Online Stationery Ordering User Guide

Transcription

1 Online Stationery Ordering User Guide

2 UConn AlphaGraphics Purchasing Contacts Joseph A. Lastrina Purchasing Agent I joseph.lastrina@uconn.edu (P) Joyce Meehan Purchasing Assistant joyce.meehan@uconn.edu (P) Technical Support Contact Earl Quijano emquijano@alphagraphics.com (P) Sales and Shipping Contact Doug Baumgardner dbaumgardner@alphagraphics.com (P)

3 UConn Online Business Cards and Stationery Overview Welcome to UConn s custom on-line print procurement website. This website has been designed to simplify the ordering of branded business cards, letterhead, envelopes, notecards and memo pads. Having one central on-line print ordering location will increase ordering efficiency, protect formatting and specifications from being misused, and provide an instant proofing process to reduce errors prior to ordering. Audience University of Connecticut When to use To order business cards, letterhead, envelopes, notecards and memo pads. Procedure Follow the steps in this guide to complete the ordering procedure.

4 Step Action Result 1 Log Into KFS Log into the KFS interface and click on Shop Catalogs.

5 2 Select Vendor Select AlphaGraphics from the HuskyBuy home page, under Printing Supplier.

6 3 Home Page - Department View To begin an order, select desired department: 1. Click on Department Name 2. Click on product name 3. Click on product image

7 Ordering Instructions: Below is an example of a Business Card order. Follow the same process for all other products offered on the website. 4 Category View Click on product image to access all related products in that category.

8 5 Authorized Format If you selected the Business Card catalog all approved UConn business card formats are displayed. Determine format to be ordered using one of the following methods to select: 1. Click on product image 2. Click on product name 3. Click on Choose Template

9 6 New Order To create an order for new business cards, click on Create New. Saved Orders To reorder or edit a business card you have previously ordered and saved click on the person s name. This will take you to a proof of a prior order. To remove a business card that s been saved, click the checkbox on the line and click Delete Selected.

10 7 Template Enter information for new business cards using the template provided. The template for business cards is designed to mirror Company approved standards. After all the information is entered, click Save.

11 8 Review Before Placing Order This screen shows you an image of what the business card will look like. You have the ability to edit, remove or View a PDF proof of what the card will look like. To make changes click Edit and you will be taken to the previous screen where changes can be made. To remove this product from the shopping cart click Remove. To view a PDF proof, click View PDF.

12 9 PDF Proof At this stage, you need to proof everything carefully. This is the only proof you will get once you submit this order.

13 10 Quantity The quantity multiplier is in parentheses. In this example, to order 250 cards, you enter a quantity of 1 (1 X 250). You must approve the proof by selecting Yes in the Approve Proof drop down menu before continuing with the order. Select Add to Order to proceed to cart.

14 11 Shopping Cart The cart displays the products selected to order. From this page, you can: 1. Change the Quantity by selecting the drop down arrow 2. To remove a product, click Remove (checkbox) on the appropriate line and click Remove Selected 3. Click on Save Changes to save contents of cart 4. Click on Cancel Order to delete entire cart 5. Click Continue Shopping to add more products to cart 6. Click Check Out> to continue

15 12 HuskyBuy Shopping Cart Summary Check your cart and make sure all items are present.

16 13 Final Order Review Submit your order.you will received a message that your order was successfully submitted Once you submit your order it cannot be changed or cancelled.

17 14 KFS Requisition Proceed with the completion of your requisition. Once complete, Click Submit and your order is complete.

18 Online Stationery Ordering User Tips and Frequently Asked Questions When placing order on the AlphaGraphics punch-out site, ensure you are entering the correct text into the appropriate field. For example, users should not: o Use the Department field as an overflow for text which may not fit into a Title field, etc. Avoid the usage of abbreviations such as Dept. for Department, Off. for Office, or St. for street. Avoid the usage of hyphens. Users should not use before web addresses. All type should be evenly distributed amongst available lines if multiple lines are necessary. For example: o Correct usage: Office of the Associate Vice President of Finance and Budget o Incorrect usage: Office of the Associate Vice President of Finance and Budget Official Department Names and employee titles should always be used. An element of consistency is required. For example: o If you are using an ampersand (&) instead of the word and, maintain that consistency throughout the entire stationery item.

19 Frequently Asked Questions 1. What will happen to my department s custom template which was available on the Advanced Printing punch-out site? All custom templates will be loaded on an as needed basis. Furthermore, certain fields have been formatted to assist in the reduction of the total number of special templates required. It is suggested that you attempt to use one of the current templates and generate a proof prior to notifying Procurement that a special template is required. If, upon reviewing the current templates, you suspect a special template is necessary, please contact Joyce Meehan at or joyce.meehan@uconn.edu. 2. What will happen to my department s secondary logo which was available as an option with Advanced Printing? Secondary logos can be uploaded when placing an order for an item which allow for the use of a secondary logo. The following University logos are strictly prohibited from being used as a secondary logo: Official University seal The Athletics Husky Dog 3. What type of training will be offered, where can I register, and what types of tools will be available to assist in the training process? Training will consist of a presentation by AlphaGraphics with registration to occur via the Human Resources Professional Development Portal ( A User Guide is currently available by visiting A training video is forthcoming and will be available for download at 4. Who can I contact if I am having issues placing orders, questions while navigating the site or have general inquiries? All stationery-related questions should be directed to Joyce Meehan who can be reached by phoning or via , joyce.meehan@uconn.edu.