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Overview

The Ordering and Price Contracts section will take you through the process of editing and adding price contracts and internal order lists, establish ordering categories, and setup how ordering groups function at site locations.




Opening Ordering & Price Contracts

This procedure is used to access all processes in the Ordering & Price Contracts section.

Locate and click the Admin & Maintenance tab. Next, click on the Ordering & Price Contracts option.

Price Contracts

Price contracts can result from an awarded bid or can be created independently from bids. They allow you to add a vendor, items sold by the vendor, purchase and donated values, purchase order numbers, restrict price overrides, exclude items from site filters, establish date ranges, and allow broken cases. 

If a vendor establishes price contracts, the vendor must first be added under Sites.

  1. From the Ordering & Price Contracts option, select Price Contracts.

  2. Click Add New. 

    You can create a copy of an existing price contract by selecting a price contract and clicking Add New.

    To edit information on an existing price contract, select the Contract ID or Vendor and click Edit.

  3. Select if you would like to add a new price contract from scratch or as a copy from the selected existing price contract. Then, click Ok.
  4. Establish price contract details. Then, click Add Item to Contract.
    1. Description - Enter a description of the price contract
    2. Allow Ordering - By default, Allow Ordering is checked. If ordering is not allowed, uncheck the box by clicking in it.
    3. Restrict Price Overrides - By default, Restrict Price Overrides is checked. This prevents unauthorized staff from changing the price of items when receiving inventory.
    4. Fulfilled by Site - Use the drop-down menu to select which site fulfills orders (typically the vendor).
    5. PO Number - Enter the purchase order number.
    6. Receivable To - Use the drop-down menu to select a Named Site Filter.
    7. Delivery Agent - Use the drop-down menu to select a delivery agent (if applicable).
    8. Valid From/until - Use the calendar tool to select a date range.
    9. Inactive - If a price contract is no longer active, place a checkmark in the inactive box.
  5. Enter information in the Search bar. Select the item(s) you wish to add to the price contract by placing a checkmark in the correct column. Then, click Ok.
  6. Enter item details.
    1. Price (Purchased)
    2. Donated Value (if applicable)
    3. Donation Source - Use the drop-down menu to select from the list of sources (if applicable).
    4. Allow Broken Case - Place a checkmark in the box if broken cases are allowed. e.g. A case of chicken nuggets contains 6 5lbs bags; however, a site only needs 3 5lb bags.
    5. Excluded from Sites - Use the drop-down menu to choose which sites are not allowed to order the item (if applicable).
    6. Vendor Item # - Vendors may identify items with a different system. Enter the vendor's number for the item (if applicable).
    7. Vendor Item Name - Vendors may identify items with a different system. Enter the vendor's name for the item (if applicable).
  7. Repeat the process to add items to a price contract. Then, click Save Changes.
  8. From the Price Contract Maintenance tab, select the correct price contract and click Print.
    Enable row Highlighting - Select the checkbox to enable every other record in the report to be highlighted gray.

Remove Item from Contract

If an item is no longer part of a price contract or was added inadvertently, you may remove it from the list of items.

In order to remove an item from a price contract, the item must never have been received on the selected contract. If the item has been received, you may select to inactive the item by placing a checkmark in the Inactivate column.

    1. From the Ordering & Price Contracts option, select Price Contracts.
    2. Select a Price Contract from the list and click Edit.

    3. Select the item from the list and click Remove Item from Contract.

      Price Contract Guide to Deleted and Inactive Items Prior to Saving Changes

      The deleted line item will appear with a red strikethrough. Inactive line items will appear with a blue strikethrough beginning at the Price (Purchased) column.

    4. Click Save Changes when you have completed all necessary tasks.
    5. Enter a comment/explanation for making changes to the price contract.


Inactivate and Copy Item

You may choose to inactivate and copy an item if there has been a price change.

    1. From the Ordering & Price Contracts option, select Price Contracts.
    2. Select a Price Contract from the list and click Edit.

    3. Select the item from the list and click Inactivate and Copy Item.

      Price Contract Guide to Inactivate and Copy Item Prior to Saving Changes

      Inactive line items will appear with a blue strikethrough beginning at the Price (Purchased) column and the copy of the item will appear at the bottom of the price contract.

