Training Manual - ASICentral · Training Manual Advertising Specialty Institute Bucks County...

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Training Manual

Advertising Specialty Institute Bucks County Technology Park4800 Street road, Trevose PA 19053 www.asicentral.com

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TABLE OF CONTENTS

Quick Search ..................................................................................................... 3Advanced Search .............................................................................................. 4Summary View .................................................................................................. 6Tile View ............................................................................................................ 7View Marked...................................................................................................... 8Compare............................................................................................................ 8Sorting ............................................................................................................... 9Product Detail .................................................................................................. 10Print Product Summary ................................................................................... 11Print Product Detail ......................................................................................... 13Print Product Compare .................................................................................... 14Specials ........................................................................................................... 15ACE® (All supplier Catalogs Electronically) Optional ..................................... 16Supplier Search ............................................................................................... 17Supplier Summary ........................................................................................... 18Supplier List..................................................................................................... 19Supplier Detail ................................................................................................. 20Supplier Request ............................................................................................. 21Preferences ..................................................................................................... 27Centerstage ..................................................................................................... 33E-Mail Centerstage Presentation .................................................................... 34ASI Support ..................................................................................................... 35Preferred Supplier Ranking and Custom Notes……………………..…………35

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Quick Search

Log into ESP Online using your ASI number, User Name and Password. This willbring you directly into Quick Search. If you’ve ever used an internet search engine,this will look very familiar. Using any combination of keywords, wildcards and logic(and/or/not), you can search the database. If your search results in more than10,000 matching products, the first 10,000 will be displayed. To narrow down yourresults, specify the price range. Once you have filled in your information, simplyclick on Search or hit Enter. You can return to Quick Search at any time by clickingon Product Search at the top of the menu bar on the left. ESP Online is highlycustomizable. You can change your default screens by clicking onEdit>Preferences (see page 25.)

Click on Go towards the bottom right of the Product Search screen to go toAdvanced Search.

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Advanced Search

Advanced Search gives you the flexibility to include or exclude specific criteria ordescriptions using any field or any combination of fields. You can search using anyor all of your search words. You can also search while excluding specific words orby using an exact phrase. You can even search by category. Advanced Searchallows you to specify a wide variety of additional criteria such as color, material,Supplier, Product number, Product origin or Union Made products.

Using a WILDCARD (*) in the Word Search fields will return all variations of the rootof a word. Type in “ZIP*” instead of “ZIPPER”. This will return all products with anyvariation of the word “zip” (zip, zips, zipper, zip-up, zip-front, etc.)

The Wildcard works in the word search fields - with the exception of "exclude" field-and can be used in both Quick Search and Advanced Search.

NOTE: If a customer has a theme for the products they are interested in, but areunsure what items they would like, enter the theme in the Ideas field. It will showyou a variety of products, all based on the main “idea” you entered.

Once you have entered all the desired parameters, click on Search or hit Enter.

Advanced Search…cont’d:

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Typing in most Additional Criteria fields will bring up a pop-up window from whichyou can scroll down and select a specific description.

To search for more than one product at a time or to search using a variety ofspecifications such as color and/or material, click on Multiple Criteria. You can addor remove highlighted items from your list by clicking on the forward-arrow (>) toadd to your Selected List or the back-arrow (<) to delete from it. Click on the doubleback-arrow (<<) to clear all items from your Selected List and begin again. Click onOK when you have finished.

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Product Summary Screens

Summary View

Products matching your search criteria will be displayed in the Product Summaryscreen. The Summary View tab features a product image, the Supplier’s ASInumber, name and phone number, the product number, a description, list price andnet cost. NOTE: You may include the Supplier’s Rating instead of their phonenumber or hide the Net Cost in Summary View by clicking onEdit>Preferences>View. To view additional items in your list use the scroll bar onthe right. To select more than one item in this view, click on the box next to the itemnumber in the first field and a checkmark will be displayed. Click the box again todeselect. Double click on a Product to view that Product Detail or click once andthen click on the Product Detail tab.

Use the tool bar at the bottom of the screen to compare the items you have markedor to navigate from Supplier to Supplier. Click on Edit Search to return to youroriginal search criteria. A pop-up window will alert you that you will lose anychecked items. You will then have the option of continuing or canceling the editingrequest.

