TOTO SALES
TRAINING DOCUMENT
Last Revision Date: October 18, 2011
TABLE
OF CONTENTS
Introduction To TOTO Sales iii
What Is TOTO Sales? iii
Who Will Use TOTO Sales? iii
Benefits Of
Using TOTO Sales* iii
1. Signing On The TOTO Sales Website
1-1
Navigating Through the TOTO Sales
Website 1-2
Changing Your Password 1-4
Forgot Your Password 1-6
2. Entering A TOTO Sales Order 2-1
Selecting A
Shipping Location* 2-2
2008
Wholesale Standard Freight Program 2-7
Adding Items
To Your TOTO Sales Order 2-8
Applying A
Sales Quote To Your Order*
2-15
Using the
Search Catalog Feature 2-17
Confirming
Your TOTO Sales Order* 2-22
Entering A Combined Truckload
Order* 2-28
3. Uploading Items From An
Excel Spreadsheet 3-1
4. Creating An Item
List 4-1
Add
List 4-3
Add
Items To A List
4-4
Change List 4-7
Delete List 4-8
Add To Cart 4-9
5. Order Inquiry 5-1
Inquiring On A TOTO Sales Order
Type 5-1
Show Comments 5-11
TOTO
Routing Guide* 5-13
Reorder 5-14
Print Order 5-16
Download To Excel 5-17
*Section Has Been Revised
#New Section
INTRODUCTION
TO TOTO Sales
What is TOTO Sales?
TOTO Sales is a web enabled
order management system.
Who Will Use TOTO
Sales?
The users of the TOTO Sales
website will be the:
TOTO
Sales Team
TOTO
Manufacturer Rep Agencies
TOTO
Customers
Benefits of Using TOTO Sales
The benefits of using the TOTO Sales website are:
1.
Realtime sales order information:
Line item status:
opened, allocated, or shipped
Line item shipped no later than date (backorders)
Line item actual ship date
Line item carrier name and tracking information
2.
New sales orders can be entered virtually 24 hours a
day
3.
Various methods of entering sales orders:
Enter items one item at a time
Enter multiple items at a time (10)
Enter kit items and all components are automatically
listed (CST, LPT, LHT)
Ability to add items from the Item Search function
Ability to add items from a user customized list
Ability to re-order items from a previous purchase
order or SQ order
Ability to upload items from an Excel spreadsheet
4.
When you enter kit items, all components of the
kit are shipped at the same time
5.
Automatic price discount calculation
6.
Reduction of pricing errors
7.
Ability to control application of sales
quote prices
8.
Ability to verify new orders before
confirmation
9.
Ability to obtain SI order number
instantaneously
10.
Email notifications sent:
Order acknowledgements
Shipment notices
11.
Automatic freight calculations (FFA or PPA)
12.
Cutting edge technology that will grow as TOTO
grows
1. SIGNING ON THE TOTO SALES WEBSITE
The link to access the Toto Sales website is:
http://totoe2w.totousa.com/
Enter the above link into your internet brower
Address box to be forwarded to the Toto Sales sign on screen.
Your user ID is your TOTO email address and your password is
your TOTO email address without the @totousa.com.
Example: User
ID = bharvey@totousa.com
Password = bharvey
After you have entered your user ID and password, click on
the Sign In button.
Navigating Through The TOTO Sales Website
On the left side of your TOTO screen you have several
options to choose from:
Start the Order Entry Process
To start entering a new order, click on View Cart.
Changing Your Password
Once you have initially signed on to TOTO Sales, you may
want to change your password to something you can easily remember.
Click on Customer Self Service. From the expanded list under the Customer
Service heading, choose Change Password.
The Change Password screen will appear with three boxes:
1.
Enter Old Password (current password)
2.
Enter New Password (at least 6 characters and can
consist of letters and/or numbers)
3.
Confirm New Password (re-enter New Password again)
Note: Your password is case sensitive, if you enter
your password in uppercase, lowercase or a combination of the two, you must
always sign on typing your password exactly as you did when you changed it.
Example: Old Password: bharvey
New Password: NEWPASSW
Confirm Password: NEWPASSW
After you have entered your new
password, click on the Change Password button to confirm your
change. The next time you sign on to the TOTO Sales
website, you will use your new password.
If you do not want to change
your password at this time, you can click on the Home button and no password
changes will take place.
Forgot Your
Password
If you forget your
password, TOTO Sales will send you a new one.
The new password will allow you to sign on to TOTO Sales and then you
can change your password to something you can easily remember.
From the TOTO Sales
website Welcome to Toto Sales menu, click on Forgot Password, located under
the Sign In button.
You will be
transferred to the Forgot Password screen.
Enter:
1.
Your
TOTO Sales User ID
2.
Your
Email Address (where you want your new password sent)
3.
Click on
the Submit button
You will be
transferred to the Password Change Confirmation screen. At the top of the Password Change
Confirmation screen, you will receive a message:
Your password has been emailed to the E-Mail
Address below. Please check this email after a few minutes for your new
password. Thank You.
bharvey@totousa.com
Once you have
receive your Password Change Request email, click on Login Page to be
transferred back to the Welcome To TOTO Sales page so that you can sign in to
TOTO Sales with your new password shown in your Password Change Request
email.
Follow the Change
Password instructions above to change your password to something you can
easily remember.
END OF SECTION
2. ENTERING A TOTO SALES ORDER
The following exceptions and/or changes to the TOTO Sales
website should be noted before entering an order:
1.
If your order requires special freight services per the
Wholesale Standards Freight Program DO NOT use the TOTO
Sales website to enter your order.
Submit your order, by fax or email, to the TOTO USA Customer Service
Department.
2.
If your order needs to be expedited (UPS RED, UPS BLUE,
etc.) DO NOT use the TOTO Sales website to
enter your order. Submit your order, by
fax or email, to the TOTO USA Customer Service Department.
3.
