Manual - Dean Foods



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Table of Contents

CHAPTER 1: INTRODUCTION & GETTING STARTED

OVERVIEW 3

LOGIN 4

SITE LAYOUT 5

CHAPTER 2: ORDERING

PLACING ORDERS 7

OPEN ORDERS 8

ORDER FORMS & ORDER HISTORY 9

ADJUSTMENT HISTORY 10

ORDER DETAIL & CHANGING AN ORDER 11

CHAPTER 3: PAYMENTS

MAKING A PAYMENT 12

OPEN INVOICES & PAYMENT HISTORY 13

INVOICE DETAIL 15

PAYMENT CONFIRMATION 16

CONFIRMATION HISTORY 17

CHAPTER 4: ADDITIONAL FUNCTIONS & SUPPORT

CONACT US 18

MESSAGES 19

Chapter

1

Overview

           

The Online Ordering System allows a customer to create and modify orders, as well facilitate all payment processes.

In addition, the Baskin-Robbins / Dean Foods Online Ordering System allows a user to: review order history (up to 2 years), review open invoices, submit payments and review invoice history (up to 2 years)

The guide takes you through all the steps of ordering and payments. A copy of this guide can be located within the Dean Online Ordering System.

NOTE: The system requirements:

Operating System -

Windows 7, Windows 8, Windows 8.1, Windows 10, Mac OS X 10.9 and above

Supported browsers -

Internet Explorer 11, Microsoft Edge, newer versions of Firefox, Safari & Chrome.   If you are using Internet Explorer 11, add br. to the compatibility view settings!! (Click on Tools, click on Compatibility View Settings)

Minimum screen resolution -

1024 x 768

Login

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Enter your User ID and Password and click Login to continue.

If you do not remember your password, click on the Forgot Password button. The Forgot Password page will appear that allows you to submit an email to request a temporary password. This process will change your password and send you an email containing a new password. For security reasons, your new password will never be displayed anywhere on this site. It will only be contained in the email notification we send you. NOTE:  Once a valid User ID and email address combination are entered, and the "Submit" button is clicked on this page, your old password will no longer work.

NOTE: Password Rules:

1. It must contain at least one number from 0 to 9.

2. It cannot contain repeating (e.g., AAA), sequential (e.g., CDE) or special

(e.g., $#@*! :) characters.

3. There must be a minimum of six and maximum of forty characters in the password.

4. The password cannot be the same as the User ID.

5. The new password must be different than the old password.

6. The password must begin with a letter from A to Z.

Q. What if I try to log on and I get the message "User ID Suspended"?

A. Your user ID will be suspended if you attempt to log on to the system three times without using the correct password. We do this to protect your account from someone trying to falsely use your User ID. You should click on the "Forgot Password" button to get a temporary password.

Q. How do I change my password?

A. After you log into the system, click on the "Change Password" link at the top of the screen. On the Change Password page, type in your current password and select a new password in accordance with the password rules. Then click the Submit button.

Q. What do I do if I receive my temporary password but it doesn't work?

A. The most common problem with using the temporary password is mistyping. It may sound obvious, but when quickly reviewing the password the number one (1) may look like the lowercase "L" and the number zero (0) may look like the capital letter "O".

Site Layout

A typical page has the following sections:

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1. Site Menu - You have to be signed on to access the Site Menu.  The Site Menu appears at the top and at the bottom of the screens.

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2. Site Header - This section displays the current date & time; your user ID & name; the store name and location, if selected.

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3. Application Menu - Click the links provided for drop-down menu choices to work with stores, invoices, and history.

 

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4. Page Help - Click the "More Help" button when provided, to access additional information.

5. Site Footer

Site Menu and Application Menu are the two types of menus available for navigating around the site.

Use the Site Menu to view important announcements, payment confirmation messages, send email to Dean Foods, obtain contact phone numbers, change passwords, update your profile, etc.  Click on the Download Forms option to download the forms for changing your checking account and for viewing the collection policy, credit hold and cash in advance policies and procedures.

 

At the very bottom of the screen you will see Attention when there are messages that you need to view.  Click on the plus sign to the right of the Attention to display the messages. When you finish viewing, click on the minus sign to close the message window.

 

[pic][pic]Bottom of Form

 

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Chapter

2

Placing an Order

1. Log in using User Name and Password (See “Login”, Chapter 1)

2. Select Store/s

This page lists all of the store selections that you are authorized to access.  For any given store, select the Orders icon for that store to view its open invoices. From Open you can view Detail, Cancel the order, Print the order, or transfer the Order information to Excel. Click on the Payment icon to view that store’s invoice history and confirmation history.

