Cupboard User Manual - girlscoutsaz.org€¦ · Cupboard Manager and Cupboard Users Manual August...

Cupboard Manager and Cupboard Users Manual

August 1, 2018

https://eBudde.littlebrownie.com

Table of Contents What’s New ........................................................................................................... 4 Computer Specifications Information .................................................................... 5 Navigating the System .......................................................................................... 6 System Access ..................................................................................................... 7

Security Requirements ...................................................................................... 8 Forgot Password ............................................................................................. 11 Change Profile/Email Address......................................................................... 15

Menu Bar ............................................................................................................ 17 Cupboard Manager ............................................................................................. 18

Dashboard Tab ................................................................................................ 18 Contacts Tab ................................................................................................... 22

Email to cupboard clerks ............................................................................. 24 Message Tab ................................................................................................... 26 Events Tab ...................................................................................................... 28 Cupboards Tab ................................................................................................ 29

Add .............................................................................................................. 29 Edit .............................................................................................................. 33 Delete .......................................................................................................... 33 Damaged Cupboard .................................................................................... 34 DOC Cupboard ............................................................................................ 34 Import Cupboard Orders .............................................................................. 35

Unassigned Warehouse Extras ....................................................................... 35 Initial Orders .................................................................................................... 36 Reorders ......................................................................................................... 37 Transfers ......................................................................................................... 41 Adjustments..................................................................................................... 42 Editing Transactions ........................................................................................ 42 Deleting Transactions ...................................................................................... 42 Reports ............................................................................................................ 43

Cupboard List – Active/Visible ..................................................................... 44 All Cupboard Inventories ............................................................................. 45 Extras by Agent ........................................................................................... 46 Warehouse Transactions ............................................................................. 47 Warehouse Inventories ................................................................................ 48

Cupboard Clerk and Cupboard Managing Clerk Functions ................................. 49 Dashboard Tab ................................................................................................ 50 Contacts Tab ................................................................................................... 52

Updating Cupboard Contacts....................................................................... 53 Settings Tab .................................................................................................... 56

Cupboard Clerks .......................................................................................... 56 Cupboard Managing Clerks ......................................................................... 60 Cupboard Clerk Lites ................................................................................... 64 Cupboard View Only User ........................................................................... 68

Adding Cupboard Availability .......................................................................... 69

Cookies Tab .................................................................................................... 72 Delivery Tab .................................................................................................... 74 Transactions Tab ............................................................................................. 75

Navigating the Transaction Form ................................................................. 76 Creating Inventory Transactions .................................................................. 77 Editing Transactions .................................................................................... 80 Examples of different product transactions: ................................................. 82 Transactions Display ................................................................................... 84 Changing/Deleting a Product Transaction ................................................... 85

Be sure to click the Save button on the transaction tab to save all your changes.Import Transactions .......................................................................... 85 Cookie Cupboard Reports ............................................................................... 87

Pending Orders to the Cupboard from Troops, Service Units or other Cupboards ............................................................................................................................ 90 Pending Orders from the Cupboard to the Warehouse ....................................... 92

What’s New

• Single Sign On

• Dashboard notifications

• Add council name to emails

• Update cupboard dashboard with cupboard goals

• Set pickup time entry parameters

• Cupboard clerks exempt from cupboard hours

• Pending order emails – include cupboard address, quantities and varieties

and create one for deleted orders

• Printing of all transactions by pickup date

• Check box for tracking printed transaction

• Make eBudde more tablet friendly

• HELP PDFs download in a new window

Computer Specifications Information The eBudde™ system has been tested on a variety of computer types and different web browsers. Approved web browsers: IBM Compatible – Microsoft Internet Explorer version 10.x and higher, Firefox 51.0 and higher, Chrome 45.x and higher. Macintosh OS version 10.x – Safari 7.1.x and higher, and Firefox 51.x and higher, Chrome 45.x. Approved platforms:

• iPad – iOS 9.5.x and above

• iPhone 5 and above using iOS 9.5.x and above • Android v. 4.4.x and above • Apps (all with mobile web version)

– Cookie Locator – Booth Sale Recorder – Cupboard Keeper – Troop App Plus

Approved computer specifications: Recommended Minimums: 2.0 GHz CPU - 3GB RAM Recommended Systems: 3 GHz CPU - 4GB RAM The eBudde™ system uses Microsoft Excel .xlsx for the printing of the reports. If you have users that do not have the Microsoft Excel program, a report viewer for IBM compatible systems can be downloaded from the following web address: http://www.microsoft.com/download/en/details.aspx?displaylang=en&id=10 The eBudde™ system can also print in Adobe PDF format. To download Adobe Acrobat, use the following web address: http://get.adobe.com/reader/ eBudde™ has scheduled time-outs at 45 minutes of inactivity. eBudde™ will close out your session, logging you out if you have been inactive in the system for 45 minutes. You will have the opportunity to remain active from the warning messages 10 minutes and 5 minutes prior to log out.

Navigating the System Add More - The “add more” button allows you to enter in additional rows on transaction tab product transaction form. You can activate this button by pressing the spacebar or clicking on it. Enter Key – The enter key is used to complete a row on a page. It can also be used to complete a page when the page has only one button available on the page. OK – The “OK” button completes a row on a page. This button tells eBudde™ you are done with the data entry on the row. Tabs – The tabs available on the page allow you to add, change, delete or view information. These tabs are specific to the user access level. Council users see the council tabs, areas see the area tabs, service units see the service unit tabs, and troops see the troop tabs. Below is an example of the tabs. To select a tab, click anywhere on the tab.

Tab Key – The tab key is used to move from one box of information to another on all screens.

System Access There is a new way of access to the system this season. eBudde™ is now part of the Little Brownie Cookie Tech Portal for Single Sign-On. This new system allows for easier access to all Little Brownie Tech tools. No longer are there default passwords. You can now get to eBudde™ from two ways – https://ebudde.littlebrownie.com or https://cookieportal.littlebrownie.com Each user will get a welcome email from eBudde™ that has a unique link for logging into the system for the first time. This link is unique to you, cannot be used by others and has a time limit assigned to it. First Time system user (NOTE: If you have logged into VIP eTraining, you will have already gone through this process. You will still receive the welcome email link but may log directly into eBudde or the Cookie Tech Portal) The process for gaining access is:

1. User receives “welcome email” with login link 2. Click on the link 3. At the password screen, enter and confirm personal password 4. At the profile screen, enter same personal password that you used in Step

3. Also review/enter all additional information 5. Enter Little Brownie Cookie Tech Portal system 6. Confirm account update via email link

Details of the steps and screen shots are included below. Step One - User receives “welcome email” with login link Sample of “Welcome Email” Subject: Welcome to the 2018-2019 Girl Scout Cookie Season! Welcome to the 2018-2019 Girl Scout Cookie Season! You’ve been invited to join the eBudde™ system. Please take these steps: 1. Go to this link: https://urldefense.proofpoint.com/v2/url?u=https-3A__cookieportal.littlebrownie.com_users_password_edit-3Freset-5Fpassword-5Ftoken-3D-5F715byYLtCTqP5CrFWz1&d=DwIFaQ&c=dPDDGlUGlJe7k2bognQ9ww&r=Fl4HaRmPgFW7jHM-xkeGu-dux67fvu-JT47-

dGegFlE&m=0T6NjdkyLn2WYY7ENchiFSFAL2d23I12IV-Ewz-3m9A&s=sbKchELkfLopQWoOBOtwiM8A5J7RTvssirRjy7W7-i8&e= This link expires in 48 hours and is unique to you. Thank you for all you do for girls! Your Friends at Little Brownie Bakers Step Two - Click on the link Go to this link: https://urldefense.proofpoint.com/v2/url?u=https-3A__cookieportal.littlebrownie.com_users_password_edit-3Freset-5Fpassword-5Ftoken-3D-5F715byYLtCTqP5CrFWz1&d=DwIFaQ&c=dPDDGlUGlJe7k2bognQ9ww&r=Fl4HaRmPgFW7jHM-xkeGu-dux67fvu-JT47-dGegFlE&m=0T6NjdkyLn2WYY7ENchiFSFAL2d23I12IV-Ewz-3m9A&s=sbKchELkfLopQWoOBOtwiM8A5J7RTvssirRjy7W7-i8&e Step Three - At the password screen, enter and confirm personal password Enter your personal password that you would like to use for the system. Confirm your password by entering it again. Click Change my Password button.

Security Requirements Password email links are unique to you and have a time limit. The password requirements are as follows:

• Must be 8 characters long • Must have at least one capital letter • Must have at least one non-alphabetic character

Login attempt rules are as follows:

Limit to five consecutive bad login attempts Account disabled for 10 minutes

Step Four - At the profile screen, enter same personal password that you used in Step 3. Also review/enter all additional information. You will need to review/enter your personal information. Be sure to enter your personal password once again. All information is required. Click Update Profile.

The system will send you to the system selection screen where you can select to go to eBudde™.

Step Five - Enter Little Brownie Cookie Tech Portal system

Step Six - Confirm account update via email link

Forgot Password Go to https://cookieportal.littlebrownie.com Click Forgot your password

Enter email Click Send me reset password instructions You will get an email with a new password link Click the link in the email.

Hello [email protected]!

Someone has requested a link to change your password. You can do this through the link below.

Change my password

If you didn't request this, please ignore this email.

Your password won't change until you access the link above and create a new one.

The above link will only work for your email address and will only be valid for 48 hours.

You will then enter the password you would like to use for the system, confirm your password and click Change My Password. You may need to update your profile. If you do, enter the same password that you entered on the previous screen in all three sections and review/update profile. Click Update Profile.

Select eBudde™ from the list. You will also get an email to confirm that you changed your account for security purposes. Click the Confirm Your Account to complete the process.

Change Profile/Email Address Log into the Little Brownie Tech Portal at https://cookieportal.littlebrownie.com

Enter your email address and password and click the Click Here link to be taken to the profile page. This is the only place you can change your email. You will be taken to the profile page.

You will be required to re-enter your current password. You can change your email, password and profile information. Click Update Profile to update your profile. Click Cancel if you do not want to change your data.

Menu Bar

The Menu Bar provides additional support for you in eBudde™. Season drop down - Allows you to see previous season’s data (if applicable) Quick Links – This provides a list of additional links for easy access.

LittleBrownie.com – This provides a link for you to go to the Little Brownie website that has additional resources. VIP eTraining – This provides a link to the VIP eTraining site that has cookie program and training resources. Cookie Club – This provides a link for you to go to the Little Brownie Cookie Club website where your girls can track cookie sales, send eCard promises and maintain their contact list. (if applicable) Digital Order Card – This provides a link for you to go to the GSUSA Digital Cookie website where your girls can send emails to customers, customer can purchase cookies and girls can track their cookie sales. (if applicable) Cookie Calculator – This provides a link to the new cookie calculator. The cookie calculator is a helpful tool that allows you to calculate the selling prices of cookie varieties.

Log Out – This allows you to log out of the system.

Cupboard Manager

A cookie cupboard as defined in eBudde™ is a place where cookies are stored that are available for troops, service units or other cupboards to pick up cookies after the initial delivery of cookies has been completed. A cupboard can be the warehouse, a volunteer’s garage, etc. Councils can use the cupboard functions to create an initial order for the cupboard, reorders from the delivery agent’s warehouse and transactions for the movement in and out of the cupboard. There is a cupboard report that list all the transactions made against the cupboard inventory providing an audit trail and inventory balances. Also there is a report that shows all the current balances in each of the cupboards. Additional reports include transactions and balances in the agent’s warehouses. NOTE: You can use the cupboard module to track damaged cookies and Digital Order Card shipped orders. To work with your cupboards, click the word Cupboard to the left of your screen.

Dashboard Tab The council user creates all cookie cupboards. The cupboard manager default screen is the Dashboard. The dashboard shows any council messages and the council deadline dates for cupboards. There is a section that will let you know if the initial order for the cupboard has been submitted. There is a section that will show a comparison between cookies that the council has ordered from Little Brownie but have not been distributed to cupboards. Anything on the dashboard can be printed by clicking the Print Dashboard button. The navigation tree will show all your cupboards. The Cupboard Inventory section will give you totals in cases of all your cupboards, warehouses, pending and overall totals.

New this year are that you can have individual messages, priority messages and you can mark messages as read. This will help you get the information you need without having to scan through a paragraph of information that you may have already read. If marked as a priority there will be a star next to the envelope. You can mark as read and those messages will go to the bottom of the list. Your council may also delete messages after a period of time and they will no longer show on your dashboard.

The date shows you the date it was posted to eBudde™. The star indicates it is a priority. The Read More means there is additional information for you to read. Click that link to get more information. Once you have read the message, you can click Mark as Read so you know you have seen that message.

Contacts Tab

The contact listed here is at the council level as an Overall cupboard manager. This contact can view, add, change or delete any and all cupboards. To edit your contact information, click Edit below your name. Since we now have the new Cookie Tech Portal, you will need to change the information in the portal which will update eBudde™. You also have a section to just update your email preferences.

When you click Update Contact Info, you will go to the update page to update your information.

Enter your information and click update profile. If you would also like to change your password, you can do that on this screen as well. You cannot do both however, if you need to change both password and profile, you will have to click Update Contact Info again. Be sure to enter your current password or you will get the following error.

Email to cupboard clerks You can email to all the cupboard clerks through the eBudde™ system. This email system is a one-way communication. A reply cannot be made by the receivers of the email. To ensure that your recipients receive this email you may want to inform them to specify in their email system to allow the following email address as an allowable sender: [email protected] Click the email Branch button to get to the messaging system.

The emailing system will allow you to send email to the cookie cupboard clerks. This emailing system allows messages in plain text and in html. The HTML allows for additional formatting. You can attach files as long as the maximum size of the attachment(s) does not exceed 5MB. Enter the subject, message and click on the cookie cupboards group. Click Send email to send out the email. Be sure to only click this once. The system will advise you that the message has been sent. You can send email to one or more contacts. Within those groups you can choose to send to only those that are designated as primary contacts. NOTE: If you add attachments, eBudde™ will not send attachments via email. eBudde™ will upload your attachments and send a link to the attachments via email to your selection. The links will be active for 45 days from date sent.

Message Tab The message tab allows you to create a notice that will be seen by your cupboard clerks and cupboard managing clerks on their dashboard screen when they first come into the system. New this year is that you can create messages marked priority, you can create a message today to be published in a week and you can create messages with links very easily and formatting. Enter the date that you want the message to be posted on the dashboard. Click the box to have the messaged placed on the Delivery Station dashboard. If the message is important, mark the box labeled Mark as PRIORITY. You can place a short message of 140 characters. You may also use that as the message line viewed on the dashboard and then any additional information that you place in the additional information box will allow them to see a link READ MORE. An example of this is below.

After you have entered in your information click the Save button. If you do not want to update your message, click the Cancel button. Messages then show up on the dashboard of the delivery stations as seen below. Delivery station managers will be able to mark messages as read. If you have more than just the short version of the messages, you will see the read more link for them to read the entire message.

Events Tab The events tab allows the Cupboard manager to place council-specific dates on the calendar for the cupboard clerks.

You can add as many events as necessary. The title will be displayed on the cupboard’s dashboard calendar.

Cupboards Tab

The cupboards tab is where you enter in the cupboard information and import cupboard initial orders. The display will list all cupboards currently in the system.

Add To add a cupboard click the Add a Cupboard button.

You will enter in the information for the cupboard. Name - This is the name of the cupboard that will show up on all reports, in the navigation tree and in the dropdown list on the transaction tab data entry form. Number – This is the cupboard unique number identifier. Active – Check this box if you want the cupboard to create transactions and be available for incoming pending orders from troops, service units or other cupboards. Area – (optional) If you have areas in your tree, this option will be available so that you can designate cupboards to a specific area. This will allow area administrators that manage cupboards to see only their cupboards in their role as cupboard manager. Visible to Troops/SU – This box must be checked if you want the cupboard to be visible in the dropdown list on the transaction tab data entry form. If you do not check this box, troops and service units will not be allowed to place pending orders to the cupboard as it will not be available in the dropdown.

Visible to other Cupboards – This box must be checked if you want the cupboard to be visible in the dropdown list on the transaction tab date entry form to other cupboards. If you do not check this box, other cupboards will not be allowed to place pending orders to the cupboard as it will not be available in the dropdown. Minimum Hours Required Before Order – This option allows the cupboard manager to specify that a pending order must be made a certain amount of time before pickup. So if the order is going to be picked up on Friday at 5:00 p.m. and the Minimum Hours Required is 24 hours, the pending order must be placed by Thursday at 5:00 p.m. Location – The location information allows you to specify the exact location so that a troop can google the location if necessary and have that information when picking up cookies. This also includes phone numbers. Hours of Operation – The hours of operation will show on the product transaction form when the troop, service unit or cupboard selects the cupboard. You can change these open and close times day and times whenever necessary. Click the Add Availability link to set up your cupboard schedule. Require Txn Pickup to be within Hours of Operation – This box must be checked if you want to require that troops, service units and other cupboards are required to put in a pickup day and time that is within the days and times specified here. Schedule Notes – Enter any additional notes that you would like the troops/service units to know about your cupboard. This is a limited field that will show on the product transaction form. Inventory Unavailable for Following Varieties – Check the box of the varieties that are no longer available for ordering by troops, service units or other cupboards. When a variety is checked, the data entry box on the product transaction form is greyed out and a message that one or more varieties may be unavailable is displayed on the form. Data Points – The data points will show the number of packages/cases sold in the previous season for the initial order and additional orders after the initial order. You must specify at least one cupboard contact.

If council will be managing the cupboard, the council person can put their own email address in. If the cupboard is being managed by a volunteer you will enter the volunteer’s email. If you want the cupboard contact to receive the automated emails from the system about cupboard ordering, check the User receives email box. If you want the cupboard contact to be able to access the system, check the Active box. If you want the cupboard contact to be listed as the Primary contact, check the box. If you want the cupboard contact to be added to previous seasons, click the box. Cupboard Managing Clerk – This clerk can add transactions and order cookies directly from the warehouse Cupboard Clerk – This clerk can do transactions but CANNOT order cookies from the warehouse Cupboard Clerk Lite – This clerk can do transactions, CANNOT order cookies from the warehouse and CANNOT delete transactions Cupboard Clerk View Only User – This clerk CANNOT do any data entry. They can view what is on the different tabs and print reports. Click the Add button to add the cupboard. The system will let you know the information was updated. Click OK. Click the Cancel button to cancel the cupboard entry.

NOTE: If the cupboard volunteer is also a service unit volunteer, you do not have to have a different email address. Entering the same email address will allow the volunteer with one email address to have access to both their service unit and their cupboard. The system will add the cupboard to the cupboard list under the cupboards tab and the navigation tree. You can also edit the cupboard and/or delete the cupboard by left-clicking the button to the right of the cupboard name.

Edit When you edit the cupboard, you can change any field that is available and enter in dates if necessary. After changes have been made, click Update to save or Cancel to cancel the changes.

Delete When you click the Delete button, the system will confirm that you want to delete the cupboard. Click the OK button to remove the cupboard from the system. Click Cancel if you do not want to delete the cupboard.

Damaged Cupboard

If you want to track the council damaged cookie packages/cases, you can create a damage cupboard to track this. You will need to click on cupboard manager, click on the cupboards tab and add a new cupboard. NOTE: The only requirement for the system to recognize a damage cupboard is that in the name of the cupboard you must use the word DAMAGE. Examples are: Damage Cupboard Cookie Damages Damaged Cookie Cupboard When you move cookie packages/cases to the damaged cupboard the system will include all these packages as deductions from the inventory it is tracking on the council level report labeled Council Order Summary. The council order summary will add together all troop/service unit initial orders, add cupboard initial orders, add or deduct adjustments and always deduct the amount that is in the damaged cupboard. See page 69 for further discussion on creating transactions that will move cookies from a cupboard to the damaged cupboard.

DOC Cupboard If the council participates in the GSUSA Digital Order Card system, you will need to create a cupboard that will record the packages that are direct shipped to the customer. There are not any criteria on the name or the number of the cupboard. You will specify this cupboard as part of the DOC Settings tab setup. The transactions listed in this cupboard will be invoiced by the bakery as packages purchased by the council. It is highly recommended that the only changes you make to this cupboard would be if packages need to be moved because a girl moves from one troop to another. You should not delete transactions here without notifying your Little Brownie staff as you will not sync with the bakery or the DOC reporting.

Import Cupboard Orders You can import cupboard initial orders via spreadsheet. All orders must be in cases. You will need to create the spreadsheet with the columns for the products you are selling. eBudde™ will display your product list on the import screen. The format is an Excel .xlsx type spreadsheet.

Click the Import Cupboard Orders Button. eBudde™ will display the import screen. Browse your computer for the import spreadsheet and click the Import Orders button. eBudde™ will send your job to the queue and inform you of results via email and on the council level Jobs tab. If you want eBudde™ to be able to import valid records and have eBudde™ create a file with error records, click the Return Error Spreadsheet? box. eBudde™ will create an error spreadsheet that can be downloaded from the council Jobs tab.

Unassigned Warehouse Extras Unassigned Warehouse Extras are orders to Little Brownie Bakers. You will be creating for each of your agent’s warehouses an initial order that you are committing to have sold by the end of the season. You also can create reorder to the bakery. And lastly, you will now be able to create those council-paid transfers and generate a transfer form for the bakery. The Unassigned Warehouse Tab has three buttons in the upper left hand corner. The Printable Version allows you to print the transactions listed on the grid. The Add Trans allows you to enter in a transaction. When you press the button, a transaction form will be displayed for data entry. The Save button must be pressed to save your data entry. You do not need to save after every transaction but do need to save before you leave the page.

Initial Orders To create the initial orders for your warehouses click the Unassigned Warehouse Extras tab. Click the Add Trans button. You will get the Product Transaction Form for Unassigned Warehouse orders. The system will default to the current date. Pending will be unchecked. In the Type dropdown select Initial. In the First Party select the Agent’s Warehouse you want to place the order for. Enter in the case quantities for the varieties. Click Okay to save. Click Cancel if you do not want to save. Click Save to save the record to the grid. NOTE: There is a legend of cases per pallet for each variety to the right of the case entry box.

The warehouse initial order numbers will show up on your council report labeled Initial Cookie Order Report for Little Brownie. You may place only ONE initial order per warehouse. All numbers are in FULL CASES ONLY.

Reorders You can enter reorders from the bakery. To enter a reorder, click the Add Trans button. You will get the Product Transaction Form for Unassigned Warehouse orders. The system will default to the current date. The Pending box will automatically get checked by the system when you select Reorder under Type. For the First Party: select the agent’s warehouse that you are placing the reorder for. Enter the quantities in cases. You will note there is a pallet count for 1 pallet per variety. You must order in full pallets. Also, the full pallet legend can be found in the Help Section. Click Okay to save. Click Cancel if you do not want to save.

Click Save to save the record to the grid. This reorder will be flagged as pending and emails will go out to council, sales team, agent and CSR at the bakery so the order can be fulfilled. You will not be able to change this reorder. If there is an error with this reorder, contact your CSR. When the reorder has been shipped, the CSR will remove the pending checkbox because the order is no longer pending. The total of all the transactions will be displayed on the cupboard manager dashboard. To help you track the distribution of these cookies to your cupboards/troops, eBudde™ will show on the dashboard any cupboard reorders to the warehouse and deduct these reorders from the warehouse unassigned inventory. On the cupboard dashboard, you will see the inventory total of all your warehouses labeled as Extras. Any cupboard transaction labeled Reorder will be deducted from the Extras so that you can see the distribution of these cookies.

In addition, the unassigned extras will also be part of the cupboard inventory display on the cupboard manager dashboard.

In addition, the unassigned extra reorders will also be part of the cupboard inventory display under the pending section on the cupboard manager dashboard. Once the order has shipped, the numbers will move out of pending to the warehouse section as a reorder.

Transfers You can also add transactions to transfer cookies between agent warehouses. by clicking the Add Transaction button. The system will default to the current date. Under Type, select Transfer. You will need to select the first and second party. The First Party is the warehouse where the cookies will come from and the Second Party is the warehouse that will receive the cookies. Enter the quantities in cases. Click Okay to save. Click Cancel if you do not want to save. This transaction will create two transaction. One to remove the stock from the first party warehouse and the second transaction to add the inventory to the second party warehouse. There is no minimum case requirement on transfers. Click the Save button to save the record to the grid. Yo You will be able to print a transfer form with the information of first and second party and quantities so you can save the form and send to the bakery.

Adjustments Adjustment transactions are made by CSRs to indicate changes needed on transactions locked to the council. These transactions will be locked..

Editing Transactions To edit the transactions, you will click in the row, the transaction form will be displayed. You will make the appropriate changes and click Okay. Then click Save to save to the grid. When you click a transfer transaction and make changes, it will change both transactions appropriately.

Deleting Transactions Some transaction types will allowed to be deleted within certain timeframes.

Reports

There are five reports available on the cupboard manager level. All Excel reports are now in .XLSX format. The Cupboard List – Active/Visible report lists all cupboards that are both active and visible to troops and service units. The All Cupboard Inventories report will show you the inventory balances in all your cupboards. The Extras by Agent report will display all Unassigned Warehouse Extras orders and all cupboard reorders to show that the cookies have been distrubted. The Warehouse Transactions report will show you all the transactions recorded by your delivery agent in their warehouse(s). You click on the drop down to select the warehouse and then select the format you wish to see the report in. The Warehouse Inventories report will show you the Inventory currently in your delivery agent warehouse(s). Click on the type of balance you want to see and then select the format you wish to see the report in. The reports are also available in a exportable format. An exportable format eliminates subtotals and headers to allow you to manipulate the data. If necessary additional columns are added to the report to replace header information. You can see a short description of the report by hovering over the report name with your mouse. You can see the last time the report was regenerated (if applicable) by hovering over the regenerate button

Cupboard List – Active/Visible

The Cupboard List will list all the cupboards that are both active and visible to troops and service units. Both flags must be on for the cupboard to show up on the report. This report can be printed both in XLSX and PDF formats.

All Cupboard Inventories

You will need to Regenerate this report. Select the option and click Regenerate. eBudde™ will send your request to the queue. You will be emailed when the report is complete. You can then click the XLSX button to retrieve your report. BE SURE when you retrieve that you have selected the option that you used to regenerate. If you run the report in cases, but you allow packages, the system will put the packages in () parentheses.

Extras by Agent You will need to Regenerate this report. Select the option and click Regenerate. eBudde™ will send your request to the queue. You will be emailed when the report is complete. You can then click the XLSX button to retrieve your report. BE SURE when you retrieve that you have selected the option that you used to regenerate.

Warehouse Transactions

The warehouse transactions will list all transactions entered in the eBudde™ delivery agent module for that warehouse. You will use the drop down to select the warehouse. Click the XLSX or PDF button to retrieve your report in the format that you want it in.

Warehouse Inventories You have two options to select from – Current Inventory and Available Inventory. Available Inventory is inventory in cases that is not marked for delivery and/or pickup as a pending order. Current Inventory is the inventory count of all cases of cookies in the warehouse.

Cupboard Clerk and Cupboard Managing Clerk Functions

Cupboard clerks and managing cupboard clerks have several functions available to them if granted by their councils. They can create initial orders and enter all transactions to and from the cupboard. There are also two reports available. You can see all cupboard balances and download a cupboard’s transactions. The inventory tool will list all transactions and give you an inventory balance as well. When a cupboard user logs into the system, they will see their cupboard dashboard that shows any messages from the council cupboard manager and cupboard deadline dates. In addition, eBudde™ will track the last update to the transaction tab, pending orders (optional) and order totals.

Dashboard Tab

The last inventory update section tells you the last time the transaction tab was updated The pending order section will tell you how many pending orders that you have and the total quantity ordered. This section is optional and may not be used by all councils. The Orders Totals section compares the initial orders and reorders from last year and the current year.

The messaging and calendar sections are where your council communicates information and critical dates for the cookie season.

Contacts Tab You can edit your user contact information under this tab.

Updating Cupboard Contacts To update your cupboard contact information, click the Edit button located below the name of the contact you want to change. The system will open up a page to change the information.

When you click Update Contact Info, you will go to the update page to update your information.

Enter your information and click update profile. If you would also like to change your password, you can do that on this screen as well. You cannot do both however, if you need to change both password and profile, you will have to click Update Contact Info again. Be sure to enter your current password or you will get the following error.

Settings Tab

Cupboard Clerks Cupboard clerks can edit cupboard information which includes the cupboard name, number, location information, hours of operation and users. Cupboard clerks CANNOT add Cupboard Managing Clerk users. To change the cupboard settings or add/remove contacts, click the Edit Settings button. Cupboard clerks CANNOT change area designations. Only cupboard managers/council staff can.

You will enter in the information for the cupboard. Name - This is the name of the cupboard that will show up on all reports, in the navigation tree and in the dropdown list on the transaction tab data entry form. Number – This is the cupboard unique number identifier. Active – Check this box if you want the cupboard to create transactions and be available for incoming pending orders from troops, service units or other cupboards. Area – (optional) If you have areas in your tree, this option will be available so that you can designate cupboards to a specific area. This will allow area administrators that manage cupboards to see only their cupboards in their role as cupboard manager. Visible to Troops/SU – This box must be checked if you want the cupboard to be visible in the dropdown list on the transaction tab data entry form. If you do not check this box, troops and service units will not be allowed to place pending orders to the cupboard as it will not be available in the dropdown. Visible to other Cupboards – This box must be checked if you want the cupboard to be visible in the dropdown list on the transaction tab date entry form to other cupboards. If you do not check this box, other cupboards will not be allowed to place pending orders to the cupboard as it will not be available in the dropdown. Minimum Hours Required Before Order – This option allows the cupboard manager to specify that a pending order must be made a certain amount of time before pickup. So if the order is going to be picked up on Friday at 5:00 p.m. and the Minimum Hours Required is 24 hours, the pending order must be placed by Thursday at 5:00 p.m. Location – The location information allows you to specify the exact location so that a troop can google the location if necessary and have that information when picking up cookies. This also includes phone numbers. Troops will be able to map the cupboard from the Map It button on the product transaction fill in form. They can also get the address from the cupboard report on their report tab. Hours of Operation – The hours of operation will show on the product transaction form when the troop, service unit or cupboard selects the cupboard. You can change these open and close times whenever necessary. You click the

Add Availability link to open up the box to insert dates and times of operation. You can also add additional text in the notes section for users to see Require Txn Pickup to be within Hours of Operation – This box must be checked if you want to require that troops, service units and other cupboards are required to put in a pickup day and time that is within the days and times specified here. Inventory Unavailable for Following Varieties – Check the box of the varieties that are no longer available for ordering by troops, service units or other cupboards. When a variety is checked, the data entry box on the product transaction form is greyed out and a message that one or more varieties may be unavailable is displayed on the form. Data Points – The data points will show the number of packages/cases sold in the previous season for the initial order and additional orders after the initial order. You must specify at least one cupboard contact.

You can change the information for the cupboard name and number. The cupboard number must be a unique number. You can change the status of the cupboard with active and visible to all troops/su. You can add additional cupboard contacts by entering their email address. You can also remove cupboard contacts by clicking the Remove button. You can add cupboard clerks that are clerk level and view only. The view only user can see the screens and reports but not enter any data. NOTE: Do not remove yourself as the cupboard clerk. If you do, you will not be able to access the cupboard. If you need to change your email address, do this from the Login screen. Click Update to save your changes. The system will notify you that your information has been updated. Click OK. Click Cancel to leave the screen without saving the changes. The options for cupboard users include the following options:

Remove? – You can remove users by clicking the remove? Box next to the email and name. NOTE: Do not remove yourself or you will not be able to get back into the system. Email: – Enter the email address of a new troop contact under the appropriate header. Active – If you enter a new troop contact, mark if you want this user to access the computer web-based software system. Uncheck the box if you do not want this user to access the computer web-based software system. First name: (Optional) – You can enter in the contact’s first name. The contact person once they log in can enter it as well. Last name: (Optional) – You can enter in the contact’s last name. The contact person once they log in can enter it as well. Receives email – If you enter a new troop contact, mark if you want this user to receive order confirmation emails. Uncheck the box if you do not want this contact to receive order confirmation emails. Primary? – If you want to designate that this contact is a primary contact, check the box. Primary contacts can be emailed separately on email blasts and will show up on reports that include a primary contact. Add to all seasons? – Allows you to give the contact access to the troop records for previous seasons.

Remove a contact – You may remove cupboard contacts. NOTE: Do not remove yourself from the current list. If you do, you will no longer have access to the system.

Cupboard Managing Clerks Cupboard managing clerks can edit cupboard information which includes the cupboard name, number, location, status and users. To change the cupboard settings or add/remove contacts, click the Edit Settings button.

You will enter in the information for the cupboard. Name - This is the name of the cupboard that will show up on all reports, in the navigation tree and in the dropdown list on the transaction tab data entry form. Number – This is the cupboard unique number identifier. Active – Check this box if you want the cupboard to create transactions and be available for incoming pending orders from troops, service units or other cupboards. Area – (optional) If you have areas in your tree, this option will be available so that you can designate cupboards to a specific area. This will allow area administrators that manage cupboards to see only their cupboards in their role as cupboard manager. Visible to Troops/SU – This box must be checked if you want the cupboard to be visible in the dropdown list on the transaction tab data entry form. If you do not check this box, troops and service units will not be allowed to place pending orders to the cupboard as it will not be available in the dropdown. Visible to other Cupboards – This box must be checked if you want the cupboard to be visible in the dropdown list on the transaction tab date entry form to other cupboards. If you do not check this box, other cupboards will not be allowed to place pending orders to the cupboard as it will not be available in the dropdown. Minimum Hours Required Before Order – This option allows the cupboard manager to specify that a pending order must be made a certain amount of time before pickup. So if the order is going to be picked up on Friday at 5:00 p.m. and the Minimum Hours Required is 24 hours, the pending order must be placed by Thursday at 5:00 p.m. Location – The location information allows you to specify the exact location so that a troop can google the location if necessary and have that information when picking up cookies. This also includes phone numbers. Troops will be able to map the cupboard from the Map It button on the product transaction fill in form. They can also get the address from the cupboard report on their report tab. Hours of Operation – The hours of operation will show on the product transaction form when the troop, service unit or cupboard selects the cupboard. You can change these open and close times whenever necessary. You click the Add Availability link to open up the box to insert dates and times of operation. You can also add additional text in the notes section for users to see Require Txn Pickup to be within Hours of Operation – This box must be checked if you want to require that troops, service units and other cupboards are required to put in a pickup day and time that is within the days and times specified here.

Data Points – The data points will show the number of packages/cases sold in the previous season for the initial order and additional orders after the initial order. You must specify at least one cupboard contact. You can change the information for the cupboard name and number. The cupboard number must be a unique number. You can change the status of the cupboard with active and visible to all troops/su. You can add additional cupboard contacts by entering their email address. You can also remove cupboard contacts by clicking the Remove button. You can add cupboard clerks that are clerk level and view only. The view only user can see the screens and reports but not enter any data. NOTE: Do not remove yourself as the cupboard clerk. If you do, you will not be able to access the cupboard. If you need to change your email address, do this from the Login screen.

Click Update to save your changes. The system will notify you that your information has been updated. Click OK. Click Cancel to leave the screen without saving the changes. The options for cupboard users include the following options:



Cupboard Clerk Lites Cupboard clerks can edit cupboard information which includes the cupboard name, number, location information and users. Cupboard clerks CANNOT add Cupboard Managing Clerk users. To change the cupboard settings or add/remove contacts, click the Edit Settings button. Cupboard clerks CANNOT change area designations. Only cupboard managers/council staff can.

You will enter in the information for the cupboard. Name - This is the name of the cupboard that will show up on all reports, in the navigation tree and in the dropdown list on the transaction tab data entry form. Number – This is the cupboard unique number identifier. Active – Check this box if you want the cupboard to create transactions and be available for incoming pending orders from troops, service units or other cupboards. Area – (optional) If you have areas in your tree, this option will be available so that you can designate cupboards to a specific area. This will allow area administrators that manage cupboards to see only their cupboards in their role as cupboard manager. Visible to Troops/SU – This box must be checked if you want the cupboard to be visible in the dropdown list on the transaction tab data entry form. If you do not check this box, troops and service units will not be allowed to place pending orders to the cupboard as it will not be available in the dropdown. Visible to other Cupboards – This box must be checked if you want the cupboard to be visible in the dropdown list on the transaction tab date entry form to other cupboards. If you do not check this box, other cupboards will not be allowed to place pending orders to the cupboard as it will not be available in the dropdown. Minimum Hours Required Before Order – This option allows the cupboard manager to specify that a pending order must be made a certain amount of time before pickup. So if the order is going to be picked up on Friday at 5:00 p.m. and the Minimum Hours Required is 24 hours, the pending order must be placed by Thursday at 5:00 p.m. Location – The location information allows you to specify the exact location so that a troop can google the location if necessary and have that information when picking up cookies. This also includes phone numbers. Hours of Operation – The hours of operation will show on the product transaction form when the troop, service unit or cupboard selects the cupboard. You can change these open and close times whenever necessary.

Require Txn Pickup to be within Hours of Operation – This box must be checked if you want to require that troops, service units and other cupboards are required to put in a pickup day and time that is within the days and times specified here. Inventory Unavailable for Following Varieties – Check the box of the varieties that are no longer available for ordering by troops, service units or other cupboards. When a variety is checked, the data entry box on the product transaction form is greyed out and a message that one or more varieties may be unavailable is displayed on the form. Data Points – The data points will show the number of packages/cases sold in the previous season for the initial order and additional orders after the initial order. You must specify at least one cupboard contact.

You can change the information for the cupboard name and number. The cupboard number must be a unique number. You can change the status of the cupboard with active and visible to all troops/su. You can add additional cupboard contacts by entering their email address. You can also remove cupboard contacts by clicking the Remove button. You can add cupboard clerks that are clerk level and view only. The view only user can see the screens and reports but not enter any data. NOTE: Do not remove yourself as the cupboard clerk. If you do, you will not be able to access the cupboard. If you need to change your email address, do this from the Login screen. Click Update to save your changes. The system will notify you that your information has been updated. Click OK. Click Cancel to leave the screen without saving the changes. The options for cupboard users include the following options:



Cupboard View Only User Cupboard View Only User can only view the settings tab. They are not allow to update anything on that page.

Adding Cupboard Availability You can specify specific dates and times that your cupboard is available. You can mix and match dates and times so that each day and or week can be the same, slightly different or a unique situation. The system will evaluate each entry to be sure that there is not a conflict and will advise if you try to make a schedule that is in conflict with another schedule already made. The first date that your cupboard is available will be considered as the cupboard’s opening date. The last date that is scheduled for the cupboard will be considered the cupboard’s closing date. These availability entries allow you to schedule days off, breaks, etc. The troops will not be able to place pending orders for days/times the cupboard is not open ONLY if you require transactions meet these specifications. See page 63.

. To add an available date, you click the Add Availability link. That will open a box for you to enter the information. You can add as many availability sessions as necessary. You will need to enter in you opening and closing times. Select one or more days of the week. Enter beginning date and ending date. In the example above the cupboard will be open from noon to 7 p.m. everyday from 7/25 to 8/27. No exceptions.

But maybe you have an exception or maybe your times available are different during the weekdays than on weekends. You would create to availability sessions to make that happen. The following shows where a cupboard has a weekday schedule and a weekend schedule. In the example above, the cupboard is open during the weekdays from 7 – 9 p.m. and from 10 a.m. to 7 p.m. on the weekends. What if you want to put in breaks? You can do that by specifying times that allow for that break. The example below shows a dinner break from 4 – 6 p.m. on the weekends.

What if you have a day that you are closed? You can accomplish that by not specifying that date in your availability schedule. In the example below, you see the end date of 8/21 for the first two entries. The beginning date of the third entry is 08/23. By not including 08/22 in the schedule, you have told the system that the cupboard is closed that day. To ensure that troops meet these specifications while placing pending orders, you will need to check the Require Txn Pickup To Be Within Hours of Operation

If you are setting up the schedule only for troops to have the information, you do not need to check the box.

The troops will see the following when placing a pending order:

Cookies Tab Cupboard clerks, cupboard clerk lites and Cupboard managing clerks can place an initial order for your cupboards. This order, along with the delivery station the cupboard is assigned to, will create a Delivery Ticket. Cookies will then be delivered based on the initial order. You enter the cookies by typing in the quantities and hitting the tab key to move through the form. The system totals the cookie varieties for a total case order. NOTE: Cupboard orders are always in cases. You can only submit and order once! The system will then grey out the quantities once the order is submitted. Only council can change the order after it has been submitted. Once you verify the order is correct, you must submit the order for council’s verification. Click the Submit Order button. The system will notify you that your information was submitted. The Submit Order button will then disappear. You can also print the order sheet by clicking the Print button.

Delivery Tab

The delivery tab is used to verify delivery information. Click the Print button to print your delivery sheet. A cupboard must have a delivery station or the order will not be processed and cookies will not be delivered.

Transactions Tab The transactions tab allows you to move cookies in and out of the cupboard and allows for the tracking of those transactions. You can print your transactions. This screen can be displayed in packages or cases. This is a council choice made when the council is being set up. If in cases, the quantities will reflect case quantities and the wording will be changed to say cases. NOTE: You must always save, before moving to another tab or logging out, to confirm your transactions The Add a Del. Agent Trans button will only be available for the Cupboard Managing Clerk. Click the Add a Transaction button to create a transaction for cookies given away, additional cookies received, etc. Click the Save button to save the information you have keyed on the page.

NOTE: Transactions will be displayed as determined by your council – Cases or Packages

Navigating the Transaction Form The columns on this page listed from left to right are as follows: Receipt - This the receipt code of the transaction Pending – The transaction is a pending transaction from another source or to the warehouse Printed – Will say yes if the transaction receipt has been printed Type – This is the type of transaction Date – This is the date of the transaction 2nd Party – This is whom the cookies are going to or coming from Pickup – This is the preferred pickup date and time SySm – Savannah Smiles Tre – Trefoils D-S-D – Do-Si-Dos Sam – Samoas Tags – Tagalongs TMint – Thin Mints SMr – S’mores Toff - Toffee Total – Total of all varieties You will notice that there is a sign before each of the column headers. This allows you to sort the records in whatever order you prefer. The system default is by date. Clicking on the sign will activate, deactivate or change the sort type ▼ Sort from smaller or earliest to larger or latest ▲ Sort from larger or latest to smaller or earliest ► Not sorted by this column

Column Filter – The column filter allows you to search and selectively display by any of the columns available. The default is No Filter. This will display all transactions. You use the drop down box to select your search/display column. In the Low and High boxes you enter the range that you want to see displayed on the page. Page – the transaction tab is displayed in pages. There are 15 rows to a page which may require using the scroll bar to the right to see all rows. You will see the most recent page of transactions. To see past transactions, click the dropdown next to the label Page. Select the appropriate date range. The system will refresh and you will see that page. The range currently displays date. That is the default. If you select a different sort like receipt number, the range will change to display receipt numbers.

Creating Inventory Transactions To create an inventory transaction, click the Add a Transaction button. The system will display a product transaction form. NOTE: If your council does not allow package transactions, this column WILL NOT be displayed.

Date – enter the date of the transaction or at your council discretion it will be grayed out. The system will default to the current date. It will hold the last date you entered as you enter multiple transactions. If you go to another screen and come back, it will once again default to the current date. Pickup – enter the date and/or time that these cookies will be picked up on. Troops placing pending orders will be able to enter this information as well. This will help cupboards schedule troop cookie order pickups. If a cupboard has entered their hours of operations in the system, these hours will be viewable under the Hours of Oper. Header. If a day is missing as above – no Sunday, the cupboard is closed on Sunday. You will see these hours once you have selected the cupboard. A cupboard can also require that the pickup date and time be within the hours of operation. If you try to schedule a pickup time that is not within that timeframe, the system will give you a transaction error message. You will not be able to save the transaction until you enter in a valid date and/or time. Hours of operations do not apply to cupboard users. They are exempt from the rules.

Receipt - this is a alphanumeric field that you use for reference to the transaction. NOTE: This box cannot be left blank. This box will automatically be filled with the receipt number. You can overwrite this field or use eBudde™’s unique receipt number. At your council discretion this box may be grayed out and unavailable for you to change when creating the transaction OR when saving the transaction . Contact Info – This information allows the other party to contact you if needed. eBudde™ will pre-fill this information with your contact information.

This box allows you to generate an eBudde™ receipt number if you accidently start keying information in that box.

Pending: - This box is only available if your council is using the pending order capability in the system. Pending orders can be recorded by the cupboard clerks or your council may allow your troops, and/or service units and/or other cupboards to place pending orders to you. See 72 for further explanations Type – Select type of transaction. Normal – Transaction with no specific designation. This type is two-sided.

If you are removing product from the cupboard, it will automatically add product to the second party.

Booth – Transaction is for a booth sale. This type is two-sided. If you are removing product from the cupboard, it will automatically add product to the second party. Adjustment – Transaction type for corrections This type is one-sided. Usually used to adjust an initial order that is incorrect. If you remove product it will only remove it from the cupboard. (This option available at council discretion) Return – Transaction for return of cookies. This type is one-sided. (This option available at council discretion) Reorder – This transaction type is used to record transactions when additional cookies are delivered to the cupboard from the warehouse. It is critical that these types are recorded to provide an accurate view of the inventory in the cupboard.

Second Party: - this refers to the other party that is getting the cookies, bringing back the cookies, etc. Is the transaction you wish to enter with a cupboard, another service unit or a troop? You would select it by clicking the drop down or typing in the first letter. You then enter the number of the second party – troop number, service unit number, cupboard number. NOTE: The system will only list the second parties that you are allowed to interact with. Your council will assign these transaction permissions.

Cupboard – If you are allowed and select cupboard, the system will display the names of the cupboards that you can make transactions with. The list is alphabetical ascending.

Service Unit – If you are allowed and select service unit, the system will display the names of the service units that you can make transaction with. This list is alphabetical ascending. Troop – If you are allowed and select troop, you will need to key in the troop number.

Enter the quantities of product in either cases, packages or both. The system will total the information for you so you can verify accuracy. Product Movement - The system options are Add Product and Remove Product and a null status if needed when editing transactions. What shows up in this drop down is dependent on the transaction permissions that your council has set up for you. NOTE: eBudde™ will default the drop downs first based on the transactions the council allows. If the council allows all second parties and all product movement, the default for cupboards will be second party troop and product movement of remove. Contact Info – This information allows the other party to contact you if needed. eBudde™ will pre-fill this information with your contact information.

The add more button allows you to create multiple transactions by going to an entry form immediately. Click or press the spacebar on this button to activate.

You can create a receipt and save this transaction by clicking the Save/Print button. It will then bring up the receipt that can be printed. The receipt will print three copies; it will print the quantities, receipt number, contact information and two parties involved. Click Okay to save the transaction. Click Cancel to leave the form without saving. You then must click Save to save the transaction(s) entered. The system will warn you if you do not save the worksheet as your data will not be saved.

Editing Transactions When you edit transactions, all options that you have permission to use are allowed. If you change the second party, you may see on the Product movement drop down a null option. That null option will be displayed for two reasons. It will be displayed if you are not allowed to create transactions with that second party

OR your permissions you have different permissions then the previous second party. Change or deleted transactions will now send an email to all appropriate parties.

Examples of different product transactions: Your council determines which types of transactions are available to you. From the cupboard to a troop: From the cupboard to another cupboard: Re-order - Additional cookies from the warehouse/bakery that HAVE NOT been ordered through eBudde™: Adjusting the cupboard initial order for fewer cookies received

NOTE: Additional cookies coming from other cupboards or service units, can be keyed by the other cupboard or a service unit. The transaction done this way would show up as a transaction that can not be changed on the receiving cupboard. It must be changed from the source cupboard/service unit.

Transactions Display As you create the transactions they are displayed on the transaction worksheet. This allows you to see a current balance in the cupboard as well as make changes to the transactions you have keyed in. Your total row will give you totals for all transactions. If you use pending orders, you will have additional rows in your total, see the pending order section starting on page 84. On the initial cupboard order, you will now see the delivery ticket displayed under the receipt column. The Info Dates tab allows you to see when a transaction was: Created – first entered in the system Received – processed through Cupboard Keeper mobile app Processed – Pending flag turned off.

Changing/Deleting a Product Transaction To change a transaction, click on the row containing the transaction you want to change. The system will then display the product transaction form originally keyed. You can make any changes necessary to this form. You can also delete this form if you have permission to delete. Cupboard Clerk Lites and Cupboard View Only Users do not have permission to delete. To print a receipt, click the Print button. The system will display the receipt in another window for you to print. The system will also put a yes on the transaction grid under the Printed column. To change, key in appropriate changes, click the Okay button To delete, click the Delete button. The system will ask if you are sure you want to delete. Click OK to delete or Cancel not to delete. If you do not delete or make changes, click the Cancel button.

Be sure to click the Save button on the transaction tab to save all your changes.

Import Transactions You will click the Import Transactions tab to import outgoing transactions from another source. The format we use for the import file is an Excel .csv (comma separated value). Little Brownie support will work with you to assist in the formatting and testing of files prior to import. When you click the import tab, the system will display the format criteria and a box for you to input the file name that you want to upload. You can use the browse button to find the file on your computer. The import spreadsheet is a .xlsx type. Once you locate the file, double-click on it and it will show up in the box. You then click Send to import the file. The system will display a list of all records imported. If eBudde™ finds an error, it will not import any of the file and will list the errors. You can then make the appropriate correction or deletion and re-import.

Cookie Cupboard Reports There are four cupboard available. You can select that these reports are displayed in cases or packages. The reports Excel type reports print as an XLSX format. All reports will print the cookie season in the header. Some reports due to the length of time to create my require regeneration. You will click the Regenerate button. eBudde™ will tell you that it sent the request to the queue. You will be sent an email when the report is ready. You can then click the XLSX or PDF button to print. Transactions – this will list and export to excel all transactions for the particular cupboard. You can filter the transactions to include or exclude pending. You can also filter by dates. You click the XLSX and PDF buttons to print the report in the proper format.

Weekly Txn Breakdown – this report will break down your transactions by a seven-day week, starting the first week with the oldest transaction date. You can run this report in packages or cases and in an exportable format. You can filter this report to include only troop and service unit transactions. Cupboard List Active/Visible - The Cupboard List will list all the cupboards that are both active and visible to troops and service units. Both flags must be on for the cupboard to show up on the report. This report can be printed both in XLSX and PDF formats.

Current Inventories (all cupboards) – this will list the balances in all cupboards.

Pending Orders to the Cupboard from Troops, Service Units or other Cupboards

Troops, service units and other cupboards can place pending order if the council has elected to use this function. The transaction availability follows the permission rules set up by the council. The council can elect that a service unit be able to place pending orders, but not troops. The troops, service units and other cupboards if allowed will create a pending transaction from their transaction screen. It will then appear on the cupboard transaction screen. The above pending order is telling the cupboard that troop 6073 needs a case of Tagalongs and a case of Mints as this transaction screen is in packages. Transaction screens can also be in full cases. This is at the discretion of the council.

The cupboard would be responsible for fulfilling this order and closing it. Once the order is picked up, the cupboard will click the line and the product transaction form would become available. Un-checking the pending box will close the pending order. Your council will advise you if pending order transactions are locked at the time of transaction creation or when the pending box is unchecked. In the transaction list the yes below the pending header will be removed. Cupboards can update the quantities if necessary when the pickup does not match the original order Processes and timelines will be provided to you by your council. When a pending order is placed, the parties involved will receive an email. eBudde™ will track your inventory balance before and after pending orders. This will enable you to make sure that you will have enough cookies to distribute to troops and service units. Current Inventory – This is the inventory you should see wherever your cookies are stored Pending (Warehouses) – eBudde™ will total pending orders that will be delivered to you from your delivery agent which usually adds cookies to your inventory. Pending (Troop+SU) – eBudde™ will total all requested orders for cookies coming from troops, service units and other cupboards. These usually are being deducted from your inventory. After Pending – This is what you would see in your cookie storage area after all deliveries were made in and out. If any of these totals are in the negative you will not have enough cookies to meet the demand.

Pending Orders from the Cupboard to the Warehouse To be able to process pending orders to your warehouse from the cupboard you MUST link a delivery station to your cupboard. The delivery station will provide your warehouse with contact and delivery information. If your cupboard is not linked to a delivery station, the orange add button will not appear. Cupboard managers and cupboard managing clerks are the only users who can place pending orders to the warehouse. The cupboard clerks can see these orders but will not be allowed to create, update or delete these orders. To place an order to your delivery agent warehouse you will click the orange button labeled Add a Del. Agent Trans. This button is only available to Council heads Cupboard Managers and Cupboard Managing Clerks. When you click this button you will see the product transaction form.

Date - This is the date that you create the transaction Deliver – This is the date/time that you want the cookies delivered by the delivery agent Receipt – eBudde™ will assign a receipt number that will print the delivery ticket that the agent prints Pending – This is checked for you as it is a pending order until the agent delivers the cookies to you. Type - This will default to Reorder and cannot be changed. The drop down allows you to select the delivery agent that you are placing this order with. Product - You will enter the product order in cases Product Movement - The system will default to Add Product. Comment - This is for the cupboard manager to give special instructions to the warehouse. This information will not print on the ticket. It is used to communicate to the warehouse only. Click Okay to complete your order. Click Cancel to discard the order. You will then click Save on the master transaction list to save your transaction(s). eBudde™ will then assign a C1 transaction number to your pending order. This transaction number cannot be changed by your or the delivery agent and will be printed on the C1 delivery ticket. The process will be that your Warehouse will pack your order, print the C1 ticket and deliver your product. Once they have completed your order, they will go back into eBudde™, make any changes (if applicable) and code your order as no longer pending. You will not be able to make any changes after that.

In the example above, transaction 197515 is still a pending order. Once it is delivered it will be greyed out and unavailable to edit like order 197514. The current inventory report will allow you to see the report with or without the impact of pending orders. When a pending order is placed, the parties involved will receive an email. The email will now include the cupboard address and order by variety. In addition, the delivery agent will see a message on their dashboard that they have new pending transactions.

Cupboard User Manual - girlscoutsaz.org€¦ · Cupboard Manager and Cupboard Users Manual August...

Documents

Transcript of Cupboard User Manual - girlscoutsaz.org€¦ · Cupboard Manager and Cupboard Users Manual August...