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.
From the Home tab, select Fill Orders.
Print Fill Order Records
Reports should 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, making it difficult for reports to be printed after the task has been completed.
- From the Review Orders:Orders to-be Filled screen, search for the correct order to be filled record.
- Ordered By Site - Use the drop-down menu to select a site.
- Delivery Date on or Before - Use the calendar tool to establish a beginning date.
- Ordering Group - Use the drop-down menu to select an ordering group.
Select the correct Order to-be filled ID from the list by placing a checkmark in the correct column. You may choose Select All or Select None by clicking the checkbox at the top of the screen.
Click Print and select one of the report options. 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.
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, 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.
Fill Orders
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. If multiple orders are filled at one time, the Transfer Ticket report will not print.
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.
- Issued From is the site currently selected and cannot be edited.
- Issued To 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.
When selecting Issue items to fill an order, the Quantity Issued amounts are prefilled to the requested quantity and highlighted yellow.
If there is not enough inventory on-hand to fill an order, the Quantity Available field will be highlighted red and you may need to adjust the Quantity Issued.
Multiple inventory tags may exist for an item. You can click the plus + sign to expand the item. The system will always issue the closest expiration date first (if noted) or the oldest inventory tag to minimize spoilage of stock; however, you may manually adjust those numbers.
For whole cases or units, enter the number. For partial cases or units, use "/". Refer to the image in "Add Items to the Issuing Record for various whole and partial issuing examples.
i. Click the Add Item button.
ii. Use the Search box to locate a specific item and place a checkmark in the column for the item(s). Then, click Ok.
iii.Enter quantities issued for the item.
To remove an item from issuing, select the item. Then, click Delete Item.
Click the Add Comment button.
Enter comments about the item/issuing. Then, click Ok.
Click Close when you are done entering comments.
The Order Fulfillment window may appear if adjustments have been made to the Issuing Record. This allows you to review discrepancies and the system's course of action (e.g. closing a line item, backordering a line item, etc.).
If you have made an error and have completed filling all order quantities, click Cancel and make necessary changes.
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.
Once the order has been filled, the Transfer Ticket report criteria window will appear. Use the drop-down menu to select the Report Layout. Then, click Ok.
The Transfer Ticket report will open is a separate window. You may choose to print or export the report.
Fill Orders - Stage Orders
- Click Fill Orders. Select orders that you plan to fill for the day.
- Click on Stage Orders
.The process of staging an order will encumber the inventory so that others cannot over-order and create a shortage in the Warehouse. - Once your orders have been staged, click on View Staged Orders
.Staged orders will be approved if there is enough inventory to fill those orders.
Orders highlighted in red are not approved due to a shortage in inventory. Orders highlighted in green have already been pulled.
If a shortage exists, click on the order to edit. Items may be Deleted from the order or users may Add Substitute Item 
. By adding a Substitute Item, the original item does not need to be removed. If a substitute is made, the item will be highlighted in orange to denote the change.
Staged orders can be saved to work on later or Approved and moved forward in the process for pulling.
From the Review Staged Orders screen, select an Approved Order > Print 
> Staged-Order Pull Ticket. This pull ticket will include a QR Code for Warehouse Employees to scan to start filling the order.
Orders which have not been approved must first be corrected before printing the pull ticket. Only approved staged orders will be printed.
Bulk Update
The Bulk Update feature allows you to add an item to each order, remove an item from each order, or substitute one item for another on each order via wizard.
- Click Bulk Update.
- On the Bulk-Change Orders window, click Next to begin the process.
Select orders you wish to complete bulk changes to by checking/unchecking the boxes. Then, click Next.
Select Orders
By default, all orders are selected.
- Select which type of bulk change you would like to make and enter any comments. Then, click Next.
Complete bulk change information. Then, click Next.
Items to add - Click the ellipsis icon and use the search tool to locate and select the item to add.
Quantity to add - Enter the quantity to add. Then, select how the quantity should be distributed.
To each order - Adds the entered quantity to each order (e.g. 1 cs/25 pears - 1 cs/25 of pears will be added to all three orders.
Total, divided equally between orders in whole cases - Divides whole quantity cases evenly between all orders.
12/2612/26If quantities exceed the number of orders, the system will then begin distributing the remaining quantities, beginning at the top, to all sites until the quantity is depleted.
(e.g. 5 cs - The system will add 1 cs to each of the three orders; Then, begin at the top of the list and add 1 case to the first 2 orders. Site A receives 2 cases, Site B receives 2 cases, Site C receives 1 case.Click the ellipsis icon and use the search tool to locate and select the item to remove.
Replace old item - Click the ellipsis icon and use the search tool to locate and select the old item being replaced.
With new item - Click the ellipsis icon and use the search tool to locate and select the new item to replace the old item.
For each XX conversion method of the old item - Enter the quantity of the old item and use the drop-down menu to select a conversion method (Primary Unit, Whole Cases, Usable Weight).
Replace with XX conversion method of the new item - Enter the quantity of the new item that will replace the old item.
Rounded up to the next whole case - Rounds the newest item quantity up to distribute whole cases when partial cases exist.- Verify the changes are correct. Then, click Finish to apply changes.
Additional Fill Order Reports
You may wish to print the Order Details or the Order Tracking Log reports.
- From the Review Orders:Orders to-be Filled screen, search for the correct order to be filled record.
- Ordered By Site - Use the drop-down menu to select a site.
- Delivery Date on or Before - Use the calendar tool to establish a beginning date.
- Ordering Group - Use the drop-down menu to select an ordering group.
Select the correct Order to-be filled ID from the list by placing a checkmark in the correct column. You may choose Select All or Select None by clicking the checkbox at the top of the screen.
Click Print and select one of the report options. 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, Include Closed/Filled line items are included in the report. Uncheck to exclude the items. Then, click Ok.