3. Click “Orders”

From the Store Selection screen, click on the Orders icon. [pic]  You will then access the Create Order screen, when you also have access to the drop-down Orders menu option.  Orders are shown by store, and the main categories are Open Orders and Order History.  When an order has not been paid, it is in Open Orders.  It may have already passed its cut-off date for modifying the order. Once an order is paid, it is in Order History.

4. Pick desired category

Products are grouped into categories. When you click on a group (3 Gallon Tubs, 902, Drinks, HG Rectangles, Ice Cream Cakes), it expands, displaying all available product for that group.  When you enter a quantity and press Tab, the system automatically calculates the $ amount.  All required items are tagged as such. In addition, when viewing each category, the user has the option to sort by either “Item”, “Description”, or “SKU” by simply clicking on that header.

5. Insert quantity desired (be sure to note the stock availability and minimum requirements)

6. Change categories as necessary and repeat step 5

7. Click “Preview Order”

8. Make any necessary modifications if prompted

9. Click “Place Order”

10. Order is placed. You may download or print an order summary if you choose.

Open Orders

[pic] All open orders for the store you selected are shown on this page. To locate other store’s orders, click on the Store Selection button shown at the top of this page.  The Orders button offers Open Orders, which is the page currently shown, and Order History.

 

To restrict the number of Orders displayed, enter either a range for the Order dates or a range for the Delivery dates, then press Filter. [pic]  If you enter a date range and then want to change it, press reset[pic], then enter the new dates.

 

To enter a date, simply position your mouse in the date field and a calendar will pop up for you to click on a date.

 

By clicking on the icon on the line for the order number, you have the ability to:

• Get Details [pic]

• Cancel the order  [pic]

• Print the order or [pic] this option allows you to print the same information and in the same order as what is displayed on your screen.  You print to your designated printer.

• Send it to an Excel spreadsheet. [pic]

Order Forms

You can also click on[pic], located in the upper right corner, to print a paper order form or to export a blank order form to Excel. You may use these order forms at your discretion to take inventory etc. Use of these printable order forms is completely optional, and not required for use of the system.

Order History

To view past orders, select Order History from the drop-down menu under Orders.

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Currently, four years of sales history should be available, although the length of time can be adjusted.  The system’s default is to pull up 100 or so transactions (around 10 pages).  To view orders older than that, use the Search Filter.

Adjustment History

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You can print a single Adjustment History for an order for one line adjustment, or send it to an Excel spreadsheet. 

Order Detail

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Order details are available for Open Orders and for Order History.  You can view all of the details for a given order just as you can when it was first created, including Item number, the item Description, Quantity ordered, Unit Price (for one item), Amount (cumulative amount for the quantity times the item price), UOM (unit of measure), and Adjustment History. The formatting for Order Detail and New Orders are the same.

Changing an Order

You can only change orders that have not passed their cut-off Date and Time.  From the Home page, select a store.  The system opens the Open Orders page.

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Review the Cutoff Date/Time column.  If the order can still be changed, click on the Detail icon to bring the order up.  From there you can make changes in the same manner that you originally created the order.

Chapter

3

Making a Payment

When you’re viewing Open Invoices, you will see those that are ready for payment.  They are marked as Due and have a box in the in the Select column, as shown below.

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To pay an invoice, click in the box, which inserts a check mark like the one shown above, then press Enter. A box similar to the following is displayed.  This screen shows the default Bank Debit date of the current date, which you can change. 

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FAQs

Why can't I put in a payment date that is in the future?

You are allowed to put in a date in the future except when the invoice is past due.  The system does not allow you to enter a future date for past due invoices.  The only option you have for past due invoices is to enter today's date or tomorrow's date on the invoice.

Open Invoices

The invoices that are available to be paid have a box in the Select column so you can select them for payment.  The system also totals all open invoices at the top of the screen.  The invoices that have already been paid are shown with zero balances in the Amount Due column and cannot be selected for payment.  For those already paid, you can click on the Pay History box to view their pay status.

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This page displays a list of all the open invoices for the selected store.

Q. What happens if the invoice goes past due? How do I pay that invoice?

A. When paying a list of invoices where one is past due or when paying a single past due invoice, the only valid date for the draft is tomorrow. All of the future date features are invalid.

