texas department of agriculture usda foods update tx-unps contract and survey highlights ce delivery...

Texas Department of AgricultureUSDA FOODS UPDATETX-UNPS•Contract and Survey Highlights•CE Delivery Order Form - Guide

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• ****Packet must be “submitted”

before accessing survey

Surveys• Annual or Direct Ship• Processing• Farm to School

• Is now the Farm to School Order Form

Still to Come in TXUNPS-CE Delivery Order Form-ReportsJuly 15, 2012

CE Delivery Order Form• Open• Processed• Shipped• *****Request for delivery of food

from contracted warehouse.• Takes the place of faxing or

emailing 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

CE Delivery Order FormSubmit and Track USDA Food Orders for delivery from Contracted Warehouses

Delivery Orders - CE

CE Delivery Order - Open Orders

This process allows the CE to View orders not yet Processed by Warehouse or Submit NEW orders for delivery

CE Delivery Order - Open Orders

Select Program Year and Click Continue

Complete this process to view open or create new orders.

CE Delivery Order – Open Order

Submit New Order?

Click New Order

CE Delivery Order – New Order

Click drop down arrow Select Delivery Location Click Continue

Complete this process to create order per delivery site.

CE Delivery Order – New Order

Select Delivery Location aka site name

Remember – call or email TDA if you need to add or remove a site.

CE Delivery Order – Delivery Location = Site Name

CE Delivery Order - Delivery Date

Delivery Date based on Whse Route Schedule

CE Delivery Order – Bonus and Entitlement Categories

1st column

CE Delivery Order – Allocated Column

2nd Column Product Allocated to School

CE Delivery Order – Request Column

3rd Column Requested quantity for applicable site

Enter the qty of cases you are requesting for delivery to your site.

CE Delivery Order – Surplus Inventory = Not Allocated

Inventory up for grabs.

CE Delivery Order – Surplus Must have Entitlement

T o request surplus – CE must have available entitlement.

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.

CE Delivery Order – SAVE button

If not requesting Surplus, click SAVE

CE Delivery Order - Finished

Click Edit to return to order or Finished to complete order

CE Delivery Order – Create Another Order?

After creating order, system navigates to Open Order Screen.

Create Another Order? Click New Order Button

System now displays an order. Earlier the system valid data.

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.

CE Order InquiryView all Order StatusesAllows CE to view all order statuses.

CE Order Inquiry

CE Order Inquiry –Order Status Search Screen

Order Status – search by All, Open, Processed, Shipped (ignore invoiced)

This is basically a search screen to view all of a CE’s existing orders – regardless of status.

CE Order Inquiry – Order StatusList Screen

Open Order Inquiry - Best way to view all Orders submitted by CE

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• Invoiced = Ignore Invoiced status; to be

used by warehouse only.▫This is a Legend of all order statuses

Shipping InquiryView Orders Shipped to Delivery Sites

CE Delivery Order - Shipping Inquiry

ReportsStatement of Commodities Allocated - NEW

List of commodities allocated to dateStatement of Commodities Shipped - NEW

List of commodities shipped to dateWeekly 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

Report Menu

Report Menu – Statement of Commodities Allocated

Click Item link – Statement of Commodities

Statement of Commodities Allocated

Program Year – select yearWarehouse – select contracted warehouse nameCounty Field – select county System defaults to your CE Name Click Create Report

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.

Statement of Commodities Shipped

Click Item link – Statement of Commodities Shipped

Statement of Commodities Shipped

Program Year – select yearWarehouse – select warehouse nameCounty – select county nameSystem defaults to CE nameDate Range defaults to full yearClick Create Report

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.

Weekly Commodity Bulletin

Click Item link – Weekly Commodity Bulletin

Weekly Commodity Bulletin

Program Year – Select YearAgency Name – defaults to CE NameWarehouse – Defaults to assigned WarehouseClick Create report.

Weekly Commodity BulletinAccount Status

Account Status:Entitlement Column = Entitlement available for current school yearEntitlement Usage = Entitlement used on Processing, DoD Fresh and Entitlement AllocationsEntitlement Balance = Current Year Entitlement - Entitlement Used – Unfilled Requests – Admin Adjustments = Remaining Entitlement

Weekly Commodity Bulletin – Summary of ALL Commodities in

Warehouse

Weekly Commodity BulletinCommodities by Storage Sections

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.

Weekly Commodity Bulletin – Print Option

Print Option

Questions?

Email: commodityoperations@texasagriculture.gov

Phone: 1-877-TEX-MEAL (1-877-839-6325)

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. 20250-9410 or call toll free (866) 632-9992 (Voice). Individuals who are hearing impaired or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339; or (800) 845-6136 (Spanish). USDA is an equal opportunity provider and employer.