LDWF Vendor Portal Guide

Table of ContentsLast Updated: October 11th, 2021

Vendor Hardware SpecificationsVendor LoginCustomer Information

Customer Lookup CardNew CustomerLookup Existing Customer

Purchase LicensesChoose ProductsCheckout Process

View / Edit CartView Customer InformationHunters For The Hungry DonationsSubmit Payment / Print Customer Permits and Receipts

SalesView Sales

Reprint and Issue Duplicates LicensesReprint Licenses

Vendor VoidsVoid Transaction

MessagesLDWF Messages

Manage UsersAdding New UserEditing UserView Users / Show Inactive Users

ReportsMy Sales ReportVendor Sales ReportClerk Sales ReportVoid Sales Report

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Vendor Hardware Specifications

Hardware / Software Requirements

Operating System Windows 7 or newer

Minimum CPU / Processor Speed Intel or AMD processor with 64-bit support

Memory (RAM) Recommended 4 GB or above

Supported Browsers Chrome

*Latest version of the browser is highly recommended

Vendor LoginUsers will be able to log in with a username or email address at louisianaoutdoors.com/vendors

Once navigated to https://louisianaoutdoors.com/vendor notice the Username and Password

fields.

If you have forgotten your password AND you have an email address associated with your

vendor user, you will be able to utilize the Forgot Password button

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After entering your credentials, click the “Log In” button.

Once you have successfully logged in, you will be redirected to the vendor dashboard. The

following cards will display here:

● Customer Lookup

● Sales

● Messages

● Manage Users

● Reports

In the header of the vendor dashboard, you will see the following:

● LDWF Logo Button - When this is clicked, it will return you to the vendor

dashboard

● Vendor Support Number

● The name of your vendor

● The first and last name of your logged-in user

○ If you click on your name, you can select “Change Password” or “Logout”

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Customer Information

Customer Lookup Card

New CustomerTo create an account for a new customer click the “New Customer” button.

Here you will need to enter all required fields denoted by a red asterisk

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If any required information is not filled out, you will get an error message noting the

customer creation was not successful. The required fields missed will highlight red and show

red text beneath the associated field.

Once all required data has been entered, click the “Create Customer” button

Lookup Existing Customer

To search for a customer record select the search option the customer would like to use. The

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lookup options are as follows:

● LDWF # - Requires LDWF # and Customer Birth Date

● Driver's License or ID Card # - Requires DL/ID Number, Driver's License or ID

State, and Birth Date

● Social Security # - Requires Last 4 of Social Security Number, Last Name, and Birth

Date

● Alternate ID # - Requires Alternate ID #, Country of Issue, and Birth Date

If the customer record is not located based on the search option selected, verify the

information entered is correct or select another search option.

If you look up a customer that is missing required information, like phone number, you will

be taken to the customer verification page

Here you will see three different tabs of customer information: Personal Information,

Contact Information, and Characteristics.

Let’s say the customer’s phone number is missing on their customer profile, you will

automatically be redirected to the “Contact Information” tab after looking up your customer

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Please keep in mind that the phone number on the customer’s profile is required before

continuing. Email Address is not required on the customer profile.

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After entering the missing required information, click the “Submit” button to continue

Once you have located the customer and entered the missing required information, you will

be able to view their account details and transactions.

Notice the customer’s LDWF Number, Name, and Address. The active transactions for the

customer will also display to the right. You will be able to view all of the transactions

associated with the customer selected, regardless of the vendor the customer purchased

the product from.

Clicking the “View Account Details” button will bring up the customer form where you will

be able to update their details

Required customer information will be denoted by a red asterisk *

Update information as needed

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Fields that are “grayed” out cannot be changed – if a grayed-out field is incorrect /

misspelled, please contact LDWF Support.

Notice the “Prior Address” and “Copy Address” buttons. The “Prior Address” button will

display all previous addresses associated with the customer. The “Copy Address” button will

copy the address fields from the Physical Address fields to the Billing Address fields

When you have entered all necessary information, click the ‘Save’ button

Purchase Licenses

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Choose Products

Once you have confirmed an existing account or created a new customer, you will be

directed to the Dashboard showing the “Purchase” button in the Transactions section. Click

the “Purchase” button to start a transaction.

