Solutions - go-ePower

BCT New Orleans can get you connected to an online future!

go-ePower is an internet-based printing procurement system available to you, our customer, as an online ordering solution. This start-of-the-art internet application allows you to place, proof and track orders online. Your new connection to the future even enables you to offer your customers their own personal user account to be able to also place orders, as well as proofing and tracking their own order history.

go-ePower sites are branded with your logo and identity colors to provide the "look and feel" of doing business directly with you. Your customer can order directly from personalized online templates, research their order history and place repeat orders with just a few keystrokes and clicks of a mouse.

When an order is placed, your site can be configured to immediately release the order for production or to notify you that an order is pending and needs your approval before release. The workflow from the site can be configured to your needs or the needs of your customer.

For more information and/or technical support call (504) 734-2203 or (800) 668-3945.

Offer Your Customers a Wide Selection of Business Supplies . . . ONLINE!

FAQ's and General Tips (A work in progress...)

Because go-ePower is designed for a configurable and personalized online solution, there are often several different ways to do the same thing. It usually depends on how your specific solution has been configured for yours and your customers' needs. So as you research the various tips and suggestions you may find that the displays and options are different than your particular setup. We hope that the information presented here will be clear enough and cover enough of the various options to offer a satisfying answer to any of your questions.

If you click on any of the sample logos they should pop up a window with a larger sample showing the full website page and where the referenced items are located on it.

Shopping Cart Basics and Some Tips

1.Catalogue >> 2.Checkout >> 3.Shipping >> 4.Payment

Catalogue: After filling out a template form, selecting the quantity and clicking on the "Order" button, your order then turns into a job and is placed into the shopping cart. If you like you can go back to the Catalog and place more orders into the shopping cart. Please note, however, that if you are planning on "Proofing" your jobs, then it is much easier to handle them if there is only one job in the shopping cart at a time. That way there will be only one job in each order. ("Proofing" will be explained later.)

Checkout: The shopping cart is not a safe place for jobs, so you need to make sure that you "Check Out" your shopping cart. If you have jobs in the Shopping cart, then to the left under the menu there will be a little list of the jobs that are currently in the cart.

If you are already in the Check Out line, then the list to the left disappears. The first step of the Check Out line, (called 2. Checkout) will also display a list of the jobs in the cart. You can change the quantities or delete jobs on this page.

Shipping: The next step is the Shipping Address page. Some accounts will be set to skip this step, since the orders will most likely be delivered via a route, or maybe the person ordering doesn't need to be concerned with the shipping address. If you do end up on this page, the address can be easily filled in from the dropdown address list. Or if you need to specify a different address, then simply fill in the fields and click the Continue Button. A nice option (that depends on the account) is that any new addresses typed into the fields will be automatically saved to the dropdown list. This can make it easier for reorders.

Payment: Usually you or your customer will not be making any real payments on this page, but it does have fields that can help with the billing. The options and fields on this page can vary greatly from one account to the next, but there will always be an "Order Notes" field to put any notes or special requests for the order. Please note that if there are several jobs in the order, these notes will be printed on the work order sheet for each job, so please be specific if the notes apply to only one job. This is another reason for having only one job in the shopping cart at a time - less confusion.

When you click on the "Confirm and Submit" button the order and all it's jobs are placed into the Order Control Center. If your account is not set up for "Proofing" (also called "Gatekeeping") then the order and jobs are also immediately sent in to us for printing. If, however, you account is set up for "Proofing" the order and jobs are not sent in, but are waiting patiently in the Order Control Center as a "Pending" order. You or someone you have authorized will have to go to the Order Control Center to release the orders manually. This is to allow you time to send any proofs to your customers, or to allow you to preview the orders that your customer has placed. More details on this process will be explained later.

Placing Repeat Orders
1. Go to "Administation" -> "Order Control Center".

2. Cick on the "Show Items List" link
(just to the right of the Home menu).

3. To find a name just type it into the Job Name field.

4. Once a name is found then just click on the little recycle pencil to the right.

5. The order form will open with fields already filled in..

Proofing Jobs - the Overview

Go-ePower has a convenient online proofing system, which in "Go-ePower lingo" is called Gatekeeping. Gatekeeping has a simple workflow:

  • Someone fills in a template form and previews the card.
  • At that time they may, if they want, save a copy of the PDF (from the Preview window) to send to a customer for proofing.
  • Then they place the order and check out the shopping cart, even though the order has not yet been approved. This will place the order and included jobs (preferably one) into a pending list. This order has not been sent in to us for printing yet.
  • An email is then automatically sent to the person who has been set up as the Gatekeeper for the account.
  • If the order requires editing, the Gatekeeper can edit the order. They can, of course, save another pdf for further proofing.
  • When the order is approved the Gatekeeper then releases the order, which sends the order and included jobs to us for printing.

In order to take advantage of Gatekeeping, your Company Account must have Gatekeeping turned on. Once Gatekeeping is turned on, every order placed online by any User account will have to be released before it is sent in to us for printing. Please note that if your Company Account has not been set up for Gatekeeping, then any and all orders placed will come directly to us. They will not wait in any pending list.

