QUICK-START GUIDE TO USING WEB ORDER ENTRY 1. Logging In Navigate to www.hvacdist.com Click on the W.O.E Web Order Entry button on the left hand column of the page. This will take you to the log-in screen shown below.
Enter your Web Order Entry ID and password as provided by HVAC Distributors and click send. You will now be at the main web order entry screen as shown below.
2. Main Page The large icons in the center of the page, ex: Finding Products and Adding Products are tutorials that explain how to do different things within the web order entry system. Most of your navigation on this site will be done using the tool bar at the top of the page. Your options on this toolbar are Main, My Account, My Product Groups, My Carts, Checkout, and Logoff.
3. My Account. We will take a quick tour of the My Account section first. In this section you can check your account balance (if authorized), edit your woe users, and customize your woe settings. This is also where you can review bids and open or shipped orders. Shipped orders are under the Order History tab, while open orders and bids are accessed by clicking the Open Orders/Bids button. You can also print invoices for a specific date range, and check your default shipping information.
4. Order History. The screen shot below is the order history for this account. Orders in the order history have been shipped and invoiced to your company. To look for an order within a specific time frame, simply change the dates and click the get more transactions button. There is an advanced search box at the bottom of the page that allows you to type in your PO or job name to find an open order/bid. To look at an open order/bid from this screen, simply click on the highlighted order number. Upon clicking an order number you will see a screen similar to the one below.
5. Viewing open bids and orders. From the my account screen, click the open orders/bids button. You will again see a list of all your company s open orders and open bids as shown below. To view the details on an open order or bid, click on the highlighted order number. You will see a detail screen as shown below.
You will notice 4 buttons at the bottom of a bid when you view it. These buttons enable you to copy the items on the bid to a current order, copy the items on the bid to a product group, modify the bid, or cancel the bid. If you are viewing an open order, the only button that will appear is the copy items to current order button. If you need to make changes to an open order, you must call one of our sales offices.
6. Placing an order. Using the main search box located just to the right of our logo in the upper left corner of the page, or the Product links on the left hand side of the page, find the product that you would like to order. The main search box will search our entire database of products for a match for whatever you enter in this box. For example, typing in 10 flex in the main search box will bring up the list in the picture below. You will be able to see your cost and availability on this screen. To add items to your cart from the search results list, click the select item box. The quantity will default to 1. To change the quantity, click in the qty box and change the number to the desired quantity.
When finished selecting the items you want, click the add items to cart button. You can search and add as many items as you wish to an open cart. For a detailed view of an item on this list, click on the part number. You will see a picture of the item, as well as availability at all of our branches. If there is submittal data available for that item, a link will be just below the availability window. If you wish to add this item to your cart, click the add item to cart button. The next screen shows you all of the items in your current cart. You can only have one cart open at a time, although you can continue to add items to the cart up to the point of checkout. To change
quantities from this screen, click in the qty box, change the number, then click the update button at the bottom of the screen. To add items to your cart, use the search box or the product links to find what you need and add it to the cart as before. To proceed to checkout, click the standard checkout button at the bottom of the page.
7. Checking Out Once you click on the standard checkout button, you will now be at the Shipping information for current order screen. This is where you will enter your PO number, make any changes to the shipping address, and supply us with any special shipping instructions in the shipping instructions box*. You also need to set the order status from this screen. Most accounts order statuses will default to bid, and if left in bid status, the order will not ship. You must change the order status to Call when Complete. Call when complete status immediately commits inventory to your order, but holds the order for review by one of our Inside Salespeople. Once the Salesperson reviews the order for errors, it is released to the warehouse for picking and loading. You also need to set the ship-via for the order using the ship via drop down box.. Most customers are set-up with Ship on HVAC s truck as the default. Other options may include pick-up at HVAC counter and UPS. *Examples of when you would enter information in the shipping instructions box:
Jobsite addresses and contact information Orders that you want to pick-up at one of our counter locations Tag & hold orders that you want to schedule for future shipment. Orders that you want direct shipped from our vendor A good rule of thumb is that you need a note for any circumstances where you do not want the material delivered to your shop the next business day. When all of the appropriate information is entered on this screen, click the Continue with checkout button at the bottom of the page. Your order has now been created and can be reviewed on this screen. You will be unable to make any changes once the order is placed, so if you have a problem with the order, please call one of our sales offices and reference the order number displayed at the top of the order.