Online Ordering - Usage Instructions

Explains all of the functions of the API Online Ordering system

This is a complete set of detailed instructions for actual use. Please do not be intimidated, the system is simple to use!

Initial Login Procedure

After launching Persona, you should see the "User Name" prompt. If not, you may have to press the "ENTER" key). At the "User Name" prompt, type your API Acct number and press the "ENTER" key.
The system will then prompt you for your password. (Note: The password is "blind", meaning that you will not see any of your keystrokes on the screen. This is OK. ) Enter it exactly as you provided it to API. Please note that any password deviation will cause the system to deny you entry, sending the message "User authorization failed".
After successful log-on, you will be at the "DIALIN ENTRY FUNCTIONS" showing the following options:
- 1 - Order Entry
- 2 - Restart Suspended/Pending Order
- 3 - Backorder Inquiry
- 4 - Product Stock Inquiry
- 5 - Order Inquiry/List
- 8 - End this session
At this point, we will explain the usability of each option based on previous user characteristics and needs. It has been our experience that the most commonly used options are "Product Stock Inquiry" and "Order Entry".

Option #1 - Order Entry

When choosing "Order Entry", the order screen will appear showing your company name, address, etc. Also, you will see numbers (1-10) next to corresponding fields showing various shipping/billing information.
At this point, the cursor will be flashing at the bottom of the screen asking "Number to change?
If you wish to modify any of the user changeable information, it would be done here. The fields you can modify are as follows:
- 1 - Shipping Address (if the shipping address differs from the one listed). Please note that it is not necessary to type in the city/state info. At the City prompt, just enter the zip code. The system will populate the required information for you.
- 4 - Ship Date (if you did not want an order shipped until a later date)
- 5 - Ship Via -- Type? to select alternate shipping methods if desired.
- 8 - Purchase order number
When you have entered/modified the needed information, at the "Number to Change" prompt press the "ENTER" key. The system will beep and an order number will be created in the upper right hand corner of the screen. Please make note of this order number. The first line appearing on the order will read: >>>>Dialin Order of (current date, current time)<<<<
Enter the parts you require by entering the part number and pressing "ENTER". The system will automatically scan for the appropriate Manufacturer Code. In the case where the same part number is found for multiple manufacturers, the system will prompt you, and have you select the manufacturer you desire. Also, the system will bring up the description, and have the cursor flashing at the "QUANT" prompt. Enter the number of pieces you require and press "ENTER". The system will display the list price, your discount and your final extended cost price. If we are out of stock on the part, or only have part of the quantity requested the system will indicate this in parenthesis next to the part number. Manufacturer Codes used by API:
- API = API REPLACEMENT PARTS
- BS = BRIGGS & STRATTON
- BPP = B&S POWER PRODUCTS
- CSP = CHAMPION SPARK PLUGS
- GAT = GATES BELTS
- HL = HIGHLAND
- NGK = NGK
- SPI = DANA/SPICER (FOOTE)
- PIX = PIX BELTS
- MUR = MURRAY
- DCC = DEALERS CHOICE
- WED = WEDCO FUEL CANS
- DOL = DOLMAR
- EHP = ELECTROLUX / HUSQVARNA
- RIV = RIVERSIDE PUMPS
- SCH = TRICKLE CHARGERS
- WIN = WINDSOR BAR/CHAIN
- THO = OIL VACS
- WX = WORX
Continue entering part numbers in the same fashion until your order is complete. With the cursor in the first position on the next line, type a "." (period), and the "completion line" will appear looking as follows:
- (A)dd
- (C)ancel
- (E)dit
- (L)ist
- (H)eader
- (F)inish
- (S)uspend
In the event that an error was made, pressing (E) for edit, will allow you to make changes to any line by using the line number shown on the immediate left side of the manufacturer code. When pressing (E), the system will ask you for the "Line to edit (or MFG, PART#)". Type the line number, the blinking cursor will go to the end of the line chosen. The codes available to you are:
- 2 or OQ = change order quantity
- C = cancel the entire line
After making the needed changes, the system will again prompt you for the "Line to edit". If no further changes are needed, press "ENTER" to return to the completion line.
The completion line allows you to do a variety of things:
- (A)dd = allows you to add more lines to the order
- (C)ancel = allows you to cancel the entire order (asks you to confirm your decision)
- (E)dit = allows you to modify a line quantity, etc.
- (L)ist = allows you to list your order for viewing.
- (H)eader = allows you to modify the header info.
- (F)inish = completes the ordering process, submitting the order, giving you the option to print.
- (S)uspend = allows you to "save" the order for future processing.

