RONA e-billing User Guide

RONA e-billing Contractor Self-Service Portal User Guide RONA e-billing User Guide 2015-03-10

Table of Contents Welcome to RONA e-billing What is RONA e-billing?... i RONA e-billing system requirements... i Username and password information... ii Getting Started Signing in... 1 Home page description... 2 Welcome menu description... 3 Change your contact information... 3 Change your password... 3 Logout... 3 Types of documents available for viewing... 4 Managing Your Preferences Change your preferences for receiving documents... 5 Add an account... 7 Quick Search Quick Search page description... 8 Search criteria... 9 Perform a Quick Search... 11 Search Results page description... 12 Filter current page results... 13 View, save and print PDF documents... 14 Display last search results... 16 Sorting Search Results Sort search results on the current page... 17 Sort all search results... 18 Downloading Search Results Download (export) search results... 19 RONA e-billing User Guide

Table of Contents Advanced Search Advanced Search page description... 21 Customize the search results page display... 22 Search operators... 23 Perform an advanced search... 24 Frequently Asked Questions (FAQs) RONA e-billing 25 Contact Us 27 RONA e-billing User Guide

Welcome to RONA e-billing What is RONA e-billing? The RONA e-billing contractor self-service portal offers a simple and convenient way for pro customers with a charge account, to securely access invoices and statements online. With RONA e-billing you can: Access invoices and statements from your computer 24 hours a day, 7 days a week; View your invoices online the day after your purchases; View your statements online the first day of each month; Choose how and when you want to receive your billing documents; Save and print your invoices and statements as PDF documents right from your computer. RONA e-billing system requirements To be able to use the RONA e-billing portal, you will need an up-to-date version of one of the following web browsers and PDF viewers. Web Browser Mozilla Firefox version 30 or higher (Recommended) Google Chrome version 37 or higher Internet Explorer version 9 or 10 PDF Viewer Adobe Reader version 10 or higher Google Chrome built-in PDF viewer RONA e-billing User Guide i

Welcome to RONA e-billing Username and password information Username Your username is the one you created when you registered on the portal. It is linked to the email address used to create your account profile. For your information, your username is not case sensitive. Password Your password does not expire. However, it is recommended to change it on a periodical basis. Remember that your password is case sensitive. Ensure you enter upper and lowercase letters carefully. For security reasons, your account will be locked if you type your password incorrectly five (5) times. To unlock your account, please call 1-866-803-0454. If you forgot your password, click Forgot password? on the sign-in page and follow instructions to reset your password. Password guidelines To keep your account safe, your password must follow the rules below: Minimum length 8 characters Should use three of the four following character types: Uppercase letters: ABCD... Lowercase letters: abcd... Numbers: 0-9... Spaces or special characters:! @ # $ % ^ * ( ) { } [ ]? Session timeout If you do not interact with the website for thirty (30) minutes, your session times out and you will have to sign in again. RONA e-billing User Guide ii

Getting Started Signing in Once you have registered, you can sign in to consult your billing documents online. The illustration below describes each element of the sign-in page as well as the steps to sign in to the RONA e-billing portal. ❶ Start your browser and type https://billing.rona.ca in the address bar. ❷ You can change the portal language, or keep it the same as the one used by your browser. ❸ Type your username and password in the appropriate fields. ❹ Click Sign In to get started. If you forgot your password, click Forgot password? and follow the instructions. RONA e-billing User Guide 1

Getting Started Home Page Description The home page consists of the RONA header, the navigation menu and the page content area. When you sign in, the Quick Search page opens by default. Refer to the illustration and information below to learn more about each element of the RONA e-billing home page. A C D E G B F H A. RONA header: is always visible at the very top of the web page. Contains the Account(s), Help and Contact Us links and the Welcome menu. B. Navigation menu section: vertical menu located on the left side of the page. Used to navigate to Quick Search, Advanced Search and Last Search Results functions. C. Account(s): allows to set your preferences for receiving documents and add accounts to consult. D. Help: provides links to the User Guide and FAQ. E. Contact Us: provides a tool-free number and an e-mail address to contact us. F. Page content area: displays the page content of abd the item selected in the navigation menu. G. Welcome menu: allows to change your contact information, change your password and logout. H. Language link: changes the portal language. RONA e-billing User Guide 2

