E-commerce Website Manual

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E-commerce Website Manual

Version 2, July 2014

800 Viewfield Road Victoria, BC V9A 4V1 Local: (250) 384-0565

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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) 384-0565 Toll Free: 1-800-735-3433 [email protected]

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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 www.monk.ca.

Click “Log In” to begin.

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.

Figure 2 Figure 1

Click here to begin

Click here to log in Enter log in details here

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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.

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.

Figure 3

New products pane

Featured products pane Manufacturer pane

Search box Navigation bar

Categories Account select link

Shopping cart

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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.

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.

Figure 4

Cancel selection

Select account

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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)

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

Figure 5

Search results (continues down page) Manufacturer pane

Product attribute pane

Search box Magnifying glass icon

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Category & Manufacturer browsing

Products can also be found by browsing, as opposed to searching as described on page 4.

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 sub- categories 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 sub- categories (ex: Filing Supplies) will display additional sub-categories.

Figure 6

Navigation bar

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.

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 Figure 17

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Tracking Orders

All your current orders are displayed here.

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 Figure 18

Click here to create an excel

file of the information on

this page

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Order Detail

After clicking on an Order #, a page similar to figure 19 will display:

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.

Figure 19

Click this button to view the list of all orders (figure

18)

Click this button to reorder the items on this invoice

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View My Open Balance

This page displays CUSTOMER INFO, ACCOUNT SUMMARY, AGING, and INVOICES for the selected account.

The following information is available on this page:

 Invoice #

 Purchase order #

 Order #

 Date Invoiced

 Date Due

 Description

 Amount Figure 21

Click an invoice number to view it

in detail

Click here to create an excel

file of open balance information

Click here to create a .pdf of

open balance information

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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.

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.

Figure 21

Use these check boxes to select (an) invoice(s)

Click this button to proceed to pay selected invoice(s)

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Method of Payment

This is where you pay the selected invoice(s).

Required fields are marked by a vertical red bar.

Name, Address, City, State, Postal Code, Country, Phone Number and Email 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).

Figure 22

Select payment method and enter

credit card information here

Click this button to proceed to pay using the credit card information entered Click this button

to return to the previous page

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View My Payment History

This page displays all payments made. Payments can be searched.

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.

Figure 23

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

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Draft Orders

Orders can be saved for later using Draft Orders.

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.

Click Use to begin the checkout process (see pages 11-16 for checkout information).

Click Del to delete the saved cart.

Click on the Saved Carts order name to display and change the Quantity, Item #, Figure 24

Figure 25

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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.

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 26

Figure 27

Click this button to begin creating a favourite list

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Using Favourite Lists

Clicking Use will open a page like 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.

Figure 28

Enter a quantity, then click this button to add the items to your cart Change the

quantity of items ordered here

Type what you want to search for and then click Search

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

This drop down selects the unit size, ex: single,

box, etc

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Edit an Existing Favourite List

After clicking Edit, a page like figure 29 will appear.

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.

Figure 29

Uncheck boxes of items you wish to remove from the

list

Click this button once you are done editing the supply

list

Click this button to return to the

previous page without saving any changes

Change these numbers to adjust the order of items

Click this button to add items to

the supply list

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Add Items to Favourite List

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 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.

Figure 30

Figure 31

Search box

Click this button once you want to add selected items to the list Check boxes of

items you wish to add to the list

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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.

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.

Figure 32

Search box

Search results (continues down page)

Manufacturer pane Category pane

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Ordering from History

“All Items at Once” is the cart adding method shown in 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 11-15.

Figure 33

Quantity box

Enter quantities of each item that you require, then click this button to add the item to your cart

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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).

Figure 34

Enter item numbers in these

boxes

Enter quantities, then click this button to add the item to your cart

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Editing My Profile

Click MY ACCOUNT or My Profile to begin editing your profile

A page like figure 36 will appear. Click Change your personal details: edit your password, address and more… (Continues on next page)

Figure 35

Figure 36

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A page like figure 37 will appear. You can edit your preferences on this page.

The address on this page will not change your shipping address.

The Email address you enter will receive order confirmation emails (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.

Figure 37

Click this button to save any changes made

E-commerce Website Manual