diff --git a/docs/user_guide/bank/community_donation_sites.md b/docs/user_guide/bank/community_donation_sites.md index 8c5858c2ed..4d4fb41f08 100644 --- a/docs/user_guide/bank/community_donation_sites.md +++ b/docs/user_guide/bank/community_donation_sites.md @@ -37,12 +37,16 @@ Clicking on the "Edit" button beside a Donation Site in the Donation Site list l ## Deactivating a Donation Site -Use the "Deactivate" button to hide a Donation Site that is no longer active. - -##### (NB) at time of writing there is no way for you to undo this. +Use the "Deactivate" button to hide a Donation Site that is no longer active. Click "OK" to confirm. Deactivated sites don't appear in the Donation Site drop-down when you enter a Donation. ![Deactivate Donation Sites](images/community/donation_sites/deactivate_donation_site.png) +### Reactivating a Donation Site + +To see (and reactivate) deactivated Donation Sites, check "Also include inactive donation sites" (1), click "Filter" (2), and then click "Restore" (3) beside the site. + +![Reactivate Donation Sites](images/community/donation_sites/reactivate_donation_site.png) + ## Exporting Donation Sites You can export the active Donation Sites by clicking on the "Export Donation Sites" button. This will provide a .csv file containing the name, address, and contact information for each active Donation Site. diff --git a/docs/user_guide/bank/community_product_drives.md b/docs/user_guide/bank/community_product_drives.md index 7e65dbafad..269594b4d0 100644 --- a/docs/user_guide/bank/community_product_drives.md +++ b/docs/user_guide/bank/community_product_drives.md @@ -11,6 +11,7 @@ This presents a filterable list of all your Product Drives, including the follow - Product Drive Name - Start Date - End Date (this is optional) +- Tags - Held Virtually? - Quantity of Items - Variety of Items @@ -23,6 +24,7 @@ The list initially shows all the Product Drives that are at least partly in our The Product Drives list is filterable by any of the following. - Product Drive name - Item Category +- Tag - Date range (by starting date) Provide the information you want to filter by, then click "Filter". Clicking "Clear Filters" will return the list to its defaults. @@ -36,6 +38,7 @@ This will bring up this screen, which contains all the fields you can specify fo - Start Date - End Date (this is optional) - Product Drive is Virtual? (check this if it's a virtual drive) +- Tags -- optional labels of your own choosing (e.g. "school", "faith", "2026 holiday"). Type a tag and press Enter or comma to add it; tags you've used before are offered as you type. You can filter the Product Drive list by tag, which is handy for grouping drives for a report. ![+New Product Drives page](images/community/product_drives/community_product_drives_add.png) @@ -47,6 +50,7 @@ This will bring up the Product Drive view, which includes information about both ![Product Drive view page](images/community/product_drives/community_product_drives_view.png) Basic info: - Name +- Tags - Start Date - End Date Information about each donation: @@ -73,7 +77,7 @@ You can also make a correction to your Product Drive or delete it from this page If you want to edit the base information in a Product Drive, you can do that by clicking "Community", then "Product Drives" in the left-hand menu, then clicking "View" beside the product drive you wish to modify, and then clicking "Make a correction". ![Navigation to update Product Drive](images/community/product_drives/community_product_drives_modify_navigation.png) -This will bring up the basic information for your Product Drive, You can rename it, change the dates, or change whether it is a virtual drive. +This will bring up the basic information for your Product Drive. You can rename it, change the dates, change the tags, or change whether it is a virtual drive. Then click "Update Product Drive" to save your changes. ![Modify Product Drive page](images/community/product_drives/community_product_drives_modify.png) diff --git a/docs/user_guide/bank/essentials_distributions.md b/docs/user_guide/bank/essentials_distributions.md index b22ceae8e9..87a1ab873c 100644 --- a/docs/user_guide/bank/essentials_distributions.md +++ b/docs/user_guide/bank/essentials_distributions.md @@ -9,11 +9,25 @@ Some things to know: To view a list of your Distributions, click on 'Distributions' in the left hand menu. This brings up a list of all your Distributions for the default period of 60 days in the past, 30 days in the future. You can change what Distributions are displayed using the filters at the top of the list. ![Navigation to distributions](images/essentials/distributions/essentials_distributions_navigation.png) +The list shows, for each