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Overview

The Central Office panel allows you to send and approve orders from various sites, send approved orders to vendors, and analyze and complete bids.

Ordering
Nutrient Analysis
Bid Analysis


Ordering

The Ordering option allows you to Review and Approve Orders, Send Approved Orders to Vendors, and Review Approved/Sent Orders.

From the Utilities tab, locate and click on Ordering. Then, select the appropriate option.

Review and Approve Orders

Review and Approve orders allows you to review each order, make changes to an order, make mass changes to multiple selected orders, send incomplete orders back to the site placing the order, and advance approved orders to the next step of the process - Send Orders to Vendor depending on permissions. 

Depending on how ordering groups are setup, central office staff and supervisors may need to approve orders.

  1. From the Ordering option, select Review and Approve Orders.
  2. Establish Review and Approve Order criteria. Then, click Ok.

    Requested Delivery Date Range - Use the calendar tools to select a From and to date range.
    Ordering Groups - Place a checkmark in the box to select one or more ordering groups. You may also use the "Select All" and "Select None" buttons.
    Ordered by Site - Select a Specific Sit, By Category and Cluster, or Named Site Filter by using the magnifier icon or drop-down menu to locate the correct choice. You may also select All Sites.

  3. Review each order. Then, you may click on a single order and click Approve Selected Order or click Approve All.

    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.

    To add a Site Category as a column, right-click on any column header and click "Column Chooser" to select a Site Category and drag the new column to your desired location.
    To save the present column layout, visit the Screen Layouts section of the Settings tab within Sites.

Advanced Options

Edit Selected Order - Allows you to edit an existing order depending on permissions. If using default layout options, click on an order ID and select Edit Selected Order. Make edits and save changes once you are done.

Skip Selected Order - Skips the order approval process for the selected order during this session. If using default layout options, click on an order ID and select Skip Selected Order. Then, click Yes to continue with the skipping process or No to cancel. 

Mark Selected Order Incomplete - Returns the order to the Site in which the order was created for corrections depending on permissions. If using default layout options, click on an order ID and select Mark Selected Order Incomplete. Then, click Yes to continue with the skipping process or No to cancel.

Bulk Update - Allows you to add an item, remove an item, or substitute one item from another to all selected orders via wizard.

    1. Click Bulk Update.
    2. On the Bulk-Change Orders window, click Next to begin the process.

    3. 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.

    4. Select which type of bulk change you would like to make and enter any comments. Then, click Next.

    5. Complete bulk change information. Then, click Next.

       Add an item to each order


      Items to add - Click on the ellipsis icon and use the search tool to locate 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. 12 cs/2 #10 cans of fruit cocktail will be added to both orders).
              Total divided equally between orders in whole cases - Divides whole quantity cases evenly between all orders.  

      If 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 deplated (e.g. 3 orders and 5 cs - The system will add 1 cs to each of the three orders; then, beginning at the top of the list, add 1 cs to the first 2 orders. Site A received 2 cs, Site B received 2 cs, Site C received 1 cs.

      ,

       Remove an item from each order

      Click the Add button and use the search tool to locate and select one or more the items to remove.

      A multi-pick list is displayed with all items on the selected orders.


       Substitute one item for another on each order


      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 CC conversion method of the old item - Enter the quantity of the old item and use the drop-down menu to select a conversion method.
      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.

    6. Verify the changes you are making are correct. Then, click Next.

    7. Verify the changes are correct. Then, click Finish to apply changes.

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Send Approved Orders to Vendor

Send Approved Orders to Vendor groups all approved order by vendor to allow you to review and send orders to the vendor, make changes to an order, quickly make mass changes to an order via wizard, unapprove orders (move orders to the previous step of the process - Review and Approve Orders, and advance selected orders as sent (if applicable) depending on permissions. 

  1. From the Ordering option, select Send Approved Orders to Vendor.
  2. 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.
  3. After reviewing the order(s), click Send All Selected.

  4.  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.

    You must Print or Export the report in order for it to be sent to the correct party.


Advanced Options

Mark as Unapproved - There may be times you may choose to reject an order (vendor minimum not met, duplicate, incomplete, over-ordering) depending on permissions. By doing this, the order will be sent back to the Site Manager/Area Supervisor for correction. Click on an order and select Mark as Unapproved. You must confirm you wish to mark the order as awaiting approval. Click Yes to continue.
 

Mark as Sent without Sending - Marks an order as "Sent" and advances the order to the next step - Review Approved/Send Orders without sending the order to the vendor (via print, export, FTP upload). e.g. An order is placed by phone to the vendor or an order was inadvertently marked as "Unsent" and needs to be set back to "Sent".

