AGENCY Relations

Topics to Discuss

• Adding a new agency• Contacts and Address Information• Parent/Program Relationship• Accounts Receivable • Agency Correspondence Functions• Utilizing Statistics & User Defined fields

and Groups

Adding a new agencyMaintenance – AgencyMaintenance – Agency

Site Information

Service Fee & Markup levels

Agency Sizes

Agency Size – General Size of the Agency (Reference Only)

Pantry Size

Pantry Size – Example: Size of Pantry based on people served or days opened.Can be used to limit product based on the size of the Pantry.

On Site Size

On Site Size – Example: Size of onsite feeding program based on people/meals served.Can be used to limit product based on the size of the feeding program.

Agency Group

Group is user defined – Usually used to specify the agency’s type of service they provide.

Locales Served

Locales Served – Optional: For reference only.Specifies the general area where services are provided.

Agency Type

Agency Type – Required: Used to break down distribution on the QPR.

Defaults for Order Processing

Default Ship Via: Specifies how agency will get their product most of the time.

Defaults for Order Processing

Default WHSE: Specifies which warehouse agency will order product most of the time.

Default Pickup: Specifies which warehouse agency will pickup product most of the time.

Product Pickup/delivery Program Settings

Food Rescue- Food Recovery, food bank picks up from donor and delivers to agency to avoid waste. (Example: Banquet Hall leftovers).

Retail Pickup: Food Bank is the middle-man between donor and agency.

Agency Pickup: Agency picks up from the donor.

Default Retail PU/D: Sets next order for agency to a Retail Pickup or Delivery.

Default Mobile Pantry Drop: Sets next order to a Mobile Pantry Drop.

Other General Information

On Line Password: Used for POL only (Not used for PWW).

Carrier Route: Used for sorting bulk mailings.

Schedule: Reserve a time slot for agency pickup/delivery.

Agency is a Warehouse: Used in Allocations for product transfer.

Other General Information

Order Comments: Will get copied to next order placed for the agency.

City Code: City where agency provides service.

County – Required: County where agency provides services from.

Optional tables (State and Fed District, State Senator, City and County Reps)

Activity: Agency’s Activity Status (Can be from FA or defined by your food bank).

Agency Status Settings

Suspended: Agency is a member, but is not allowed to order product temporarily.

On Date: Date the suspension took place.

Email will be sent to email address on POL Order Contact.

Agency Status Settings

Inactive: Agency is no longer a member agency(Closed Account).On Site: Agency services individuals at their site(Can get product set as On Site).Off Site: Agency services individuals away from their site(Can get product set as Off Site)

Free Food Only: Agency can only order product with no charge.

C and C Only: Agency must pay for product at time of Pickup.

Agency Status Settings

Pickup/Delivery Settings:

Schedule Pickup: Reference Only (Ex. Mon Morning, 1st Tuesday, etc.)Pickup Day and Time: Day of the Week and Time of the Day.Last Pickup: Tracked by the system (Pickup Date of last order).

Schedule Location: The Dock for pickup or Delivery Vehicle used most of the time.

Monitoring Information

Statistics Required: This agency is required to submit stats (DSA has a setting for # days between surveys).

Next Monitored: Date agency is due for monitoring.

Last Monitored: Date agency was last monitored.Last Site Visit: Date the last visit to agency site was done.

Agency Hours of Operation

Get Food: This agency is available for individuals to get food from.

Give Food: This agency is available for individuals to give food to.

Hours of Operation/Open 24 hrs: The hours the agency is opened to get food from

Hours Comments: Notes regarding the hours of operation.

Latitude/Longitude: Used for Google Maps to determine distance to the agency site.Donation Hours: Hours the agency is available to give food to.

Contacts

Record Type: What the contact record will be used for:

POL Order: Used to send emails to this agency.

All other Record Types are used for alternate Contacts.

Ship To: Used for Picking List and Invoice if contact differs from main contact.

Bill To: Used for Agency Statements if contact differs from main contact.

Contacts

Online Ordering Settings:

Online Name and Password

Hide Financials: If set to true, contact can not view invoices and statements.

All other “Show” settings: If set to true, contact can view that information online.

Addresses

Record Type: What the address record will be used for:

Ship To: Used for Picking List and Invoice if address differs from main address.

Bill To: Used for Agency Statements if address differs from main address.

All other Record Types are used for alternate Addresses.

Product Categories

Only include Product Categories the agency is eligible to get.

Alternates

An alternate code that can be used reference the agency.

Alternate Code Type of “CARD” is used for Agency Sign In

Grants

Shows current available grant status and grant history for the agency.

Accounting

Branch ID: Branch agency orders from (only if you have a branch location).

Parent: If agency is a program under a “Parent” organization, assign the parent.

EIN: Agency’s Employer Identification Number.

Monthly Credit Limit: The highest balance the agency can owe within a month

Monthly Weight Limit: The most products in pounds an agency can order in a month.Allocations Max Deliveries per Period: Controls # of orders placed thru Allocations.

Accounting

Acct Opened: Date the agency became a member

Last Order/Last Payment: System tracks these dates based on last transactions.

Credit Limit: Maximum AR Balance at any given time.

A/R Balance: Total amount owed by the agency. If the agency is a “Parent”, the balance is a combined total of all programs. Get Statements: If set to true, agency will get AR Statements.Late Charges: If set to true, the agency can be charged late fees on overdue balances.

Parent/Child Relationship

Parent/Child Relationship

Program agencies will show on Programs tab for the Parent agency.

The AR Balances of Programs will be assigned to the Parent agency.

User Defined Fields

Used when one field is all you need.

User Defined Groups

Used when a set of related fields is needed.

Fields can be assigned a type to control formatting (Ex. Date field)

Information can be a one-time entry, or allow for multiple entries.

Information can be set to populate automatically on new agency.

Information can be entered by the agency via POL/PWW.

Statistic Groups

Used to group your stats by type of agency.

Allows different agencies to only see stats that pertain to them.

Create ALL stats first, then create the Groups.

Assign the stats to the Groups (Same stat can be assigned to more than one Group).

Assign the appropriate Group to each agency.

Statistics

Stats can be entered manually, or by the agency online.

Agency Correspondences

• Create reminders• Send a letter or email to agencies• Recording meetings and phone calls• Do Group emails• Create agency lists for mail merges

Right-Mouse-Click Options

Agency Maintenance

Agency Grid

Agency Maintenance

Agency Grid

Agency Maintenance

Creating Reminders

Follow Up DateAction to take

CC ToTo Who?

Reminder will appear when logging in to Primarius

Record Follow-up and set to Complete, or Delete:

All Emails to agency use the POL Order record type email address:

A record of the Email is attached to the reminder it applied to:

Compose a Letter

Select letter to useStore letters in C:\Program Files (x86)\ECCA\PrimariusSvr\Letters on the server.

Save a record of the letter

Record Phone Call/Meeting

Actions Tab

END OF AGENCY RELATIONS