.3.2.2 Order Manager Path
.3.2.2.1 Discussion
We will describe the process but not details of each step here. For a detailed description of the many screens and associated fields in the Order Manager, see the Manager Reference: Order.
.3.2.2.2 Customer order entry process begins.
.3.2.2.2.1 First screen with customer specified.
.3.2.2.2.2 Sales Order vs. Purchase Order
Disregard the Purchase Order section of this screen. That is only used when you (as a representative of your company) are ordering product or services from another vendor for your company's use.
.3.2.2.2.3 Product Store
It is probable that your CSR (Customer Service Representative) is processing orders for more than one 'Store' which could be an actual physical presence or a virtual shopping center seen on-line by the customer. Confirming the correct Store at this point is critical.
.3.2.2.2.4 Sales Channel
How did this order reach you? Here are some possibilities:
1.) The customer is standing in front of you at your terminal, probably in an actual store front - POS Channel.
2.) The customer called in the order and you are on the phone with them at this time - phone channel.
3.) You are reading from a fax sheet, an e-mail printout, a letter or order form - FAX channel, e-mail channel, or snail mail channel, as appropriate.
4.) Some other party gathered one or more orders together and has forwarded a consolidated order to you - affiliate channel.
5.) You are not taking the order but it is being processed through the ecommerce website - defaults the category to web channel.
.3.2.2.3 Add products to the order.
.3.2.2.3.1 Primary order entry screen is complex.
.3.2.2.3.2 Order Header Info
Before proceeding with the order entry, confirm that the Party is correctly identified, and that the Currency is in the correct denomination.
Click on the Party ID number to go to the Party Manager for confirming or updating information about the Party.
A running total of the current order is displayed for quick reference.
.3.2.2.3.3 Shortcuts
.3.2.2.3.3.1 Quotes
If the customer refers to a quotation submitted to them from your company, go here to locate the Quote.
.3.2.2.3.3.2 Create New Quote From Cart
Use the items accumulated in the Shopping Cart and, rather than fulfilling an order, prepare a Quotation for the customer. This Quote would go into the system established for Quotes as discussed under the Order Manager.
.3.2.2.3.3.3 Create a Request for Quote
This more formal process provides a vehicle to identify products of interest to the Customer and assemble a Quotation based upon the Request initiated here. The Request is initially based upon products identified in the Customers Cart, and is created for this named Customer. To follow through on this, see the Requests tab under the Order Manager.
.3.2.2.3.3.4 Find Party
Takes you to the Party Manager - Find Party screen.
.3.2.2.3.3.5 Create Customer
If this Order is for a new Customer, here is the link to the Party Manager to establish the information needed in the system.
.3.2.2.3.3.6 Change Party
Cancels the current Sales Order process and takes you to the initial Order Entry screen where you need to identify the Party.
.3.2.2.3.3.7 Create New Product
If your customer asks for a product which has not yet been established in the system, and you know you can get it for them, this link allows you to quickly create the product identity within OFBiz before proceeding with the order.
.3.2.2.3.3.8 Quick Add
Let's say that you are dealing with a customer who knows what he wants and you do not need many of the features and links given on this particular screen. By choosing [Quick Add] you are taken to a simplified ordering screen (shown below) where the order taking can be quickly accomplished. Compare this screen (as shown above) with the Quick Add screen (below) to visualize the differences.
.3.2.2.3.3.8.1 Quick Add Screen
.3.2.2.3.3.9 Shopping List
.3.2.2.3.3.9.1 Table of existing Shopping lists for this Party
.3.2.2.3.3.9.2 Choose single items from a selected Shopping List
.3.2.2.3.4 Choose Catalog
Your customer might be ordering from your Spring catalog, your Outdoor Specials catalog, or whatever Catalog you may have placed into his hands. Establish the Catalog here so that prices reflect the Catalog he sees. This will also govern what products, special offers, discounts, and other details of the marketing process are presented in this screen and for the order itself.
.3.2.2.3.5 Search Catalog
While talking with the customer, this will give you access to the Catalog to help him locate what he wants.
.3.2.2.3.6 Browse Categories
Here is another way to find products within categories.
.3.2.2.3.7 Create Sales Order section
.3.2.2.3.7.1 Links to processes
Across the top bar are these link buttons:
Clear Order which removes all data from the screen except the Party ID.
Recalculate Order which is selected when a quantity or other adjustment has been made.
Quick Finalize Order which consolidates several steps into one screen for faster completion. Finalize Order which should not be selected until all entries have been made on this page. This one takes you to the next step in the order process.
.3.2.2.3.7.2 Product ID
.3.2.2.3.7.2.1 Enter the Product ID
.3.2.2.3.7.2.2 Quick Lookup link
.3.2.2.3.7.2.3 Popup Search tool finds products quickly.
.3.2.2.3.7.3 Quantity
How many are wanted?
