E-commerce Website Manual

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1 E-commerce Version 2, July Viewfield Road Victoria, BC V9A 4V1 Local: (250) Toll Free:

2 Monk Office s new e-commerce site is your personalized resource for office, breakroom and cleaning supplies, technology, furniture, and art and education supplies. Whether you operate a one-person-show or purchase for hundreds of people spread over dozens of departments, the site is designed to help you purchase in a way that you are comfortable with and ensure that you get the right product on time, every time. Words or phrases in bold indicate a link, pane, or phrase that can be found on the website. Yellow boxes have been added to images in this manual they will not appear on the website. If you have additional questions after consulting this manual, please contact us: Customer Service Local: (250) Toll Free:

3 Version 2,July 2014 Table of Contents LOG IN 1 HOME PAGE 2 ORDERING PRODUCTS 3 SELECTING AN ACCOUNT 3 SEARCHING FOR PRODUCTS 4 CATEGORY & MANUFACTURER BROWSING 5 ADDING ITEMS TO CART 6 ONE AT A TIME METHOD 6 ALL ITEMS AT ONCE METHOD 6 CHANGING METHOD ERROR! BOOKMARK NOT DEFINED. ADD TO FAVOURITE LISTS 7 PRODUCT DETAIL PAGE 8 COMPARING ITEMS 9 REVIEWING A CART 10 SHIPPING OPTIONS 11 PAYMENT OPTIONS 12 ORDER CONFIRMATION EXPORT 14 YOUR ACCOUNT 15 TRACKING ORDERS 16 ORDER DETAIL 17 VIEW MY OPEN BALANCE 18 MAKE ONLINE PAYMENT 19 METHOD OF PAYMENT 20 VIEW MY PAYMENT HISTORY 21 DRAFT ORDERS 22 FAVOURITE LISTS 23 CREATE A NEW FAVOURITE LIST 23 USING FAVOURITE LISTS 24 EDIT AN EXISTING FAVOURITE LIST 25 ADD ITEMS TO FAVOURITE LIST 26 ORDER FROM HISTORY 27 ORDERING FROM HISTORY 28 ONE AT A TIME METHOD 28 ALL ITEMS AT ONCE METHOD 28 QUICK ORDER 29 EDITING MY PROFILE 30

4 Version 2, July 2014 Log in Once you have been given a User ID and Password, you are ready to begin using Monk Office s e-commerce site. Navigate to Click Log In to begin. Click here to begin Figure 1 A log in page will appear (see figure 2). Enter your User ID and Password, and click Log In to begin. You will be directed to the site s HOME page. Enter log in details here Figure 2 Click here to log in Page 1

5 Version 2, July 2014 Home page After logging in, you will be directed to the site s HOME page (see figure 3) unless you were already on another page in the site the site will direct you there. Search box Account select link Navigation bar Shopping cart Categories Manufacturer pane New products pane Featured products pane Figure 3 From this page you can find products. NEW PRODUCTS are updated as they come, and FEATURED PRODUCTS are updated every week. You can find products by searching (explained on page 4), clicking on a category in the navigation bar (explained on page 5), clicking on a manufacturer name (MANUFACTURERS pane is minimized in figure 3), or clicking on a product in the NEW PRODUCTS or FEATURED PRODUCTS panes. Page 2

6 Version 2, July 2014 Ordering products Selecting an Account Your department or company may have a specific account. Each account contains pricing, Favourite lists, buying history, order, balance and payment history specific to that account. How products are displayed or searched for can also be customized for each account (explained on pages 31-32). To change your account or shipping location, click on the account name below My Profile (see figure 3, Account select link ) and left of the shopping cart icon. Click Select to begin using the appropriate account or shipping location. Cancel selection Select account Figure 4 If another user is processing a shopping cart, an error message will display. Click Select to continue and erase the current user s cart. Click X to stop switching accounts. Page 3

7 Searching for Products Every page on the website has a search box it is below the Live Chat Assistance and shopping cart icons. How to search: 1. Click in the Search box. 2. Type what you want to search for. 3. Press either the enter key on your keyboard or click the magnifying glass icon to search. 4. Results will display on a new page (see figure 5) Version 2, July 2014 NARROW YOUR SEARCH and MANUFACTURERS panes will appear on the left side of the screen. NARROW YOUR SEARCH allows you to select product attributes and MANUFACTURERS allows you to select a manufacturer. Click on the attribute or manufacturer you wish to see. You can search using the following: Monk item number Basics item number Words in its description or name (ex: Lenovo thinkpad laptop computer) Category (keyboard, camera, laptop, etc) Manufacturer name Synonyms Search box Magnifying glass icon Product attribute pane Manufacturer pane Search results (continues down page) Figure 5 Page 4