    4. Click Save Changes when you have completed all necessary tasks.
    5. Enter a comment/explanation for making changes to the price contract.

Add an Attachment

You may choose to add an attachment to the Price Contract.

Select Add Attachment from the menu bar, then browse and select a file to attach (Images, PDFs, Word Documents).
Note: Maximum file size is 10mb.

Internal Order Lists

Internal Order lists are created to specify which items can be ordered from internal sites such as warehouses, central kitchens, and other similar sites.

  1. From the Ordering & Price Contracts option, select Internal Order Lists.
  2. Click Add New.
  3. Establish Internal Order List details. Then, click Add Item or Filter.
    1. Description - Enter a description of the order list.
    2. Fulfilled by Site - Use the magnifier icon to select which site will fulfill requested orders.
    3. Receivable To - Use the magnifier icon to select a Named Site Filter.

  4. Add items by clicking the ellipsis and searching for a Specific Catalog Number or Item filters by using the drop-down menu. Then, click Ok.

    By default, All Items - Active and Inactive are selected. 


  5. Establish Internal Order List settings for each Item Filter. Then, click Save Changes.
    1. Availability - Use the drop-down menu to select Availability of an item.
      1. Not Available - The item/filter is not available for ordering on this internal ordering list. This setting does not override item availability from other internal order lists.
      2. Only On-Hand Inventory - The item/filter can only be ordered if inventory is physically on-hand at the site from which you are ordering. This is useful for allowing schools to use up the existing inventory on-hand at the warehouse, but prevents the warehouse from ordering more of the product, even if it is still available on a price contract.

      3. On-Hand or Orderable Inventory - The item/filter can only be ordered if inventory is physically on-hand at the site you are ordering from or if the site you are ordering from can order more of the item - either from a price contract or another internal order list.

        On-Hand or Orderable Inventory Setting

        This is the most common setting used and should be used for most warehouses.

      4. Always Available - This item/filer can always be ordered, regardless of stock levels. This is often used in situations where the Central Kitchen can manufacture an item or obtain it from sources other than ordering it directly; however, schools need to be able to order the item from the kitchen regardless of whether it is currently on-hand.
      5. (no change) - The item/filter will not affect the availability of the item. This is useful for affecting the "Allow Broken Case" of certain items without interfering with the availability specified by other rules in the same ordering list.

    2. Allow Broken Cases - Place a checkmark in Allowed Broken Case if partial units can be ordered for an item.

      Checked means always allow, unchecked means do not allow, greyed (or blued) means use default in Site Setting (Allow Broken Case for Internal Order List).

    3. Priority - Use the drop-down menu to select a priority level (Low, Normal, High).

  6. (Optional) Click the Test button and select a specific site. Then, click Ok.

    You must Save Changes before you can test the internal order list.
     

  7. Review internal order lists for the selected site. Click Close when you are done.

*You may notice that some items do not appear on the internal order list for a selected site. This means the site can never order this item, but is allowed to order a similar item. The reason for this could be the difference between Elementary and High School portion sizing.


Ordering Categories

Ordering categories should be established before establishing ordering groups. Categories are established during item setup for easier ordering processes.

  1. From the Ordering & Price Contracts option, select Ordering Categories.
  2. Scroll to the bottom of the list and click in the cell next to the asterisk * or click Jump to New Row to add a new ordering category. Then, click Save Changes. 

To remove an ordering category, select a category and click Delete. You can only delete a user-defined category and it cannot be in use. System defaults cannot be removed.

To locate an ordering category in your list, click Find. Then, begin typing the category name in the search bar.


Ordering Groups

Ordering groups allow you to establish ordering categories and site filters. Additionally, you can control order approval levels.

  1. From the Ordering & Price Contracts option, select Ordering Groups.
  2. Establish ordering group options next to the asterisk *. Then, click Save Changes.
    1. Description - Enter a description of the ordering group.
    2. Allowed Ordering Categories - Use the drop-down menu to select one or more established ordering categories by placing a checkmark in the box(es). Then, click Ok.
    3. Order From Named Site Filter - Use the drop-down menu to select the site in which the order is placed.
    4. Approval Mode - Use the drop-down menu to select how orders are approved.
      1.  Site - The site manager/cafeteria operator must review and approve the order.
      2. Central Office - Central office staff or area supervisors must review and approve the order.
      3. Automatic - No approval process is necessary. The order automatically sends (to internal sites such as other schools, central kitchen, warehouse).


