Includes: Ordering Setting up Selection Lists What's on ipage Managing Your Relationship with Ingram Through ipage

Transcription

1 Includes: Ordering Setting up Selection Lists What's on ipage Managing Your Relationship with Ingram Through ipage

2 Welcome to ipage for schools, Ingram's total online solution for your collection development needs. ipage gives you the ability to search for products from books to videos, order those products, and even manage your account. Here's a quick overview of everything you can do on ipage and how to do it. For complete information, click on the FAQ/Site Help link at the top of any ipage screen. Table of Contents Table of Contents 2 Logging into ipage 3 Clicks on Every Page 3 Tabs 3 Top of pages 4 Simple Search 4 Your Account Information 5 ipage Home Page 6 Home Page Left 6 Home Page Center 6 Home Page Right 7 Searching for a Product on ipage 8 Simple Search 8 Power Search 8 Reading Program Search 9 Refining Your Search Results 9 Saving Searches 10 Selection Lists 11 Creating a Selection List 11 Using the Price This List Feature of Selection Lists 11 Using the Quotes Online Feature of Selection Lists 12 Recommendations and Award Winners 14 Order 15 Selection List Ordering 15 Do Not Exceed Ordering 17 Account Management 18 School Info and Account Info 18 Returns 18 How to Change Your Password (and Other Important Tasks) 19 Changing Your Password 19 Changing Information 19 Can't Login to ipage? 19 Resources for More ipage Information 20 FAQ/Site Help 20 New Features of ipage 20 ipage Quick Help Guides 20 Order Questions? 20 How to Contact Ingram from ipage 20 2

3 To navigate this PDF online, click an item in the Table of Contents to jump to it. Click the back arrow on your Adobe Acrobat toolbar to go backward or forward. You can also print this guide and keep it for easy reference. Logging into ipage To log into ipage, go to ipage.ingrambook.com. Enter your UserID and password on the login page. Remember, your password is case-sensitive. If you've forgotten your password, click that link for directions. If you don't want to have to login every time you come to ipage, click the box labeled Remember my UserID & password. Before you do, however, please read Login Help under the login boxes. You can also find that login help information in ipage Site Help. Once you log in, you arrive at the ipage Home Page, the gateway to all ipage functions. Note: Users may be assigned specific access (roles) by their ipage administrator, and this may affect whether you can order, access financial information, or see advanced functions. Clicks on Every Page Tabs ipage uses a tab system as navigation on the site. Click the tabs at the top of each page to go anywhere in ipage. Browse & Search groups search functions that look for products. From here, you can search for forthcoming products or look for Hard-to-Find books, Browse by Category, and Browse by Theme, as well as access other search options, like Power Search. The Collection Development tab contains headings with resources to enhance your collections. Options include lists of developed by our staff of MLS-degreed librarians, award winners and the In the News archive. You also see publicity information. Under the Order tab, you check the status of your orders, place an order through a selection list, and create a selection list that you can save, keep with notes, or use to place an order. When you choose the Acquisitions Status function under this tab, you can look at All Open Items, get an Open Purchase Order Summary, or look at the Backordered Items, Recently Shipped Orders, or ipage Order History. Account Management is one of ipage's most powerful tabs. From it, you see information about your school and your account.. The Reports tab gives you the ability to see information from subscribed reports. 3

4 Under the Programs & Catalogs tab, you find a list of the programs that Ingram offers, as well as our online catalogs. Many of Ingram's catalogs are online. Click Trade Publications to see which ones are available. The page will say Browse Catalog if it has an online version. Click Browse Archived Catalog(s) to see previous editions. Top of pages The top of every page contains links to key sections of the site. Clicking Home always returns you to the Home Page. Clicking Selection Lists takes you to a page where you can manage your Selection Lists. You can create a new list; merge lists; recover deleted lists; review order history; and view, order, edit, check for duplicates, download, or delete a selection list or order. Change Settings takes you to the administrative section of ipage. From here, you can edit your profile--the information and settings for your individual preferences for ipage. ipage administrators can also adjust the ipage settings for their entire account and maintain the list of their ipage users. FAQ/Site Help accesses the Site Help, Frequently Asked Questions, and Contact Us (direct e- mail to us) sections. Logout ends your ipage session. You should always exit ipage by using this link, rather than just closing your browser. Unless you click Logout, ipage keeps you recorded as online. Simple Search Simple Search appears just beneath the tabs on every page in ipage. It is available to all ipage users. 1. Select the type of product for which you wish to search (i.e., book, video, etc.) 2. Select the criteria you wish to use [Title (Keyword), ISBN, EAN, etc.]. 3. Enter the word, words, or numbers for which you want to search. 4. Click Search. ipage presents your results in a list where you have the option to view individual products, download or the list, or add items to a selection list. To the left of your results, you will be provided a list of the dimensions that you may utilize to refine your search. 4

