2 ecommerce GUIDE CONTENTS Introduction Logging In Registering For A Username Home Page IT Store My Account About Equanet, Services & Support, Technology Topics Product Searches Browsing the Hierarchy Standard Text Search Advanced Search Search Within A-Z Products Product Finders (Product Search Assistants) Truedata Memory Assistant Office Supplies Assistant Projector Lamp Assistant Laptop Power Assistant Select A Screen Assistant Copier Supplies Assistant Comparing Products Product Technical Specifications Ordering Products Completing your Order Checking the progress of your orders Parcel Tracking & Proof Of Delivery View Invoices Saved Baskets (Save a basket for later) Favourite Products Manage Your Bundles View Quotes (Web or E-Quotes) Choose Invoice Address Manage Delivery Addresses Change Your Password Change Your Details Change Your Order Confirmation s a Basket or Product Specification to a Colleague Review A Product Frequently Viewed Items Requisition Approval System Customised Pages For Account Holders E-Commerce Solutions ecommerce GUIDE 2
3 Introduction Equanet has been trading over the web for over seven years now at our ecommerce site The site enables our customers to find products, check prices and availability, and order products for delivery. Our site is connected directly to our back-office system so all prices and availability are shown in real-time. In addition to the core operational functions described in this document Equanet are constantly adding to and improving the functionality of our site in order to cater for the changing needs of our customers. Recent changes and additions include; New Website Layout A new more business like look and feel to the site with links to Technology, Service and Support information. Improved Product Data We hold over 50,000+ products on our website, a great number of which we have improved with more extensive specifications, images and accessory data. Improved Search Results We have updated our product search facility, now showing products images, and allowing you to sort your results by price, product or even stock order. A cleaner, crisper look also when you search for product by category. SMS,Text / Notification Stay informed of your order shipments by opting to receive or text message notifications. Comprehensive Workflow process can be built to match the order process within your own organisation. Approval or requisition only functions can be set for your users. Adding a financial limit too can ensure an even more secure process for buying on-line. Read on for more information on our site s features. ecommerce GUIDE 3
4 1. Logging In The starting point for all our customers ordering via the internet is the home page at Logging in to gives you access to Your account information directly from our back office systems. Data such as price and stock availability are fed in real time to our site to ensure that the latest information is at your fingertips. To access you account online you will need to log in. If you do not have a username and password, you can create one immediately by clicking the New Customer? link beneath the login box at the top right of our homepage. Further details on how to obtain a password are provided in section 2. If you already have a username and password, enter your details into the login boxes near the top right of the screen and click the Login button. ecommerce GUIDE 4
5 2. Registering For A Username To gain access to individuals within an organisation simply register as users against their company account number. After clicking the New Customer? link on our homepage, you will be taken to the New Customer? page. The registration process asks for your key contact details and validates those details before creating your username and logging you in. Your username will be your address. ecommerce GUIDE 5
6 3. Home Page Upon logging in, a Welcome back. statement can be seen in the top right of the screen, along with your Equanet account number. You can return to this screen at any time whilst logged in by clicking the Home tab (top left). ecommerce GUIDE 6
7 3.1 IT Store Clicking the IT Store tab allows you to search for products either by using the search box (top left) provided, an advanced search link is available or browse via the category search listed down the left hand side. More help relating to searching can be seen in section 4. ecommerce GUIDE 7
8 3.2 My Account Clicking the My Account tab allows you to access the many administrative features open to you as an account holder. Such options as: View your Order History. View Recent Invoices. Look back at Saved Baskets which you may not yet have actioned. Add to or update your list of Favourite products. Select Invoice Address or Delivery Address updates. And more.. Details about all of the above are listed in section 12 of this document. ecommerce GUIDE 8
9 3.3 About Equanet, Services & Support, Technology Topics About Equanet lists a comprehensive background to our organisation and outlines such areas as terms and conditions, careers information, account management resource etc. Services & Support goes in to much more detail about the real benefits Equanet can bring to users who need a full IT solution and looks to the additional efficiencies we bring by providing installation services, deployment and roll-out of hardware, network management and product configuration plus many more services. Technology Topics offers market advice in such areas as security, prevention of system failure and virus protection etc. However content is always changing and additions are made to parallel our fast moving marketplace. ecommerce GUIDE 9
