Online Ordering | User Guide / Instructions

Online Ordering | User Guide / Instructions

Easy to use online order call-off system

Get the most from your JIT service agreement

Reduce the admin of placing orders

Index of Contents

Online Ordering User Guide

Unit 20, Chelworth Park, Cricklade, Swindon, Wiltshire SN6 6HE

01793 754 444 [email protected] 01793 754 445 www.gwp.co.uk/packaging

© Copyright GWP Group 2015. Information in this data supplied as a guide and does not constitute any guarantee of service / performance.

1.0: Introduction

1.1: Thank You1.2: Availability1.3: About This Guide

2.0: Accessing the System

2.1: Login Screen2.2: Recovering Passwords

3.0: Welcome Screen (Menu Guide)

3.1: Main Menu3.2: Sidebar3.3: Footer Navigation / Links

4.0: Placing an Order

4.1: Step 1: Select Delivery Address4.2: Step 2: Selecting Products4.3: Pagination, Search & Sorting Controls4.4: Request Specific Product Order4.5: Column Definitions4.6: Specifying Order Quantities (JIT Lines)4.7: Specifying Order Quantities (non JIT Lines)4.8: Step 3: Select Delivery Dates4.9: Step 4: Review and Confirm4.10: PO Numbers & Additional Notes

5.0: Order Confirmation

5.1: On Screen Confirmation5.2: Email Notifications

6.0: Order History

6.1: Searching for and Selecting Orders6.2: Individual Order View

7.0: Additional Options

7.1: Changing Password7.2: Managing Delivery Addresses7.3: View Service Level Agreement (SLA)7.4: User Guide / System Help7.5: Contact GWP Packaging

8.0: Logging Out Securely

8.1: Security Considerations

1.0: Introduction





1.1: Thank You

Thank you for choosing to use the GWP Online Ordering system!

The system has been designed with ease of use and flexibility in mind, and allows you to get the most out of your Just In Time (JIT) packaging agreement with GWP.

We are constantly looking to develop and improve this tool, so if you have any feedback or suggestions then please feel free to send them to us at [email protected]

We hope you enjoy using the system.

1.2: Availability

The Online Ordering system is accessible from anywhere in the world, providing you have an internet connection. Although working best on a desktop or laptop computer, the system can also be used from tablets and even your smartphone if required.

The system can be accessed 24 hours a day, 7 days a week.

The system operates in “real time”, with a live connection to GWP. This means as soon as you place an order, it will be passed to GWP’s internal order handling and manufacturing systems.

However, GWP Packaging cannot accept responsibility for issues resulting from interuption of service from Broadband or Internet providers.

1.3: About This Guide

This user manual works through each screen as they may typically be required.

If you wish to navigate to a specific task however, please refer to the table of contents located on the previous page.






2.1: Website Address

To access Online Ordering, you must first enter the following URL into your Internet browser (e.g. Internet Explorer, Google Chrome, Firefox, Safari etc.):

https://www.gwp.co.uk/ordering

2.2: Login Screen

Once the web address has loaded, you will presented with the following login screen.

Simply enter your username and password into the relevant text input boxes and select the Login button.

Please Note: This login screen is case sensitive






2.3: Recovering Passwords

If you have forgotten your password, simply click the link below the login button.

This will then allow you to send a password reset link to the email associated with your account. Simply enter your email address and click the Retrieve Password button.

You will shortly receive an email with a link to reset your password. Follow the link before entering, and then confirming, your new password.

If the password has been successfully reset, you will see a message indicating this. Then simply click the link to proceed to the login screen.

Should this process have not been successful, please contact us at [email protected] and we will be able to manually reset your details for you.

3.0: Welcome Screen (Main Menu)





3.1: Main Menu Screen

Upon successfully logging into the system, you will be presented with a number of menus / options as below.

