AgencyExpress 3.0 User s Guide

Transcription

1 AgencyExpress 3.0 User s Guide This guide was created for the Partner Programs of Community Food Bank of Eastern Oklahoma Community Food Bank of Eastern Oklahoma 1304 N. Kenosha Ave. Tulsa, OK /1/10 Table of Contents 1

2 Section 1- AgencyExpress Introduction Welcome... 3 Section - How to Access AgencyExpress Internet Access & Accounts. 4 Browser Requirements. 4 Logging In to the Agency Resource Center. 5 Navigating to the AgencyExpress Link.. 8 Logging In to AgencyExpress 9 Log In Problems. 10 Section 3 Using AgencyExpress AgencyExpress Welcome Screen Order Options Tab.. 16 Scheduler Reserving an Appointment Time Standing Pickup Appointments.. 9 Rural Delivery Appointments Shopping List Adding Items to the Cart. 4 Check Out Submitting an Order.. 6 Problems Submitting an Order Order Management. 68 Editing (Adding To) an Existing Order Changing an Order Date/Time. 80 Printing an Order Help Log Out

3 Section 1 Introduction Welcome Welcome to AgencyExpress 3.0! Community Food Bank of Eastern Oklahoma s primary goal is to support your program s activities in feeding people in need. CFBEO is pleased to offer our programs AgencyExpress 3.0, an upgraded version of the current online ordering system. The upgraded web ordering system features enhanced user interface and functionality to improve the ordering process, ease of use and increase order satisfaction outcomes. What is AgencyExpress 3.0? AgencyExpress 3.0 is an online ordering system that provides 4/7 access to scheduling appointments and ordering our products. AgencyExpress 3.0 provides full access through our online shopping list to all available inventory items within minutes of product receipt at CFBEO. 3

4 Section How to Access AgencyExpress 3.0 Internet Access and Account To log on to AgencyExpress you must have access to the internet. If you do not have internet access at your program site consider some alternatives such as the Public Library, church office or from your home. In addition to an Internet connection, you or your program must have an active account. If you do not have an active account, you can set one up with a free provider such as: Microsoft Windows Live Hotmail ( Yahoo! Mail ( Browser Requirements To use AgencyExpress 3.0, you will need to use one of the following web browsers: Internet Explorer 6.0 or higher Firefox.x or higher Google Chrome 4

5 Log in to the Agency Resource Center 1 Open Internet Explorer, Google Chrome or Firefox browser and navigate to the Food Bank s website: 1. Go to the address bar located at the top of the page and type in: Press enter. 5

6 The Food Bank s home page will be displayed. To log into the Agency Resource Center: 1. Click on the Agency Resources button, located in the upper right-hand corner of the home page. 6

7 The Agency Resources Password page will be displayed. In order to access the Agency Resources pages, you must type in a password. 1. Type in the word hunger in the password field. 7

8 1. Click on the Agency Ordering button. This will take you to the Aidmatrix Harvest Center login page. 8

9 Logging in to AgencyExpress At the AgencyExpress login page: 1. Enter your User ID.. Enter your Password (case-sensitive). 3. Enter your Program Code (case-sensitive). 4. Click the Log In button. 5. If you click the Remember Me Next Time check box, this computer will remember your user name and program code and will automatically fill in this information the next time you navigate to this page. You will still need to enter your password. Please do not use this feature on public computers (i.e. library, friend s house, etc.) 6. If you forget your password, you can click on Forgot Password? (see next page). 7. If you forget either your user name or program code, contact the Food Bank. 9

10 Log In Problems 1 Login Failure If after you attempt to login, you get the message: Login Failed, Please try again, do the following: 1. Try entering your log in information again.. If you still unable to log in to the AgencyExpress ordering site, contact John McCarthy, ext. 105, jmccarthy@cfbeo.org or James Hunsberger, 585-0, jhunsberger@cfbeo.org. 10

11 Forgot Password? If you have forgotten your password: 1. Click on Forgot Password link. 11

12 3 Forgot Password On the Forgot Your Password screen, you will need to complete the following steps: 1. Enter your User Name.. Enter your Program Code. 3. Click the Submit button. An will be sent to the address on record at the Food Bank. This will contain your password. Use the password from the to login. 1

