Texas Department of Agriculture TX-UNPS FDP Module. Guide to CE Delivery Order Form And FDP Reports.July 23, 2012

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1 Texas Department of Agriculture TX-UNPS FDP Module Guide to CE Delivery Order Form And FDP Reports.July 23, 2012

2 TCS/TX-UNPS Update: TCS SY 2012 inventory moved to TX-UNPS First bulletin in TX-UNPS will include any allocated SY 2012 inventory that you had at the contracted warehouse. Bulletin available in TX-UNPS mid-july. TX-UNPS Screens Implemented February 2012 Contract Packet Surveys (formerly TCS Request Module) Annual Survey brown box items Processing Survey Farm to School Survey

3 TX-UNPS FDP: Screens in Progress Contract Packet CE Information Update Checklist Contacts First 3 bullets Updated by CE Sites CE has to call TDA to add or remove sites Surveys Annual or Direct Ship Processing Farm to School Is now the Farm to School Order Form ****Packet must be submitted before accessing survey

4 -CE Delivery Order Form -Reports July 23, 2012

5 CE Delivery Order Form Open Processed Shipped *****Request for delivery of food from contracted warehouse. Takes the place of faxing or ing orders to whse New tool to manage your allocation of USDA foods that are stored at the contracted warehouse. Reports Statement of Commodities Allocated Statement of Commodities Shipped Weekly Commodity Bulletin *****Real Time Reports

6 Submit and Track USDA Food Orders for delivery from Contracted Warehouses

7 Delivery Orders - CE

8 CE Delivery Order - Open Orders This process allows the CE to View orders not yet Processed by Warehouse or to Submit NEW orders for delivery. Order Form must be completed at least 48 hours prior to delivery date.

9 CE Delivery Order - Open Orders Complete this process to view open or create new orders. Select Program Year and Click Continue

10 CE Delivery Order Open Order Create New Order? Click New Order

11 CE Delivery Order New Order Complete this process to create order per delivery site. Click drop down arrow Select Delivery Location Click Continue

12 CE Delivery Order New Order Select Delivery Location aka site name Remember call or TDA if you need to add or remove a site.

13 CE Delivery Order Delivery Location = Site Name

14 CE Delivery Order - Delivery Date Delivery Date based on Whse Route Schedule. First date that displays is the next available delivery date for delivery or pick up of USDA Foods. Order Form required 48 hours before delivery date.

15 CE Delivery Order Delivery Type Delivery type = delivery or pick up and is based on coordination between the warehouse and the CE.

16 CE Delivery Order Excel option You may click on the Generate Excel File to export the order form to Excel.

17 1 st column CE Delivery Order Bonus and Entitlement Categories

18 CE Delivery Order Allocated Column 2 nd Column Available Current Allocation Commodities with a quantity in this column is the quantity of commodity that is allocated to your School and stored at the contracted warehouse.

19 CE Delivery Order Request Column 3 rd Column Allocation Order Quantity Enter the qty of cases you are requesting for delivery to your site.

20 CE Delivery Order Surplus Inventory = Not Allocated 4 th column Available Surplus Inventory 5 th Column Surplus Order Quantity Inventory not allocated/inventory up for grabs. To request surplus, enter the quantity in the field for that surplus commodity

21 CE Delivery Order Surplus Must have Entitlement T o request surplus CE must have available entitlement.

22 CE Delivery Order Surplus cont Calculate Entitlement Button If requesting surplus, click Calculate Entitlement System will either accept or reject qty entered. IF not sufficient entitlement, reduce qty.

23 CE Delivery Order SAVE button Once finished completing order form, click SAVE

24 CE Delivery Order - Finished Click Edit to return to order or Finished to complete order

25 CE Delivery Order Create Another Order? System now displays an Open Order. After creating order, system navigates to Open Order Screen. Create Another Order? Click New Order Button

26 CE Delivery Order Modify/Delete Order? Until Warehouse Processes the Open Orders, CE can modify or delete order. If whse has processed order, only view option is available.

