Version 3.1 Quick Ref for Admin Staff

 

CONTENTS:

Introduction

Kitchen Manager Desktop

1820 New invoicing capability
1481 Create orders on the desktop
1642 Record two staff shifts for one day
1752 Email Forms to Area Managers only if in their area
Update stocktake

Kitchen Manager Dashboard

1835 Compare multiple results
1823 Make dashboard reports viewable to Admins, Managers, Cooks
Additional KPIs
Removal of Analysis and Analysis 2

Kitchen Manager Tablet

1794 Enable cooks to build Trading Summary Reports
1448 Enable cooks to view recipes and pricing
1719 Simplify staff data entry
1810 Allow emergency orders for the same day
1850 Add mobile staff worked hours to today’s site
1821 Stop data change after a specified date
1744 Simplify orders list
1828 Make staff training records visible at site level
1804 Show the next available delivery date when ordering

KM Uptake Desktop

1815 Enter UIFSM and Pupil Premium data after the date it applies to
Menus Desktop
1448 Manager recipes and pricing

Payments Desktop

759 SIMS Integration to get students’ names, classes and FSM status
966 Close financial periods/archive on 12 month rolling basis
892 Link two parents to one account
1836 Refund payment type
1837 Enforce a note on refunds and adjustments

General Improvements

Assets Desktop Improvements

Integration with e-foods

 

 

Introduction

With version 3.1 we have introduced new and enhanced features based on our continuing software reviews and from your feedback. We have implemented these changes across all the modules. This Quick Ref gives a brief overview of the features and how you can use them, and refers to additional Quick Refs for more detail on specific features. If you have any questions please contact our Support team on 0117 942 9833 or email support@cypad.com

 

Kitchen Manager Desktop

1820 New invoicing capability

This customisable feature to enables you to produce invoices for any time period. Create your own data table from a selection of KPIs and format the look of invoices, adding logos, headers/footers, messages, and other content. We are still developing this feature so we welcome your feedback on how you would like to use it within your organisation. Go to Cypad Kitchen and click Invoices.

For more information see the Cypad Invoicing Quick Ref Nov15.

 

            

1481 Create orders on the desktop

If a tablet fails or is unable to sync you can raise an order on the Kitchen Manager Desktop and delete the failed order to avoid duplication. 

  1. Go to Cypad Kitchen
  2. Click Orders
  3. Select Site
  4. Click New Order

 

 

1642 Record two staff shifts for one day

This new feature enables you to record a split shift for staff who work for two separate periods at the same site or at two separate sites on the same day. 

  1. Go to Cypad Staff
  2. Click Timesheets
  3. Select staff name
  4. In Edit Timesheet enter details and click Save
  5. Click Split:

Enter split shift details in the split shift record and save (the details are added to the Timesheet screen):

1752 Email Forms to Area Managers only if in their area

We have added a new option in the Edit Form dialog which lets you email a form to a specific Area Manager. 

  1. Go to Cypad Kitchen
  2. Click Design
  3. In the navigation pane click Forms
  4. In Name column select form
  5. In the Style drop-down menu choose Email to Manager:

 

Update stocktake

Admin can update and correct any stocktake errors on the Desktop until the Period/Month is closed. 

  1. In Cypad Kitchen click Stock
  2. In the explorer pane expand the Area List and select site
  3. Select a previous stocktake from the toolbar
  4. Select Item and in the Edit Stock Item box amend the Quantity in Stock
  5. Click Save 

Kitchen Manager Dashboard

1835 Compare multiple results

On the Dashboard you can compare up to six results across Sites, Areas and Types. 

  1. On the Dashboard click the Settings icon
  2. Select time period
  3. Check the Compare box
  4. From the drop-down box choose Results or General
  5. Click Go or Compare in the task bar to create report:

 

NOTE: We have removed the ‘eye’ module icon from the Dashboard screen and incorporated the ‘Results’ and ‘General’ options within Settings. 

1823 Make dashboard reports viewable to Admins, Managers, Cooks

In Report Builder you can make your report visible to Admin, Managers or All. Managers are able to build and view reports for their area only.

Additional KPIs

We have added KPIs Food Cost % (R6140) and Labour Cost Meals % (R5260) and are developing more which we will add shortly.

Removal of Analysis and Analysis 2

Analysis and Analysis 2 in Uptake have now been replaced by the Dashboard. If you already have a bespoke report we have rebuilt it for you in the Dashboard. 

Kitchen Manager Tablet

1794 Enable cooks to build Trading Summary Reports

Cooks can see a list of cumulative Trading Summaries from reports that have been created by Admin on the Dashboard. They can also get an overview of the current week for their site only. 