Distribution: +- ID -- a number we use to identify the Distribution (handy if you need to ask us for support) +- Partner +- Initial Allocation -- the date the Distribution was entered +- Date of Distribution -- the scheduled pickup, delivery or shipping date +- Source Inventory -- the Storage Location the Items came from +- Total Items and Total Value +- Delivery Method and Shipping Cost +- Comments +- Status -- Scheduled or Complete +- Actions -- View, Edit, Print, and Reclaim (see below). If a Distribution contains an Item that has since been deactivated, Edit and Reclaim are disabled and you'll see "Has Inactive Items". + +If there are more than a handful of Distributions, the list is split into pages -- use the page numbers under the list to move between them. The totals row shows the totals for the current page and for the whole filtered list. + ### Filtering the Distribution list Your Distribution list may grow to the point that you really need to be able to narrow things down to find a particular Distribution. -To help with that, you can filter the Distribution list by several aspects: Item, Item Category, Partner, source inventory (i.e. Storage Location), status, and date range. +To help with that, you can filter the Distribution list by several aspects: Item, Item Category, Reporting Category, Partner, source inventory (i.e. Storage Location), status, and date range. If you pick several things, you will get only the Distributions that match all of them. @@ -22,6 +36,7 @@ If you pick several things, you will get only the Distributions that match all Except for date range, all the filters are specified by picking from a drop-down list as follows: - Item: all of your bank's Items. This will filter to only the distributions that contain that Item. - Item Category: Item Categories (as specified in [Items & Inventory -- Item Categories](inventory_items.md#item-categories)). This will filter the list to the distributions that contain items that are in the chosen item category. +- Reporting Category: the NDBN reporting category of the Items (e.g. Disposable Diapers, Period Supplies). This will filter the list to the distributions that contain items in that reporting category. - Partner: This will filter the lists to just the distributions to the chosen partner. - Source Inventory: This will limit the list to the distributions from the chosen storage location. - Status: Distributions can be Scheduled or Complete. This will limit the list to those with the given status. @@ -37,7 +52,7 @@ To enter a new Distribution, click on "New Distribution" in the Distributions l Here, you will enter some information about the whole Distribution, then add the all the items that make it up. The fields include: - Partner (mandatory) -- Distribution date and time -- this is defaulted to midnight of the current day. If you want to change it (if, for example, you have a specific time you are scheduling the pickup for), we recommend you use the little calendar gizmo at the right of the field. +- Distribution date and time -- this is defaulted to 11:59 PM of the current day. If you want to change it (if, for example, you have a specific time you are scheduling the pickup for), we recommend you use the little calendar gizmo at the right of the field. - Send email reminder the day before --> causes an email to be sent the day before. (If your organization has turned off day-before reminder emails in "My Organization", you'll see a notice here instead of the checkbox -- see [Getting Started - Customization](getting_started_customization.md#other-emails).) @@ -84,7 +99,7 @@ To edit a Distribution, click on "Edit" beside the Distribution in the list, o ![Edit Distribution navigation](images/essentials/distributions/essentials_distributions_edit_navigation.png) [!NOTE] When you edit a Distribution -- if is was in the past, you will see a warning to that effect -- because we assumed that you wouldn't normally need to change the Distribution once it had been put together! Some banks will add things when the Partners come to pick up the distributions, based on additional needs and/or supply opportunities. -However, We will give you a stern warning if there has been an Audit since the Distribution was entered, and you may be prevented from changing some Distribution information (such as the storage location), because we just don't know how to handle some of those cases. +However, if there has been an Audit of the Storage Location since the Distribution was entered, you'll see a warning that "This distribution is too old to edit inventory", and you will only be able to change the non-inventory fields (partner, date, delivery method, comment, and so on) -- not the Items or