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  3. <title>Typica - Data for Coffee Roasters</title>
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  8. <div id="topmatter">
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  10. <img src="../logo96.png" height="96px" width="96px" alt="Typica logo" />
  11. <h1>Typica</h1>
  12. <h2>Data for Coffee Roasters</h2>
  13. </div>
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  15. <a class="tab" href="../index.html">Project Home</a>
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  23. <div id="maintext">
  24. <ul>
  25. <li><a href="#green">Green Coffee Purchases</a></li>
  26. <li><a href="#roasted">Roasted Coffee Items</a></li>
  27. <li><a href="#inventory">An Initial Inventory</a></li>
  28. <li><a href="#profiles">Saving and Using Target Roast Profiles</a></li>
  29. </ul>
  30. <h1>Initial Data Entry</h1>
  31. <p>Much of the benefit of using Typica comes from its ability
  32. to track coffee inventories and roast profiles. When using the
  33. software regularly, data entry is a quick and easy part of the
  34. relevant workflows, but when setting up the software initially
  35. there may be a large amount of data to enter.</p>
  36. <p>When requesting information from Typica, the quality of the
  37. information presented can only be as good as the quality of the
  38. data it is given to work with. It is generally recommended to
  39. start with only as much data entry as is needed for Typica to
  40. present the current state of inventory and to simply be aware
  41. of the limitations in obtaining historical information. It may
  42. be tempting to enter older records, but the benefits of doing
  43. that rarely outweigh the cost of time to enter these older
  44. records accurately.<p>
  45. <p>Before entering this data into Typica, you should take an
  46. inventory of your current green coffee supply, locate the
  47. invoices for coffees you currently have in inventory, and have
  48. a list of the roasted coffee items that you produce.</p>
  49. <a name="green" />
  50. <h2>Green Coffee Purchases</h2>
  51. <img src="images/navpurchase.png" />
  52. <p>As you purchase coffee, data will need to be entered in
  53. Typica to track green coffee inventory. This is done by
  54. pressing the Purchase Green Coffee button.</p>
  55. <img src="images/coffeepurchase.png" />
  56. <p>At the top of this window you will find information that
  57. applies to every item on an invoice. Take an invoice that
  58. contains coffee presently in inventory and enter the invoice
  59. date in the Date field, the company that sold you the coffee in
  60. the Vendor field, and the invoice number in the Invoice field.
  61. Typica only requires the Date field, but having the other
  62. information may make it easier to find records if they are
  63. needed later such as for certification reporting.</p>
  64. <p>This top area also has a Add Item button. This window starts
  65. with a set of fields for entering the details of one coffee
  66. item. To enter details on more coffees, click the Add Item
  67. button until there are enough spaces to enter the details of
  68. all of the coffees on the invoice you are entering.</p>
  69. <p>Next there is an area where information about the coffee is
  70. entered. There are several fields to note.</p>
  71. <h3>Item</h3>
  72. <p>This is the name of the green coffee. When you adjust the
  73. inventory of this coffee or specify its use in roasting, this
  74. is the text that will appear to identify the coffee.
  75. <strong>This field is required.</strong></p>
  76. <h3>Reference</h3>
  77. <p>This is intended to be the ICO number of the coffee or, in
  78. the case of coffees that do not have that, some other set of
  79. markings that uniquely identifies the coffee.</p>
  80. <h3>Quantity</h3>
  81. <p>This is the amount of coffee purchased. It can be in either
  82. pounds or kilograms. <strong>This field is
  83. required.</strong></p>
  84. <h3>Unit</h3>
  85. <p>This field allows you to select if the quantity is expressed
  86. in pounds or kilograms. Which is selected has no influence on
  87. how that data can be retrieved later, but it is important that
  88. the quantity is correct in terms of the unit specified. It is
  89. easiest to use whatever unit is used on your invoice.</p>
  90. <h3>Cost</h3>
  91. <p>The cost of the green coffee can be entered in terms of the
  92. cost per unit or the total cost of the coffee purchased. Which
  93. is specified in the box next to the cost field. <strong>This
  94. field is required.</strong></p>
  95. <h3>Origin</h3>
  96. <p>This field is used by some reports to aggregate information
  97. based on where the coffee comes from. This is generally the
  98. name of the country that the coffee was grown in, but you may
  99. find it useful in some cases to deviate from this. For example,
  100. some find it useful in the case of coffees from Indonesia to
  101. specify the name of the island the coffee was grown on rather
  102. than the country. Whichever you decide, you should enter
  103. purchase information consistently over time. <strong>This field
  104. is required.</strong></p>
  105. <h3>Region</h3>
  106. <p>This field can specify a distinct producing region.</p>
  107. <h3>Producer</h3>
  108. <p>This field can specify the producer of the coffee.</p>
  109. <h3>Grade</h3>
  110. <p>This field can specify the grade of the green coffee.</p>
  111. <h3>Milling</h3>
  112. <p>This field can specify how the coffee was milled.</p>
  113. <h3>Drying</h3>
  114. <p>This field can specify how the coffee was dried.</p>
  115. <h3>Bags</h3>
  116. <p>This field specifies the number of bags the green coffee
  117. comes in. In some facilities you may empty bags of coffee as
  118. they are roasted. If this is the case, the inventory of that
  119. coffee can be adjusted to correct the current inventory for
  120. measurement errors. <strong>This field is
  121. required.</strong></p>
  122. <h3>Decaffeinated</h3>
  123. <p>If the coffee is decaffeinated, this check box should be
  124. checked. <strong>The decaffeination method is a required field
  125. if the check box is checked.</strong></p>
  126. <h3>Certifications</h3>
  127. <p>If there are any certifications on the coffee that should be
  128. tracked, enter these one at a time in the field to the right of
  129. the Add Certification button. After typing the name of one
  130. certification, press the button. This will add that
  131. certification to a list to the left of the button.</p>
  132. <h3>Fees</h3>
  133. <p>This section describes any fees that apply to the invoice.
