Resource Information and Control Corporation


Food Administration

Getting There: Accessing this application is done by double clicking on the Food Administration icon in the ConCentRICs main menu.



Purpose: Food Administration is used to track and control all food activity in the facility. It covers all aspects of food service from initial planning to final billing. The system can be used for all types of food services from sit down meals and buffets to concession stand operations. This module has its own inventory system that will let you track all raw materials for food preparation and manage concession stand inventories. The system performs a complete audit and accountability of all food activities to ensure that the information is verifiable with the client. There is also a trace feature available that helps manage food events.

HINT: You can position your mouse pointer over any of the icons below to see a brief text-only description on that application.

New Food Events Food Inquiry Client Inquiry Food Inventory Inventory Reports Generate Food Lists Check Lists Follow Ups Food Reports Room Drawings Food Money Food Wizard Assign Managers Food Control

Food Administration Modules Overview



New Food Events is used to add new food activity
Security Level: To view - Read Only. To process the requested food activities, or to add a brand new Food Event - Normal.

Double clicking on the New Food Events icon will bring up the New Food Events dialog box.


This dialog box controls all aspects of the New Food Event Report.

The following is a break down of the dialog box:

  • You must enter a First and Last Report date for the report.
  • The Title: field is the title description that will be used in the headings as the name of the report.
  • You can choose to sort by Date of Service or Food Service Code.




    • Click on the button and the New Food Events report will appear on the screen.

    [This scrollable report is shown in two parts because of size constraints.]

















    The report will show all of the requested food activities between the first and last report dates.

    If you want to process any of the food services then just double click anywhere on the report line. If you want to add a brand new event then just press the blue button. When you select a food activity to process from the report that will bring up the following message box.





    Pressing the Yes button will cause the selected Food Service to be added to the event.





    Food Inquiry is used to quickly access the last Food Event you worked with or to find another food event.
    Security Level: To view - Read Only. To change the food information or to add a new food function - Normal. To delete one - Privileged.

    Double clicking on the Food Inquiry icon will bring up the Food Inquiry dialog box. The system 'remembers' the last Food Event you were in and will open it when you start this option.


    This dialog box is very similiar to what is commonly referred to as the SPAM screen found in Event Inquiry. You'll be able to look at the Food Snap Shot, Food Profile, Food Audit and, if authorized, perform Food Maintenance. For a more detailed explanation on the SPAM screen, click on Product Demo Scheduling-The Book (just substitute the word Food where you see Event).

    You can rebook the event by clicking in the Rebook Event option.

    There are many options in ConCentRICs that will allow you to do these same functions, but this is the only option that allows you to do them immediately. With all other options, you have to generate a list or report first and then select an event. In Food Inquiry, you go directly to that event.

    If you want to go to another event, click on the Food Search button. This will bring up the Event Search dialog box.





    Fill in the Start Date and End Date fields.







    Click on the button and the Event Selection dialog box will appear on the screen.


    Double clicking on any event will start you back at the SPAM screen for that event.





    Client Inquiry is used to quickly find any person, or company, that is in the Name and Address database that is associated with Food Administration.
    Security Level: To view - Read Only. To change the name and maintain information in the name - Normal.

    Double clicking on the Client Inquiry icon will bring up the Name and Address Selection dialog box.

    Double clicking on a name will bring up the Client Inquiry report.









    The report will show the person or company you have selected, along with all pertinent data.












    Food Inventory is used to track the physical food items that are used in food functions. This includes the ordering, receiving and issuing of these items.
    (NOTE: Food Inventory contains its own set of functions. Click on Product Demonstration Inventory Control for more details on this section.)





    Inventory Reports is used to view information on menu items, or inventory items that are connected to menu items by a recipe. These are not reports on items in inventory but are on the detail menu items assigned to various food functions in a date range.
    Security Level: To view - Read Only. No maintenance is associated with this option, so no other security is required.

    Double clicking on the Inventory Reports icon will bring up the Inventory Reports dialog box.


    The system will remember the settings you used the last time and will default to those values.

    The following is a break down of the dialog box:

  • You must enter a Start and End Date for the report.
  • The Report Type: section indicates which inventory you want to generate. Inventory Consolidation will summarize all of the menu items that have been assigned to food functions within the specified date range. Menu Inventory Explosion will look up the recipe for each menu item requested during the specified period.
  • You can choose to sort by Date of Service or Food Service Code.
  • The Report Name: field is the title description that will be used as the title of the report.
  • If you check in the Recreate after maintenance check box, the report will be erased and will then rebuild it after you perform a maintenance activity on a Food Event from this report.

    • Click on the button and the report selected will appear.

    [This scrollable report is shown in two parts because of size constraints.]





















