Menu-Based Purchasing

Who should take this course?

This course is most appropriate for people who are responsible for purchasing ingredients for production. If you are going to be creating or sending purchase orders, this course is for you.

When should I take this course?

You should take this course when you have fully completed the Galley Basics: the Data Model & 7C's learning path and the Menu Planning & Management course. We also recommend taking the previous courses in this path to learn about other advanced workflows.

Table of Contents:

Introduction

Menu-based Purchasing

Making & Applying Filters

Sending Orders to Vendors

Purchasing for Menus

Introduction

"There are people who claim to be instinctive cooks, who never follow recipes or weigh anything at all. All I can say is they’re not very fussy about what they eat. For me, cooking is an exact art and not some casual game."
-Delia Smith

Welcome to the Menu-Based Purchasing Course! Galley's Purchasing Module makes it easy to purchase for all your upcoming production, whether you have one vendor or 50.

Purchasing

Purchasing is done by menu location, so you can always be sure that the vendors you are purchasing from will be able to service that production kitchen.

Menu-Based Purchasing

Once you have created and filled out your menus, maybe you've even taken a cycle count to know exactly what you have on hand. That means you're ready for Galley's Purchasing workflow.

1. Select your menus: From the menus catalog, select all of the menus that you would like to purchase for. Then, select the purchasing icon—the shipping truck—to navigate to the Purchasing Module. 
   
2. Check ingredients: From the purchasing page, you will see all the ingredients that need to be purchased for the selected menus, broken up by the vendor from which each ingredient is being purchased. The vendor that each ingredient is purchased from depends on the primary (first) vendor item linked to that ingredient. If you have multiple locations that you purchase for, Galley will use the primary vendor item that services the location for each of the selected menus.
   
3. Mind the unassigned items: Under the Order Items header, you will see all of the ingredients that you need to purchase to produce the selected menus, broken down by the vendor. Any ingredients that aren't linked to a vendor item will appear under an "Unassigned" tab at the top of the vendor list.
   
4. Mind the delivery dates & lead time: You can click between vendors on the left-hand side to see which ingredients are being purchased from which vendor. For each vendor, you will see any relevant information like lead time and delivery days, taken directly from each vendor's page. If the vendor information contains delivery days and lead time, Galley will assign the next possible delivery day for each Purchase Order. You can always change these dates if needed.
   
5. Check the item usage & required amount: For each ingredient, you will see the ingredient name, the required amount needed to fulfill the selected menus, and the recommended order amount based on the pack sizing of each vendor item. You can also see which recipe(s) each ingredient is used in by selecting the grey "Usage(s)" dropdown below each ingredient name. Though Galley will recommend order amounts based on the menu volumes, you can always change the order amount manually.
   

As you can see, making sure that the vendors you are purchasing from will be able to service that production kitchen is very important, as is connecting vendor items to ingredients.

Making & Applying Filters

Purchasing can be complicated, so a few different features are built into Galley Purchasing to help you with accurate purchasing.

Filtering Ingredients

One optional adjustment that can be made is filtering the ingredients included in your purchase orders using ingredient category values. For example, maybe you want to filter out basic ingredients (e.g salt, pepper, etc) that you purchase in bulk and don't need to be included in your weekly POs.

You can tag those ingredients with a category value like "Include in PO" with values "yes" and "no". In the Purchasing workflow, you can choose to only include those items (Must Include All) or to exclude those items (Must Not Include Any). 

Multiple Shipping Locations

If you are purchasing for menus assigned to different locations, Galley will show you a separate list of vendors for each location. You can switch between each set of vendors by selecting which location you want to see under the Order Items header.

If you want to purchase ingredients for all locations but have them sent to just one, you can do so by selecting the location you want to deliver to in the 'Ship Items To' field at the top of the page.

Split by Concept

Say you are purchasing ingredients for your Catering and Cafe at the same time, but you want to submit separate purchase orders for easier finance tracking.

From the Purchasing page, you can choose to split up the ingredients included in POs by Concept as well as location by selecting the 'Split By Concept' button. This means that the same ingredient can be included in two different POs if it is used in menus with different concepts.

Applying Cycle Counts

The biggest benefit of purchasing in Galley is that you can apply your most recent on-hand stock values to your purchase orders by clicking 'Select Cycle Counts' and selecting your most recent cycle count.

You might notice a new column titled 'On Hand' appears in the table, showing the quantity counted in the applied cycle count. Galley will automatically subtract this value from the recommended order amount so you aren't over-ordering.  

Sending Orders to Vendors

After generating your Purchase Order, it will be listed on the Orders Page and marked as 'Open'. By clicking the 'Actions' dropdown you can export the PO as a CSV, print the PO as a PDF, or update the PO to any of the following statuses:

• Open
• Sent
• Complete
• Archived

Sending to Vendors

Galley also allows you to send orders directly to vendors via the 'Actions' dropdown. But before you do that, you need to authenticate your domain. That will enable Galley to send emails on your behalf using your domain (e.g. @yourcompanyname.com).

To set up your domain authentication, please follow the steps on this(opens in a new tab) article.

Setting Email Addresses

Once your domain is authenticated, you can start setting the emails you will use by navigating to the 'Settings' page and selecting the 'Orders Settings' tab.

1. Select the desired location: Galley allows you to set emails per location per vendor. So after accessing the page, you will need to select a location, and you will notice that a list of vendors associated with it will appear.
   
2. Select the desired vendor: Once you've selected the location, you will be asked to select a vendor. You will notice a third section will appear on the right. That's where you should set the emails you are going to use.
   
3. Set the emails: Set the email you will send orders from and the emails you will send orders to. You can add as many vendor emails as you want, but you can only add a single email as sender.
   
4. Turn the feature on: Now that all your vendor's emails are set, you can turn the feature on by clicking the 'on/off' toggle. And voilà! You are good to go.

Once the Purchase Order is created, and the vendor emails are set, you can send the orders to vendors by selecting the 'Actions' dropdown and clicking 'Send to Vendor'.

The Purchase Order will be marked as 'Sent', while the order PDF will be attached to the email and sent to the recipients you've set on the Orders Settings page. 

Purchasing for Menus