Steps in the screenshots correspond to the numbers in the headings.
In our example, Ellen Markey is acting as an ATS buyer purchasing for the Eaton Middlesex site. The only thing on the order is Harvard products, so the Order goes straight to the IPS Pricing team.
1. The ATS Buyer signs into the ATS Store
2. She clicks on the store that she is purchasing for.
3. On the top of the screen, you can see the site is now listed.
4. In the top search bar, she enters the MFG Part # and clicks the search icon.
5. She clicks on the part she wishes to buy.
6. She clicks on the product type she wishes to purchase for the item. (New/Repair/etc.)
In this case only NEW gloves are available. If this were a part that had both new and repair options, both would be presented, and the customer would need to select the one that s/he desires.
7. Quantity defaults to one. It can be increased as needed.
8. Once satisfied with the order, the buyer/customer clicks the Add to Cart button.
9. A confirmation message appears. There are three options: Proceed to Checkout, Continue Shopping, and View or Edit your Cart.
This is all the buyer is going to purchase so Proceed to Checkout is chosen.
10. The checkout page loads.
11. You can see that the buyer is logged in, and is still masquerading as the site. This means that she would receive any discounts that should be applied to this account.
The discounts, terms, tax information, etc. are associated with the Site, not the buyer. This is because the buyer is buying for a number of sites or companies, and there could be differences between them.
12. The default shipping address for the site will be pre-populated. If, for some reason the order needs to be shipped to an alternate address, the buyer would click on the hyperlink and enter it.
13. Any available shipping options will also be present.
In this case, the customer has two.
- She can have us charge the site's shipping account by choosing the first option and entering their number. This is the option that most buyers will use for the sites.
- As there is no weight assigned to this product, she can choose a one time freight charge of $26.95.
14. In the order comments, the buyer will list the type of account and the account number, plus any special instructions like, 2-day delivery, etc.
15. Click continue to billing.
16. The billing address defaults in and cannot be changed.
17. For payment, depending on how the customer is set up in Salesforce, a number of options may be present including: Pay by PO, PayPal and Credit Card.
All FMS Sites should be set up with the Pay by PO option. If it is missing, please contact [email protected] to have it added.
18. ATS Buyers will use the Pay by PO option for FMS Sites, so the required text box was completed with the PO information.
19. She agrees to the terms and conditions.
20. And clicks Place Order.
Please note, on the right hand side of the screen there was a copy of the cart which was editable until the order was placed.
21. Once the order is placed, a confirmation message tells the buyer the order number.
22. If the customer were to check on the status of their order in the ATS Store, it would start out as "Awaiting Payment." This is because the Pay by PO option was used.
Because this item contained ONLY new Harvard Products, and is for an FMS Site, it will bypass the Quote stage and move directly to an Order. We will be able to find this on the Pricing Analyst Dashboard.
23. If the Dashboard isn't your home page, go to Dashboards from the main menu bar.
24. Type Pricing Analysts in the search criteria.
25. Click on the hyperlink under Dashboard Name to load.
26. As a best practice, you should always Refresh the Dashboard to make sure you are working with the most current data.
27. Orders in the Harvard Queue means that there is not an owner assigned to work the job.
28. My Open Orders means that these are the orders assigned to the person who is logged in at the moment.
Notice that there are only two orders showing in this box currently.
29. Click on the double diagonal arrows to see the window full screen.
30. Click View Report to see all of the orders. In our case, we are going to be working from the Orders in the Harvard Queue window. We will click on the View Report options.
This may take a minute to process.
31. Shown are all the orders that need to be worked. These Orders are assigned to the Harvard Distribution queue and NOT to a specific person.
Because it will be easier for the Team to find and work on these orders if they aren't assigned elsewhere, please do NOT assign the order to yourself.
32. Click on the Order number hyperlink. For the sake of this article, we are going to continue with Order 1106.
33. This takes you directly into the order screen. You can see you are in a Order Accepted Status.
34. Click on the pencil at the end of the order number line to start editing.
35. Enter the QuickBooks Job number under the Order Name Field. You will want to copy this number as you will paste it onto the Order Lines.
36. Under Order Comments, add a line with the message "Confirming the Vendor is Harvard" (or whoever the vendor is.)
An integration will run and this information will transfer over to eCommerce so the buyer knows who the proper supplier is and can post the PO in EFP.
37. Click Save to save the changes.
38. Click on the Related Tab.
39. Click on the Product ID hyperlink.
40. Enter the Quick Books job number in the Order Number field. This is entering it on the line level for the order.
41. Click Save.
42. Click back on the Order Hyperlink in the top section.
43. Move the status to Fulfillment Pending and Mark as Current Status.
44. At this point, the order is removed from the "Orders in the Harvard Queue" Window on the Dashboard. This is because it is no longer in Order Accepted Status and all lines have an order number entered against them.
45. You will notice that 1106 is now showing in the Orders Needing shipment info window.
- When the buyer placed the order, they paid by PO and charged the shipping to their UPS account.
- Once the order has been fulfilled, follow these steps to close out the order.
46. Scroll down to the Shipping and Billing information.
47. Enter the Shipping method (if available) and tracking information and Save.
48. Because the Payment was PO, there is no need to mark the Order Paid.
49. Move the status to Activated and Mark as Current Status.
50. The confetti flies.
51. Order now shows Completed in eCommerce as well.
A video on this topic can be found by clicking the following link:
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