PHX3 Galley Codex v2.6

OWNERCulinary Admin VERSIONv2.6 · May 2026 · Living Document COMPANIESRestaura · Culinour · Infuse SCOPEAll locations · All operating companies · All Galley users

How to Use This Framework

Start with Quick Reference for fast answers to common tasks — open a numbered section for the full standard. Flag anything that doesn't match reality to Culinary Admin — the framework improves when gaps are surfaced.

Document Index

Section	Topic	Primary Audience
—	Roles, Data Flow, Submission Intake	All roles
QR	Quick Reference — 18 Cards	All roles
1	Naming & Governance Standards	Admin, Culinary
2	Preparation Names (62-name library)	Admin, Culinary
3	Recipe Tags	Admin, Culinary, RD
4	Dietary Flags & Allergens	Nutrition Director, Nutrition Dietitian
5	Vendor Item Import	Admin, Culinary
6	Menu Planning	Culinary Admin, Field Manager
7	Inventory Management	Field Manager, Field Operator
8	Invoice Scanning & Vendor Data	Field Manager, Field Operator, Culinary Admin
9	New Location Setup	Admin
10	Requesting Access & New Users	All roles
11	User Permissions — Complete Domain Reference	Culinary Admin only
—	Training & Onboarding (overview + 2-hour guide)	All roles

FRAMEWORK NOTE

Culinary Admin has full visibility into every section of this framework. Role filter selections show only sections relevant to that role. Switch to All Roles to see everything. This Codex is a living document — anything that doesn't match operational reality should be flagged to Culinary Admin.

Overview

Roles & Responsibilities

FOR ALL AUDIENCES

PHX3 uses 11 roles across four domains. Every role belongs to exactly one domain. Culinary Admin is the sole role-management authority across the entire system — the only role that can assign, change, or remove roles for any user across any domain. All user access requests route to Culinary Admin via the New User Request Smartsheet, regardless of which domain the user sits in.

The Four Domains

Culinary

Recipe & system authority

3 roles

Nutrition

Dietary & clinical authority

3 roles

Field

Operational execution

3 roles

Corporate

Business access

2 roles

Culinary Domain

Role	Tier	What They Own in Galley
Culinary Admin	Admin	Full culinary system authority. Creates, edits, approves, and finalizes all recipes. Manages collections, tags, media, cooking methods, categories, preparations, vendors (view). Sole authority for all user role assignments across every domain. Holds the complete set of recipe and culinary object permissions in the system.
Culinary Contributor	Contributor	Builds and edits recipes under Culinary Admin supervision. Cannot set Status tags, finalize, approve, or manage collections. Submits work for Culinary Admin review. View access to ingredients, preparations, and collections.
Culinary Viewer	Viewer	Read-only access to recipes and production lists. Default starting role for any new culinary team member. No write permissions granted until Culinary Admin confirms training completion.

Nutrition Domain

Nutrition Director holds full clinical authority within the nutrition domain. Roles are provisioned by Culinary Admin; Nutrition Director does not assign roles or access system-level controls.

Role	Tier	What They Own in Galley
Nutrition Director	Director	Creates, edits, and governs all dietary flags. Full nutritional editing authority — USDA associations, ingredient and recipe nutritionals, allergen governance, cooking method associations. PU4 protein sign-off authority. Full reporting access.
Nutrition Dietitian	Dietitian	Assigns existing dietary flags at ingredient and recipe level. Reviews and verifies allergens. Cannot create new flags — escalates new flag needs to Nutrition Director. View access to nutritionals and reports.
Nutrition Viewer	Viewer	Read-only access to dietary flags, allergens, and nutritional data. For any role that verifies diet compliance without making changes. Default starting role for new nutrition team members.

Field Domain

Field Manager holds full operational authority at the location level. Roles are provisioned by Culinary Admin; Field Manager does not assign roles or touch master library data.

Role	Tier	What They Own in Galley
Field Manager	Manager	Full operational authority at the location. Creates and approves Plans and Events. Manages purchase orders, inventory counts, production approval, invoices, and transfers. Full field reporting. Configures cycle count templates and sub-locations.
Field Operator	Operator	Executes within approved Events. Receiving (including invoice email submission to Galley), cycle counts, production lists, waste entry. Cannot create Plans, approve Events, or initiate purchase orders. View access to recipes and production plans.
Field Viewer	Viewer	Read-only access to plans, events, production, and inventory. For monitoring or supervisory access without operational write authority. Default starting role for new field team members.

Corporate Domain

Corporate roles provide business-level Galley access for corporate office staff (marketing, finance, IT). Neither corporate role creates master data, approves anything, or touches clinical or nutritional objects.

Role	Tier	What They Own in Galley
Corporate Contributor	Contributor	Limited editing access for corporate staff with a legitimate business need — marketing, finance, IT, and similar functions. Can view and make constrained edits to non-clinical, non-master-library fields such as invoice data. Cannot create recipes, ingredients, or vendor items. Cannot approve, finalize, or touch dietary or nutritional objects.
Corporate Viewer	Viewer	Read-only access across all domains with full reporting visibility. For executives or stakeholders who need cross-account data without any write authority. No edit permissions anywhere in the system.

New User Default State

All new users start as Viewer of their assigned domain. No write access is granted until training delivery is confirmed by a Culinary Admin.

Role is elevated only after training is complete — Culinary Admin is responsible for not promoting a role before the training gate is met (see Training & Onboarding).

Departing users are deactivated within one business day of HR notification. Accounts are disabled, not deleted — audit history is preserved.

Who to Contact When…

Situation	Route To
Need a new recipe added or modified	Recipe Submission Smartsheet → Culinary Admin
Need a new ingredient	Recipe Submission Smartsheet — Culinary Admin reviews, Nutrition Director verifies
Need a new vendor or vendor item	Contact Culinary Admin directly
Need a new user account or role change	New User Request Smartsheet → Culinary Admin
A recipe has wrong allergens or dietary flags	Nutrition Director, cc Culinary Admin
Not sure if Sellable or Component	Culinary Admin — default: if it appears on a menu alone, it's Sellable
Invoice didn't appear in Galley after 24 hours	Culinary Admin
Vendor item created during matching needs ingredient link help	New Ingredient Request Form — note “vendor item linking” in the description
Invoice scanning email returns a bounce or failure	Culinary Admin
Something in this guide is wrong	Culinary Admin — framework improves when gaps are flagged

Full Permission Detail

For the complete permission domain matrix and Galley toggle-level detail for all 11 roles across all 15 domains, see Section 11 — User Permissions.

Overview

How Data Flows Through Galley

Galley is organized as a hierarchy — vendor items feed ingredients, ingredients build recipes, recipes populate menus, menus drive operations. Each layer depends on the one below it, so getting the foundation right protects everything that sits on top. This page shows the four flows that matter most.

Where Things Live — Quick Reference

If you're working on…	It lives in	Owned by	Section
Pack sizes, costs, vendor SKUs	Vendor Items	Culinary Admin (master library) · Field Manager (invoice updates)	5, 8
Ingredient names, units, allergens, USDA	Ingredients	Culinary Admin · Nutrition Director (dietary & nutritionals)	1, 4
Recipe builds, sub-recipes, yields, procedure	Recipes	Culinary Admin · Culinary Contributor (drafts)	1
Cycles, plans, events at a location	Menus	Culinary Admin (cycles) · Field Manager (plans, events)	6
POs, invoices, counts, production, waste	Operations	Field Manager · Field Operator	6, 7, 8
Allergens, dietary flags, IDDSI	Ingredients & Recipes	Nutrition Director (creates) · Nutrition Dietitian (assigns)	4
User access, roles, permissions	System	Culinary Admin only	10, 11

1. The Data Hierarchy

Every object in Galley sits at one of five levels. Data quality at lower levels carries upward — clean vendor items make clean recipe costs make clean menu costs.

Vendor Items

what we buy

Ingredients

the foundation

Recipes

what we cook

Menus

what we serve

Operations

PO · production · invoices · counts

Vendor Items — what is purchased from a supplier: pack size, cost, SKU.

Ingredients — the foundation: name, unit, allergens, USDA nutrition.

Recipes — built from ingredients and sub-recipes: yield, procedure, allergens, cost roll up automatically.

Menus — where operations happen: Cycles, Plans, Events all live here.

Operations — purchase orders, production sheets, labels, cycle counts, invoice scanning, reporting.

2. Recipe Lifecycle

A recipe enters Galley through a submission, gets built and reviewed in parallel by Culinary and Nutrition, and finalizes when both reviews are clean. The review step can loop back through testing before finalization.

Submitted

Smartsheet

Triaged

Culinary Admin · 3 days

Built

Admin/Culinary

Reviewed

Nut Dir + Cul Admin

Finalized

live

Review can route back to a needs testing state for field testing and adjustment before re-review. This loop is expected, not exceptional.

