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Topics:
- Placing an Order from the Order Tabs
- Additional Ways to Add Items to an Order
- Working with Lists
- Manage List Windows
- Master User
- If you are an Approver
Note: an account customer can start an order without logging into their account. When not logged in, you will be considered a guest user. Pricing will be guest user pricing and may not be the same as your account pricing.
As an account customer, this site will log you off automatically if no activity is detected for 20 minutes. Any order in progress will be parked. This is a security precaution to protect customer’s orders and information. As a guest user orders are not parked.
a) Quick Orders – takes you to an area that allows you to place items on an order.
b) Open Orders – shows you a list of all previously parked orders.
a) Add To (only if lists exist)
b) Add
c) Delete
d) Parked Orders
e) Proceed to Checkout/Submit
f) Park Current Order
g) Discard and Start New Order
h) Order History
i) Click here for Printable Order
j) Add Order Notes
1 Enter an item number in the item field. If you enter a partial item number or an item number used by multiple manufacturers, a drop down window will appear. Use the arrow keys on your keyboard to highlight the item to be purchased.
2 Enter a comment if needed (use your mouse to position the cursor in the comment field)
3 Enter the quantity to order
4 Click on the Add button or press enter to add the item to the order
5 Enter a coupon number if you are redeeming a coupon
6 Add order notes
7 When all items have been entered select the Commit (Submit) button to place your order
Click on the item’s part number or description to change the quantity, add or edit a comment or delete the item. When the item is in edit mode, you can cancel the edit, delete the item or select the update button when changes are complete.
Click on the item’s part number or description to add a comment. A line item comment can be up to 100 characters long. Note: if the dealer elects to sort invoices before printing, comments will print at the bottom of the invoice and will not print with the line item.
Choose the item(s) you would like to delete by checking the box that is to the right of the item(s). Then click on the delete button. This will remove the item(s) from the order.
An Order Note can be added to an order in Quick Order by clicking on the check box next to ‘Order Notes’. A text box then opens which allows a comment of up to 500 characters to be entered. To save the Order Note and close the text entry box, click on the check box again. Orders with just an Order Note cannot be committed; the order must contain at least one line item.
To sort items on the order click on the item number, description, unit of measure, quantity or price.
To complete an order click on the Proceed to Checkout / Submit for Approval button. The Check Out screen will appear. Enter a PO/Authorization Code/Name or select a Cost Center. You may also enter a name in the “Attention Field” and a 2nd e-mail address if desired. (An optional second email address field is available on the check out screen which allows the order confirmation message to be sent to a second email address. This is found on the right side of the screen below the bill to address information.) To complete the order, click Pay by Credit Card or Apply to My Account. The order will be displayed in a new window. Select Home or Logoff from the top of the screen or “Return to Order Selection” displayed below the order.
This will discard the order that is on the screen and take you to the Open Orders window. To create a new order, click on the Create New Order button or select a parked order.
To temporarily store the order that is on the screen, click on the park current order button. This will, display a new window with a list of all parked orders and a Create New Order button. To create a new order, click on the Create New Order button. An order may be automatically “parked” by the system if the there has been no update to the order for 20 minutes.
1 Log in using Account Code and Password
2 Click on the Orders tab
3 Select Open Orders
4 A list of all open orders will be displayed.
5 If you would like to start a new order, click on the Create New Order button
6 To preview a parked order, click on the Order ID number (TEMP.00xxxx)
7 Scroll down to view the items on the order
8 Click on the Open Existing Order button
9 This will open the order in the Order Entry screen. You can now make edits or commit the order
10 Each parked order will be reviewed for pricing or item restriction when opened for edit. The user will see the following message: “Your order contents have changed due to site updates. Prices may have changed and items may have been removed.”
After selecting search from the menu options, there are several ways you can execute a search.
