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search by Product number

search by Product group

Browse data

Display product data

Product order


Document records

Offline order

Turnover information

Financial information


Price list download

Product forum


User data

Set the browser to lower-case display mode,
set the screen resolution to 800x600 or 1024x768 for optimal usage.

When starting the program, the left window displays the menu row.

Before logging in, only the “Help”, “News” and “Log in” menu items are accessible, the other menu items are visible but not accessible. Required fields in the window to the right:

If the user name and password were correct, the following fields may be selected:

If there is only a single company, it is default. If all fields are entered, press “Enter”. The program checks the user name and password. If they are correct, the user is logged in and the user name and selected company name are displayed. The authorized menu items become accessible in the menu window. Now the user may browse among products, order products. If the user name or password was incorrect, “Invalid user name or password” error message is displayed, and the user can try to log in again.
If the error message says “Log in is forbidden”, the log in has been unauthorized for some reason. Please contact the company representatives.

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  Every buyer has well defined authorizations that determine which document can be modified, viewed by the buyer.

The hierarchy of authorizations from the lower to the upper levels:

The authorizations are built onto the previous ones, a higher authorization gives the right to access on the lower levels.

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If you want to log in under a different user name (buyer name), choose the “Log in” menu item. The program restarts and asks for the user name and password again, and a different cart may be selected.

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Enter the product number searched in the field next to Product number. If the product number is only partially known, the unknown numbers may be substituted by “*” or “_”. The asterisk stands for any number of characters, the underline stands for one character. Example 1. Entering *23 in the field displays all product numbers ending 23. Example 2. Entering 12_4 displays all four character long product numbers starting 12 and ending 4 Example 3. Entering *2* searches all product numbers containing a number 2 character.

Enter the name of the product in the product name field and search. If the full name of the product is unknown, substitute characters by “*” or “_” as in the previous menu point.

If neither the product number nor the name is known, click Product display from the beginning. Then all products are displayed sorted by name.

If neither the product number nor the name is known, but we do not want a list starting at the first product, we can enter the amount of the products where we want the product list to start.

Settings which data to display in the list and how. The following options are available:

* - It may speed up the search at product number or name search if this option is on, and the data are entered in the search field correctly (using the right upper or lower case).

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Enter the product group name of the wanted product in the field next to Product group and search this name. If the exact name of the product group is unknown, substitute characters by “*” or “_” as before.
If we do not want a list starting at the first product group, we can enter the amount of the product groups where we want the list to start, and enter the number of product groups displayed at once.

Settings how to display data in the list. The following options are available:

* - When searching by product groups, among many product groups, it may speed up the search if this option is on, and the search conditions are entered correctly (using the right upper or lower case). Switch this option off for just a few product groups to have a better chance for success.

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If the product or product group listing is selected, the result will be displayed in form of a table. When listing product groups, every field is a reference. The first reference (on the left) lists the products in the product group (on the right). The second reference (on the right) lists the product subgroups of the product group. If the product listing of the product group is chosen, the products in the product group will be listed if there is any product in the group.

There are two fields at the bottom of the tables to enter the amount where we want to start the listing of products or product groups, and how many of them to list at once. There are also references to list the “Previous XXX element” and “Next XXX elements”. We can step backwards and forwards among the elements on the list. Clicking the “Back” button displays previous screens.

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If a product is selected, the following product data can be displayed:

Clicking the reference to the successor or substitute products, the information for those products is displayed. The product price depends on the packaging,
so after selecting a different packaging, click “RECALCULATE” to have the new prices displayed. Display language can be selected also here. This refers to the language in which the data of the product are displayed.
The selected product can be put into the cart and can be ordered later. The first basket to appear is always the default basket given when logging in.
The user can choose between two delivery deadlines: ordering from warehouse and normal ordering (not from warehouse). Ordering from warehouse means the order is valid only if the product is in stock, otherwise it is not ordered. Normal ordering (not from warehouse) means the order is valid even if the product is not in stock. Then the delivery deadline is the company default deadline, usually one month.

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When viewing data of the product, there is a button to put the product in the basket. Here the user can order the product in the actual packaging and entered amount, for the selected basket, by clicking the button “Put in the basket”.
At the Offline order menu item, several products can be ordered at once if the product numbers are known. The product number, the amount in standard packaging and the delivery deadline can be entered here.
If we want a delivery deadline, it is entered here. If there is no set deadline, ordering from warehouse and normal ordering (not from warehouse) can be selected, as explained in the previous menu.

See also: Offline order

If the product is put in the basket, the content of the basket is displayed.
If we want to put more products in the basket, click “More items”. Then the last searched product list or the empty offline order window reappears. If you do not want to order the contents of the basket, delete it by clicking “Delete basket”.If you do not want any more products into the basket and want to order its current content, enter delivery method, payment method, reference number (if needed), then click “Send order”.The program checks the items and prepares a list of the items ordered so that the user can check it again. The order can be printed by clicking “Print order”.Then click “Validate order” to activate the order. The order is saved into the data base and will be on the list of the Order records menu. This enables the user to check orders later.
If the order was successful, a “Cart order succeeded” message is displayed at the bottom of the page. If an error occurred during ordering, the “Cart order was unsuccessful” error message is displayed.

