1. Joining Process

To start using the ITE, you must first submit your company details to the ITE Administrator. From here, the ITE admin will research your company or profile, and if you are a suitable candidate for the ITE, you will be added into the system.  


However, before you can be added into the system you must sign the Terms and Conditions which can be found at any time by  clicking here.


The Administrator will then be in contact with you about the next steps.




2. Signing into your account

2.1 Setting your Password

Once you have confirmation from the ITE administration team that your company has been accepted to join, you can begin using the ITE and adding products to the live catalogue.


To login, please go to Indonesiantimberexchange.com and click ‘Sign In’.

 



From here, you will be required to reset your password.


Please click ‘Reset Password’.

 


Please enter the email address that you provided to the ITE admin so that you can reset with your personalised password.

  



2.2 Logging into the system

Now that you have set your password, you can log into the system and begin to customise your profile by adding information and products.


To login, please go to Indonesiantimberexchange.com and click ‘Sign In’.

  


To confirm that you are logged in, please check for your username to the right of the menu.

  

 


2.3 Accepting the Terms and Conditions

As soon as you enter the catalogue or your profile, you will be asked to accept the Terms and Conditions of use. These Terms and Conditions are the same as the document that your company has signed. You will be required to accept to use the system. Terms and Conditions may be updated from time to time.

   

 



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3. Editing your profile

Now that you are signed in, it is recommended that you edit your profile so that potential buyers will choose your products over other suppliers.

By editing your profile and ensuring that it is as up to date as possible and includes your company description and logo, you will become more attractive to potential buyers.

Click on ‘My Profile’ and then click ‘My Orders’.


 


Click on my profile to edit your account details.


 


Use this screen below to edit your profile by clicking the pencil icon on the top right as shown below:

 



In edit mode, you can change the following information: 

  • Name

  • Profile Picture

  • Company description

 



Example:

 



3.1 Editing Contact Details:

In your account, you have the option to add multiple contact details. We suggest limiting them as much as possible and potentially only having one or two addresses. This will ensure that your orders and documentation are directed to the right place. We recommend one address for ‘shipping’ and one for ‘billing’.

 



Click on ‘Create New Contact’ to add more than one or ‘Edit’ to edit the master one.

 



3.2 Adding An Association

If you are a member of a timber association, we recommend adding it to your profile. This will give your company further creditability and could even help you with receiving a discount from the supplier. 

Click on ‘Edit Memberships’ at the bottom of your profile. 

 


 

Once there, you can either select from the prefilled examples or add a new one by entering the details in ‘Other Associations’.

  

 

 

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4. Adding products

We recommend that your ITE Administrator adds your products in the first instance. This will ensure that all products are added accurately.


4.1 Where To Add Products


When logged into the system, please click on ‘My Profile’ as seen below:



 


Once you have clicked on this you will be taken to your profile page.

Here you can add your products as seen below:



 


Once you click ‘Create new product’, you will be taken to this page below:


 

From here, you need to click ‘Edit’ to begin adding your products.

It is important to note that there are two areas of the product data. Specifications and Dimensions. 

  • Specifications: Are your core product data 

  • Dimensions: Are the variable product data

 



4.2 Adding data for the specifications of products 

When adding a product to the ITE you will need to add the following fields, as seen below: 

  1. Name of product 

  2. Description 

  3. Type name (drop-down menu) 

  4. Species name (drop-down menu) 

  5. Quality (Optional) 

  6. Currency (USD, IDR, EUR) 

  7. Available for Export (Yes/No)



4.3 Adding Data for the dimensions of products 


There are three ways of storing dimensions:

  1. No Dimensions/Sold as Unit 

  2. Width/Length/Thickness 

  3. Diameter/Length 

These are shown below:



 


4.3.1 Adding product as No Dimensions/Sold as Unit

This should be used when you are selling your products as a unit or M3.


Example:


 


4.3.2 Adding product as Width/Length/Thickness


This should be used when you are selling your products as specifically manufactured timber products. i.e. floorboards, decking, etc.

Example:


 


4.3.3 Diameter/Length


This dimension type should ideally be used when you are selling products like raw logs.

Example:



4.4 Making The Products look good to buyers


We recommend that you fill out as much data as possible to ensure potential buyers are as informed as possible about your products.

To stand out from the crowd, we also recommend adding a picture of the products. Below is an example of a fully optimised product:



4.5 Ensuring The Data Is Visible


it is important you ensure that your products are visible on the website. The first step is to make sure that you have checked the box ‘Published’ as seen below: 



4.5.1 Checking if they are Published


To do this, you will need to log out of the system. Please ensure that you are logged out of the system and then view the catalogue and filter to your desired product.


