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ONE SITE, AT YOUR SERVICEOFFICEMAXCANADA.COM/GOV

FEDERAL GOVERNMENT ORDERING ONLINE WITH GRAND & TOY

Guide

BENEFITS OF ORDERINGONLINE AT OFFICEMAXCANADA.COM/GOV

• Convenience: 24/7 accessibility to an online Standing Offer catalogue featuring thousands of products

• Efficiency: streamlined ordering functions save valuable time, live inventory checking for current stock levels

• Control: purchasing with the ability to monitor, approve and pre-approve purchases

• Knowledge: solutions, guidance, and customer-specific information• Savings: exclusive Standing Offer prices • Support: by email, by phone, by fax, or via live chat

From all the latest standing offer information to news on upcoming events, our new website offers a full menu of the products, services, and information you need and more:

OFFICEMAXCANADA.COM/GOV:QUICK START GUIDE•Signing in

o Setting up your user profileo Selecting an account

•Navigating the site

•Searching for Productso The “Browse Catalogue” menuo Quick Searcho Advanced Searcheso Refining your search

•Creating an Order o The “Order” menuo Creating an ordero Rapid Product Entryo Custom Lists

•Creating An Order (cont’d)o Scheduled Orderso Delete/Add itemso Item Noteso Order Summary

•Checking Outo Final Inventory Checko Changing shipping infoo Submitting order

•Order status

•Returnso Returns Policyo Ink and Toner Recycling

CONTENTS

OFFICEMAZCANADA.COM/GOV:QUICK START GUIDE

•APPROVER INFORMATIONo “Manage Account” sectiono Email notificationso Viewing and Approving

•E-INVOICING

•FEDERAL CLIENT SERVICE TEAM

CONTENTS (cont’d)

SIGNING IN

SIGNING IN

In order to see your pricing and submit an order, you will need to Sign In.

 Step 1: Click on Sign In (a window will open)Step 2: Enter your Log In IDStep 3: Enter your PasswordStep 4: Click on Sign In in Business Account

SETTING UP YOUR USER PROFILE

Upon logging-in with your User ID and Password, you will be required to complete the ‘New User’ set-up process – a short annual process. The User Profile uniquely identifies specific users under an account. 

Step 1: ‘Introduction’

Step 2: ‘User Profile Set-up’

Step 3: Fill out the required information and click ‘Next’

Step 4: ‘Review User Profile’

Step 5: ‘Thank you!’

Tip! You can edit/update your User Profile at any time by accessing the Manage Account section of the site.

SELECTING AN ACCOUNT

If you are assigned to more than one account, then the first page that you are going to see upon logging in is the Select Account page.

Step 1: Select the Ship-to Account that you want to place an order on

Step 2: Select an Alternate Address (if applicable)

Step 3: Click the Select button

NAVIGATING THE SITE

NAVIGATING THE SITEOnce you are in the ordering section of the site, there are six main sections that you can access via the Top Menu Bar

o Browse Catalogueo Ordero Order Statuso Tracking/Returnso Customer Supporto Manage Account

When you click on any of the menus in the Top Menu Bar, you will activate the options available, below, in the Sub-Menu Bar.

SEARCHING FOR PRODUCTS

THE ‘BROWSE CATALOGUE’ MENU

The ‘Browse Catalogue’ page and sub-menu bar gives you easy access to the following product ‘search’ methods:

Item ExplanationAdvanced Search For a more in-depth search

Frequently Ordered Items Search through up to 50 of the items you order most often

MSDS Centre Obtain health and safety information for our products that contain chemicals

Inkjet & Toner Finder Search tool specific to ink and toner

THE ‘BROWSE CATALOGUE’ MENU

• To access the Standing Offer regions, click on Browse Catalogue in the top menu bar.

• On the left-hand side of the screen, you will see the list of Standing Offer Guides.

• Make your selection by clicking on the option you need. If you click on Standing Offer Product Guide the next page will display a list of the regions.

• Select your region to browse the Standing Offers awarded in your area.

THE ‘BROWSE CATALOGUE’ MENU

• By selecting your region the next page will provide you with a list of standing offers we hold for your region with the standing offer number.

• If you don’t s see what you are looking for, try clicking on Extended Product Offers or Quick Search.

PERFORMING A QUICK SEARCH

The quick search is available at the top of most pages. Search quickly using keywords or product codes.

PERFORMING AN ADVANCED SEARCH

For a more in-depth search, click on ‘Browse Catalogue’ in the top menu bar, and then click on ‘Advanced Search’ in the sub-menu bar.  This powerful search tool gives you the ability to search by combining keywords, product codes, manufacturer names, price range and symbols (sale, environmentally friendly, Grand & Toy branded etc).

