1 ONE SITE, AT YOUR SERVICE OFFICEMAXCANADA.COM/GOV OUR IMPROVED FEDERAL GOVERNMENT WEBSITE. We re serving up procurement resources tailored exclusively to your needs. Dedicated. Compliant. WE GET GOVERNMENT.
2 FEDERAL GOVERNMENT ORDERING ONLINE WITH GRAND & TOY Guide
3 BENEFITS OF ORDERING ONLINE AT OFFICEMAXCANADA.COM/GOV From all the latest standing offer information to news on upcoming events, our new website offers a full menu of the products, services, and information you need and more: Convenience: 24/7 accessibility to an online Standing Offer catalogue featuring thousands of products Efficiency: streamlined ordering functions save valuable time, live inventory checking for current stock levels Control: purchasing with the ability to monitor, approve and pre-approve purchases Knowledge: solutions, guidance, and customer-specific information Savings: exclusive Standing Offer prices Support: by , by phone, by fax
4 OFFICEMAXCANADA.COM/GOV: QUICK START GUIDE CONTENTS Signing in o Setting up your user profile o Selecting an account Navigating the site Searching for Products o The Products menu o Quick Search o Refining your search Creating an Order o The Order menu o Adding to an order o Item Notes o Checkout o Custom Lists o Scheduled Orders o Delete/Add items Approvals o Approving an order o Changing shipping information o Check-out submitting an order o Authority to commit funds Order status Returns o Returns Policy o Ink and Toner Recycling Approver information o Manage Account section o notifications o Viewing and Approving o Edit my profile E-invoicing Federal client service team
5 SIGNING IN
6 SIGNING IN In order to see your pricing and submit an order, you will need to Sign In. Step 1: Click on Sign In (a window will open) Step 2: Enter your User ID Step 3: Enter your Password Step 4: Click on Sign In
7 SETTING UP YOUR USER PROFILE Upon logging-in with your User ID and Password, you will be required to complete the New User set-up process a short annual process. The User Profile uniquely identifies specific users under an account. Step 1: Introduction Step 2: User Profile Set-up Step 3: Fill out the required information and click Next Step 4: Review User Profile Step 5: Thank you! Tip! You can edit/update your User Profile at any time by accessing the Manage Account section of the site.
8 SELECTING AN ACCOUNT If you are assigned to more than one account, then the first page that you are going to see upon logging in is the Select Account page. Step 1: Select the Ship-to Account that you want to place an order on Step 2: Select an Alternate Address (if applicable) Step 3: Click the Select button
9 NAVIGATING THE SITE
10 NAVIGATING THE SITE Once you are in the ordering section of the site, there are seven main sections that you can access via the Top Menu Bar o Order o Manage Account o Products o Advanced Tools o Services o Solutions o Resources When you click on any of the menus in the Top Menu Bar, you will activate the options available, below, in the Sub-Menu Bar.
11 SEARCHING FOR PRODUCTS
12 THE PRODUCTS MENU To access the Standing Offer regions, click on Products in the top menu bar. In the sub-menu, click on Standing Offer Product Guide Select your region to browse the Standing Offers awarded in your area.
13 THE PRODUCTS MENU By selecting your region the next page will provide you with a list of standing offers we hold for your region with the standing offer number. If you don t s see what you are looking for, try clicking on Extended Product Offers or Quick Search.