The main options provided as are as follows:

● Place an Order. For further details see Section 4.0 and 5.0

● Order History. For further details see Section 6.0

● Edit Password. For further details see Section 7.1

● Addresses (manage default). For further details see Section 7.2

● View SLA (Service Level Agreement). For further details see Section 7.3

● User Guide (download this PDF)

● Contact GWP (online form). For further details see Section 7.5

● Log Out. For further details see Section 8.0

3.0: Welcome Screen (Main Menu)





3.2: Sidebar

The options detailed in Section 3.1 also remain present on the Sidebar menu as shown below.

On specific pages, a search bar will also be present. This will allow you to search for a specific product or order on a related page.

3.3: Footer Navigation / Links

There are a number of further links in the footer navigation. These are as follows:

● Privacy Policy. Details of how GWP Group will manage and handle your data.

● Website Terms of Use. General details of the agreements between you and GWP when using GWP websites, tools etc.

● Cookies Policy. How the GWP online sites utilise cookies for functionality

● GWP Website. Visit the main GWP website for further information.

● Contact Us. Fill in a contact form to send an email directly to the GWP online support team

● Back to Top. Return to the top of the page you are currently on.

● Social Links. Visit the GWP Group Facebook, Twitter, Google Plus, YouTube and Linked In pages.






4.1: Step 1 - Select Delivery Address

The first stage of the order process is to select the delivery address you would like your products delivered to.

Your default delivery address will always be highlighted when first loading the page. However, should you wish to use a different delivery address, simply scroll through the available list and click the Use Address button next to the desired address.

Once you have selected the correct address, scroll to the bottom and click Continue

If you would like to change your default delivery address for future use, please use the Manage Delivery Addresses button located at the bottom of the screen (see Section 7.2 for further details)

Please Note: Orders can only be delivered to a single address. Please place a separate order if you need products delivering to different locations.






4.2: Step 2 - Selecting Products

The next step is to select the products you wish to order.

Once you have selected the products you require, scroll to the bottom of the page and click Continue

Please Note: Products highlighted in purple are “non JIT” lines. These are not held in stock so typically have longer lead times.

This section also allows you to Reset any current product selections, and return to to the previous screen to Edit Delivery Address






4.3: Pagination, Search & Sorting Controls

There are a number ways in which the product information can be sorted and arranged. This is to allow you to easily find the products you need to order. These are as follows:

Columns can be sorted (e.g. alphabetically, smallest to largest etc.) by clicking on the arrows in the column headers.

You can also use the search function (located in the right hand search bar) to find an individual product, if you know its name or the relevant reference.

The left / right arrows beneath the table of products allows you to scroll through multiple pages of products. Alternatively, you can adjust the number of products displayed on a single page using the drop down menu.

4.4: Request Specific Product Order

Should you wish to have your products appear in a certain order, please contact GWP at [email protected] or call on 01793 754 444.

GWP can modify the system so that your most popular, most frequently ordered products appear at the top of the list (before sorting).






4.5: Column Definitions

A definition of the column headers and the information the table displays is as follows:

● GWP Spec - This refers to GWPs product reference

● Customer Ref - This is the user/customers product reference

● Unit Quantity - How many product units are included within a single shipped unit

● Lead Time - This is the minimum manufacturing/delivery time for that product

● Weekly Usage - The agreed number of weekly units to be taken

● Current Stock Level - The current level of stock for the relevant product

● Minimum Stock Level - When the current Stock level matches this figure, GWP will begin to manufacturer this product again

● Price per 1,000 - Indicates the agreed price level or price breaks (dependant on whether JIT or non JIT products are selected)

● Quantity Selection / Price - Indicates the price per 1,000 for the selected price tier / break (non JIT products only)

● Units Required - Input field for the user to tell the system how many shipment units are required

Please Note: It may not be possible for all of the above columns to be displayed on your system. If you would like any of the above enabled, please contact us and we will be able to advise if this possible.

If available on your system, current stock figures do not include work in progress or any orders.






4.6: Specifying Order Quantities (JIT Lines)

IMPORTANT: When completing the “Units Required” field it is important to remember that this input box represents shipment units and not individual units. An example is given below.

Customer Ref: 641940Unity Quantity: 50 units (this represents one shipment unit)

If you require 100 units:

50 (units per shipment unit) x 2 (number of shipment units) = 100 product units

Therefore Units required must be 2, and not 100.

