Item Search

Purpose
 This guide walks through the process for accessing and reviewing inventory data by shipping location, ensuring consistent retrieval of on-hand, on-hold, on-order, and received USDA food item stock information for a Recipient Agency.

Refer to the following inventory type definitions as needed:

Inventory Type

Definition

Received Quantity

Amount received, based on the receipt quantity.

On Order Quantity

Amount ordered for delivery to RA Delivery Sites.

On Hand Quantity

Amount physically in-storage at the Distributor/Warehouse/ Shipping Location.

On Hold Quantity

Amount removed from shipping to RAs. Typically used for damage/recall issues at the Distributor/Warehouse/Shipping Location.

Available Quantity

Receipt Quantity minus On Order Quantity, On Hold Quantity, and Surplus Quantity (State Account only).

 


 

 

Step-by-Step Instructions

Searching for Inventory Items

  1. Navigate to the Food Distribution module > Inventory > Item Search page.
  2. Select the School Year, Program, and Shipping Location.
  3. Select the Inventory Type: Choose from On Hand, On Hold, On Order, Received, or Surplus.
  4. Select the Item: Choose one, multiple or all items.
  5. Select the Entitlement Type: All are automatically selected.
  6. Click the Search button to execute the query.


 

 

Reviewing Inventory

  1. Review the inventory quantities displayed within the Inventory – RA Level table.
  2. Click the Arrows to expand or collapse additional inventory details including the Sales Orders.
  3. Click any Sales Order hyperlink to open the detailed pop-up window displaying order value, delivery period, date received, quantities (received, on order, on hand, on hold, available), and lot information.

 

  1. Return to the main inventory table and click Generate Report to produce a printable version of the displayed data.


 

 

FAQs

Q: Can multiple inventory types be selected simultaneously?

A: Yes. Any combination of On Hand, On Hold, On Order, Received, and Surplus may be chosen.

Q: Is the generated report printable?

A: Yes. The report displays all table data and can be saved in alternative formats via the floppy disk icon for printing.