Order Help
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Table of Contents
- How do I log-in?
- How do I place an Order?
- How do I place a Bulk Order with De Nieuwe Band?
- How do I change my Order?
- How do I commit my order & what does it mean?
- Can I Un-Commit my order?
- What are Carryovers?
- What is a Default Order?
- What are Shortages?
- How does the order process work?
How do I log-in?
When the Order System Admins first set-up your account, an e-mail was sent to your e-mail address titled:
“Vokomokum Order System: Reset Password”.
In this e-mail there is a link to a page that allows you to set-up your account password. If you have not received the e-mail, check your e-mail account’s Spambox. If you still don’t see the e-mail, send the Order System Admins, [ bestel [@] vokomokum [.] nl ] an e-mail requesting that the "Reset Password" e-mail be sent to you again.
Once you have set-up your account password you can log-in at the [ Order System Log-in Page ] with your account number or e-mail address and the password you just created.
Note: You will need to provide the following information in order to set-up your account password:
- Your member number or email address
- Your House number ( do not include apartment numbers or ‘huis’ )
- Your Postcode
- A telephone number registered with your account - if you have given more than one number, say a home and mobile number, then either of these will do.
How do I place an order?
Once logged-in you’ll see the Order System’s Welcome Page with the menu system at the top of the page.
Click on the “[ My Current Order ]” link and you'll be brought to the main order page that displays all of the products that can be ordered.
Categories
Just under the page heading you’ll see the Categories that are available for purchase. You can click on any of the Category links, e.g., “[ Bonen ] to be brought down to its section below on the page. There is a “[ back to top ]” link that will bring you back to the top of the page or you can click on the “[ Save order changes ]” action button to save any changes you may have made. Once the changes have been saved you will be brought back to the top of the page.
Action Buttons
Under the Categories section are several action buttons that allow you to Save, Preview, Set an Order default ( for the next order period ), and Reset any changed values that have not yet been saved. Each Category section also has a “[ Save order changes ]” button in it to allow you to conveniently save your changes without the need to go back to the top of the page.
How do I place a Bulk Order with De Nieuwe Band?
In the new Order System there is a category for Bulk Order items, however, it does not contain all products available. If you want to order an item from De Nieuwe Band that does not yet exist in the Bulk Category, you can still do so by getting the information on the product and e-mailing that information to [ bestel [@] vokomokum [.] nl ].
You can get the detailed information by going to [ http://vokomokum.nl/voko-zoek.php ], placing a search term in the “zoektermen” input box, and clicking the “zoek” action button. The resulting list gives you the possible products. Choose one and copy/paste the relevant details ( product code and description are mandatory ) into an email to [ bestel [@] vokomokum [.] nl ]. Vokomokum Order Admins will then add your desired product to the Bulk Category section of the Order System, where the items may only be ordered in the quantities in which they are sold; nb: it is then up to you to order this product.
Due to usability, some unpopular bulk items may be removed from this category from time to time, but many will remain.
How do I change my order?
Make a Change
Once you’ve created your order you can change your order on either the “[ My Current Order ]” page or the “[ My Orders ]” page. In both cases you go to a row for an item you have in your order ( indicated by a pale-green background color ) and click in the quantity field. Then change the value as appropriate and click the “[ Save Changes ]” action button.
Remove an Item
If you want to remove an item from your order you place the number 0 in the quantity field and then click the “[ Save Changes ]” action button.
The advantages of the “[ My Orders ]” page is that it provides a quick summary of the products in your Current Order and it also allows you to look at previous orders you’ve made and set any of them as your default order for the next ordering period.
The one disadvantage of the “[ My Orders ]” page is that you cannot add a product to your order. If you want to add products to your order that are not yet part of it, you will need to go back to the “[ My Current Order ]” page, which lists all of the products available for purchase.
How do I commit my order & what does it mean?
What Does it Mean
Committing your order means that you actually commit to:
- Placing the order you have entered into the Order System
- Picking up your order on the designated Pick-up Date
- Paying for the order you committed to on the same day you pick it up
How do I commit my order?
You will receive an e-mail from the Online Order System telling you when the Order System is ready to receive committed orders. Once you receive that e-mail, log into the system and click on the “[ My Orders ]” link. You will then see a new action button called “commit” and a check-box near it asking you to acknowledge the fact that you wish to commit to your order. If you agree, check the check-box and press the “commit” action button; nb: you cannot un-commit your order once you’ve committed to it.
