CCSTATWEB - County Commercial's Online Ordering System

What is CCSTATWEB?

CCSTATWEB is an online account management system designed to aid the task of all staff involved in office product procurement. The system was developed to allow our customers to quickly create online orders and manage their own accounts from their desktop. Users can order from set orderpads and quotes and also create their own favourites which can be there own 'shopping list'.

The system has advanced searching facilities and users can quickly locate products based upon description from the vast number of products in all our catalogues.

As well creating and sending orders via the internet, users can also keep a closer control on their account via the realtime account management facility. Users can keep track of back orders and other financial information such as the reprinting of invoices and statements.

CCSTATWEB also caters for organisations who would like to keep a tighter control of their expenditure and budgets.Controls can be setup whereby orders require authorisation based upon spend or department. Users can be limited to buying from contract items or setup that if the order of contract the order requires authorisation. The system works hand in hand with our OPRA system whereby our customers can work more accrately to control expenditure within their organisation.

Accessing CCSTATWEB

To access CCSTATWEB you first have to register your interest and allow our account managment team to allocate you a password. You can register your interest online here.

If you have already been setup on the system you can access the system by going to http://www.ccstatweb.com

None account customers will shortly have a facility to create and send orders via credit card processing.

Logging Into CCSTATWEB

Show Pictures Tickbox

By default this option is unticked to speed up your browsing experience. If you tick this box then pictures of products will be displayed when you do searches and browse through orderpads etc.

Logging in

Once you have been allocated a password you can start using the system.

From the main screen (below) click the login button on the left and enter your email address and password in the login box. Note this is case sensitive.

If you have forgotton or lost your password you can quickly recover it by filling in your email address and clicking on email password. You will then shortly recieve a password with your password details.

Once you have successfully logged in it will display a customised welcome message, if you entered your password/email address wrong then you will have to re-enter your details.

Creating An Order

There are several ways of compiling an order in CCSTATWEB.

i. You can add items from Orderpads (i.e. your contract list/requistion list).

ii. You can browse through the various groupings of products using the browse facility.

iii. You can use the search facility to find items and add them to your basket

iv. You can add items from any quotations you may have discussed with us.

v. You can add items from any web promotions we have active.

vi. You can add items from your favourites list

vii. You can reopen a cart that you started creating the last time you logged in.

Using The Orderpad method

This is the most commonly used method of creating an order as this contains a list of all the products you buy from us on a regular basis. You may have more than one orderpad setup and it maybe that we have seperated certain groups of products for you. For example you may have 2 orderpads. 1 orderpad for General stationery items and the other for Electronic Office Supplies i.e. Toners and Cartridges etc. Most users generally will have the one orderpad.

The orderpad is broken down by product group to enable you to quickly access the products you wish to order. To access the orderpad click on the Orderpad Tab in the middle of the screen. If you have more than one orderpad you will then be given a selection of orderpads to order from. Click the one you want to order from.

Once you have the orderpad displayed you can enter quantities against the items you wish to order. At anytime click the order button at the top or foot of the screen to add the selected items to your shopping cart.

If you wish to view the details or see a picture of a particular product you can just click on the product description and it will open a new page showing the item.

Your shopping cart is saved automatically everytime you click the order button. So if you lose your internet connection you can quickly log back in and recover your shopping cart.

Using the orderpad is probably the most convienient way of adding items to your order. You can also add item to your shopping cart by using the other methods as detailed below.

Using the Browse Method

The browse tab allows you to browse through the various product classification/groupings in order to find the item(s) you wish to order. This is useful if your are looking for a product but are not entirely sure what it looks like or what you want. From this option you will be able to look at all the products within a particular group. You can drilldown into sub groups right down to the product level. Once at the product level you can add the item your shopping cart by entering a quantity and clicking the buy button. From this point you can also add the item to your favourite list. See below for details on this.

Searching for Products

The browse method above is useful for searching for products (items not on orderpad) if you don't know what the code is or are unsure on the description. If you know the code (or part of) or the description (or part of) you can use the box on the left hand side of screen to search by code or description. As an example if you enter RED PEN in the description it will list all the products with RED PEN in them. This may also include RED PENCILS. If you wish to be more specific make sure you enter <SPACES> in your description searches.

This list of products that are displayed maybe lengthy and amount to several pages based upon your search criteria. If the products within your search list also appear on your contract/orderpad then there will be a Deal symbol next to the item. The system tries to list the deal items first as these are the items which are more specific to you.

Once you have found the product you require drilldown onto it where you will find and extended description and picture. From here you can enter a quantity and click on the buy button. At this point you can also click on the Favourite button to add that particular item to your favourite lists. See Creating Favourites List below for further details.

Note: You don't have to be logged in to search for products. You will not be able to order however until you enter your email address and password.

Using the Fast Order Feature

The fast order feature is another method for adding items quickly into your shopping cartridge. This is useful only if you know the code for the product and can also be used when browsing through a hard copy of our office supplies catalogue. To use this feature enter the code for the product and quantity and then when happy click Add All to Cart.

