Online Orders Overview.

Online Orders Overview.

The primary purpose of Online Orders is to supplement or replace the Bag Order system in Junior School Canteens. Senior School students will not use this service as Senior Students select their own products and Senior Student Parents would be more inclined to Ban Items from sale rather than order lunches.

The Parent Web Portal informs parents the canteen has an ORDER CUTOFF TIME of 8:30am. Orders are rejected after this time to allow for processing of recess Orders. Online Orders can work alongside the standard Bag Order System currently provided in Back Office by using the Production Report after entering Bag Orders in POS manually. At present Parents write the Student Number, Name and Class on Bags rather than enclose money. Bag sales are entered into the POS and a Production Report printed to provide numbers to prepare for each item. For Example, the number of Pies to heat up and how many Chicken Salad sandwiches to make. Then the Bags are filled and put in Class baskets ready for distribution or pick up.

Online Orders work in the same way except that Labels are Printed and put on bags to be filled and an Online Order Production Report is generated.

As it is unlikely that 100% of Junior School parents will use Online Ordering so any manual Bag Order sales will be entered in POS prior to Processing Online Ordering and printing the Production Report.

Other purposes for Online Orders are Uniform Shop, School Shop and Tours and Excursions. All items need to be created in Back Office. When creating an Online Order Menu in Back Office a name is given to the Menu such as Junior Canteen and a Meal Type is set such as Recess or Lunch if there are different items available for sale. For example if your canteen only provides fruit and muffins at recess you would create a Menu called Junior Canteen Recess Menu and a Junior Canteen Lunch menu and set the available items for each meal period. Meal types are setup in Back Office.

Online Menu Preparation.

Junior Canteens that have a Bag Order System have provided parents with a paper menu that parents have stuck on their fridge so they know what can be ordered. The MSA Online Order System has been designed to work with this existing resource as it our aim to improve on existing canteen processes. In some Schools the menu item will be Sandwich 2 fillings or Sandwich 3 filling and a list of available fillings provided. In other Schools a Chicken and Salad Sandwich is an available item and the parent writes on the bag NO ONION or NO SAUCE. This difference in Menu’s between Schools has been taken into account and Parents are able to make notes of 200 characters next to ordered items. So in the case of an item Sandwich 2 Fillings a Parent would type Chicken and Tomato as an example.

In some Canteens an item exists Flavoured Milk 300ml and Barcodes of all flavours attached to this one item. In other Canteen Databases each Flavour is an individual item. With online ordering the item Flavoured Milk would be selected and a notation of Chocolate typed by parents. In some canteens 5 flavours of Milk 300ml are provided but only Chocolate and Strawberry are made available to Bag Orders. It is for these

variances that a Paper Menu be provided to junior parents as well as to provide for parents that do not wish to use online ordering and continue to use the manual Bag system. Also in some Canteens Special items are sold one day a week. For example Lunch Special Monday and Friday. Parents need to know what is available or the item is called Lunch Special (Monday Only) and another item Lunch Special (Friday) with descriptions to match in Item Setup.

Before a menu can be created in Back Office all items that are available for sale to be included in Online Menu’s require a tick in the Upload Item to Intillismart Web Portal in the Item Setup (See Below). It is advised that ALL items for sale in Canteens are uploaded to Web Portal to enable parents to Ban these items. Descriptions should also be included to provide parents with more information. For example a Zoopa Doopa does not mean much to parent so a suitable description would be Flavored Ice Treat.

Below is a sample Item Setup for 500ml Juice that contains all the different Flavours as Barcodes. The Description shows all flavours available and the Tick Box is selected for Upload Item to Intillismart Web Portal so the item is uploaded to the Web Portal for viewing. If this Tick Box is not selected then the item will not be visible on the Web Portal and Parents cannot Ban the item or add it to an Online Order even though the item has been added to an Online Menu in your Back Office.

Creating Online Menu

Click the ADD button to begin creating an Online Order Menu

1) Enter a Menu Name and set the days of the week the menu is available 2) Enter Menu Options. Example: Order available for Recess and lunch

MENU ITEM GROUPS

Now we are ready to create Item Groups and attach items from the Database to these Online Groups.

A Group Name is the title that will appear on the Parent Web Portal. The below image is a snapshot of the Online Ordering that a Parent uses to create an Order.

On the left under Menu you will see Group Names Bakery and Drinks with available selections under each Group Name. In setting up our Menu we need to create Group Names and attach available items we would like included.

CREATE ITEM GROUPS

Click Add and assign a name to the Group such as DRINKS

Then select the department Drinks that contains Items in your database. Below image.

Highlight an item you wish to add to group

Then click the Right Arrow to add the item to your group as seen in below image

Add all items you want in your group the click Add to enter another Group Name such as Sandwiches.

You will notice that the MENU GROUP can contain items from different Departments. In the Database. Sample Below. the Group Sandwiches is made up of the Back Office Department called COLD FOOD. I can select a different Back Office Department and add items to the Group Name. The Group Name usually relates to the Information on Menus Sent Out to parents. So you might have a Group Name called Recess and add all the items available at recess from several departments to the one Group Name.

When completed setting up Groups click OK to save the Online Order Menu. You can create as many Online Orders as you require. In the Following Example a School has two separate Canteens and a Uniform Shop. They have created an Online Menu for each and when a parent goes online they will click on their Student and all available menus for that student are visible. Below are two images. The first is the Online Menu List Created in Back Office as we have done above and the other is what the parent sees when they select Online Order Menu in the Online Web Portal

PROCESSING ORDERS

Label Printer is attached to a PC with Back Office. An A4 Printer is also attached for Production Reports as well as other management reports.

At a set time after Orders Close at 8:30am the Canteen Manager will Process Online Orders. It is advised to wait until 8:45am to process Orders to allow for email processing at the School

Back Office – Administration – Online Orders – Process Orders

Labels are Printed and as there could be 200 or more labels so care should be taken on desk placement to avoid jamming. A good store of Label Rolls is necessary to avoid running out during processing.

A Production Report is printed after Online Order Processing and Manual Bag Order entries performed at POS. Back Office – Misc Reports – Production Report