.3.2.2.3.7.4 Desired delivery date
Note that this does not say Promised delivery dated. If the customer indicates a date when he would like to have the delivery, this date can serve as a guide to when to process the order in house. It also guides you to recommend the appropriate shipping method, ensuring compliance with this date but at the lowest cost to the customer.
Use the popup calendar to find the date.
Use as default desired delivery date for next entry, if checked, will keep this date for all the items ordered.
.3.2.2.3.7.5 Comment
Be judicious what you write here: this may appear on paperwork reaching the customer such as packing slips, invoices, etc.
This may be the place for comments such as 'wrap each item separately' when several units of the same item are being sent in an order to the same address but are intended for different recipients, for example.
If the comment applies to more than this item in the order, check the box labeled Use as default comment for next entry
.3.2.2.3.7.6 Add To Order
This button should not be clicked until all details in this section are confirmed: quantity, product, dates, etc. It updates the totals and enters particulars into the next section. It does NOT clear the fields, however, so if it is pressed twice the order will be doubled.
.3.2.2.3.8 Add Order Items to Shopping List
First select a list from the drop-down box, then click on [Add To Shopping List]. All of the ordered items to that point will be added to the selected List, in the quantity ordered.
.3.2.2.3.9 Order Items section
.3.2.2.3.10 Promotion/ Coupon Codes
Enter the code number from other Promotions or Coupons and click on [Add Code]. Appropriate discounts or promotional consideration will be calculated into the order if the Code is currently valid.
.3.2.2.3.11 Special Offers
.3.2.2.3.11.1 Details
.3.2.2.3.11.2 View All Promotions
.3.2.2.3.12 You might also be interested in
Strictly a promotional tool, here is a selection of items which you can offer to the customer before moving past this screen. Simply enter the quantity and [Add to Cart] when he indicates acceptance.
.3.2.2.3.13 Promotion Information
In the left-hand portion of this section, all those Promotions which have been applied to the order are given. Select [Details] to obtain more information.
In the right-hand portion, the ordered items which made the customer eligible for a promotion are given. Promotion opportunities not yet applied are also indicated. Every item being shipped as a promotional giveaway is listed as well.
.3.2.2.4 Finalize Order
.3.2.2.4.1 Shipping
.3.2.2.4.1.1 Ship To address
.3.2.2.4.2 Options
.3.2.2.4.2.1 Additional details about the order
.3.2.2.4.2.2 Shipping methods
Select the radio button for the preferred shipping method. Consider the customer's desired delivery date, the availability of product, your order processing time, and the transportation time required before agreeing with the customer to a specific mode of shipping.
Note how the cost of each method is already determined and displayed for you. Let the customer know the cost involved and obtain his consent to the cost.
.3.2.2.4.2.3 Single or multiple shipments
Sometimes the customer needs to have all parts of the order available at the same time; they will elect to wait until all of the items are available before shipping. Others want whatever items are available immediately and prefer not to wait for the rest. Select the radio button to match their preference, but explain that an additional shipping cost might be incurred.
.3.2.2.4.2.4 Special Instructions
If you get them, record any special instructions here. These will appear on the Pick Sheets.
.3.2.2.4.2.5 PO Number
If this order is being completed from a numbered Purchase Order, enter that number here. Otherwise, disregard.
.3.2.2.4.2.6 Gift? / Gift Message
The Yes radio button selection will direct packers to Gift Wrap if that was requested in the order. Also, it directs them to attach the Message which follows in the next section.
.3.2.2.4.2.7 Ship Before / After Date
The customer could have any one of many different reasons for wanting the order to be shipped before or after a specific date. For example, budget that must be spent within a certain quarter would require the order be fulfilled before the end of the quarter. Similarly, if the item is not budgeted until next quarter, but they want to receive it early within that quarter, they might specify the first day of the next business quarter.
Use the popup calendar to identify and insert the date, else enter with the format: yyyy-MM-dd 00:00:00.0
.3.2.2.4.3 Payment
.3.2.2.4.3.1 How will they pay?
.3.2.2.4.3.2 Offline / Payment Received
.3.2.2.4.3.3 Credit/Debit card
.3.2.2.4.3.4 Electronic Fund Transfer
.3.2.2.4.4 Parties
There may be reasons for associating another Party or Group with the order. For example, the person placing the order might be an member of an existing customer group, such as a shopping club, or they might be a purchasing agent for a company and need to be identified with that company.
When you select to identify another group or individual for association, a process will be followed. You will be returned automatically to complete the rest of the order.
.3.2.2.4.5 Review Order
.3.2.2.5 Create Order
.3.2.2.5.1 Order confirmation screen
.3.2.2.5.2 Order Entry is now completed.
Congratulations! You have completed all the aspects of entering an order into the system. Be sure the customer receives the Order Confirmation number. You might wish to mail or fax a copy of this screen to the customer for their reference.
Work has just begun behind the scenes for processing the order, however. The next step will be giving Acceptance and/or Approval for the order which will trigger the processes needed to get the product out the door.