1 School Specialty New Release Manual Version 11.1 Table of Contents: Registration Entering Orders Search Options Search by Catalog Number Search by Keyword Digital Catalogs Upload File Add to Shopping List Add Promotion Code Configure Items Save Cart Approve Orders Manage/Approve Users Clear Your Cache Browser Recommendations
2 Registration Registration 1. Register as an Individual: Description: o Credit Card for payment only o Organization Billing will not be accepted o Secure access to order history and shipping information available when logged in Procedure: o Click LOGIN TO SHOP in the upper right of screen. o Select Register as Individual. o Populate all the required information on the registration form. o Click SUBMIT (any errors will be displayed at this time). o Upon successful registration, you will be automatically logged in to begin shopping. 2. Register as a User of an Existing Organization: Description: o User must be affiliated with a School, School District, Educational Organization or Business o Orders will only ship to authorized School or Organization addresses o Secure access to order history and shipping information available when logged in Procedure: o Click LOGIN TO SHOP in the upper right of screen. o Select Register as a User of an Existing Organization. o To find your account, search using either the account name or account number. o Click SEARCH. o Select the correct account name from the search results and populate all the required information on the registration form. o Click SUBMIT.
3 Entering Orders Entering Orders Welcome to School Specialty Online! We are pleased to provide our web site for your ordering. Below are some instructions to help you create, save and send your orders: Entering Orders: Click Login to Shop from the top Enter your user name and password, click LOGIN. Add Items by Item Number: Use the search field at the top for a quick item entry when you know the product numbers to be ordered. o Enter items and quantities desired. o Click Add to Cart to add to cart! Secondary Option If you have an excel spreadsheet; you can upload it into the Order by Item page. o Spreadsheet must be in CSV format. o Column A = the item number (must be in text format). o Column B = the quantity desired. o Once uploaded the Order by Item worksheet will be populated with the information. Don t Know the Item Number(s)? Search Through the Digital Catalog(s): Select the SHOP DIGITAL CATALOGS link from the right side navigation and click on a digital catalog to see an exact replica of the paper catalog! Go to the index, search by keywords, or simply flip through the pages. Once you locate an item to purchase, click on the item number to add to your cart! Search by Description: Place keywords for items you wish to search for in the window in the upper right of your screen and click Search or click one of the categories from the left navigation list (There may be several levels to narrow your search). Click Add to Cart, then type in the quantity desired.
4 Entering Orders Entering Orders - continued Check Out Finalizing and Submitting Your Order: Click GO TO SHOPPING CART from the CART SUMMARY box at the right. Select your shipping address from the existing list, or add a new address. Your name is in the contact field this will appear on the outside of your box. If you wish to change the name on the outside of the box (ordering for another person) simply enter that person s name in the Person s Name AT Address field. Enter the date you wish this order to be Shipped (this can be changed by your approver, if you have one). Click Continue Checkout. Select your billing information from the existing list, or add a new billing option. Enter your Purchase Order or Requisition Number (required). If not known type your Last Name in this field. Click Continue Checkout. Click Submit Order to send your order to the vendor or to your approver (if you have one). Click Print this Cart to print a copy of your order if desired. Not Ready to Submit Yet? Click SAVE CART. To retrieve, from home page, select MY SAVED CARTS from CARTS / ORDERS at the top. Click MODIFY to make changes to the cart, or SUBMIT to complete your order. To View /Track Your Submitted Order(s): Select VIEW CARTS / ORDERS from the CARTS / ORDERS menu at the top, then click the SUBMITTEd CARTS option. Click on the order number to view the order, or the truck icon to track your shipment.
5 Search Options Search Options Navigating the site is easy when you use the tools provided: 1. Search Box: located in the upper right of your screen Searches across all SSI catalogs. Enter two or three words to describe your item, click Search. Enter quantity desired, click Add To Cart. 2. Category Tabs: HOME SUPPLIES FURNITURE EARLY CHILDHOOD ART SPECIAL NEEDS PHYS ED Click on a tab to view information on that category. 3. Shop by Category: located on the left side of your screen Click the desired category and drill down to the desired list of items. 4. Digital Catalogs: located by clicking the GO GREEN, or from the right Carts/Orders menu Select a catalog to search within. Choose to search through the index by clicking on that icon. o When the item is found, click on the page number to go to that page. Use the item search. o Enter a single word to see thumbnail images of pages that contain that word. o Click on a page to view. o Click on an item number to add to your cart. or print a page to have a hard copy. Click the shopping cart icon to return to your cart.
