Brandywine Office Products

Placing an Order from the Orders Tab

Please logon using your account code and password.
When not logged on, you will be considered a guest user. If you enter an item(s) while not logged on, the price that you will see will be default pricing that is setup for guest users. You will only see your pricing when logged on, and this will also adjust the prices for items already entered.

Buttons Available

a) Add To
b) Delete
c) Add
d) My Parked Orders
e) Commit
f) Park Current Order
g) Discard and Start New Order
h) Text Entry Mode
i) Order History
j) Click here for Printable Order
k) Add Order Notes

Fields to Fill In

a) Item
b) Comment
c) Quantity
d) Order notes

Links to Choose:

a) Quick Orders – takes you to an area that allows you to place items on an order.
b) Opens Orders – shows you a list of all previously parked orders.

Adding an item(s), to an order

1) Enter an item number in the item field. The drop down will not work until you enter either a complete or partial item number in that field. After you enter the complete or partial item number, the drop down arrow will be activated and will allow you to scroll to find the item, if required
2) Enter a comment if needed in the comment field
3) Enter the quantity to order.
4) Click on the Add button. This will add the item to the order
5) You may also press the Enter key, and the default quantity of 1 will be ordered.

Adding Items to a List

While in Order Entry, an item can be added to one of the my lists/company lists:
1) Click on the box to the right of the item(s) that is already on the order
2) Click on the drop down menu of which List the item(s) will be added to
3) Click on the Add To button

Adding Notes to an Order

The ability to add a comment to an order (not attached to a specific line item) has been added for account users. An Order Note can be added to an order in Quick Order by clicking on the check box next to ‘Order Notes’. A text box then opens which allows a comment of up to 500 characters to be entered. To save the Order Note and close the text entry box, click on the check box again. Orders with just an Order Note cannot be completed; the order must contain at least one line item.

Adding a Comment to a Line Item

You may add a comment attached to a specific line item, after you have entered an item number to be ordered. By clicking on the comment box next to the item description, up to fifty characters may be entered.

Edit an Item

Click on the item(s) description, change the quantity or add a comment. After the edit is complete click on the update button.

Delete an Item(s) from the order

Choose the item(s) you would like to delete by checking the box that is to the right of the item(s) extended price. Then click on the delete button. This will remove the item(s) from the order.

Parked Orders (Store Orders)

1) To park an order, click on the parked orders button

To get a Parked Order back

1) If necessary, log on using Account Code and Password
2) Click on the Orders tab
3) Click on the Open Orders option at the top of the page under the tabs
4) A list of all open orders will be displayed.
5) If you would like to start a new order, click on Create New Order
6) If you would like to view a parked order, click on the appropriate Order ID number, this will display the items on the order.
7) To open the Parked Order, click on Open Existing Order; this will open the order in the Order Entry Screen.
8) At this time you can make edits or commit the order.

Park Current Order

This will park the order that is on the screen, and display a new window with the option to Create New Order. To create a new order, click on the Create New Order button.

Discard and Start New Order

This will discard the order that is on the screen and take you to a new window. To create a new order, click on the Create New Order button.

Text Entry Mode

Text entry mode is a feature that allows a user to copy and paste information from a list directly into the web site. The information that is placed into this section will need to be formatted based upon instructions found under the Text entry tab.

Commit An Order

To complete an order click on the Commit button, the next prompt will be for a PO/Authorization Code – this is optional. If you do not have one, enter your name here and then click Pay by Credit Card or Apply to My Account. The order will be displayed in a new window.

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Working with Lists

My Lists and Company Lists will sort alphabetically in their respective pull down menus.

Company List

Company List – A central company managed catalog or shopping list. This will be available to all departments/ship to addresses. There are currently no limits as to how many items can be added. Only the account's customer administrator can create a company list.

My Items List

This is a list of items that are local to the delivery address (logon). There is no limit as to how many items can be added to this list. Anyone can create a My Items List.

Last 100 Items Ordered

This is a listing of the last 100 items ordered. This is specific for each log on.

