Introduction

ORDERLY is a new platform created by hospitality people like you, to better help you manage orders, products and providers.
We like things made easy, so forget about complicated forms, emails and fax.
Jump into our paperless solution for the orders of tomorrow.

Registration process

If this is your first time using ORDERLY you need to sign up for an account in order to use our service.
The registration process is easy and straight forward, all we need to know is a little bit about your business.

Basic Information

BUSINESS NAME: in order to create a unique account related to your business we need the name of your venue.
If you have more than one venue like “mycafe Bondi” and “mycafe Potts Point” just use the basic name “mycafe”.
You will be able to add multiple venue and manage them later.
ABN: your Australian business number is not required, but it could be useful when requiring assistance and we have more than one business registered with the same or similar name.
USERNAME: this will be the name used on your account and the name that will appear your orders.
We highly encourage to use real names.
EMAIL: this could be your personal or work related email and where you will receive further communications from us in the future.
This is also the email that providers will visualise when you send an order.
Your first store
STORE NAME: This is the name of your first store you decide to manage.
If you only have one venue just use the name of your restaurant, café or shop.
If you have more than one venue just type the name of the first venue you would like to manage using ORDERLY and you can add the others anytime you want.
This is good if you want to start experimenting with ORDERLY just on one venue and then expand the service to any other place.
STORE ADDRESS: Your store address will appear on your orders when you send them to your providers, this will also be the address where the goods are going to be shipped from your providers.
Store manager
This section is not required if you’re the only person who take care of the orders and you can leave it blank and proceed to the registration.
You’ll be able to add a store manager or other users in the future if needed.
USERNAME: this field is used if you want to add a store manager to your shop.
It could be one of your employee who usually manage the orders when you’re not there or someone you trust and has access to the platform.
As Store manager they will be able to add products, add providers, send new orders and create new users but they won’t be able to create or access any other shops except the one they are being assigned.
EMAIL: the store manager personal or work email.

Getting started

Ok, now that you have an account and you have access let’s get started.

Interface

The first page you will see at every login is your DASHBOARD and where you have a general panoramic of the products stored, your providers, the orders sent so far and the users.
On the left side you have your sidebar where you can access your PRODUCTS, PROVIDERS, ORDERS, USERS and SHOPS.

In order to get started the first thing to do is create a new PROVIDER.

Products

The products section is the right place if you want to manage your products.
In the main view a list of all your products will be displayed.
If you don’t have any product yet, you should follow our getting started guide on how to create your first product.
This is how your main view should appear if you have more than one product stored.

What can I do?
From this section you can manage, search and edit your products.
EDIT: simply click the edit product icon and the edit form will pop out.
In this section you can also disable your product which will be moved at the end of the list and greyed out.
Disabling a product is useful if you have seasonal fruits or goods that you purchase just a few months per year.
You can enable the product anytime you want and make changes if the products has been updated since the last time.
ADD NEW: if you already have stored products you already know how to do it, if this is not the case we encourage you to read our guide on how to add a product.

Search Products

If you want to add a product or more from one of the providers in our database this is the right place.
From the sidebar navigate to PRODUCTS and then click the add button in the bottom right corner selecting the option Search.

A popup will appear asking for the name of the provider you want to add a product from.
Once you selected the name of the provider, the associated products list will be loaded and you can start adding as many products as you wish.

Create Custom Product

As a first product we are going to create something related to a provider we previously created.
IMPORTANT: before creating any product you need to create a provider first.
From the sidebar navigate to PRODUCTS and then click the add button in the bottom right corner selecting the option Custom.

A popup will appear asking for some details about your new product.

