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Item Tracking / Product Forecasting

By Ancey Douglas | Updated

This guide is designed to help you navigate and optimize Revel's Product Forecasting / Item Tracking report features. This feature is particularly relevant for Quick Service users who have items that need to be prepared throughout the day. This feature allows users to plan for how many of those items to have prepared and ready before the customer orders, rather than having to produce items as a customer orders.


Contents


Definition of Terms

  • Tracking Set: The set of products that the report will track for sales and product quantity.
  • Time Slot / Interval: For items that are tracked and/or prepped throughout the day, this defines how often the item is tracked.

Configuration Settings

Before using item tracking and product forecasting, you must first enable these features in your settings. To enable the Item Tracking Report:

  1. In the Management Console ([yoursubdomain].revelup.com) navigate to the Settings.
  2. Click Clear Selections.
  3. Type Product Forecasting in the search bar.
  4. In the search results, check the box next to Product Forecasting.
  5. On the right hand side, check the box next to Enable Item Tracking. This will enable the Item Tracking Report and allow you to configure item tracking sets: item_tracking_settings.png
  6. Configure your settings to specify whether the sales forecasts made by the report will be based off of Net or Gross sales, and specify the number of weeks to base your forecasting for both item quantities and sales. Use this page to configure your item prep reports and which printers to print those reports from. These are reports that you can configure to print out at various points in the day, indicating how many items will need to be prepped for the following day. The following settings are available:
    • Enable Item Tracking: Enables the Item Tracking Report on the Management Console.
    • Forecast Item Quantities Based on Number of Weeks: Specifies the number of weeks off which to base the forecast prep amounts for each interval.
    • Forecast Sales Based on Number of Weeks: Specifies the number of weeks off which to base the total forecasted sales for the day.
    • Base Sales Forecasts off of: Specifies whether to base sales forecasting off of Net or Gross sales.
    • Print Report To: Specifies the printer which will print the Item Tracking reports.
    • Start of Day Report: The Start of Day report prints all daily tracking sets. This option contains four sub-settings:
      • Prints X Minutes before business opens - Input the number of minutes prior to business open that the Start of Day Report should print. Note, to use this feature, you must input your business’ time table (Note, this can take a negative value if you want the report to print after the business opens).
      • Include Totals For Each Time Slot - Includes forecast totals for each interval time slot in the report.
      • Include Interval Totals for the Day - Includes the daily totals for each interval tracking set in the report.
      • Hourly Forecasting Sales - Includes the forecast hourly sales for the day.
    • Interval Prep Report: Interval Prep Reports print all non-daily tracking sets. This option contains five sub settings.
      • Print How Often - Specifies how often the reports print. Users can choose the following values: Never, 15 minutes, 30 minutes, one hour, two hours, and four hours.
      • Include Prior Hour Totals - Includes a total on the report showing how much was sold last hour.
      • Include Cumulative Totals - Includes the total amount that have been sold throughout the day.
      • Include Next Time Slot Forecast - Includes the totals for the next time slot that will print out.
      • Hourly Sales - Includes the hourly sales for the day.
    • Closing Prep Report: Closing Prep Report prints a summary of what will need to be prepared for the next day. Input the number of minutes prior to business close that the Next Day report should print This can take a negative number which will cause it to print after close of business.
  7. After you've configured your item tracking settings, click Save

Selecting the Point of Sale Station

Once you've enabled item tracking and product forecasting, the Point of Sale station to print from needs to be selected. To do this:

  1. In the Management Console, navigate to the Establishment tab.
  2. Click Stations.
  3. Select the desired station to print from.
  4. In the Details tab, click Show More under the Printing section:forecast1.png
  5. Check the box next to Is Print Item Forecasting and then click Save:forecast2.png

Configuring Item Tracking Sets

Now that you've configured the settings for the Item Tracking Report it's time to configure your Item Tracking Sets. These are the sets of products that the report will track for sales and quantities. To configure your Item Tracking Sets:

  1. In the Management Console, navigate to the Reports > Other Reports > Item Tracking Report page.
  2. Click Edit Tracking Sets at the top right of the page.
  3. Click + Add New Tracking Set. This will expose the Item Track Set settings: item_tracking_set_settings.png
  4. Configure the settings as desired. The following options are available:
    • Name: Specifies the name of the tracking set.
    • Sort: Specifies the order that the set appears on the Item Tracking Report. This is an integer value based on the number of configured tracking sets.
    • Active: If checked, the set is currently active. Only active sets are visible in reports.
    • Number of Decimals in Tracking Set: Allows you to forecast up to two decimals places. Generally speaking, tracking sets should produce whole numbers. The possible values are 0, 1, and 2.
    • Safety Factor: Specifies the percentage by which forecast amounts for this set should be increased in order to guarantee that there is sufficient product produced. You may also input a simple formula to calculate the safety factor based on preset variables. Please see the Safety Factors section for formula building instructions. Percentage safety factors will apply to all tracking frequencies. Formulae will apply only to interval tracking frequencies.
    • Interval Frequency: For items that are tracked and/or prepped throughout the day, this field specifies how often the item shall be tracked. A "None" value means that this item is only tracked on a daily or greater basis. Possible values include None, 15 Minutes, 30 Minutes, and 60 Minutes (default).
    • Prep Time: Specifies the amount of time needed to prepare the product set. This controls how far ahead of the forecasted use the kitchen will be prompted to start preparing the item set. Possible values include: No Prep Time, 15 Minutes, 30 Minutes, 45 Minutes, 60 Minutes, 120 Minutes, 180 Minutes, 240 Minutes, depending on the configured frequency.
    • Last Prep Time X Minutes Before Store Closes: Input the number of minutes prior to business close that this item may be prepped. This is the final time that an interval report will print out, and it will contain the quantities needed for the rest of the day.
    • Spot Check: This setting is only displayed if the "Interval Frequency" field has been set to "None". Spot checks help confirm that you are producing enough of the item throughout the day. Input the interval you want to check for, the time the spot check should print and the amount of the interval's quantity that you should have produced by that time. You may input multiple spot checks, say 25% at 11:00, 50% at 2:00 and 75% at 5:00.
    • Item Tracking Report: Specifies how the tracking set will be displayed on the Item Tracking Report. Interval sets will be displayed in the table at the top of the report. Daily sets will be displayed at the bottom of the report. You may pick up more than one frequency.
      • Interval: This causes the item to appear in the upper section with Time Slot forecasts. Assuming the Prep Time field is not "No Prep Time", there will be a Prep Column. This is only available if the item’s Interval Frequency is not "None".
      • Today: Include the item in the Today Section
      • Tomorrow: Include the item in the Tomorrow Section
      • Today + ½ Tomorrow: Include the item in the Today + ½ Tomorrow Section
      • Tomorrow + ½ Next Day: Include the item in the Tomorrow + ½ Next Day section
    • Display Prep Column: If enabled, the Prep column displays how much of the item set should be prepped starting at what time, based on forecast data and the prep time. This setting is not configurable if the "Interval Frequency" field is set to "None".
    • Start of Day Report: Specifies the frequencies by which forecasts for this set will print on the start of day report. You may pick up more than one frequency. For example: if a tracking set has a Frequency of 60 minutes, the 10:00AM hour Prep field will display the quantities needed in the 11:00AM hour field.
      • Interval: This causes the item to appear in the upper "Hourly" All Day Section. This is only available if the Tracking Set's Interval Frequency is not "None".
      • Today: Include the item in the Today Daily Section
      • Tomorrow: Include the item in the Tomorrow Daily Section
      • Today + ½ Tomorrow: Include the item in the Today + ½ Tomorrow Section
      • Tomorrow + ½ Next Day: Include the item in the Tomorrow + ½ Next Day section
    • Interval Prep Reports: If enabled, this setting includes the Tracking set on the interval report, as well as in the Totals for Each Time Slot on the Start of Day Report.
    • Closing Prep Report: If you want the forecast quantities for tomorrow or tomorrow + 1/2 next to print on the closing report, configure them here.
      • Tomorrow: Include the item in the Tomorrow Section. This assumes that the item is in the Tomorrow section of the Item Forecasting report. If it isn’t, the system will use the value from the next day’s Item Forecast Report.
      • Tomorrow + ½ Next Day: Include the item in the Tomorrow + ½ Next Day section. Like above, this assumes that the item is in the Tomorrow +1/2 Next Day section of the Item Forecasting report. If it isn’t, the system will use the data from the following two day’s Item Forecast Report’s to generate the forecast.
    • Included Products: Specifies which products to include in the tracking set. For each product, enter how many individual units to track. For example: if you sell cookies and track them by sheets of 12, you would enter 12 here.
  5. Click Save after creating your tracking set.

