Order Entry

Overview:

The Enter Orders feature enables you to enter or review inventory orders. Par levels, Usage Projections, or a combination of both can optionally be utilized to create suggested order quantities.

Order Templates can be created in advance and then utilized to facilitate the items and item sequence for order entry. When using the Enter Orders feature (versus the Order by Item feature), orders are entered for a specific Vendor. Orders can be emailed, and for some vendors, exported to your Vendor's system.

Things to know!

• For a discussion about the options for implementing ordering, please click this link to Ordering - FAQs.
• The ordering features and reports will only be available if Ordering is enabled in your Company Settings. 
• Orders can optionally first be recorded on an "Order Worksheet". This link provides additional information on the Order Worksheet. 
• Inventory orders can be entered via a Desktop Computer or using a mobile Tablet. 
• Orders can be emailed to Vendors (requires email options to be set up in the Vendor Setup feature).
• Some vendors such as Sysco and US Foods can accept electronic orders from COGS-Well. Please ask support@cogs-well.com for more information if you are interested.
• There is an option to configure Users who can and Users who cannot send orders to vendors. Please click this link for more information on "Send Order to Vendor Requests". 
• Orders can be reported in detail or summary via Inventory>Reports>Order Report.  Please see this link for more info on the Ordering Report: Order Report. 

Special Ordering Options:

• Order Templates can be set up to facilitate ordering for specific vendors. Please see this link for more info: Order Templates.
• COGS-Well can suggest order quantities using Par Levels, Usage Projections, or a combination of both. Suggested Quantity Types (SQTs) must be set up to perform suggested quantity calculations.

This article is for entering orders without using suggested quantities. This link has more information on Using Suggested Quantities for Orders.

Enter Orders: 

To add, review, edit, or delete Orders, navigate to Inventory>Entry>Order. Upon selection, an Order "Transaction Grid" similar to the one below will display a listing of all of your orders: 

# of Transactions that Display: If you are using the "Close Inventory" feature, and you select via your Company Settings not to hide Order transactions after an Inventory Count is Closed, then you will see and can view Order transactions before a Closed Count, but you cannot edit them.

If you selected to hide the display of transactions before a Closed Inventory in your Company Settings, those transactions will not display.  Please see this link for more on Close Inventory.

Vendor Name Column: This is the name of the vendor that the order is for.

Order Number Column: This is the Order Number you created. 

Order Date Column: This is the date the transfer occurred. 

Delivery Date Column: This is the Anticipated Delivery Date when the order was placed or last modified. 

Order Amount Column: This is the amount of the transfer cost. It only displays when you are logged into your company. 

Sent On Column: This is the date the order was emailed or exported to the vendor. 

Last Updated and Updated By Columns: These columns display when the count was last updated and saved and the User it was Updated By. These columns can be filtered to find specific information.

+ Add, Export, and Search Options:

• The blue "+ Add" button is used to add a new Group (versus to view or edit an existing Group).
• The "XLSX" button will export the row information on the grid to a spreadsheet.
• The search option can be used to find any part of a word or date on the grid. Type in your search criteria to initiate the search. 

Special Column Tools:

• Magnifying Glass Only Icon: The magnifying glass at the top of each column in the above grid has a search function that enables you to search within that field. If you hover your mouse over the magnifying class you will see options to use to refine your search.
• Magnifying Glass and Calendar Icon: If a column has a magnifying glass and a calendar at the top of the column, the calendar can be used to select a date, and if you hover over the magnifying glass after you select a date, you will have options to refine the filter (such as equal to or greater than the selected date).
• Grid Tools - FAQs: Please click this link for more information on Grid Tools - FAQs.

Edit/Delete: Click the button to the right of the Group that you wish to edit or delete.

Show Received Orders:

There is an option to include columns for the date an order was "Received On" and the vendor's "Document Number" on the Order Transaction Grid. This feature needs to be enabled in your Company Settings on the Ordering tab:

Once enabled, the Order Transaction Grid will include the added columns as shown in the below example:

Add a New Order: 

To add a new order, click the blue "+ Add" button on the Order transaction grid and a Criteria display like the one below will display. If you are editing an existing Order, then the Order Number, Site, and Vendor fields cannot be changed. In the example below, suggested orders are not being used.