You MUST enter (or select) a kit item number if
you want all of your components to ship at the same time.
4.
You CAN NOW enter the same item number more than
one time in an order and TOTO Sales will NOT combine the quantities and make it
one line item.
5.
Your freight code (FFA or PPA) CAN NOW be seen
on the Order Summary screen which is shown after you enter your PO Number,
Request Date, and, if applicable, Delivery Instructions.
6.
You CAN NOW see the first (1st)
discount applied to each of your items while on the Review Cart screen.
7.
If your customer receives an extra 10% discount
for placing a $35,000.00 or more order, this CAN NOW be determined before you
confirm your order by following the steps below:
a.
Enter all items for your order
b.
While on the Review Cart screen, if your order
shows a Total Price of $35,000.00 or more, your order will receive the extra
10% discount when it is confirmed.
c.
After confirming your order, click on the Review
Order button to see the final discounted unit price for all the items on your
order.
NOTE: The steps above can also be used when placing
an order for a CTC. Make sure you have
checked the Combined Truckload box on the Select Shipping Location screen and
that your Total Price on the Review Cart screen is $17,500.00 or more.
When you first sign on to the TOTO Sales website with your user ID
and password, you will be shown the Welcome to ERP2Web Sales screen.
Always at the top and on the left side of the
TOTO website screen, you will have buttons that you can click on to help you to
navigate through the system.
NOTE: THE VIEW CART BUTTON HAS BEEN MOVED TO THE
LEFT SIDE OF YOUR TOTO WEBSITE SCREEN.
To start your order entry process, on the left side of
your TOTO Website screen, click on the View Cart button and then click on the
Review Cart. You will be transferred
to the Select Shipping Location screen.
Selecting A Ship To Location
Each user of the TOTO Sales
website has a list of shipping location address names that are associated with
their user ID. One of these shipping
location address names is designated as the default or Current Shipping
Location (see the top of the search box on the Select Shipping Location
screen). Each time you log on to TOTO
Sales, your default (or current) shipping location will be displayed. When you choose a shipping location for your
order, the shipping location is automatically matched with its billing account number so that your order will
have both the customer that gets the invoice as well as the customer that gets
the shipment.
You can choose a different Shipping Location Address Name at
this time by clicking the circle next to the Shipping Location number of the
address name that you would like to select, then, click on the Select button
at the bottom of the screen.
Depending on the number of
Shipping Locations associated with your user ID, you can have several pages of
Shipping Location numbers and address names to choose from.
Another way to locate your
Shipping Location number is to enter either the customer number or the customer
name in the box below the Current Shipping Location. Press the Search button to the right of
the box to see if your customer number or name is in the list associated with
your user ID.
Example of a Shipping Location search using part of the
customers name (bath):
After you chose your Shipping
Location number and click on the Select button, your Current Shipping
Location will change.
Note: When entering orders on the TOTO Sales
website, the Current Shipping Location is the customer you will be creating
your order for. Once you transfer off of
the Select Shipping Location screen, your current shipping location will be
shown at the top of each screen throughout your order process.
Adding Items To Your TOTO Sales Order
If you know the item numbers you
would like to add to your order, you can enter them one item at a time or
multiple items at a time.
NOTE: You
MUST enter a kit item number if you want all of your components to ship at
the same time.
The
shipping location you are creating the order for will always show at the top
of your
screen throughout the order process.
If your customer receives an
extra 10% discount for placing a $35,000.00 or more orderthis
CAN NOW be determined before you confirm your order by following the steps
below:
- Enter all items for your order
- While on the Review Cart screen, if your order
shows a Total Price of $35,000.00 your order will receive the extra 10%
discount when it is confirmed.
- Other Discounts/Net Pricing will be applied as
per the Special Programs
- After confirming your order, click on the Review
Order button to see the final discounted unit price for all the items on
your order.
NOTE: The steps above can also be used when
creating an order for a Combined Truckload Customer. Make sure you have checked the Combined
Truckload box on the Select Shipping Location screen and that your Total Price
on the Review Cart screen is $17,500.00 or more.
If you want to enter one item number at a time, on the
Review Cart screen, enter the item number, the quantity and then click on the
Add To Cart button.
If you would like to enter more than one item number at a
time, click on the Add Multiple Items buttons.
You have now been transferred to the Add Items To Cart screen. On
the Add Items To Cart screen, enter your item number(s) and quantity(ies) then click the Add
To Cart button to add the items to your order. Next to the Item Number box you have a
search icon that allows you to search for an item number while you are on the
Add Items To Cart screen.
If you have more than 10 item numbers to enter, you must
click the Add To Cart button after you have
completed each set of 10 items until you have entered all of your item numbers. Once you have completed entering all of your
item numbers, you can then click the View Cart button (at the bottom or left
side of your screen) to see the list of items that have been added to your
order.
If a unit of measure window pops
up for an item number that you enter, YOU MUST ALWAYS CHOOSE EACH AS YOUR UNIT OF MEASURE.
After you have chosen EACH as
your unit of measure for your item, you MUST click on the Add To Cart button again.
Otherwise, your items will not be added to your order.
The revision to TOTO Sales is now providing the
flexibility to accept orders easily in less than pallet requirements for the
distributors that are registered to the Commercial Wholesaler Program. Please note that standard discounts will be
applied for less than pallet quantities.
A.
TOTO Sales will continue to support the order entry
process of pallet net and job quote pricing.
Please reference the TOTO Sales print screen below for instructional
details.
B.
Commercial Wholesaler net pricing will only be applied
to approved Commercial Wholesaler Distributors.
C.
When ordering Drake products, to ensure that
bowls and tanks are shipped together, the item number must be processed as a
kit.
For the less than pallet quantities, standard discounts will be applied
after the order process has been completed.
Discounts will be reflected on the Review Order screen or Order Inquiry.
1.
For Special Commercial Wholesaler items that are net priced, select a
Pallet Qty
2.
