Receiving Orders
When a new order comes in, it appears on the Incoming Orders page with a Pending status. Designated users at the commissary kitchen receive an email notification about the new inbound order (you can configure this under Vendor Settings). If the receiving location changes the order after it was originally placed, the order updates in real time and an email is sent. Each email includes a CSV attachment so you can compile orders outside of Garde (using Excel) if needed. If you have enabled Allow Order Updates, the location that placed the order can continue making edits until you fulfill or deny the order.Viewing an Order
Click on an order to open the order detail view. The order detail has two sections:Order Information
The top section displays:- Ordering Location — the restaurant or unit that placed the order (e.g., “OBAO – 222 E 53rd St”)
- Order Date — when the order was placed
- Requested Delivery Date — the date the ordering location wants to receive the items
- Requested By — the user who placed the order and the timestamp
- Approved By — the user who approved the order and the timestamp
- Status — the current order status (Pending, Fulfilled, or Denied)
- Total Amount — the total dollar value of the order
Line Items
The bottom section shows a table of all items in the order:| Column | Description |
|---|---|
| Item Name | The product or recipe being ordered |
| Quantity | Number of units requested |
| Unit Price | Price per unit |
| Total | Line item total (Quantity × Unit Price) |
Order Actions
Four action buttons appear at the bottom of an order detail:Fulfill Order
Click Fulfill Order to accept and complete the order. This:- Changes the order status from Pending to Fulfilled
- Signals to the receiving location that their order has been accepted
- Transfers the expenses from the commissary to the receiving unit
What happens to costs when you fulfill an order: The commissary sees a credit to its COGS (reducing its costs), and the receiving unit sees a debit (adding to its costs). Both sides are recorded as journal entries in your accounting system.
Deny Order
Click Deny Order to reject the order. Use this when you cannot fulfill a request — for example, if you’re out of stock on key items or the delivery date isn’t possible. The receiving location is notified that their order was denied and can place a new one.Edit Order
Click Edit Order to make changes before fulfilling. From the edit view, you can:- Adjust the Requested Delivery Date
- Change the quantity of existing line items
- Remove items from the order
- Add items to the order (for substitutions or last-minute requests)
- Add or read notes to explain adjustments (notes form a chain within the order)
- Kitchen prep sheets
- Packing lists for fulfillment
- Physical records
Things to Note
- You can process orders in bulk by checking multiple orders from the Incoming Orders screen.
- The final Invoice Date of the order reflects the date it was fulfilled.
- Invoice numbering: Outgoing commissary invoices use a number format that makes them easier to identify and reconcile. The format clearly distinguishes commissary invoices from regular vendor invoices, so you can locate them quickly in your Orders page and accounting system.