Steps in the screenshots correspond to the numbers in the headings.
Like all other products, Harvard products begin in Salesforce, and then integrate over to eCommerce. They will have a -NEW suffix on the SKU and the Service Center will show Harvard.
When you buy Harvard products through the website as either an IPS Customer or as a guest, you must have an ASTEA customer number so that we know where to send the invoice and to bill to. All of these orders will go to the CSR Team to input the ASTEA Job information, then send it on the Harvard team to pick.
The exception to the rule is for FMS Sites. If an ATS Buyer is purchasing Harvard for the sites, the process bypasses the CSR Team as these orders cannot be put into ASTEA for billing, they must run through QuickBooks. Any FMS Buyer Purchased Harvard goods will go straight to the IPS Pricing Dashboard for Processing.
The process for an IPS Customer or a New Customer purchasing Harvard products from the eCommerce site is almost exactly the same as it would be if the customer called or emailed you with a Harvard order. Once the order comes in it follows this process:
- CSR puts the ASTEA job # on the order name field in Salesforce. The order is in the ORDER ACCEPTED stage.
- In the comments section, the CSR confirms the vendor is Harvard and saves their information.
- Selects "Harvard" as the vendor in ASTEA.
- The IPS Pricing Analysts work through the quoting process put on a quote request. The IPS Buyer processes invoice and the PO to buy the part.
- If the job is for a FMS Site, the order is entered in QuickBooks instead of ASTEA.
- Once the shipping information is obtained, they enter the tracking number in ASTEA/QuickBooks.
- Order gets closed in ASTEA/QuickBooks..
- CSR Team runs the closed order report. Enters the tracking information into Salesforce and moves the order to Activated and chooses the Mark Status as Complete to close the order in Salesforce.
Finding Work
1. Go to the Home Page - Pricing Analyst Dashboard. Refresh the dashboard from the top panel.
2. Select View Report from Orders in the Harvard Queue.
3. Select the Order.
In the screenshot below, we are showing finding orders as the Pricing Team. If the Harvard order is NOT for an FMS Site you will simply find it in the CSR Dashboard under My Open Orders or the Open Order Queue.
Leave it in the Queue. Do not assign it to yourself. This will make it easier for everyone to work on it.
4. Enter the QuickBooks order number under Order Name. If there are multiple lines, you can do per line on the order lines.
This can be done by clicking on the Related tab - going to Products - adding info to each Product.
5. Under the order comments field, add a new line and enter a note. "Confirming the Vendor is Harvard" (or whoever the vendor is).
Do not delete any info that is already there.
6. Select Save.
7. Change the status to Fulfillment Pending and mark it as current status.
8. Select Mark as Current Status.
At this point, the order will come off the dashboard because the status has changed from Order Accepted.
9. It will now show in the Orders Needing Shipping Information.
10. Enter the shipping information under the tracking information and shipping method under the order.
11. Click Save.
12. The order will have completely fallen off the dashboard at this point.
Dashboard in formation:
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