For Special Commercial Wholesaler items that are being priced per a job
quote, enter the quantity in the green box, enter the SQ number in the SQ Order
# box, and Click the Apply SQ Price
3.
For less than pallet quantities, standard discounts will be applied.
For additional support, please
contact Customer Servicxe at 888-295-8134.
When your items have been added
to your order, the Add Items To Cart screen will be
empty and the Item(s) successfully added to cart message will appear above
the Item Number column.
At the top of your TOTO screen,
an additional box will appear with the total number of items you have added to
your sales order so far.
You are now ready to enter additional item numbers to your
order or click on the View Cart button (at the bottom of your Add Items To
Cart screen) to view the items that have already been added to your order so
far.
NOTE: You can also
click on the View Cart/Review Cart button on the left side of your TOTO
screen.
If you click the View Cart button (at the bottom of the Add Items To Cart
screen) or the View Cart/Review Cart button (on the left side of your TOTO
screen), you will first be taken to the Select Shipping Location screen,
then, if you do not want to change shipping locations, you will need to click
on the Continue button at the bottom of the Select Shipping Location screen
to be transferred to the Review Cart screen.
After clicking on the Continue button at the bottom of the
Select Shipping Location screen, you will get the screen below showing that
your order is processing.
After your order has completed processing, you will be
transferred to the Review Cart screen.
You now have a list of item numbers added to your order
along with a new set of buttons at the bottom of your screen:
1.
Apply SQ Price. Apply
an SQ order number (Sales Quote) to receive a special price for a particular
item. The SQ order MUST have the same shipping location
as your sales order.
2.
Update Cart. If you make changes to the quantity or click
on the delete box, this button will confirm those changes
3.
Empty Cart. Clear
all items from sales order.
4.
Add To My List.
Create a list of item numbers with the items listed in your Review
Cart.
5.
Proceed To Checkout.
Complete your order.
6.
Shop Some More.
Continue to add or make
changes to your order.
NOTE: If your customer
can receive an additional 10% discount for a $35,000.00 order, you can check
your Total Price amount to make sure that it is $35,000.00 or more so that your
order will receive the additional 10% discount when it is confirmed.
Applying A Sales Quote To Your Order (SQ Order Type)
If TOTO USA has issued your Shipping Location customer an SQ order for a
particular item, you can apply that SQ price to the same item on your TOTO
Sales order. To locate any SQ orders for
a particular customer see Section 5.
Order Inquiry. (NOTE: If you have started entering items for a new
order, you can still Inquire on other orders without
losing your items in your View Cart. Click on the Home button and then click on the
Order Inquiry button under the Customer Self Service button.)
Before applying an SQ price, the following conditions MUST be met:
1.
You MUST be able to locate your SQ order on
TOTO Sales using Order Inquiry.
2.
The SQ
order MUST have the same Shipping
Location as your sales order
3.
The item
quantity on your sales order MUST be
less than or equal to the total item quantity on your SQ order
When all of the above conditions
are met, you can apply your SQ price to items on your sales order.
On the Review Cart screen, enter the SQ order number in
the box under the SQ Order # heading and then click on the Apply SQ Price
button.
The SQ price is applied to the item number on your sales
order. You will also receive a message
that says SQ Price applied to following items:
Using The Search Catalog
Feature
On the left side of your TOTO Sales website screen, you have
a Search Catalog box. If you do not know
the item number that you would like to add to your order, you can search for
item numbers a couple of different ways:
1.
Enter a part of your item name (example: CT708, ABA, MS, etc.) You can enter any part of your item name, the
beginning letters (example: ct7, 708, ba, etc.); or the ending letters (example: 01, 03, 12, etc.). You cannot search on special characters such
as the pound sign (#). It does not
matter if you enter upper or lowercase letters when you are entering your
search criteria.
2.
Enter a word that is a part of your item description
(example: toilet, lav,
bowl, etc.).
If I wanted to search for all item numbers with the word
Toilet in them, I could type the word toilet in the Search Catalog box and
click on the GO button to create my list of item numbers.
All items with the word Toilet in their descriptions will be
displayed.
To choose an item number and add it to your sales order you
would enter a quantity in the box under the Qty heading and click on Add To Cart. The item(s)
will be added to your sales order.
NOTE: You MUST
choose a kit item number if you want all of your components to ship at the same
time.
You can also do an advanced search by clicking on Advance
Search under the Search Catalog box.
The Advance Search Criteria screen will appear. You can enter any of the following (or
combination thereof):
1.
Item Number
2.
Short Description
3.
Long Description
4.
Specifications
5.
Primary Item Number
In addition to the above five (5) search criteria fields, by
clicking on the circle under the correct heading, you can also specify whether
you want your search criteria to search using:
1.
Exact Phrase (exactly as you typed in the box)
2.
Any Words (search for any word in the box)
3.
All Words (search for all words in the box)
After adding an item to your
cart, an additional box will appear at the top of your TOTO screen showing the
number of items you have added to your sales order so far. At this point, you can continue searching for
additional items using the Search Catalog box or you can click on Review Cart
button (under the View Cart button on the left side of your screen), to be
transferred to the Select Shipping Location where, if you did not want to
change shipping locations, you would then click on the Continue button at the
bottom of the screen.
When you click on the Continue button, you will first be shown the
Processing Please Wait screen and then you will be transferred to the Review
Cart screen.
Confirming Your TOTO Sales Order
Once you have
entered all of your items to your TOTO Sales order, you are ready to confirm
the order.
On the Review Cart
screen, click on the Proceed To Checkout button at
the bottom of the screen.
The next screen that
appears is the Payment Info screen. On
this screen, you must complete all of the fields marked with an asterisk (* - *Required Field):
1.
*Customer
PO/Reference # (required field)
2.
*Requested
Date (required field)
You also have the
option to complete the additional fields while on the Payment Info screen:
1.
