MEMBER AGENCY E ORDERING SYSTEM OVERVIEW

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2 MEMBER AGENCY E ORDERING SYSTEM OVERVIEW Benefits Connects to live data which means that the available quantities are current. Able to print a shopping list. Able to place your order on line. Able to check on orders, statements, invoices, and grants. On many of the tables (such as Statements, Invoices, Orders, Statistics) double left clicking on the line will produce a new window with more details. Some of the agency information will also be displayed graphically. Requirements You must have a computer with internet access and use Internet Explorer or Firefox as your internet browser. The ordering system is not compatible with Chrome or Safari. A working address. Complete an Agency Ordering Profile Form and submit it to your Member Services representative. Receive your Username and Password from your Member Services representative. To view or print many of the items, documents and information available to your agency, you will need to have installed on your computer the free software called Adobe Reader. You can find this at General Reminders Always use the Logout link in the upper right hand corner of any web page to close your E Ordering System session. When on any particular web page, use the Help link in the upper right hand corner to clarify frequently asked questions. Your Member Services representative can assist you in answering questions regarding your agency s contents on the web. Overview

3 TABLE OF CONTENTS My Agency Login Information... 1 Accessing the E Ordering System... 1 E Ordering System Login Page... 1 The Home Page Overview... 2 Notable Links... 2 Your Cart... 2 Book NOW!... 2 Print Shopping List... 3 E Ordering System Page Headers... 4 My Agency... 4 Log Out... 4 Help... 5 Order Entry... 5 Home Tab... 5 Orders Tab... 6 Grants Tab... 7 My Docs Tab... 7 My Agency... 9 Agency Info Tab... 9 Locations Tab Contacts Tab Hours Tab Open AR Tab Service Info Tab Placing An Order The Home Page Appointment Scheduling System Table of Contents 1

4 Order Entry The Menu Grid Product Details Sorting The Menu Entering Your Product Quantity Order Button Cancel Order Order Button Print Shopping List Order Button Print Cart Order Button View Cart Order Button Checkout E Ordering Support Reporting Technical Issues or Problems Questions Regarding Your Order General Questions/Concerns Table of Contents 2

5 MY AGENCY LOGIN INFORMATION For ease of reference by your authorized staff/volunteers placing E Orders, please complete your unique Foodbank account information below. This information will be supplied by your Member Services representative or your designated E Ordering System trainer. Agency Name: Agency Ref Number: Username: Password: Please Note: Usernames and Password can only be changed by a request to your Member Services representative. To contact your representative, dial and ask for Member Services. ACCESSING THE E ORDERING SYSTEM Open your internet browser and type in the web address: Click on AGENCY ZONE to access the member agency section of the website Under the Fast Links heading, click on the link for the E Ordering System E Ordering System Login Page Each agency user authorized to order food online will need to know: The Agency Account Number Their personal username Their personal password 1

6 THE HOME PAGE OVERVIEW From the Home page, you can: A. Access Notable Links to important documents or information B. Access your shopping cart by using the Your Cart tab C. Book your agency s appointment for the order you will be placing by clicking on the Book NOW! button. D. Print a copy of the current menu by clicking on the Print Shopping List button. B A D C Notable Links This section on the right side of the webpage contains a list of one click links to popular documents or information topics. Links open in new browser windows allowing you to return to the E Ordering System without having to login or out of the program. Your Cart The Your Cart tab is a short cut to what is currently in your shopping cart along with basic summary detail, if you have already started an order. You can click on any product to return to the complete menu listing of products (Shopping List) and continue with the order, or click on View Cart to proceed to Checkout. Book NOW! The Book Now! icon is a link to the Appointment Scheduling System that will open a new browser window but does not take you out of the E Ordering System. More information on Book NOW! will be provided under the PLACING AN ORDER section (page 12) of this guide. 2

7 Print Shopping List To print a current menu for review before placing your order, select the Print Shopping List button. A pop up window will appear with the message pictured below. Select the OK button. A printable menu will appear. Print the menu and then close the window when complete. 3

8 E ORDERING SYSTEM PAGE HEADERS On every web page of the system you will see the same header section as shown below. This section of the guide will explain the available links and tabs found on the header. It is important to have a brief understanding of the layout and functions of the header before placing an order. All of the links and tabs can be found in three basic areas: 1. Upper right hand corner links: My Agency, Logout, Help 2. Lower right hand corner link: Order Entry 3. Lower left hand corner tabs: Home, Orders, Grants, My Documents My Agency The My Agency link (circled in red below) allows you to view your agency and account information. Please see the MY AGENCY section on page 9 for complete details on this section of the system. Log Out The Log Out link (circled in red below) will log you out of the system and return you to the E Ordering System Login page. 4

