Request a Personalised Pricelist from a Supplier

When you first log in go to Admin->My Suppliers. Check the boxes beside the suppliers you use and press the Request Pricelist button. An email will be sent to the selected suppliers, informing them you are on the system and requesting that they make their price-lists visible to you.

Load a Personal Pricelist/Tender

You can also load any price-lists that have been emailed to you directly. Simply go to PriceLists->Load Pricelist, and load the relevant excel file. If you want to load a file from a supplier not currently registered in the system, add their details via the  Admin->My Suppliers screen.

Load an Order

You can load an Order into the system from an Excel file (such as a file exported from your prescription system). Simply save the relevant file to disk, and click on Orders->Load Orders. There are three very simple rules that the file must conform to:

1. The file must be formatted as an Excel Spreadsheet
2. There must be a clearly marked “Quantity” column on the sheet, indicating the desired quantity of the Item
3. There must be only ONE item listed per line of the spreadsheet.

(It takes about 10 seconds to load a 200 line order)

Pricing Order

When you have the list of items you wish to order loaded, simply click on “Price Order” to identify the best supplier of every item on your order. If you want to exclude any of the suppliers listed from the pricing process, simply “uncheck” the tick box beside the supplier’s name and press “Price Order” again.  If the “Alt Pack” link is visible beside a line, the system is letting you know that there cheaper packsize available for the selected item.

Sending an Order

You can fax or email orders directly from the PriceGRID system to the suppliers. Once you have “Priced” your order simply click on Fax Order or Email Order and the order will be faxed or emailed directly to the relevant suppliers.  Once an order, or a section of an order, has been sent, that section will be automatically removed from the “Current Order” and placed in “Order History”
NB:      The system will fax the order to whatever supplier you currently have selected in the “List Suppliers” box. This means that you can either send the order to “ALL” suppliers at once, or select a particular supplier from the list to send the order to. The choice is yours.

Shorts (Out of Stocks)

In order to process the shorts, simply click on Orders->Order History and select the most recent order. You can then simply “check” the short lines, and click Copy Shorts to Current Order. These short lines will be copied to your current order where they can be easily re-priced (pressing “Price Order” will return the cheapest supplier other than the one who indicated that the line was short).

Alt Packsizes

When you request an Item, the system will identify the cheapest supplier of that Item. However, if that item exists, but in a cheaper pack, the system will highlight this with an “Alt Packsize” link beside the item. If you click on this link you can see the other pack sizes available for this item. NB: You can list all the items with cheaper alternate packs by selecting the “Alt Packs” option in the List By Suppliers list box.

See ALL the available prices for an item

On the “View Pricelists” screen items are sorted by cheapest supplier. You can see the prices all the suppliers are offering an item at by click the “All Prices” link.

Changing supplier contact details

If you would like your orders to be either faxed or emailed to a different rep than is currently set up, go to Admin->My Suppliers and enter the new fax or email address next to the relevant supplier.

NB: ONLY update a suppliers details if you’re SURE that your order must go to a different individual, and be careful that you enter the email address or fax number correctly.

Adding Account Numbers

If you would like your Account number to be included on the faxes and emails you send to the suppliers, go to Admin->My Suppliers and enter the relevant details in the “Account No” field beside the supplier name. When finished be sure to click on “Commit Changes”

Deleteing Personal Price Lists

When you want to remove a personal pricelist (because its out of date or in order to load a newer version), simply go to PriceLists->Manage Pricelists and click Delete beside the relevant file

Removing Price Lists from Display

If there are some pricelists you would rather not see, go to Price-Lists->Manage Pricelists and change the “Displayed” box from Yes to No. If you decide not to see a supplier’s pricelist, these prices will also not be considered when pricing your order. This setting can be reversed at will.

Determining when a Supplier last updated their prices

If you go to Price-List->Manage Pricelists you will see a date beside each supplier name.

Resending Orders

If for some reason you need to re-send an order, go to Order History. If you View the relevant order, you can then click on the resend by fax or resend by email buttons. As with the current order, you can use the “Supplier” list box to resend the order to ALL, or one particular supplier.

Billing

At any time through out the trial you can sign up as a full user of the PriceGRID system. Go to Admin->Billing and select one of the three payment options

Invoices

Once you have set up one of the payment methods, if you go to Admin->Invoices you will be able to print out your invoice (complete with VAT details)

Managing Unmatched Items

When you load a personal pricelist or an order file, there may be some items the system does not recognise, and will list these items on the “Unmatched” screen. Simply identify the line (using the Guess and Product Name search) that the unmatched item should refer to and click Add as Synonym for. The next time you load a file containing this item, it will be recognised.

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