Winc Finance One Purchasing Roundtrip User Guide 2018

Winc Roundtrip

User Guide – This user guide provides basic step by step instructions on accessing the Winc Roundtrip, directly from Finance One, searching for products, selecting items and returning them to Finance One.

Roundtrip site – the Winc Roundtrip allows the user to search products, add them to their cart, create favourite lists and ultimately return the product information back to Finance One for the completion of the purchase order process.

User recognition – the system recognises each user when they access the roundtrip session and provides a personal profile that includes each users favourite items and saved orders.

Handy tools – Other useful tools include the ability to do Fast Order Entry and view Stock Availability – these, and other features/information, are described in more detail at the end of this user guide.

Finance One PurchasingClick on Create Quick/Roundtrip Order from the Purchasing Dashboard

Direct Roundtrip to WincThen click on Winc to access the Winc site

Winc Home PageThe default landing page will display the ‘Xpress Form’. The Xpress Form is a list of the All of Government (AoG)

Core Products allowing the user to search for products with the greatest savings in the first instance.

AoG Core Product Categories are displayed under Xpress Form

To return to the Xpress Form at any time just click on the Otago or Winc logo at the top of the page

Search the AoG Core Products

Winc Home PageYou can search the full range of products by either keyword, product code or browse by category by using the

Search function or Browse Categories. To view your personal favourites go to My Lists. Once items are selected and added to your cart you can view the cart details prior to returning to Finance One Purchasing.

Search by Category or by keyword/product code

Access your saved favourites from My Lists

User recognition under My Account

Browse CategoriesTo extend your search to the full catalogue expand Browse Categories and drill down to the category you require.

Selecting ProductsOnce Product Search Results are returned you can enter a quantity and click ‘Add’. You can also add items to your personal favourites by clicking on the heart. To review the items in your cart click on ‘Shopping Cart’ using the blue

shopping cart button.

Shopping Cart displays products added

Enter quantity and click on ‘Add’ to add product to your shopping cart and/or click the heart to add product to your favourites list

Accessing your Favourite itemsFrom ‘My Lists’ select ‘Favourites’. Enter quantities, click ‘Select’ and ‘Add to Order’ for those items required.

Manage your Shopping CartClick on the blue Shopping Cart button and review the cart details - options include amending or deleting items. Fast Order Entry is also available – enter the Product Code and Quantity you wish to order (this saves searching the system for each item). To proceed

click on ‘Complete Order’.

Return to Finance OneClick on the ‘Return Cart’ button to return product info to your Finance One Shopping Cart.

Continue to Shopping CartApply Ledger Code and Account Code for each line item and click on ‘Continue to Shopping Cart’

Finalise RequisitionTo complete the order and send it to Winc click on ‘Finalise Requisition’. If the order is within your spending authority the order will be sent directly to Winc. If it is above your spending authority it will be sent to your

default approver for approval. Once approved it will be sent automatically to Winc.

Order TransmittedThe following message will be provided advising that your order has been transmitted to Winc and what the order

number is.

Additional Features - Product Searching You can search for products using either keyword or Winc product code. The search engine will also provide

Suggested Searches and Top Sellers to assist.

Additional Features - Product SearchingRefine, Sort by and View – you can refine your search results, Sort by Price or Description and View by List or

Grid.

Additional Features - Handy tools

Favourites – You can add items to your personal list of favourite items when viewing the product details.

Saved Orders – If you are not ready to complete your order you can save your order by exiting the Winc site. Your saved order will be waiting for you when you return to the Winc site next time. Ensure the products you wish to save are in your Shopping Cart.

Stock Availability – Items will display real-time stock availability – just click on the ‘Check availability’ button.

Additional Features - Handy tools

Fast Order Entry – If you know the item number of the items you wish to order you can go straight to Shopping Cart (blue shopping cart button) and use the Fast Order Entry tool – simply enter the product code and quantity and click ‘Add to Cart’, or for multiple items click on the ‘Order multiple products’ button.

Read Only Winc catalogue - www.netxpress.co.nz

Username - otg-view

Password - password

Additional Features - Handy tools

Messages – From time to time Messages will appear advising of useful information e.g. Availability of Calendars & Diaries

Stamp Ordering –

Create and place your order via Finance One. The Stamp Order Form is on the next page.

The Winc Stamp Form needs to be filled out and sent to stampsnz@staplesnz.co.nzquoting PO#

Enquires call 0800 800 547 and quote PO#

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Additional Features - Handy tools

Icons – The following icons will be applied

to products as appropriate. The Contracted

Item icon represents the All of Government

Contracted Items and are considered best

value.

Ordering Information

Order confirmation – Once Winc receive your order you will receive an order confirmation via email.

Recommended Minimum Order Value – Otago has a recommended minimum order value of $50. If it is not practical to increase your order value or save your cart then continue to proceed to the Checkout.

Ordering Bulk Paper – Pallets of copy paper can be ordered directly from the Local Account Manager, Brit Parsons - E-mail: brit.parsons@winc.co.nz

Create a Standard Requisition order and email the order to Brit (do not send order by EDI)

Campus Couriers will handle all other paper orders up to 15 Boxes.

Special Orders – as above – liaise with Brit Parsons.

Ordering Food items – Please note that food items are non-returnable.

Order Cut off time – The cut off time for placing your order for next day delivery is 3pm.

Ordering Information

Order by Product Code – If you know the Product Code of the item/s you are wanting to order it is possible to quickly enter the Product Code and Quantity and Add to your order.

To do this click on the Shopping Cart at any stage and you can either enter a single entry or use the Order multiple products at once.

Single Entry Order multiple products

Winc Returns ProcessNotify Winc’s Customer Care team on 0800 800 547 quoting the Delivery Note Number that came with the goods.

Please advise them as to why the goods are to be returned or exchanged.

You will be issued with a Return Advice number. Please attach this number to the parcels to be returned.

Please arrange with Campus Courier (Dunedin departments) to collect, ext 8043.

Returns arranged from other centres will be collected by our drivers will collect these goods from you and return to our warehouse.

Once the goods have been inspected and approved by our warehouse, an adjustment note is generated.

No credits will be given for:

• Items returned without a credit approval number

• Items returned after 14 days from date of invoice

• Items without an original tax invoice number

• Items with incomplete packaging

• Special buy in items (non-stocked)

• Food and Drink; First Aid and Medical Products are non-returnable unless damaged/defective or outside the best before or use by date on delivery.

• Short delivery, non-delivery and damaged goods

• Claims for short, non-delivery or damaged goods MUST be made within 7 business days from delivery.

Need Help?Winc Customer Care

Customer Care team on 0800 800 547

Fax number: +649 271 7683

E-mail: customerservice@winc.co.nz

Winc Customer Care team can be contacted nationally between 8.00am and 5:00pm

For local enquiries Brit Parsons

E-mail: brit.parsons@winc.co.nz

Mobile: 0288 500 2916

For enquiries related to the University of Otago Procurement systemPlease contact: Michael Lawrence (University Procurement Office)

Phone: (03) 479 5243

Email: michael.lawrence@otago.ac.nz