Transcript
LiaisonX Online Ordering User Guide
Contents Support and contact numbers
Logging in to the web portal
Adding products to the basket Finalizing the basket and sending the order Account Management Authorization
Special Offers
Printer Supplies Wizard
Support and Contact Numbers
For help you can contact our offices between the hours of 9am and 5pm Monday to Friday on 01322 550 167.
For liaison assistance please email
[email protected] or call 01322 550 167.
Logging in to the web portal To access the online ordering system you need to go to http://www.batesoffice.co.uk/ Click Login at top right of screen.
You then need to enter the following information: Account Number (This is your 6 character account code with Bates) Username : This is your username that we have allocated for you. (6 characters) Password : This is your password that has been allocated to you. (6 characters)
Adding products to the basket When you first login successfully you should see the following screen.
There are several ways to build up your shopping basket. 1. Add from a contract
If you click the Your Contract tab you will be taken to a screen which gives you a list of all the items in your contract. By default this will show you 7 products per screen for faster loading, however you do have the option to view 500 per screen by clicking on the View 500 per page option.
To add products to your basket just enter a quantity in the box next to the product you want to order and then click the Add to New Basket button at the foot of the screen. Click the update button to ensure everything is saved. If you click on the description of one of the products you can then to expand the description of the products and see a larger image. Click the back button (top left) to go back to the contract list.
There are a few dropdowns here which allow you to filter the list of products in your contract. See below image
2. Adding products via the product search box As well as adding straight from your core list (or contract) you can also search for products by code, OEM code or description. The product/description search box is located in top right hand corner.
See below image.
You can type in part codes and it will display the full list of products available. In example above we have entered HP so Liaisonx will display a list of all the products where the product code starts HP first and then will also show products with HP in the description. If you are setup to view contract only products then it will only show items you are allowed to order. To add products to the basket just add a quantity in the quantity box next to the product on the right and then click Add to Basket button and then click update.
3. Adding Products to the basket from Quick Products and Quick Groups As well as adding from the contract list (Your Contract) and searching for products and adding you can also add from the Quick Products sidebar and Quick Groups Sidebar. Just click on the Product/Group and it will display the most popular products within these groups. See below.
Finalizing the basket and sending the order If there is more than one basket open, you may have to make the one you are using the current active basket, as below.
Once you are happy with your product selection(s) and you have added them to your basket you can view your basket to finalize your selection and send the order to Bates Office or for authorization if required. On the right had side of screen under the shopping basket heading you will and an SQ reference number. This is your basket number.
If you can’t find a product or are having problems with the basket selection just quote this reference to our support staff when you call us.
This basket will auto save should you log out and will be available when you log back in. You can have multiple baskets and can open other baskets by clicking the Manage Baskets link. If you want to start a new basket then just click New Basket link. To view your basket click this reference number. The basket should open with details of the products you have selected.
If you want to delete a product just change the quantity against a product to 0 and click update. Just change a quantity if you wish to increase/decrease an amount and click update. If you forgot to add a product just use the Quick Shop Form box at top. Enter a product code and select the quantity and click Add and click Update. You can also click any of the other tabs Your Contract, search for products, etc. detailed earlier to add to this open basket.
If you have a Purchase order number or reference then please put this in the Your Reference box and click Update. You can also add an Order Note at the foot of screen. This note will be viewed by our customer service staff and is useful for delivery instructions or clarifying product selections. If you have multiple delivery locations available for selection then you can select the desired location from the dropdown. See attached image above. Once you are happy with all the details click the Checkout button.
Now click Complete Order to finalize order.
If you order doesn’t require authorization then order will be transmitted straight to Bates Office. You should receive an order confirmation via email soon afterwards. If the order requires authorization an email will be sent to the authorizer. That authorizer will then need to login to process the order. If you need to make changes to the order once it has been sent then you will need to contact customer services quoting the Sales Order reference number.
Account Management The account management facilities in Liaisonx allows users to view past orders, unsent orders (open baskets), orders awaiting authorization and also where permissible Invoiced orders. 1. To view past orders, unsent baskets and orders awaiting authorization. Click Your Account tab then click Your Orders. Completed Orders These are orders that have been sent but not yet invoiced. Orders Requiring Authorization These are orders sent to your authorizer that have not yet been approved/actioned as an order to Bates Office. Draft orders These are unsent baskets. You can open these baskets by clicking into them. You can then add/modify/delete products and then send them as orders.
2. To view invoiced orders. Click Your Account tab and then click Your Invoices. Select a date range to views invoices within a specific period. Drill down into an invoice by clicking on the invoice number
3. Your Items Click Your Account tab and then click Your Items. This will show a list of all the products you have ever bought and been invoiced for. It is basically your ordering history.
Authorization User’s accounts can be setup so that orders are sent for authorization to a line manager before they are sent to Bates Office. If authorization is setup the line manager will receive a confirmation email that there is an order awaiting authorization. They can then login into Liasionx and either approve and send the order, reject, or modify and send the order onto Bates Office.
Liaisonx support various levels and methods of authorization and it is best to contact your account manager if this is something you require setting up.
Special Offers Regular special offers will appear in the offers tab in Liaisonx. Bates Office will regularly update the offers page with seasonal products and special priced promotions. If you want to order from a special item just put a quantity next to the product and click add to basket.
Printer Supplies Wizard The printer supplies wizard allows users to find the correct product consumables (i.e. toner cartridges, ribbons etc.) for their printer/fax/copying machine. If you know the Model no. of your device you can just put that in the search box in the Printer Supplies Wizard box on the right hand side underneath the shopping basket and click the magnifying glass. If you don’t know the model number just click the magnifying glass and you can then filter the results to find the consumable you require.
Once the filter boxes have been populated just click the Update button to show the results. You can then add any products to your basket by entering the quantity next to the product.