Printing Controls for Tracking Sets

The report also has item forecasting preparation chits to be sent to kitchen printers from the Point of Sale. Three different type of chits can be sent to kitchen printers, all with customizable options. The settings that control this functionality can be found on the Settings > Reports page under the Product Forecasting section or the Reports / Product Forecasting section of the settings page.

The Forecast Printing button will only appear on the Point of Sale station that has "Is Print Item Forecasting" enabled. It is used to manually reprint a forecast report that did not print automatically, for instance, if a technical error occurred. See the Selecting the Point of Sale Station section to set up forecast printing from the Point of Sale.

The image below highlights the printing settings when configuring item tracking sets. For more detailed descriptions on the settings, please see the Item Tracking Set Settings table.

Item Tracking Set Configuration, Printing Control Settings

item_tracking_sets_printing_controls.png

The image below displays examples of the Start of Day, Interval Prep, and Closing Prep reports reading left to right:

Item Tracking Report Print-outs

item_forecasting_printer_chits.png


Safety Factors

Because Forecasting is not a hard science, Revel has developed the Safety Factor feature to ensure over-production into the forecasts, so that users won’t run out of key items. This percentage varies by tracking set. Configure Safety Factors using the corresponding field on the Reports > Item Tracking > Edit Tracking Sets > Details page. This field specifies the percentage by which forecasted amounts for the item set should be increased in order to guarantee that there is sufficient product. Users may also input a simple formula to calculate the safety factor based on preset variables. In other words, if you forecast that you will sell 16 cookies, and the safety factory is 20%, than they system changes the forecasted cookies to 20.

Percentage Safety Factor Configuration

safety_factor_setting.png

You can also configure safety factors by equation building. Equation building uses variables and simple math to increase production based off future forecast sales or item quantities.

For example: Say you have a tracking set that estimates rolls needed for tomorrow. You prep rolls a day in advance, throughout the day. You can build an equation that takes tomorrows roll forecast (110 in this example), divides it by work hours in the day (11), and subtracts an integer (the amount you are already over-producing, 5 in this example). The resulting "6" (110/11-5) will be added to the toll forecast for each hour.

Any mathematical equation can be entered into the Safety Factor field using one or more of the following predefined variables. Use the "*" (asterisk) symbol for multiplication.

Available variables:

  • today_sales
  • tomorrow_sales
  • today_hours
  • tomorrow_hours
  • SETNAME_today_quantity
  • SETNAME_tomorrow_quantity
  • sales
  • quantity

For the "SETNAME" variables, you can find the tracking set SETNAME by hovering your cursor over the tracking set name on the Item Tracking Report, as shown in the image below.

SETNAME Display on Item Tracking Report

set_name_item_tracking_report_hover.png

The following images displays a formula entered in the Safety Factor field. You can find the actual safety factor amount, meaning the amount that the equation produced, by hovering over the forecasted column for the tracking set.

Formula Safety Factor Configuration

formual_safety_factor.png

Safety Factor Display on the Item Tracking Report

safety_factory_item_tracking_report_hover.png

Spot Checks

In order to help track the production of long frequency items, Revel has added the ability to print Spot Checks for Item Sets tracked by longer frequencies. Spot Checks help confirm that the user is producing enough of the item throughout the day. These will be printed on the Interval Prep Report printouts.

A Spot check will be a combination of tracking periods (today, tomorrow, etc), time, and percentage. The system will display the name of the tracking set, the percentage amount of the set for the period (be it today, tomorrow, etc). For example: if the user needs to produce 48 packs for tomorrow and there is a 25% spot check at 11:00, the report will display: “Packs 25% 12 qty.”

When configuring a Spot Check, input the interval to check for, the time the spot check should print and the amount of the interval's value that has been produced up to that time. Users may input multiple spot checks.

