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Add a New Order in the Back Office
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Add a New Order in the Back Office
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Table of Contents

Purpose

The purpose of this article is to outline the steps to create a new order from the Back Office.
 

Process

Create an Order

  1. Go to Order Module.
     
  2. Click + Add Order on the top right.
    Spoonfed - Order Module Add Order.png

Details Tab

This will first go to the Details tab to input all the necessary information about the Order, including the Date and Customer Info. Some information is required to be input before being able to Save and continue.

Spoonfed - Add New Order - Details page.png

Branch/Location

Add the Branch or Location the Order is being placed for. This will either be one of the Multiple Sites that are set up, or a specified Delivery Zone.

Spoonfed - Add a New Order - Branch dropdown.png

Customer/Contact

  1. While typing the Customer's name in the Contact field, a drop-down will appear showing matching Customers to choose from. This only happens if they're already registered in the system.
     
  2. To add a customer, click the + Add Contact button.
     

  3. Once the Customer has been entered, the Organization they are associated with will automatically populate below.

    Spoonfed - Add a New Order - Contact field.png Spoonfed - Add a New Order - Contact with Organization.png

Delivery/Pickup

Below Customer Details is the Fulfillment section. Enter relevant fulfillment details here such as:

  1. The Date of the Order. From the Back Office, operators have the ability to choose dates not available to the customer online. However, menus may show as unavailable if they are programmed with specific day and time availability. Learn about Menu Availability here.
     
  2. If the Order is for Pickup or Delivery. If for delivery, fill in the required fields.
    Spoonfed - Add a New Order - Fulfillment Details.png
  3. Enter in Fulfillment Notes if desired.
     
  4. Once finished, click Save in the upper right to proceed to the next section.
     

Time Slots

In the Time Slots tab, create one or multiple time slots, with requested time and other relevant details:

  1. Click the + Add Time Slot button to set the requested time for the pickup or delivery order, then click the pencil icon to edit it.
     
  2. Enter in the required fields (such as requested time), and unrequired fields as desired, such as Customer Notes or Internal Notes.
    Spoonfed - Add a New Order - Time Slots.png
  3. Once finished, click Save Slot at the bottom to save the time slot.
     
  4. Add additional time slots if desired.
     

Items Tab

Proceed to the Items Tab to enter the Menu Items, Charges, and Gratuity.
  

Add Menus

  1. In the Items tab, click the + Add button for the desired time slot to add a menu to.
    Spoonfed - Items tav - + Add button.png
  2. Available menu items will appear to add to the order - shown by menu code, menu type (Fixed or A La Carte), Menu Category, Name, and Price. 
    Spoonfed - Add Item popup.png
  3. Click a menu item to bring up the menu details page.
    Spoonfed - Add Item - Menu Item Page.png

A La Carte Menu

For A La Carte menus:

  1. A pop-up with the Menu Details appears.
     
  2. Choose the Quantity next to the item name.
     
  3. Add a Bespoke Item if needed, if that option is available. (This feature must be enabled and is controlled by User Permissions.)
     
  4. Add Item Notes (ex: no tomatoes on sandwich) by clicking Note near the Quantity Box of each Menu Item.
     
  5. Once finished, click Add and next to add another menu item, or Add and go to order if no other menu items are needed.
    Spoonfed - Add Item - A La Carte Menu Page.png

Fixed Price Menu

For fixed price menus:

  1. A pop-up with the Menu Details appears.
     
  2. Choose the Quantity of requested Menus.
     
  3. Add a Bespoke Item if needed, if that option is available. (This feature must be enabled and is controlled by User Permissions.)
     
  4. If a Menu has options to choose from, manually enter the quantity of each choice.
     
  5. Every other included item automatically has the quantity selected in the overall quantity.
     
  6. Add Item Notes (ex: no tomatoes on sandwich) by clicking Note near the Quantity Box of each Menu Item.
     
  7. Once finished, click Add and next to add another menu item, or Add and go to order if no other menu items are needed.
    Spoonfed - Add Item - Menu Item Page.png
  8. Once selected, Menus and Items show up at the top of the Items tab.
    Spoonfed - Items tab - menu items shown.png

Order Charges

Service charges will appear under the Order Charges section of the Items tab.
 Spoonfed - Add a New Order - Order Charges.png

  1. Click the pencil icon next to any existing charges to amend them.
     
  2. Click + Add Charge to add a new Charge.
     
  3. Once selected, Charges show up in the Items tab.
     

Payments Tab

In the Payments tab, choose which Payment Method the Customer will pay with. Learn more about the different Payment Methods here.

If the Customer is paying with a PO Number and On Account is not an option to select, the Customer will need On Account Payment Access. Learn more about that here.

Spoonfed - Add a New Order - Invoice Details.png

 Once all the necessary information is entered in for the order, click Confirm Order at the top right of the page, as described in the Confirm Order section below.
 

Notes Tab

Notes entered in from other tabs will show up in the Notes tab.
 Spoonfed - Notes tab.png

Review Order Selections

Once all the Menus, Charges, and Slots are added, review them under the Items tab. This functions as the Order Summary to make sure everything the Customer requested is Ordered.

Spoonfed - Items tab with Total included.png

Confirm Order

  1. At any point during the Order, click Save to save a Draft of the Order without confirming or finalizing it.
     
  2. Once everything is added, click Confirm Order in the upper-right area. (Until the Order is Confirmed, it won't appear in Reports or a Delivery Schedule.) 
    Spoonfed - Add a New Order - Confirm Order button.png
    1. A pop-up will appear with the option to send a Confirmation Email to the Customer and any Back Office Users set to receive Confirmation Emails. 
    2. Click Skip Email to keep the Customer from getting that Email Confirmation.
       
  3. Click Confirm.

Once the Order is Confirmed, it will appear on the Calendar, Delivery Schedule, and in Awaiting Payments. There is the option to edit a Confirmed Order if needed.   
 

Additional Tips

  • Check the Messages Tab to see a record of all Emails sent to the Customer and Users.
     
  • A draft order is an order which has been added to the system and saved but is NOT CONFIRMED.
     
  • Draft orders appear in red in the Calendar and do not show up in Production or Delivery.
     
  • Cancel Order Deletes the Order and removes it from the schedule. Please be careful before canceling an order, as a Cancelled Order can't be undone.
     
  • If a customer has confirmed the order online and has not attempted to make payment by credit card or the card payment has failed due to a transaction error or the card was rejected - the order will appear in ABANDONED.
     
  • There will be the option to convert an abandoned order to a live order.
     
  • The draft orders can be found in DRAFT ORDERS, unpaid credit card orders in AWAITING PAYMENT, unsuccessful online credit card orders in ABANDONED and orders that are edited by customers in CUSTOMER EDITED ORDERS.