OUR IMPROVED FEDERAL GOVERNMENT WEBSITE. We’re serving up procurement resources tailored exclusively to your needs. Dedicated. Compliant. WE GET GOVERNMENT.

ONE SITE, AT YOUR SERVICE OFFICEMAXCANADA.COM/GOV

FEDERAL GOVERNMENT ORDERING ONLINE WITH GRAND & TOY

Guide  

BENEFITS OF ORDERING ONLINE AT OFFICEMAXCANADA.COM/GOV

•  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 email, by phone, by fax

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:

OFFICEMAXCANADA.COM/GOV: QUICK START GUIDE

•  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  Email notifications o  Viewing and Approving o  Edit my profile

•  E-invoicing •  Federal client service team

CONTENTS

SIGNING IN

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

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.

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

NAVIGATING THE SITE

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  Products 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.

o  Manage Account o  Advanced Tools

SEARCHING FOR PRODUCTS

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.

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.

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

CATEGORY SEARCH

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

Your region

CATEGORY SEARCH

The products found under each category appear with detailed information. You can further drill down by selecting additional sub-categories on the left-hand side of the screen

CREATING AN ORDER

THE ORDER MENU

The ‘Order’ sub-menu bar gives you easy access to the following functionality:

Item Explana/on Create  New  Order   Takes  you  back  to  the  Select  Account  page  to  start  a  brand  new  order  on  an  alternate  

account.    

Custom  Lists   Allows  you  to  pull-­‐up  and  order  from  your  personal  list(s).

Returns   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  

Order  Status See  status  of  orders  and  pending  approvals  by  date  

Track  &  Trace    

View  status  of  order:  In  Process,  Shipping,  Shipped,  Invoiced,  Cancelled  

Pending  Approval   View  and  approve  outstanding  orders  

Scheduled  Orders   View  orders  that  have  been  scheduled  for  right  Gme  delivery  

ORDER DETAILS – MAIN ORDER PAGE

ORDER DETAILS

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  

ORDER DETAILS – ADDING TO AN ORDER

ORDER DETAILS

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  

ORDER DETAILS – CHANGING QUANTITIES & DELETING ITEMS

ORDER DETAILS

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  

ORDER DETAILS – ADDING ITEM NOTES

ORDER DETAILS

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.

8  

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.

ORDER DETAILS – CHECKOUT

ORDER DETAILS

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  

CHECKOUT – MAIN CHECKOUT PAGE

CHECKOUT

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

This is your final step before submitting your order. Once your order is verified, you are ready to submit it.

10  

CHECKOUT – ORDER SPLITTING

CHECKOUT

Checkout Screen -Select Continue Ordering to return to your order and make changes.

-Enter 2 separate PO#’s per order if required

Your order will split between Standing Offer and Non-Standing Offer products. A note will appear on all Non-Standing Offer products.

10  

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, email and telephone number of the individual in their reporting structure with such authority.

CUSTOM LISTS - OVERVIEW

CUSTOM LISTS

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  

CUSTOM LISTS – VIEWING A CUSTOM LIST

CUSTOM LISTS

Items in custom lists are grouped in categories. The categories are sorted alphabetically.

Display pricing/inventory

-Select the products -Click Show Pricing

Adding an item to your order

-Select the products -Click Add to Order

15  

CUSTOM LISTS – ADDING TO AN ORDER

CUSTOM LISTS

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  

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).

ORDER STATUS

ORDER STATUS

ORDER STATUS

Viewing the status of an order -Click Order Status found under the ORDER tab.

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.

The orange Top Menu bar is visible on every page after login

13  

RETURNS

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 email 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.

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.

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.

APPROVALS

APPROVALS – VIEWING & APPROVING ORDERS

APPROVALS

Modifying Quantities -Enter a new Quantity -The update is recorded automatically

Deleting Items from the order -Find the items item(s) -Click Remove -The item is deleted immediately

Adding Items to the order -Enter the Product code -Enter the Quantity -Select the Unit of Measure -Click Add to Order

In addition to Approving and Declining orders, Approvers also have the ability to edit orders prior to approving.

19  

APPROVALS – APPROVING AN ORDER

APPROVALS

The Purchaser will receive a confirmation email shortly after the order is approved or declined. Order confirmation email 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 email back to the Purchaser along with a list of the modifications.

20  

APPROVAL – APPROVED ORDER EMAILS

APPROVALS

Order Confirmation Email Sample Order Approval Email Confirmation Sample (listing modifications by approver, if any)

21  

APPROVALS – DECLINED ORDER EMAIL

APPROVALS

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.

Re-opening orders -Click on Order Status -Click the Date Submitted -Re-open Order button

Order Declined Email Confirmation Sample (displaying reason for decline)

22  

CHECK OUT – CHANGING SHIPPING INFORMATION

APPROVALS

11  

To override the room/floor for a single order, key the information in the field labeled ‘Line #2’. Also update the ‘Attn’, ‘Telephone’, and ‘Email’ 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.  

CHECK OUT – SUBMITTING THE ORDER

APPROVALS

Approval Process: -Purchaser submits order -Approver receives email notification -Approver logs in and approves order -Purchaser receives email notification listing any changes (if applicable)

Final Step to Submitting the Order

-Verify the totals and click Submit Order

12  

APPROVER INFORMATION

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

APPROVAL EMAIL NOTIFICATION

•  Once a Purchaser submits an order, the Approver(s) that are on the account will receive an email notification.

•  In order to view the Order, the Approver can click on the link provided in the email. This will bring the Approver directly into the order where they can choose whether to Approve, Decline or Modify

VIEWING & APPROVING ORDERS 1.  View and modify order with notes if necessary 2.  Click the approve order button 3.  Purchaser will receive confirmation email (& modification notes email 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

EDIT MY PROFILE

***Viewer, Purchaser, Approver***

A user has the ability to: •  Update and change personal information such

as email address and telephone numbers

•  Modify names and passwords

•  Subscribe to various OfficeMax Grand & Toy Newsletters and Special Offers.

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

E-INVOICING

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 email 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.

FEDERAL CLIENT SERVICE TEAM

CUSTOMER CARE NEED ASSISTANCE? WE CAN HELP!