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Getting Started with the New Item Review

The New Vendor Item Review is a key tool for making Garde work for you! It provides an easy snapshot of all new Vendor Items so you can spot check our work. When you purchase a new item (or an item you’ve ordered before but purchased from a different vendor or in a different format), our team maps it to a Product and Categorizes it in the system. This happens for each new-to-you item, and once it’s been mapped, the software will continue to map it that way every time you order it - unless you make an adjustment. Using the New Item Review, you can quickly look over all your new items, check that they are with the right Product and Category, and quickly make changes if necessary.
Read How are Vendor Items and Products related? for a refresher on this fundamental relationship.
We highly recommend you do this review on an ongoing basis, or at a minimum before each end-of-period inventory. This feature gives you the ability to check items off to show they have been reviewed, making work across teams much more efficient and effective. Quickly and easily see invoice details, including invoice images, and make changes on the fly. It is one of the best ways you can make sure our software is putting the information you want exactly where you want it. If you have access to multiple units in Garde, and you have a new vendor item purchased in multiple units, this report will streamline the process and only show you the vendor item from the unit where it was first ordered. If that vendor items needs a product or category change, the edits you make will then take effect across all units. (If you have been with us a while, yes, this used to be called the Setup Verification Report :)

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Video Overview for the New Item Review

To view in full-screen mode, click the bracket ”[ ]” to the bottom right of the video.

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Step by Step Overview

Go to Inventory > Items

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The report shows you all the new Vendor Items you’ve purchased during the period selected. There is a lot of helpful information in this report, but it is most important that you check the to ensure these items were mapped to the correct Product and Category.

You can use this screen to see your list and check them off, or there’s an alternate view available (see step #7!) to allow you to see the item within the context of the full invoice. The orange sun icon will indicate whenever a new vendor item resulted in a new product. (2) If you have access to multiple units, then the slider will let you choose to see all items across all units or only items in the restaurant you are logged into. If the new vendor item is purchased in multiple units, this report will streamline the process and only show you the vendor item from the unit where it was first ordered. If that vendor items needs a product or category change, the edits you make will then take effect across all units. The orange sun icon will indicate whenever a new vendor item resulted in a new product. (3) There’s lots of flexibility to adjust this report for your needs - use the search bar up top and sort by any column by clicking on that header. (4) For even more view options, click on this blue menu button and select precisely which columns you want to see. (5) On the far left is an available checkbox that you can use to mark an item as reviewed. Just click on on it and the checkbox will turn green. You can use this liberally as the checking off does not have any impact (or connection) on your reporting, but simply gives you a quick visual regarding what’s left to review. (6) Click the blue hyperlink to open up the pop-up box that allows you to edit the product. Also note that the number shown in parentheses next to the Product name indicates how many Vendor Items are currently associated with this Product.

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Changing the Product Category

If any Product isn’t categorized correctly, changing it is easy: just click on the Product name (hyperlinked in blue) and change it. Select the Category, and change it to whatever Category you’d like If you would like the Product to be reported in more than one Category, you can do that too: Just select the Add Category button, then assign whatever percentage you would like allocated to each Category.

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Other Product Adjustments Available

Beyond changing the category, you can adjust many other aspects of the Product directly from this screen. Learn more about finding and editing products. A quick recap of the various options:
  • Tax Exempt — Check this box if you are not required to pay taxes for this product. Learn more.
  • Should be inventoried — Check this box if you intend to inventory the product.
  • Count Sheets — With the previous box checked, you can indicate which count sheet(s) you want this product on.
  • See this Product on Reports — How do you want to see this product on your reports? Learn about count-by units of measure.
  • Reassign — If the vendor item here should belong to a different product, click “Reassign” to choose the correct one. Learn more.
  • Units Counted on Inventory — Add multiple count-by units so you can count a product on your inventory multiple ways. Learn more.
  • Unit of Measure — Add any conversions needed for your recipes. A conversion is needed when how you count or measure the product differs from how you purchase it. Learn more about conversions.
(7) For a more detailed view of the invoice, click on the small arrow on the far right side within a line item row. Out slides the invoice details, also showing the product details. From here you can:
  • Click the arrow on the top right to close this slider and return to the previous screen.
  • Mark the item as reviewed (or unreviewed) and use the arrows at the bottom to scroll to the next vendor item. This allows you to work through your list while staying in this view.
  • Click on the invoice number link to open up the actual invoice image to double check everything!