smartweb help


smartweb overview

smartweb is a self service order entry and customer inquiry system. smartweb offers you many options to make order entry quick and easy. Read this help if you don't already know what these options are.

About the smartweb windows

The main window has been designed with some administration buttons across the top of the window and Order & Account menu down the left side. This is where the order & account menu items take you:

This takes you to an information window containing promotional material.

To look at an existing Order. You can initiate a new order from this window.

To enter an order or change an order.

Saved Orders are sample orders that you saved so that you can base future orders on them. You can initiate a new order from this window.

To look at all the account of the current customer in summary or details format.

To find details of a specific product or product range. You can initiate an order from this window.

A list of your product codes and your supplier's corresponding product code, if applicable. This list is normally maintained by the system administrator. You won’t see this menu item if you are using your supplier's product codes.

A list of the customers you can place orders for. You will only see this list if you are ordering on behalf of a number of customers.

These are the administration options across the top of the window. Why not try them to find out what happens? If you don't want to try them, this is what they do:

Opens this help text. When you press Help on any window, you will be taken to the text that actually relates to the window you currently have displayed.

Use this option to send an email as described in Contact Us.

This window shows the smartweb features that you have authority to access.

This option allows you to change your Sign-In password or email address. Whenever you send an order, a confirmation email is returned to the email address that is listed on this window. Please make sure that you change it if you get a new email address.

You will learn of any new site features here.

Pending Orders

If the session is terminated before you have finished an order, the details will be saved for you. The next time that you sign in to smartweb you will get a pending order message.

Help window in the way?

Move the help window out of the way by grabbing the title bar (which is along the top of the help window) with your mouse and drag it into a different location.



Order Inquiry

This window shows a list of the orders that have been entered or finished. You can see the order's status in the Status column.

Note: If an order is created using smartweb, it will include a web reference number.

If an order is not in the list, then it could be that it has not yet been processed if you are using a batch interface.

How to reduce the number of orders displayed?

Use the Search Options. Note that only the first search option that you enter will be used.

For example, if you were to enter the Requested Ship Date and the Item Number, then only orders matching the Requested Ship Date will be displayed in the list.

If you enter just the Item Number, then all orders containing that Item Number will be displayed in the list.

Viewing an Order's details

Click on the underlined Order Number.

To return to the inquiry list, press the Back arrow on your toolbar.

Creating a new Order from an old Order

Display the details of the order on which you wish to base the new order and press An order will be created for you if you don't have one open. You can change the new order if required, as described in Order Entry.



Order Entry

An order consists of some order lines and the shipping and customer details.

You can create the order lines in four different ways, as described in First Screen. Once your order lines are complete, press Validate. If all the order lines are valid, the shipping and customer details window is displayed.

When all the shipping details are entered, press Confirm Order to finish the order. You will receive an email confirming the order. This includes the web reference number.

To avoid processing the order, press Clear Order instead of Confirm Order.

First Screen

Adding order lines to an order

You can start from any one of these menu items:

These are orders that you create to use as "templates" which become the basis of future orders. You will find it very worthwhile to save a copy of your regular orders to re-use in this way. Simply click on this option to open the list of saved orders and select the order to be used as the basis of the new order as described in Saved Orders. Initiating an order from a Saved Order will overwrite an order that you may have already started.

Find an existing order using this option, and then press Copy to Order when you have displayed an order the same or similar to the order you wish to create. Refer to Creating a new Order from an old Order in Order Inquiry. Initiating an order from a Saved Order will overwrite an order that you may have already started.

You can select products from the Product Inquiry window and instruct them to be added to your order as described in Product Inquiry

You can directly type in the order lines or you can access any one of the above options from the order entry window. We hope that you take advantage of them.

Can't remember a Product code?

Click on this symbol (the magnifying glass) to the left of each order line to open the Product list.

How to search for a product is described in Product Inquiry.

How to change the Requested Date?

Click on this symbol to the right of the date. It will open a small calendar so that you can choose the date you require. You can, of course, type the date in the Date entry box instead.

