Site Setup

This is where you manage your Inventory sites.  School Sites are initially set up and licensed under System Management: Licensing and will be listed automatically.

• ID for School Sites is established in Licensing and cannot be edited here.

• School sites must also be licensed for Inventory. If you get a message that Inventory is not licensed for a site, go to System Management: Licensing and check the Inventory license box.

Search by

• Search by ID, Name, Site Type, Primary WH/K or Site Group by clicking the header, entering the value you want to search in the text field and clicking Enter on your keyboard.

Filter by

• Select a primary warehouse or kitchen from the Primary WH/K dropdown list.
  • This will display only sites that have the selected warehouse/kitchen set as their Primary Warehouse/Kitchen in the grid.
• Select a site group from the Site Group dropdown list.
  • This will display only sites from the selected site group in the grid.

• The Active box is checked if this site is currently in use.

  • If a site is active, that means it is currently available for inventory transactions and may have inventory on hand.
  • Uncheck the box if the site is no longer active.
    • Inactive sites (licensed or unlicensed) could be closed schools that were used in a prior year, or warehouse sites that are no longer needed. They must have no open inventory transactions and no inventory on hand.
• Select a Site Type from the dropdown list. It is usually a school, but for Inventory it can also be a Kitchen, Warehouse or any additional warehouses. Kitchens behave slightly differently than warehouses; kitchens allow usage, whereas warehouses do not.

General/Shipping Address tab

• Enter a site or warehouse name in the Name field.  This is the school or warehouse name that is used on screens and reports.

  • If you previously had a Primary Warehouse set up, your Site Type will now be set to Warehouse, and everything will function the same as when it was set up as a Primary Warehouse.

• Enter a contact name to be used on Purchase Orders in the Contact Name field.

• Enter the site’s address in the three Address fields provided for the Shipping Address. This information is used when purchase orders are printed.

• Enter the phone number and manager’s email of the site in the Phone #/ Manager’s E-Mail fields.  You can enter this information for reference purposes. It does not print on Purchase Orders.

• Enter a route number in the Route # field if you want to use the Warehouse Load Report to summarize warehouse deliveries based on truck routes.

  • This Route # is for the majority of your orders. The Route # for your Staples Delivery is available on the Warehouse(s)/Kitchen(s) tab.

   

  WHAT IS STAPLES DELIVERY?

  Staples Delivery is a feature for districts that use School Daily Menu Orders by Serving Date. This enables them to create an order for the week but have different delivery dates depending on the items. The school only has to create one order and the Kitchen/Warehouse knows when it needs to deliver specific items based on the selected Staples Delivery day, Storage Location, and Staples Route.

  Example: A site has a Staples Delivery day of Tuesday for items in the Storage Location Pantry. In School Daily Menu Orders, serving dates from 9/18/17 to 9/22/17 are selected. Inventory creates a total of (6) six orders for the site. The Staples will have a delivery date of 9/12/17 (Tuesday) and will contain all of the items labeled for the Storage Location Pantry. The other (5) five orders will have delivery dates of 9/18, 9/19, 9/20, 9/21, 9/22 and will contain every item not labeled for the Storage Location Pantry needed for the serving date.

   

• Select a site group from the Site Group dropdown list. Site Group changes will affect all Meals Plus products.

  • If Site information is changed, it may overwrite the Site Address in other Meals Plus products.

• Select an order preference for the site from the Order Preference dropdown list.

  • Select Warehouse/Kitchen if available if your inventory items come from a Warehouse or Kitchen if available, with any remaining items being ordered from a vendor. This is the default setting.
  • Select Warehouse/Kitchen if your inventory items come from a Warehouse or Kitchen, and any unavailable items are put on a backorder.
  • Select Direct from Vendor if your inventory items always come directly from a vendor.
• Check the Apply Handling Fees box to select a vendor and apply handling fees for warehouse deliveries.
  • If you don’t have to pay handling fees for warehouse deliveries, leave the Apply Handling Fees box unchecked.
  • Only select this checkbox if handling fees apply.

  NOTE: If you do not pay handling fees apply for Warehouse Deliveries, leave the Warehouse Vendor blank.

  • This is used when creating POs for Handling Fees for deliveries from the Warehouse.
  • Select the Vendor that the handling fees are paid to.
  • The vendor must be mapped to a general ledger vendor in Vendor Setup.

Assign Users

This is where you select users to be assigned to a specific site.

• Check the Users to be assigned to the selected site by checking the Allow checkbox by the user’s name.

• When you are finished, click Save.

Assign Items to Ordering Site

This is where you can select items to be assigned to an ordering Site.

You can also restrict users from ordering directly from the vendor if the site’s ordering preference is set to Warehouse/Kitchen if Available or Warehouse/Kitchen.

