature 3 Select the Threshold type from the dropdown list a All POs option will evaluate all POs no matter whether the GL account required approval or not b POs with approval for GL Yes option will evaluate only those POs with GL accounts that require approval Use threshold Threshold type All PO s Select Entry K All PO s PO s with approval for GL Yes 4 Threshold amount Determine the threshold amount for each buyer This determines not only if the document requires approval but also to whom it can be sent In Admin User Ap
113. ch Street APPROVAL ON THE FLY APPROVERS ARE SELECTED SEQUENTIALLY THE BUYER SELECTS THE FIRST APPROVER AND SUBSEQUENT APPROVERS SELECT THE NEXT APPROVER THE LAST APPROVER SELECTS NO APPROVER THIS ENDS THE PROCESS e Standard Approvals workflow groups Approvals are routed through pre defined groups of one or more approvers One approver person approves on behalf of the group The last approver group defined ends the process Note If any one person or group denies approval of the document the process is ended A document can be edited before being approved using the Edit button in the detail grid The status changes to Approved w changes Button Descriptions Note Many features require security rights If a tab or button is not visible to you your position does not have security access APPROVAL DETAILS Allows the approver to see the approval process flow as well as who is the current approver APPROVE 53 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstrect The approver can approve a document RFQ REQ PO AP Invoice and Recipe The status changes to Approved or Approved w changes with the last approver For a PO if the PO submission method is automatic the PO is automatically sent to the supplier If manual Submit must be clicked BUDGET IMPACT The approver can view the budget disbursement for the PO Options are for This PO only and for any department for which the approver has securit
114. creen e Company shared percentage If the company s defined percentage is exceeded in home amount the CO will be sent to the person s default PO CO approver as defined in My Settings Screen 4 Ifthe CO is sent to the approver he either approves or rejects the CO in the normal manner 165 Copyright 2007 Birch Street Systems Inc All rights reserved 5 If the CO does not exceed either the person s flat threshold amount or the company s shared percentage amount then the CO will be accepted and the supplier is send an email notification 166 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstrect Budgeting Declining Checkbook The budgeting feature also known as a Declining Checkbook permits the real time tracking and analysis of a given purchase against a GL account Access to real time budget impact analysis is available throughout the buying and approval process Budget timing Budget monies are updated at different times during the PO process Accept PO Receiving Reconciliation REQ Fulfillment and Manual entry Budget Adjustment The budget amount is decremented based upon the Required Delivery Date of each document Accept Submit In the following situation the budget is decremented when the Supplier accepts the PO 1 On line Supplier PO status changes to Accepted by Supplier In the following situations the budget is decremented immediately when buyer Submits the PO 1 SOTF
115. ct the document and click Attachment to open the Attachment Screen Creation date Select Upload File Microsoft Internet E Select file to upload Internal Document O Girchstreet JES 9 Attachment list Microsoft Internet Explorer SEs File Edit View Favorites Tools Help 6 To view the attachment on line click Attachment to open the Attachment list iat Predis Ned Laci New Reiech Click on the hyperlink to open the actual document POs received via email will File Name Internal Doc Creation date have the original document and any Housekeepinastatt Bad No _ ov 28 2006 20 28 35 attachments included in the email Note Suppliers who receive the EECA document via fax will not receive the attachment eat lel Local intranet Notes There are times when you need to add information to the document that is not included anywhere else This information is stored in the Notes window Notes can be found on all major documents The notes can be viewed on Print View Edi Catalogs Order Guide Cart REQ PO Y InBox Approvals RFQ A Invoice Submit Receive Buyer Contact Supp Contact Print View Edit Print wBudget My Last 30 Days PO s Header Update Notes Attachment Accept CO Reject CO First Previous Next Last Refresh Search Column PO number v Send Message Budget impact Add to 0G Add to cart Copy PO Delete PO Receiving History PO Recall Approval
116. cted before the PO can be submitted Target Price The Target Price in the Order Guide Feature allows you to add Target Prices for catalog items in your Order Guides If the Suppliers price for that item rises above the Target Price the background for the price for that item on the Order Guide Grid will turn yellow warning you of this condition 1 Select the Item from the Order Guide tab and click the Edit Item button 22 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet of DEWAN BAOCLAEMEN Order Guide Order guide list Room appliances v Create PO Add to PO Add to cart Create OG Delete OG Rename OG Print View Delete item Update Clear all qty Create RFQ Add to RFQ Edit item Price history F Sort F Par values Purple Hon catalog item Red Discontinued First Previous Next Last Search Refresh Page 1 of 1 Rows 1 1 of 1 found E Al item Prod Supplier Pack Size UOM Min order qty Order Qty Price Extension Cur GL account a eee KU130012 Sabha Irons Model 16200 A C ol 2 Enter the Target Price that you want to be notified if the Supplier s price exceeds this price Click Save Edit item Microsoft Internet Explorer E E Currency Selesi Supplier hicBride s Hotel Furniture Suppliers tem O SKL 30012 Product Hame L Commercial kone Model 16200 Quantity 7 fo 00 vom O i Price peo e oo o price 13 5000 Extension foo o 1 00 GL Account Po Tax exemp
117. cube i EA Suicide ham price m Direciioa amout momo EH Storercomictal amount H Recering Guamiies fenced on order Lich waty spp OT Ressiedguariiy 0 n0 Remainingopenquentty S Copyright 2007 Birch Street Systems Inc All rights reserved Extension 000 00 F1 000 00 Birchstrect Recipe Application The Recipe application within eProcurement is intended to address several business requirements within the hotel restaurant industry Recipe is integrated with the existing catalog order guide and cart functionality enabling creation of a Requisition or Purchase Order When REQ is used the benefit of Inventory tracking is activated With the Recipe application users will be able to 1 Determine profitability of menu items calculate the sell price for a meal based upon a certain percentage of profitability Determine profitability of Restaurants Outlets reports are available to calculate the COGS Cost of Goods Sold Ensure uniform quality of menu items standardized menus Provide ease of ordering including a recipe within a recipe Allow substitution of seasonal products or using What If Scenarios Recipe Process Flow 1 Once adish recipe is setup for the first time it can be used over and over with only updating the number of servings needed to create the REQ or PO The general process flow is as follows Create the Recipe Header information Add ingredients catalog or non catalog it
118. d on order UOM Quantity shipped 10 Received quantity 10 Remaining open quantity 0 3 Click OK to save the row Click Save to save the record Budget Adjustments During the reconciliation process budget adjustments are made to account for any differences in e Received date e Invoice discount amount e Invoice freight amount e Accepted quantity e Invoiced quantity e Invoiced tax amount 194 Copyright 2007 Birch Street Systems Inc All rights reserved irchstreet oY SEMA PROCUREMENT e Invoiced price Even if there are no differences budget adjustment records are made that equal one another If there are differences that create a variance the original budgeted amount will be reversed and the adjusted amount will be decremented Substitute Items Suppliers may have to substitute a similar item in order to fulfill the PO with the agreement of the buyer il 2 5 Click OK to save the row Click Save to save the record 195 Click Edit on the row to receive a substitute item Check the box Substitute item This will reveal additional substitute item fields Enter the Substitute item Item name UOM and Item price Enter the Accepted quantity Invoiced quantity Tax amount and Invoiced price irta CE Fa 4 crych Com ire lw Search Tat Go page 1 oid Rows per page 40 Line lt Semi Prodi mame Substitute ern os Ti ie a lt absus bef Eime nki Tutai Ram nana Eigg kis
119. date After a document is created it can be modified while it still has a status of New Included are the same entry fields as the Create PO window Additional fields are available on the Header Update Only the differences will be described here Confirming PO F Subject Juice Order ss S Required delivery date D 07282005 E Approver Andy Akman Chet v Purchase Type Oo Beverage v Allow partial ship Ship via Best Route v Ship to location Hilton Irvine Orange County Airport v Ship to Attn Hame Gregory Jenson Bill to location Hilton Irvine Orange County Airport Payment Method O Credit card XIRI EK Credit Card Disctttetreenens 5875 Fax Humber Cost Center Departmenti 057 Q E anguet GL Account 057 344 10 Q Hospitali Reset Dept GL acct Source Document Use Tax Uncheck to add flat amts Tax a50 Use Freight Uncheck to add flat amts Freight 550 GL Account 500 500 00 Q Freight Expe Less Discount Amount 0 00 Purchase Type GL Account If defined the Purchase Type defaults an associated GL Account This is defined at either a property or person level 119 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet SELECT SUPPLIER THIS CAN ONLY BE CHANGED IF THE PO IS FOR A SUPPLIER ON THE FLY VENDOR SHIP TO LOCATION Those with security access can change the Ship To address The default Ship To addres
120. dated 102 Copyright 2007 Birch Street Systems Inc All rights reserved No Bid If the supplier declines to bid he simply enters a date on which the quote expires because it is a required field for everyone and clicks on the No Bid button a Identification RFQ number 0000000000 RFQ response number Subject dget Status Buyer company JH i rang l Buyer name Supplier company ID Supplier name Supplier s response date Supplier viewed RFQ on Bi 19 31 59 Supplier responded on Totals Line item total Freight Bid grand total Shared Notes View notes attachment message Submit a Bid 1 103 Save modifications as often as needed and recall the RFQ for further editing using the Save button Once the RFQ is in its final form click the Submit button Note The Submit button here and on the RFQ front page tab perform an identical process Copyright 2007 Birch Street Systems Inc All rights reserved RFQ Screen Description Birchstreet OY CEMA PROCUREMENT 1 RFQ Response Tab The supplier completes the Quote expires on date Save Delete Submit Print View Notes attach Nobia kdentification RPG number Subject Buyer company Supplier company ID Supplier name Dates Line items Aiton Irvine Grange Cou 246 Finest Foods Company Quote expires on 07262006 Fe Submitted to suppliers on Supplier viewed RF on Totals Line item total Freight Bid grand
121. dit button to see the RFQ as it is currently defined Basic information about the RFQ is found at the top of the form Header information Buttons at the top of the form allow you to print the form or add notes and attachments optional Note Those receiving their document as a fax will not receive attachments 96 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet Identification information gives the document number status Supplier s response requested by date and Next Approver Ship To information describes where to ship the goods being purchased Requestor information describes who is sending the request General Info information describes the Ship via Include shipping Department and Currency Print f ciose OO f Attachments REQUEST FOR QUOTE Hilton Irvine Orange County Airport Hilton Supply Management RFQ NUMBER 000000000000001 status New Required Delivery Date 03 10 2006 Supplier s Resp Req by 07 31 2006 Next Approver Ship To Hilton Irvine Orange County Airport 18800 MacArthur Blvd Irvine CA 92612 Orange US Attn Gregory Jenson Requestor General Info Hilton Irvine Orange County Airport Subject Widgets Andy Akman ship via Best Route Title Chef Quote to include shipping Yes Phone 800 555 1212 Department 057 Banquets Fax Currency USD Email mmorris birchstreet net The center of the form contains supplemental information and a list of the selected supp
122. e Hon catalog item Create PO Add to PO Add to OG Update Delete item Create RFQ First Previous Next Last Search Refresh Add to RFQ Page 1 of 1 Rows 1 4 of 4 found All item Prod Supplier Pack Size Min order qty Order Qty Price Extension Cur GL account 03 08151401 Honest Tea Assam S More Product Info Finest Foods Company Change 139 60 USD 03 08151402 Honest Tea Blackforest Tea More Product Info Finest Foods Company i prees A ar 03 08151404 Honest Tea Decaf Ceylon More Product Info Finest Foods Company ese aS 03 08151406 Honest Tea First Nation Peppermint More Product Info Finest Foods Company 101 48 USO Copyright 2007 Birch Street Systems Inc All rights reserved 3 Select Item s from Cart desired for the new PO and click Create PO as normal REQ Tab Requisition Order Guide Car PO InBox Approvals RFQ AP Invoice an My REG s x Add to OG Add to cart Header Update Delete REQ Plan Purchases Fulfill REQ First Previous Next Last Refresh Approval Details After clicking the Create REQ button from the Catalog Order Guide or Cart tabs the resulting document can be found on the REQ tab Button Descriptions Note Many features require security rights If a tab or button is not visible to you your position does not have security access ADD TO CART Add items to the Cart from an existing REQ ADD TO OG Add items to an order guide from an exist
123. e PO EE E a Receiving History Create items PO Recall Approval Details Update to New Resubmit Apprv Search Text oo0000000000007 GO Add Addt linfo Receive Confirm Change GL Acct Page 1 of 1 Rows 1 1 of 1 found POnumber PO Status Confirm Subj Supplier PO date Reg delvery PO Total Home cur Alloc Subject August Advertising EES 000000000000007 Accepted by supplier Yes o upplier Exealent Hotelera 07 28 2008 07 28 2006 500 00 500 00 No 1 Select the Confirming PO indicated with Yes in the Confirm column and font color in red with a status of Accepted by supplier POs are automatically marked as Accepted by Supplier because it is recording the PO after the fact f S Receiving Microsoft Internet Explorer 2 Click Receive to open the b B Receive Confirm window Cancel Receiving Received date OFea2008 FR Invoice number OOBS498F 0 Invoice amount Po 50 Invoice date jorrar 2006 iil 3 Enter the requested information for the entire PO Click Generate 51 Copyright 2007 Birch Stre Birchstreet im Receipt Partial shipments should be entered via the Receiving Screen Resubmit Approvals With Approvals on the Fly there may be an occasion when the correct approver was not selected and the buyer wants to resubmit the PO through the approval process again This button is only available with security access PT suomi Fst Previous Next Last CopyPO Delete P
124. e document plus all the previous entries Approval Details Microsoft Internet Explorer File Edit View Favorites Tools Help Print Current Date Time 08 22 2006 06 57 29 PO number ooooo0000000082 Submit for Approval 08 07 2006 11 26 37 Header Dept Banquets Orig Amount 2 173 32 Supplier name Excellent Hoteliers Originator Hame Maggie Hino Originator Dept Banquets Approve datetime local Approver Name Approver Title Approver Dept Status time Aprv Amt Maggie Hino General Manager Approved wichanges 08 22 2006 08 56 31 1 325 73 Jerry Nguyen Approved 08 22 2006 08 57 20 1 325 73 vot ff lanae A The Item History feature allows you to view the complete transaction and price history for any item The button is available from 32 The Catalog tab first search for a product then the Item History button is visible The Order Guide tab The Cart tab The Dish Recipe tab From the Catalog Order Guide Cart or Dish Recipe tab select the item s checkbox and click Item History The Item History Pop up loads the following Purchases are displayed for a given calendar year The default Year is the current year Copyright 2007 Birch Street Systems Inc All rights reserved e By default purchases are displayed by departments However all departments can be Birchstreet filtered by using the Department code dropdown e Purchase data is totaled by month based upon the quantity purchased
125. e of the Birch Street is found in creation and modification of the main documents Purchase Order Requisition Request for Quote and Recipe AP Invoice is generated in a different manner Documents are created and modified from several entry points within the Birch Street application but use the same basic entry form Additions to documents are made at the same entry points Note Many features require security rights If a tab or button is not visible to you your position does not have security access Supplier Types There are several types of suppliers in Birch Street that are used to create a PO REQ or RFQ e Adopted Suppliers They can have catalog content in the system or not but they use Birch Street with a similar interface as the buyers to log into the system to respond to POs and RFQs They are on line e Off line Suppliers They can have catalog content in the system or not but they only receive POs or RFQs via fax or email They are off line e Suppliers On The Fly SOTF They are added to the system by the buyer and do not go through the supplier adoption process They do not have catalog content They receive POs or RFQs via fax or email The procedure for punchout suppliers is different than the other types of suppliers e Punchout Suppliers They have their own internet site A buyer links to the Punchout site selects items and then are returned to the Birch Street site with the items in a Purchase Orde
126. e report creator 222 Copyright 2007 Birch Street Systems Inc All rights reserved e Company level workflow groups Display Report distribution group field and only send it to workflow group members within my own property company e All access Display Report distribution group field and send it to workflow group members throughout the marketplace Purchase Order Report Microsoft Internet Explorer Fie Edit View Favorites Tools Help Output Selection Run Cancel Schedule Task Haemnove Task Report Cutout Cation Report Deliver Option Run Immediately w Task Schedule Report Distribution Group l If you have the Report Distribution Group option available to you contact the system administrator to get instructions for this feature 223 Copyright 2007 Birch Street Systems Inc All rights reserved Marketplace Administrator Admin User Application Setting Default GL Accounts tab 1 Open Admin User Application Setting Screen 2 Load the existing person record 3 Click Default GL Accounts tab 4 Click Add Row or Edit to modify an existing record 5 Select from the Purchase Type dropdown list the type 6 Zoom or type in a GL Account in Default GL Account 7 Click OK to save the row Click Save to save the record The effect is that when a purchase type is selected during Create PO the defined Default GL Acct will default into the GL Account field Note If Default GL Accounts
127. ecord 150 Copyright 2007 Birch Street Systems Inc All rights reserved EECC Supplier On Fly Microsoft Internet Explorer Enter a ten digit number for USA amp Canada only Ho Supplier Found Enter the following values to add a new supplier Fax number G00 65 35 2541 Transmission method L Email Supplier name L Do t ourselt Home Store Contact name L Bob Likus Title Manager Salutation Phone L cU0bbe S652 Email L blikus homestore com Address line 1 456 Sequioa Plaza Address line 2 il Address line 3 Bp Zip D 90006 city O Los Angeles D State D Mm mm i 4 T mi vy Country 11 The newly added SOTF supplier will appear in the Supplier Search window 12 Click Select and continue entry as normal to create the document 151 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet ON DEMAND PROGLAEMENT E Supplier Search Microsoft Internet Explorer Supplier Search 0 g 1 Supplier s Found Suppliers Select Do It Yourself Home Store Contact Bob Likus 800 652 3652 Fax B00 653 2541 456 Sequioa Plaza Los Angeles CA SO006 On the Fly HiKUShoOmMestore Corn Add New Supplier 152 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstrect Approvals The Approval process is central to the eProcurement process It is in every application but is only implemented for those properties that want it With s
128. eesceeseeeeeeneeeeseeenseeeseeoesesenseeeneeeeeeneneeonaes 83 Supplier Types cscsccecsccesececcececcecsceesececcscsccsssceecsceccacsccassceasscacscsccacscescscacacsacacscessscsacseccacscasscacacacatsceasacsacacece 83 Overview for all documents except PUNCHOUE sce ssccoe tects tees eestor ecient ectee peer a E eo 83 CREATE PO AND REQ FROM CATALOG CONTENT ccccseseeeeeeeeeeeeeeeeeeeeeeeeeseeseeeeseeesees 85 Birchstrect PUNCHOUT DOCUMENT CREATION MODIFICATION ccccescesneeeeeeseeesensensensenseneenes 88 EDS TN ccs tceccc docs Sec occec an tncuscensc aunts cuscendstace ads cetateducceauatsicadiedusetaueds A 88 Processing a PUNCHOUt Order ssssssssssssessessessssessessessesscsussecsessessssucsucsssesnsssssucsessessesnesucsesesseesesucseesessseaeseaeeseesees 88 RFQ CREATION MODIFICATION ccccecceeeeeeeeensenseneensenseneeensenseasenseasenseseeesenseasensenssnsenes 92 PE GS acca cscs be sada E E eusssienita nonstate ciiatensa 92 Greate R hse seg sec zcgsescascgs uc tucs sotansc ucts AEE S 92 REQ CREATION MODIFICATION NOT USING INVENTORY cccscceeecneceesenseeneenees 113 Se case E A E EE E E 113 PO CREATION MODIFICATION cccccccesceeceeeeeeensensensenseeeeeseeesenseaseaseuseeseoeeeneeaseasensensenees 114 CF ert WI OWN sesso cscs E E O E E E A E E 114 PO header Upd at anre N E E aan conase eed 119 LA TEE 7 L i E EE E 121 Edit ne hype aeae E 123 A e ee E A O E EA er 124 conhonine PO s
129. eet Systems Inc All rights reserved 4 From within the Birch Street system the supplier s web site will appear Note To leave the Punchout supplier s web site click Exit Punchout Search All In Box Shopping Cart Products New 14 Total 22 Lines 4 Total 1 00 Order Guide Cart REQ PO InBox Approvals AP Invoice Exit Punchout Unable ta connect to the External Supplier System Please contact system Administrator or try after some time Note From time to time the Punchout supplier s site is not available You will get a message saying that Birch Street was unable to connect to the supplier Click Exit Punchout and try to connect at a later time 5 Use the Punchout supplier s web site to prepare items in their Shopping Cart When all the items have been prepared to create a single PO click whatever the Submit Order or Checkout button is in the punchout site Exit Punchout H A i i My Online Store 2 How do you want to order Cintas Sample Hotel Browse Pictures E 2600 W 73rd St 1 If you want to look at pictures of your Chicago IL 60638 6212 uniform program and browse the Cintas My Uniform Programs catalogs click here Cintas Sample Hotel Express Entr LS Program 2 If you already know the product numbers and color codes that you want to order click here You can now save your current cart for checkout at a arar date After Site Tools a cart is a it appears in a list of Saved Carts below Try
