User Guide
Table of Contents Login... 3 Choose a Location... 4 Home Page... 5 Header Bar... 6 My Catalog... 6 Menu Bar... 7 My Profile... 8 Contact Us... 9 Change Location... 10 Shopping Lists... 11 Quick Entry Form... 12 Green Seal... 13 New Items... 14 Specials... 15 Order History... 16 Print Catalog... 19 Budgets... 21 Full Catalog... 22 Extended Catalogs... 24 Logout... 25 Shop by Segment... 26 Item Categories and Sub-Categories... 27 Widgets... 28 Item Directory... 29 Item Directory Filters... 30 Viewing an Item... 31 Searching For an Item... 32 Shopping Cart... 33 Checkout... 35 Confirmation... 36 Order Approval (Optional)... 37
Login Welcome to Shopfront. Your distributor will supply your user name, password, and the website address for your login page. To add this page to your favorites, click the link located below the login box. If you have forgotten your assigned login or password, click the second link below the login box to retrieve your login information. After entering the required login information, click the Submit button to enter the ordering site.
Choose a Location If your login has permission to place orders from multiple sites, a dropdown menu will allow you to select the location for which you would like to place an order. If you only have access to a single location, you will automatically bypass this screen and proceed to your Home Page.
Home Page Welcome to your personalized catalog. Your catalog is the collection of items that have been priced specifically for you. You may return to the Home page at any time by clicking on the Shopfront link at the top of the page, but clicking on your distributor s logo, or by clicking on the Shopfront button on the menu bar. To place an order, you will select products from your catalog to include in your Cart, or if your distributor has preloaded your shopping cart, simply click on the Cart button. To find an item, you can enter any search term into the Search box at the top or you can drill down on the lefthand side from the category and sub-category.
Header Bar Common functions have been grouped together and moved them to the top of your Internet browser so that they will be accessible from every page throughout Shopfront. - Shopfront Returns you back to the home page. - My Profile Displays the profile page that allows you to change your password. - Logout Logs you out of the web catalog. - Contact Us Displays contact information for your sales rep or customer service. My Catalog The term My Catalog refers to all of the items that have been specifically priced for you. These items are also marked throughout the ordering site with the approved item icon. Another indicator is the term Your Price: instead of List Price: or just Price:.
Menu Bar All of the buttons that are included in the Menu Bar are customizable by customer. If you have been granted access to a particular function, then that button will get displayed on the Menu Bar. Each button is described in detail below: - Shopfront Returns you back to the home page - Shopping Lists Displays the predefined shopping lists - Quick Entry Displays the quick entry order form - Green Seal Displays the item listing of all items that are certified as green seal - New Items Displays the item listing of all items that have been recently added - Specials Displays the item listing of all items that are on sale - Order History Displays the order history reporting page - Print Catalog Displays the item listing of all items in your catalog - Order Approval Displays the order list of all pending orders - Budgets s Displays the detailed budget information - Cart Displays the shopping cart
My Profile The My Profile feature allows you to update or make changes to your user name, e-mail address, password, and also select the format in which you would like to receive your e-mails.
Contact Us If you experience any problems with your order, the Contact Us page contains the contact numbers and email addresses for your distributor.
Change Location The Change link located above the Search Box allows you to choose which location for which to place an order. This link allows you to go back and choose a different location at any time. This link will only appear if you have access to order for one ship-to location.
Shopping Lists This feature allows you to save a shopping list that is retrievable at any time and can be used to place an order. This feature is often used to group either items for daily or weekly orders together and also for orders for different departments, i.e. Shipping Department List or Housekeeping.
Quick Entry Form The Quick Entry Form is an alternative to the shopping cart. A user can place an order using this form and bypass the shopping cart. However, both the Quick Entry Form and the Shopping Cart cannot be used in conjunction for a single order. To use this form, add the item number assigned to the items by your distributor and fill in the quantity. Click Begin Checkout and you will be taken to the checkout page.
Green Seal This directory allows you to view all items that are Green Seal certified available in your catalog at any time.
New Items The New Item button takes you to a listing of all your items the distributor has added within the last 45 days. From here, you can view the item detail or add them directly to your shopping cart.
Specials The Specials page shows a list of items that are currently offered at a special discounted price by your distributor. From here you may choose either Add Item to Cart or click on the item number to view the item detail.
