Business settings: details, units and numbering
All plans
Every Configuration tab: tax details and logo, unit system, document numbering, lots, price lists, watermark, master data and language.
What it is for
Configuration holds your business details and the rules Recipok applies everywhere: the logo and legal name printed on labels and delivery notes, the numbering of your documents, how the lot number is built, the watermark, the sales price lists, the unit system and the language.
It is worth completing it in the first week, before you print anything. It is used by the owner or the manager; a production employee doesn’t see it.
Before you start
- Role: Manager, Advisor or Administrator. The Security tab is only visible to the owner.
- Open it from the user menu (top right) › Configuration.
- Have to hand your logo, your tax details, your food business registration number and the last delivery note and goods-in numbers you issued.
The Configuration tabs
| Tab | What it contains |
|---|---|
| General Data | Business details, units, document numbering, automatic emails, multi-employee mode and the margin of days for HACCP records. |
| Formulation | Only if you have subscribed to Cold Formulation: the balancing parameters. |
| Sales rates | The price lists you assign to your customers. |
| Document Settings | Watermark and settings for dispatch documents. |
| Master data | Return reasons, recipe tags, ingredient and recipe families, and the business’s allergen traces. |
| Technical sheet | Technical sheet templates and which recipes they apply to. See Technical sheet. |
| Translations | Custom translations of allergen names. |
| Security | Two-factor authentication (owner only). |
| Nomenclature | How the lot number of production orders is built. |
General Data
Several cards with a single Save button at the bottom of the page.
- 1Logo: PNG, JPG, GIF or WEBP up to 5 MB. It is printed on labels, technical sheets and documents.
- 2Unit system: choose how you see quantities, prices and temperatures. The data is always stored in metric.
Basic information and tax information
- Tradename, Commercial email, business Language, logo and an optional Description.
- Sector (includes Food industry and Central kitchen / contract catering) and Health registration no., which appears on the technical sheet.
- Legal name: the legal name on your delivery notes and orders. If you leave it empty, the trading name is used. Next to it, the Tax number.
- Country (sets the currency), Timezone (affects HACCP records and alerts), address, phone, website and social media.
- Order delivery address: the one suggested on each new purchase order. If it is empty, the registered address is used.
Unit system
| Option | Units you will see |
|---|---|
| Automatic | The recommended system for your country. The United Kingdom and the United States switch to imperial automatically. |
| Metric | g, kg, ml, L and °C. |
| Imperial UK | oz, lb, fl oz, UK gallon and °F. |
| US customary | oz, lb, fl oz, US gallon and °F. In addition, labels and technical sheets include the US nutrition panel (Nutrition Facts). |
The change applies to recipes, ingredients, stock, goods-in, production orders, HACCP (limits in °F) and PDF documents.
Document numbering
- Output documents and input documents: name (for example, Delivery note), prefix (AL-, ENT-) and next 4-digit number.
- Customer orders: next number. Return documents: prefix and next number.
- Production orders: next 6-digit number, Hide date, Use internal lots for ingredients and font size of the printed production order.
- Automatic lot configuration (Itinerary): prefix and sequence number for the production orders created by itineraries, or the same as for regular production orders.
If you are coming from other software, continue your series: set the next number to the one that comes next. A counter can never go below the numbers already issued.
Other cards
- Email sending configuration: notifications per downloaded recipe, per assigned task and per completed task.
- Multi-employee setup: Require passwords when several employees share the same device. See Users and roles.
- HACCP records: Days back that can be recorded, between 1 and 730 (90 by default). Useful for moving the records you kept on paper into Recipok.
The profit percentage is no longer here: it is calculated in Fixed and operating costs › Target margin.
The other tabs
Sales rates
Each price list has a Name, Type (Percentage or Numeric), Operation (Increase, Deduct or Free price), Value and Applies to (retail price or Wholesale price). Click Add. You then assign them to your customers: see Price lists.
Document Settings
Upload a Watermark (PNG or JPG, up to 5 MB) and choose where to apply it: Technical sheet, Dispatches and Sales orders. In Output Documents Settings you can tick Hide product weight on the delivery note.
Master data
Lists you use throughout the application: Reasons for return (stating whether they affect stock), Recipe tags, Ingredient families and Recipe families. This is also where you declare your bakery’s allergen traces: the ones you add in Traces in every recipe appear on all technical sheets and labels, and with Traces by recipe tag you limit them to the recipes with that tag.
Nomenclature
In Sequential lot number in production orders you choose the elements and their order (general prefix, recipe prefix, date, week or day number, sequence number and separators) and see a preview. Tick Enable this setting in production lot numbers and save.
Always include the sequence number: without it, two production orders for the same product on the same day would share a lot number.
Language and time zone
- The Language in Configuration is the business language: the one used for documents and the one seen by anyone who hasn’t chosen another.
- Each person can choose their Preferred language in Edit profile, and that takes priority for them.
- The Timezone sets the time of HACCP records, alerts and reports. Check that it matches where your business is.