13 Section 3 Using AgencyExpress AgencyExpress Welcome Screen 1 Successful Log In to AgencyExpress After entering the correct information in the log-in fields and clicking on the Log In button, you should successfully log into the AgencyExpress ordering site. 1. The AgencyExpress Welcome Page will be displayed along with an Activity Status Alert.. Click the Close button to close the activity status alert. 13

14 Account Hold Statuses NOTE: Your account may be placed ON HOLD by the Food Bank. Account holds prevent access to ordering when one or more of the following conditions exist: Program s open invoices exceed the established Credit Limit. Program s open invoices are more than 30 days past due. Program s monthly reports are late. Program s forms have not been returned. Program needs to be monitored by Food Bank. Program s account has been closed be either Agency or FB s request. The activity status alert will provide you the name, phone number and address of the person at the Food Bank to contact about your status. Program shoppers may still enter the AgencyExpress website and use the resources and monthly report feature, however shoppers on activity status holds will not have access to the scheduler, shopping list or the ability to create new orders or edit existing orders until the hold status has been changed by CFBEO administrative staff. 14

15 AgencyExpress Welcome Screen Tabs The AgencyExpress Welcome Screen is displayed each time you login. 1. Welcome tab This section will contain links to Shopping List, Check Out, Order Management, and optionally Scheduling.. Order Options tab This section contains links to Shopping List, Check Out, Order Management, and Scheduling. 3. Report tab This section will contain links to your Invoices and monthly statements (not functional at this time) 4. Foodbank Links tab This section contains links set up by CFBEO (i.e. RDS schedule). 5. Inventory tab This section is not functional at this time. 6. Help tab This section contains links to Change Password and Report a Problem. 7. About Aidmatrix tab Click the About Aidmatrix tab to go to Aidmatrix.org website 8. Logout tab Clicking on the logout tab logs the user out of the system. 9. User Display Displays the login name and program code of the user. 15

16 Order Options Tab 1 All the scheduling and ordering activity functions occur within the Order Options tab. You can access the functions of the Order Options tab two ways: 1. Use your mouse and hover over the Order Options tab and the following functionalities will appear: a. Shopping List b. Check Out c. Order Management d. Scheduler 16

17 1. The second way to access the functions within the Order Options tab is to click on the tab with your mouse. This will result in the appearance of the Order Options screen which displays the functions as icons. The user can click on any of the following icons to access that particular functionality. 17

18 3 4 Functionality within Order Options Tab: 1. Shopping List Menu of inventory that can be sorted printed and or directly allow the ordering of product to add to your cart. Check Out Allows for the review of the shopping cart, adding a reserved appointment date to the order, editing order item quantities, and submitting the order to the food bank. 3. Order Management Displays all orders for program and allows for the viewing, printing and editing of program orders as well as the display of status of each order. 4. Scheduler Provides a display of all existing pre-reservations and appointments associated with order. The scheduler also allows for the creation of new appointments as well as the ability to edit existing appointment dates and times within the requirements of the two schedule models of Pick Up and Deliver. 18

19 Scheduler 1 This version of AgencyExpress allows you to view available pickup dates and times and to select one of the available appointment times for your order. However the system still requires that appointments be pre-reserved (scheduled) in advance of associating the appointment date and time with a new order or modifying a schedule of an existing order. 1. Access the scheduler by placing cursor over the Order Options tab.. Then on the drop-down list click on Scheduler. 19

20 Scheduler The Scheduler page consists of two sections. 1. The top section (labeled Scheduler) is for reserving available appointment dates/times for an order.. The lower section (labeled My Appointments) displays existing appointments 0

21 3 4 5 My Appointments All reserved appointments are listed under My Appointments, along with the following information: 1. Date The scheduled appointment date for a pick up or delivery.. Time The scheduled appointment time for a pick up or delivery. 3. Reference Number This is the Purchase Order (PO) number, which is automatically generated and assigned to each web order when it is initially created. The reference number is listed in the My Appointments table ONLY after an order has been associated with the appointment date and time. 4. Standing Indicates whether an appointment is a regularly scheduled appointment (standing appointment) or a unique appointment chosen by the shopper. a. Y = Yes, this appointment is a standing appointment, or a scheduled RDS delivery. b. N = No, this appointment is not a standing appointment/rds delivery. 5. Schedule Type - This is the type of appointment(s) currently set for your program, e.g., Pick Up, or Delivery. 1

22 Reserving an Appointment Time 1 Reserving an Appointment Time Agencies picking up orders at the Food Bank should reserve an appointment time prior to creating an order. Note: If your program has a standing appointment or your program s orders are delivered by our Rural Delivery Program, you do NOT need to reserve an appointment time and you can skip this step. To reserve an appointment: 1. Click on the down arrow in the Pickup / Delivery field.. On the drop-down menu, click on Pickup.