quantities. ![Distributions edit](images/essentials/distributions/essentials_distributions_edit.png) ## Printing a Distribution diff --git a/docs/user_guide/bank/essentials_donations.md b/docs/user_guide/bank/essentials_donations.md index 4576edc660..a6794fe3e0 100644 --- a/docs/user_guide/bank/essentials_donations.md +++ b/docs/user_guide/bank/essentials_donations.md @@ -36,6 +36,8 @@ When you have have selected your filters, press "Filter" to do the filtering. Clicking "Clear filters" will blank out the filters that are drop-down selection, and revert the date range to the default period. +If there are a lot of Donations in your filtered list, they are split into pages -- use the page numbers under the list to move between them. The totals row shows the totals for the current page and for the whole filtered list. + ## New Donations To enter a new Donation, click "Donations", then "New Donation" on the left hand menu, or click the +New Donation button on the Donations list. @@ -105,7 +107,7 @@ To view the details of a Donation, click on the "View" button beside the donatio Here you'll see the Donation, including: - Date - Source -- Donation Site +- Donation Site and Product Drive Participant (if applicable) - Storage Location - for each Item in the donation - Item name diff --git a/docs/user_guide/bank/essentials_pick_ups.md b/docs/user_guide/bank/essentials_pick_ups.md index dc1ddec947..76caabbead 100644 --- a/docs/user_guide/bank/essentials_pick_ups.md +++ b/docs/user_guide/bank/essentials_pick_ups.md @@ -7,7 +7,7 @@ Click on "Pick Ups & Deliveries" in the left-hand menu to view the calendar. ![PickUps & Delivery Calendar](images/essentials/pick_ups/pickup&delivery.jpg) Click on any scheduled Distribution to view details on all the Distributions for that day. -The Distribution Schedule page shows details including the Partner,the time of Distribution, Storage Location, the total number of items, and the status of the Distribution. +The Distribution Schedule page shows details including the Partner, the time of Distribution, Storage Location, the total number of items, and the status of the Distribution. Below that is a table of the Item totals for the day across all of that day's Distributions -- handy for pulling everything at once. ![Specific Day Distribution](images/essentials/pick_ups/specific_day_distribution_schedule.jpg) diff --git a/docs/user_guide/bank/essentials_purchases.md b/docs/user_guide/bank/essentials_purchases.md index 486927c625..7b63c5c91d 100644 --- a/docs/user_guide/bank/essentials_purchases.md +++ b/docs/user_guide/bank/essentials_purchases.md @@ -17,15 +17,18 @@ This screen includes filters so you can narrow down your search to a particular - Variety of items -- the number of different Items in the Purchase - Amount spent (in dollars) - FMV -- this is the Fair Market Value of the Purchase using the current fair market value of the Items in it. Fair Market Value can be entered on the item in [Inventory -- Items](inventory_items.md) +- Purchased Date - Actions - you can view more details on each Purchase from this screen. +If there are a lot of Purchases in your filtered list, they are split into pages -- use the page numbers under the list to move between them. The totals row shows the totals for the current page and for the whole filtered list. + ### Filters -You can filter your Purchases by single Storage Location , by Single vendor, or by date range. +You can filter your Purchases by a single Storage Location, a single Vendor, an Item Category, or by date range. ![filter section](images/essentials/purchases/essentials_purchases_2.png) The Vendors, Storage Locations, and Item Categories are selected using drop-down lists from your bank's information. Date range is selected using a little calendar gizmo with several presets. We highly recommend using the calendar gizmo instead of typing in the field, as the text field is very particular as to the format - we have a few people experiencing problems there every month. -Once you have selected your values, click Filter to make the list conform to your selection. To reset the selection, just click "Clear Filters". This will set the list to all the Purchases from the current calendar year. +Once you have selected your values, click Filter to make the list conform to your selection. To reset the selection, just click "Clear Filters". This will set the list back to the default date range (60 days in the past to 30 days in the future). ## Entering a new Purchase To enter a new Purchase, you can either click "Purchases -- New Purchase" on the left hand menu, or click the +New Purchase button on the Purchases list @@ -40,10 +43,10 @@ Select the Vendor from a drop-down list of all your