Administrator - Vendors > Searching for and Adding Items to the Item Database via K-12 Data Exchange

Items in the Item Database are uploaded using the Vendor Item Upload tool or added manually throughout the year by searching the K-12 Data Exchange from the Item Database or from the Vendors Module. The K-12 Data Exchange 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. This article describes how to manually search for and add items to the local Item Database from the Vendors Module. For instructions on how to use the Vendor Item Upload tool, click here. For instructions on how to manually search for add items to the Item Database from the Item Database, click here.  

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. Login to CNCentral and click on the Vendors module from the left side black panelmceclip0.png
  2. Click on the name of the Vendor you purchase the item from
  3. Click over to the Items tab then click the blue plus sign button and select the [Search K-12 Data Exchange] button mceclip1.png
  4. Enter an item name, key word, GTIN, or manufacturer code for the item you're looking to add to your Item Database into the search bar and click the search icon or press [Enter]
    1. Note that entering the GTIN into the search bar is the recommended data point as it will search and return exact product results. All other data points entered may return several results which will need to be sorted through to find the exact product needed mceclip2.png
  5. Scroll down the list of returned results and click on the item name when the desired product is located
    1. Note that the returned results will include items from all linked databases of items. If you'd like to search in specific databases (for example GDSN or Generic), you can use the Source filter to narrow down the results. Once searched, You can discern which database an item is pulled from by looking at the Source column 
    2. Note that items returned highlighted in yellow are sponsored searches that always appear at the top of the list if a key word is entered mceclip3.png
  6. Review the item data on the Item Info tab. Add data to any open field or edit any information for the item that you'd like stored with it.
    1. Item Info is separated into three categories - District Info, Product Info, and Additional Info. District Info is always editable, Product Info is editable only when not provided by the manufacturer, and Additional Info is never editable with the exception of the product image. An explanation of each data field is below:  
      1. Menu Item Name - The Menu Item Name is the name of the item as you would like it to appear on a Base Menu, the Menu Calendar, or in Choosi on an online menu
      2. Choosi Display Name - The Choosi Display Name, when entered, will overwrite a Menu Item Name for the purposes of displaying on a Choosi Online Menu
      3. District Code - Enter an internal number for this item if the district utilizes a different numbering system for items than the vendor ID #
      4. Ingredient Only flag - Enable this flag if the item is only used as an ingredient in a recipe. When enabled, this item will only be searchable from the Recipes Module
      5. K-12 DEX Item Name - This is the item name as provided by the manufacturer of a product
      6. Brand Name - When applicable, this is the brand name of an item
      7. Manufacturer - When applicable, this is the brand name of an item
      8. Manufacturer Product ID - When applicable, this is the manufacturers identification number for this item
      9. GTIN - 14 digit unique identification code for this item (note that generic items by definition are not specific unique items and will not have a GTIN)
      10. GPC Classification - This is the global classification of a product and used for determining procurement categories in CNCentral for the purposes of Inventory, Ordering, and Forecasting
      11. Product Image - Usually provided by the manufacturer but this image can be overwritten if desired
      12. Ingredients - When provided by the manufacturer, a list of all ingredients in a product
      13. Country of Origin - When provided by the manufacturer, used for documentation purposes for Buy American provisions mceclip6.png
  7. Review the item data on the Nutrients & Meal Components tab. Add data to any open field or edit any information for the item that you'd like stored with it.
    1. The Nutrients & Meal Components tab is separated into five categories - Serving Size, Meal Components, Documentation, Nutritional Information, and Allergens. Any data provided by the manufacturer on this tab will be read only and data not provided will be editable for users to enter data into. The exception is the Meal Components category where users can adjust the manufacturer provided information if necessary. An explanation of each category is below:  
      1. Serving Size - Serving size is required data and without a weight and/or measure, CNCentral will not allow this item to be added to the Item Database. Users can fill in any data not provided in editable fields
      2. Meal Components - Many items in the K-12 Data Exchange have meal components as associated attributes but some do not. Careful review of this category is necessary to ensure the most accurate data is stored with the item
      3. Documentation - If a CN Label exists for this product, users can enable the CN Label flag, enter a CN Label #, CN Expiration Date, and can upload an image (such as a CN Label or Product Formulation Statement) to be stored with this item
      4. Nutritional Information - Only Calories, Saturated Fat, and Sodium are required data and without that data, CNCentral will not allow this item to be added to the Item Database. Users can fill in any data not provided in editable fields
      5. Allergens - Allergens declared by the manufacturer will display here. Once an item is added to the Item Database, it is possible for users to change the Allergen information in case this is provided incorrectly in the K-12 Data Exchange by the manufacturer. Careful review of this category is necessary to ensure the most accurate data is stored with the item mceclip7.png
  8. Once all desired data has been entered into any open field available for this item, click the [Add] button on the top right hand side of the screen to complete the process of adding this item to the item database mceclip13.png
  9. You'll be taken to the Inventory Setup for this item. Ensure all data appears as expected for how this item is purchased and stored in inventory. Note that this data comes via the manufacturer for most products but careful review is required to ensure accuracy. Generic items will all be setup per pound and may need further manipulation to ensure the item is setup correctly according to how you purchase it mceclip4.png
  10. Click over to the General Info tab. Enter any data necessary into the editable fields. A description of each field is below: 
    1. Item Name - This field is used for inventory purposes and should reflect how staff know to identify this item for inventory management purposes
    2. Vendor Item Name - The name of the item as provided by your Vendor and how you refer to this item when purchasing it from your Vendor 
    3. Pack Size - The number of inventory units in and type of inventory units in a purchase unit and sometimes the weight of a single serving
    4. Nominal Net Weight - The weight of a case based on the serving size and number of servings per case
    5. Purchase Unit GTIN - 14 digit code which represents the identification number for a purchase unit
    6. Vendor Product ID - The number of the item as provided by your Vendor and what you provide to your Vendor when purchasing this item 
    7. Procurement Category - The category this item belongs to based on it's GPC code
    8. District ID - An internal number used for this item when applicable
    9. Purchase Unit ID - This is a system defined value for the Purchase Unit, and is uneditable by the user
    10. USDA Commodities flag - Enabled when the item is a USDA Commodity item
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  11. Click the [Save] button to save any changes made.
    1. Note: you must save prior to adding a Price or the data you've entered might be erased after saving the price mceclip8.png
  12. Click the [+ Add Price] button to open the Add Price flyout. Locate a contract (if applicable) from the drop down menu, enter an effective date for this pricing, enter the price, and click the [Save&Close] button mceclip9.png
  13. When all values are reviewed and confirmed, click back over to the Inventory Setup tab and click the Confirm Values flag mceclip10.png
  14. Select the drop down button on the [Save] button and select the Save & Close option. Click the [Save & Close] button mceclip11.png
  15. You'll be returned to the Add item screen. Click the [Add] button to add this item to the item database mceclip12.png
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