8 Navigation bar Version 2, July 2014 Category & Manufacturer browsing Products can also be found by browsing, as opposed to searching as described on page 4. Selected Category Selected sub-categories Browse pane Categories Sub-category thumbnails Sub category names Manufacturer pane Figure 6 Product categories appear in the navigation bar near the top of every page. Sub-categories appear in the BROWSE pane and in a grid of thumbnail images once you select a category. Click a sub-category name or image to begin. Each sub-category will lead to a list of additional sub-categories. Continue selecting each relevant sub-category until a page of products appears (ex: File Folders). The last sub-category (ex: File Folders) will display products like Figure 7. Other sub-categories (ex: Filing Supplies) will display additional sub-categories. Products will display like Figure 7 on page 6. This page has also been narrowed to display File Folders with Top Tab Coloured Folders only. Your Internet browser s back button will not return you to the previous page of subcategories or products. Click on a selected category (ex: Office Supplies) or sub-category (ex: Writing & Correction) to return to previous sub-categories. The last sub-category (ex: File Folders) will display products like Figure 7. Other subcategories (ex: Filing Supplies) will display additional sub-categories. Page 5

9 Version 2, July 2014 Adding Items to Cart After browsing to or searching for the item you need, you can add the item to the shopping cart. There are two methods selectable from your account preferences page (see pages 31 and 32). One at a Time is enabled by default. Figure 7 Quantity box Changing Methods This will be explained on pages 31 and 32. Enter a quantity, then click this button to add the item to your cart One at a Time Method Enter the quantity you require in the Qty box (note whether the product is sold individually or in boxes). Click Add to Cart to add the item to your shopping cart. The shopping cart icon will display how many items are in your cart (note that environmental handling fees for certain products are processed as a separate item). All Items at Once Method Enter the quantity you require in the Qty box of each item (note whether the product is sold individually or in boxes). Click Add to Cart to add all items to your shopping cart. When All Items at Once is selected, Add to Cart will appear at the top and bottom of each page. Page 6

10 Version 2, July 2014 Add to Favourite Lists Items ordered repeatedly can be added to a FAVOURITE LIST. The list can be recalled and used to order the same products. The quantity of items ordered can be changed before ordering. Products can be added to FAVOURITE LISTS by clicking + Favourite List (found in every product s pane). Using, editing, and deleting Favourite Lists is explained on pages Add to existing list 1. Click +Favourite List 2. Click the down arrow to view existing lists 3. Select a list 4. Click Add to Favourite list Create new list 1. Click +Favourite List 2. Enter a name 3. Click Create 4. ( Optional: Check the Private check box to make the list visible to the current user only Figure 8 Page 7

11 Product detail page Clicking a product image or name will take you to the Product Detail page. Version 2, July 2014 Hover mouse over this area to zoom in on the product Overview tab Quantity box Add to Cart button Technical Specifications tab Figure 9 The Overview tab explains the product. Technical Specifications will display precise technical information about the product. You can hover your mouse pointer over the product image to enlarge it for easier viewing. Your Internet browser s back button will not return you to the previous page of subcategories or products. Click on a selected category (ex: Office Supplies) or sub-category (ex: Top Tab Coloured Folders) to return to previous sub-categories or list of products. Page 8

12 Version 2, July 2014 Comparing Items Items can be compared to ensure that you get exactly what you need. Begin by checking Select to Compare check boxes for the products you want to compare: Items ready to be compared Figure 10 Item compare check boxes Then click Compare Selected Items. A screen like Figure 11 will appear. Click Remove to remove the product from comparison. Click Back to previous page (not your internet browser s Back button) to return.. You cannot order from the product comparison screen. Click this link to return to the previous page Click this to remove an item from comparison Figure 11 Page 9

