sb dvbe consortium

Small Business & DVBE Office Supply Consortium Managed By Office Depot

a How-To Guide for On-Line Orderingfor the Small Business & DVBE Office Supply Consortium

V 1 September 2006

G.R.A.B. IT

Copyright ©2006 Epylon Corporation All Rights Reserved

Shopping the electronic catalog

2…Shop with Small BusinessConsortium Retriever

Creating an order & purchasing

11…Create a PO from Shopping List

16…Recurring Purchase Orders

17…Buy from an Existing Shopping List

19…Archive Your Work

20…Resubmit a Purchase Order

Table of ContentsNavigation

1…Site Overview and Navigation

User Account Management23…Set up a CalCard

24…Change Your Password

Product Education and Customer Service Resources

This “Get Real Answers Booklet” (G.R.A.B It) is intended for buyers using the Office Depot Small Business & DVBE Office Supply Consortium.

Customer Service Representatives are available to assist you with any aspect of the Small Business & DVBE Office Supply Consortium.

Call Customer Service: 800-607-0685Email Customer Service: [email protected]

We’re committed to actively listening to our customers, providing solutions, and continually evolving our Service for you.

Customer Service Mission

Need more help? Call Customer Service at 800-607-0685 or email us at [email protected]

Navigation

EXPRESS is the landing page for entry into the system. It contains notes, the identity of your small business or DVBE partner, and an immediate link to the Office Depot electronic catalog.

WORK categorizes your purchasing forms for easy access and reference. The Work section contains Inboxes for eRequisitions, Purchase Orders, and Archive.

SHOP lets you shop the Office Depot websites with Epylon’s Retriever tool. In addition, this section contains your Shopping Lists.

MY PROFILE manages your personal information: this is where you can change your password, associate ship-to addresses, or manage your CalCard number and information.

Site Overview and Navigation

Customer Service displays our Customer Service contact information.

Logout ends your session with Epylon. If you do not click “Logout,” your session will automatically end after 3 hours of inactivity.

Need more help? Call Customer Service at 800-607-0685 or email us at [email protected] page 1

Shopping the electronic catalog(All pop-up blockers must be turned off)

Shop with Small Business & DVBE Office Supply Consortium When you use Epylon Retriever/Small Business & DVBE Office Supply Consortium to shop at your small business/DVBE-Office Depot online store, you will be accessing the supplier’s website. The on-line store will recognize you as a State buyer and show the prices available to the state through the Small Business & DVBE Office Supply Consortium. Once you finish shopping and continue through the checkout process, the items you choose will be retrieved by Epylon and saved in a special Shopping List. When you are ready, the Shopping List can then be converted into a Purchase Order.

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You will be able to access Retriever 2 ways: Click: “SHOP.”Click: “Search” (see ovals shown above).Select: In the “Shop These Sites” section, the name of the small business or DVBE

supplier you have been assigned to will be in the white box.Click: “Go Shopping.”


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You can also click the logo of the small business or DVBE supplier that is on the Express Page. Or under “Steps” – click the “Go Shopping” link.


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Warning:All pop-up blockers must be turned off because this technology uses two web sites at the same time to bring you the greatest shopping efficiency.

To turn off pop-up blockers, go to “Tools” on your Internet Explorer browser menu bar. Ensure that pop-up blockers are turned off for this application.

You are now on the Office Depot website. You can search for the items you want in a couple of ways:

1) Enter the item in the “Search For” box, then click “Search.”

2) Under Shopping Tools – click “Order by Item #” This will take you to a page where you can enter item SKU numbers and quantities.

Shop with Small Business & DVBE Office Supply Consortium


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To add products to your shopping cart:- Enter amount in the Quantity box- Click “Add to Cart” button

You can keep shopping by entering key words into the Search box or browse the catalog.

Need more help? Call Customer Service at 800-607-0685 or email us at [email protected] 5

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Hint:Clicking on “Add to Cart”without entering a quantity delivers a quantity of one (1) to your cart.

Do not use the “Add to List”button. It will just mean double work for you, because all items must be placed in a cart to be transferred back into an Epylon list.

Real time inventory is shown in the Availability Column.


Need more help? Call Customer Service at 800-607-0685 or email us at [email protected] Page 6

Once in your shopping cart – click “Checkout” button.

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Your full cart is presented.Click “Continue.”This will to take your shopping cart back into Epylon as a shopping list.


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Click – “Save Cart.”This will complete the process of bringing your Office Depot shopping cart back intoEpylon as a shopping list.

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Your list will appear with a name that is a combination of the small business/DVBEname, the date, and the time that the list was created (in this example, “Primary Source - 09/06/2006 7:41”). We suggest you change the name of your list by clicking the red “Edit List Properties” button and give it a meaningful title that will remind you what is on the list. You can save the list forever.



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Select: Items that you would like to purchase by clicking the box to the left of the item.When you reach the bottom of the page, you can:• Click: “Add to Selected List” to add items from one list to another. • Click: “Add to Purchase Order” to copy the items to a PO form (see next section).

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Creating an order & purchasing

Creating a Purchase Order

The purchase order form will be pre-populated with information from your profile –such as your name, bill-to address, supplier and items selected from your list. If you need to change the bill-to address, click on arrow in the bill-to address box and select correct address.

HINTS:

• Your Purchase Order Inbox is where you can find the status of your POs (Draft, Sent, or New Response).

