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.
   
   
   • 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.
   
   • If you have an existing order you wish to Copy or Reuse, use the 'Copy for new order' button. You may 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.
   
   • 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.
     
     
   • 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.
     
     
     • 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.
   
   
   • 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, you can edit its quantities 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 you are ready to place the order, use the 'Place order' button in the bottom right.
   
   
   • If you need to stop the order mid-way for any reason, you may exit the order using the 'Return to orders' button. The system will autosave, and you may later continue the order by highlighting it and clicking 'Edit order'.
     
     
8. Once you click the 'Place order' button, fill out the popup form with the 'Order method' and 'Contact email' as appropriate.
   
   • 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. Once you click 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 your satisfaction, click Save in the bottom right. The order will now be marked as "Received"
    

• After the Ordering and Receiving process is complete, you may export or print selected orders 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 your Items will generate. Use the Search Bar or select the Items to add.
   
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 you have added your desired items to the order, clicking 'View order list' will show a screen where you can edit Quantity (QTY), PO Number, and Delivery Date.
   
6. After you make any needed quantity changes and set 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)
   
   
   • 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. Once you click 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.
    
    
    • 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.