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(Note: Customizations to the Xebra backend system and/or the Xebra E-Commerce web-based files may affect parts of the following guide. If you have customizations, it is advised that you review this guide for accuracy before providing it to your clients. Also note, not all of the following information will apply to every E-Commerce user. You may wish to use this guide to develop a more customized document for your client.)
Accessing the Store
| • | IP – An IP Address is essentially a numeric web address. Every website has an IP Address though most use a URL or “actual” website address. Both work the same so, if you are provided an IP Address as your method of accessing the E-Commerce store, enter the provided IP Address in the address bar of your web browser. |
| • | URL – The typical method for directing web traffic, the URL is commonly referred to as the website address. To access the E-Commerce store using a URL or website address, simply enter it into the address bar of your web browser. |
| • | Link – You may be provided a link to enter the store. The location of the link may vary. You could be given the link via email, or you may find the link on your distributor’s website, or perhaps the link has been built into your own website or intranet. Once you have been directed to where you can find the link, you simply select the link to access the E-Commerce store. |
Logging In – If and when you will log in to the E-Commerce store will depend what type of store has been set up for you.
| • | Retail – A retail store is generally open to many different users and does not require you to ever enter a username or password. Simply accessing the store through the IP, website address, or a previously provided link will let you begin shopping and submitting orders. |
| • | With Username and Password in Advance – Usernames and passwords are required when a level of privacy is needed or the distributor wishes to provide you with a more personalized experience. If this is the case, the distributor may provide you with a unique username and password before you attempt to access the store. This means that once you have navigated to the E-Commerce store you will be greeted by an initial log in page asking for you to enter your username and password. Simply enter the information as it has been provided to you and select Log In. |
| • | Without Username and Password in Advance – In some cases, you may be permitted to browse the store without first entering a username and password. In this situation, your initial access to the store will bring you immediately to the home page and you will be able to access the available catalogs and individual product information. However, before adding any items to your cart, you will be required to enter your username and password or create a new username and password. |
Settings – Access to Settings is generally limited only to those users with unique username accounts. If you have private access to an E-Commerce store, you may have access to the Settings menu.
| • | Password – View and edit your password. |
| • | Email Address – View and edit your email address. This will be the default email address when placing orders. This email address is used as the recipient address for the confirmation email that will be issued and is used as a contact point by the distributor during the processing of the order. |
| • | Number of Items Per Page – Regulates the number of items you will see per page. This is typically already optimized by the distributor when they set your store up so it is not advised that you alter this. |
| • | Retain Session Information – Retaining session information will allow you to exit the site and upon return find the shopping cart exactly as you left it. This can be useful if you want to enter large orders a few items at a time in multiple sessions. |
Searching, Shopping, and Adding Items to the Cart
| • | Searching – The Search field allows you to search by item information such as Item Code, Item Description, or Item Notes. Enter the word or phrase you would like to search for and then select the Search button. |
| ▪ | Catalogs – There are two types of catalogs that may be offered in a web store. The first more resembles an order form where the quantity for each item desired is entered on a single page before then adding all items selected to your shopping cart. We will refer to this as a “wholesale” catalog. The second offers a more typical online retail experience where items are presented as thumbnails which are then selected, taking you to a page specific to that item from which you can review a larger sample image, item notes and details, and enter the quantity you wish. This second option will be referred to as a “retail” catalog. |
| ◆ | Wholesale Catalog – This catalog type will provide you with a “list” of available items. Sample images for these items may be available to the left side of the list. Clicking on a sample image or on the name of the item may open a secondary browser window with a larger view of the sample image. Below the item code and name, you will find the description of the item and any options that may be available. If this is an inventory item, you will also find the available inventory balance in this area. To the right of the list, you will find a quantity field for each item. Here you enter your desired quantity. There is no need to add each item to the cart independently. You may enter quantities for all items needed and then select Add To Cart. |