10 4 Product Searches There are a number of ways in which you can use our site to find the products that you are looking for. These range from generic free text searches, to specifying precise components of a machine using our product search assistants (see section 5). 4.1 Browsing the Hierarchy You can drill into our product sections using the links on the left hand side of the IT Store page.with generic ranges such as Communication or Computers. This allows you to then open up more options as you progress. As you browse the hierarchy, at any point you can use the Search Within - facility lower down the screen to specify extra search criteria and search within a category. ecommerce GUIDE 10
11 4.2 Standard Text Search Our standard text search facility allows you to enter a Equanet product code, manufacturers part number, or free text into the search field box located top left of the IT Store page. Results for a free text search are displayed under categories, indicating how many results are contained within each. At this stage or after clicking through to the category itself for a product listing, you may wish to use our Refine results facility to narrow down your findings further. ecommerce GUIDE 11
12 4.3 Advanced Search From the IT Store page use our Advanced Search facility to search for products by maximum price, stock availability and keyword. 4.4 Search Within. Using the Search Within facility when you have received search results, you can narrow down your search results by price, stock availability and keyword, in the same way that you would use the Advanced Search. 4.5 A-Z Products The A-Z Products link accessed from the IT Store page displays an index page style list of all products and services featured within the Equanet portfolio. ecommerce GUIDE 12
13 5. Product Finders (Product Search Assistants) Our search assistants make choosing products and accessories easy. Reach these by clicking the Product Finders link at the bottom left list of the IT Store page. Truedata Memory Assistant Quickly and easily find the right memory. You can specify your make and model of hardware, ranging from desktop PCs to mobile phones, and our wizard will find the compatible memory. You can also search by type of memory, and manufacturer s part number. Office Supplies Assistant Find the compatible supplies for your printer, fax or multi-function device. Simply select the make and model, and our wizard will quickly find the compatible supplies. Projector Lamp Assistant Our projector lamp assistant makes finding the correct bulb unit quick and easy. Simply enter your projector type and model to obtain the part number required. Laptop Power Assistant The correct power and battery accessory for your machine can be located by specifying your computer make and model. Select A Screen Assistant Helping you to choose the right presentation screen for your office environment. Copier Supplies Assistant Similar to the Office Supplies Assistant, locate copier accessories. ecommerce GUIDE 13
14 6. Comparing Products The compare facility enables our customers to select a number of products from a search result, and compare the technical details. Checking the compare box alongside each product, and then clicking the compare link will display the comparison. ecommerce GUIDE 14
15 7. Product Technical Specifications By clicking a product code from a search result or by searching for a specific product code, users can see product technical specifications with, in most cases, an image of the product. On many of our products we have improved our technical data to show more comprehensive information, including extended list of specifications, accessories and often a users who bought this have also bought option. On this page you will also see our up to the minute pricing and stock availability along with on many products, compatible options. ecommerce GUIDE 15
16 8. Ordering Products The ordering process works like many websites, with a basket system. Simply click the Add to basket button when viewing a product and this will be added to your basket page as shown below. You can then find other products and add these to your basket until you have all the products that you require. To change the quantity of a product when in the basket, enter the quantity required and click the arrow box to the right. Products can also be deleted from the basket by changing the quantity value to zero. If you leave your basket at any point to go to another part of the site, or leave the site altogether, your items will remain in the basket for when you return. To proceed with the purchase select the Shipping method required then simply press the Pay/Requisition on account or Pay/Requisition by credit card option. NB. Pay/Requisition on Account we will send you an invoice for your order Pay/Requisition by credit card Pay for your goods online, also ideal for procurement or purchasing cards. ecommerce GUIDE 16
