Company account structure

A company account can be set up to reflect the structure of the business. Initially, the company structure includes only the company administrator, but can be expanded to include teams of users. The users can be associated with teams or organized within a hierarchy of divisions and subdivisions within the company.

In the company administrator’s account dashboard, the company structure is represented as a tree and initially consists of only the company administrator.

It is possible that the person who serves as company administrator has multiple roles within the company. If a separate email address is entered for the company administrator, the initial company structure includes the company administrator plus an individual user account in the name of the company administrator. In such a case, the company administrator can sign in to the account as the company or as an individual user.


Create company teams

The structure of a company account should reflect the purchasing organization, whether it is simple and flat or a complex organization with different teams for each subdivision and division of the company.

If the store is configured to allow companies to manage their own accounts, setting up the company structure is one of the first tasks for a company administrator to complete after the account is approved. In the company account, the structure of the company is represented as a tree with the company administrator at the top.

  1. The company administrator signs in to their account.

  2. In the left panel, chooses Company Structure.

  3. Under Business Structure, clicks Add Team and does the following:

    - Enters the Team Title and Description.

       The Team Title can be anything that represents the structure of the company, such as a team, office, or division within the company.

    - When complete, click Save.  Create as many teams as needed.

  4. To create a hierarchy of teams, does the following:

    - Select the parent team, and click Add Team.

    - Enter the Team Title and Description.

    - Click Save

  5. Repeat these steps to create as many teams, or divisions and subdivisions as needed

Move a team

As the company administrator works with the company structure, they can drag teams or divisions to other locations in the structure.

  • The company administrator locates the team to be moved.
  • Clicks and drags the team to a new position in the company structure.

Delete a team

NOTE – Before deleting a team, it is recommended to make sure that the correct team is selected—deleted teams cannot be restored.

  1. The company administrator selects the team to be deleted.

  2. Clicks Delete Selected.

  3. When prompted to confirm, clicks Delete.

Expand or collapse the team structure

As the company administrator works with the company structure, they can collapse or expand the tree:

  • Click Collapse All or Expand All.

  • Click to arrow icons to collapse a team or to expand a team.

Assign users to teams
When teams and users are first added to the company structure, they are placed at the same level under the company administrator.

Control Descriptions

Collapse All / Expand All - Either collapses or expands the business structure tree

Add User - Creates a user below the current team

Add Team - Creates a team

Edit Selected / Delete Selected - Edits or removes users from the business tree

  1. In the left panel, the company administrator chooses Company Structure.
  2. To assign a user to an existing team, drag the user under the appropriate team with the drag icon:


Roles and Permissions

Roles for company users are set up with various levels of permission to access sales information and resources. By default, the company administrator is a super user with full permissions. The Access Denied page appears if the user does not have permission to access the page.
The system has one predefined Default User role, which you can use as is or modify to suit your needs. You can create as many roles as necessary to match your company structure and organizational responsibilities, such as the following:

  • Default User — The default user has full access to activities related to sales and quotes, and view-only access to company profile and credit information.

  • Senior Buyer — A senior buyer might have access to all Sales and Quotes resources, and view-only permissions to the Company Profile, User and Teams, Payment Information, and Company Credit.

  • Assistant Buyer — An assistant buyer might have permission to place an order using Checkout with Quote, and to view orders, quotes, and information in the company profile.

  • Store Manager —  A store manager might have permission to create PO's for approval and Requisition Lists, but is unable to checkout, view invoices, or edit company profile and users.

Manage roles and permissions

  1. The company administrator signs in to their store account.

  2. In the left panel, choose Roles and Permissions.

  3. Complete any of the following tasks.

Create a role

  1. Click Add New Role.

  2. Enter a descriptive Role Name.

  3. Under Role Permissions, do one of the following:

    - Select the checkbox of each resource or activity that users assigned the role have permission to access.

    - Select the All checkbox and clears the checkbox of each resource or activity that users assigned to the role do not have permission to access.

  4. Click Save Role.

  5. Create as many roles as necessary by repeating these steps.

Modify a role

  1. For the role to be modified, the company administrator clicks Edit in the Actions column.

  2. Makes the necessary changes to the name and permission settings.

  3. When complete, clicks Save Role.

Duplicate a role

  1. For the role to be duplicated, the company administrator clicks Duplicate in the Actions column.

  2. Makes the necessary changes to the name and permission settings.

  3. When complete, clicks Save Role.

Delete a role

  1. The company administrator finds the role to be deleted In the list of roles.

    Only roles without assigned users can be deleted.

  2. Click Delete in the Actions column.

  3. When prompted to confirm, click OK.

Action - Description

Duplicate -- Creates a copy of the selected role. The name of the duplicate role has - Duplicated added to the end.

Edit -- Change the name and/or set of permissions.

Delete -- Delete the role. Only roles without assigned users can be deleted



Assign a role to a company user

After defining the roles that are needed, the company administrator assigns a role to each company user.

