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Working with Food Items (i.e., Ingredients and Prepared Foods)

Kevin U
  • Updated

About Food Items: Ingredients and Prepared Foods

A recipe can consist of two types of food items: ingredients and prepared foods. Ingredients and prepared foods that are available for use in your account are available from the Foods screen, which is opened from the left navigation sidebar by selecting Menus & Recipes > Food Listing. 

Ingredient

An ingredient is a food item that is used in a recipe, which in turn is added to the menu (an ingredient cannot be added to a menu as an item). Examples of ingredients are butter, eggs, flour.

  • When adding an ingredient to a recipe, you will define the ingredient amount.
  • An ingredient cannot be added directly to a menu. For example, you cannot add flour as a menu item.
  • In the system, an ingredient is identified with a comma in its name. The main part of the food name is listed prior to the comma, and additional information about the food after the comma. For example, Applesauce, Unswt. 

    applesauce_comma.png
     
  • Each ingredient in the system has a default portion size of 1 gram (per screenshot below). Because the portion size for an ingredient is relative to a recipe, the system requires the user to define the amount of the ingredient when adding the ingredient to a recipe. Therefore, having a default portion size of 1 gram prompts the user to enter an amount for the ingredient when creating/editing a recipe.

    one_gram_ingredient.png

Prepared Food

A prepared food is a food item that is purchased ready-to-serve, and only requires heating and/or serving without additional ingredients. For example, a bagel, or a cake that just requires you to slice and serve. 

  • A prepared food is both an ingredient and a recipe in the system.
  • As an ingredient, it can be used within a recipe.
  • As a recipe, it can be offered directly on a menu. 
  • As a recipe, it can be extended with therapeutic substitute recipes.
  • A prepared food, although a recipe, cannot be copied like a standard recipe. 
  • In the system, a prepared food does not have a comma in its name (unlike an ingredient).

    applesauce_prepared_food.png
     
  • The portion size for a prepared food is defined by the food. If the portion size uses a special unit of measure (i.e., "Each", "Slice", etc.), then click the edit symbol to see the amount and the unit of measure (e.g., grams, ounces, cups, etc.) defined for the special unit of measure. 

    portion_size_prepared_food2.png

Food Items are "Generic"

The food items (ingredients and prepared foods) in the system are "generic" and are not specific brand products (i.e., vendor products). The system treats food items similar to a cookbook, in which the ingredients are listed as general. 

"Behind the scenes" in the system, a food item is associated with one or more actual vendor products that are verified to match with the food item.

From a food item's associated vendor products, one is selected for that food item, which in turn determines the nutritional content of the food and the nutritional content of a recipe for which the food is an ingredient. In addition, the price of the vendor product that is selected for the food item is calculated as part of the cost for the recipe.

verified_vendor_products.png

The system will automatically select the vendor product for the food item via its product-item selection logic. However, if needed you can manually select a different product for the food item. For more information, see the following articles:

Note: With the above structure, a food item can be considered to be a "parent" to vendor products in the system. A vendor product requires a "parent" food item to be used in the system. 

Opening the Foods Listing Screen

Food items are available for use in your account are available from the Foods Listing screen via Recipes > Food Items.

food_listing.png

Setting Columns on the Foods Listing Screen

You can set the columns to display on the Foods Listing screen. To do so:

  1. Click the Set Columns button. The Set Columns pop-up appears.
  2. For the columns you want onscreen drag-and-drop them from the right side of the pop-up to the left side of the pop-up. For the columns you do not want onscreen, drag-and-drop them from the left side of the pop-up to the right side of the pop-up. 

    columns_food.png
     
  3. You can determine the sort order of the columns displayed onscreen by clicking, holding, and dragging a column to it desired spot in the column list.

    sort_columns_food.png
     
  4. Click Apply to apply your changes and close the pop-up.

Searching For and Opening a Food Item

On the Foods Listing screen (Menus & Recipes > Food Listing), you can search for a food item (i.e., ingredient or prepared food) via the Search field at the top right (first screenshot below). You can enter the name or ID of the food item.

