To start, we’ll first need to place an order for the items we wish to stock in inventory. If you already have the items prior to placing the order, you may want to see “Receiving items not on an order” in the Receive documentation.

When you place an order, you’ll need to select

1. Vendor - This is the place where the food items are coming from. If the vendor you want to select isn’t here, you can add it by going to “Maintenance” in the sidebar menu (while still in the Pantry Warehouse) and selecting “Vendors”.

2. Occasion - This is an optional field, if there is a special occasion that the food items are being received specifically for, say hot dogs food items for a coming 4^th of July event, you can select 4^th of July to note that this is what these food items are for. This has no effect on any system functions but can be reviewed in the future if want to review past orders.

3. Order # - If an order has an order number associated with it, you can enter it here.

4. Order Date  - The date the order was placed. This field will always default to today’s date.

5. Expected Receive Date - The date you expect the order will be received. You can use this to allow pantry members to order items that you don’t currently have in inventory but expect to receive before the member's order is scheduled to be picked up. Member orders placed with a pickup date after the expected receive date will include the inventory of the items on the current Pantry Warehouse order when the member is placing their order.

6. Order Total - This is the actual total price of the order.

7. Calculated Total - This is the calculated total of the price of each food item in the order details grid on the bottom half of the page multiplied the Quantity of the item being ordered.

8. Expected Warehouse - If your pantry has multiple warehouse locations set up, you will need to select which warehouse the inventory items will be received to. If your pantry doesn't have additional warehouse locations set up, the "Expected Warehouse" drop-down won't appear and the inventory will be received to the default warehouse location.

When placing an order, you will need to select the food items that are going to be contained within the order. You do this by searching for the item and entering the applicable fields for the food items.

Category - The category of the food item you’d like to add to the order. The category you select here will affect the options in the “Item” column of the Order Details grid.

Item - This lists all food items within the category you selected in the category column of the Order Details grid. The drop-down features type-ahead functionality, so you can type directly into the drop down to further filter food items. If the food item you’d like to select doesn’t exist, you can create it directly from the Order Details grid. Simply begin typing the name of the non-existent food item into the search until no options appear, then click the downward pointing arrow on the right side of the drop down. The prompt pictured below will appear and you can click “Add New Item” to add the item. See “Food Item” for more information on creating food items. Once the food item has been created, you will be returned to the Order Details grid and the new item you created will be auto-filled in the grid.

UOM - Here, you will select the UOM (Unit of Measure) that you will be receiving the item in. The UOM’s are units that you define for each food item in the system. In my example above, we are placing an order for 100 ‘cases’ of tomatoes. I’ve defined a case to contain 50 tomatoes so with this order we’ll be receiving 5,000 individual tomatoes. The UOM column uses the same type-ahead functionality that was mentioned in the ‘item’ column and you can add a new UOM for the food item here as well.

Quantity - This is the number of items by UOM being ordered. In my example above, we’re ordering 100 cases of tomatoes. I’ve defined a case of tomatoes to contain 50 individual tomatoes. This means, on this order, we’ll be receiving 50 cases of tomatoes or 5,000 individual tomatoes (50 tomatoes per case by the 100 cases we’re ordering).

Price - This is the price being paid for the item. The price entered here will be multiplied by the quantity entered and then added to the “Calculated Total” in the details above the grid.

Funding - This is where the money used to pay for the item is coming from. You can create new/edit funding types by going to the sidebar in ‘Pantry Warehouse’ and selecting Maintenance -> Funding Types. This field is not required but can help if you want to track where money received is being spent.

Once all the required fields on the order have been entered you can save the order. The order will then be moved to ‘Receive’ in Pantry Warehouse. Once the food has actually been received, you can mark the order as complete and the food items associated with the order will be added to inventory.