- Enter a part number
- Enter a prefix and part number
- Enter keywords
You can add a manufacturer’s name or list price to limit the number of items that will be returned from the search. You can sort the results by featured items, manufacturer ascending, manufacturer descending, list price ascending, list price descending or part number. After deciding how you want the results sorted, click on the search buttons. When the results display, to add one item to the order, enter a quantity in the box on the right side of the screen and press the “Add to Cart” button. To add multiple items to the order, enter a quantity for each item and then press the “Add to” button at the top or bottom of the list being sure that Cart is in the box to the right of the “Add to” button.
After requesting a search, clicking on the Description & Manufacturer column or List Price column (if shown) changes the order in which the items appear. Clicking on the List Price column header first sorts the list in list price ascending; clicking on it again changes the sort to list price descending. Clicking on the Description & Manufacturer column header changes the sort to manufacturer descending, clicking on it again changes the sort to manufacturer ascending. You may also change the sort order by clicking on the pull down window and selecting another sort option (featured items, manufacturer ascending, manufacturer descending, list price ascending, list price descending or part number).
Attribute Search (optional) – This feature is only available when “Enhanced Search” displays on the search screen. Using the drop down arrows select a manufacturer or feature to limit the search results.
Browse may be defined as to look around casually and randomly, without seeking anything in particular or to look leisurely at goods displayed for sale. The browse function is a category browse with the lowest level category displaying pictures of a group of similar items. The categories are defined by the primary wholesaler of the office supply merchant. After selecting browse, the top level categories will be presented. Continue selecting categories from the listings presented until the pictures of items are displayed. If you want to purchase one of the items, click on its picture. Enter the quantity in the box under the word Quantity and press the “Add to Cart” button.
Enhanced Browse. Browse may be defined as to look around casually and randomly, without seeking anything in particular or to look leisurely at goods displayed for sale. The browse function is a category browse with the lowest level category displaying pictures of a group of similar items. The categories are defined by the primary wholesaler of the office supply merchant. After selecting browse, the top level categories will be presented. Continue selecting categories from the listings presented until the pictures of items are displayed. If you want to purchase one of the items, enter the quantity in the box to the right of “Your Price and press the plus (+) sign or the “Add to Cart” button.
Product Comparison Only available if Enhanced Search and Enhanced Browse are available, Enables side-by-side comparison of similar products to help make the best buying decision. Up to five items can be compared at a time. Simply place a checkmark beside each product and selecting the “Compare” button. The selected products will be displayed together on one page with their various attributes listed for easy comparison.
This feature will display the available accessories or supplies for use with a machine. The information is provided by the primary wholesaler of the office supply merchant. After selecting machine matching:
- Select the type of machine
- Select the manufacturer
- Select the model number
When the results display, to add one item to the order, enter a quantity in the box on the right side of the screen and press the “Add to Cart” button. To add multiple items to the order, enter a quantity for each item and then press the “Add to” button at the top of the list being sure that Cart is in the box to the right of the “Add to” button.
After selecting specials, enter the quantity desired and then click on the small box to the right of the quantity. After the desired quantity for all items has been entered, press the “Add to” button at the top or bottom of the list being sure that Cart is in the box to the right of the “Add to” button.
1 Logon using account code and password
2 Click on “My Lists” and then on the desired list
3 Enter a quantity for the desired line item(s)
4 Click on the select box to the right of the quantity box, this will place a check mark in the box. To add all items on the list to the Cart, click on the select box at the top of the list
5 Click on the “Add To” button at the top or bottom of the list making sure that Cart is in the box to the right of the “Add to” button
6 Once added, there will be a message displayed at the top of the page indicating what items were added to the Cart
Company List – A catalog or shopping list managed by the company administrator. This will be available to all departments/ship to addresses. There are no limits to how many items can be added to a company list. You can have multiple company lists, i.e. one for filing supplies, one for paper, one for pens and pencils. Only the customer administrator can create or edit a company list.
This is a list of items only available to a single department/ship to address. There is no limit to the number of items that can be added to this list. Anyone can create a my list. You can have multiple my lists, i.e. one for filing supplies, one for paper, one for pens and pencils.