vendors. If you choose "Not Select the storage location from a drop-down list of all your active storage locations. ### Purchase Total *, and broken down Purchase totals The Purchase total has to be greater than 0, and it should equal the sum of the 4 fields that break down the Purchase into categories: -- Amount spent on diapers, -- Amount spent on adult incontinence, -- Amount spent on period supplies, and -- Amount spent on other. +- Purchase Total for Diapers, +- Purchase Total for Adult Incontinence Products, +- Purchase Total for Period Supplies, and +- Purchase Total for Other Products. These are used in the Annual Survey report. ### Comment diff --git a/docs/user_guide/bank/essentials_requests.md b/docs/user_guide/bank/essentials_requests.md index d1ade9ec1f..3811ad0576 100644 --- a/docs/user_guide/bank/essentials_requests.md +++ b/docs/user_guide/bank/essentials_requests.md @@ -25,12 +25,15 @@ The list contains: - Request sender -- the user that sent the Request - #of Items (Request limit) -- the number of items in the Request, and, if you have entered it, the quota for the partner (see [Partners](getting_started_partners.md) - Comments -- the comments the partner entered on the Request +- Type -- Quantity, Child, or Individual, depending on how the Partner made the Request (see [The request/distribution cycle](pm_request_distribution_cycle.md)) - Status - pending -- haven't started fulfilling it yet - started -- have started fulfilling, but haven't saved the resulting distribution - fulfilled -- have created the distribution for this Request - cancelled -- have cancelled the Request -- and the actions you can take on that Request +- and the actions you can take on that Request -- View, Cancel, and Print (a picklist for that Request) + +If there are more than a handful of Requests, the list is split into pages -- use the page numbers under the list to move between them. ### Filtering your Requests @@ -38,6 +41,7 @@ You can filter the Request list by: - Item - Partner +- Request type (Quantity, Child, or Individual) - Status - Date range @@ -61,15 +65,18 @@ This brings up details of the Request including: - Partner - Date the Request was sent - Who sent the Request +- Request type - Request status - Comments - and, for each Item in the Request: - Item - Quantity - - If you are using [custom units](special_custom_units.md), those custom units will appear here. + - Units (if applicable) -- if you are using [custom units](special_custom_units.md), the unit the Partner requested in will appear here. - Total Inventory (across all Storage Locations) - At the bottom of the screen are buttons letting you start to fulfill the Request, or to cancel it. - ![Request view](images/essentials/requests/essentials_requests_view.png) +- the total quantity requested, and the Partner's quota, if you have set one. + +At the bottom of the screen are buttons letting you start to fulfill the Request, print a picklist for it, or cancel it. +![Request view](images/essentials/requests/essentials_requests_view.png) ## Fulfilling a Request @@ -117,9 +124,11 @@ To cancel a Request from the Requests list, click the "cancel" button beside it. You can also cancel a Request from the single Request view by clicking the "cancel" button at the bottom of that page. In either case, -You will be prompted to provide a reason for the cancellation. +you will be taken to a page asking you to provide a reason for the cancellation. Enter the reason and click "Yes. Cancel Request". ![cancel Request confirmation](images/essentials/requests/essentials_requests_cancel_confirm.png) +The reason you enter is included in the email notification to the Partner. (Cancellation emails are not sent to deactivated Partners.) + The Partner will receive an email notifying them of the cancellation. ![cancel Request email](images/essentials/requests/essentials_requests_cancel_email.png) diff --git a/docs/user_guide/bank/getting_started_customization.md b/docs/user_guide/bank/getting_started_customization.md index 4ccd52bf52..6e7e62ae84 100644 --- a/docs/user_guide/bank/getting_started_customization.md +++ b/docs/user_guide/bank/getting_started_customization.md @@ -123,11 +123,8 @@ Note that if any Partner limits themselves to a single type, you won't be able #### Enable Partners to make quantity-based Requests? -#### Custom Request units - -NOTE: This is not yet implemented as of Oct 12, 2024. We expect it to be implemented before this guide is launched. - -This is a special topic that has its own guide page [here](special_custom_units.md). +#### Custom request units +Here you list the units (e.g. "pack", "box") that Partners can request Items in, instead of individual items. Use the singular