Orders

	Orders File

Program Navigation : Orders | Orders

Section Description

The Orders file is used to make orders to suppliers for required stock. These orders can then be sent or faxed to the suppliers. Orders can be created from a generated order from the Calculate Ingredients file or they can be manually created. The Orders file allows you to assign costs to centres and general ledgers (accounting categories) and provides a number of comprehensive expenditure and budget analysis reports and charts.

Steps

To get to the Orders File

To get to the Orders file, select the Orders menu and select Orders or click on the Orders button on the navigator.

Adding an Order

To add a new order:

Click on the New button at the bottom of the window. The screen shown will appear.
Enter the date if needed, using the red and blue calender button to the right of the date box.
Enter a supplier, General Ledger, and your Reference Number if you use them.
Enter any notes that you might need, in the field to the left of screen.
For adding items, see Adding and Removing Items.

Adding and Removing Items

To add new items to an order:

Adding. There are two different ways to add items to an order.
- Importing (from another Order or the Calculated Ingredients Form)
  1. Click on the Import button.
  2. Select Calculate Food Order and choose the Centre to assign the cost to or Select Existing order and find the one you want by clicking on the down arrow and using the search to locate the order..
  3. Click on Import.
  4. This method of adding items will add all the items used in the imported projects. After doing this, the added items can be modified or deleted as required.
- Adding Items Manually
  1. Click in the item number box, and the button will appear. Click on this button
  2. A list of the available items will appear. Double click on the items that you need.
  3. Use the same method the enter the Centre and GL for that item.
  4. Type in a quantity for that ingredient.
  5. The cost will be worked out automatically. The enter the next item, press the down arrow on the keyboard.
Editing
1. To edit an item that has already been added, click in the field that you want to edit. Use the button to select a new item, centre, or GL, or you can type in a new quantity.
Deleting
1. To delete an item, select the item by clicking on it.
2. Click on the Delete button to delete the item. Click Yes to confirm.

Editing an Order

To edit an existing order:

Double click on the desired order in the Select Orders window. Note: If the order has been completed (ie. The Received checkbox ticked) you will not be able to edit it.
Change any of the required fields and add or delete stock items as required (see Adding / Editing / Deleting Items).
Print the order if required, or tick the Completed checkbox if the order has been received and is correct.
Click Return to close the order and save changes.

Deleting an Order

To delete an existing order:

Select the order you wish to delete in the Select Orders window. Note: If the order has been completed (ie. True) you will not be able to delete it.
Click on the Delete button to delete the order.
Click OK when asked if you want to delete the order.

Reports

There are 2 different ways to print out a particular order:

Locate the desired order in your order list by using the quick List Search or using Search (see Searching (Lookups)). Select the order so that it is highlighted blue, then click on the Print button at the bottom of the screen.
You can also print the order while you have it open. Locate the order in your list, double click on it to open it, then click on the Print Order button.

To view the other Orders reports, click on the Reports tab located at the bottom left of the screen. The Orders file provides 10 reports:

Order Print Out | Prices or No Prices: This report is the same as the order print outs mentioned above, with or without prices, however you can generate it for a range of reports instead of just one. To generate the report, select Order Print Out from the report list on the left, select a Print Prices if you would like the prices to be included. Select Print Part number if you would like supplier part numbers to be included. Select a Start and End Order No for the range of orders you would like to print out. Clicking on Preview or Print.
Order Listing: This report is a listing of all orders in the system in the same order that they are currently displayed. To generate the report, select Order Listing from the report list on the left ans click on Preview or Print.
Expenditure By General Ledger: This report provides a breakdown by general ledger and order, showing which items and their values contributed to the cost assigned to the selected general ledger. To generate the report, select Expenditure By General Ledger from the report list on the left, select the general ledger (or ALL GENERAL LEDGERS) you would like to view, Select a start and end date of the orders you wish to include and click on Preview or Print.
Expenditure By Centre: This report provides a breakdown by centre thenorder of all items contributed to the costs assigned to a centre. To generate the report, select Expenditure By Centre from the report list on the left, select a centre to view in the report (or leave it blank to view all centres), select a start and end date ranging over the orders you wish to include and click on Preview or Print.
Expenditure By Centre Summary: This report shows the contribution of each order to the costs assigned to each centre. To generate the report, select Expenditure By Centre Summary from the report list on the left, select a start and end date ranging over the orders you wish to include and click on Preview or Print.
Ordered Items: This report provides a listing of all selected items and the orders that they have been included in. To generate the report, select Ordered Items from the report list on the left, select a start and end item covering the range of items you wish to view and click on Preview or Print.
Expenditure/ Budget Analysis: This report displays the budget, expenditure and recipes for each general ledger between the selected dates. To generate the report, select Expendiure/ Budget Analysis from the report list on the left, select a start and end date range you would like to analyse and click on Preview or Print.
Monthly Expenditure by General Ledger: This report provides a monthly breakdown of expenditure per general ledger for the selected years. To generate the report, select Monthly Expenditure by General Ledger from the report list on the left, select the year you wish to analyse and click on Preview or Print.
Expenditure by Supplier: This report displays a breakdown of expenditure/ orders by supplier and the total cost paid to each supplier. To generate the report, select Expenditure by Suppliers from the report list on the left, select a supplier to view (or ALL SUPPLIERS) and click on Preview or Print.
Outstanding Orders: This report gives a listing of al orders that have not been completed (ie not received). To generate the report, select Outstanding Orders from the reports list on the left and click on Preview or Print.

Charts

The Orders file also provides 3 charts. To view the order charts, click on the Charts tab located at the top left of the screen:

Expenditure by Category: This chart graphs the expenditure assigned to each general ledger. To generate the chart, select Expenditure by Category from the chart list on the left, select the year you want to view and click on Create Chart.
Category Expenditure vs Budget: This chart graphs each general ledger's expenditure against the budget. To generate the chart, select Category Expenditure vs Budget from the chart list on the left, select the desired year and click on Create Chart.
Expenditure by Supplier: This chart graphs the amounts spent on each supplier. To generate the chart, select Expenditure by Supplier from the chart list on the left, select the desired year and click on Create Chart.