I've entered all my order items, what next?

Press Validate. If all your Products lines are valid, the second part of the order window will be displayed.

If any of your order lines are invalid, the window will be returned to you with a tick or cross on each line.

You cannot continue with the order if you have any lines with a cross. Fix the lines in error and press Validate again.

What do and mean?

A cross on an order line indicates that there is an error on that line. An error message at the top of the window will tell you exactly what is wrong with the order line. (Match the line number on the error messages to the line number that is to the left of the order line.)

A tick on an order line indicates that the order line is valid but that there is another order line that has an error on it
or
you have started the order line from a Saved Order or a Product inquiry. In these cases, the validation is done for you before the order line is created.

How do I delete a line?

Simply press the word Clear on the line that you wish to delete. Your window will be re-displayed to you, so clearing a line may take a second or two.

What do the buttons do?

This is what the buttons along the bottom of this window do:

Press this one to validate your order lines. If all your lines are valid, the window for the next phase of the order (the shipping details) is displayed. It is therefore best to validate your order lines after they have all been entered. (Pressing Validate Order does not create an order, you still have more details to enter.)

If any order item is invalid, the order lines will be returned to you with one or more error messages. Invalid lines will have a on the far right of the line. Valid lines will have a on the far right of the line.

You cannot continue with an order that has invalid order lines. You must correct or delete the lines in error before you can continue with the order.

Press this button if you have a long order and you need some more order lines.

Use this button to create a Saved Order of the order lines currently in the window. The Saved Order can then be used as the basis of future orders. If you wish to save both the order lines and the shipping details, save the order after you have entered the shipping details.

When you press this button, you will be asked to assign a name to the order you are saving. Make sure that you use a name that you will recognise, as you will use this name to find the Saved Order in the future.

To save time, you should aim to create Saved Orders for all your regularly placed orders.

Press this button to reset the order form.


Second Screen

Once your order lines have been validated, you must supply the shipping details. You do this in the second part of the Order Entry window. (Your can still see your order lines - they're at the bottom of this window.)

What are the Notes for?

These are for further details relating to this Order. For example, delivery times for this customer. There are two lines of 50 characters each.

How do I make changes to the order lines now?

Press the Back button on your toolbar to return to the order lines.

How do I submit the order?

Press Confirm Order. Once the order has been accepted, an email confirming the order will be sent to you at the email address recorded in Your Account window. The email contains a copy of your order as well as a Web Reference Number.

What do the buttons do?

Press this button when you have completed all the order's details. Once you press this button, the order is committed.

Use this button to save a sample of the order that you are looking at. You can then use this Saved Order as the basis of future orders.

When you press this button, you will be asked to assign a name to the order you are saving. Make sure that you use a name that you will recognise, as you will use this name to find the Saved order in the future.

Press this button to reset the order form.



Saved Orders

You can store a number of order samples to use as the basis of new orders. This will save time when you are preparing orders.

To create a new order from a Saved Order, press to open the list of the orders you have already saved using the Save Order option.

Creating a new order from a Saved Order

1.      Select the Saved Order that is either the same or nearest to the order that you wish to create.

2.      Click on Copy to Order on the same line.

3.      Wait a moment while the new order is created. It will be displayed in the Order Entry window.

What if I'm not sure which Saved Order to select?

Simply click on Details of the order you think is the one you want, and the details will be displayed. If it is not the correct one, return to the list using the Back button on your toolbar and select another order.

How do I delete a Saved Order

Click on Delete on the order line that you wish to delete.

How do I create Saved Orders?

You create Saved Orders by pressing Save Order on the Order Entry window. You do this when you have entered all the order lines that you wish to save as a sample order. You will be asked to give a name to the order you are saving, so try to give Saved Orders names that will enable you to find the order quickly when you need it.



Account Inquiry

Press to obtain details of the customer you are currently working with.

You can view:

·        a summary of the customer's account

or

·        any of the documents (invoices and credit notes) relating to the customer's account.