Notify
Email 1 and Notify Email 2 boxes - send a copy of this order by email to a
user ID that is not a TOTO Sales registered user
2.
Delivery
Notes 1 and Delivery Notes 2 boxes delivery instructions for your order
NOTE: If you have standard Delivery Notes
attached to the Ship To Customer Account, these
Delivery Notes will automatically appear in the Delivery Notes 1 and 2 boxes.
NOTE: If
you enter a purchase order number that has already been used for the same
customer number on an order in TOTO Sales, you will receive a warning message
stating: PO/Reference # has already been used
for this shipping address. In order to continue you must
either change your purchase order number or put a check in the box Allow
Duplicate PO/Ref#.
If all of your TOTO Sales orders for a particular customer account need
to go to a specific email address or addresses, you can contact TOTO Sales
Customer Service and the specified email address(s) can be added to the
customer account profile. Each time you create
a TOTO Sales order to that customer account, a copy of the order will be sent
to the specified email address(s). In
addition to your specified email addresses, a copy of your TOTO Sales order
will automatically be emailed to TOTO Sales Customer Service.
When you have
completed all of the fields on the Payment Info screen, click on the
Continue button. If you need to make
any additional changes to your order at this time, you can click on the Back
button.
When you click on
the Continue button from the Payment Info screen, you will be taken to the
Order Summary screen where you can make sure your order is correct before
final confirmation. If your order is
correct, click on the Confirm button to receive your order number and have your
order transferred to TOTO USA.
NOTE: Because of the way the discount pricing is programmed, all of your items
on your order MAY NOT show the discount
price. In order to see all of the
discount prices for your order, you must confirm you order first and then click
on the Review Order button.
If your order is correct as shown and you click on the Confirm button, the
Order In Process screen appears while your order number is being generated
and your order is transferred to TOTO USA.
After your order has
processed, the Order Confirmation screen will appear displaying your order
number. (Note:
You can use this order
number to check the status of your order using the Order Inquiry function on
the TOTO Sales website.)
The Order Confirmation screen will also display the
message
Your order has been successfully created. Please
keep the order number for future reference. You will soon receive an email with
order details. You can click on
"Review Order" button below to review the order details.
Note: In
order to see all of the discount prices for your order and check your freight
code, you
MUST click on the Review Order button after you have confirmed your order.
The Order
Acknowledgement is TOTO USAs formal acceptance of customers purchase
orders. There is a link to the Terms and Conditions of TOTOs acceptance of
such orders on your copy of the Order Acknowledgement.
Disclaimer
on Order Acknowledgement
If there are any discrepancies, contact your TOTO USA
Manufacturer's Representative Agency within 24 hours.
Failure to notify your TOTO USA Manufacturer's
Representative Agency of Discrepancies will constitute acceptance of this order
as is
TOTO USA, Inc. (hereinafter referred
to as "TOTO") accepts Customer Purchase Order referenced in this
Order Confirmation (hereinafter referred to as "Customer Purchase
Order") subject to TOTO's standard Terms and Conditions. TOTO's standard Terms and Conditions are
incorporated herein by reference and made an integral part of Customer Purchase
Order. Additionally, the provisions of this Order
Confirmation supersede all contemporaneous oral
agreements and all prior oral and written communications and
understandings between Customer and TOTO with respect to the Customer Purchase
Order.
|
|
|
Order Confirmation
|
Sold To:
|
Ship To:
|
|
TOTO U.S.A.,
Inc.
|
TOTO U.S.A., Inc.
|
|
1155 SOUTHERN ROAD
|
1155 SOUTHERN ROAD
|
|
MORROW, GA30260
|
MORROW, GA 30260
|
|
|
Thank
you for your order. Please review the Order Details.
|
|
TOTO Order
Number: 206036
|
|
Customer Purchase Order Number: CALDWELL
|
|
Freight Terms: FFA
|
|
Shipping
Instructions: Contact Bob Jones at 770-678-5590 before delivery
|
|
Order Details
|
|
Line
|
Order
Date
|
Requested
Date
|
Ship No
Later Than
|
Item
Number
|
Item Description
|
Qty
|
UOM
|
Unit
Price
|
Extended
Price
|
|
1.000
|
05/31/06
|
05/31/06
|
07/05/06
|
SW824#01
|
C100
ELONGATED HEATED WASHLET
|
1
|
EA
|
300.00
|
300.00
|
|
|
|
|
|
|
|
|
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Total
|
300.00
|
|
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Thanks
again for choosing TOTO. We appreciate your business.
|
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Contact Information:
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(TOTO USA INCORPORATED)
|
|
If
there are any discrepancies, contact your TOTO USA Manufacturer's
Representative Agency within 24 hours.
|
|
Failure
to notify your TOTO USA Manufacturer's Representative Agency of Discrepancies
will constitute acceptance
of this order as is.
|
|
Terms
& Conditions
|
|
TOTO USA, Inc. (hereinafter referred to as
"TOTO") accepts Customer Purchase Order referenced in this Order
Confirmation (hereinafter referred to as "Customer Purchase
Order") subject to TOTO's standard Terms and Conditions. TOTO's
standard Terms and Conditions are incorporated herein by reference and made
an integral part of Customer Purchase Order. Additionally, the provisions
of this Order Confirmation supersede all contemporaneous oral agreements
and all prior oral and written communications and understandings between
Customer and TOTO with respect to the Customer Purchase Order.
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|
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Entering A Combined Truckload Order
To start your order entry process, on the left side of
your TOTO Website screen, click on the View Cart button and then click on the
Review Cart. You will be transferred
to the Select Shipping Location screen.
Selecting A Combined Truckload Ship To Location. When you select a shipping location for
entering a combined truckload order, the shipping location MUST be registered in our system as
a Combined Truckload Customer. If the
shipping location is registered in our system as a combined truckload customer
a box will appear. You MUST
check the box to let TOTO Sales know that you want to enter a Combined
Truckload Order for the shipping location selected.
