Order Processing Module
Order Processing Overview:
The purpose of the Order Processing Module is that the Sales Rep can electronically submit a completed closed sales order, and then watch it's progress through the Order Processing process.
Submitting the Order: In the Financials tab you will have a button that says Submit Order. When you click this a form will come up to fill out. The information you enter here, along with the account information and equipment information and pricing, will all be used to fill out your Sales Order paperwork and a notification will be sent to your Manager and whoever has been selected as your Order Processors by your Administrator, and be placed in the Order Processing work flow.
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Click on the Generate Number button in the Order Details Tab.
- Go through the first three tabs (Order Details, Delivery, Letter of Intent) and fill out the information regarding the order. The fields in red font have been set as required; you cannot submit an order unless these fields have been filled out.
- Click on the Save button at the bottom of each form when you have filled out all the information and are ready to move to the next one.
When you get to the Submit tab (the last tab):
- If using the Document Storage feature, you will need to check or uncheck the box to "Use Document Storage Templates" depending on if your order processing forms are in document storage or saved on your network.
- Choose what form you want to submit by highlighting it (you may have more than one to choose from).
- If you want a reminder set in the Accounts tab to remind you 90-days before the lease is expired, to send a Letter of Intent to the Leasing Company check the "Letter of Intent Reminder Set" check box. The reminder will be set based on the date you entered in the previous Letter of Intent tab.
Check the Send Submission Email if you would like an email send to your Manager and anyone else designated to get an email when an order is placed by you. - Click on the Submit Selected button - you will get a pop up that the order has been submitted.
- Click on the Close button.
Your order has been placed in the Order Processing funnel, where you can add additional documents and watch as it progresses toward becoming a complete and delivered order.
Movement Forms will populate within your Sales Order Paperwork when submitting the Order to Order Processing. If you set up your Sales Order Packet workbook to have the last worksheet in your workbook be your Movement Form (and put the MF in front of each regular Movement Form bookmark name), you will be able to populate it all as one template when Submitting the Order.
- Choose your packet with Movement Forms in it.
- Choose to Include Movement Forms
- Then Submit Selected Order
Your order has been placed in the Order Processing funnel, where you can add additional documents and watch as it progresses toward becoming a complete and delivered order.
Viewing the Order: Once you submit the order, you can now track it, add documents, and view notes from the people processing your order in the Order Processing menu. To get to the Order Processing Menu, click on the Order Processing option in the top menu bar from the main screen.
The initial order will always start in the 3rd stage, or the Order Queue section. Once approved, it will continue to move down each stage until it reached the last stage. Your Administrator determined what the names of the stages are, and who is responsible for approving the order at each stage and progressing it through to the next. You can double click on any of your orders to view the details, view the document(s) that were submitted and see notes.
Adding / Editing Documents: The initial document you submitted can be viewed or edited by double clicking on the order in the Order Processing stages and then double clicking on the document in the Submitted Docs Links section. To add a document to the order you can click on the Add Links button here, browse to where you saved the document, and click Save. Make sure you have saved the document in a shared folder on your companies network so the Order Processors have access to that document.
If you want to add a document to the order that can be auto populated through Compass, you can do that back in the Submit Order area in Financials.
First, make sure you are in the same proposal you originally submitted, go to the Financials tab and click on the Submit Order Button:
- Go directly to the Submit tab.
- Choose the document you add by highlighting it.
- Click on the Submit Selected button.
You will now get a message asking if you want to add the document to the original order or create a brand-new order.
If you choose to Add Document, the populated document will be added to your order. If you choose New Order, a new additional order will be placed in the Orders Queue of the Order Processing menu.
Last Updated 12/12/2018
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