23 Next select the appointment date: 1. Click on the calendar icon ( ). 3

24 1. A pop-up calendar will be displayed.. Choose an appointment date by clicking on one of the available pickup days. Days with available pickup times will be highlighted in yellow (i.e. Wednesday, July 14, 010). Since orders MUST be submitted by 11:00 AM, business days before a pickup, the scheduler should only show dates that are at least days out. 4

25 3 Next, select the appointment time: 1. Click on the time clock icon ( ).. A pop-up list of that day s available appointment times will be displayed. 3. Choose an appointment time by clicking on one of the available times (i.e. 10:45 AM). 5

26 To finish reserving your chosen appointment date and time: 1. Click the Reserve button. 6

27 3 After you have successfully reserved an appointment, 1. A window with the message Reservation successfully created! will be displayed.. The newly created reservation will be listed in My Appointments (the example reservation is outlined in red). 3. Click the OK button. 7

28 3 1 Deleting an Appointment The My Appointments scheduler also allows for the user to delete previously set appointments that are NOT already associated with a new or existing order (i.e. the Reference Number field for that appointment will be blank). 1. Click the Delete button to the left of the appointment.. A pop-up window with the message Are you sure you want to delete this? will be displayed. 3. Click the OK button. The appointment will be deleted. 8

29 Standing Pickup Appointments Example of Standing Appointments In this example, this program has a regularly scheduled pickup appointment every Monday at 9:15 AM. Standing Pickup Appointments For those programs that have a standing appointment (set weekly pickup day/time), the standing appointments for the next 60 day period will be listed under My Appointments. It is not necessary for programs with standing appointments to reserve appointments, because your standing appointments will already be reserved for you. NOTE: If you plan to pick up an order on a date/time other than one listed in My Appointments, you will have to reserve a new appointment time (see previous section). 9

30 Rural Delivery Appointments Example of RDS Appointments In this example, this partner program has a regularly scheduled RDS Delivery appointment for the second Wednesday and fourth Thursday each month at 11:00 Rural Delivery Appointments Likewise, for those programs that have their order delivered to one of our Rural Delivery Sites, the dates and times for deliveries to your RDS site will already be listed under My Appointments, so you do not have to reserve a delivery date/time. NOTE: If you plan to pick up an order at the Food Bank or at a different Rural Delivery Site, you need to contact the order office, to add that delivery site to your standing appointments. The Rural Delivery Schedule is posted on our website, in the Agency Resource Center. 30

31 Shopping List 1 To access the Shopping List screen: 1. Hover mouse cursor over the Order Option tab.. On drop-down menu, click on Shopping List. 31

32 3 The Shopping List page will be displayed. The Shopping List page consists of three sections: 1. The Search section (upper left-hand area of page) can be used to search for items that meet specified criteria.. The Shopping Cart section (upper right-hand area) displays total number of items, weight, available credit and charges for the items in the cart. This section also contains the action icons. 3. The Shopping List section (lower area) displays the listing of items that are available for your program to shop. 3

33 Shopping List Search Section Searches of specific items can be done by entering criteria in one of the following seven search fields: 1. Item No. Type in all or part of an item number to display a list of all available items that contain that item number.. Description Type in all or part of an item description to display a list of all available items that contain that description. 3. Category Select one of the following food categories to display a list of all the available items within that particular food category: a. Assorted Non-Food a. Baby Food/Formula b. Beverages c. Bread/Bakery d. Cereal e. Dairy f. Desserts g. Dough Uncooked h. Dressings i. Fresh Fruits/Vegetables j. Fruit Canned & Frozen k. Grain l. Health/Beauty Products m. Household Cleaning Products n. Juice 100% Fruit & Vegetable o. Meal Entrees/Soup 33

