Admin Part Order Management

Administration Parts Order Management

The Admin Order Management screen is a queue with all orders taken by the Support Center. The screens purpose is to enable the Account Team of a Parts Program to search and update orders.

Admin Order Management

The Admin Order screen has a Search at the top to limit the number of records listed in the Part Order Queue at the bottom. The Action area enables a user to update all orders selected in the Part Order Queue with several different data updates.

Action

The Action section is used to update Part Order records in the queue . To update a record click the check box next to an order number and select one of the actions. Clicking the Apply to Checked link updates the order record. All updates can be done in build by selecting more than one order. To isolate orders to update them all at once use the Search.

Update Rep - Update whether a rep is needed for this part order.
Update Start Dates -
Update Status - Update the overall status of a part order. Setting orders to Approved moves them to the next approval step. For part orders being shipped to store, approving them here make them ready to ship.

Part Order Queue

Each row in the Part Order Queue is an order for a part for a specific location.

Queue Fields

Order #- This is a unique ID for each part ordered. This is how the part order is tracked through the system.
BDS StoreID - This is the unique number for this store in the Universal Store List (USL)
Program - Parts Ordering Program name
Rep - When the Account Team Order screen is loaded reps are chosen for each part order based on the store assignments on the default parts order call form chosen for this program. The field rep chosen is only done once when the part is first loaded into the queue.
Rep Needed - Value selected on the Ticket for this part orders. Was a rep needed.
Store Information -
Part - Part name from the Parts list
Placement Status - Two statuses: Placed or Not Placed.
Status - Parts Order Status. Two statuses: Approved, Not Approved. The part sits in the queue until it is approved.
Go Back Start Date - The date the unscheduled appointment first is displayed to schedule
Go Back Start Date - The last date the field rep has to complete the visit
Age - how long the part order issue has been in process since the ship date

Reopen Part Orders

This feature enables a user to upload a list of Part Order IDs with a start date and have new unscheduled appointment created for the call form assigned to the parts order. These unscheduled appointments allow a field rep to schedule another visit to go back to the store to place the part.

Feature works with part orders...

This feature works with parts orders where:

the parts partner flag labeled "Creates Unscheduled Appointment" is checked and
the parts order status is "Not Placed".

There are two places where the creates unscheduled appointment flag is set:

Partner flag turned on for "Creates Unscheduled Appointment"
The "Unsched Appt" flag is checked on a parts order in the support center screen.

Reopening Part Orders

All part orders are reopened in bulk using an upload.

To start the process click the Re-open Parts Order button

The Upload Issues to Reopen screen opens

Upload File

Next click Template link to download the template to upload the parts orders to reopen

The upload template requires two values for each parts order to reopen

Order ID - the unique id for a single part order
Start Date - the date the new unscheduled appointment should display on a users unscheduled appointment list on the calendar.

Save the template and click the Choose File button to choose the saved file. The file path displays next to the Choose File button.

Process File

Next, click the Upload File button to upload the template filled out with the Orders to be reopened.

A successful upload provides an Upload Complete message.

Below is a count of the rows Processed and the rows that failed processing. In the example 2 rows uploaded, 2 processed and 0 failed.

A successfully processed upload produces a new unscheduled appointment using the start date supplied in the upload.

Download Status

Clicking the Download Status button downloads an Excel file containing the original template columns OrderID and StartDate in addition to Upload Status and Upload Message columns.

Upload Status - Success or Failure status for the row processed
Upload Message - message providing details for Failure status. No detail is provided for a Success status.