Ordering From A Quote

If you have recently asked us to provide you with a quote for items then any valid non expired quotes should appear under the Quotes tab. From within this tab you can list all the quotes available and drilldown into them. You then have the facility to create the quote as an order or transfer the contents of the quote to a Cart whereby you can modify it. To modify a cart (i.e. delete items or adjust quantites) please see below Altering the Cart.

Ordering from a Web Promotion

From time to time County Commercial will put up web promotions for our customers. These are special promotions which usually last a small period of time. For example we may have seasonal promotions or stock clearance promotions. If we have a current web offer, a new tab will appear called Offers. There will also be a random item displayed from the promotion on the lower left hand side of the screen. See images below:

Drilldown on the product of choice then enter a qauntity and click Buy to add to Shopping cart. Again you can add the item to favourites.

Creating a Favourites List

These favourites list is a fantasic new facility which allows users to create customised shopping list.

Items can be added to a favourite list at any point whilst searching and browsing for items. Items can be added by clicking on the Favourite button, you will then be requested to add to an existing Favourites list or to create a new list. At any time you can order items from the favourite list by clicking on the Favourite tab. You can enter quantities against the items and then click Buy to add to your shopping cart. Note: You can have multiple Favourite Lists!.

Saving Your Order to Send Later

Once you have added items to your cart you have the facility to save the cart and resend it later. To do this click on the Checkout button and then click on the Save for Later checkbox.

Amending your Shopping Cart

If you want to adjust the quantities or take items off the shopping cart you have been creating you can do this by clicking the Checkout button. From here you can alter the quantites on your shopping cart. If you wish to delete an item just enter a quanity of zero. Make sure you click on the update button to ensure the shopping cart is then updated.

Sending Your Order

Once you are created your shopping cart and want to proceed with placing the order just click the Checkout button on the right hand side of the page. This will open a new page will shows your current shopping cart. From here you can alter the cart and also add more items if required. You can also add items to your favourite list from here.

For your order to be sent to the correct delivery address and department you are required to confirm your delivery details. Some users may order for multiple sites and departments and CCSTATWEB has the facility to cater with many site locations. If user can order for more than one delivery address/department then the dropdown boxes will illustrate this on the page. There is also a facility to enter a Purchase order number of order reference. This reference will then be carried across on all paperwork i.e. delivery notes, invoices etc.

If you click on empty cart at this point the whole shopping cart will be deleted and you will have to start the order compilation again. If you log out without sending an order the system saves everything in the cart automatically so you can then reopen the cart next time you login. After logging in, If you wish to empty a previous cart you have to go through the checkout procedure to empty the cart.

You can add notes to the order at the bottom of the screen. These notes will be viewed by the sales order processing staff at County Commercial and will also appear on any paperwork (delivery notes etc) so is useful for delivery instructions. If you have problems finding a product or assessing a packsize then you can enter the description in this box and our sales staff will make the alteration to order when it comes through. It may save a phone call!.

Once your happy and wish to send the order make sure the Order on Account box is ticked and click on the Complete button. You will then be presented with the Sales order confirmation number, which will appear on all paperwork.

Print out your Order Confirmation

After sending your order you can print a copy of it off for your records. A screen will appear as follows:

Just click on the print confirmation link to get a printable version of your order.

Reopening A Cart

You can reopen a shopping cart when you login as the system saves any unsent shopping carts.

When you log in you will see any unsent shopping cart on the right hand side of the screen. Just click on the cart to reopen it. From here you can add new items and send as an order.

Authorisation and Control

For organisations who wish to adminster tighter controls CCSTATWEB has the facility to cater for authorisation by user and department. Spend limits can be created per user and department and users can also be restricted or controlled from ordering anything outside their orderpad/contract items. Please contact County Commercial if you wish to discuss setting this facility up for your organisation.

Sending an Order for Authorisation

If a user/department has been marked for authorisation when sending the order the user will be given an Authorisation confirmation with reason instead of the usual Sales Order Confirmation message. An email is then sent through to the specified Authoriser of that user/department. At anytime the user may view unauthorised orders they have sent from the right hand side of the screen. The user can be modify these orders up until they are authorised when then they will disappear.

Authorising an Order (For Authorisers Only)

When an order goes for authorisation the authoriser of that user/department will recieve an email instructing them that there is an order that requires authorisation. When the authoriser logs in they can quite clearly see the unauthorised orders on the right hand side of the screen. From here they can empty the order (reject), modify or just approve and send the order. Once the order is sent it either gets sent through to County Commercial as an order, or sent on for further authorisation (if the customer has several tiers of registration).

Account Management

Users can also keep a closer control on their account via the realtime account management facility. Users can keep track of back orders and other financial information such as the reprinting of invoices and statements. Several reports are also available.

Viewing Back Orders

From the Account tab click on O/S Order to view all current back orders

Viewing Financial Information

From the Account tab click on Financial to view all financial transaction for the account

Viewing a Statement of Account

An uptodate statement can be viewed and printed by click on the Print Statement link under Account

Further Help

If you require any further assistance in the use of CCSTATWEB please contact our sales team on 01606 861929.

If you have problems accessing the website please contact our technical team on the same number.

September 2006 Matt Breese