NOTE: If you DO NOT want to enter a Combined Truckload order
for a shipping location that is registered as a combined truckload customer,
you DO NOT
check the box.
Click on the Continue button to
start adding items to your Combined Truckload Order.
Adding Items To Your Combined Truckload
Order. Add items to your Combined
Truckload Order the same way you would add items to any order entered on TOTO
Sales. See Page 2-8, Adding Items
To Your TOTO Sales Order.
Applying A Sales Quote To Your Combined Truckload Order (SQ Order
Type). You will apply a Sales Quote to your Combined Truckload Order the same
way you would apply a Sales Quote to any order entered on TOTO Sales. See Page 2-15, Applying A Sales Quote To Your Order (SQ Order Type).
Since
your customer receives an extra 10% discount for placing a $17,500.00 or more
order (minus Neorest items and Parts), this CAN NOW be determined before
you confirm your order by following the steps below:
- Enter all items for your order
- While on the Review Cart screen, if your order
shows a Total Price of $17,500.00 or more your order will receive the
extra 10% discount when it is confirmed.
- After confirming your order, click on the Review
Order button to see the final discounted unit price of all the items on
your order.
Confirming
Your Combined Truckload Order. Once
you have entered all of your items to your Combined Truckload order, you are
ready to confirm the order. On the
Review Cart screen, click on the Proceed To
Checkout button at the bottom of the screen.
The next screen that
appears is the Payment Info screen. On
this screen, you must complete all of the fields marked with an asterisk (* - *Required Field):
- *Customer PO/Reference # (required
field)
- *Requested Date (required field)
You also have the
option to complete the additional fields while on the Payment Info screen:
- Notify Email 1 and Notify Email 2
boxes - send a copy of this order by email to a user ID that is not a TOTO
Sales registered user
- Delivery Notes 1 and Delivery Notes 2
boxes delivery instructions for your order
NOTE: If you have standard Delivery Notes attached
to the Ship To Customer Account, these Delivery Notes
will automatically appear in the Delivery Notes 1 and 2 boxes.
NOTE: If
you enter a purchase order number that has already been used for the same
customer number on an order in TOTO Sales, you will receive a warning message
stating: PO/Reference # has already been used
for this shipping address. In order to continue you must
either change your purchase order number or put a check in the box Allow
Duplicate PO/Ref#.
When you have completed
all of the fields on the Payment Info screen, click on the Continue
button. If you need to make any
additional changes to your order at this time, you can click on the Back
button.
When you click on
the Continue button from the Payment Info screen, you will be taken to the
Order Summary screen where you can make sure your order is correct before
final confirmation (check for missing items, bill to/ship to are
correct, PO number is correct, SQ prices have been applied, etc.). If your order is correct, click on the
Confirm button to receive your order number and have your order transferred
to TOTO USA.
NOTE: You can now see
the freight code (FFA or PPA) or the Order Summary screen.
NOTE: Because of the way the discount pricing is programmed, all of your items
on your order MAY NOT show the discount
price. In order to see all of the
discount prices for your order, you must confirm you order first and then click
on the Review Order button.
If your order is
correct as shown and you click on the Confirm button, the Order In Process
screen appears while your order number is being generated and your order is
transferred to TOTO USA.
After your order has
processed, the Order Confirmation screen will appear displaying your order
number. (Note:
You can use this order
number to check the status of your order using the Order Inquiry function on
the TOTO Sales website.)
The Order Confirmation screen will also display the
message
Your order has been successfully created. Please
keep the order number for future reference. You will soon receive an email with
order details. You can click on
"Review Order" button below to review the order details.
Note: In
order to see all of the discount prices for your order and check your freight
code, you
MUST click on the Review Order button after you have confirmed your order.
The Order
Acknowledgement is TOTO USAs formal acceptance of customers purchase
orders. There is a link to the Terms and Conditions of TOTOs acceptance of
such orders on your copy of the Order Acknowledgement
END OF SECTION
3. UPLOADING ITEMS FROM AN EXCEL SPREADSHEET
To upload items from an Excel spreadsheet, click on
Customer Self Service and then click on Upload Items From
Excel.
NOTE: THE VIEW CART BUTTON HAS BEEN
MOVED TO THE LEFT SIDE OF YOUR TOTO WEBSITE SCREEN.
You will be transferred to the Upload Items To Cart From Excel screen.
This screen gives you the mandatory requirements for uploading items
from an Excel spreadsheet.
1.
In Excel, Row # 1 can be text or a heading because Row # 1 will NOT
be uploaded. Row # 2 and up to Row # 251
WILL be uploaded.
2.
Column
1 MUST be the "Item Name", Column 2 MUST be
"Item Quantity" and Column 3 MUST be the UOM
(Unit Of measure use EA as unit of measure, no other unit of measure
will be accepted). Any additional
Columns after Column 3 WILL BE IGNORED.
3.
A MAXIMUM
of 250 items can be uploaded at one time from Excel. Any rows after Row # 251 in Excel WILL BE
IGNORED. If you need to upload more
than 250 items, you MUST create additional spreadsheets.
4.
Item
quantity (Column 2) MUST be greater than zero and a maximum of 999.
5.
You MUST
specify the Sheet Name of the Excel spreadsheet you are uploading. Sheet name is MANDATORY. By default, the Excel spreadsheet will have
the name Sheet1, Sheet2, etc.
6.
If
you would like to download a sample Excel File, click on the highlighted Click Here in instruction 6.
A A window will pop up with the
sample spreadsheet format and you can save it as an Excel file.
Once you
have created your spreadsheet and saved it as an Excel file, you are ready to
upload your spreadsheet to the TOTO Sales website.
NOTE: Make
sure that you have CLOSED your Excel file before you start the upload.
When you
are ready to start your upload:
1.
Enter your Excel spreadsheet Path or click on the Browse
button to locate your file.
2.
Enter the sheet name of your Excel spreadsheet (the default is
Sheet1).