Products are available based on the customer’s profile. After clicking the Purchase button

the Residency pop-up window will appear. This pop-up will show when first starting a

transaction

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Please note, if the customer is under 16, this pop-up will not be required.

If the customer is a Louisiana resident with no driver’s license on file, they will be required

to provide a driver’s license / ID # before continuing

If the customer is a non-Louisiana resident with no driver’s license on file, the customer will

NOT need to provide a driver’s license / ID # before continuing

Once you have validated the residency with the customer, click the checkbox declaring the

information is true and correct, then click the “Next” button

You will see that if you selected a LA resident for the customer’s residency status, you will

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only see products available for purchase.

Please keep in mind, you will still be able to choose Military products as before

You will notice the customer’s LDWF number placed above the cart, once clicked you will be

redirected to the dashboard where you will be able to edit their customer details

Also, notice the product filtering on the left-hand side. If you want to see all products

associated with Fishing, click the FISHING filter.

To select a product for purchase, click on the green plus sign next to the product

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When a product is selected and added to the cart, the product record will highlight light

green and display in the cart on the right-hand side.

To remove a product, click on the minus sign next to the product name. You can also remove

the product from the cart using the minus icon there. The shopping cart on the right will

adjust as products are added / removed.

Clicking the “Clear” button will clear all items from the cart and force you to reselect items.

If you remove a product from the customer’s cart that is a requirement for another product

in their cart, both products will be removed.

If a product is not available for selection, you can “hover over'' the product, and a list of

requirements will appear. See below for an example.

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There can be several reasons why a product is not available for purchase by a customer:

● Customer already purchased that product

● Customer may not have the license required to purchase the product

● Customer may have a product that prevents the purchase of the product

Checkout Process

Once all products are selected and the customer is ready to checkout, click the “Checkout”

button which will redirect you to the checkout page.

On the checkout page, you will be able to view items in your cart, edit the cart, view

customer information, and add a Hunters For The Hungry Donation

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View / Edit CartYou will be able to view all products in the cart and view the associated cost for each item.

At the end of the cart, you can view the Total Amount for this transaction

If you need to edit the cart, you can click the “Edit” button that will bring you back to the

Choose Product(s) page. All products will still be selected. If you need to add / remove the

product(s) you can follow the same steps above explained in this section of the document:

Choose Products

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View Customer InformationThe user will be able to view the following customer information:

● LDWF #

● Name

● DOB

● Address

● City

● State

● Zip

Hunters For The Hungry DonationsA Donation option (“Not Now” or a dollar value) MUST be selected to proceed with a

purchase.

If the user would like to donate a dollar amount that is not listed, select the Other option

and enter the dollar amount

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Submit Payment / Print Customer Permits and Receipts

Select the “Download License(s)” button to download the license document to your

computer

Select the “View License(s) in Browser” button to view the customer’s license(s) in another

tab within your current browser

Select the “Print Receipt” button to print the receipt for your customer

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Click the “Back to Dashboard” button to return to the vendor dashboard

Sales

View Sales

All active sales made by the logged-in vendor within the last 24 hours will display in the sales

section on the dashboard.

The following items will display for each sale:

● Transaction Number

● Date / Time of Transaction

● Customer Name

● Vendor Name

You can use the search bar within the Sales Card to search your sales by Customer Name or

Transaction Number

When you click on a transaction, you will be able to view information regarding that transaction,

like date and time, customer information, and what products were purchased.

Reprint and Issue Duplicates Licenses

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Reprint Licenses

Vendors will be able to reprint licenses that they sold in the past 24 hours. The entire

transaction will be reprintable.

First, look up the customer that needs to reprint their license(s) by using the customer

lookup options explained in Lookup Existing Customer section

After successfully pulling up the customer record, view the customer’s transaction history

under the transactions section. Click on the transaction you need to reprint.

You can also access the transaction history of your vendor under the Sales Card. Once in

the Sales Card, click on the transaction record you need to reprint. Please remember that

you can only reprint the license(s) you sold to the customer.

