Employee User Guide Dimensions Uniform Ordering System

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2 Contents Introduction 3 Logging into the system.4 Change Password...5 Welcome Page..6 Browse Options...7 Contact Support...7 Change Password...7 View Documents....8 Employee User Guide...8 Royal Mail Entitlements Wearer Guide..8 Catalogue Options...8 View Catalogue..8 Adding Products to your order...9 Adding Items to your Basket...10 ViewBasket.11 Remove Items from your shopping basket..11 Amend an order Checkout. 13 Additional Notes...14 Completing your order Order Confirmation.16 Reporting Options..17 Wearer History 17 Web History..17 Back Office History..17 Logging Off..18 User Notes

3 Introduction This user guide has been created to help you order items of clothing/uniform using our online system. The system is very easy to use and is similar to any other online ordering website. This guide is available for users ordering uniform for themselves only. NOTE: the screenshots in this user guide are taken from the Royal Mail website portal for Dimensions; the website you see will have your corporate logo and colours and may have slight textual variations. Link for the Dimensions Website Cookies=1 3

Logging into the system Open up the web browser installed on your computer and browse to the website address you have been provided with, you should see a screen similar to the one below: Figure 1:

4 Logging into the system Open up the web browser installed on your computer and browse to the website address you have been provided with, you should see a screen similar to the one below: Figure 1: The Login Screen You will have been provided with a username and a password for access to the website, you need to enter these details into the corresponding textboxes. When completed please press the Log In button. If you are unable to login then this can be for a variety of reasons, the most likely issues are as follows: If you receive the message: Login failed then please check that you have entered your username and password correctly the password is case sensitive (so if the password is secret entering SECRET will not work). If you receive the message: Your account has been locked. then you have entered your password incorrectly too many times and you need to contact the support desk on to request your account is unlocked Contact details can be found by clicking on the Trouble logging in? link below the username and password textboxes. 4

Change your password If this is the first time you have logged in or if you have just requested a password reset or for your account to be unlocked you will be asked to change your password to

5 Change your password If this is the first time you have logged in or if you have just requested a password reset or for your account to be unlocked you will be asked to change your password to something that is only known to you: Figure 2: User is asked to change the password Enter the password you used to login in the Password box and then your new password in the New Password and Confirm New Password textboxes. Once this is done you will need to click the Change Password button. Your password will be checked to ensure it meets the security requirements, if it does not meet the security requirements you will be prompted and advised how to correct this with a message such as: Password must contain at least 7 characters. If succesful then you will need to use the new password you ve chosen on future visits to the website. 5

Welcome Page Upon successful login you will be taken to the Welcome page: Figure 3: The Welcome Page This page contains useful information that you might need to refer to, such as your username, the

6 Welcome Page Upon successful login you will be taken to the Welcome page: Figure 3: The Welcome Page This page contains useful information that you might need to refer to, such as your username, the contact details for support as well as a link to enable you to log out of the website when you have finished using it. To the left you will see a menu, the items in the menu are organized in groups: Documents, Catalogue, Reporting and Ordering options. The main portion of the welcome screen will often contain important notices that you should review before placing any orders. The above example has a message regarding footwear. 6

7 Options Contact Support This menu item will take you to a page providing details on how to obtain support for the website, typically this will include a telephone number and an address for support. Change Password This menu item will allow you to change your password. If you have reason to believe your password has been compromised then you should change your password at your earliest opportunity. Internet security experts also recommend user s change their passwords on a regular basis also. 7

8 View Documents Figure 4: View Documents This page can be reached by selecting View Documents. In this section you will find the Employee User Guide (pdf file), Royal Mail Entitlements (Excel Spreasheet) and the Wearer Guide (pdf file). To view the files click on the icon under Detail for the relevant document you wish to look at. 8

View Catalogue Figure 5: Viewing the products in the catalogue. While viewing the products in the catalogue you can click the image or the Click For More Details.

