Agency Express is the online ordering system that partner agencies use to submit all food orders. Orders may be placed 24 hours a day, seven days a week from a computer with internet access. Ordering is restricted to authorized agency shoppers that are listed with the Food Bank. To become an authorized agency shopper, the Program Director at your agency must email Austin Brewer at abrewer@okfoodbank.org. If you need to remove a previously authorized shopper from your account, please notify Austin Brewer.

Agency Express is also the system used by agencies to submit monthly reports detailing the previous months’ distributions. Pantry and Onsite Feeding programs must submit their reports by the 10th of each month for the previous months’ distribution. Backpack and Kids’ Café programs must submit their reports by the 15th of the month.

Agency Express Training

Prior to placing an order, new shoppers must attend an Agency Express training class. Upon completion of the training, authorized shoppers will receive login credentials that can be used to access the Agency Express site.

Agency Express training classes are typically held on the third Thursday of each month at the Tulsa Branch from 9:00 a.m. to 11:00 a.m or as needed at the McAlester Branch. Registration is required to participate in the training. Please submit the Agency Express Training Registration Form and someone will reach out to you regarding the next training. A brief training video can be viewed below, but it does not replace the need to participate in Agency Express training at the Food Bank.

Agency Express Troubleshooting

Why can’t I login? You may not be an authorized Agency Express user or your Agency Express account was deactivated because you were not listed on the most recent Shopper Authorization Form submitted by your agency. Most users who experience login difficulty enter their Program Code incorrectly. The Program Code is “0092p” followed by your Agency ID number “#####-##”.

Why are there no available order pick-up dates when I go to the Checkout page? You must schedule a pick-up or delivery date from the “Scheduler” page before you start adding to your shopping cart. Then, the date you scheduled on that page will be the only date you can choose at the Checkout page.

Why are the items I added to my cart not showing up on the Checkout page? The most likely possibility is that you did not click “Add to Cart” before going to the next page of the order list. If you do not click “Add to Cart” before you move to the next page, Agency Express clears the quantities you entered. Another possibility is that you entered a quantity that exceeds the case limit we have set for that item. Agency Express will not add an item to your shopping cart if your request exceeds the set limit.

Why is it taking so long for my order status to change to ‘Acknowledged’? If you placed your order during normal Food Bank hours, then your order status should change to ‘Acknowledged’ within 30 minutes or so. If it takes longer, please notify the Food Bank because the system may be blocking orders from coming through and we do not know about it until someone notifies us.

Why wasn’t I approved for the full quantity of an item I requested? There could be a few reasons for this. The simplest answer is that our inventory count was off and after making the adjustment in our system we had to reduce the amount of product on your order.

Why did I lose a previously approved item from my order after I edited and resubmitted my order?  When your order reaches the ‘Acknowledged’ status, the quantities you have been approved for are reserved for you in our system. However, when you edit an order that has already been ‘Acknowledged’ it releases those items back into our system for everyone else to access. If another agency requests the same item you had been approved for, but the other agency submits their order before you resubmit your order, you could lose that product. Only edit an order if you already know what you would like to add and you can resubmit the order quickly.

How many orders can I place at a time? Agencies may only have two open orders at one time. An open order is an order that has been submitted and is scheduled for pick-up but has not been picked up yet. Your agency will have to pick up one of its open orders before you are able to place another order.

 

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