Ordering Group Configs

Ordering Group Configurations represents the cycle of ordering a Site should follow by determining a delivery date, par levels, orders to be filled, planning date and the length of time planning should occur. Configurations are then applied to a site. 

  1. From the Ordering & Price Contracts option, select Ordering Group Configs.
  2. Click Add New to add a new configuration or select an existing configuration and click Edit.
  3. If adding a new configuration, you must select if you would like to create a new configuration As a copy of Default or New Config from Scratch.

  4. Establish ordering group configurations. Then, click Save Changes.

    When Ordering Group Configurations refer to "Today," today is the day in which the order is being placed by the Site. Therefore, think of the process from a Site Manager's perspective and the projected outcome when establishing ordering and planning configurations.

    1. Description - Enter a description for the ordering group configuration.
    2.  Ordering Group - Click Add to create a new ordering group. Select from the list of ordering groups. Then, click Ok.

      Ordering Groups will vary between Districts.

    3.  Delivery Date - Click on the ellipsis to establish delivery date details. Then, click Ok.

       
              Number of Days after Today - Enter the number of days after today for the order to be delivered. Then, establish What Kind of Days.
                      Work Days (M-F) - Select to receive a delivery XX number of work days from today
                      Calendar Days - Select to receive a delivery XX number of calendar days from today.
              Specific Day of the Week - Use the drop-down menu to select a specific day of the week. Then, establish a Week Determination.

    4. Consider Par Levels - Place a checkmark in the box if par levels should be considered during ordering.

    5. Consider Orders to Fill - Place a checkmark in the box if fulfillment of orders should be considered during ordering.

    6.  Orders Start Date - Click on the ellipsis to establish order start date details. Then, click Ok.


              Select how the default orders start date should be calculated - Use the drop-down menu to select a relative order start date. Then, establish additional date options.
                    Relative to Today
                    Relative to Delivery Date
              Number of Days after today - Enter the number of days after the relative day to establish ordering. Then, establish What kind of Days.
                    Work Days (M-F) - Select to receive an order XX number of work days from today/delivery date.
                    Calendar Days - Select to receive an order XX number of calendar days from today.
              Specific Day of the Week - Use the drop-down menu to select a specific day of the week. Then, establish a Week Determination.
                    The next [Day] at least XX days after [today or delivery date]
                    [Day] of next week
                    [Day] of the week after next
                    On the XX [Day] of the Month

    7.  Orders Length - Click on the ellipsis to establish order length details. Then, click Ok.


              Select how the length of the orders range should be calculated - Establish the length of order ranges.
                    Week Day (M-F) Count for XX 
                    Number of days/weeks/months
                    Calendar Day Count for XX Number of days/weeks/months
                    Week Count for XX Number of days/weeks/months
                    Month Count for XX Number of days/weeks/months
                    Through Day of week
                    Through XX day of month

    8. Consider Planning - Place a checkmark in the box if planned meals should be considered during ordering.
    9.  Planning Start Date - Click on the ellipsis to establish planning start date details. Then, click Ok.

      Relative Planning Date

      In most ordering scenarios, the planning start date will be based off of or relative to the delivery date versus relative to today.


              Select how the default planning start date should be calculated - Use the drop-down menu to select a relative planning start date. Then, establish additional date options.
                      Relative to Today
                      Relative to Delivery Date
              Number of Days after today/delivery date - Enter the number of days after the relative day to establish planning. Then, establish What kind of Days.
                      Work Days (M-F) - Select to receive an order XX number of work days from today/delivery date.
                      Calendar Days - Select to plan an order XX number of calendar days from today.
              Specific Day of the Week - Use the drop-down menu to select a specific day of the week. Then, establish a Week Determination.
                      The Day at least XX days after today
                      Day of next week
                      Day of the week after next
                      On the XX Day of the Month

    10.  Planning Length - Click on the ellipsis to establish planning length details. Then, click Ok.


              Select how the length of the planning range should be calculated - Establish the length of planning ranges.
                      Week Day (M-F) Count for XX Number of days/weeks/months
                      Calendar Day Count for XX Number of days/weeks/months
                      Week Count for XX Number of days/weeks/months
                      Month Count for XX Number of days/weeks/months
                      Through Day of week
                      Through XX day of month

    11. Planning Meals - Use the drop-down menu to select one or more meal types to consider planning for ordering
    12. Show All Available Items - If you would like all available items to appear during ordering, place a checkmark in the box.

