Agency PWW Online Account How-to Guide Table of Contents

Transcription

1 Agency PWW Online Account How-to Guide Table of Contents Introdution..2 Logging In to Your Account Information Found In Tabs... 2 Home Screen 2 Orders Tab... 3 Agency Pickup Tab. 4 Grants Tab. 5 Statistics Tab My Docs Tab Order Entry with Error. 8 My Agency Page... 8 Agency Info.. 8 Locations.. 9 Contacts... 9 Hours Open A/R Balance. 10 Service Info Pin Code Maintenance..12 Closing..12 Revised: 5/8/18 P. 1 of 12

2 INTRODUCTION The purpose of this handout is to provide you with a reference guide for how to use and interperate our PWW Online Account. Please be aware that your agency might not have all of the tabs described below visable on your screen.this is because different agencies are enrolled in different programs and need different things from the site. If you do not see a specific field on your home screen that is described below and you would like to, please contact agency relations and we can work with you to ensure you have all the tools that you need. LOGGING IN TO YOUR ACCOUNT 1. Visit our website at: 2. Select the PWW: Online Account option under the Agencies tab 3. Enter your Agency Reference Number, Username (the same as your agency reference number in most cases) and your password. *if you are unsure about any of these contact agency relations. Home Screen INFORMATION FOUND IN TABS On the home screen, you will see a depot schedule for your location (if applicable), as well as a number of tabs that have important information for you within them. Revised: 5/8/18 P. 2 of 12

3 Orders Tab The Orders tab is where you will find a listing of all the orders you have submitted through PWW to Feeding America West Michigan. They will be listed in order by the date of the most recent order entry. Revised: 5/8/18 P. 3 of 12

4 By clicking on a specific order, you will then see the details of that order. This will look exactly like the order invoice you sign when you pick up the order. This view will include Order Number and Date, the Weight of the Order (in pounds) and the Items Ordered. Agency Pick-Up Tab The Agency Pick-Up tab will not apply to you unless your agency is picking up products from a retail store. If your agency is picking up retail products, this tab will show you a list of the of the stores that your agency is picking up from. It will also include the reciept date and the city the store is located in. By clicking on any entry, it will open and show you a list of items that have been picked up and from what participating locations. If you have question regarding this information or would like to particpate in a retail pick-up, please contact Mallory Weber at (616) Revised: 5/8/18 P. 4 of 12

5 Grants Tab The Grants tab will show you the pools of money that are currently available to your agency. Anything that is listed as a donation reflects monies that have been donated to your account. Anything that is listed as a grant reflects monies that have been allocated to your through a third party donor. It is important to note that it will not show you a history of funds or how they have been dispersed. It will only show you what is available at the current time. Statistics Tab Revised: 5/8/18 P. 5 of 12

6 The Statistics tab is where specific information regarding the neighbors you serve should be entered. If you are receiving USDA products, you should be entering your statistics at least on a monthly basis. Failure to enter your statistics will result in inability to submit orders. If you do not receive USDA products, you are not required to enter statistics. However, it is a great way to track the amount of people you are helping through your efforts and to show your supporters the scope of need in your community. By clicking on a specific statistic entry date, you can view the details on that particular entry. When you need to enter your statistics, click the enter statistics button at the bottom of the page. Different fields will be visable depending upon the type of program you run. For example, if you are a pantry program, it will ask you for: the total number of households, number of children, number of seniors and total number of individuals served. If you are a meal site, you will be asked to enter the number of plates served. If you have any questions about how to enter statistics, contact an member of agency relations. Revised: 5/8/18 P. 6 of 12

7 My Docs Tab Both Invoices and Statements can be found under the My Docs tab. The Invoices section will show individual orders and the date the order was created. Think of invoices just like recipets; records of each purchase made. By clicking on an individual invoice, it will allow you to download and print a copy for your records. The Statement tab will show you a collection of your invoices 30 days at a time in one document. By clicking on a specific statement, it will allow you to download and print a copy for your records. Revised: 5/8/18 P. 7 of 12

8 Order Entry with Error If you go to submit an order (by clicking the green Order Entry lettering on the upper right-hand corner of the screen) and you receive the below error message, that means you need to enter statistics in the statistics tab. MY AGENCY PAGE The My Agency page, listed in blue in the upper-most corner of the screen, contains a great deal of important information that the agency relations team uses to help service your account. In addition this is the area where you visit to view your current agency balance. Agency Info This page gives you a small snapshot of your agency. This includes the primary contact on file, address of agency, location and when you were last monitored. It is important to double check this information periodically and ensure that it is correct. If you should find an error, it is important to let an agency relations member know. Revised: 5/8/18 P. 8 of 12

9 Locations The locations tab will list both the physical site address and also the billing address on file. This area will list all locations associated with the account. Some agencies have multiple sites. They will all be reflected here. Contacts The contacts tab will list all the contacts agency relations has on file and their contact information. It is important for you to keep this information up to date. We need to always have a representative on file to contact in case there are questions or important announcements. Note, only persons listed on this page may pick up orders or make changes to agency information. Revised: 5/8/18 P. 9 of 12

10 Hours The hours tab will give the hours that your program is open. This information is linked to our public Find a Food Pantry page and is what those in need use to access where you are located and when you are open. Open A/R Balance The open a/r balance tab will tell you if you have outstanding amount owed to the Food Bank for past invoices. By clicking on specific entry, you can look at the invoice details and download and print a copy for your records. Revised: 5/8/18 P. 10 of 12

11 Service Info The service info tab is where an agency can check their usage. As a reminder, agencies must draw 1,000 pounds in a year to remain an active agency. This area will also give you a breakdown of different elements of your program based on the statistics you entered in the statistics tab. There are different graphics available to view and can provide you with a compelling visual to provide to your organization supporters. Revised: 5/8/18 P. 11 of 12

12 Pin Code Maintenance The pin code maintenance tab is disabled at this time to protect agency security. If you wish to change or update your pin code, please contact agency relations. CLOSING It is important to Feeding America West Michigan that you have all the tools you need to be successful in your efforts to ease the burden of food insecurity in your community. If you are in need of support or guidance regarding your PWW Account, please contact the agency relations team at: Feeding America West Michigan 864 West River Center Dr. Comstock Park, MI Telephone: (616) FAX: (616) Revised: 5/8/18 P. 12 of 12