Getting Started Welcome Menu Description The Welcome menu is located in the upper-right corner of the home page. Use the drop-down menu to change your contact information, the portal language, your password and log out of RONA e-billing. Ensure the information in My Profile is always up to date. My Profile To change your Contact information: 1. Select My Profile from the Welcome menu. 2. In the Contact box, edit the desired information in the appropriate fields. 3. Click on Save changes. To change the portal language: 1. Select My Profile from the Welcome menu. 2. In the Language box, click on the dropdown list (to the right of English) and select the desired language. 3. Click on Save changes. Change password To change your password: 1. Select Change Password from the Welcome menu. 2. Enter your current password. 3. Enter your new password. 4. Confirm your new password. 5. Click on Save changes. Logout 1. Select Logout from the Welcome menu. Always use Logout to end your RONA e- Billing session. RONA e-billing User Guide 3

Types of documents available for viewing Electronic documents. Fast, inexpensive, environmentally friendly and safe. Getting Started RONA e-billing allows to view two types of electronic documents: invoices and statements. Electronic documents in RONA e-billing: are identical to your paper documents; are accessible for viewing on the portal for a period of 52 weeks; can be downloaded as PDF documents, then saved and printed on your computer. Electronic RONA invoice Electronic RONA statement RONA e-billing User Guide 4

Managing Your Preferences Change your preferences for receiving documents You can choose how and when you will receive your invoices and statements at any time. Use the Account(s) link in the RONA header to change your current documents receiving preferences. Important: any change(s) you make on the Account(s) page will take effect on the 1 st day of the following month. You can choose from the following options: Online only RONA supports environmentally responsible practices. Select this option to access your invoices and statements online, 24 hours a day, 7 days a week. You will not receive any documents by mail or email. Email daily, Email weekly or Email monthly Select one of these options to receive your invoices and statements by email daily, weekly or monthly, and consult them online. You will receive an email with a link to open the PDF invoice or statement in your browser. Print weekly or Print monthly Select one of these options to receive your invoices and statements by regular mail weekly or monthly, and consult them online. Documents will be sent to your account mailing address. RONA e-billing User Guide 5

Managing Your Preferences Steps Changing your documents receiving preferences 1. Click on Account(s) in the RONA header. The Account(s) page opens. 2. Click on the Documents receiving preferences drop-down list and select the desired preference. 3. Click on Save changes. A warning message will be displayed to remind you that the change you made will take effect the 1 st day of the following month. This message will disappear when the option selected will become active. You will receive an email message confirming the changes. RONA e-billing User Guide 6

Managing Your Preferences Add an account You can consult documents from several accounts on the portal. To add an account, use the Add Account button and complete the information required. Warning: please contact the RONA e-billing customer support at 1-866-803-0454, if you need to remove an account. Steps Adding an account 1. Click on Account(s) the RONA header. The Account(s) page opens. 2. Click on Add Account. The Add Account page opens. 3. Type the access code in the Access code field. (You will find it at the bottom of your invoice or statement.) 4. Type the account name in the Account Name field. 5. Click the Documents receiving preferences drop-down list and select the desired preference. You can click on Cancel if you do not wish to continue adding an account at this point. 6. Click on Add Account. RONA e-billing User Guide 7

Quick Search Quick Search Page Description The quick search page allows you to perform a simple search to quickly find your invoices and statements using search criteria. Refer to the illustration below to become more familiar with the Quick Search Page. I A B F G ù ù C D H E A. Quick Search: displays the Quick Search page. B. Search section: allows to select the type of document to search for, the number of results per page and start the search. C. Content drop-down list: enables to select the type of document to search for. (Invoices or statements) D. Search button: starts a search. E. Results per page: sets the number of search results displayed per page, the default number is 20. F. Search Criteria section: fields in the Search Criteria section are used to filter the search results. G. Clear Criteria button: clears the contents of all criteria fields. H. Remove Criteria icon : click on this icon to remove a search criterion. I. Vertical scrollbar: allows to scroll through the search criteria fields. RONA e-billing User Guide 8