3.
Click on the Upload To Cart button.
a in
END OF SECTION
4. CREATING AN ITEM LIST
There may be times when you would like to create different
lists of item numbers that you frequently order.
On the left side of your TOTO Sales screen, click on
Customer Self Service. Once the list
has been expanded, click on My List.
NOTE: THE VIEW CART BUTTON HAS BEEN
MOVED TO THE LEFT SIDE OF YOUR TOTO WEBSITE SCREEN.
You will be transferred to the List Maintenance
screen. On the left side of the List
Maintenance screen, you have five (5) buttons.
The fourth button, Manage Item Association is not activated at this
time so you have four (4) buttons that you can choose from:
1.
Add List (create a new list name and description)
2.
Change List (change an existing list name and
description)
3.
Delete List (delete an existing list name and
description)
4.
Add To Cart (add all items under an item list name to a
sales order)
Add A List
To create a new item
list, click on the Add List button.
The List Add screen will appear.
Enter the List Name and Description in the boxes and click on the
Add button.
You now have a new
list name ready to add items to it.
Add Items To A List
To add items to your
list, use the Search Catalog feature to search for the item numbers you would
like to add to you list (see Using The
Search Catalog Feature). If I wanted to
add some toilet item numbers, I could type toilet in the Search Catalog box
and click on the GO button to get my list of items with the word toilet in
their description.
From the Search
Results screen, choose the item number(s) you would like to add to you list by entering a quantity in the box under the Qty
heading and click on Add To List
When the List Item(s) Add screen appears, you can:
1.
Choose
which list you would like to add the items to
2.
Create a
new item list name to add your items to
3.
Add a
customer item number to each item number on your list
Click
on the Add Items button at the bottom of the screen to add the items to your
list.
Once your items have
been added to your list, you will be returned to the Search Results screen
where you can continue searching for additional items to add to your list.
To return to the
List Maintenance screen, click on My List under the Customer Self Service
heading on the right side of your TOTO website screen.
Change List
To change the list
name or description, click on the Select circle next to your list name and
click on the Change List button. The
List Edit screen will appear. Make
your changes to the list name and/or description and click on the Update
button.
Your list name
and/or description has been updated/changed.
Delete List
To delete a list,
click on the Select circle next to your list name and click on the Delete
List button. The List Delete screen
will appear. You will see a message at
the top of your screen that says Are you sure you want to delete the following
list:. The
list name and description that will be deleted is displayed. Click on either the Yes
button to delete the list, or the No button to keep the list.
If you choose to
delete your list, you will receive a message verifying that your list has been
deleted.
Add To Cart
If you would like to
add all items in a list to a sales order, from the List Maintenance screen,
choose an item list name and click on the Add To
Cart button.
You will receive a
message at the top of your List Maintenance screen letting you know how many
items from your list name have been added to your cart. You also have the additional button at the
top of your TOTO website screen showing you the total number of items in your
cart.
You can now process
your sales order as normally (see Entering A TOTO
Sales Order, page 2-1).
END OF SECTION
5. ORDER INQUIRY
The TOTO Sales system has three (4) types of orders that can
be inquired on:
1.
SI sales orders
2.
SR sample request orders
3.
SQ sales quote orders
4.
SW warranty replacement orders
To inquire on the status of an order, click on Customer
Self Service (at the left of your TOTO Sales screen). Once the list has been expanded, click on
Order Inquiry.
NOTE: THE VIEW CART BUTTON HAS BEEN
MOVED TO THE LEFT SIDE OF YOUR TOTO WEBSITE SCREEN.
You will be transferred to the Address Selection
screen. You can search for a customer
number and name (as described in the section Selecting A
Ship To Location in section 2 of this training manual).
Locate the Ship To customer that should be listed on order
(SI, SR or SQ order type):
1.
Enter the customer number in the box above the Address
Id
or
2.
Enter the customer name (or portion of the customer
name) in the box above the Description column
Press the Search button to display your customer search
results.
When you have located your customer number, click the circle
under the Select column next to your customer number, and click on the View
Orders button at the bottom of the Address Selection screen.
You will be transferred to the Order Inquiry screen and
any orders associated with that customer number is displayed (order types SI,
SQ, and SR). If you have several pages
of orders for a customer, you can search for a specific order by:
1.
Entering an Order #
2.
Entering a customer PO
#
3.
Select an Order Date From and an Order Date To (by
default the date range will be 90 days from the date you inquire)
4.
Choose an Order Status (All, Open, or Closed)
5.
Enter an Order Type of SI, SR or SQ (ORDER TYPE MUST BE IN ALL CAPITAL LETTERS OR TOTO SALES WILL
NOT LOCATE ANY ORDERS)
NOTE: If you
enter an Order Number or a PO Number and TOTO
Sales does not find it, make sure the Order Date From and the Order Date To is within the date range when the order was created.
The Order Inquiry screen columns are: (1) Select Column, (2) Order Type, (3) Order
Number, (4) Ship To (Account Number), (5) Order Date,
(6) PO Number, and (7) Unshipped Total.
To view the details of an order, click on the circle under
the Select column and then click on the Show Details button
at the bottom of the screen.
The Order Details screen is
shown. On the Order Details
screen, you will see the Order Header which displays the Billing Address and
account number of the Sold To customer, the Shipping Address and account number
of the Ship To customer, the Order Type, the Order Number, the Order Date, the
Purchase Order number (PO #), the Delivery Instructions line 1, the Delivery
Instructions line 2, the Freight Code, and the Rep Agency Name.
You can search for a particular item number within an order
by entering the item number and/or item description.
By selecting an option from the Order Line Status
box, you can display: (l) all items in
an order, (2) open items only (items with an Open or Allocated status), or (3)
closed items only (items with a Shipped, Cancelled, Expired SQ or Closed SQ
status).
