Solero Milk Ordering System. Outline User Guide. Herts County Council

Transcription

1 Solero Milk Ordering System Outline User Guide Herts County Council Updated 10 th June 2014

2 Contents 1. Log in to Solero SOLERO Menu Milk Main Menu Inset/Occasional Days... 6 a. Maintain Inset/Occasional Days Screen... 7 b. Using Inset/Occasional Days Screen Create Term Orders... 9 a. Maintain Term Orders Screen b. Using Term Orders Screen Maintain Individual Orders a. Maintain Orders Screen b. Using Maintain Orders Screen c. View Orders for a selected week Confirm Deliveries a. Confirm Deliveries Screen b. Using the Confirm Deliveries Screen Contact Details Contacts Screen Ordering Kitchen Milk a. Solero Menu Screen - Kitchen Milk option b. Milk Main Menu Screen Kitchen Milk c. Using the Milk Main Menu Screen Kitchen Milk Page 2 of 26

3 1. Log in to Solero The School Administrator holds the access details Page 3 of 26

4 2. SOLERO Menu Select option Milk Monitoring (Ordering) System from the Solero Menu Page 4 of 26

5 3. Milk Main Menu Page 5 of 26

6 4. Inset/Occasional Days This option on the Milk Main Menu allows the school to record the dates of any inset/occasional days. Please note: It is important that these dates are recorded. The milk ordering system uses details of inset/occasional dates along with Bank Holiday dates and details of term dates published by the County, to prevent milk being delivered to schools when they are closed. If inset/occasional dates are not recorded here by the school then the milk ordering system will create orders for these closure dates. If the school does not manually delete an order for an inset/ocassional day at least 3 working days before the order is due for delivery, the milk will be delivered. Page 6 of 26

7 a. Maintain Inset/Occasional Days Screen Page 7 of 26

8 b. Using Inset/Occasional Days Screen 1. The default <Date from> is the current date and the default <Date to> is the last day of the current year both dates must be entered. The <Date from> and <Date To> can be amended to show inset/occasional days for a different date range. 2. Dates can be added but must meet the following criteria: must be in the range of dates selected must be at least 3 working days in the future cannot be a Saturday or Sunday cannot be in the table already PLEASE NOTE: When an inset/occasional day is added, if there are any orders for that day they will be deleted. 3. Dates can be deleted PLEASE NOTE: When an inset/occasional day is deleted from the table, if milk is required the school MUST create orders for that date using either the Term Orders or Orders options from the Main Menu Page 8 of 26

9 5. Create Term Orders Select the Term Orders option to create a term order for regular deliveries of the same products and quantities. A list of products that will be required regularly can be added to a template and then orders can be created from the template for the days required. Orders will NOT be created for any day in the range when the school is closed for the following reasons: Bank Holiday Outside the Term Start and End Dates (as published by the County) Half Term (as published by the County) Inset/Occasional Day (The school MUST record these dates to prevent milk orders on these dates) Page 9 of 26

10 a. Maintain Term Orders Screen Page 10 of 26

11 Select a <day of week> to display the order template: Page 11 of 26

12 b. Using Term Orders Screen 1. <Date Effective from> and <Date Effective to> will be blank the first time a Term Order is created. Subsequently the dates default to those of the last Term Order that was created. 2. The table on the right of the screen displays the dates when the school will be closed no milk orders will be generated for these dates. Any inset/occasional dates recorded by the school are included in the table and can be updated by clicking on <Amend inset/occasional days> link. This loads the <Maintain Inset/Occasional Days> screen described above the <Date from> and <Date to> will default to the date range entered for the Term Order. 3. A day of the week must be selected as a different regular order can be created for each week day i.e. Monday to Friday. If the same regular order is required for all week days then select any day and create the template order for that day (this can used to create orders for all week days in the date range entered see further instructions below. 4. Add and delete products from the template order and amend quantities as required. 5. To create orders from the template order for all occurrences of the day selected (i.e. Monday) within the date range entered, click the <Create MONDAY Orders> button (where the text MONDAY will change if another day is selected). 6. To create orders from the template order for all weekdays within the date range entered, click the <Create Orders for ALL days> button. 7. Messages will be displayed as follows: a. Details Updated indicates that the orders have been created Depending on the date range entered and the closures displayed: b. Please Note: - Orders have NOT been generated for all dates in the range - see table above if there are no closures in the date range then this message will not be displayed. Page 12 of 26