130. eiantacseaseerersaasersermneinantatnseees 199 Dish Recipe Update and Edit sciccssissssssccoceccsssscctscccensqacnsenacscccwsnwsedsdscesccnwessseessesonedaungasacnsdewenewawassadesedesessewesenceaess 200 Header Update arias crt Secs eeds eae vst he gue tw nn ean can eu tguwec ee E E is itucineeieaeanestesi 201 CAICUIA MONS cs nvsvisauvusarvencscoucadsrsuinneonssctancesanbeverssiuatnssusbencsasuvacuriubunauesmsbasesteusasseuieauunisabandsauveseriobeammeuesesestnivaentts 206 Dish R cipe ACUI ACI ONN vaca wesesreseveeciacavouses vain EE 213 REPORTING acer cic eects E EE E E 215 Report Avala Dility cicesscuccocsecscsesteovansnbasninpatusananadtoucosstexncesaceesassenscnnesagisuanaalennaueadecisesstecvasaniienaseiais Na Naaa 215 Birchstreet Marketplace Wide Report sesessssssesecesscsesesececscsesesecececsesesecececsesesecececsesesecececsesesecececsesesecececseseseseceeseseseseceesese 215 Report Parameter Filter Elements sssessssssssesssesosssosesosssosssossesosesosssosseosssossssssesoseeosseosseosssosssessessssessseosseosseoe 217 Output Seletti Msasa EE N 220 MARKETPLACE ADMINISTRATOR ssaanaannnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn mnnn nnmn 224 Admin User Application Settirnip witcacarctaceesescicssspetauaniuibinantectanessreinesieriouaeinianiastanaecsecaeioanimiinanientinaedaecaes 224 Company Application Setting ssssesecesscsesesececsesesesececscsesececececsesesececscsesesecececsesesecececscsesesececse
131. elect the Currency if using multi currency It defaults to the first currency defined Enter the Item and the Product Name both required Enter the Order Quantity UOM and Price When creating a RFQ the price is not used That is the purpose of the RFQ The Extension is calculated Note The Select checkbox will automatically be checked once you type in the item and click the Tab on your keyboard to move to the Product name field From this information you can create add to a PO REQ RFQ and Recipe You can also add these items to an Order Guide or Cart Note The Order Guide must already exist If it does not yet exist go to Order Guide Tab and create it prior to this step Most of this information can be modified by the document s Print View Edit form 15 Copyright 2007 Birch Street Systems Inc All rights reserved irchstreet Gi BENANG BROCUBEMENT Order Guide Tab Order Guide AP invoice Order guide list Select Entry Create PO Addto PO Create REQ Add to REG Add to cart Create 0G Delete 0G Rename OG Print View Copy tem Delete tem Update Clear all qty Update Fax Purple Hon catalog tem Red Discontinued P a Create RFQ Add to RFG Edititem Import OG OG Template Take Inventory Import Inv First Previous Next Last Search Refresh Rpt Price Issue Add GL Acct item history Price history Page 1 of 1 Rows 0 0 of 0 found sot Par values D Show REQ UCM Create Order Guides for items tha
132. emaining Qty checkbox on the same row 5 Click Edit to make additional modifications 6 Click Save to simply save the record for further editing or click Update to create the receiving record Status is updated to Receiving Complete when all rows have been accounted for BIRCH STREET Powered Receiving Record Link to Corrected Inv H Receive CXL Accept Remaining ltem Product name Substitute item Order UOM Acpt d qty Continental Plate EA Continental Plate Stand Puebla Plate Substitute Items Suppliers may have to substitute a like item in order to fulfill the PO with the agreement of the buyer 1 Click Edit on the row to receive a substitute item 186 Copyright 2007 Birch Street Systems Inc All rights reserved oY CEMA PROCUREMENT Birchstreet 2 Check the box Substitute item This will reveal additional substitute item fields 3 Enter the Substitute item Item name Item price 4 Enter the Accepted quantity Invoiced quantity Invoice tax amount and Invoiced price 5 Click OK to save the row Click Save to save the record or Update if entry is completed BIRCH STREET Powered Close Receiving Record Link to Corrected Inv Cancel PO PO Header Receiving Line items Line 2 A Line status Accepted by supplier tem Product name Continental Plate Stand Substitute item Substtuteiten Mf Substitute item name BD Substitute item price Order Unit of Measure Receiving Unit of Measure
133. ems from catalog content order guide or cart Edit the Recipe Header information with additional information such as sell price Edit the ingredients with the recipe portion UOM and quantity Non catalog items can also be updated using an export import feature Modify the scale quantity if needed Verify or edit the item s portion UOM in relation to the order UOM conversion factor Calculate sell price and determine profit 2 With acompleted recipe it can now go through the approval process 196 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet 3 The recipe can now be categorized or put on the menu where others will find it activated for use 4 The final step is to determine the number of servings required and create a REQ or PO 5 If needed create a What If copy of a dish recipe modify it then save it as a new recipe Dish Recipe Creation A dish recipe is made up of general information referred to as Header information Once the header information is created then ingredients detail items are added to the Dish Recipe header from the Catalog search Non catalog creation Order Guide or Cart Once the ingredients are present editing and updating can take place The Portion UOM must be selected and the conversion factor verified or entered This will calculate the cost and allow recalculation to help determine the profit margin and price If scaling the recipe adjustments can be made
134. es o Accepted by Supplier o Fax email CSV accepted o Fax failed connection not made When changing a GL Account a budget adjustment entry is created that decrements the original GL Account selected and increments the newly selected GL Account by the same amount and in the same budget period It is driven by the required delivery date of the PO Feature Details 43 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet 1 On the PO Tab select a PO in one of the above listed statuses and click Change GL Acct 2 When you click the Change GL Acct button the following screen becomes visible cancel Save ApplytoallPO ines Print PO number OOOO00000000021 Extended amount 554 56 PO Status Accepted by supplier Tax 30 00 Subject Blintz Fruit Freight 0 00 Less discount 0 00 Total 554 56 Line tem Product description Oty UOM Price Extension Department GL account OOOSBLAPLG Blintz Apple L 5 cS 4559 227 95 PURCH Purchasing 10 65 3200 Purchasing Teme Lee Ney UM sea ee Retail 1 CS 44 61 44 61 PURCH Purchasing 10 65 3200 Purchasing 3 Click the Magnifying glass under the Department section 4 Select your Department which will then auto fill within the form Cancel Save Apply to all PO lines _ Print PO number 000000000000021 Extended amount 554 56 PO Status Accepted by supplier Tax 30 00 Subject Blintz Fruit Freight 0 00 Less discount 0 00 Total 524 56 L
135. es as the buyer s version 2 Inthe detail section is the Edit Line link that opens a window for editing Click Edit Line There are a limited number of things the approver can change here Note Modifications made here will immediately update the buyer and approver s records PURCHASE ORDER Hilton Big Island Hilton Supply Management PO NUMBER 000000000000151 Status Approval pending Required Delivery Date 09 01 2006 PO Submit Date source Document Next Approver Ms Maggie Hino HSM PO No PO Type Standard Supplier Bill To Excellent Hoteliers Hilton Big Island 452 Pine Street 234 Palm St Houston TX 77002 US Honolulu HI 96801 US Attn Mr Kurt Gardner Attn Maggie Hino Title Distribution Manager Shi To f Phone 800 888 8888 Hilton Big Island Fax 949 851 9865 234 Palm St Emai mmorris birchstreet net Honolulu HI 96801 US DBA DBA Hotel Supplies Deluxe Atin Maggie Hino Sent From ae Hilton Big Island ete ae Partial Order Accepted No Ms Maggie Hino Ship vie UPS 2nd Day Ai Title General Manager z P Hr i ars Tar Phone 800 985 4214 shee ates Far Early Payment Terms 10 10 Days Net 30 Email mmorris birchstreet net pepe erat ui Payment Method Purchase Order Cost Center p FOB Manufacturer Facility Notes and Attachments Header Notes No Notes This Purchase Order has 0 Attachments Item SKU Product Desc Qty UOM Price 1 SKU120002 057 340 00 Banquets Feather Down 10 00 EA 10 500
136. eserved Birchstreet Notes and Attachments Header Notes 1 From buyer Please indicate the size of the widgets available This RFQ has 0 Attachments hem SEU Product Desc Miz Part Brand Model 1 Black Widgets Black Widgets Widgets Mfe BL 446 Quality VWidgets Black 2 Blue Widgets Blue Widgets f f 3 Green Widgets Green Widgets f f 99 Copyright 2007 Birch Street Systems Inc All rights reserved Qiy 100 00 120 00 115 00 Sub Total Freight Bid Total UOM EA EA EA Frice 0 00 0 00 0 00 Extension 0 00 0 00 0 00 0 00 0 00 0 00 Birchstreet Ge SEMA PRG LAREM ENT Edit RFQ Further editing of a New RFQ is made from the RFQ screen The various RFQ tabs contain information that can be edited Click Save when done 1 RFQ Tab Dates are modified on the RFQ tab Save Delete submit attach 1Notes Print View ldentification RPG number Subject Status Biew Buyer Andy Akman Department 057 Banquets Required delivery date losno2o0s Supplier s response date lorei2008 Currency Trx currency ost US Dollar 2 Shipping Tab Shipping information is displayed The Ship by and Quote to include shipping checkbox can be modified Line items i Supplier list ship to location fHitton Irvine Grange Count Company name fHiton Irvine Orange County Airport Address line 1 185800 MacArthur Bled Address line 2 Address line 3 City f
137. f the item has been purchased The price is expressed in the Home currency OG TEMPLATE Download an Order Guide template Both a regular or Inventory Order Guide are available PRICE HISTORY View the supplier s pricing history for a selected item broken down by month with actual monetary amount and percentage change PRINT VIEW View an Order Guide in an Excel worksheet An Inventory OG includes additional fields To fit on a printed page change the paper size from portrait to landscape RENAME OG You OG owner can change the name of an order guide If you are not the owner you will get a message You do not have rights to rename this order guide This Order Guide does not belong to you The owner is owner RPT PRICE ISSUE Provides you with a message form pre populated with data from the selected item that you can send to the supplier to report a price difference or any other item discrepancy UPDATE You OG owner can modify and update items in the order guide If you are not the owner you will get a message You do not have rights to update items from this Order Guide This Order Guide does not belong to you The owner is owner UPDATE FAX You OG owner can modify the fax number for a SOTF item If you are not the owner you will get a message Update fax number is not available This Order Guide does not belong to you The owner is owner Order Guide Tab with Inventory CANCEL INV The Inven
138. f there are items that need to be added to the recipe that will not be included in the final REQ PO creation then use the supplier 88888 Unknown Supplier Items such as water or labor expenses need to be included in the recipe but not on a PO Dish Recipe Update and Edit Once the Dish Recipe has been created it can be updated The header information and detail item information can be edited from the Dish Recipe tab Loading the Dish Recipe for Edit New dish recipe 1 Load anew dish recipe from the Dish Recipe tab Click the tab Dish Recipe 2 Click My New Dishes This will display a list of Dishes Recipes that have the status of New Catalogs Order Guide Cat REQ Y PO Y InBox Approvals Recipe Menus Dish Recipe List of Dishes Recipes My New Dishes Heuer Update Uplate Daini Egit jtern Delete jtern Create Recipe Select Entry F Copy itecipe Delete Recipe Add Dishio Menu Crente PO Add to PO MRES Price history Approval Details Atish Inuye Print Views First Previous Next Last Refresh Page 1 of 1 Rows 0 0 of 0 found 3 Any already defined items will display Active dish recipe 1 Load an existing dish recipe from the Recipe Menus tab Click the Recipe Menus tab Note To be included in the Quick Search or Category search the dish recipe must e Have at least one detail record e Be added to the menu e Be activated 2 Use the Advanced Search the Quick Search or Category Search to locate the di
139. ght Total line amt OK Cancel Cancel Line tem Black Vidgets Product name Black Widgets UOM tems per UOM fo aty Manufacturer WidgetsMfg Unit price 36 Mfg part number BL Extended amount 536 00 Brand name Quality Widgets SS Freight 56 Model Black Commodity code Widgets Quote to include shipping Click OK to save the line item Click Save to save the REQ without submitting to buyer 4 History Tab system defined fields are tracked in History 105 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet Y eEMAVE PROCUREMENT 5 Once the bid information is completed click Submit to submit the RFQ to the buyer The Suppliers RFQ status changes to Submitted to buyer F P A Search Column n Line we F search Text T GO page f ofti Rows per page so Product name Unit price Extension Freight Total line art 1 Red Widgets Red Widgets 100 EA F5 55 1561 58 2 Blue Widgets Blue Widgets 120 EA 4 36 540 08 3 Green TT Green Widgets 115 EA a r i 452 00 F1 491 75 62 21 1 5355 96 Buyer Responds on Behalf of Off line Supplier with a Bid BIRCH STREET Powered Hide Summary HideLogo Home MySettings Help J4Help FAQJO Tips Logout Welcome Andy Akman 268 Hilton Irvine Orange County Airport Main Menu Search All Catalogs In Box Shopping Cart My Menu Products v T New 0 Total 00 Lines 0 Total 00
140. gin account has been deactivated Contact your system supervisor to re activate your login Inactive User 2 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet A user can be locked out of the system if he is inactive for a system defined length of time If this should happen you will get a message alerting you that your login account has been deactivated Contact your system supervisor to re activate your login Microsoft Internet Explorer A 545 Your login acct has been deactivated Please contact your system supervisor to re activate your login Reusing Old Passwords The marketplace can add more login security by forcing you to not repeat recent passwords Up to six former passwords can be stored You are alerted that the password has been used and cannot be re used Microsoft Internet Explorer A The password has been used within the last 6 password changes and cannot be re used My Settings My Settings allows you to edit information originally defined by an Administrator when your login name was created You can change your password name email address and other user information Note To view or modify information for another person You must log in using that person s login ID and password or access the Person entry screen BIRCH STREET Powered Welcome Steve Taylor 7 Birch Street Mayan Inn DEMO 68 Hide Menu Hide Summary Hide Logo eo FAQ O Tips Logout Open the My Sett
141. gredient 215 1 16 100 11 25 2 15 24 1 66801 Salt a eee Pacific Foods Ingredient 0 00 0 00 100 20833 0 00 0 01 87G345 Cinnamon 3 v i m je More Product Info Finest Foods Company il 0 00 0 01 100 208 33 0 00 0 2 212 Copyright 2007 Birch Street Systems Inc All rights reserved Add Dish Recipe to Menu In order for a dish recipe to be available when searching and using the category path it has to be added to the menu You will want to add both dishes and recipes Add Recipe to Menu Load a recipe from the Recipe Menus tab or a new recipe from the Dish Recipe tab l 2 Click Add Dish to Menu A window will open Note This button is also available from the Advanced Search Dish Recipe List The loaded Dish ID will default or select another Type in or zoom to select the Menu ID Type in or zoom to select the Menu category ID Click Save Add Recipe to Dish Use the Advanced search on the Recipe Menus tab to display the recipes 1 A Add Dish to Menu Microsoft Internet Explorer Add Dish to Menu Dish IO IRSPooODOOOOSe Menu ID foooo00o000000 Menu category ID lar 2 From the Advanced search result Dish Recipe list select the recipe you want to add to a dish 3 Click Save Dish Recipe Activation Before a dish recipe can be made available to generate a REQ or PO it must be activated 1 2 213 Click Activate Recipe from the Recipe
142. h as defined in Company Application Setting C Enter a valid value for the Department code Prefix it with so that leading zeros are not lost Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet D Enter a valid value for the GL account Prefix it with E Enter the Budget amount for the Department GL account combination The amount must be 0 or a positive amount E HSNA101_ 1154452916277 2 3 4 5 z T E BEE clcololcliciclc aanne 200612 05 200612 057 200612 057 200612 200612 057 200612 057 200612 057 200612 057 Department SL account 500 500 00 500 404 00 500 403 00 500 402 00 057 378 00 057 377 00 057 371 12 ACTION PERIOD NUMBER DEPARTMENT GL ACCOUNT BUDGETED HOME AMT Period number NUMERIC 10 0 Budget amount NUMERIC M a WH HSNAIO1 1154452916277 7 Click Import to open the Select Upload ee File window Select Upload File Microsoft Internet Explorer Seles l File Edit wiew Favorites Tools Help A Click Browse to select the completed Budget template Select file to upload File name CDocuments and setings _ Browse B Click Submit to upload the file to the eProcurement system Note All uploaded files are ready for use the next day after upload Done 9 Local intranet 179 Copyright 2007 Birch Street Systems Inc All rights reserved
143. hase Order A Purchase Order is created on the Punchout supplier s site but has a status of New NO items will be shipped with a status of New The PO is then given credit card information if supported assigned budgeting information if budgeting is used and sent to approvals if approvals are used When the PO is ready it is then sent back to the Punchout supplier It is matched up with the original PO and activated to process the order Note The original PO must be identical in to submitted PO or else a Change Order is created The exception is budgeting and approval information since it is not exchanged with the supplier Processing a Punchout Order 1 Click the Catalogs tab If there are existing product results displayed click Home in the logo panel to display the available catalogs 2 A display of Punchout supplier logos is visible Note Only those Punchout suppliers that have been adopted by your marketplace and are set up for your property will be displayed 3 Click the appropriate Punchout logo R R ij BIRCH STREET Powered Search All a ee ce Box Shopping Cart Products a A e e 16 Total 16 Lines 2 Total 509 95 Create non catalog items Catalog name Birch Street Chef Works NEI amp chef KS THE UNIFORM PEOPLE D Edward Don amp Company Office DEPOT What you need What you need to know US FOODSERVICE Online Ordering Solution 88 Copyright 2007 Birch Str
144. he Main Menu From the Report Parameter Screen select the appropriate columns and report parameter filters then click 41 Copyright 2007 Birch Street Systems Inc All rights reserved Run Report results will be displayed Cancel PO button Feature Summary The Cancel PO button allows you to cancel a PO upon receiving provided a cancellation reason is entered Feature Details 1 On the PO Tab select a PO with a status of either Accepted by Supplier or Fax Email Accepted and click the Receive button which will open up the Receiving Screen 2 On the Receiving Screen enter the Received Date either manually or using the calendar icon and click the Magnify Glass icon next to the Cancel Reason Code field 3 From the window select the appropriate Cancellation code 4 Click the Cancel PO button Update Attach Notes Receming Record Link to Corrected Inv Cancel PO PO Header Receiving Pine nems PO number PO Status PO date ml Changed to above status on oi 514 Internal PO number Buyer Supplier R OuUrme Close PO Received date prza2006 Tal Cancel reason code REJSPECS Invoice date p jij Invoice number i ti SCSCS Payment method Invoice amount i Tracking number Fe Bill of lading FRO number Coo Invoice discount amt 0 00 Less discount PO oaa Invoice freight amt 6 22 Freight lt S a 5 When asked whether you want to cancel the PO click OK 6 Click
145. he past Approver needs to modify the date Click Cancel 157 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet S GEHANG PROCUREMENT B i R BIRCH STREET Powered 255 Hilton Big Island Search All a Shopping Cart LT a iv honest a 42 Totak 42 rine 4 LT Approve Disapprove Buyer Contact Print View Edit Print wBudget Header Update Pending approval i History Budget Impact Approval Details First Previous Next Last Refresh Search Column Doc number vY a mee as Select Approver Microsoft Internet Explorer Sele Page 1 of 1 Rows 1 4 of 4 found Total Doc Date amount Home cur Required delivery date cannot be earlier than the current date Awaiting approval PO 0000000000001 41 08M 42006 1 Update the date using Header Update on the Approval tab before approving this document Status Doc number Awaiting approval PO 000000000000023 03 21 2005 14 Awaiting approval PO 000000000000020 0348 2005 14 cancer Awaiting approval PO O00000000000016 0348 2005 14 2 On the Approval front page tab click Header Update Modify the Required delivery date to be today or in the future and process the document as normal E Update Header Microsoft Internet Explorer Mee File Edit View Favorites Tools Help d Subject Required delivery date A g3 0 2005 Eee purchase Type DA Approval on the Fly S
146. he status is Approval Pending NOTE This feature does not work with POs for Suppliers on the Fly SOTF Off line suppliers Fax or email suppliers Punchout suppliers Storeroom POs Recall from Approver 49 Copyright 2007 Birch Street Systems Inc All rights reserved emt Recewe Buyer Contact Supp Contact Print View Eai Print wibudget Reject CO Budget Impact Add to OG Add to cart Search Column id Create items PO Recall Approval Details Search Text oo0000000000002 GO Add Addt linfo Receive Confirm Change GL Acct Page 1 of 1 Rows 1 1 of 1 found PO number PO Status Confirm Subj Supplier PO date Req delivery PO Total Home cur Alloc ma oooo00000000002 Approval pending pm aia Finest Foods Company 07 27 2008 08 10 2006 452 00 452 00 J No From the PO Tab select a PO with a status of Approval Pending and click the PO Recall button e The PO is recalled from the Approver and an email notification is sent to the Approver e The PO is placed in the Recycle Bin with a status of Recalled e For the Approver on the Approvals tab the PO is moved to the Recalled dropdown list Recall from Supplier Buyer Contact Supp Contact First Next Last Budget Impact Add to OG Add to cart Search Column PO number T Creste tems PO Recall Approval Details Search Text o00000000000002 Go Add Aditi info Receive Confirm Change GL Acct Page 1 of 1 Rows 1 1 of 1 found
147. he supplier s invoice Ship To information describes where to ship the goods being purchased Print f Ciose f Notes attachments PURCHASE ORDER Birch Street Mayan Inn Birch otreget Demo PO NUMBER OO0000000000027 mtatus Hew Required Delivery Date 07 24 2006 PO Submit Date ource Document Next Approver Internal PO Ho PO Type Standard Purchase type Beverage Supplier Bill To Finest Food Company Birch Street Mayan Inn 640 Merchant 1800 Sutter Street man Francisco CA 94111 US Atti Evelyn McMlasters Title Sales Manager Phone 800 633 2145 Fax Email mmorrisibirchstreetnet San Francisco CA 94115 US Attn Margaret Mason ship To Birch Sireet Mayan Inn 1800 Sutter Street san Francisco CA 94115 Us Atm Margaret Mason Buyer Terms information The center of the form contains general information about the PO Sent From information describes who is sending the PO Terms information describes how to ship any terms and payment method If the supplier accepts credit card that information will be sent to the supplier but will be masked for the buyer Notes will be printed here and attachments count 121 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet Terms sent From muy e ct mpecial order Birch treet Mayan Inn Partial Order Accepted Ho Mr Steve Taylor hip via UPS Ground Title AP Clerk Payinent Terms Phone C800 622 3652 Department FDEEV F amp
148. he supplier confirms his acceptance of the Change Order ADD ADDT L INFO Add additional information to the PO The button updates an internal purchase order number and tracking number ADD TO CART Add items from the existing PO into the Cart as a staging area to create a PO REQ RFQ or Recipe When used they are removed from the cart ADD TO OG Add items from the existing PO to an order guide If using inventory it is good to stage items in the Cart first before creating adding to an inventory order guide APPROVAL DETAILS See the approval process flow as well as who the current approver is ATTACHMENT 35 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstrect You can include an attachment to a document that can be viewed internally only within the property or by the supplier Those attached to a PO will be sent to the supplier on line or via email Attachments are not included with POs sent as a fax BUDGET IMPACT BUDGET RESERVE View the budget disbursement for the PO Options are for this PO only and for any department for which the buyer has security access Information about the budget reserve amount and POs in the approval process is calculated to display a real time picture of monies available Within this window is the Budget Reserve feature that allows the user to artificially transfer unused budget from one GL account to another BUYER CONTACT View basic information about