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Product Summary Screens…cont’d:

Tile View

You may view your search results in tile format by clicking on the Tile View tab. TileView provides a product description and image, the Supplier’s ASI number and theproduct’s list price. To view additional items in your list use the scroll bar on theright. To select more than one item in this view, click on the box to the left of theitem number and a checkmark will be displayed. Click the box again to deselect.Double click on a Product to view that Product Detail or click once and then click onthe Product Detail tab.

Use the tool bar at the bottom of the screen to compare the items you have markedor to navigate from Supplier to Supplier. Click on Edit Search to return to youroriginal search criteria. A pop-up window will alert you that you will lose anychecked items. You will then have the option of continuing or canceling the editingrequest.

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View Marked

You can toggle between View All and View Marked products in either the SummaryView or Tile View by clicking on the View icon on the tool bar.

Compare

For a side-by-side comparison of selected products in a pop-up window, click onCompare in either Summary View or Tile View. You can compare and sort by ListPrice, Net Cost, Quantity, Size, Material, Production Time, Rush Time, FOB (freightcharges), Supplier and Supplier Rating by clicking on the menu to the left.

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Sorting

You can organize or sort your search return in a variety of ways using the Sort Bydrop-down menu. This can be found on the right of the tool bar or under View in themenu. Sorting is available in Summary View or Tile View by the following criteria:

• Default• ASI #• List Price (low to high)• List Price (high to low)• Net Cost (low to high)• Net Cost (high to low)• Profitability• Category• Supplier Rating• Special• Product #

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Product Detail

Select a product and click on the Product Detail tab to view specific, detailedinformation about that item. Product Detail provides expanded pricing, imprintingand shipping information. By clicking on the product image, you can access alarger image of the product which can then be saved to your computer or disc as a.JPEG or bitmap image. It can also be copied into your word processor, paint orother application. Use the scroll bar on the right to view additional information.NOTE: You may exclude the Supplier’s information or the Net Cost in Product Detailby clicking on Edit>Preferences>View.

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Use the tool bar at the bottom of the screen to navigate from Product to Product orSupplier to Supplier. Click on Edit Search to return to your original search criteria.A pop-up window will alert you that you will lose any checked items. You will thenhave the option of continuing or canceling the editing request.


Print Product Summary

To create a printout of a product or products in Summary View or Tile View, click onthe Print icon on the tool bar. This will bring up a pop-up window that will allow youto select a single item or all marked items. Make your selection and click OK tobring up the Print Preview window. You may zoom in or out on the image byclicking on the magnifying glass icons, the Page Width, Whole Page or Originalicons or the drop-down percentage menu. Use the forward or backward arrows tonavigate through multiple pages. You can view the first page (l<), the previous page(<), the next page (>) or the last page (>l). If you are satisfied, you may either E-mailor Print your request by clicking on the appropriate icon. If you are e-mailing the

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request, the document will be saved as a .PDF. Select the file where you would likethe document saved in the Save in field, name the request in the File name field andclick on Save or hit Enter. Attach the saved .PDF file to your e-mail using yourpreferred e-mail server.

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Print Product Detail

You may create a printout for an individual product from the Product DetailScreen. This will bring up a Print Preview screen. (See page 11 for PrintPreview details.)

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Print Product Compare

You may create a printout comparing specific items. In either Summary Viewor Tile View, click on the Compare icon on the tool bar. This will bring up apop-up window with side-by-side comparison of marked products. Clickingon the Print icon in this window will bring up a Print Preview screen. (Seepage 11 for Print Preview details.)

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Specials

If there are any specials connected to a product, it will be noted in green on any ofthe Product Summary screens. Click on the word Special in any screen to viewdetails in a pop-up window. Click on Print to print out a copy.

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ACE® (All supplier Catalogs Electronically) Optional

From the Product Detail screen, click on the ACE icon on the far right of the tool bar or onthe Catalog Page number. A pop-up window with an image of the product’s actual catalogpage will appear. You can copy, save, email or print this image using the appropriateicons on the tool bar. Use the Zoom Out/Zoom In icons for a more complete or closer lookat the page. Additionally, you may browse the entire supplier catalog, without ever leavingthe product detail page of ESP Online. ACE is the essential companion to ESPOnline andis an optional add-on..

