Orders

You can send purchase orders directly and digitally to suppliers from JAMIX Kitchen Intelligence System. You can create orders into the Orders function automatically through a Menu or a Production Sheet, or you can create them manually in the Orders function. You can easily copy an Order as a Delivery once the items have been delivered. You can also print a Shopping List from Recipes and Menus which can be helpful when creating an order.

This article contains the following topics:

• Agree with the supplier on starting electronic purchase ordering
• Adding Supplier information into the Basic Data
• Adding a Purchase Order manually
  • Adding an item
  • Adding order quantities
  • Deleting an item
  • Standard order tab
  • General tab
• Sending  the purchase order electronically to the supplier
• Creating a purchase order through a Menu / Production Sheet
• Deleting an order
• Useful tips

Before you can make electronic orders you need to contact your supplier and agree with them on starting to make orders in EDI format.

Information needed from the supplier:

• Trading Partner ID
• Business ID of the supplier (sender identification)
• US FOODS: US Foodservice Distribution Center ID
• US FOODS: Business ID of the Kitchen (receiver identification)
• SYSCO: SYSCO contract number (voluntary)

Choose BASIC DATA – Suppliers

If the supplier has not been added into the system before, choose Add on the top of the window. Otherwise open the supplier by choosing Open when the supplier is selected on the list.

• Enter the name of the supplier. You can also add contact information, if needed.
• Add the supplier’s Business ID (sender identification) in the Business ID field.

• Select the supplier and then add the Trading Partner ID.
• For US FOODS add the US Foodservice Distribution Center ID, as well.
• For SYSCO you can add the SYSCO contract number which is voluntary information.

If necessary, you can ask your own IT support to assist in data entry.

• Retrieve the Stores by clicking on the Fetch Stores button and then Save on the top of the window. The system retrieves the stores and they will be displayed in the Stores tab when you open the supplier information the next time.
• US FOODS: Add information to the Kitchen in the Basic Data – Kitchens.
  • Open the kitchen’s basic data.
  • Add the Business ID (receiver identification) which you got from the supplier into the Business ID field.
  • Add contact information including City, Address, State and Postcode.
  • Save the kitchen’s basic data.

1. Choose STOCK – Orders
2. Choose Add on the top of the window.
3. Select the Store for which the order is to be made on the right top corner.
4. Select the Delivery Date and the Supplier. Enter a Reference to the order, if needed.

1. Add an item to the Order from the Products tab on the right side of the window. You can use the Search function for searching for items. Enter the name or part of the name for the item to be searched for. The system retrieves all items including that name on the list. You can also search for items by Supplier. Once you select an item on the list, additional information on that item will be displayed on the bottom of the tab.
2. Add the item to the Order by double clicking on it.

• You can add order quantity for an item in the product window that opens up once you add the item. You can add the quantities later, as well. If you add the quantities later, open the product row on the list, and enter the amount to be ordered into the Amount field. You can change the Unit, if needed.
• While the product window is still open, choose the next item into the window from the list on the background. The information on the window changes to the current item and at the same time information you entered to the previous item will be saved.
• Once you have entered order quantities to all items, close the product window by choosing Close.

Rearranging product rows into desired order on the Order

You can rearrange product rows in desired order in the Orders, Standard Orders and Deliveries functions. If you arrange product rows in these functions in the same order with each other, it will be easier to compare them against each other, for example when you compare a delivery to an order.

You can rearrange rows on the list as follows:

1.  Select the row which you want to move on the list.
2.  Click on the "Move down" or "Move up" buttons until the row is in the right place.

You can delete an item from the order by first opening the item by double clicking on it and then choosing Delete.

You can easily add several Standard Order items, such as spices, at once through the Standard Order tab. 

Select a Standard Order from the drop down menu. All items that are included in the standard order template will be ticked as selected on the list. You can select only a part of the items, if needed.

Add the items to the order by choosing Add Selected.

NOTE! Before you can add standard order items to an order, you need to create Standard Order templates in the STOCK – Standard Orders function.

Send the Order to the Supplier by choosing Electronic Order on the top of the window.

Choose the title Direct Order and then choose Send Direct Order. The system will send the order and provides a notification once the order has been sent. Close the notification by choosing OK. Then close the Electronic Order window.

NOTE! Once the order has been sent, you can not resend the same order as the Electronic Order button will automatically be deactivated after the order has been sent.

Saving an Order

Save the order by choosing Save.

• Choose FOOD – Menus or FOOD - Production Sheet
• Open the Menu/Production Sheet which you want to utilize for your order.
• Check that Size of Portion and Portion quantities have been set for the menu rows / production sheet rows.
• Choose Stock Events - Create Orders on the top of the window.
• Select a kitchen for the order.
• Select Default Delivery Date. If no delivery days have been set for the supplier in the Basic Data, the Default Delivery Date will be used as the delivery day. When delivery days have been set for the supplier in the Basic Data, the system will automatically calculate the status and the delivery date accordingly into the preview window.
• Select "Always use the default delivery date" if you want to use the default delivery date instead of delivery days in supplier data.
• Select "Round up order quantities" if you want the system to round them up automatically to full sales units. NOTE! Use this only if you know there won't be additional orders coming from other menus or production sheets for the same items.
• If you want the system to always create new orders instead of updating existing ones, you can select 'Always create new orders'.
• Select the Interval for the orders.
• You can filter the items to be included in the order with Meal Options or Ingredient Main Groups (This option available only in the Menus function).
• Click on the Preview button on the top of the window. The system will show a list of orders in the Preview window, grouped by Supplier and Delivery Date. In addition you will see the Total value and Status for orders. The system has not created the orders yet.

If Delivery Days have been set for the Supplier in the Basic Data, the system calculates the Delivery Date and sets the order status accordingly (OK, Late, In the past). 

If Delivery Days have not been set for the Supplier in the Basic Data, the delivery date will be the Default Delivery Date. If the delivery day is in the past, the system will show it in the Status column. Otherwise the status for the order will be OK.

You can open an Order row in the Preview window to check what items are included in the order. In the Status column you will see which items are new in this order, and which have been added before.

If "Always create new orders" has been selected, the items will always have the Status "New".

• Select the suppliers you want to create orders to. All orders are selected by default in the Preview window but you can change the selection, if needed. All items included in the order row will be included in the order. You will be able edit the orders in the STOCK - Orders function before sending them to suppliers.
• Choose Create Orders. The system will create the orders by supplier into the STOCK - Orders function. You can utilize filters, such as Delivery Date or Supplier, in the Orders window for searching orders. You can still edit orders before sending them to suppliers.

Notice

• Orders created manually or through a Menu / Production Sheet will be updated when creating new orders through Menus / Production Sheets in case they have the same supplier, date and store. In this case the order quantities for items will be updated according to the information that comes from Menus / Production Sheets.
• The system will automatically create a new row for an item that has been ordered with a different order unit.
• If the order has been marked as Appected, Ordered, or Delivered, the order will not be updated with new information.

You can delete a useless order in the Orders function by selecting the order on the list and then choosing Delete on the top of the window.

NOTE! Deleting an order does not cancel an order that has already been sent to the supplier. If you have sent the order to the supplier, you need to inform the supplier separately on the cancellation!