Quick Search Search Criteria Search criteria are used to narrow down a search to obtain a shorter, more relevant list of results. Type your search criteria in the appropriate fields of the Search Criteria section. Warning: if all search criteria fields are empty, the search engine will display all data from the past 52 weeks. Search criteria for invoices Invoice Date: Click on the Calendar icon to select a date. Displays invoices with dates that fall between the selected dates. Invoice Number: Enter a complete or partial invoice number. Order Number: Enter a complete or partial order number. PO Number: Enter a complete or partial purchase order number. Total Amount: Displays invoices with amounts that fall between the amounts entered. Project Number: Enter a complete or partial project number. Account Number: Enter a complete or partial account number. Store Location (City): Enter the name of the city where a store is located. Ship To: Enter the complete or partial name of the individual or organization appearing in the invoice s Ship to field. Billed To: Enter the complete or partial name of the individual or organization appearing in the invoice s Billed to field. Store Number: Enter a complete or partial store number. RONA e-billing User Guide 9

Quick Search Search Criteria for Statements Statement Date: Click on the Calendar icon to select a date. Displays statements with dates that fall between the selected dates. Account Number: Enter a complete or partial account number. Billed To: Enter the complete or partial name of the individual or organization appearing in the invoice s Billed to field. Total Amount: Displays statements with amounts that fall between the amounts entered. RONA e-billing User Guide 10

Quick Search Steps Performing a quick search 1 3 4 2 1. Click Quick Search in the navigation menu. The Quick Search page opens. 2. Click the Content drop-down list and select the document type (Invoices or Statements). You can change the number of Results per page to display more lines of results and get fewer pages (500 or more). 3. Enter your criteria in fields of the Search Criteria section. (Use the vertical scroll bar to scroll through the fields.) 4. Click Search. The Search results page will open and display your search results. (Click on Clear criteria before performing a new search.) RONA e-billing User Guide 11

Quick Search Search Results Page Description Search results are displayed on the Search results page. This page contains useful options to sort, filter, view, and download the results displayed. The illustration below describes each element of the Search results page. C E F G H A D B I A. Select all: click in this checkbox to select all documents on the current page. B. Select checkbox: click in a checkbox next a document to select it. C. Filter current page results: filters search results on the current page by using a keyword. D. Column headings: sorts results displayed on the current page by a selected column, in ascending or descending order. E. Sort all results by : sorts all results pages according to the option selected in the menu. F. Get documents(s) button: Additional download options drop-down menu: click on Get documents(s) to view the selected documents in PDF format. click on the Additional download options drop-down menu to download search results in CSV format and use them in a spreadsheet program (e.g. MS Excel). G. Close icon : closes the search results page and returns to the search page. H. Showing results per page: I. Page navigation toolbar: allows to specify the number of results displayed on the current page. use the navigation buttons (next, previous, last, first) or page numbers to navigate through search results pages. RONA e-billing User Guide 12

Quick Search Filter Current Page Results You can narrow down search results on the current page by typing keywords (numbers or words) in the Filter current page results field. This will retrieve results containing the characters you entered into the field and highlight them on the page. Steps Filtering current page results 1. From the Search results page, click in the Filter current page results field. 2. Type a keyword. 3. Characters or numbers matching the keyword will be highlighted (in yellow). RONA e-billing User Guide 13

Quick Search View, save and print PDF documents In order to view, save or print your PDF documents, you must first select them on the Search results page. Steps Viewing a PDF document 2 1 1. From the Search results page, select the document(s) you wish to view. To select one or more documents on the current search results page, click the checkbox next to the desired document. To select all documents on the current search results page, select the top checkbox to the left of the column headings. 2. Click on Get document(s). The PDF viewer opens and displays the document(s). 3. Use the viewer s navigation tools to navigate through pages or documents. 4. You must click on the DownloadFiles Tab Close icon to return to the Search results page. 4 Warning: Do not use the Internet browser s Close icon located at the top right of your screen. It will end your RONA e-billing session. X RONA e-billing User Guide 14

