Online Ordering User Guide Updated November 2011 NLC Online Ordering User Guide Page 1
Table of Contents Getting Started.3 Minimum System Requirements.. 4 Logging In 6 Logging Out. 12 Online Ordering Process..14 Enter a new order 15 Add an Item 16 Advanced search. 17 Copy from previous order... 19 Complete order 22 Save and complete later.. 23 Submit to store 25 Cancel the order.. 27 Reports 28 Printing reports 29 Contact Information 31 Frequently Asked Questions 31 NLC Online Ordering User Guide Page 2
Getting Started NLC Online Ordering User Guide The Online Ordering application can be accessed by logging into the NLC Extranet which is available on the NLC Corporate Website (http://www.nlliquor.com) under the Suppliers tab (http://www.nlliquor.com/corporate/doingbusiness/suppliers-trade) (Figure 1). Figure 1 NLC Online Ordering User Guide Page 3
The NLC Extranet is a website for external users (vendors, licensees, liquor express, etc.), to access specific information and performs tasks related to NLC business. A login account is required to access the NLC Extranet and Online Ordering. NLC Store Operations is responsible for maintaining and updating the login accounts. Any requests for changes will have to go through the NLC Store Operations Team. All users will be required to sign the NLC Non-Disclosure agreement before they are provided with a user name and password. If you require assistance to retrieve your account information, please contact: Kenmount Rd DC 724-1180 Petrina O Neil Clarenville DC 466-6684 Corey Stringer Deer Lake DC 635-2781 Marion Coles Minimum System Requirements In order to access Online Ordering from an external computer, the computer must meet minimum requirements. These requirements include: Hardware Requirements Pentium IV (or faster) processor - Single core 2.0GHz CPU 1 GB RAM minimum 2GB preferred N.B. Although entirely possible to run the application on a system with less memory, the NLC cannot guarantee adequate load and processing times. Similarly, extra memory may be needed if any other applications will be running concurrently i.e., email, web browsers, word processors. 100MB Network card (NIC) or Wireless card Monitor capable of 1024 x 768 screen resolution default screen resolution of the NLC Extranet Software Requirements NLC Online Ordering User Guide Page 4
Microsoft Windows XP (with Service Pack 3) or newer. Must be currently supported by Microsoft. Internet Explorer 7.0. or greater web browser (not compatible with Mozilla Firefox, Google Chrome or other web browsers). Local Administration privileges (to install and run the Juniper web client). Other Factors A network with 100MB capability to the desktop is preferred. A typical high speed connection is recommended. Due to the wide range of consumer hardware for home networking and ISP providers, NLC is unable to support a users ISP (Internet Service Provider) connection and/or a users home networking equipment. If issues exist or arise with the connection to the internet (i.e. wireless routers, home networking) the Online Ordering customer is required to contact their ISP support to resolve the issue NOTE: To view the properties of your computer, right-click the My Computer icon on your desktop and open Properties. All the information above can be found on the General tab. To view your version of Internet Explorer open the browser and select Help then About Internet Explorer on the menu bar. NLC Online Ordering User Guide Page 5
Logging In The following procedure should be used to login to the NLC Extranet: 1. Open Internet Explorer and go to the NLC Corporate Website: http://www.nlliquor.com (see Figure 1 for reference) 2. Under the Suppliers Tab, click on the NLC Extranet link (Figure 2) Figure 2 3. A login screen will appear (Figure 3): Figure 3 4. Login using the username and password provided by NLC. NLC Online Ordering User Guide Page 6
5. If this is the first sign in attempt OR if it has been 45 days since the last password change, you will be prompted to change the password (Figure 4). Figure 4 6. To change the password: a. Enter the old password b. Enter a new password NOTE: This cannot be the same as an old password, must be at least eight (8) characters in length and should use three of four of the following types of characters: o Lowercase o Uppercase o Numbers o Special characters such as!@#$%^&*(){}[] c. Re-enter the new password NOTE: This must match what was entered in the new password box. If you fail to provide a unique new password or match the new password with the confirm password field an error will appear in yellow highlight below the NLC logo (Figure 5). NLC Online Ordering User Guide Page 7
Figure 5 7. During login, an information bar will appear in the browser asking to install an Active X Control (Figure 6). Figure 6 8. Right click the yellow bar and select Install Active X Control (Figure 7). NLC Online Ordering User Guide Page 8
Figure 7 NLC Online Ordering User Guide Page 9
9. This will present a Security Warning dialog. This is normal. Select the More Options arrow (Figure 8). Figure 8 10. From the More Options, select the Always install software from Juniper Networks, Inc. option and click Install. This will install a Juniper client on the PC (Figure 9). Figure 9 NLC Online Ordering User Guide Page 10
11. After the install is complete, the NLC Extranet will appear (Figure 10). Figure 10 Following these directions will ensure that future login attempts on the same PC will not prompt for the Juniper client install. If a default Install is chosen then the Juniper prompt to install each time you login on that PC. NLC Online Ordering User Guide Page 11