149. i los Banquets Department Code Lookup Microsoft Miel E3 Advanced Search Search Column Dept name 7 Search Tert Go Page 1 of 1 Rows 1 76 of 76 found Dept code Dept name Rooms Rooms Annual Telephone 5 Zoom Selection Window without entry Zoom to a predefined list You cannot type the entry into the box it must be selected from the zoom Buyer Jerry Nguyen 6 Check Box Click in the box to select Click again to unselect You can also tap the spacebar on your keyboard Use Tax Uncheck to add flat amts 139 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet OW GEMAAVE BPROOLeA EME 7 Record Key If you already know the record number you can load the record quickly e Click the key icon to open an entry window If there is a record already loaded it will default e Enter the value of the record to be loaded Click OK e The specific record will be loaded Receiving number Receiving number Microsoft Internet Explorer E E 5 x Enter the value of the record to be loaded 8 Popup Window Click the pop up icon looks like a blue page with a flashlight to open a window giving additional static information about the displayed record Buyer Jerry Nguyen F Contact Microsoft Internet Explorer Contact person Fullname perry Nguyen Jonttle Finesse o Company name Phone 1 Ext 1 Fax number Email address 9 fimmorristiibi
150. ice amount 0 00 Source document number Tracking number PO107 Bill of lading number PO107 PRO number PO107 Receiving Notes No Notes Product Disbursement Picked up by Department Date Delivered to Location signature Item Rec d to date Line status SKU Product Desc Order UOM Pack Size Order Qty Unitprice Ext price Acpt d qty qty Open qty Can d qty Reason Partially Hawaiian Hawaiian EA ts 10 00 100 0000 600 00 received 6 00 6 00 4 00 If substitute items are received they will be displayed with an asterisk Receiving Record 000000000000086 Purchase Order 000000000000404 Received by Bridget Woodard Received on 03 21 2006 PO Status Partially received Buyer s name Bridget Woodard Buyer s Phone 202 457 0565 Buyer s Dept Admin amp General PO date 08 21 2006 Source document number Supplier Best Event Production Tracking number Lwoice number 40056874 Bill of lading number Invoice amount 631 19 PRO number Receiving Notes No Notes Product Disbursement Picked up by Department Date Delivered to Location Signature Line status Item SKU Product Desc Udar Pack Size Oner Unit price Ext Arpi s video Opek Caed Reason UOM 8 price i date A Receiving Complete 1014WPX Continental Plate Stand Substitute Item for 1014XXX Continental Plate row above Stand nr 6 E EA H 36 W 20
151. ier On The Fly Receiving Options There are several options for receiving Cancel PO This feature is used after the supplier has accepted the PO but then the goods will not be shipped for some reason No items are received Budget amounts are reversed e Receive All All items are received in one shipment Partial Receipt Receiving of goods can be made in more than one shipment and included on separate supplier invoices As many receipts as are needed can be entered Cancel Remaining Some of the goods were received but the remaining items will never be received so they are cancelled 180 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet Gey SEMA PREY LAREMENT e Partial Receipt Cancel Remaining Some of the goods are received but the remaining items will never be received so they are cancelled at the same time Cancel PO 1 Select a receiving record that has the status of Accepted by Supplier or Fax Email Accepted 2 On the PO Header Receiving tab enter a Received date and add a Cancel reason code from the select window Note The default Invoice discount amount and Invoice freight amount entry has no effect if changed when doing Cancel PO 3 Click Cancel PO There is not automatic email notification sent to the supplier The buyer must contact the supplier directly E Receiving Microsoft Internet Explorer gt Fie Edit Yiew Favorites Tools Help PO number oo0o0000000040
152. ier declined 9 Once the buyer has made his selection by checking the box he can now create a document e Click Create PO to create a PO In this case two POs will be created Only on PO per supplier is created You will be asked to confirm your decision to create a PO Click OK e Click Create REQ to create a REQ In this case one REQ will be created Multiple suppliers are allowed on one REQ You will be asked to confirm your decision to create a PO Click OK Create REQ Lowest item Lowest Supplier FT k A Search Column Y Search Text GO page 1 of 1 Rows per page 50 Select tem Product name Supplier name Freight Subtotal Green Widgets Green Widgets Finest Foods Company Submitted 452 00 Green Widgets Green Widgets Widget Mtg International Submitted 471 20 Blue Widgets Blue Widgets Widget Mtg International Submitted 521 40 Blue Widgets Blue Widgets Finest Foods Company Submitted 540 05 Red Widgets Red Widgets Finest Foods Company Submitted 561 65 Black Vidgets Black Widgets Widget Mtg International Submitted 585 00 Black Widgets Black Widgets Excellent Hoteliers Supplier declined Blue Widgets Blue Widgets Excellent Hoteliers Supplier declined Green Widgets Green Widgets Excellent Hoteliers Supplier declined Edit Era Oo Edit Ea o Ea o Edit ga o Ey o Ey o 110 Copyright 2007 Birch Street Systems Inc All rights reserved free i rl ip TTET Cline 1
153. in Seasonal Order to recipe Prep time conversion factor Refrigerate Storage instructions Let come to room temperature Prep instructions Thaw and reheat instructions Cancel Calculations Scaling the Recipe A recipe is created for a certain number of servings For usage of more than the basic recipe servings the ingredients need to be increased or decreased to match the exact number of the expected usage There are three fields that do the calculation e Recipe yields Disabled The number of servings in the original recipe This can be edited in Header Update e Calculate for of Servings The number of servings needed for the expected usage 206 Copyright 2007 Birch Street Systems Inc All rights reserved PAOCUAEM OM DEMAND Scale factor Disabled The number used to calculate the increase or decrease 1 0 servings that are equal to the recipe 2 0 twice the servings 5 half the servings e Load adish recipe from the Recipe Menus tab or a new dish recipe from the Dish Recipe tab e Enter the number of servings required for this usage in Calculate for of Servings Example Original recipe serves 12 usage required is 250 servings e Click Recalculate The scale factor is updated Example Scale factor is 20 8333 To serve 250 you need to make this recipe almost 21 times Note The Order Quantity is automatically increased to match the scale factor for this event
154. included on the Suppliers version of the PO 122 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet iem SEU Product Desc On UOM Price Extension 1 SKU120002 057 553 00 037 Feather Down 500 EA 10 5000 52 50 Edit Lie Edit All pit Al 3 SEU120004 057 353 0007 Foss Guard Healthcare 600 EA 13 6600 21 96 Edit Lime Edit alloc Sub Total 134 45 Freight 0 00 Tax Amount 0 00 Less Discount 0 00 Total amount due 134 46 To correct the zero line item the buyer will need to click Edit from within the Purchase Order and enter in a quantity As soon as the Save is clicked it refreshes the view of the PO and the strike through is no longer visible on the Purchase Order The supplier will receive the purchase order minus the line item that has a strike through Edit Line hyperlink Clicking the Edit Line hyperlink next to the selected item does further editing of a specific line e Non catalog items allow editing of the item itself e Catalog items only allow editing of the Order quantity and UOM For Budgeting Editing is allowed for Department GL account and Preset Alloc Only those Departments and GL accounts that are valid for the buyer will be available for selection Note An item can only be deleted while there are other remaining items The last item on the document cannot be deleted 123 Copyright 2007 Birch Street Systems Inc All rights reserved Non catalog item with Budgeti
155. ine tem Product description j i Extension Department GL account 1 OO0SBLAPLS Blintz Apple L 922795 ADMIN M Administration i A 2 OOOSBLELRT Blintz Blueberry Retail B20 aha eesti 0 65 3200 GP Purchasing Blintz Strawberry Cheese 3 QOOSBLSCRT E aa CS 44 61 44 61 PURCH ere Purchasing 10 65 3200 65 3200 10 65 3200 Ah Purchasing 5 Click the magnifying glass under the GL Account section to select your GL Account 44 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet 45 Cancel Save Apply to ali PO lines Print PO number 000000000000021 Extended amount 554 56 PO Status Accepted by supplier Tax 0 00 Subject Blint Fruit Freight 0 00 Less discount 0 00 Total 554 56 Line kem Product description Qty UOM Price Extension Department OO00SBLAPLG Blintz Apple L 5 CS 4559 227 95 ADMIN Ramnetretion OOOSBLBLRT Blintz Blueberry Retail 6 cS 47 00 252 00 PURCH a Purchasing Blintz Strawberry Cheese OOOSBLSCRT poten 14 cS 44 61 4461 PURCH S Purchasing 10 65 3200 2 Eme 1 2 3 6 If you want only one line corrected then simply click save If you want to change all the line items You can click Apply to all PO Lines then the screen will look like this Save Applyto all PO lines _ Print PO number 000000000000021 Extended amount 554 56 PO Status Accepted by supplier Tax 0 00 Subject Blintz Fruit Freight 0 00 Less d
156. ing REQ Order guides are great for repeat orders If using inventory it is good to stage items in the Cart first before creating adding to an inventory order guide APPROVAL DETAILS Allows you to see the approval process flow as well as who is the current approver ATTACHMENT You can include an attachment with a document If a PO is created from the REQ the attachment will be sent to the supplier on line or via email Attachments are not sent by fax CREATE PO Create a PO s from a REQ The REQ will be split to create POs where the Supplier and Currency are unique REQs can hold more than one Supplier Note When using Inventory the Plan Purchases feature creates the POs DELETE REQ Delete a REQ only if the status is one of the following New or Approval denied HEADER UPDATE Update many fields on the REQ Header record while the status is New 28 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet HISTORY You can track changes made to selected fields in the document NOTES Create a note to travel along with the document Notes will print in the body of the document for on line and off line Suppliers via fax and email If the Notes viewed internally only checkbox is selected the notes will not go to the Supplier PRINT VIEW EDIT View and print the document as well as modify the contents while it is in a New status SUBMIT Submit the REQ either to the approvals process or if no
157. ings entry screen from the link in the Logo Panel 3 Copyright 2007 Birch Street Systems Inc All rights reserved Q A Change password Verity pazsworg Salutation First name Middle initial Last name Full name Message delivery option Phone 1 Ext 1 Email address Position Title Department Default tab for front page Hide menu upon login irchstreet OY EMAL PROC LAEMEAT Ee Ca i iii Far i s00 652 3852 EEE lyourname birchstreetnet lapClerk ssSsSs S w ii gt Note Some of the fields listed above may be hidden from view or disabled on the actual screen Fields of Note Message delivery option You can select whether to receive Birch Street system messages via the Birch Street In Box email or both Default tab for front page You can select the tab you want as your default tab So after logging in the default tab will be loaded when first entering the system Suggestion Buyer can default to Order Guide Supplier can default to Supplier PO Hide Menu upon login recommended Check this box to hide the main navigation panel when first entering the system This provides more screen real estate for the front page tabs Currency Tab You have the option to determine how currency and numbers display throughout the Birch Street system Copyright 2007 Birch Street Systems Inc All rights reserved Decimal symbol The Decimal symbol can be a period or a comma Digit grou
158. int or view the dish recipe It includes the ingredients picture and preparation instructions Save 80 Copyright 2007 Birch Street Systems Inc All rights reserved Allows the buyer to save the What If record Caution By saving the record the original dish recipe is replaced by the What If dish recipe Update Detail Once changes have been made to individual ingredients this allows the buyer to update the changes Note Make sure that the row to be updated is checked selected before update Calculations The calculations and scaling behave in the same manner as a New dish recipe on the Dish Recipe tab Creating a What If record 1 Load a dish recipe from the Recipe Menus tab or a new dish recipe from the Dish Recipe tab Notice that the What If tab is not yet displayed 2 Click What If from the Dish Recipe tab The currently loaded dish recipe is created as the current What If record and the What If tab is displayed with the record loaded 3 Any notes or attachments will not be attached to the What If dish recipe since this is not the same recipe Dish Recipe Dich name O1 Fastionsd Cert Coke LESSEN ESTED CN UA Selling price 20 89 Cost 14 92 Copy Recipe Delete Recipe AddDishtoMenu CreatePO AddtoPO CreateREQ Addto REQ Recipe type Recipe Picture sp We ae ee ee Notes Attachment Attach Image Print View Status Active O Submit Epot impot f Prep Inst What if First Previous Next Last Refresh Categ
159. ion defined are available for selection If budgeting is turned on for your property zoom to select a GL Account to be associated with this PO Only those GL accounts that are valid for the buyer will be available for selection If defined the GL Account defaults from an account associated with the Purchase type This is defined at the property level RESET DEPT GL ACCT This field is used when creating a document from an Order Guide Leave this box unchecked to accept the GL Account as defined on the Order Guide Check this box to override existing GL Accounts with the account defined at the header level If no GL Account is defined in the Order Guide it will default to the GL Account at the header level SOURCE DOCUMENT This is a memo only field for source information optional Tax expenses can be captured in two ways 1 The tax decrements the GL Account associated with the line item and its allocations 2 The tax decrements the GL Account associated with up to four pre defined tax authorities Line Item GL Account decremented USE TAX UNCHECK TO ADD FLAT AMTS Check this box to calculate tax on taxable items on a percentage basis Uncheck this box to calculate tax on a flat rate basis distributed over all taxable items TAX Enter the tax percent box is checked or the tax flat amount box is unchecked to be either distributed over the taxable items or if a GL Account is selected made separate from the items TAX GL
160. ion on the PO Header Receiving tab Invoice information refers to the Supplier s invoice Update any discount or freight from the Supplier s invoice 2 Click Line Items to go to the detail tab 3 Check Receive Accept All checkbox e In Column Heading all detail rows will become checked e On Detail Row check only the individual rows where that entire item is received Do not check the Receive Accept All in the column header This will automatically populate Accepted Quantity and Invoiced price as it was originally entered on the PO You can see the detail by clicking Edit 4 Change the Invoice tax amount per detail row as needed If using taxing authorities the tax will use the same percentage s as is used in the original PO 5 Click Save to simply save the record for further editing or click Update to create the receiving record Status is updated to Receiving Complete if all rows were selected or Partially received if not all rows were selected 182 Copyright 2007 Birch Street Systems Inc All rights reserved OY CEMA PROCUREMENT Birchstreet BIRCH STREE Powered Save Update Attach Notes Receiving Record Link to Corrected Inv Cancel PO Header Receiving Line items i F P 40 Search Column Receive lt br Accept lt br All Yo Y Search Text GO page T E T AE E Eo Receve W cx Accept Remaining ltem Product name Substitute item Order UOM Acpt d qty Order qty Pr All Qty 1014POx Continen
161. ious Next Last New Refresh Sodo Budget amount detail a ST F de A Search Column Search Text GO page h of1 Rows per page 5C Search Column Search Text GO Page 1 of 1 Rows 1 6 of 6 found Period Budget ID ow Department GL account Budget amt Consumed amt Available amt 200607 1200607 1 057 Banquets 057 340 00 Miscellaneous 10 000 00 0 00 10 000 00 200608 200608 2 057 Banquets 057 340 30 Gratis Food 10 000 00 0 00 10 000 00 200609 200609 200610 200610 ox Cancel Copy as New Row Delete Row 200611 20061 2 200612 Row Ul Department GL account Budget amount Consumed amt Available amt v lt lt i gt lt nT Printing To Print a Budget Report with Budget Reserve data access the Budget Status report from the Main Menu From Run the Report Parameter Screen select the appropriate columns and report parameter filters and click Report results will be displayed Budget Setup and Maintenance Period Maintenance Perio d lengths are determined by and defined by Birch Street for the entire marketplace They are usually the 12 months of the year but could be an annual period for large projects Budget Period Length Maintenance 174 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstrect Each property defines what are the Budget periods allowed in their property This normally set up by the
162. irvine State Zip Attention ship by Best Route Quote to include shipping 100 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet CH DEHADO BASCWAEMESNT 3 Line items Tab Line item quantities and UOM can be modified ff oe EE Supplier list 4 Search Column r Line Search Text GO page j1 of1 Rows per page so 4 History Tab system defined fields are tracked in History 5 Supplier List Tab Suppliers can be deleted or modified RFQ Shipping Line items History Supplier list et OF A FP Sere Column Supplier name name Supplier name Search Text GO page f1 of 1 Rows per page so Supplier name Contact i Phone 1 Fax number SOTF Fax Excellent Hoteliers Kurt A Gardner mmorrisibirchstreet net S008888883 3108745875 Marilyn Bautista mmorrisiibirchstreet net B08450365 9498519864 Bok Smithson mmarisiihirchstrest net 8086541236 9496519566 949851 9666 OK Cancel Delete Row Supplier Row E Supplier company ID agg99 Supplier on the fly SOTF Fax number 9498519866 Supplier name Piviciet Mig International Email mmorris birchstreet net Supplier contact ID Contact name Eok Smithson Email mmorriseibirchstrest net Fax number Phone 1 101 Copyright 2007 Birch Street Systems Inc All rights reserved ON DEMAND PROGLAEMENT irchstreet Buyer Submits RFQ to Supplier s Once the R
163. is not available This Order Guide does not belong to you The owner is owner of OG GL Account Wild Card Masking People in different departments can share an Order Guide If the GL Account were included in the Order Guide each GL account would have to be manually changed to correspond to the department once the PO was created Birch Street has a solution Normally the GL Account structure of the organization is similar except for the department segment To leverage this fact a wild card is employed to use as a placeholder for the department in the Order Guide Using the Add GL acct button give the selected items a GL account replacing the department with a wild card of Only one question mark replaces the entire department number or code Select these items and click Create PO When the PO is created the will be replaced with the selected department In this example the department is the second segment of the GL account and is therefore replaced with a question mark 21 Copyright 2007 Birch Street Systems Inc All rights reserved Add to cart Create OG Delete OG Rename OG Print View Copy item Add GL Acct Page 1 of 1 Rows 1 29 of 29 found Mau tem _ prod Supplier _PackiSize_ uom Minorderqty Order Qty Price Extension GL account fa FI e er aon cs 1j ssa seseo rl a a oe m 8B 100 00 joo 1 73 173 00 a A aaa ca B 100 00 100 163 163
164. is value Note In order for the item to be updated the Dish Recipe ID and the Item must already exist in the Dish Recipe Dish Recipe name This is the Dish Recipe name as defined when the dish recipe was created Do not change this value for display only Recipe step This is the user defined step number corresponding to the instructions on how to create the recipe Item This is the supplier SKU or non catalog item number Important In order to update the item the Item must be found within the dish recipe Note It must be prefixed with a sign This is to allow Item numbers that have leading zeros to be correctly entered and edited in Excel Without this prefix Excel will remove the leading zeros corrupting your item number This is for processing only and is not displayed on the recipe tab Product name This is the description of the item Portion qty The quantity for a full recipe as expressed in the Portion UOM This must be a positive number decimal numbers are allowed Portion UOM The UOM for the recipe Valid values include Recipe and Order UOM type UOMs Order UOM The UOM that you will order from the supplier Valid values include the Order UOM type only Order unit price The price of the item for a unit expressed in the Order UOM Order to recipe conversion factor The conversion factor comparing the Portion UOM to the Order UOM Example If the Portion UOM was CUP
165. iscount 0 00 Total 554 56 Line tem Product description Oty UOM Pric Extension Department GL account 1 2 3 OOOSBLAPLG Blintz Apple L dg 227 95 ADMIN amnistiat 10 75 3400 1S Raministration OOOSBLBLRT Blitz Blueberry Retail 6 cs 47do 282 00 ADMIN Q een 10 75 3400 aaministration Blintz Strawberry Cheese OOOSBLSCRT etail 44 61 ADMIN Q Administration 10 75 3400 IQ Administration When you are finished click the save button Click OK and you are back to main PO tab To view your changes click the Print View Edit button Scroll down your PO to the line items and you will see the changes Copyright 2007 Birch Street Systems Inc All rights reserved Ttem SKU 1 OOOS5BLAPLG 2 OO05BLBLRT 3 OOOSBLSCRT Birchstreet Product Desc 10 75 3400 Administration Blintz Apple L 10 75 3400 Administration Blintz Blueberry Retail 6 00 10 75 3400 Administration Blintz Strawberry Cheese Retail 1 00 CS CS CS Price 45 5900 47 0000 44 6100 Extension 227 95 Edit Lie Edit Alloc 282 00 Edit Line Edit Alloc 44 61 Edit Line Edit Alloc Sub Total 554 56 Freight 0 00 Tax Amount 0 00 Less Discount 0 00 Total amount due 554 56 Change Order Feature Summary The Change Order feature allows the supplier to initiate a change of the buyer s PO The supplier may want to change something on the PO like the quantity to provide a price
166. it My Account Place any item in your cart and then click Save Current Cart under z ise Site Tools c on the left When pro impted for shopping cart select Express Entry continue with rent cart and clic k Save Cart You can then log out z 6 The buyer is returned back to the Birch Street PO tab with the newly created Purchase Order having a status of New 7 Click Header Update to add credit card information if the Punchout supplier supports this feature 8 IMPORTANT 89 Copyright 2007 Birch Street Systems Inc All rights reserved My Last 30 Days Po s a Header Update Notes First Previous Mext Last Refresh Send Message Budget Impact Add to OG Add to cart Copy PO Delete PO Serer i PO Recall Approval Details Update to New Resubmit Apprv inBox Approvals AP Invoice AP invo Buyer Contact Supp Contact Print View Edit Print wiudget Attachment History Acceptco Reject CO Receive Search Text GO Add Addt l Info Page 1 of 1 Rove 1 1 of 1 found a PO number PO Status Confirm Subj Supplier PO date Req delwery PO Total Alloc 121 000000000000684 New No 08 71 2006 08 71 2006 g202 99 No Cintas Corporation e Once the PO has been created in Birch Street you must Submit the order back to the Punchout supplier for it to be processed The PO status will change from New to Accepted by Supplier or Submitted for Approval only for those hotels using the approval process
