Creating & Managing Functions

Created by Harriet Medlicott, Modified on Mon, 17 Oct, 2022 at 10:45 AM by Harriet Medlicott

Piranha

Menu Management

Using Pi's Functions, you can manage function (event) costing including recipes, products, labour or hire cost. Functions can be managed in three steps - Planning (pre-event), Reviewing (post-event), and Locked. If you are using Pi's Pitstop module, you can deduct stock once the event has passed. If you do not yet have access to Functions, contact the Pi Helpdesk and request for Manage functions to be added to your profile.

Click on images within this article for easier viewing.

TABLE OF CONTENTS

Getting Started
Functions Overview
Planning a Function
- i. Adding Items
- ii. Downloads
Reviewing a Function
Locking a Function
Related Articles

Getting Started

Select the Piranha module from the left-hand navigation bar
Select Functions

Functions Overview

Once events have been created, these will be shown on the Functions Dashboard.

Functions Dashboard

Dashboard Overview
	Use the available search features to find your events.
	Select Downloads to export a function list.
	Click here to create a new function.
	View the event information, including Status and Total cost.
	Click this icon to duplicate an event. This will make a copy of the existing for you to start making changes to.
	Click this icon to delete an event. You will be asked to confirm this action before continuing.
	Click here to edit your event.

Planning a Function

To start planning...

Select New function
Choose your site and click Continue
Using the fields in the Function panel to the right, add the event information
As a default, the Status will be set to Planning (Pre-event)
Don't forget to save your changes - if you try to navigate away from the page without saving, you will be asked if you would like to save before continuing

The number entered for Covers will be taken into consideration for the event's Costs, Income and Profit.

i. Adding Items

Select Add item to start building your event - you can add your recipes, individual products, labour and even miscellaneous costs. Each addition will be identified with the same icons as shown in the Add item list.


Recipe
When selecting Recipe, you can search for recipes you've created in Piranha. Click Select to add, then adjust the Quantity, Sale price and VAT rate accordingly.

Other Product
When selecting Other product, you can search for individual products (these need to be in Pi's Inventory for you to use). Click Select to add, then adjust the Quantity, Sale price and VAT rate accordingly.

Labour
When selecting Labour, use the fields to enter the required labour, number of staff, hours and price information.

Miscellaneous
When selecting Miscellaneous, use the fields to enter the required item, quantity and price information.

Filter Items
When items have been added, you can search for these by name or type.

Costs, Income and Profit
The Unit cost fields will update the event's Costs. The Sale price and VAT rate fields will update the event's Income. Based on these, you will have a calculated Profit. Any items that do not require a Sale price, enter £0.00.

ii. Downloads

Use the Downloads drop-down to download the event, generate a supplier order and download recipe spec sheets.

Reviewing a Function

After the event has taken place, come back to edit....

Select Reviewing (Post-event) to change the event's status
Make any necessary adjustments - for example, you planned 50x Raffle Tickets pre-event but instead had 30
When ready, click Save changes

All adjustments update the Costs, Income and Profit.

Locking a Function

The final stage is locking your event. Once you have completed reviewing, go back into the event...

Select Locked to change the event's status
Adjustments made in the reviewing stage will be finalised
If you are managing stock through Pi, select Deduct stock under the Stock management section (this appears when locking the event)
You will be taken to a new page confirming stock has been deducted (products are required to be stock managed by the specific site for this to update)
Click Finish to view an overview of the deducted stock
Go back to the event and click Save changes
The final status will show against the event, and if stock has been deducted this will advise

Once stock has been deducted, you cannot change the event's state.

Contact Us

If you need any additional help, please get in touch.

For Allergen and Nutrition data queries, email piranhadata@pelicanprocurement.co.uk