The order can be of several types depending on the basket type.
Standard: Order only
With reservation: A reservation is made from the part of the order that is in stock; the remaining part of the order is ordered as standard.
Then the buyer can modify the order, delete items.

The program helps to correct or avoid some frequent errors.

Frequent errors:

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The ordered products are in the cart.
The basket contains the following product data:

The total value of the order is at the bottom of the list. If we want to take out a product from the basket, click “take out” next to the name of the product. Then the refreshed list of the cart is displayed.
When the order is ready to be sent, click “Send order” at the bottom of the list. If you want to delete the order, click “Delete basket”. A reply message is displayed in both cases if the sending of order or deleting it was successful or not. If you want to put further items into the basket, click “More items”. Then the program brings you back to the previous choice or an empty offline order window.

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Previous documents of a user can be viewed here. All documents of a buyer can be followed up:

The selected document types are listed in a table, with the references document number and document data. Clicking the reference displays the products in the document. The table contains the product number, name, packaging, the unit price, the ordered amount and the back ordered amount. The conditions of the document (delivery method, payment method, …) and the total order value are displayed under the table. The products not delivered yet are displayed in red color. The user can choose here to see all items or just the back ordered items.

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An empty table is displayed for offline order where the user shall enter the product numbers, quantities, the date of the order or its urgency. If data entered incorrectly, the program does not allow to step further unless the mistakes are corrected. A table can be deleted by clicking “Delete”. If the order is ready, click “Check”, so that the you can check if the rows of the table are entered correctly. This time a list is made of the basket where the order is packed. If data are incorrect, the program sends an error message about it and does not allow the next step, only clicking “Modify data”. This button appears also if one of the products has been ordered from warehouse, but there was not enough in stock. If everything has been entered correctly and stocks were sufficient, the “Send” button also appears. Clicking “Send” sends the checked products into the selected basket and it also lists the contents of that basket. Here you can still modify the order (delete items or add more items). After entering the required data (own reference number, delivery method, payment method), the order can be sent buy clicking “Put in basket”. After sending the order, it can be printed or validated. The order will become active after validation.
If you want to prepare your order off line, an order can be made from a text file. The entries in the text file are formatted as follows:

Urgency refers to ordering from warehouse or not from warehouse. Its value is T for an immediate order, F otherwise.

This format can be done in a text editor, for example Notepad, or in Excel as follows:

Making a text file in Excel:
1. Open a new Excel document;
2. The product numbers to be ordered are entered in column “A”;
3. The quantities to be ordered are entered in column “B”;
4. The sign of Stock/No Stock is entered in column "C"
5. If the product is ordered from warehouse (urgent) , enter “T” into column “C”.
If the order is standard, enter “F” into column “C”.
6. When the list of the product to be ordered is ready in the Excel file, click File, and click Save as in the drop down menu. Enter a file name of your choice, for example order01, order02, etc. Then choose the following file type in the save window: Text (Tab delimited). (*.txt).
7. Set the storage location of the file, then click save.
8. If Excel warns us that formatting can be lost and more worksheets cannot be saved by this method, ignore the warning and save the order anyway.
9. After having saved the product list to be ordered, enter the Offline order menu point and find the order file by using the “Browse” button.
10. Check the field next to the “Load” button for the order file name and storage location. Then click “Load”. The program loads your order that can now be modified as wanted.

IMPORTANT!The maximum number of items in an order file to be loaded into the program is 35 items. If you have more than 35 items to order, divide your order into smaller orders. There is no limit of items in the basket, so there is no limit when sending the order.

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Information by document: Document numbers of filled orders, their reference number, net and gross value of order, date of order and fulfilment, number of document items and total turnover.

Information by product elements: Product numbers in fulfilled orders, product names in fulfilled orders, packaging, net price of products in fulfilled orders, their last order and earliest fulfilment, and the total turnover.

Active orders by product numbers: The packaging, quantity and product numbers of products in active orders, not delivered yet.

The user can set the time period of search here, too.

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List of open invoices: Open invoice numbers are listed.

List of expired invoices: Expired invoice numbers are listed.

List of all invoices: Invoice numbers are listed.

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New products and information can be viewed in this menu point. The system administrator enters worthwhile new information here.

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The product price list can be downloaded here.
Price lists can be downloaded in four file formats: .TXT, .XLS, .DBF , and .ZIP . The .XLS and .TXT files can be downloaded by right click + Save target as, and they can be opened by left click. The .DBF and .ZIP files can only be downloaded.

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Dealers can obtain information of products, new product data by clicking “Enter new data”. The expiration date of the entered new information can be set, or it is a default value (30 days in general), the information is deleted at expiration. Every dealer manages his/her own information, the system administrator may manage and delete anybody's information.

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Letters can be sent to company representatives. If the partners' e-mail address is not recorded, the user can send a letter addressed only to the WINFORM Kft. Clicking the name of the selected company representative, the default mailing program opens with the name of the addressee and sender already filled in.

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The user can view his/her own data here as follows:

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