This is a listing of the last 100 items ordered. This is specific to the department/ship to address that is logged in.
Step 1: Create a Company List
Step 2: Add Items to a List
1 Logon
2 Click on the “My List” Tab and select one of the list options
3 Scroll down to the bottom left hand corner of the page and click on the words “Manage Lists”
4 Click on “Create”
5 Choose type of list to create (my list or a company list (account administrator only)) by clicking the drop down box
6 Next type in the name for the new list
7 Click on “Save” to return to the List Manager window
8 Select rename, delete or create to continue managing lists
9 Click on “Quit” when you are ready to exit
1 Logon
2 Click on the “Order” tab
3 Enter the item(s) that you would like to order and place on a list
4 Click on the box to the right of Exd price (at the right hand side of the page), this will place a check mark in the box
5 Click on the drop down box to the right of the Add To button (above the check mark) to select the list
6 Select desired list and click on the Add To button
1 Logon
2 Click on the “Search” tab
3 Type in the Part Number, Prefix + Part Number or Keywords
4 Click on search
5 Click on the appropriate item
6 Put a quantity in the box to the right
7 Locate the “Add to” button at the top or bottom of the list and click on the drop down box to select the desired list
8 Click on the “Add To” button to add the item to the list
1 Logon
2 Click on the “Browse” tab
3 Click on the appropriate category to browse
4 Narrow the browse down until you get pictures of the item(s)
5 Click on the item(s) that you would like to add and place a quantity in the box to the right
6 Locate the “Add to” button at the top or bottom of the list and click on the drop down box to select the desired list
7 Click on the “Add To” button to add the item to the list
- Logon
- Click on the “Machine Matching” tab
- Select the type of machine, select the manufacturer and select the model number
- When pictures of the item(s) appear, click on the item(s) that you would like to add
- Place a quantity in the box to the right
- Locate the “Add to” button at the top or bottom of the list and click on the drop down box to select the desired list
- Click on the “Add To” button to add the item to the list
- Logon
- Click on “Quick Orders” Tab
- Click on the “Text Entry Mode” button. If there are parked orders, click on “Create New Order” button and then click on the “Text Entry Mode” button
- Enter the desired part numbers into the text entry box
- Click on the drop down box next to the “Add Items” button to select the desired list
- Click the “Add Items” button
- Items not added are left in the entry box.
- Click return to order
- Logon
- Click on “My Lists” Tab
- Select Favorites List, Company Lists or Recent Items
- Locate the box titled “Items per Page.” at the top of the list
- Place your mouse on the down arrow and select 10, 20, 50 or 100. After the number of items to display per page is selected, each list you visit will display the number selected.
- Follow steps 1-5 at any time to change the default number of items to display.
- Logon
- Click on “My Lists” Tab
- Select Favorites List, Company Lists or Recent Items
- Type in a keyword in the field next to the filter button
- Click on the filter button
- This will display the items that are associated with the keyword entered
- To view the complete list, click on the All Items button at the right top
1 Logon
2 Click on “My Lists” Tab
3 Select Favorites List or Company Lists
4 To sort the list click on a column heading (item #, description or UOM)
5 To keep the list in the current sequence, click on "Save Current List Sequence as Default".
1 Logon
2 Click on “My Lists” Tab
3 Select Favorites List or Company Lists
4 At the bottom of the list, in the middle of the page, click on Manage List Sequence
5 A box with arrows on the top and bottom will display on the right side of the screen
6 Place a check mark in the Select box next to a line item, do this by clicking in the box
7 Edit the number in the box to the number of places up or down the line item are to move within the list. Then click on the appropriate arrow
8 When you are finished working with the list, press the Quit button. The changes to your list are automatically saved.
Note: You can move multiple line items by marking the Select box for multiple line items then entering a number in the box and pressing the Up or Down icon. If multiple items are moved in such a way that they would be spread across more than one page following the move, the number of items per page increases to the next higher setting in order to present the entire group. The group of checked items need not be contiguous.