9 View Catalogue Figure 5: Viewing the products in the catalogue. While viewing the products in the catalogue you can click the image or the Click For More Details... link to view a larger image of the product with the detailed description. The catalogue will also show the maximum allowed allocation for each product as well as the maximum allowed for each product category. 9

Place an Order To order a uniform for yourself you are already setup on the system as you log in so go to Place an Order and this box below will appear Figure 6: Placing an Order Product Groups and

10 Place an Order To order a uniform for yourself you are already setup on the system as you log in so go to Place an Order and this box below will appear Figure 6: Placing an Order Product Groups and Allocation Limits The catalogue page categorizes products into product groups (see above). Each group will have a maximum quantity of orders that can be ordered for that wearer (in the above example the product group is named SHIRT/BLOUSE/TUNIC/POLO/T SHIRT). The fixed allocation is displayed in a table next to each product (in the above example these products are limited to a maximum of 5). The product group limit overrides the product allocation limit, so in the above example a user cannot order 5 x RYP1 and 5 x RYS1; because this would total 10 items which exceeds the product group limit. However, it will allow the user to order 3 x RYP1 and 2 x RYS1 10

11 Add items to basket To order a product select the size for the product that you wish to order from the drop down list and enter the quantity in the text box and then click the Add button. Figure 7: Adding an item to your basket After clicking the Add button the allocation remaining table should update and you should receive a confirmation that the required quantity of that item has been added to your shopping basket. See above RYP1 message underneath in green lettering. You should then repeat the above steps for each product that you want to order. Once you have added all the products to your basket then click the Check out button at the bottom of the catalogue. You will now be on the View Shopping Basket page. 11

12 View Basket Figure 8: View Basket This page can be reached by either selecting the View Basket option in the menu on the left side of the page or when you click the Checkout button at the bottom of a wearer s catalogue when placing an order. On this page you can perform the following functionality: Remove Items from your shopping basket To remove an item, you need to place a check mark in the Remove box for the line and then click the update button. Update the Quantity ordered To update the quantity enter a new value in the quantity textbox on the line you wish to update and then click the update button. NOTE: You are not allowed to enter a quantity higher than the allowed allocation limit for that wearer. Continue Shopping If you would like to add more items to your order then you need to click Continue Shopping button and you will be returned back to the product ordering catalogue. Checkout If you have added all required items to your basket and the quantities are correct then click the checkout button 12

13 Amend an Order Figure 9: Amending an order If you would like to amend the order, then you can amend the quantity To remove an item, put a tick in the remove box 13

Checkout Figure 10: Checkout The Checkout page (accessible from the View Basket page) contains the following: A list of products ordered and quantity and for which employee they are ordered for.

14 Checkout Figure 10: Checkout The Checkout page (accessible from the View Basket page) contains the following: A list of products ordered and quantity and for which employee they are ordered for. The address that the order will be delivered. A mandatory additional notes field this is used to enter your own personal comments for the order that will be viewed by yourself and an authoriser. This should be used for information explaining to your authoriser why you are placing this order. If you order is over entitlement and you have not outlined the reason for replacement your order could be cancelled by your authoriser 14

15 Additional Notes Figure 11: Checkout additional notes fields Your PO Reference Managers Name field is displayed you must provide a Managers Name here 15

Completing your order To complete your order you will now need to confirm the details are correct, enter any notes in the Additional Notes field for review by your authoriser and then enter your

16 Completing your order To complete your order you will now need to confirm the details are correct, enter any notes in the Additional Notes field for review by your authoriser and then enter your Managers Name before clicking the Confirm Order button. A popup message confirmation box will appear that asks for confirmation that you are sure your order is correct. If it is then click the OK button to complete your order. One of 2 things will have occurred: If you have ordered and not exceeded your allocation then your order will have been sent directly into the order processing queue at Dimensions and will be processed within a few moments. If your order exceeds your allocation your order will be waiting for your authoriser to approve or cancel the order. Your authoriser will be sent an to alert them to any orders awaiting authorisation. 16

17 Order Confirmation Figure12: Viewing the confirmation of your order Reference number to your order 17

18 Reporting Options The website contains several reports that allow you to view available data on uniform orders for yourself Wearer History This report shows the products that an individual wearer has had ordered (whether ordered themselves or someone has ordered on their behalf). This report also allows the user to drill into a product and view the actual order for the products Web order History This report shows all orders that have been placed on the website this report allows users to filter the orders by date, PO Reference and by order status. Back Office History This report shows all orders that have gone through the order processing system at Dimensions this will contain all orders that have been authorised on the web as well as any orders that have placed by alternate methods (such as telephone, fax or standard order forms). 18

19 Logging Off By logging off each time you have finished using the system you will ensure that other people cannot use your account or order items in your name. End your session by clicking the Logout link in the horizontal bar. 19

20 User Notes Here you can add own notes about security, useage, restrictions, rules and other issues that may not have been addressed in the rest of the document. 20

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