Food Drive Donation Order Overview

Purpose of this document

This document outlines the food drive enhancement functionality that was added to base Ceres to better support tracking of donors and product that is received from a food drive. 

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

TABLE OF CONTENTS

• Overview
• Creating Food Drive Donors
• Creating Food Drive Donation Orders
  • Food Drive Donation Order Header
  • Food Drive Donation Order Lines (Subform)
• Releasing the Document
• Receiving
• Posted Food Drive Receipts and Posted Food Drive Orders
• Reporting
  • Food Drive Materials Summary
  • Export FD Scheduling to Excel
  • Food Drive Donation Stops

Overview

The food drive order functionality is comprised of

1. Data Capture

1. Separation of food drive donors from regular donors
2. Separation of food drive donation orders from regular donation orders
3. Additional fields on the donor cards and donation orders for tracking and reporting purposes

2. Routing

3. Reporting

1. Food Drive Materials Summary
2. Food Drive Scheduling
3. Food Drive Stops Reports

Creating Food Drive Donors

Food drive donors can be set up separately from donors. This allows food drive activity to be accessed from one menu and non-food drive activity from another.

1. The Food Drive Donor Card can be accessed by selecting “Search” from the Dynamics 365 Business Central Banner and in the “Tell me what you want to do” window, enter “Food Drive Donors”.  A list of food drive donors that exist within Ceres will be displayed.  The List provides a quick glance of the food drive donor information including the default location.

2. Open the Food Drive Card. The Food Drive Donor field on the Donor/Food Drive Donor Card, designates whether a record is a food drive donor.  Once this field is toggled it acts as a filter to exclude or the food drive donors from the Donor Lists.  In other words, only records that are marked as Food Drive Donor will display in the Food Drive Lists and vice versa.  In the below example, FD was included as part of the Donor No. to easily identify a food drive donor from a regular donor.  (If you do not see the Food Drive Donor field, be sure to click Show More at the top of the tab.)

3. To create a new food drive donor, return to the main Food Drive Donor page. Click +New.  

4. Food drive donors may be edited by highlighting a donor in the List, then selecting Manage à Edit.

5. Refer to the Donor Overview Procedure Document for additional information on how to set up a donor. (The main difference here is marking the donor as a Food Drive Donor).

6. If you wish to assign the designation of Food Drive Donor to an existing Donor, you would access the (default) Donor List and modify the card.

Creating Food Drive Donation Orders

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

2. If you are using batches, select your batch from the batch list; otherwise click Cancel.

3. A list of open food drive donation orders that exist within Ceres will be displayed.  Select one from the list to edit or create a new order.   

4. To edit an existing order, highlight the order and click Manage à Edit:

Food Drive Donation Order Header

1. To create a new donation order, select +New

2. Press the Enter key to have Ceres automatically assign the next document number in the No. field.   This will also fill in the Posting Date, Order Date, and Document Date by using the Work Date.  If a different document numbering was set up for food drive orders, click on the ellipsis button to the right of the No. field and then select a No. Series Code.

3. In the Donor No. field on the General FastTab, enter the food drive donor number or use the lookup to select the food drive donor from the List.  The food drive donor’s name, address, contact, and fund will flow from the Food Drive Donor Card.  NOTE: If the Donor is associated with an existing Food Drive you will be offered a prompt to enter the Food Drive for you.

A Yes response will enter the Food Drive No. on the Food Drive Donation Order header. A No response will leave the value blank.

Note:  Only donors that are not marked as a food drive donor will display in the Donor List from a donation order, and only donors that are marked as a food drive donor will display in the Donor List from a food drive donation order.

4. If you are using Dimensions on the Header, go to Related à Order à Dimensions and do a lookup in the Department Code field and select a department, or if this donation is part of a project, lookup in the Project Code and select a project. Order dimensions will flow to the lines (but can be changed on the lines).

5. Populate the fields of the Food Drive Order as needed. In the FBC Product Source and FBC Product Category fields, be sure to select (or enter) the correct FBC (which are tied to UNC) Codes. These are mandatory fields which provide information for the Quarterly Poundage Report.  The UNC Product Source field will update based on the FBC Product Source selected.  FBC Reason for Donation is optional.

6. To associate the order with a food drive, do a lookup in the Food Drive No. field and select a food drive. NOTE: If you chose YES to the prompt to link the order to an existing Food Drive, this value will already be set.

7. Update other fields as needed.

8. Move to Shipping FastTab and update fields as needed.

Location Code:  Enter the Location where the product will be received.  The Location Code entered here will flow to the food drive donation order lines. The other information associated with the Location will populate.

Special Instructions: This is a free form text field can be used to enter special instructions about this order.
 