When selecting All Available Items, all items will appear during ordering; however, the quantity to be ordered will remain as zero (0) if par levels fulfillment quantities, and planning are not a factor. Those items of zero quantity may be manually changed by following instructions in the Order process.


Ordering Restriction Tags

Ordering Restriction Tags allows you to create tag descriptions and apply those tags to Items and Sites to limit the ordering of a catalog number.

  1. From the Ordering & Price Contracts option, select Ordering Restriction Tags.
  2. Enter an ordering restriction tag description next to the asterisk * (typically the last row). Then, click Save Changes.


Order Send Methods

The system supports multiple methods for sending orders to vendors, including the ability to directly email out of Edison and upload directly to a vendor’s FTP site without the use of scheduled jobs.

All Order Send Methods are now saved by the system allowing you to change methods while remembering the last method setup options.

  1. From the Ordering & Price Contracts option, select Ordering Send Methods.
  2. Click Add New to create a new Order Send Method. You may also select an existing method and click Edit to make modifications.
     

  3. Select the Send Order Method. Then, click Ok.

    Send via Email

    In order to send orders via email, SMTP Server options need to be established. You should contact your IT department in order to assist with setup.

    WinSCP (FTP/SFTP) Order Sender

    In order for FTP/SFTP uploads to occur, the WinSCP Plugin must be loaded and configured.


            Select the Order Send Method you would like to add?
                    Copy of the currently selected Order Send Method - Creates an exact copy of the selected Order Send Method and allows you to make modifications.
                    Send via Email - Allows you to establish email criteria and directly emails the vendor the order.
                    Export to File System - Allows you to export orders to your local or network drive.
                    Paper - Prints a paper copy of the order.

  4. Establish Send Order Method configurations. Then, select Setup.
     
            Description - Enter a description for the Order Send Method.
            Method - If the method you selected is incorrect, you may select another method by clicking the ellipsis icon.
            Setup - Allows you to select a report layout from a drop-down menu.
                   

  5. Establish Order Send Method criteria. Then, click Ok.
    1.  Send via Email

              Cc: Email Addresses - Enter email addresses to carbon copy. For multiple email address, separate using a semicolon (;).
              From: Email Address - Enter the email address of the District account or staff member authorized to send email. 
              Subject - Enter an email subject line.
              Message Body - Enter text if you would like to include a message to the vendor.
              Options - Select one or more options to include when sending orders via email.
              File Format - Click the gear icon to establish a file format.


      File Format Filename Pattern

      File Format Filename Pattern

      File Format Filename Pattern examples are the same for all criteria requesting a file format.


              File name - Enter the filename. Click the pencil icon to view possible filename patterns.

    2.  Export to File System


              Export to Directory - Enter the file export location on your local or network drive. Click the pencil icon to view possible export filename patterns.
              Options - Select one or more options to include when exporting the order.
              Click the gear icon to establish a file format - Click the gear icon to establish a file format.

      Export to Directory Filename Pattern

    3.  Paper


              Report Layout - Use the drop-down menu to select the correct paper order report layout for your District.

    4.  WinSCP (FTP/SFTP) Order Sender

              Protocol - Select the correct file transfer protocol.
              Host Name - Enter the FTP/SFTP Host Name.
              Destination Folder - Enter the FTP/SFTP Destination Folder.
              Username - Enter your username for the FTP/SFTP program.
              Password - Enter the password associated with the FTP/SFTP username.
              SSH Host Key Fingerprint - Enter the SSH Host Key Fingerprint (if applicable).
              File Format - Click the gear icon to establish a file format.

  6. Apply the Send Order Method to the appropriate vendor. Administration → Sites & Categories → Sites → select Add Site or Edit Site → Main tab


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