17 9. Completing your Order The final part of the ordering process is to select the delivery address for the goods, enter who the goods should be delivered for, and enter your Purchase order number (if you do not have a PO number, input a reference of your own). If you are a business account holder, to change the delivery address for your order, simply use the drop-down list and select an alternative. Only addresses that have been added to your account on our back-office system will appear in the list. If you need to add or change a delivery address, click the Back button on your browser, select the My Account tab from the Your Basket and click the Manage Delivery Addresses option. Once you have chosen your delivery address, enter the name of the person to whom the delivery should be made, and enter your PO or reference number. Finally, clicking Review & confirm your order will take you to the final screen which will show a summary of your order from where you can click the Place order button having been asked to check the box relating to our Terms & Conditions. You will then be given a confirmation number, which should be noted down should you need to contact us. Other options here also allow notification of order despatch: by SMS (text message) or . ecommerce GUIDE 17
18 10. Checking the progress of your orders Orders placed on your account can be tracked using the Order History link, found on the My Account tab menu when logged in. After clicking this option all orders placed on your account, both online and placed conventionally, i.e. fax or , can be seen with any delivery date information. This screen also shows expected date information for any outstanding items. By default the page will display all orders placed on your account in the past 10 days. At the top of the screen there is an order status search filter, which allows you to search for orders by Customer Purchase Order Number, Equanet Web Order No, Order Status and Date. ecommerce GUIDE 18
19 11. Parcel Tracking & Proof Of Delivery On orders which have been despatched, a Tracking Click here link will appear on the Order History page which enables you to track your parcel after it has been despatched from our warehouse. For each shipment that has been made for this order, a Parceline consignment number link will appear. Click on these links to find out the current Parceline delivery status. If the parcel is still in transit, it will give the current progress. For orders which have been successfully delivered, signature information will be available. If shipment has been made by a method other than Parceline (such as direct delivery, customer collection etc), tracking details may not be available. In this event details can be obtained by ing ecommerce GUIDE 19
20 12. View Invoices To view and print invoices for your account, click the Recent Invoices link, found on the My Account tab menu when logged in. By default the page will display all invoices produced for your account in the past month. The search filter at the top of the screen can be used to find invoices by invoice number, order number, date and customer purchase order number. Once the relevant invoice has been found, click the View Invoice link. From here you can print the invoice if required. If the relevant invoice is not available, details can be obtained by ing ecommerce GUIDE 20
21 13. Saved Baskets (Save a basket for later) Once you have found the items that you require it may be that users need to gain authorisation to place an order, or check with a colleague on the technical suitability. To this end, we offer the ability to Save a basket as a quote. In the Your Basket screen area users will see the Save basket as a quote link. Simply click on this link, give the basket a description, and the basket will be saved for one month. To access your saved baskets simply click the Saved Baskets link from the My Account menu. ecommerce GUIDE 21
22 14 Favourite Products gives users the opportunity to create and manage lists of their favourite or standard products. When viewing a product, there are two buttons to the right of the screen, offering you the chance to Add to Personal Favourites or Add to Account favourites. Personal Favourites is a list of products only visible to the user who created it. Account Favourites is a list of products viewable by all users on an account. To access either list of favourite products, simply select Favourites from the My Account tab menu. You can add, remove and reorder products in the favourites lists. If a product becomes obsolete, it will be highlighted but not deleted so that you can choose an alternative product. ecommerce GUIDE 22
23 15 Manage Your Bundles gives users the opportunity to create and manage bundles of more than one item. When viewing a product users have the option to Add to bundle on any product page. To add another item to the bundle simply find the next product and repeat the process. Once the bundle is complete simply save it giving it a product code of your choice and a description. ecommerce GUIDE 23