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Viewing Supplier Information

Supplier Search

Click on the Supplier Search tab in the middle of the menu bar on the left to look upa Supplier. There are four fields available.

• Keyword• ASI#/Supplier/Linename• City/State/Zip Code• Phone/Fax/Toll Free

The Keyword field searches on all the Supplier company names and line names inthe ESP Online database. Start typing in your text in the desired field. A pop-upwindow will appear with a list of matching items. Select your criteria from this listand click OK. Your search results will automatically be listed. Note: the Keywordfield does not bring up a pop-up window.

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Supplier Information…cont’d:

Supplier Summary

You can also view Supplier information from the Product Summary or Detail screensby clicking on the Supplier Info button on the tool bar. Summary View or Tile Viewwill provide a listing of all Suppliers found in your search result. The SupplierSummary tab lists the Supplier’s ASI number, name, address, contact informationand number of products appearing in your search results. You can scroll throughthe list and if you find a supplier you are interested in, you can click on the numberof products and return to your search to see their products. Use the Sort By drop-down menu to organize your results by ASI#, Supplier Name, Product Count orSpecial (Suppliers with specials listed first) in the Supplier Summary screen. Toselect more than one Supplier in this view, click on the box next to the item numberin the first field and a checkmark will be displayed. Click the box again to deselect.Double click on a Supplier to view that Supplier Detail or click once and then clickon the Supplier Detail tab.

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Supplier List

The Supplier List tab provides a quick reference listing. It includes a Supplier’s ASInumber, name, local and toll free telephone numbers and a primary e-mail address.To select more than one Supplier in this view, click on the box next to the itemnumber in the first field and a checkmark will be displayed. Click the box again todeselect. Double click on a Supplier to view that Supplier Detail or click once andthen click on the Supplier Detail tab. Supplier List allows you to print all of theSuppliers, in list format, with a single print request. Other prints are limited to 100marked items for printing.

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Supplier Detail

The Supplier Detail tab provides extensive detailed information about an individualSupplier. Included on this tab is expanded contact information, Supplier Rating,Website link, production times, artwork information, background information andDistributor references. To view additional Supplier information use the scroll bar onthe right.

Use the Previous and Next buttons at the bottom of the screen to browse throughother Suppliers.

NOTE: Supplier Summary, Supplier List and Supplier Detail selections andtheir respective information may all be printed out by clicking on the Print iconon the tool bar. See Print Product Summary, page 11, for details.

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Supplier Request

From the Supplier Detail screen, you may request a sample, catalog, or quote byclicking on Supplier Request and selecting either Sample Request, Catalog Request,or Quote Request from the drop-down menu. Either will bring up the first of twopop-up windows.

Sample Request

If you are making a Sample Request, the first window allows you to either have theSample shipped to you or shipped blind (without the Supplier’s return address)directly to your customer. Your contact information will appear as it does in theUser Information tab in Preferences (see page 28.) There are two text boxes whichwill be displayed directly above and below the Product image and description in thecompleted form. You may use the default text, add to it or delete it and write yourown. If you start to edit the text but change your mind, click on Restore Default toreturn to the original default message. Each text box allows a maximum of 190characters. Your letter count will be displayed as you type.

Once you have entered all the information, click on Continue or hit Enter.

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The second pop-up window will be a Print Preview screen of your completedSample Request. You may zoom in or out on the image by clicking on themagnifying glass icons, the Page Width, Whole Page or Original icons or the drop-down percentage menu. Use the forward or backward arrows to navigate throughmultiple pages. You can view the first page (l<), the previous page (<), the next page(>) or the last page (>l). If you are satisfied, you may either E-mail or Print yourrequest by clicking on the appropriate icon. If you are saving or e-mailing therequest, the document will be saved as a .PDF. Select the file where you would likethe document saved in the Save in field, name the request in the File name field andclick on Save or hit Enter. Attach the saved .PDF file to your e-mail using yourpreferred e-mail server.

