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Online Catering System Guidance Notes ~ How to Raise/Edit/Cancel Orders

(These do not apply to Conference bookings; please raise an order for Conference bookings via Oracle in the usual way)


Logging In

www.onlinecatering.cardiff.ac.uk

To log in for the first time:

  • Click on Sign in in the top right hand corner.
  • Click on Forgotten your Password?
  • Enter your email address (this matches the information contained on Compel and should normally end in ‘cardiff.ac.uk’)
  • Click on Reset my Password
  • You’ll then be sent an email with your new password.
  • On the top header bar click on Sign In
  • Log into the system with your email address and new password.
  • On the top header bar click on Change Password
  • You then need to enter your current password and a new password
  • Click Go
  • You’ll then be sent an email with your new password.
  • From then on, you can log into the system with your email address and new personal password.
  • If you have any issues logging in to the system, please contact CSERV I.T. on either: 75324 or 76148.

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Creating a Catering Booking

  1. Please enter the following details:
    • Date = Date Order Required
    • Time = Time Order Required
    • Number = Total Number of Guests to be catered for
    • Area = Building (please don’t enter Room here)
    • Room = Room
    • Title = Your personal reference for the booking

            Click Go

  1. Click on the relevant Menu Group. The Menu Groups mirror the published provision.
  2. Select the relevant Item and the number required for each and then click Add To Basket

Click on the Information Button for further information regarding menu details, where relevant.

PYO Buffet Selection A & B ~ the quantity should reflect the numbers you are catering for and should be the same for each item selected.
Please note the prices for selection B are £0 as the price is charged against the items in Selection A.
If you select more than 5 items from Selection B, the Catering Office will amend your order to reflect the charge of £1 per additional item. Please note that these menus will only be available until December 2013.

Menus 2014 ~ menus only available for 2014 will only appear if you select a date in 2014.

4. Repeat process until you have selected all the items required.

5. Items can be removed in the right hand box.

6. The Time, Number, Area and Building can be amended in the top right hand box.

7. You can see details of all items selected, by clicking Show All. You can then make any amendments you need.

8. Click Continue once you have selected all the items required.

You will then be provided with a summary of your order

9. You can cancel or edit your order as required, by clicking on the relevant buttons.

10. You can also change the date of your booking.

11. Please add any additional information you wish the Catering Office to be aware of in the ‘Catering Notes’ field. Please note you will be given the option to provide dietary requirements on the next page.

If you wish to add another order for another time on the same day

  1. Complete the relevant details under the Add Delivery tab:
    • Time = Time Order Required
    • Number = Total Number of Guests to be catered for
    • Room = Room

13. Select Add Delivery

14. Follow points 1 to 11 above.

Once you have finished selecting your Items:

15. Click on Check Out

You will then be provided with a final summary of your order.

16. Select any Dietary Requirements and the Number of People these relate to and click Update

17. In the Charge Codes, select the codes you wish the order to be charged to ~ you can type the first couple of characters into each field. 

Project Codes will appear in the following order/format: Project-Expenditure Type-Task

18. Click Confirm Order

At this point, the codes selected will be validated and if they are incorrect, a message will appear on the screen. If this happens, please check/amend the codes. If you continue to have problems, please advise INSRV Connect. If you have only recently asked for a code to be set up, please contact Management Accounts to check that the code has been set up.

You will then be provided with a final confirmation of your order on screen and by email.

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Editing an Existing Booking

Please note that you are unable to edit bookings online within 24 hours of your booking.

You will be required to enter your Charge Code details again, so please make sure you know these details.

  1. Click on Edit next to the Booking you wish to edit.
  2. Click on Edit next to the Delivery you wish to edit.
  3. You can amend:
    • Numbers
    • Items
    • Time
    • Area (Building)
    • Room
    • Booking Title
  1. Follow steps 2 to 18 on Creating a Booking

You will then be provided with final confirmation of your amended order by email.

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Cancelling an Existing Booking

Please note that you are unable to cancel bookings online within 24 hours of your booking.

  1. Click on Cancel next to the Booking you wish to cancel.
  2. You will then be asked to Confirm the Cancellation
  3. Your booking will then be cancelled.

You will then be provided with confirmation of your cancellation by email.

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Viewing Current Bookings

  1. Click on the Information Button to view further details of the order i.e. time, room, catering items, account code and dietary requirements.