3. Vendor Item Lifecycle

Vendor items enter Galley two ways: a bulk MOG (Manufacturer Order Guide) import done by Culinary Admin when a vendor relationship is set up, or invoice-by-invoice as deliveries arrive at the location. After creation, the vendor item is linked to an ingredient, which is how recipe costs and label data become accurate. Costs refresh continuously from each approved invoice.

Created

MOG import or invoice scan

Linked

to an ingredient

Active

feeds recipe cost & labels

Updated

each approved invoice

Entry Path	Who	When	Detail
MOG Import	Culinary Admin	Once per vendor at setup	Bulk load of the vendor's full item catalog. Sets the initial foundation. See Section 5.
Invoice Scan	Field Manager during matching	Continuously as deliveries arrive	New items created from unmatched invoice lines. Field Manager links to ingredient before approving. See Section 8.

Both paths produce the same kind of object — a vendor item with name, cost, pack hierarchy, SKU, and an ingredient link. MOG imports build the foundation quickly; invoice scanning keeps it accurate over time.

4. The Daily Field Loop

For a Field Manager and Field Operators, the day-to-day rhythm in Galley follows the delivery cycle. This is the loop that keeps costs current and inventory accurate at the location.

Order

PO in Galley

Receive

verify dock-side

Submit

email invoice to Galley

Match

FM maps line items

Approve

costs & inventory update

The PO is the ordering record. The approved invoice is the receiving record — it both updates vendor item costs and posts items to inventory at the configured sub-location. The full workflow is in Section 8; the dock-side quality and variance steps are in Section 7.

Overview

Submission Intake

Where It All Starts

FOR ALL AUDIENCES

All new data requests start with the intake forms below. Direct Galley entry of master library objects (recipes, ingredients, vendor items) is limited to Admin roles — this protects data integrity at the foundation.

Recipe Submission Form

Submit anything related to a recipe — new recipe, modification, correction, new ingredient, IDDSI variant request.

→ Recipe Submission Form

New Ingredient Request Form

Submit a request for a new ingredient to be added to the library.

→ New Ingredient Request Form

New User Request Form

Submit anything related to user access — new user, role change, permissions, location reassignment, deactivation.

→ New User Request Form

What to Include

New Recipe

Proposed name · source/inspiration · intended use (LOB, daypart) · yield and portion · full ingredient list · numbered procedure with temps and times · known allergens · sub-recipes used by name

New Ingredient

Proposed name · vendor and SKU if known · pack size · nutritional spec sheet if available · which recipe(s) will use it

New User

Full name and email · location(s) needed · role (match the Roles & Responsibilities role list) · manager or sponsor

Quick Reference Guide

18 Cards — Common Tasks

Print these. Pin them. Each card answers one question.

Section 1

Naming & Governance Standards

Recipes · Ingredients · Vendor Items

Naming standards live here because every other layer in Galley depends on them. Only Culinary Admin creates new recipes, ingredients, and vendor items — all other roles submit through the intake forms.

Recipe Naming Convention

Category	Format	Example
Poultry	[Species+Cut], [Method] with [Sauce]	Chicken Breast, Roasted with Herb Jus
Beef / Red Meat	[Cut], [Method] with [Sauce]	Short Rib, Braised with Bordelaise
Seafood	[Species], [Cut] [Method] with [Sauce]	Salmon, Filet Seared with Lemon Beurre Blanc
Soup	[Flavor], [Type] [Style]	Tomato Bisque, Roasted
Sides — Veg	[Vegetable], [Method] with [Seasoning]	Asparagus, Roasted with Lemon & Parmesan
Sauces / Stocks	[Type], [Flavor] [Style]	Stock, Chicken (Scratch)
Dressings	[Type], [Flavor]	Vinaigrette, Lemon-Herb
IDDSI Standalone	[Code] — [Parent Recipe Name]	MM5 — Chicken Breast, Herb Jus

Portion vs. Serving — Key Definitions

These two terms are often confused, and using them interchangeably creates ambiguity in recipe builds, production sheets, and cost calculations. Use only as defined below.

Term	Definition	Example
Portion	A single item or measured quantity of one thing — a sauce amount, a protein cut, a vegetable scoop. Portioned in Galley as a unit amount on a single recipe component.	2 oz Dressing, Caesar (Scratch) — that 2 oz is a portion of dressing.
Serving	The complete plate or total amount delivered to a guest. A serving is composed of one or more portions combined.	Entrée plate = 5 oz chicken (portion) + 4 oz vegetable (portion) + 2 oz sauce (portion) = 1 serving.

Recipe yield in Galley refers to servings — the number of complete plates or complete units the recipe produces.

Component quantities within a recipe are portions — the per-serving amount of each ingredient or sub-recipe.

When a recipe contains only one item (e.g., a sauce), portion and serving may be numerically identical — but conceptually, the sauce quantity used in a plate is still a portion of a serving.

Sub-Recipe Linking — The Most Important Rule

Sauces, stocks, dressings, vinaigrettes, and doughs are linked as sub-recipes rather than listed as ingredients inline. This is the single highest-leverage rule in the library — clean sub-recipe linking is what makes cost rollup accurate, nutrition data trustworthy, and maintenance easy across the whole catalog.

Approach	Example
RIGHT	Caesar Salad links to “Dressing, Caesar (Scratch)” as a sub-recipe at 1.5 oz
WRONG	Caesar Salad lists yogurt, lemon, Worcestershire, Dijon, Parmesan, garlic, anchovy inline

Sellable vs. Component

Question	If Yes → Sellable	If Yes → Component
Appears on a menu by itself?	✓
Sauce, stock, dressing, dough, or base?		✓
Portioned, plated dish?	✓
Used inside other recipes?		✓

Recipe Status Workflow

No Status tag = recipe is still being built (intentional). Status moves only when Culinary Admin sets it. Culinary Review and Nutrition Review run in parallel, not sequentially.

—

no status

in progress

under review

Nut Dir + Cul Admin

needs testing

field test

finalized

menu-ready

GALLEY ASSIST — AUDIT TAG TOGGLE

Galley Assist is a Galley feature that auto-flags incomplete recipe records for later cleanup. When Galley Assist is ON: recipes saved with missing required fields are automatically tagged under the audit category. This allows Culinary Admin to filter the recipe catalog for incomplete records and resolve them before they reach review. Toggle is found in Galley settings. PHX3 standard: keep Galley Assist on at all times. If a recipe shows up in the audit filter, hold its Status advance until missing fields are resolved.

Ingredient Naming

Type	Format	Examples
Spices	Spice, [Name]	Spice, Black Pepper · Spice, Paprika Smoked
Herbs	Herb, [Name], [Form]	Herb, Basil, Fresh · Herb, Thyme, Fresh
Oils	Oil, [Type]	Oil, Olive Extra Virgin · Oil, Avocado
Proteins	[Type], [Cut/Form]	Chicken, Breast, Boneless, Skinless
Produce	[Item], [Variety/Form]	Onion, Yellow · Pepper, Bell, Green

Galley Short Codes — How They Work

SYSTEM-GENERATED — DO NOT MANUALLY ASSIGN

Galley auto-generates short codes. PHX3 does not manually assign or override them. Understanding the format helps troubleshoot labeling and POS references.

Galley produces short codes in one of two formats depending on context:

Format	When It Appears	Example
`R-#`	Standard recipe short code, auto-assigned on recipe creation. The number is sequential and system-controlled.	`R-1042`
`[COLLECTION]-#`	When a recipe is assigned to a named Collection, Galley may prepend the collection identifier. Controlled by collection naming at the enterprise level.	`RESTAURA-88`

Short codes appear on production labels, POS references, and recipe catalog exports. Do not edit them in Galley — they are system-controlled.

If a short code appears incorrectly on a label or export, flag to Culinary Admin — the source issue is almost always the recipe or collection setup, not the code itself.

Vendor Item Pack-Size Pattern (Quick Look)

CRITICAL

Pack Unit and Sub Unit must NOT be the same value. Leave Pack Size Description blank — Galley auto-generates it. Full procedure: Section 5 — Vendor Item Import.

Field	Example: 12 cases × 2 gal jugs	Why
Cost Unit (CU)	case	What you are buying
Qty of packs in CU	12	12 jugs in the case
Pack Unit (PU)	each	Each individual jug
Qty of sub-units in PU	2	2 gallons per jug
Sub Unit	gal	The smallest measurable unit
Pack Size Description	(blank)	Galley auto-generates

Section 2

Preparation Names

Standard Library & Governance — 62 Names, 7 Families

Preparations are not free-text. Use only the 62 standard PHX3 prep names below with exact spelling. If a prep state is needed that isn't on this list, submit a request to Culinary Admin — consistency here is what makes prep tracking and reporting reliable.