form. This is a special topic that has its own guide page [here](special_custom_units.md). ## Other emails @@ -243,6 +240,10 @@ Click "My Organization" in the left hand menu. Click "Edit" button. Set the "Inc [!NOTE] Setting this affects both the donation and distribution exports. +### Include packages in distribution export? + +If "Yes", the Distributions export also includes a package count column for each Item (calculated from the Item's package size). See [Exports](exports.md#add-package-counts-for-each-item). + ## Annual Survey These two fields are only here to be reported on the Annual Survey. diff --git a/docs/user_guide/bank/images/community/donation_sites/reactivate_donation_site.png b/docs/user_guide/bank/images/community/donation_sites/reactivate_donation_site.png new file mode 100644 index 0000000000..c21c972a56 Binary files /dev/null and b/docs/user_guide/bank/images/community/donation_sites/reactivate_donation_site.png differ diff --git a/docs/user_guide/bank/images/partners/partners_importing_1.png b/docs/user_guide/bank/images/partners/partners_importing_1.png index 836b8cc912..c3ae39505d 100644 Binary files a/docs/user_guide/bank/images/partners/partners_importing_1.png and b/docs/user_guide/bank/images/partners/partners_importing_1.png differ diff --git a/docs/user_guide/bank/images/partners/partners_importing_2.png b/docs/user_guide/bank/images/partners/partners_importing_2.png index 86c99d66fe..90d8ff1404 100644 Binary files a/docs/user_guide/bank/images/partners/partners_importing_2.png and b/docs/user_guide/bank/images/partners/partners_importing_2.png differ diff --git a/docs/user_guide/bank/images/reports/reports_itemized_requests.png b/docs/user_guide/bank/images/reports/reports_itemized_requests.png new file mode 100644 index 0000000000..066ba3e44b Binary files /dev/null and b/docs/user_guide/bank/images/reports/reports_itemized_requests.png differ diff --git a/docs/user_guide/bank/images/reports/reports_summary_product_drives.png b/docs/user_guide/bank/images/reports/reports_summary_product_drives.png new file mode 100644 index 0000000000..1862bd64d7 Binary files /dev/null and b/docs/user_guide/bank/images/reports/reports_summary_product_drives.png differ diff --git a/docs/user_guide/bank/inventory_adjustments.md b/docs/user_guide/bank/inventory_adjustments.md index 401cdd6fe1..c063633e6a 100644 --- a/docs/user_guide/bank/inventory_adjustments.md +++ b/docs/user_guide/bank/inventory_adjustments.md @@ -13,6 +13,8 @@ You can not edit Inventory Adjustments. You can manage your Inventory Adjustments through the inventory adjustment page. Click on "Inventory" in the left-hand menu, then "Inventory Adjustments" ![Navigation to Inventory Adjustments](images/inventory/inventory_adjustments_navigation.png) +The list shows when each adjustment was made, its Storage Location, comment, and how many Items it changed. You can filter it by Storage Location, by the user who made the adjustment, and by date range (the default is 60 days in the past to 30 days in the future), and you can export the filtered list with "Export Adjustments". If there are a lot of adjustments the list is split into pages. + ## Making an inventory adjustment To enter a new inventory adjustment, click on "New Adjustment" diff --git a/docs/user_guide/bank/inventory_barcodes.md b/docs/user_guide/bank/inventory_barcodes.md index 10cb9d911e..a1a8d64b0e 100644 --- a/docs/user_guide/bank/inventory_barcodes.md +++ b/docs/user_guide/bank/inventory_barcodes.md @@ -3,21 +3,20 @@ ## Introduction to Barcodes You can set up Human Essentials to enable reading Barcodes for input of Items when entering Donations, Purchases, and Distributions. -[TODO: Hoping to get a paragraph or two from Scott on: +Any barcode reader that acts like a keyboard (most inexpensive USB or Bluetooth scanners do) will work -- you click into the "Barcode Entry" field on the Donation, Purchase, Distribution, Transfer, Audit or Kit form, scan, and the Item and its quantity are filled in. You can also use your device's camera with the camera button beside the field. -- Barcode readers -- making your own Barcodes - -] +You can use the manufacturer's barcodes that are already on the packages, or print your own labels (see "Getting a Barcode font", below) -- for instance, one label per shelf or bin, each set to the quantity in a standard case. ## The Barcodes page You can reach the Barcodes page, where you will administer your organizations Barcodes, by clicking "Inventory", then "Barcode Items" ![Navigation to Barcodes page](images/inventory/inventory_barcodes_navigation.png) +The page lists each Barcode with its Item type and the quantity in the box, and you can filter the list by Item Category, by Base