Order History To review the orders that have been placed, click on the Order History button on the Menu Bar. Once on this page, select the dates in which you would like to review your orders.
The Order History by Order provides information on all orders placed for a location during the specified time period. To review a specific order, select the order date located on the left of the screen.
From the order detail screen, you can see who placed the order, where it was shipped to and print the order. You can also view your history by item, month and by category.
Print Catalog The Print Price Book button allows you to print a listing of all of the items in your catalog. You can choose whether or not to show pricing and how you would like the items to be listed, either by category or item number.
Budgets The Budgets button allows you to view budget information if you have budgetary constraints set up for various categories. This page will display the monthly budget limits, the amount you have spent this month in each budget category, and the amount remaining. This feature is optional and will need to be set up by your distributor if you wish to have access to this information.
Full Catalog The Full Catalog option shows a full list of categories for all available items provided by the distributor. Once in the full catalog item listing you will be able to add items not included in you personalized Price Book. The items with an asterisk beside the price indicate that the item is not included in the normal Price Book and displays your distributor s list price for the item. Items listed without an asterisk are items that are also included in the Price Book and are items for which you have received a discounted price. You may be required to call your distributor for a price before ordering the full catalog items. If this is the case, a message will be displayed with further instructions on how to order these items.
Extended Catalogs The Extended Catalogs option allows you to browse other product lines offered by your distributor. If this option is available, you will first be asked to select the catalog you would like to view from the menu. Once you have selected the catalog, you will be taken to a page where the categories are listed. When you select a category, you will then be taken to a list of subcategories. Once you have made a selection from this list, you will be able to order an item or view the item detail.
Logout To exit the ordering system, click the Logout link at the top, right corner of the page. This will log you out of the ordering system.
Shop by Segment The Shop by Segment functionality is designed to make your shopping experience more efficient. We have grouped categories together under segments so that you will be able to access all of these categories with one click. For example, the Office button will display all of the categories that contain items that are in the Office segment.
Item Categories and Sub-Categories Item categories are listed down the left-hand side of Shopfront. When viewing your catalog, categories and sub-categories will only get displayed if there is an item that has been priced for you. When you click on the category name, all of the sub-categories under that category will get displayed. If you know which sub-category your item is located in, you can hover over the category name, then click on the sub-category name to display the items directly.
Widgets There are a variety of plug-n-play widgets that can be displayed on the Home Page as well as the Sub-Category Page and Item Detail Page. These widgets are customizable per customer. Specials Widget (Home page) If the Specials Widget is displayed on the Home page, the first five items in that Special group will be displayed on the Home page. Items can be easily added to your shopping cart from here or you can click on the item to see more detail about it. Popular Categories (Home page) The Popular Categories widget will display the top six categories for the most popular items that your company has purchased. See also Most Popular Items. Most Popular Items (Home and Sub-Categories Page) The Most Popular Items widget will display the most popular items for your company. Your order history will automatically be scanned every time you access the Home page and the five most popular items that your company has purchased will show in this widget. Items can be easily added to you shopping cart from here or you can click on the item to see more detail about it. Since these items are generated automatically, it is possible that they will change on a frequent basis depending on how many orders your company places. Related Items (Item Detail Page) The Related Items widget will be displayed on the item detail page whenever there have been related items set up for that item. Other Items in this Category (Item Detail Page) The Other Items in this Category widget will get displayed on the item detail page whenever there are other items in the same subcategory as the one you are viewing. If there are no items displayed in this widget, this means that the item you are viewing is the only one in this category.
Item Directory After clicking on the sub-category name, you will see a list of all items that are included in that category and sub-category. Each item is displayed with a thumbnail image, description, and price. If this item is from your catalog, the Approved Item icon will be displayed. You will notice this icon throughout Shopfront whenever an item gets displayed that has been priced specifically for you. If this item has been certified as Green Seal, then the Green Seal icon as well. will also be displayed The Lead Time icon will show you some specifics about possible delivery time for this item. You can easily add an item to your shopping cart by clicking on the Add to Cart button or you can view the item detail by clicking on the item itself.
