How to Use Agency Express

A Quick Start Guide to Online Ordering with the Maryland Food Bank.

Transcript

1. Logging in to AgencyExpress – All Agencies Go to: www.agencyexpress3.org You can log into AgencyExpress with Internet Explorer 10 or higher, Firefox, or Chrome User Name: Will be provided by the Maryland Food Bank Password: Will be provided by the Maryland Food Bank Program Code: Unique Code to identify the food bank and your agency. The program Code will start with 0007 (Maryland Food Bank Code) followed by a p (indicating program) followed by your Maryland Food Bank Agency Code. The code will look like this when entered: 0007pXXXXX, replacing the X’s with your agency code. Baltimore Agencies 0007pXXXXXX Eastern Agencies 0007pep-XXXXXX Western Agencies 0007pwp-XXXXXX 1 If you forget your Password or Agency (Program) Code, click on the appropriate link to have it sent to you. After logging in, the AgencyExpress Welcome screen will be displayed. Here you will find announcements of closings, process changes, etc. The Welcome screen will also notify your agency if it is blocked for any reason, including past due, reporting, compliance, etc. An agency that has been blocked will not be able to place an order.
2. Scheduling – Baltimore Agencies If you are placing an order for Delivery, proceed directly to the Shopping List on the Order Options tab If you are placing an order for Pickup, select Scheduler on the Order Options tab and follow the directions below 1. Select Pickup, from the dropdown list 2. Click on the calendar icon and select an available pickup date 3. Click on the clock icon and select an available time 4. Click Reserve 5. You will receive a popup confirming your reservation (appointment) On the Scheduler tab, follow this sequence to reserve your pickup appointment Proceed to Page 4, Shopping List 2
3. 3 Scheduling – Eastern Shore and Western County Agencies If you are placing an order for Pickup OR Delivery, select Scheduler on the Order Options tab 1. Select Pickup, or Delivery from the dropdown list 2. Click on the calendar icon and select an available pickup or delivery date 3. Click on the clock icon and select an available time 4. Click Reserve 5. You will receive a popup confirming your reservation (appointment) On the Scheduler tab, follow this sequence to reserve your pickup or delivery appointment
4. Shopping List – All Agencies 4 Select Shopping from the Order Options Tab There are a number of ways to look at, and sort, available items: • Scroll through the list • Enter a specific Item No. • Type a description • Select a category • Handling Req. • Food Source You can also sort the shopping list by clicking the Blue Hyperlinks located at the top of the columns • Enter the quantity you want to order in the Order Qty box. You can add quantity to multiple items and then Add to Cart. However… • BEFORE proceeding to the next page, click Add to Cart. If you do not ‘Add to Cart’ before moving to the next page, the item(s) will not be added to the cart Each time you add an item(s) to your cart you will receive a confirmation message. Click OK to proceed
5. Check Out – Baltimore Agencies 5 When you are done shopping, select the Check Out icon • Select Pickup from the dropdown list • Click on the calendar icon • The date reserved on the scheduler tab will be the only date available • Click the date to select • Click on the clock icon • The time selected on the scheduler tab will be the only time available • Click the time to select If you reserved a Pickup on the Scheduler tab If you are requesting a Delivery • Select Delivery from the dropdown list • Click on the calendar next to the date field • Only your territory delivery days will show on the calendar, indicated by a green square around the date • Click on the desired delivery date • Click on the clock icon to request a time window for the delivery Proceed to Page 7
6. Check Out Eastern Shore and Western County Agencies • Choose the shipment method selected on the scheduler tab from the dropdown list • Click on the calendar icon • The pickup, or delivery, date reserved on the scheduler page will be the only date available • Click the date to select 6 • Click on the clock icon • The time selected on the scheduler tab will be the only time available • Click the time to select
7. Complete Scheduling and Submit Cart – All Agencies Before submitting your order, you can… • Change the Order Qty • Update Cart if quantities are changed or deleted • Continue Shopping if you want to add to your order • Print your order • Clear Cart if you decide not to place an order at this time • Submit Cart when you are done shopping* 7 On the check-out screen is a Comment box. You can add notes related to your order, for example, please add a dessert pallet to the order. You can also change your pickup or delivery date prior to submitting your order, but the following steps must be followed. • If you pre-reserved your pickup or delivery from the scheduler tab, return to the scheduler screen and delete the previously selected appointment
8. 8 *IMPORTANT – Your order is NOT sent to the Maryland Food Bank for processing and items are NOT reserved until you click SUBMIT CART. If you attempt to log out of AgencyExpress prior to submitting you cart, you will receive this message: Complete Scheduling and Submit Cart – All Agencies • Select a new date on the scheduler tab • Select a new time • Click Reserve • Go back to Check Out and under My Appointments • Select the shipment method just selected on the scheduler tab • Select the date showing on the calendar • Select time showing on the calendar • If you are in Baltimore and have standing appointments, click the calendar on the check out screen to see if there are any standing appointments available. If so, select a new date, then select a time slot. • PLEASE NOTE: If you make any changes to the ship method, date, or time, your comments will be deleted. Please remember to reenter your comments when applicable. When shopping and/or changes are complete, do not forget to Submit Cart*
9. Submit Cart – All Agencies After you click Submit Cart, you will be asked if you are sure you want to submit the order, click OK You will receive confirmation that your order was submitted successfully You are then be re-directed to Order Management, where you can review, edit, and print your orders. Please note: the order cannot be edited until the status is Acknowledged 9 Status Key – New Order means that you have successfully created a new order. Sent to Foodbank means the order has been submitted to the food bank. You must wait for the status to change to Acknowledged before you are able to change your order. Acknowledged means the order has been received by the food bank and is now available to be edited. Rejected means the order has been rejected and will not be shipped. Cancelled means the order was cancelled by the shopper and will not be shipped. Editing means the order has been opened for editing (changes) and must be submitted before it will be processed. Invoiced means the order has been shipped.
10. § The Maryland Food Bank-Baltimore schedules deliveries in time blocks. If you select 8am, your delivery will arrive between 8am-noon. If you select 12pm, your delivery will arrive between noon and 4pm. Delivery time will be based on Requested Delivery time but will be assigned by the Maryland Food Bank based on availability. § The deadline for submitting Pickup orders is before 10:30 AM one business day before requested pick up date. Western Maryland Counties must have Pickup and Delivery Orders submitted prior to 10:30am Thursday. § The deadline for submitting Delivery orders is before 10:30 AM two business days before requested delivery date. Delivery orders will be scheduled by the Maryland Food Bank based on availability. Western Maryland Counties must have Pickup and Delivery Orders submitted prior to 10:30am Thursday. § If , while on the check-out page, you try to select a pickup or delivery date and all calendar dates are crossed out, you probably forgot to reserve your appointment on the Scheduler tab. You can still go back to the scheduler to reserve your date/time. Once reserved, come back to the check-out page and select your shipment method, date (reserved date), and the time (reserved time). If you had comments inserted prior to the change, don’t forget to reenter your comments. § If you reopen your order, you must submit the order again. If you add product, Submit the Cart again when finished adding. If you made no changes, click Cancel Edit. If you do not follow these steps, the order will remain in the Edit status and will not be available for Pickup or Delivery § Online orders are typically available to edit within 20-30 minutes of your initial order. § When ordering additional product to be picked up or delivered, open and edit an existing order, do not create a new order. 10 Important Notes