24 16.View Quotes (Web or E-Quotes) Within the site s functionality, we have the ability to create a quotation on-line and you notification to let you know the quote is ready to view. Within the e- mail is a direct URL link to the quotation on the website. After clicking this, and once logged in, you can view the quotation, and decide whether you wish to accept or reject it. When you accept the quotation, the products on that quote are passed into your shopping basket, and you proceed with the purchase in the normal manner, entering your delivery address and Purchase Order Number or your credit card details. ecommerce GUIDE 24
25 17 Choose Invoice Address For customers who have the need to buy for more than one account, it is possible to switch between different business accounts without the need to have multiple passwords or to log out and then log back in again. By clicking on Choose Invoice Address on the My Account tab menu, the user is given the option to select the relevant business and if necessary feature it as a default address too. ecommerce GUIDE 25
26 18 Manage Delivery Addresses Requests can be made to add, edit or delete delivery addresses on the site. This can be done by clicking the Manage Delivery Addresses link from the My Account menu. Here users may also select a default address which they use more than others. For customers who require instant delivery address updates, please contact your account manager so that necessary security checks may be undertaken before we apply this feature. 19. Change Your Password Upon login you can use the Change Password link accessed from the My Account tab. Your current password along with your new password and a reentry of that to confim it is required. 20. Change Your Details Accessed in the same way as when changing your password, this time click on the Change Your Details link to amend your address, name and username as is appears on the screen when you login. 21. Change Your Order Confirmation s Upon placing an order, Equanet will send by return an confirming the details of your order request i.e. Products Purchase Order Number Delivery Address Invoice Address Total Cost Clicking upon this link, found on the My Account tab menu will allow you to add any number of recipients to receive a confirmatory upon Equanet s receipt of your web order. To add additional address, use a comma and a space to separate the address details. ecommerce GUIDE 26
27 22. a Basket or Product Specification to a Colleague Users have the option to either a basket of products or an individual product specification to a colleague at any time. On both the Your basket screen, and the product specifications screens, users will see links offering this functionality. This means that if validation is needed from a colleague that items are suitable, the exact detail can be sent via . ecommerce GUIDE 27
28 23. Review A Product gives users the chance to add product reviews and give feedback on reviews which have been posted. Simply click the Read review / Write your own review or Be the first to review link located near the top of any product page. 24. Frequently Viewed Items This link is displayed in the IT Store tab menu giving you a quick summary of all products historically viewed on the site. 25. Requisition Approval System Via we can help customers to map their web ordering to their own purchasing process. We understand that within organisations there are: Some people who specify but cannot buy. There is a hierarchy to approving IT buying. Requirements to restrict user access to our website The Requisition Approval System provides a basic requisition approval system. This functionality recognises that within an organisation different users will have different purchasing rights and responsibilities. Some users will be purely specifiers and will never be able to buy directly. These users will fill a basket with their required items. This is then forwarded to their superior or purchaser who will approve the basket and complete the order process. If you require any further information on this functionality please contact our ebusiness Development Manager, Steve Reeves at ecommerce GUIDE 28
29 26. Customised Pages For Account Holders By customising a standard landing page for our customers, we can display unique information to users from that company. This may include your account team, their contact details and even an overview of each persons responsibilities and much more. The requirements for your customised pages can be discussed with your account manager in more detail. 27. E-Commerce Solutions Beyond our website, Equanet has extensive experience in integrating with e- commerce solutions. Many of our customers are now implementing their own e-procurement strategies, and we have played an instrumental part in the deployment of those technologies. We are currently working with customers who are working with organisations such as: Ariba Biomni Oracle SAP Elcom Also many of the emarketplace organizations in both public and private sectors. Whether you plan to implement a locally hosted catalogue solution, or an integrated punchout solution, Equanet have the knowledge and experience to work with you as a supplier on such a project. For more information please contact your account manager and ask for guidance from the ecommerce Team. ecommerce GUIDE 29
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