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When you click on a transaction record, you will be taken to the transaction details page

where you will be able to reprint the transaction by selecting the “Reprint” button

● Please note, vendors can only reprint licenses within 24 hours of the purchase date /

time

● Vendors can only reprint the transactions completed at their vendor location

● The downloaded license is identical to the license that is printed after purchase

Issue Duplicates

You will be able to issue duplicates for products that you can sell, even if the customer didn’t

buy the original product at your vendor location

Expired items or items that the vendor cannot sell will not be available to be duplicated

The license will print from the receipt page after payment has been submitted

The duplicate license includes all original transaction information including original dates

Please note, issuing duplicates is a 2 dollar charge per product for the customer. They can

reprint most of their active license(s) via the customer portal, free of charge.

Customer Portal: https://louisianaoutdoors.com/

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To add a duplicate license to the customer cart, lookup the customer then click the “Duplicates”

button

Then click the add button next to the corresponding product the customer wants a duplicate of

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You can add multiple products per transaction. When a product is added, you will see a

checkmark indicating the duplicate product has been added to the cart

You will see the following information for each record in the Issue Duplicates list:

● Purchased Date

● Valid Start - Valid End Date

● Vendor Type that the product was purchased from (HQ, SALES PORTAL, GENERAL

VENDOR)

● License / Product Name

When you have finished selecting the product to duplicate for the customer, click the

“Checkout” button. If the customer changes their mind and no longer wants to go through with

the duplicate, click the “Cancel” button

After clicking the “Checkout” button you will be redirected to the same checkout page as

explained when purchasing products

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After clicking the “Submit Payment” button you will be able to Download/Print their License(s)

and receipt

Vendor Voids

Void Transaction

Vendors can void their transactions within 12 hours of the transaction

The entire transaction must be voided, not certain purchases within the transaction. The

products within the transaction will have a status of Voided.

To void a transaction, click on a transaction record in your Sales card on the vendor

dashboard. Then click the red “Void” button

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You must enter a void reason when voiding a transaction. After a reason is selected, click the

red “Void” button. If you need to cancel the void process, click the “Cancel” button

Reason options are:

● Did Not Print

● No Payment Received

● Wrong Item Purchased

● Other

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Once a transaction is voided you will be redirected to the vendor portal and the transaction’s

status will change to “VOID”

Messages

LDWF Messages to Vendors

Messages from the Louisiana Department of Wildlife and Fisheries will appear in the

Messages section on the dashboard.

Included in each message is the date the message first appeared, the subject line, and the

body of the message. There may or may not be a link associated with the body of the

message.

Manage Users

Adding New User

To Add A New User to the vendor portal click the “New User” button.

When creating a new user the following fields are required:

● First Name

● Last Name

● Status

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● Role

● Username

● Password

● Confirm Password

Users can add an email address but this field is not required.

Please note: If the user wants to be able to utilize the “Forgot Password” option on the

login page, an email address is required to do so

Editing A User

To edit a user, navigate to the dashboard, and under the Manage Users section, you will see

all users. Next to each user you will see a pencil icon, click on that icon to edit a user.

● Edited information should meet all validation and unique requirements as created

● The vendor user will not be able to update the username of a user

When editing the user, the following fields are required:

● First Name

● Last Name

● Status

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● Role

● Username

● Password

● Confirm Password

Managers will be able to Change the vendor user’s password by editing their vendor user record

and clicking the “Change Password” button

Show/Hide Inactive Toggle

By default, you will be able to see all ACTIVE vendor users in your system. When the “Show

Inactive” button is toggled, users will be able to show/hide inactive users.

Please note the status of each vendor user in the list of vendor users

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ReportsUnder the Reports card, you will see Begin Date and End Date fields as well as the following

toggle options:

● My Sales

● Vendor Sales

● Clerk Sales

● Void Sales

To run a report, simply enter the dates to run the report for, toggle the report you’d like to run,

then click the “Download” button

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My Sales Report

This report will display all sales for the logged-in vendor user.

Vendor Sales Report

This report will display all sales for the vendor.

Clerk Sales Report

This report will display all sales for the vendor uses with the user role of “Clerk”

Void Sales Report

This report will display all voided sales for the vendor

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