Starting an Order Once you are logged in to On.Care and in the home screen, click “Start new order.”
Alternatively, you could go to Order>Add order in the navigation menu
Choosing your Order Guide
You will be directed to fill out the following fields;
Note: These images may look different on your configuration. For example if you only have rights to one property/facility then you will only see the property/facility that you have rights to.
Based on your user rights, you will have different options you can choose from. In this example, we will be placing an order on behalf of the Food Service Director. However, if you are from a different department (i.e. housekeeping, maintenance, central supply…etc) the drop downs will show only what pertains to you when you create an order. Once your fields are filled out correctly, go ahead, and press “Create Order.”
Order Guide
Once you create your order you will be directed to your order guide which is a catalog compiled of products you can order in this department.
You can choose to group or ungroup your guide based on your preference by clicking this icon.
This will allow you to see products grouped by category or all together as one big list, see example below.
If you are grouped, use the down arrow to drill down to the products in each category as shown for “Beverages” below.
Searching for an Item
If you are looking for something specific and do not want to scroll through everything, use the search feature in your order. The search bar can be found on the top of your screen before your product listing.
Entering your Quantities
You can use the drag bar at the bottom of your screen to scroll to the right for more product info, like your item ID, package type, and units. It is important to pay attention to the pack size and unit of measure so that when entering your quantity you can order the correct amount accordingly.
Use your keyboard to key in your desired quantity in the Qty column for each desired item(4 keyed in below.)
Comments
If there is something missing from your order guide, you can use the “Comments” feature in each order. This will attach your comment to the order when it is being sent to approval. Simply go to the “Comments” tab on the top of your screen and add your request. Be sure to click “add comment” to ensure it saves with the order.
Chat.On feature can also be used to accomplish this, please see our document on “How to Chat in On.Care” for more info. How to chat in On.Care
Review your Order
This is a great time to review your order and check the quantities to be sure there are no issues/keying in errors.
Submit your Order
If all looks good and you are ready to send your order for approval, click “Send” on the bottom right corner of your screen.
This sends your order to the next approver, not directly to the vendor.
You have now successfully submitted your order for approval.
Saving and Searching an Order
If you do not wish to submit your order right away, you can always save it by clicking the blue save button on the bottom left corner of your order screen.
Each order you create will have a unique number created for it which can be found on the top left of your order screen. This number can be used in your home screen to find saved orders before and after it has been submitted for approval.
Just enter your order number in the search bar to pull it up.
Orders that haven't been approved yet can be seen pending in your main screen so that gives you easy access to go in and edit by simply clicking on your order. However, if you have multiple pending orders, the search feature is great to help you find it quickly.