Item Directory Filters Filters have been added to all item directories to help you narrow down your directory to only those items that you want to see. The available filter criteria are Manufacturer, Price, and Green Seal. The number of items that match that particular criteria are listed to the right of each criteria value. To apply that filter, simply click on the checkbox next to that criteria value. You can also combine criteria by clicking on multiple values. To clear the filter criterion, you can uncheck each value one by one or click on the CLEAR link at the top.
Viewing an Item The item detail screen displays a picture of the item (if available) along with its description and other information relating to the item. From here you may choose either Add Item to Cart or Return to Shopping to return to the previous page.
Searching For an Item The Search bar is located at the top right-hand corner of the page and is available from all pages within Shopfront. Simply type in the term you want to search for and click on the magnifying glass icon. If you have access to more than one catalog, then these catalogs will be listed in the dropdown menu next to the Search bar. If you want to search in a particular catalog first, then type in your search term, select that catalog, and click on the magnifying glass icon. Searching in the My Catalog is the default. If your search term returned items that were found in the catalog you chose in the dropdown, then those items will be displayed in the item listing. The top area of the item listing displays some statistics about how many results were returned and the length of time it took to find these results. The filter area on the right consists of three main filter criteria: Catalog, By Category, and By Manufacturer. Initially, the items that are displayed are the ones that were found in the catalog that you searched in, however, the other catalogs were also searched at the same time and those results are reflected in the Catalogs criteria. To display these results, you can check the box next to that catalog and those results will get included in the item listing. Items can be added to your Shopping Cart from here or you can click on an item to look at the item detail.
Shopping Cart The Shopping Cart contains item numbers, descriptions, quantities, and pricing for the items you have selected. The Extended Price column lists the total for a given quantity of an item. The Shopping Cart page gives you multiple options: To edit the quantity for the item, click inside the Quantity box and enter in the quantity desired. You must click outside of the Quantity box in order to update the Extended Price. To reset all quantities to zero, click on the Clear Quantities button at the bottom of the page. To delete a listed item click on the delete icon in the far right column for the item. To leave the Shopping Cart, either click the Confirm Order or Return to Shopping button. If you choose to Continue Shopping, you will return to the Home Page. You must click one of these two buttons in order to save any quantities that you have changed. If your location has any budgetary order limits, the information will be displayed above the item information. Category View allows you to sort the items in the shopping cart by category and subcategory. Edit Sequence will give you to option to update the change the order for the items that are currently in the shopping cart. Save Cart to List allows you to save the items that are currently in your shopping cart to a Shopping List so they can be retrieved later. To save a list you will click on Save this Cart as List and enter a name for the list. Later you can access these list names by clicking Load a List to Cart option at the bottom of the page. Load List to Cart displays the existing Shopping Lists so you can load these items into your shopping cart. After establishing a shopping cart and placing an order, the contents of the cart will remain unchanged on the site until cleared for a new order. After several orders, your shopping cart will contain the items you buy regularly. In this case, you may go directly to the shopping cart from the home page in order to place an order.
Checkout Your Checkout page contains a summary of your order in its entirety. It includes products ordered, pricing, P.O. #, and all contact, shipping and billing information. This allows you to review your order for accuracy. Your distributor may also specify other information needed, such as an Accounting Code. If your total is below the minimum order established by your distributor, a message will be displayed informing you of possible additional charges.
When submitting an order you have the ability to send special instructions, requests, or requirements in the Special Order Instructions section. Once all the information is filled in and you review the order, click the Submit Order button. Upon submission, the order is sent to your distributor within minutes. Confirmation Once the order is submitted, you will receive verification that it has been received. Your confirmation number for the order will be displayed on the confirmation page. Also, an order confirmation email will be sent to the email address(es) entered on the checkout page.
Order Approval (Optional) If you have are set up as an approver, you should have received an email informing you that an order was place but that it will not be filled until it has been approved. When the approver logs in, a red information bar will get displayed under the Menu Bar to let them know that there are orders pending their approval. Also, the Order Approval button will only get displayed in the Menu Bar when there are pending orders. After clicking the confirmation number, a detailed view of the order allows you to review the order. You may choose to approve, cancel or edit the order. After approving, or declining, the order, e-mails will be sent both to the person originating the order acknowledging the order status along with any comments that you entered on the approval page. Orders will not be sent to your distributor for shipping until they have been approved. If you are a designated approver, you will receive an email notification alerting you that there are orders waiting for approval each time an order is placed.