5 Your Account Information In the center of the top of every page, you see the name of your school, account #,, your UserID name, and a link to change users. Clicking your account number takes you to a page where you can switch to other accounts (if you've been given access to other accounts by your school's ipage administrator). Clicking the level will display a chart of all ipage features. You can see what features are available at your present level and which features are available at other levels. Note: Essential ipage for schools is our free service. Our paid subscription is Professional, which gives users access to our extended database. If you are interested in a paid Professional subscription to ipage, please kthrough12@ingrambook.com. 5

6 ipage Home Page The Home Page is the gateway to everything on ipage. From it, you go to or perform every function available on ipage. Home Page Left This section of the Home Page contains direct links to locations and products of interest. Shortcuts directly link to some of the most requested parts of ipage. The Build a Promotion link offers customizable print media you can use for title displays. Featured Shortcuts highlight special functions or features on ipage. Lists to the Side link you to popular and useful lists of products available from Ingram. These lists change frequently. Click More Hot Lists to see additional lists. Home Page Center This section includes information about products in the media or of special interest. Click headlines or anything underlined, and you'll link to more information or titles. Click the words In the Spotlight or In the News to see a full list of all current items. Inside Ingram features helpful information about doing business with Ingram. In the Spotlight features product information These items rotate, so you may see different items In the Spotlight each time you log in. In the News provides timely information relevant to K12 schools. 6

7 Home Page Right In this area, Ingram puts notices of new functions and enhancements to ipage, special offers, tips on better use of ipage, and other information to help you serve your students. 7

8 Searching for a Product on ipage To order a product, you have to find it first. ipage has three main methods for searching: Simple Search, Power Search, and Reading Program Search. Simple Search Simple Search appears just beneath the tabs on every page in ipage. It is available to all ipage users. 1. Select the type of product for which you wish to search (i.e., book, video, etc.) 2. Select the criteria you wish to use [Title (Keyword), ISBN, EAN, etc.]. 3. Enter the word, words, or numbers for which you want to search. 4. Click Search. ipage presents your results in a list where you have the option to view individual products, download or the list, or add items to a selection list. To the left of your results, you will be provided a list of the dimensions that you may utilize to refine your search. Power Search Power Search is the most powerful search tool available through ipage. With it, you can search by multiple criteria, from the exact title down to type of binding. It only searches for books. To do a Power Search: 1. Click the Browse & Search tab, then Power Search. 2. Type or select different search criteria in the text and dropdown boxes on the Power Search page. 3. Click Search. ipage presents your results in a list where you can view the individual products or add them to selection lists. To the left of your results, you will be provided a list of the dimensions that you may utilize to refine your search. 8

9 Reading Program Search Reading Program Search allows users to search for books specifically in the Accelerated Reader (AR) and Scholastic Reading Counts! (SRC) reading programs. The Reading Program Search resides under the Browse & Search tab. The user can search the AR or SRC databases 1. Click the Browse & Search tab, then Reading Program Search. 2. Type or select different search criteria in the text and dropdown boxes on the Reading Program Search page. 3. Click Search. ipage presents your results in a list where you can view the individual products or add them to selection lists. Refining Your Search Results To the left of your results, you will be provided a list of the dimensions that you may utilize to refine your search. Above the list of dimensions, you will see a box for searching within your results. Enter your search words and click the Search button. You can further refine your results as needed, using the dimensions and search feature located on the left. 9

10 Saving Searches You will find a Save Search link on all search results pages. By clicking this link, ipage will save your search criteria, allowing you to quickly rerun the search whenever needed. When you click the Save Search link, you will be prompted to name your search (required) and to enter a Description for the search (optional). You can also save the search as a replacement for an existing search by selecting the search Name from the Replace an Existing Search drop-down box. To access your saved searches, go to the Browse & Search tab and click the Saved Searches link, located under the Search header on this page. You can also access Saved Searches via a Shortcuts link on the ipage homepage (left side). NOTE: Saved Searches are saved for 13 months from the last accessed date. 10