167. ject Soda order Supplier Goldberg and Solovy Foods 04 19 2006 04 24 20 a 04 20 2006 04 22 20 04 19 2006 0425 20 000000000000011 Receiving Complete 0000000000001 3 Receiving Complete 0000000000001 2 Accepted by supplier lt gt Logo Panel Spanning horizontally across the top of the window the Logo Panel displays the person logged in their property and the option to hide display the menu Links to on line Help FAQ and Logout are also located here Navigation List The Navigation List known as the Main Menu is a vertical column on the left It is used to open various maintenance screens and is expandable It can be hidden or made visible using the Hide Menu checkbox in the Logo Panel Front Page Summary Below the Logo Panel are the Search All Catalogs In Box and the Shopping Cart Tabs Just below the Front Page Summary are a series of tabs These are used to separate segments of the marketplace to have everything quickly at hand Action Buttons Each tab contains action buttons that perform various functions open an entry window or display additional information Catalogs Tab T Copyright 2007 Birch Street Systems Inc All rights reserved From the Buyer Catalogs tab you can search for Supplier s catalog items Punch out to supplier s web site such as Office Depot or Create non catalog items which can be added to order guides the shopping cart or create a document such
168. ke Recipe Dessert Andy Akman 12 P4635 Ci oooooo000000N4s Old Fashioned Carrot Cake ve Frosting Si Dish Andy Akman 12 59 55 Button Descriptions ADD DISH TO MENU Allows the buyer to add a recipe dish to the menu structure by selecting the menu and category where it is to be located Add Recipe to Dish If there is more than one recipe in a dish this allows the buyer to add multiple recipes to one dish CREATE RECIPE Allows the buyer to create the Recipe Header information Ingredients are added on the Dish Recipe tab LOAD DISH Allows the buyer to load the selected recipe or dish to the Dish Recipe tab for editing TOP Click Top to return to the top level of the Recipe Menus tab where the Advanced Search is found UP The buyer can find a recipe dish by walking down the path of the categories Click UP to move back up one level Dish Recipe Searching Dish Recipes can be located quickly using the eProcurement search feature There are three ways to fine a dish recipe e Search All Menus Quick Search e Advanced Search Multiple parameters 64 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet e Category path Important Note A dish recipe must be categorized to be included in the search results Quick Search In the Search All Menus section select the Search Column from the drop down list Enter the Search Value text corresponding to the selection and click GO to perform
169. kly 1 Click the Search hyperlink This will open an Item Search window 2 Select which field s to search The options are e All e tem e tem Description e Supplier name e Commodity 3 Enter the value to search on 16 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstrect 4 Click OK Those items that match your search will be displayed 5 When finished click the Refresh hyperlink to view all items again The number of items displayed on one page is governed by the setting in My Settings Records per page Button Descriptions Note Many features require security rights If a tab or button is not visible to you your position does not have security access ADD GL ACCT Assigns GL accounts to one or multiple selected items in an Order Guide When a document is created this GL account will be assigned to the line item If you are not the owner you will get a message GL acct is not available This Order Guide does not belong to you The owner is owner See below Available when budgeting is turned on ADD TO CART Add selected items into the Cart as a staging area to create a PO REQ RFQ or Recipe ADD TO PO Add selected items to an existing PO A selected PO list is filtered based on the following criteria The PO status is New the Supplier carries the item and the PO s currency matches There can only be one Supplier and currency per PO ADD TO REQ Add selected items
170. lect the Budget Amount filter 3 Enter and filtering criteria below 4 Click GO 177 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet Export Filter Microsoft Internet Explorer 178 File Edit View Favorites Tools Help GO Delete Fiiter Help Save Fiter Selection 4s Budget Amount Open Existing Fiter Selection Budget Amount Fiter Criteria All Criteria Wet ETERU Add fiter criteria it you wish to limit the products to be exported Use no fiter criteria if you wish to export all of your products Sort Order lv Period Descending Budget arnt Do not Fitter Attributes Sort Direction Filter Type Filter Value 1 Filter Value a Local intranet 5 Save the template to the desktop or somewhere where you will remember Complete the standard procedures for saving a file File Download Do you want to open or save this file Ba Name HSN4101 1154452916277 csv Type Microsoft Excel Worksheet 1 05 KB From gadew Always ask before opening this type of file While files from the Internet can be useful some files can potentially harm your computer IF you do not trust the source do not open or save this file What s the risk 6 Open the template in Microsoft Excel for editing A Do not change the first three rows in the template in any way B Enter a valid value for the period number Note Only select periods found in the property s period lengt
171. lier e Supplier accepts PO ships goods to buyer e PO is received reconciled Inventory Order Guide storeroom steps e RFQcreates a Storeroom REQ e Storeroom REQ becomes a Plan Purchases e Plan Purchases create Storeroom PO e Supplier accepts PO ships goods to buyer e Storeroom PO is received reconciled e Storeroom REQ is fulfilled Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet Create PO and REQ from Catalog Content e RFQs are only created using non catalog items e Enter the quantity needed and the item will automatically be selected for inclusion into the document If the catalog quantity is below the supplier s minimum order quantity a message will alert you but not prevent you from adding it to your document e The supplier is attached to the item Only items with the same supplier and same currency can be included in a PO Items with multiple suppliers but the same currency can be included in a REQ Search All Catalogs In Box Shopping Cart New 769 Total 781 Lines 7 Total 172 50 Catalogs Add to cart Add to order quide Create PO Add to PO Rpt Price Issue ttemhistory Price history Create REQ Add to REQ Catalog Various Products 15 Pages 1 Product Name Item Supplier Name Manufacturer Pack Size 03 01201610 ATF Papaya Juice 12119192 og More Product Into Finest Foods Company 03 02120701 BlueBird Grape Juice 49 1 4816 oF More Product Into Fi
172. lier name i Freight Subtotal Green Widgets Green Vidgets Finest Foods Company Submitted 452 00 Alue Widgets Alue Widgets Finest Foods Company Submitted 540 08 Red Widgets Red Widgets Finest Foods Company Submitted 561 38 Green Widgets Green Widgets Widget Mtg International Submitted 471 20 Blue Widgets Blue Widgets Widget biiy International Submitted 521 40 Black Widgets Black Widgets Widget Mtg International Submitted i 565 00 Black Widgets Black Widgets Excellent Hoteliers Supplier declined Blue Widgets Blue Widgets Excellent Hoteliers Supplier declined Green Widgets Green Widgets Excellent Hoteliers Supplier declined 109 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet 8 The buyer decided to select the lowest pricing and receive the items from two different suppliers He decided to not accept the substitute item Red Widgets even though it was less expensive Save Attach 1 Notes Create PO Create REQ Lowest Item Lowest Supplier Select tem Product name Supplier name Status Oty Price Freight Subtotal Edit Blue Widgets Blue Widgets Finest Foods Company Submitted 120 4 56 16 08 540 08 Edit Red Widgets Red Widgets Finest Foods Company Submitted 100 5 55 26 08 561 38 Black Widgets Black Widgets Excellent Hoteliers Supplier declined Blue Widgets Blue Widgets Excellent Hoteliers Supplier declined Green Widgets Green Widgets Excellent Hoteliers Suppl
173. liers Notes and an attachment count will be printed here Suppliers company names are included here Notes and Attachments Header Motes 1 From buyer Please indicate the size of the widgets available This RFQ has 0 Attachments supplier s Excellent Hoteliers Finest Foods Company Widget Mfg International Lo bi Detail items included on the RFQ are found at the bottom of the form Totals are not included on the RFQ because they are unknown at this time 97 Copyright 2007 Birch Street Systems Inc All rights reserved iem SEU Product Desc Oty UOM l Black Widgets Black Widgets 100 00 EA Edit Lie 2 Blue Widgets Blue Widgets 120 00 EA Edit Line 3 Green Widgets Green Widgets 113 00 FA Edit Lire Edit Line Edit information for a specific line item by clicking on the Edit Line hyperlink This information is sent to the supplier Black Widgets a Ph Co Item lack vvidqets Product name lack Yvidqets Order quantity UOM Case pack Manufacturer Vidgets Mtg Mig part number BL 456 Brand name Quality Vidgets Model lack Commodity Widgets What the Supplier receives The supplier receives on line or off line any additional information added in the Edit Line window Note The supplier does not have any indication that other suppliers are being solicited for a response They only know that they received the request 98 Copyright 2007 Birch Street Systems Inc All rights r
174. liers have submitted their response or the Supplier response date is past the buyer is now ready to evaluate the bids select the supplier s and create a document The buyer will receive an email notification indicating that the Suppliers response is complete 1 Click the Select Bid button 2 The default list of RFQs is the Supplier response complete Other filter options are Supplier response pending and Document generated Click the RFQ to load it into the entry panel 3 RFQ Selection Tab describes Header information No entry is permitted Print View Edit Submit Header Update Add Supplier Select Bid First Previous Next Last Refresh Search Column RFG number v Search Text GO Page 1 of 1 Rows 1 1 of 1 found RFQ number Status Subject Sent date Response date 0H es oo0000000000001 Supplier response pending Widgets 07 26 2006 19 31 59 07 31 2006 BIRCH STREET Powered Supplier response complete v Kdvanced First Previous Next Last New Refresh Search Column RF number v Y Search Text GO Identification Page 1 of 1 Rows 1 1 of 1 found RFQ number Status Supplier response complete Description RFQ number Buyer ooooo0000000001 Number of RFQ sent Number of RFQ responded 3 Supplier s response date Bid Results Home Currency Lowest bid supplier Finest Foods Company Trx currency Home currency E
175. line items or to separate GL Account With Budgeting Confirming PO o Subject Oe Required delivery dtelD ms Approver Select Entry v Hote to Supplier Purchase Type o Select Entry 7 J Allow partial ship F Ship via Best Route v Ship to Attn Hame Gregory Jenson itsti s sS s s s Cost center C Department bs St S Q Banquets ttst S GL Account M Q TC O Reset Dept GL acct Source Document Use Tax oO Uncheck to add flat amts Tax 0 0 Use Freight go Uncheck to add flat amts Freight 0 0 GL Account Q Less Discount Amount 0 NOTE BUYER S HAVE ONLY THE FIELDS THAT ARE GRANTED TO THEM THROUGH THEIR SECURITY ACCESS NOT ALL FIELDS WILL BE PRESENT FOR ALL USERS 114 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstrect CONFIRMING PO Check this box only if this is a confirming PO This allows the buyer to record a purchase that has already been made so it is not sent to the supplier SUBJECT Add any identifying information for this document Optional REQUIRED DELIVERY DATE The Required Delivery Date is very important throughout the system e lf the date is entered as today there is an alert message to that effect You will not be prevented from using this date but it is questionable whether the supplier can turn around an order in such a short time frame e This date governs when the budget is decreme
176. ll rights reserved Birchstreet A GL Account Lookup Microsoft Internet Explorer Advanced Search First Previous Next Last Refresh Search Column Search Tet GO Page 1 of 1 f Rows 1 21 of 21 found GLaccount Description Department Period Budget amt Consumed amt Reserve Amt Available amt 004 300 30 Exterminating ADMIN 200607 10 000 00 0 00 10 000 00 300 42 Guest Transportation ADMIN 200607 10 000 00 0 00 10 000 00 316 00 Reservation Costs ADMIN 200607 10 000 00 0 00 10 000 00 316 20 Agency Commissions 4DhMI 200607 10 000 00 0 00 10 000 00 316 30 Dishonored Reservation 4 Ehil 200607 10 000 00 9 800 00 200 00 EET po 327 00 Permits amp Licenses ADMIN 200607 10 000 00 0 00 9 918 69 t te a0 337 10 Cleaning Service ADMIN 200607 10 000 00 0 00 10 000 00 5 The Reserve Account screen displays the Budget Reserve information Any existing reserve for the GL account selected is displayed in the Reserve amount field The calculated New reserve amt may be edited by the user To post the new reserve select the Submit button Submit Cancel Reserwe Account Period number Department Reserve GL Account oo 327 00 Reserve Amt Hew reserve amt 95 65 i iw 6 Aconfirmation box is displayed upon successful submission of the new Budget Reserve request Printing To Print a Budget Report with Budget Reserve data access the appropriate report from t
177. lter a o v Brand name v v Do not Filter vi O E fg name EA Do not Fitter w ay a fg prod ID v Do not Fitter 4 TT 2 roduct desc v Do not Filter Ty rod origin wll Do not Fitter ns rod expires v Do not Fitter hs J Within a Property Company The Purchase Order report is an example of a report this is available throughout an individual property company An individual creates the report parameters with the Filter selection name prefixed with an asterisk This makes the customized report parameter definition available to everyone in the property who has access to this report Purchase Order Report Microsoft Internet Explorer SEE File Edit view Favorites Tools Help A Purchase Order Report Run Cancel Reset Check Al Uncheck All _ Delete Filter C Save Filter Selection As Last 30 days POs Open Existing Fiter Selection Last 30 days POs Fitter Criteria All Criteria Met 3 Sort Sort Direction Order Group Filter Type Filter Value 1 Filter Value 2 PO number Ascending v 1st v F Do not Fitter v PO date v Fromthrough l topay 30 l Topay 1 Individual Person The Purchase Order report is an example of a report this is available for a single individual property company An individual creates the report parameters with no prefix on the Filter selection This makes the customized report only available to the
178. m one GL account to another This allows hotel finance to reallocate funds during purchasing operations in a quick and efficient manner while at the same time maintaining the accountability and integrity of the original budget numbers e Only GL accounts that have a negative balance in the current budget period are available to initiate a Budget Reserve against a separate GL Account e The Budget Reserve field can be found on the 3 Budget Reports e Budget by PO Report e Budget Status Report e Budget Rollup Consumed Report Feature Details 1 You can access the Budget Impact screen from either the PO or the Approval Tab 2 On the Budget Impact window notice that the impact to the selected GL account for the PO s balance is negative Only negative balance GL accounts for the current budget period may have a Budget Reserve placed on it If the user tries to create a reserve against a GL account with a positive End Balance the system prompts the user with an error To access the Budget Reserve feature first select the Budget Row with the negative balance and click the Create Reserve button 39 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet Go Ga Ee Department This PO w PO number ooooo0000000403 Property Mame Best Western Mew Hampshire Suites Current Date Time 07 24 2006 13 13 User Bridget VYoodard 40 Budget GL Budgeted Reserve Current Pending End rj E Al Period Depar
179. messaging option selected by the buyer and the note is included in the email and attached to the PO The PO status does not change and remains in the same status that the PO was in prior to the buyer attempting to recall the PO 5 If the supplier selects the Allow PO Recall radio button and clicks the Submit button the status of the supplier PO is changed to Recalled An email is sent to the buyer The buyer PO s status is changed to Recalled and it is put in the My Recycle Bin PO s dropdown list NOTE If Budgeting is used and the PO Status was Accepted by Supplier when the PO was recalled the charge to the budget is reversed out 6 After Recalling the PO the buyer is free to use the items from the recalled PO to create a new PO Simply copy the items from the PO in the Recycle Bin to the Cart and create the New PO in the normal manner Receive Confirm The Receive Confirm button is used to quickly enter receiving information for POs that are marked as received in one shipment with the same information F Calio T Ordear Cuida Con T DEO eT ery a Aaaa Gat ae E Aaa _Cafiogs UrderGuide Car RECU inbox Approvals KU AP invoice Submit Receive Buyer Contact Supp Contact Print View Edit Print wBudget My Last 30 Days PO s k Header Updat Attachment History Acceptco Reject CO First Previous Mext Last Refresh Send Message Budget Impact Add to 06 Add to cart Copy PO Delet
180. mouse pointer to hover over the caption Dish name Dish name Old Fashioned Carrot Cake Dish pr 61 Ole Fashioned Carrot Cake Recipe Picture Kip Button Descriptions Note Many features require security rights If a tab or button is not visible to you your position does not have security access ADD DISH TO MENU Place the dish recipe on the proper menu and menu category When the buyer walks down the catalog path this determines where the dish recipe will be found Add to PO Add selected items into an existing PO The list from which to select a PO is filtered on the status New the Supplier and the PO s currency There can only be one Supplier and currency per PO Add to REQ Add selected items into an existing REQ The list from which to select a REQ is filtered on the status New and the REQ s currency there can be multiple Suppliers Approval Details See the approval process flow as well as who is the current approver Attach Image Attach an image to either the header information or detail ingredients using the standard Browse button 70 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet Attachment Attach electronic files to the dish recipe CREATE PO Create a PO with a status of New Copy Recipe Make an identical copy of a dish or recipe in order to modify it saving entry time CREATE RECIPE Create the Recipe Header information for a new recipe CREATE REQ
181. mt This button allows you to determine who the current approver is during the approval process and which approvers have already approved the REQ and when for display only e For Approval on the Fly there will be one active entry plus all the previous entries and their statuses when it was approved and for how much e For Standard Approvals there can be several people in a group waiting for one of them to approve the document plus all the previous entries 30 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet OM BEWANG BASOCUAEMENT Close oo Current Date Time 07 24 2006 14 21 PO number 000000000000770 Submit for Approval 07 24 2006 14 18 Header Dept Banquets Orig Amount 100 00 Supplier name Hotel Food Service Supplies Originator Name Jenny S Shimabuku Originator Dept Banquets Approve datetime local Aprv Approver Name Approver Title Approver Dept Status time Wally Chin Chet Banquets Approved 07 24 2006 14 19 100 00 Sam Benihana Purchasing amp Supply Manager Banquets Approved O7 24 2006 14 21 100 00 Jenny Shimabuku Purchasing amp Supply Mar Banquets Approval pending 1 00 00 History Document History REQ RFQ PO AP The History pop up displays the date time when selected fields within a document are changed For example Row 1 shows the persons name who triggered the change the date time it occurred and field that was changed PO statu
182. must have a valid email defined This is found in My Settings Message deliver option This must be set to either Email only or Birch Street Msg In Box and email e Each night there is an eProcurement process that updates reporting information Because running reports is so database intensive only selected reports produce real time information Most reports will have current data from yesterday The exceptions are reports that need real time data They are related to daily Receiving and Inventory Run a report immediately 1 Select the Report Output Option of either Excel or HTML 2 Select the Report Deliver Option of Run Immediately 3 Task Schedule is not used Purchase Order Report Microsoft Internet Explorer File Edit wiew Favorites Tools Help f Purchase Orde r Report Output Selection Run Cancel Schedule Task Report Output Option Report Deliver Option Run Immediately Task Schedule a Motity by e mail Attachment in e mail 221 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet Run a report immediately and send an email 1 Select the Report Output Option of either Excel or HTML 2 Select the Report Deliver Option of Notify by e mail This option sends an email notification to the report originator with a link to the report located on the eProcurement system 3 Or Select the Report Deliver Option of Attachment in e mail This option sends an em
183. n Approval pending status with the budget impact information presented at the bottom of the form Included are any what if quantity changes that the approver has made to the document before it is approved GL account and Department changes made by the approver update the PO immediately on save Features 54 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet Approval Details Click Approval Details to display information about the approval process Information about the original document is located at the top of the window Each approver is listed with the date time and amount of their approval entry plus all the previous entries and their group for all the previous entries Approve datetime local Aprv time 07 24 2006 14 19 100 00 07 24 2006 14 21 100 00 1 00 00 e Approval On the Fly There will be one active Status e Standard Approvals There can be several people as a group waiting for one person to approve the document plus the one approver from each Print Current Date Time 07 24 2006 14 21 PO number ooooo0000000770 Submit for Approval 07 24 2006 14 18 Header Dept Banquets Orig Amount 100 00 Supplier name Hotel Food Service Supplies Originator Name Jenny S Shimabuku Originator Dept Banquets Approver Name Approver Title Approver Dept Status Wally Chin Chet Banquets Approved Sam Benihana Purchasing amp Supply Manager Banquets a la
184. n was entered correctly the Main Menu screen will be displayed Note If the system is unable to process the user s login information a dialog box will appear indicating the error Microsoft Internet Explorer A 160 The Login ID Password or Subscriber ID is incorrect 1 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet Forgot Password This feature is useful if you forget your password You have to simply click the link and enter login name and e mail address After you click the Request Password buiton the system will verify the information login name and e mail address from your account If the information is correct the system will email a system generated password which you must change after the first login Forgot Password Login IDO INV001 Password Maximum concurrent users Each marketplace has a defined maximum number of users who can be logged into the system at the same time If the maximum is reached the following message is displayed Contact the marketplace system administrator if you get this message Microsoft Internet Explorer Login Security Features Failed Login Attempts A user can be locked out of the system if he attempts to login but is unsuccessful for a system defined number of times This prevents unauthorized users from trying random passwords to break into the system If this should happen you will get a message alerting you that your lo
