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How To Guide

Web search, ordering, and account management made easy!



How do I create an online account? 

First Time Users 

Behler-Young works directly with licensed mechanical contractors.  To use the website, users must first have an account with B-Y.  To get started, create an account with Behler-Young by contacting a local B-Y Branch or Territory Manager.   

Once you have an account with Behler-Young, you can request an online login. Click on "Sign In" in the top right corner and then "Request a Login". You will need to send the following pieces of information to ecommteam@b-y.com: 

  • Valid email address 
  • First Name 
  • Last Name 
  • B-Y Account #  

Once the login has been set up, you will receive a link to set up your password.

Additional Users 

The site provides ultimate flexibility for each member of your team to access.  There are four distinct permissions available to the online Account Administrator. Your company's account administrator can create accounts for new users from the "User Administration" screen in their My Account Dashboard. 

What are account roles? 

Account System Roles allow you to assign permissions to the online accounts of those in your company.  

Administrator: 

  • Can add and remove account users 
  • Cannot see invoices, purchase products or see pricing  

Buyer: 

  • Can place orders online 
  • Cannot see invoices, pricing or access User Administration 

Invoice Manager: 

  • Can see invoices and make payments online. 
  • Cannot purchase products, view pricing or access User Administration 

See Pricing: 

  • Visibility to account pricing 
  • Cannot order product, see invoices or access User Administration 

How to add a new user to the account

  • STEP 1:  Log-in to the account 
  • STEP 2:  Navigate to USER ADMINISTRATION in the dropdown menu under the account name in the top right corner. 
  • STEP 3:  Scroll down to Roles & Permissions 
  • STEP 4:  Select one or more of the following permissions based on the access to be granted. 
  • ADMINISTRATOR – this is a key permission as this person will be able to add / remove team members from the account.  This is the only permission available to an Administrator.   
  • INVOICE MANAGER – For individuals that need to review invoices or pay bills online, this is the permission that will grant access. 
  • BUYER – When ordering products is a key part of your team member’s role, add Buyer to their permissions and they will be able to purchase products on b-y.com or on the B-Y App. 
  • SHOW PRICING – This permission provides the user with visibility to product pricing for the account.  If you don’t want a team member to see pricing, leave this unchecked. 

NOTE:  The permissions are unique and provide access as described above.  If the account administrator needs access to pay bills, add INVOICE MANAGER.  If the Buyer needs to see pricing, add SHOW PRICING to their permissions. 

How to delete a user on the account 

  • STEP 1:  Log-in to the account 
  • STEP 2:  Navigate to USER ADMINISTRATION in the dropdown menu under the account name in the top right corner. 
  • STEP 3:  Select the username, remove their permissions and save. 

How can I access my invoices? 

A new seamless invoice payment system is available!  The new invoice manager has been re-engineered, creating a seamless payment process.  Now you can easily see all invoices for online and offline orders, select specific invoices to be paid, and complete the payment process in one step.  The new features were designed to simplify your day, helping you to manage the business. 


Can I pay my invoices online? 

Absolutely! In fact, we'd love it if you did. Once you have access to your online account, simply click on the Invoices/Pay Bills link. 

Accessing Invoice Manager: 

  • STEP 1:  Log-in to the account 
  • STEP 2:  Navigate to USER ADMINISTRATION in the dropdown menu under the account name in the top right corner. 
  • STEP 3:  Select the Invoice Manager.  This will provide a direct path to orders, payments, and allow you to select invoices for payment online. 

Payments can be accepted at any Behler-Young branch.  If you have questions about making a payment, contact the B-Y Credit Team at credit@b-y.com 


How can I quickly find what I need on B-Y.com? 

There are several ways you can quickly find what you are looking for. 

  • If you know your part number, type it into the search bar and it will appear in the drop-down menu. 
  • If you have ordered this part or group of items before, go through your Order History to easily place an order again. 
  • If you consistently order the same groups of items, consider creating a list that you can easily add to your cart and check out. 

 

How to get the best search results? 

The enhanced search is highly visible on b-y.com.  The new search feature will include common HVAC terminology, product and category filters, and a new unit of measure definition that will return consistent results regardless of the type of measurement searched (ex., inches, inch, or ").  Here are a few best practices when searching for products. 

  • Part number is the best method to search for products 
  • If the part number isn’t available, search a product category and size (i.e. Filter 14in x 14in x 1in) 
  • A new unit of measure algorithm is in place to provide consistent results.  We recommend keeping the size and unit of measure together.  For example, 14inches, 14inch, 14”.  We do not recommend adding a space between the number and unit of measure.  This will help search bring back the proper results and exclude products with that number included.   

 

How do I order product? 

  • Adding products to the cart 
  • Sign-in to your online account 
  • Products can be added to the cart anywhere the CART icon is shown.  This can be done from the search results dropdown, product detail page or from a list.  Ordering is easy, simply click the cart button and the product is added to your order. 
  • Deleting products from the cart 
  • Sign-in to your online account 
  • Products can be deleted from the cart or list by selecting the TRASH CAN icon.  This will permanently remove a product from the cart or list.  If you think this product might be needed in the future, create a new list with the product to save for later.  This will streamline searching for the product again. 

 

Can I search through past orders? 

