How to create and send a Function Order to Suppliers using Recipe Cards
Last Updated: June 27, 2024
About Function Orders
This help guide provides step-by-step instructions on how to use your Recipe cards to generate Function Orders. This is designed to save you from having to read through all of your Recipes for an upcoming function and manually create Purchase Orders for each Supplier one-by-one.
Before you begin
Before a Function Order can be created, you need to create Recipe cards for
each dish. Check out our help guide and video on Creating a Recipe.
How to create a Function Order
From the navigation bar, expand the Menu Engineering heading and open the Function Order page:
Click New to start your Function Order:
To add Recipes to your Function, drag them from the Recipe List or Recipe Menu on the left across to the center:
Specify the No. of Meals and then complete the remaining fields on the right panel:
You now have the option to add stock items that are not already included in your recipes by expanding the Excess Stock section and clicking Add:
Now, click Create Function Orders to review the quantities for each item on the order.
The In stock column will populate with the latest Stocktake count for each item. The Amount to order will be calculated based on how much you have In Stock.
If you know an item is in stock but it isn't in the system yet, then you can manually edit Amount to order, or tick Already in Stock to reduce the Amount to order to 0:
Next, click Export to Purchase Order. Now you can change the Delivery Date as needed and click Email to Supplier if you're ready to send it now.
Alternatively, you can click Save & Close and then send it from the Purchase Order page at a later date. The Purchase Orders will all have the Order Name appended to the Order No. 
Once you receive the Invoices on the Receiving Orders page, you can proceed to approve the Invoices as you normally would for a Purchase Order. For more details on these steps see the Receiving an Invoice help guide.
Function Costing
The values on the Function Costing page are based on predicted values until the Function Order left overs are saved. For accurate Function Costing based on actual invoiced values, complete the process by saving your leftovers!
Please Note: Even if there are no leftovers, you must still click the Save button on the Left Over tab for Function Costing accuracy.
Next, you can click the Function Costing button at the bottom of the window to see an overview of the costing for each Recipe. Additionally, you have the option to view ingredient costing by clicking the expand button on each Recipe. 