6 Search by Catalog Number Search by Catalog Number Know the item number you d like to see? Simply type the item number in the Search Box and click SEARCH. Enter quantity desired, click Add To Cart. While shopping for specific items, you can always see what the discounted (or district pricing) is by clicking on See Your Price if you are a user of an organization. Clicking this will pull up a secondary screen where you will see your prove. You can either Close or Add to Cart.
7 Search by Keyword Search by Keyword Navigating the site is easy when you use the tools provided: 1. Item Search a. In the upper right, type two or three words to describe your item b. Click Search c. Sort your search results by selecting one of these options: d. Set your mouse on the + to see a bigger picture: e. Select See Your Price to see discounts. f. Enter a Quantity in the box, click Add To Cart. Notice your Cart Summary window updates with each item ordered!
8 Digital Catalogs Digital Catalogs Shopping through a Digital Catalog is easy when using the tools provided: From any page access the digital catalogs by selecting the item from the Carts/Orders Menu or by clicking the GO GREEN icon. Select from the list of available catalogs:
9 Upload File Upload File Below are some instructions to help you upload Excel spreadsheet files into carts: Prepare your Upload file: In Excel Col A = item number (format as text if items begin with zero) Col B = quantity When done, click FILE SAVE AS CSV (comma delimited) Entering Orders: In the upper right, click Login To Shop Enter your user name and password, click Login Add Items by Part Number: Select Start a New Cart or Order by Item from the right menu for quick item entry Select the Upload File tab Click Browse and locate your.csv file o Spreadsheet must be in CSV format (up to 100 items per spreadsheet) Once your file name appears in the upload file window, click Upload File to add the items to your Order by Item page. Items will appear in the Order By Item screen. Review and click Add To Cart.
10 Add to Shopping List Add to List School Specialty has added a function to this platform which will eliminate additional keying in of orders. Two scenarios where this should be utilized are when placing commonly ordered items and when ordering larger, back-to-school orders for teachers. These shopping lists will be saved until you delete them out of your system. Add To List: A feature which allows a user to save a list of commonly ordered items for convenient future ordering. When viewing a commonly ordered item, you can click Add to List from the right side. If you re creating a new list: Name your list, Apply a comment for reference, Click Save to save list. If you re adding to an existing list: check Add to an Existing List and select the correct list from the menu and click Save to save the list.
11 Add to Shopping List Add to List - Continued Access Saved Shopping List: Click My Shopping List from the Cart / Orders menu. Your Shopping Lists will display by Name, Comments, and Creation Date. Click the List Name to access your list. Create Order from Saved Shopping List: Select the items from your list you wish to add to your cart (put checkmarks in the box next to the item you need) or click Select to choose all items. Review and update the quantity of items you wish to add to your cart. Click Add to Cart. Your selected items and quantities from your list will be added to your current shopping cart for ordering.
12 Add Promotion Code Add Promotion Code Designed for a user to enter a special promotion or pricing/bid code given to the user from School Specialty. The code might be a special offer or coupon. The code might be required to receive special pricing given on a bid. Create a shopping cart. In the Shopping Cart view, select the Promotion Codes tab. All Promotion Codes attached to this order will be listed. Note: An order might have multiple Promotion Codes. To add a new code type the code in the Promotion Code Box, and click Apply. When done, either click Return to Cart, or select the Shopping Cart Tab.
13 Configure Items Configure Items Any item that requires choices to be made (color, for example) will require you to configure your selection within your cart: Once you have added the item to your cart, click Go to Shopping Cart, from the cart summary at the right. (You can also view your cart using the Carts / Orders link at top.) Select the Configure link from below the item description for that item. Expand the menu, and change the quantity next to the option you d like to select. Then click Finish. Select Reconfigure if changes need to be made, or click Details to see choices.