13 Reviewing a Cart Click the Shopping cart icon to review the items you have added to it. Version 2, July 2014 Click this button to return to the previous page Quantity box Enter line-item comments here Figure 12 Click this button to save the cart as a draft Click this button to continue the check o out process If you change the Quantity or Enter line-item comments, click Update. Click Continue Shopping to return to the previous page (do not click your Internet browser s Back button). Click Save Cart, and name the cart, to save it for later. Accessing saved carts is explained on page 22. Click Proceed with checkout to continue placing the order. Items can also be added to a cart from Track My Orders, Favourite Lists, Order from History and Quick Order. This will be explained on pages Page 10

14 Shipping Options You can choose which method of shipping suits you best. Version 2, July 2014 Click here to select shipping method Click this button to change your order Figure 13 Click this button to save the cart as a draft Click here to change shipping address Click this button to continue the check o out process Review the order to ensure it is correct. Click Edit Order to make changes. Select Shipping Address from the drop down menu if it is different than the one displayed. Select Shipping Method from the drop down menu (MONK TRUCK in figure 13). Once you are satisfied, click Proceed with checkout. Page 11

15 Payment options The next page will confirm payment details. Version 2, July 2014 necessary Enter a specific ship date here Enter your purchase order number here Select payment method here Enter order comments here Click this button to change your order Figure 14 Click this button to save the cart as a quote Review item information. Click Edit Order if you wish to change it. Information in BILLING AND SHIPPING is based your account information. Order confirmation will be sent to the Address provided. If required, enter a Purchase Order Number for the order. If not required, ignore this box. Select a payment option (payment terms, MASTERCARD, or VISA). Ensure Check here if you agree with the Terms is checked (it is unchecked in figure 14). Click Complete Order. Click here to finish your order Page 12

16 Complete Order Your order is finished. A confirmation will arrive shortly. Version 2, July 2014 Click here to create a.pdf order confirmation Click this button to continue shopping Figure 15 You can access, download, and print an order confirmation by clicking Export PDF (see figure 15). Page 14 has more information about this type of order confirmation. You can continue to track the order s progress by navigating to Track My Orders (explained on pages 16-17). Page 13

17 Version 2, July 2014 Order Confirmation Export An order confirmation will have been sent, however you can download and print a copy directly from the website. Figure 16 Click Export PDF to create a.pdf file of your order confirmation. This will open a new window, so turn off your browser s pop-up blocker. Speak with your system administrator if that continues to be a problem. Order confirmation in figure 16 is based on the order in figures Page 14

18 Version 2, July 2014 Your Account This menu allows you to access ordering options for the current account. The same options can be accessed by clicking MY ACCOUNT or My Profile. Figure 17 Mouse over MY ACCOUNT to view the drop down menu, or click on MY ACCOUNT to access the same links on a separate page. Track My Orders Displays the order number, order status, your PO #, date ordered, packed and shipped and the order total for all orders you have placed. It can be sorted by all open, invoices or pending orders and orders, quotes, returns or credits. View My Open Balance Displays customer information, account summary, aging and invoices for the selected account. View My Payment History Displays payment history, order and invoice information for the selected account. You can search for payment history by a selected date range or their check number. Order from History Allows you to search your account s order history to display items that have been ordered in the past. Those orders can be easily reordered. Draft Orders Saved shopping carts appear here. Favourite List Allows you to create, name and save lists of items that are regularly purchased. This is also where saved lists can be reordered. Quick Order Allows you to enter known items numbers and place an order. Approve Orders This function is reserved for account administrators. Ask your administrator for more information. Page 15

19 Tracking Orders All your current orders are displayed here. Version 2, July 2014 Click here to create an excel file of the information on this page Figure 18 This page displays the Account #, Order #, Status, Customer PO, Ordered, Packed, Shipped, and Order Total. To find a specific order, you can search by using the FILTER pane. The following filter criteria are available: Record type: Orders, returns, quotes, or credits Show: All, Open, Invoices, or Pending Orders From/To: Date Range Order # PO# After selecting filters, click Search to retrieve orders matching the criteria entered. Click Clear to clear criteria. Click on the Order # to open Order Detail for that order. Page 16

20 Order Detail After clicking on an Order #, a page similar to figure 19 will display: Version 2, July 2014 Click this button to view the list of all orders (figure 18) Click this button to reorder the items on this invoice Figure 19 Click View All Orders to return to the Track My Orders list of all orders. Click Re-order to order the same items again. Click Export PDF to export an Adobe Acrobat file of the order information. The file will appear the same as the order confirmation explained in figure 16. Click Export to XLS to export a Microsoft Excel file of the order information. Page 17

