Steps in the screenshots correspond to the numbers in the headings.
As opposed to an existing IPS Customer who already has an ASTEA account with us, it is entirely possible that a customer may choose to just purchase NEW products from the ATS Store as a one-time buy. At this point, we may choose not to set those customers up in ASTEA, but we still have to have a way to track the job, payment etc.
The job will be entered in ASTEA using the generic customer eCommerce number 109337 with a different Set Code for each order. The Set Code will be the Customer's Last name. This information must then be entered in Salesforce under the ASTEA Direct Billing Field to make sure everything flows correctly.
For instructions on how to process an order for a customer with an ASTEA account, please see this article: Salesforce: How do I process an order for NEW Products in Salesforce?
As always, we will start out the process by going to the CSR dashboard and finding our work. In this case a CSR will not have been assigned, so it will be in the Open Order Queue.
1. Go to the CSR Home Page Dashboard and click Refresh on the far right to make sure you are working with the most current data.
2. Find the job in My Open Orders, or take a job from the Open Order Queue. Click on the hyperlink to open the order.
3. The order screen opens. The order is in Order Accepted stage.
4. Click the pencil next to the Order name. Add the ASTEA job number followed by -online.
5. Click Save.
Because this customer is not an existing IPS customer, we need to enter the generic eCommerce customer number and set code on their account. This should be done next.
6. Click on the Account hyperlink right under the Order number.
7. Click on the Details tab.
8. Scroll down to the Account Status section.
9. In the ASTEA Key Direct Billing field, enter 109337, followed by a dash and the last name of the customer.
10. Click Save.
Go back to the order. There are a number of ways to do this including changing to the related tab, clicking on the Opportunity hyperlink, and then finding the Order under the related windows.
11. Once you have been notified that the item is ready to ship, scroll down to the Shipping and Billing Information section on the quote.
12. Note the way that the customer paid. If it says Credit Card or PayPal, the funds were authorized for 29 days. We must now go capture the funds in the Admin Portal of Big Commerce.
13. Once you have captured the funds, mark the Paid checkbox.
14. Enter the Tracking information on the order.
15. Click Save.
16. Scroll back up to the top. Move the status to Activated and Mark as Current Status.
The confetti flies!
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