Core Rules

Use the standard library only. Every prep name applied to an ingredient inside a recipe must come from the 62-name list below.

Exact spelling. “Diced 1/4” is not the same as “diced 1/4”” or “1/4 inch dice” to Galley. Match the canonical spelling exactly.

Temperature and method states are not preparations. Warm, chilled, toasted, room temperature, hot, cold — these go in the procedure field, not the prep field.

“Whole” and “Raw” mean no prep. Leave the prep field blank — do not enter “Whole” or “Raw” as prep names.

Don’t stack preps in a single field. If an ingredient needs two prep states, document the sequence in the procedure (e.g., “Peeled, then Diced 1/4””).

Only Culinary Admin adds prep names. Requests follow the workflow below.

What Is NOT a Preparation

Term	Why Not a Prep	Where It Belongs
“warm” / “chilled” / “hot” / “room temp”	Temperature state	Procedure field
“toasted” / “cooked”	Cooking method	Procedure step
“whole” / “raw” / “uncooked”	No-prep indicator	Leave field blank
“fresh”	Form descriptor	Ingredient name
“large” / “small”	Size descriptor without a cut	Use a Cutting & Sizing prep that specifies the actual dimension

Requesting a New Prep Name

If a recipe genuinely requires a prep state not on this list, submit a request. Do not improvise a workaround in the prep field — that fragments the data and bypasses governance.

Email GSO

proposed name + recipe(s)

Library Check

GSO reviews for overlap

Decision

approve or map to existing

Add to Library

if approved

Doc Updated

v-bumped, field notified

FULL SOP

PHX3 Galley · Preparation Names SOP · v1.0

62-name standard library, governance rules, common misuse patterns, and new prep request workflow. Contact Culinary Admin for the full document.

Section 3

Recipe Tags

Governance & Assignment

Tags are not free-text. Use only the values defined in this section. If you need a value that doesn't exist, request it from Culinary Admin.

Status, Culinary Review & Nutrition Review — Parallel Workflow

Three tags drive the recipe approval lifecycle. Culinary Review and Nutrition Review run in parallel. Both must reach approved before Status moves to finalized.

Tag	Owner	Permitted Values	Notes
Status	Culinary Admin	under review · needs testing · finalized	No Status = still being built. Culinary Admin sets only.
Culinary Review	Culinary Admin	under review · needs testing · approved	Recipe approval workflow
Nutrition Review	Nutrition Director	under review · needs testing · approved	Required for all Sellable recipes

Approval Sequence

Step 1. Culinary Admin routes the recipe — sets all three tags to under review.

Step 2. Culinary Admin reviews — sets Culinary Review to needs testing or approved.

Step 3. Nutrition Director reviews — sets Nutrition Review to needs testing or approved.

Step 4. If either flags needs testing → Culinary Admin sets Status to needs testing; recipe goes back for adjustment.

Step 5. When both reach approved → Culinary Admin sets Status to finalized — recipe is live.

RD-Owned Tags — Reference Only

These six tags are assigned exclusively by the Nutrition Director and Nutrition Dietitians. Culinary and operators do not assign these.

Tag	Permitted Values
Texture	liquidised (L3) · minced and moist (L5) · pureed (L4) · regular (L7) · soft and bite-sized (L6) · thickened liquids
Diet	bland · cardiac · dash · diabetic · dysphagia · gerd · gluten free · high calorie · keto · low-carb · low fat · low-fiber · low fodmap · mechanical soft · memory care · no added salt · no added sugar · paleo · regular · renal · whole thirty
Attribute	contains pork · halal · kosher · made without gluten · vegan · vegetarian
Diet Type	2 gm Sodium · Cardiac · Consistent Carbohydrate · Controlled Carbohydrate · No Added Salt (NAS) · No Added Salt/Cardiac · Regular · Renal · Simplified Renal
Diet Texture	Easy to Chew (EC7) · Minced & Moist (MM5) · Pureed (PU4) · Regular · Soft & Bite-Sized (SB6)
Liquid Texture	honey/moderately thick (mo3) · nectar/mildly thick (mt2) · pudding/extremely thick (pu4) · regular/thin (tn0)

Active Operational Tags

Tag Name	Owner	Permitted Values	Notes
Serving Station	Culinary Admin	Beverage · Component · Grill · Salad · Sauté · Soups
Course	Culinary Admin	Appetizer · Beverage · Dessert · Dressing · Entrée · Salad · Sandwich · Side
Cuisine	Culinary Admin	Italian · Mexican	Expand via Culinary Admin only
Holiday	Culinary Admin	cinco de mayo · derby day · mothers day	Expanding

Archived Tags — Do Not Use

These tags carry the z_ prefix. Do not assign. Do not delete. Retained for historical data integrity.

z_VT Category · z_Vegas · z_Modifier · z_VT · z_VT - Order Tag

Section 4

Dietary Flags & Allergens

Governance, Assignment & Review

Nutrition Director is the sole authority for creating dietary flags. Nutrition Dietitians assign existing flags. Culinary and operators don't create or assign — they escalate to Nutrition.

Permission Breakdown

Action	Who	Galley Permission
Create new dietary flag	Nutrition Director	Edit Dietary Flags
Assign flag to ingredient	Nutrition Director + Nutrition Dietitians	Edit Ingredient Dietary Flag Associations
Assign flag to recipe	Nutrition Director + Nutrition Dietitians	Edit Recipe Dietary Flag Associations
View dietary flags	All roles	Read-only at minimum

Required Allergen Coverage

Tier	Coverage
Top 9	Milk · Eggs · Fish · Shellfish · Tree Nuts · Peanuts · Wheat · Soy · Sesame
Plus	Mustard · Sulfites where applicable
Cross-contact	Documented in recipe Notes field — shared oil, equipment, or service-line risk

How Flags Flow Up the Hierarchy

Dietary flags exist at both ingredient and recipe levels. Flags assigned to an ingredient flow up automatically into every recipe that uses that ingredient. This is intentional — ingredient-level governance protects every recipe in the library.

Assign at the lowest level whenever possible — once on an ingredient, applied everywhere.

Recipe-level flags only when the dietary status depends on the combination (e.g., a vegan dish that includes a non-vegan side).

Sub-recipe flags inherit through the parent — review the chain when a sub-recipe is updated.

Menu Type Matrix — Diet Type × Diet Texture

Each menu served at Restaura locations is identified by a combination of Diet Type and Diet Texture. These are the standard PHX3 menu type names used in Galley and on resident meal tickets. Controlled Carbohydrate and 2 gm Sodium map to existing menu types — do not create new menu types for aliases.

Diet Type	Regular	Easy to Chew (EC7)	Soft & Bite-Sized (SB6)	Minced & Moist (MM5)	Pureed (PU4)
Regular	Regular - Regular	Regular - EC7	Regular - SB6	Regular - MM5	Regular - PU4
No Added Salt / Cardiac	No Added Salt/Cardiac - Regular	No Added Salt/Cardiac - EC7	No Added Salt/Cardiac - SB6	No Added Salt/Cardiac - MM5	No Added Salt/Cardiac - PU4
Consistent Carbohydrate	Consistent Carbohydrate - Regular	Consistent Carbohydrate - EC7	Consistent Carbohydrate - SB6	Consistent Carbohydrate - MM5	Consistent Carbohydrate - PU4
Renal	Renal - Regular	Renal - EC7	Renal - SB6	Renal - MM5	Renal - PU4
Simplified Renal	Simplified Renal - Regular	Simplified Renal - EC7	Simplified Renal - SB6	Simplified Renal - MM5	Simplified Renal - PU4

Alias mapping: 2 gm Sodium, No Added Salt (NAS), and Cardiac all map to the No Added Salt/Cardiac menu type. Controlled Carbohydrate maps to Consistent Carbohydrate. Use the standard menu type names in Galley, not the alias names.

PU4 Protein Sign-Off

NON-NEGOTIABLE — CLINICAL SAFETY

All PU4 protein recipes require Nutrition Director sign-off before status = finalized. No exceptions for time pressure, holiday menus, or staffing.

Every PU4 protein recipe is a standalone entry: “PU4 — [Parent Recipe Name]”

Sign-off includes Flow Test result, particle-size verification (≤4 mm bound), binder ratio confirmation

Sign-off documented in recipe Notes field with date and reviewer

Culinary Admin sets Status to finalized only after sign-off is documented

Section 5

Vendor Item Import

Pack Hierarchy · Cost Mapping · Parsing Rules

Accuracy at the vendor item level holds everything above it together — recipe costs, inventory counts, and purchase orders all rely on this foundation. Errors at this level cascade silently into downstream data, so careful attention to the structure below pays back across the whole system.