NOTE: The Vendor Order column does not display if the Order Preference is set to Vendor Only.

Filter by

• Select a bid group from the Bid Group dropdown list. These options are all set up under Administration: Bid Group Setup.
• Select an item group from the Item Group dropdown list. These options are all set up under Administration: Item Group Setup.
• Select an account category from the Acct. Category dropdown list. These options are all set up under Administration: Acct. Category Setup.
• Select a vendor from the Vendor dropdown list. These options are all set up under Administration: Vendor Setup.

Search by

• Search by Item Code or Description by clicking the header, entering the value you want to search in the text field and clicking Enter on your keyboard.
• Click the Access box in the row of any items to be assigned to an ordering site.
  • You can click the box next to Access in the header to ‘Check All’.

  

• Click the Vendor Allowed box in the row of any items to that can be ordered directly from the vendor.
  • You can click the box next to Vendor Allowed in the header to ‘Check All’.
  • Unchecking the box will restrict the item from being ordered from the vendor.
  • Only items assigned to the site are available to allowed or restricted.
    • If ordering access for an item is removed from a site, the item will be removed from any open site orders for that item once it is saved.

• Click the Vendor Only checkbox when the Order Preference is set to Warehouse/Kitchen if Available or Warehouse/Kitchen for that site so sites can order specific items directly from the vendor, regardless of availability in the Warehouse or Kitchen (i.e. Produce, Bread, Milk, etc.).

  • When processing orders, any item set as vendor only will automatically be assigned to a PO.

• Select a warehouse or kitchen option from the Warehouse/Kitchen dropdown in the Exclusive Ordering Site column to select a location this item should exclusively be ordered from. This is optional.

  • The user can select any Warehouse/Kitchen available as the location this item should be ordered from.

    • Warehouses/Kitchens available will be from what is set up in the Warehouse/Kitchen Tab.

  • The exclusive Warehouse/Kitchen location can only be set for items that are not Vendor Only.

  • If an item has Alternate Item assigned to it, the alternate item can also have an Exclusive Ordering Site assigned to it.

• When you are finished, click Save.

Billing Address Tab

• Enter the billing information for this site. This will be printed on Purchase Orders.

Warehouse(s)/Kitchen(s) Tab

This tab allows you to assign a kitchen and/or a warehouse to sites.

**Need help setting up Warehouse(s) and/or Kitchen(s) with ordering sites? If so, click here for examples.**

The first Warehouse listed is the warehouse that is used for automatic Warehouse Orders created from School Orders.

• Click the button to add a kitchen or warehouse to the grid. Repeat until you have the desired about of kitchen(s)/warehouse(es) in the grid assigned to the site selected in the grid.
  • If the order preference is Warehouse/Kitchen, a warehouse or kitchen must be assigned to the site.
  • Any inventory item that is in the warehouse and not already reserved for a delivery will be pulled if there is a school order for it.
  • Some school districts contract with a vendor to provide storage and shipping of warehouse items.
  • Other warehouses can be used as processing or storage sites.
  • Transactions (such as Receiving and Transfers) can be entered for these warehouses but there are no automatic transfers from school orders.

  Example: if a commodity item is to be processed into another item, it can be received or transferred into a Processing warehouse until it is available for use in the cafeterias.

• Set the site ordering priority by changing the warehouse in the dropdown list:

Or,

• Use the buttons to move kitchens or warehouses up or down the list in the grid.
• Click the button to delete any kitchen and/or warehouses from the grid.
  • Only kitchens/warehouses that are not tied to any active orders can be deleted.

  • If all Warehouse(s)/Kitchen(s) are deleted, all sites will be set to Vendor Only for their Order Preference. If a warehouse/kitchen is added back, the Order Preference will need to be manually changed for each site. It will remain Vendor Only until it is changed by the user.

STAPLES SECTION

The Staples section is where you can set up delivery options for inventory items that can be defined as ‘dry goods’ or ‘pantry’ items. These items will be delivered on the same day every week, be stored in the same storage location, and have a different truck route than your other orders. The school only has to create one order and the Kitchen/Warehouse knows when it needs to deliver specific items based on the selected Staples Delivery day, Storage Location, and Staples Route.

Set up begins here on Site Setup, continues on Item Maintenance or Assign Storage Location where you assign the storage location to items, and then finishes on the School Daily Menu Orders form.

• Select the day the of the week you want the Staples order delivered from the Day of the Week dropdown list.
• Select the storage location for the Staples order from Storage Location dropdown list.
  • You may want to create a separate storage location just for the Staples Delivery items in Storage Location Setup.
• Enter the truck route for the Staples order in the Route field.
  • This is different than the truck route on the General/Shipping Address tab.

NOTE: These fields are not required; however, if one is selected, the other two must also have selections.