Guide: Print and manage orders using the Supplier Portal

The following guide steps through the essential daily functions of your Supplier Portal.

📄 Printable version available: Click here to download and print the Supplier Portal quick reference guide. We recommend displaying this in an easily accessible place. 

 

Contents

• Logging into the Supplier Portal
• Printing your orders onto labels
  • Reprinting labels in bulk
• Printing order reports
• Viewing and managing your orders
  • Performing actions on a single order (e.g., cancel, reprint or refund) 
  • Performing actions on multiple orders (e.g., cancel, reprint or refund) 
    
    

Logging into the Supplier Portal

1. Make sure you're connected to the internet.
2. Go to the Flexischools website: www.flexischools.com.au
3. Sign in with your username & password.

You should land directly in the supplier portal; however, if you don't, click 'Supplier Portal' on the left hand side menu. 

 

Printing your orders onto labels

1. In the Supplier Portal, click 'Orders', then 'Food' in the left-hand menu.
   
       
2. You will land on the Label Printing screen. By default, it displays today's date and shows:
   • The total number of orders placed for the day
   • The total number of unprinted orders 
     
     
     
3. When ready to print, click 'Print Labels'. You can:
   • Print labels per service by clicking the green 'Print Labels' button next to the service 
   • Print all services at once by clicking the green 'Print all labels' button at the top of the page
     
     Note: once orders have been printed, they are locked and are no longer able to be cancelled by parents.
     
     
4. The print preview screen will appear. Ensure your label printer is selected as the printer destination, then click 'Print'.  
    
   
   
5. Once printed, the number of unprinted labels will update to 0.  

Reprint labels in bulk

To reprint labels in bulk: 

• Click on the same green 'Print Labels' button to reprint labels for a specific service 
• Click on the same green 'Print all labels' button to reprint labels for all services at once

You will be asked to confirm before reprinting. 

 

Printing order reports

1. Click on the 'Reports' button on the Label Printing page.  
   
   
2. Select the report you want to print:
   • Items report: Lists items (and options) ordered split by services and if applicable, sites and production areas. 
   • Items report (compact): The same as the items report, but without page breaks to minimise pages. 
   • Items by class report: Lists items (and options) ordered split by services, and if applicable, sites, grouped by class. 
   • Class report: Lists orders placed split by class, services, and if applicable, site. This report includes the label number, order ID, customer name and order details. 
   • Sales report: Shows the total number of orders and sales for the day, split by services and if applicable, sites. 
     
     
3. You will be directed to a preview page. Click the blue 'Print (A4)' button.  
   
   
4. The print preview screen will appear. Ensure your A4 printer (not your label printer) is selected as the printer destination, then click 'Print'.  

 

Managing your orders

1. To view your orders in more detail, click on the ‘Order Management’ button from the Label Printing page.
   
   

2. By default, this screen will display all orders for the date selected on the Label Printing page. You can:

   • Filter orders by date range, site, order state, service or label number.

   • Search for a specific order using customer name, Order ID or label numbers.

1. To view an order in more detail, including the orderer's contact information, click on the + icon to expand.  

Performing actions on a single order 

For additional actions on a single order, click the three dots on the right-hand side of the grid. This opens a menu with various actions you can perform on an order:

• • Reprint order 
  • Change order due date (e.g., if a child is sick and you'd like to move the order to next week)
  • Resend order confirmation email
  • Cancel order (until 5pm on the day the order is due)
  • Refund order (only after an order has been closed at 5pm on the day it was due)  

 

Performing actions on multiple orders 

For additional actions on multiple orders, use the boxes on the left to select multiple orders, or the box at the top to select all orders on the screen. You’ll see some icons appear at the top of the grid with various actions you can perform on orders: 

• Reprint orders
• Change order due dates
• Resend order confirmation emails
• Cancel orders (until 5pm on the day the order is due) 
• Refund orders (only after an order has been closed at 5pm on the day it was due) 

 

Note: Each order is assigned an Order ID as it is placed. When you print the order, the label will be assigned a label number. One order may need to be printed over multiple labels. Some orders will have multiple label numbers against them. 

Label numbers start from 1 each day. 

 

Access the PDF version of this guide below: 

• Quick reference guide.pdf
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