The Pack Hierarchy

Every vendor item is structured as three nested levels with two quantities tying them together. This is the model behind every other rule in this section.

LEVEL 1

Cost Unit (CU)

What you buy and pay for. Cost refers to ONE Cost Unit.

LEVEL 2

Pack Unit (PU)

What is INSIDE the Cost Unit (e.g., cans inside a case).

LEVEL 3

Sub Unit

What is INSIDE the Pack Unit (e.g., ounces inside a can).

Quantity of packs in CU — how many Pack Units fit in one Cost Unit (left of the slash in “6/14 OZ”).

Quantity of sub-units in PU — how many Sub Units fill one Pack Unit (right of the slash in “6/14 OZ”).

Worked Example — Diced Tomatoes

Vendor pack size: 6 / #10 (six #10 cans per case). Vendor price: $24.00 per case.

Galley Field	Value	Why
Cost Unit (CU)	case	You order, receive, and pay per case
Cost (dollars)	24.00	Price of ONE Cost Unit
Quantity of packs in CU	6	Six cans per case
Pack Unit (PU)	can	What is inside the case
Quantity of sub-units in PU	104	A #10 can holds about 104 fl oz
Sub Unit	fl oz	Smallest unit you measure into a recipe
Pack Size Description	(blank)	Galley auto-generates — leave empty
Purchasing Unit	case	How the kitchen orders it
Inventory Unit	can	How the kitchen counts it on a shelf

8 fl oz portion ÷ 104 fl oz/can ÷ 6 cans/case × $24.00 = $0.31 per portion

If any field in the chain is missing, blank, or in the wrong column, the cost calculation breaks silently. The recipe still costs — just wrong.

Three Fields That Look Redundant

Field	Definition	Most Common Value
Cost Unit (CU)	Unit the price refers to. Equals the level the cost is quoted at.	case · lb · each
Purchasing Unit	How the kitchen orders the item from the vendor.	case (= CU)
Inventory Unit	How the kitchen counts the item on the shelf.	Often the Pack Unit (can, jar, bag)

Pack Size Description — Leave It Blank

CRITICAL — DO NOT POPULATE

Galley auto-generates the Pack Size Description from the four hierarchy fields. Manually populating it causes the import error Invalid pack size description. Leave the column blank; Galley will render the readable string itself.

Cost (dollars) vs. Cost (cents)

USE ONE — NEVER BOTH

PHX3 standard: Cost (dollars) only. Decimal value (24.50, 3.839, 87.87). Leave Cost (cents) blank. If both are populated, Galley will reject the row or use one inconsistently.

Pack-Size Parsing Rules

Vendor pack-size strings are not standardized. Apply these rules in order — first match wins.

Pattern	Example	Output
`[N]/[Q] [UNIT]`	6/14 OZ	Qty packs=6 · PU=package · Qty sub=14 · Sub=oz
`[N]/[Q][UNIT]`	4/5LB	Qty packs=4 · PU=package · Qty sub=5 · Sub=lb
`[N]/[Q]#AVG`	3/12#AVG	Qty packs=3 · PU=piece · Qty sub=12 · Sub=lb
`[N]/[Q1]-[Q2]#`	16/2.5-3#	Qty packs=16 · PU=piece · Qty sub=2.5 (low bound) · Sub=lb
`[N]/#[X]`	6/#10	Qty packs=6 · PU=#10 · Sub blank — REVIEW
`[N]/[Q] CT`	12/24 CT	Qty packs=12 · PU=pack · Qty sub=24 · Sub=count
`[N]/[descriptor]`	1/LARGE	Qty packs=1 · PU=large · Sub blank — REVIEW
`[N]/[dimensions]`	150/8X8X3	Qty packs=150 · PU=8x8x3 · Sub=each — REVIEW
`BLANK`	(empty)	All fields blank — REVIEW

Unit Normalization

Source Token	Galley Standard
OZ · OZS · Z	oz
LB · LBS · #	lb
FOZ · FLOZ	fl oz
GAL · GL	gal
GRM · G · GRAM	g
ML · MLS	ml
CT · COUNT	count
EA · PC · PIECE	each
DZ · DOZ	dozen

Common Pitfalls

Pitfall	Symptom	Fix
Cost in the wrong column	Costs inflated by 100x	Use Cost (dollars). Leave Cost (cents) blank.
Pack-size string in Cost Unit	Cost Unit reads “6/14 OZ”	Cost Unit is always one of: case, lb, each, gal — never the full pack string.
Pack Unit = Cost Unit	Recipe costs off by case-pack quantity	CU and PU must differ unless the case contains exactly one item.
Pack Size Description manually entered	Import error: “Invalid pack size description”	Leave column blank — Galley auto-generates.
Cloned vendor record	New vendor shows wrong DINs and pack sizes	Re-export source order guide from the actual vendor instance. Match on DIN.
Premature nutrition/allergen import	RD-managed flags conflict after ingredient linking	Leave columns from “USDA Ingredient ID” onward blank on import.

Pre-Upload QC Checklist

Source: latest order guide from the actual vendor location (not cloned)

Row count matches expected after dedup; no “NO LIKE ITEM STOCKED” rows remain

Cost populated in Cost (dollars); Cost (cents) blank for every row

Cost Unit: every row has a single unit (case, lb, each, gal) — never a pack string

Pack hierarchy: all four fields populated for parseable rows

Pack Size Description: blank for every row

QC review file: unparseable rows resolved before upload, or uploaded with parser-warning notes

Names: Title Case, not ALL CAPS

Notes: every parser warning preserved

Nutrition / allergen columns: blank for every row

Spot-check 10 rows in Galley UI after upload

FULL SOP

PHX3 Galley · Vendor Item Import SOP · v1.1

Includes 243-column reference, full parsing detail, Sysco Boston rebuild appendix, and #-can reference table.

Section 6

Menu Planning

Cycles · Plans · Events · LOB Workflow

Culinary Admin creates and publishes Cycles. Plans and Events are the working layer — multiple roles can contribute to Plans and Events within what Culinary Admin has published. Only Culinary Admin creates Cycles.

The Menu Hierarchy

Master Library

all recipes

LOB Collections

filtered

Cycles

Admin only

Plans

Multi-role

Events

Multi-role

Layer	Who Creates / Publishes	Who Can Edit	What Happens Here
Master Library	Culinary Admin	Culinary Admin	All approved recipes. One source of truth.
LOB Collections	Culinary Admin	Culinary Admin	Subset of master library curated per operating company.
Cycles	Culinary Admin only	Culinary Admin	Repeating menu structures. Culinary Admin creates, edits, and publishes. No other role touches cycles.
Plans	Culinary Admin · Field Manager	Culinary Admin · Culinary Contributor · Field Manager · Corporate Contributor · Nutrition Director · Nutrition Dietitian	Location-level instances tied to the calendar. Contributors work within published cycle structures.
Events	Culinary Admin · Field Manager	Culinary Admin · Culinary Contributor · Field Manager · Field Operator · Corporate Contributor · Nutrition Director · Nutrition Dietitian	Dated instances. Drives production, POs, counts, reporting. All operational workflows originate here.

Role Responsibilities in Menu Planning

Role	Cycles	Plans	Events
Culinary Admin	Create · Edit · Publish · Delete	Create · Edit · Delete · Approve	Create · Edit · Approve · Delete
Culinary Contributor	View only	Edit existing plans — cannot create or delete	Edit existing events — cannot create, delete, or approve
Field Manager	View only	Create · Edit · Delete within location scope	Create · Edit · Approve within location scope
Field Operator	View only	View only	Edit event data within approved events (attendance, notes)
Corporate Contributor	View only	Edit plan data — constrained to approved fields	Edit event data — constrained to approved fields
Nutrition Director	View only	Edit plan data — nutrition and dietary context	Edit event data — nutrition and dietary context
Nutrition Dietitian	View only	Edit plan data — nutrition and dietary context	Edit event data — nutrition and dietary context

What All Non-Admin Roles Cannot Do

Action	Detail
CANNOT — create or edit Cycles	Cycles are Culinary Admin only. No exceptions.
CANNOT — add recipe not in LOB Collection	Submit via Recipe Submission Smartsheet
CANNOT — modify recipe ingredients or procedure	Recipes are master-library-only
CANNOT — override dietary flags or allergens	Route to Nutrition Director

LOB-Specific Changes — Decision Matrix

Situation	Owner	Path
One-time event substitution	Field Manager	Document in Event Notes. No master library change.
Recurring location swap	Culinary Admin	Recipe Submission Smartsheet. Culinary Admin evaluates fork vs. vendor-scoped solution.
New recipe needed	Culinary Admin	Recipe Submission Smartsheet. Standard approval workflow. Never a local orphan.
Vendor-only change at one location	Culinary Admin	Vendor scoping — ingredient stays the same; vendor item location-scoped.