If you have more than one customer, you can display another customer's details by pressing and selecting another customer from the list. When you select another customer, you are returned to the Home window. You will need to request an Account Inquiry once more.

How to find a customer document?

Use the Search Options. If you don't know the Purchase Order Number, enter the approximate date or range of dates.

Press to start the search. A list of the documents is displayed.

How to look at the document details?

Find the document that you would like to look at, and press the underlined Document Number on the left of the line. The document's details are displayed.

Press Printable Version to print the details displayed.

How to return to the Customer Summary?

Press the Back button on your toolbar or press Customer Inquiry.



Product Inquiry

From this window you can:

·        Find a Product's Details

·        Order a Product

Find a Product's Details

First, you will need to start a search for the required product. To do this, enter a Search Option.

Then press at the bottom of the Search Options to start the search process.

Note: Only enter one Search Option. If you enter more than one, only the first one will be used.

Where to start your search

If you have no idea of the product number, start by selecting an Item Class. To do this, click the small triangle to the right of the Item Class entry box and select a line from those displayed. Then press .

Description Search - Warning

Searching via the description can be very, very slow. For this search, every character in the description of every product is searched to find a match for the combination of characters you have entered. The resulting list can be very long.

For example, if you enter "te" (without the quotes), in the Description Search entry box, then all products with "te" in their description will be displayed. This could include products with these words in the description: white, tea, team, concentrate, and so on.

If you do wish to search on description, then you do not need to enter a whole word, any part of a word will do.

Can I search on the items in the list displayed?

No. Each search starts off from the beginning.

My list looks very short, how do I find the rest of the Products?

If these buttons are present, press at the bottom of the window. Press to return back over the list.

Order a Product from this Inquiry

Simply enter the quantity you require in the order entry line. Then press Copy to Order. You can order more than one product, but only on a single page, before you press Copy to Order.

If you have started the Product Inquiry from the Order Entry window, the Products are added to your order.

If you have not started an order, one will be automatically created for you.



Product X-Ref

This is a list of your Product Codes and the equivalent Product Code used by your supplier. This is a reference list only and is updated by the system administrator. If you cannot find a product code, it is possible that it is not in this list or it cannot be ordered using smartweb. Contact your system administrator (using the Contact Us entries) if this list needs to be updated.



Select Customer

If you are offered a list of customers to choose from, you can select the customer you want by clicking your mouse when it turns into a hand anywhere on the customer's line.

If there is only one customer, the Customer window will not be displayed.

You will see the name of your current customer in the bar at the top right of the window.


User Profiles

If you have authority to access user profiles, press to review the user profiles under your management. You can then:

·        add a new user

·        change a user's password, email address or smartweb access level and customer access.

·        add a customer to the customer list.

When you have made the necessary changes, press Submit.



Your Account

Press to change your:

·        password (you will need to enter the new password twice)

or

·        email address. This is the address to which your order confirmations will be sent.

Press Submit Changes to have your details updated.



Contact Us

The entry boxes in this window have been designed to make contact as easy as possible.

Who would you like to contact?

Click on the small arrow to the right of the Who would you like to contact? entry box. Select the recipient from the drop down list. Some of the entry boxes will then be filled in for you.

What next?

Enter the remaining details as appropriate and press . If any entries are invalid or incomplete, an error message will be returned to you. In this case, correct the errror and press Send again.

If you decide not to continue, press to cancel the details.

Search Options

On some windows, you will see some Search Options on the left of the window. These options allow you to select specific items from the various lists that you will need.

How the Search Options work

You have the opportunity in any search to specify some search criteria in one of the Search Option's boxes. Note that only the first search option that you enter will be used.

For example, if you were to enter both a Requested Ship Date and an Item Number, then only orders matching the Requested Ship Date will be selected for display.

If you enter just an Item Number, then all orders containing that Item Number will be selected for display.

To start a search, press the button after you have entered your search options.

To clear your search options, press the button.

How to change a date

Click on this symbol. It will open a small calendar so that you can choose the date you require. You can, of course, enter the date in the date entry box instead.