Program: SO Order Management

This program lets portal users assigned with the Customer Account Management functionality role create, maintain, track, and pay for sales orders related to their specific customer account via the Syspro Supply Chain Portal.

Exploring

Things you can do in this program include:

  • Create, maintain, cancel, and track sales orders related to your customer account.

  • Browse the SO Product Catalog to search for products and add them directly to a sales order.

  • View and pay outstanding invoices, upload order documents, and process returns on completed orders.

SO Order Management is accessed from the Syspro Supply Chain Portal landing page, not from the standard Syspro core product Program List.

  • Supply Chain Portal

SO Order Management and SO Product Catalog can be run from the standard Syspro core product, but cannot be accessed from the Program List.

This indicates a customer that is registered in the AR Customer Master table (ArCustomer) of your company database.

End-customers can be assigned the functional role for account management capabilities within the Syspro Supply Chain Portal.

Portal users are users who have access to the Syspro Supply Chain Portal.

They differ from regular Syspro operators and are configured and licensed separately based on a named-user license model.

When your system is licensed for a number of Portal Seats, an administrator can use the Portal User Management program to create and maintain portal users.

For example:

If you have a license for 1000 Portal Seats then you can create and maintain up to 1000 Active Portal Users, each of which can use the Syspro Supply Chain Portal at the same time.

This has no effect on any other Syspro user licenses.

When creating a portal user, you assign an email address as the unique identifier against which the portal user will access the portal.

A unique operator code is generated against which all transaction journals are recorded. This generated operator code is not shown to portal users, but can be viewed from within the Portal User Management program and when viewing journals and other logs of using regular Syspro functions.

This is the action of adding a product from the SO Product Catalog to a new or existing open sales order. It is similar to the Add to Cart action on an eCommerce website. Items added in this way are stored in a cart until you proceed to checkout, which opens SO Order Management (Supply Chain Portal ) with the order pre-loaded.

Starting

  • The Syspro Supply Chain Portal must be installed and configured for the relevant company. It is installed using the Syspro Installer.

  • The SO Order Management program must be assigned to the portal user's landing page via the Portal Role Application Configuration program.

  • A valid customer account must be linked to the portal user in the Portal User Management program.

Adding portal users to your SYSPRO configuration provides external user access to specific functionality (using a dedicated user interface and menu system) based on the portal features available.

The portal's security ensures that the correct access is given to each portal user and that your end-supplier or customer can't access any unauthorized information.

This is achieved by each portal user being linked to a specific supplier or customer account from the SYSPRO company and then linked to a functional portal role. When logging in, portal users are then presented with a landing page determined by their functional role(s) that includes insights into the relevant information.

For example:

functional roles include insights such as agreed invoice terms, outstanding balances, etc.

functional roles include insights such as credit standing, receivable days outstanding, etc.

Administrators can easily configure security access for each portal user by defining an operator as a portal user; configuring each portal role with the appropriate access; and assigning the correct functional roles to the portal operators.

Both SO Order Management and SO Product Catalog functionality has been built against the functional role. Ensure the portal user are associated with this role. This is configured under the Portal User Management program (Program List > Administration > Security).

Solving

Once you have installed the Syspro Supply Chain Portal you can view the URL link from the following location of the machine to which the software is installed:

\inetpub\wwwroot\SYSPROSupplyChainPortal_"companyID"\index.html

However, the URL used for the Syspro Supply Chain Portal is:

http://{DNS_Name}/SYSPROSupplyChainPortal_{CompanyId}, as configured against the Supply chain portal URL setup field within the Setup Options program (Setup Options > Company > General).

Yes. SO Order Management includes a Copy Order function that lets you duplicate a previous sales order as the basis for a new one. You select the source order from the sales order listview.

SO Product Catalog uses the SO Product Catalog Query business object to determine the price shown on each product tile. If the customer is not using the price lists, the best available base price is shown together with quantity breaks, where applicable. If a TPM promotion applies, the promotional price is shown.

Where multiple promotions apply, the best price is displayed.

Ensure that price lists and promotions are configured in the simplest possible structure for portal-facing customers.

Using

The following depicts the Sales Order Management workflow for a portal user:

  • Log in to Syspro Supply Chain Portall

    • Portal users (Customers) can log in to Syspro Supply Chain Portal with their portal user account.

    • Both SO Order Management and SO Product Catalog functionality has been built against the functional role.

    • Ensure the portal user (Customer) are associated with this role. This is configured under the Portal User Management program (Program List > Administration > Security).

  • From the portal landing page under Customer account management, select the Order Management tile to open SO Order Management.

    The Product Catalog tile is also available under Customer account management.

  • In SO Order Management, create a new sales order by selecting the Add New Order button or select Copy Order to duplicate an existing order.

