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Mar-Kov Computer Systems Inc.

Recipe Manager Pro 2011 User Guide

4/4/2011

Contents
Introduction Recipe Manager Pro 2011 ................................................................................................... 5 1 Installing and Setting Up Recipe Manager Pro 2011.......................................................................... 6 1.1 Compatibility................................................................................................................................ 6 Operating System .................................................................................................................. 6 Database ................................................................................................................................ 6 Integration Requirements ...................................................................................................... 6 1.1.1 1.1.2 1.1.3 1.2 1.3 1.4 2 2.1

Installing Recipe Manager 2011 .................................................................................................. 6 Connecting to a Database ............................................................................................................. 7 Troubleshooting ........................................................................................................................... 8 Item Update .................................................................................................................................. 9 The Header .......................................................................................................................... 10 Item Definition .................................................................................................................... 10 The General Tab ................................................................................................................. 11 The Components Tab .......................................................................................................... 13 The Tests Tab ...................................................................................................................... 13 The Manufacturers Tab ....................................................................................................... 14 The Coatings Tab ................................................................................................................ 14

Items .................................................................................................................................................... 9 2.1.1 2.1.2 2.1.3 2.1.4 2.1.5 2.1.1 2.1.2 2.2 2.3

Package Update .......................................................................................................................... 14 Service Update ........................................................................................................................... 14 Creating a New Recipe ............................................................................................................... 16 General Information and Totals .......................................................................................... 16 The Header Tab .......................................................................................................................... 17 Specifying your Ingredients ....................................................................................................... 18 Specifying your Ingredients in Percent Mode .................................................................... 21 Components................................................................................................................................ 21 Other Items ................................................................................................................................. 22 Simple Procedures ...................................................................................................................... 22 Specifying your Procedure ......................................................................................................... 23 Items/phases browser .......................................................................................................... 24

Recipes .............................................................................................................................................. 16 3.1 3.2 3.3 3.4 3.5 3.6 3.7 3.1.1

3.3.1

3.7.1

3.7.2 3.7.3 3.7.4 3.7.5 3.7.6 3.7.7 3.7.8 3.8 3.9 3.10 3.11 4 5

Phase Types ........................................................................................................................ 25 Adding Phases ..................................................................................................................... 25 Use Group ........................................................................................................................... 26 Adjustments ........................................................................................................................ 27 Comments and Instructions................................................................................................. 28 In-Process Tests .................................................................................................................. 29 Adding Generic Process Steps from the Recipe Manager Library ..................................... 30

Verifying a Recipe ..................................................................................................................... 31 Previewing a Batch Sheet........................................................................................................... 31 Publishing your Recipe ........................................................................................................... 32 Marking a Recipe Inactive ...................................................................................................... 33

Units of Measure ............................................................................................................................... 34 Order Processing ............................................................................................................................... 37 5.1 5.2 5.3 Creating Orders .......................................................................................................................... 37 Printing a Batch Sheet ................................................................................................................ 39 Executing Orders ........................................................................................................................ 39 The Header Section ............................................................................................................. 40 Ingredients........................................................................................................................... 40 Entering Actuals.................................................................................................................. 42 Completing your Order ....................................................................................................... 43

5.3.1 5.3.2 5.3.3 5.3.4 6 6.1

Laboratory Information Management ............................................................................................... 45 Tests ........................................................................................................................................... 45 Overview ............................................................................................................................. 45 Test Update ......................................................................................................................... 45 Test Group Update .............................................................................................................. 46 Overview ............................................................................................................................. 47 Configuration ...................................................................................................................... 47 Create Sample Set ............................................................................................................... 48 Sampling ............................................................................................................................. 48 Enter Test Results ............................................................................................................... 49 Release Sublot ..................................................................................................................... 50 Retesting ............................................................................................................................. 51 6.1.1 6.1.2 6.1.3 6.2 6.2.1 6.2.2 6.2.3 6.2.4 6.2.5 6.2.6 6.2.7

Sampling, Testing, and Release ................................................................................................. 47

Configuring QuickBooks to interact with Recipe Manager Pro 2011 .............................................. 52

7.1 7.2 7.3 7.4 8 8.1

Change to Multiple UoM Mode ................................................................................................. 52 Change to Multi-User Mode ...................................................................................................... 53 The First Time you Import or Export ......................................................................................... 54 Final Notes ................................................................................................................................. 56 Import Items from QuickBooks ................................................................................................. 57 Item Import Configuration .................................................................................................. 58 The Prototype ...................................................................................................................... 59

Using the QuickBooks Interface ....................................................................................................... 57 8.1.1 8.1.2 8.2 8.3

Export Orders ............................................................................................................................. 59 Summary .................................................................................................................................... 62 Databases .................................................................................................................................... 64 Users ........................................................................................................................................... 65 System Configuration ................................................................................................................. 66 CMS Configuration ............................................................................................................. 67 Batch Execution .................................................................................................................. 68 Inventory ............................................................................................................................. 69 Lot ....................................................................................................................................... 70 Recipe Manager .................................................................................................................. 71 QuickBooks......................................................................................................................... 72 ODBC ................................................................................................................................. 72 Batching Orders Set Viewer ................................................................................................... 73 Complete Manufacturing Orders Set Viewer ......................................................................... 73 Item Components Set Viewer ................................................................................................. 73 Item Set Viewer ...................................................................................................................... 73 Open Manufacturing Order Detail Set Viewer ....................................................................... 73 Recipe Set Viewer .................................................................................................................. 73 Sublot Set Viewer ................................................................................................................... 73 Export to Excel ....................................................................................................................... 74 Columns Customization ......................................................................................................... 74 Using Incremental Search ....................................................................................................... 74 Using Keyword Search ........................................................................................................... 75 Sorting .................................................................................................................................... 75

Setup ................................................................................................................................................. 64 9.1 9.2 9.3

9.3.1 9.3.2 9.3.3 9.3.4 9.3.5 9.3.6 9.3.7 10 10.1 10.2 10.3 10.4 10.5 10.6 10.7 10.8 10.9 10.10 10.11 10.12

Set Viewers ....................................................................................................................................... 73

10.13 10.14

Grouping ................................................................................................................................. 77 General ............................................................................................................................ 77 Overview ......................................................................................................................... 79 The Filter Panel ............................................................................................................... 80 MRU Filters..................................................................................................................... 80 Filter Editor ..................................................................................................................... 81 Saving, Loading, and Deleting Filters ............................................................................. 82 Filtering .................................................................................................................................. 78

10.13.1 10.14.1 10.14.2 10.14.3 10.14.4 10.14.5 11 11.1

Generic CMS Functionality .............................................................................................................. 83 Common Actions .................................................................................................................... 83 11.1.1 New ..................................................................................................................................... 83 11.1.2 Open .................................................................................................................................... 83 11.1.3 Find ..................................................................................................................................... 83 11.1.4 Clone ................................................................................................................................... 83 11.1.5 Refresh ................................................................................................................................ 83 11.1.6 Save ..................................................................................................................................... 83 11.1.7 Undo.................................................................................................................................... 84 11.1.8 Delete .................................................................................................................................. 84 11.1.9 Help ..................................................................................................................................... 84 11.1.10 11.1.11 11.1.12 11.2 11.3 Preview ............................................................................................................................ 84 Print ................................................................................................................................. 84 Comment ......................................................................................................................... 84

Customizing Drop-Down Lists ............................................................................................... 85 Context Menus........................................................................................................................ 86

Introduction Recipe Manager Pro 2011


Mar-Kov Recipe Manager Pro 2011 is designed to allow you to create and cost recipes with processing instructions quickly and easily. You can also use it to generate batch sheets and record the results of executing your recipe (such as raw material lot numbers consumed and QC test results). Recipe Manager Pro 2011 also includes an interface to import items from QuickBooks and export completed manufacturing orders to QuickBooks (resulting in inventory changes in QuickBooks). Chapter 1 goes through the basics of installation and setup of Recipe Manager Pro 2011. Chapter 2 explains how to define, edit, and view Items. Chapter 3 explains how to define, edit, and view Recipes. Chapter 4 explains how to define, edit, and view Units of Measure. Chapter 5 explains how to create and execute manufacturing orders, how to generate printed batch sheets for your operators to fill in, and how to record completion of an order. Chapter 6 goes into the details of the Laboratory Information Management module, explaining how to define and perform tests. Chapter 7 explains the steps involved in getting the QuickBooks interface up and running. Chapter 8 describes how to use the various features of the QuickBooks interface, explaining the effects of the import and export functions on both systems. Chapter 9 contains information about setup and configuration of Recipe Manager Pro 2011. This includes information on configuring a database and users, as well as general configuration options for specifying recipes and processing batches. Chapter 10 explains how to use Set Viewers, Recipe Managers flexible tool for reporting, viewing, and exporting data. Chapter 10 describes a variety of generic Recipe Manager features that are useful throughout the software. This guide documents the functionality provided with Mar-Kovs Recipe Manager Pro 2011. Recipe Manager Pro 2011 includes some features that expire after 90 days unless you subscribe to a paid license. For a comparison of features included free and those that are only available with a license, visit www.mar-kov.com/?show=rmpro2011features.

1 Installing and Setting Up Recipe Manager Pro 2011


1.1 Compatibility
1.1.1 Operating System
Recipe Manager 2011 was designed for and tested on Microsoft Windows XP, Microsoft Windows Vista, and Microsoft Windows 7.

