Site Manager - Review and Approve Orders
- Robin Rodrigue
Once an order has been saved and completed, it must be sent so it can be filled by the site, warehouse, or vendor. Depending on system setup, not all orders may appear in the list for Review, Approve and Send.
Review and Approve Orders
- From the Home tab, select Review and Approve Orders.
Select the completed order you wish to review and approve. Then, click Approve Order.
Order Approval Process
For additional information about the ordering approval process, refer to I created my order. What's the next step? in Tips and Troubleshooting.
Depending on the level of permissions, your supervisor or Central Office staff may need to review and send orders. If this is the case, you will receive the following message:
You may select to send an override request to your supervisor. It is best practice to contact your supervisor to let them know you have sent a request. If the supervisor approves your request, you will be able to complete the process. If you do not want to send an override request, simply click Ok.
- The print screen may appear with the completed order (depending on system setup). You must print or export the order to complete the process. After you have printed, exported, or emailed the order, click Close Print Preview.
The Order report displays the Order from Site, Deliver to Site, and Delivery Date. Included is the Item Number, Item Description, Unit Description, Purchased Case Price, Commodity Case Price (if applicable), Order Quantity, Purchased Total, and Commodity Total (if applicable). Total Purchased costs and Total Commodity costs (if applicable) are also included.
- Print - Brings up the Print window in order to select a printer and print preferences.
- Quick Print - Sends the order to the default printer.
- Export To - Allows you to select a file type and location on your local or network drive.
- Email To - Allows you to select a file type in order to email the order.
If you choose to Close Print Preview prior to printing or exporting the order, the order will not be sent for processing.
Mark Incomplete
The Mark incomplete option allows you to send an order deemed incomplete back to the Order menu for necessary edits and corrections to be made.
Select Mark Incomplete. You must verify you wish to make the order as Incomplete. Click Yes to return the order to the site.
Edit Order
You may choose to edit an existing completed order prior to sending it.
Select the order in need of edits and click Edit Order. Complete any necessary changes and additions to the order. Then, complete the Send Order process.
From the Action tab, you may edit the delivery date, add an item, delete an item, view the worksheet, add an item ad hoc, and edit item quantities.
Edit Delivery Day
The delivery day may be changed when necessary (e.g non-service day, teacher work day) by clicking Edit Delivery Day.
Use the calendar tool to select a new delivery date. Then, click Ok.
Add Item Ad Hoc
Ad hoc items, such as emergency substitutions, may be added to an order by clicking Add Item Ad Hoc.
When adding Ad Hoc items, item restrictions are ignored; therefore, Site Permissions must be established to allow adding ad hoc items.
Select one or more items to add to the order by placing a checkmark next to each catalog number. Then, click Ok.
New items are added to the bottom of the order. Edit item quantities as needed. Then, click Save Changes.