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The
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Ordering
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Process
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will
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automatically
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generate
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an
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order
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based
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on
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meal
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planning
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counts,
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Inventory
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Quantities
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On-Hand,
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Perfect
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Substitutions,
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Par-Levels,
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And
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Satellite
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Orders.
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Step 1 - Select the Order button from the Quick Launch and the following form will be displayed:
There are three options that allow you to customize how you want the order to be automatically pre-filled. You may leave all three options checked (default) to allow the program to automatically make a best-guess as to what you should order, or you may clear some of them as you see fit. If all three boxes are unchecked, then the order will start out blank, allowing you to enter the order manually.
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Most districts click the Ok button without changing any of the options. |
Step 2 - In the space provided, type the requested delivery date in the Bid Contract Dateor select the Date from the calendar by clicking the More button to the right of the date. This date will be used to determine:
- Which bid contracts to order from
- Which price to use when receiving the item
- What date the items will be delivered
Step 3 - Select the appropriate Options to automatically pre-fill the order.
- Items Below Par Order Levels – Par levels are indicated by selecting Maintenance | Order Par Levels. When the Quantity-On-Hand falls below the minimum quantity, the item will automatically be listed on the order form and the quantity will be pre-filled with the maximum quantity. This is useful for ordering items that may not be included in Planned Menus.
- Items Needed For Planned Meals – Planned meal counts are indicated by selecting the Production button from the Quick Launch} (See Automatically Ordering From Planned Menus below). When this option is checked, enter the Date through which you wish the program to look at planning counts.
- Items Ordered To Be Filled From This Warehouse-- This option is typically used by a Central Warehouse and Central Kitchens(satellites to other schools).
Step 4 - Select the Ok button to generate the order.
Automatically Ordering From Planned Menus
When using this option, the program determines which items to order and the quantities needed for planned menus.
Quantities needed are determined by:
- Menus on the calendar starting with the current date and ending with the date selected
- Ingredients on the recipes containing planned serving counts
- Scaling the recipes
- Ingredients on pending orders
- Ingredients on-hand
Scaling recipe example: Baked Chicken
1856 chicken thighs are needed (2 pieces each for 928 planned)
720 chicken thighs on-hand (7 cases with 96 in each case plus 48 pieces)
Changing Items to be Ordered
Step 1 - Click the Ok button and the Order Items screen will be displayed. The screen allows you to add and remove items to be ordered, as well as to adjust the quantities to be ordered.
Step 2 - Click in the Comments space to type notes that you want printed on the order.
Step 3 - In the Unit Quantitycolumn, type the number of cases and press the Enter key. When loose quantities are needed, type the case quantity, then a forward slash( / ) and then the loose quantity. The program will automatically fill in the appropriate characters (e.g. CS or PAN or BAG).
Step 4 - To add items to the list, scroll down to the bottom of the list, type any part of the*Item Description* name, or the catalog number, in the <ADD ITEM> row and then press the Enter key (See Add Items section for more information). Clicking the Add button will accomplish the same thing as typing the item on the <ADD ITEM> row.
Step 5 - Click the Print button to print a copy of the order.
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This will NOT SAVE the order. You must click the Ok button to save the order. The order is not sent until the next step is completed and a final copy is printed. |
Step 6 - Click the Worksheet button to view a list of items, how many are on hand, how many have already been ordered, and the quantity to order for each item needed.
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The worksheet will only be printed when the order was automatically pre-filled. |
Step 7 - To remove an item from the order list, select the item to remove and click the Remove button.
Step 8 - Click the Ok button to save the changes.
Add Item to Order
When the Add button is clicked or when an Item Description is typed on the line that has <ADD ITEM> in the item Description column, the following form will be displayed:
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Remember:Fewer characters are better when searching. |
Step 1 - Type the Catalog Numberor part of the Item Descriptionto change the search.
Step 2 - Select the Itemthat you wish to add to the order list.
Step 3 - Click the Ok button to select the item and return to the Order List.
Search hints:
- If you know the Catalog Number, start typing and only items that contain those numbers will be listed.
- If you know the Item Description, start typing and only items that contain those numbers will be listed.
Order From Contract button
This allows you to select a vendor and create an order specific to items awarded to a vendor from the Bid Process.
Step 1 - Select the Order button from the Quick Launch and on the following form, select the Order From Contract button.
Step 2 - The following screen will be displayed. Choose the desired Vendor, and all the items awarded to that vendor will be listed in the Order List. Change the Quantities, Add Items and Removed items as described above.
Review and Send Unsent Orders
This is typically done by someone in the Central Office. The order must be reviewed, before it can be submitted to the Vendor or Central Warehouse.
To Send And Review Orders, select Actions > Send and Review Unsent Orders and the following screen will be displayed:
Unsubmitted Orders
The top section contains Unsubmitted Orders or all of the orders that have not been submitted to the vendor.
The bottom section contains all Items in the Order that is currently selected (highlighted)in the top section.
Step 1 - Click the Edit button to Add, Change or Delete items on the list.
Step 2 - Click the Close / Delete button to complete the order and remove all pending orders from the list.
Step 3 - Check the Send/Print button next to each Order For Each Order That You Wish To Submit.
Step 4 - Click The Select All button to mark all orders to be submitted.
Step 5 - Click the Select None button to deselect all of the orders.
Submit Order
Step 1 - Click theSubmit Order button to send the orders. The Vendor Order report will appear and must be printed in order for the orders to actually be generated by the system.
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You will not be able to receive an order that has not been Submitted and Printed. |
Step 2 - Once the orders have been printed, they will be marked as Sent and can only be viewed from the Review and Re-send Submitted Orders screen.