13 8. Select the Orders option from the main menu and click the <View Orders by Week> button to check that orders have not been created for the closure dates displayed see description of the <Maintain Orders> screen below. Page 13 of 26

14 6. Maintain Individual Orders Select the Orders option to create or amend an order for an individual date. a. Maintain Orders Screen Page 14 of 26

15 Enter a date which meets the criteria below and click the <View Order Details> button: Page 15 of 26

16 b. Using Maintain Orders Screen 1. To add or amend an order for an individual date, select the Orders option, enter an Order Date to Maintain: and click the <View Order Details> button. The date entered must meet the following criteria: must be at least 3 working days in the future cannot be a Saturday or Sunday cannot be in outside of a term (as published by the County) cannot be during half term (as published by the County) cannot be an Inset/Occasional Day (The school MUST record these to prevent milk orders on these dates) cannot be a Bank Holiday 2. Add and delete products and amend order quantities as required then click the <Save Changes> button. 3. Message will be displayed as follows: o Details Updated indicates that the orders have been created 4. Click the <View Orders by Week> button to check that the order has been added/amended correctly. Page 16 of 26

17 c. View Orders for a selected week 1. Enter a date for any Monday 2. Click the View Order Details button the screen below is displayed Page 17 of 26

18 7. Confirm Deliveries Each day, if the quantity of any product delivered does not match the order quantity, the actual delivery quantity should be recorded against the order. This is important as it may affect the amount that is paid to the dairy. Select the Deliveries option on the milk main menu to display the Confirm Deliveries screen. Page 18 of 26

19 a. Confirm Deliveries Screen Page 19 of 26

20 b. Using the Confirm Deliveries Screen Date restrictions: The Delivery Date to View cannot be in the future and defaults to the current date Must have an order created for the date 1. To record the Quantity Delivered either use the Autofill Delivery Quantity button or type the quantity in Delivery comments are optional 2. Click the Save button- the details are updated Please Note Each day, please record any non-deliveries, shortages or unusable milk received against the order quantity. For example if you ordered 50 semi skimmed infant paid cartons and only receive 30 please record 30 in the quantities delivered box. This ensures we only pay for the milk actually delivered. We use a self-billing system so we pay for what is showing on the ordering system taking into account any adjustments you make during each four week period. It is important that you record any discrepancies in good time to avoid us paying for milk not received etc. Please DO NOT record over deliveries in this section. If you receive too much milk please contact the Dairies help desk on to arrange collection. Page 20 of 26

21 8. Contact Details Select the Contact Details option on the milk main menu to record contact details for your school: Page 21 of 26

22 9. Contacts Screen Select the Contacts option on the milk main menu to see the details of useful contacts when using the milk ordering system: Page 22 of 26

23 10. Ordering Kitchen Milk Milk for use by Kitchens can be ordered for any date by using a different version of the Milk Ordering System. Orders can be made whether or not the school is open and all Kitchen milk should be ordered in this way at all times. The Kitchen version of the Milk Ordering System is accessed using option <Milk Ordering System (KITCHEN)> on the Solero Menu. If this option is not on the Solero menu contact Jenny Reed and she will request that the option be added for the school: Telephone ext int ; jenny.reed@hertscatering.co.uk When this option is selected 2000 is added to the school number and subsequent orders are made using this dummy school number. The purpose of this is to separate the Kitchen orders from orders for pupils milk for accounting purposes. Page 23 of 26

24 a. Solero Menu Screen - Kitchen Milk option Page 24 of 26

25 b. Milk Main Menu Screen Kitchen Milk Page 25 of 26

26 c. Using the Milk Main Menu Screen Kitchen Milk Milk orders are now made in exactly the same way as for pupil milk with the following exceptions: 1. The School No shown is the actual school number, e.g. School 249 will order Kitchen Milk as school There is no option to add Inset/ Occasional Days 3. Kitchen Milk can only be ordered for dates up to 200 days in advance 4. Orders can be made for any date including: a. Bank Holidays b. Half Term c. Inset/Occasional days d. Outside of the term dates published by the County Page 26 of 26