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Catalog Request

If you are making a Catalog Request, the first window allows you to either have theCatalog shipped to you or shipped blind (without the Supplier’s return address)directly to your customer. Your contact information will appear as it does in theUser Information tab in Preferences (see page 28.) There are two text boxes. Youmay use the default text, add to it or delete it and write your own. If you start to editthe text but change your mind, click on Restore Default to return to the originaldefault message. Each text box allows a maximum of 190 characters. Your lettercount will be displayed as you type.


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The second pop-up window will be a Print Preview screen of your completedCatalog Request. You may zoom in or out on the image by clicking on themagnifying glass icons, the Page Width, Whole Page or Original icons or the drop-down percentage menu. Use the forward or backward arrows to navigate throughmultiple pages. You can view the first page (l<), the previous page (<), the next page(>) or the last page (>l). If you are satisfied, you may either E-mail or Print yourrequest by clicking on the appropriate icon. If you are saving or e-mailing therequest, the document will be saved as a .PDF. Select the file where you would likethe document saved in the Save in field, name the request in the File name field andclick on Save or hit Enter. Attach the saved .PDF file to your e-mail using yourpreferred e-mail server.

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Quote Request

If you are making a Quote Request, the first window allows you to modify youraddress information or default to how it appears in the User Information tab. Thereis a quantity box for the amount that you need quoted. Also, there are two textboxes. You may use the default text, add to it or delete it and write your own. If youstart to edit the text but change your mind, click on Restore Default to return to theoriginal default message. Each text box allows a maximum of 190 characters. Yourletter count will be displayed as you type.


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The second pop-up window will be a Print Preview screen of your completed QuoteRequest. You may zoom in or out on the image by clicking on the magnifying glassicons, the Page Width, Whole Page or Original icons or the drop-down percentagemenu. Use the forward or backward arrows to navigate through multiple pages.You can view the first page (l<), the previous page (<), the next page (>) or the lastpage (>l). If you are satisfied, you may either E-mail or Print your request byclicking on the appropriate icon. If you are saving or e-mailing the request, thedocument will be saved as a .PDF. Select the file where you would like thedocument saved in the Save in field, name the request in the File name field andclick on Save or hit Enter. Attach the saved .PDF file to your e-mail using yourpreferred e-mail server.

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Preferences

You can customize the layout and many features of ESP Online by clicking on Editand scrolling down to Preferences. This will bring up a pop-up window with fivetabs: General, View, Print, Centerstage and User Information.

Use the General tab to customize your startup, layout and closing for ESP Online.Options include starting the program at full screen, starting it with Advanced Searchinstead of Quick Search, deleting temporary images upon closing (recommended tosave space on your hard drive), and receiving a warning before closing ESP Onlinewith the option of canceling the request. Set your search history anywhere from 0to 30 to easily retrieve previous parameters under the File menu in Product orSupplier Search. Display Settings allows you to customize colors for Grid Outline,Alternating Grid Rows and Word Search Highlights. Check off Show Hints andselect the amount of time you would like the hint displayed from 2 to 30 seconds inHint Setting. With Currency Exchange Rate, you can modify the list and net costs ofproducts based on a value you determine.

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Click on OK to save any changes.Preferences…cont’d:

The View tab is valuable for customizing the display settings for Product andSupplier results. You can control what information is displayed both on thescreen and in your presentations to the customer. You can chose whether ornot you wish to display Supplier Information (including ASI# and Line name),Net Cost and Price Codes. Use this tab to set your default view of ProductSearch Results for either Summary, Tile, or Default and specify whether youwould rather include the Supplier’s phone number or rating. Set your defaultview of Supplier Information for either Supplier Summary or Supplier List andspecify whether you would rather include the Supplier’s name or Line name.

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Click on OK to save any changes.

Preferences…cont’d:

The Print tab can be used to create custom letterhead for any printeddocumentation such as faxing Product or Supplier information to sales associates orco-workers, internal memos or product lists. Create a Custom Heading andinclude a Custom Logo by browsing the files on your computer and place itleft, right or in the center of your header.You can also turn individual fields on or off when printing the Product Detail orSupplier Detail screens by using the box at the right of the screen.

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Click on OK to save any changes.


