Quotes, Orders, Invoices and Accounts

Can I request a quote from more than one seller at a time?i
Yes, after a "Multi Quote" search is performed you have the option to leave all sellers selected in the "Choice" box. Alternatively, click "Deselect All" to remove the ticks from all boxes then select individual sellers you wish to send a quote request.

What do I have to do after receiving notification that my online account has been accepted?i

1. Click on "Manage Authorization" under the "Administrator" column where you can manage your personal details and change your login name and password.
2. Click on "Authorize Employee" to allocate a job task for each employee according to work performed and input their login name and password.
3. If you are a seller administrator, create your product catalogue if it has not been created through your registration/presentation, to do that click on "Create" under the "Product lists" column.
4. If you are a seller administrator click on "Buyer accounts" to create online accounts for your buyers.

Please Note: You can access all your accounts with the same Login Name and Password

How can I create my catalogue in the accounts section?i
Your presentation is automatically available in the account section. If you selected an option 2 Advance presentation or option 3 Premium presentation your product catalogue is completed. If you register for an option 1 Basic presentation or the Free listing, to add product details and variations click "Create" under "Product Lists" select a product from the drop down box and add the product details on the available fields. You can add as many product variations as you wish.

How can I create buyers online accounts?i
Only the seller's administrator and "Seller Accounts Invoices" employees can create buyers' accounts. The buyer must be a current member with a valid password to be able to access accounts (buyer registration is free). Go to buyer accounts, input the buyer's company name in the search box and perform the search. From the results select the appropriate company name. Input "Buyer Login Name", "Buyer Password" and "Account Classification". Input the discount off price list offered in the "Discount Offered" field. Set the account type and click "Create a new account". The system will automatically notify the buyer of the creation of the account, allowing the buyer's administrator to manage their account.

How can I view account balance?i
Click "Account balance" under the "Account History" column. If you are a seller select the buyer account from the drop down box and click "Go"

Can I print/view an account statement?i
Yes from "Account balance". Sellers select the buyer account you wish to print, from the drop down box and click "Go"

How can I record payment to an account?i
Click "Account balance" select the account for which you wish to record payment received and enter the amount received in the open field of the appropriate month and click "Submit".

Job allocation for online accounts

What tasks can be performed by each job allocation?i

The "Administrator" is the person authorized to administer the entire account module, can authorize and manage job allocation to employees and perform all tasks within the account module. Sellers Administrator can create new buyer accounts.

The Buyer "Purchasing Orders" authorized person can perform the following tasks: Create, View and Manage Orders; View and Manage Invoices; Create, View Credits and Credit History; View the Seller's Catalogue and "Buyers Product List".

The Buyer "Credit Returns" authorized person can perform the following tasks: Create, View, Manage and View Order History; View, Manage and View Invoice History; Create, View Credits and Credit History; View Seller's Catalogue and "Buyers Product List".

The Buyer "Accounts Invoices" authorized person can perform the following tasks: Create, View, Manage and View Order History; View, Manage and view Invoice History; Create, View and view Credit History; View Seller's Catalogue and Buyers Product List; View Account Balance and Account History.

The Sellers "Purchasing Orders" authorized person can perform the following tasks: View and Manage Orders; View Credits and View Seller's Catalogue.

The Sellers "Credit Returns" authorized person can perform the following tasks: View, Manage and view Order History; Create, View, Manage and view Invoice History; View, Manage and view Credit History; Create, View and Manage Catalogue and view Buyers Product List.

The Sellers "Accounts Invoices" authorized person can perform the following tasks: View, Manage and view Order History; Create, View, Manage and view Invoice History; View, Manage and view Credit History; Create, View and Manage Catalogue and view Buyers Product List; Create and Manage Buyer Accounts; View Account Balance and Account History.

How can I remove an authorized employee?i
An Employee cannot be deleted from the system it requires the identification records of previous tasks performed. However, to deny access to the employee, change the Login Name and Password then click "Update Employee".

How can I change the "Job Allocation" of an employee? i
Click on the drop down menu and select the new job allocation then click "Update Employee". Please Note: Do NOT change the Administrators "Job Type". If there is a need to, please create a new Administrator first.

What is "Authorize Employee"?i
You authorize employees to perform various job tasks and allocate to them "Login Name" and "Password" to access the account module.

Online Orders

How can I create an order?i
Click "Create" under the orders field, tick the box in the front of the product you want to order, input the number of products you want to order in the "Quantity" box then type special requests or comments on the "Comment" field.
Select desired products then scroll down and click "Next".

