See the document on “Creating an Order in On.Care” prior to this.
Facility User Creating an Order and Sending Order for Approval
Please note, features in this document may be rights-based. Therefore if you see options here that are not available in your login it may be because you don't have rights to that option.
Customizing your Order Screen Settings
Once you are in your desired order guide, please see the setting icons at the top right of your screen.
This will allow you to customize the column(s) priority for you that you want more visible when ordering. Once you are in the settings you can drag your desired items up and down with your mouse and control the column width as well.
Remember to hit the save icon on top of the settings bar to apply and save your changes.
Creating a Standing Order
A standing order is an order that creates itself automatically on a schedule. This is great for milk, and bread orders. To create a standing order from an existing order you could click on the clock icon on the top right corner of your screen.
This will take you to a new tab to create your standing order and prompt you to fill out all the necessary fields. Be sure to do this in each tab;
Standing Order
Schedule-double click your desired day of order placement to complete the recurring schedule.
Details- here is where you will add your actual products and quantities. You’ll notice this screen looks like your regular ordering screen.
Hit the save button on top once all your items are in the standing order. You will then be directed to the standing order screen where you can click “create order.”
You can also create a standing order from your home screen within On.Care by going to the order drop-down on top of your screen and clicking “standing order.” You can search for an existing standing order as well as add a new one from here.
If you set up your standing order to be sent for approval like regular orders then your order will then appear like a typical pending order on the day you set it up to be placed. It will be titled “standing order” that way you can tell it apart from the others.
If you did not set it up to be sent for approval but rather to go straight to the vendor, you will still get an email confirmation confirming it went through on that day.
Add Product/Add Price
To add a new item to your order that is not in your order guide or On.Care system yet, use the add product/add price feature which can be found in the tabs on top of your screen.
This will open up a window to fill out all the info to your new product. Be sure to add the info for both tabs (pricing as well.) When all your info is in, click “add product.”
Budget
Budgets are only available if they were configured in the manage budget screens.
When an order comes in over budget, you will get the following pop-up depending on how far over budget the facility is;
To see where you are up to in your budget find the “budgets” tab on the right side of your screen.
When you click on the above icon the following screen will slide out.
As you can see, this will break down your spending on this order and show you where you are holding for the month as well as how much room is left in the budget. You can see this in a PPD budget as well.
Reviewing an Order
Once you are in the order you can drill down within each category to see the items requested and the qty entered. You can change the qty by just keying in the new qty in place of the old.
The icons on the left of the products are helpful tools to see product details.
Item History-offers you a brief but specific history
Product History-has more filter options and price history
Add to Order Guide-if you added something to the order that was not in the order guide you can add it in from the order itself. This is rights-based.
Delete-you can delete the item from the order by clicking the garbage can
Spark Lines
This is a great feature for easy access to your history of a product. This is rights-based. This is also customer based. Sparklines won't be available unless activated for the entire customer group.
You can find the sparkline on the right side of your item in your order. when you hover over it, a grid with the history will pop up.
Workflows
If you have workflows enabled and would like to see who is next in the approval process once an order is placed, click on the following tab at the top right of your screen.
This is what you will see;
You can also see more info about workflows on a separate document.
Color Legends
Line items will be highlighted certain colors based on changes made to an order.
If you would like to see what the color means, click on the key tab in the taskbar at the right of your screen.
For users with access, the following features are great for when you want to quickly find and add an item.
Order Punchout
With the punchout feature, you can place an order via the web through On.Care with vendors that have been integrated. You can reach out to an On.Care customer service rep to find out which of your vendors have this setup. To shop from the vendor's website, find the shopping cart in the taskbar on the right of your screen and pick the vendor you would like to shop with.
Once you pick your vendor, you will be directed to their site in your browser. You can then shop like you would any online order. Once your order is complete with all your desired items, you can go to your cart submit.
By submitting your order you will be redirected back to On.Care where your order has automatically been created and you can review and submit like any other order.
fPunchout is also accessible from the main screen by going to the Order tab and in the drop-down clicking “order from vendor website.” You can follow the same steps as listed above.
Shop from Vendor Catalog
The catalog feature is compiled of a list of all products vendors offer, this applies only to the vendors that are integrated with catalogs. You can shop from the catalog one of two ways;
You can click the shopping cart with the plus sign in the taskbar on the right side of your screen.
Or you can access from the main purchasing screen in the order drop-down by clicking “shop from vendor catalog.”
Once you hit that you will be prompted to this screen where you can either search an item or choose a department and sift through.
When you are in the item, you can fill out your quantity and add it cart.
If you are ready to complete your order, go ahead and click on your cart and proceed to checkout.
Like punchout, this will automatically create an order in On.Care for you which you can proceed with like any other order.