You can also search for food items by using the Filters, which display items that match your search criteria (first screenshot below) and clicking Apply.

foodlisting.png

The following filters are available:

  • Food Type
  • Owner
  • Creator
  • Food Categories
  • Search by Menu
  • Stock Item Category
  • Allergens
  • Cook Method
  • Last Reviewed
  • Hide Unpublished

After the search results are returned, clicking the Look Up Name of a food item opens the food item window for the food, where the information about the food is displayed.

food_item_window.png

Seeing the Recipes of a Food Item (i.e., Where Used?)

On the Foods Listing screen (Menus & Recipes > Food Listing), you can see what recipes an ingredient or prepared food is used in by clicking its gear icon and select Where Used (first screenshot below), and a pop-up appears listing the recipes it is part of (second screenshot below).
 

where_used_gear_food.png

where_used_food.png

if the food item is a prepared food, and as such can be directly added to a menu or a personal menu, then you can see if the prepared food is on a menu or personal menu via the Menus and Personal Menus tabs, respectively. 

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Changing Display Name and Description of Food Item

When you open a food item (i.e., ingredient or prepared food), its Display Name and Description can be edited. Upon making any changes, click the Save button to apply your changes. 

food_item_edit.png

When the default Display Name or default Description has been changed, a "Revert to Default" button exists beside the field for that item. Clicking the button resets to the default name or description for that item. 

food_display_name_revert.png

Edible Portion (EP) of Food Item

For certain food items, namely raw protein and some produce, an edible portion (EP) percentage value may be assigned, as indicated below. 

edible_portion.png

The EP of each ingredient in a recipe contributes to nutritional information and the estimated serving size of the recipe. For example, if the ingredient of ground beef has an EP of 72%, then 72% of the ground beef’s total weight is considered in the estimated serving size calculation.

For more information on the estimated serving size and how it is calculated against the recipe yield, see the Understanding Estimated Serving Size article. 

Note: When cost per ingredient is calculated for a recipe, the cost for an ingredient with an EP is based on the as purchased (AP) amount and not the EP (i.e., the EP does not change the cost of the ingredient).

In the MealSuite system, EP values are maintained by the MealSuite nutrition services team and are referenced to the USDA utilizing the most comparable source for the food item.

The Description field of an ingredient indicates that the EP is referenced from the USDA. 

edible_portion_description.png

How EP Weight of a Food Item is Calculated

The EP weight of a food item (i.e., ingredient or prepared food) is calculated as follows:

AP Amount  Multiplied by the Food's EP Percentage EP Amount
12 lbs 
(5443.10 g; 192 oz)  		66% 7.92 lbs 
(3592.45 g; 126.72 oz)

Density Value of a Food Item

The density value of a food item is its weight to volume ratio that allows it to be converted between volume and weight.

For example, the "Cereal, Corn Flakes Bulk" food item (screenshot below) has a density value of 0.095339, which indicates there is 0.095339 grams per millilitre. (To open a food item to see its density value, see Searching for and Opening a Food Item).  

corn_flakes_density_value.png

When you add a food item with a density value to a recipe, it can be added using a weight unit of measure or volume unit of measure. 

add_recipe_uom.png

If added to the recipe using a volume unit of measure, the system will then be able to convert to weight using the density value. The weight is added to the total weight of the recipe, which is needed in calculating the estimated serving size and nutritionals.  

How is the Density Value of a Food Item Calculated? 

The density value for a food item is inputted by the MealSuite Nutrition Services team using data from the USDA Food Data Central database. The density value of a food item is calculated by taking its average weight in grams of one cup divided by the average weight in grams of one cup of water, which is 235.69 g. In the example below, one cup of butter has an average weight of 227 grams. 

butter_salted.png

Keeping with the above example of butter, the calculation to determine its density value is as follows:

Average Weight in Grams of One Cup of Butter Divided by Average Weight in Grams of One Cup of Water Equals Density Value of Butter
227 g / 235.69 g 0.963129

Calculation to Convert to Volume

The volume for a food item is calculated by dividing its weight in grams by its density value. The result is in millilitres (ml). 

