Regular USDA Foods

Instructions for Regular USDA Foods Tracking Form

The Regular U.S. Department of Agriculture (USDA) Foods Tracking Form is designed to be modified to suit the needs of individual sponsors in tracking their regularly packaged/fee-for-service commodities by removing products not ordered. The form, in conjunction with the “Customer Order Summary” screen in the Cyber-Linked Interactive Child Nutrition System (CLiCS) 1, is to be used as a tool to track the amount of USDA Foods yet to be delivered.

Direct Delivery

The items listed in this category are delivered to sponsors from their approved USDA Foods distributor. Sponsors will use this section of the form to track cases of regular USDA Foods yet to be delivered. To find the number of cases to be delivered, sponsors should follow these steps:

• Download and save a copy of the Regular USDA Foods Tracking Form. Sponsors may choose to delete rows of USDA Foods not surveyed for easier viewing.
• Log into CLiCS 1 and go to the Customer Order Summ screen and select the appropriate school year and select the Search button. Then select the hyperlink for the first USDA Food.
• At the bottom of this screen, copy the number from the Total Quantity- Ordered and enter the number in the Total Quantity Ordered by Food Distribution on the tracking form.
• Also at the bottom of the screen, copy the number from the Total Quantity- Received and enter the number in the Total Quantity Received at Warehouse on the tracking form.
• Under each month, enter the number of cases received for each USDA Food.

The difference in the number of cases received at the state contracted warehouse that have been delivered by the distributor is listed under the Variance column. A negative number means that the distributor still needs to deliver cases. A positive number means that the distributor has delivered too many cases.

Processed

The items listed in this category are delivered to sponsors in the form of finished products processed from raw USDA Foods. Sponsors will use this section of the form to track number of pounds of raw USDA Foods to be processed and delivered. To find the number of pounds to be processed and delivered, sponsors should follow these steps:

• Use the previously downloaded form or download a new form.
• Log into CLiCS 1 and go to the Customer Order Summ screen and select the appropriate school year and select the Search button. Then select the hyperlink for the first USDA Food.
• At the bottom of this screen, copy the number from the Total Quantity- Ordered (this number is actual pounds) and enter the number in the Total Quantity Ordered by Food Distribution on the tracking form.
• Also at the bottom of the screen, copy the number from the Total Quantity- Received and enter the number in the Total Quantity Received at Warehouse (Processor) on the tracking form.
• Under each month, enter the number of raw pounds that have been processed and delivered. Sponsors should work with the processor and/or broker to determine the number of raw pounds received.

The difference in the number of pounds received at the approved processor and the pounds that have been delivered by the distributor is listed under the Variance column. A negative number means that there are still unprocessed or undelivered pounds that the processor/distributor still needs to deliver. A positive number means that the distributor has delivered too many pounds.

Sponsors should coordinate with the processor and/or broker to determine how products will be delivered. If diverting the same USDA Food to multiple processors, sponsors will need to track each processor separately.