Order Templates

Overview:

Order Templates are used to select and populate the items for order entry and the waste worksheet in advance. You can also enter "standard" order quantities for items. Order Templates can be created via Inventory>Setup>Order Templates. 

Things to know!

• This feature will only be accessible and visible to users who are given access to it.
• Order Templates allow you to control the sequence that Items list in on Order Worksheets, Order Entry, and Purchase Orders.
• Order Templates enable you to save Item Quantities that you commonly order so they don't have to be keyed in manually each time. Sometimes these are called "Standard" or "Recurring Orders".
• Order Templates are set up for a specific vendor.
• Order Templates can be set up for specific Sites and/or for specific types of transactions. An example is an order template for "Monday Orders", or for "Meats".  
• Order Templates can be used instead of Inventory Groups to group items for ordering, or they can be used in combination with Inventory Groups. 

Add or Edit Order Templates:

To add, review, edit, or delete Order Templates, use the Sidebar to navigate to the Manage Ordering menu option and then select Order Templates from the submenu.  Upon selection, a "Find Grid" will display all Templates that were previously set up:

The Find Grid includes more tools to help you find, filter, or sort the information on the grid according to your requirements. Some of these tools are intuitive, but other helpful tools can easily be overlooked. Please click this link for more information on Find Grid Tools - FAQs.

The blue "+ Add" button at the top middle of the Find Grid is used to add a new Template that has not already been configured. Clicking on this button will take you to the Order Template criteria display.

Name: The name for the Order Template.

Vendor Name: The Vendor the Order Template is for.

All Sites: This displays whether an Order Template has been made available to all Sites or not. This column is only available when you are logged into your company. 

Active: This displays the status of your template.  Clone: A template can be "cloned" (copied) to a new template. If you believe it will save time to start with an existing template and modify it, versus setting up a new one from scratch, then use the Clone feature. 

Edit/Delete: Click Edit to view or edit a template. Click delete to delete a template.  

Clone: Click Clone to duplicate a Template that you can then modify.

Order Template Tab:

To view or edit an Order Template, click the "Edit" key in the row of the Template name you wish to edit and a screen like the one below will display. In the below example, we have selected to Edit the Weber Meats - Standard Monday Order template:

Order Template Name: If you are entering a New Order Template or you want to change the name of an existing one, enter it here (required field).  

Vendor: Use the drop-down to select the Vendor that the Template is for. 

Suggested Quantity Type: This field only displays if you have set up a Suggested Quantity Type that is configured for Ordering. You can use the drop-down to select a Suggested Quantity Type. Please click this link if you would like more information on Suggested Quantity Types. 

Active: A Template can be made inactive by removing the checkmark.  It can later be made active again by restoring the checkmark. 

Available to All Sites: This field will only display when you are logged into your Company. Check this box if the Template will be used by all Sites. 

Allow Additional Items to be Added to Order: If you do not want your Users to be able to add an inventory item to an order that is not added on this template, then check this box.

Next: The next button will advance you to the Entry tab. The close button will close this transaction. 

Save: The save button will save your entries. 

Delete or Exit: The delete button deletes your entries and the exit button will exit without saving.  

Items Tab: 

Click on the "Next" button or on the "Items" tab to move the Items tab. The Items tab is utilized to select the Inventory Items, the sequence of the Items, and the quantity of the Item that will apply to the Order Template. Below is an example of an Ordering Template Items Tab:

Special Item Configuration Buttons: The buttons at the top of the display provide additional item configuration tools as described below:

Indent Icon: Use the Indent icon if you want to arrange items in a group on the Order Template. You can give the group a name.

Plus Icon: Use the Plus icon to add a new Item to the Order Template.  If you click on the plus you will be presented with a list of possible items that you buy from the selected Vendor. You can search and select the item using this list. Once an item is selected, you will see it on the items grid.

Copy Items Icon: The two pages with a plus sign icon allow you to copy all of the items you purchase from a vendor into the order template.

X Icon: The X icon is a delete button. Use the X button to delete an item that is currently on the Template.  First, find and highlight the item you wish to delete. After the item has been highlighted you can click the X button to delete the item. 

Up Arrow: Use the up arrow icon to move an Item up in sequence on the Template.  Highlight the Item first then click the arrow. 

Down Arrow: Use the down arrow key to move an Item down in sequence on the Template.  Highlight the Item first then click the arrow. 

This is a drag-and-drop button that is located to the left of each item on the items grid. You can use your mouse to click and hold the drag button and then move the associated item up or down in the list of items on the item grid. 

Sites Tab: 

The Sites Tab is utilized to select the Sites that the Order Template will apply to. This Tab only displays if you did not flag the Template to be available to all Sites. Below is an example of an Ordering Template Sites Tab:

Available and Selected: Listed under the Available column are all the Sites that have not been selected for this Template. The Sites in the Selected column have been selected for this template.  To move a Site from one selection to another, check the box by the Site or Sites you want to move and then hit the arrow direction < or > you want to move them to. You can also double-click on a site to move it from one column to the other. 

Save, Delete, and Exit

At the bottom of the screen are the Save, Delete, and Exit buttons.

Save - Saves the entry or entries without exiting.

Delete - Deletes the Template that you are viewing. 

Exit -  Exits without saving any new entries or edits.