Sacramento Food Bank & Family Services PWW Online Ordering and Reporting System Training Manual

Transcription

1 Greetings and welcome to our new online ordering and reporting system. This system allows Partner Agencies to submit food purchase orders, feeding report statistics, grocery donation weights, look up invoice history, and more. Below, you will find a step-by-step guide on how to log on and use this system: Table of Contents Logging into the PWW System... 2 Submitting a Purchase Order... 6 Submitting Your Feeding Report... 8 Reporting Donated Retail Food Poundage Checking Order History and Details Viewing Accounting Statements Creating and Using a PIN for Agency Checkout P age

2 Logging into the PWW system 1) Go to 2) Scroll your mouse over the Food Bank Services tab 3) Click on Partner Agency Network under the Food Bank Services tab 2 P age

3 4) Scroll down the page and click on the black button Agency Online Ordering and Reporting. 5) You should see a login screen with text boxes for Agency Ref, Username, and Password like below: 3 P age

4 Sacramento Food Bank & Family Services Agency Ref is your agency number. If you don t know your agency number, you can find it on your invoice or your warehouse badge. Your Username and Password are provided to you by Agency Relations. Please contact Agency Relations if you need help or have difficulty logging in with your username and password. 6) Click on the Login button when you are finished entering your credentials. 4 P age

5 7) Now you are logged into the online ordering and reporting system. You should see the SFBFS logo, several tabs below that, and a welcome message. From here you can place a purchase order, enter your feeding report statistics, report grocery donation weights, look up invoice history, and perform other functions. 5 P age

6 Submitting a Purchase Order Sacramento Food Bank & Family Services You can order from a selection of retail purchase quality food from SFBFS online. Below are the steps to place a food purchase order: 1) Click on the Order Entry button. This is a green button on the right side of the page. 2) Your pickup date will automatically be selected. Choose your pickup time. 3) Select the type of food products and quantity to order. 6 P age

7 4) Click View Cart on the bottom right side of the screen to check your order. 5) Verify your order and enter your contact information. 7 P age

8 6) Click checkout and you re all finished! Submitting your feeding report You have the ability to submit your feeding report online. Please note that if you participate in the USDA food program you will be required to submit your sign-in sheets. 1) On the home page, click the Other Agency Info tab. 8 P age

9 2) Click the button Add New Entry 3) Choose your feeding report type from the drop down list. (Click the arrow to bring up the drop down list) 9 P age

10 4) Enter your feeding data on the form. 5) Click on Submit Entry and you are finished! 10 P age

11 Reporting Donated Retail Food Poundage If you participate in our Grocers Feed the Hungry program and pick up food directly from a retail store, you will be reporting your poundage through our web-based system. 1) On the home screen of the web portal, click on the Agency Pick Up tab. 2) This screen will appear. Your assigned store will show up in the search box on the left. If you have more than one assigned store, use the drop down box to find it and click on it. Then click on add new receipt on the bottom right of your screen. 11 P age

12 3) The screen below appears. Enter the weights for each category of donated food item here. 4) Click Process Receipt and you are finished. 12 P age

13 Checking Order History and Details 1) On the home screen of the web portal, click on the Orders tab. 2) On the Orders screen, click on any invoice you would like to view. 13 P age

14 3) When you click on the invoice, you can now view order details like price, item descriptions, quantity, etc. You can also print an invoice by clicking Print Order on the bottom right of the screen. 14 P age

15 Viewing Accounting Statements 1) On the home screen of the web portal, click on the tab My Docs. 2) Click on any accounting statement highlighted in blue to view your statement. 15 P age

16 Creating and using your PIN for shopping checkout 3) On the home screen of the web portal, click on My Agency in the top right corner of your screen. 4) Now click on the tab PIN Code Maintenance 16 P age

17 5) Next enter a memorable PIN between 4 and 8 characters. After you enter your PIN it will be ed to the main contact assigned to your PWW account. You can change your PIN at any time or have your PIN ed to you if you have forgotten it. 6) Once you have created and memorized your PIN, please write this number on the back of your agency badges. You will now use your PIN number to electronically sign invoices upon shopping checkout. All you have to do is log in to PWW and enter your PIN number to sign an invoice. -This concludes the tutorial on using our web based system. Please contact Agency Relations if you have any questions or need more training on the online reporting & ordering system. 17 P age