New Order - Criteria Tab:

Order Number: COGS-Well automatically generates an Order Number for Tracking purposes. This number can not be edited. Order Numbering can be managed in your Company Settings on the Ordering Tab.

Site: This field only displays if you are logged into your company versus to a specific site. Enter the site name (use drop-down search or type to search) that you are entering the Order for.  If you are editing an Order, the Site field cannot be edited. 

Order Template: If you have created at least one Order Template, use the drop-down to select an Order Template you have set up. Because an Order Template is built for a specific Vendor, the Select Vendor option will go away if you select a Template. Click this link for more info on Ordering Templates.

Vendor: The Vendor field will display after a Site is selected. Enter the Vendor (use drop-down search or type to search) that you are entering the Order for.

Order Date: Enter or Edit the date (use calendar search) that the Order is being made. 

Delivery Date: Enter or Edit the date (use calendar search) that the Order is expected to be delivered. 

Inventory Item Group: If you want to order a certain group of items, and you do not have an order template set up for those items, an example might be a group called "Meats" or a group called "Daily Order Items", then you can use the drop-down to select the group here.  Inventory Item Group: 

Notes: You can enter specific instructions for your Vendor here.  

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

New Order - Entry Tab:

Once you have completed your Criteria, click on the "Next" button or the "Entry" tab and an Item Entry Grid similar to below will display. If you are entering a new order, the Pack Quantities will be empty.  If you are editing an Order, the previous entries will display:

Item Entry Grid: All Items meeting the Criteria tab will be displayed in the entry grid. Use the column search options to search for specific items or packaging sizes.  Light blue columns can be edited and the other columns are informational only.

Code: The vendor item code will be displayed in this column. You can add or edit a vendor item code.

Item Name: This is the Vendor's Item Name.

Code: The vendor item code will be displayed in this column. You can add or edit a vendor item code.

Partial Pack Quantity: You will only be able to make an entry in this column if "Partial Packs" are enabled for that Item on the Ordering Tab of the Inventory Item Setup feature. 

If you click on the box in the partial column, the Pack Size will change to Partial Packs and you can enter the Pack Quantity for the Partial Pack. In the example below, the Philly Steak can also be ordered in pounds as well as the 10 Lbs normal Pack Size.

Pack Quantity: Enter the quantity you wish to order in this field. Be sure to enter the quantity based on the Pack Size description shown in a column to the right.

Price: Prices will default to the last received price unless the "Ignore Receipt Prices When Ordering" option has been selected for this vendor in the Vendor Setup feature. Prices can be edited if the "Allow Price Changes When Ordering" option is enabled for this vendor in Vendor Setup.  

Pack Size: This is how the vendor packages and prices the Item.  The Pack Quantity that you enter for an order should reflect the Pack Size. 

Comments: You can comment on the Item you are ordering such as, "ship only if fresh".

Total: The total column is the total cost for each item, based on the Quantity and Price. There is a total at the bottom of this column. 

Special Buttons: The buttons at the top of the display provide additional features as described below:

Collapse all the Categories to navigate to a specific category or location.
                                                                                  

Reverses the above Collapse feature. 

This button on the top left of the item entry grid is called a column chooser.  The column chooser lets you select which columns to display (or not) on the entry grid.  Details on using the column chooser are provided at the end of this article. 

Column Chooser for Ordering:

This feature is designed to increase real estate on your display or add additional columns. The column selector is invoked by clicking on the Column Chooser button on the top left of the grid. Doing so will bring up the column select box and it will overlay the entry grid. Examples are provided below: 

Comment on Ordering And Storage Locations: 

It may save time when using an Ordering Worksheet or entering orders on a tablet, to set up an Ordering Template with the Items in storage location sequence.

Save, Save & Exit, Send to Vendor, and Exit

At the bottom of the screen are the Save, Save & Exit, Send to Vendor, and Exit buttons.

Save - Saves the count without exiting.

Save & Exit - Saves and exits the count.

Send to Vendor - Send an email with your order to your Vendor. Please note that this button only appears if you have provided email information for this vendor in the Vendor Setup. For more on Vendor setup click this link Vendor Setup.

There is an option to configure Users who can and Users who cannot send orders to vendors. Please click this link for more information on "Send Order to Vendor Requests". 

Exit -  Exit without saving. If you have unsaved entries, you will be asked, "Are you sure".