Order for Food and Supplies—Preparer’s Guide

Last Updated: 22 October 2018 at 08:08

GENERAL INFORMATION FOR ORDER PREPARERS

The Relief Society president is typically assigned to prepare food orders. However, the bishop may designate any adult member of his ward to assist in this duty. Helpful information and instructions are available in “Welfare Principles and Leadership” (Handbook 2: Administering the Church [2010], 6).

If you have been authorized by your bishop to prepare orders, you can sign in to the Welfare Services Resources website.

Click here to go directly to the website (WelfareServices.lds.org) and get started.

Sign in with your LDS Account. If you do not have an LDS Account, you will need to create one (register for an account at http://ldsaccount.lds.org).

Below, you will see the screen for preparers who do not also have other roles in the system (e.g. bishopric members, Relief Society president, etc.).

After signing in to Welfare Services Resources, you will see a page that shows a "New Order" button, a list of orders that have been assigned to you for preparation, and a section where you can specify your notification preferences. Order preparers should designate their preferences for receiving text message and email notifications. If you have not yet designated your notification preferences, do so now by completing the Text and Email fields in the Notifications section.

INITIATING AN ORDER

To initiate an order, follow these steps:

  1. Click the New Order button at the top right of the page (see  in the image above). 
  2. Begin typing a name into the Recipient field, and members of the ward will appear. (To help distinguish between members with the same name, the member’s age is shown in parentheses next to their name.) Click the recipient’s name, and the address and contact information will be automatically populated from information in the recipient’s member record.
  3. When creating an order for a non-member or a member whose records are not currently in the ward, click Recipient is not in this list in the drop-down list before typing in the Recipient field.
  4. After clicking Recipient is not in this list, the Recipient field will change to “First Name” and “Last Name” fields. Enter the recipient’s name and address. The system will not attempt to match the name to members in the unit. Click x Cancel non-unit recipient to return to the standard Recipient field.
  5. Enter in the # in household field the number of people in the recipient’s household that will be using the commodities received. This should include visitors and non-family members, if applicable.
  6. When the bishop approves the order, the system will automatically send a text message and/or email to the destinations provided in the Text and Email fields. Click the Text checkbox and enter a phone number, and/or click the Email checkbox and enter an email address. Standard messaging rates apply. Click I will notify if you plan on notifying the recipient in person; in this case the system will not send a text message or email.
  7. If you are not going to prepare the order yourself, select a preparer to visit the family and prepare the order. The Relief Society president is selected by default, but anyone the bishop has authorized can prepare an order. See the Settings Overview help article for instructions on managing the authorized list of preparers.
  8. The preparer’s notification preferences will automatically appear in the notification section. Preparers manage their own notification preferences (see the Order for Food and Supplies—Preparer’s Guide help article for instructions). You can enter or modify the notification options for the preparer as you initiate the order.
  9. If necessary, include any comments to the preparer or approver (bishop) and instructions to the storehouse and recipient. These comments and instructions will be added to the Comments history section. Any special instructions for the storehouse staff or the recipient will be printed on the form that is used by the storehouse when the order is filled. 
  10. By default, the order can be picked up from any storehouse. Some storehouses deliver food orders in bulk to remote locations when units and members are distant from the storehouse. If your assigned storehouse has delivery locations, select the delivery location that is closest to the recipient’s home. If you want to specify a location, select one from the drop-down menu.

You may now proceed to prepare the order as outlined in the next section.

PREPARING AN ORDER

After an order is initiated, it needs to be prepared. Order preparation involves visiting with the recipient, selecting quantities of items to be ordered according to the bishop’s instructions, updating the recipient’s notification preferences if necessary, and adding comments for the approver and instructions for the storehouse, if desired.

  1. The designated preparer visits the recipient family and determines items and quantities to be ordered. The preparer may use a mobile device if he or she has Internet access, or he or she may print out a blank form to fill out and then later transfer the information to the Welfare Services Resources website (see Printing an Order Form below). In the list of orders that have been assigned to you, click on the recipient’s name to open the order form.
  2. If you are a member of the bishopric or a Relief Society president you will see the list of orders to be prepared a little differently. Under the Orders tab in the Orders in Process section, click on the recipient’s name to open the order form.
  3. Complete the order form by entering quantities for the items needed. Optionally, if an order has been prepared previously for the recipient, click Copy previous quantities to copy the quantities from the recipient’s most recent order.
  4. When the order form is complete, click Submit for approval. The bishop will be notified that an order needs his approval. Click Close to close the form without saving your changes and return to the Orders screen. Click Save to save the current information on the form and to continue preparing the order later.

PRINTING AN ORDER FORM

It may sometimes be useful to have a printed copy of an order form to use as a reference or a worksheet. To print a copy of the form, follow these steps:

  1. Click New Order at the top right of any page.
  2. Type a name into the Recipient field, and members of the ward will appear. (To help distinguish between members with the same name, the member’s age is shown in parentheses next to their name.) Click the recipient’s name, and the address and contact information will be automatically populated from information in the recipient’s member record.
    • When creating an order for a non-member or a member whose records are not currently in the ward, click Recipient is not in this list in the drop-down list before typing in the Recipient field.
    • After clicking Recipient is not in this list, the Recipient field will change to “First Name” and “Last Name” fields. Enter the recipient’s name and address. The system will not attempt to match the name to members in the unit. Click x Cancel non-unit recipient to return to the standard Recipient field.
  3. Enter in the # in household field the number of people in the recipient’s household that will be using the commodities received. This should include visitors and non-family members, if applicable.
  4. If desired, click the Print language field and choose the language for the form.
  5. Click Print. The printable file will be created and will be available in the downloads section of your browser window (usually at the bottom).

The following image shows the download section at the bottom of the Chrome browser.

The following image shows what the download notification in the Internet Explorer browser might look like.

RELATED TOPICS

You can find more information at the Help index for Welfare Services Resources.