11 Selection Lists Selection Lists allow you to set up orders or create lists for review later. As you browse for products on ipage, you can add them to a selection list. This selection list becomes the basis for your ipage order. Creating a Selection List 1. To create a new list, click Selection Lists in the top right-hand corner of any page, under the Shortcuts section of Home Page Left, or on the Order tab. You may also click List/Order Options near the top of any Search Results page or Selection List Options near the top of any Product Detail page. Click Create New List under the Selection List Easy Clicks section. Note: You can create a new selection list as an empty list (no products in it). 2. Type the name of the list in the Name box and select whether you want to create a Private List, Public List, or Shared List. Type any notes in the Note box. Public--viewable to anyone on your ipage account. Private--viewable only to you and your school's ipage administrator. Shared--viewable by anyone on your Ship To account. 3. You can add items to this selection list by entering product codes in the Enter Product Codes box (you can cut and paste from a document or enter them manually). Separate different product codes with a comma or a space (not both). For example, you would enter product codes as , or or uploading a.txt file. The.txt file must contain product codes only (no text, headers, titles, etc.). When you format the file prior to uploading, please omit these elements and format the data so that each product code is on a separate line. Click the Browse button to scan your computer for a file to upload. 4. Type any notes in the Note box. 5. Click Create. (Click Reset if you need to clear the information and start over.) You receive an alert confirming the new list creation. Note: If you created a list with products in it, the confirmation message gives you options of viewing the new list, performing a duplicate check, downloading the list, or ordering the list. (For more information about these choices, see the Site Help section for each option.) Using the Price This List Feature of Selection Lists Using the ipage Selection List function, you can obtain a quick calculation of the total price of your items. 1. Go to the Selection List function from the Order tab, in the top right-hand corner of any page, or from the Home Page Shortcut. 11

12 2. Either create a new selection list to be quoted or edit an existing one. Click the button labeled Price This List. 3. Clicking this button will send the list as a pseudo-order using your active ship-to account. The total price of this selection list will display in a green box below the product and unit totals. This pricing will disappear from the site if the selection list is changed or edited in any way. If your active ship-to account is not turned on for electronic ordering, you will see an error message when attempting to price a selection list. U sing the Quotes Online Feature of Selection Lists Using the ipage Selection List function, you can make an online request that Ingram compile a quote for a proposed order. ipage will compile the quote and display it online. The quote will not include value-added fees or shipping costs, but will include the cost of the items you wish to order. From the quote, you can either order it as is or delete it and have the order re-quoted with changes. To request a quote: 1. Go to the Selection List function from the Order tab, in the top right-hand corner of any page, or from the Home Page Shortcut. 2. Either create a new selection list to be quoted or edit an existing one. 3. Click the button labeled Get Quote. 4. Users with the role of Quotes Requestor have the ability to request (submit) and view a quote while still being denied ordering rights. By accessing the Account Management tab, your school's ipage administrator may assign this role to users. 5. On the next page, input a purchase order number and your ipage password as if the quote were an order. Warehouse and shipping instructions will default to your standard selections. Click Continue. 12

13 6. On the next page, you can review the information regarding this quote. If it is as you wish it, click Request Quote. 7. Please allow up to one full business day for your quote to appear on ipage. 8. To check the status of the quote, click View Quotes under the Order tab. To view a quote: 1. Go to the Order tab. Click View Quotes. 2. On the list of quotes that appears, select the quote you wish to view. If you only have one quote available, you will go to directly to it without seeing a list of quotes. 3. Review the quote. 4. If you wish to place the quote as an order, click Release/Ship. 5. If you wish to change the quote, click Delete. Then you must re-submit the quote request using the selection list process outlined above. Note: While all users on your ipage account can view quotes, only those with ordering rights can release or delete the quote. 13

14 Recommendations and Award Winners To assist you with selecting product to order, ipage offers many pre-defined lists created by our team of MLSdegreed librarians. Click the Collection Development tab. Under the heading Merchandising you will find links by grade level, themes, and awards. 14

15 Order The most important function on ipage is the ability to order online. If your account has not been set up to order, contact Electronic Ordering at or call 1 (800) Selection List Ordering Create or choose a selection list. (See Creating a Selection List on page 11.) 1. Click the Selection List Icon on the ipage header, click Selection Lists under the Shortcuts section on the left side of the home page or go to the Order tab and click the Selection List link. 2. Once in the Selection List section, click the Edit button under the list you wish to order. 3. Review your list for accuracy and to adjust any quantities. If you make any changes, click Update Page. 4. When the list is how you want it, click the Order button. 5. At the next screen, choose your order method. Click Continue. 15

