Sales User Administrator's Guide

• In addition to Administration required for Employee Portal, Additional Fields configuration may be applied to tailor Business Partner details to your business needs. See Configuring Additional Fields for Sales Users for a detailed description of this feature and a walkthrough of this setup.

• Dashboards, which are a core part of Employee Portal, may be configured to display Sales User data. See Dashboard Administration

• Users may be enabled for Sales User access as described in User Management.

• Signature Capture may be enabled to allow for delivery drivers to accept customer signatures at time of delivery.

• Refill Settings may be configured to allow for Sales Users to select order templates based on a customer’s previous orders.

• Sales Users and Sales Managers may use the features outlined below to manage Leads and Customers, manage the opportunity pipeline, and place orders on behalf of customers.

Sales User feature overview

3. Visit “My Opportunities” to see the easy drag-and-drop Opportunities Board.

4. The “Add New Lead” link allows you to add leads or customers directly into SAP Business One. Once added, you can update them using the customer details screen.

5. Place Order allows you to enter your customers’ orders via the web.

6. Place Quote allows you to enter your customers’ quotes via the web.

7. Delivery Details allows you to capture customer signatures at time of delivery.

Use the menu to view out-of-the-box or customized reports using the Report Enabler for Employee Portal. Sales User reports are available out-of-the-box and new reports may be created by an admin within SAP Business One to ensure your sales team has the latest information at their finger-tips.

Adding a new Customer or Lead

To add a new Customer or Lead:

1. Use the Add New Lead link (marker 1 below) to create a new Customer or Lead. When customer details are completed (marker 2 below), this will create a Business Partner in SAP Business One.

   

2. Update your new Business Partner’s information using the form fields. Depending on your admin settings, you may or may not see a Card Code field. If the Card Code field is not displayed, one will be generated for you.

3. When you’ve added all your customer or lead information, use the save button (marker 3 above) to save your Business Partner into SAP Business One.

Updating an existing Customer or Lead

To edit an existing Customer or Lead:

1. Open the My Customers report(marker 1) and open your desired Customer or Lead (marker 2). This will take you to the Business Partner details screen.

   

2. From the Business Partner details screen, select the Edit button (marker 3).

   

3. Make your changes to Business Partner details, contact information or addresses.

4. Save your changes using the Save button (marker 4). This will save the updated details to SAP Business One.

   

Using Order Pad to place customer’s orders

Order Pad is a feature available to licensed named Sales Users within Employee Portal. It allows employee users to enter customer orders or quotes into SAP Business One via the web. The outline below provides a walk-through of using Order Pad to place an order.

An order draft is automatically saved on the web every few seconds. If the order is abandoned before it is submitted, that customer’s draft can be re-loaded the next time order pad is loaded for that customer. Draft orders are saved on the web only and are not saved to SAP Business One until final submission.

Choosing a Customer

Because Employee Portal users are employees rather than end customers, the customer must be selected first, as shown below.

First, press the Place Order link to display the customer search pane. Enter at least three characters of the customer card code or name. Note that by default only the current sales employee’s customers can be selected. If employees must enter customer orders for other sales people, this can be done by updating the user search query in SAP Business One.

Building the Order

Once the customer has been selected, a web-only draft will be created for that customer. If a previous draft has already been created for that customer, it can be loaded or discarded to create a new order. Discarded drafts can’t be retrieved.

Fill in order details:

• Use the Refresh Totals button to display the order total.

• New items can be added to the order using the Search For Item field.

• Remove the line by pressing the delete button (X).

• Re-sequence a line by turning on the “Sorting” option. Note that Sub-total lines within the Order can’t be re-sequenced. Instead, subtotal lines must be removed and re-added.

• If enabled, a Sales User may apply discounts to an existing price, either by placing a percent discount in the % Discount field or by editing the Item Price field. As of version 93.3, price increases are permitted which will result in a net negative discount prior to version 93.3.1. However, negative discounts can’t be applied directly to the % Discount field. In version 93.2 and lower, negative discounts and price increases are not permitted.

• If enabled, Line Notes can be added to a line.

• Finally, order header information such as addresses and shipping method must be applied.

Confirming the Order

If successful, the order will be submitted to SAP Business One and the order confirmation screen (shown below) will be displayed.

Editing or Canceling an Open Order or Quote

Orders or Quotes may be edited (as of version 92.5) or canceled (as of version 93.4) from the document details screen. Access an order or quote from a report drill-down (such as Sales Reports > Order Status) or from within the customer details order/quote summary tab.

From the Order or Quote details screen, the Edit button (see marker 1 below) or Cancel Document button (marker 2 below) will be displayed only when the document is editable/cancelable. If one or both of these buttons is hidden, the document does not meet the appropriate conditions, as outlined below.

For an Order or Quote to be editable or cancelable, it must meet the following conditions:

• The appropriate feature must be enabled.

  This is done in B1 using InterConnect Manager > Administration > Employee Portal Order Pad.