Quick Search Steps Saving a PDF document 1. Select File, then Save Page As from the browser s menu bar. 2. The Save As dialog box opens. Specify the location on your computer where you want to save the file, and click on Save. OR 1. Click on the PDF viewer s Download icon to save your document(s). (Adobe Acrobat Reader was used in this example.) 2. The Save As dialog box opens. Specify the location on your computer where you want to save the file, and click the on Save. Steps Printing a PDF document 1. Select File, the Print from the browser s menu bar. The PDF document will print exactly as it looks on the screen. OR 1. Click the PDF viewer s Print icon to print your document. (Adobe Acrobat Reader was used in this example.) RONA e-billing User Guide 15

Quick Search Display Last Search Results Use this feature to display the results of your last search. Last search results are automatically deleted when you log out. Steps Displaying your last search results Click on Last Search Results in the navigation menu. RONA e-billing User Guide 16

Sorting Search Results Sorting Search Results You can sort search results to make them easier to review. RONA e-billing offers two options for sorting: sorting results on the current page and sorting all results. Sort search results on the current page All columns on the search results page can be sorted. Simply clicking on column headings will sort information in ascending or descending order. An arrow next to the column title indicates the sort order. Results will be sorted by the selected column(s). Steps Sorting search results on the current page 1. From the Search results page, click on the heading of the column you wish to sort by. Note: notice the small arrow to the right of the column heading in the example below. It indicates the sort order. Ascending order Descending order RONA e-billing User Guide 17

Sorting Search Results Sorting Search Results Sort all search results Use the Sort all results by drop-down menu options to sort all search results by a criterion. Steps Sorting all search results 1. From the Search results page, click the Sort all results by drop-down menu. 2. Select a sort criterion. (Use the vertical scroll bar to scroll through the sort criteria.) RONA e-billing User Guide 18

Download (export) Search Results Downloading Search Results You can export search results pages (not the content of PDF files) to other programs such as Microsoft Excel, Open Office Calc or Google Spreadsheets, using the Additional download options menu. Your data will be exported to a CSV file. What does CSV mean? CSV is short for Comma-Separated Values. It is a standard format which presents data in tabular form. Why are CSV files used? Because the CSV files are easy to import into any spreadsheet or database program, regardless of what type of computer or application you are using. Steps Downloading (exporting) search results You do not need to select any documents before using this feature. 1. From the Search results page, click on the Additional download options drop-down menu. 2. Select the option Download current page results as.csv to export only search results from the current page. Or Select the option Download all page results as.csv to export all search results. 1 2 RONA e-billing User Guide 19

Downloading Search Results Steps Downloading (exporting) search results 3. The Open file dialog box appears. Select Open with and choose the program to use to open the file (e.g. Microsoft Excel). 4. Click OK 3 4 5. The file will open in the program selected (e.g. Microsoft Excel). 6. Save the document (if needed). 7. Close the program to return to RONA e-billing. RONA e-billing User Guide 20

Advanced Search Advanced Search Page Description The Advanced search page allows to refine a search by defining more complex queries. You can also use this page to customize how search results are displayed on the Search results page by using the Fields to display section. The illustration below describes each element of the Advanced Search page. H A G B C D E F A. Advanced Search: displays the Advanced Search page. B. Search button: starts the search. C. Search Criteria section: allows to define more complex specify several criteria to apply to a search using fields, operators and values. D. Select a field drop-down list: allows to select search fields. E. Contains drop-down list: allows to select search operators. F. Value field: allows to type search values. G. Fields to display section: allows to customize how fields are displayed on the search results page. H. Vertical scroll bar: scrolls through the list of fields to display. RONA e-billing User Guide 21

Advanced Search Customize the search results page display The Fields to display section allows to customize the search results page display. You can select the fields to display, specify a sort order per field and change the order in which fields appear by dragging them up or down in the list. The illustration below describes each element of the Fields to display section. Field check box: select the box to the left of the field you wish to display on the search results page. Sort icon: click this icon to select a sort order for a field. Ascending order Descending order No sort order Move up/move down icon: Hover the mouse cursor over the icon - it will change into a double-arrow. Drag the field up or down to the desired position in the list. Select all/unselect all: click this button to select or unselect all fields. Clear sorted fields: use this option carefully. It clears the sort order of all fields listed in the Fields to display section. RONA e-billing User Guide 22

