Orders Module | KinderPass Help Center

What is an Order?

An Order is a request to make, supply, and/or deliver food, goods or services for your childcare center. Once an order is placed on KinderPass, it follows a process of approval as set by the Centre in the Approval Settings page. This means that your team can request and approve purchases in advance and can also track the payment information for each purchase (which we will refer to as an expense).

Searching and viewing an existing Order

To search for a specific Order:

Click on the Accounts Module and then click on the Orders sub-menu
On the top of the page, enter the search criteria to search for the specific Order.
The below search criteria filters can be used to search for the required Order. A combination of multiple filters can also be used.
1. Location: The location of the Order
2. Order Reference Number: Order Reference Number is automatically generated once an Order is added. This is a unique ID for each order.
3. Supplier: Name of the Supplier provided the service. To add a supplier click on the “View Supplier” and then click on “Add Suppliers” button and enter the details of the new supplier
4. Status:
  1. Approved: An order has been approved by the approving authority.
  2. Deleted: An order created in error and no longer required.
  3. Waiting for Approval: An order is awaiting approval by the approving authority.
  4. Rejected: An order has been rejected by the approving authority.
5. Date: The date of the order
Click on the search button.
The required order will be displayed on the screen
To view the order click on the (...) three dots and then click on View.
To update the order click on the (...) three dots and then click on Update and then fill in the required update and click on submit.
To delete an unwanted order click on the (...) three dots and then click on Delete.

Adding an Order, Suppliers and Setting up Approvals

Adding order requests, suppliers and item details for any orders

To add an Order:

Click on the Accounts Module and then click on the Orders sub-menu.
Click on the 'Add Order' button on the top right.
Fill in the information for the order such as Location of the Center, Supplier, Tax Amount and other required information.
One the Supplier is selected, the list of items available under this Supplier will be listed along with the price and description.
Enter the quantity of the items required and click on “Submit”.
This will create a new order request which will then go for approvals (depending on the Approval flow set up by your childcare centre).

Searching, viewing and adding a Supplier

A supplier is a person or organization that provides something needed such as a product or service. KinderPass enables you to add and track your suppliers and orders.

To search and view for a specific Supplier:

Click on the Accounts Module and then click on the Orders sub-menu. Next click on the “View Suppliers” on the top of this screen.
On the top of the page, enter the search criteria to search for the specific Supplier.
The below search criteria filters can be used to search for the required Supplier. A combination of multiple filters can also be used.
1. Supplier Location: The location of the Supplier
2. Supplier: Name of the Supplier providing the service.
Click on the search button.
The required Supplier will be displayed on the screen
To view the Supplier click on the (...) three dots and then click on View.
To update the Supplier click on the (...) three dots and then click on Update and then fill in the required update and click on submit.
To delete an unwanted Supplier click on the (...) three dots and then click on Delete.

To add a Supplier:

Click on the Accounts Module and then click on the Orders sub-menu
Now click on “View Suppliers” and then click on “Add Supplier”.
Fill in the information for the Supplier such as Name of the Company, Contact Person, Location of the Supplier, Address, Email and other required information.
You can now go ahead and add Items which are available for this supplier.
To add items for this Supplier, click on “Add Items”
Enter the Item Name, Price and Description and click on “Add”.
The item will now be added to this Supplier.
Once all the Items are added to this Supplier, click on “Submit” and the new Supplier will be added along with the listed Items.

Set up your Order approval settings

To create an Order approval request, we will need to first set up the approval users and roles.

To set up Approval Roles, navigate to the Approval module and click on settings under the Approval module.
Click on the category you want to set up the Approval Roles for. The Categories are a) Billing; b) Accounting; c) Human Resources
Select the Accounting category, click on the Order subcategory to define the Approval Roles for Orders.
Click on “Next”
Select the Location to assign the Approval flow for that specific location.
Click on “Add new”.
Under the Approval/Action heading, select the appropriate step required; Action: When action by a designated person or role is required; like attaching documents or making a payment OR Approval: When approval is required by a designated person or role.
Under the action heading, click on the desired action required (whether making a payment or uploading a document). If approval is selected, this field should be left blank.
To add a new action, click on the (+) icon next to the action filed. Fill up the details in the popup window and click on submit. The new action will be added.
Under the role heading, select the desired role to assign this Action/Approval.
Once this role is selected, choose the user to assign this Action/Approval to. If you want to select everyone under this designation, click on “Select All”.
Under the action tab, click on the update to complete this procedure.
To edit or delete the desired Action/Approval, click the edit or delete button under the action tab.