Please Note: You can either type the figure you require directly into the Units Required field, or you can use the small arrows highlighted below to increase / decrease the quantity selected by 1.






4.7: Specifying Order Quantities (non JIT Lines)

For non JIT products, please use the drop down menu to select the number of units required for your order (highlighted below).

This will also update the “Price per 1,000” field in order that you can see the relevant price breaks if this is available on your system.

IMPORTANT: Please return the drop down menu to “none” if have selected non JIT lines and then decide that you do not wish them to be part of your order.

Please Note: If the drop down menu does not display the quantity that you require then it is because this has not been agreed or there is no price information for this quantity. Please contact our sales team to request the quantity that you require.






4.8: Step 3 - Select Delivery Dates

Once you are happy with the products selected and have continued to the next screen, you will then need to specify your chosen delivery dates.

By default, the products will be split by lead times into their earliest possible delivery dates.

The system automatically calculates this available delivery date using both the lead time of the product, and the delivery dates that have been agreed as part of your SLA / contract with GWP. Your available delivery dates (e.g. Monday, Tuesday etc.) are listed at the top of the screen.

You can however change the delivery dates should you wish. To do this, click on the date below the list of products and use the pop up calendar to select the date / month you would like the products delivered.






4.8: Step 3 - Select Delivery Dates (Continued)

At this stage you may still make changes to your order if necessary by selecting the Edit Products or Edit Address option. Once selected you will be taken back to previous screen, listing all of the products.

Please Note: When selecting Edit Products option, the system will still retain all of the previously inputted data. If you would like to start from scratch, please use the Reset button.

Once you are happy with the delivery dates for the products, scroll to the bottom and select Continue

Please Note: All orders placed after 14:00 will not be processed until the following business day. This has been taken into account in the earliest delivery dates calculated.

Please Note: If you require a specific delivery date that is either earlier than the system has calculated as being the earliest available, or a different day from usual, please contact your support contact at [email protected].






4.9: Step 4 - Review and Confirm

On proceeding to the next screen, you will see a page confirming your selections. This covers

● The products you have selected

● The dates that you have selected for the different products to be delivered

● The delivery address where all products will be sent to






4.10: PO Numbers & Additional Notes

Providing this information is all as expected / desired, you can then add a Purchase Order Number, plus Order Notes if required.

Purchase Number - This input box is solely for your Purchase Order Number (you can use this when searching old orders - see Section 6.0)

Order Notes - Use this field to add additional delivery or order specific details, for example “deliver to rear of warehouse” or “mark for the attention of Joe Bloggs”.

Please Note: Both of these fields are optional - simply leave them blank if not required.

Once you are happy with the products to be ordered, the selected delivery date(s) and have included all relevant order numbers and notes, you are ready to submit the order.

If any of the details are not as required however, you can choose to Edit the Delivery Address , Edit Delivery Dates , Edit Products or Start Again

To finalise the order simply select the Place Order button.

Once this button has been pressed, your order will be confirmed and automatically sent to GWP’s processing systems.






5.1: On Screen Confirmation

You will receive the following order confirmation on the screen when an order has been successfully placed.

This screen also provides you with relevant options for the next steps you may wish to take (as per the home screen).






5.2: Email Notifications

You will also receive the following email notification to the specified email address(es) associated with your account.

IMPORTANT: If you do not receive the confirmation email, please check your “Spam” email folder, and if necessary add the address [email protected] to your allowed senders list.

If you still do not receive the confirmation email, please contact the GWP customer support team by using the online form or calling us on 01793 754 444.




6.0: Order History


6.1: Searching for and Selecting Orders

To access Order History simply select the Order History option from your chosen menu.

By default, orders are listed chronologically in order of date and time placed. All orders that relate to your organisation are displayed - not just the orders associated with your username / login account.

The drop down filter at the top of the page allow you to only show orders that have been delivered to specific addresses.

Columns can be sorted (e.g. alphabetically, smallest to largest etc.) by clicking on the arrows in the column headers.

You can also use the search function to find a specific order if you know the relevant date or reference.