Can I un-commit my order?
No, you cannot un-commit your order once you commit to it. You can alter it as long as your alterations do not create [ shortages ] for the group.
What are shortages?
Each product has a minimum wholesale quantity that needs to be met in order for the group to be able to order it; this is considered one wholesale order of the product. When this specific wholesale quantity is not met, it’s considered a shortage.
Looking at the table below you can see several examples of shortages and one complete wholesale order,
product 26, “rode nierbonen”.
The table has several columns with the following specific columns applying to shortages :
-
Description
- A short description of the actual product
- The number of grams one of these products contains
- The quantity that must be ordered in order to meet the minimum wholesale quantity for one wholesale order
-
All ords.
- All orders currently placed by all members including yours
-
Shortage
- The current shortages for the product
-
My order
- The quantity for this product that you have on order
In the example above, you can see that you have ordered 3 groene erweten ( marked by the pale-green background color ), but there is a shortage of 1. If you want you could change your order to 4 in order to make up for the shortage, but we will get to when you may want to do this in the [ How does the order process work? ] section.
How does the order process work?
- Open Orders ( members )
- Commit Orders ( members )
- Adjust Shortages ( members w/committed orders )
- Adjust Shortages ( admins )
- Order Sent to Wholesaler ( admins )
- Receive Wholesaler Fulfillment ( admins )
- Adjust Fulfilled Order Shortages ( admins )
- Order Pick-up ( committed members )
Open Orders
This marks the beginning of the order cycle. All members will receive an automatic e-mail notifying them of this phase and can begin entering their orders.
If you had any [ Carryovers ] from the last order period or if you have set a [ Default Order ] you will see those quantities in your current order.
➋Commit Orders
You will receive an automatic e-mail telling you that the order process has moved on to phase 2. You can continue to add or remove items to your order without regard to [ shortages ] at this time, but you must [ commit ] your order now if you wish to move on in the order process.
Adjust Shortages
Members with committed orders can do the following as long as those changes do not create
or increase a [ shortage ] :
- Add new items to their order
- Change the quantities of products already in their order
Adjust Shortages
Admins change quantities ( only downwards ) to meet the minimum requirement of a wholesale order on all products ordered. When they are done, every item must have a total quantity which is a multiple of a wholesale order, otherwise the system will not move to the next phase.
Order Sent to Wholesaler
The order can be printed and sent to the wholesaler(s).
Receive Wholesaler Order
The Admins check quantities received from the wholesaler against the order placed and adjust those quantities in the order system. There is no provision for a wholesaler shipping part of a wholesale quantity, it is assumed that this does not happen.
Adjust Fulfilled Order Shortages
Unfortunately the order received does not always match the order placed. So, if there were delivery shortages, the Admins need to reduce the quantities of member orders to accommodate this. They can reduce any member’s order, or take one or two units off several orders, until the total of the member orders equals the total actually received. Once this work has been completed, an automatic e-mail will be sent to members whose orders were changed during phase 4 and in this phase to tell them what has happened.
Order Pick-up
An automatic e-mail will go our reminding you of the pick-up date and time and you will receive a copy of the pick-up list showing you which products from your order are available.
During pick-up, Admins will be able to adjust a member's order to allow for breakage, missing items, or agreements between members to move some items from one order to another ( member A forgot to order rijstwafels, member B bought a lot of them and agrees to let member A take 6 units from their order ).
What are Carryovers?
When a member does not commit an order, the products that were not committed are “carried over” to the next order period; nb: this does not occur if a member has a [ default order ]
What is a Default Order?
A Default Order is a set quantity of certain products that will appear as your Current Order at the [ beginning of the order cycle ]. You can change any of those quantities at that time. nb: a Default Order does not automatically commit itself, you must still [ commit ] your order if you wish to purchase it.
You create your Default Order by viewing one of your Past Orders or your Current Order and clicking on the “[ Set as default ]” action button.
For example, if you find that you always place an order for 2 packages of dadels, 3 packages of rijstwafels and 1 bag of zwarte bonen, you can either set-up your Current Order with these quantities and then click on the “[ Set as default ]” action button or you can refer to a Past Order with those quantities and press the “[ Set as default ]” action button. This will create your Default Order, which will be used for all future order periods.
There is currently no method for deleting a Default Order or for viewing your Current Default Order. If at any time you wish to clear your Default Order, you can set your Current Order to have no products in it and then click on the “[ Set as default ]” action button.