14 PERFORMING A QUICK SEARCH The quick search is available at the top of most pages. Search quickly using keywords or product codes. You can also narrow your search by hovering over the All Products button and selecting All Products or Standing Offer and Supply Arrangement Products
15 CATEGORY SEARCH Your region After selecting your region under Products, you can then select a specific Standing Offer category to search under. A list of categories appears on the left side of the screen to further drill down to product detail information
16 CATEGORY SEARCH The products found under each category appear with detailed information. You can further drill down by selecting additional subcategories on the left-hand side of the screen
17 CREATING AN ORDER
18 THE ORDER MENU The Order sub-menu bar gives you easy access to the following functionality: Item Create New Order Custom Lists Returns Order Status Track & Trace Explana/on Takes you back to the Select Account page to start a brand new order on an alternate account. Allows you to pull- up and order from your personal list(s). Allows you to make a return claim, flag an item as damaged/defecgve, missing item from shipment or request pick- up of an empty toner for recycling See status of orders and pending approvals by date View status of order: In Process, Shipping, Shipped, Invoiced, Cancelled Pending Approval Scheduled Orders View and approve outstanding orders View orders that have been scheduled for right Gme delivery
19 ORDER DETAILS ORDER DETAILS MAIN ORDER PAGE Click the ORDER tab or the cart at any time to access your Shopping Cart. Build, view, or modify your order directly from the Shopping Cart or browse for product using the quick search or PRODUCTS tab. 5
20 ORDER DETAILS ORDER DETAILS ADDING TO AN ORDER Adding Items to your Order -Enter the Product code -Enter the Quantity -Select the Unit of Measure -Click Add to Order View Extended Product Description -Within the cart, click on the product number or image to view the full product details. The product details are shown in a lightbox as seen here 6
21 ORDER DETAILS ORDER DETAILS CHANGING QUANTITIES & DELETING ITEMS Changing Quantities -Enter new Quantity, and/ or -Change the Unit of Measure -The change is recorded and updated automatically Deleting Items -Click Remove -The line is immediately deleted. 7
22 ORDER DETAILS ORDER DETAILS ADDING ITEM NOTES Adding Item Notes -Click Add Item Notes -Enter the notes -Click Save Changes Adding Item Notes can be especially helpful when ordering for multiple people or departments add a note as a reminder of who the item is ordered for. The notes are printed on the packing slip and invoice. Tip! The first item note will indicate the Standing Offer number. If blank, the item is not on a Standing Offer held by OfficeMax Grand & Toy. 8
23 ORDER DETAILS ORDER DETAILS CHECKOUT Submitting the order -Click the Proceed to checkout button located at the bottom of the cart. A Final Inventory Check is performed during checkout as the inventory may have changed during the ordering process. This is particularly important if the order was built over several hours or days. The inventory is again reflected on the final checkout screen. 9
24 CHECKOUT CHECKOUT MAIN CHECKOUT PAGE This is your final step before submitting your order. Once your order is verified, you are ready to submit it. Checkout Screen -Click the Change button to update shipping information, including room#, floor, and contact information. -Enter a PO# -Add an Order Guide to your order -Print a hard copy -Review the Final Inventory and Returnable status 10
25 CHECKOUT CHECKOUT ORDER SPLITTING Your order will split between Standing Offer and Non-Standing Offer products. A note will appear on all Non-Standing Offer products. Checkout Screen -Select Continue Ordering to return to your order and make changes. -Enter 2 separate PO# s per order if required 10
26 SECTION 32 AUTHORITY TO COMMIT FUNDS In compliance with the Public Works & Government Services Canada (PWGSC), Federal Government employees must confirm their authority to commit funds or provide the name, and telephone number of the individual in their reporting structure with such authority.
27 CUSTOM LISTS CUSTOM LISTS - OVERVIEW Finding Custom Lists Custom Lists are often referred to as a Favourites, Core Product Lists, Preferred Product Lists or Order Templates. They can be created as personal lists or created by an administrator and shared for the entire organization. Custom Lists are found under the ORDER tab. Create personal Custom Lists under the My Customer Lists tab. 14
28 CUSTOM LISTS CUSTOM LISTS VIEWING A CUSTOM LIST Adding an item to your order -Select the products -Click Add to Order Display pricing/ inventory -Select the products -Click Show Pricing Items in custom lists are grouped in categories. The categories are sorted alphabetically. 15
29 CUSTOM LISTS CUSTOM LISTS ADDING TO AN ORDER Once you have added the items to your order, a dialog window will pop up, giving you 3 options: -View Order: Brings you to the Order Details page. -Return To Custom List: Brings you back to the current custom list that you are viewing. -Custom List Menu: Brings you to the My Custom Lists page. It is recommended that pop-up s be enabled for OFFICEMAXCANADA.COM/GOV. If pop-up s are blocked, the dialog window shown above will be suppressed the browser will lead directly to the Order Details page. 16
30 SCHEDULED ORDERS Scheduled Orders is a time-saving feature on officemaxcanada.com/gov that provides you with the ability to schedule reoccurring product orders for future deliveries or repeated on the day of your choice (daily, weekly, or monthly).
31 ORDER STATUS
32 ORDER STATUS ORDER STATUS Viewing the status of an order -Click Order Status found under the ORDER tab. The orange Top Menu bar is visible on every page after login The Order Status page will display your order history. Common examples include: Pending Completion Pending Approval Pending Final Approval Transmitted Order history is available for 180 days. A 6 digit Order Number is displayed once an order has been submitted for processing. 13
34 RETURNS POLICY Returns Policy Click on Tracking/Returns on the top navigation bar and then click Returns. Select whether you are returning something, have a damaged or defective product, missing an item or Have empty toner cartridges for recycling. Enter the Order #, Shipping Account and reason for return. Note: All products require a return authorization number attached in order to be accepted. You will receive an with the authorization number to be attached to the package that is being returned. Product Return Conditions You can return our regular in-stock office products in the complete and original packaging, including all manuals and accessories, within 30 days of delivery. All returns must be unopened and in re-sellable condition.