Example: 840.89 g weight / 0.095339 density value = 8820 ml volume

Calculation to Convert to Weight

The weight for a food item is calculated by multiplying its volume in ml by its density value. The result is in grams (g).  

Example: 8820 ml volume x 0.095339 density value = 840.89 g weight

Changing Stock Item Category for a Food Item

When you open a food item, its stock item category can be changed via the Stock Item Category field (indicated below). Upon making any changes, click the Save button to apply your changes. 

food_SIC.png

When the default stock item category for an item has been changed, a "Revert to Default" button exists beside the Stock Item Category field for that item. Clicking the button resets to the default stock item category for that item. 

revert_default_SIC.png 

Setting Pull By Amount for Food Item to Stock Unit or Exact Amount

What is a Pull Value?

A pull value is the number of days an ingredient is pulled from a freezer for thawing before being used in the recipe, or the days beforehand that an ingredient is first cooked before being served. 

Note that pull values are entered for ingredients within the recipe, as per screenshot below (see Editing a Recipe for more information).

pull_value.png

Setting Pull By Amount for Food Item to Stock Unit or Exact Amount

The total amount to pull for a food item is generated on the Ingredient Pull Sheet (Production). 

The total to pull amount for a food item can either be the exact amount being used in a recipe, or it can be the assigned pack size of the vendor product that is selected for that ingredient. 

When you open a food item (i.e., ingredient or prepared food), you can change its Pull By setting to Stock Unit (first screenshot below), or Exact Amount (second screenshot) below.

Upon making any changes, click the Save button to apply your changes. 

pull_by_stock.png

Viewing Nutritional Content of a Food item

To view the total nutritional content of a food item:

  1. Open the food item. 
     
  2. Select the Nutritional Content tab. The Nutrition Facts label is displayed, listing the individual nutrient values. 

    nutritional_content_food.png

    Ingredient Note: For an ingredient, the Serving Size on the Nutrition Facts label is 100 grams, as per industry standard, as per screenshot below. 

    100_grams.png

    Prepared Food Note: For a prepared food, the Serving Size on the Nutrition Facts label is taken from the portion size for the prepared food, as per screenshot below. 

    portion_size_prepared_food.png
     
  3. To view all the nutrient values, click the Nutrient Values link (first screenshot below), and the Nutrient Values window appears (second screenshot below), listing each nutrient and its value in the food. 

    nutrient_values_food.png

    food_nutrient_values.png

Quick Method of Accessing Nutrient values

On the Foods Listing screen, you can click the gear icon for a recipe and select Nutrient Preview to display the nutrient values window.

where_used_gear_food.png

How Does a Food Item Pull its Nutrient Values?

The food items (ingredients and prepared foods) are associated with one or more vendor products that are verified to match with the food item. 

From a food item's associated vendor products, one is selected for that food item, which in turn determines the nutritional content of the food and the nutritional content of a recipe for which the food is an ingredient. 

food_Item_verified_products_nutrient_data.png

The system will automatically select the vendor product for the food item via its product-item selection logic. However, if needed you can manually select a different product for the food item. For more information, see the following articles:

Performing a Bulk Edit of Multiple Food Items

MealSuite allows multiple food items to be updated simultaneously via the bulk edit function. The following functions can be updated when performing a bulk edit:

To perform a bulk edit of multiple food items, complete the following steps: 

  1. Open the Foods Listing screen (Menus & Recipes > Food Listing)
  2. Use the filters to return the foods you want listed onscreen.
  3. Select the check boxes of the foods you want to edit.
  4. Click the Bulk Edit button. The bulk edit pop-up appears. 

    bulk_edit_food.png
     
  5. Select the desired changes.
  6. Click the Apply Changes button and click OK to the confirmation message that appears. 

Exporting Foods Listing to Excel® File

The current list of items on your Foods Listing screen can be exported to an Excel® file. To do so, click the Export button at the top left of the screen (first screenshot below). When the file is ready, click the Download button to the message that appears (second screenshot below).  


export_foods.png

export_complete.png

What are Branded Products?