The Status column shows the status of a line item
as follows:
- Open
For SI and SR order types, inventory has not been allocated for shipment
(refer to Ship No Later Than Date). For SQ order types, there is quantity available
to be applied to any SI order type.
- Allocated
SI and SR order types only.
Inventory has been allocated for shipment:
- FFA
Orders will ship per Scheduled Delivery Program (each customer ship to
location is assigned a frequency (weekly, twice a month, or monthly)
- PPA
Orders will be shipped within 5 days or per expedited request.
|
ASSIGNED SHIPMENT
FREQUENCIES
|
|
|
|
|
|
|
A= WEEKLY DELIVERY
|
A
= weekly shipments (Weeks 1, 2, 3, 4)
|
|
|
|
|
|
|
B= 2 X PER MONTH
DELIVERY
|
B1
= (Ships WEEK 1 & 3)
|
|
Week
1 - Order Submitted to TOTO by 26th/shipped by the 7th - product must
allocate by the 29th
Week 2 - Order Submitted to TOTO by
1st/shipped by the 15th - product must allocate by the 4th
Week 3 - Order Submitted to TOTO by 9th/shipped by the 23rd - product must
allocate by the 12th
Week 4 - Order Submitted to TOTO by 17th/shipped by the 31st - product must
allocate by the 20th
|
|
|
B2
= (Ships WEEK 2 & 4)
|
|
|
C= 1 X PER MONTH
DELIVERY
|
C3,
C4 = Once Per Month (Ex: C3 - ships Week 3 or C4 - ships by Week 4)
C1 and C2 has been eliminated
|
|
|
D= OTHER (NO
OPTIMIZATION)
|
D
= other customers (Not Frequent Shipments, Special Requirements,Sales Samples, Warranty, etc.).
|
|
- Shipped
SI and SR order types only.
Reference Show Comments (below) for shipment details.
- Closed
SQ All of the quantity that was ordered on the SQ order type has
been used.
- Expired
SQ The SQ order type has reached the SQ Expires Date and is no
longer available for applying to an SI order type. This SQ may or may not have been
partially used before reaching the SQ Expires Date.
The Quantity Shipped / SQ Qty Used column, shows the quantity shipped for SI and SR order
types. For SQ order types, it shows the
quantity that has been applied to an SI order type. As the quantity on an SQ order is applied to
a sales order, the quantity used will increase until it matches the quantity
ordered.
The Actual Shipped column, shows the date that the
item was shipped from our warehouse.
This column only applies to SI and SR order types
The Requested
Date / SQ Expires Date column, shows the date requested for shipment of an
SI or SR order type and for an SQ order type is shows the date that the SQ
order will expire. Once an SQ order
expires or is closed, the quantities on the SQ can no longer be applied to a
sales order.
The Ship No Later Than Date column, shows the
latest date for shipment of an item on an SI or SR order type. Note that this
date only means something for an SI or SR order type when the line item is in
an Allocated Status. This
column does not mean anything for an SQ order type because it will be the same
date as the Requested Date / SQ Expires Date column.
At the bottom of your Order Details screen, you have five
(5) buttons you can choose from:
1.
Back (go back to your previous screen)
2.
Show Comments (view comments or shipping details
associated with a line item)
3.
Reorder (create a duplicate order)
4.
Print Order (print a copy of your order)
5.
Download To Excel (save a copy of your order in Excel)
Note: If you are viewing all of the same order type
(example: entered SQ before hitting the
Search button), use your Browser BACK BUTTON (or BACK ARROW BUTTON) to
go back to the previous screen after viewing an order. If you use the Back button at the bottom of
the Order Details screen, TOTO Sales will re-do your search and show all
orders for the customer in your date range.
Enter an order type and click on
the Search button. Select an order
number from the list of orders shown and click on the Show Details button.
View your selected order.
If you want to return to your order
type only search, you MUST use your Browers BACK BUTTON.
Using your Browsers BACK BUTTON you will get the
screen below. As you can see, TOTO SALES
has NOT changed your Order Inquiry screen. The same search items that were listed when
you first ran your search are still displayed.
Even the order you selected to view is still showing as selected.
If you DO NOT use your Browsers BACK BUTTON
and use the Back button at the bottom of your Order Details screen, you
will get the screen below. TOTO Sales DOES
NOT remember your previous search where you had requested an inquiry on a
particular order type, it has now listed all of the order types associated with
the customer number that are within the given date range.
Show Comments
For SI and SR order types, all shipping information
(shipment date, Carrier BOL #, Carrier Pro # for LTL Shipment, tracking number,
etc.) will be shown in the comments box.
To view comments for a line item, select an item that has a Status
of Shipped (by clicking on the circle
under the Select column next to the item number) and then click on the Show
Comments button.
You will be transferred to the Order Comments screen so
that you can read the comments. In the
example below, the Ship Date: 03/27/06,
the Carrier: UPSN (UPS), the BOL
#: 03667870, and the Tracking Numbers:
1Z6E537V0340500861-1Z6E537V0341946272 (see TOTO Routing Guide on page
5-14).
Click on the Back button to return to
the Order Details screen.