Advanced Search Search Operators Use search operators to narrow your search results and make your search of documents more specific. You can combine several criteria in the Search criteria section by clicking on the Add criteria button. Use the Clear criteria button to delete the criteria displayed and do a new search. Search Operators Contains Equals Different Start with End with Greater than Greater than or equals Lower than Lower than or equals Here are some examples of advanced searches using search operators: Selected field Operator Value Search result Billed to Contains bor Scarborough PO Number Equals 7500 Purchase order with number 7500 Store Location (City) Start with etobi Etobicoke Invoice number Start with 101228 Invoices starting with 101228 e.g. 10122801, 10122802 Store Location (City) End with ille Brockville, Belleville Invoice Date Greater than 2014-06-15 From 2014-06-16 Total Amount Greater than or equals 150 $150.00 and more RONA e-billing User Guide 23

Advanced Search Perform an advanced search 1 2 3 4 5 7 6 1. Click Advanced Search in the navigation menu. 2. Click the Content drop-down list and select the document type (Invoices or Statements). 3. In the Search Criteria section, click the Select a field drop-down list and select the desired field. 4. In the Search Criteria section, click the Contains drop-down list and select the desired search operator. 5. Type the value to be found (alphanumeric or numeric) in the Value field. 6. To add more search criteria, click Add criteria. You can delete all search criteria by clicking on Clear Criteria or click the Remove Criteria icon to the right of a criterion to remove it. 7. Click Search. RONA e-billing User Guide 24

FAQs Frequently Asked Questions RONA e-billing What browser works best with RONA e-billing? Mozilla Firefox version 30 or higher is the browser we recommend, but you can also use Chrome version 37 or higher, or Microsoft Internet Explorer version 9 or 10. What software do I need to view my invoices and statements? You need a recent version of a PDF viewer (e.g. Adobe Reader ). Are electronic invoices and statements in RONA e-billing the same as the paper version? Yes, they are exactly the same. How long will my invoices and statements remain accessible online? They will be accessible for 52 weeks. Can I view all my accounts in RONA e-billing? Yes, you can. If you wish to add an account to your current list of accounts, click on Account(s) in the RONA header and on Add account. Enter your temporary access code in the Access Code field and complete the remaining fields. For how long will my password be valid? Your password does not expire. But, it is recommended to change it on a periodical basis. Can I change my RONA e-billing password? You can change your password whenever you want. From the Welcome menu in the RONA header, select Change password. Can I change my email address? Yes, you can. From the Welcome menu in the RONA header, select My profile and type your new email address in the Email field. Click on Save changes. I'm locked out. I cannot access RONA e-billing anymore. What do I do? If you typed your password 5 times, you will be locked out. Please call us at 1-866-803-0454 to unlock your account. RONA e-billing User Guide 25

FAQs Can I change my business address in RONA e-billing? No, you can t. You must contact us by phone at 1-866-803-0454 or by email at ebilling_facturation@rona.ca to change your business address. Why didn t I receive any billing documents by e-mail? An incorrect or invalid email address could be the issue. From the Welcome menu, select My profile and check if your email address is still valid. It could also be because you changed your preferences for receiving documents. This modification may not be in active yet. Changes take effect on the 1 st day of the following month. Some information seems to be missing on my screen. What s wrong? Press CTRL-F5 on your keyboard to refresh your screen. Can I pay my account in RONA e-billing? No, not yet. But you can pay your account online through your financial institution. Can I download data from an invoice? No. Invoices and statements that you view in RONA e-billing are PDF documents. You can only download search results pages. Is the invoice I view in RONA e-billing my signed copy of this document? No. Signatures do not appear on invoices in RONA e-billing. Can RONA e-billing be accessed from mobile devices? Yes, but the website s content is not yet optimized for smaller screens resolutions. What if I have other questions? Please contact us. Call us at 1-866-803-0454 Monday to Friday 8 a.m. to 6:30 p.m. (Eastern Time) Email us at: ebilling_facturation@rona.ca RONA e-billing User Guide 26

Contact us Need Help? Call us at 1-866-803-0454 Monday to Friday 8 a.m. to 6:30 p.m. (Eastern Time) Email us at: ebilling_facturation@rona.ca RONA e-billing User Guide 27