Spot Check Settings, Item Tracking Set

spot_check_settings.png


Have more questions? Submit a request

Item Tracking / Product Forecasting

By Ancey Douglas | Updated

Follow

This guide is designed to help you navigate and optimize Revel's Product Forecasting / Item Tracking report features. This feature is particularly relevant for Quick Service users who have items that need to be prepared throughout the day. This feature allows users to plan for how many of those items to have prepared and ready before the customer orders, rather than having to produce items as a customer orders.


Contents


Definition of Terms

  • Tracking Set: The set of products that the report will track for sales and product quantity.
  • Time Slot / Interval: For items that are tracked and/or prepped throughout the day, this defines how often the item is tracked.

Configuration Settings

Before using item tracking and product forecasting, you must first enable these features in your settings. To enable the Item Tracking Report:

  1. In the Management Console ([yoursubdomain].revelup.com) navigate to the Settings.
  2. Click Clear Selections.
  3. Type Product Forecasting in the search bar.
  4. In the search results, check the box next to Product Forecasting.
  5. On the right hand side, check the box next to Enable Item Tracking. This will enable the Item Tracking Report and allow you to configure item tracking sets: item_tracking_settings.png
  6. Configure your settings to specify whether the sales forecasts made by the report will be based off of Net or Gross sales, and specify the number of weeks to base your forecasting for both item quantities and sales. Use this page to configure your item prep reports and which printers to print those reports from. These are reports that you can configure to print out at various points in the day, indicating how many items will need to be prepped for the following day. The following settings are available:
    • Enable Item Tracking: Enables the Item Tracking Report on the Management Console.
    • Forecast Item Quantities Based on Number of Weeks: Specifies the number of weeks off which to base the forecast prep amounts for each interval.
    • Forecast Sales Based on Number of Weeks: Specifies the number of weeks off which to base the total forecasted sales for the day.
    • Base Sales Forecasts off of: Specifies whether to base sales forecasting off of Net or Gross sales.
    • Print Report To: Specifies the printer which will print the Item Tracking reports.
    • Start of Day Report: The Start of Day report prints all daily tracking sets. This option contains four sub-settings:
      • Prints X Minutes before business opens - Input the number of minutes prior to business open that the Start of Day Report should print. Note, to use this feature, you must input your business’ time table (Note, this can take a negative value if you want the report to print after the business opens).
      • Include Totals For Each Time Slot - Includes forecast totals for each interval time slot in the report.
      • Include Interval Totals for the Day - Includes the daily totals for each interval tracking set in the report.
      • Hourly Forecasting Sales - Includes the forecast hourly sales for the day.
    • Interval Prep Report: Interval Prep Reports print all non-daily tracking sets. This option contains five sub settings.
      • Print How Often - Specifies how often the reports print. Users can choose the following values: Never, 15 minutes, 30 minutes, one hour, two hours, and four hours.
      • Include Prior Hour Totals - Includes a total on the report showing how much was sold last hour.
      • Include Cumulative Totals - Includes the total amount that have been sold throughout the day.
      • Include Next Time Slot Forecast - Includes the totals for the next time slot that will print out.
      • Hourly Sales - Includes the hourly sales for the day.
    • Closing Prep Report: Closing Prep Report prints a summary of what will need to be prepared for the next day. Input the number of minutes prior to business close that the Next Day report should print This can take a negative number which will cause it to print after close of business.
  7. After you've configured your item tracking settings, click Save

Selecting the Point of Sale Station

Once you've enabled item tracking and product forecasting, the Point of Sale station to print from needs to be selected. To do this:

  1. In the Management Console, navigate to the Establishment tab.
  2. Click Stations.
  3. Select the desired station to print from.
  4. In the Details tab, click Show More under the Printing section:forecast1.png
  5. Check the box next to Is Print Item Forecasting and then click Save:forecast2.png

Configuring Item Tracking Sets

Now that you've configured the settings for the Item Tracking Report it's time to configure your Item Tracking Sets. These are the sets of products that the report will track for sales and quantities. To configure your Item Tracking Sets:

  1. In the Management Console, navigate to the Reports > Other Reports > Item Tracking Report page.
  2. Click Edit Tracking Sets at the top right of the page.
  3. Click + Add New Tracking Set. This will expose the Item Track Set settings: item_tracking_set_settings.png
  4. Configure the settings as desired. The following options are available:
    • Name: Specifies the name of the tracking set.
    • Sort: Specifies the order that the set appears on the Item Tracking Report. This is an integer value based on the number of configured tracking sets.
    • Active: If checked, the set is currently active. Only active sets are visible in reports.
    • Number of Decimals in Tracking Set: Allows you to forecast up to two decimals places. Generally speaking, tracking sets should produce whole numbers. The possible values are 0, 1, and 2.
    • Safety Factor: Specifies the percentage by which forecast amounts for this set should be increased in order to guarantee that there is sufficient product produced. You may also input a simple formula to calculate the safety factor based on preset variables. Please see the Safety Factors section for formula building instructions. Percentage safety factors will apply to all tracking frequencies. Formulae will apply only to interval tracking frequencies.
    • Interval Frequency: For items that are tracked and/or prepped throughout the day, this field specifies how often the item shall be tracked. A "None" value means that this item is only tracked on a daily or greater basis. Possible values include None, 15 Minutes, 30 Minutes, and 60 Minutes (default).
    • Prep Time: Specifies the amount of time needed to prepare the product set. This controls how far ahead of the forecasted use the kitchen will be prompted to start preparing the item set. Possible values include: No Prep Time, 15 Minutes, 30 Minutes, 45 Minutes, 60 Minutes, 120 Minutes, 180 Minutes, 240 Minutes, depending on the configured frequency.
    • Last Prep Time X Minutes Before Store Closes: Input the number of minutes prior to business close that this item may be prepped. This is the final time that an interval report will print out, and it will contain the quantities needed for the rest of the day.
    • Spot Check: This setting is only displayed if the "Interval Frequency" field has been set to "None". Spot checks help confirm that you are producing enough of the item throughout the day. Input the interval you want to check for, the time the spot check should print and the amount of the interval's quantity that you should have produced by that time. You may input multiple spot checks, say 25% at 11:00, 50% at 2:00 and 75% at 5:00.
    • Item Tracking Report: Specifies how the tracking set will be displayed on the Item Tracking Report. Interval sets will be displayed in the table at the top of the report. Daily sets will be displayed at the bottom of the report. You may pick up more than one frequency.
      • Interval: This causes the item to appear in the upper section with Time Slot forecasts. Assuming the Prep Time field is not "No Prep Time", there will be a Prep Column. This is only available if the item’s Interval Frequency is not "None".
      • Today: Include the item in the Today Section
      • Tomorrow: Include the item in the Tomorrow Section
      • Today + ½ Tomorrow: Include the item in the Today + ½ Tomorrow Section
      • Tomorrow + ½ Next Day: Include the item in the Tomorrow + ½ Next Day section
    • Display Prep Column: If enabled, the Prep column displays how much of the item set should be prepped starting at what time, based on forecast data and the prep time. This setting is not configurable if the "Interval Frequency" field is set to "None".
    • Start of Day Report: Specifies the frequencies by which forecasts for this set will print on the start of day report. You may pick up more than one frequency. For example: if a tracking set has a Frequency of 60 minutes, the 10:00AM hour Prep field will display the quantities needed in the 11:00AM hour field.
      • Interval: This causes the item to appear in the upper "Hourly" All Day Section. This is only available if the Tracking Set's Interval Frequency is not "None".
      • Today: Include the item in the Today Daily Section
      • Tomorrow: Include the item in the Tomorrow Daily Section
      • Today + ½ Tomorrow: Include the item in the Today + ½ Tomorrow Section
      • Tomorrow + ½ Next Day: Include the item in the Tomorrow + ½ Next Day section
    • Interval Prep Reports: If enabled, this setting includes the Tracking set on the interval report, as well as in the Totals for Each Time Slot on the Start of Day Report.
    • Closing Prep Report: If you want the forecast quantities for tomorrow or tomorrow + 1/2 next to print on the closing report, configure them here.
      • Tomorrow: Include the item in the Tomorrow Section. This assumes that the item is in the Tomorrow section of the Item Forecasting report. If it isn’t, the system will use the value from the next day’s Item Forecast Report.
      • Tomorrow + ½ Next Day: Include the item in the Tomorrow + ½ Next Day section. Like above, this assumes that the item is in the Tomorrow +1/2 Next Day section of the Item Forecasting report. If it isn’t, the system will use the data from the following two day’s Item Forecast Report’s to generate the forecast.
    • Included Products: Specifies which products to include in the tracking set. For each product, enter how many individual units to track. For example: if you sell cookies and track them by sheets of 12, you would enter 12 here.
  5. Click Save after creating your tracking set.