Q. Can I pay multiple invoices on one payment?

A. You can pay multiple invoices for the selected store. On the Open Invoices page select the invoices you wish to pay and click the "Pay Selected Invoices" button. The invoices you selected will appear on the Invoice Payment page with the total payment amount. You can update this invoice list as much as you would like up until you click the "Submit Payment" button. After you receive you confirmation number you can no longer change the invoices you wish to pay. If you need to pay more invoices, you can go back to the "Open Invoice" page and select more invoices to pay.

Q. How do I ensure a payment was made on an invoice?

A. You can look at the open invoice page and verify the status of the invoice. You can click the "Payment History" icon next to the invoice. After an invoice has been paid a confirmation number is generated. This confirmation number is emailed to you. A confirmation message is also sent to your messages inbox. Keep in mind, once an invoice has been paid; it stays in the open invoices page until the bank has debited the money from your account.

Q. What happens if I pay an invoice but it later appears as un-paid?

A. You need to contact Customer Service. The payment did not go through your bank account; therefore we changed the status on your invoice back to open.

Q. Why can't I view the details of my invoices?

A. When you click on the Invoice Detail icon, the invoice detail page launches the Adobe Acrobat Reader. The invoice detail is presented in Portable Document Format [PDF]. If this does not happen contact Customer Service. Before you call the help desk, verify if you have Adobe Acrobat Reader on your computer. If not, you can download it by going on to . If you do have it installed, then turn off popup blockers from your browser.

Q. I have been trying to pay invoices and there is not a select box next to the invoice. Why?

A. Your User ID and password are assigned to view only. You can view the invoice detail, but you do not have the ability to pay them. Please talk to your store manager.

Payment History

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Pay Status Column: 

Single letters designate the status of an invoice.  This screen example shows a recently paid invoice.  The invoice itself has a P for Paid in Full.  The actual payment has a code of D for Draft Accepted.  Everything is in line for the invoice to be paid, but it has not been processed yet by the bank.

 

Original Invoice Transaction:

A – Approved for payment.  The invoice is open and available for payment.  Invoices on the Open Invoices page could have this status.

P – Invoice paid in full.

 

Related Payment Transaction:

D – Draft accepted.  This status follows a successful Submit Payment step.

G – Draft being remitted.  The bank is being notified to move funds based on the user request. This status is assigned if the transmission to the bank is successful.

P – Invoice paid in full.  Bank has sent confirmation that the funds were moved.  The auto cash application updates the payment transaction.  The invoice will only show up in the invoice history page.

Invoice Detail

The complete invoice detail is stored and is available from several areas in the system. 

  

 

Clicking on the Invoice Detail icon opens a new window displaying the invoice detail as a PDF document.

Q. Why can't I view the details of my invoices?

A: When you click on the Invoice Detail icon, the invoice detail page launches the Adobe Acrobat Reader because the invoice detail is presented in Portable Document Format [PDF]. If this does not happen contact Customer Service. Before you call the help desk, verify if you have Adobe Acrobat Reader on your computer. If not, you can download it by going on to . If you do have it installed, then turn off popup blockers from your browser.

Payment Confirmation

After submitting the payment, you will receive confirmation.  Print this page for your records. This is the payment confirmation page. You should see a confirmation message when you click on the Messages link on the Site Menu. If you are setup to receive emails, you should be receiving an email confirming this transaction. However neither the confirmation message nor the confirmation emails are sent if you are viewing a payment confirmation from history.

You can save this page for your records. Click on the Printable View icon to print this page. Click on the Export to Excel icon to copy the contents to an Excel spreadsheet. Click on the Export to PDF icon to view the contents via the Adobe Acrobat Reader.

Will an email confirmation be received every time a payment has been scheduled for payment?

If you are set up to receive emails, then yes, you will receive a confirmation email to you when you schedule the payment, in addition we will send a confirmation email when the bank has confirmed the payment. Use the User Profile link on the Site Menu to setup your preference for email reminders.

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Confirmation History

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To quickly locate past payment confirmations, provide a payment confirmation number or a bank debit date range.  To enter a confirmation number, just enter the number and press Enter.  You do not have to fill the box or right justify it.

You can also click on the headings for Confirmation Number or Bank Date to sort the confirmations in ascending or descending order for that column.  When you click a column once, that column is sorted in descending order.  Clicking again sorts that column is ascending order.

Chapter

4

Contact Us

Online: ↓

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By Phone:

Contact Customer Service:

 

Messages

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This page contains messages, including important announcements and payment confirmations.  Messages are grouped to make it easier to locate them when you have many of them.

 

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In order to avoid copyright disputes, this page is only a partial summary.

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