01: Ask
You send out the template
Some districts use it. Others send last year's version or their own workbook, because that is what their kitchens fill out.
Member districts send forecasts in the format they already use: a spreadsheet, a Google Sheet, or an email attachment. Sage reads each file, matches its lines to your catalog, and combines the results into a forecast for vendors.
The process works, but it takes someone six weeks.
Some districts use it. Others send last year's version or their own workbook, because that is what their kitchens fill out.
To see who has submitted, you open a folder and count. Follow-up emails and second-round reminders are manual.
Codes and descriptions do not line up, and cases get mixed with eaches. You end up with one tab per district, a pivot table, and a lot of hoping.
Districts keep their current process. A nutrition director can send the same workbook, Sheet, or attachment without learning a new template or signing in to another account. Sage reads the columns it needs.
Sage finds the item lines among extra tabs, merged headers, notes, and subtotals.
Districts that work together in Sheets can share the link. We pull the current version when the forecast period opens.
If a district has emailed you a spreadsheet for eleven years, it can keep doing that. The file lands in the same queue.
This work used to be done by hand, and it is most of what Sage does. Sage checks every incoming line against your catalog. Uncertain matches go to review.
Sage cleans up codes such as 10-0891, 100891, and codes with leading zeros before it checks the catalog.
If the code is missing or does not match your catalog, Sage compares the line with your catalog descriptions and shows the match confidence.
Sage converts cases, eaches, boxes, and blank units with the pack size on the catalog item.
Confirm a match once and Sage keeps it for that district. The same line can resolve on its own next period, which reduces the review pile over time.
You own the catalog, the calendar, and the numbers that go out to vendors.
District staff keep their current workflow and avoid retyping the forecast.
One screen, one action. The district doesn't pick a template or map columns.
See when Sage receives, parses, and matches the file. The summary lists anything that needs review.
See submissions, exceptions, and the aggregated total as files arrive.
We load the data and send it back for review. When the period opens, districts can start submitting files.
Send a spreadsheet, an export, or a PDF of the bid list. We load the products, identifiers, and pack sizes, then return the catalog for your review.
Send the member list, contact details, and last year's submissions if you have them. Previous submissions help Sage learn how each district formats its files.
Set the window and send one email. Files start arriving in whatever shape they arrive in, and you watch the forecast build.
In a 30-minute demo, we will walk through the workflow and answer questions about your catalog and district files.