How can I request confirmation of an order?i
Select from the field "Seller to Confirm Order" if you require seller to notify you of the availability of products ordered.
Select from the field "Seller to Execute Order" if you authorize seller to execute the order after conforming the availability of the products ordered.
Complete the field "delivery Instructions". If you want order to be send to a deferent address than the normal company address, or inform seller of special instructions for this order.
Click "Submit order" on the bottom of the page or left click your mouse anywhere in the product fields and then press Enter on your keyboard.

By selecting "NO" in the field "Seller to Confirm Order" and "BLANK" or "YES" in the field "Seller to Execute Order" you are authorizing the execution of an order without confirmation.

By selecting "YES" in the field "Seller to Confirm Order" you requesting seller to confirm the availability of the products ordered.

By selecting "YES" in the field "Seller to Confirm Order" and "YES" in the field "Seller to Execute Order" the seller will notify you of the availability of the products and execute the order.

By selecting "YES" in the field "Seller to Confirm Order" and "BLANK" or "NO" in the field "Seller to Execute Order" the seller will notify you of the availability of the requested products and will not execute the order.

How can I authorize the execution of an order after conformation from the seller?i
Go to "Manage Orders" select the appropriate order and click "Next." Select "YES" the field "Seller to Execute Order" and "Update Order" to confirm.

Is the "Total Cost" the final cost of an order?i
No, the final cost of the order may vary from the "Total Cost". While creating an invoice, the seller may change the price of a product, add insurance costs, freight costs and special taxes if applicable.

How can I change the number of products ordered or delete part of an order?i
If the order has been submitted buyers cannot change the content of the order. You can request the seller to change the quantity of products supplied and or not to supply certain products.

How can I cancel an order?i
Click on "Manage" under the Orders fields then select the order you wish to cancel by selecting the appropriate circle and press "Enter" on your keyboard.
If the setting on "Seller to Confirm Order" is "YES" and "Seller to Execute Order" is "NO" then select "YES" on "Cancel this order" and click "Update Order." The order will then be canceled and transferred to "History."
If the settings are not set to "YES" and "NO" respectively, you must change them and click "Update Order." After the order has been updated return to "Manage" orders and then cancel the order.

Which orders are in the view orders section?i
All orders that are not finalized are available in the view section.

How can I view details of an order?i
Select an order and then click "Order details" on the bottom of the page.

How can I make changes to an order?i
Changes to an order can only be made from "Manage" Order function.

How can I authorize the Seller to execute an order after confirmation?i
Click on the appropriate order and set the "Authorization to Execute Order" field to "YES".

How can I acknowledge conclusion of an order?i
Go to "Manage" orders, select the appropriate order and set the field "Has this order been finalized?" to "YES" then click "Update Order".
The fields "Date Received" and "Received By" will be updated automatically. The Seller will then complete the order and send it to History.

How long is data kept in "History"?i
All data (orders, invoices, credits and buyers product purchasing history) will be archived after two years from entry date. The data will either be deleted or forwarded to the rightful owners after consultation.

How will I know when an order has been placed?i
Sellers will receive an automated email notifying you of the placement of a new order.

How can I rearrange the positioning of the orders?i
Click on any underlined field name to sort the positioning of orders.

What is the Seller Ref. Number?i
This field is optional, some Sellers use a unique reference number related to an individual customer or an individual transaction. This number may originate from their business accounting software or their manual bookkeeping system.

What does "Request to Confirm Order" mean?i
This field indicates whether or not the buyer requests to be notified of your ability to fulfill the order prior to execution.

What does "Authorization to Execute Order" mean?i
This field indicates whether or not you are authorized to execute an order. If field "Request to Confirm Order" is "NO" and the "Authorization to Execute Order" field is blank, this means you have permission to execute the order without notifying the buyer of product availability.

If field "Request to Confirm Order" is "YES" and the "Authorization to Execute Order" field is blank, this means you do not have authority to execute the order and you must notify the Buyer of your ability to fulfill the order.

How can I notify the Buyer of my ability to fulfill an order?i
When a buyer requests that you confirm an order, you fill in the details of the order, submit then the system will send an auto-email notifying the buyer that the order has been updated.

What does the field "Order will be sent" mean?i
This field indicates the date and time the order is to be dispatched. This field is optional.

What is the "Freight Track URL"?i
The courier's website address, used for parcel tracking purposes.