Before creating a Centerstage presentation, customize your layout in the Centerstage tab.You can create a Custom Heading and/or Footer, include a Custom Logo by browsing thefiles on your computer and place it left, right or in the center of your header. Select theproduct information you wish to include in the presentation from the Field Lists at the rightof the screen.

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When you have made your selections, click on OK.

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The User Information tab is pre-populated with your contact information as entered at thetime of user registration. Select Edit User Info to open a Web page where you may edit thisinformation. Editing the Custom Company Name field in this screen will override CompanyName from your user information.

When you are finished, click on OK.

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Centerstage

Before creating a Centerstage presentation, customize your layout in theCenterstage tab of Preferences. To create a Centerstage presentation ofselected products for a customer, click on Centerstage in any of the ProductSearch Summary screens. The icon is found towards the left on the tool bar.The pop-up window pictured below will appear. Select either a single item or allmarked items for presentation. The presentation will be saved to C:\ProgramFiles\ESPOnline\Presentations\, but this can be changed by clicking on the iconat the right of the Presentation Folder field and selecting a different destination.Give your presentation a name that will make it easy to find and identify in thefuture. It is recommended that you change the Presentation Name for everypresentation you create. You can go directly to your preferences for Centerstagepresentations by clicking on the Preferences button. You may save yourpresentation as either a .PDF or .RTF file. If the presentation is satisfactory, werecommend saving it as a .PDF to secure the data. If further editing is required,select the .RTF option, make the required modifications, and then use the SaveAs function to save the file as an MS Word document (.doc).

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Centerstage…cont’d:

E-Mail Centerstage Presentation

E-mail your completed Centerstage presentation to a customer by clicking onEmail in .PDF or the e-mail icon in .RTF. NOTE: If you chose to ultimately sendthe file to a customer as an .RTF or .DOC, make sure you save as Read Only.

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ASI Support

If you have any further questions or problems, logon towww.asicentral.com/support. This will bring up a Web browser that connectsdirectly to ASI’s Customer Support Web Page. Click on ESP Online for Updates,Account Information, Online Tutorials, FAQs and more.

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Preferred Suppliers

One of the most powerful features added to version 1.3 of ESPOnline is Preferred Suppliers & Notes. This allows a distributor tohighlight the suppliers they work with regularly, as well as addcomments or notes to these suppliers. Giving a supplier preferredstatus, a ranking, and notes can easily be done from most screens inESP Online.

User controlled (default mode)This mode is when each user creates and maintains an individualPreferred Supplier list. No one else in the company will see theirrankings and notes (unless they decide to share the notes for aparticular supplier).

Giving a supplier preferred status can be done by either right clickingon a search result or choosing Assign Preferred/Notes from the Toolsdrop down menu. A Ranking/Notes box will appear (shown below),and by checking the Preferred Supplier box, choosing a rank, andclicking OK, the supplier will then be marked as preferred, whichmeans their asi# will be bold in every screen and the rank will appearin most screens. Additionally, any suppliers that have been markedas preferred will then be returned at the top of any search.

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Below is a screen shot showing asi#s 74710 & 71920 marked asPreferred in the search result for “Red Mug”. Note that the ‘Platinum’status supplier is listed before the ‘Gold’ status supplier, and the‘Gold’ status supplier before suppliers not marked Preferred.

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Also built into Preferred Vendor functionality is the ability to addsupplier specific notes. These notes can be personal (default),meaning that only the person who entered the notes can see them, orthey can be marked as shared, which means that the entire companywill see them. These notes are entered in the same pop-up boxwhere a supplier is marked as preferred and given a ranking (shownearlier). A supplier does not need to be a Preferred Supplier to havenotes added. Once notes are entered, there will be an alert (the word(Notes) ) in the product detail and supplier detail screens. Here is anexample of a supplier with Notes entered:

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This example actually shows notes that have been shared throughoutthe organization. When notes are shared, the shared notes fielddisplays by whom and the date the notes were posted.

This screen shot shows a Supplier Detail for a supplier with Notes.(Notes) is shown at the top right of the Product or Supplier Detail tabin red.

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There is also a Preferred/Notes tab in the supplier search screen thatdisplays the rankings and notes of a supplier. This tab needs to bechecked in the Preferred Supplier Preferences to be seen.

