Article Contents
Introduction
An order guide is a saved list of items or item variations you order regularly or are preferred.
When you build an order, you can show only the items in an order guide instead of viewing your whole item list.
Your venue can have more than one order guide. This is useful when different people or departments order different things.
Each person can use the order guide that fits them, and the same guide can be shared by several people.
Note:
An item or item variation can be in more than one order guide
Items not in an order guide can still be ordered without the guide toggled on
Every venue has a default order guide. The active default matters most when you have multiple guides and want to add or remove multiple items from a guide.
Creating and Managing Order Guides
Every venue starts with one default order guide. You won't see any multiple-guide options until you add a second one.
Note: If you only plan to use one order guide, you can go straight to adding items.
To create an order guide:
Go to the Items List or Prepare Orders page and
Items List - Click Actions > Manage order guides
Prepare Orders - Click "Manage order guides"
If you've previously created an order guide, it appears here. Click "Add order guide"
Give the order guide a title and click "Save". The name could be a department, category, the person responsible for ordering etc. In this example we'll create "Protein".
The order guide is created. Add additional order guides as needed. In this example we'll add another for "Produce" because different people are responsible for ordering
To manage your existing guides, place the cursor over one and you'll see options to edit/rename, set as the default guide, and archive.
Note: You can change the default order guide at any time by clicking the checkmark button
With your order guide(s) created, you'll now want to add items / item variations to them.
Adding Items to an Order Guide
You can add items and item variations to an order guide a few ways:
Editing the item / item variation directly
Using the "Order Guides" system view to see all items / item variations in the active default order guide and checking a box to add them
Item spreadsheet upload (only works if there is one order guide)
Edit Item Screen
When editing an item/item variation you can add it to an order guide:
Place the cursor over the item/item variation and click the pencil icon
Checkboxes appear under the item variation for each order guide you've created. Click the checkbox beside an order guide to add it. In this example we've added order guides called Protein and Produce and want to add the item to the "Protein" guide.
Note: If you haven't manually created any order guides, there is one checkbox called "Order Guide Item". If you check the box it creates an order guide with the name "Order Guide". This can be edited after being created
The item/item variation is added to the selected order guide
Order Guide System View
If you need to add or remove multiple items / item variations from an order guide, the Order Guide system view simplifies the process.
Important: When adding items / item variations to an order guide this way, it adds them to the current default order guide (the name of the current default displays). If you want to add items to a different order guide you must make it the default.
From the Items, or Items (By Variation) tab, click the current system view to open up the view selector
Click the "Order Guides" reporting view
All items/item variations are grouped by whether they have been added the current default order guide or not. In this example "Protein" is the current default order guide.
You can then add or remove items from the order guide individually, or multi-select to assign many at a time.
That makes it a quick way to build a guide: you can check items off in the view and they're added straight to that guide.
Note: If you add an item to the order guide on the "Items" tab, it adds the default item variation to the order guide. To add specific item variations, use the "Items (By Variation)" tab. For example you may have multiple variations of flour but you want to add the largest bag to your order guide, or only order a variation from a specific supplier.
In the example above, the "Protein" order guide is set to the default. To switch it you can click Actions > Manage order guides then click the checkmark on another guide to make it the default.
Individual
To add an item / item variation to the current default order guide:
Click the checkbox in the "Order guide item" column for that item
Note: The name of the current default order guide is in the column name. If it's not the order guide you want you will need to switch it to the default
The item gets added to the order guide, and displays in the "In order guide" grouping
To remove an item from the order guide, click the checkbox again.
Multi-Select
To add multiple items / item variations to the order guide at the same time:
Click the checkbox beside each item / item variation name you want to add to the current default order guide
After making your selections, click the "Add to order guide" drop-down menu
Note: If you want to remove items from the order guide, there is a "Remove from order guide" button underneath
Select the order guide you want to add the item / item variations to. You can select a non-default order guide. For simplicity we will select the current default (Produce)
Click "OK" on the confirmation pop-up
The selected items are added to the selected order guide. In this example they were all added to the "Produce" order guide
Note: If you chose a non-default order guide they have been added. You'll just need to switch it to the current default or check the individual items to confirm.
Items Spreadsheet Template Upload
Note: This feature currently does not support multiple order guides. Only use the upload feature if you have one order guide. Alternatively using the Web UI may be easier.
If you download a copy of your items spreadsheet, there is an "Order Guide" column. For each item you can set a value of true or false
true = item is in the order guide
false = item is not in the order guide
When you save and upload the updated spreadsheet, items are added or removed from the order guide based on your input.
To learn more about the items spreadsheet template, see:
Using Order Guides When Ordering
After adding items/item variations to order guides, it's easy to add them to orders.
Go to the “Prepare Orders” page
Click the “Predefined filters” drop-down menu and select your desired order guide
Any items/item variations you have added to the selected order guide appear and you can add them to your cart. You can add them manually or use the available pre-fill options based on par
You can then proceed with generating and sending the order as usual