Syrus Suggested Ordering 3.0

This document is to help as a quick reference guide to the features of this program. As with all Syrus programs, you can call your Account Representative’s extension at 800-647-1560 or e-mail training if you need additional training.

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Frequently Asked Questions What's New in this Release?

• Place Multiple orders on one day. To use this feature, select the calendar link > Month and locate the day where multiple orders are scheduled. Select the link for that day and a pop-up window will reveal the available orders. Select the order you wish to place from the popup window and complete the order and send it. To send the other schedule order for that day, just repeat the process. Multiple orders may be viewed inthe weekly and daily views of the calendar.
• View Multiple deliveries on one day from the same vendor. To use this feature, Select the calendar link > Month and locate the day where the multiple deliveries for that day. Select the link for that day and a pop-up window will reveal the available deliveries. Select the delivery to view. Multiple deliveries are may be viewd in the weekly and daily views of the calendar.
• Vendor Alerts have been added. This feature will alert you to changes with your order delivery schedule or additional special information provided by your vendor.
• Allow or Block items from inventory using catalog mangement.

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Walk Through - Creating your First Order

Before you begin

• You must have a participating vendor with Syrus Suggested Ordering
• If you, or someone in your organization, modifies your sales projections or product projection system, make certain that all changes have been made prior to placing the order for that affected period. NOTE: Product Projection may not be available for all users, contact Syrus for more information
• Navigate to the proper store. If your company owns or shares more than one business, select “Choose a business” from the next link and if you are an above the store user or have access to more than one site, you will need to select the appropriate site to create the order.

Creating an Order

1. Make any changes to your sales projections prior to placing an order for the affected period.
2. Verify that you have finalized your ending inventory in Web Inventory Manager for the previous week ending date.
3. Open Internet Explorer.
4. Type or navigate to http://hosted.syrusinfo.com in your browser address bar.
5. On the login page, enter your Syrus ID and password and select “Sign In.”
6. Select “choose a business” and click on the business name.
7. Select “choose a store” and click on the store number or site name.
8. If you require a store walk through of items on hand, select the “catalog” link in the navigation bar. Click on “Export to Excel” and then print the order catalog from the excel application. This will assist you with counting products on hand. Complete your store walkthrough, if more than 15 minutes has elapsed, you will need to login to the Suggested Ordering site again for security reasons.
9. Click on the “Orders” tab to get to the calendar view with the order dates. Note: The default view on the calendar is a monthly view. There is an option for a week or day view on the left side above the name of month. Select the desired order deadline from the calendar view. Hover the mouse over the order deadline, it will highlight the affected time period in purple and give you additional information.
10. Click on the “Order By” link in green to launch the ordering page.
11. Review the projected sales for the order period, if these are incorrect, stop now and modify these sales projections.
12. Review the order coverage time frame, if this is incorrect, stop now and select home to start over from the calendar view.
13. Sort the order form to match your order catalog. You accomplish this by selecting the column header for the item number, description etc.
14. In the quantity field, you may accept the suggested quantity or overwrite it with a different value. The original suggestion will be saved but not ordered. In the event you change the quantity back to the original suggestion, the original suggestion field will return to a blank. To advance to the next item, select the tab or enter key on the keyboard.
15. After you have finished your entries, review your order for completeness.
    You may;
    • Select “Save Draft” to save order and submit later -OR-
    • Select “Send” to submit order to the vendor.
16. If you elect to save the order as a draft to submit later, you may edit the order before submitting it to the vendor. To navigate to a saved order, after you login, select the “Today” link and locate the order from the recent orders list. Click on the PO Number to open the order for editing and submission. If you wish, you may select “delete” to delete the current draft and start your order over again.
17. If you choose to submit the order to the vendor, the order will be sent to the vendor for processing. No further edits or changes may be made to submitted orders through the Syrus Suggested Ordering website. If you need to add or remove items to an order after it has been submitted, you will need to contact your food vendor’s customer service representative to make the changes.

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Global Policies

Business Administrators or Syrus Account Representatives have access to Global Policies. These Policies are agreed to between your business and Syrus based on you Service Level Agreement.

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Setting Security/Administration Policies

Access and Security are set by your business administrator or Syrus Account Representative as part of your service level agreement. You may not have access to all or part of the features ordering based on your security level and the service level agreement.

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Available Projections Systems

At the time of this posting, the only Projection system available is through sales projections. Contact a Syrus account Representative for assistance.

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Managing Your Order Catalog
Setting Up Cushions

A cushion is the percentage of extra suggested product above the true projected product needs. For example, if a store is projected to use 10 cases of an ingredient and has a cushion of 10%, the suggested order would call for 11 cases. The default cushion percentage is 10%. The cushion adjustment feature allows users to adjust this percentage for each individual ingredient. There will be an upper limit of 30% on the cushion adjustment. If an item does not have an associated recipe and therefore calculates no Theoretical Dollar Yield, users will be unable to setup a cushion. To update your cushion adjustment, contact your Syrus Account Representative and they will make your adjustments for you with your business administrators approval.

Setting up PAR Values

Par Values are only used for items that do NOT have any theoretical dollar or a recipe. (i.e. all non-food items.) If an ingredient has a recipe and is setup as an ingredient to track for food cost, (Theoretical Dollar Yield is calculated), the par level entry is disabled. Log into Syrus Suggested Ordering. Navigate to your site. (Par level is available at the site level only) Select the “Catalog” tab. The far right column lists the “Par Level.” Par levels should be entered as a whole number only. Par level amount on each order will be calculated as follows: Par Level/(number of deliveries per week) Example: Par Level = 12, store has 3 deliveries per week, suggestion = 12/3=4 Any units that do not divide evenly into the number of deliveries per week will be placed on the first delivery of the week. Example: Par Level =13, store has 3 deliveries per week, suggestion = 5 for the first delivery, 4 for second and third deliveries. Par level values greater than 1000 are not allowed.

Managing your Order Catalog – Blocking an Item from ordering

If your catalog has products available to order but your company does not order those items, it is possible to have those items blocked. Blocked items are not seen on an order, therefore are not able to be ordered by accident. >NOTE: Items can be blocked on a company level only. For example, if there is only 1 store in the entire company that sells breakfast items, then these items can NOT be blocked for any other store or the breakfast store will not be able to order these items. Call your Syrus Account Rep to block items on your catalog.

Printing or Saving a copy of your catalog

1. Log into Syrus Suggested Ordering.
2. Navigate to your site.
3. Select “Catalog” on the home page.
4. Select “Export to Excel.”
5. Select “Open” from the dialog box.
6. Now choose print or save.

Inventory Catalog

Access to this feature may be restricted due to the Service level agreement between your company and Syrus. If you do not have acceess to this feature or need additional assistance, contact your Syrus Account Representative.

To allow or block items from your count sheet and inventory entry
1. Select Catalogs > Inventory mangement.
2. Select the item to block or unblock from your count sheets or inventory entry.
3. Enter a date that you wish the block to start.
4. Select Save.

NOTE: If this item is something that you currently have in inventory but no longer order, it is recommended that you not block the item until the inventory level is depleted. If this item is something currently order or recieve, it is recommended that you do not block the item.

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