REFINING YOUR SEARCH

CREATING AN ORDER

THE ORDER MENU

The ‘Order’ sub-menu bar gives you easy access to the following functionality:

Item Explanation

Rapid Product Entry Add products to your order quickly by keying in the Product Code

Print Preview Allows you to view the order before printing

Cancel Order Completely deletes the current order and lets you start over with the same account

Save Order Allows you to save an incomplete order so that you can access it later (under the Order Status menu).

Create New Order Takes you back to the Select Account page to start a brand new order on an alternate account.

Custom Lists Allows you to pull-up and order from your personal list(s).

MAIN ORDER PAGE

 

CREATING AN ORDERYou can create an order by using one or all of the methods below:

Rapid Product Entry – if you already know the product codes for the item(s) you want to order

Search Results – if you are browsing the online catalogue or are in the middle of a search

Custom Lists – to order from your own personally-created Custom Lists 

RAPID PRODUCT ENTRY

To start an order, click on Order in the Top Menu Bar to access the Create an Order page.

Step 1: Key in the Product Code and the Quantity required

Step 2: Repeat this process for each product you wish to order then click the ‘Add to Order’ button

CUSTOM LISTSCustom Lists, often referred to as a “Favourites” list, are sometimes shared by others on accounts that you may have access to. Furthermore, some organizations create a standardized list of products that they encourage their purchasers to use. If this is the case with your account, then you will find them here:

Step 1: Click on Order in the top menu barStep 2: Click on Custom Lists in

the sub menu barStep 3: Click on the All Custom Lists tab

Tip! You can also create your own Custom Lists. Your lists will show up under the “My Custom Lists” tab

VIEWING A CUSTOM LISTItems in custom lists are separated by categories. The categories are sorted alphabetically.

 Adding an item to your order :

Step 1: Select the products Step 2: Click Add to Order  

Display pricing & stock information :Step 1: Select the products Step 2: Click Show Pricing

ORDERING FROM CUSTOM LISTS

You can create an order by choosing items from a previously created Custom List. Access your Custom Lists by selecting this option from the Order sub-menu.

Step 1: Open the Custom List that you want to order fromStep 2: Select the items(s) you want to order by clicking in the checkbox(es) in the Select columnStep 3: Click Add to Order button

ADDING TO AN ORDER FROMA CUSTOM LIST

Once you have added the items to your order, a dialog window will pop up, giving you 3 options.

View Order: Brings you to the Order Details pageReturn To Custom List: Brings you back to the current custom list that you are viewingCustom List Menu: Brings you to the My Custom Lists page

Tip! It is recommended that you enable Pop-Up windows in your internet browser for grandandtoy.com/gov. If Pop-Ups are blocked, then you will not see this dialog window -– instead, you will be brought straight to the Order Details page.

SCHEDULED ORDERS

Scheduled Orders is a time-saving feature on grandandtoy.com that provides you with the ability to schedule reoccurring product orders for future deliveries or repeated on the day of your choice (daily, weekly, or monthly).

CHANGING QUANTITIES & DELETING ITEMS ON THE MAIN ORDER PAGE

Changing QuantitiesStep 1: Enter new Quantity, and/orStep 2: Change the Unit of MeasureStep 3: Click Update Order

Deleting ItemsStep 1: Select Item(s)Step 2: Click Delete ItemsStep 3: Click OK

Updating the PO #Step 1: Modify the PO#Step 2: Click Update Order

ADDING ITEM NOTES FROM THE MAIN ORDER PAGEAdding Item Notes can be especially helpful if you are ordering for multiple people and want a reminder when your order comes in. The notes will be printed on your packing slip and on the invoice

Step 1: Click Add Item Notes

Step 2: Enter the Items’ Notes 2

Step 3: Click Update

Step 4: Click Back

ORDER SUMMARY

While browsing the online catalogue, you always have access to your Order Summary. From the Order Summary box, you can also view the Order Details, Print Preview, Cancel or Save your order, or even continue directly to the Checkout

CHECKING OUT

CHECKING OUT FROM THE ORDER PAGE• Once you have verified your order

and are ready to submit, proceed to the Check Out page

• Click Check Out• Between the Order Details and the

Check Out page, you will see a Final Inventory Check. It does this in case you have been on the Order Details page for an extended period of time. If stock levels have changed and some of your items are now on backorder, it will display the backorder on the Check Out page.

CHANGING SHIPPING INFORMATION

Changing your Ship To AccountStep 1: Choose your Ship To Account Step 2: Click the Next button

Changing your Alternate Delivery Address

Step 1: Choose an Alternate Delivery AddressStep 2: Click the Next button

 

*Alternate Delivery Addresses can only be created by a

Grand & Toy specialist. Please contact a customer care

representative or your dedicated account representative

to request a new delivery address set up.

