Distributor Extranet User Manual. Contact Us:

Transcription

1 Page 1 of 41 Distributor Extranet User Manual Contact Us: customercare@vikingrange.com

2 Page 2 of 41 Table of Contents 1. The Login Process p. 3 a. Manage Profile b. Change Password 2. Update Info p. 6 a. Dealer Information b. Distributor Personnel Information 3. Quick Order p. 8 a. Uploading Orders from a Saved File b. Manually Entering Your Order c. Order Acknowledgement 4. Reports p. 14 a. Account Status b. Co-op c. Item Status d. Order Status e. Recent Shipments 5. Sales Support p. 33 a. Literature b. Point of Purchase Items c. Cost Schedules 6. Product Catalog p News p Viking Training Center p Contact Us p. 41

3 Page 3 of 41 The Login Process The first step in using the Viking Distributor Extranet is the initial login. The site address is and the login screen is shown below. At this screen enter the username and password that you have been assigned by Viking. If your username and/or password have been lost, click on Forgot your user name or password? to receive an reminder. After entering a valid username and password, the home page screen will load.

4 Page 4 of 41 Manage Profile When you first login, click on Manage Profile at the top of the home page. After making changes to your profile, click Save Changes.

5 Change Password To change your password, click Change Password beside Personal Information. Page 5 of 41

6 Page 6 of 41 Update Info It is the responsibility of the distributorship to keep all dealer and personal information up-to-date on the Viking Distributor Extranet. The dealer information managed by the distributorship here displays to the consumer site on the zip code dealer locator on The Distributor controls who can access the extranet by editing the personal information. Distributors can also define who receives communication from Viking Range Corporation. Dealer Information When updating dealers, be sure to choose a Sales Rep from the drop down box. Also, be sure to click the Enable Leads checkbox before clicking save. This section of the extranet is the source of information for the Dealer Locator. Note: Before printing pages from the extranet, check with your IT Department to see if you are using the latest version of your company s internet browser (Internet Explorer, Firefox, Netscape, etc.). This will ensure that the pages you print can be Shrunk to Fit on the paper in you printer.

7 Page 7 of 41 Distributor Personnel Information To add personnel, Click on the "Update Info" link on the top right hand side of the page. From there click the "Add Personnel" button and enter the required information. Click the "Save Changes" button. Repeat this process for each person that needs to have access to the extranet. Here is a description of the Title and what access will be granted: For the Distributor Extranet: Principal admin type access, place orders view all reports, view pricing information Operations place orders; view most reports, no access to pricing cost schedules Field Sales no orders, limited reports, no access to pricing cost schedules to be used for Sales guys to be associated to dealers in applicable Sales Support no orders, limited reports, no access to pricing cost schedules Accounting all reports, no pricing cost schedules For the Service Extranet: Part Distributor for any reports and ordering Service information only

8 Page 8 of 41 Quick Order Click on Quick Order at the top of the home page. From here there are two primary methods of ordering: 1. Uploading a product order file. 2. Manually entering a product order Uploading Orders from a Saved File You can create an order file and save to your hard drive. This saved file can then be uploaded to the extranet, but must meet the requirements below.

9 Page 9 of 41 Order File Format for Upload The file must be a standard ASCII text file. Only forward slashes (/) are accepted as delimiters. The file must contain the two required fields which are MODEL# and ORDER QUANTITY. The model number specified in the first field of the uploaded file must match the Viking SKU number exactly. Any deviation will cause the order to be rejected. For instance, VEDO270SS is correct, but VEDO270-SS, VEDO-270SS, VEDO270 SS, and VEDO 270SS would all be rejected. No dashes should be used in any model numbers. Once an ASCII purchase order has been created, it is ready to upload. Use the Browse button to find the file or your hard drive. Once the file is specified, click on the Upload button.

10 Page 10 of 41 Manually Entering Your Order Model numbers and quantity may also be entered by cutting and pasting from another program, but the proper format must be used. To enter your order manually, simply type it into the empty box in the following format: MODEL NUMBER/QUANTITY. The forward slash / is required between the two fields. See the example screen, which shows the look of a manually entered order. On this screen, you enter your purchase order number in the field. Once the order has been entered, click Proceed to Checkout. To start over, click Clear Entries, and the contents of the entry box will be cleared.

11 Page 11 of 41 The screen shot below shows what appears after the order is entered and the Proceed to Checkout button is clicked. Whether the order is uploaded or manually entered, the next screen will always look like this: If you wish to add additional items to the cart, click Edit Items.

12 Page 12 of 41 If you would like to add any special shipping instructions about this order, click on Edit Shipping Info. It will bring you to the screen below. You can also choose from the Authorized Shipping Addresses available. In this screen you can note any special shipping or packing instructions. In order to add frequently used addresses to the Shipping Information, contact your Viking CSR and let her know that you would like to add an address to the Distributor Extranet for future ordering.

13 Page 13 of 41 To change your Billing information, click Edit Billing Info and you will see this screen below. Here you can change your Purchase Order Number and select any different Billing Address that is available. In order to add frequently used addresses to the Shipping Information, contact your Viking CSR and let her know that you would like to add an address to the Distributor Extranet for future ordering.

14 Page 14 of 41 Order Acknowledgement The screen below is the last screen in the ordering process. It recaps all the information about the order in one screen. If desired, this screen may be printed for record keeping purposes. This screen may also be downloaded as text by clicking on the Download Order File button at the top or the bottom of the page. You can also print the page by clicking the Print this Page button at the bottom of the page.

15 Page 15 of 41 At this time, an order confirmation will be sent to the person who placed the order. An example is shown below: Once the order is placed, your Viking customer service representative receives an notification as well. She then goes into Oracle order management, reviews the order and books the order. At this time the order is visible to the warehouse and manufacturing floor where the process to create your products begins.