| ◆ | Retail Catalog – If you shop online, this catalog type should be more familiar to you. Once a catalog is selected, you will find a grid of sample images for the items that are available. Below each sample image, you may find the item code, description, and pricing. By clicking any of this information, you will be directed to a page specific to the item in question. This page will have a larger view of the item, under which more detailed information may be found. To the right of the image, you will find the item code, description, pricing, any available options, and the quantity field or fields. With this catalog type, you must enter the quantity you wish and select Add To Cart before continuing to shop for other items. |
| ▪ | Item Options – Options may be available for items and can range from sizes or colors for apparel pieces to stock or print options for printed collateral. When ordering an item with options, it is important to pay attention to these fields. Some may already be set to a default option, in which case you want to make sure that the default is what you want. Others will not have a default but may be required. Failure to enter required information will result in an error message. |
| ▪ | Inventory Products – Items that are part of an inventory program will be shown with the current inventory level. When applicable, you may also have a choice of multiple warehouses to choose from. |
| ◆ | Backorders – Backorders may be handled in different ways depending on the inventory program. In some cases, you will be able to order in excess of the available inventory quantity and that excess amount will then become a backorder to be processed when new stock is available. In other cases, you will be restricted to ordering within the current available quantity. In this case, if you should attempt to order an excess amount, you will receive an error message and your entered quantity will be adjusted accordingly in the cart. |
| ▪ | Variable Imprint Templates – Variable Imprint Templates (VIT) will be used when variable information is required to personalize a stock item. This is most often used for, but not limited to, printed collateral such as business cards, letterhead, envelopes, postcards, etc. When a VIT is in use, rather than a quantity field, you will be presented with an Order button. Once selected, you will find yourself on a different page presenting a sample image of the item and all available variable fields. Some variable fields will be required and failure to enter data into these fields will result in an error message. |
| ◆ | Text Fields – The font style, size, and color will all be established in advance of you ordering. In some cases, even lower and uppercase restrictions may be set, or fields such as phone number may already be formatted; limiting your ability to affect the final product. You should enter information into all appropriate or required fields EXACTLY as you want it to appear on the final product. When VITs are in use, the goal is to go directly to production with what you have provided. This is to increase efficiency, expedite delivery time, and remove errors that may occur if a different party must reenter the data. There will typically be no distributor or manufacturer review of the proof that you approve. |
| ◆ | Images – You may also be presented with the ability to upload an image into the VIT. Be sure to review any specifications or instructions that are present before uploading the image. The distributor may require a specific file format or size. Again, there will likely be no review of the proof that you approve. The proof that you review after entering the variable information will be your final opportunity to make changes. |
Checking Out – At any time you may access your shopping cart by selecting the cart icon on the main navigation bar. When you have completed shopping, select this cart icon to check out. You may review all items in your cart for accuracy. If there is an item or are items that you wish to remove from the cart, you can do so by checking the Remove box associated with said items. After you have checked this box for each item you wish to remove, select the Update Cart button to apply the changes. If you wish to remove all items from the cart, you may select the Empty Cart button. Instead of removing items completely, you may choose to update the quantity or change option selections. Again, once you have made the changes, select the Update Cart button to apply those changes. Once you have reviewed the items in your cart and are ready to move forward, select the Complete Order button.
| ▪ | Please choose a location – You will be presented with a list of available shipping locations relevant to your company or organization. If a large number of locations are available, you will see a scroll bar to the right of the list and may use that to review and select from the complete list. NOTE: Even if you choose to modify the shipping address, it is still important that you select the most appropriate location from the list as your order will be tied to this location moving forward. Failure to do so may affect order history and reporting. |
| ▪ | Modify shipping address – If the address you are shipping to is not available in the location list box, you may manually enter an address. First, select the location most appropriate to your situation from the provide location options. Then, check the box to Modify Shipping Address. Proceed to enter the appropriate shipping address for your order. |
| ▪ | Contact Name – If you have logged in using a unique username and password, this field should automatically populate with your name. If not, you will need to enter your name manually. |
| ▪ | Email – Again, if you have logged in using a unique username and password, this field should automatically populate. If not, you will need to enter your email manually. |
| ▪ | Location Code – This field will default to the location code associated with the shipping location you selected above. Typically, you should not have to manually edit this field. |
| ▪ | PO Number – Enter the associated PO number, Job Number, etc. This is not a required field so, if your organization does not assign PO numbers or the like, you do not need to enter anything. |