  134. If you have warehousing, palletizing, shipping, or other fees
  135. associated with this invoice, you can enter the fee description
  136. and amount in this area. Additional lines in this table will be
  137. created as you enter data in this area.</p>
  138. <p>Review the information that you've entered, ensuring that it
  139. is accurate and that all required fields have been filled. Once
  140. this is done, click the Submit button to save this information
  141. to the database.</p>
  142. <p>Repeat the steps in this section until you have entered all
  143. of the invoices required for your current inventory. These same
  144. steps should be followed as more green coffee is purchased in
  145. the future.</p>
  146. <a name="roasted" />
  147. <h2>Roasted Coffee Items</h2>
  148. <img src="images/navroasted.png" />
  149. <p>The coffee roasting process transforms a quantity of one or
  150. more green coffees into a quantity of a roasted coffee. Roasted
  151. coffee items are associated with target roast profiles and
  152. these also maintain an association with the most recent set of
  153. green coffees used to produce that roasted coffee. Roasted
  154. coffee items are managed by clicking the Manage Roasted Coffee
  155. Items button.</p>
  156. <img src="images/manageroasted.png" />
  157. <p>When entering an initial set of roasted coffee items, only
  158. the top part of this window is needed. Enter the name of the
  159. roasted coffee item in the New Roasted Coffee field and then
  160. click the Add New Coffee button. Note that if you produce
  161. items with different roast profiles, these should be different
  162. roasted coffee items even if they are produced from the same
  163. green coffee. Items that are produced through additional
  164. processing after roasting such as flavored coffees or blends
  165. that are assembled from multiple roasted coffees need not be
  166. entered, but the component roasted coffees should be
  167. entered. As you enter these roasted coffee items they will be
  168. added to a list under Current Items.</p>
  169. <p>As you roast coffees, you may find that you no longer
  170. produce a particular roasted coffee. It is generally a good
  171. idea to remove this item from the current set of roasted coffee
  172. items so that you cannot accidentally specify that you are
  173. producing something that you do not presently roast. To do
  174. this, select the item from the Current Items list and then
  175. click the Remove Item button. The item will no longer appear
  176. as an option when entering the details of a batch to roast and
  177. it will be moved to the Discontinued Items list.</p>
  178. <p>If you later resume the production of a previously
  179. discontinued roasted coffee item, you can restore the existing
  180. item rather than create a new one. To do this, select the item
  181. from the Discontinued Items list and click the Restore Item
  182. button. This will remove the item from the Discontinued Items
  183. list and add it to the Current Items list. This will make that
  184. roasted coffee available to select when roasting coffee.</p>
  185. <p>When you are finished altering the set of roasted coffee
  186. items, close the window.</p>
  187. <a name="inventory" />
  188. <h2>An Initial Inventory</h2>
  189. <img src="images/adjustinventory.png" />
  190. <p>You may periodically wish to take an inventory of your green
  191. coffee supply and update the information in Typica to reflect
  192. reality. This should at least be done after using the last of a
  193. green coffee to set the inventory to 0, but if it is possible,
  194. this can be done after emptying any bag of coffee.</p>
  195. <p>Click the Update Inventory button to bring up the window
  196. seen above. At the top you will see a list of green coffees
  197. with an inventory that is not 0. Selecting an item will change
  198. the text area at the bottom to indicate the name of the green
  199. coffee item and the current inventory in both pounds and bags
  200. of coffee.</p>
  201. <p>To adjust the inventory of the currently selected item,
  202. enter either the number of bags or the number of pounds of
  203. coffee remaining in inventory, select either bag or lb from the
  204. box next to this field, and click the Update button. The text
  205. area at the bottom will change to reflect the change you have
  206. just made in the inventory.</p>
  207. <p><strong>Note that inventory adjustments take effect
  208. immediately. Ensure that data on any roasting batches has been
  209. sent to the database before making inventory adjustments on
  210. these coffees.</strong></p>
  211. <a name="profiles" />
  212. <h2>Saving and Using Target Roast Profiles</h2>
  213. <p>Each roasted coffee keeps track of the most recent target
  214. roast profile if one has been specified for this item. For the
  215. initial data entry you will not have any target roast profiles
  216. as these have not yet been entered. The easiest way to enter a
  217. target roast profile is to roast a batch of coffee to that
  218. profile and let Typica record that data for you.</p>
  219. <p>For this step you must have already configured Typica for
  220. your roasting equipment. If you have not done this, please do
  221. so now.</p>
  222. <p>Select the coffee roaster you will be using and click the