Note: Suspending an order will require using the #2 restart option. Although the process would appear complicated, it is really quite simple. A few practice sessions, and you will be up and running in no time.

Special Note: If for some reason you forget to complete your order, it will remain "in-process", generating an audit report at API the next day. We will automatically assume that an "in process" order requires completion, and will do so for you. If this was done in error, we will gladly accept the part(s) back for return, but you will be responsible for the applicable return freight charges.

Option #2 - Restart Suspended/Pending Order

This option is used in the case where you previously suspended an order for future consideration, or if there was a communication problem (phone line disconnect, etc.) between you and us. It is used to rebuild partial information provided that an order number was assigned prior to the problem occurring.

The system will prompt you for the order number previously noted (example 123456). If you did not record the number, all is not lost; we have ways to retrieve it.
The system will restart the order, and allow you to continue processing it. The same procedures for utilizing the "completion line" now apply as in the Order Entry procedure.

Option #3 - Backorder Inquiry

This option allows you to check on the status of your backorders quickly either by a specific manufacturer, or by part number.

If you wish to check your backorders for all parts and manufacturers, at the Manufacturer prompt type /ALL. Then, at the part number prompt, type /ALL and press "ENTER" . This will give a complete listing of your open backorders with API.
If you wish to inquire about a specific manufacturer or part number, enter your requests at the appropriate prompt, the system will advise on the status. You can do as many inquiries as you like, however you are not able to modify/delete any lines.

Option #4 - Product Stock Inquiry/List

The purpose of Product Stock Inquiry is to permit you to check stock levels on specific parts at API. In addition, it will indicate your cost price on the part being reviewed. It is most useful in the situation where you have a piece of equipment down, and need to know whether or not a part is immediately available to you.

At the "Stock number" prompt, type in the part number you wish to review. Remember, the system automatically searches for the appropriate manufacturer code.
The system will indicate the net quantity available to you on the far right of the screen. The incoming factory freight charge is indicated in the FF/Core field in the case of engines and shortblocks.
To return to the main menu, press the "." (period) at the "Stock Number" prompt.

Option #5 - Order Inquiry

The purpose of Order Inquiry is to allow you to check on the status of a current order, or any order ever directly placed with API. It can search by actual order number, order dollars (very difficult), Customer PO NO., or by month/year. It will show you an exact duplicate of the invoice as it was processed.

To access an invoice, you must first decide the search parameters. If you know the invoice number, this is the easiest method. Enter the invoice number, press "ENTER" through all fields until you get to the "Month" field. The "Month" field will appear on the second line of your screen directly below "Status". At this point, if you are searching for a current month’s invoice, press "ENTER" again. If not, you must enter the billing month you are looking for (our terms are net 30 days). You can also enter "ALL" to obtain a listing of all invoices ever created. This is the slowest method, but quite effective when have no idea when it was processed.
If you do not know the invoice number, you can search by Month, purchase order, etc. This will definitely take more time, but it will work. We would suggest calling us if there is an older document you need. It will no doubt be easier for you. As in the others, pressing "." (period) will get you out and back to the main menu.

Option #8 - View A/R Statement

By following on-screen prompts, you will be able to fax/email yourself statements

Function - Exit

This option will provide any orderly log-off of the system breaking the connection to API. You will receive a "Thank you for using Power Ordering" message. This will end the session.

Thank you for using the API Online Ordering feature. If you have any questions or problems, please contact us for assistance.