A guide to online ordering

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AgencyExpress 3

• A guide to online ordering

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• As you go through the PowerPoint please note
  there are some specific details that you need to
  be aware of in order to successfully submit an
  online order. Below is a list of these points
• When selecting items for your order you will
  need to click on add to cart for each page
  before moving on to the next page. Failure to add
  items from page one to your cart before moving to
  page two will result in the loss of those items.
  You will need to go back and re-select those
  items and add to cart before moving on. (see
  slide 9)
• When entering information into the my
  appointment box you will need to enter
  information from left to right. If it is entered
  out of order it will not be accepted and you will
  have to re-enter the information. (see slide 10)
• Unlike our old system, in AgencyExpress 3 you
  will be required to enter a time, which can be
  selected from the drop down menu of options. (see
  slide 10)
• Online orders will be processed generally within
  1 hour of submitting them during normal ordering
  hours Monday-Thursday 800am -230pm, Friday
  800am-1200pm. Any online orders submitted after
  the order desk closes will not be processed until
  800am the following business day.
• While most online orders will be available to
  add on to within 30 minutes of your initial
  order, some orders may require additional
  assistance from a Second Harvest employee to move
  through the system. Because of this you may
  experience a delay between submitting an order
  and being able to add on to that order online.
• If at any time you have questions please feel
  free to contact the Agency Service Desk

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Registration

• Before you can login to AgencyExpress you will
  need to register for a login. Unfortunately this
  registration and login is separate from the
  Agency Zone because AgencyExpress is a
  third-party application.
• If you are currently using our online system your
  login information will remain the same in the new
  system.
• To register for an AgencyExpress login, you will
  need to complete an online form on the Agency
  Zone. This will put your request in a queue to
  be fulfilled by a Second Harvest Heartland staff
  member. You will receive an email when your login
  has been setup.
• Typical account creation takes about 2-3
  business days.

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Getting to AgencyExpress

• Open a web browser, such as Internet Explorer
• Go to www.2harvest.org
• Click on the Agency Zone Icon -gt
• On the home page of the Agency Zone in the
  shortcuts section, there will be a link to the
  AgencyExpress online ordering system.

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Logging in to AgencyExpress

• Your login information consists of three fields
• User Name
• Password
• Program Code
• Check Remember me next time to save your login
  information in the web browser.
• Your Username is your first name separated with a
  period and then your last name. For example
  John.Doe
• The Username field IS NOT case sensitive.
• The default password for each login is change12.
  
• After logging in the first time, please change
  your password. (Click on Change Password in
  the Help Menu)
• If you forgot your password, there is a link on
  the login page that will email your password to
  you.
• The Password field IS case sensitive.

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Login Program Code

• Program Code The program code is a unique code
  that identifies which food bank you are ordering
  from and what agency you are ordering for. The
  program code is broken into three parts

Agency ID P1433-13
Food Bank Code 0086
Character Code P
Notes Most usernames have a period between
first and last name There are two Ps in the
Program Code Do not forget the dash in your
Agency ID
7
Shopping

• To browse the available inventory,
• select Shopping List from the Order Options
• menu.

There are a number of different methods for
finding and sorting items. Searching by Item
No./Description Handling
Requirements Category Feature Type
Food Source Favorites
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Interpreting the categories

• Available Qty The amount of product available to
  order.
• Item No. Unique code that identifies each
  product.
• Description This is the name of the product.
• Unit Price Cost per unit of the product
• VAP Fee Extra fee for products that require
  extra processing
• Pack Size Number of items in each unit.
• Feature Type A special category for the product.
• Gross Weight (in lbs) Weight of the product.
• Extra Info. extended information about the
  product.
• Category Item classification.
• Food Source Where we obtained the product.
• Unit of Measure How the product is distributed.
• Price per Unit Fee per unit of the product.
• Handling Requirements How the product needs to
  be stored.
• Cube Size Dimensions of each unit.
• Price per Pound The fee per pound of the
  product.
• (this appears only on donated items)
• Packaging Type How the item is packaged.
• Servings per Unit number of servings this
  product would provide.

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Shopping Adding to Cart

• To add to your shopping cart, enter the quantity
  of the product you would like to order and click
  on the Add To Cart button.
• When you are done adding items, click on the
  Check out button.

You will receive a confirmation message every
time you add an item (s) to your cart.
Items are NOT reserved until you have submitted
your shopping cart. Even if you have items in
your shopping cart, they are not reserved until
it has been submitted. You can add quantities to
multiple products and then click on Add to Cart
and it will add ALL quantities to your shopping
cart. You must click on add to cart before
moving to the next page of the inventory list. If
you have selected items from page one and do not
add them to your cart before moving to page two,
the items will not be added to your order.
10
My Appointment
Before your submit your cart you must request a
Pickup/Delivery Date/Time. When you fill in the
appointment box you will need to start on the
left and work your way across. First select
pickup or delivery, then select your desired
date, then select a preferred time. If there are
special requests for your order, like if you want
to order your available TEFAP allocations, please
type that information into the comment box.
Please note that the delivery date and time you
fill in is NOT guaranteed, it is only a request.
If the date/time you submit is not available we
will schedule your order for the next soonest
date and time.
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Shopping Cart Submit Cart

• After you have updated the header, you can review
  your order. You can either make adjustments or
  submit your cart.
• To make adjustments, change the order quantities
  and click on the Update Cart button to update
  your order.
• Click on Submit Cart to submit your order.
• Once an order has been submitted, you can make
  changes to it in Order Management until Second
  Harvest Heartland marks the order food bank
  only. Please do this instead of submitting
  multiple orders.

• You will be asked if you are sure you want to
  submit the order, please click on the OK button
  to confirm.
• You will then see a message stating that your
  order was
• successfully submitted.
• You will then be re-directed to Order Management,
  where you can review, edit, and print previous
  orders.

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Order Management
You can search for orders or groups of orders by
date range or reference number.

• You can print a copy of your order by clicking on
  the printer icon.

This box tells you the total number of orders you
have placed through Agency Express as well as the
total weight and cost for those orders.
You may add on to an order until the status is
changed to Food Bank Only in the status column.
To add on to your existing web order click on the
pencil icon. This will reopen your shopping cart
and allow you to add items to your order as well
adjust the quantities of items you have already
submitted.
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Contact Second Harvest Heartland

• Agency Service Desk
• 651.209.7990
• 888-339-3663
• orders_at_2harvest.org
• Billing
• 651.209.7952
• billing_at_2harvest.org
• Technical Support
• 651.209.7970
• support_at_2harvest.org
• Other
• 651.484.5117
• info_at_2harvest.org