1.1.2 Database
Recipe Manager Pro 2011 works with Microsoft SQL Server 2005 or Microsoft SQL Server 2008. Express editions may be used. Microsoft SQL Server 2008 Express Edition is distributed as a part of the Recipe Manager 2011 installation.

1.1.3 Integration Requirements


Recipe Manager 2011 is compatible with the following products: Microsoft Excel 2003 and Microsoft Excel 2007 QuickBooks 2009, QuickBooks 2010, and QuickBooks 2011 (Pro, Premier, and Enterprise). Recipe Manager 2011 interfaces to QuickBooks using QuickBooks SDK 8.0.

1.2 Installing Recipe Manager 2011


To install Recipe Manager 2011: 1. Shut down all running programs 2. Run RmProInstall.exe This file is available for download at: www.mar-kov.com/RMPro2011/RmProInstall.exe 3. Follow the on-screen instructions to complete installation You will be asked whether you want to install SQL Server 2008 Express. If this will be a single-user installation and you do not have SQL Server installed already, you should say yes. If you are unsure how to configure SQL Server 2008 Express refer to the Database Configuration section of the Setup chapter of this User Guide. 4. Once Recipe Manager has been installed, you can run it from the desktop, or by choosing Recipe Manager Pro 2011 from the Programs group in the Windows Start menu.

5. The first time you run Recipe Manager 2011, you will be prompted to enter registration information:

Once you have entered your registration information and accepted the License Agreement, you must click Register. An email with an activation code will then be emailed to the email address you have provided. Copy this activation code to the registration form, and click Activate.

1.3 Connecting to a Database


Whenever you run Recipe Manager Pro 2011 you will be prompted to connect to a Microsoft SQL database:

If you installed SQL Server 2008 Express as a part of your Recipe Manager Pro 2011 installation, the default Server name specified will be correct. You must also select which Database on that server to connect to.

If this is the first time you have run Recipe Manager 2011, you will need to create a new database. To do so, specify your database name and click the New Database button. When you create a new database you will be asked to select an industry. This configures a variety of settings within Recipe Manager Pro 2011. If you have already created a database, select it and click connect. For more detail about configuring multiple computers to connect to the same database, refer to the Database Configuration section of the Setup chapter of this guide.

1.4 Troubleshooting
1. Uninstall Recipe Manager 2011 2. Restart your computer 3. Try installing Recipe Manager 2011 again If you need further assistance, contact our product support: Email: support@mar-kov.com Phone: 416-633-4383 (Monday - Friday, 8 a.m. - 6 p.m. EST)

2 Items
In Recipe Manager, the word Item is used to mean anything that can go into or come out of a recipe this includes raw materials, finished goods, packaging materials, labor, and non-inventory items. These are tracked using various update programs Item Update (for raw materials and finished goods), Package Update (for packaging materials), and Service Update (for labor). This chapter describes the process of creating and editing items. The following video tutorials also pertain to information presented in this chapter: Defining and Editing Items Components Defining and Editing Tests Customizing Drop-Down Lists NOTE: Please keep in mind that creating items in Recipe Manager is an alternative to maintaining them in QuickBooks and importing them periodically. It is not recommended that you create new items in both systems. Recipe Manager does track a variety of information about items that QuickBooks does not, such as Components, Specific Gravity and safety information. You may wish to add this information to imported items. If you are planning on deploying a QuickBooks interface, you should read the chapter on Using the QuickBooks Interface entering data.

2.1 Item Update


You can access the Item Update program from the main menu by clicking Master Tables >> Item Updates >> Item Update. The Item Update program is where you create, maintain, and update raw materials and finished goods. In Recipe Manager, there is no technical distinction between a raw material and a finished good a finished good is simply an inventory item with a recipe that specifies how to manufacture it. This means that at any time, you can decide that you want to start manufacturing a particular inventory item. To do this all you have to do is create a recipe for it. NOTE: If you wish to export completed manufacturing transactions to QuickBooks, the product must be defined as an Inventory Assembly in QuickBooks.

2.1.1 The Header


The header of the Item Update form contains a variety of general information about the item.

Depending on the version of Recipe Manager Pro you have installed, the set of available fields may differ slightly (for example if you are a coatings manufacturer, Certified organic will not be available to you).
Field
Item Code Unit Description Alt Description

Description
Item's code. This must be unique. The item's unit of measure Item description Alternate item description This is the phase the item will be added to if you click the "Add Simple Procedure" button on a recipe. To add an item to the list of available default phases, add a phase to the Recipe Manager Library. Item description that will be used for labeling purposes Alternate item description that will be used for labeling purposes. Usually an alternate language. The item Qualifier. Processor for the Item Flagged if the item is Certified Organic

Default Phase Label Description Alt Label Description Qualifier Processor Certified Organic

2.1.2 Item Definition


Click the new ( ) button to define an item from scratch, or click find ( ) to view and edit an item by selecting it from a list. If you know the item code of the item you want to view, you can just click open ( )and type in the item code. There are three required fields at the top of the form: Item Code, Unit, and Description. In Recipe Manager if you see a field name in red, you know that you must enter a value for it.

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2.1.3 The General Tab


The General tab of the Item Update program presents a wide array of information about the item in question.

Following is a brief summary of the fields on the general tab and their purposes:
Field
Comment Alt Comment

Description
Comment about the item. An alternate comment about the item. Often used for a comment in another language. Items cannot be deleted if there are historical records referring to them, i.e. batches, inventory, etc. Instead, they can be marked as discontinued or obsolete here. Defines how inventory of this item is treated - None, Warehouse, or Container Set to 'Trace' if lot tracing is required but you are not tracking inventory in CMS. Set to 'No' if you will not be tracking lots for this item. Item is approved Flagged if the item does not expire

Status Treatment

Lot Required Auto Approve No Expiry

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Retest Period Use Container Type Specific Gravity SG Deviation Retest Period Maximum Life

Period over which the item should be retested User defined grouping field to specify what types of container may be used to contain the item, for example glass, aluminum, or rubber The specific gravity of the substance. This value is used to compute the volume of the item when it appears on a recipe. The deviation of the specific gravity Period over which the item should be retested. Used to automatically set 'Expiry Date' for item lots. Period after which an item cannot be retested. Used to automatically set 'Destruct Date' for item lots. The recipe specified here is the recipe used for planning purposes. If an item has a costing recipe defined, that recipe's bill of materials will be listed as ingredients on the label rather than the item itself. Standard Cost for the item Actual Cost for the item Replacement Cost for the item The item's Specific Gravity. Used to convert between weight and volume for the item. The item's Density. Used to convert between weight and volume for the item. Density units are determined by the standard weight and volume units configured for the system in Configuration Update. User who created the item definition Host system which the item was imported from Flagged if the item is a prototype

Costing Recipe Standard Cost Actual Cost Replacement Cost Specific Gravity

Density User Import From Prototype

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2.1.4 The Components Tab


The Components tab is used to identify the components of the Item.

A common use for components is to track and calculate nutrition information as in the above example. Components are prorated and aggregated on recipes based on information provided in each item definition. Some variants of the Recipe Manager Pro lot label include nutritional information. When you print labels for a finished product that you have manufactured, it may include nutrition information calculated on the ingredients that went into that recipe. Note that only those components that are listed on the components tab for the finished product will be listed on the label. Define a new component by right-clicking and selecting component update. To view the tutorial video on setting up components, click: Components

2.1.5 The Tests Tab

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The Tests tab is used to record the tests needed for the Item. Select as many tests as you like for the item. Tests listed will be required on receipt or manufacture of the item. Learn how to define tests and test groups, as well as record test results in the Laboratory Information Management chapter. To view the tutorial which demonstrates the process of defining and editing tests, and specifying them on your recipe, click: Defining and Editing Tests When you add a test to your item, you will need to specify Min, Max, and Target if your test is of one of the test types that require these fields (numeric, purity).

2.1.1 The Manufacturers Tab


The Manufacturers and Suppliers tab is used to identify the Manufacturers of the Item.

The Manufacturer must be selected from legal Manufacturers - you can define a new manufacturer using the Supplier/Manufacturer Update program. For each manufacturer of the item you may also specify a manufacturer specific trade name. In Configuration Update, there is an option that constrains new Lots of a material to be assigned manufacturers from the manufacturers list for that item.

2.1.2 The Coatings Tab


The coatings tab has information relevant specifically for coatings manufacturers (some other chemical manufacturers will benefit from these fields as well). Certain values are calculated and displayed on your batching recipes based on the data entered here for ingredients.

2.2 Package Update


The Package Update program is used for defining and updating packages. One place where packages are specified is when you print Lot labels: the packaging information you select will be displayed on the label. You can run Package Update by clicking Master Tables >> Item Updates >> Package Update.

2.3 Service Update


The Service Update program is used for defining and updating services. Services are normally labor items which you which to track on your recipes and batching orders. Costing information can be associated with Services, just as it may be with any other item that goes into a recipe. You can run Service Update by clicking Master Tables >> Item Update >> Package Update.

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Note that when you import items from QuickBooks, any items defined as services in QuickBooks will automatically be defined as services in Recipe Manager Pro.

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3 Recipes
The Batching Recipe program is used to create and edit Batching Recipes in Recipe Manager. Batching recipes, when executed, produce bulk product. To start the Batching Recipe program, select Order Entry >> Recipe Manager >> Batching Recipe from the main menu. This chapter will describe how to create, edit, and publish recipes. The following tutorial videos pertain to information presented in this chapter: Your First Recipe Percent Mode and Scaling your Recipe Adding Procedure Steps from the Library Verify Customizing the Recipe Manager Library

3.1 Creating a New Recipe


To start a new recipe, click the New Recipe button ( ). To load a saved recipe, click the Find Recipe button ( ).