Section 7

Inventory Management

Receiving · Monthly Full Count · Variance

Inventory is field-owned. Field Manager oversees cadence and approves counts. Field Operators do the receiving and counting.

Receiving Workflow

RECEIVING & INVOICE SCANNING WORK TOGETHER

As of v2.0, invoice scanning (Section 8) is the primary system-of-record event for receiving. The PO is the ordering record; the approved invoice is the receiving record. The dock-side steps below remain the field's responsibility for quality and variance — the system update happens through invoice approval. See Section 8 for the full invoice workflow.

PO arrives

delivery

Verify items

qty, quality

Flag variance

discrepancies, damages

Submit invoice

Section 8 — auto-receives on approval

Open the PO in Galley before the truck is unloaded so you can verify line items against it.

Substitutions — flag and route to Field Manager; document on the invoice and in invoice notes. Do not auto-accept.

Damaged or rejected items — record quantity and reason; adjust the quantity on the invoice line before approving so the damaged portion does not enter inventory.

Short deliveries — adjust the quantity on the invoice line before approving (see Section 8).

Full Monthly Inventory

PHX3 runs one full inventory count per month at period-end. This is the only recurring inventory cadence. All items are counted and reconciled against PO history.

Requirement	Detail
Frequency	Once per month, at period-end
Scope	All items across all sub-locations
Two-person rule	Required for all full counts and for alcohol at any count
Counter & approver	Must be different people — Field Manager approves
Entry deadline	Counts entered in Galley the same day as the physical count. If circumstances prevent same-day entry, the count is entered within 24 hours and the reason documented in the count notes. Recurring delays trigger a process review with the Field Manager.
Sub-recipes	Counted at the made (parent) yield level — not at individual ingredient level

Variance Thresholds

Tier	Threshold	Action
Tier 1 — Acceptable	Within ±2%	No action. Logged in count history.
Tier 2 — Review	±2% to ±5%	Field Manager reviews and documents likely cause
Tier 3 — Investigate	Above ±5%	Field Manager and Culinary Admin review jointly. Root cause documented in count notes; target resolution within 5 business days. If a longer investigation is needed, document the open variance and proceed with provisional approval so downstream operations are not blocked.

Par Level Lifecycle

Stage 1 — New account opening: Standard formula — avg daily use × delivery cycle days × 1.5 safety multiplier

Stage 2 — Galley-suggested run rates: As usage history accumulates, Galley's suggested pars replace the formula

Stage 3 — Operator adjustment: Field Manager adjusts based on informed field knowledge

Ownership: Field Manager owns par decisions. Culinary Admin supports with Galley-suggested pars when asked.

Section 9

New Location Setup

Onboarding Playbook — T-45 to T+45

Culinary Admin owns onboarding end-to-end. Every location follows this playbook — consistency at launch prevents data cleanup work later.

Onboarding Phases

Pre-Launch

T-45 to T-7

QA Audit

T-7 to T-1

Training

T-7 to T-0

Go-Live + 14d

monitoring

45-Day Review

T+45

Pre-Launch Checklist

Location record created in Galley. Assigned to appropriate Location Group.

LOB assignment confirmed (Restaura / Culinour / Infuse / multi-LOB).

Vendor scoping confirmed — existing and net-new vendors identified.

All vendor items linked to ingredients — no orphans at go-live.

LOB Collection access confirmed and curated for this location.

IDDSI variants present where required.

All sub-recipes finalized in the master library.

Cycle assigned and published before go-live.

Plans configured for the first 30 days.

All user accounts created via New User Request form.

Invoice scanning enabled for the account (confirm with Galley CSM).

Location's unique Galley invoice email address confirmed and distributed to Field Manager and Field Operators.

Invoice processing rules configured: auto-update costs ON, auto-receive items ON, auto-approve 100% matched OFF for initial rollout.

Receiving sub-location defaults set so auto-receive posts to the right place.

Schedule Template (T-45 to T+45)

Day	Milestone	Owner
T-45	Pre-launch setup begins	Culinary Admin
T-30	Recipe submissions complete	Culinary Admin
T-21	User accounts requested	Culinary Admin + Field Manager
T-7	Pre-go-live QA audit (hard gate)	Culinary Admin
T-7 to T-0	Field training	Culinary Admin / trainer
T-0	Go-live — Culinary Admin on standby	Field Manager
T+1 to T+14	Daily monitoring	Culinary Admin
T+45	45-day review	Culinary Admin + Field Manager

Section 10

Requesting Access & New Users

How to Submit — All Roles

All user access changes — new accounts, role changes, location reassignments, permission adjustments, and deactivations — go through the New User Request form. All requests route to Culinary Admin.

Submit a New User Request

Use the New User Request form for any of the following situations:

You are a new hire who needs a Galley account

Your role or access level has changed and your permissions need updating

You need access to a new location

A team member has left and their account needs to be deactivated

You need a permission adjustment (e.g. moving from Viewer to Contributor)

→ New User Request Form

What to Include in the Form

New user account: Full name · email address · location(s) needed · role (match the role list in Roles & Responsibilities) · manager or sponsor name

Role or permission change: Current role · requested change · reason · manager or sponsor approval

Deactivation: Name · effective date · any data ownership that needs reassignment

What Happens After You Submit

Form submitted

Smartsheet

Triaged

Culinary Admin · 2 days

Template applied

Admin in Galley

User notified

Logged

admin tracker

IMPORTANT

New accounts are read-only (Viewer tier) until role-appropriate training is completed and confirmed by a Culinary Admin. Do not expect edit access on day one.

Questions About Your Current Access

If you are unsure what your current role or permissions are, contact Culinary Admin directly. Do not attempt to change permissions in Galley yourself — the system enforces role templates and individual overrides require written justification.

Section 11

User Permissions

Complete Galley Permission Domain Reference · PHX3 Role Assignments · Provisioning & Lifecycle

This section is the complete Galley permission domain reference for Culinary Admin. If you are not Culinary Admin and need to request a new user or permission change, see Section 10 — Requesting Access & New Users. All user access changes route to Culinary Admin.

How Galley Permissions Work

Galley enforces a strict dependency rule: you must be able to view something before you can edit it. The system automatically enables view permissions when edit is granted, and disables all edit permissions if view is removed. Conflicting states are not possible — Galley prevents them at the system level.

Permissions are additive — a user receives only what is explicitly granted.

PHX3 uses role templates below. Individual overrides require written justification and Culinary Admin approval, documented in the admin tracker.

Permissions span 15 domains in this matrix. Every domain is mapped to a PHX3 role.

Click a Role to See Its Permissions

Role Templates — Summary Matrix

Full = all permissions in that domain. Read = view only. Partial = specific permissions listed in domain detail. — = no access.

Permission Domain	Cul Admin	Cul Contrib	Cul Viewer	Nut Director	Nut Dietitian	Nut Viewer	Field Mgr	Field Op	Field Viewer	Corp Contrib	Corp Viewer
Recipes	Full	Partial	Read	Partial	Read	Read	Read	Read	Read	Read	Read
Ingredients	Full	Partial	Read	Partial	Partial	Read	Read	Read	Read	Read	Read
Preparations	Full	Read	Read	—	—	—	Read	Read	—	—	—
Collections	Full	Read	—	—	—	—	Read	—	—	Read	Read
Dietary Flags	Full	—	—	Full	Partial	Read	—	—	—	—	—
Categories	Full	Read	—	Read	—	—	Read	—	—	Read	Read
Menus (legacy)	Full	—	—	—	—	—	Partial	—	—	—	—
Menu Planner	Full	Partial	—	Partial	Partial	Read	Partial	Partial	Read	Partial	Read
Vendors & Vendor Items	Full	Read	—	Partial	—	—	Partial	—	—	Read	Read
Locations	Full	Read	—	Read	—	—	Partial	—	—	Read	Read
Inventory	Full	—	—	—	—	—	Full	Partial	Read	—	Read
Order Management	Full	—	—	—	—	—	Full	Read	—	—	Read
Production	Full	Read	Read	Read	—	—	Full	Partial	Read	—	Read
Invoices	Full	—	—	—	—	—	Full	—	—	Partial	Read
Cooking Methods	Full	—	—	Partial	—	—	—	—	—	—	—
Reporting	Full	Read	—	Full	Full	Full	Full	—	—	Read	Full

FIELD MANAGER — VENDORS & VENDOR ITEMS PARTIAL ACCESS NOTE (v2.1)

Field Manager is now granted Partial access to the Vendors & Vendor Items domain, specifically the Edit Vendors and Vendor Item Data permission. This is what enables Field Managers to: (1) create new vendor items during invoice matching, and (2) link vendor items to ingredients after matching — both of which are controlled by this single Vendor domain permission, not by Ingredient domain permissions.