    The report will show all of the requested information depending on the report type selected.





    Generate Food Lists is used to generate a pre-defined report. All reports are defined with the Food Wizard option.
    Security Level: To view - Read Only. To perform maintenance functions - Normal.

    Double clicking on the Generate Food Lists icon will bring up the Generate Food Lists dialog box.

    The following is a break down of the dialog box:

  • The list box at the top of the dialog box will show each of the reports pre-defined for Food Events.
  • The Change Title button is used to change the default title for the report.
  • The Item Selection button is used to review the default record selection for this report.
  • The Sort Selection button is used to review the default sort selection for this report.
  • The Rebuilt the Report after Maintenace check box will appear only if you have at least a Normal security level. If checked, the report will be regenerated every time the maintenance activity is performed. If unchecked, then the records will be updated in place.
  • The Item per page check box is active only for Form Reports. If checked, a new page will be started each time a new food activity appears on the report. If unchecked, then any new food activity will start immediately after the last activity.
  • The Report Description button is used if you want to see an description of the report.

    Double clicking on a pre-defined report title will bring up the report for the title selected.







    The report will show all of the requested information depending on the report selected.






    Check Lists Follow Up is used to show all activities that are coming up to be completed. This is also called a Trace feature.
    Security Level: To view - Read Only. To change check list items - Normal.

    Double clicking on the Check Lists Follow up icon will bring up the Check Lists Follow up dialog box.

    The following is a break down of the dialog box:

  • You must enter a First and Last Report date for the report.
  • The Report Name: field is the title description that will be used in the headings as the title of the report.
  • When the Show All People button is visible, anyone with a check list item that matches other criteria will be shown on the report. It can be used to restrict the report to just items for a particular person.
  • The Show Completed Items check box normally would not be checked as the purpose here is to see activities that still need to be performed.
  • The Rebuilt the Report after Maintenace check box will appear only if you have at least a Normal security level. If checked, the report will be regenerated every time the maintenance activity is performed. If unchecked, then the records will be updated in place.

    Click on the button and the Check Lists Follow Up report will appear.







    The report will show all of the requested information depending on the type of report selected.







    Food Reports is used to produce pre-defined reports for the Food Administration system.
    Security Level: To view - Read Only. To change food information or to add a new food function - Normal. To delete one - Privileged.

    Double clicking on the Food Reports icon will bring up the Food Reports dialog box.

    The following is a break down of the dialog box:

  • You must enter a Start and End Date for the report.
  • The Report Type list box will list all of the predefined reports available with this option.
  • The Report Name: field is the title description that will be used as the title of the report.
  • The Recreate after maintenace check box will appear only if you have at least a Normal security level. If checked, the report will be erased and then rebuilt after you perform a maintenance activity on a Food Event from this report. If unchecked, then any maintenace performed will not be reflected in the report until you run the report again.
  • The Show Money Amounts check box will only appear if the report has money values on it. If checked, then the money fields will be shown on the report. If unchecked, then money fields will be removed when the report is produced.
  • The Show Quantity check box [not shown here] will appear only for function sheet reports. If checked, then the Quantity and Unit of Measure field will show on the function sheet. If unchecked, they will be removed from the report.
  • The Selected Locations button controls if the report is produced for all locations in the date period specified, or only the functions for a selected location.
  • The All People button [not shown here], controls if the report is produced for all people in the date period specified, or only the functions for a selected person.
  • The All Food Events button controls if the report is produced of all food events in the date period specified, or only the functions for a selected event.

    Click on the button and the Daily Food Function List report will appear.

    [This scrollable report is shown in two parts because of size constraints.]





















    The report will show all of the requested information depending on the report type selected.





    Room Drawings is used to create a graphical picture of a room and show how it is to be setup. This option will look at drawings for the current event.
    Security Level: To view - Read Only.

    Room Drawings is a separate application from Food Administration, so it can be minimized separately from the Food Administration application. You MUST start Room Drawings from this application, but once started you can close Food Administration and continue to work with the Room Drawings application independently.

    This application is shared with Event Administration/Event Manager and you will be sharing any drawings you do with them.

    For a brief demonstration on Room Drawings click on Product Demo Event Mgr - Room Draw.





    Food Money is used to show how charges for food events are broken down into their component parts. The Food Money report will show the base price, auxiliary charges and the total price for each selected Food Event.
    Security Level: To view - Read Only. To change the food information or to add a new food function - Normal. To delete one - Privileged.

    Double clicking on the Food Money icon will bring up the Food Money dialog box.