3.1.1 General Information and Totals


The first thing to do when you create a new recipe is enter a Recipe Number the unique identifier for your recipe. The recipe number field is located in the top left corner of the main window. The recipe depicted below has been given the recipe number R-0005.

You can also enter the Yield, Total Weight, and Total Volume for the recipe. If you edit the Total Weight or Total Volume, it will scale the entire recipe. The Yield is maintained separately, and represents the amount of product yielded given a batch of the size specified on the recipe. Note that this information does not restrict your batch size on the order you can scale your orders up or down, and the yield will always be in the same proportion to the batch size. Many users always set the Yield equal to the batch size, and account for loss in other ways.

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3.2 The Header Tab


There are four tabs on the Batching Recipe program: Header, Ingredients, Components, and Procedure. The Header tab will be selected by default when you launch the Batching Recipe program.

The header tab contains general information about your recipe things like whether it has been published, when it was created, what product is produced from it, etc. Following is brief description of each field on the header tab:
Field Published Description Flagged if the recipe has been published. By default, unpublished recipes are only accessible to the user who created them. If you flag this field, the recipe becomes accessible to all users. Flag this field if you no longer wish the recipe to available for use in production. The date the recipe was first created.

Shared Inactive Date Created

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Weight Unit

This is the weight unit you wish to work with while formulating this recipe. When you create a new recipe, this is set by default to the 'Default Weight Unit' selected on the Inventory tab of the Configuration Update program. This is the volume unit you wish to work with while formulating this recipe. When you create a new recipe, this is set by default to the 'Default Volume Unit' selected on the Inventory tab of the Configuration Update program The number of digits recorded after the decimal in the Qty column on the ingredients tab. When you create a new recipe, this is set by default to the 'Percent Precision' selected on the Recipe Manager tab of the Configuration Update program. The number of digits recorded after the decimal in the percent column on the ingredients tab. When you create a new recipe, this is set by default to the 'Percent Precision' selected on the Recipe Manager tab of the Configuration Update program. A comment about the recipe. You may have more than one recipe for an item, and use the comment to quickly differentiate between them. Recipe comment is a required field This is the product that the recipe makes This is the description of the product the recipe makes These are packout instructions

Volume Unit

Qty Precision

Percent Precision

Recipe Comment Product Description Instruction

3.3 Specifying your Ingredients


The Ingredient tab is where you specify the list of ingredients used in a Recipe. Each row represents one ingredient (actually the same ingredient should be specified more than once if it is added more than once during the execution of the recipe). To add an ingredient, simply click on the first row in the table that doesnt already have an item, enter the Item Code in the Ingredient column and press enter.

If you dont know the item code, you can search for an ingredient from the Item Master. Double-click the ingredient field of a line in the ingredients list or press the three dots at the right side of the ingredient field. You will be given a choice of all Items that have been stored in the Item Master.

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You may enter as many items as you want, and as you do you may enter the quantity required (Recipe Qty) as shown in the following image:

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Enter the quantity required of each item

Recipe Qty is always entered in the items unit of measure. Based on the specific gravity entered for each item, both Weight and Volume will be displayed. You may edit these values directly if you wish. Weight % and Volume % are calculated. All costs are calculated and displayed, including cost, total cost for each item, and total cost across all items, according to information stored in the item master:

In order to add an ingredient, it must first be defined in the Item Master. Refer to the chapter on Items for instruction on creating and editing items. As you enter the ingredient quantities, the Total Weight and Total Volume values in the Totals section at the top of the window keep a running totals of the total quantity that will be consumed by the batch. You must also enter the Yield this is the quantity that the batch will actually produce given the Total Weight and Total Volume. For some industries the Qty Yield will always be the same as either the Total Weight or Total Volume.

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The total costs as well as the calculated unit costs are also displayed in the totals section. Unit costs are always based on the unit specified for the finished product in Item Update. Note that if you wish to scale all of the ingredient quantities on your recipe, all you have to do is edit the Total Weight or Total Volume in the General Information section all ingredient percentages will remain fixed.

3.3.1 Specifying your Ingredients in Percent Mode


You can switch between Quantity mode, Weight Percent mode, and Volume Percent mode by pressing the button shown below:

Toggle Quantity/ Percent Mode

When you are in percent mode, you enter the Total Weight/Total Volume and then adjust the percentages of each ingredient, and the quantities of those ingredients are calculated for you. You may temporarily have a summed percentage greater than 100%, you may even save such a recipe, however such a recipe will fail on Verify and on Publish. You can read more about verifying and publishing recipes later in this chapter.

3.4 Components
The components are displayed immediately below the ingredients on the ingredients tab. These values are aggregated from the components specified in the various ingredients, scaled based on the percentages of those ingredients included in the recipe.

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3.5 Other Items


The Other Items tab is used to specify items that are not considered ingredients for use in your recipe. Ingredients are restricted to items that are measured by weight (because otherwise doing percentage calculations is impossible) so Other Items are usually things like packaging materials and labor.

Besides this, Other Items are different from Ingredients in two important ways. First of all, for Other Items, you may specify both a Base Qty and Recipe Qty. When the recipe is changed (or an order based on the recipe has qty required different from that on the recipe), Base Qty remains the same while Recipe Qty is scaled appropriately. Total qty required on an order will be the sum of these two quantities. An example where you may want to use Base Qty is if there is some fixed setup time for a batch that you want to record. Another important difference is that Other Items are not included as a part of the recipe procedure.

3.6 Simple Procedures


There is a way to quickly and easily create a simple procedure for your recipe. This is by means of the Create a Simple Procedure button. You will use this option if you do not wish to track specific processing instructions to be followed by your operators. You will also use it as a quick shortcut to lay out the bare bones of a complex procedure onto which you can add other instructions. This button is only available if your recipe has no phases in its recipe. When you click the Create a Simple Procedure button, in the simple case a phase will be added to your recipe, and each of your ingredients will be placed in this phase in the order specified on the ingredients tab. The phase will automatically be set to have a phase type of Finished Product. If your ingredients have Default Phases set up in their item master entries, those ingredients will have phases created for them into which they will be placed. These phases will automatically be added to the

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Final phase. Any items that do not have a Default Phase specified will be added to the Final phase.

Click here to add a simple procedure to your recipe. This technique can be useful if most of your recipes have only one phase, particularly if you do not make use of processing instructions on your batch sheets. If you elect to use this option, you may proceed directly to publishing your recipe.

3.7 Specifying your Procedure


In order to specify the procedure for your recipe, navigate to the procedure tab. On the left hand side of the tab, you will see a number of icons. They are labeled in the image below:

Trash Toggle Numbering Move Up Move Down Phase Use Group

Adjust
Comment Instruction Test

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The first step in creating a recipe procedure is to create a phase. Drag and drop the phase icon onto the procedure root. You will see the following:

Enter a Phase Name

Select a Phase Type

You may specify details for the phase while it is selected. You must at least give your phase a name. You should also select a Phase Type (more on this in the section on phase types). As you add ingredients to a phase, the Total Weight for that phase will be updated. You may enter a value for Time to Add if you do so, the Weight Rate will be automatically calculated (Weight Rate is Total Weight divided by Time to Add). Conversely you may enter a Weight Rate and Time to Add will be displayed.

3.7.1 Items/phases browser


The Items/phases browser is used to add ingredients from your recipe to your recipe procedure. Click the Items/Phases browser button to launch the browser:

Click to launch the Items/Phases browser:

The browser will appear:

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Items that you have already added to your recipe will appear in grey, and items that have yet to be added will appear in white. You can add items to your procedure by simply dragging them from the browser to the appropriate phase in your procedure. To reorder phases, items, or anything else in your procedure, hold down shift and drag and drop whatever it is you are trying to move. It will be placed directly before the item that was highlighted when you dropped it. Alternately, you can select the step that you want to move and press the Move Up or Move Down button.

3.7.2 Phase Types


Each phase in your recipe must have a phase type. The default phase type for a phase is Hold for addition, and the other options are Finished Product and Continuation.

3.7.2.1 Hold for Addition


Hold for Addition is the basic phase type for a phase of your recipe. Most of your phases will be of this type. Hold for addition phases must be added to another phase elsewhere in your recipe.

3.7.2.2 Finished Product


Each recipe must have one and only one Finished Product phase. This is your final phase, and the results of it will be the product your recipe specifies. If your recipe only has a single phase, it will have a phase type of Finished Product.

3.7.2.3 Continuations
Continuations are normally used when you have a phase that takes a long time to complete, during which time the operator can perform some other task. When you select the continuation phase type, the Phase, Qualifier, and Preamble fields will be disabled, and the Continue From field will be enabled. The Continue From field is a drop-down list where you will be able to select from existing phases. Once you select which Phase to continue from, the Phase, Qualifier, and Preamble fields will display the appropriate information, copied from the original phase.

3.7.3 Adding Phases


In addition to items, you may also drag-and-drop phases from the Items/phases browser to your recipe procedure. Each phase that was marked as Hold for Addition must be added to another phase. You can do this by selecting the Phases tab from the Items/Phases browser. In the image below, you can see that 25

phases Premix A and Premix B have been added to the phase Main, and Main has been added to Final.

The phases Premix A and Premix B have been added to the phase Main

The phase Main has been added to the phase Final which has a phase type of Finished Product

3.7.4 Use Group


You may also add items and phases to a Use Group. A use group is a group of Add Ingredient steps with the stipulation that they be added In Order or Any order. In order to add a Use Group to a Phase in your recipe, drag and drop the Use Group icon ( ) to the appropriate place. You may set the use order to be Any Order or Specified Order. To make an item part of a Use Group, just drag it onto the Use Group in the same way that you would drag it onto a phase.

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Add ingredients inside the Use Group Select Any Order or Specified Order If the Items must be added in the order specified, you can add them to the Phase one after another, or add them to a Use Group and chose Specified Order. These will appear differently on a batch sheet and during execution, but are otherwise functionally equivalent.

3.7.5 Adjustments
Adjustments are used to add items to your recipe based upon the result of a test. Drag the adjustment icon ( ) to the appropriate place in your recipe to add an adjustment. You should specify the characteristic to be measured, and its target value. You also specify what the minimum and maximum acceptable values are for your characteristic, and select what items are to be added if your minimum and maximum are not met. Items are available in the list here if their Weigh Rule was set to UQ (unknown quantity) on the ingredients tab. You may also check the LT (less than) not required checkbox if there is no minimum value, and check the GT (greater than) not required if there is not maximum value.

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3.7.6 Comments and Instructions


To add a comment at any point in the recipe, you simply drag the comment icon ( ) from the left hand side of the form to the appropriate place in your recipe. Add a description and a comment, and you are done. Your description will show up as the comments name in the recipe.

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Instructions work in the same way as comments do. Simply drag the Instruction icon ( ) onto the appropriate location in the recipe, and add your description and comment. The primary difference between instruction and comments is in how they are displayed in Batch Execution and on a printed batch sheet.

3.7.7 In-Process Tests


To add an In-Process Test, drag the Test icon ( ) onto the appropriate location in the recipe. You may fill out the comment field as you deem appropriate. Then you select any number of tests to perform by adding them to the list at the bottom-right of the form. Simply select the test you want from the dropdown list in the test field.

Enter any number of tests

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3.7.8 Adding Generic Process Steps from the Recipe Manager Library
In order to add generic process steps from the recipe manager library, navigate to the Procedures tab on the main Batching Recipe form, with your recipe open. Click the Recipe Library icon ( Library form will come up: Mixing time and condition: an example of a Format process step ). The Recipe

Fields in blue are entered on the Batching Recipe form as properties

The Recipe Library contains generic process steps sorted into folders. To add one of these steps to your recipe, just drag it from the Recipe Library to the appropriate place in your procedure in your Batching Recipe. There is one type of process step that you can add from the library that was not available from the options among process steps on the Batching Recipe form: the Format process step (represented by the icon).

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Fill out the property values

After you add a Format process step to your recipe, fill out the property values at the bottom right of the form. These values will be inserted in place of the properties in blue above when you print a batch sheet, and during Batch Execution. Everything else in the Recipe Library comes across exactly as it is when you drag-and-drop it onto your recipe (and the process steps you add are all editable). You can even drag phases with sub-steps. For more information regarding the Recipe Manager Library and to learn how to create your own generic process steps, see the Recipe Manager Library section of this document.

3.8 Verifying a Recipe


Clicking on the Verify button ( ) on the Batching Recipe form causes Recipe Manager to check your recipe for inconsistencies, such as items that you listed as ingredients that were not used in the recipe. The errors come up in a list at the bottom of the Batching Recipe window.

3.9 Previewing a Batch Sheet


You can preview what your batch sheet will look like by clicking the Preview button, and you can print it by clicking the Print button. This process generates a generic batch sheet from the recipe this will help you in the recipe development process by allowing you to get an idea of what an actual batch sheet will look like.

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Of course, you will not see any order information on this batch sheet to generate an actual batch sheet, follow the instructions in the chapter on Order Processing.

Preview Print

When you click Preview or Print, a dialog will appear asking you to select a report name. Depending on your version, there may be multiple batch sheets to choose from.

Caution: No matter whether you Preview or Print, batch sheets created from here are only for the purpose of seeing how the batch sheet will look when you put it into production. To have a batch number assigned, you must create a batching order and print the batch sheet from the batching order program.

3.10 Publishing your Recipe


Before you can create an order to manufacture an item from the recipe you have developed, you must publish your recipe. Publishing a recipe has the following effects on your recipe: 1) It will no longer be editable 2) In a multi-user environment, other users will be able to view it 3) You will be able to create batching orders from it 4) The recipe will become the costing recipe for the product (configurable) 5) Any previous recipes for the product will be disabled (configurable) Verification is a part of the publish process if a recipe cannot be verified, it cannot be published. In order to publish your recipe, first save it, and then click the publish button at the top of the recipe form:

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Click here to publish your recipe.

IMPORTANT: You can only create batching orders for published recipes.

3.11 Marking a Recipe Inactive


Once a recipe is published, it cannot be deleted. This ensures that you will always have traceability for published recipes. You can, however, take Recipes out of use. You do this by marking a recipe inactive. An inactive recipe cannot be used to create an order. To mark a recipe inactive, click the Active/Inactive mode button at the top of the batching recipe form.

Click here to mark a recipe inactive.

When you click this button, your recipe will be switched to inactive mode. The button appearance will change.

Click here to reactivate a recipe.

Recipes that are inactive cannot be used for creating orders.

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4 Units of Measure
In CMS, every item has a unit of measure associated with it. Some units of measure will already be defined when you install CMS, but you may wish to add more this chapter will describe how. To run the Unit Update program click Master Tables >> Miscellaneous >>Unit Update.

To open and view an existing unit, click the find button. The definition for pounds is displayed below:

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The Base Qty field defines the conversion factor. All conversion factors define how to convert to a common base quantity of 1. Each unit Category has its own set of conversions. The easiest way to configure your units is to assign a unit in each category a base quantity of 1 then the Base Quantity for each other unit in that category is simply the conversion factor to the unit with base quantity 1. This is the case in the above example below. The definition of kg has a Base Qty of 1 this is why the Base Qty listed for lb is a factor for converting from pounds to kilograms.

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In some contexts (i.e. when entering formulas in Recipe Manager), all units are converted to their Display Unit. Thus, if you wanted to show all units on your batching recipe in kilograms, simply define kg as the display unit for each of your units. Similarly, there are some contexts (such as on printed batch sheets) where units are not displayed if the Show On Screen flag is not set. This allows you to prevent unit of measure names from being displayed.

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5 Order Processing
You can create batching orders in Recipe Manager, and then print batch sheets and enter real data (actual quantities consumed, lots, etc). This chapter will describe the process of creating orders, printing batch sheets, and completing orders. The following video tutorials also pertain to information presented in this chapter: Batching Orders and Batch Sheets Completing a Batching Order Managing Lots Entering Test Results and Releasing a Lot Exporting Completed Orders to QuickBooks

5.1 Creating Orders


To create a batching order in Recipe Manager, you must first have a published recipe to create the order from. This is how Recipe Manager knows what ingredients will be required for the recipe, and what the batch sheet should look like based on your processing instructions. Refer to the chapter on creating recipes for instructions on creating your recipes. To create a batching order, select Order Entry >> Batching Order from the main menu. When you press the New button, you will be presented with a list of all published recipes saved in your system (that have not been marked as Inactive). Select the recipe that you would like to place an order for by double clicking it. IMPORTANT: You can only create batching orders for published recipes unpublished recipes will not appear in this list. Recipes that have been marked as inactive will also not appear in this list.

Once you have selected your recipe, most of the information on the Batching Order form will be filled in as follows:

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You must enter a Plan Start Date and Date Required. If you enter either, the other will be calculated based on Lead Time, which is defaulted from the item definition of the product being manufactured. You may also edit either the Qty Required or Qty Yield (both are defaulted by the recipe). Qty Required is the sum of the weights of the component ingredients, whereas the Qty Yield is the expected weight of the finished bulk. Editing one will cause the other to change accordingly so that Qty Required is always the same proportion of Qty Yield. Similarly, the Qty Required for each ingredient is automatically scaled when Qty Required for the recipe changes, so that each ingredient remains the same percentage of the total batch. Number of Batches is a number that drives functionality on some Batch Sheets. The Other Items tab at the bottom of the form shows items specified on the recipe that are not considered ingredients. The other items tab is depicted below.

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Items on the other items tab are scaled when you change the Qty Required for the recipe as well, but the scaling works slightly differently. For these items, the Quantity is scaled while the Base Qty remains the same (total quantity will be the sum of these two values). An example of when this would be useful is if you have some services which take the same length of time regardless of the size of the batch, and others that take longer the larger the batch is: in the first case, you would use the Base Qty and in the second you would use the Quantity. There will of course be some cases where you want to specify both Base Qty and Quantity. Once you have specified the Qty required, save your recipe. Before you can start batching, you will have to press the Release Order button. Alternatively, you can press the reject order button.

Reject Order Preview Batch Sheet Release Order

5.2 Printing a Batch Sheet


Once you have saved a batching order, you may preview and print a batch sheet for that order. To preview a batch sheet, click the preview button on the Batching Order form. From the preview screen you will be able to print your batch sheet. Keep in mind that different companies will want to print their batch sheets at different points in the manufacturing process. Some will want to print the batch sheet immediately after releasing the order this will be the case if you wish to have your operators record actual quantity and lot information for each batch. Alternately, if you wish to specify this information and have it actually printed on the batch sheet, you will want to hold off on printing the batch sheet until a later stage. You may also preview and print batch sheets by clicking the preview button on the MF Order Execution Express form (this is the next step after placing the order), or by right-clicking an order number and printing the batch sheet from the context menu.