Item, or by scanning ("booping") a barcode into the "Filter By Barcode" field. Beside each Barcode are View, Edit and Delete buttons. + ### Getting a Barcode font for printing your own Barcodes You can download a font file for printing Barcode labels from the Barcodes page by clicking the button "Download Barcode Font" -This can be used with MS Word on Windows, or with Pages on Apple machines. Consult the help on those for installation. +This can be used with MS Word on Windows, or with Pages on Apple machines. (See "Exporting Barcodes", below, for where the button is.) Consult the help on those for installation. ### Making a new Barcode To add a Barcode to the system, click the "+New Barcode" button on the Barcodes page. @@ -27,7 +26,7 @@ This will bring up a simple form that allows you to specify the quantity of the ![new Barcode page](images/inventory/inventory_barcodes_new.png) -[TODO: Question for Scott -- is this "boopable"? I suspect it is, but I don't want to claim it is if it isn't]. +You can scan the barcode into the "Barcode" field with your reader rather than typing it. Enter those three fields and click "Save" @@ -38,7 +37,7 @@ Should you need to edit this Barcode information, you can do so by clicking 'Edi To delete a Barcode you are no longer using, click "Delete" beside the Barcode, and confirm by clicking "OK". ![Deleting Barcodes](images/inventory/inventory_barcodes_delete.png) ### Exporting Barcodes -To export a list of the Barcodes, just click "Export Barcodes" on the Barcodes page. +To export a list of the Barcodes, just click "Export Barcode Items" (1) on the Barcodes page. The "Download Barcode Font" button (2) is right beside it. ![Export Barcodes navigation](images/inventory/inventory_barcodes_export_navigation.png) ![Export Barcodes sample](images/inventory/inventory_barcodes_export.png) diff --git a/docs/user_guide/bank/inventory_items.md b/docs/user_guide/bank/inventory_items.md index aa63564c9f..78f8c159c3 100644 --- a/docs/user_guide/bank/inventory_items.md +++ b/docs/user_guide/bank/inventory_items.md @@ -63,7 +63,7 @@ To bring up your Items & Inventory view, click "Inventory", then "Items & Inven ![Navigation to Items & Inventory](images/inventory/inventory_items_navigation.png) This brings up a multi-tabbed view - you have several different ways to look at your Items and bank-wide inventory (if you want to see everything that's in a particular Storage Location, that's under [Storage Locations](inventory_storage_locations.md)) ### Item List -This shows all of your Items, and allows you access to view/edit/and delete them. +This shows all of your Items, and allows you access to view/edit/and delete them. The "Export Items" button gives you the list as a .csv file (see [Exports](exports.md)). #### Viewing an Item Clicking "View" will bring up details on the Item, including all the things you can change, and a breakdown of the inventory at each location you currently have stock at. @@ -86,6 +86,7 @@ The fields are: - Request limit (individual items) -- An optional hard cap on how many of this Item a Partner can ask for in a single Request when they are requesting by individual items. If a Partner asks for more than this, their Request is rejected with an error telling them the limit, and they'll need to lower the quantity before they can submit. Leave it blank if you don't want a limit. See [Request limits](#request-limits), below. - Additional Custom Request Units -- This only appears if your bank has set up [custom units](special_custom_units.md). Check each unit (e.g. "pack") that Partners should be able to request this Item in. Beside each checked unit you can also enter a request limit for that unit. - Item visible to partners -- This is useful if you have Items that you do not want the partners directly requesting. Uses include: Items you don't get very often, or Items you only have because they are going into kits you haven't assembled yet. You can uncheck this to hide those Items from all your partners. +- Additional Information (Bank Use Only) -- up to 500 characters of notes about the Item for your own staff. Partners don't see this. It shows up in the "Add. Info" column of the Item list. #### Filtering your item list The most common thing you'll when filtering your item list is to include inactive items. If you have deactivated an item, but are going to offer it again, you'll need to check the "Also include inactive Items" box in the filter, and then click "Filter" to show it, so that you can reactivate it. diff --git a/docs/user_guide/bank/pm_importing_partners.md b/docs/user_guide/bank/pm_importing_partners.md index 8e8d8d8a8c..1c121dc3b2 100644 --- a/docs/user_guide/bank/pm_importing_partners.md +++ b/docs/user_guide/bank/pm_importing_partners.md @@ -1,23 +1,43 @@ # Importing partners -**N.B.