SOP 1 Admin page

username:  example@djmedquip.co.za

Password:    Exampl&2000$

To login to DJ Medquip admin page:

open your web browser (Internet explorer, Chrome or Firefox) on a Desktop or Laptop type computer and type in the address bar: djmedquip.co.za/wp-admin and press enter.  The following page should appear:

Insert the username and password as supplied by the website administrator:

username: exampleuser   (kindly note this is not an email address)

password: ##########

Then tick the box “I’m a human.”

Please note:  Whenever accidentally trying to log into the web site with the wrong username and password do not click “Log In” within 10 seconds again.  You need to wait at least 10 seconds before trying to log in again. This is a security feature to prevent unauthorized entry.

Also: If you have failed to login three times with the wrong username and/ or password, your IP address will be flagged as a threat to the web site for 1 hour and you will not be able to gain further access from the same computer.

The following page will then be diplayed if successfully logged in:

Note that the only relevant pages for someone processing the orders, or adding and removing products is:

1.  the WooCommerce tab,

2. the Products tab and

3. the WooCommerce Stock Manager tab.

4. The Pages tab could also be accessed if necessary to edit a page when you are asked to do so.

When you click on WooCommerce and wait a few seconds for the page to load, you should see the following screen pop up:

Here all the orders are displayed which has been placed on the web site.

If the orders are not displayed correctly, click on the “Screen Options” drop-down button at the top of the page to select the columns you want to be displayed.

Some orders you will notice has a grey icon at their left-hand side, although others are marked with a green icon with three dots, yet others have a blue icon.

This indicates the status of the order, of which the most common is:

Grey = on hold Order details can only be changed if the order has the status of “on hold”.

Green = processing (already paid – make sure a proof of payment is available or payment is verified on a banking statement if available)

Blue = order complete   When the order has been dispatched.

To view the order details click on the order number (eg. #2428) which is a link to the order details.

The following screen should be displayed.

On the right-hand side of the screen is a box named “Order notes”.

This box is used to make either a:

1. Private note (visible on the admin page only)

2. Note to customer (visible to customer and on admin page)

Remember to click on “Add” after the note has been typed.  If it is a note to customer, then an automatic email will be sent to the customer with the contents in the text box.  This is done to inform the client of either an outstanding proof of payment or when an order has been dispatched.

If an order has been placed of which one of the products is not currently in stock, on the items list just below the Title, will be a note in bold: Backordered: 1

This means we do not currently have the item in stock (so please check and confirm this).

This item will then need to be ordered from an applicable supplier.

We use a company The Courier Guy.

Their address in Bloemfontein: 36 General Dan Pienaar Dr, Dan Pienaar, Bloemfontein, 9300

Tel: 051 436 4432.

They collect parcels if parcels have been prepared in their supplied flyers and if the waybills have been printed.

To organise a delivery

Use the url: http://tcgweb16931.pperfect.com/pponline/login.php  and login with:

username: exampleuser

Password: ########

The following screen will be appear:

This online interface is used to place the courier order:

1. Click on Collections.

2. Click on “Collect Here” if parcel is to be collected at the Office or “Collect Elsewhere” to set the collection address.

3. Select the Service: ECO

4. Insert the Collection address:

       a. If you decide for parcels to be collected at the office, select the first option at the “From:” drop-down button.

       b. Select the second option from the drop-down button: K2014279514 (Pty) Ltd T/A DJ Medquip [BLOEMFONTEIN KIOSK]  if you decide to drop the parcels at the Courier Guy offices’s address.  This will be when you don’t want to wait for the courier, or if an order is only completed after 15h00 (upon which the courier will only arrive the next working day for collection).

5. Insert relevant Collection Notes and Delivery Notes (which is supplied by the client) when applicable.  Most orders are 1kg in mass or less.

6. Click on submit.

7.  On the prompt which asks if you would like to print, click yes.

8.  Click on the Waybill button upon which a .pdf will be downloaded.  – wait a few moments.

9.  The pdf with the waybill can then be opened and printed.

10. Note: 2x A4 pages prints when the pdf is printed.  This needs to be cut in half to yield 4x A5 size waybills which is put into the flyer bag or attached with a flyer holder onto a box, whichever is applicable.

11. All 4 waybills need to be signed.

12.  Before closing the flyer bag or box, confirm that the contents in the parcel are correct.

Tick list:

1. Correct items  (including correct Colours)

2. Correct Client

3. Correct Address

4. Correct Contact number – preferrably cell phone number.

5. Correct email address –  the clients email is used to send updates from Courier Guy Automatically.

13. If the collection is placed online after 12h00, phone The Courier Guy to inform them of the collection which has been logged online.   Tel: 051 436 4432.

If this is done, send the dispatch note to the client with the tracking number as a “Note to Customer” as described earlier.

Then mark the order as complete. There are 3 ways to do this:

1. In the order screen at the near top of the order click on the “Order status:” drop down menu and change it to “Completed”.

2. In the WooCommerce Page where all the orders are displayed, click on the button which has three dots on it. This will change it from “Processing” to “Completed” and send the client the relevant email.

3. In the WooCommerce Page where all the orders are displayed, select the tick box of the order(s) which status has to be changed and click on “Bulk Actions” drop-down button and select “Mark Complete” then click apply.  This can be done to multiple orders at once.

This is done at the “WooCommerce Stock Manager” tab from the main admin page, almost at the most bottom at the left-hand side:

A page will be displayed with all the stock.

Select a category from the drop-down button “All categories”  then click on the blue button “Show” to organize the results in a specific category to review the stock level.