5.3 Executing Orders


Once you have placed and released your order, you are ready to Execute it. Execution is the process during which you record the actual quantities consumed and created, as well as the lot numbers of the raw materials consumed. Launch the batch execution program from the main menu by clicking Transactions >> Manufacturing >> MF Order Execution Express. To create a new execution record, click new. You will be presented with a list of all outstanding orders (released batching orders for which there are no execution records). It may help you to think of the batch execution record as a batch receipt which you place against a batching order, just as you place purchase receipts against purchase orders. 39

Double-click on the order you want to create an execution record for and the information will be loaded.

5.3.1 The Header Section


The header section contains a variety of information about the order and product, none of which is editable:

5.3.2 Ingredients
The ingredients section of the MF Order Execution Express form is composed of three grids:

This is a list of ingredients required by the order

This is a list of all lots of the selected ingredient

This is a list of lots assigned to the selected ingredient

Click here to define a new lot for the selected item.

The grid in the upper left is a list of all ingredients required by the order. Lines in red indicate that they require lot numbers, but have not been assigned them. Whether or not a lot needs to be specified for an ingredient is determined the value of the Lot Required field on Item Update. If it is set to Trace, a lot will be required. If it is set to No, lot will not be required. For Recipe Manager Pro, you will never set this value to Yes (this is an option that you would might select in Mar-Kovs full system, Mar-Kov CMS which includes inventory control).

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The grid on the right lists all current lots for the selected ingredient. Double-clicking one of these will select it for use with the item. The grid in the bottom left lists all lots currently selected for the item. You can deselect a lot by clicking the red minus button at the bottom of the grid.

5.3.2.1 Creating a Lot


You can define a new lot by clicking the green plus symbol in the bottom right of the MF Order Execution Express form. If you do, the following form will be displayed:

Here you can enter a variety of information about the lot you are defining. Depending on the options you have set up in Configuration Update, some of these fields may be required. Also, Manufacturer may be constrained to be on the list of manufacturers for the item depending on your configuration settings. When you have finished specifying information for the new lot, you can click save. When you do, the new lot will automatically be assigned to the selected item. Note that you can also create a new lot for an ingredient at any time by right-clicking an item code and selecting Create Sublot from the context menu.

5.3.2.2 Disposing a Lot


Over time, you will go through many lots of raw materials. When you have run out of a lot of raw material and you wish to make it unavailable for selection during manufacturing, you can dispose of it. Right click the lot in question, and select Lot Disposal as below:

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When you do, the Lot Disposal form will be brought up. From here all you need to do is click save to dispose the Lot. Keep in mind, that historical information about the use of the lot will still be maintained, and you will still be able to find it in the Sublot Set Viewer. You just wont be able to select it during manufacturing.

You can also reverse the disposal of a Lot by right clicking the lot number and selecting Reverse Lot Disposal.

5.3.3 Entering Actuals


You must also verify the quantity that is being created in your batch. This is referred to as the Make Qty, and you will find it in the Header section. This value is defaulted to your order quantity.

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Ingredient quantities are automatically scaled to reflect the new Make Qty. Keep in mind that you may print a batch sheet at any point in this process. Which batch sheet you print and when will be determined by what information you have before the order begins, and what information you wish your operator to collect during execution. In Mar-Kovs full inventory control system Mar-Kov CMS, you can also record actual quantities consumed.

5.3.4 Completing your Order


Once you have completed entering the information required, you may save your batch execution record. There is one more step once you have saved your order execution record. You must either mark the order complete, or reverse it. Marking an order complete finalizes it, whereas reversing it takes you back to where you were before you saved it (in other words if you reverse a manufacturing receipt then you can create a new one for the same order). In terms of the QuickBooks interface, manufacturing orders are not exported to QuickBooks until they have been marked complete.

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Click here to mark the order complete

Click here to reverse the manufacturing receipt

When you mark your order complete, you will be shown some vital statistics about the batch you have just produced, such as the quantity consumed, the Expected and Actual Yields, and the tolerance (to change the tolerance refer to the chapter on configurations.

If your Actual Yield % is outside tolerance of the Expected Yield %, you will be forced to enter a comment. If you wish to change the Tolerance, refer to the chapter on configurations. Once you click ok, you have completed your order! Note that completed MF Receipts cannot be reversed.

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6 Laboratory Information Management


In Recipe Manager, a Lot of material can be created with a status of Hold or Quarantine. Quarantined ingredients cannot be used in manufacturing. The test and release of materials is organized by sublot. Any received or manufactured sublot may be released if all required tests have been performed against that sublot. Tests can be specified for a particular item, as well as on a batching recipe. They may also be required on production of materials. This chapter describes how to create and edit tests and test groups, create samples, enter test results, and release materials for use. It also describes notifications sent at each step of this process. The following video tutorials pertain to information presented in this chapter: Defining and Editing Tests Managing Lots Completing a Batching Order Entering Test Results and Releasing a Lot

6.1 Tests
6.1.1 Overview
Tests may be defined and specified as required for items, on either receipt or manufacture. This section will discuss how to define tests and test groups, and specify their execution for receipt and manufacture of items.

6.1.2 Test Update


The Test Update form is used to create and edit tests (which may later be added to items). You can start the Test Update form by clicking Master Tables >> Miscellaneous >> Test Update in the main menu.

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The required fields for a test are Test (the tests name), Test Result Type, and Test Group. There are six test result types: NUM A numeric test. Minimum, maximum, and target values must be specified when this test is instantiated for a particular item. BOOL A pass/fail test. STR A pass/fail tests where the tester must add a comment. PURE A purity test. TPUR A total purity test (this test is an aggregate of PURE tests). DONE A retain. This test is completed simply by virtue of the sample having been taken.

6.1.3 Test Group Update


For each test, you must specify a test group. You can create and edit test groups via Test Group Update by right-clicking on the Test Group field on the Test Update form and selecting Test Group Update from the context menu. The purpose of creating multiple test groups in Recipe Manager Pro is if you wish to have multiple samples taken per lot of material. A test group specifies the sampling requirements and method for the tests assigned to it. If a number of tests from the same test group are assigned to an item, then only one sample need be taken for that group of tests. The Test Group Update form is depicted below:

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Sampling Methods include: ROOT+1 Sample from square-root plus one of received containers in each lot. LOT Sample from one container in each lot. CNTNR Sample from each container. BATCH Sample at the end of a batch. Specifying a test whose test group has this sampling method for an item will cause an in-process test to be inserted at the end of each batch produced for that item. Sample Size for a test group is determined by the sample size specified here on the Test Group Update form, plus an incremental sample size for each test in the group that is specified for a particular item.

6.2 Sampling, Testing, and Release


6.2.1 Overview
When materials are received they must be sampled and tested according to specifications, after which they may be released. This section will explain the three configuration options for sampling, and will then explain each step in the process of receiving, testing, and approving received or manufactured materials.

6.2.2 Configuration
Sampling in CMS can be configured to work in one of three ways. Create Samples Samples will be created automatically. Proceed directly to Enter Test Results after receipt or manufacture. The other steps (create sample set, sampling) will still be required for retesting. Create Sampling Request Sampling request is created, but samples are not proceed to Sampling after receipt. Manual - Sampling must be requested and performed manually. Proceed to Create Sample Set after receipt.

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6.2.3 Create Sample Set


The first step in the sample/test/release process is the creation of the sample set. If the system sampling configuration is Manual, the following form will be automatically launched when materials are received (also available from context menu for Lot).

The sample set defines the tests and resulting sampling requirements for a particular lot when this process occurs automatically, default values (from predefined tests, test groups, and the list of tests specified for an item in item update) are used. The user may select the grade to which the inventory will be tested. The user may also request additional testing on the Testing Specification tab. The affected containers tab lists containers in the sublot. When you save, the sample set will be created. This means that sample containers will be created, labels will be available for print, and the test records will be created as well.

6.2.4 Sampling
Once the sample set has been created, sampling must be performed for each sample in the sample set. To perform sampling for a sample container, right click the sample container number and select sampling, or go to sampling in the menu Transactions >> Testing >> Sampling and then enter or scan the sample container number from the label.

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From the sampling form, simply enter the quantity sampled and select the location the samples are to be created in. You can also change which containers will be sampled (unless you are using by-container sampling). When you save, the sample container(s) will be assigned the quantity specified, and the source container quantities will be reduced accordingly.

6.2.5 Enter Test Results


To enter test results, either right-click on a test container and select Enter Test Results, or select Transactions >> Testing >> Enter Test Results from the menu and then scan or enter the test container number. If you do not know the test container number, you can press the find button and select from a list of test containers.

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From the Enter Test Results form, you can enter all test results for the selected test container. Depending on the test type, results may be entered differently for numeric tests, enter a result and if it is in the target range the status will automatically be set to Passed (or Failed if it is outside the range). For a boolean test, simply slect the desired status. For the first test result entered for a particular lot, you will need to enter an expiry data and destruct date. For subsequent tests for that sublot, these values will be defaulted to the same value.

6.2.6 Release Sublot


When you save a test result, if all tests for the sublot are recorded you will be presented with the message:

Click yes, and the release sublot form will be brought up. You may also select it from the main menu by clicking Transactions >> Testing >> Release Sublot or from the context menu for a sublot.