34 p. Meat/Fish & Poultry q. Mixed and Assorted Foods r. Non-Dairy Substitutes s. Nutritional Aids t. Paper Products u. Pasta v. Personal Hygiene Paper Products w. Pet Food/Pet Care x. Prepared/Perishable Food y. Protein Non-meat, Peanut Butter, Beans, Legumes z. Rice aa. Salvage Unsorted bb. Snack Foods cc. Spices, Condiments dd. Vegetables Canned & Frozen 4. Feature Type Select one of the following feature types to display a list with that feature designation: a. New b. Discounted c. Free 5. Handling Requirements Select one of the following handling requirements to display a list of all the available items with that specific handling requirement: a. Dry a. Frozen Foods b. Prepared Foods c. Produce d. Refrigerated Foods e. Salvage 6. Description Code Select one of the following description codes to display a list of all the available items assigned that particular code: a. CF (Cholesterol Free) b. GF (Gluten Free) c. KF (Kid-Friendly) d. LF (Low-Fat) e. LS (Low-Salt) f. NF (Non-Fat) g. NS (No-Salt) h. SF (Sugar-Free) 7. Food Source Select one of the following food sources to display a list of all the available items from that particular food source: a. DON (Donated) b. PUR (Purchased) 34

35 c. TEFAP (USDA TEFAP Commodities) NOTE: After you input or select any search criteria, click the Search button to display the list of available items that meet your search criteria. 8. Search Button - After inputting any search criteria, click the Search button to start the search. 9. Show All Button Click the Show All button to display a list of ALL items that are available for your program. 10. View Favorites Button Click the View Favorites button to display a list of all items that you have selected as a favorite. 35

36 3 Action Icons Shopping List Shopping Cart Section The Shopping Cart section contains the following summary information of the items in the Shopping Cart: 1. Total Line Items Total number of unique items in the Shopping Cart. Total Due Total charge for all the items in the Shopping Cart 3. Gross Weight Total weight of all the items in the Shopping Cart NOTE: These totals are updated as new items are added to the Shopping Cart. Action Icons 4. Print to print the current order, click on this icon. 5. Clear Cart To clear the Shopping Cart or all items, click on this icon. 6. Add to Cart After you have added quantities to one or more items on the page, click this icon to add those items to the Shopping Cart. 7. Check Out After you have finished shopping and want to navigate to the Check Out page, click on this icon. 36

37 Shopping List Shopping List Section The Shopping List displays the items that are available for your program to order. The default view of this list is sorted alphabetically by Description. 1. To sort the list, click on drop down arrow in the Sort By field and select one of the following item fields: a. Category b. Cube Size c. Description d. Extra Information e. Food Source f. Gross Weight g. Handling Requirements h. Pack Type i. Price per Pound j. Price per Unit k. Feature Type l. Unit of Measure m. VAP Fee 37

38 The Shopping List can also be sorted by any one of the item s column headings (no s 4 1). Clicking on the header will sort the list by the header in ascending order ( ). Clicking the header again will change the sort so it displays in descending order ( ).. This area displays the total number of pages of the Shopping List. The current page is highlighted in yellow. Clicking on a page number will display that page. Each line of the Shopping List displays the following information about an item: 3. Order Quantity input field where the shopper enters the desired quantity of an item. 4. Available Quantity: the maximum quantity of this item that your program can place on an order 5. Item No. unique identifying code of an item 6. Description the description or name of an item 7. Unit Price - the cost of one unit of the item in U.S. dollars 8. VAP Fee Value Added Processing fee (offsets processing expenses incurred making item more client-useable fee is included in Unit Price) 9. Pack Size - the size of the individual items 10. Feature Type notes whether this item is a New, Discounted or Free Item 11. Gross Weight - the weight (pounds) of one unit of the item 1. Favorites This field allows shoppers to designate an item as a favorite. Click in this field to toggle on the Favorite designation ( ). Click again to toggle off. Doing a search on favorites will display a list of only those items selected as a favorite. 38

39 1. To get more detailed information of an item, click on the Item No. A detail information box for that item will be displayed. 39