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Preferences tab

This tab in Preferences allows the individual user to set their ownranking designations for Preferred Suppliers, to show or hide thePreferred/Notes tab on Supplier Search, and to remove the Preferredranking from their printouts of Supplier Summary or Supplier Detail.

The Update Preferred Supplier List button will only be click-able inone instance, and that will be covered later.

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b. Corporate controlled

There is also the option for a distributor to appoint an individual (orseveral) to control the Preferred Supplier functionality for all users intheir company. The individual users will not be able to modify therankings of the preferred suppliers as determined by the PreferredSupplier Corporate Administrator.

In order to have a corporate administrator, the distributor has tocontact ASI and designate a user for these rights. This gives thedesignated user the ability to access a web application for theircompany from the Tools Menu on the Supplier Search side of ESPOnline. Once set-up, the administrator can access this webapplication from the Tools menu by clicking on Manage PreferredSuppliers. The user will be taken to a simple navigation screen:

From this screen, they can be taken to the following pages:

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Settings and Preferences

Here the administrator can make the Preferred Supplier functionalityCorporate or Individual controlled, and also change and maintain theranking names for all users in their company (if corporate controlled).

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Assign and Manage Preferred Suppliers

This screen allows the administrator to search for suppliers to markas preferred and give them corporate level Notes (if desired).Corporate level notes are seen by everyone in their company.

In order to search for suppliers, enter your list of asi#s as a series ofnumbers with commas in between each number:

For example:

35280, 45880, 52225, 65421, 77758, 80258,

and then click Search. This will take you to a list of the suppliers youhave listed. From this list, you can assign preferred status and rank.

You can also click on the 2 links on this page to maintain yourPreferred Supplier list. The links will either show all suppliers that aremarked as Preferred, or all suppliers with Corporate Level notes.

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The Search result screen in Preferred Supplier web application.From here you can Assign/Edit Rank and Add/Edit Notes by clickingon the links in blue.

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This is the screen where ranking and notes can be entered ormodified by the corporate administrator for an individual supplier.

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3. Manage Your Company Users

This screen allows the administrator to manage their users. Rightnow an administrator can only limit their users to seeing PreferredSuppliers only in ESP Online by checking the box. If a user ismarked Preferred Suppliers only, then they will not see any suppliersin ESP Online who have not been marked as preferred by thecorporate administrator.

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Publish Preferred Supplier List to Users

This screen is only used in the following instance: The PreferredSupplier functionality is individual user controlled, but the companyalso has a Preferred Supplier administrator who publishes aCorporate endorsed preferred supplier list. This list is pushed downto the users of the company when published. The users will be givenan alert when they log-in that there is a newly published list, and theycan receive they list by going to their Preferred Supplier tab inPreferences and clicking on the Update Preferred Supplier Listbutton.

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If the users ignore the alert when they log-in, they will not see the listthat has been published. Also, the information published will notoverwrite anything on the individual user level.

There is an important difference here between Corporate controlledand Corporate endorsed Preferred Suppliers.

If a company wants their administrator and users to work from oneuniform Preferred Supplier list, then they need to have their PreferredSupplier list controlled by their designated administrator. There willnever be a need to publish a list, as it will be automatically distributedto the users.

If a company wants to allow their users to have their own individualPreferred Supplier lists, but also have an administrator that managesa list that the company recommends their employees use, then theadministrator will need to use this screen to publish that list.Also, the users will need to receive the list by clicking on the UpdatePreferred Supplier List button in their Preferred Supplier Preferencestab. The ultimate control here rests with the individual users, andthey can modify the list that has been published to them.

Either way, if you would like to use the Corporate functionality of ESPOnline, ASI needs to be contacted to give the designated userPreferred Supplier administrator rights. This allows the individual tohave access to the Preferred Supplier web application.

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Preferences tab

This tab in Preferences is very different when a company usescorporate controlled Preferred Suppliers. The users are shown analert at the top of the screen, and cannot modify the rankings set bythe Corporate Administrator. They can only use this screen to showor hide the Preferred/Notes tab in the Supplier Search side of ESPOnline, or to print or hide the rankings from the printouts of SupplierSummary or Supplier Detail.

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