xtraCHEF: Get Started With the Item Library

In this Article:

• Item Library Overview
  • Key Points of the Item Library
  • Item Review via the Item Library
• Item Library Definitions
• Item Library Examples
  • Protein
  • Liquor
  • Wine
  • Kegs
  • Bottles and Cans
  • Examples Continued
• Edit Invoice Item Details
• View Your Products
• Additional Resources

Item Library Overview

The Item library houses all of your Invoice Item and Product information. As you continue to upload invoices, the Item library will grow and enable much of xtraCHEF's food cost, recipe, and inventory reporting. The Item library also enables you to customize your ingredients and inventory items, create products and assigning invoice items to them, view your item's last purchased date and recent price, and get extra insight into certain products through the favorites feature. Adding products is done via a link to a new page.

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Key Points of the Item Library

• Last Purchased and Most Recent Price (see above) are the newest columns added to the report.
• Use the Location, Category, Product, and Vendors filters at the top to narrow down your results to a specific product or item. Select More Filters to see items by their Status or Last Purchase Date.
• If you use the search bar to search for a product, xtraCHEF will display all invoice items associated with that product across all locations (unless you have a filter on).
• Select Download all to create a spreadsheet file of this information. You'll be notified when this file is ready to view.
• You can also select the checkbox for any number of items and the Categorize button will become available. This allows you to bulk update the category for the selected items.

When you're ready, select the View products link at the top of the Item library. This allows you to directly view and edit products on this page.

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Item Review via the Item Library

1. Begin by navigating to Item Library using the xtraCHEF navigation bar.
2. All unreviewed items appear at the top of this report with a To Review status. You can select the More Filters button and select To Review > Apply filters to only view items needing approval.
3. Select the hyperlinked name to open the detailed view of your invoice item.
4. Select the yellow highlight (Item seen on: Row X) to quickly locate an item on the associated invoice. Verify the different unit measurements for this product (Purchase unit, Pack, Size, Unit, and Inventory unit). If you need to, brush up on the definitions of these terms and check out the examples towards the end of this article.
   
   
   
   
   1. Use the blue box at the bottom to help verify your inputs. If the sentences do not make sense, consider adjusting the Purchase unit, Pack, Size, Unit, and/or Inventory unit fields.
      
      
      
      
5. You can also assign a Product, a Category, and, by way of Category, a GL code to this item.
6. Once you're finished, select Approve.

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Item Library Definitions

 
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Item Library Examples

Protein

This 4-and-a-half-minute video will walk through common protein examples you may encounter when reviewing items in xtraCHEF. Examples include:

• Protein by the pound (for use by weight)
• Protein by the case/pack (for use by weight)
• Protein by the case/pack (for use by each)

Tip: Use the chapters located in the video's progress bar to skip between the examples. 
 

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Liquor

Liquor by the case: Let's look at a liquor example. Based on an invoice, we should know an invoice item's Purchase unit. In this case, whether it was purchased by the case or by the bottle.

If our liquor is purchased by the case for $61.07, and there are 12 bottles of 1 liter within it, we could then safely assume that the breakdown is as follows:
 

By entering that same information into the Item library, xtraCHEF can then break out that per case cost of $61.07 into a cost per bottle/cost per liter. Moving forward, xtraCHEF would then know how to calculate your costs for Inventory values and by volume for cocktail recipes.

Liquor by the bottle: If the purchase unit indicates your liquor is purchased by the bottle, you can simplify your Item library breakdown to the following:
 

Wine
Note: Since wine is commonly sold in 0.75 liter bottles, we recommend verifying all wine by each (rather than by liter/milliliter/fluid ounce) to assist with with reporting accuracy and consistency.

Wine by the case: If our wine is purchased by the case for $61.07, and there are 12 bottles within it, we could then safely assume that the breakdown is as follows:
 

By entering that same information into the Item library, xtraCHEF can then convert the $61.07 per case cost to a cost per case and individual bottle.

Wine by the bottle: If the purchase unit indicates your wine is purchased by the bottle you can simplify your Item library breakdown to the following:
 

By entering that same information into the Item library, xtraCHEF can then break out the cost for the bottle.

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Kegs

A 1/2 Barrel Keg:

A 1/4 Barrel Keg:

A 1/6 Barrel Keg:

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Bottles and Cans

In most bottles/cans cases, the purchase unit will indicate your item(s) is purchased by the case. In these instances, we will set our Purchase unit to Case, Pack to the #of cans/bottles within the case, Size to 1, and unit to each. You can also set the Inventory unit to either can or bottle to further describe it.

Below is an example of a case of 6 cans.
 

By entering that same information into the Item library, xtraCHEF can then break out the cost for both the case and can.

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Examples Continued
 

A case of 10 lb apples. This Invoice Item can be configured in two ways depending on how you want to take inventory: