Agency Express Training 1 MODULE 1 2 Learning the System You - - PowerPoint PPT Presentation

Agency Express Training

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MODULE 1 Learning the System

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You will be doing all your shopping via Agency Express, which connects directly to our inventory.

It can seem complicated at first, but most users get comfortable soon! Your Rep will be your contact for any issues or questions that you have (Rep contact information is on page 21). NEW features, or changes to previous methods, are indicated with an orange star: NOTE: If you are new to Agency Express, you must first complete the form at SecondHarvestMadison.org/ShopperLogin. You will receive your login credentials within 48 hours.

OK, lets go!.........

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STORAGE TYPES D = Dry; canned goods, boxed meals, rice, peanut butter, etc. R = Refrigerated; produce, perishables, eggs, dairy, etc. F = Frozen; meat, ice cream, bagged veggies, pizza, etc. FEE STRUCTURE PURCH = foods we purchase and offer to our partners at our cost SMF = Shared Maintenance Fee (cost recovery fee of .18 per pound) NSMF = No Shared Maintenance Fee (no cost to partners)

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FIRST…get familiar with our terminology:

IMPORTANT NOTE: “SMF” and “NSMF” will not appear in the item description. Always refer to the “Unit Fee” column or additional info page to find your actual cost (refer to pages 19-20).

ABBREVIATIONS REQ = “Request” item; we’ll include on your order if in stock (see page 7 for details) F2E = “Foods to Encourage” (healthy options) UOM = “Unit of measure”, such as case, pound, each. When you order, you are telling us the quantity you want, i.e. 20 cases, 300 pounds or 15 each. ITEM TYPE (at end of description, for warehouse use only) CI = Case Item WI = Weigh Item NW = Needs Work (Items in bulk quantities good for meal sites, i.e. 40 pound bags of chicken patties) 5

Terminology continued:

About “Request” items:

✔Request items are generally the more perishable products like dairy, fruit and

• bread. We call them “Request” items because you can request them on your
• rder, but you will only receive them IF they are in stock on the day your order is

picked (which is one business day before you receive it.) ✔All request items have REQ in the description ✔Request pounds or fees are not included in your running total for weight, and are not counted as part of the 500 pound delivery minimum (because you may not receive them.) - During the COVID response period, pre-packed boxes WILL count toward your 500 LB minimum Ordering Request Items: The description will include how you should order (by the case or by the pound) Ignore “EA” in the UOM column, that is for warehouse use only Indicate the quantity you want, just like with other products Do not write anything in the Comments section!

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SECOND…understand the ordering window:

You can start your order 12 calendar days before your delivery/pick-up appointment….

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Can start the order here to receive the order here

And must submit your

• rder 3 business days

before your appointment….

submit

• rder by

this date

THIRD…Schedule a date to get your order:

Want to schedule a delivery(for partners that do not already have

an existing delivery appointment or if you want to schedule an additional appointment)?

Want to pick up at the Foodbank?

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• Your order must be at least 500 pounds, NOT including REQ items,

and there will be a $20 delivery fee.

• You can request a single delivery or a “standing appointment”

(delivery that comes the same day weekly or monthly)

• Pick at least three days/dates when you can receive the delivery
• Complete and submit the Delivery Request Form at

SecondHarvestMadison.org/NewDelivery

• You will receive an email within 2 business days with an update on

your request from Orders@SHFBMadison.org

• When you start your order in Agency Express, you will be able to

select from available dates and times (see page 14 for instructions)

MODULE 2 Preparing to place an order

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Enter the Agency Express site:

10 Then click

Click: https://www.agencyexpress3.org/AgencyExpress30/NewLogin.aspx Or search for “Agency Express” on Web

Note: If you are a new shopper, or have forgotten your login, you must first complete the form at SecondHarvestMadison.org/ShopperLogin NOTE: If we have important and timely information to share, we will display an “Alert” message. Read it and click on “close”.

Login

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• Enter your user name,

password and program code.