CHECKING OUT FROM THE ORDER PAGE• During the check out and order confirmation process, Standing Offer and

Non Standing Offer products will automatically split into separate orders. At this point separate PO’s may be assigned to each order.

• You are ready to submit your order(s)

SECTION 32 AUTHORITY TO COMMIT FUNDSIn compliance with the Public Works & Government Services Canada (PWGSC), Federal Government employees must confirm their authority to commit funds or provide the name, email and telephone number of the individual in their reporting structure with such authority.

SUBMITTING AN ORDERYou will see a ‘Thank You!’ screen indicating that your order has been sent

ORDER STATUS

CHECK OUT & ORDER STATUS

The green Main Menu bar is visible on every page once you login to grandandtoy.com - Click Order Status.

The Order Status page will display your order history. Common examples include:

Pending Completion - orders that have not been checked out, including saved orders

Pending Approval - an order that is awaiting approval from a designated Account Approver

Transmitted - an order that has been completed, checked out, and submitted to Grand & Toy for processing

Once your order is Transmitted, an Order Number will be displayed. Tip! A checkbox will appear for pending orders

only

RETURNS

RETURNS POLICYReturns Policy• Click on Tracking/Returns on the top navigation bar and then click Returns.

• Select whether you are returning something, have a damaged or defective product,

missing an item or

• Have empty toner cartridges for recycling.

• Enter the Order #, Shipping Account and reason for return.

Note: All products require a return authorization number attached in order to be accepted. You will receive an

email with the authorization number to be attached to the package that is being returned.

Product Return ConditionsYou can return our regular “in-stock” office products in the complete and original packaging,

including all manuals and accessories, within 30 days of delivery. All returns must be

unopened and in re-sellable condition.

RETURNS

To initiate a return click on Tracking/Returns option from the green main menu bar, then select the Returns option from the grey sub menu bar.

INK & TONER RECYCLINGGrand & Toy offers THINK! - A free Ink and Toner recycling program.

• Reduces the number of ink and toner cartridges that end up in landfills.• Empty cartridges will be remanufactured or recycled.• When you click on the“Do you have empty Toner cartridges for

recycling?”• It will bring you to the screen to confirm your address for pickup and at

the bottom of the page there is a box to insert how many toners you need to have pickup.

Tip! View a demo of how THINK! works.

APPROVER INFORMATION

MANAGE ACCOUNT SECTIONThe Manage Account section allows users to manage their individual online ordering process within the account

• If you are a ‘Viewer’, ‘Purchaser’, or ‘Approver’, you will have access to the following options in the Manage Account menu bar: Edit My Profile, Request Access, Change Ship-To, View Account Administrator

• In addition to the options above, the ‘Account Administrator’ will also have access to Manage Users, Manage Ship-To and New User Requests

APPROVAL EMAIL NOTIFICATION

Once a Purchaser submits an order, the Approver(s) that are on the account will receive an email notification.

In order to view the Order, the Approver can click on the link provided in the email. This will bring the Approver directly into the order where they can choose whether to Approve, Decline or Modify

VIEWING & APPROVING ORDERS1. View and modify order with notes if necessary

2. Click the approve order button

3. Purchaser will receive confirmation email (& modification notes email if changes made)

Tip! If an order is declined by an approver, it is not deleted. Instead, the order is put back into “Pending Completion” status. This allows the purchaser to make modifications without having to start over

EDIT MY PROFILE***Viewer, Purchaser, Approver***

A user has the ability to:

• Update and change personal information such as email address and telephone numbers

• Modify names and passwords

• Subscribe to various Grand & Toy Newsletters and Special Offers.

MANAGE USERS & SHIP TO***Account Administrators Access Only***

• Create new users and assign individual user access levels

• Add and delete users at the click of a button• Monitor existing accounts• Set maximum dollar values of orders• Assign expiry dates to passwords• Assign expire dates to Saved Orders• Activate the Express Checkout

E-INVOICING

E-INVOICINGGrand & Toy’s e-Invoicing is the faster, streamlined, more cost effective way to view your Grand & Toy invoices. It allows you to:

Easily access the e-invoicing system directly from the notification email received

Receive invoices in PDF format as well as online

Gain greater control over the invoice approval process

View up to 18 months history of invoices

Be environmentally responsible by managing your Grand & Toy invoices online

Tip! View a demo of how einvoicing works.

FEDERAL CLIENT SERVICE TEAM

CUSTOMER CARENEED ASSISTANCE? WE CAN HELP!