14 Save Cart Save Cart School Specialty s new ordering platform automatically saves your cart for up to 1 year. It will be listed as a Saved Carts (under the Carts / Orders link at top of the screen). For ease of use, users have the ability to save any cart that they want to submit at a later date. Save Cart: If a user is not yet ready to place an order, the Save Cart feature allows users to save carts for possible future purchase. Create a shopping cart. In the Shopping Cart view, click Save Cart. Recover Saved Cart Click My Saved Carts from the Carts / Orders menu Your Saved Carts will display by Status and Cart Number Click the Cart Number to recover your cart
15 Approve Orders Carts to Approve Choose Approve Carts from the menu on the right side of screen. (You can also find it under the Carts/Orders menu.) Your carts to approve will display below. 1. Sort the listing by clicking on any column heading. 2. Click on cart Number to view details of the cart. 3. Click the check box before the cart number to select one or more orders, (or check the box in the heading for All) then click Modify to change: Ship to Location Ship date Payment Method Purchase Order Number Budget Codes
16 Manage/Approve Users Manage/Approve Users The Primary User is the one user given the ability to manage/control system user s information, system access, and order management. There are two ways additional users can be created: The Primary User can create users for system access. o Click on My Profile option from the Profile menu at the top of the screen o Click on Administration located at the top of the white screen area (middle of page) o Above the individual users listed, you will see an icon Create Contact. o Fill in the appropriate/needed information for the user. Below user information, click on circle that allows you to Save Contact as user. o Create username and password. This user will be automatically approved as a user of the account. Users can register themselves as a member of your school district or organization: o In the Login/Register page, they can log in under your school district. o The user must either have the account number for the school, or they can search by name/address of the school. o They will be taken to a worksheet where the user must fill out the appropriate information. These users will initially be registered as guest users until they have been approved by the Primary User. User Setup: Details: Contact information Roles: The website will set basics for you automatically. As the Primary User, you will want to address these other important roles: o View Discounts o Budget Codes o Purchase Orders o Credit Cards/Invoicing Site: Lists the School Specialty Stores this user has access to purchase from. (Will automatically default Yes to all.) Accounts: The website will automatically set this for you. Workflow: Must be set up to activate this user for purchase. o This step is important to finish if you wish to create approval workflow for the new user. See additional information below. Choose the Roles tab: View your user s assigned roles. o View Discounts is a common role you may want to grant your users, allowing them to view the organization s available discount prices.
17 Manage/Approve Users Manage/Approve Users - Continued Choose the Workflow tab. Select the user s order approval. o Choose a member of your school district or organization to approve this user s orders. Or if you allow certain valued purchases directly to School Specialty, those orders that exceed the Order Approval Limit will have to be approved. o Set the approval limit to $1,000,000 if your user does not need approval for purchases. o Select the user s Order Approval Limit. Order totals less than the limit will require no approval. Order totals greater than the limit will forward the order to the required approver. Specific Example: Require approval for orders over $100: Set your Approver as a member of this school district or organization and set your Order Approval Limit at $100. All orders under $100 will go automatically to School Specialty all orders over $100 will go to selected approver. o Special Approvers: Setting a member of your school district or organization as your approver will give you the additional option of adding Special Approvers. Your user will have the option of routing their order to either the default approver or to select one of the Special Approvers. Special Approvers might be a manager of a special fund or account that this order needs to be routed to. Example: Special Ed, PTO funds, etc.
18 Quick Instructions Clear Your Cache Clearing Your Browser's Cache All those files stored in your cache take up space, so from time to time, you may want to clear out the files stored in your cache to free up some space on your computer and to make sure old images and files do not appear while browsing the web. This is called clearing the cache. To clear your cache in Internet Explorer 6: 1. On the Internet Explorer 6 Tools menu, click Internet Options. The Internet Options box should open to the General tab. 2. On the General tab, in the Temporary Internet Files section, click the Delete Files button. This will delete all the files that are currently stored in your cache. 3. Click OK, and then click OK again. 4. Tip: You can adjust your Internet Explorer 6 settings to automatically clear the cache whenever you close Internet Explorer 6. Go to the Tools menu, and click Internet Options. Click the Advanced tab. In the "Settings" box, scroll down to the section labeled "Security," and click to check the box next to the "Empty Temporary Internet Files folder when browser is closed" option. Click OK to finish. This option does not delete cookies, but it will clear your cache of other files when you close your browser.
19 Clear Your Cache Clearing Your Browser's Cache (continued) To clear your cache in Internet Explorer 7: 1. On the Internet Explorer 7 Tools menu, click Internet Options. The Internet Options box should open to the General tab. 2. On the General tab, in the Browsing History section, click the Delete... button. 3. A Delete Browsing History window will appear. Click on the Delete Files... button. 4. A verification screen will then come up. Click Yes to delete the files.
20 Clear Your Cache Clearing Your Browser's Cache (continued) To clear your cache in Internet Explorer 8: 1. On the Internet Explorer 8 Tools menu, click Internet Options. 2. In the Internet Options dialog, click the Delete... button. 3. In the Delete Browsing History dialog, make sure Temporary Internet files is checkmarked and click the Delete button. 4. Once the files have been deleted, you can dismiss the Internet Options dialog by clicking the Okay button. 5. Do a hard-refresh of the webpage by holding the Ctrl key and then clicking the browser's Refresh button. Alternatively, press Ctrl-F5.
21 Browser Recommendations Browser Recommendations PC Browsers Microsoft Internet Explorer Version 6.0 Version 7.0 Version 8.0 Firefox Version 3.6 Netscape Version Safari Version Mac Browsers Firefox Version 3.6 Safari Version Version 4.0.4
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