40 The detail view displays the following information on the item: 1. Item Number - unique identifying code of an item. Item Name the name/description of the item 3. Gross Weight - the weight (pounds) of one unit of the item 4. Extra Info. N/A 5. Category one of 31 product classifications (i.e. fruit, meat/fish/poultry, vegetables) 6. Food Source where the food came from (i.e. donated, purchased or USDA TEFAP) 7. VAP fee - Value Added Processing fee (offsets processing expenses incurred making item more client-useable fee is included in Unit Price) 8. Unit of Measure designation of one unit of an item (i.e. cases or pounds) 9. Price per Pound charge for one unit of the item divided by the item s case weight 10. Handling Requirements storage requirement of an item (i.e. dry, frozen, refrigerated) 11. Pack Size - the number and size of the individual pieces that make up one unit of the item (i.e. 4/ 14.5 oz cans) 1. Price Per Unit item cost divided by the number of individual units in the case 13. Cube Size the volume (cubic feet) of one case of the item (This information is helpful in determining how much space is needed to transport/store the product. 14. Packaging Type indicates how the individual units of a case are packaged (i.e. bag, box, can) 40

41 5. People Served the number of individual servings from one case of this item. 16. Cost per Person the cost for each serving To close the detail view window: 17. Click the Close button. 41

42 Adding Items to the Cart 1 Adding Items to Your Cart To add items to your cart: 1. Enter the desired quantity of an item or multiple items in the Order Qty field (ex. 10 cases of Rice Krispies Cereal and cases of Staple Fruit Whirls.. To add the items to your cart and before you navigate away from this page, click the Add to Cart icon ( ). NOTE: Shopping List Action Icons are located at the top and bottom of the page. 4

43 1. After clicking the Add to Cart icon, a pop-up window with the words Success: Item Added to the cart will be displayed, confirming the addition of the item(s) to your cart. Shopping Cart.. Click the OK button, to continue. 43

44 1. Notice that after successfully adding items to your cart, the totals in the Shopping Cart will be updated to reflect the added items (i.e. Total Line Items, Total Due, and Gross Weight). Continue to view available items - adding desired item(s) to your cart as described above. 44

45 Once you have finished shopping, you need to review the items in your cart, make any changes, enter a reserved appointment date and then submit your cart. You will do this from the Check Out page. To check out: 1. Click on the Check Out icon ( ). 45

46 Check Out Check Out The Check Out function is used when you have finished adding product to a new order or you have finished editing an existing order. It is from the Check Out page that orders are submitted to the Food Bank. 46

47 There are two ways you can access the Check Out page: 1. By clicking Check Out on the Order Options tab. By clicking on the Check Out Action icon on the Shopping List page. 47

48 3 The Check Out screen consists of three sections: 1. The My Appointment section located in the upper left-hand side of the page. The Shopping Cart Summary section located in the upper right-hand side of the page 3. The Shopping Cart section located in the lower portion of the page 48

49 Check Out My Appointment Section The My Appointment section is the place where you enter a pickup/delivery date and time for your order. If you plan to pick up the order at the Food Bank, the time you select must have been an appointment time that you have already reserved using the Scheduler. If you have a standing pickup appointment or have your order delivered to an RDS site, you can choose one of the existing appointments. NOTE: The appointment date and time that you plan to use for pick up/delivery of this order MUST have been reserved and displayed in the My Appointments section of the scheduler. You may also add comments to your order in the Comment text field. 49

50 In the Pickup/Delivery field: 1. Click the drop-down arrow to the right of the field and select either Pickup or Delivery this should match the shipment method you chose when you reserved an appointment in the Scheduler (i.e. pickup appointment at the Food Bank or an RDS Delivery appointment). 50

51 After selecting the appropriate shipment method (i.e. Pickup, Delivery), you then select your reserved date: 1. Click on the Calendar icon ( ). A calendar will be displayed showing the date(s) you reserved in the Scheduler highlighted in yellow. In the example above, this shopper reserved July, 010, at :30 PM to pick up the order at the Food Bank. (Remember, since orders MUST be submitted by 11:00 a.m., business days before a pickup, the reserved date must meet that criteria.). Click on a reserved (highlighted) date. 51

