Administrator - Manually Entering Food Items in the Item Database

Items in the Item Database are uploaded using the Vendor Item Upload tool or added individually throughout the year by searching the Nourish to Flourish (N2F) Database from the Item Database or from the Vendors Module. The N2F Database houses thousands of items with all attributes associated with those items and allows menu planners to easily locate and add items to their Item Database capturing all of that data without further data entry. However, not all items that are searched for in the N2F Database or uploaded using the Vendor Item Upload tool will be found. This can be due to a manufacturer not publishing data into GDSN or to the N2F Database. This article describes how to manually add items to the local Item Database. Unfortunately, when items are manually added they will not have all associated data attributes already stored with the item and all of that data will have to be entered manually by the Menu Planner.

Please note that this function can only be performed by a user with District Administrator (DA) level access. Building Administrators (BA) users are not able to add or edit items. 

  1. In the Item Database, click the plus sign button on the bottom right-hand side of the screen and click the [+] Add New Item button
  2. From the pop out window, fill in the: 
    1. Menu Item Name - The name of the item as it will appear on Base Menus, Menu Calendar, and Online Menus (unless overwritten by the Choosi Display Name)
    2. Serving Size - The weight and/or measure of a single serving of the item
    3. Assign Meal Components - Use the drop downs to locate the correct meal component and unit and enter the amount of creditable component
    4. Calories - Required by NSLP rules, you'll be able to add other nutrients for this item in a later step
    5. Saturated Fat - Required by NSLP rules, you'll be able to add other nutrients for this item in a later step
    6. Sodium - Required by NSLP rules, you'll be able to add other nutrients for this item in a later step
    7. Add Allergens - Use the Add More button to add allergens and select the claim from the drop down menu
    8. GPC Classification (optional) 
  3. Click the [Save & Continue] button when all data has been entered 
  4. On the Item Info tab, fill in as much data as you have for the item in the District Info and Product Info sections
    1. Note that all open fields that do not have a red asterisk next to them are optional fields. However, the more data you are able to enter to be stored with this item the better 
  5. Add an image for the item by clicking on the Replace link and selecting and image to be stored with this item (optional) 
  6. Click over to the Nutrients & Meal Components tab and fill in as much data as you have for the item in the Serving Size, Meal Components, Documentation, Nutritional Information, and Allergens sections
    1. Note that all open fields that do not have a red asterisk next to them are optional fields. However, the more data you are able to enter to be stored with this item the better 
  7. When you have entered all of the item data desired, select the drop down button on the [Save] button and select the Save & Close option. Click the [Save & Close] button 

At this point, the item has been added to the Item Database but it has not yet been assigned any Purchase Options. This means the item is not associated with any Vendor, does not have a price, Vendor Order number, or any other purchasing information. If you are using Forecasting, Inventory, or Purchasing it is necessary to complete the process below for each item manually added to the Item Database from the local Item Database.

To enter Purchase Options to the item, click here for instructions

 

 

 

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