9 Help The Help link (circled in red below) will display a pop up window brief descriptions and explanations of the available links, tabs and functions shown in the current page below the header. The information provided should help clarify frequently asked questions on the current page. Order Entry The Order Entry link (circled in red below) should only be clicked once you have confirmed an appointment in the Appointment Scheduling Program. When clicking on Order Entry, you will first be taken to a page to enter your confirmed appointment information. Once you have entered this information, you will be able to proceed to the live data shopping list. More information on Order Entry will be provided under the PLACING AN ORDER section on page 12 of this guide. Home Tab By clicking on the Home tab (circled in red below) you will be returned to the beginning home page with the Notable Links, the Your Cart tab, and the Book NOW! link. 5

10 Orders Tab By clicking on the Orders tab (circled in red below), you open a list of all of the orders placed by your agency and their current status. The orders are sorted by entered date starting with the most recent at the top and oldest at the bottom. You may click on any of the column headers to sort the list. Clicking on an order (anywhere in the row) will bring up the order details. The order details include everything that would be found on your typical order invoice. 6

11 Grants Tab By clicking on the Grants tab (circled in red below), you will see a list of the grants that have been applied to your agency with amounts used, initial balances, and remaining balances (if applicable). My Docs Tab By clicking on the My Docs tab (circled in red below), the lower window will change to show you two tabs: Statements and Invoices. Each tab will have a grid list with available documents in PDF that can be printed or downloaded. Both grid lists are formatted the same way. For our examples in this section will we be using the Statement tab, but this process will work the same way on the Invoice tab. On each grid list you may click on any of the column headers to sort the list of documents. Demo Online Ordering Account s Documents 7

12 To open or download any of the available documents, click on the file name in the first column. A pop up window will appear. You will have the option to Open the file to view and print or Save the file to your computer or server. Once you have selected an option, click OK. If opening the document, a new window will open allowing you to view the document. The format for the document will be exactly the same as the paper versions that are provided to your agency with orders and at the end of each billing cycle. While viewing the document from this page you can print or save the document. Demo Online Ordering Akron-Canton Regional Foodbank 350 Opportunity Pkwy Akron OH

13 MY AGENCY In the upper right corner of the page you will see My Agency (circled in red below). Once you have clicked on My Agency, the lower section of the webpage will show a tabbed window. By clicking on the different tabs you will be able to view what information the Foodbank has recorded on your agency. If any of the information is incorrect please contact your Member Services representative. Note the tabs in the lower window pane (circled in red): Agency Info Locations Contacts Hours Open AR Service Info Agency Info Tab The Agency Info tab will show you the basic information about your agency including the primary contact, agency name, site address, phone number, and primary address. 9

14 Locations Tab The Locations tab will display the addresses listed are the different addresses such as billing, mailing and distribution location that are currently on file for your agency. Contacts Tab The Contacts tab shows information about the staff and volunteers on file for your agency. The table includes, names, titles, phone numbers, addresses and who is food safety trained for the agency. Hours Tab The Hours tab will display your agency s days and hours of operation that the Foodbank has on file. 10

15 Open AR Tab The Open AR tab will display a table with details on current invoices. The table information includes: Is Open or Closed Has been Reviewed by the Foodbank Has been Picked (selected) by the Foodbank Has a Balance Service Info Tab The Service Info tab displays different graphs and charts based on the pounds and types of products ordered by the agency. 11

16 PLACING AN ORDER To place an order through the Member Agency E Ordering System, you must first log in to the system using your agency account number, username and password as shown below. The Home Page On the Home Page you can print a current menu by clicking on Print Shopping List or you can begin the ordering process. Before an order can be placed, you must schedule an appointment through the Appointment Scheduling System. On the Home Page, click on Book NOW!. 12

17 Appointment Scheduling System Before an order can be placed, you must schedule an appointment through the Appointment Scheduling System. On the Home Page, click on Book NOW!. A new browser window will open with the Appointment Scheduling System as shown below. THIS HYPERLINK WILL NOT TAKE YOU OUT OF THE MEMBER AGENCY E ORDERING SYSTEM. Type in your agency account number and click on Log In. A new webpage will open below the header that will be agency specific. 13