Field Manager does not hold Edit Vendor Scope, Delete Vendor, Edit Vendor EDI Settings, Edit Vendor Item USDA Association, Edit Vendor Item Nutritionals, or Edit Vendor Item Dietary Flag Associations. Those remain Culinary Admin and Nutrition Director authority only.

Confirmed: Ingredient domain permissions for Field Manager remain Read-only. Vendor item–ingredient associations are governed by the Vendor domain, not the Ingredient domain — no ingredient master data is exposed to field edit by this permission grant.

Each domain lists every Galley permission toggle, what it controls, and which PHX3 roles hold it. Permissions not listed for a role = no access.

Special System Restrictions (Galley-Enforced)

Restriction	Detail
Order Settings	View Order Settings and Edit Order Settings are Galley hard-restrictions. Culinary Admin only. Cannot be granted to any other role.
Delete permissions	Delete Recipe, Delete Vendor, Delete Category Value — Culinary Admin only. No other role holds delete permissions on master library objects.
Merge Ingredients	Culinary Admin only. Merges are irreversible and affect every recipe using the merged ingredient.
Create Location	Culinary Admin only. Creating new locations may affect billing. Requires pre-approval via Section 9 onboarding process.
Dietary Flag creation	Culinary Admin and Nutrition Director only. Nutrition Dietitians assign existing flags — they do not create them.
Edit Vendor Scope	Culinary Admin only. Location-scoping vendor items is a master library operation — not delegated to Field Managers.

Request & Provisioning Workflow

Form submitted

Smartsheet

Triaged

Culinary Admin · 2 days

Template applied

Culinary Admin in Galley

User notified

Logged

admin tracker

New accounts are read-only (Viewer tier of their domain) until training delivery is confirmed by a Culinary Admin (see Training & Onboarding).

Individual overrides to role templates require written justification and Culinary Admin approval. Document in the admin tracker with date and reason.

Deactivation

SAME-DAY ACTION REQUIRED

Departing employees do not retain access past their HR effective date. Culinary Admin deactivates within one business day of HR notification. This is a security requirement, not a process preference.

Account disabled in Galley — not deleted. Disabled accounts retain full audit history.

Any ownership (recipes, menus, plans) reassigned to the appropriate active role before disabling.

Continuous departure reconciliation — Culinary Admin cross-references HR notifications monthly and updates the admin tracker.

Training

Training & Onboarding

Role Curriculum · Delivery Modes · Refresher Cadences

SANDBOXIn development — update expected after Chicago. Default: production-with-test-data until live.

No user begins entering or modifying data before completing role-appropriate training. New accounts start as Viewer tier of their domain until training delivery is confirmed by a Culinary Admin.

Role-Based Curriculum

Role	Duration	Topics
Culinary Admin	3 hours	Full system architecture, master library governance, recipe lifecycle end-to-end, collection and cycle management, vendor item import, role management and provisioning, reporting
Culinary Contributor	90 min	Recipe building standards, naming conventions, sub-recipe linking, ingredient lookup, preparation names, submission and review workflow, escalation paths
Culinary Viewer	30 min	Navigation, reading recipes and production lists, escalation paths
Nutrition Director	90 min	Dietary flag governance, flag creation and assignment, USDA associations, nutritional editing, allergen framework, IDDSI protocol, PU4 sign-off procedure, reporting
Nutrition Dietitian	60 min	Dietary flag assignment workflow, allergen review, IDDSI awareness, permission scope, escalation to Nutrition Director
Nutrition Viewer	30 min	Reading dietary flags and allergen data, escalation paths
Field Manager	3 hours	LOB Collections and Cycles, Plans and Events, production management, receiving and count approval, PO management, inventory variance, invoice scanning workflow — submission, matching, vendor item creation, ingredient linking, header verification, approval, downstream rules, edge cases, reporting, escalation
Field Operator	75 min	Navigation, production list, receiving, cycle counts, waste capture, invoice email submission step, escalation paths
Field Viewer	30 min	Reading plans, events, production lists, and inventory, escalation paths
Corporate Contributor	45 min	Navigation, permitted edit scope, invoice and reporting access, escalation paths
Corporate Viewer	20 min	Reporting catalog, cross-domain visibility, escalation paths

Training Delivery

Mode	When to Use	Notes
Live in-person	New location go-lives	Culinary Admin or designated trainer on-site. Best for groups of 4+.
Live remote (video)	Individual new users at active locations	Culinary Admin via Teams. Screen-share and hands-on.
Self-paced	Refreshers only	Not a substitute for live initial training.

Refresher Cadences

Type	Audience	Format & Focus
Day-30 check-in	All new users	30-min review of first month's data quality
Annual refresher	All active users	30–45 min by role — framework changes and observed issues
Data-triggered	User/location with pattern errors	Targeted refresher on the failing topic

Train-the-Trainer

For larger locations or multi-location rollouts, Culinary Admin trains a designated location trainer (typically the Field Manager) who delivers Field Operator training. Train-the-trainer adds one 60-min instructor session covering delivery, common operator questions, and escalation paths.

Standard Session Guide

The standard 2-hour onboarding guide covers all six modules for new users across all field and operator roles. It is the foundation session for all new Galley onboarding at PHX3.

Open Standard 2-Hour Onboarding Guide →

Training — Supplemental

Standard 2-Hour Onboarding Guide

Module Detail · Hands-On Gates · Facilitator Notes · Escalation Reference

VERSIONv1.0 · May 2026 FACILITATORCulinary Admin or qualified Galley facilitator PREREQUISITESGalley login confirmed · Location assignment set · Laptop with browser access

This is the foundation session for all new team member onboarding into Galley at Phoenix3 Collective. Hands-on checks at the end of Modules 02, 03, and 05 are gates — do not advance until the trainee completes each independently.

← Back to Training & Onboarding Overview

Module Overview

#	Module	Format
01	Welcome & Context	Facilitator-led
02	Platform Orientation & Login	Demo + hands-on
03	Recipe Library	Demo + hands-on
04	Ingredients & Allergen Data	Facilitator-led
05	Menu Plans & Events	Demo + hands-on
06	Inventory, Reporting & Wrap-Up	Facilitator-led

Module Detail

01 — Welcome & Context

Open by welcoming the trainee and setting the tone. Explain what Galley is, why PHX3 uses it, and what the session will cover. The goal is to orient, not overwhelm. PHX3 operates across Restaura, Culinour, and Infuse — Galley is shared across all of them, which means recipes and standards are consistent enterprise-wide. Location-level plans and events are managed by the field.

02 — Platform Orientation & Login

Walk through login. Orient to the main nav: Recipes, Menus, Inventory, Reports. Show the company context selector — Restaura, Culinour, Infuse appear as separate contexts. Confirm trainee can log in and land on the correct company. Show how to confirm their assigned location — this controls what plans, events, and inventory they can access. If it is not set correctly, stop and resolve before proceeding. Demonstrate global search and show how to filter by category, status, and tag.

HANDS-ON GATE — MODULE 02

Trainee navigates from the dashboard to a recipe, reads the yield, and finds the allergen summary. Do not move to Module 03 until they can do this independently.

03 — Recipe Library

Open a finalized recipe. Walk through: total yield, yield unit, serving size, portion count. Explain that only Finalized recipes appear on active menus — if a recipe is missing, check its status first. Show how a sauce or stock is linked as a sub-recipe rather than listing its ingredients inline; every gram flows into the parent for accurate nutrition and cost data. Briefly cover the PHX3 naming convention: Primary Item, Descriptor. Walk through the status workflow: no status (in progress) → under review → needs testing → finalized. Trainees work with finalized recipes — if something looks wrong, flag to culinary leadership, do not attempt to edit.

HANDS-ON GATE — MODULE 03

Trainee pulls up 2–3 real recipes from their location, reads yield and portion size, and identifies at least one sub-recipe link before moving on.

04 — Ingredients & Allergen Data

Walk through the ingredient library and show how to search and read an ingredient record: unit of measure, allergen flags, USDA association. Trainees use the ingredient library for reference — ingredient records are managed at the enterprise level and are read-only for field roles.

Top 9 Allergens	Additional
Milk · Eggs · Fish · Shellfish · Tree Nuts · Peanuts · Wheat · Soy · Sesame	Mustard · Sulfites where applicable

Allergen flags are set at the ingredient level and flow automatically into every recipe that uses it. The Director of Nutrition (Camille) owns allergen creation and assignment — questions route there. For Restaura accounts: cover the four IDDSI clinical texture levels (L7 Regular, SB6 Soft & Bite-Sized, MM5 Minced & Moist, PU4 Pureed). Always confirm texture designations with the RD on site or Director of Nutrition before making changes.