How to set up a Company/My List

1) Logon
2) Click on the “My List” Tab
3) Click on words “Manage List” at the bottom left hand corner of the page
4) Click on “Create”
5) Choose to create either a my list or a company list by clicking the drop down box
6) Next type in the name you wish to give the new list
7) Click on “Save”
8) Click on “Quit”

The customer can add items to the Company/My List

1) Through the order entry tab
2) Through search
3) Through browse
4) Through machine matching
5) Text Entry Mode

How to add items to a list using the following methods:

Order Entry Tab

1) Logon
2) Click on the “Order” tab
3) Enter the item(s) that you would like to order
4) Click on the box (at the right hand side of the page), this will place a check mark in the box
5) Click on the drop down box (above the check mark), if it does not show “company list”
6) Select desired list
7) Click on Add To

Search Feature

1) Logon
2) The “Search” box is located at the top right corner of the screen
3) Type in the Part Number, Prefix + Part Number or Keywords
4) Click on search
5) Click on the correct category
6) Click on the appropriate item
7) Put a quantity in the box to the right
8) Click on the drop down box above or below the quantity box
9) Select desired list
10) Click on Add To

Machine Match Tool

1) Logon
2) Click on the “Machine Match Tool” tab
3) Click on the appropriate category to browse
4) Narrow the machine matching down until you get pictures of the item(s)
5) Click on the item(s) that you would like to add
6) Place a quantity in the box to the right
7) Click on the drop down box above or below the quantity box
8) Select desired list
9) Click on Add To

Adding Item(s) to an Order from Company/My List and Last 100 Items

1) Logon using account code and password
2) Click on the desired list
3) There is a quantity box and a select box on the right hand side
4) Enter a quantity on the correct line item(s)
5) Click on the select box, this will place a check mark in the box
6) Click on Add To and make sure that cart is showing as a selection
7) Once added, there will be a message displayed at the top of the page “1 Item Added to Order”

Filter the List by Keyword

1) Type in a keyword in the field next to the filter button
2) Click on the filter button
3) This will display the items that are associated with the keyword entered
4) To view the complete Company List, click on the All Items button at the right top

Manage List Sequence-This will allow you to change the order of the list

1) At the bottom of the list, in the middle of the page, click on Manage List Sequence
2) This will display a box with arrows on the top and bottom
3) Select the item(s) you wish to move and place a check mark in the box to the right of the quantity box, do this by clicking on it
4) In the box between the arrows, this is where you would put the number of line items you would like the item(s) to move up/down. Then click on the appropriate arrow
5) When done, click on the Save Current List Sequence button at the top or bottom of the page
6) If this is correct, click on the quit button
7) This will display the new list sequence

Sort a List sequence by clicking on the column header

You may click on one the column headings (Item, Description, UOM or List Price) to sort the list alpha-numerically. There is a button at the top and bottom right of each list named "Save Current List Sequence as Default". After you click on a column heading to re-sort the list, if you'd like to keep the list in the current sequence, click on "Save Current List Sequence as Default".

Showing Images

There is check box that says “Show Images” located at the top and bottom of the list. Checking the box will display the images if available. If there isn’t an image available it will display “No Picture Available”. To remove the images, just uncheck the box.

The setting for "Show Images" will be remembered. This will work per computer. So, if two end users are sharing a computer… the setting for "Show Images" will be whatever is set at the time the last user logged out.

Printing a List

You can print a list in two formats, HTML or Excel. Simply click on the line that states, “Print this list in HTML” or “Print this list in Excel”.

Reports

Reports can be viewed in either HTML or Excel formats.

User Reports available on the Order Entry screen

1) View Order History of last 500 orders per Ship To
2) Monthly Details
3) Item Distribution Report
4) Order Distribution Report
5) Monthly Summary
6) View detail of one order (End user can input SO #)
7) Cost Center Expense Summary Report - This report will display the sub-total, tax and total per Cost Center of all orders that have been sent to the dealer. (This applies to committed orders and submitted orders that have been approved). This report will be visible to Customer Administrators only.
8) Ship to Expense Summary Report - This report will display the sub-total, tax and total per Ship To of all orders that have been sent to the dealer. (This applies to committed orders and submitted orders that have been approved). This report will be visible to Customer Administrators only.
9) Order Status Report - This report lists all orders that are currently parked or awaiting approval along with those orders that failed to dispatch and orders for which approval was rejected.

*Note the date/time stamp on the report is when the order is actually sent forward to the dealer.

1) Time originally committed (if no approval needed)
2 Time the last approver approves the order and sends to dealer

The date/time stamp on the SO # AFTER it's been approved by last approver is updated…..so will not match the original print out of the SO # if end user printed at time they submitted the order to their approver(s).

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