Purpose

The purpose of this article is to outline the steps to create an Order using the Kafoodle KMS system.

Desktop Process

1. On the KMS, enter into the Ordering Tab.
   
   1. Use the top-right dropdown selectors to filter by Date Range, Status, and Supplier for previous orders.
      
2. Use the + New order button in the bottom left to start a new order.
   
   1. To Copy or Reuse an existing order, use the Copy for new order button. If desired, there is the option to add items or edit quantities of existing items to change a copied order, rather than fully creating a new order for convenience.
      
3. Use the top dropdown selectors to filter by Type (Ingredients, Recipes, Menu Status), Supplier, and Stock Location. 
   Menu Items can be added as a Batch or Single serving, using the dropdown next to the Add button.
   1. Batch: Bulk action; pulls from the number of servings field in the Recipe and Menu Management section for the recipe itself. This is the default option, and useful for adding in bulk when there are nice round figures.
   2. Single servings: Recipe order units display as a single serving. This is useful for situations where there would not be nice round figures if adding from batches.
      

   3. When filtering by Type - Ingredients, click on the down arrow by the search bar to show additional filtering options based on Ingredients. Click the List button at the bottom of the Category selector to show Ingredient List types.

      

   4. When filtering by Type - Recipes, click on the down arrow by the search bar to show additional filtering options. Click the List button to show Recipe List types. Click Tags to show Recipe Tags.

      
      1. Additionally, use the Sort by most ordered filter (on by default) to see the most commonly ordered items.
         

4. Click the blue Add button on the item to order and it will add it to the pending order on the right side of the screen. Recipe Items will specify whether Batch or Single serving under the ORDER UNIT column.

   
   1. If the Add button is greyed out, hover over it to see the missing info needed for the item before it is available to use in an order.
      
5. Once an item is added to an order, its quantities can be edited using the QTY. column on the right. 
   
6. Input the PO Number and Internal notes if desired. Click the calendar icon to set the Delivery Date.
   
7. When ready to place the order, use the Place order button in the bottom right.
   

   1. To stop working on an order before it is complete, click Return to orders. The system will autosave, and the order may later be continued by highlighting it and clicking Edit order.

      
8. After clicking the Place order button, fill out the popup form with the Order method and Contact email as appropriate.
   
   1. If the Order was placed via phone, select the Order method > Method as ordered via > Phone using the dropdown.
      
9. Depending on Order method, select Send email to supplier or Mark order placed using the appropriate button in the bottom right.
    
10. Once the Order has been placed and the delivery process has occurred (depending on Delivery Date and shipping/handling factors), click the Goods received button in the bottom right of the Ordering tab.
    
11. After clicking the Goods received button, fill out the popup form with the Delivery Status of Items (Received, Partly Received, or Rejected - Note Reason using the dropdown for Rejected Items.), Quantity adjustments (if needed), Delivery Time Status (On time or Late), and Internal Notes.
    
12. Once the popup form is completed to satisfaction, click Save in the bottom right. The order will now be marked as Received.
    

    1. After the Ordering and Receiving process is complete, selected orders may be exported or printed for reporting purposes. Select the order(s) for processes and use the buttons in the top right to export/print the selection.

       

Mobile Process

1. On the Mobile KMS, enter into the Ordering Tab using the Ordering button near the bottom of the screen.
   
2. Use the + New order button in the top left to start a new order.
   
3. When a new order is created, a list of the Items will generate. Use the Search Bar or select the Items to add. Use the dropdown next to the Add button to add them in Batches or Single servings. 
   1. Batch: Bulk action; pulls from the number of servings field in the Recipe and Menu Management section for the recipe itself. This is the default option, and useful for adding in bulk when there are nice round figures.
   2. Single servings: Recipe order units display as a single serving. This is useful for situations where there would not be nice round figures if adding from batches.
      

4. Click the blue Add button on an item to add it. If the Add button is greyed out, the item is unavailable to be added to the order because of missing item info. Once an item is added to the order, the Add button will become Add More. To view the ongoing order, click the View order list near the bottom of the screen.

    
5. Once the desired items have been added to the order, clicking View order list will show a screen where Quantity (QTY), PO Number, and Delivery Date can be edited.
   
6. After making any needed quantity changes and setting a delivery date, click Place order to continue to the next screen.
    
7. Next, select the Order method. Order method can be Email through Stock & Ordering or Method as ordered via (phone, text, etc).
   
   1. When selecting Method as ordered via, a dropdown will provide the potential order methods, select the used method and fill out any needed information (if used).
      
8. Depending on Order method, select Send email to supplier or Mark order placed using the appropriate button in the bottom right.
    
9. Once the Order has been placed and the delivery process has occurred (depending on Delivery Date and shipping/handling factors), click the Goods received button in the bottom right of the Ordering tab.
   
10. After clicking the Goods received button, fill out the next screen with the Delivery Status of Items (Received, Partly Received, or Rejected - Note Reason using the dropdown for Rejected Items.), Quantity adjustments (if needed), Delivery Time Status (On time or Late), and Internal Notes.
    
    1. When selecting the delivery status for an item, the dropdown will show Received, Part Received, or Rejected/Not Received. For partially received items, be sure to modify the quantity as needed.
       
11. Once the Delivery Status form has been completed, click Save in the bottom right. The order is now received.