52 3 After selecting a reserved date, you then select your reserved time: 1. Click on the Clock icon ( ). The reserved times for that date will be displayed. In the example above, this shopper reserved July, 010, at :30 p.m. to pick up the order at the Food Bank.. Select a reserved time. 3. If you would like, you can type in any special instructions or extra information concerning your order in the Comments field. 5

53 Check Out for Programs with Standing Appt. In this example, this partner program has a standing appointment every Tuesday (highlighted in green). The screen display above shows an example of the Check Out screen of a program with a standing appointment. Standing appointment dates are highlighted in green. In the example above, this program has a standing appointment every Tuesday at :45 p.m. When this shopper goes to check out, he/she will choose the next Tuesday s appointment date. So if today were 7/18/010 and the shopper was putting together an order for their pickup next week, he/she would select 7/4/010 for their Pickup Date. 53

54 Check Out for RDS Programs In this example, this program can take advantage of twice a month deliveries to McAlester that occur on the nd Wednesday and 4th Thursday each month (highlighted in green). The screen shot above shows an example of an RDS program s check out screen. This program is located in McAlester. McAlester deliveries are scheduled for the second Wednesday and fourth Thursday of the month. All RDS program have their appointment already reserved. So all they have to do is decide which delivery they want to utilize. In this example they could choose to have the order delivered on July 14, 010 or July,

55 3 4 Check Out Shopping Cart Summary Section The Shopping Cart Summary section displays the following statistics of the current order: 1. Total Due Total product fees charged for this order. Gross Weight Total gross weight of all the items on this order 3. Total Line Items Total number of unique item numbers on this order 4. Total Cube Size Total volume (cubic feet) of this order 5. Estimated Delivery Fee Estimate of the total delivery fees for this order (applicable only to orders delivered on RDS trucks) 55

56 Action Icons Check Out Shopping Cart Section This Shopping Cart section displays the following information about the current order: 1. Line Items Listing of unique items requested by the shopper. Order Quantity Field where shopper enters the desired quantity of the item 3. Item No. Unique identifying code of an item 4. Description Name or description of the item 5. Quantity Amount of this item currently on the order 6. UOM Unit of measure (typically cases or pounds) 7. Gross Weight Total weight of the ordered item (case weight x quantity ordered) 8. Unit Price Cost of one unit of an item (U.S. dollars) 9. Packaging Type Description of product packaging (i.e. can, box, pouch) 10. Pack Size Number and size of individual pieces that make up one item unit (i.e. 4/ 16 oz cans) 11. Handling Requirements storage requirement of an item (i.e. dry, frozen, refrigerated) 1. VAP Fee Value Added Processing fee (offsets processing expenses incurred making item more client-useable fee is included in Unit Price) 13. Special featured or special item. 14. Delete icon Clicking this icon will delete the line item from the Shopping Cart. 56

57 Action Icons 15. Print Clicking this icon will print the currently displayed order. 16. Clear Cart Clicking this icon will clear any items in the current cart. 17. Continue Shopping Clicking this icon will return the shopper to the Shopping List page. 18. Update Cart Clicking this icon will update any quantity changes made to the current shopping cart. 19. Submit Cart Clicking this icon will submit this order to the Food Bank. 57

58 3 Within the Shopping Cart section, you have the ability to edit your order (change item quantities, delete an item, add more items, clear the cart). To change the quantity of an item (either increase or decrease): 1. Click in the Order Qty field.. Change the current quantity to the new quantity (by either deleting the current quantity and typing in new quantity or highlighting the current quantity and overtyping the new quantity). 3. Click on the Update Cart ( ) action icon. Note: You can only increase the quantity of an item only if additional inventory of the item is available. 58

59 3 After you click the Update Cart icon: 1. A pop-up message will be displayed indicating that the item was successfully updated.. Click the OK button to continue. 3. The Quantity on the order will be updated. 59

60 To delete an item: 1. On the line with the item you wish to delete, click the Delete button ( ). Notice that the after clicking the Delete button, the item has been removed from the order. 60

61 From the Check Out screen, you can easily return to the Shopping List if you decide you want to add more items to your order. To continue shopping: 1. Click the Continue Shopping ( ) action icon. 61

62 3 Submitting Your Order The final step to placing an order is to submit your order. To submit your order: 1. First, make sure you entered your Pickup/Delivery method, and reserved Date and Time in the My Appointment section.. Make sure the Items and Quantities listed in the Shopping Cart are correct. 3. Click the Submit Cart ( ) action icon. 6