  223. Roast Coffee button. This will bring up a window showing the
  224. temperature measurement channels that you have set up for that
  225. roaster, a timer indicating the duration of the current roast,
  226. buttons for marking the start and end of the batch, a table
  227. capable of showing both the target roast profile and your
  228. current batch data at various levels of detail, and a graph
  229. that can show the same measurement data. Other things may
  230. appear as well depending on how you have configured Typica for
  231. this machine.</p>
  232. <img src="images/newbatchwindow.png" />
  233. <p>From the Batch menu, select New Batch. This will bring up a
  234. window where you can enter the details for a batch of roasted
  235. coffee. At the top you will see the name of the coffee roaster
  236. you are using and you can select the unit that will be applied
  237. to all weight measurements. You can select grams, kilograms,
  238. ounces, or pounds.</p>
  239. <p>Next you can select the roasted coffee you will be
  240. producing. This is the list of current roasted coffee items
  241. that you created previously. <strong>This field is
  242. required.</strong></p>
  243. <p>If you have roasted this coffee previously and the green
  244. coffees that were used are all still available to roast, the
  245. coffees will automatically be selected in the Green Coffee
  246. section. The first time a coffee is roasted, that information
  247. is not available to Typica so you will need to select that
  248. information manually. Cells in the first column of this table
  249. will bring up a list showing the currently available green
  250. coffees. The weight should be entered in the uit specified at
  251. the top of the window. As you enter information, additional
  252. rows will be added to accomodate coffees that are blended prior
  253. to roasting. <strong>Both the green coffee used and the weight
  254. of each green coffee are required fields.</strong></p>
  255. <p>When you have finished entering information on the green
  256. coffee, the Green Weight field will be calculated
  257. automatically. <strong>This field must not be 0 when the
  258. batch is submitted to the database. Roasting a batch of no
  259. coffee makes no sense and entering nonsense will adversely
  260. affect the quality of data you can get out of
  261. Typica.</strong></p>
  262. <p>If you had a previously saved target roast profile for the
  263. selected roasted coffee item the Load Profile button will be
  264. available. If a target roast profile is not available, if you
  265. would prefer to roast without a target roast profile, or if you
  266. would prefer to obtain target roast profile data from a
  267. different source, you will want to click the No Profile button.
  268. This brings the previous window up and associates the roasting
  269. data with the batch you have just entered details for. You can
  270. enter the details of as many batches as you like before
  271. roasting, but you must press either the Load Profile or No
  272. Profile button in the window with information about the batch
  273. you will roast prior to starting each batch.</p>
  274. <p>If you have information from a previous roast displayed,
  275. start by selecting Clear Log from the Log menu. Once you are
  276. ready, click the Start Batch button while simultaneously
  277. starting the roasting process. Typica will record the details
  278. of your batch. When you have finished roasting the coffee,
  279. click the Stop Batch button while simultaneously halting the
  280. roasting process.</p>
  281. <p>When you click the Stop Batch button, the New Batch window
  282. will return. You should see that it has entered information in
  283. the Time and Duration fields for you.</p>
  284. <p>You may select New Batch from the Batch menu if you would
  285. like to start roasting another batch of coffee immediately.
  286. Once the batch is cooled, weigh the coffee and enter the
  287. roasted weight. A percent weight loss will automatically be
  288. calculated.</p>
  289. <p>Assuming you have roasted this coffee to your desired roast
  290. profile, click the check box next to Approved and the check box
  291. next to Save log as target profile. The former box should be
  292. checked for every batch that was roasted correctly, but once a
  293. target roast profile has been saved, there is no need to check
  294. the latter on subsequent batches unless there is a desire to
  295. alter the target roast profile.</p>
  296. <p>If you would like to make a note of any information not in
  297. the recorded roasting data or elsewhere in the New Batch
  298. window, that information can be entered in the Annotation
  299. field.</p>
  300. <p>Review the content of the window and ensure that all of the
  301. data has been entered appropriately before clicking the Submit
  302. button.</p>
  303. <p>Congratulations! You have just saved a target roast profile
  304. for a roasted coffee item. The next time you roast that coffee
  305. you will be able to see the data from this batch next to the
  306. data from the current batch. Repeat this process for all of
  307. your roasted coffee items to conclude this initial data
  308. entry.</p>
  309. </div>
  310. </div>
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