Here's where Catering Orders is located within the catering-related dependencies:

1. Dietary Terms
2. Suppliers
3. Order Policies
4. Items
5. Menus
6. Templates
7. ✅Orders
8. Pantry Timeline as another option to view catering orders

In Catering > Orders, you can view the list of all orders within the specified date range, for whom this order is, meeting location, and other relevant details of the request.

From here, you can:

• Filter by status and host of the associated meeting
• Search by booking name or host name
• Use System Filters that were previously set up by your organisation
• Manage the selected catering order
• Export a set of catering orders
• Switch to the view with orders for today

Managing catering orders

Click an order to open the popup with the main information:

• Status switch
• Delivery To and host name
• Service Location and space name
• Service Time
• Ordered Items
• Catering Notes
• See Catering Summary link
• View this Order link

The intention of this popup to provide summary reference for the team when the order doesn't need to be edited.

Click the See Catering Summary link to view more details about it, move the entire request to a different location, add new orders if allowed in the organisation, manage cost codes, or switch to other tabs and start adding or editing the order.

Changing the status of the catering order

To manage catering orders or change their status, you need to have appropriate permissions. Learn more here: Role Permissions and Data Security Settings for Catering 

There are the following catering order statuses:

• Pending Approval once the order has been created.
  ⚠️ An organisation may choose to set all catering orders to be automatically approved by setting the value to 1 for the AlwaysApproveCateringOrders building parameter.
• Request Approved or declined (Not Approved)
• Ready for prep
• Ready for delivery (in time or late)
• Delivered
• Cleared
• Cancellation Pending
• Cancelled Charged, Cancelled No charge
• Completed

Editing a catering order

Click View the Order from the order popup to view more details. The order page opens on the Create/Edit Order tab where you can:

• How many catering orders are bound to this space booking. There can be several of them, and you can manage them individually.
• What food is ordered in each catering order
• In what quantity
• Host name of the main space booking
• Space room location
  ⚠️ Mind that bookings can be moved across floors and buildings. Catering Order is automatically cancelled if the booking is moved to another building.
• Time for when they asked it to be delivered
• Time for when they've asked it to be cleaned up. If this is not indicated, clean-up time will be set to the end time of the associated booking.
• Billing info according to cost codes
• Cost of each catering order
• Internal notes if any. You can add yours.

When created, a catering order is assigned automatically to the person or group of persons who are defined as Catering Manager in the booking policy. The person who has the appropriate permission approves it and moves on to processing. Read more about Catering Manager role within booking policies here: Catering Manager and Floor Manager roles.

How booking updates affect associated catering orders

In Catering Orders, the essential part are service time slots that are associated (Service and Clean-up). If the user edits the associated booking that has one or more catering orders, what happens next will depend on what has changed about the booking and on the initial Catering Order status. Here are the main scenarios.

Approvals

In all scenarios, the following applies to the approval status upon booking change, regardless of the current status where the order has been before the change:

• In organisations with Automatic Approval, the state of the order becomes Approved, and the user has to confirm their updates to the booking.
• In organisations that required approval after a change, the catering order status becomes Pending Approval, and the user is notified about this.

Service Time Change Scenarios

1. If the space booking is changed within one building.

2. Space booking is moved to another building.

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