63 1. When you click the Submit Cart icon ( ), a pop-up window with the words Are you sure you want to submit the order? will be displayed.. Click the OK button to submit the order request or click the Cancel button to stop the submission. 63

64 Upon successfully submitting your cart: 1. A pop-up message will be displayed indicating that the order was successfully submitted.. Click the OK button to continue. Note: After successfully submitting an order, the Order Management screen will automatically be displayed. 64

65 Problems Submitting an Order There are two reasons why an order may not be submitted successfully: 1. The order is missing an Appointment Date and Time.. The Order Quantity of one or more items in the Shopping Cart exceeds the Available Quantity of that item. 65

66 4 1 3 Unable to Submit Cart Due to Missing Date and Time 1. If you click on the Submit Cart icon ( ). And get a pop up message instructing you to Please enter your appointment date and time. 3. Click the OK button. 4. Enter a reserved appointment time in the My Appointment section of the cart. 66

67 Unable to Submit Cart Due to Exceeding Available Quantity 1. If you click on the Submit Cart icon ( ). And get the pop up message Error Unable to Add xxxxx. Available Quantity exceeded. 3. Click the OK button. 4. Locate the line(s) with the item(s) in question. 5. Adjust the Order Qty so that it is equal to or less than the Available Qty. (In the example shown above, change the Order Qty of 5 to 6 or less.) 6. Click on the Update Cart icon ( ). 7. Click on the Submit Cart Icon ( ). 67

68 Order Management Order Management From the Order Management screen, a user has the ability to manage existing orders and view past orders. From the Order Management screen, a user can 1. Open and Edit an existing order (which includes adding items to an existing order).. Check the status of an existing order. 3. Change the scheduled order date to a new appointment date. 4. Print pending and invoiced orders. 5. Cancel/Delete an existing order. 68

69 To access the Order Management screen: 1. Place cursor over the Order Option tab.. On drop-down menu, click on Order Management. Note: After successfully submitting an order, the Order Management screen will automatically be displayed. 69

70 3 The Order Management screen consists of three sections: 1. The Search section is located on the top left-hand side of the page.. The Summary section is located on the upper right-hand side of the page. 3. The Order Management section is located in the lower portion of the page. 70

71 3 Order Management Search Section The Order Management Search function will allow you to find and display: orders submitted within a particular date range an order by its reference number all your orders Date Range Search To search for orders submitted within a particular date range: 1. Click on the From Date calendar icon () and select a beginning date.. Click on the To Date calendar icon () and select an ending date. 3. Click on the Search button to display all the orders that were submitted within that date range. 71

72 3 Reference Number Search To search for a specific order by reference number: 1. Enter the reference (PO number) number.. Click on the Search button to display that particular order. Show All Search To once again view a listing of your orders: 3. Click the Show All button. 7

73 3 Order Management - Summary Section The Summary section lists the following statistics for the orders listed in the Order Management section: 1. Total Number of orders listed. Total Weight of the displayed orders 3. Total Amount Charged for displayed orders 73

74 Order Management Section The Order Management section displays a list of all your orders (since you began using AgencyExpress) along with other useful information and some action icons. By default, the list is sorted by PO number, with the most recent order at the top of the list. 1. Printer Icon ( ) Clicking the printer icon will display a printable version of the order.. Delete Icon ( ) Clicking the Delete icon will delete the order. An order can only be deleted when it is in Acknowledged status. 3. Edit Icon ( ) Clicking the Edit icon will open the order and allow for adding items, deleting items, changing quantities on items and changing the pickup date/time. An order can only be edited when it is in Acknowledged status. 4. Reference Number Lists the PO number associated with the order. 5. Status Lists the current status of the order. There are several statuses that an order will have during the order-processing cycle. a. Draft This is a new status. A Draft status indicates that the order has been newly created but not been submitted to the Food Bank. b. New Order indicates that the order has been submitted through the AgencyExpress System and entered our inventory software system. c. Sent to Food Bank indicates that the order has synchronized from the web site to our inventory software system, confirming items on order to available inventory on hand. 74

