There are different ways the ordering process is finalized and the order is sent to the site, warehouse, or vendor depending on system setup options. The flowcharts and details below should be able to explain the process.

Approval Type

Automatic

Site

Central Office

The approval process for orders is first designated at the ordering group level (Administration → Ordering & Price Contracts → Ordering Groups).

The next step in the process is determined in site settings (Administration → Sites & Categories → Sites → selected site → Settings tab → Ordering Plugin and Send Orders on Approve under the Vendor section).

A Site that can fulfill orders is typically a central kitchen, vendor, or warehouse; however, other schools may fulfill orders as well.

Vendor
Ordering Plugin - Use the ellipsis icon to select an ordering plugin.

Blank - Default; Paper; or User-Defined Export

Send Orders on Approve - If selected, orders will automatically be sent to vendor upon approval. If unchecked, orders will only be marked as approved and sent in a separate process.

Send Orders on Approve

Send Orders on Approve only refers to Vendors and not internal orders (Central Kitchen/Warehouse). Internal orders are automatically sent upon completion of the approval process and do not need to be sent independently.

Automatic Approval

No approval process is necessary. The order automatically sends to internal sites such as other schools, central kitchen, warehouse, vendor (e.g. milk or bread orders).

From the Home tab, select Order.
Complete all the steps in the ordering wizard.
Review, edit or add quantities or necessary items. Then, click Save Changes and Complete Order.
The Order Details report will appear. Review the order for accuracy. You may also choose to Save, Print, or Export the Order Details report. Then, click Close Print Preview or click the red X to close the report window.
Once the Order Details report has been closed, you will see a series of processes running while the Order report is generated. 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.

You will be notified once the order has been completed and sent.

Site Approval

The site manager/supervisor must review and approve the order.

From the Home tab, select Order.
Complete all the steps in the ordering wizard.
Review, edit or add quantities or necessary items. Then, click Save Changes and Complete Order.
The Order Details report will appear. Review the order for accuracy. You may also choose to Save, Print, or Export the Order Details report. Then, click Close Print Preview or click the red X to close the report window.
Once the Order Details report has been closed, you will see a series of processes running. Once the processes complete, your order will be sent to your supervisor for approval. Click Ok.

Steps 6 - 12 must be completed by a site supervisor or someone with approval permissions or approved through an override request.
From the Home tab, select Review and Approve Orders.
Select an order and click Edit or Print → Order Details to review the order.
If the order is correct, click Approve Order. If the order is incorrect, you may select Mark Incomplete to place the order back in the Order queue.
From the Utilities tab, select 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.

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

You will be notified once the order has been completed and sent.

Central Office Approval

Central office staff or area supervisors must review and approve the order.

From the Home tab, select Order.
Complete all the steps in the ordering wizard.
Review, edit or add quantities or necessary items. Then, click Save Changes and Complete Order.
The Order Details report will appear. Review the order for accuracy. You may also choose to Save, Print, or Export the Order Details report. Then, click Close Print Preview or click the red X to close the report window.
Once the Order Details report has been closed, you will see a series of processes running. Once the processes complete, your order will be sent to the central office for approval. Click Ok.

Steps 6 - 12 must be completed by central office staff or someone with approval permissions or approved through an override request.
From the Utilities tab, select Review and Approve Orders.
Establish Send and Review Orders criteria. Then, click Ok.
Review each order. Then, you may click on a single order and click Approve Selected Order or click Approve All. If the order is incorrect, you may select Mark Incomplete to place the order back in the Order queue.

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.
From the Utilities tab, select 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.

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

You may be notified once the order has been completed and sent depending on setup.

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