  • Add order lines by selecting the Insert New Line button. Once the line is added select the Search Product hyperlink to open SO Product Catalog. Search for the required product, and select Add to Order to add them to your order.

    Items in the Product Catalog are set up in either the Pricing Engine or in your Trade Promotionscatalog.

  • Enter the desired quantity in the Quantity field.

  • The Total price list price will depend on the Trade Promotions, contract pricing and price lists configured and apply the appropriate price accordingly.

  • Select Save to save the order.

  • Optionally upload the customer purchase order document against the sales order as an attachment.

  • Select Pay Now to pay immediately using the Payment Gateway, or save the order for later settlement.

  • From the SO Order Management order listview, track the order status. Select an order to send messages, chase delivery, or amend the delivery schedule.

  • Once delivery is received, upload the proof of delivery document against the completed order.

  • View and pay outstanding invoices from the invoice list within SO Order Management.

  • To process a return, select the return function against a completed order in SO Order Management. This creates an RMA for warehouse processsing.

  • Select the audit log for any order to view a complete, read-only history of all changes made to that order.

 

Referencing

This lets you create a new Sales Order.

This lets you maintain an existing order.

This lets you create a copy of an existing sales order and opens it as a new order for review, amendment and confirmation.

This lets you cancel the entire sales order you are currently viewing. This option is only available when the status of the order permits cancellation.

This opens the SO Product Catalog to browse and view available stock items with live pricing, quantity breaks, and promotions.

To add stock from the SO Product Catalog to a Sales Order a New Order must first be created. In the listview you can select the Search product hyperlink, that will open SO Product Catalog to add stock to the order.

This saves and confirms the sales order, and submitting it for processing.

This lets you add or view free-format notes attached to the order you are currently processing or maintaining.

Sends an email messages related to the order to the relevant party, for example to chase a delivery or amend a delivery schedule.

This lets you view the History.

This lets you process an immediate payment for the current order using the Payment Gateway. This option is only available when the Payment Gateway is configured.

This lets you browse for a customer and then displays the order information for the customer.

This lets you discard any unsaved changes made to the order you are currently maintaining.

The fields descriptions are based on the Syspro Supply Chain Portal Web View. Although this program can be run from the Syspro Desktop (it's not available in the Program List) it is designed to be used via the Syspro Supply Chain Portal.

Select sales orders to maintain, query, cancel, or view.

Field Description

Order Selection

This lets you select the sales order you want to maintain, query, cancel, or view the audit log information.

Select one of the following selection options to reduce the number of orders in the listview:

  • All orders - display all open and completed orders.

  • Open orders - display all open orders.

  • Completed orders - display all completed orders.

Listview

 

Sales order

This indicates the sales order number you are currently processing or maintaining.

Status

This display the current status of the order.

Order date

This indicates the date on which the order was captured.

Customer purchase order

This indicates the purchase order reference supplied by your customer for the order.

Document listview

This list all customer or delivery documents that have been attached to the sales order.
Type This display the type of document.
Document name This display the file name of the attached document.
Date This indicates the date on which the document was attached to the sales order.

Enter the header details for the new sales order, including the shipping address and invoice terms.

Field Description

Purchase order

This indicates this purchase order reference supplied by your customer for the order.

Requested ship date

This indicates the date on which the customer has requested teh ordered stock to be shipped.

Invoice terms

This list the period in which a customer qualifies for discount and the period within which an invoice is due to be paid.

Invoice terms are configured using AR Invoice Terms (Program List > Accounts Receivable > Setup)

Ship via code

Enter the instructions code for shipping.

Ship via description

Enter the shipping instruction as plain text.

Ship to name

Enter the name of the customer to whom the order must be shipped.

Building

Enter the name of the building in which the customer is located.
Street Enter the street name and number of the customer's address.
City Enter the city in which the customer is located.
Locality Enter the location (e.g. suburb) of the customer.
State Enter the state or province of the customer's address.
Country Enter the country in which the customer is located.
Zip Enter the postal or zip code for the customer's address.

Add the stock items and quantities you want to order.

Field Description
Line

This indicates the line number assigned to the order line.
Status

This indicates the current status of the line
Search product

Select the Search product hyperlink to open the SO Product Catalog. Select the Add to Order button for a specific stock item in SO Product Catalogto add as an order line.
Stock code

This indicate the stock code of the item selected in SO Product Catalog.
Description

This indicate the description for the stock code.
Quantity

Enter the quantity of the stock item you want to order.
Price

This indicates the unit price applicable to this order line, including any quantity break or promotional price where applicable.
Total price This indicates the total value of the order line, calculated as the order quantity multiplied by the unit price.
Tax This indicates the tax amount applicable to this order line.
Ship date This indicates the actual ship date from the sales order line, as apposed to the ship date on the order header.
Promotion This indicates the TPM promotion code applied to this order line, where a trade promotion is applicable to the stock item for your customer account.