185. nd your home currency This field is only visible if using multi currency Dish recipe price Enter the Price for this Dish Recipe This is not a calculated field It is only updated by using Header update Internal only Only your property can see the Dish Recipe Outlet Enter or zoom to select the Outlet department code Classification Enter a user created classification for the Dish Recipe This is a free form field Add to Recipe Detail items Once the header information is created then ingredients detail items are added to the Dish Recipe header using Add to Recipe from e Catalog search results e Non catalog item creation e Order Guide e Cart Many different suppliers as are necessary for the recipe can be included The actual portion used in the recipe will be updated on the Dish Recipe tab If adding items to a What If record make sure the What If record is loaded before beginning 199 Copyright 2007 Birch Street Systems Inc All rights reserved Onder Guide Cart REQ PO inBox Recipe Menus Dish Recipe Add to cart Add to order guide Create PO Add to PO Rpt Price Issue ttemhistory Price history Create REQ Add to REQ Add to Recipe Catalog Various Products 1 Pages 1 Order Product Name Qty Select tem Supplier Name Manufacturer Pack Size Price d PHLADELPHIA CREAM CHEESE 102 16101 FOIL 1 41 oz wf More Proguct Info 4 0ne 4 Produce and Dairy Note I
186. needed 4 Click OK to save the row Click Save to save the record BIRCH STREET Powered Close Save Print General Required approvers _ Required approvers Default GL Accounts Add Row e 40 Search Column Y Search Text GO page 1 of 1 Rows per page 50 gt ow Position ID Executor Receiver All depts alloc CO OK Cancel Delete Row Row 1 Position ID s Q Executor Rec Ul 160 Copyright 2007 Birch Street Systems Inc All rights reserved Sirchstreet oy ay fgg Tae Boe ee Pa Usage in Create Document Header Update A property can determine who must approve a PO by the approver s position At least one person in a defined position s must approve the PO to satisfy the approval requirements Create Document Microsoft Internet Explorer Confirming PO Subject Required delivery date Va Approver GC Jenny S Shimabuku wt lenny Shimabuku senan a AA Sam Benihana Wally Chin Hote to Supplier Mo Approver Purchase Type Select Entry w An asterisk before their name in the Create PO PO Header Update and the Select Approver window indicates required approvers lf all approvers are not satisfied there is a message in the Select Approver window alerting the approver that there are missing required approver s Select Approver Microsoft Internet Explorer Sele Hext Approver Jenny S Shimabuku Purchasing amp Supply Mgr a Can
187. nest Foods Company 03 03011319 Campbells Tomato Juice More Product Into Finest Foods Company 03 08090315 Hi C Orange Juice AUER More Product Into Finest Foods Company 46 465 5 oz SESE 85 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet Oi EMAL PROC LAEMEAT Create PO and REQ from Non catalog item entry 1 Click Home in the logo panel to go to the Catalogs tab 2 Click the Create non catalog items button to open the free form entry grid ltem Product Name and UOM are required entry Search All Catalogs Shopping Cart Order Guide Cart Create PO Create REQ Create RFQ Select Supplier Excellent Hoteliers Currency Add to PO Add to REQ Add to RFQ Add to order guide Add to cart Product Name Select item Supplier Name Order Qty UOM Price Extension Create PO and REQ from Order Guide Note The supplier is attached to the item Search All Catalogs In Box Shopping Cart Greate REG Addo REQ Copy item _ Delete tem ce importoG 0G Template _ Take Iventory importinv Prod Supplier Min order qty Order Qty Price Extension Cur GL account 03 01201610 ATF Papaya Juice More Product Info Finest Foods Company 03 02120701 BlueBird Grape Juice More Product Info Finest Foods Company 03 03011319 Campbells Tomato Juice More Product Info Finest Foods Company 03 08090315 Hi C Orange Juice More Product Info Finest Foods Compan
188. ng Catalog item with Budgeting close J Save J Delete PFJ 2039 Item 2 PF 2033 Productname Passion Fruit Juice Leadtimeindays f st lt sS Order quantity hooo UOM GAL Price 3990 8 Extension Tax exempt Case pack Dimensions Min order qty Manufacturer Mfg part number Brand name Model Size Commodity Department Fppey Q Zz GLaccountfY 10 30 1800 Q Preset Alloc l i Q Allocations Edit Line Close Save Delete item Product name Lead time in days Dimensions Min order qty Manufacturer Mfg part number Brand name Change UOM FOBEY Q i f 0 30 1800 Q F B Q It is possible that a purchase from a single PO line item would need to be shared among departments or spread over multiple GL periods or assigned to multiple GL accounts For example 10 cases of copy paper are purchased for the entire property The cost needs to be allocated across all departments in differing amounts A preset allocation can be created to reuse whenever a similar allocation is needed Using Preset Allocations Initial setup of Preset Allocations is available to administrative positions See Preset Allocations Setup To use a Present Allocation do the following 1 Click Edit Line hyperlink on the Print View Edit window 2 Enter or zoom to select a preset allocation Click Select to return the selection 124 Copyright
189. ng down all the levels My Supplier Searches the company name and keywords for suppliers where you have catalog content access You may view all products for a specific supplier see their address and contact information click on the link to send an email or click on the Add New Supplier button to add a SOTF Supplier on the fly if granted access All Suppliers Searches the company name and keywords for all suppliers in the marketplace whether the buyer has catalog content access or not My recent Suppliers Searches the company name and keywords for all suppliers who have recently been added to the marketplace Catalog Access by On line Catalog or Punchout There are two ways to access catalog content e On line suppliers who post their Items within the Birch Street system e Punchout suppliers who allow shopping on their site and bring back items to the Birch Street system Catalog Birch Street Search this Catalog Top Level Categories 2 MJ ee co Category name Food amp Beverage General On line suppliers Click on the main catalog hyperlink such as Food amp Beverage to walk down the path to find the item you want and then select each new level until you are at the lowest level where there are products 10 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet S GEHANG PROCUREMENT i j jee See eee Ee i u E DLA Y Oe e 2 ee a oe ro ocr hai TEO ES Catalogs DTderb age rat RLU
190. ng size h 2 Calories 150 Calories from fat O Total fat Cholesterol Sodium Total carbohydrate Dietary fiber Sugars Protein Calories per gram Dish Recipe Detail There are two places to update the detail item information Editing within the grid and Edit Item window Editing within the Grid When the item is first added to the recipe the Portion UOM and Portion quantity are identical to the Order UOM and Order quantity This information needs updating to match the recipe The Order UOM must be verified edited before the Portion UOM and conversion factor is set up Important Note To save your changes make sure the select checkbox is checked and click Update Detail i aaa eS if Annrnawole oe 4 Terlelse PN _ T a a Ae O ES V EEE i a JP i P alogs rerGuide Cart Le inBox Ap fs accipe fue EG Dish name Cream Cheese Frosting Header Update Update Detail Edititem Update Fax Delete item Create Recipe Selling price 15 00 Cost 9 19 Copy Recipe Delete Recipe Add Dish to Menu Create PO Add to PO Create REQ Add to REQ Recipe type Recipe Picture sp item history Price history Approval Details Attachment Attach Image Print View Status Active Sunnie export import Prepinst Whatit First Previous Next Last Refresh Category name Menu Meal Period Recipe yields Ar 2 Total prep time 0 0 View subrecipe Page 1of1 Rows1 SofSfound Calculate for of Servings
191. nt View Print or view the dish recipe It includes the ingredients picture and preparation instructions Submit Submit the recipe to the approval process UPDATE DETAIL Once changes have been made to individual ingredients this allows the buyer to update the changes Note Make sure that the row to be updated is checked selected before update UPDATE FAX Modify the fax number for a SOTF item by changing the SOTF supplier WHAT IF Allows the buyer to copy a dish recipe make changes by replacing one item with another to see what it would look like if these changes were made This record is only temporary a What If scenario You can then save the dish recipe as a new record You can deactivate or delete the Original or keep it as a variation on the theme Attach Image Each dish recipe ingredient and prep instruction can have an image attached to it to see what it looks like 1 Load the dish recipe If is an existing dish recipe load it from the Recipe Menus tab If it is a new dish recipe click My New Dishes 72 Copyright 2007 Birch Street Systems Inc All rights reserved 2 If there is already an image attached on the dish recipe header a monitor icon will display on the left The monitor icon will appear next to the item number if there is an image attached to an ingredient 3 Click Attach Image to open the attachment window Browse to select the image and click Submit To remove the image use Heade
192. nted if using budgeting Budgeting amounts must be defined within the period and for a valid department Approver select from the available approvers only available if approval type is approval on the fly NOTE TO SUPPLIER Include a note to the supplier optional The note can be modified or made internal once the document is saved PURCHASE TYPE The Purchase type is one of the following Food Beverage or General This allows the PO to be categorized for reports later on in the process If defined and using budgeting a GL Account can be associated with a purchase type ALLOW PARTIAL SHIP Check this box as information to the supplier on whether you will allow a partial shipment This is informational only There is nothing to prevent the supplier from making a partial shipment SHIP VIA Indicate the buyer s preference on how to ship the goods SHIP TO ATTN NAME Defaults from the buyer s contact person as defined for the main location This can be modified COST CENTER This is a memo only field for costing information 115 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstrect DEPARTMENT The buyer s department is defaulted as defined in the Person Screen for the buyer Only those departments to which the buyer has security access are available for selection GL ACCOUNT Enter the Required delivery date before entering the General Ledger Account information Only accounts with budgeting informat
193. o on then the positions must be satisfied to complete the approval process GL Account Requires Approval The marketplace can require that all POs with GL Account requiring approvals flag set must go through the approval process For example Alcoholic beverages always require approvals but fruit juices don t When Budgeting is turned on the GL Account requires approval checkbox is selected on the GL account itself and any one row on the PO uses this GL Account 159 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet OY EMAL PHHC UNENE e No Approver option is not available forcing the user to select an approver e With Approval by position also on then the positions must be satisfied to complete the approval process Approval by Position A property can require that POs must be approved by certain positions before the approval process is complete When the Approval by Position checkbox is selected e No Approver option is not available forcing the user to select an approver and the positions must be satisfied to complete the approval process Setup 1 On the Company Application Setting Screen on the General tab check the Use approval by position checkbox to turn on the feature This will make visible the Required approvers tab 2 Click Required approvers tab 3 Click Add Row to indicate which positions are required before the PO can be completed in the approval process Repeat for as many as
194. o the multiple items listed in Filter Value 1 Separate the items by a comma Only valid in a textbox and editable zoom Not in list The value in the database must NOT be equal to the multiple items listed in Filter Value 1 Separate the items by a comma Only valid in a textbox and editable zoom Filter Value 1 Used in conjunction with the Filter type this value can be a textbox calendar zoom or dropdown list Filter Value 2 219 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet Used in conjunction with the Filter tyoe From Through only This value can be a textbox calendar zoom or dropdown list Token values In order to use a report multiple times without having to enter the exact date each time the Value fields allow the following tokens Save these values with your saved report parameter e IODAY Current system date e TODAY 1 tomorrow TODAY 1 yesterday 24 hours e TODAY 7 in one wee TOADAY 7 a week ago e MONTH _BEGIN The first day of the current month e MONTH_END The last day of the current month e There cannot be any space between and the word e There can be a space after the word and before the or e The word can be upper or lower case Purchase Order Report Microsoft Internet Explorer File Edit Yiew Favorites Tools Help Purchase Order Report Save Fitter Selection 4s Last 30 days POs by date status Open Exis
195. omatically checked to sum up the defined 1 4 tax percentages in the Tax field Tax authorities are defined in Company Application Setting Uncheck this box to use a flat amount The flat amount is distributed to the defined GL accounts by taking the total of the tax percentages equating them to 100 and then allocating them to each GL account accordingly TAX VALUE The tax percents are summed up here and disabled If using a flat amount uncheck the Use Tax and enter the flat amount TAX LEVEL 1 4 The tax percentages and GL Accounts are defaulted from the Company Application Setting and can be modified If flat amounts are used the percentages are used to distribute the flat amount Only those GL accounts that are valid for the buyer will be available for selection Note If the GL Accounts are left BLANK the tax will be included with the items GL Account entered below the Department field 118 Copyright 2007 Birch Street Systems Inc All rights reserved Add to PO Add items to a PO much in the same way as the original creation The PO must already be created Only items with the same supplier and currency can be added Purchase Order Number Lookup Microsoft Internet Explorer Advanced Search Search Text eo S Page 1 of 1 Rowe 1 2 of 2 found PO number Subject PO Status PO date FAA oo000000000027 Special order Mew o7 24 2006 FAS 00000000000026 New 05 31 2006 gt Iil PO Header Up
196. on e E acdnes cated eeeatee seen esecattere eed 128 PO Spending Linit necscsscsccssavensesszezscetnastnseastatictensios caste mneasortesaustueieetsaatessmstenennteretnneetseeasna ere 130 SEARCHING WITH BIRCH STREET ccccceccesceeeeseeeeeeeeeseesensensensenseeseeseensnsseasensensensenes 132 FUNG AEE EAA E TAE EE as acts cvisnctvevi ances E EE EE EE E 132 View SUING S oe E E E 132 Duick Sea eaS AEE N 132 Record COURT ee 133 ATTACHMENTS AND IN ease es eee eee 134 ACNE S ceeciaxccececacecsecdeuccesaceceseacessctecscaeesarcsectcececeeesasudexecnwecmeesuandeuscenecedecueuneceiuenesuenesetesteeecdauecesscestenseaueecassens 134 Birchstreet INOUES E a T E A E A 135 ENTRY FIELDS ICONS rsa eect shes entre recent iaaa aa Eaa E adaa EREE 137 Use THE Enty FICS roer a E A O O 137 Gra COLONS negrriiien Eni E 141 SUPPLIER ON THE FLY ec ccerceeeer ce tees nibice etn cce vice paisieewennweceuonsaiteeweanweceuonsaisimweetwivawonsaisiweane 143 Supplier On The Fly Screen ssesesessssssesececscsesesececscsesecsececscsesesecececsesesecececsesesecececscsesesececsesesesececsesesesececseseseseceee 144 Supplier On The Fly Added During Supplier Search ccscsscsscsscsscsccsccsccscceccsccnccnccsccsccscscescesceccecceccsccnccncens 148 APPROVALS aena eE EAEE EE AAEE 153 APPrOValMENOO S oesi inerinp n E A E 153 Standard Approval SOLU wa stinvintvesnvinerteeusedesussnrstinwind man yinauieurendeneaeenestieu ist REVEKI PVN VENEEN EVENE UN NEENU EK
197. ory name Lunch Recipe yields 2 Total preptime 10 View subrecipe iGo Page 1 of 1 Rows 1 10 of 10 found Calculate for of Servings 250 00 Scale factor 20 2333 Profit percentage 30 Convert Metric Recalculate Identical Button Behavior The following buttons behave in the same manner as those described on the Dish Recipe tab e Update Detail e Edit Item e Delete Item Copy Recipe Copy Recipe is a way to create a new dish recipe based upon a What If scenario The new dish recipe will have a status of New and will be set to inactive Note When a recipe is copied all the ingredients are included When a Dish is copied the header of a recipe is copied but not its ingredients and any ingredients in the dish are copied In general only one level of details is copied 81 Copyright 2007 Birch Street Systems Inc All rights reserved 1 Click Copy Recipe and the Copy Recipe window will open 2 Enter the new Dish Recipe name reflecting the modifications 3 Click Copy Recipe to create a new dish recipe or click Cancel 4 The new dish recipe is created and is loaded on the Dish Recipe tab The What If tab is hidden Dish name Old Fashioned Carrot Cake Dish ID VYhatlfDish_HSNA101 Recipe type Recipe Picture sp Attach Image Print View Prep Inst Status New SEE 0 View subrecipe tol Convert Metric DishRecipe name O Old Fashioned Spic Cake Sort Unit Ext W All order Item Pro cos
198. oval 2006 OF July Banquets 057 340 00 Miscellaneous 10 000 00 0 00 6 500 00 0 00 500 00 226 69 5 771 31 57 71 2006 OF July Banquets 057 340 30 Gratis Food 10 000 00 0 00 10 000 00 0 00 0 00 0 00 10 000 00 100 00 2006 OF July Banquets 057 344 00 Entertainment 10 000 00 0 00 10 000 00 0 00 0 00 2006 OF July Banquets O57 344 10 Hospitality 10 000 00 0 00 9 236 27 293 20 0 00 2006 OF July Banquets 057 344 40 Music System 10 000 00 0 00 10 000 00 0 00 0 00 0 00 242 99 0 00 10 000 00 100 00 8 700 08 87 00 10 000 00 100 00 2006 OF July Banquets 057 350 10 Glass 10 000 00 0 00 10 000 00 0 00 0 00 0 00 10 000 00 100 00 2006 OF July Banquets 057 350 30 Linen 10 000 00 0 00 10 000 00 0 00 0 00 0 00 10 000 00 100 00 2006 OF July Banquets 057 352 00 Comp Breakfast Food Cost 10 000 00 0 00 10 000 00 0 00 0 00 171 52 9 828 48 98 28 2006 OF July Banquets 057 352 01 Comp Bar Beverage Cost 10 000 00 0 00 10 000 00 0 00 0 00 0 00 10 000 00 100 00 2006 OF July Banquets 057 352 02 Other Comp Breakfast Cost 10 000 00 0 00 10 000 00 0 00 0 00 0 00 10 000 00 100 00 2006 OF July Banquets 057 352 03 Other Comp Beverage Cost 10 000 00 0 00 10 000
199. p symbol The Digit group symbol can be a period or a comma Note These symbols must be unique i e both symbols cannot be a period Positive currency symbol location The symbol print location can be e Do not display e Before number e After number Print ISO code Decimal symboal Digit group symbol Positive currency symbol location Print ISO code sample postive Currency 19 718 25 19 718 25 19 718 25 Currency Dates USD 19 718 25 The ISO code International Organization for Standardization for the currency print location can be e Do not print e Print before formatted number e Print after formatted number Sample positive currency 19 718 25 USD 19 718 25 19 718 25 USD A sample of the options selected is presented for verification 5 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet OW PEMA PHOS LAEMEAT Dates Tab You have the option to determine how dates appear throughout the eProcurement system This selection will display on all entry screens and reports Date format A My Settings Microsoft Internet Explorer Fie Edit wiew Favorites Tools Help The date format can be either MDY Month Day Year or DMY Day Month Year Date separator The date separator can either be Slash Dash Period or Comma Month day digits Date separator a Month day digits 2 The Month day digits refer to how m
200. pact 000000000000010 Microsoft Internet Explorer File Edit Yiew Favorites Tools Help Eo Prim Create Reserve 000000000000010 Hilton Irvine Orange County Airport Department This PO PO number Property Hame Current Date Time 07 31 2006 18 11 Andy Akman User Budget GL W All Period Department Account Description This End PO Balance Remaining Budgeted Reserve Amt Amt Current Pending Balance Approved Approval 2006 OF July Banquets 057 340 00 Miscellaneous 10 000 00 0 00 500 00 226 69 5 771 31 2006 OF July Banquets 057 344 10 Hospitality 10 000 00 0 00 0 00 242 99 8 700 08 2006 OF July Banquets 057 352 00 Comp Breakfast Food Cost 10 000 00 0 00 10 000 00 0 00 171 52 9 826 46 a Local intranet 2 By department View the PO as a part of all GL accounts within a department Note Only the departments for which the buyer has security access are included in the dropdown list of departments Budget Impact 000000000000010 Microsoft Internet Explorer File Edit Help 000000000000010 Hilton Irvine Orange County Airport 07 31 2006 18 34 Andy Akman view Favorites Tools Department 057 Banquets Y PO number Property Name Current Date Time User Current Balance This PO End Balance Remaining Budget GL Period Department Account Budgeted Reserve Amt Amt Pending Description Approved Appr
201. pecific Features With approval on the fly it is up to the buyer and approvers to select the correct approvers However there are additional restrictions that can be added to ensure the necessary approvers are included The following features can be added and interact together to move the PO through the correct approval path e All POs REQs require approval e GL Account requires approval e Use Approval by position e Use Threshold Check all POs or Check only POs where the GL accounts require approval 158 Copyright 2007 Birch Street Systems Inc All rights reserved In the Create document window the No Approver option doesn t require approvals is available for selection when e All POs REQs require approval No e Approval by position No e Use Threshold No or Yes but it is below the threshold e GL Account requires approval No Create Document Microsoft Internet Explorer Confirming PO C Subject P Required delivery date PO ma Approver H Mo Approver wt Maggie Hing o O Hote to Supplier All POs REQs Require Approval A property can require that all PO and REQ approvals go through the approval process Check the All PO s require approval and or All REQ s require approval checkbox in the Company Application Setting Screen When the All POs require approval checkbox is selected e No Approver option is not available forcing the user to select an approver e With Approval by position als
202. pending limit for all POs generated This is defined in the Company Application Setting Screen When the PO is submitted if the limit is exceeded the buyer is alerted with a message Note This also controls the maximum amount of discount that can be offered Microsoft Internet Explorer A 598 PO amount cannot exceed the PO spending limit Purchase Type Default GL Account In order to expedite and be consistent in selecting GL Accounts a default GL Account can be assigned to each Purchase Type Food Beverage General at either a property company or person level Note The property must be using the Budgeting feature 1 Click Create PO 2 Click the dropdown list for Purchase Type 3 Select Food Beverage or General 4 The GL account associated with the Purchase Type will default into the GL Account field Note If person defaults are defined they will supersede the company defaults If no defaults are defined the user must enter or select a GL Account 130 Copyright 2007 Birch Street Systems Inc All rights reserved 131 Subject Required delivery date D jos 600E HA Approver F Hote to Supplier Purchase Type E Allow partial ship Ship via Ship to Attn Hame Cost center Department GL Account Jerry Miguyen wt L UPS 2nd Day Air wt Maggie Hino os Banquets 057 340 30 fi srati Food Reset Dept GL acct Source Document m Copyright 2007 Birch Street Systems Inc
