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 Administration tab. Next, click on the Ordering & Price Contracts option.
Price Contracts
Price contracts are necessary to complete bids. You can add a vendor, items sold by the vendor, and establish dates ranges.
If price contracts are established by a vendor, the vendor must first be added under Sites.
Step 1: From the Ordering & Price Contracts option, select Price Contracts.
Step 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.
Step 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.
Step 4: Establish price contract details. Then, click Add Item to Contract.
- Description - Enter a description of the price contract
- All Ordering - By default, Allow Ordering is checked. If ordering is not allowed, uncheck the box by clicking in it.
- Inactive - If a price contract is no longer active, place a checkmark in the inactive box.
- Fulfilled by Site - Use the drop-down menu to select which site fulfills orders (typically the vendor).
- PO Number - Enter the purchase order number.
- Receivable To - Use the drop-down menu to select a Named Site Filter.
- Delivery Agent - Use the drop-down menu to select a delivery agent (if applicable).
- Valid From/until - Use the calendar tool to select a date range.
Step 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.
Step 6: Enter item details.
- Price (Purchased)
- Donated Value (if applicable)
- Donation Source - Use the drop-down menu to select from the list of sources (if applicable).
- 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.
- Excluded from Sites - Use the drop-down menu to choose which sites are not allowed to order the item (if applicable).
- Vendor Item # - Vendors may identify items with a different system. Enter the vendor's number for the item (if applicable).
Step 7: Repeat the process to add items to a price contract. Then, click Save Changes.
Step 8: Click Print from the Price Contract Maintenance tab to print or export the Price Contract Detail report.
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.
Step A: From the Ordering & Price Contracts option, select Price Contracts.
Step B: Select a Price Contract from the list and click Edit.
Step C: 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.
Step D: Click Save Changes when you have completed all necessary tasks.
Step E: 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.
Step A: From the Ordering & Price Contracts option, select Price Contracts.
Step B: Select a Price Contract from the list and click Edit.
Step C: 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.
Step D: Click Save Changes when you have completed all necessary tasks.
Step E: Enter a comment/explanation for making changes to the price contract.
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 sites where manufacturing occurs.
Step 1: From the Ordering & Price Contracts option, select Internal Order Lists.
Step 2: Click Add New.
Step 3: Establish Internal Order List details. Then, click Add Item or Filter.
Description - Enter a description of the order list.
Fulfilled by Site - Use the magnifier icon to select which site will fulfill requested orders.
Receivable To - Use the magnifier icon to select a Named Site Filter.
Step 4: Add items by clicking the ellipses and searching for a specific item or Item filters by using the drop-down menu. Then, click Ok.
Step 5: Establish Internal Order List settings for each Item Filter. Then, click Save Changes.
- Availability - Use the drop-down menu to select Availability of an item.
-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.
-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.
-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.
-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.
-(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.
- Allow Broken Cases - Place a checkmark in Allowed Broken Case if partial units can be ordered for an item.
- Priority - Use the drop-down menu to select a priority level (Low, Normal, High).
Step 6: (Optional) Click the Test button and select a specific site. Then, click Ok.
Step 7: Review internal order lists for the selected site. Click the red X to close the window when you are done.
Ordering Categories
Ordering categories should be established before establishing ordering groups. Categories are established during item setup for easier ordering process.
Step 1: From the Ordering & Price Contracts option, select Ordering Categories.
Step 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.
Step 1: From the Ordering & Price Contracts option, select Ordering Groups.
Step 2: Establish ordering group options next to the asterisk *. Then, click Save Changes.
- Description - Enter a description of the ordering group.
- Ordering Category - Use the drop-down menu to select an established ordering category.
- Order From Named Site Filter - Use the drop-down menu to select the site in which the order is placed.
- Approval Mode - Use the drop-down menu to select how orders are approved.
- Site - The site manager/cafeteria operator must review and approve the order.
- Central Office - Central office staff or area supervisors must review and approve the order.
- 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.
Step 1: From the Ordering & Price Contracts option, select Ordering Group Configs.
Step 2: Click Add New to add a new configuration or select an existing configuration and click Edit.
Step 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.
Step 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.
- Description - Enter a description for the ordering group configuration.
- Consider Par Levels - Place a checkmark in the box if par levels should be considered during ordering.
- Consider Orders to Fill - Place a checkmark in the box if fulfillment of orders should be considered during ordering.
- Consider Planning - Place a checkmark in the box if planned meals should be considered during ordering.
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.
- Planning Meals - Use the drop-down menu to select one or more meal types to consider planning for ordering
- 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.