** We've set up importing partners as a process you only run once to prevent accidental imports and writing over existing partners. +If you have a lot of Partners, you can bring them all into the system at once from a .csv (comma-separated values) file, instead of adding them one at a time. -To import partners, you will need a .csv (comma-separated variable) file containing their information -- this will just be the Partner business name and primary contact email. +Imported Partners start out with the status "Uninvited" (see [Partner statuses](pm_partner_statuses.md)) -- you can distribute to them right away, and invite them to the system whenever you are ready. -We do provide an example file -- to get it, click on "Partner Agencies", "All Partners", then "Import Partners". (If you are a brand-new bank you might have gotten here through the "Getting Started" instructions on the dashboard.) +## Getting the example file + +We provide an example file to start from. To get it, click on "Partner Agencies", "All Partners", then "Import Partners". (If you are a brand-new bank you might have gotten here through the "Getting Started" instructions on the dashboard.) ![Navigation to import](images/partners/partners_importing_1.png) You will see a pop-up with a "Download example CSV" button (A) on it. Clicking that will download an example file for partner uploads. ![Partners import popup screen with instructions and buttons for downloading example, choosing import file, and importing the CSV](images/partners/partners_importing_2.png) -That file is named partners_template.csv, and you should be able to find it in your downloads directory. +That file is named partners_template_updated.csv, and you should be able to find it in your downloads directory. + +## Filling in the file + +You can edit this in your favorite spreadsheet program, or just as a text file. But you need to save it as a .csv file. + +Delete the sample rows and enter one row per Partner. The columns are: -You can edit this in your favourite spreadsheet program, or just as a text file. But you need to save it as a .csv file +- name -- the agency's name (required) +- email -- the Partner's main email address (required, and it has to be unique across your Partners) +- default_storage_location -- the exact name of one of your active Storage Locations, or leave it blank. This is used to pre-fill the Storage Location when you fulfill this Partner's Requests (see [Adding a Partner](pm_adding_a_partner.md#default-storage-location)). +- send_reminders -- true or false: whether the Partner should get reminder and Distribution emails from the system +- quota -- the informational per-Request quota for this Partner (see [Adding a Partner](pm_adding_a_partner.md#quota)), or leave it blank +- notes -- your bank-only notes about the Partner +Only name and email are needed -- you can leave the other columns blank (but keep the header row as it is). + +## Uploading the file When you have the information completed, navigate back to that same pop-up ( click on "Partner Agencies", "All Partners", then "Import Partners" ) Now, follow the instructions under "2. Upload your CSV file " -- click "Choose File" (B), and pick the .csv file you've edited. The file name will appear after the "Choose File" button. Then, click "Import CSV". -If you see "Partners were imported successfully!", that's good! If you should get a "500" error, it most likely means that your file is not formatted properly. +If you see "Partners were imported successfully!", that's good! + +If some rows couldn't be imported (for instance, because a Partner with that email already exists), you'll see a message listing the Partners that did not import and why -- the rest of the rows are still imported. If you entered a default_storage_location that doesn't match one of your Storage Locations, the Partner is still imported, with a warning, and without a default Storage Location. + +[!NOTE] The pop-up says you can only run the import once. In practice, importing the same file twice won't create duplicates -- the Partners whose emails already exist are rejected -- but it's still a good idea to check your Partner list before re-importing. -[Prior - The request/distribution cycle](pm_request_distribution_cycle.md) -[Next - Adding a partner](pm_adding_a_partner.md) \ No newline at end of file +[Prior - Partner statuses](pm_partner_statuses.md) +[Next - Adding a partner](pm_adding_a_partner.md) diff --git a/docs/user_guide/bank/pm_partner_statuses.md b/docs/user_guide/bank/pm_partner_statuses.md index d5fb496e9e..c52a66af39 100644 --- a/docs/user_guide/bank/pm_partner_statuses.md +++ b/docs/user_guide/bank/pm_partner_statuses.md @@ -4,7 +4,7 @@ As an Essentials Bank, you distribute materials (diapers, period products, etc.) Depending on factors like how well-established your processes are and the capabilities of your Partners, you might or might not allow/require your Partners to make Requests to get materials distributed to them. -There are three Partner statuses, which have different impacts on how you interact with your Partners. +There are five Partner statuses, which have different impacts on how you interact with your Partners: Uninvited, Invited, Awaiting review, Approved, and Recertification required. (A Partner can also be deactivated -- see [Making a partner inactive](pm_making_a_partner_inactive.md).) ## Uninvited You can add Partners without inviting them to the system. In this case, you can make Distributions to them in the system. The Partners can not sign in to the system, and so will not directly provide the information in the Partner Profile. This is the status of freshly imported Partners. diff --git a/docs/user_guide/bank/reports_itemized_reports.md b/docs/user_guide/bank/reports_itemized_reports.md index d0950866c2..4cd4613e00 100644 --- a/docs/user_guide/bank/reports_itemized_reports.md +++ b/docs/user_guide/bank/reports_itemized_reports.md @@ -1,7 +1,7 @@ # Itemized Reports -The itemized reports break down the inventory by Item over a given time period. There are itemized reports for Donations and for Distributions. -The following will use the itemized report for Distributions, but the itemized report for Donations basically works the same way. +The itemized reports break down the inventory by Item over a given time period. There are itemized reports for Donations, for Distributions, and for Requests. +The following will use the itemized report for Distributions, but the itemized reports for Donations and Requests basically work the same way. To show this report, click on "Reports" in the left-hand menu, then "Distributions - Itemized" ![Initial Itemized Reports view](images/reports/reports_itemized_1.png) @@ -13,5 +13,10 @@ If the amount on hand is less than the minimum quantity you provided for that It You can change the timeframe that this report covers in the usual way -- use the gizmo that will appear if you click on the date range at the top of the report to set the dates, then click "Filter" +## Requests - Itemized +The Requests - Itemized report ("Reports", then "Requests - Itemized") shows, for each Item, the total quantity your Partners requested in the period alongside your current total on hand -- a quick way to spot where demand is outrunning supply. As with the other itemized reports, the on-hand amount is highlighted in red when it is below the Item's minimum quantity. + +![Requests itemized report](images/reports/reports_itemized_requests.png) + [Prior -- Summary Reports](reports_summary_reports.md) [Next -- Trends Reports](reports_trends.md) \ No newline at end of file diff --git a/docs/user_guide/bank/reports_summary_reports.md b/docs/user_guide/bank/reports_summary_reports.md index 076afb0eaa..6c3aa04d64 100644 --- a/docs/user_guide/bank/reports_summary_reports.md +++ b/docs/user_guide/bank/reports_summary_reports.md @@ -1,8 +1,8 @@ # Summary Reports -There are 3 Summary reports - one each for Distributions, Donations, and Purchases +There are 4 Summary reports - one each for Distributions, Donations, Purchases, and Product Drives. -These each allow you to quickly get the number of Items dealt with in a timeframe, plus links to recent activity +These each allow you to quickly get the number of Items dealt with in a timeframe, plus links to recent activity. You'll find them all under "Reports" in the left-hand menu. ## Distribution Summary This gives the number of Items distributed -- initially for the last 60 days (and 30 days forward), but you can filter by whatever date range you wish. This filtering works against the "issued_at" date on the Distribution, rather than the date it was entered. @@ -26,4 +26,9 @@ The "Recent Donations" section shows recent Donations that match the date filter This presents the amounts spent during the period, along with recent Purchases that match the date filter. ![Navigation to Purchase Summary report](images/reports/reports_summary_purchases.png) + +## Product Drive Summary +This shows the number of Items (and money) brought in through Product Drives during the period, along with the recent Product Drives that match the date filter. + +![Product Drive Summary report](images/reports/reports_summary_product_drives.png) [Prior: Exports](exports.md)[Next: Itemized reports](reports_itemized_reports.md) \ No newline at end of file