16 6. Complete the Order Details form to set up your shipping, warehouse, and backorder requirements. Enter your Customer PO Number and ipage Password and click Continue. 7. This will take you to the Order Confirmation page where you will be given one more opportunity to review your order. If you need to make changes, click Back. If everything is the way you want it, click Confirm Order. 8. You will receive an confirming that your order has been placed. 16

17 Do Not Exceed Ordering ipage now includes an easy way to let you put a spending/ordering cap on a specific order. This Do Not Exceed ordering function is easy to use. You simply create a selection list on ipage and proceed to order it. Then as you are placing the order, you input a whole dollar amount that serves as your maximum cost allowed on that order. As Ingram processes your order, it will keep a running total on the cost (including your specific discounts, services, and anticipated shipping charges). If the estimated cost of your order reaches this amount, remaining items over the dollar amount will be cancelled from the order. To use the Do Not Exceed function, create a selection list, being careful to put the top priority items first in the list while you're creating it. Then while in a selection list, click the Order button. 1. You'll go to a page labeled with the selection list name and displaying a table with the estimated retail value of your order totals. Under the Order Details section of the page, you enter information such as your preferences for which warehouse to ship from, whether or not you want the item backordered (and the backorder cancel date if appropriate), and your shipping instructions. 2. You'll also see a field labeled Optional Do Not Exceed Amount. Enter a whole dollar amount which you want to serve as the order spending limit. Add your PO number and ipage password, and click Continue. 3. The next page presents a summary of the order. Review it, and click Confirm Order. We will process the order and keep track of its cost. If necessary, we will delete items from the order if the total cost exceeds your specified Do Not Exceed amount. 4. Your order confirmation will display complete details on what will be shipped and what items were dropped due to the Do Not Exceed feature. The estimated cost will reflect your account's specific discounts, charges for value-added services (where applicable), and projected shipping fees. 17

18 Account Management You manage your account with us in this area of ipage. School Info and Account Info In these sections, you check on information associated with your account, including users and contacts for orders and credits. You also see financial information (invoices, credit memos, and open items for your account). Your school's ipage administrator must give you access to these functions. Returns At Create Returns and Returns Status, you Create returns for merchandise Check the status of a return Report Shortages gives you the opportunity to report any product not received. 18

19 How to Change Your Password (and Other Important Tasks) Changing Your Password If you want to change your password to something easier to recall, go to Change Settings in the top righthand corner of any page. Click User Settings. On the form displayed, enter your current password in the Old Password box. Then choose a new password, one you can more easily remember. Your password must contain at least one number. Remember that your password must be typed exactly as created, so note how you capitalize letters. Put it in New Password. Re-enter it to confirm, and click Update. Changing Information If you need to change your ipage user information and options, click Change Settings in the top right-hand corner, then click User Settings on the navigation bar below. You then change your personal preferences for how ipage displays for you (ipage Profile Information, Search Options, and Selection List Options). You should also change your address here whenever it changes. ipage s users with order confirmations and other important communications, so it's important that we have an accurate address for you. Click Update and your information changes. Can't Login to ipage? If you've forgotten either your user ID or your password and can't log into ipage, go to ipage.ingrambook.com. In the login box, click Forgot Your UserID or Password? Enter your address when requested, and an with the correct userid and password will be sent to the address ipage has on record for you. If a userid or password cannot be determined, the user will be directed to call or Technical Support at ics-techsupport@ingrambook.com for help. 19

20 Resources for More ipage Information FAQ/Site Help FAQ/Site Help offers all the information on how to use ipage. FAQ displays frequently asked questions (and their answers) about doing business with Ingram. Site Help shows you how to work on ipage. From it, you can see how to check your selection lists for duplicates, view invoices and statements, and everything in between. Look for FAQ/Site Help in the upper right-hand corner of every page. New Features of ipage We update ipage features several times a year. To help you keep track of new functions, the New ipage Features section of Site Help lists the most recent changes. ipage Quick Help Guides ipage Quick Help Guides offer tips and instructions for the most commonly used features of ipage. Look for the Quick Help Guides section on Home Page Right. Order Questions? If you have questions about an order, please Electronic Ordering at flashback@ingrambook.com or call 1 (800) How to Contact Ingram from ipage At the bottom of every page is a Contact Us link. Click it and you can Ingram about many subjects. If you have specific technical problems with ipage, Technical Support at icstechsupport@ingrambook.com or call at (800) (U.S.) or (615) (outside U.S.). 20