WI COMMODITY ORDERING SYSTEM

Surplus Requests

Surplus products are commodities that are available in addition to what was ordered on the annual commodity order. Therefore, your agency will only receive products listed on the surplus screen, if your agency accesses the surplus screen and processes a surplus request.

Surplus Requests On the surplus screen, the total amount available that is listed for each commodity represents the total amount available out of that warehouse facility. It does not represent a fair-share quantity specifically available to your agency. Any agency that is serviced by that warehouse facility can process a surplus request from the available amount(s) listed. Therefore, if your agency has sufficient entitlement dollars, the system will allow agencies to take the entire surplus amount available. Please only requests amounts that are reasonable for the size and servicing scope of your agency. Surplus commodities are available on a first-come, first-requested basis.

Surplus Requests The surplus screen is available for surplus requests from the 1 st – 10 th of each month. Requests made from the 1 st – 10 th will be part of the following month’s order. Example, an agency places a surplus request on September 7 th, This request will become part of the agency’s October 2008 order.

Surplus Requests Monthly, there may or may not products available on the surplus screen. Agencies will need to access the system on a monthly basis to check for availability.

Surplus Requests To request surplus commodities from the surplus screen, agencies must access the “WI Commodity Ordering System.”

1.Open your internet browser (Internet Explorer, Firefox, etc.) 2.Type in the following address in the address screen of the internet browser: Accessing the WI Commodity Ordering System

3.Scroll down to the bottom of the page to the “Order USDA Commodities” section. 4.Click on the “WI Commodity Ordering System” link.

Accessing the WI Commodity Ordering System

5.The log-in screen for the “WI Commodity Ordering System” will be displayed. 6.Enter the User Id and Password for your agency. The User ID is the agency code assigned to your agency (same as the fiscal claim system). The password is the 4 digit password assigned to your agency (typically the same as the fiscal claim system).

Accessing the WI Commodity Ordering System

7. Once your are logged-into the commodity system, a message board will be displayed. Important commodity updates will be displayed on this message board and may change on a daily/weekly basis. 8. Read the message board and click on the “Continue” button located at the bottom of the message board screen.

Accessing the WI Commodity Ordering System

9. Select the program year by clicking on the desired program year. The program year is listed by the fiscal year. Example: For school year , click on program year 2009.

Accessing the WI Commodity Ordering System

Requesting Surplus 10.Once your agency is in the appropriate program year, click on the “Allocations” tab that is located on the School Food Authority Summary Screen.

Requesting Surplus

11.Listed below and to the far-right of the different tab options is an “Add Surplus” button. 12.Click on this button.

Surplus Requests

Requesting Surplus 13.This screen will list all surplus commodities and amounts that are available out of the warehouse facility that services your agency. 14.The total amounts available will be listed in the “Surplus Qty” column. 15.The surplus screen will also indicate the available entitlement balance, if any, for your agency. If the entitlement balance listed contains parenthesis, this means that your balance is negative.

Requesting Surplus

Depending on availability, there are potentially three different types of commodity products: Entitlement Commodities Bonus Commodities Entitlement No Charge Commodities

Requesting Surplus Entitlement Commodities: For entitlement commodities, the entitlement value listed per case, will be subtracted from your available yearly entitlement. Therefore, in order to request entitlement surplus commodities, your agency must have entitlement dollars remaining. If your agency does not have sufficient entitlement dollars remaining and your agency attempts to request this commodity(ies), you will receive an error message and the system will not process the surplus request.

Requesting Surplus Bonus Commodities: These are products that based on agricultural surplus, were labeled by USDA as bonus commodity products. Therefore, your agency does not have to have a remaining entitlement balance to request this surplus commodity and the entitlement value per case listed will not be subtracted from your available yearly entitlement allotment.

Requesting Surplus Entitlement No Charge Commodities: These are products that were originally received into the state as an entitlement commodity, but the state has determined that the product will be available at no entitlement charge. Therefore, the your agency does not have to have a remaining entitlement balance to request this surplus commodity and the entitlement value per case listed will not be subtracted from your available yearly entitlement allotment.

Requesting Surplus Regardless of commodity product type, the applicable handling fees for these products will be assessed when requested.

Requesting Surplus 16.For any desired product available on the surplus screen, enter the desired amount in the “Request Qty” column. 17.The system automatically pre-fills a zero in the “Request Qty” column and you will need to change the zero to the desired quantity.

Requesting Surplus

18.Once the desired quantities are entered in the “Request Qty” column, click on the “Next Page” button that is located at the bottom of the screen. Important: if you select the cancel button that is located at the bottom of the screen or exit out of this screen prior to submitting the surplus request, your request will not be submitted and your agency will not receive the desired product(s).

Requesting Surplus

19.Your agency will be taken to a summary page of all products requested. 20.Review all of the numbers listed in the “Request Qty” column to ensure the accuracy of all number requested.

Requesting Surplus

21.Once you have confirmed the numbers listed on this summary page, click on the “Submit” button that is located at the bottom of the screen. Important: surplus requests can not be modified once submitted. Please ensure the accuracy of numbers requested prior to submitting the request.

Requesting Surplus

22.Once your order has been processed, you will be taken back to the “Allocations” tab. 23.If you want to ensure that your order has been processed, click on the “View” button that is located on the far-right side of where the allocation is listed. Under the “Allocations” tab all surplus requests begin with “Surp” under the Alloc Id (Allocation Id) column.

Requesting Surplus

Surplus Requests 24.Once submitted, all surplus requests will be processed and combined with amounts requested on the annual order survey into the following month’s order.