05 — Menu Plans & Events

Walk through the hierarchy: Cycles (published by culinary leadership, repeating structure) → Plans (location-level instance) → Events (specific dated service). All production, purchasing, and reporting originate from events. Culinary leadership publishes cycles at the enterprise level — trainees work within plans and events already created from an active cycle. Show how to find the active plan for a location, view and navigate it, and make edits within a plan. Walk through creating an event from a plan, setting the date, and confirming the correct sublocation.

HANDS-ON GATE — MODULE 05

Trainee finds their active location plan, opens the current event, and reviews the production output independently.

06 — Inventory, Reporting & Wrap-Up

Navigate to the inventory module and locate assigned inventory areas. Walk through how a cycle count is initiated — selecting the location, reviewing items, entering counts. Show the Inventory Analysis report and walk through the columns: on-hand, theoretical, variance. Cover Actual vs. Theoretical (A vs. T): compares theoretical usage from recipes and production against actual consumption from inventory counts. Significant variance signals production ran off-recipe, inaccurate counts, or a data issue — trainees read A vs. T and route data issues to culinary leadership. Show how to access purchasing, navigate a PO generated from an event, and read line items.

SELF-SERVE VS. ESCALATE

Self-serve: Search recipes, read plans, navigate events, run reports, review inventory.
Escalate to culinary leadership: Recipe data looks wrong · Missing ingredient · Plan won't load · Vendor item issue · Any access problem.

Role Adaptations

Audience	Scope
Activation chefs & field admins	Run all 6 modules in full.
Unit operators	Modules 1–3 and the escalation reference are usually sufficient — they primarily read recipes and production reports.
New account openings	Add 15 minutes to Module 05 to walk through initial plan setup for that specific location.

Facilitator Notes

Ask the trainee to share their screen during all hands-on blocks.

Confirm login works 10 minutes before the session starts — login issues burn training time.

Have the Galley support page bookmarked (support.galleysolutions.com) for Q&A reference.

What not to cover in this session: Recipe creation and editing, ingredient creation, vendor item management, cycle publishing, and permission changes are enterprise admin functions. If a trainee asks, acknowledge and note they require a separate session with culinary leadership. Do not walk through admin functions in this training.

Escalation Reference

Issue Type	Contact	How to Reach
Recipe, ingredient, or data issue	Culinary Leadership	Route through your culinary leadership team
Allergen, dietary flag, or IDDSI question	RD on Site or Director of Nutrition	Contact site RD first; escalate to Director of Nutrition as needed
Forms, nutrition documentation	RD on Site or Director of Nutrition	All nutrition-related forms route through the RD or Director of Nutrition

Quick Links

Recipe Submission — New recipe, modification, or correction → Smartsheet Form

New Ingredient Request — Request a new ingredient → Smartsheet Form

New User Request — New account, role change, or access update → Smartsheet Form

Galley Login → app.galleysolutions.com

FULL TRAINING GUIDE

PHX3 Galley · Standard 2-Hour Onboarding Guide · v1.0 · May 2026

Full facilitator PDF. Contact Culinary Admin for the current version.

Section 8

Invoice Scanning & Vendor Data Workflow

Field Intake · Automatch · Manual Mapping · Approval · Downstream Updates

OWNERSField Manager (submission, mapping, approval) · Culinary Admin (configuration, exceptions) FREQUENCYEvery delivery — submitted same day or day of receipt WHY IT MATTERSEach approved invoice updates vendor item costs in real time, building the location's accurate data record delivery by delivery

The Workflow at a Glance

Submit

Email invoice to the Galley address

Match

Galley auto-matches; Field Manager maps unmatched and links new items

Approve

Field Manager verifies the header and approves → costs and inventory update

The approved invoice is the system-of-record receiving event. See Section 7 for the dock-side quality and variance steps that pair with this workflow.

Who Does What — Quick Answer

Role	Daily Action
Field Operator	Receives the delivery, photographs the invoice, emails it to the location's Galley address. No login required.
Field Manager	Opens the Invoice queue daily. Maps any unmatched line items, links new vendor items to ingredients, verifies the header, approves.
Culinary Admin	Configures location setup once. Reviews new vendor items created in the field within 3 business days. Resolves anything the field flags.
Corporate Contributor	Views invoices and edits header metadata (e.g., GL coding, finance notes). Does not match line items or approve.

Stage 1 — Submitting the Invoice

Step	Action	Notes
1	Obtain the invoice or packing slip at delivery	Final invoice preferred; packing slip acceptable if the invoice arrives later (re-submit when it does)
2	Photograph or save as PDF	Multi-page invoices: all pages in one email. One invoice per email.
3	Email to the location's Galley address	The address is location-specific. Wrong address routes the invoice to the wrong location.
4	Invoice appears in the queue within 24 hours	If it hasn't appeared after 24 hours, Field Manager flags to Culinary Admin.

Stage 2 — Matching Invoice Items

Galley attempts to match each line item to an existing vendor item. The Field Manager reviews auto-matches, maps unmatched items, and ignores non-food charges. An invoice cannot be approved until every line is matched or ignored.

Match State	What It Means	Field Manager Action
Auto-matched	Galley found a confident match to an existing vendor item	Review for accuracy, then proceed to approval
Needs manual match	Galley could not confidently match this line item	Map it manually (steps below)
Ignored	Not a food product (fee, deposit, container charge)	Mark as Ignore — excluded from inventory and costs

Mapping an Unmatched Item

Step	Action
1	Open the invoice (Purchase Orders → View Invoices → filter “Needs Review”) and click the unmatched line item. Galley will suggest possible matches.
2a	Suggested match is correct → select it and confirm. Galley learns this match for future invoices from the same vendor.
2b	No match is correct → select “Create New Vendor Item.” Fill in name, cost unit, pack size (see structure notes below). Then link the new vendor item to the correct ingredient before approving.
2c	Not a food product → select “Ignore.”
3	Repeat until the invoice shows “Matching Complete.”

Creating Vendor Items From the Field

New vendor items follow the PHX3 pack hierarchy: Cost Unit → Pack Unit → Sub Unit (see Section 5 for the full model). At minimum, populate vendor item name, Cost Unit (case, lb, each, gal), pack size, and SKU if shown. Leave Pack Size Description blank — Galley auto-generates it. If pack structure is unclear from the invoice, note “Pack Review Needed” on the item and approve as normal — Culinary Admin will verify structure within 3 business days.

Linking a New Vendor Item to an Ingredient

A new vendor item enters the system with name, cost, units, and SKU but is not yet linked to a Galley ingredient. The Field Manager completes the link before approving the invoice. Two paths, both available under the Edit Vendors and Vendor Item Data permission — no ingredient edit access is required.

Path	Steps
From the vendor item	Vendors → find the vendor → open the vendor item → ingredient association field → search and select the ingredient → save
From the ingredient	Ingredients → search for the ingredient → open its record → scroll to Vendor Items → click “+” → select the vendor and item → save

If you can't find the matching ingredient: submit the New Ingredient Request Form with the vendor item name and a note that this is a vendor item linking question. Culinary Admin will identify the correct ingredient or create one. Approval can proceed; the link is completed once Culinary Admin responds.

Stage 3 — Approving the Invoice

Step	Action
1	Confirm Matching Complete — every line is matched or ignored
2	Verify the header: vendor, location, invoice date, total value. This is the OCR misread gate — do not skip it.
3	Verify new vendor items are linked to an ingredient (or flagged to Culinary Admin)
4	Click Approve — triggers all configured processing rules

What Happens After Approval

Processing Rule	Impact
Auto-update costs	Vendor item historical cost updates with invoice price and date. Recipe costs refresh; finance and menu costing reflect real delivered prices.
Auto-receive items	Invoice quantities post to inventory at each vendor item's configured sub-location. Cycle count variance narrows over time.
Auto-approve 100% matched	OFF by default during rollout. Enabled per vendor per location after three clean delivery cycles. When ON, Field Manager reviews a weekly digest for header anomalies.

Every approved invoice teaches Galley more about the location's actual vendor items. Match rates improve with each cycle. Items that arrive blank or unmatched today auto-match on the next delivery. Over time, the location's vendor item library becomes complete, costs become accurate, and the downstream problems (bad recipe costs, wrong label ingredients, unreliable inventory) resolve themselves.