TOTO Routing Guide
|
CARRIER
SCAC CODES
|
MODE
|
WEBSITE INFO
|
GENERAL CONTACT
PHONE NUMBER
|
|
ANSH
= Alliance Shippers
|
FTL-FULLTRUCKLOAD
|
www.alliance.com
|
678-581-2320
|
|
ATYS = American Transportation Systems
|
FTL-FULLTRUCKLOAD
|
N/A
|
800-8882874
|
|
BRJF=Brown Trucking
|
FTL-FULLTRUCKLOAD
|
www.browntrucking.com
|
800-241-5624
|
|
CRCR = Crete Carrier
|
|
www.cretecarrier.com
|
800-998-8000
|
|
CRNB = Crane Transport
|
FTL-FULLTRUCKLOAD
|
N/A
|
770-532-0057
|
|
CTII = Central Transport
|
LTL-LESS THAN TRUCKLOAD
|
www.centraltransportint.com/
|
586-467-1900
|
|
DFRI =DURA FREIGHT LINES (Formerly Marathon J&B)
|
LTL / FTL BOTH
|
www.durafreight.com
|
909-595-8100
|
|
EXLA = ESTES EXPRESS LINES
|
LTL-LESS THAN TRUCKLOAD
|
www.estes-express.com
|
804-353-1900
|
|
FXFE (ARFW )= Fed Ex Freight
|
LTL-LESS THAN TRUCKLOAD
|
www.fedexfreight.com
|
800-247-1849
|
|
FXNL = Fed Ex National LTL (formerly WWAT Watkins Motor Lines)
|
LTL-LESS THAN TRUCKLOAD
|
www.fedex.com/us/national/main/
|
800-274-9099
|
|
HHWY = The Hub Group, Inc
|
LTL/FTL BOTH
|
www.hubgroup.com/
|
800-388-6798
|
|
HOWL
= HO Wolding
|
FTL-FULLTRUCKLOAD
|
www.howolding.com
|
800-945-9090
|
|
HEAR = Heart Transportation
|
LTL-LESS THAN TRUCKLOAD
|
www.trustheart.com
|
404-559-7746
|
|
KTSG = KTS Logistics
|
FTL-FULLTRUCKLOAD
|
N/A
|
1-877-458-7564
|
|
RETL=Reddaway
|
LTL-LESS THAN TRUCKLOAD
|
www.yrcregional.com/reddawayregional/
|
888-420-8960
|
|
RRTS = Road Runner Transportation Services
|
LTL-LESS THAN TRUCKLOAD
|
www.rdfs.com/
|
(800)
486-8754
|
|
CARRIER
SCAC CODES
|
MODE
|
WEBSITE INFO
|
GENERAL CONTACT
PHONE NUMBER
|
|
RBTW = C. H. Robinson Worldwide
|
FTL-FULLTRUCKLOAD
|
www.chrobinson.com
|
800-428-5377
ext. 1575
|
|
SCNN = Schneider National
|
FTL-FULLTRUCKLOAD
|
www.schneider.com
|
800-558-6767
ext. 7913
|
|
SEFL = Southeastern Freight Lines
|
LTL-LESS THAN TRUCKLOAD
|
www.sefl.com
|
800-637-7335
|
|
SLSN = Salson Logistics
|
FTL-FULLTRUCKLOAD
|
www.teamsalson.com
|
404-675-0711
ext. 1
|
|
SMTA = Smith Transport
|
FTL-FULLTRUCKLOAD
|
www.smithtransport.com
|
800-877-1173
|
|
TCSR = Triple Crown Services
|
FTL-FULLTRUCKLOAD
|
www.triplecrownsvc.com
|
1-800-325-6510
|
|
UPGF = UPS Freight formerly Motor Cargo
|
LTL-LESS THAN TRUCKLOAD
|
www.upsfreight.com
|
800-333-7400
|
|
WSXI = Western Express, Inc.
|
FTL-FULLTRUCKLOAD
|
www.westernexp.com
|
800-316-7160
|
|
WTVA = Wilson Trucking
|
LTL-LESS THAN TRUCKLOAD
|
www.wilsontrucking.com
|
404-361-2502
|
|
UPSN = UPS Ground / Parcel
|
LTL / PARCEL
|
www.ups.com
|
800-742-5877
|
|
USXI = USXPRESS
|
FTL-FULLTRUCKLOAD
|
www.usxpress.com
|
1-423-510-3000
ext. 3164
|
*For the latest revision to the
TOTO Routing Guide click on the Routing Guide/FAQs button at the bottom of your
TOTO Sales screen. The Routing
Guide/FAQs button can be accessed while on any screen of the TOTO Sales
website.
Reorder
At the bottom of your Order Details screen, you have a
message that says: NOTE: If you click on Reorder,
only valid items from this order will be added to the cart. You can click on the Reorder button while
inquiring on any order type (SI or SQ).
NOTE: If you click on
the Reorder button while viewing an SQ order type, you MUST ENTER THE
SQ NUMBER TO APPLY THE SQ TO THE NEW SI
ORDER or you will not receive the prices listed on the SQ (see Section
2. Entering A TOTO
Sales Order).
Click on the Reorder button.
TOTO Sales will duplicate your
order. After your order has been
duplicated, you will be transferred to the Review Cart screen where you can
continue processing your order (see Entering A TOTO
Sales Order, page 2-1).
NOTE: If you click on
the Reorder button while viewing an SQ order type, you MUST ENTER THE
SQ NUMBER AND CLICK ON THE APPLY SQ PRICE BUTTON TO APPLY THE SQ PRICE TO THE NEW SI ORDER or you will NOT receive the prices listed on the
SQ (see Section 2. Entering A TOTO Sales Order).
If you duplicate an order (SI or SQ) and
there are kit items with components listed, only the kit number will appear in
the view cart. The component item
numbers will not be duplicated. Each kit
item number will automatically pull in the component item numbers once the
order is confirmed.
Print Order
To print a copy of your order,
click on the Print Order button. A
print window will appear where you can choose your printer and print your
order.
Download To Excel
If you would like to edit a
previous order before reordering it, you can first download the order to EXCEL,
delete and/or add any items, then upload the order back into TOTO SALES (this
procedure can be done with any order type SI or SQ).
Click on the Download To Excel button. A
window pops up to allow you to Save your file as an Excel spreadsheet.
Make sure you change the Save as
type to xls before saving your file.
After your order has been saved in
EXCEL, you can make changes, if needed.
NOTE: Any
downloaded order can be uploaded back into TOTO Sales to create a new sales
order. You must put your downloaded
order in the correct format for uploading.
See Section 3. Uploading Items From
An Excel Spreadsheet.
END OF SECTION
END OF TOTO SALES TRAINING MANUAL