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To approve the sublot, press the Approve Sublot button ( sublot button ( passed.

). To reject the sublot, press the reject

). You may always reject a sublot, but you can only approve it if all the tests are

6.2.7 Retesting
If you want to retest a particular sublot, you can do so by creating a new sample set, sampling against it, entering results for the samples and finally, releasing the sublot. This gives you the opportunity to update the expiry date of the sublot, which is the most common reason for retesting. A sublot cannot be retested past its destruct date.

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7 Configuring QuickBooks to interact with Recipe Manager Pro 2011


Instructions in this chapter must be followed if you want to import items from QB or export transactions (orders, etc). These instructions assume that QuickBooks is already installed and working on your system. If QuickBooks is not installed on your system yet, you should install it before proceeding here. You may note that most Recipe Manager Pro users will install QuickBooks Manufacturing & Wholesale mode, and will choose to track inventory in QuickBooks. The following video tutorials pertain to information presented in this chapter: Importing Items from QuickBooks Exporting Completed Orders to QuickBooks Note: Recipe Manager Pro 2011 has been tested for use with QuickBooks 2009, QuickBooks 2010, and QuickBooks 2011 (Pro, Premier, and Enterprise). Recipe Manager Pro 2011 interfaces to QuickBooks using QuickBooks SDK 8.0.

7.1 Change to Multiple UoM Mode


In order for Recipe Manager Pro to interface to QuickBooks, QuickBooks must be running in Multiple Unit of Measure per Item mode. One way to switch to this mode is to select Edit >> Preferences from the main menu in QuickBooks.

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The following options window will appear:

On the Company Preferences tab of the Items & Inventory section, one of the options is Unit of Measure. Select Multiple U/M Per Item and click OK to switch modes. NOTE: you must be in single-user mode to accomplish this.

7.2 Change to Multi-User Mode


You must be running QuickBooks in Multi-User mode for Recipe Manager Pro to interact with it. To switch to Multi-User mode, select File >> Switch to Multi-user Mode from the main menu:

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When you switch to multi-user mode, QuickBooks will prompt you with the following questions:

Recipe Manager Pro does not require any additional users to be set up. You may click No.

7.3 The First Time you Import or Export


You should be logged into an administrative account in QuickBooks for the first time you import items from QuickBooks or export changes to QuickBooks. The first time you use the Import Items from QuickBooks or Export Changes to QuickBooks in Recipe Manager Pro, QuickBooks will display the following warning:

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It is recommended that you select Yes, whenever this QuickBooks company file is open and press Continue. When you click continue, the following message will be displayed:

Press Yes to proceed the following Confirmation will be displayed.

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Recipe Manager now has access to your QuickBooks company file!

7.4 Final Notes


You should note that QuickBooks must be running when you perform import/export. Recipe Manager Pro will interact with whatever company file is currently open in QuickBooks, regardless of what company files it has worked with previously. Recipe Manager Pro is not designed to switch between multiple QuickBooks company files; if you do so, the results will be unpredictable. More specifically, if you are maintaining multiple QuickBooks company files, each one should have its own Recipe Manager Pro database associated with it. Recipe Manager Pro does not have to be running on the same machine as your QuickBooks company file, as long as the machine it is installed on has a QuickBooks running, with the correct company file open. Recipe Manager Pro can be deployed as a multi-user system for multiple users working with a single database please refer to the databases/server section of the Setup chapter, and contact sales@markov.com for further details. If you encounter problems while setting up your QuickBooks, please contact support@mar-kov.com to resolve the issue.

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8 Using the QuickBooks Interface


There are two major QuickBooks interface programs in Recipe Manager Pro: Import items, and Export Changes. The Import Items program allows you to import items, including their costs, for recipe development purposes. The Export Changes program exports completed batching orders to QuickBooks. This chapter will describe both the Import Items and Export Changes programs in greater detail. Before you can exercise these QB interface functions, you must follow the instructions in the chapter called Configuring QuickBooks to Interact with Recipe Manager. The following video tutorials pertain to information presented in this chapter: Importing Items from QuickBooks Exporting Completed Orders to QuickBooks

8.1 Import Items from QuickBooks


The Import Items program is used for importing items from QuickBooks to Recipe Manager. To launch the Import Items program, click QuickBooks >> Import Items from QuickBooks on the main menu. When the program opens it will show an empty grid:

Refresh Button

To populate the grid with all items defined in QuickBooks, click the refresh button.

The grid will display all the information about the items to be imported, including costs and any userdefined fields in QuickBooks (QB 1 QB 5).

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Import: Import selected items from QuickBooks

Select the items that you want to import by holding down the ctrl button and clicking them to select multiple non adjoining items, or by holding down shift and clicking to select a range. You can also press ctrl-a to select all. Once you have selected the items you want to import, click the Import button to import the selected items from QuickBooks. When you click the import button, the status of the import for each selected item is displayed in the Import Status column. In the case depicted below, two items were successfully imported. Successfully imported items show a status of Imported in green. Those that could not be imported show the error that prevented the import in red.

This item was successfully imported CAUTION: The Import Items program imports items as they are defined at the moment of import. You will likely want to re-import your items on a regular basis so that changes to costs are reflected. CAUTION: This program does not import units of measure. If you wish to import an item, its unit of measure must already be defined in Recipe Manager.

8.1.1 Item Import Configuration


There is an alternate way to configure the item import process. Sometimes QuickBooks item codes can be extremely long. This makes them unsuitable as Recipe Manager item codes. For this reason, Recipe Manager Pro provides the option of importing one of the QuickBooks custom fields as the Item Code. In Configuration Update, on the QuickBooks tab, you will find an XML string:

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The value for ItemCodeCustomField indicates which QuickBooks custom field to use when importing items. A value of -1, as in the above screenshot, is the default and indicates that items should be imported from QuickBooks using regular QuickBooks item names. A value 0 would indicate that you wish to use the first QuickBooks custom field as the Item Code on import. A value of 1 would indicate that you wish to use the second QuickBooks custom field as the Item Code on import. This is true for values 0-4.

8.1.2 The Prototype


CMSs item master tracks more fields than QuickBooks does. When items are imported from QuickBooks for the first time (technically, no item with the same Item Code already exists in Recipe Manager Pro), fields that QuickBooks does not track are automatically set to the values found in a special prototype item. If you wish to change these automatic settings, open the item with ItemCode = PROTOTYPE in Item Update, and make the appropriate changes. CAUTION: PROTOTYPE is a special item. Do not delete it!

8.2 Export Orders


The Export Changes program exports completed orders from Recipe Manager Pro to QuickBooks. After you have executed a batching order in Recipe Manager Pro, you must run Export Changes before QuickBooks inventory will reflect the execution of the order. The export process works by creating a Build Assemblies transaction in QuickBooks to correspond to each completed batching order in Recipe Manager. To export completed orders to QuickBooks, select QuickBooks >> Export Changes to QuickBooks from the main menu. Export will take place immediately.

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8.2.1.1 Inventory Assemblies


In QuickBooks, items come in several different types - Inventory Assemblies, Inventory Parts, Services, etc. You can import any of these from QuickBooks. In Recipe Manager, you can prepare a recipe for any item but in QuickBooks you can only create a bill of materials for an Inventory Assembly (and following from this, you can only create Build Assembly transactions for Inventory Assemblies). What this means is that, while you can create a recipe for an inventory part in Recipe Manager, you will not be able to export orders based on such a recipe. You will only be able to successfully export orders that produce an item defined as an Inventory Assembly in QuickBooks.

8.2.1.2 Editing Orders


Newly completed orders in Recipe Manager will be exported to QuickBooks when you click Export changes. These orders will appear as completed Build Assemblies in QuickBooks. You should not edit these Build Assemblies in QuickBooks. If you need to edit an existing order, reopen the order using the MF Order Execution Express program in Recipe Manager Pro. Make the desired changes there, and then re-export. When you edit and order and then re-export, the previous Build Assembly is reversed and a new one is entered in its place. If you do things this way, Recipe Manager Pro and QuickBooks will always have the same record of what occurred in a particular batch. NOTE: On the Batching Order form, there is a Reject Order button. Rejecting an order that has already been executed and exported will NOT result in its reversal. You must reverse it in QuickBooks independently.

8.2.1.3 Pending Builds


If there is not enough of a raw material to complete an order when you export changes to QuickBooks, a Pending Build is created in QuickBooks and the following message is displayed in Recipe Manager Pro:

This message indicates the Build Ref. No of the pending Build Assembly (so you can look it up in QuickBooks), as well as the quantity of the order you exported and the maximum quantity you could build with the resources on hand. The Pending Build Assembly for the above example appears in QuickBooks as follows: 60

Use the Previous and Next buttons to scroll through the Build Assemblies in QuickBooks

Use the Build Ref. No. to look up your Pending Build in QuickBooks Click Remove Pending Status and then click Build to complete a pending Build Assembly

When you have enough quantity in inventory to complete the Build Assembly, you can open it and click Remove Pending Status, and then click either Build & Close or Build & New to complete the build. NOTE: It is not recommended that you change any quantities on the pending build form, or cancel the build: Recipe Manager Pro will not be informed if you do so. If you require more information about Build Assemblies or Pending Builds it is recommended that you refer the relevant sections in the QuickBooks documentation.