35 RETURNS To initiate a return click on ORDER option from the main menu bar, then select the Returns option from the grey sub menu bar.
36 INK & TONER RECYCLING OfficeMax Grand & Toy offers THINK! - A free Ink and Toner recycling program. Reduces the number of ink and toner cartridges that end up in landfills. Empty cartridges will be remanufactured or recycled. When you click on the Do you have empty Toner cartridges for recycling? It will bring you to the screen to confirm your address for pickup and at the bottom of the page there is a box to insert how many toners you need to have pickup. Tip! View a demo of how THINK! works.
38 APPROVALS APPROVALS VIEWING & APPROVING ORDERS In addition to Approving and Declining orders, Approvers also have the ability to edit orders prior to approving. Deleting Items from the order -Find the items item(s) -Click Remove -The item is deleted immediately Modifying Quantities -Enter a new Quantity -The update is recorded automatically Adding Items to the order -Enter the Product code -Enter the Quantity -Select the Unit of Measure -Click Add to Order 19
39 APPROVALS APPROVALS APPROVING AN ORDER The Purchaser will receive a confirmation shortly after the order is approved or declined. Order confirmation consists of: The approver s name G&T Order #, Account #, PO # Delivery address Order summary If an order is modified during the approval process or declined, the Approver will be prompted to add a note that will be included in the back to the Purchaser along with a list of the modifications. 20
40 APPROVALS APPROVAL APPROVED ORDER S Order Approval Confirmation Sample (listing modifications by approver, if any) Order Confirmation Sample 21
41 APPROVALS APPROVALS DECLINED ORDER Re-opening orders -Click on Order Status -Click the Date Submitted -Re-open Order button If an order is declined by an Approver, it is returned to a Pending Completion status. This allows the purchaser to make modifications without having to recreate the order. Order Declined Confirmation Sample (displaying reason for decline) 22
42 APPROVALS CHECK OUT CHANGING SHIPPING INFORMATION To override the room/floor for a single order, key the information in the field labeled Line #2. Also update the Attn, Telephone, and to reflect the recipient s information. Click Next when done. *Alternate Delivery Addresses can only be created by a Grand & Toy specialist. Please contact the federal client service team or your dedicated account representative to request a new delivery address set up. 11
43 APPROVALS CHECK OUT SUBMITTING THE ORDER Final Step to Submitting the Order -Verify the totals and click Submit Order Approval Process: -Purchaser submits order -Approver receives notification -Approver logs in and approves order -Purchaser receives notification listing any changes (if applicable) 12
44 APPROVER INFORMATION
45 MANAGE ACCOUNT SECTION The Manage Account section allows users to manage their individual online ordering process within the account If you are a Viewer, Purchaser, or Approver, you will have access to the following options in the Manage Account menu bar: Edit My Profile, Request Access, Change Ship-To, View Account Administrator In addition to the options above, the Account Administrator will also have access to Manage Users, Manage Ship-To and New User Requests
46 APPROVAL NOTIFICATION Once a Purchaser submits an order, the Approver(s) that are on the account will receive an notification. In order to view the Order, the Approver can click on the link provided in the . This will bring the Approver directly into the order where they can choose whether to Approve, Decline or Modify
47 VIEWING & APPROVING ORDERS 1. View and modify order with notes if necessary 2. Click the approve order button 3. Purchaser will receive confirmation (& modification notes if changes made) Tip! If an order is declined by an approver, it is not deleted. Instead, the order is put back into Pending Completion status. This allows the purchaser to make modifications without having to start over
48 EDIT MY PROFILE ***Viewer, Purchaser, Approver*** A user has the ability to: Update and change personal information such as address and telephone numbers Modify names and passwords Subscribe to various OfficeMax Grand & Toy Newsletters and Special Offers.
49 MANAGE USERS & SHIP TO ***Account Administrators Access Only*** Create new users and assign individual user access levels Add and delete users at the click of a button Monitor existing accounts Set maximum dollar values of orders Assign expiry dates to passwords Assign expire dates to Saved Orders Activate the Express Checkout
51 E-INVOICING OfficeMax Grand & Toy s e-invoicing is the faster, streamlined, more cost effective way to view your invoices. It allows you to: Easily access the e-invoicing system directly from the notification received Receive invoices in PDF format as well as online Gain greater control over the invoice approval process View up to 18 months history of invoices Be environmentally responsible by managing your Grand & Toy invoices online Tip! View a demo of how e-invoicing works.
52 FEDERAL CLIENT SERVICE TEAM
53 CUSTOMER CARE NEED ASSISTANCE? WE CAN HELP!