21 Version 2, July 2014 View My Open Balance This page displays CUSTOMER INFO, ACCOUNT SUMMARY, AGING, and INVOICES for the selected account. Click an invoice number to view it in detail Click here to create an excel file of open balance information Figure 21 The following information is available on this page: Invoice # Purchase order # Order # Date Invoiced Date Due Description Amount Payment Amount Due Click on an Invoice # to view it in detail. Click here to create a.pdf of open balance information Page 18

22 Version 2, July 2014 Make Online Payment This page is similar to View My Open Balance; however this page allows you to pay invoices. They can be paid individually or in a group. Use these check boxes to select (an) invoice(s) Figure 21 Click this button to proceed to pay selected invoice(s) Select (check) the invoice(s) you want to pay. Select All will select every invoice. Clear All will clear what you have selected. Click Continue to proceed to Method of Payment. Page 19

23 Method of Payment This is where you pay the selected invoice(s). Version 2, July 2014 Select payment method and enter credit card information here Click this button to return to the previous page Figure 22 Click this button to proceed to pay using the credit card information entered Required fields are marked by a vertical red bar. Name, Address, City, State, Postal Code, Country, Phone Number and are entered automatically based on your company/account information. Select MASTERCARD or VISA. Enter your credit card information. Click Continue to pay. Click Back to return to the previous page (do not click your Internet browser s Back button). Page 20

24 View My Payment History This page displays all payments made. Payments can be searched. Version 2, July 2014 Click this icon to view invoices and credits relevant to each check Click an invoice number to view it in detail then enter enter the number you wish to search for in the search box below Figure 23 Enter a From Date and To Date and click Search to retrieve payment information that took place during the time frame entered. Check #, Check Date, Check Amount, Invoice/Credit#, and Invoice and Payment Date displays the account you have selected. Click the + to the left of the Check # field to display detailed Check Amounts and Invoice/Credit #. Use the Invoice/Credit # link to access Order Info and Invoice information. Page 21

25 Draft Orders Orders can be saved for later using Draft Orders. Version 2, July 2014 Figure 24 Click Save Cart, name the cart, and then click Save to save it as a Draft Order. Hovering your mouse over MY ACCOUNT and clicking Draft Orders (figure 25) will access saved carts. Figure 25 Click Use to begin the checkout process (see pages for checkout information). Click Del to delete the saved cart. Click on the Saved Carts order name to display and change the Quantity, Item #, Description and Unit of Measure for the items. Be sure to click Update if you have changed the order. Page 22

26 Click this button to begin creating a favourite list Version 2, July 2014 Favourite Lists Regularly ordered items can be added to a FAVOURITE LIST. The list can be recalled and used to order the same products. Products can be added to FAVOURITE LISTS by clicking + Favourite List (found in every product s pane). See page 7 for more detail. Selecting Favourite Lists from the MY ACCOUNT drop down page will display and allow you to use, edit or delete existing Favourite Lists, and allow you to create new ones. The list of existing Favourite Lists will display like figure 27. Figure 26 Click Use to place an order using the list (details on page 24), Edit to change the list (see pages 25-26), or Del to delete it. Create a New Favourite List Click Create New Favourite List to create a new Favourite List. This will open a pane like figure 27. Enter a New Favourite list name ( New test in figure 27). Click Create to create the Favourite List and begin searching for items to add to the list (see page 26) Figure 27 Page 23

27 Version 2, July 2014 Using Favourite Lists Clicking Use will open a page like figure 28. Change the quantity of items ordered here Type what you want to search for and then click Search Enter a quantity, then click this button to add the items to your cart Figure 28 Adjust the quantity of items you want by clicking in the Qty box and entering the desired number. Check under each item s price to ensure the unit size (single, box, pallet, etc) is correct. Click Add to Cart. Doing that will not begin the checkout process. Click on your Shopping Cart (icon pictured right) to begin checkout. Searching & Item Tagging If you are looking for an item in a Favourite List, it can be found using the search bar. Item tags can be added to each item in the Comments field. These are useful for remembering specific information about an item. They are not delivery instructions and are not searchable. Item tags added on this page will not be permanently saved to the Favourite List. This drop down selects the unit size, ex: single, box, etc You can search using the following: Monk item number Basics item number Words in its description or name (ex: Lenovo thinkpad laptop computer,etc.) Category (keyboard, camera, laptop, etc) Manufacturer name Synonyms Page 24