8.2.1.3.1 Pending Build Configuration


There is an alternate configuration of pending builds. The first of these configurations is as described above. The second is that you can configure Recipe Manager Pro to return an error when you try to export an order for which there is insufficient inventory. This error will ask you whether you want to simply skip the order, or whether you wish to cancel and retry later. To switch to this alternate configuration, go to the QuickBooks tab of Configuration Update. By default, MarkPendingIfRequired will be set to true. Replace the word true with false. 61

Replace the word true with false if you do not wish orders with insufficient inventory to be created as pending.

8.2.1.4 Rounding
One important thing to note about order processing is that in QuickBooks all BOMs (bills of materials) are for 1 unit of finished product. This contrasts with Recipe Manager which allows the specification of a recipe (which includes a BOM) for any quantity. What this means is that when an order is exported, the BOM is scaled to produce 1 unit, and then scaled again to produce the quantity specified on the order. This can result in small rounding errors, particularly since QuickBooks only tracks five significant digits after the decimal place. One strategy to reduce this issue is for you to ensure that all of the recipes you generate in Recipe Manager have a Yield Quantity of 1. Of course, you will enter Batching Orders for whatever quantity you require. If you do things this way, the recipe is only scaled once when it is exported to QuickBooks rather than twice, and the potential for rounding errors is reduced.

8.3 Summary
To summarize, the main tasks performed in Recipe Manager Express as interfaced to QuickBooks are: 1. Import your Items from QuickBooks You will need to import any items that you use as ingredients in your recipes, as well as any items you make. You will probably want to re-import ingredients from time to time so that costing information displayed in CMS remains accurate. 2. Enter any additional item info that you require This information is purely informational, and will not be exported to QuickBooks. If you edit any fields that are imported from QuickBooks, they will simply be overwritten the next time you import. 3. Formulate / Develop your Recipes Enter your formulas and instructions, and design the batch slips to provide your operators. 4. Create Batching Orders As part of this process you will print a paper batch sheet to be filled out by the operators.

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5. Execute Batching Orders You will enter actual consumption information, as well as the actual yield, and confirm that the batch has been completed. This process replaces the Build Assemblies process in QuickBooks. 6. Export Changes to QuickBooks This will cause completed batching orders to be exported. A Build Assembly transaction will be created for each order. Ingredient inventory will be deducted and assembled item inventory will be created as a result. This Build Assembly will be created as pending if there is not enough inventory to complete it.

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9 Setup
This chapter will cover a variety of topics related to Recipe Manager 2011 system setup and configuration. Broadly speaking, these topics include Databases, Users, and System Configuration. The following video tutorials pertain to information presented in this chapter: Changing SQL Server to Mixed Mode Authentication Start SQL Server Browser

9.1 Databases
When you launch Recipe Manager Pro 2011, you will be presented with the following prompt.

Recipe Manager Pro 2011 uses a Microsoft SQL Server database. This form allows you to specify which database you will connect to. You can also create a new database from here by specifying a database name and clicking the New Database button. In the simplest case, if you have installed SQL Server Express on your local machine, the default Server name will be correct. All you need to do in this case is click New Database the first time you run Recipe Manager, and then connect to that database each time you log in afterwards. You can connect to a database from multiple machines running Recipe Manager Pro 2011 (each machine will require its own license). Recipe Manager Pro 2011 does not need to be running on the machine that hosts your database. When it is installed, SQL Server has the TCP/IP protocol disabled. If you wish to connect to your database from a Recipe Manager 2011 installation on another computer, you must enable TCP/IP from the SQL Server Configuration Manager (see below).

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9.2 Users
You will need a Recipe Manager user for each windows domain user who you wish to have access to the system. This allows you to restrict which individuals at your company will have access to recipe manager express. Recipe Manager automatically creates the first user account when you create a new database. This account will be created for whatever user is logged in at the time of account creation. To create additional users, go to Administration >> User Update in the main menu.

To create a new user, click New. Include the windows domain as part of the user code.

If you wish, you may also add a display name before you save.

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In the grid on the lower section of the screen, you should specify the area WHS. In most cases you will want to leave the role as the default role. Some installations have custom roles if this is the case contact Mar-Kov for details on which roles should be used in specific scenarios. Users created in this way will have access to log in and use the functionality in Recipe Manager Pro.

9.3 System Configuration


There are a variety of configuration settings for how Recipe Manager behaves in particular situations. You can access Recipe Manager configuration settings by selecting Administration >> Configuration Update from the main menu.

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You should not create a new Configuration record. Rather, if you wish to edit configuration in Recipe Manager Pro, open the predefined configuration that came with your system. To do this, click the find button, and double click the only existing configuration to select it.

Note: Changes made in Configuration Update will not be reflected until you have closed and reopened Recipe Manager Pro.

9.3.1 CMS Configuration


The CMS tab allows you to select a Skin Syle of your choice. Each skin style specifies color, font, and other display preferences for Recipe Manager Pro.

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You can also view installed Recipe Manager Pro application version from here.

9.3.2 Batch Execution


The Batch Execution tab allows you to specify parameters that affect how batches will be executed using the MF Order Execution Express form.

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The Yield Tolerance is the acceptable percent tolerance for the quantity produced from a batch. If the value specified as the Qty Made is more than the specified tolerance away from the actual expected yield (expected yield based on actual material consumption), you must enter a yield comment when you attempt to save a manufacturing receipt on the MF Order Execution Express form (normally this comment is optional). The Tolerance is the acceptable percent tolerance for each ingredient going into a batch. A warning will be displayed listing each ingredient that is more than this percent tolerance from its quantity required. Auto Lot Select Mode affects the way the Select Ingredients Lots function works ( ). If you select All, then pressing this button on the MF Order Execution Express form will cause all available lots for each raw material to be selected. If you select only, then pressing this button on the MF Order Execution Express form will select lots for items if there is only one available lot for that item.

9.3.3 Inventory

Throughout the system, wherever you must select a weight unit or volume unit the default will be governed by the value indicated here (this is with the exception of wherever it is governed by a prototype). Lot Code Prefix and Lot Code Length determine the format Recipe Manger Pro uses to generate Lot Numbers. If you assign a Lot Code Prefix of YYYYMMDD, then all lot codes will begin with the current date in YYMMDD format. This will be followed by a sequential number of length 2 beginning

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with 01 each day. You can change the length of the sequential part of this code by changing Lot Code Length If you wish, Lot Codes may also be simply a sequential number. Blank out the Lot Code Prefix field to accomplish this. For details on the various sampling modes, refer to the chapter on Laboratory Information Management.

9.3.4 Lot

Manufacturer Required, Manf Lot Required, Supplier Required, and Sup Lot Required are all flags used to configure whether or not information must be specified about a raw material lot when it is created. Authorized Manufacturer Only, if flagged, limits you to select only manufacturers that are listed on the items manufacturers list.

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9.3.5 Recipe Manager

Percent Precision is the default number of digits to the right of the decimal place displayed for ingredient percentages. This value may be edited directly on the recipe. Qty Precision is the default number of digits to the right of the decimal place displayed for ingredient quantities. This value may be edited directly on the recipe. If the Single Active Recipe flag is checked, then the act of publishing a recipe will have the following side effects: 1. All other recipes for the same Product will be marked as inactive 2. The published recipe will be set as the Products costing recipe Version Separator and Version Length are used to configure the automatic recipe name suggestion that is displayed when you clone a recipe. In the example above if you clone a recipe named SOUPRECIPE, the name SOUPRECIPE-001 will be suggested. If you clone SOUPRECIPE-001, then SOUPRECIPE-002 will be suggested.

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9.3.6 QuickBooks

This tab controls configuration options for the QuickBooks interface. ItemCodeCustomField This value controls how item codes are assigned in Recipe Manger Pro for items imported from QuickBooks. If this is set to -1, items get their names from QuickBooks item names. If it is set to an integer in the range 0-4, item names will be determined by QuickBooks Custom Fields. If you set the value to 0, then the import process will use the first QuickBooks custom field. If you set the value to 1, then the import process will use the second QuickBooks custom field. MarkPendingIfRequired If true, then when there is not enough raw material inventory in QuickBooks to process a completed order during export, the assembly will be created as pending. If false, than in such a case Recipe Manager will return an error, and ask whether you want to skip, retry, or cancel.

9.3.7 ODBC
These fields define the parameters of the ODBC import. It is not recommended that users change edit these fields without Mar-Kov consultation.

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10 Set Viewers
Set Viewers are a tool for quickly accessing data in recipe manager and formatting it in a way suitable to your needs. Almost any time you see information in tabular format you are dealing with a viewer. Set viewers are the primary reporting tool in Recipe Manager. Recipe Manager includes four set viewers: the Recipe Set Viewer, and the Item Set Viewer. In addition to this, some other forms also contain Viewers with reduced functionality. Both the Batching Recipe form and the Item Update form contain such Viewers. You may also find the following video tutorials useful:

10.1 Batching Orders Set Viewer


The batching orders set viewer allows you to view all Batching Orders in the system (including those that have been completed).

10.2 Complete Manufacturing Orders Set Viewer


The Complete Manufacturing Orders Set Viewer shows only orders that have been completed. It shows a variety of information about the completed order, including costs and actual quantities created.

10.3 Item Components Set Viewer


Each record in this set viewer represents an item-component combination. You can use this set viewer to perform analyses such as comparing a particular component concentration across multiple items.

10.4 Item Set Viewer


The Item Set Viewer is a tool for viewing your items. To access the Item Set Viewer, select Set Viewers >> Item Set Viewer from the main menu.