When you open a food item, the Linked Branded Products tab lists the branded products that are linked to the food item, as per screenshot below. 

linked_branded_products_no_detail.png

A branded product is an entity to link a food item to a nutrient source, and to link the vendor products of a particular brand to that nutrient source.

branded_products_multiple.png

The details of a branded product are only available to MealSuite internal staff with database access to the system. As an internal MealSuite user with database access to the system, you can read about Branded Products in the following article: Branded Products. 

Requesting a Food Item/Ingredient be Added to System

If you attempted to locate a food item (i.e., ingredient or prepared food) on the Foods Listing screen and a result was not returned, then you can request that the food item be added to the system. The request will be processed by the MealSuite Nutrition Services team. You can open the request form by clicking the Ingredient Request button (screenshot below). 

For more information on the form and correctly submitting an ingredient request, see the separate article: Requesting a Food Item/Ingredient be Added to System.

ingredient_request_button.png

Unpublishing/Publishing a Food Item

When you unpublish an ingredient, the ingredient will not be available to add to a recipe.

When you unpublish a prepared food, the following occurs:

If you are a parent account that unpublishes a food item, then that food item will not be available for use in any of your child accounts. However, if the unpublished food item is currently in use by a parent account or a child account, then that food item will remain in use. 

Unpublishing a Food item

To unpublish a food item:

  1. Access the Food Listing screen (Menus & Recipes > Food Listing) and search for and open the food item. 

    baking_chips_published.png
     
  2. Click the Unpublish button to change it to Publish. 

    baking_chips_unpublished.png
     
  3. The food item is unpublished. 

Locating Unpublished Food Items

To locate unpublished food items:

  1. Access the Food Listing screen (Menus & Recipes > Food Listing).
  2. From the filters, ensure the Hide Unpublished check box is clear (i.e., not selected).

    show_unpublished.png
     
  3. Click GO to apply your changes. 

Republishing a Food Item

To republish a food item:

  1. Access the Food Listing screen (Menus & Recipes > Food Listing) and search for and open the food item. 

    baking_chips_unpublished.png
     
  2. Click the Publish button to change it to Unpublish. 

    baking_chips_published.png
     
  3. The food item is published. 

FAQs

A food item (i.e., ingredient or prepared food) is not available in the system. How can I add a new food item to the system? 

If you cannot find a food (i.e., ingredient or prepared food) in the system (via the Foods Listing screen), then you can put in a request to the MealSuite Nutrition Services Team to add the food to the system. 

The request form can be found here: Ingredient Request Form.

Enter the necessary details and click Submit when done.  

How do I see the amount of a specific nutrient (e.g., grams of carbohydrates) in a food item? 

The amount of a specific nutrient of a food item can be viewed (e.g., number of grams of carbohydrates (CHO) in pasta penne). To do so, see Viewing Nutritional Content of a Food item.

Where do I see the food category of an ingredient or prepared food?

By opening a food item, you can see its assigned food category. The food category is managed and maintained by MealSuite. You cannot change the food category that a food item is assigned to. 

What is the Food Variations tab?

The Food Variations tab lists the food variation groups(s) that the food belongs to. A food variation group is used on a master recipe to allow the existing food item for an ingredient to be swapped for a similar food item. For example, assume Carrot Stick, RTS is listed an an ingredient in a recipe. Carrot Sticks RTS can be swapped out for another food from the food variation group (e.g., Carrots, Sliced FRZ), to be the new food for the ingredient. For more information and instructions on swapping ingredients in master recipe, see Recipe Variations: Swapping a Similar Food of an Ingredient in a Master Recipe.

Note: At this time the recipe variations function is available to US accounts only.

Is there any relation between the selected product for a food item and its food variation groups?

No. As noted, a food item can have multiple verified vendor products, one of which is selected for that food item to determine nutrition and costs. 

Separately, a food item can belong to a food variation group, which are displayed in the Food Variations tab (explained in the question above).