  1. Tap Reports module
  2. Tap Menu
  3. Tap Trading summary - the screen shows either a single Trading Summary report or a list of reports. 

1448 Enable cooks to view recipes and pricing

Cooks can now view recipes on the tablet and change portion numbers. 

1719 Simplify staff data entry

We have simplified the input screen so staff only have to enter the actual hours worked. The screen shows these hours indicating any overtime or absence, and includes a field to record the reason. 

1810 Allow emergency orders for the same day

Cooks can now place emergency orders for delivery on the same day. To enable this feature Admin should first go to Cypad Kitchen on the Desktop. 

  1. Click Orders
  2. In the navigation pane select supplier
  3. Check the Allow Emergency Orders box 

On the tablet, the cook must:  

  1. Tap the Orders module
  2. Tap New Order
  3. Select supplier and click OK
  4. Click New – enter order details 

1850 Add mobile staff worked hours to today’s site 

  1. Tap the Staff or Attendance module
  2. Tap Menu
  3. Tap Add Mobile Staff then enter employee payroll number – this will stay on the tablet for the current day only

 

1821 Stop data change after a specified date

This new feature protects your data by limiting the date and time up to which you can edit the previous week’s data. 

  1. On the desktop go to Cypad Uptake
  2. Click Admin
  3. In the navigation pane click Configure
  4. In the Data collection cut-off drop-down menu choose the cut-off day and time 

1744 Simplify orders list

This new feature enables cooks to sort their orders by Date Created, Delivery Date, Status and Supplier. 

  1. In Kitchen Manager tap Orders
  2. Select site
  3. Tap Menu options
  4. Tap Sort by and choose option 

1828 Make staff training records visible at site level

You can view any training courses taken by staff as well as the course status: 

  1. Tap Staff module
  2. Select staff member
  3. Tap Courses to view courses booked, passed, or failed:

 

  

1804 Show the next available delivery date when ordering

When a cook places an order the next available delivery date is automatically selected.   

KM Uptake Desktop

1815 Enter UIFSM and Pupil Premium data after the date it applies to

We have introduced a new feature which allows you to amend historic roll numbers for a selected period: 

  1. Go to Cypad Monitor
  2. Click Admin
  3. In the navigation pane click Import
  4. In the Import type drop-down box choose Historical roll numbers
  5. Browse to csv file and select
  6. Click Save 

Menus Desktop  

1448 Manager recipes and pricing

We have introduced a new feature which enables you to create and manage recipes, and specify portion numbers:

Payments Desktop

759 SIMS Integration to get students’ names, classes and FSM status

To operate effectively the Meal Selection, Meal Register and Payments Modules in Cypad require specific information about students. This data is exported from a school’s pupil management system and imported using a Comma Separated Values (CSV) file into Cypad or, if SIMS is being used, by using the Cypad SIMS

Integration App. For more information see the Cypad Capita SIMS Integration Oct15.pdf Quick Ref. 

966 Close financial periods/archive on 12 month rolling basis

To ensure data is accurate for reporting purposes you can block data entry - such as meal numbers or staff hours - in all modules for a fixed date range. These dates are based on the normal calendar month or your period set-up, if you use periods. 

  1. Go to Cypad Monitor
  2. Click Admin 
  1. In the explorer pane click Configure
  2. Check the Enable closing financial periods box
  3. Go to Kitchen
  4. Click Admin
  5. If you are using periods, in the navigation pane click Periods and check set-up
  6. In the navigation pane click Close Periods
  7. Check the relevant tick boxes
  8. Click Save

 

 

892 Link two parents to one account

In the Edit Student dialog you can now record details for an additional parent via the Parent 2 tab. 

1836 Refund payment type

In Cypad Payments if you choose to edit the transaction the refund payment type is automatically added, and is not editable. 

 

1837 Enforce a note on refunds and adjustments

If you try to save a refund or adjustment without a note you will be prompted to add one. 

 

 

General Improvements

We have removed the grouping capability so you can now sort and resize columns on most screens, and we have added Site ID columns. Where a strong password is necessary, we have increased the number of characters to eight. 

Assets Desktop Improvements

We have made further enhancements to the Assets Desktop which include the ability for you to view kitchen assets for your site. In Repairs you can also now add a Repair item and type, generate a unique Job Id for that repair, and view a history of repairs for your chosen site/Asset. In Cypad Assets click on Assets or Repairs and navigate to the Edit Asset or Edit Repair box. 

Integration with e-foods

Cypad is now integrated with online ‘purchase-to-payment’ solutions provider e-foods – see the Cypad Order Integration Specification Ver1.4.