16 Page 16 of 41 Reports There are several reports that you can obtain from the Viking Distributor Extranet: 1. Account Status 2. Co-op 3. Item Status 4. Order Status 5. Recent Shipments Account Status allows you to check the status of your account. Click Reports at the top of the home page and this screen will automatically load. From this screen, the account may be viewed in full by clicking the Detailed link. A quick overview may be viewed by clicking on the Summarized link. An invoice may also be viewed by entering the invoice number in the blank box and clicking Search.

17 Page 17 of 41 Note: Before printing pages from the extranet, check with your IT Department to see if you are using the latest version of your company s internet browser (Internet Explorer, Firefox, Netscape, etc.). This will ensure that the pages you print can be Shrunk to Fit on the paper in you printer.

18 Here is a view of the Detailed Account Status: Page 18 of 41

19 After clicking a number in the Chk or Inv No Column, you will see this screen detailing the information from the respective Invoice Number: Page 19 of 41

20 Clicking on the CO Number on the Account Status brings you to the Order Status page: Page 20 of 41

21 Page 21 of 41 Clicking on the Shipment Number on the Account Status page will bring you to the Shipment Detail page, detailing the information for that shipment number: Clicking on the PO Number or the CO Number will take you back to Order Status. Clicking on the Value will take you back to Account Status. Clicking the Expand link will reveal the items included in the respective PO/CO Number.

22 Page 22 of 41 Co-op To access the balance of the distributor co-op account, click the co-op link on the left side of the reports page. The following information is displayed.

23 Page 23 of 41 Item Status Staged Inventory that is built and ready to be shipped to your distributorship may be viewed in this area. Click the Item Status link on the left side of the page. Then, enter the model number of any Viking appliance product that has been previously ordered. Click search to see if the item has been built or is staged for shipment to your distributorship. The quantity and value of each item is listed on the screen.

24 If you leave the Search box empty, you will see this page below: Page 24 of 41

25 Clicking on the Item Number will take you to the Item Status page as seen below: Page 25 of 41

26 Page 26 of 41 If you scroll to the bottom of the Item Status page (p. 22), there is a View Serial Numbers link that will take you to this page:

27 Page 27 of 41 Order Status To view the status of an outstanding order, click the Order Status link on the left side of the reports page. You can check the status of your order by: 1. Purchase Order 2. Customer Order 3. Item Number

28 Page 28 of 41 Searching by Purchase Order brings you to this page: Information includes Line Number, Model Number, Ordered Quantity, Unit Price, Staged Quantity, Ship Quantity, Remaining Quantity, Requested Delivery Date, and Promised Delivery Date.

29 If you search by Customer Number, you ll see this page: Page 29 of 41

30 If you search by Item Number, you ll see this page: Page 30 of 41

31 Page 31 of 41 Recent Shipments To check shipping information, click Recent Shipments on the left side of the reports screen. There are three ways to check your shipping information: 1. Date 2. Serial Number 3. Shipment Number To check your shipping information by date, simply click on the range of dates you would like to search. Otherwise, type in your Serial Number or Shipment Number and click Go.

32 Here is a view of the 0-30 Days Recent Shipments Summary: Page 32 of 41

33 Page 33 of 41 Sales Support Sales Support material should be ordered the same way as appliance products. However, separate orders with separate PO Numbers should be places for each category of sales support items. Sales Support Items should not be combined with orders for appliances. Please place separate PO Numbers for each of the following categories of Sales Support Items: 1. Specialty Items 2. Literature and Point of Purchase 3. Displays Note: Viking Gear is located under the Products tab.

34 Page 34 of 41 Literature In this area, distributors can view the Distributor Sales Plan and other related sales programs and forms. First, click on Sales Support. Then, click Literature on the left side of the Sales Support page. You may then choose from Documents and Specifications Brochures Sales Plan Competitive Comparison Product Placement

35 Page 35 of 41 Point of Purchase Items Here you can view the assortment of POP Items that are available for ordering. Use the Quick Order link to type in the F number and the quantity that you would like.

36 Page 36 of 41 Cost Schedules By clicking Cost Schedules on the left side of the Sales Support screen, you may view the archived cost schedules that are available for download. Only users with the Principal title are allowed to view and download the Cost Schedules with pricing.

37 Page 37 of 41 How to Add Pricing to No Cost Cost Schedules Open the file in Adobe Acrobat. A screen like the one below will appear: Right-click on the mouse and choose the Select Tool. Scroll down to the bottom of the sheet and click inside of the empty boxes to insert your pricing. Note: To download the latest version of Adobe Acrobat Reader, go to

38 Page 38 of 41 Product Catalog You can view the full line of Viking Products in the Distributor Extranet by clicking Products at the top of the home page. You can use this section as a reference for ordering items.

39 Page 39 of 41 News You can see the latest News by clicking on News at the top of the home page. Also available for viewing are the 1. Current Front Burner 2. Current Media Highlights 3. Current Viking Views 4. Archived News (Contains Archived Front Burners, Archived Media Highlights, and Archived Viking Views)

40 Page 40 of 41 Training Center There are two categories under the Viking Training Center: 1. Agenda For those interested in additional face-to-face training, Viking offers a four-day training session held at Viking headquarters. To view a typical training agenda click on either the Standard Training Agenda or the Advanced Training Center Agenda. These include dates and times of each event planned in a typical session. 2. Manuals This section shows the different product training areas that Viking offers. Product Training information in PDF file format.

41 Page 41 of 41 Contact Viking To contact Viking Range Corporation, click on Contact Us at the bottom of the home page, or send to We welcome any comments, ideas, or suggestions.