Packages will allow you to combine different food items in inventory into a single food item (package) that can be ordered by members. Those food items are then removed from inventory and represented as a new "Package" food item. You can combine food items into packages using either a fixed templated package (applying a template to the food item representing the package where the food within the package is known and does not change; we recommend for accurate reporting) or a flexible package (a method of combining where the items in the package are not known and are added on the fly; if you would like accurate reporting for the items within the package that are distributed, we recommend using fixed templated packages).

Packages are represented similarly to any other food item in the system. To create a new package item, simply click the “Add Food Item” button after choosing the “Food Items” sub-option from the “Maintenance” option within either the Pantry Maintenance or Pantry Warehouse module.

On the “Add Food Item” dialog, assign the package to a category. For demonstration, the package below was added to a new category that we created called “Package”, however, you can add the package item to any category. After assigning a category, enter a name for the item and check off the “Food Package” checkbox to indicate that this new item will be a package that contains other food items in the system.

After you have checked the “Food Package” option, you will have the ability to enter the number of “Individuals Served”. The system will use this number in addition to the family size of the member receiving the package to know the maximum number of this specific package they can receive (Please note that this field is used in quick checkout and reporting but not used for limiting member ordering). Enter the number of people that would be served by receiving the package. For example, if the package has enough content for 2 people, you will enter “2” in the text field.

With the March/2021 update, we will be allowing organizations to define fixed packages which will allow for more rigidity in the contents of the package. Checking off the “Fixed Package Only” checkbox locks the package to only ever be created using the food items defined within the package template on the “Add/Edit Food Item” dialog for the package (see below).

Also included in the March/2021 update is the ability to add a food item template to the package. For fixed packages, a template is required and, when creating packages, the items that the package will use are fixed and cannot be changed. The quantity of each item in the template affects the number of that specific item that is removed when the package is created. For example, if I wanted to create 3 packages using the template below, 3 “Almond Milks”, 6 “Mini Candy Bars”, and 9 “ACME Pretzels” food items will be removed from inventory once the packages have been created.

A unique page exists that will allow you to add additional inventory for the package food items in the system. To add package inventory, choose the “Food Packages” sub-option from the “Maintenance” option within either the Pantry Maintenance or Pantry Warehouse module.

Clicking “Create Food Package” on the page that opens will allow you to create new package inventory to be added to the system.

On the dialog window that opens, you have several options:

1. Package - This is a drop-down that contains all food items where the “Food Package” checkbox is checked. This represents the packages that will be added to inventory once the package creation process has been completed.
2. Number of packages created - This represents the number of package food items that will be added into inventory after saving the “Create Food Packages” dialog.
3. Warehouse Location -This is a drop-down of Warehouse Locations added into the system. This represents the warehouse that the individual food items will be taken from and then combined to add the new package food items into inventory.
4. Note -This is a note that can be added that can be seen by others when reviewing the packages that were created in the past.
5. Category -The category of the food item that is used to make the package.
6. Food Item -The actual food item that will be consumed and combined into the new package item. Note that only branded items can be selected. The intent is to know exactly how much of each branded item was used in creating the new packages.
7. Quantity
   1. If using a non-fixed package, this number represents the number of the “Food Item” selected that is to be removed from inventory and combined to make the new package food item.
   2. If using a fixed package, this number represents the number of the food item per-package that is to be used. This number is un-editable while using a fixed package as the number is dependent on the package template definition recorded on the package food item.
8. PKG Quantity  The number of the “Food Item” that will be removed from inventory and combined to make the total number of packages. (Note that when using a non-fixed package, the PKG Quantity is replaced with a “delete” button as non-templated packages can include any item)
9. Save -To finalize the package creation, you must save. Once saved, the food items listed in the grid will be removed from the warehouse selected in the “Warehouse Location” and new “Package” items will be added to the same warehouse.

After adding the package details, clicking “save” will remove items inside of the package from inventory and add package items to inventory. When adding, the system performs an inventory check of the items currently in inventory. If the inventory quantity of an individual item in the package is less than the quantity needed to create the package, the system will warn you that the inventory for the item is low.

Clicking "Proceed" will cause the package items to be created in inventory and inventory for the low quantity items will be decreased to negative amounts.

On the “Food Packages” page, you will see a grid of all packages that have been created in the past.

The columns displayed are:

1. Package Name  The name of the food item that is linked to the package.
2. Number of packages  The number of “Package” food items that were created and added to inventory.
3. Warehouse Name  The “Warehouse Location” that currently houses the package food items.
4. Created  The date and time that the packages were created.
5. Clicking the “Eye” icon will allow you to view details on the package that was created. Note that you can’t edit the contents of a past package once it has been created.

You can delete packages that were created in the past using the “Delete” button on the dialog window that pops up after clicking the ‘eye”. Deleting the package will remove the package food items that were created from inventory and de-allocate the individual items used on the package from the actual package itself. Care should be used when deleting to ensure the number of packages within the system is consistent with the number of packages within the physical inventory.

To distribute packages, the package must first be added to a menu. Remember that packages are represented just like any other food item within the inventory. For my example, I’ll create a new menu that has only package items, however, note that you can add packages to a menu in case you’d like to offer packages as a food item when members are placing regular food orders.

It is important to leave the “Automate Menu” unchecked. If your system is point enabled, in the “Menu Family Point Limit” section of the menu, enter the point limit for each family size as you would do with a regular menu.

Under “Menu Setup”, you can choose which packages should display when using the “Package Checkout” feature. For my example menu, within the “Package” category, I’ve indicated that we should show both the “General Package for 1” and “Vegan Package for 1” food item.

To distribute packages, you can either have members place orders against the menu using pantry assist or the member ordering portal or you can use the new Quick Checkout screen.

To access the new Quick Checkout screen, select “Quick Checkout” from the list of menu options after accessing either Pantry Maintenance.

On the Quick Checkout page, you’ll be prompted to enter either the member's Pantry ID or Phone Number. You will also be required to select the site that you'd like to search against.

If you enter a phone number that doesn’t exist in the system, the system will assume you’re registering a new member and prompt you for additional details.

After entering those details, clicking “Register” will instantly create the new member as a contact in the system and allow you to distribute a package item to them.

After the system finds the member you were searching for or creates the new member, a dialog will appear showing details about the member.

Click “OK” to see the available packages for distribution. After selecting a package, click “Checkout”. This will create an order containing the package and mark the order as having being delivered. This will also remove the package from inventory.