Logging Out To sign out of the NLC EXTRANET, click on the Sign Out button (shown as the door icon) located on the Juniper toolbar (Figure 11). This toolbar will appear at the top right of the web browser and can be moved to the left by clicking the first set or arrow buttons. Figure 11 Legend for the Juniper toolbar: Moves the bar to the left or right Home button (NLC Extranet) Expands and collapses the menu bar Session timer (3 hours max per session 30 mins. max idle time) Help button (links to the User Manual) Sign Out The maximum session duration is 3 hours meaning that after 3 hours you will have to sign out and sign back in to continue work (please remember to save all work before signing out). If you do not take any action on the site within 30 minutes from the last action, the session automatically times out and you will have to log back in. This could cause problems with accessing the sign in screen. NLC Online Ordering User Guide Page 12
Session Timeout If you session is inactive for twenty (20) minutes you will be prompted with a warning message (Figure 12). Figure 12 If you click the Yes, Keep Working button, your session timer will be reset to twenty minutes and you may continue to enter your order. If you click the No, Logoff button, your session will end and you will be logged off the NLC EXTRANET. If you do not respond to the message, you will receive another message that that you were automatically logged off and your order has been saved (Figure 13). Figure 13 NOTE: The Online Ordering system has an auto save feature that saves changes to your order every five (5) minutes. If you session times out the order will be saved as of the last five (5) minutes of activity for that order. NLC Online Ordering User Guide Page 13
Online Ordering Process Once you have successfully logged in to the NLC Extranet you will see the main extranet homepage. This homepage will be used for general communications and a launching pad to any applications which you have been granted access (Figure 10, Page 9). From here click the Online Ordering button. This will open the Online Ordering home page (Figure 14). Figure 14 There are four components to the Online Ordering home page: 1. Enter New Order 2. My Unsubmitted Orders 3. Order History Reporting 4. Contact Information NLC Online Ordering User Guide Page 14
Enter an Order To place a new order, click the Enter New Order button located on the right side of the home page. The following form will open (Figure 15): Figure 15 Your assigned store that you are ordering from is indicated on the screen. If you are entering an order for the first time you will have to press the Add an Item or Advanced Search button to begin. With subsequent orders you will have the option to start the order from scratch or Copy from Previous Orders. NLC Online Ordering User Guide Page 15
Add an Item If you know the SKU(s) you wish to order click the Add an Item button to begin. Clicking the Add an Item button will open the following screen. (Figure 16) Figure 16 In this window you can search by SKU (full or partial) to find the item you wish to order. Enter the Quantity you wish to order and press the Add button to add to your temporary list of SKUs. Once you have completed the list of SKUs and quantities you press the Add to Order button to return to the New Order Form. The SKUs and quantities are visible on the form and available for edit if necessary. NOTE: Quantities represent Units NOT Cases. * If you find that all skus that you enter show as Item out of stock your customer number may not be assigned to a NLC distribution center. If this occurs, please contact your assigned distribution center of regional support person listed on page 31 of this guide. NLC Online Ordering User Guide Page 16
Advanced Search If you do not know the SKU(s) you wish to order you should use the Advanced Search option. Clicking the Advanced Search button will open the following screen (Figure 17) Figure 17 In this window you can search by SKU, full or partial descriptions or use the numbered links at the bottom of the window to page through the entire NLC product catalogue to find the item you wish to order. Once you locate the item(s) you wish to order press the Select link on the lefthand-side of the window and the SKU will be added to your New Order Form. You may select all the SKUs for your order at once before entering the desired quantity, or select each SKU and add the order quantities individually. NOTE: Quantities represent Units NOT Cases. NLC Online Ordering User Guide Page 17
If an item is Out of Stock the Select link will be replaced with an * and that item will not be available for you to order. If the sku is delisted, and asterisk(*) will show in the delisted column. A full listing of NLC inventory can be found at www.nlliquor.com. Once you have finished adding SKUs to your order press the Return to Order button at the bottom of the screen to return to your New Order Form (Figure 18) Figure 18 NLC Online Ordering User Guide Page 18
Copy from Previous Order If you have already submitted and order through the Online Ordering system you have the ability to Copy from Previous Order. Clicking the Copy from Previous Order button will display the following window (Figure 19) Figure 19 From this window you can select one of your previous orders and all SKUs from that order will be automatically copied to your New Order Form with desired quantities reset to 0. NOTE: If you have entered any SKUs prior to selecting the Copy from Previous Order button you will be prompted with a warning message (Figure 20). The SKU(s) will be replaced with the SKUs from the order you have selected. Once you have copied the order you may add additional SKUs to the order using the Add an Item or Advanced Search buttons and/or delete unnecessary SKUs from the order. NLC Online Ordering User Guide Page 19
Figure 20 If inventory has changed since your last order a warning message will be displayed (Figure 21) Figure 21 When you press the OK button items that have changed (i.e. are Out of Stock) will be highlighted on the New Order Form and you will not be able to update the desired quantity for these SKUs (Figure 22) NLC Online Ordering User Guide Page 20