Edge Cases — Substitutions, Damages, Shorts, Credits, Disputes, Duplicates

Situation	Field Manager Action
Substitution — vendor sent Item B instead of ordered Item A	Map Item B as normal; note the substitution in invoice notes. If the substitution recurs at the same location, flag to Culinary Admin for vendor item scoping review.
Short delivery	Adjust the quantity on the invoice line before approving. Document the short in invoice notes.
Damaged goods	Adjust the line quantity to the usable amount; record damage detail in invoice notes. Damaged portion does not enter inventory.
Credit memo	Process the credit memo as a separate invoice when it arrives. Note the original invoice number for traceability.
Cost dispute	Hold the invoice in Needs Review and contact the vendor. If unresolved within 5 business days, flag to Culinary Admin. Approval locks the cost into the historical record — don't approve a disputed invoice.
OCR misread of header	Correct the header fields in Galley before approving. If the misread is severe (wrong vendor, wrong location), reject and re-submit a clearer image or PDF.
Duplicate submission	Galley typically dedupes on vendor and invoice number. If two entries appear, Ignore the duplicate. If unsure which is which, flag to Culinary Admin before approving either.
Invoice arrives later than truck	Submit the packing slip on delivery day. Re-submit the final invoice when it arrives — Galley treats the more complete document as the source of truth.
Email attachment too large	Split the photo into separate single-page images attached to one email. If still too large, contact Culinary Admin.

Cadence & Service Levels

Activity	Cadence
Submit every invoice on delivery day	Every delivery. One invoice per email.
Check the Invoice queue	Daily — filter Needs Review
Map unmatched items and link new vendor items	Within 48 hours of processing
Verify header and approve	Within 48 hours of Matching Complete
End-to-end target (delivery → approved)	72 hours. Culinary Admin follows up at 5 business days unapproved.

Frequently Asked Questions

Question	Answer
What if I don't have a Galley email address for my location?	Contact Culinary Admin. Scanning must be enabled by Galley Customer Success first; each location receives a unique address at setup.
The invoice has 50 unmatched items — do I map all of them?	Yes, but each one teaches the system. Prioritize high-cost items first if time is tight. Flag to Culinary Admin if the volume is unmanageable for one review cycle.
Galley matched something to the wrong vendor item.	Click the incorrect match and re-map it. Don't approve a match you know is wrong — it updates the wrong vendor item's cost.
Do I still need to do cycle counts?	Yes. Invoice receiving populates what came in; cycle counts verify what is actually on hand.
How does this affect Date Code Genie labels?	Directly. As vendor items get linked to ingredients through matching, the ingredient data feeding DCG becomes more accurate. This is the primary path to fixing label accuracy.
What about MOG imports?	Culinary Admin still loads MOGs when finalized by Procurement — they set the initial vendor item foundation. Invoice scanning keeps it current in real time.
How do POs and invoices work together now?	The PO is the ordering record; the approved invoice is the receiving and cost-update record. PO/invoice reconciliation behavior in Galley is being reviewed with Customer Success. Until clarified, Field Manager flags PO-vs-invoice mismatches to Culinary Admin.

Permissions Reference

Permission	Culinary Admin	Field Manager	Field Operator	Corp Contributor
View invoices	✓	✓	—	✓
Submit invoice via email	✓	✓	✓	—
Edit line items / map unmatched / adjust quantities	✓	✓	—	—
Edit invoice header metadata (GL coding, finance notes)	✓	✓	—	✓
Create new vendor item during matching	✓	✓	—	—
Link vendor item to ingredient	✓	✓	—	—
Approve invoice	✓	✓	—	—
Configure invoice processing rules	✓	—	—	—

Location Setup — Culinary Admin Checklist (One Time Per Location)

Invoice scanning enabled for the account via Galley Customer Success.

Each location has a unique Galley invoice email address.

Address distributed to Field Manager and Field Operators at the location.

Processing rules configured: auto-update costs ON, auto-receive items ON, auto-approve 100% matched OFF during initial rollout.

Receiving sub-location assigned per vendor item (or location default set) so auto-receive posts to the right place.

Field Manager and Field Operators trained per the Training section.

Auto-approve is revisited per location after three clean delivery cycles from a given vendor. The default-off state during rollout preserves the header verification gate until match quality is established.

Document History

Changelog

Version History — PHX3 Galley Codex

Version	Date	Author	Changes
v2.6	May 2026	Culinary Admin	Section numbering rebuilt. “SOP” prefix and leading zeros removed throughout. Numbered sections now labeled Section 1 through Section 11. Overview pages (Roles, Data Flow, Submission Intake) use the “Overview” eyebrow rather than being numbered. Training uses “Training”. Sidebar nav items show a small numeric badge for each numbered section. Sections renumbered to reflect natural reading order: Invoice Scanning is now Section 8 (within Operations), New Location Section 9, New User Section 10, Permissions Section 11. Tone pass and callout consolidation. Document went from ~39 colored callouts down to ~18. Repetitive callouts collapsed to single intros. Remaining callouts reserved for genuine warnings (clinical safety, security, import errors), key framing at section openings, training hands-on gates, and the v2.1 Field Manager Vendor permission explainer. Aggressive language softened where it didn't earn its place; standards remain firm. How Data Flows expanded. Now includes four flows instead of two: Data Hierarchy, Recipe Lifecycle, Vendor Item Lifecycle (MOG import or invoice scan → linked → active → updated), and the Daily Field Loop (order → receive → submit → match → approve). New “Where Things Live” ownership table at the top. Section 8 (Invoice Scanning) restructured user-first. Workflow at a Glance and Quick Answer table now lead. Stage 0 setup checklist moved to the bottom (Admin-only one-time work). Daily-use stages 1–3, edge cases, and FAQ stay in the middle. Smaller fixes. Hasan's name removed from training metadata. v2.5 change summary callout removed from Start Here (lives only in Changelog now). Living Document statement folded into Framework Note. QR card count corrected from 16 to 18. Permission matrix intro corrected from “16 domains” to “15 domains.” “How to Use This Framework” on Start Here condensed from five bullets to one paragraph.
v2.5	May 2026	Culinary Admin	Invoice Scanning reorganized. Added Stage 0 setup checklist; reconciled with Inventory Management receiving workflow; clarified Field Manager ownership of vendor item → ingredient linking (single source of truth, contradiction removed); added vendor item structure guardrail referencing Vendor Item Import; added header verification step at Stage 3; auto-approve 100% matched recommended OFF during initial rollout with three-clean-cycle revisit per vendor; new Edge Cases section (substitutions, damages, shorts, credits, disputes, duplicates, OCR misreads, advance shipments, large attachments); added end-to-end 72-hour SLA and 5-business-day Culinary Admin escalation; added receiving sub-location language; Field Operator scope rewritten with neutral tone. Inventory receiving workflow reconciled with Invoice Scanning — PO is the ordering record; approved invoice is the receiving record. New Location checklist expanded with invoice scanning setup items. Field Manager training extended to 3 hours to accommodate invoice scanning module. Permission domain count corrected from 16 to 15. Corporate Contributor invoice permissions aligned across Roles, Permissions, and Invoice Scanning. Tone pass applied across the document — absolutist language reserved for clinical safety (PU4 sign-off) and security (deactivation); other sections converted to declarative practice statements with defined exception paths. Living Document statement added to home page. Data Flow Recipe Lifecycle annotated to show the needs-testing loop. Roles section Who to Contact table extended with invoice scenarios. QR Cards 01, 02, 03, 09, 16, 18 updated for tone, accuracy, and Vendor Item Import reference.
v2.4	May 2026	Culinary Admin	Training section split into two pages. Training & Onboarding is now an overview page; new Supplemental page contains full module detail, hands-on gates, role adaptations, facilitator notes, escalation reference, and quick links. Changelog moved out of the Training section group and pinned to the bottom of the sidebar as a standalone item.
v2.3	May 2026	Culinary Admin	Smartsheet form links corrected throughout. New Ingredient Request form added to Submission Intake section.
v2.1	May 2026	Culinary Admin	Permission correction: vendor item–ingredient linking governed by Edit Vendors and Vendor Item Data (Vendor domain), not Ingredient domain. Field Manager ingredient access corrected to Read. Vendors & Vendor Items updated to Partial. Permissions section and Invoice Scanning corrected. QR Card 16 updated.
v2.0	May 2026	Culinary Admin	Renamed to PHX3 Galley Codex. Inline version stamps removed; version history consolidated to Changelog.
v1.9	May 2026	Culinary Admin	Added Invoice Scanning & Vendor Data Workflow. QR Cards 17 and 18 added. Training curriculum updated. Changelog section added.
v1.8	May 2026	Culinary Admin	Permissions domain reference updated. Role matrix additions. User lifecycle rules added.
v1.7	May 2026	Culinary Admin	Roles & Responsibilities updated. Corporate domain roles clarified.
v1.x	Prior	Culinary Admin	Prior version history maintained in admin archive.

Who to Contact

Elliott Soomre

Galley Codex — Owner & Data Standards Lead

esoomre@phx3.com