Food Distribution Program

Recipient Agency Order Form Instructions

Purpose: This on-line form allows a Recipient Agency (RA) to view available commodities being held in the Recipient Agency inventory and place orders for delivery. The form consists of two “pages”: an initial page that allows ordering of commodities from available inventory and establish dates for delivery and a second page is a confirmation page that shows the results of RA orders. Clicking the “Submit Button” at the bottom of the second page completes the ordering process. This form can be viewed anytime and ordering may take place at anytime but orders cannot exceed available inventory.

Immediately after the State Agency posts the allocations, the commodities become part of the R/A inventory and may be ordered.

The top of the form contains three important pieces of information needed so the ordering and delivery of commodities can take place:

• Delivery To - This is the physical location where commodities are actually to be delivered. The address must not include a P.O. Box.
• Contact – This is the person the Recipient Agency has determined to be the initial contact at a specific delivery site. This person will match the delivery contact person listed on the Recipient Agency Location Sheet. This would be the person who would be contacted should a delivery problem arise.
• Delivery Period –This box shows the one-week period in which orders will be delivery. Changes can be made to a particular order up to the time that the distributor uploads the orders for that period. This will occur after the close of business on Wednesday (5:00 pm Indianapolis time) of every week. The “Delivery Period” box includes a pull down menu. This menu enables Recipient Agencies to place advance delivery orders by choosing available dates for a specific site as pre-determined by the distributor. There will be a delivery verification process in which the RA will have a limited time to verify delivery after the distributor enters the post-delivery data. Once a distributor uploads delivery orders, the “Delivery Period” will automatically default to the next available period.

The main body of the form contains a listing of food items found in the Recipient Agency inventory.

The commodities are grouped by storage type Freezer, Cooler, and Dry. Aside from the item code and description, each item lists the pack size, and the available inventory.

When you first start the ordering process, the quantities of inventory will be shown for each item available and the “Order Quantity” will be blank. You may pick and choose the specific types and quantities of commodities you want to order for delivery. To place an order, enter amount of an item you want in the “Order Quantity” box. The amount of an order cannot exceed the available inventory.

As commodity orders are placed for each site, downward adjustments of available inventory and entitlement will automatically take place. An “Order Quantity” box left blank indicates no commodities were ordered. Remember, the distributor may charge the RA for commodity drops of fewer than the ten case minimum.

Once you have made your order choices in the “Order Quantity” boxes, scroll to the bottom of the page and press the “Next Page” button. This will take you to the second page of this form that confirms the quantity of commodities you ordered from the first page. The subtotal quantities of the commodities you ordered will be listed as total cases, by storage type. The grand total of the cases you ordered will be listed at the bottom of the right hand “Order Quantity” column. If you agree with the figures on the second page proceed to the bottom of the form and press the “Submit button”. If you find that you made any errors, you can press the “Previous Page” button and return to the first page, allowing you to edit your changes. After editing quantities, you would again press the “next page” button, return to the second page, and press the “Submit” button. You can, of course, press the cancel button at any time on either of the pages and cancel all orders/changes made. Before you submit your order(s), you may want to print the “second” page for your records.

Prior to pressing the “Submit” button, double check to make sure that you have selected the dates you want the order delivered from the “Delivery Period” pull down menu. Once the ‘Submit” button has been pressed, your order has been submitted and is awaiting distributor upload.

It is important to note that it is the responsibility of the Recipient Agency and the distributor to solve discrepancies regarding deliveries such as shortages and damaged product just as you would with any commercial products.