28 Uncheck boxes of items you wish to remove from the list Edit an Existing Favourite List After clicking Edit, a page like figure 29 will appear. Click this button to add items to the supply list Version 2, July 2014 Click this button to return to the previous page without saving any changes Click this button once you are done editing the supply list Figure 29 Change these numbers to adjust the order of items The Favourite List Name can be changed at the top of the page. Click in the box, type the name you prefer, and then click Update Name. Item tags can be added to each item in the Comments field. These are useful for remembering specific information about an item ( Sarah s favourite pen, for example). They are not delivery instructions and are not searchable. They will be permanently saved to the Favourite List after Update has been clicked. Check the Private box if you wish to make the list private. Change the order of items using Seq #. Changes will be applied after Update has been clicked. Uncheck the Select box to remove item(s) from the list. Changes will be applied after Update has been clicked. Click Update once you are finished editing the list. Click Cancel to return to the previous page changes will not be saved if you click Cancel without clicking on Update first. Page 25

29 Add Items to Favourite List Version 2, July 2014 Search box Figure Click in the Search box. 2. Type what you want to search for. 3. Press either the enter key on your keyboard or click the magnifying glass icon to search. 4. Results will display on a new page (see figure 31) Click Cancel to return to the previous page changes will not be saved if you click Cancel without clicking on Assign Items first. Check boxes of items you wish to add to the list Figure 31 Check the Select box of the item you wish to add to the Favourite List. Enter the desired quantity in the Items Qty box. Click Assign Items to add them to your Favourite List. Click Cancel to return to the previous page if you click Cancel, changes will not be saved if you click Cancel without clicking on Assign Items first. Click this button once you want to add selected items to the list Page 26

30 Version 2, July 2014 Order from History Previously ordered items can be found in Order from History. They will also display [icon] if they show up in a product search or when browsing for products. History is organized by account, so ensure that you are using the correct account (see page 4). Your order history can be searched. Search box Category pane Search results (continues down page) Manufacturer pane Figure Click in the Search box. 2. Type what you want to search for. 3. Press either the enter key on your keyboard or click the magnifying glass icon to search. 4. Results will display on a new page (see figure 33 on page 29) NARROW YOUR SEARCH and MANUFACTURERS panes will appear on the left side of the screen. Both can be used to refine your search. Page 27

31 Ordering from History All Items at Once is the cart adding method shown in figure 33. Version 2, July 2014 Enter quantities of each item that you require, then click this button to add the item to your cart Quantity box Figure 33 Click on a product image or name to view its Product Detail page (see page 9). One at a Time Method Enter the quantity you require in the Qty box (note whether the product is sold individually or in boxes). Click Add to Cart to add the item to your shopping cart. The shopping cart icon will display how many items are in your cart (environmental handling fees are processed as a separate item). All Items at Once Method (used in figure 33) Enter the quantity you require in the Qty box of each item. Click Add to Cart to add all items to your shopping cart. When All Items at Once is selected, Add to Cart will appear at the top and bottom of each page. Completing a product order is explained on pages Page 28

32 Version 2, July 2014 Quick Order If you know the Item # of product(s) you want to order, you can use Quick Order to order. Enter the quantity (Qty box) and item # in the form. Click Add to Order once to verify the item code. Click Add to Order a second time to add the item to your shopping cart (explained on pages 11-15). Enter item numbers in these boxes Enter quantities, then click this button to add the item to your cart Figure 34 Page 29

33 Version 2, July 2014 Editing My Profile Click MY ACCOUNT or My Profile to begin editing your profile Figure 35 A page like figure 36 will appear. Click Change your personal details: edit your password, address and more (Continues on next page) Figure 36 Page 30

34 Version 2, July 2014 A page like figure 37 will appear. You can edit your preferences on this page. Click this button to save any changes made Figure 37 The address on this page will not change your shipping address. The address you enter will receive order confirmation s (see page 15) Order my search results will change how search results appear. Relevance to the words you used to search. Item number (identifying number, not quantity). The items description. Price Sort Direction will change whether items are sorted in ascending (starting from the lowest number or price) or descending (starting from the highest number or price). Add to Cart Type changes how items are added to your shopping cart. One item at a time will add only one item to your shopping cart. Each product will have an Add to Cart button. All items on the page at once will add all the items that have a Quantity entered. The Add to Cart button will appear at the top and bottom of every page (not next to each product). Click Save once you are finished updating preferences. Page 31

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