    The following is a break down of the dialog box:

  • You must enter a Start and End Date for the report.
  • The Report Name: field is the title description that will be used as the title of the report.
  • If you check in the Recreate after maintenance check box, the report will be erased and will then rebuild it after you perform a maintenance activity on a Food Event from this report.
  • The All Food Events button controls if the report is produced of all food events in the date period specified, or only the functions for a selected event.

    • Click on the button and the Food Dollar Report will appear.

    [This scrollable report is shown in two parts because of size constraints.]

    The report will show all of the requested information depending on the report type selected.





    Food Wizard is used to pre-define reports that will be used to show Food Events or Food Functions.
    Security Level: To view - Read Only. To add or change a report - Normal. To delete one - Privileged.

    Double clicking on the Food Wizard icon will bring up the Food Wizard List.

    This will present a list of every pre-defined report created with Food Wizard. In order to perform maintenance on any of the reports, double click on a report name and the appropriate Food Wizard Report dialog box will come up .



    The following is a break down of the report:

    The report dialog box is laid out in 5 primary sections.

  • Section 1 is the top of the dialog box and it controls the overall report.
  • Section 2 is the Report Columns list box on the left and shows all of the columns currently defined for the report.
  • Section 3 consists of the four buttons next to the Report Columnslist box and control the adding, deleting andmovement of individual detail columns.
  • Section 4 is the Column Details section on the right side of the dialog box and it defines and controls all aspects of an individual detail column.
  • Section 5 is the standard OK, Delete and Cancel buttons at the bottom.

    • To add a new report, with the Food Wizard List up, click on the blue button and the Food Wizard dialoq box will come up.





    Select the desired report, click on the button and the appropriate maintenance dialog box will appear.













    Assign Managers is used to to select a group of events, then assign managers to all events, or switch managers as needed.
    Security Level: To view - Read Only. To change managers - Normal.

    Double clicking on the Assign Managers icon will bring up the Event Search dialog box.





    Fill in the Start Date and End Date fields.











    Click on the button and the Assign Food Managers dialog box will appear on the screen.




    The following is a break down of the dialog box:

  • The Event References combo box is used to select the type of person.
  • The Item Selection section has 3 options that control if you want to review all, assigned, or unassigned values.
  • The All Items option will show all selected events.
  • The Assigned Items option will show only those selected events that have a person already assigned for the event item.
  • The Unassigned Items option will show only those selected events that have not assigned a person already for the event item.
  • The Change This Person and To This Person buttons are used to change all references from one person to another.
  • the Delete all references check box, if checked, will cause all items assigned to the From person to be removed from all events.

    • Click on the button and the Assign Food Managers report will appear on the screen.

    [This scrollable report is shown in two parts because of size constraints.]















    The report will show all of the requested food activities between the start and end report dates.




    Food Control is used to set the overall parameters that will be used for Food Administration by all users in the facility. There are separate controls for each department so that this application can be operated differently in each facility.
    Security Level: To access and use this option - Manager.

    Double clicking on the Food Control icon will bring up the Food Control dialog box.



    The following is a break down of the dialog box:

  • The Table Fields button controls which ConCentRICs tables may be used as data fields for the Food Activities.
  • The Name Fields button controls which ConCentRICs Name and Address categories may be used as data fields with the Food Activities.
  • The Function Sheet Caveat button is used to type in a free form text statement that will appear at the end of each Function Sheet.
  • The Automatic Contract button is used to produce a contract file and automate any External Connections into an automatic contract process.
  • The Recalculate Rates button is used to go through each of the food functions for the specified dates and will reset the function rates for the functions.
  • The Verify Food Detail button is used to go through each of the food functions for the specified years and will check the links for functions.
  • The Settlement Category: combo box will show all of the settlement categories that are defined in the Event Settlement application.
  • The Method of Pricing: combo box will show each of the possible pricing methods used for Food Services.
  • The Unit of Measure: combo box will show all the Unit of Measures defined.
  • The Category of Sale: combo box will show all the Category of Sales defined.
  • The Put on Settlement check box, if checked will send the bill or charge for Food Services to the Event Settlement. If unchecked, then each Food Service must be billed separately through Food Administration.
  • The Inclusive Rate check box, if checked will indicate that the taxes are already included in the price, and must be subtracted out before a profit and loss can be determined.
  • The Show taxes on Settlement check box, if checked then each Percent of Sale for a food function will be shown on the Event Settlement. If unchecked, then each function will appear once for the total amount of that function, including the food amount and all percent of sale categories.
  • The Show Detail Quantities check box, if checked then the Function Sheets will show the quantity and unit of measure for each menu item.
  • The Show Detail Money check box, if checked then the unit price and total price for each menu item will be displayed. In unchecked, then only the menu itself will be displayed.



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    Last Modified: Thursday, January 05, 2012 at 6:00 PM.