How can I complete the order form?i
Type the number of products supplied in the "Quantity Supplied" field. If the quantity supplied does not equal the quantity ordered, input the balance in the "Quantity in Back Order" field. Check that the fields, Price per Unit, Discount, Tax and Tax Description are correct. Type your comments and Parcel Delivery Number then click "Update Order".

How can I supply products from Back Order?i
Insert the number of products being supplied in the "Back Order Supplied" field and click Update Order and continue to create invoice.

Can I supply more products than the "Quantity Ordered"?i
Yes, this function can be used to replace defected or damaged products without the need to raise credit or in the case of special offers, 'buy one get one free'. After submitting the original order, input the number of additional products supplied into the field "Back Order Supplied". The additional quantity will be added to the "Quantity Supplied" field and will appear in the "Quantity in Back Order" field as a negative number indicating that this quantity is additional to the original number of products ordered. "Update Order" to continue to create an invoice. In the case of replacement products, change the "Price per Unit" with to zero ( 0 ) to raise a no charge invoice.

How can I manage an order? i
Select the order you wish to manage and click "Next" or press [Enter]

Which orders can be viewed in order history?i
All completed orders are transferred to order history.

Online Invoices

How can I raise an invoice?i
Select the order you wish to raise an invoice against, scroll down and click "Next".

Which invoices are in the view invoices section?i
All invoices that are not finalized or paid are available in the view section.

How can I view details of an invoice?i
Select an invoice then click "Invoice Details" on the bottom of the page.

How can I make changes to an invoice?i
By clicking on "Manage" under the invoice function and selecting the appropriate invoice you wish to change.

How can I indicate payment of an invoice?i
Buyers select the appropriate invoice, scroll to the bottom of the page and click "Invoice Details". Insert the "Payment Date" and enter amount and receipt or cheque number in the "Amount Paid + Ref. Number" field, then "Update Invoice". This function indicates to the seller that this invoice has been paid. When Seller verifies payment, the invoice will be transferred to History.

Do I have to create my own invoice number?i
This system allows dual invoicing numbers. It will automatically creates invoice numbers, however If you wish to use your own invoice number you are able to input it in the "Your own invoice number" field. If you use your own invoice number the computer generated invoice number will be substituted.

Can I charge freight and insurance costs?i
Yes, go to "Manage" invoice, input the costs and set the tax % if applicable.

What options are available for Tax charges?i
When creating an invoice, you are able to change the Tax percentage charged with regard to products, insurance and freight costs. Also, an open tax field is available where you can input the name of the additional tax and tax amount.
How can I raise a C.O.D invoice? Insert the "Payment Received Date" and method of payment in the "Payment Reference" field. "Update Invoice" and the invoice will be transferred to History.

How can I mark an invoice as paid?i
Insert the date of payment in the "Payment Received Date" field and method of payment in the "Payment Reference" field. Submit and the invoice will be transferred to History.

How can I create an Invoice with zero charges?i
Yes, to create a no charge invoice replace the "Price per Unit" amount with zero( 0 ).

How can I raise an Invoice for a back order?i
Go to "Manage" orders and input the number of products supplied in the "Back Order Supplied" field, then continue the same procedure as raising a normal invoice.

Which invoices can be viewed in invoice history? i
All invoices after settlement are transferred to invoice history.

Online Credits

How can I raise a credit? i
Select the invoice for which you wish to raise the credit against, scroll to the bottom of the page and click "Next". Type the name of the "Returning Officer" and the date the products where returned for credit. Enter the quantity of products returned and type the reason for return, click "Create Credit". Click on "Print/View Credit" then "Print" to send the credit note with the returned products as documentation. When Seller accepts the credit, your account will automatically be credited and the credit note transferred to History.

How can I accept a credit?i
Go to "Manage" credit, select the credit note click "Next" to view details. Complete the fields "Received Date", "Received By", "Checked By" and "Set Credit Complete" field to "YES". Input the number of products accepted for credit in the "Quantity Returned" field and "Update Credit". The Credit Note is then transferred to Credit History. The credited amount will be deducted from the invoice and from the balance of the account.

Which credits are in the view credit section? i
All credits that are not finalized are available in the view section.

Which credits can be viewed in credit history? i
All credits after settlement are transferred to credit history.

Online trading history

What is "Trade history"?i
It is a record of all products purchased per individual buyer. Select a company you wish to view the purchasing records for and click "Go"

What is "Buyers Product List"? i
It is a record of all products purchased by you from that particular seller.

What is "Product History"?i
A buyer's purchasing history per individual product. Click on "Product History" to view order numbers and dates, quantity ordered and quantity supplied for a particular product.