The left / right arrows beneath the table of products allows you to scroll through multiple pages of orders. Alternatively, you can adjust the number of orders displayed on a single page using the drop down menu.

Once you have found the order you are looking for, simply click on the View Order to see further details of the individual order.




6.0: Order History


6.2: Individual Order View

Once you have selected the order that you wish to view, you will be presented with the following screen.

The information displayed is as follows:

● Order Details (number). GWPs’ order reference.

● Delivery Address. The address that the products were sent to.

● Date Placed. The date / time the order was placed.

● Your Purchase Number. The reference you entered when placing the order.

● Order Notes: Any order notes detailed when placing the order.

The table below this information also displays the following:

● GWP Spec - This refers to GWPs product reference.

● Customer Ref - This is the user/customers product reference.

● Unit Qty - How many product units are included within a single shipped unit.

● Lead Time - This is the minimum manufacturing/delivery time for that product.

● Units Req - Input field for the user to tell the system how many shipment units are required.

Use the options at the bottom of the screen to return to the list of orders, or print the specific order you are looking at.






7.1: Changing Your Password

To change your password at any time (when logged in to the system) select the relevant option from the main menu or sidebar.

You will prompted to enter your current password, followed by your new password twice for confirmation.

Then simply click Reset Password and your password will be updated.

Should you have any difficulty with this feature, or the password reset function from the login screen (see Section 2.3 for details) then please contact us at [email protected] so we can assist.






7.2: Managing Delivery Addresses

To change your default delivery address, select the relevant option from the menu.

You will then see a list of available addresses associated with your organisation.

Simply click the Make Default button to change your default address. This will be the selected address when starting to place an order (although this can be overwritten for the specific order).

If you need a new delivery address adding to your system, please contact us at [email protected] to discuss your requirements.






7.3: View Service Level Agreement (SLA)

If you have a service level agreement in place with GWP Packaging, you can access the most recent copy through the Online Ordering system.

Simply click the relevant option from any of the menus to open a PDF that can either be viewed in your web browser, or downloaded / printed for your reference.

Please Note: you need a suitable programme installed in order to view PDFs (although most web browsers now allow you to do this). You can download and install the Adobe Reader software from http://get.adobe.com/uk/reader/

7.4: User Guide / System Help

This document can be accessed throughout the online ordering system.

Simply click the relevant option from any of the menus to open a PDF that can either be viewed in your web browser, or downloaded / printed for your reference.

Please Note: you need a suitable programme installed in order to view PDFs (although most web browsers now allow you to do this). You can download and install the Adobe Reader software from http://get.adobe.com/uk/reader/






7.5: Contact GWP Packaging

If you have any questions concerning the online system, you can use the built in contact form to send us an email.

Simply click the “Contact Us” link from any of the menus. You will then be taken to the page shown below.

Please fill all of the fields as this will help us to respond to your questions more quickly. Then, simply click on the Send Message button at the bottom of the screen.

If you would prefer to call us to discuss your question over the phone, then you can still do so. Simply dial 01793 754 444 to speak with a member of our team.

Alternatively, if you would prefer to email us directly, please use the address [email protected], and someone will assist you as soon as possible

Please Note: both email address and telephone number details are displayed in the top right corner of every page within the system. The email address can be clicked to open a blank message in your email system.




8.0: Logging Out Securely


8.1: Security Considerations

To log out securely simply select the “Log Out” option from any of the menus.

Once “logged out”, you will be re-directed to the login screen of the online ordering system.

Please Note: The site works through the “https” protocol. What this means is that all data - including passwords, order details, delivery addresses etc. - are sent via encrypted data.




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At GWP Packaging, our ambition has always been to lead the market in delivering innovative, cost effective packaging design. As manufacturers of every type of corrugated cardboard packaging you could imagine – corrugated cardboard boxes, spools, cushion packaging, retail display and much more besides – we genuinely offer a unique proposition covering almost any industrial packaging requirement.

Besides GWP Packaging however, GWP Group also includes the following specialist divisions:

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Online Ordering | User Guide / Instructions

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