Your account is already running. The question is whether you can trust it.
An account can have recipes, suppliers, purchases and sales loaded and still produce incorrect costs because of duplicates, badly defined formats, unlinked items or data that has degraded over time.
When an account runs, but doesn't control.
- Products purchased with no associated ingredient.
- Costs with no supplier or no traceability.
- Real duplicates and names contaminated by supplier descriptions.
- POS sales arriving without the detail needed to explain consumption.
- Incomplete or outdated recipe costings.
- Inconsistent families, warehouses and analysis accounts.
- Structural differences between cost centres.
- Reports that look complete but start from an incorrect base.
The existing source
An account that has been running for a while accumulates disorder, not because anyone works badly, but because the operation changes faster than the data. New references and suppliers come in, products get duplicated, formats and prices change, and recipes are adjusted in the kitchen before they are updated in the system.
When we audit an existing account, we review it across fronts:
- Purchases of a product not used in any recipe or recipe costing, not sold, not transferred, and not staff meals.
- Inconsistent names: accents, abbreviations, mixed languages.
- Real product duplicates.
- Products with no warehouse, no analysis account or no associated supplier.
- Missing or incorrect allergens.
- Materials registered as if they were products.
- Supplier items badly associated to tSpoonLab ingredients, or with formats, codes and descriptions that don't match.
Among others. Every account has its own.
Every finding is quantified, proposed, approved and applied with a record. We touch nothing without your sign-off.
The common flow
- 01Detect
- 02Quantify
- 03Propose
- 04Approve
- 05Apply and log
Nothing is applied without your approval. Every change is logged.
Two registered purchases. Two ways to lose visibility.
Explanatory cases. They do not represent a product screenshot or a fully automated process.
Purchase with no warehouse or analysis account.
The item is purchased and received, but it isn't assigned to the correct warehouse or analysis dimension.
The purchase exists, but reports by warehouse, cost centre or category remain incomplete.
- Detect items purchased with no warehouse or analysis account.
- List them by centre, supplier, spend and frequency.
- Validate the assignment with the person responsible.
- Apply only the approved correction.
- Log the before and after.
Purchase with no traceable operational use.
The ingredient is purchased on a recurring basis, but it doesn't appear in any recipe, final dish, intermediate preparation, staff meal, production, transfer or other logged use.
The spend enters purchases but has no explainable operational destination. It can hide incomplete recipes, unrecorded consumption, unnecessary purchases, misclassified materials or stock that never enters the real circuit.
- List the purchased items that don't take part in any logged use flow.
- Prioritise by spend, frequency and cost centre.
- Review with operations what is actually happening: missing recipe, staff meal, direct sale, material, waste, transfer, stock or unnecessary purchase.
- Decide whether to create or fix a relationship, reclassify the item, or keep it as a justified exception.
- Apply what's approved and measure coverage again.
The goal of cleaning up an account isn't to have tidy data for its own sake. It's for reports to reflect reality, so you can decide on them without doubting whether the number is correct.
What the client receives
A reliable account that stays that way.
- A clear picture per cost centre.
- Findings prioritised by operational impact.
- A correction plan.
- Application of approved changes.
- A record of every change.
- A new measurement after the clean-up.
- A proposal for operational continuity to prevent renewed degradation.
A reliable account also needs to be maintained.
The clean-up corrects accumulated debt. Operational continuity detects new deviations, logs changes and prevents the account from degrading again.
- Periodic audit of data health.
- Tracking of issues, adoption and changes.
- Reporting by centre and correction priorities.
Frequently asked questions about existing accounts
Let's start by reviewing your account.
A first conversation to understand the real state and define the starting point.