Your admin account is usually set up to be the Gatekeeper, but it is possible to set up other User accounts as Gatekeepers. This allows the possiblity of having your customer do their own proofing if they desire. Actually Go-ePower also has a Group Gatekeeping system which allows for even greater confusion, I mean complex proofing flow, but I'd rather not try to explain that here... When we set up your account for Gatekeeping, we can discuss the various options and choose an appropriate plan.

Proofing Jobs - Jobs versus Orders

It would be good to have a little vocabulary class at this point, since there is some confusion in how the word "Order" is used. It's important to distinguish the difference between an "Order" and a "Job".

  • An Order is when a shopping cart is sent to the Pending list or directly to us.
  • A Job is a particular card or other item that has been added to the shopping cart.
The confusion comes when filling out the form for a job and the button at the bottom says "Order" so you it would be logical to say you are placing an order, when in fact you are placing just a job order and not the complete order. Only when you check out a shopping cart is a "real" complete order placed.

Proofing Tip: When placing orders, keep only one job in the shopping cart at a time. In other words, fill out the form, place the job order into the shopping cart and then immediately check out the shopping cart to place the order into the pending list. The reason for this is that there is no guarantee that all the jobs in an order will be approved, but you can only release all the jobs in a single order at the same time. You can proof jobs, but you can only release orders, so keep it to one to one: one order equals one job.

Okay! Are you sitting down? The distinction between Orders and Jobs also helps when communicating with our Customer Service. We track only "Jobs" and not "Orders" since all of our workflow is based on the individual jobs. If you ask about an Order, CS then has to find a way to correlate the Order number with a particular Job. So logically you should ask about a Job and voila! Except, of course, that Customer Service refers to all the "Jobs" as "Orders" and probably have no idea what you mean when you say "Job" number - oh well. A simple way to get around this confusion is to take the "Job" number, add the letters "EP" to the beginning and then call it an Order number (even though you and I know that it's really a job number...) Now refering to Jobs (adding "EP" and calling them Orders) and not the actual Orders may not necessarily make the job print faster but it will make Customer Service happier and make it easier for them to get the 411 on your order (I mean job). And that's a good thing.

It appears that our vocabulary class has turned into an algebra class. Here's the formula:

EP + (Go-ePower)JobNumber = (BCT)OrderNumber

Proofing Jobs - the Details

If your account has been set up as a Gatekeeping account, then all orders will need to be "Released" by someone with a Gatekeeper account. In general, all administrative accounts are Gatekeepers, but that can change if there are special Gatekeeping requirements.

Gatekeeping is often used to allow proofing of orders (thus the title of this section), but is also used as a safety valve, especially for situations where many different people will be placing orders. So, how exactly do you proof or release orders?

Let's get started!

  • Log in with your Gatekeeper (Administrator) account.
  • Click on the Menu: "Administration" and then "Order Control Center"
  • You should now be able to see a list of orders with some of them marked "Pending" over on the right side. If you don't see any pending orders and all the orders are marked "Released" then you may want to check to see if there are more pages of orders. If you still don't find any pending orders, it's possible that the customer or whoever thought they placed the order, did not really place it, but has it sitting in their shopping cart.
  • Once you've found the pending order that you want to release, just click on the little magnifying glass on the left side.
  • About halfway down the page are two buttons called "Release" and "Cancel" so please be sure not to hit the cancel button by mistake. I would have recommended hiding the "Cancel" button altogether since we want those jobs, but I guess it's better to let you have the choice...
  • When you click on the button, a little window pops up just to make sure you hit the right button and really want to release (or cancel) the order. Once you've hit okay it brings you back to the Order Control Center and you can see that your order now says "Released" instead of "Pending" unless, of course, you canceled it.

Editing Orders

Any Orders or Jobs that are pending and have not yet been released or canceled can be edited. This is, of course, an important part of proofing orders. If the customer is not happy and the job needs to be changed, hopefully you can make all the necessary changes in the Order Control Center.

Just about anything that can be changed or adjusted when originally placing an order can also be changed when editing an order. Even the shipping address, comments and other order fields. We'll be covering how to edit the card itself.

  • Log in with your Gatekeeper (Administrator) account.
  • Click on the Menu: "Administration" and then "Order Control Center"
  • You should now be able to see a list of orders with some of them marked "Pending" over on the right side. Does this sound familiar? This is where you can select the order you want to release, but this time we will be editing it first.
  • Once you've found the pending order that you want to edit, just click on the little magnifying glass on the left side.
  • Now instead of releasing the order, look for the particular job in this order that needs to be edited. Hopefully the images of the cards reflect the actual order, but if not, then you can always go by the "Job Name" which will have the name on the card. When you find the card, then click on the image of the card.
  • On this next page which has a few details about the order, you will find two pencil icons in the lower right. Click on the left one - the one with the girl.
  • Okay! Now we're there! This is the form where you can make the necessary changes to the card. Just edit and Preview.
  • You can, of course, save a new copy of the order in case it still needs to be proofed.
  • After the changes have been made and previewed, then just select "I accept the proof." and click on the "Update" button. This will take you back to the page with the details about the particular job. You should be able to see the changes in the sample image.
  • At this point you may want to release the order or just double check that everything looks okay. The quickest way back is to click on the Menu: "Administration" and then "Order Control Center" and then to click on the little magnifying glass. Please note that editing a job will not change the "Job Name" which is used to locate it in the future. So if you change the person's name, you will still have to look for the card with the old name.