75 d. Acknowledged indicates that the order has processed by our inventory software system and returned to the web site with information on which order items are available for fulfillment. e. Edit indicates that an order has been opened for editing. NOTE: You must re-submit an order if you make any changes. f. Released occurs when an order is within 48 hours of the pickup/shipping date. The Released status confirms that your order has now been released to our staff for order preparation. Note: The order is no longer open on AgencyExpress for editing or changes. g. Picked indicates that the order has been picked and prepared for next day s shipping. h. Invoiced indicates that the order has been picked up/shipped to the program and invoiced. i. Inventory Received indicates that you have confirmed that the items listed on this order have been received at your facility. 6. Gross Weight Lists the total weight of the order. 7. Total Price Lists the total fees that will be charged for the order. 8. Pickup/Delivery Date Lists the date the order is/was scheduled for pickup or delivery. 75

76 Editing an Existing Order 1 Opening and Editing an Existing Order Submitted orders in AgencyExpress 3.0 can be re-opened in order to add/remove items from the order. 1. Orders can ONLY be edited when they have an Acknowledged Status. Processed orders stay in Acknowledged Status up until days prior to pickup/delivery. At that point the work tickets are sent to the warehouse for picking.. Open the order by clicking on the Edit icon ( ) to the left of the PO number. 76

77 After you click the Edit icon: 1. A pop-up window reminding you that you must submit your order after making changes will be displayed.. Click the OK button to continue. 77

78 The order will open in the Check Out screen. This page has the same Check Out functionality as previously shown. Again, from here you can: 1. Modify quantities of existing order items.. Delete ( ) existing order items. 3. Continue Shopping ( ) to add new items to this order. Note: If you make any changes to the order, you must submit the order again. If you don t re-submit an edited order, the changes will not be made and the order will remain in Editing status. To submit the order: 4. Click on the Submit Cart ( ) action icon. If you decide you do not want to make any changes to this order: 5. Click the Cancel Edit button ( ). 78

79 1. After you re-submit an edited order, the order status will change to New Order. Once the updated order is processed by the Food Bank, the order status will once again show as Acknowledged. At that point the order could once again be edited. 79

80 Change an Order Date/Time 1 3 For Programs Picking Up Orders at the Food Bank If you need to change a pickup date/time on an existing order: 1. Reserve a new pickup date and time in the Scheduler.. Go to Order Management, and open the order (Click the Edit icon ( )). 3. Once the order is opened, go to the My Appointments section and select Pickup, select the date that you reserved, and select the time you reserved. 4. Click the Submit Cart action icon ( ). 80

81 For Programs with Rural Delivery Appointments If you need to change a delivery date/time on an existing order: 1. Go to Order Management, and open the order (Click the Edit icon ( )).. Once the order is opened, go to the My Appointments section and select Delivery, select a new delivery date for your area (highlighted in green), and select 11:00 AM for the delivery time. 3. Click the Submit Cart ( ) action icon. 81

82 Printing an Order 1 3 To print an order: 1. From the Order Options tab, select Order Management.. Identify the order you wish to print. 3. Click the Print icon ( ) located on the left side of the order line. 8

83 Help Tab 1 It is within the Help options tab that shoppers can change their password or report a problem to the Food Bank. To access the functions of the Help tab: 1. Use your mouse and hover over the Help tab to display the following functions: a. Change Password b. Report a Problem 83

84 3 4 Change Password To change your password: 1. Type in your current password.. Type in your new password. 3. Re-type your new password. 4. Click the Change Password button. 84

85 3 Report a Problem This feature allows you to communicate a problem to the Food Bank directly while logged in to AgencyExpress. To report a problem: 1. Click on the drop-down menu of the Subject field and select the subject that best defines the type of problem. This will expedite the routing of the problem to the appropriate person at the Food Bank for quicker communication and resolution. The Subject choices are: a. Invoice or Statement Question b. Monthly Agency Report Question c. Order Pickup Question d. Order Delivery Question e. Other f. Order Question g. Account Question h. AgencyExpress Online Ordering Question. In the Comment text box, enter the problem. 3. Click the Submit button. Someone at the Food Bank will get back to you ASAP. 85

86 Log Out Tab 1 Log Out When you have finished with your session, you should log out of the AgencyExpress system. To properly log out of the system: 1. Click on the Log Out tab. 86