203. plication Setting Screen a Enter the monetary home amount in PO threshold amount 162 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet Note This amount will be used to evaluate both POs and REQs b Enter the monetary home amount for the CO threshold amount Note This amount is only used if the CO threshold type is set to Person s flat threshold amount in Company Application Setting This will be described later Sharad BIRCH STREET Powered Close PersonID i108 A Full name Payment method Purchase order W company Geta jiel Payment terms 3 Company default payment terms PO creation limit amt Use approval for RFQ Use approval for REQ Use approval for PO Use approval for CO Default tab for front page Hide menu upon login PO threshold amount 100 00 CO threshold amt 75 00 Default PO approver fi 108 5 Approver Position Some approvers have authority to approve PO with a greater value than others and some don t want to be bothered with approving POs under a certain threshold Therefore approvers can be designated as available for POs that are above amp below the threshold or above only Note The marketplace administrator maintains Positions a Click Authorized to approve documents if the position is allowed to do this b Select if this position is to be included in the Threshold list of approvers either Above amp below the threshold amount or A
204. pt e Invoice freight Amount The budget is adjusted by the Invoice freight amount that is currently on the record either from the original PO or the last receiving record Important This field should be updated for each receipt BIRCH STREET Powered Receiving Record Link to Corrected Inv PO number PO Status PO date 08 Changed to above status on Internal PO number Buyer Supplier Close PO Received date 08 21 2006 Cancel reason code Invoice date 08 21 2006 Invoice number ao056874 C SOSCS CO CS Payment method Tracking number CO Biloflading PRO number Invoice discount amt amp 20 00 Less discount Invoice freight amt 28 75 Freight You have the option of receiving in either the Order UOM or Price UOM 188 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet oY SEMA PROCUREMENT e Accepted Quantity Enter the actual accepted quantity o Ifthe quantity received is less than original PO it assumes this is a partial shipment and this item gets a status of Partially received o Ifthe quantity received is more than original PO the variance is noted and this item gets a status of Receiving complete e Supplier s Invoiced quantity Enter the invoiced quantity as found on the supplier s invoice Budget adjustments will use the Accepted quantity unless the nvoice quantity is entered then it is used instead e Supplier s Invoice tax amount Enter the
205. quired This process also allows for the final adjustments of the receiving record matching it with the supplier s invoice updating additional information on the header and line items 1 Enter the following information on the header including e Invoice date from Receiving if known e Invoice number from Receiving if known e Payment reference number e Actual freight amount e Less discount amount 193 Copyright 2007 Birch Street Systems Inc All rights reserved UY CEMA PROCUREMENT Birchstreet e Invoice amount e Payment amount The items themselves can be adjusted at this time on the Received line items tab 2 Click Edit to modify the existing item information as necessary BIRCH STREE Powered New Save Print Receiving Record Corrected Inv Approval Detail Receipt Reconciliation Received line items OOGO F e a Search Column Line i Search Text GO page h of 1 Rows per page 50 Line item Product name Substitute item Acpt d qty Cancelled qty PO price Extension 1 000 00 OK Cancel Copy as New Row Line 1 tem Big Widgets Product name Big Widgets Uom EA Accepted quantity Order quantity PO price Invoiced quantity Extension Inv d Rec y qty variance S tC lt S SC S Tax amount Invoiced price o pa Total line amount Variance price Substitute tem Reason Direct total amount 1 000 00 H Storeroom total amount H Receiving Quantities base
206. r Overview for all documents except Punchout To start the document process select items or create non catalog items from one of these locations e Catalogs Tab Product Search Results e Catalogs Tab Non catalog items free form entry grid e Order Guide Tab Selected items catalog and non catalog e Cart Tab Selected items catalog and non catalog Note RFQ is a request for non catalog item pricing and availability only 83 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstrect 1 84 Once a selection is made click a Create Document button to create the initial version of the document To complete the items on the document select or create items and click Add to Document button to move these additional items to the document To modify the general information that ties the entire document together called Header information click Header Update To view the results or modify specific details about the line items click the Print View Edit button Once the document is in its final state with the exact information that is required for the document click the Submit button Depending on your property s settings the document will be sent to Approvals and then on to the next step in the process specific to each document After a document has gone through the approval process these are the next standard steps e RFQcreates a REQ or PO e REQcreates a PO e PO is submitted to supp
207. r Update and blank out the Image name field Click Save cart Dish Recipe Dish name Old Fashioned Carrot Cake My New Dishes Header Update Update Detail Edititem Update Fax Deleteitem Create Recipe Selling price 46 38 Cost fol Copy Recipe Delete Recipe Add DishtoMenu CreatePO Addto PO Create REQ Add to REQ op popr wais Recipe Recipe type Recipe Picture item history Price history Approval Details Attachment Attach image Print View Status Active Prep inst wnatir Category name Lunch Recipe yields Total prep time 10 View subrecipe Page 1 of 1 Rows1 100f10 found Calculate for of Servings 1 2 0 Scale factor Profit percentage 60 Convert Metric TT Sc Sort Ingredient item Unit Ext E All order item Prod Supplier type category Portion UOM Portion qty cost cost Yield Scalable Scale qty c 10690 EX LGE AA EGGS 1 DOZEN Ea 400 400 400 More Product Info 4 One A Produce and Dairy EA Q 4 00 oe 100 4 00 0 White enriched sugar 5 5 White enriched suga Sugar Refiners cup Q 2 00 0 25 0 50 100 2 00 0 4 To add an image to an ingredient place a checkmark in the select box and click Attach Image Browse to select the image and click Submit To remove the image use Edit Item and blank out the Image name field Click Save 5 To add an image to a prep instruction click Prep Inst With the window open select the row to attach the im
208. rchstreet net Address line 1 234 Palm St Address line 2 City Honolulu State Province Ai jiii 140 Copyright 2007 Birch Street Systems Inc All rights reserved 9 Calculator If an entry field has a calculator icon you can use your keyboard numbers or click the number pad to do your calculations Click Paste to insert the results into the field Tax amount 305 02 H Calculator Micr E E Bacxspaco ce c Bon DE Lo Pete Items with Images Product Image An image icon represented by a display monitor may SKU221012 be on the Catalog Order Guide and Cart tabs Click the icon to open a BR Wore Product Info window displaying the item image Recipe Image An image icon represented by a display monitor may be on the Recipe Menus Dish Recipe and What If tabs Click _ the icon to open a window displaying the header detail item or Old Fashioned Carrot Cake prep instruction image Grid Colors Order Guide 141 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet The items found on the order guide tab give a visual indication as to their status e Black font indicates the item is a catalog item e Purple font indicates the item is a non catalog item e Red indicates the item is not valid o Catalog item is expired o Non catalog item fax number no longer is valid Yellow background on price indicates the item price exceeds the target price
209. reate a new dish recipe with the status of New This record is now loaded on the Dish Recipe tab Note Only one What If record can be worked on at a time Each time What If is clicked the current What If record is deleted and the loaded original dish recipe replaces it as the current What If record Recipe Menus Dist Recipe What if Dish name Old Fashioned Carrot Cake Dish ID YvhatliDish_ HSN4101 Recipe type Recipe Picture Hij Attachimage Print View Prepinst Status Mew First Previous Mext Last Refresh Category name Recipe yields Ho Total prep time 10 View subrecipe Page 1 of 1 fRows 1 10 of 10 found Calculate for of Servings 120 00 Scale factor i0 Profit percentage 30 0 Convert Metric Button Descriptions Note Many features require security rights If a tab or button is not visible to you your position does not have security access Attach Image Allows the buyer to attach an image to either the header information or detail ingredients using the standard Browse button Copy Recipe Allows the buyer to save an identical copy of a dish or recipe with a status of New Delete Item Allows the buyer to delete one or more ingredients permanently from the system EDIT ITEM Allows the buyer to edit the ingredient with portion UOM conversion factor instructions image etc Prep Inst Allows the user to add preparation instructions and images for the recipe Print View Allows the buyer to pr
210. rer SEE BIRCH STREET Powered Search All Catalogs Products v Supplier Search No Supplier Found Catalogs y Create PO Add to PO Select Supplier Currency USD it 1 Select item 148 Copyright 2007 Birch Street Systems Inc All rights reserved 5 Anew window will open Select the Country defaults to United States 6 Type in the fax number For the US and Canada enter only a 10 digit number with no other characters By Add Supplier On Fly Microsoft Internet Explorer nter a ten digt number tor USA amp Canada only 7 Click Search This is to insure that the same fax number is not already being used 8 If the number is already being used the information will be displayed Click Cancel 149 Copyright 2007 Birch Street Systems Inc All rights reserved Fax number Transmission method Supplier name Contact name Title Salutation Phone Email Address line 1 Address line 2 Address line 3 Zip City State Country 949 851 9863 Email Herman s Propane Supply Herman Smith Owner Mr 800 654 1232 youremailhibirchstreet net 123 Oak Place 90001 Los Angeles CA 9 If itis not already being used an entry screen similar to the SOTF Screen will appear It will use the fax number and country already entered 10 Complete the remaining information and click Save to save the r
211. ritten in standard US measurements but the user wants to have it converted into Metric units In the Unit of Measure setup metric units are designated as such and a conversion factor is established Once this is done the conversion can take place 1 Load the recipe 2 Place a checkmark in the Convert Metric checkbox and click Recalculate Dish Recipe Status Active sum epot import _Prepinst wrar First Previous Next Last Refresh Category name Lunch Recipe yields Total prep time 10 View subrecipe 10 8333 Profit percentage 30 Convert Metric mj Recalculate Recalculate Page 1 of 1 Rows1 100f10 found Calculate for of Servings 250 00 Sort meia item Unit Ext EU ordit item Prod Supplier category Portion UOM Portion qty cost cost Yield Scalable Scale qty 10690 EX LGE AA EGGS 1 DOZEN Of Hits iachoactnn eomataasearscanyaeit fea AN ato sx ei mets a 41 67 00 op White enriched sugar 5 Ingredient l ke Q 00 f 0 25 0 50 0 White enriched sugar Sugar Refiners O icoane preiron company Node soas sosej 100 3125 so O fis eoreProductinto inestFoods Company harestert sosi sasl 100 as 90 O ii e Info K Foods Ingredient 0 00 0 00 100 41 87 0 A ye es eee Info Enh Company decade 0 01 001 100 41 67 0 211 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet OY
212. rm Subj Supplier Subject Tea order for banquet 000000000000005 C001 Buyer response pending No Supplier Finest Foods Company 000000000000005 Pending CO Submitted no Sulblect Tea order for banquet Supplier Finest Foods Company Print View Edit Print wBudget AcceptCO RejectCO Add to cart Search Column PO number v Y Receiving History PO Recall Approval Details Update to New Resubmit Apprv PO date 07 28 2006 07 26 2006 07 30 2006 167 52 167 52 No Delete PO Req delivery PO Total Home cur Alloc 07 30 2006 167 52 167 52 No 3 After reviewing the proposed changes the buyer either clicks Accept CO or Reject CO 47 Copyright 2007 Birch Street Systems Inc All rights reserved amp ar Pa p 5 P Invoice REF LASLA Submit Receiwe Buyer Contact Supp Contact Print View Edit Print wBudget AlPOs Header Update Attachment History Acceptco Rejectco In Row Annrnwole gt a ead O APPa Muo O _ in Box First Previous Next Last Refresh Send Message Budget Impact Add to OG Add to cart Copy PO Delete PO Search Column PO number v Receiving History Create items PORecall Approval Details Update to New Resubmit Apprv Page 1 of 1 Rows 1 5 of 5 found Req Home PO number PO Status Confirm Subj Supplier POdate delivery PO Total cur Alloc
213. rover Submit must be clicked if the method is manual submission Disapprove There may be the occasion where the approver does not want to advance the PO even if there were changes that he could make He wants to disapprove it altogether 56 Click Disapprove to open the Notes window Enter information to relate back to the buyer as to why this document was disapproved Click OK to disapprove the record An email notification is sent to the buyer indicating that the document was disapproved with the document number The note is also attached to the document as an Approver type note FA Notes Microsoft Internet Explorer Let s order from a different supplier Copyright 2007 Birch Street Systems Inc All rights reserved free k rl im TOTER thine i Note Confirming POs cannot be disapproved The purchase has already taken place 57 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet Approver Print View Edit The approver has the ability to view the document as it appears to the buyer and if it is a PO as it will be sent to the supplier He can modify the document before it is returned to the buyer If no changes are made the status is Approved If the approver changes it in any way or simply saves the records with no changes the status changes to Approved w changes 1 Click Print View Edit to open the form It has the same General information and detail lin
214. rved Birchstreet OW GEMAAVE BPROOLeA EME GL Accounts GL Accounts are defined and attached to a Period length The marketplace administrator Hew Print establishes GL Accounts Budget GL Accounts GL account 057 340 00 Eh Description Miscellaneous Period length code MONTH Monthly Approval required Note Check the Approval required checkbox if this GL is required to go through approvals Leave it unchecked for other approval criteria to take effect Budget Manual entry edit Update budget information in the entry screen if there are only one or two edits to make To enter bulk entries use the Budget Import Export feature 1 From the Main Menu select Budget BIRCH STREET the navigation list on Er ical O Horizor Advanced Search New Save Print the left First Previous Next Last New Refresh EEs Search Column Period v Budget Budget amount detail j Search Text cot ALETE T gt 4 Search Column Row v Search Text GO page f of 1 Rows per page 5c 3 Click the Budget Page 1 of 1 Rows 1 6 of 6 found Ajden MOAR GO j Period Budget ID ow Department GL account Budget amt Consumed amt Available amt the j ok i i so g teem 12 i 200608 200608 2 057 Banquets 057 340 30 Gratis Food 10 000 00 0 00 10 000 00 the right to display 200609200609 th e d etai ro WS a Cancel Copy as New Row Delete Row 4 Click Add Row
215. s the Before status New and the After status Approval pending The history window is useful when you want to see the elapsed time between when the PO was submitted to the supplier and when the supplier accepted the PO A History Microsoft Internet Explorer Close I Print Current Date Time 06 1 4 2006 20 57 PO number 0000000000001 40 Header Dept Banquets Amount 4 560 00 Supplier name Excellent Hoteliers Originator Name Jerry Nguyen Originator Dept Banquets Row Changed by Datetime changed Field changed Before Jerry Nguyen 08M 4 2006 14 50 13 Submitting new PO Approval pending Jerry Nguyen 08 4 2006 14 50 29 Approval pending Approved Jerry Nguyen 08 4 2006 414 51 02 Stat Submitting approved PO Submitted Kurt A Gardner 08 14 2006 14 55 03 Submitted Accepted by supplier Approval Details REQ RFQ PO AP Available when your property is using Approvals the Approval Details is a quick way to view the Approval history of your document Lets you see who and when your document was approved as well as whom the current approver is 31 Copyright 2007 Birch Street Systems Inc All rights reserved Item History Birchstreet Ge SEMA PRGA EMENT For Approval on the Fly there will be one active entry plus all the previous entries and their statuses when it was approved and for how much For Standard Approvals there can be several people in a group waiting for one of them to approve th
216. s 69300 Lyon FRANCE Lyon On the Fly S Modifying a SOTF record 1 Open the Supplier On The Fly Screen from the Main Menu Procurement gt Supplier On The Fly 2 Load the fax number to be modified from the navigation list and all information corresponding to this fax number will be displayed in the appropriate fields 3 Make the required changes except the Fax number it is the key to the record 4 Click Save to save the record 146 Copyright 2007 Birch Street Systems Inc All rights reserved iY GEMS AL PREC LA EME AT Birchstreet Modify the SOTF Fax Number Key In reality the SOTF Fax Number is not modified Follow this procedure to change the Fax Number 1 Load the fax number to be modified from the navigation list 2 Modify the fax number to the new number 3 Click Save to save the record There will now be two records for the same SOTF supplier 4 Load the original fax number from the navigation list using the Search feature 5 Click Delete to delete the original fax number This is important so that in the future the old record is not selected 3 Supplier On The Fly Microsoft Internet Explorer E Fie Edit View Favorites Tools Help a 5B l R i BIRCH STREET Powered Close Advanced Search Save Delete Print First Previous Next Last New Refresh Search Column Fax number Y Supplier on the fly Search Text 949851 9863 GO Fax number 949851 9863 Page 1 of 1 Rows 1 1 of 1 found Err aa
217. s comes from Company Application Setting entry screen PO Ship to Location The actual location address is defined in the Location entry screen PAYMENT METHOD The Payment method defaults to Purchase Order If the buyer s position security allows the payment method can be changed to options defined specifically for the buyer The supplier must offer this option When Credit Card or P Card is selected a new field appears Credit Card CREDIT CARD If the Payment Method is Credit Card or P Card select from the defined cards These cards are defined for each buyer on the Person Screen FAX NUMBER The fax number can be changed for a SOTF or Off line supplier using a fax to receive POs Save Cancel Click Save to save the record or Cancel 120 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet PO Print View Edit Click the Print View Edit button to see the PO as it is currently defined Basic information about the PO is found at the top of the form Header information Header Information Buttons at the top of the form allow you to print the form or add notes and attachments optional Note Those receiving their document as a fax will not receive attachments Identification information gives the document number status PO type Purchase type Next Approver Supplier information describes where the PO is being sent for fulfillment Bill To information describes where to send t
218. sesesececseseseseceee 224 Price GrOUDS sidevcacieaqeanaaacevessvscevescaseccse S 225 Birehstreet Welcome to Birch Street eProcurement Help Guide This online help guide is intended to provide you with assistance in your use of the eProcurement Web Application designed by Birch Street Systems For further information or assistance please email customer support or call us at 949 567 7030 Getting Started Using the Login Page The Login Page provides and enforces security access to the application Each time you want to log into the system you will do so via this page To access the system you must enter your login name and password as defined by a system administrator After you have successfully logged into the system you will find that during subsequent visits to the login page the login ID field is pre populated with the last Known accepted value provided that the Internet browser is configured to accept data caching You are always required to enter the password manually You are returned to this page whenever you select Logout from the menu logo panel Log in to the system Launch the application Login Page 1 Enter the Login ID provided by a system administrator Login names are case sensitive 2 Enter the Password associated with the login name entered above Passwords are not case sensitive and are displayed on screen using asterisks in lieu of actual characters 3 Click the Sign In button If all informatio
219. sh recipe Note The Advanced Search will display dish recipes that are inactive 200 Copyright 2007 Birch Street Systems Inc All rights reserved OW CEMA PROC LREMENT Recipe Menus Advanced Search Menu Usage Create Recipe Activate Recipe Deactivate Recipe Search All Menus Search Column All Vv Search Value ee Menu List Restaurant A I 3 From the dish recipes presented select the one for editing Click Load Dish Recipe Menus Load Dish Create Recipe Add Dish to Menu Add Recipe to Dish Menu Restaurant A Category Lunch Up Products 3 Pages 1 jl Number of DishRecipe Dish Recipe ID DishRecipe name Recipe type Classification Recipe author servings price ooooooo0000004 Cream Cheese Frosting Rene o Andy Akman 4 The dish recipe is loaded with the detail items and the focus is moved to the Dish Recipe tab A Update Header Microsoft Internet Explorer Header Update Header Update allows editing the general sme coca information about the dish recipe There are Update Header two sections to this window the regular Recipe type header information plus nutritional DishiRecine name Ond Fashioned Carrot Cake Number of servings hzo Profit percentage O ye section Trx currency bse kso t Ct s S Exchange rate information scroll down to see the second In the regular header information section there are three additional fields not available on the Crea
220. sh to Menu CreatePO AddtoPO Recipe type Recipe Picture i status Active subir Export import Prepni what First Previous Next Last Refresh Category name Menu Meal Period Recipe yields f 2 Total prep time 0 0 View subrecipe Page 1of1 Rows1 SofSfound Calculate for of Servings 0 0 Scale factor Profit percentage 60 Convert Metric Sort Ingredient Unit Ext E All order Item Prod Supplier type item category Portion UOM Portion qty cost cost Yield Scalable Scale qty 4o 16101 9 PHLADELPHIA CREAM CHEESE redient Cheese Domestic oz 8 00 24 30 24 30 100 8 00 More Product Info 4 One 4 Produce and Dairy More ee Ingredient SA oz 81 75 sizs 100 025 More Product Info Pacific Foods O 145 205 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet Depending on whether the item is a catalog item or non catalog item certain fields are disabled e Catalog item information is displayed on the left and is disabled e Non Catalog item information is also displayed on the left but is enabled even the supplier is enabled F Edit item Microsoft Internet Explorer Select Supplier 4 One Produce and Da Target price item i 4 GL account Product name Order VOM Recipe step 5 z Image Hame Order unit price g Internal tem number tems per case pack Pack Size F kem category ID Brand Grade Hutritional value Product orig