Bulk Update - Allows you to add an item, remove an item, or substitute one item from another to all selected orders via wizard.

    1. Click Bulk Update.
    2. Select the vendor whose order you would like to update. Then, click Ok to launch the wizard.
    3. You may refer to the Review and Approve Orders: Bulk Update instructions for step-by-step details.

Cancel - Cancels out of the Send Orders to Vendor tab.

Edit Order - Allows you to edit existing orders before sending them to the vendor depending on permissions. Click on an order and select Edit Order in order to make changes. Make edits and save changes once you are done.

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Review Approved/Sent Orders

By choosing to review approved/sent orders, you can view the Order ID, order placement details (site/ordering group/requested date/person placing order), order status (Sent/Closed/order completion date), approval details (person/date), site fulfilling order (vendor/warehouse), if comments exist for an order, and the total order amount.

  1. From the Ordering option, select Review Approved/Sent Orders.
  2. Select an order and choose one of the following options:

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 depending on permissions.
  • Show Closed Orders - Displays orders that have already been received by the site. Closed orders are noted with a strike-through.
  • Print - Allows you to print the Order Details, Order Worksheet, and/or Order Tracking Log reports.
  • Mark as Not Sent - Allows you to demote the order to the previous step - Send Orders to Vendor - for resending, editing, or deletion purposes depending on permissions.

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Nutrient Analysis

The weighted nutrient analysis report analyzes recipes for a period of 3-7 days. The results shown reflect if a period meets nutrient standards for the selected period and reflects any deficiencies in nutrition. You can manually enter counts, use planned counts, use served counts, or select a menu template. This features allows you to edit, save, recall, and print analysis worksheets without affecting menu templates.

If a period does not meet nutrition requirements, future recipe components can be adjusted in order to meet those requirements.

  1. From the Utilities tab, select Nutrient Analysis.

  2. Select Create New Worksheet. You may also select an existing worksheet and click Edit Worksheet to review a past Weighted Nutrient Analysis report.

    Delete a Weighted Nutrient Analysis Worksheet

    Select a Weighted Nutrient Analysis Worksheet from the list of saved worksheets. Then, click Delete Worksheet.

  3. Establish source criteria. Then, click Ok.

    Date Range - Use the calendar tools to select a start through end date range, *Dates must range from 3 to 7 days.
    Meal Type - Select one or more meal types.
    Source - Select a source to analyze nutrients though weighing.
            Manual Entry - Manually enter meal counts.
            Menu Planning Counts - Click the magnifier icon to select a site (f applicable). Then, select a counts option.
            Menu Template - Click the magnifier icon to select a menu template (e.g. elem, middle high, snack, etc). Then, manually enter counts or use the sum of planned counts for all sites.
            Specific Recipe - Select the ellipsis to search for an select a recipe.

  4. Review and edit (if applicable) menu counts. Then, click Print and select to print the Weighted Nutrient Analysis, Weighted Nutrient Analysis: Details by Recipe or the Detailed Worksheet by Nutrient report.

    1. Use the drop-down menu for Menu Count Type to select the correct menu count type category (Pre-K, K-5, 6-8, 9-12, etc.).

    2. For manual entry, you may enter counts one of two ways:

      1. Enter total counts for the day.

      2. Expand the day by clicking the + sign and enter counts for each menu item.

    3. Additional Options - You may also select Add Menu, Remove Menu, Add Serving Day, or Remove Serving Day and follow the search and selection options.

      If the Analysis Source options are incorrect, you may choose Change Source to change selection criteria.


       Weighted Nutrient Analysis - Reports the total nutrient analysis for the established time period.

      Establish report criteria. Then, click Ok.

      Menu Count Type - Select which Menu Count Type you would like to analyze.
      Options - By default, Nutrients with No Defined Standards is selected..

       Weighted Nutrient Analysis: Detail by Recipe - Breaks down detailed nutrient information for each recipe.

      Establish report criteria. Then, click Ok.

      Menu Count Type - Select which Menu Count Type you would like to analyze.
      Options - By default, Nutrients with No Defined Standards is included.

       Detailed Worksheet by Nutrient - Weighted Nutrient Analysis: Daily Recipes - Breaks down detailed nutrient information factors for each day and weekly totals.

      Establish report criteria. Then, click Ok.

      Menu Count Type - Select which Menu Count Type you would like to analyze.
      Options - By default, Nutrients with No Defined Standards is not included.



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Bid Analysis

The bid analysis process allows you to print requests for quotes and enter bid quotes received from vendors. Once quotes have been entered, the system analyzes all bids and awards the bid to the best competitive vendor.