18 On the available calendar on the left side of the page, select your pick up day by clicking on the date. Available days will be shown with a white background. Any date with a grey background is unavailable. After choosing a day, the right side of the screen will change to show the available appointment times on the chosen day. Available times will be shown with a white rectangle to the right of the time. Select the appoinment time by clicking on the white rectangle corresponding to the available time. Any time with a corresponding grey rectangle is unavailable. 14

19 After choosing your appointment time, the right side of the screen will change to allow you to finalize your appointment. Before clicking on the Finalize Appointment button, you can add special instructions to be ed with the confirmation. Under the Confirmation and Reminders section, you can add additional addresses for staff or volunteers and a copy of the appointment confirmation with your special instructions will be ed to these addresses. If all of the information on this screen is complete and correct, click on Finalize Appointment. Once you ve clicked on Finalize Appointment, the right side of the screen will change to the appointment confirmation screen. Once you have reached this screen, you may print your confirmation for your records or close this browser window to return to the Member Agency E Ordering System. 15

20 Order Entry Your browser window should be on the Home Page shown earlier. Select Order Entry on the rightside of the agency header. Once you have clicked on Order Entry, the screen below the header will change and allow you to enter your appointment day and time chosen through the Appointment Scheduling System in the previous steps. Type in your confirmed appointment date or use the calendar icon ( ) to choose your confirmed appointment date. Using the drop down menu available, choose your confirmed appointment time. When you have completed this information, click on Continue. 16

21 Once you click on Continue, the screen below the header will display the current menu of items. On the upper right side of the screen, please note the four buttons available: Cancel Order: Select to cancel an order without submitting it. Print Shopping List: Select to print a current menu. Print Cart: Select to print a list of products currently in you cart. View Cart: Select to view the items currently in your cart. The operation of these buttons will be explained in detail later in this guide. On the left side of the screen just above the list of available products you can find the Search Textbox and the Free Food Only option. The Search Textbox allows you to type in the product name to search the menu for that particular item. To search for items that are free of charge, click the small square to the left of Free Food Only and then click on Search. To remove a search, click on the RESET link that will appear by the Search button. 17

22 The Menu Grid The menu grid is divided into 14 columns: Ref: The product reference number. Product: The description of the product. Storage: The large classification of the product such as Dry Good, Refrigerated, Frozen, and USDA. The grid is set to use this column as the default sorting column. Packing: The items packed within one case of product. For example oz. would mean there are 24 cans each weighing 15 ounces. Type: The smaller classification of the product typically used in grocery stores such as Meat, Dairy, Cereal, and Snack. Category: Designates how the product was received by the Foodbank. Price: The total shared maintenance fee (SMF) or purchase cost of a product. VAP: Abbreviation of Value Add Product. Typically products that need to be repackaged into smaller more usable sizes. These expenses are included in the Price column for the product. Unit: The type of product packaging that will be distributed to your agency, such as by the case. Weight: The weight of one unit of product. Grant: If a product is funded by a grant the column will read Yes, if not it will read No. Available: How many units of the product are currently available to your agency. The system uses real time inventory data so this number will decrease as product has been entered into your cart. Qty: Blank box for you to type in the amount of the product you would like to order. You cannot exceed the available amount of the product. Del: Click on the red X to delete that amount of product from your cart. When an item is deleted the order quantity will be returned to inventory and the available amount shown will increase. 18

23 On the right side of the webpage just above the menu grid you will see the options for Column Sorting and Page Size. The Column Sorting option allows you to either sort the menu grid columns by multiple columns (Multi) or by a single column (Single) by switching the chosen option defined on the grey button. If the grey button shows Multi you can sort by several columns such as sorting by Storage, Type and Price. You can change between the two sorting options by clicking on the grey button. The Page Size option allows you to set how many products you would like to see displayed per page. By using the drop down you may choose from 10, 15, 20, 25, 50 or All. The recommended setting is All so you can avoid having to jump to additional webpages to view the entire menu. 19

24 Product Details The Ref (reference) column contains the item number associated with each product. Clicking on the product reference number will bring up a new window containing the product details and the product photo (if available). Products with available photos are designated with a camera icon at the end of the product description. You may also click on the camera icon to access the product details screen. The product details screen is a pop up window that will open in front of the menu grid. The screen will include the information found in the other menu columns and a picture of the individual product (when available). To close the pop up window, click on the Close at the bottom right side of the window. 20