221. so for a record to meet the comparison and be included it must have the same text and case Not equal The value in the database must NOT Equal the value in Filter Value 1 for the product to be included in the report Less than The value in the database must be less than the value in Filter Value 1 for the record to be included in the report When entering monetary values omit the currency symbol Greater than The value in the database must be greater than the value in Filter Value 1 for the record to be included in the report Greater than or equal to The value in the database must be equal to or greater than the value in Filter Value 1 for the record to be included in the report Less than or equal to The value in the database must be equal to or less than the value in Filter Value 1 for the record to be included in the report Like The value in the database must contain the text or characters in Filter Value 1 Not like The value in the database must NOT contain the text or characters in Filter Value 1 From Through The value in the database must be between or equal to the values in Filter Value 1 and Filter Value 2 Is empty or blank The value in the database is empty for the record to be included in the report Is not empty The value in the database in Filter Value 1 is anything for the record to be included in the report In list The value in the database must be equal t
222. t cost Yield Scalable Scale qty c o fe 10690 EX 0 16 0 64 100 40 00 0 More Product Info 4 0 Categorie KET L EA ee iat eine se ict Page 1 of 1 Rows1 10o0f10 found Calculat Sca o White enriched sugar iae wail ina Ingredient cup 2 00 ae ee e l oo 0 Ae a see e Q ra sos soss 100 1500 90 Ah eme eal ee fur Q 228 gost sias 100 2280 so 0O j Sane Info Foods she dis ITSP ZI 2 00 0 00 0 00 100 2000 Ea lt a l i i aa Save Save is used to replace the What If scenario as the real dish recipe The status of the dish recipe is reset to New and set to Inactive If approvals are used you will need to go through approvals again for the new dish recipe Any new images or preparation instructions will replace the existing dish recipe information Attach Image Each dish recipe ingredient and prep instruction can have an image attached to it to see what it looks like When the What If dish recipe is moved to the What If tab for editing the images are not brought along You must add any images to the What If record If a Save As is done the images will move with the new dish recipe Attach the images in the same manner as described for a New dish recipe on the Dish Recipe tab 82 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstrect Document Creation Modification The central featur
223. t Cancel Remaining essssssssesssesssesosesosesosseossssssesosesosesosseosssosseoosesosesosseosseosseossesssesssesosseosseosseoe 185 SUBSTITUTE TOIS ssressaviiscsisujicerind innoissani inini aa a a a a a a iaaa 186 Budgeting Adjustments rerrirsrcrrerrenioreirrsrureresr ernier ek kueru vere NEV iN KENEEN EAEE EVEA VENEEN EEEN NENTE ini UVA NENTE NEKEAK 187 RECEIVING REDON sarisin aa aa aaa 189 ENN 0 CONE Ed UV aen E 191 Inventory Order Guide ssesesesessesesececscscsesecececsesesececscsesesecececsesesecececsesesecececsesesecececsesesecececscsesesececseseseseceeseee 191 RE CONCILIA THON ecra EE EEA EEE EEE EEA 192 Payment information only sessessssessssecsesecseseossseosesecsesecseoecsssecsesecsesecsesecseseossoeosesecsesecseseosssecsesecseseoseseosssecssseee 192 Additional adjustments FEQUINEG crcrecionninrannnn a E 193 B dget AdjUStMENtS siccaccescecacsensesustennssininsaicansnsatennneeccensdesatesassentenssinensaunaansnnaneadecnsedssecvesansiensberni N SNNT 194 SUDStiItUTE ITEMS wipscsduicsussstvsionssauvawesadalianaoateideseusiasaonuicassmeiedesawedudavnwuvalaWeeadsicavevatisdaneotduWeeaeaeelei ani tuvavaenveleansestudenesal 195 RECIPE APPLICA HION aides sic ase cece wie ine stone ie nen cence eaten doen cnc eaaa re aa ENEs aaea aeai 196 Reone Proces S FOW a O S 196 Dish Recipe Creati aan eee aT nr a ar ne E E EEEE 197 Add tO Recipe Detail EMS siciiasasecacssncesrcscesesasssncinviatanarneasacaciseiucsvasesusisinsusaraeiaaci
224. t Fj 3 Since the Target Price entered in this example is 13 50 and the Supplier s price exceeds this price the Price in the grid has a yellow background Order Guide Order guide list Room appliances v Purple Hon catalog item Red Discontinued Create PO Add to PO Add to cart Create OG Delete OG Print View Delete item Update Clear all qty Create RFQ Add to RFQ Edititem Price history F Sort F Par values First Previous Next Last Search Refresh Page 1 of 1 Rows 1 1 of 1 found E A item Prod Supplier Pack Size UOM Min order qty Order Qty Price Extension Cur GL account SKU130012 Commercial Irons Model 16200 4 Update Fax The Update Fax button allows you to update the Fax Number associated with an Order Guide containing items from a Supplier on the Fly Supplier so that the item s fax number matches that SOTF record for that supplier ltems in an Order Guide from a SOTF Supplier on the fly normally are displayed in a purple font If the SOTF s fax number has been changed in the system the color of the item will switch from purple to red because the fax number is no longer valid The fax number on the Order Guide does not update 23 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet OW GEMMA PROC LREMENT automatically when the SOTF record changes making it invalid It must be updated manually Order Guide Order quide list P
225. t are purchased on a regular recurring basis You can add catalog and non catalog items to an order guide Catalog item prices are updated nightly in order guides so your prices stay current Order Guides with an asterisk before the order guide name are shared by all users within your property Only the order guide creator OG owner can edit the items on their order guide Order Guide Recipe Menus Order quide list Regular OG w Create PO Add to PO Create REQ Add to REQ Add to cart Create 0G Delete OG Rename 0G Printiview Copyitem Deietetem Update Clearallaty Update Fax Purple on catalog tem Red Discontinued a a a First Previous Next Lasi Search Refresh Add Category Item history Price history Add to Recipe Page 1 of 1 Rows 1 5 of 5 found Clsot Lo Par values All item Prod Supplier a Ment suen letusoft dtas Bayly ty Order Qty Price Extension 00054 Baby Beets Striped 15 90 More Product Info Excellent Hoteliers search Column al i 00133 Baby Beets Striped f search Text 18 40 More Product Info Excellent Hoteliers f Beans Fawa 25 Poun Excellent Hoteliers L ta H Excellent Hoteliers gt 1 BaL lean Savoy White 13 ct Cs More Product Info Excellent Hoteliers po 1 oiae iaa Order Guide Item Search An order guide can contain many of your favorite or often order items Use the Search hyperlink to find specific item s quic
226. t enter a symbol numeric only e Total prep time This is the preparation time as expressed in minutes numeric only e Target price This is the feature where you can compare the Order Unit Price to a Target Price If the Order exceeds the Target the Price is highlighted in yellow e GL account This is the GL account that will be used when creating a REQ or PO Even though all GL accounts are available to be imported when the document is created only valid GL accounts for the buyer will be accepted for processing e item category ID This is the category where this item is categorized Even though it is a non catalog item this information will be used for reporting purposes 3 Before saving the file you should delete any extra rows that you do not want changed You should only import records that you intend to change By removing records and blanking cells that you do not intend to change you will reduce the chance of an error or of an unintended data change Do not remove the first three rows and do not remove any columns 4 After editing save the file from within Excel Make sure it is saved in the CSV format Excel may display a warning stating that the file contains features not compatible with CSV This is OK Click Yes to save the file in the CSV format Microsoft Excel Export Recipes csy may contain Features that are not compatible with CSY Comma delimited Do you wank to keep the workbook in this Format
227. tal Plate EA E Edit 1014V PX Continental Plate Stand EA OK cancel Item Line tO Line status Accepted by supplier tem Product name Continental Plate Substitute item Order Unit of Measure Receming Unit of Measure Order quantity 5 Receive by Order UOM v Order UOM A Receive UOM JEA Accepted quantity 5 Accepted quantity 5 0000 Remaining open quantity Variance 0 000 Price 3 Price Extension Extension Tax amount Invoice tax amt 12 79 Invoiced price 31 Reason Receive Remaining Important Note If you have partially received an item already do not use the Receive All feature with any subsequent receipts If you do the entire tax amount will be incorrectly applied for the second receipt Instead manually enter the Accepted quantity and Invoice price in the upper grid or click Edit to enter the same information and the tax will be correctly applied Partial Receipt First Partial Shipment 1 Record a receipt for each shipment received on a PO Enter the information relating to this shipment Update any discount or freight from the Supplier s invoice 2 Click Line Items to go to the detail tab 3 Enter the partial shipment quantity in the Acpt d qty field in the upper grid The Invoiced price will default Change the price if needed 183 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet S GEHANG PROCLAEMEY Note Do not click the Receive A
228. tandard workflow approvals the system can be configured to copy an organization s existing approval process Routing may be required based upon a user s position ID spend threshold departments or GL accounts With manual approval routing the user selects the next approver for the document The history of a document and its approval process provides an audit trail reducing the chance of unauthorized purchases Approval methods There are two methods of approval within eProcurement APPROVAL ON THE FLY APPROVERS ARE MANUALLY SELECTED SEQUENTIALLY THE BUYER SELECTS THE FIRST APPROVER AND SUBSEQUENT APPROVERS SELECT THE NEXT APPROVER THE LAST APPROVER SELECTS NO APPROVER THIS ENDS THE PROCESS e Standard Approvals workflow groups Approvals are routed through pre defined groups of one or more approvers One approver person approves on behalf of the group The last approver group defined ends the process Note If any one person or group denies approval of the document the process is ended An Approver using the Edit button in the detail grid on the Approvals tab can edit a document When the final approver has approved the document the status changes to Approved w changes Approval Header Update Purchase Type GL Account If defined the Purchase Type defaults an associated GL Account This is defined at either a property or person level and overrides the value of the buyer Note Items from an Order Guide that have specific GL accoun
229. te Recipe window and are described here Image Hame learrotcake jpg Internal only Fj Outlet Banquets o Classification Desset Menu category ID a6 201 Copyright 2007 Birch Street Systems aah Dish Recipe price nm Birchstreet OY PEMA PHOS LAEMEAT Target price The Target price is similar to the same feature on the Order Guide tab If the cost per serving exceeds the Target price entered here then the Cost will be highlighted in yellow Order Guide Cart Dish Recipe Status Active emm eot import Prepmst wnair First Previous Next Last Refresh Category name Lunch Recipe yields Totalpreptime 10 View subrecipe ico Page 1 of 1 Rows 1 10 of 10 found Calculate for of Servings 12 0 Scale factor Profit percentage 60 Convert Metric Recalculate Dish Recipe cost The dish recipe cost is calculated and displayed here This is a per dish recipe cost not a per serving cost Menu category ID Enter or zoom to select the Menu Category ID This category is entered manually and used for reporting purposes This should not be confused with the feature to add the dish recipe to the menu using Add Dish to Menu Note This field is only visible if the dish recipe is activated The second section is used to enter the nutritional value information 202 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet A Update Header Microsoft Internet Explorer Servi
230. tems button displayed CREATE PO Create a PO with a status of New CREATE REQ Create a REQ with a status of New When using Inventory OG the REQ is used to Plan Purchases and track inventory CREATE RFQ Create a RFQ with a status of New with the first Supplier Additional Suppliers are added after the initial RFQ creation DELETE ITEM You can delete an item from the Cart ITEM HISTORY View the purchased quantity and average price paid for an item by Year Month UOM and Department Information is only available if the item has been purchased The price is expressed in the Home currency PRICE HISTORY View the supplier s pricing history for a selected item broken down by month with actual monetary amount and percentage change RPT PRICE ISSUE Provides you with a message form pre populated with data from the selected item that you can send to the supplier to report a price difference or any other item discrepancy UPDATE You can modify and update the selected items Cart Tab with Inventory INV TRANSFER 26 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet i GEMS AE BREIL EM ENT The Inventory manager can perform a transfer for selected items Various combinations can take place from to outlets and from to storerooms Moving items from one storeroom to another does not affect the budget Budgeting transfers also take place in this window Copy PO Using Cart The Shopping Cart can
231. the Punchout supplier s site to create a new PO Punchout items and Inventory Order Guide Punchout items can be put into an Inventory Order Guide after the PO has been created 1 Punchout to the supplier s site and create a PO 2 From the PO tab click Add to Order Guide 3 Once the items are in the Inventory Order Guide they can be used to receive shipments 91 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstrect RFQ Creation Modification See Documentation Creation Modification and Overview The purpose of creating a Request for Quote is to ask for the pricing of non catalog items Current catalog items and pricing are already found within the Birch Street system Note Many features require security rights If a tab or button is not visible to you your position does not have security access Overview 1 Buyer selects the first Supplier and clicks Create RFQ with non catalog items from e Catalogs Tab non catalog entry e Order Guide Tab e Cart Tab 2 Buyer modifies the RFQ using Add to RFQ additional items from the above tabs if needed 3 Buyer modifies the RFQ using Add Supplier if needed from the RFQ tab 4 Buyer views edits the RFQ using Print View Edit Add modify detailed information using Edit Line 5 Buyer Submits the RFQ to Approvals if required or to the supplier s 6 Supplier responds to the RFQ with his bid or no bid 7 Buyer responds to the RFQ for those s
232. the buyer associated with the document CHANGE GL ACCT Add modify GL Account information on a PO after it has been accepted by the supplier with statuses of Accepted by supplier Fax email csv accepted Fax failed connection not made This is primarily used for Punchout POs that do not have GL information when created but can be used with other POs as well Not valid with Storeroom POs or POs with Budget Allocations COPY PO Copy an existing PO to modify with new information Various fields are reset to make it a new PO CREATE ITEMS It takes you back to the Catalogs tab with the Create non catalog items button displayed DELETE PO Delete a PO only if the status is one of the following New Approval denied Approved Approved w changes Rejected by Supplier Buyer cancelled during receiving Fax failed HEADER UPDATE Update many fields on the PO Header record while the status is New HISTORY This feature allows the buyer to see the changes made to the document NOTES Create a note to travel along with the document Notes will print in the body of the document for on line and off line Suppliers via fax and email If the Notes viewed internally only checkbox is selected the notes will not go to the Supplier PO RECALL Recall a PO from an approver if the status is Approval pending without response from the Approver 36 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstrect Recall a P
233. the buyer s Home currency 126 Copyright 2007 Birch Street Systems Inc All rights reserved Line Birchstreet tem Product description Oty UOM Price Line extension 01130ANS Danish Mut 1 5 0z Sm 14 00 Cs 127 50 F1 785 00 Tax 151 72 i Freight 59 25 Less discount 11 51 Total 2 014 16 Apply to all PO lines C Allocate across periods Period Department GL account Allot Alloc Allot Amt ADMIN Administration 10 75 3400 Administration 40 00 805 66 ACCTG ecouting 20 1071000 m 60 00 4 208 50 NI S l 300E NF lub wl CO a l x ALLOCATION DESCRIPTION OPTIONAL 127 1 APPLY TO ALL PO LINES OPTIONAL CHECK THIS BOX IF YOU WANT THIS SAME DISTRIBUTION DEFINED TO BE APPLIED TO ALL THE LINES ON THE PO Allocate across periods optional Enter the first row of the allocation Then enter the number of periods you want the periods below to span Note The period in the first row must be the current period or in the future The system will automatically duplicate the first row and increment the period for as many rows as are indicated Enter the detailed information as to how the allocation is to be distributed Period Select a period from the dropdown list It defaults to the current period and can be modified Department Type in or zoom to select a valid Department GL ACCOUNT TYPE IN OR ZOOM TO SELECT A VALID GL ACCOUNT ALLOC ENTER A NUMBER ON HOW TO DISTRIBUTE THIS ALLO
234. ting Fitter Selection Last 30 days POs by date status lt Fitter Criteria All CriteriaMet v Column Sort Direction hla Group Filter Type Filter Value 1 Filter Value 2 a lt O PO number Ascending Do not Filter TODAY 30 TODAY 1 ma From Through PO date F Buyer person ID Do not Filter Buyer name Do not Filter Buyer company Do not Filter Buyer comp ID Department Inn code Submit date Do not Fitter Do not Fitter Do not Fitter Do not Fitter Req deliv date Ascending Do not Filter PO Status Ascending Confirm Do not Fitter SHI SII SII SISSIES SSS hb i b b hb h h h h h h 7R ERRER R R RR E Equal Output Selection 220 Copyright 2007 Birch Street Systems Inc All rights reserved There are several options for running reports 1 A report can be run immediately or scheduled 2 Areport can have an output of an Excel Worksheet or HTML file 3 A report can be run e Immediately and brought back to the computer workstation e Sent as an email notification with a hyperlink e Sent as an email with an attachment of the file output Important Notes e When a report parameter is saved the output selection is not saved It must be selected each time a new report is run e Users who want to receive a report via e mail
235. tment Account Description Amt Amt Balance Approved Approval PO Balance Remainina 2006 OF July Admin amp General 001 316 30 Dishonored Reservations 10 000 00 0 00 200 00 0 00 0 00 207 31f 151 31 0 87 3 3 On the Reserve Account screen the overdrawn Balance for all rows selected will be added together and defaulted into the New reserved amount field This amount can be modified Enter or zoom to select a GL account on which to place this reserve amount If there is an existing reserve amount it will be displayed After the reserve amount has been placed on an account when the budget impact is next viewed the Budgeted Amount and Current Balance will be reduced by the reserved amount NOTE No actual budgeted amounts are modified The Budget Reserve s purpose is to create the illusion that the budgeted amount is lower for GL Account selected on the Reserve Account screen to cover actual overages in the GL account s Reserve Account Period number Department Reserve GL Account A Reserve Amt Mev reserve amt 81 31 4 Select the desired GL account from the Zoom window by clicking the Select button NOTE the column on the right side of the screen Reserve amt After a GL account has a reserve placed against it the column will display that amount for future reference The amount displayed is the most recent amount placed on reserve Copyright 2007 Birch Street Systems Inc A
236. to CO T add a new GL account losz 340 00 Q Department GL Budget amount Consumed amt Account budget ies am O u nt Reserve Amt a 5 Click OK to save the detail row Click Save to save the entire record lv z or 6 Click Edit on the specific Department GL Account on which to edit 7 Modify the Department GL account or Budget amount 8 Click OK to save the detail row Click Save to save the entire record 176 Copyright 2007 Birch Street Systems Inc All rights reserved Note The budgeted amount is only a guideline The buyer can use more than the budgeted amount and use more than is budgeted If the budget amount is zero but the Department GL Account is defined the account can be used Budget Import Export To facilitate bulk import of budget entries use the budget import export From the Main menu go to Administration gt Declining Checkbook Maintenance gt Budget Import Export 1 Click Export to retrieve the budgeting template Note In order to fill in the proper information into the template zoom to Period number Department or GL accounts to view valid values to insert into the template There is no entry on this screen It is only used to export or import the template and to get valid values for the template Export Import Budget Import Export Import EventID gt o Period number po PO Department o yd SL account 2 Click the Open Existing Filter Selection dropdown box and se
237. to an existing REQ A selected REQ list is filtered based on the following criteria The REQ status is New and the REQ s currency there can be multiple Suppliers When a PO is created from a REQ with multiple Suppliers multiple POs are created for each Supplier Currency combination ADD TO RFQ Add items to an existing RFQ The list to select from is filtered on the status New and the RFQ s currency CLEAR ALL QTY You OG owner can set all quantities in the loaded order guide to zero If you are not the owner you will get a message You do not have rights to update items from this Order Guide This Order Guide does not belong to you The owner is owner COPY ITEM Copy an item to an existing order guide If the item is from an inventory order guide it can only be copied to a non inventory order guide Each inventory order guide item must be unique ina storeroom CREATE ITEMS 17 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstrect This will take you back to the Catalogs tab with the Create non catalog items button displayed CREATE OG Create an order guide of favorite items for quick access Catalog item prices are updated daily with current pricing Shared order guides should be prefixed with an asterisk An Inventory Order Guide or Inventory items Order Guide subset of an Inventory Order Guide are also created with this button CREATE PO Create a PO with a status of New
238. to the quantities Header You can create a dish recipe from either the Recipe Menus tab or the Dish Recipe tab 197 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet A Create Dish Recipe Microsoft Internet Explorer Soo Select Entry DishRecipe name D Description Number of servings fo Protit percentage Po TrecurrencyM A Exchange rate s Dish Recipe price Internal only Outlet Classification Recipe type Select from the dropdown list either Dish or Recipe A Dish is made up of a recipe s and ingredients A Recipe is made up of ingredients Dish Recipe name Type in a name for the Dish Recipe as you would like it to appear in the system Description Add any additional information relating to the Dish Recipe Number of servings Enter the number of servings this Dish Recipe will make Profit margin Enter the number of percent profit margin desired The system uses the cost and profit margin to calculate the price This figure is stored with the header information You can change the profit margin in Header Update You can also calculate what if profit margins on the Dish Recipe tab 198 Copyright 2007 Birch Street Systems Inc All rights reserved Trx currency Enter or zoom to select the Currency for this Dish Recipe This field is only visible if using multi currency Exchange rate Enter the exchange rate comparing the Dish Recipe currency a