10.5 Open Manufacturing Order Detail Set Viewer


This open manufacturing order details set viewer allows you to view the materials that will be used and created as a result of outstanding manufacturing orders. As an example, if you wanted to find out how much of a particular item would be consumed by open manufacturing orders (for inventory planning purposes), you can find out here.

10.6 Recipe Set Viewer


The Recipe Set Viewer is a tool for viewing your recipes. To access the Recipe Set Viewer, select Set Viewers >> Recipe Set Viewer from the main menu.

10.7 Sublot Set Viewer


This set viewer displays all lots, including both raw materials and finished products.

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10.8 Export to Excel


Exporting your data to Microsoft Excel can be an incredibly useful feature. A couple common uses of it are the creation of custom one-off reports, and creation of graphs and charts. To export your information from a Set Viewer, simply select Export to Excel spreadsheet from the column header context menu. You can access this by right-clicking a column header.

10.9 Columns Customization


You can use the following mouse operations to change column visibility: Action Selecting the "Column Chooser" item of the column header context menu Dragging a column header onto the customization form Dragging a column header from the customization form onto the column header panel Effect Invokes the customization form. Hides the corresponding column. Makes the corresponding column visible.

You can rearrange columns by dragging a column header and dropping it to the new position within the column header panel. You can perform the following mouse operations to resize columns: Action Dragging a column header edge Double clicking a column header edge Selecting the Best Fit / Best Fit (all columns)" item from the column header context menu Effect Changes the column's width. Changes the column's width to 'best fit' its content. Applies best fit to the corresponding column/all columns.

10.10 Using Incremental Search


Incremental searching allows you to locate data rows by typing the first character(s) of a row cell. The keyboard operations allowed for incremental searching are listed below: Action Pressing an alphanumeric key Effect Searches for the focused column's cell whose text matches the characters typed. If found, moves focus to that cell.

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Pressing the BACKSPACE key Pressing the CTRL+DOWN ARROW key combination Pressing the CTRL+UP ARROW key combination

Removes the last character from the selection identifying the search text. Searches for the next matching cell and focuses it, if found. Searches for the previous matching cell and focuses it, if found.

10.11 Using Keyword Search


The both the Item Set Viewer and Recipe Set Viewer provide Keyword Search functionality. Simply type in the keyword(s) you wish to search for and press enter. In the Item Set Viewer, each record with those keywords appearing in its Item Code, Description, or AltDescription will be returned. In the Recipe Set Viewer, each record with those keywords appearing in its Recipe Number or Comment will be returned.

Enter keyword(s) here

10.12 Sorting
To sort data against a Viewer's column or to change the column's sort order, you can click its column header. The column's current sort order is indicated by the sort glyph (a small arrow displayed at the column header's right edge). If the data is sorted in ascending order, the sort glyph represents an uparrow. When sorting in descending order, the sort glyph is displayed as a down-arrow. If the column isn't sorted, the sort glyph is hidden. In the following image, data is sorted against the Description column in ascending order and against the Item Code column in descending order.

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If sorting isn't applied, clicking the column header sorts the data by the column's contents in ascending order. If sorting is already applied to the column, subsequent clicks reverse the current sort order. Note: a regular click on a column header clears the sort settings of any other columns. To preserve the existing sort settings of other columns, hold the SHIFT key down while clicking. You can clear a column's sorting by clicking its header while pressing the CTRL key. You can also apply sorting to columns via the column header context menu (right click the context header to bring up this menu):

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10.13 Grouping
10.13.1 General

You can group data in a Viewer (for example, in any set viewer) by the values of one or more columns. This section describes grouping related methods. If you group the data in the Viewer by a single column, records which have identical values in the same column can be arranged into corresponding data groups. Each data group is identified by a group row, which you can expand to access its underlying data rows. If you then group the data by another column, the data rows within each group are combined into second level groups according to the new grouping column's values. In the following image, rows are grouped HMISHealth code and HMISFire.

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You can activate the group panel by selecting Group By Box from the column header context menu. You can group data by a particular column by dragging its header from the column header panel or the customization form onto the group panel. To ungroup the data, remove the column header from the group panel by dragging it. You can also change the order of the grouping columns using drag and drop. It's also possible to group data by a column by selecting the "Group By This Field" option from the column header context menu. To ungroup data, use the "UnGroup" option from the same menu or "Clear Grouping" from the group panel context menu. Records are always sorted against the grouping columns. If you group data against a column which isn't sorted, the Viewer control will automatically apply sorting in ascending order to the column. Subsequently, if you remove the column from the group panel its sort settings will be cleared.

10.14 Filtering
Filtering allows you to display a subset of the records in the data source that meet a particular criterion. When filtering is applied to a Viewer, the records displayed are restricted to those that meet the current

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filter criteria. You can filter data against single or multiple columns. You can apply filtering by selecting a column's value from the filter dropdown or by using the custom filter dialog.

10.14.1

Overview

In the following image, filtering is applied to two columns ("Recipe Number" and "Date Created") in a Viewer. The filter conditions are displayed in the filter panel at the bottom of the Viewer: in this case, they say that the Recipe Number must start with the character R, and the Date Created must be more recent than December 1, 2007.

You can apply, change or remove filtering via a column's filter button. Clicking it invokes a filter dropdown list which by default contains the predefined (All, Custom, Blanks and Non Blanks) values along with the values of items in that column. At the top of the list the most recently used filter conditions are displayed. The following image shows the filter dropdown list invoked for a column:

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Applying filtering to a column does not affect the filter settings of any other columns.

10.14.2

The Filter Panel

After a filter has been applied to the current view the filter panel appears by default at the bottom of the view, as depicted below.

The filter conditions you set for individual columns are combined by the AND operator into a single filter string for the whole table. This filter string is displayed in the filter panel. The panel also contains buttons to disable/enable and clear the filter and invoke the filter editor. It also provides access to the most recently used filter criteria applied to the view.

10.14.3

MRU Filters

Most recently used (MRU) filters are available for both views and individual columns. A Viewer's filter is just a combination of the individual columns' filters. A column's MRU filters are displayed at the top

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of the column's filter dropdown list by default. A Viewer's MRU filters can be accessed via the filter panel which contains a dropdown button which when clicked displays a list of the filters. The MRU filter list for a Viewer is shown in the following image:

10.14.4

Filter Editor

The image below shows the Filter Editor. Adds a new condition Removes the condition

Filter Conditions

Column Criteria Operator Operand Value

Clicking the groups operator in the Filter Editor invokes the context menu displayed below:

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This menu allows end-users to do the following: specify the group's logical operator (And, Or, Not And, Not Or); add a new condition to the group; add a new logical group; Clear All - removes all conditions. This menu item is displayed for the root logical group. Remove Group - removes the focused logical group. This menu item is displayed for the child logical groups.

10.14.5

Saving, Loading, and Deleting Filters

You may Save, Load, and Delete filters on a Set Viewer. Simply click the appropriate buttons as in the image below. Save Filter

Load Filter

Delete Filter

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11Generic CMS Functionality


This chapter explains general Recipe Manager interface options and functionality. In general, these features will be available from a variety of the Recipe Manager forms. You may also find the following video tutorial useful:

11.1 Common Actions


There are certain actions that you will find on nearly every form. New Find Refresh Undo Help Print

Open

Clone

Save

Delete

Preview

Comment

11.1.1

New

Starts a new record for whatever form is open (clicking new on Item Update starts a new item, clicking new on Batching Order starts a new batching order, etc.)

11.1.2 11.1.3 11.1.4

Open Find Clone

Open a record by typing in the code.

Open a record by choosing it from a list.

When you load a record and click the clone button ( ), a duplicate of the loaded record is created and you are prompted to enter a new identifier for it (this may be the Item Code, Recipe Number, Test, or whatever the relevant ID is). An example of the usefulness of this function is if you want to a large number of nearly identical items on the Item Update form, or a large number of nearly identical Recipes in the Batching Recipe program. When you clone a published recipe, the copy is set as unpublished so that it can be edited.

11.1.5 11.1.6

Refresh Save

Refresh the data on the screen to reflect any recent changes.

Save changes to the record (or create it if this is a new record)

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11.1.7 11.1.8 11.1.9 11.1.10 11.1.11 11.1.12

Undo Delete Help Preview Print Comment

Revert to the most recently saved version of the current record.

Delete the selected (open) record.

Bring up help for the current program

Preview any reports applicable to the current program

Print any reports applicable to the current program

The comment action allows you to attach unlimited comments and any type of document or file to nearly any kind of record. When you click comment the following form is opened:

Drag-and-drop files such as PDFs and Excel files here

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Click the new button, and enter a Subject and text for the comment you want to add. You can also dragand-drop files to the lower panel and they will be permanently saved to the database (the originals are no longer required).

11.2 Customizing Drop-Down Lists


In order to customize drop-down list associated with the field, right-click on the field and select update option:

A window like the following one will come up:

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Find

Save Delete

Name r

Description s

Here you can create new items in the drop-down list by clicking new, and entering their name and description, and then clicking save. You can also open previously added items and edit them by selecting them (double-clicking) from the table on the right. If the table is closed, you can reopen it by selecting Find. Finally, you can delete existing items from the menu by opening them and clicking the delete button.

11.3 Context Menus


In Mar-Kov Recipe Manager, whenever you right-click a field you are given a list of options of useful things you may wish to do related to that field. For example, when you right-click a field with a recipe number in it, you can open that recipe. Or when you right-click a field with a test, you can run the Test Update form. Generally speaking, you can navigate to whatever form you want to by using context menus.

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