27 View all Order Statuses Allows CE to view all order statuses.

28 CE Order Inquiry

29 CE Order Inquiry Order Status Search Screen Order Status search by All, Open, Processed, or Shipped This is basically a search screen to view all of a CE s existing orders regardless of status.

30 CE Order Inquiry Order Status List Screen Order Inquiry - Best way to view all Orders submitted by CE

31 Order Statuses Open = CE can make Changes to Order Processed = CE has to call warehouse to make changes Shipped = Warehouse has shipped order to school This is a Legend of all order statuses

32 View Orders Shipped to Delivery Sites

33 CE Delivery Order - Shipping Inquiry Inquiry displays all orders that have been shipped by the warehouse to the CE.

34 Statement of Commodities Allocated - NEW List of commodities allocated to date Statement of Commodities Shipped - NEW List of commodities shipped to date Weekly Commodity Bulletin Similar to current report in TCS. Includes Entitlement and PAL Account Status and list of USDA Food stored at the contracted warehouse ***All real time data

35 Report Menu

36 Report Menu Statement of Commodities Allocated Click Item link Statement of Commodities

37 Statement of Commodities Allocated Program Year select year Warehouse select contracted warehouse name County Field select county System defaults to your CE Name Click Create Report

38 Statement of Commodities Allocated Option to export and save report to Excel or other format Report includes Entitlement and Bonus allocations. Able to print as well.

39 Statement of Commodities Shipped Click Item link Statement of Commodities Shipped

40 Statement of Commodities Shipped Program Year select year Warehouse select warehouse name County select county name System defaults to CE name Date Range defaults to full year Click Create Report

41 Statement of Commodities Shipped Option to export and save report to Excel or other format Report includes Entitlement and Bonus USDA Foods shipped to CE. Able to print as well.

42 Weekly Commodity Bulletin Click Item link Weekly Commodity Bulletin

43 Weekly Commodity Bulletin Program Year Select Year Agency Name defaults to CE Name Warehouse Defaults to assigned Warehouse Click Create report.

Weekly Commodity Bulletin Account Status Account Status: Entitlement Column = Entitlement available for current school year Entitlement Usage = Entitlement used on

44 Weekly Commodity Bulletin Account Status Account Status: Entitlement Column = Entitlement available for current school year Entitlement Usage = Entitlement used on Processing, DoD Fresh and Entitlement Allocations Entitlement Balance = Current Year Entitlement - Entitlement Used Unfilled Requests Admin Adjustments = Remaining Entitlement

45 Weekly Commodity Bulletin Summary of ALL Commodities in Warehouse

46 Weekly Commodity Bulletin Commodities by Storage Sections

47 Weekly Commodity Bulletin Expected Shipments into the Contracted Warehouse Click Export to Excel to save report in Excel Format. Click Cancel to return to previous screen.

48 Weekly Commodity Bulletin Print Option Print Option

49 Phone: TEX-MEAL ( )

50 Funding Statement: The Texas Department of Agriculture's Food and Nutrition Division is funded by the U.S. Department of Agriculture, Food and Nutrition Service. Civil Rights Statement: In accordance with Federal Law and U.S. Department of Agriculture policy, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, age, or disability. To file a complaint of discrimination, write USDA, Director, Office of Adjudication, 1400 Independence Avenue, SW, Washington, D.C or call toll free (866) (Voice). Individuals who are hearing impaired or have speech disabilities may contact USDA through the Federal Relay Service at (800) ; or (800) (Spanish). USDA is an equal opportunity provider and employer.

allocated to your CE and stored at the assigned Contracted Warehouse.

Information Sheet TX-UNPS Food Distribution Program Delivery Orders CE Purpose: To submit and track the Delivery of USDA Foods that have been allocated to your CE and stored at the assigned Contracted