PROVIDER: select the provider you want this product to be associated with.
NAME: the name of your product (eg. Coca Cola cans, Apple Pink Lady etc).
STORED QUANTITY: this is the maximum stored quantity.
UNIT: it could be box, litres, pack, carton etc.
DESCRIPTION: if you want to add some extra information related to your product this is the right place to do it.
PRODUCT CODE: usually the product code associated with your provider.
This is not mandatory but could be useful if you have more than one product with the same name.
MINIMUM STORED: the minimum stored quantity of the product in stock.
PACKAGE NUMBER: this is useful if you have products coming in packages of more than one unit, for instance Coca Cola cans come in boxes of 24 cans, or sparkling water in boxes of 12.
MODE: this will affect the way a product is being ordered.
INCREMENTAL: When a product is set to incremental a direct amount number can be ordered.
For instance we have the product “Biscuits” with stored quantity of 10.
When ordering Biscuits we will be able to select a number between 1 and 10.
DIFFERENTIAL: When a product is set to incremental the remaining stock quantity of the product has to be selected.
Example: we have the product “Biscuits” with stored quantity of 10.
When ordering Biscuits we just need to tell the program how many package of biscuits we have left in stock and the program will automatically set the number to order to get to 10.
Let’s say I have just 4 package of biscuits left in stock, if I select 4 the program will return 6.
If I select 10 the total will be 0 and so on.

Disable Products

In order to disable a product go to the PRODUCTS section from the sidebar and click on the "edit product" icon
From the popup select Disable at the bottom.
The product will be now grayed-out and moved to the bottom of the list.
If you wish to re-activate the product, just follow the same step and select Activate.

PROVIDERS

The PROVIDERS area is where you can manage your providers.
It also works as a contact list with useful details like, phone number and user agent if you have one.

Search Providers

From the sidebar navigate to PROVIDERS and then click the add button in the bottom right corner selecting the option Search.
A popup will appear and from here you'll be able to search for a provider just by start typing the company name or provider name in the searchbar.

If the provider you're looking for is not present in our directory you can simply tell us about it by suggesting this provider clicking the link at the bottom of the form.
Once you find the provider you want to add click the star on the right side and it will automatically be added to your list.
Right after it, a new popup window will show you the full list of products available from this provider and you can start adding them just by clicking on the star and adjusting quantities accordingly.

Create Custom Providers

From the sidebar navigate to PROVIDERS and then click the add button in the bottom right corner selecting the option Custom.
A form will appear and some provider data are requested.

NAME: the name of your provider (eg. Benny fruit and vegs).
EMAIL: the provider email that you usually use to send your order requests.
This is important, because every order you'll be sending will be received by the provider to this inbox.
PHONE: not mandatory, but it’s good if you want to keep an organized record with all your providers information.
AGENT NAME: it could be the same as the provider name or if you deal with a particular person in the company.

You can keep adding your providers or jump to the PRODUCTS section and start adding products for your provider.

Delete / Disable Providers

In order to disable or delete a provider go to the PROVIDER section from the sidebar and click on the "edit provider" icon
From the popup select Disable if you want to temporarily disable the provider, or in alternative select Delete if you want to delete this provider and all the products associated.
Once the provider has been deleted, all of the products associated will be deleted as well.
If you disabled the provider, it will be now grayed-out and moved to the bottom of the list.
If you wish to re-activate the product, just follow the same step and select Activate.

ORDERS

The ORDERS page is where you can manage your orders, create new ones and view previous orders.

To create you first order click the add button in the bottom right corner.
At this point you'll be prompted to select the provider you want to send the order to from a list.

Once you've selected the provider, a list of your favourite products will appear and from here you'll be able to select the quantities of each product
In case you want just for this order select different quantities from the maximum specified you can check the box Override quantities at the top of the list.
You don't need to select a quantity for every single item, if you leave it blank it'll be 0
Press on the Preview button to proceed to the review of your order.

In this step you can add more detail to your order or go back to fix quantities if there was something wrong.
In case you have more than one shop/restaurant you can select the one you want the goods to be sended to, plus the delivery date you want your order to be delivered.
A textbox let you add some extra notes for the provider in case you want add more detail (like delivery time, or where to be left if nobody is there).


USERS

The USER section let you manage all your emplyees credential in order to give them access to the platform.

There are 3 different type of user:
- System Admin:
has the most powerful role in the application and it is usually the person that created the account in the first place.
This type of user can perform any action.
- Store Admin:
is the admin usually linked to one or more store and can perform many of the actions.
- User:
is a simple user that can access the platform and only create orders but can't perform any other action related to providers or products.

SHOPS

The SHOPS section allow you to manage your shops if you have more than one.


SETTINGS

The SETTINGS section allow the System Admin only to manage payments and subscription to our service.