Add New Bid Periods and Print Request for Bid Quotes Report

  1. From the Utilities tab, locate and click on Bid Analysis.
  2. Click Add New to open the Bid Analysis wizard. If any open bids exist, they will be displayed in the Bid Period Maintenance window.
  3. Establish new bid period options.

    Bid Analysis Group - Use the drop-down menu to select the correct bid group.
    Opening Date - Use the calendar tool to establish as opening date. Then, use the time tool to establish an opening time if applicable.
    Period Start Date - Use the calendar tool to establish the start date of the new bid.
    Period End Date - Use the calendar tool to establish the end date of the new bid.
    Reference Number - Enter the reference number for the new bid period.
    Report Subtitle - Enter a subtitle that you would like to appear on the new big period report.

  4. Select Print. Then, choose Request for Quotes.
  5. If you have a custom report, you use the drop-down menu to select the correct report layout. Otherwise, click Ok.
  6. Choose to Save, Print, or Export the Request for Bid Quotes report. To close the report, select Close Print Preview.

Request for Quotes (Analysis)

  1. From the Bid Period screen, select Print and then choose Request for Quotes (Analysis) from the drop-down menu.
  2. If you have a custom report, you use the drop-down menu to select the correct report layout. Otherwise, click Ok.


Add New Quotes

  1. Enter new bid quotes from vendors by selecting Add Bid Quote.

    Note the information for Bid Period Information is grayed out. If any of the information is incorrect, you may select Edit to make changes.

    Additional Options - To edit an existing bid, select the vendor's bid from the list and double-click or choose Edit Bid Quote. To remove an existing bid, select the vendor's bid from the list and click Delete Quote. There is no "undo" for deleting a quote.

  2. Enter Bid Quote details.
    1. Vendor - Use the magnifier icon to select the vendor submitting the bid.
    2. Proposal Date - Use the calendar icon to enter the proposal date.
    3. Prompt Payment Discount - If the vendor has indicated a discount for prompt payment, enter the percentage in the cell; otherwise, leave blank.
    4. Proposal Signed - By default this box is checked. If the received proposal has not been signed, uncheck the box by clicking inside.
    5. Bid Items - Complete bid item details for each proposed item.
      1. In the Brand column, click the ellipsis icon to open the Pick Item window.
        1. Select the correct brand, case, or product code.

        2. If the item is not already marked as an approved item, click the Approve Item button at the bottom of the window.

          If you are unsure if the item is approved for acceptance, you should contact your supervisor prior to approving items.

        3. If you selected to approve the item, you will be asked to confirm if you wish to mark the item as approved for the bid group setup. Select Yes to approve the selected item.
        4. Then, click Ok.
      2. Enter the case price provided by the vendor.
      3. If the vendor allows broken cases for the item, click in the box until a checkmark appears.
      4. By default, items are stated to meet specifications.
    6. Click Save Changes to save the entered bid.
      Note the row for Catalog Number 80023 is highlighted red. This can be due to an item not selected from the Pick Item window, the item was not confirmed for approval, or a case price was not entered. This may be normal if a vendor does not bid on all items.
  3. Repeat the process for each bid received.
  4. You may also want to print bid quotes for review. Select Print. Then, choose Bid Quotes.
  5. Choose to print the selected quote or all quotes for the bid period. Then, click Ok.
  6. Choose to Save, Print, or Export the report. To close the report, select Close Print Preview.

Analyze Bids

  1. Select Print. Then, choose Bid Analysis.

    Running this report will allow you to ensure accuracy prior to starting the analyze bid process.

  2. Choose to Save, Print, or Export the report. To close the report, select Close Print Preview.
  3. Select Analyze Bid to open the Bid Analysis wizard and begin the award process.
  4. Click Next to proceed with the award process.
  5. Select which considerations to make during the analysis process. Then, click Next.

  6. 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.

    GreenIndicates an item meets all requirements and is the best choice to award the bid.
    WhiteIndicates an item may have met costs; however, it was not awarded the bid.
    RedIndicates there is an issue with the item rejecting it from the award process.

    You can view the Bid Analysis report by clicking the View Details button.

    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.
  7. Click Finish to complete the bid process and award the price contracts.

  8. 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.

    Once the bid process is complete, the Status changes from Open to Awarded.



    Group By - Choose to group the report by Vendor or Item.
    Rebates and Discounts - Select the associated checkboxes to consider Rebates and Discounts in the report.
    Formatting - Select the checkbox to alternate highlighted rows in the report.

  9. Choose to Save, Print, or Export the report. To close the report, select Close Print Preview.

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