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The Fill Orders button in the Inventory ribbon can be used for sites that fill orders on a regular basis, such as Central Kitchens and Central Warehouses.

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Fill Orders

1. From the Home tab, select Fill Orders.

2. Select and print reports.

   Info
   Reports must be printed prior to fulfilling orders. Once orders have been filled and changes have been saved, the order will no longer appear in the list; therefore, reports cannot be printed after the task has been completed.

    

   
   

   1. Use the Search tool to locate orders to be filled. Then, click Refresh.
      1. Ordered By Site - Click the ellipsis icon to locate a Site or Site Filter.
      2. Delivery Date on or Before - Use the calendar tool to select a date.
      3. Ordering Group - Use the drop-down menu to select a specific ordering group. By default, Any Ordering Group is selected.
   2. Select the report(s) to print by placing a checkmark in the Print column. You may choose Select All to print reports for all order or Select None.
   3. Select Print. Then, choose to print Order Details or Fill-Order Pull Sheet for the order(s) selected.
      

3. Establish report criteria. Then, choose to print or export the report.

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   title Order Details report
   By default, Include Closed/Filled line items are included in the report. Uncheck to exclude the items. Then, click Ok. You may choose to print or export the report. After you have finished printing or exporting, click Close Print Preview. The Order Details report displays the Order ID, Order from Site, Deliver to Site, and Requested Delivery Date. Included is the Catalog Number, Item Description, Case/Unit Description, Purchased Case Price, Donated Value/Case (if applicable), Quantity Ordered, and Quantity Remaining.

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   title Fill-Order Pull Sheet report
   By default, the System Default report layout is selected. If you have created another layout for pull sheets, use the drop-down menu to select the correct layout. Then, click Ok. You may choose to print or export the report. After you have finished printing or exporting, click Close Print Preview. The Fill-Order Pull Sheet report displays the Slot Number, Catalog Number, Item Description, Case/Unit Description, and total item Quantity. The Site requesting the order, Inventory Tag, Donation Source, Lot Number, and Quantity are also displayed.

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   title Loading Detail Report
   By default, the System Default report layout is selected. If you have created another layout for pull sheets, use the drop-down menu to select the correct layout. Then, click Ok. You may choose to print or export the report. After you have finished printing or exporting, click Close Print Preview. The Loading Details report displays the Site, Slot Number, Inventory Tag, Catalog Number, Item Description, Case/Unit Description, and total item Quantity. The report also notified you if you have insufficient inventory to fulfill orders and displays insufficient quantities.

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   title Order Tracking Log

4. Select an order to be filled by clicking on the row. Then, click Fulfill Order.

   Note
   You may fulfill multiple orders at one time by placing checkmarks in the correct rows and clicking Fulfill All Orders.

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   Multiple orders may not be able to be filled at the same time is certain issues exist (blank order, back order, insufficient on-hand inventory, manual review request). The system will fulfill orders where no issues exist and skip orders with issues.

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5. Review and complete issuing details for each item. When you are done, click Save Changes.

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   Use the scroll bar at the bottom of the screen to view all columns. Click the plus + icon to expand and view/edit additional details (Case/Unit Quantity, Partial Quantity, Quantity Available, Inventory Tag, Lot Number, Purchased Case Price, Donated Value/Case, Expiration Date) of each item.

   1. By default, the Issued Date is the current day. To change the date, click the calendar icon and select a different date.
   2. The Issued From cell is the site currently selected and cannot be edited.
   3. The Issued To cell displays the site or reason inventory is being issued and cannot be edited.
   4. Verify the quantities on the issuing order when filling an order and make any necessary adjustments.

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      title Add Items to the Issuing Record
      Click the Add Item button. Use the Search box to locate a specific item. Select the correct item. Then, click Ok. Enter Case/Unit Quantities and Partial Quantities (if applicable). Note By expanding the catalog number, you can view multiple inventory tags associated with the catalog number. The system will always issue the closest expiration date first (if noted) or the oldest inventory tag to minimize spoilage of stock.

   6. To remove an item from issuing, select the item. Then, click Delete Item.

   7. Enter any necessary comments in regards to the issuing order.

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      title Comments - Review additional details to add comments to an Issuing Record.
      Click the Add Comment button. Enter comments about the item/issuing. Then, click Ok.  Click Close when you are done entering comments.

      

6. Order Discrepancies - If all quantities have not been fulfilled, an Order Fulfillment box will appear notifying you that not all items have been accounted for and you must decide how to handle discrepancies.
   1. Take note of the discrepancy between the Open Ordered Quantity and the Fulfilled Quantity columns.
   2. Disposition - Use the drop-down menu to select how to handle the discrepancy. 
      
      1. Backorder - Places the item on backorder for future fulfillment.
      2. Close - Closes the item ordered even if quantities have not been met.

   3. After you have completed discrepancy details, click Ok.

      Note
      If you have made an error and have completed filling all order quantities, click Cancel and make necessary changes.

      

7. Once the order has been filled, the Transfer Ticket criteria window will appear. Use the drop-down menu to select the Report Layout. Then, click Ok.
   

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   You may choose to print or export the report. After you have finished printing or exporting, click Close Print Preview.
   
   

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Click Reopen All. Then, read the Reopen All notification statement and select Yes if you would like to proceed. Then, click Save Changes.

Close All

If your site does not allow back ordering, you may choose Close All to recall the entire order.

Click Close All. Then, read the Close All notification statement and select Yes if you would like to proceed. Then, click Save Changes.

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