239. tory manager can take the Storeroom location out of Take Inventory mode without completing the take inventory process Once Take Inventory is cancelled all transaction processing can take place again IMPORT INV 19 Copyright 2007 Birch Street Systems Inc All rights reserved OW GEMMA PROC LAREMENT Birchstreet The Inventory manager can take the results of the physical inventory and import them back into the system This procedure takes the Storeroom location out of Take Inventory mode which then allows all transaction processing to take place again INV TRANSFER The Inventory manager can perform a transfer for selected items Various combinations can take place from to outlets and from to storerooms Moving items from one storeroom to another does not affect the budget Budgeting transfers also take place in this window TAKE INVENTORY The Inventory manager can select a storeroom and put it in Take Inventory mode In this mode no other action can take place Items are exported to a worksheet for an actual count to take place Any difference between INVENTORY_COUNT from ONHAND_QTY will create a record in Inventory Adjustment No budgeting adjustment takes place Features Add GL Acct BIRCH BIRCH ST REET Powered 7 Birch Street Mayan Inn DEMO 68 w Se ogs In Box Shopping Cart P x New 16 Total 16 Lines 0 Total 00 arch All Catal roducts Catalogs Order Guide Cre
240. total Shared Notes View notes attachment Message OF 262006 19 31 59 OF 262006 19 31 59 0 00 0 00 a m RF response number Status Buyer name Supplier s response date Supplier responded on Supplier response pending Andy Akman ra 2006 2 Shipping Tab The supplier modifies the shipping method if necessary Save nasie Submit Print View 1Notes attach Nobia Ship Information Ship to location Company name Address line 1 Address line 2 Address line 3 City State Zip Attention 104 Copyright 2007 Birch Street Systems Inc All rights reserved Girchstreet JES 3 Line Items Tab The supplier clicks on the Edit button on the line item to load the detail record into the entry area e Supplier enters the Unit Price and any Freight costs This is the simplest entry and the supplier is done e lf the item requested is not available supplier either enters 0 into the Quantity and Unit Price e Ifthe supplier wants to substitute another item overwrite all the fields with the correct information This will be available to the buyer during his selection process Note When the buyer compares pricing he is no longer comparing like items save Delle Submt pret View tNotes Anach Noma aL Line items lir T F amp 4 Search Column Line v Y Search Text p GO page h of1 Rows per page 50 Line item Product name Unit price Extension Frei
241. ts associated with them will NOT be overwritten with the default GL account Only newly added items will receive the new GL account Click the Reset Dept GL Acct to rewrite the GL Account for all line items Turn On Approvals 1 In each application RFQ REQ PO CO AP Invoice Recipe there is a choice to implement Approvals or not Check the box Use approval for application checkbox 2 Select what approval type the property will use The options are e No approval e Approval on the fly e Standard Use approval tor PO PO approval type 153 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet Standard Approval Setup Workflow Groups 1 Configure the property s approval routing by defining the group and then the criteria Open the Workflow Groups Screen from the Main menu Main Menu Catalog Maintenance Price Groups Shopping El Approvals Approvals Approval Routing Criteria 1 On the Workflow group tab define Workflow Groups by giving the group a name and description 2 Add members to the group by clicking on the Member tab 3 Click Add Row to add a new person or position to the group 4 Select either Person or Position in the Member type dropdown list 5 If Person zoom to the Person ID lookup and select a person Click OK to save the row Click Save to save the record 6 If Position zoom to the Position ID lookup and select a position Click OK to save the row Click Sa
242. ts on the page Notice that two POs were created from the RFQ selection process Search All Catalogs In Box Shopping Cart Products v New 0 Total 00 Lines 0 Total 00 Page 1 of 1 Rows 1 3 of 3 found PO number PO Status Confirm Subj Supplier PO date Reg delivery PO Total Homecur Alloc Subject ia 000000000000003 New S r E eae 08 10 2006 Subject o IE 000000000000002 New E aa a ee ee 08 10 2006 Edit 000000000000001 New creel nig 07 26 2006 07 28 2006 293 20 293 20 Supplier Finest Foods Company 12 Continue with the PO process as normal 111 Copyright 2007 Birch Street Systems Inc All rights reserved 112 Birchstreet Of GEMANE PROCUREMENT Copyright 2007 Birch Street Systems Inc All rights reserved Birch street REQ Creation Modification not using Inventory See Documentation Creation Modification and Overview The purpose of creating a REQ Requisition is to gather items internally allow them to go through any approvals necessary before preparing a Purchase Order Note Many features require security rights If a tab or button is not visible to you your position does not have security access Create REQ Create REQ window Click the Create REQ button to open the entry form The OK and Cancel buttons are found at the bottom of the form Subject Required delivery date O Te Approver Gregory Jenson General Manager wt
243. ts you have the same options that are found on the Recipe Menus tab Load Dish Create Recipe Add Dish to Menu Add Recipe to Dish or Close the window F Dish Recipe List Microsoft Internet Explorer Load Dish Create Recipe Add Dishto Menu Add Recipe to Dish Products 3 Pages 1 Number of DishRecipe DishRecipe ID Dish Recipe name Recipe type Classification Recipe author servings price ol OOOUUOOOUOOOD4 Cream Cheese Frosting ee Andy Akman oooooo000000048 old Fashioned Carrot Cake wi Frosting SP psn o Andy Akman a Local intranet Advanced Search and What If records When a dish recipe is created as a What If scenario it can be included in the Dish Recipe List You can only use Load Dish to load your own What If record and not another s record When you load your record it will load on the What If tab not the Dish Recipe tab 67 Copyright 2007 Birch Street Systems Inc All rights reserved Birehstreet 2 Dish Recipe List Microsoft Internet Explorer Load Dish Create Recipe Add Dish to Menu Add Recipe to Dish Products 4 Pages 1 Number of Dish Recipe Dish Recipe ID Dish Recipe name Recipe type Classification Recipe author servings price Olpe fn gt f WhatlfDish_HSM4100 Toei in Pf 4 32 00 989 You can only load your own WhatIFDish recor whatItDish_HSMWA1O1 Add Dish to Menu and Add Recipe to Dish are not available for What If records A Dish Recipe
244. ue 0G Template ttem history First Previous Mext Last Search Refresh Sort Par values Prod Supplier Pack Size UOM Min order qty Order Qty Price Extension Widget Blue 4000 Supplier on the fly Patton Supply 1000 5 00 50 00 Supt onthe L aom Supplier on the fly Patton Supply 10 00 5 00 50 00 Widget red Supplier on the fly Patton Supply 10 00 5 00 50 00 Cart Tab Catalogs Order Guide FQ AP Invoice ae i Si ose Ste Sew ia Create PO Add to PO Add to 6G Create REQ Add to REQ Update First Previous Hest Last Search Retresh Delete item Create RFQ Add to RFO Rpt Price Issue Page 1 of 1 Rows 1 7 of 7 found tem history Price history 24 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstrect The Cart tab is a shopping cart that temporarily holds items added to it using the catalog search create non catalog items the order guide or from an existing PO to create a new document REQ RFQ PO Once a document is created the selected items are removed from the cart The Shopping Cart summary totals the number of items currently in the cart Cart Item Search A Cart can contain many items Use the Search hyperlink to find a specific item s quickly 1 Click the Search hyperlink This will open an Item Search window 2 Select which field s to search The options are e All e tem e ltem Description e Supplier name e Commodity 3 Enter the value to
245. uppliers who are not on line with their responses bid or no bid They have communicated together manually by phone fax or email 8 Buyer evaluates the submitted bids and creates a REQ or PO s Create RFQ 1 Click Home in the logo panel to go to the Catalogs tab 2 Click the Create non catalog items button to open the free form entry grid Or select non catalog items from the Order Guide or Cart tab 3 Click Select Supplier to choose the first Supplier to whom you wish to send the RFQ Click the Clear button to modify the selection Additional Suppliers are added after the RFQ is created In the Order Guide and Cart the supplier is already assigned to the item 4 Select the currency if using the multi currency feature 5 Enter information for the items Item Product Name and UOM are required entry Enter the 92 requested Order Quantity The Price is not used since that is what you are asking for Copyright 2007 Birch Street Systems Inc All rights reserved GEHANG PASC UAE Search All ee A Sircnstreet WENT Products ee A juice ol Box Shopping Cart ae OF rwo New 0 Total 00 ae Total 00 Catalogs Order Guide Cart Create PO Add to PO Create REQ Add to REQ Create RFQ Add to RFQ Add to order guide Add to cart Add to Recipe Currency USD Select item Product Name Supplier Name Order Qty UOM Price Extension Black Widgets Blue
246. ve to save the record Include as many persons or positions are required for this level of approvals Create as many groups as are necessary for the approval processes in all applications You can reuse groups as many times as you need 154 Copyright 2007 Birch Street Systems Inc All rights reserved ON DEMAND PROGLAEMENT Birchstreet Group name PO Approval level 1 BIRCH STREET Powered New Save Save As Delete Print Workflow group Member LGT F A Search Column Search Text GO page fo of 0 Rows per page 50 E Row Member type Person ID Position ID Person ID Lookup Microsoft Internet Explorer Sele OK Cancel Copy as New Row Delete Row Advanced Search Member type Search Column Ful name Person ID o Search Text Page 1 of 1 Rows 1 1 of 1 found Position ID v LLLI co Full name Job title 4 ill iv Approval Routing Criteria Header During initial marketplace setup the Birch Street implementation team often defines the approval routing criteria Create as many routing criteria records as are necessary to move the approval to the correct approvers 1 On the Group routing tab leave the Routing ID with 0 to allow the autonumber feature to number the record 2 Select Approvals in the Routing process dropdown list 3 Each process is defined by a Document ID Enter the correct ID as follows e 15
247. when creating a document Information entered during SOTF creation is displayed Note The supplier type is displayed below the address E Supplier Search Microsoft Internet Explorer 1 Supplier s Found Select Herman s Propane Supply Contact Herman Smith 800 654 1232 Fax 949 851 9863 youremaili birchstreet net 123 Oal Place Los Angeles CA 90001 Add New Supplier There are two ways to create a SOTF record from the SOTF Screen or on the Catalogs tab from the front page Supplier Search window 143 Copyright 2007 Birch Street Systems Inc All rights reserved _Birchstreet WY GEHANG PROCUREMENT Supplier On The Fly Screen Add a SOTF record 1 Open the Supplier On The Fly Screen from the Main Menu Procurement gt Supplier On The Fly 2 Search for the fax number using the Search Column in the navigation list to insure the fax number is not already being used Note Do not rely solely on the supplier name as it may have been changed 3 Enter all required fields 4 Click Save to save the record A Supplier On The Fly Microsoft Internet Explorer File Edit View Favorites Tools Help BIRCH S Jerr yN guyen Home ettings Ip FAQ il Hide the _ entry C List 2 vertical si Advanced Search Save Delete Print First Previous Mext Last Mew Refresh search Column Supplier on the fly search Text 549851 9563 cep Fax number 9498519563 zee e a Supplier name Herman
248. ws 1 1 of 1 found Dish Recipe ID Dish Recipe name Select RSPooooo000ss Toad in the Hole m Do mot Fiter Do not Fitter Do not Fitter ha oot Crib 15 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet Teo ee 5 The file will be downloaded to your computer and you should receive a message asking if you want to save it to your computer or open it Choose Save and then find a location on your computer to store the file File Download Save in Desktop Do you want to open or save this file My Documents LE 3 My Computer My Recent My Network Places Ba Name HSNALO1 1157045502500 csv Documents pleddev Type Microsoft Excel Worksheet 1 99 KB S olankets From gadew AS HSNA101_1154452916277 kurtG_122_CompletePriceUpdate E Non FB_All_Co12 g pen Cave Cancel 9 r 3E PriceUpdate_Marriott_Aslotel_Co6_Complete m E 5am5_5ub1 _Co6 My Documents Always ask before opening this type of file 7 While files from the Internet can be useful some files can potentially a harm your computer If you do not trust the source do not open or ee EUC save this file What s the risk 6 n gt My Network Save as type Microsoft Excel Comma Separated Values File w Cancel Update Worksheet 1 Open the file in Excel You may want to widen the column widths to see the data and column headers The first three rows contain system information that
249. ws a user to enter an after the fact Purchase Order where there is no need to have a copy of the PO sent to the Supplier Examples could be o PO fora service contract o Expense report that will be reimbursed to an employee o Petty cash expenditure that has been already paid e Confirming POs are only displayed if your position has security access to this feature They will be displayed in red so they can be quickly identified in addition to a column that indicates that they are Confirming POs Note POs created from Punchout suppliers cannot be marked as Confirming POs e Confirming POs are restricted to a Requested Date of Today This means that a Confirming PO will always consume budget in the current Period Note for Finance Users The exception to this rule is Confirming PO s that are allocated to multiple periods See Allocation Instructions for a detailed explanation of Allocations e Confirming POs follow the same rules as regular POs as they relate to Approvals Note Confirming PO s do not have the option to be disapproved Additionally an approver can change a regular PO to a Confirming PO e The Printed form of the PO indicates that this PO is a Confirming PO in the first line Confirming PO Do NOT Duplicate 128 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet ase Order ton Irvine Orange County Aiport Hilton Supply Management Confirming PO OOO000000000008 Do Not Dupli
250. xchange rate Lowest bid total Lowest bid total 107 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet 4 Shipping Tab describes where to ship the goods save attach iNotes CreatePo Create REQ Lowest Supplier RFQ Selection Shipping Ship Information Ship to location Company name Address line 1 Address line 2 Address line 3 City state Zip Attention Ship by 5 Line items Tab When the items are first loaded they are grouped together first by item number Save Attach 1 Notes Create PO Create REQ Lowest Item Lowest Supplier RFQ Selection Line items F A Search Column Y Search Text GO page 1 of 1 Rows per page 50 Select tem Product name Supplier name Status Price Freight Subtotal Black Widgets Black Widgets Excellent Hoteliers Supplier declined 100 Red Widgets Red Widgets Finest Foods Company Submitted 5 35 26 56 561 38 Black Widgets Black Widgets Widget blig International Submitted E 55 ee 0 mesa oo Alue Widgets Blue Widgets Excellent Hoteliers e decined 120 Blue Widgets Blue Vidgets Widget Mig International Submitted 120 f4 22 15 00 521 40 Alue Widgets Alue Widgets Finest Foods Company Submitted 120 4 36 16 58 540 08 Green Widgets Green Vidgets Excellent Hoteliers Supplier declined A Green Widgets Green Widgets Widget blig International Submitted 115 3 88 25 00 471 20 Green Widgets Green Vidgets Finest Foods
251. y Change 86 Copyright 2007 Birch Street Systems Inc All rights reserved Birchstreet UY DEMANG PROCUREMENT Create PO and REQ from Cart Note The supplier is attached to the item Search All Catalogs In Box Shopping Cart Products New 769 Total 781 Lines 4 Total 289 75 juice GO AP Invoice Add to OG Add to RFQ Add to REQ Inv Transfer Create PO Add to PO Create RFQ Price history Create REQ Create items Update Delete item item history All item 03 01201610 More Product Info Prod Supplier Pack Size ATF Papaya Juice Finest Foods Company Min order qty 03 02120701 More Product Info BlueBird Grape Juice Finest Foods Company Order Qty Price Extension Cur 75 72 USD GL account 103 95 USD Campbells Tomato Juice Finest Foods Company 48 48 5 5 oz 77 52 USD Chan ge 03 08090315 More Product Info Hi C Orange Juice Finest Foods Company 40 40 8 45 oz 32 56 USD 87 Copyright 2007 Birch Street Systems Inc All rights reserved Bircnstreet OW GEMAAVE BRO Lee MEY Punchout Document Creation Modification Overview Punchout suppliers are different from other supplier types in that they have their own internet site where their catalog content is hosted In general a buyer links to the Punchout site selects items and then is returned to the Birch Street t site with the items in a Purc
252. y access Information about the budget reserve amount and POs in the approval process is calculated to display a real time picture of monies available Included are any what if quantity changes that the approver has made to the document before it is approved GL account and Department changes made by the approver update the PO immediately on save BUYER CONTACT The approver can view basic information about the buyer associated with the document DISAPPROVE The approver can stop the approval process and mark the document as Approval Denied The approver must attach a note as to why the document was disapproved A Confirming PO cannot be disapproved the transaction has already taken place HEADER UPDATE The approver can modify the fields available in the specific document s window PO REQ RFQ not available for AP Invoice Modifications made here will affect the document immediately upon save Changes made in the Approval Screen do not take effect until the status of the document is Approved or Approved w changes HISTORY The approver can track changes made to selected fields in the document PRINT VIEW EDIT Allows the approver to print view the document at any time or modify it while it is in an Approval pending status GL account and Department changes made by the approver update the PO immediately on save PRINT W BUDGET The approver can print view the document at any time or modify it while it is in a
253. y code 5 Click Save Price Groups Microsoft Internet Explorer gt File Edit view Favorites Tools Help 7 peck z x a A J gt Search P Favorites E 2 EN cS x ha Address amp http igadev QADEY screen jsp screenid 10327 amp d 1 155855973728 BIRCH STREET Powered Close New Save Save As Price group Price group ID on amp Price group name Excellent Hoteliers Description Mark up Price group type Mark down O Margin Percent value 100 x Multiplier Selected supplier company fi 2 Excellent Hoteliers Selected supplier tems Currency code Jusp US Dollars a Local intranet 226 Copyright 2007 Birch Street Systems Inc All rights reserved oY SEMAN PROCUAEMENT Birchstreet Preset Allocations Setup The setup for Preset Allocations is an administrative function 1 If you have the security rights from the Main Menu under Declining Checkbook Maintenance click Preset Allocations Main Menu Procurement E Administration El Declining Checkbook Maintenance Budget Budget Adjustment Entry Rudoet Ilmoort Funort BHUOGeEL oy FU Kepari Budget Status Report 2 Give the record a description on the Preset Allocations tab 3 Click the Detail tab to add the specific allocation distribution New Save Save As Delete Print Set Defaults Detail Add Row F PA Search Column F Search Text GO page f ofi Rows per page so Row Period
254. y to adjust the number of portion servings that a recipe makes You can either increase or decrease the servings However not all items should be scaled Check the Scalable checkbox if this item should be included when the recipe is scaled Scale qty If the item is scaled to 100 the Recipe yields Calculate for of Servings then the Scale qty and the Portion qty will be identical When the item is doubled the Servings are twice the Recipe yields then the Scale aty is multiplied by 2 However certain items like seasonings should not scale 200 Cooks say that instead of doubling the amount of seasonings you should expect to use only about 1 1 2 times the original amount Example Doubling the recipe of 2 TBS would be 4 TBS You should modify the amount to 3 TBS 204 Copyright 2007 Birch Street Systems Inc All rights reserved Sircnstreet Ce oe bo A E BRE ij mB IRE HER 1 Enter the amount of servings in the Calculate for of Servings field This will automatically update the Scaled qty field Note If the Scaled qty has already been saved this qty will display when the recipe is reloaded It will recalculate when a new number of servings is entered 2 Enter the Scaled qty Numbers only decimal quantities are allowed Dish Recipe Status Active sumi pot import Prepinst wrati First Previous Next Last Refresh Category name Menu Meal Period Recipe yields f 2 Total prep time 0 0 View subrecipe
255. y will be displayed below the Item Supplier SKU Catalogs Add to cart Add to order guide Create PO Add to PO Rpt Price Issue ttemhistory Price history Create REQ Add to REQ Catalog Various Products 1 Pages 1 ma Product Name ae es lect Supplier Name Manufacturer Pack Size ie Commercial lrons Model 16200 hicBride s Hotel McBride s Hotel Furniture Suppli Furniture jeri Break E425 50 75 eo eee ere Me eu peole C Bg 1 Perform a Product Search by Product Catalog or Supplier to obtain search result items 2 If the supplier offers a price break it will be indicated below the Item showing the UOM and the quantity break points 3 Click on the More Product Info link to More Product Info Microsoft Internet Explorer open a Window with the full details File Edit View Favorites Tools Help about this item along with the quantity price breaks Commercial Irons Model 16200 Item SKU130012 Product Name Commercial Irons Model 16200 McBride s Hotel Furniture Suppliers Hilton Supply Management Lead Time Days 1 UOM EA Case Pack 1 Will Break Case No FOB Delivered Dimension Min Order Oty 1 Manufacturer McBride s Hotel Furniture Mfg Part Number Mfg part number Brand Name Model 16200 Size Portion Size Commodity Commodity 1 Qty over 25 5 0 Discount Quantity Break 2 Qty over 50 15 0 Discount 3 Qty over 75 25 0 Discount Description Commercial lrons Model 16200 Supplier 12
256. ystem offers many predefined reports with the ability to customize the content and publish the report parameter to specified users Report Availability Existing reports can be made available at three levels e Marketplace Wide e Within a Property Company e Individual Person Marketplace Wide Report The Item Export filter is an example of a report that is run for the entire marketplace but not able to be edited by an individual user Notice these report limitations e The Delete Filter is disabled e The Attributes checkboxes are checked and disabled e The Report filter name is prefixed with an asterisk Notice these flexibilities e The Sort Direction can be changed e The Sort Order can be changed e The Filter Type Filter Value 1 and 2 can be changed 215 Copyright 2007 Birch Street Systems Inc All rights reserved A Export Filter Microsoft Internet Explorer File Edit View Favorites Tools Help GO Delete riiter Help Save Fitter Selection As FSuopier F26 F25 Open Existing Filter Selection Supplier F amp B E Fiter Criteria All Criteria Met ov Add filter criteria if you wish to limit the products to be exported Use no filter criteria if you wish to export all of your products Sort Attributes Sort Direction Filter Type Filter Value 1 Filter Value 2 Order 11 ftem number v M Do not Fitter M C SR e roduct name 2 be Do not Fi

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