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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.
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HOME |
This takes
you to an information window containing the selected customer’s account name,
address and account number. |
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ORDER INQUIRY |
To look at
an existing Order or Credit. You can initiate a new order from this window by
clicking on an existing order. You can get the tracking number of an order or
print off an invoice. |
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ORDER ENTRY |
To enter an
order. |
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SAVED ORDERS |
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. |
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ACCOUNT INQUIRY |
To look at a
summary of the account or individual invoices and credits. |
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PRODUCT CATALOG |
A list of Bigelow
products and their descriptions that your account can order. You can initiate a new order from this
window. |
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SELECT CUSTOMER |
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.
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Help |
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. |
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Contact Us |
Use this
option to send an email to Bigelow Tea’s Customer Service Department |
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Logout |
Click on
this heading to log out of Smartweb |
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Order Inquiry
This window
shows a list of the orders that have been entered or invoiced. It also shows credits that have been
issued. It gives information about the
order, such as the Bigelow’s order number, the purchase order number, schedule
ship date, the order’s status and order dollar amount.
**Credits can
be determined by the minus dollar amount that appears under the “Order Amount” heading.
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 Purchase Order# and the Scheduled Ship Date, then only
orders matching the Purchase Order# will be displayed in the list.
Viewing an Order's
details
Click on the
underlined Order Number. You will go to
the Order Detail Screen.
To print a
Sales Acknowledgement, click on the underlined Order Number and click on the
Printer Button. Click on RETURN to go back to the previous menu.
To have the
invoice emailed to you, click on the underlined Invoice Number and click
“Submit”.
To return to
the inquiry list, click on Select
Another Order.
Creating a new Order
from an old Order
You can select
“Repeat Order” from the order you are currently viewing. You can then change quantities or add/delete
items.
ORDER ENTRY
You can create
the order lines in four different ways:
Key in the
quantity and item number on the Order
Entry screen
Select items
from the Product Catalog
Select a Saved Order (see saved order section)
Or re-create a
new order from an old order in Order
Inquiry
ORDER ENTRY
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To create an order in Order
Entry, enter quantities and item numbers. (you can use your tab key to move
from quantity to item number)
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Once all items are entered, click on Validate.
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Click on Add to Order, to add the selected (checked) items
to your order.
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To unselect an item, click on the Sel
Box to remove the check mark.
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To place your order, click on Review Order in the upper
right hand corner
NOTE: if you enter
an incorrect item number, the system will display “ERROR” when you try to
validate the item. You will need to
correct the item number, click on the Sel
Box and then validate the item again.
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On the Order Review Screen, enter the Customer
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You can change the quantity of an item and click on Update
Quantity to update the order
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If you want to add additional items to your order, select Order
Entry or Product Catalog and follow the instructions. Be sure to
click on Update Quantity before
going to Order Entry or you will lose
any changes you made.
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To delete an item, click on Delete and then Update Quantity
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Enter Order Comments if needed
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If payment is by credit card, fill in appropriate information
(NOTE: zip code is the billing zip code of the credit card, not your personal
zip code)
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You can now Place Order, Place Credit Card Order, Save Order, or Delete Order.
Note: The Requested
Delivery Date is based on our allotted warehouse days, plus transit and
appointment days. If you select a
delivery date sooner than suggested by the system, a message similar to this
will display: Earliest Requested
Delivery Date is
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These are orders that you create to use as "templates"
for future orders.
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You will find it very worthwhile to save a copy of your regular
orders to re-use in this way.
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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.
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Once a Saved Order is
used to create a new order, you can add additional items to the order or add on
to or delete existing items (you will have to click the Sel
Box prior to validating a new item)
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NOTE: Initiating an order
from a Saved Order will overwrite an
order that you may have already started.
ORDER INQUIRY
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Click on the existing order that you would like to copy
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Click on Repeat Order
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You will go to the Order
Entry Screen where you can add or delete items on the order
PRODUCT CATALOG
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Enter a quantity in the box next to the Item Number and click
"ADD TO ORDER".
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Click on Review
Order/Grocery Cart
How to change the Requested Delivery 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.
Note: Requested
Delivery Date – if not enough time is given to deliver the order, the system
will tell you the earliest ship delivery date once you try to place the order. If
you select a delivery date sooner than this time, the system will give you a
message similar to this: Earliest
Requested Delivery Date is
I've entered all my
items, what next?
Press
Validate. If all your products lines are valid, the items will be added to the
shopping cart that appears in the upper right hand corner.
If any of your
order lines are invalid, the window will be returned to you with an “ERROR”
message in the description. This means that the item number is incorrect, or
you may not be able to order this item.
If you do not know the correct item number, it is suggested that you
look for the item in the product catalog.
You cannot
continue with the order if you have any lines with an ERROR message. You
will need to delete the item or correct it, click on the Sel
Box and then validate the item again.
Click on Order Review/Shopping Cart in the upper
right hand corner to continue to process the order
How do I delete a line?
On the Order Entry Screen,
un-select the line you would like to delete.
Click on Add To Order. The line you did not select will automatically
be removed.
On the Order Review Screen, simply click Delete on the line you wish to
delete. Then click on Update Quantity.
Second Screen
Click on ORDER REVIEW/SHOPPING CART
Enter a Purchase
Order #
Enter your
Requested Delivery Date – if not enough time is given to deliver the order, the
system will tell you the earliest ship delivery date once you try to place the
order
Enter notes
pertaining to the order in the COMMENTS section.
Click on PLACE
ORDER or
SAVE ORDER or CANCEL ORDER
Once you place
the order, you can print the Sales Order Acknowledgement
Click
continue and you will return to the Product Inquiry Screen
Saved Orders
You can store
a number of order samples to use as “templates” for new orders. This will save
time when you are preparing orders.
For example;
when you place your monthly order, click on SAVE ORDER first, before you place the order.
You create Saved Orders by pressing the Save Order button 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.
Rename your SAVED ORDER by clicking on the SAVED
ORDERS folder on the left side of your screen.
Click on DETAILS and rename
the order. Try to give Saved Orders
names that will enable you to find the order quickly when you need it.
All your SAVED ORDERS will appear under this
folder.
To create a
new order from a Saved Order, press Saved Order 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.
From this
window you can:
First, you
will need to start a search for the required product. You can search by item
number, item description or product line.
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, search by product line. Start by selecting a
Product Line, eg. Retail Herb or Retail Green. To do
this, click the small triangle to the right of the product line entry box and
select a line from those displayed. Then press .
Order
a Product from this Inquiry
Simply enter
the quantity you require in the order entry line. Then press Add to Order. You
can order more than one product from a page, but you must Add To Order before
going to the next page.
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.
The
name and address of your customer will appear in the center of your screen
Contact
Us
The entry
boxes in this window have been designed to make contact as easy as possible.
Your phone number and email address will
automatically appear in the appropriate boxes.
If you need to change the phone number you may do
so.
Enter comments and click send
If you would like to call us, our toll-free number
appears, along with our fax number and address, in the bottom right of the
screen
Logout
Click on log out of Smartweb