Agency Days and Hours Setup

Purpose of this document

The Agency Days and Hours functionality provides Ceres users with the ability to record the days and hours of operations of the various Agencies. This is required reporting information for some grants such as the State of NY HPNAP, but is also useful information for all food banks in making determinations of Agency Capacity.

Ceres Object release 6.00.00 is required for the functionality described in this document.

TABLE OF CONTENTS

• Agency Days and Hours Setup
  • Accessing Agency Days and Hours
  • Copy to Functionality:
  • Agency Days and Hours Page and Report

Agency Days and Hours Setup

Accessing Agency Days and Hours

1. Agency Days and Hours can be accessed by selecting “Search” from the Dynamics 365 Business Central Banner and entering “Agencies” in “Tell me what you want to do” then selecting “Agencies” from the results in the Go to Pages and Tasks section OR by selecting the “Agencies” menu action (if present) from your Role Center home page.

2. You will see the list of Agencies. Select Related à Distributions à Agency Days and Hours.

3. To edit, select Edit List.

4. To create a new line, either move the next available line and begin entering, or click New from the menu.

5. Enter the day of week or use the AssistButton to select the day of week.
6. Enter the hours of operation by filling in the Morning Opening Hour, Morning Closing Hour, Afternoon Opening Hour, Afternoon Closing Hour and Frequency. You can use F8 to copy from the line above. Frequency could be Weekly, Bi-Weekly, Monthly or similar.
7. Enter any Comments and Meal Types served related to that day.
8. Check the 24/7 field if appropriate.

Note: The key to the Agency Days and Hour table includes the Agency No., Day of the Week and the Morning Opening Hour fields. If you change any of these on an existing line the system will ask you to confirm that you are renaming the record.

Copy to Functionality:

1. If you have several Agencies with similar hours you may use the copy function to update other agencies. To use this function select the Actions à Copy to.

2. From the Copy Agency Days and Hours FastTab you can filter the copy from records. By default the current Agency, and all days will be used. You may change the filters to only copy a particular day or days. If you copy records to another Agency and the record already exists, the existing records will not be overwritten.

3. In the Copy to Agency FastTab filter the Agencies you want to copy to. In the example above, Ceres will copy all days of the week for Agency A0442 to Agency A0592. Press OK to copy the records.

Agency Days and Hours Page and Report

An Agency Days and Hours List page can be displayed that is based on the setup outlined above. View by selecting “Search” from the Dynamics 365 Business Central Banner and entering “Agency Days” in “Tell me what you want to do” then selecting “Agency Days and Hours” from the results in the Go to Pages and Tasks section OR by selecting the “Agency Days and Hours” menu action (if present) from your Role Center home page.

You can also export the Days and Hours Page to Excel or Word using base Ceres functionality.

The Ceres report can be accessed by selecting “Search” from the Dynamics 365 Business Central Banner and entering “Agency Days” in “Tell me what you want to do” then selecting “Agency Days and Hours” from the results in the Go to Reports and Analysis section OR by selecting the “Agency Days and Hours” report menu action (if present) from your Role Center home page.

1. On the Options FastTab, toggle on Print Detail field if you would like the Agency Name, Address and other contact information to print.

2. On the Agency Days and Hours FastTab you can set filters for Agency No, City, Zip Code, etc. to limit what prints on the report.

In this example, only Agencies 1011A through A0592 would be included and since Print Detail has been checked, the Agency information will be included.

3. Select Print to print a hard copy of the report, or Preview to preview the report before printing.

4. The report data can also be exported to several document types by selecting “Send to” from print options.