Order Handling Group Code:   This field will default from the donor and can be overridden if required. This field typically identifies how the order will be handled.
 

Order Routing Group Code:  This field will default from the donor and can be overridden if required. This field typically identifies how the order will be routed.

9. Move to the Food Drive FastTab and update the fields as needed.  The information on various fields is used in the food drive reports.

No of Participants:  Enter the number of participants that are associated with this order. This is an information only field in that is does not print on any reports.

Funds Collected:  Enter the $ collected from the food drive.   This is an information field only in that amounts entered here are not associated with a Deposit or the Cash Receipt Journal.

Barrels, Boxes, Posters, Pallets, and Totes Delivered:  In each of these fields entered the total quantity that was delivered to the food drive site.  Values entered in these fields are printed on the Food Drive Materials Summary and the Food Drive Scheduling report.  

Driver Needed:  Toggle on this field if a driver is needed for this food drive.  This field prints on the Food Drive Materials Summary and the Food Drive Scheduling report.

Expected Receipt Date:  Enter the date when you expect to pick up/receive the food drive product.  This date prints Food Drive Materials Summary and the Donation Stops report.

Delivery Information:  This a text field where delivery information about this food drive order can be entered.  Information entered in this field prints on the Food Drive Materials Summary.

Food Drive Drop Date:  Enter the date you plan on dropping off the food drive supplies. 

Pickup Date and Pickup Time:  Enter the date and time you plan on picking up the food drive product. 

Barrels, Boxes, Pallets, and Totes Picked Up:   In each of these fields, enter the total quantity of barrels, boxes, pallets, and totes that were picked up from the food drive site. These fields are printed on the Food Drive Materials Summary Export FD Scheduling to Excel report.

Vehicle:   From the drop-down list, select the vehicle that is needed to deliver or pickup food drive product or supplies.  This field prints on the Food Drive Material Summary and the Food Drive Materials Summary Export FD Scheduling to Excel report.

Swap:   Toggle on the Swap field to indicate that pallets, boxes, etc. will be swapped when materials are dropped off or when product is picked up. This field prints on the Food Drive Materials Summary. 

Overflow and Overflow Quantity:  Toggle on the Overflow field to indicate that extra pallets, boxes, etc. are needed to handle the overflow.   In the Overflow Quantity field, input the quantity.   These fields are printed on the Food Drive Materials Summary.

10. If you are using Appian to route your order, update the fields on the Appian FastTab as needed.

Food Drive Donation Order Lines (Subform)

1. Expand the lines tab of the donation order.  Here you specify which items are being donated.
   1. If you do not see the lines, be sure you click the Editing icon (pencil) at the top of the window.

2. In the Type field, select item.

3. In the No. field, type in the item number or use the lookup to select the item from the list.  The item’s description, unit of measure, and gross weight will flow forward to the line.
   1. You can also search in the Description field, rather than the No. field to find the item.

4. In the Location Code field, select the location where the Item will be received.
    
5. If the location you specified is set up to require bins, you are required to select a bin in the Bin Code field.

6. The Quantity entered is in reference to the Unit of Measure Code.  Be sure you are entering the correct quantity and/or the correct UOM is displayed. If Lot No. Required has been specified on the Item Card, a Lot No. will be generated at this time.  If the item is donated on more than one lot, you will need to create an additional line.

7. If applicable, fill in the Lot Expiration Date, Lot Consume By Date, and Ship by Date fields.
    

Note:  These fields may have already been pre-generated by the calculation formulas set on the Item Card.  In this case, you may review and adjust these dates on the order as necessary. If they are left blank, the system will assign the date of 12/31/9999 to the lots.

8. Select the dimension values that apply to the item for this order. Examples are Department, Project, Program, etc. If you input a Department Code and Project Code on the General FastTab, the values will flow to the line(s). You can confirm Dimension assignment by clicking on the line you wish to view, then Line à Dimensions: 

9. Repeat the steps above for each additional item that will be received.

10. Verify the Lot No. field shows the correct lot number.  To assign a different lot, type in a different number.
     
11. If the items are palletized, fill in the Tier and Height fields.  Tiers are the number of units per level; height is the number of levels.   In the example below, we will receive 1 pallet of the first item. It will be 10 across and 10 high. 

12. Before you can release the order, you will need to create the pallets, and print any pallet tags as required. You can do this by going to Actions à Create Pallets and selecting the appropriate option.

13. Ceres will assign pallet numbers to the palletized items and split the lines according to the tiers and height.

NOTE: If you have not entered Tiers and Height for the pallets, you will receive a warning and will need to update the lines before proceeding (see Donation or Purchase Order Processing for more information).