• Be sure to click the box that

says “Remember Me”

• Click “Log In”

Next, hover on “Order Options” and choose “Scheduler” to open the window

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✔Select “Pickup” ✔In DATE section, click on calendar icon ✔Choose an available date (if dates are crossed out, they are outside the time window) ✔In TIME section, click on clock and select time ✔Click on “Reserve”

If you have a delivery appointment*: If you are picking it up:

✔Select “Delivery” ✔In DATE section, click on calendar icon ✔Your pre-set delivery date should be highlighted….click on it ✔In TIME section, click on clock and select time of 8:00 (which is the only option, but will not be the actual time of your delivery) ✔Click on “Reserve” *Info for scheduling a delivery appointment is in Module 1, page 8

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Click on “Select One” to open the dropdown

Hover on Order Options again, select Shopping List

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Which takes you to the shopping page

Sections of Shopping Page:

Search (top left):

✔Enter an item number OR enter a descriptive word OR select a category and click on “Search” ✔Clear these fields before doing another search or sort

Shopping Cart (top right):

✔As you are choosing your items, this area will keep a running total of your cost and weight ✔Use the icons (along the bottom) as needed while you work on your order

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Shopping List Columns

Enter how many you want, based

• n the UOM

(see 5th column)

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Shopping List Columns

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This is how many are available for your agency; requesting more will give you an error message

Shopping List Columns

Item numbers are designed for warehouse efficiency.

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Shopping List Columns

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Click on the item number for more info about that product

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Item Detail

56.00

Shopping List Columns

Item description, including storage type (D, R, F)

Shopping List Columns

How you should order the item; by the case, pound, each, etc. (see note re: Request items, p. 6)

Shopping List Columns

Cost per the UOM

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Shopping List Columns

How many individual items are in the UOM, and their individual size

Shopping List Columns

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Weight per UOM in pounds; will be tallied in your “cart”

Shopping List Columns

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Click the box to save as a “favorite” (saves the item number, NOT the product)

Shopping List Columns

You can sort by clicking on on any column heading

Search and Sort Tips

✔Sort by Item Description to group items of the same storage type together (R, F, D) ✔Sort by Unit Fee to find all items that have No Shared Maintenance Fee ✔Search “req” to find all Request items grouped together ✔Search using similar words within a category; not just “pasta”, but noodles, spaghetti, etc. ✔Search “F2E” to find items with low sodium, low sugar, etc.

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MODULE 3 Shopping!

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The number of pages on the shopping list is determined by the number of different products in the

• warehouse. It can vary from 3-4

pages to 9 or more, and changes daily as items are removed or added to inventory. NOTE: You will be able to EDIT your

• rder (add or subtract items) up until

the 3 day cutoff (see page 35) To Shop: ✔Enter the quantity you want

• f each item (based on the UOM)

✔When you are done selecting items from the page you are on, click ADD TO CART. If you skip this and go to another page, you will lose the items you chose!

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When you are done making selections on a page, click ADD TO CART

• r you will lose everything you

selected on that page!

It’s worth repeating….

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When you are finished choosing every item you want, click on Check Out

Finalize your order

• 3. Review

the cost of your order

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• 1. If you haven’t

already, select whether your

• rder is for pickup
• r delivery
• 2. Find and select your

pre-set appointment date and time

• 5. Delivery fee of

$20 will show and is included in your “total due”

• 4. Review the weight
• f your order (must

be at least 500 lbs for a delivery)

DO NOT WRITE ANYTHING IN THE COMMENTS SECTION! IT WILL NOT BE SEEN BY ANYONE AT SECOND HARVEST!

Submit your order

✔When you are satisfied that everything is correct, click on Submit Cart ✔This “reserves” your non-request items for you ✔If you close the order before submitting, you may lose some of those items to other shoppers ✔An order number will be assigned and a printable list of all your items will come up

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How to edit your order (optional)

After your order has been submitted, you will still have the opportunity to add new items, or remove items you no longer need. The final edit must be made before the 3 day cutoff. ✔Hover on the Order Options tab and click on Order Management ✔When your order shows a little pencil, you can click on it to re-open the order (this pencil should appear within an hour after you submit) ✔If there is no little pencil, it is either too soon or too late to make any changes to the order ✔Once you’ve made changes, be sure to SUBMIT CART again

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Receiving your order

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✔The day before, after 3 pm, you will be contacted with your estimated delivery time ✔This will be a one-hour window (for example, between 9 and 10 am) ✔Please have volunteers there and ready when truck arrives!

If you selected pickup:

✔At your appointment time, check in at the front desk at 2802 Dairy Drive ✔You will then be directed to the loading area

If you selected delivery:

Contact your Agency Representative for help! Jamie Shannon: jamies@shfbmadison.org, 608-216-7556 Laura Moon: lauram@shfbmadison.org, 608-216-7202 Lori Peppard: lorip@shfbmadison.org, 608-216-7208 Marcia Pederson: marciap@shfbmadison.org, 608-216-7550 Tim Berkley: timb@shfbmadison.org, 608-216-7226

QUESTIONS?

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Your work is so important! Thank you again for partnering with us to eliminate hunger in southwestern Wisconsin!!!