Welcome to OrderGem, the easy to use order management system. OrderGem allows you to submit orders so you don't have to email or phone your Rep. They are always there if you need them, but this system allows you to submit orders in your own time. You can also use OrderGem to view your current price list and check on the status of any orders that you have submitted. This system is continually being developed, and new features are being added all the time. You will be informed by email or in-app notification from time to time of any new features as they are added. That is a brief introduction of OrderGem. Keep reading to find out how to submit your first order.
The Order Process
OrderGem is primarily an order submission portal. To view your orders, click on ORDERS on the main menu. This appears on the left of the screen on a desktop computer, and at the bottom of the screen on a mobile device. You are then presented with the Order Manager:
There are five tabs within the Order Manager. Each tab represents a stage in the Order journey. Your Rep can see all your Orders too, so if you get stuck they can go in and help.
Incomplete - These Orders have been started but not submitted to your Rep.
Saved Quotes - These Orders have been saved for a later date.
Processing - These Orders have been submitted to your Rep but they have not yet accepted by them. Your Rep can make changes to the Order at this stage.
Awaiting Despatch - These Orders have been accepted by your Rep and have been sent to the despatch warehouse for processing. At this point, the Order cannot be changed.
Complete - These Orders have been despatched and the tracking details have been uploaded. If you have Invoices activated, you can now download your Invoice.
Submit An Order
To create a new order, click the NEW ORDER button on the Order Manager Page. You are then presented with the Order Editor:
This may look slightly different, depending on what features are activated on your account, and the device you are viewing it on.
Delivery Details
If you have the address book activated by your Rep, you are able to quick select one of your previous delivery addresses. This is only useful for users that deliver to the same addresses again and again. If you need to add a new address, click the ADD NEW button. Another popup will appear:
You can search for an address using the in-built Postcode Searcher. This seriously speeds up entering the delivery address. The Delivery First Name, Last Name, Email & Phone must be the details of the person receiving the Order. The courier will be passed these details to arrange delivery, therefore up to date information is essential to prevent failed deliveries. The phone number should be a mobile number, to allow for SMS message updates. If you have the Address Book activated and wish to save the delivery address to use again, click the Save To Address Book slider. Once all the details are correct, click SAVE and the screen will return to the Order Edit screen. If there are any errors in the details, you must correct them before it will save. The most common errors will be missing information, email format incorrect or phone number format incorrect.
Purchase Order
If you have the Purchase Order field available, you can enter your own reference or PO number. This allows you to track the Order through the system and the Order can be searched for in the Search Bar.
Delivery Notes
If you have the Delivery Notes field available, you can enter any delivery notes on the order up to a maximum of 64 characters. This could be for example 'Leave in Porch'.
Add Item
This section allows you to add products to the Order. All the products that are available to you will appear in the Scrolling Product Box. You can search for a particular product by using the Search Box above the Scrolling Product Box. You can search by SKU or the name of the Product. When you find the product that you want, click on it and it will be added to the Order.
If you need to add more than one of a product, you can click on the item again or you can click on the quantity on the order line and change it to what you need. Then click SAVE to update the quantity. You will notice that as you add products or change quantities, the Delivery, Net, VAT & Grand Total values update automatically.
Delivery Method
All the delivery methods available to you will appear in the Delivery Method section. The available delivery methods will depend on the products in your order, the delivery address and what methods have been activated on your account. You can change your delivery method by clicking a different method. This will then update the Delivery, Net, VAT & Grand Total values.
Submit The Order
Once you are happy with all the values, simply click SUBMIT ORDER. This will move the Order to the PROCESSING tab on the Order Manager and will send a notification to your Rep that an Order has been submitted. If you change your mind, you can click CANCEL and the Order will be deleted.
Once an Order has been Despatched
After your order has been despatched, you will receive an email and a notification within OrderGem. If you click on that notification or go to the Order Manager and click on COMPLETE and open that Order, you will be able to see the despatch information.
Clicking on the link will open the Couriers website and link direct to the tracking information. Clicking on the 
will open the consignment information and let you know what items are in each package.
If you have Invoices activated, once the Order has been despatched, an Invoice button will also appear on the Order, allowing you to download a copy of the invoice in PDF format.