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5. Navigating the system


Now that you have updated your company details and are logged into the system; you can begin to have a look around. 

There are six primary menu items as shown below: 



  • Home: Will take you back to the primary ITE site and out of the catalogue

  • Webform: Allows you to see your documents with the following menu items:

    • Orders: The orders that you have submitted to the suppliers o Invoices: Invoices received upon acceptance of your order o ASNs: ASNs received upon pre-dispatch/dispatch of product

  • Catalogue: The home of all of your products available on the ITE and how they appear to the buyers

  • My Profile: The area where you can edit/update your company details and add products

  • Logout: A quick way of logging out of the system



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6. Viewing an Order and choosing to accept or reject it


Once you have received your first order, you can view by logging into the ITE and clicking ‘My Profile’ and then clicking ‘My Orders’.


 



You can then find the order you are looking for by locating the date or the order number, as seen below:

 



Once you have selected the appropriate order, you can decide if you want to accept or reject based on the information requested in the order:

 



6.1 Accepting an order


If you decide that you would like to accept this order, please click ‘Accept’ as seen below:


You will be asked to double verify that you will accept this order, so please click ‘Yes, Accept’ if you are happy to proceed. If you click yes, the buyer will be notified of the acceptance.

 

Once this step is done, the order is accepted and it is now time to create the Invoice.


6.2 Rejecting and order


If you decide that you do not want to accept this order, you can reject it. This should only be done if you are 100% sure you do not want to progress. If you reject the order, chances are that the buyer will go to the next supplier.

To reject the order, please click ‘Reject’ on the bottom right of the screen.


 


Once you click ‘Reject’ you will be asked to verify this decision with another button.


Click ‘Reject’ to reject this order. Note, once you do this the buyer will be notified by email.



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7. Creating an invoice


Once you have accepted the order it is time to create the invoice and send it to the buyer.

To do this, log into the system and then click on ‘My Profile’ and then ‘My Orders’ as seen below:


 


Once you have selected the order, click on it and it will take you to the page below:

 


From here, you will need to click on ‘Create’ on the bottom left of the screen as shown below:

 


From here, you will be taken to the invoice. We recommend that you click ‘Edit Lines’ and make sure that the following fields are correct:

  • Product code

  • Product name

  • Unit price

    • If you choose to provide a discount, you can edit the price here 

  • Quantity

  • Taxes


Please ensure that all of these fields are correct as the buyer will receive the invoice as soon as you click ‘Confirm’.


 


You can also add new lines if you wish to add a new product to the invoice.

Click ‘Ok’ when you are happy and then ‘Save Changes’ to save the invoice as a draft.

To confirm the invoice, you will need to click ‘Confirm’ to the left of the screen as seen below:

 

Note: Once you click ‘Confirm’ the invoice will be sent to the buyer and your payment details will be visible to them. Therefore, they can provide payment before the products are dispatched.




7.1 Confirming Payment


Now that you have created the invoice and it has been sent to the buyer, you will need to wait for them to organise payment before you can create an ASN and dispatch the products.

As soon as payment has been received, please click the ‘Mark as Paid’ button. This can only be found on the invoice as seen below:


 

Once the payment has been received and you have marked as received, the buyer will be notified and will be expecting product dispatch.

Please proceed to creating an ASN if applicable.




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8. Creating an ASN


Once the payment has been received it is now time to create an ASN so that the products can be sent to the buyer.

To do this, log into the system and then click on ‘My Profile’ and then ‘My Orders’ as seen below:



Once you have selected the order, click on it and it will take you to the page below:

 

 

From here, you will need to click on ‘Create’ on the bottom right of the screen as shown below:



 

 

Once you have clicked ‘Create’ you will be taken to the following screen where you can create your ASN:

 

 

To add the primary transport details, please click the ‘Edit’ button in the centre of the screen as shown below:


 

 

You will then be able to edit the following fields:

  • Voyage

  • Vessel

  • Port of Dest. 

  • Bill of Landing 

 

  


To edit the primary product-related shipping data, please click the arrow in the product section as seen below:

  



From here, you can edit the Tally’s as seen below:

 

Once you are happy with the data on the ASN, please click ‘Save Changes’ on the bottom left.

  

You will then be prompted to confirm the order. Please click ‘Confirm’ as seen below:

Note: Once the order has been confirmed, the buyer will be sent a notification.

 




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9. Closing an order

The order can only be closed by the buyer. The buyer will close the order upon delivery of the products. Therefore, it is important to keep the buyers happy with a smooth and consistent delivery method.



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10. Customer support

If you have any issues or feedback on this system, you can email customer support at the following email address:

support@indonesiantimberexchange.com


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