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.
Fill Orders
- From the Home tab, select Fill Orders.
Select and print reports.
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.
- Use the Search tool to locate orders to be filled. Then, click Refresh.
- Ordered By Site - Click the ellipsis icon to locate a Site or Site Filter.
- Delivery Date on or Before - Use the calendar tool to select a date.
- Ordering Group - Use the drop-down menu to select a specific ordering group. By default, Any Ordering Group is selected.
- 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.
- Select Print. Then, choose to print Order Details or Fill-Order Pull Sheet for the order(s) selected.
- Use the Search tool to locate orders to be filled. Then, click Refresh.
Establish report criteria. Then, choose to print or export the 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.
- 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.
- 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.
- By default, Include Closed/Filled line items are included in the report. Uncheck to exclude the items. Then, click Ok.
Select an order to be filled by clicking on the row. Then, click Fulfill Order.
You may fulfill multiple orders at one time by placing checkmarks in the correct rows and clicking Fulfill All Orders.
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.
Review and complete issuing details for each item. When you are done, click Save Changes.
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.
- By default, the Issued Date is the current day. To change the date, click the calendar icon and select a different date.
- The Issued From cell is the site currently selected and cannot be edited.
- The Issued To cell displays the site or reason inventory is being issued and cannot be edited.
- Verify the quantities on the issuing order when filling an order and make any necessary adjustments.
- 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).
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.
To remove an item from issuing, select the item. Then, click Delete Item.
- Enter any necessary comments in regards to the issuing order.
- Click the Add Comment button.
- Enter comments about the item/issuing. Then, click Ok.
- Click Close when you are done entering comments.
- Click the Add Comment button.
- 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.
- Take note of the discrepancy between the Open Ordered Quantity and the Fulfilled Quantity columns.
- Disposition - Use the drop-down menu to select how to handle the discrepancy.
- Backorder - Places the item on backorder for future fulfillment.
- Close - Closes the item ordered even if quantities have not been met.
After you have completed discrepancy details, click Ok.
If you have made an error and have completed filling all order quantities, click Cancel and make necessary changes.
- 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.
- You may choose to print or export the report. After you have finished printing or exporting, click Close Print Preview.
Edit Order
Editing Orders allows you to recall fulfilled orders or close an order when the entire order has not been fulfilled.
From the Review Orders tab, select and order. Then, click Edit Order.
Reopen All
If an error has been made, you may choose Reopen All to recall the entire order.
Reopen All
You should contact your supervisor prior to selecting to reopen all items in an order. When an order is reopened, the entire order is reset and the original requested quantities appear.
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.
Close All
You should contact your supervisor prior to selecting to close all items in an order. When an order is closed, the entire order is marked as fulfilled and the open quantities are set to zero.
Click Close All. Then, read the Close All notification statement and select Yes if you would like to proceed. Then, click Save Changes.