25 Sorting the Menu The menu grid is designed to allow you to sort the products in a variety of ways. Clicking on the column title that is underlined will sort the column in ascending or descending order. When you have clicked on the underlined title, a small arrow will appear to the right of the title. A small arrow pointing up denotes that the column is sorted from smallest number to largest number or from A Z alphabetically. A small arrow pointing down denotes that the column is now sorted from largest number to smallest number or Z A alphabetically. Keep clicking the word until you get the view you want. In the picture below, the Storage column has been sorted from A Z alphabetically. There are three columns with the star before the column title (Storage, Type and Category). Clicking on the star in each of these columns creates a drop down list so you can filter the contents of that column. Pictured below is Storage column after clicking on the star. Choose the Storage sections you would like to view and click on the Apply link at the bottom of the drop down list. For this example, we have chosen OFP & OACP and USDA. The resulting filter shows only OFP & OACP and USDA products on your menu grid. When a filter is being used, the star will change from white to yellow. The example filter selections and color change of the star are shown in the picture on the next page. 21

26 Clicking on the yellow star and selecting Reset at the bottom of the drop down list will remove the filter. Entering Your Product Quantity Once you have decided on a product you would like to order, place the quantity of the item in the textbox in the Qty column. Either tab to another Qty box or select another Qty box by moving the mouse cursor. While the system is placing the item in your cart and saving your order you will see Wait in green text appear to the left of Column Sorting. 2 22

27 To increase or decrease the quantity of a product, click into the Qty textbox of the product, delete the original quantity and type in the new quantity. While the system is updating the item quantity in your cart and saving your order you will see Wait in green text appear to the left of Column Sorting. To remove a product from your order, click on the red X in the Del (Delete) column. While the system is removing the item in your cart and saving your order you will see Wait in green text appear to the left of Column Sorting. Continue adding products and their quantities to your order until you are satisfied with your order. In the upper right corner of the menu grid page, there are four buttons: Cancel Order, Print Shopping List, Print Cart and View Cart. Order Button Cancel Order By clicking on the Cancel Order button (circled in red below) you can cancel the order in progress. A pop up window will appear asking if you are sure you want to cancel the order. If you do want to cancel, click OK. If you do not want to cancel, click Cancel. 23

28 Order Button Print Shopping List The Print Shopping List button (circled in red blow) will allow you to print a current menu. For complete details on printing a menu, please refer to the Print Shopping List section on page 3 of this guide. Order Button Print Cart The Print Cart button (circled in red below) will allow you to print the current details and status of your order. Once you have clicked on the button, a pop up window will appear asking if you would like to Open the file to view or Save the File to your computer. To print the file, select Open and click OK. 24

29 The file will open in a new window. At the top of the document you will see the order number followed by the order details on the left. Please note that the Order Status shows Entry NOT complete, Must Check Out (circled in red below). This means the order has not been submitted to the Foodbank for processing. Order Button View Cart To view your current order, click on one of the View Cart buttons which are located on the top rightside and on the bottom right side of the page. 25

30 A summary of your order will appear with a list of the products and quantities, total weight, fees, and your appointment information. From this page you are able to change the quantity of any of the products, delete a product from your order, return to the Shopping List or proceed to Checkout (both options circled below in red). Order Button Checkout To submit your order to the Foodbank for processing, click on the Checkout button. A successful submission will show the message pictured below. As a best practice, The Foodbank recommends printing or saving the PDF summary of your order. 26

31 Clicking on the Click here for a PDF summary of your order will show the message below. Choose either to Open the file or Save the PDF to your computer. To print the PDF summary of your order, select Open and click the OK button. A new window will open with the PDF. To print, use the Print function on your toolbar. 27

32 E ORDERING SUPPORT It is the Foodbank s hope that the Member Agency E Ordering System will provide a more efficient way to order and access information about your account. However, we do realize that from time to time there may be technical issues or concerns. Reporting Technical Issues or Problems When possible, take a screen shot of the problem or error message. Send the screen shot to ggreen@acrfb.org and/or ewaluse@acrfb.org Provide as much detail as possible about the problem including what internet browser you were using, when the problem occurred and what you were attempting to do when the problem occurred. Questions Regarding Your Order If you have questions regarding your order, confirmations of your order or appointment confirmations, contact the Distribution Office at or call and press 2 on your telephone keypad. General Questions/Concerns All general questions or concerns should be directed to the Member Services Department by calling A member services staff representative will assist you and may possibly direct your question to another department for follow up. 28

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