  1. Log in to their company account as the company administrator.

  2. In the left panel, chooses Company Users.

  3. Find the user in the list and clicks Edit.

  4. Choose the appropriate User Role for the user.

  5. Click Save.

Using a requisition list saves time when purchasing frequently ordered products because items are added to the shopping cart directly from the list. Customers can maintain multiple lists that focus on products from different vendors, buyers, teams, campaigns, or anything else that streamlines their workflow.

Requisition list functionality is similar to wish lists, with the following differences:

  • A requisition list is not cleared after sending items to the shopping cart. It can be used multiple times.

  • The user interface for requisition lists uses a compact view to display many items.


Create a requisition list from the account dashboard

A logged in customer that is associated with a company account can create a requisition list from their account dashboard.

  1. In the sidebar of their account, chooses My Requisition Lists.

  2. On the Requisition Lists page, clicks Create New Requisition List.

    HRG requisition list

  3. Enter the Requisition List Name and Description.

  4. When complete, click Save.


Create or add product to requisition list from any product page

A logged in customer that is associated with a commercial account can create a requisition list from a product page. This method provides an easy shortcut to create the list and add the product.

  1. From the product detail page, the customer clicks Add to Requisition List.

  2. Clicks Create New Requisition List or select existing requisition list.

  3. Enters the Requisition List Name and Description.

When complete, click Save.

HRG add to buy list from product page



Add products to a requisition list

Customers can add products to a requisition list from:

  • Product pages (detailed above )

  • Via the Shopping Cart by product or entire cart contents


The Quick Order feature reduces the order process to several clicks for customers who know the product name or SKU of the products they want to order. Orders with multiple SKUs can be entered manually, or imported into the Quick Order form. Quick Order link appears at the top of the page, next to the My Account link.


Quick Order Workflows

Customers can specify products for quick orders using either of the following methods.

Method 1: Enter individual products

  1. The customer clicks the Quick Order link.
  2. Select the product by SKU or product name:

    To place a quick order by SKU, the customer does the following:

    - Enter the SKU.

    - Click Add to List.

    - The SKU appears in the input line, with the product detail below.

       To place a quick order by the product name, the customer does the following:

  • Enter the first few characters of the Product Name.
    NOTE – Do NOT use the Enter key to choose the name of the product.
  • When the list of possible matches appears, the customer clicks the product that they want to order.

    3. Enter the Qty.

    4. Using the next input line, repeat this process as many times as necessary.

    5. Click Add to Cart.

Method 2: Enter multiple products

  1. In the Enter Multiple SKUs box, the customer does one of the following:

    - Enters one SKU per line

    - Enters all SKUs on the same line, separated by commas, and without spaces.

  2. To add the products to the list, clicks Add to List.

  3. Enters the Qty to be ordered for each item in the list.


Method 3: Upload a list of products

  1. In the Add from File section, click Download Sample to download an order template.

  2. Open the downloaded file.

  3. Use the template to add the product SKUs to upload for the Quick Order list.

  4. When complete, click Save.

  5. To upload the file, click Choose and select the file from their system.

  6. The items are added to the Quick Order list.

  7. When ready, click Add to Cart

After the quick order is created, you can proceed through checkout as usual.

My Quotes can be accessed from the My Account page.

Quotes can be initiated by an authorized company user or your assigned sales representative. After the quote is created, the negotiation process begins when the buyer or seller submits the quote for review. The Quotes grid which lists each quote received and maintains a history of the communication between buyer and seller. 

In the storefront, buyers submit the quote as a request to negotiate the price from the shopping cart. When creating the quote request, a buyer can save the quote as a draft, or submit it directly to the seller.

Quote submission workflow

     Step 1: Quote creation

   - Buyer populates shopping cart - Quote requests must be created from the shopping cart which can be populated from the product listings are from an existing Requisition List.   Once the cart reflects the order you would like to be quoted, select Request Quote and enter the name of the quote. Optionally, you can add comments and/or a file          attachment.

  - Once completed, choose Send Request.



Your quote has been submitted for review. The pending quote request appears in the My Quotes list within the account dashboard of the buyer and an email notification is sent to your assigned sales representative. You will be notified via email that a new quote has been created and also when the quote has been updated by your sales rep.



- Your sales rep has updated the quote submitted back to you for review. The status of the quote will now be Updated.

- Select View under the Actions column


 - The sales rep has elected to offer a 10% discount off the list price of all items on the quote. You may choose to proceed with the order as quoted, or send the quote back for an additional review. 

 - You have the ability to Leave a Note on individual line items or on the quote as a whole. 

 - If you are content with the quote as is, you can choose Proceed to Checkout located at the bottom of the page.

   ( NOTE : Any changes ( item qty and shipping address ) made to the quote will require an additional review by your sales rep before you can checkout with the quoted pricing. )



 - You are then sent to the checkout page where you can proceed as usual through the checkout process.

( NOTE : If you change the shipping address you will lose the quoted pricing from this order )