  On the General tab, ensure the desired options are checked:

  • Allow Editing Orders
  • Allow Editing Quotes
  • Allow Cancelling Orders
  • Allow Cancelling Quotes
• The order or quote must be open.
• The order or quote must have no closed lines (e.g. no lines are shipped or invoiced).
• The order or quote must be valid as indicated by the appropriate configurable query. The following configurable queries are found in the B1 Query Category B1WebAPI_SU:
  • IsOrderEditable
  • IsQuoteEditable
  • IsOrderCancelable
  • IsQuoteCancelable
• The employee user must be licensed for Sales User access.
• The employee user must have the appropriate role Edit Orders or Edit Quotes. This role applies to both Edit or Cancel.
• The employee user must have document access:
  • Sales User role provides access to the employee’s assigned customers.
  • Sales Manager role provides access to the employee’s assigned customers, as well as customers who belong to this employee’s subordinate employees (i.e. employees who have this employee as their manager).
  • Sales Exec role provides

Customizing Editable/Cancelable business logic

The queries that determine whether an order or quote may be edited or canceled are standard B1 queries. They may be edited using the B1 Query Editor to adjust the business logic of the query.

Four queries are found in the B1 Query Category B1WebAPI_SU:

• IsOrderEditable
• IsQuoteEditable
• IsOrderCancelable
• IsQuoteCancelable

These queries use the [%DocEntry] query parameter to determine whether the document may be modified. A value of “1” indicates that the order or quote is editable/cancelable, otherwise, the document is not permitted to be edited or canceled.

Because these queries are configurable, it is possible to modify the query in such a way that the result is not actually permitted (for example, simply showing the “cancel” button in all cases does not mean that B1 will allow the order to be canceled).

To ensure business logic works as expected, use the Portal to validate the following use cases:

• An order or quote that is open and has no lines shipped: Editing/Canceling should be permitted, assuming other business logic within the query also permits this.
• An order or quote that is canceled: Editing/Canceling should not be permitted for any business logic.
• An order or quote that is closed: Editing/Canceling should not be permitted for any business logic.
• An order or quote that has been partially shipped: Editing/Canceling should not be permitted for any business logic.
• An order or quote that has been partially invoiced but not shipped: Editing/Canceling should not be permitted for any business logic.

Scenario: Allow orders to be canceled only within three days after the order has been created

This scenario applies to order cancelation, so we must edit the query B1WebAPI_SU/IsOrderCancelable.

Out-of-the-box, this query is effectively “Have any lines been processed for this order?”:

SELECT CASE Sum("Quantity") - Sum("OpenQty")
  WHEN 0 THEN 1
  ELSE 0
END AS "Cancelable"
FROM RDR1
WHERE "DocEntry" = [%DocEntry]

This behavior still applies, but now we must add a check on the order’s date of submission, “Was the order placed less then three days ago?”:

For HANA, this would be:

SELECT CASE Sum("Quantity") - Sum("OpenQty")
  WHEN 0 THEN 1
  ELSE 0
END AS "Cancelable"
FROM RDR1
WHERE "DocEntry" = [%DocEntry]
  AND "DocDate" >= ADD_DAYS(NOW(), -3)

For SQL, this would be:

SELECT CASE Sum("Quantity") - Sum("OpenQty")
  WHEN 0 THEN 1
  ELSE 0
END AS "Cancelable"
FROM RDR1
WHERE "DocEntry" = [%DocEntry]
  AND "DocDate" >= cast(DATEADD(day,-3,GETDATE()) as date)

Scenario: Allow quotes to be edited until a new quote has been added to the system

This scenario applies to editing quotes, so we must edit the query B1WebAPI_SU/IsQuoteEditable.

Out-of-the-box, this query is effectively “Have any lines been processed for this quote?”:

SELECT CASE Sum("Quantity") - Sum("OpenQty")
  WHEN 0 THEN 1
  ELSE 0
END AS "Editable"
FROM QUT1
WHERE "DocEntry" = [%DocEntry]

This behavior still applies, but now we must check to see if any newer quotes have been placed for this customer. We can do this by inspecting the OQUT table for higher DocEntry values.

For both Hana and SQL, this would be:

SELECT CASE Sum(T1."Quantity") - Sum(T1."OpenQty")
  WHEN 0 THEN 1
  ELSE 0
END AS "Editable"
FROM QUT1 T1
  INNER JOIN OQUT T2 on T1."DocEntry" = T2."DocEntry"
WHERE T1."DocEntry" = [%DocEntry]
  AND T1."DocEntry" >= (select max("DocEntry") from OQUT where "CardCode" = T2."CardCode")

Signature Capture for Deliveries

See Signature Capture for a walkthrough.

Refill Order

See Refill Order for a walkthrough.

Available To Promise

Available To Promise allows Sales Users to see available stock quantities on Order Pad.

See Available To Promise Setup for configuration instructions.