Figure 22 You can update the remaining SKUs with the desired quantities. NOTE: Quantities represent Units NOT Cases. If you wish to remove a SKU press the delete button. You will be prompted to confirm your desire to remove the SKU from your order (Figure 23) Figure 23 NLC Online Ordering User Guide Page 21
Complete an Order At the bottom of the form there are three buttons that represent the options you have for completing your order (Figure 24): Figure 24 1. Save & Complete Later Allows you to enter orders in advance without submitting to the store. These orders are saved in draft until you are ready to submit. 2. Submit to Store The order is complete. Submit to store for processing. You will not be able to change the order once it has been submitted. 3. Cancel the Order Removes the order from the system. Allows you to start over. NLC Online Ordering User Guide Page 22
Save and Complete Later If you chose to Save and Complete Later the order will be saved with all the information you have entered to date and you will be able to complete the order at a later date. The order is visible under the My Unsubmitted Orders on the Online Ordering main page (Figure 25). Figure 25 Click the order ID link to continue to enter additional SKU(s), change quantities, submit to store, or cancel the order. If inventory has changed since you saved your order a warning message will be displayed (Figure 26) Figure 26 NLC Online Ordering User Guide Page 23
When you press the OK button items that have changed (i.e. are Out of Stock) will be highlighted on the New Order Form (Figure 27) Figure 27 NLC Online Ordering User Guide Page 24
Submit to Store Once you are satisfied with the order you have entered, select the Submit to Store button which will send your order information to the NLC Store you have selected to be processed. Clicking the Submit to Store button will display the following message box (Figure 28) Figure 28 If you press OK the order is submitted to the store and you will receive email notification from the system confirming that your order has been submitted for processing. (Figure 29) Figure 29 NLC Online Ordering User Guide Page 25
Where applicable, once your order has been filled by NLC you will receive another email notification that the order is ready for pick-up or delivery. (Figure 30) Figure 30 NLC Online Ordering User Guide Page 26
Cancel the Order If you chose to cancel the order your order will not be processed and will be deleted from the system. If you click the Cancel Order button you will receive the following warning message (Figure 31) Figure 31 If you press OK the order will be deleted. NLC Online Ordering User Guide Page 27
Reports NLC s Online Ordering provides its customers with four standard reports: 1. Order Form (My Unsubmitted Orders) This allows you to print an order that has been entered and saved in draft (My Unsubmitted Orders) and walk your establishment to determine the desired quantities for the order. 2. Orders in Progress This report allows you to review your order for accuracy once it has been submitted and before it is processed by NLC. 3. Order History Detail This report gives you the order details of completed orders for desired date range. 4. Order History Summary This report allows you to view a summary by SKU of all orders completed for a desired date range. These reports are accessible under the Customer Reports section of the Online Ordering main page (Figure 32) Figure 32 NLC Online Ordering User Guide Page 28
Printing Reports There are several ways to print your report in order to insure formatting is correct: 1. The report can be exported to pdf. Under the Actions menu, select Export and then Acrobat (PDF) file. This will open the report in Adobe and the report can be printed from within Adobe. NLC Online Ordering User Guide Page 29
2. The report can be exported to Microsoft Excel. Under the Actions menu, select Export and then Excel. This will open the file in Microsoft Excel and the report can be printed from within Excel NLC Online Ordering User Guide Page 30
Contact Information If you have any questions or concerns about the Online Ordering system that has not been identified in this User Guide, contact information is provided on the Online Ordering site (Figure 33) For assistance please call: Kenmount Road DC... 724-1172 (Judy Chafe) Clarenville DC... 466-6684 (Corey Stringer) Deer Lake DC... 635-2781 (Marion Coles) or your Corporate Store manager. Figure 33 Frequently Asked Questions Q. Who can help me if I need assistance using Online Ordering? A. If you are outside the metro St. John s area, please contact Marion Coles or for inquires in the metro area, Doyle Lewis at 724-1173. Q. I just submitted my order and now the screen is frozen. What do I do? A. If your screen is frozen for more than 20 minutes, close your browser by clicking on the X in the top right-hand corner of your screen and contact Marion or Doyle to determine the status of your order. You may or may not need to reenter your order. Q. What if I forget my password? A. If you forget your password, you can call Marion or Doyle and they will provide you with a new one. NLC Online Ordering User Guide Page 31
Q. The application appears to be slow. What can I do? A. There can be a number of issues that affect the response time of the online ordering application. If your computer does not meet the minimum recommended requirements as outlined in the Online Ordering V2.0 PC Specification document, you may experience slower than normal response time. You can also contact your internet service provider. They will be able to tell you if your connection is substandard. NLC Online Ordering User Guide Page 32