Releasing the Document

1. When the data entry is complete, the order can be released by selecting Actions à Release.  This locks the order from users being able to enter more items or change quantities. The order can be reopened by selecting Actions à Release à Reopen.

2. Reopen and release the order as many times as needed to update the order.  

Receiving

Food drive donation orders can be received through the food drive donation order, or via warehouse processes.  In this example, we will receive from the food drive donation order.   If you would like to receive via Receipts and Put-Aways, please refer to the Warehouse Put-Away Overview Procedure Document.

1. When the items you ordered arrive (NOTE: This could be at the time of order entry), if you are not already in the order search for Food Drive Donation Orders in the Tell me what you want to do window:

2. Select the food drive donation order from the List you want and click on the order to open it in Edit Mode. If you are not in Edit Mode, you will want to click on the pencil  icon at the top. (You are in edit mode if the fields are not grayed out).

3. Enter (or confirm) today’s date in the Posting Date field.
   
    
4. On the Assigned User ID field, if required, use the lookup to select the user in charge of receiving the products.

5. Move to the lines of the donation order.
   
    
6. Update the Qty. to Receive field with the actual quantity that is being received into inventory.
    

Note:  If the Qty. to Receive is lower than the Quantity field, you will be completing a partial receipt.  You can return to the Order later to post more receiving. NOTE: If partial receiving is not allowed, then you will need to update the QUANTITY to match the Quantity to Receive on the line(s).

7. If you need to create new and/or print new pallet tags, click on Create Pallets twice. The first time choose Create Pallets. The second time choose Print Labels.  Various pallets tag reports exist that can be linked to Report Selections.  Below is an example of Report 14012531 – Pallet Tag 11X8.5 w/ Barcode. 

8. If you need a pallet tag for a lot tracked only Item (not palletized), select Actions à Print à Pallet Tag.

9. To receive the donation order, select Actions à Posting à Post (or Post and Print).  Select Yes to post the donation order and receive the product into inventory.

10. If you have received the donation order in full, the order will be deleted.  Historical data can be obtained from the posted food drive donation receipts or from posted food drive donation orders. 

Posted Food Drive Receipts and Posted Food Drive Orders

1. Once the food drive donation order has been posted, you can access the posted food drive receipts or posted food drive orders by selecting “Search” from the Dynamics 365 Business Central Banner and in the “Tell me what you want to do” window, enter “Posted Food Drive”.  A list of Posted Food Drive donation orders and receipts that exist within Ceres will be displayed.

2. Select Posted Food Drive Receipts or Posted Food Drive Order and a list of documents will display based on your selection.

3. Select the desired document then select à Print and the Print Window with options will open:

4. Select the number of copies desired.  This is the number of copies in addition to the original.
   If Default No. of Copies are setup, inputting an amount below will override the setup.
    
5. Toggle the field for Print Company Address if you would like to print the Company Address on the document.

6. Toggle on the Modify Statement field to modify the standard statement that will print on all Donation Receipts.  The following is the recommended verbiage from Feeding America.  Simply replace The Food Bank with the name of your food bank.   This option only applied to posted food drive receipts.

7. You can also email the receipts.   For more information, please see the Agency and Donor Document Emailing Procedure Document.

Reporting

Three food drive reports were created to support the food drive functionality. 

Food Drive Materials Summary

The report outlines the materials that need to be dropped off or picked up for each food drive site.   This report can be accessed by selecting “Search” from the Dynamics 365 Business Central Banner and in the “Tell me what you want to do” window, enter “Food Drive Materials Summary” (or part of the name) and selecting the report from the menu:

Enter the filters as needed on the Donor Order tab, or Advanced Tab and then select printing or Send To option. If you wish to print the Company Address, be sure to toggle the option to ON.

Export FD Scheduling to Excel

This is an export of the Food Drive Materials Summary grouped by Shipment Method Code which lists materials required and to be picked by Donor by Date. The export can be accessed by selecting “Search” from the Dynamics 365 Business Central Banner and in the “Tell me what you want to do” window, enter “Export FD Scheduling to Excel” (or part of the name) and selecting the export from the menu:

Enter a Food Drive Donation Order or other filters to get the desired results: 

An excerpt of the report is below.

Food Drive Donation Stops

The new report summarizes the number of stops (i.e., donation orders) by date that can be grouped by Location Code. This report can be printed for food drive donation orders or donation orders. This report can be accessed by selecting “Search” from the Dynamics 365 Business Central Banner and in the “Tell me what you want to do” window, enter “Food Drive Donation Stops” and selecting the report from the menu:

The Begin Date and End Date filters are based on the Expected Receipt Date field on the food drive donation order.  Please note that location grouping is based on the Location Code on the Shipping FastTab of the donation order.