WI COMMODITY ORDERING SYSTEM

Allocations Tab

All commodity products that have been allocated to your agency will be listed under the allocations tab. This includes products your agency has been allocated based on your annual commodity order, as well as additional products allocated to your agency on a fair-share basis.

Allocations Tab There are several types of allocations listed under the “Allocations” tab: Survey Allocations Fair-share Allocations Surplus Requests Surplus requests are covered in a separate training and are therefore, not part of this presentation. Surplus requests are covered in a separate training and are therefore, not part of this presentation.

Survey Allocations Survey allocations are created when annual order survey requests are processed into orders. Therefore, these types of allocations are for record purposes and no modifications are allowed/possible.

Fair-share Allocations Fair-share products are products that DPI has ordered and received into the state-contracted warehouses and are being offered out to agencies on a fair-share basis. The fair-share products are commodities that your agency has not yet requested, and your agency must access the system to order and receive the products.

Allocations Tab To access the “Allocations” tab, your agency will need to log-into the “WI Commodity Ordering System.”

1.Open your internet browser (Internet Explorer, Firefox, etc.) 2.Type in the following address in the address screen of the internet browser: Accessing the WI Commodity Ordering System

3.Scroll down to the bottom of the page to the “Order USDA Commodities” section. 4.Click on the “WI Commodity Ordering System” link.

Accessing the WI Commodity Ordering System

5.The log-in screen for the “WI Commodity Ordering System” will be displayed. 6.Enter the User Id and Password for your agency. The User ID is the agency code assigned to your agency (same as the fiscal claim system). The User ID is the agency code assigned to your agency (same as the fiscal claim system). The password is the 4 digit password assigned to your agency (typically the same as the fiscal claim system). The password is the 4 digit password assigned to your agency (typically the same as the fiscal claim system).

Accessing the WI Commodity Ordering System

7. Once your are logged-into the commodity system, a message board will be displayed. Important commodity updates will be displayed on this message board and may change on a daily/weekly basis. Important commodity updates will be displayed on this message board and may change on a daily/weekly basis. 8. Read the message board and click on the “Continue” button located at the bottom of the message board screen.

Accessing the WI Commodity Ordering System

9. Select the program year by clicking on the desired program year. The program year is listed by the fiscal year. The program year is listed by the fiscal year. Example: For school year , click on program year Example: For school year , click on program year 2009.

Accessing the WI Commodity Ordering System

Allocations Tab 10.After your agency has selected the desired program year, click on the “Allocations” tab that is listed on the “School Food Authority Summary Screen.”

Allocations Tab

11.All allocations created in the system will continue to be displayed permanently under the allocations tab. 12.The most recent allocations will be at the top of the “Allocations” tab screen.

Survey Allocations 13.As mentioned earlier, no modifications are required or allowable for survey allocation records. 14.All survey allocation records will have a “SVY” in the name listed under the “Alloc Id” column (Allocation Id column).

Survey Allocations IMPORTANT: Since additional fair-share allocations and surplus requests may be added onto the monthly survey allocations, the amounts listed under each survey allocation can not be used as a final order document. Therefore, final commodity amounts for each month should be obtained by accessing the “Orders” tab in the commodity system.

Survey Allocations

15.Since survey allocations can not be modified, all survey allocations will only have a “View” button listed to the far- right of the survey allocation name. 16.To “View” the amounts listed on the desired survey allocation, click on the “View” button.

Survey Allocations

Fair-share Allocations 17.As mentioned earlier, fair-share products will only be received if your agency accesses the system and accepts the products through the fair- share allocations process. 18.If available, fair-share allocations will be available from the 3 rd – 10 th of each month, for delivery the following month.

Fair-share Allocations 19.Fair-share allocations may or may not be available each month. 20.Therefore, your agency will need to access the system from the 3 rd – 10 th of each month to check for availability.

Fair-share Allocations 21.Fair-share allocations will have “Alloc” listed in the name of the allocation under the “Alloc Id” column (Allocation Id column). 22.If a fair-share allocation is still open for ordering, the allocation will have both a “View” and “Edit” button listed to the far-right of the allocation name. 23.After the ordering period, there will only be a “View” button and requesting product from this allocation will no longer be available.

Faire-share Allocations

Fair-share Allocations 24.To request product during the open request period for a fair-share allocation, click on the “Edit” button that is located to the far-right of the allocation name.

Fair-share Allocations

25.Your agency will now see the commodity products and amounts that are available to your agency for this allocation.

Fair-share Allocations

26.Listed under the “Alloc Qty” column for each commodity is the amount of cases that your agency has been allocated. 27.The system automatically pre-fills the quantity that your agency has been allocated in the “Accept Qty” column.

Fair-share Allocations

Fair-share Allocation 28.If your agency wants none or less than the amount that has been allocated to your agency, fill in the amount desired for each product in the “Accept Qty” column. 29.To change the desired amount to less than your agency has been allocated, use the tab button. 30.This will highlight the figure that has been pre-filled and you may now enter the desired amount. 31.If none is desired, enter a zero.

Fair-share Allocations

32.After your agency has entered the desired number of cases for all allocated products, click on the “Next Page” button that is located at the bottom of the screen.

Fair-share Allocations

33.Your agency will now be taken to a summary/confirmation page of all requested products. 34.Review all of the numbers in the “Accept Qty” column to ensure the accuracy of all numbers requested. 35.Once the numbers are confirmed, click on the “Accept” button that is located at the bottom of the screen.

Fair-share Allocations

36.Once your allocation has been processed, you will be taken back to the “Allocations” tab. 37.To verify the amounts requested, click on the “View” button that is located to the far-right of the allocation name.

Fair-share Allocations