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The Central Office panel allows you to send and approve orders from various sites, send approved orders to vendors, and analyze and complete bids. |
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The Ordering option allows you to Review and Approve Orders, Send Approved Orders to Vendors, and Review Approved/Sent Orders.
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Depending on how ordering groups are setup, central office staff and supervisors may need to approve orders.
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By default, orders are arranged by Vendor → Requested Receive Date → Ordered by Site → Order ID. To change the way the orders are displayed, drag and drop columns from the sorting bar to the header bar and vice versa. |
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- From the Utilities tab, locate and click on Send Approved Orders to Vendor.
- Select one or more orders by placing a checkmark in the box and click Edit Order or Print to review the Order Details and/or Order Tracking Log reports.
- After reviewing the order(s), click Send All Selected.
- Review the Order report. Next, select to Print or Export the report. Then, close the report by clicking Report → Close Print Preview or click the red X.
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- Select the order from the list. Then, click Mark as Unapproved.
- You must confirm you wish to mark the order as awaiting approval. Click Yes to continue.
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By choosing to review approved/sent orders, you can view the site placing the order, order ID, ordering group, the date the order was completed, the date the order was sent, the person sending the order, the date the order request was received, the vendor/warehouse in which the order will be fulfilled, and if an order is open/closed.
- From the Utilities tab, select Miscellaneous. Then, select Review Sent Orders.
- Select an order and choose one of the following options:
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Note the tab reflects which sent orders are being reviewed. If a custom site filter has been established (such as in the case of supervisory groups), only sites attached to the user's group will be displayed. |
- Edit Order - Allows you to end an open order by adding/removing items and adjusting quantities.
- Show Closed Orders- Displays orders that have already been received by the site. Closed orders are noted with a strike-through.
- Print - Print the selected order and include/exclude closed/filled line items.
- Mark as Unsent - Orders deemed incomplete are sent back to the Order menu for necessary edits and corrections to be made.
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Select Print. Then, choose Bid Analysis.
Info Running this report will allow you to ensure accuracy prior to starting the analyze bid process.
- Choose to Save, Print, or Export the report. To close the report, select Close Print Preview.
- Select Analyze Bid to open the Bid Analysis wizard and begin the award process.
- Click Next to proceed with the award process.
- Select which considerations to make during the analysis process. Then, click Next.
Review the bid analysis results. Note the way results are reflected differs between Line-Item bids and All or Nothing bids. Then, click Next to continue.
Green Indicates an item meets all requirements and is the best choice to award the bid. White Indicates an item may have met costs; however, it was not awarded the bid. Red Indicates there is an issue with the item rejecting it from the award process. Note You can view the Bid Analysis report by clicking the View Details button.
Info You may click Cancel if you need to make necessary edits, such as entering a missing quote, before completing the award process.
Diamond Distributors or JTM Corporation either not bid on Catalog Number 80023 or the bid was not entered and, therefore, disqualifies them from consideration of the award as the bid is All or Nothing. The bid will be awarded to SYSCO.
Catalog Number 40022 will be awarded to Mayfield. All additional items will be awarded to Fresh Point. Mayfield did not bid on Catalog Number 40010 or the amount was not entered; therefore, the vendor is excluded from consideration for that item.
- Click Finish to complete the bid process and award the price contracts.
Select Print. Then, select Bid Analysis to print a copy of the final report. You may provide wish to provide a copy to the vendor as well as your personal records.
Note Once the bid process is complete, the Status changes from Open to Awarded.
- Choose to Save, Print, or Export the report. To close the report, select Close Print Preview.