• You can sort your Inbox according to PO Title, Status, Sender, etc. by clicking on the small blue arrows in the header of each column. Clicking on the arrows once sorts the list in alphabetical order; clicking twice sorts the list in reverse alphabetical order.


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Scroll to Overview section. Note that any field with a red asterisk by it must be filled in order to move to the next screen.


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• Purchase Order Title – you can change the purchase order title to a meaningful name.• Purchase Order Number – if not using a credit card to purchase items – a PO must be

used. If one is not provided – the system will assign one to the purchase order. • Recurring PO – you can set dates for PO to be sent on a recurring basis.• Ship-To Address – if you have more than one ship-to address in your profile, you can

select a different one by clicking on the arrow.• Attention Name – enter name of person who will receive the delivery of product.



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Scroll to the Item section. You will see the items you selected from your shopping list.

You can change the quantity of your items.Click – in the Quantity box and enter new quantity. When you tab out of the box, the Extended Price will automatically calculate for you.

You may use External Notes to send additional information to the vendor and Internal Notes to make your own Agency comments related to Order. A vendor will never see comments in Internal Notes. Note: each of these fields is optional. When you reach the bottom of the screen, you can:



• Click: “Discard Changes” to undo your work and return to the Inbox. • Click: “Save as Draft” to save a draft of the PO in your Inbox.• Click: “Continue” to review the details of the PO form (see next page).

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If you clicked on “Continue,” you are directed to the Review and Submit page.Review: The details of the Purchase Order.Click: “Edit” to change the PO.Click: “Purchase” to submit PO to the supplier.


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NOTE:

• Once the PO has been sent to the supplier, it can be found in your PO Inbox.

• The status will read “Accepted.”

The Internal Notes section will contain the audit trail of all action and information related to this form. The notes serve as a record of the purchasing activity and may never be erased.

Recurring Purchase Orders


To set up a recurring PO:Enter how often you want a PO issued by putting a number in the “Every” box. Select the time schedule – day, week, etc. by clicking on the arrow.Schedule the end date for the final PO to be issued by choosing the month, date and year.

After the first PO is sent to the supplier – a draft PO will be placed your In-box on the day you selected. You will be sent a reminder e-mail that the PO is waiting. You can make any changes to the draft PO before you submit it. You can also archive one of the draft PO’s without affecting the schedule.

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Buy from Existing Shopping List

Click: “SHOP.”Click: “My Lists.” This takes you to your Shopping List Inbox. Select: the List that you would like to work with by clicking on the List’s “Name.”

When you have many lists, it is useful to give each one a meaningful title.

HINT:

• You can sort the Shopping Lists in alphabetical order according to Name, Category, etc. by clicking on the blue arrows in any of the column headers.


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Buy from Existing Shopping List

Select: Item(s) that you would like to purchase by checking the box to the left of theitem(s).Click: “Add to Purchase Order.”After clicking the “Add to Purchase Order” button at the bottom of your list, the itemswill automatically be sent to a Purchase Order form.

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Archive Your WorkThe Archive stores your forms for reference and record keeping purposes. When you have completed your work with eRequisitions or POs, you can place these forms into your Archive. Note: Once an eRequisition or Purchase Order has been archived, it can be resubmitted to a supplier.

Go To: the Inbox of the form you would like to archive by clicking “WORK” and then clicking the name of the Inbox (eRequisitions, or Purchase Orders).

Select: the form(s) that you would like to archive by clicking on the small box to the left of the form(s).

Click: “Archive” at the bottom of the page. Your form(s) can now be found in the Archive.


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Resubmit a Purchase Order

To reorder based on a previous Purchase Order, go to your Archive In-Box.Click: “WORK.”Click: “Archive.” This takes you to your Archive Inbox.Select: The PO that you would like to resubmit by clicking on the Title of the PO.

HINTS:

• Your Archive is where you can store eRequisitions, and POs.

• You can sort your Inbox according to form type, Title, etc. by clicking on the small blue arrows in the header of each column. Clicking on the arrows once sorts the list in alphabetical order; clicking twice sorts the list in reverse alphabetical order.

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Resubmit a Purchase Order

Click: “Resubmit Purchase Order” at the bottom of the PO form.Review: Details of the archived Purchase Order are duplicated on a

new PO form.Edit: Scroll down the new PO, making any changes necessary.Click: “Continue” at the bottom of the screen to review the PO

form.

HINTS:

• If, while editing the PO form, you click “Save as Draft”button, the original PO can be found in the Archive and a copy can be found in your PO Inbox.

• The Source column will indicate the origin of the line item information-Retriever or Manual Entry.

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Review: The details of the Purchase Order.Click: “Edit” to modify the PO. Once all information is correct Click: “Purchase” to submit the PO to the supplier.

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The Internal Notes contain the audit trail of information attached to this form, including specific account information. The notes serve as a record of the purchasing activity.

User Account Management

Set Up a CalCard

Click: “My Profile” in the upper right-hand corner of the screen (not shown).Scroll: To CalCard section below.Enter: Your CalCard information. Click: “Update” to activate the changes.

Epylon stores card information and allows you to use CalCard for purchases. All CalCard numbers are encrypted and sent securely over the Internet.


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Change Your Password

Click: “My Profile” in the upper right-hand corner of the screen. In the Password section:


Enter: Current Password.Enter: New Password.Re-Enter: New Password.

Click: “Update” at the bottom of the screen to activate the changes (not shown).

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