- Logon
- Click on “My Lists” Tab
- Select Favorites List, Company Lists or Recent Items
- Click in the check box that says “Show Images” located at the top and bottom of the list. Checking the box will display the images if available. If an item does not have an image available it will display “No Picture Available”.
- To remove the images, uncheck the box.
The setting for "Show Images" will be remembered. This will work per computer. IF two end user's are sharing a computer, the setting for "Show Images" will be whatever is set at the previous log out.
- Logon
- Click on “My Lists” Tab
- Select Favorites List or Recent Items
- To print the list in HTML format, click “Print this list in HTML”
- To print the list in Excel format, click “Print this list in Excel”
- Logon as the Customer Administrator
- Click on “My Lists” Tab
- Select Company Lists
- To print the list in HTML format, click “Print this list in HTML”
- To print the list in Excel format, click “Print this list in Excel”
Master User:
When logged in the Master user can place orders on behalf of multiple ship to locations. The master user does not need to be given the password for each ship to in order to place orders for the ship to address.
Manage Customer Admin / MasterUser:
Manage Master User Ship to Assignments
- Logon
- Click on the “Master User” tab
- Click on the down arrow beside “Select Ship to” to display the ship to address assigned to the master user. Highlight the desired ship to address.
- Click on “Order for this Ship to”
- At the top of the order entry screen, you will see the message “ You are in master mode. Ordering on behalf of “
- Create and submit/commit the order (See “Placing an Order from the Orders Tab” for more information on placing an order.)
- After the order is submitted/committed, select “Return to Order Selection.” To create an additional order for the same ship to address, enter items for an additional order for the same ship to address..
- To create an order for a different ship to address, click on the “Master Use” tab and follow steps 3-7
- To exit Master User Mode, click on “Master Use” tab and then click “Exit Master Mode.” You will now be placing orders for the original log on ship to address.
If You Are An Approver:
As an approver you will receive an email when an end user commits an order. When you approve an order, reject an order, or makes changes to an order the person who placed the order will receive an email. Notify your office supply merchant if you add or change e-mail addresses to ensure e-mail notifications are delivered.
When you log on and have orders awaiting approval, you will see the message “There are Orders awaiting your approval. Please click Approver tab to approve them. This message displays in the following areas; Quick Order, Cart, Search, Browse, Machine Matching, Customer Admin, Approver and Master User.
If you select the approver tab and there are no orders awaiting approval, you will see the following message:
“No orders are awaiting approval currently.”
- Logon
- Click on the “Approver” tab
- You will see a list of orders awaiting approval
4. This list will display the Order ID, the Ship To, when the order was created, and the total of the order.
- Place your mouse in the box at the far right and click. This will leave a check mark in the box. When all orders to be approved without review have been marked, click on the “Approve Orders” button. A message similar to the following will appear: “The Order#: xxxxx has been received. An order confirmation email has been sent to abc.xyz.com. The following Orders were Approved: xxxxx.
- Place your mouse in the box at the far right and click. This will leave a check mark in the box. When all orders to be rejected without review have been marked, click on the “Reject Orders” button. A message similar to the following will appear: “The following Orders were Rejected: xxxxx
- Click on the order number (OrderID) that you wish to view. The order will display at the bottom of the screen.
- For further review click “Edit and Approve this Order”. This will take you to the order entry screen where you can add items, delete items, reject the order, approve the order or cancel approving. If you select “Cancel Approving” you will return to the list of orders awaiting approval.
- To add items to the order, see “Placing an Order from the Orders Tab” for more information.
- To delete an item(s), from the order: choose the item(s) you would like to delete by checking the box that is to the right of the item(s). Then click on the delete button. This will remove the item(s) from the order
- When your review is complete, click on “Approve Order,” “Reject Order” or “Cancel Approving.” If you select “Cancel Approving” you will return to the list of orders awaiting approval.
This page was last updated on August 1, 2008
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