Yes! From your user menu, select Order History to review the orders your company has placed with B-Y, even if those orders weren't placed online. You can then filter your search by the following: 

  • Post date 
  • Payment type 
  • Check number 
  • Payment amount 
  • Payment number 

  

Can I save my cart for later use? 

Absolutely! You can click on "Save As List" on the cart page, which will save the items in your cart to a new list that you can access under "My Lists" in the user menu.

  

Can I save lists? 

You can access My Lists from the user menu in the top right hand corner.

Create Lists: Once you enter the “MY LIST” screen you can click on “CREATE LIST”. Then you will give your list a name and a description. Note: the list name is required, but the list description is optional. 

Once you’ve created your list, it will appear on your "MY LIST" screen, and you can then click on it to edit or share it. 

Adding Items: You can add items two ways: 

  • By clicking on “ADD ITEMS” you can search for items one at a time, either by keyword or part number.  Items can be added from the quick preview during search, the results page, or the product page.   
  • You can also upload an Excel document with the correct part numbers to add all items at once. 

Once items have been added you can adjust the order in which they appear by dragging and dropping. 

Copy List: Once you enter the view screen of a specific list, you can copy it by clicking “COPY” and entering a name for the new copied list. 

Share List: Once you enter the view screen of a specific list, you can share it by clicking “SHARE”. The Share List Wizard will walk you through the following options: 

  • Send a link: This allows you to send a copy of the list to an individual or multiple people via email. Within the email there will be a link that the receiver can use to access the list; if they are not logged in, all they will see is the list of items. To review pricing and to make purchases, they will need to login.   
  • Share with the account:  This allows you to share a copy of the list with anyone from your company that has access to online ordering with B-Y.  The account users will automatically see this shared list under MY LIST.  The owner/creator of the list will be able to edit or change the list of products.  To review pricing and to make purchases, they will need to login.   
  • To edit a list: If a list is shared with you, the owner is the only person that can edit the list.  However, you can make a copy of the list and add or delete products from the list.  We suggest renaming the list once changes have been made for easy reference.  

  

Can I upload an Excel document to place orders? 

Yes! You can access Order Upload from the user menu.

You have two upload options: 

  • Use the template provided on the website OR use your own Excel document.
  • The 1st column is for part numbers and the 2nd column is for quantity. 
  • If quantity is left blank the system will automatically assign a quantity of 1. 

Once you’ve uploaded your document, one of two things will happen: 

  • If there are no errors in your document, you will get a confirmation message, and all items will be added to your cart. 
  • If there are errors the system will identify them for you; at this point, you can either cancel the upload, fix your document and re-upload, or continue by adding the items without issues to your cart. 

  

Can I place an order after the end of the business day? 

Yes, you can! You can place orders 24/7 on our website, so if you are working all day and have no time to stop in or call your branch, access the site and order what you need. Be aware, orders placed after 4:00 PM are not guaranteed delivery the next day. 

 

How can I order if I’m away from my computer all day? 

Through the B-Y App, you can place orders, check your pricing and inventory, and do several other crucial things, all while you are on the go. Download the app through either App Store. Search Behler-Young in either the google or apple app stores.  


I don’t have time to wait in line at the branch. What are my other options? 

On the website, you can check the availability of each item you need to order, to see if it is in stock at your branch or will require delivery. When you place the order online, you can select either the pickup or delivery option, so you know exactly when you will receive your items. 

For your convenience, Behler-Young now offers locker pickup options in select locations.  The Grand Rapids branch and Kensington (KDC) locations offer this new product pickup option.  Simply select the West Distribution Center for the Grand Rapids location or the East Distribution Center for the Kensington location.  For more information, contact your local branch. 

 

How can I see if my branch has the part I need? 

Check the availability of each item on B-Y.com, by navigating to that product page and clicking the "Check Availability" link. The real-time inventory feature will display how many of each item is at your branch, and at every B-Y location. 


Where can I find your training schedule? 

B-Y offers a wide range of training and counter days for HVAC/R contractors. Simply click on Training & Events in the top navigation bar. Or you can start typing what you're looking for in the search bar and if we have anything available it'll appear in the results.  

  

Do you have instruction manuals or other documents available online? 

Yes, it's our goal to provide a complete library of information to make your job easier. Search for the product you're looking for documentation on and click on the product detail page. At the bottom of the product detail page, you will find all the documents that we have on that product. If something is missing that you need, please use the feedback button on the product detail page and let us know and we'll try to fill in the gap as quickly as possible.  

  

Do you have a clearance section? 

Yes, click on Bargain Buys after signing in to view our catalog of damaged, discontinued and, obsolete items. We add new items monthly.  

  

Why can't I see pricing? 

There could be a few potential reasons why you don't see pricing. 

  1. You don't have an online account. Request a login and you'll be able to see pricing and place orders. 
  2. You haven't logged in. For security reasons, pricing is only available to HVAC/R contractors with customer accounts who have logged in to their online account.  
  3. The item is restricted. There are certain items that can only be purchased if you are certified either by B-Y or by the manufacturer.  
  4. Check permissions assigned to you. You may not have access based on the role assigned by your company. Check with your administrator regarding your System Role to confirm you have SHOW PRICING selected. 

If none of these apply to you but you still can't see pricing, please use the contact us form to let us know about your issue and we will fix it.