Printing Controls for Tracking Sets

The report also has item forecasting preparation chits to be sent to kitchen printers from the Point of Sale. Three different type of chits can be sent to kitchen printers, all with customizable options. The settings that control this functionality can be found on the Settings > Reports page under the Product Forecasting section or the Reports / Product Forecasting section of the settings page.

The Forecast Printing button will only appear on the Point of Sale station that has "Is Print Item Forecasting" enabled. It is used to manually reprint a forecast report that did not print automatically, for instance, if a technical error occurred. See the Selecting the Point of Sale Station section to set up forecast printing from the Point of Sale.

The image below highlights the printing settings when configuring item tracking sets. For more detailed descriptions on the settings, please see the Item Tracking Set Settings table.

Item Tracking Set Configuration, Printing Control Settings

item_tracking_sets_printing_controls.png

The image below displays examples of the Start of Day, Interval Prep, and Closing Prep reports reading left to right:

Item Tracking Report Print-outs

item_forecasting_printer_chits.png


Safety Factors

Because Forecasting is not a hard science, Revel has developed the Safety Factor feature to ensure over-production into the forecasts, so that users won’t run out of key items. This percentage varies by tracking set. Configure Safety Factors using the corresponding field on the Reports > Item Tracking > Edit Tracking Sets > Details page. This field specifies the percentage by which forecasted amounts for the item set should be increased in order to guarantee that there is sufficient product. Users may also input a simple formula to calculate the safety factor based on preset variables. In other words, if you forecast that you will sell 16 cookies, and the safety factory is 20%, than they system changes the forecasted cookies to 20.

Percentage Safety Factor Configuration

safety_factor_setting.png

You can also configure safety factors by equation building. Equation building uses variables and simple math to increase production based off future forecast sales or item quantities.

For example: Say you have a tracking set that estimates rolls needed for tomorrow. You prep rolls a day in advance, throughout the day. You can build an equation that takes tomorrows roll forecast (110 in this example), divides it by work hours in the day (11), and subtracts an integer (the amount you are already over-producing, 5 in this example). The resulting "6" (110/11-5) will be added to the toll forecast for each hour.

Any mathematical equation can be entered into the Safety Factor field using one or more of the following predefined variables. Use the "*" (asterisk) symbol for multiplication.

Available variables:

  • today_sales
  • tomorrow_sales
  • today_hours
  • tomorrow_hours
  • SETNAME_today_quantity
  • SETNAME_tomorrow_quantity
  • sales
  • quantity

For the "SETNAME" variables, you can find the tracking set SETNAME by hovering your cursor over the tracking set name on the Item Tracking Report, as shown in the image below.

SETNAME Display on Item Tracking Report

set_name_item_tracking_report_hover.png

The following images displays a formula entered in the Safety Factor field. You can find the actual safety factor amount, meaning the amount that the equation produced, by hovering over the forecasted column for the tracking set.

Formula Safety Factor Configuration

formual_safety_factor.png

Safety Factor Display on the Item Tracking Report

safety_factory_item_tracking_report_hover.png

Spot Checks

In order to help track the production of long frequency items, Revel has added the ability to print Spot Checks for Item Sets tracked by longer frequencies. Spot Checks help confirm that the user is producing enough of the item throughout the day. These will be printed on the Interval Prep Report printouts.

A Spot check will be a combination of tracking periods (today, tomorrow, etc), time, and percentage. The system will display the name of the tracking set, the percentage amount of the set for the period (be it today, tomorrow, etc). For example: if the user needs to produce 48 packs for tomorrow and there is a 25% spot check at 11:00, the report will display: “Packs 25% 12 qty.”

When configuring a Spot Check, input the interval to check for, the time the spot check should print and the amount of the interval's value that has been produced up to that time. Users may input multiple spot checks.

Spot Check Settings, Item Tracking Set

spot_check_settings.png

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