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Viewing Past Bookings

  1. Click on the Information Button to view further details of the order i.e. time, room, catering items, account code and dietary requirements.

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Repeating a Booking

If you wish to repeat a previous booking:

  1. Select Repeat next to the booking you wish to repeat in Current Bookings or Past Bookings.
  2. Follow steps 1 to 4 under Editing an Existing Booking to make any amendments to the booking.
  3. Follow steps 9 to 18 under Creating a Catering Booking

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Change of Access

Change of Email Address

  • Please email CSERV-Finance@cardiff.ac.uk if you change your email address for any reason.
  • You will need to contact CSERV-Finance@cardiff.ac.uk if you wish to receive a report detailing all bookings raised by the member of staff who has left.
  • You will not be able to log into the Online Catering System using your new email address until this has been a) updated in Compel and b) been subsequently updated in Oracle EBS.

Staff Leavers

  • You will need to complete an Oracle EBS User Access form and send this to INSRV Connect for a staff responsibility to able to use the Online Catering System be removed in Oracle EBS.
  • You will need to contact CSERV-Finance@cardiff.ac.uk if you wish to receive a report detailing all bookings raised by the member of staff who has left.

New Staff Access

  • You will need to complete an Oracle EBS User Access form (Schools/Directorates) and send this to OracleUsers@cardiff.ac.uk for a responsibility to be set up in Oracle EBS for new staff to able to use the Online Catering System.
  • The form will need to be completed with the section ‘Catering Ordering System’ being changed from ‘None’ to ‘Yes’ on the form.  This can be found on row 58 of the current version of the Form
  • Please follow the ‘Instructions’ tab.
  • For new members of staff, using the same form, you will also need to select ‘Requester’ access for iProcurement (row 41) and the ‘Cost Centres Access Required For’ section (rows 26 to 34).
  • Once Oracle EBS has been updated, these details will be exported to the Online Catering Ordering System overnight and you should be able to place your order online within a few days.
  • Unfortunately, we have no control over this process therefore, if your order is urgent, we would advise that you ask a colleague with existing access to the system and your GL/Project codes, to place the order on your behalf until you have access.
  • You will need to contact CSERV-Finance@cardiff.ac.uk if you wish the new member of staff to have access to a previous member of staff’s bookings on the Online Catering System.

Access for Current Staff

  • If you are already a requisitioner on Oracle EBS for the code that you wish to use, you will need to speak to your Head of School or School Manager or whoever normally arranges for colleagues to be granted access to Oracle EBS and/or the Online Catering Ordering System.
  • An Oracle EBS User Access form (Schools/Directorates) will need to be completed with the section ‘Catering Ordering System’ being changed from ‘None’ to ‘Yes’ on the form.  This can be found on row 58 of the current version of the form.
  • Please follow the ‘Instructions’ tab and the completed Form should be submitted to: OracleUsers@cardiff.ac.uk

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Problems with GL or Project Codes

Both GL and Project codes are managed in Oracle EBS and exported to the Online Catering Ordering System on a nightly basis.

If you are unable to access the relevant code, please could you try the following:

1. Access iProcurement in Oracle EBS and try creating a test requisition and entering the GL code or Project task/code against the test requisition (N.B.  PLEASE DO NOT SUBMIT THE REQUISITION.  Just enter the GL or Project code to see if it is accepted, then delete it). If it is not accepted, you will get an error message.  

If the code works on Oracle EBS, it should work on the Online Catering Ordering System.  Try typing the code in the relevant field to see if the System finds your code. If the code works in Oracle EBS but is not on the Online Catering Ordering System, please email or call InsrvConnect.
    
Please note:
- iProcurement will only allow the tasks valid for the Project

2. If the code fails in Oracle EBS, please speak to a colleague within your Finance section in the first instance as this may be a problem that someone else is familiar with.

3. For Project Codes:  If you require further assistance, please liaise with your nominated contact for your school/directorate within RACDV for Projects codes.  N.B. Each school has a different contact in RACDV.  The most common scenario is where a task of DI is selected for an EU project.

4. For GL Codes:  If a GL code needs to be exported into our Online Catering Ordering System, the person requesting for the new GL code to be set up needs to advise Management Accounts that a valid code combination also needs to be set up with Account code 46030.  This is because Oracle EBS won't automatically create this. Emails should be sent to COA@cardiff.ac.uk and any telephone queries to 74577.