| ▪ | Cost Center – Another optional field used only if your accounting department requires a cost center, budget code, department code, expense account, etc. for billing purposes. |
| ▪ | Ship Via – You may be given options as to how you would like your order shipped. Otherwise, this field will default to Best Way. |
| ▪ | Special Instructions – This is an optional field giving you the ability to enter any order specific instructions or notes that you feel are important for the distributor or manufacturer to be aware of when processing the order. |
| • | Continue – Upon completion of your order information, select Continue. |
| • | Credit Card Information – Depending on the program established for your organization, you may have the option to use a credit card for payment or perhaps a credit card may be required. |
| ▪ | Email – This will default from the email address you provided in your Order Information. |
| ▪ | Card Type – The drop down box represents the card types that are accepted. Select the card type you wish to use from the list. |
| ▪ | Name on Card – Enter your name exactly as it appears on your credit card. |
| ▪ | Card Number – Enter your credit card number as it appears on your card without spaces or hyphens. |
| ▪ | Expiration Date – Enter the month and year of expiration as it appears on your card. |
| ▪ | CSC – Enter the three digit security code found on the back of your credit card to the right of the signature area. |
| ▪ | Billing Address – Enter the address at which you receive billing statements from the credit card you are using. |
| ▪ | Billing Zip Code – Enter the zip code at which you receive billing statements from the credit card you are using. |
| • | Place Order – Once you have entered all credit card information, select Place Order to continue. |
| • | Order Confirmation – Once you have completed the order, the last screen you will be presented with will be the Order Confirmation screen. Above the order details, you will find your confirmation number. If you do not plan on printing a copy of this confirmation, it is suggested that you make note of the confirmation number in the event you have a question or issue after placing the order. NOTE: A confirmation email detailing the same information you see on this screen will be sent to the email address provided in the order. |
| ▪ | Order Details – The Order Details will represent all shipping, order, and credit card information you provided when placing the order. You will also see a summary of charges for the order including estimated sales tax and shipping. |
| ▪ | Item Details – The Item Details will represent each item that was ordered and any options or data that was provided for each item. You will also see the unit price, number of units ordered, and an extended total for each item. |
Order History – The Order History page is separate and unique from the Order History Report found below. The Order History page will represent orders place via your E-Commerce store only. Any orders placed directly with the distributor via email, phone, fax, or in person, may not be represented. Also, unless you are in an administrative position, the history shown will most likely be limited to only orders placed under your username.
| • | Sort By – By default, order history is shown with the most recent order first and working backwards. You may choose to organize or filter the order history in a different fashion. You may select Order Number, PO Number, Date Range, or Item according to your needs. At any time, you may select Start Over to remove all filters and reset back to the original order. |
| • | Repeating Orders – From Order History, you have the ability to repeat any previous job either in whole or in part. If you wish to repeat only a portion of a previous job, uncheck the Include Item checkbox before selecting Repeat Order. For orders that include VITs, you will have the opportunity to select Edit in the new cart and update any variable information if needed. |
Reports – Reporting may be restricted to administrative personnel only.
| • | Warehouse Reports – Warehouse Reports are only available if your organization is participating in an inventory or fulfillment program managed by the distributor through the E-Commerce store. |
| ▪ | Status and Reorder Report – The Status and Reorder Report details usage averages over multiple time periods, current on hand quantities, and notes incoming orders or due for reorder dates. |
| ▪ | Usage Report – This is used to review usage of inventory based on shipping locations. This can be invaluable if you have many individual shipping locations. If so, this report will detail which locations are requesting releases. |
| ▪ | Usage and Inventory Report – The Usage and Inventory report represents usage data and current inventory levels per location. Though not limited to, this report is especially useful if involved with Count at Site programs as it will show what the current inventory level is and what the average usage has been to better estimate the current state of inventory and the potential need for restocking. |
| ▪ | Activity Report – The Activity Report allows you to review all activity for a Master Customer, Location, or a particular Item. All receipts, releases, and adjustments will be represented. |
| ▪ | Order Status Report – The Order Status Report will show, based on location, every job and line item along with quantity detail, order date, and, when available, the estimated ship date of the order. |
| ▪ | Order History Report – The Order History Report will detail all order history based on the criteria provided. This report is not limited to E-Commerce transactions so, in addition to all orders placed through E-Commerce, this report will show any orders that may have been placed directly with the distributor via phone, fax, email, or in person. |
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