Account Team Order Management

Account Team Orders Management

The Account Team Orders Management screen is a queue with all orders in the parts workflow. The screens purpose is to enable the Account Team of a Parts Program to search, update and approve orders. Approved orders are moved onto the next step of the approval process.

Account Team Order Management Queue

The Account Team 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.

The queue is accessed by navigating to Team / Parts / Account Team Orders

Account Team Order Management uses the General Management page layout.

Loading the Queue

There are two default filters: program and order type. Selecting a value in these filters and clicking the Search button loads the queue.

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

Queue Columns

Default Columns

Order ID#- 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)
Rep - Field rep assigned to process the part order (Vendor visit or Part Placement). Assignment is done using the Assignment or Action buttons.
Delivery Option - Location of the part delivery. The three values possible are Home, FedEx, Store. Hovering over the value shows the delivery address.
Supervisor - field rep chosen to process order's direct supervisor
Chain
Chain Store # - retail chain number for the store
Store Name - the retail chain's name for the store, it may differ from chain name.
Address
City
State
Zip
Part - Part name from the Parts list
Stock Status - Two statuses: In Stock, Out of Stock. This is set on the Part using the Parts Management screen.
Order Type -two possible values: Part Ordered or Vendor Visit. There is a filter in the toolbar.
Partner Name - Fulfillment partner associated with the part for part order or vendor visit.
Inventory - numeric count of inventory from BDSmktg Fulfillment Sphere WMS. External Fullfillment partners do not have this option.
Reserve - numeric count of reserve amount from BDSmktg Fulfillment Sphere WMS. This is set by part in Sphere by the warehouse team and displayed for the part order.
Shipping Service (Ex. FedEx Ground, FedEx Home Delivery.
Account Code - Client shipping billing code set at the partner. If account code is not set shipment is billed to the BDS carrier code and billed back to the client.
Job - Job number to bill client shipping. Required field to ship through BDSmktg Fulfillment. Default set at the parts partner.
Ship to Store - Yes/No if the order is set to be shipped to the store instead of the field rep
Unsched Appt - Yes/No if an unscheduled appointment will be automatically created when the order is approved instead of being done on a continuity visit already setup.
Status - Parts Order Status. Two statuses: Approved, Not Approved. The part sits in the queue until it is approved.
Request Date - The date the Parts Order was requested as part of the Call Center Ticket.

Optional Columns

Optional fields are available by clicking the Columns button

Rep Location - is the part being shipped to the field reps Home or FedEx pickup location.
Request Date - Date an order is uploaded or saved on the Support Center module.
Client Approval - either a Yes or No value. Only needed if a client is approving all parts before they can be approved by the Account Team.
Expedited -
Issue - Textual details regarding the issue which prompted a part order or vendor visit

Toolbar

The toolbar contains the the filters, search and action buttons for the screen.

Filters

The filters button opens a selection of optional filters.

Select the filter options and click the apply filter button to update the queue. To remove the filters click the clear filters button.

Approve Order

The approve order button approves all orders in bulk that are checked in the queue.

Approve Orders Steps

First check the orders to be approved. Clicking the top checkbox checks all of the orders filtered in the queue.

Next click the Approve Order button

A pop-over alert asks if you want to approve the selected orders - just to be sure. Click OK to approve the orders.

Approve Order Rules

Part Orders with a stock status of "Out of Stock" cannot be approved.
Orders that are ship to rep cannot be approved unless a rep is assigned

Cancel Order

The Cancel order button cancels all orders in bulk that are checked in the queue.

Cancel Orders Steps

First check the orders to be cancelled. Clicking the top checkbox checks all of the orders filtered in the queue.

Next click the Cancel Order button

A pop-over alert asks if you want to approve the selected orders - just to be sure. Click OK to approve the orders.

Actions

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 button 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 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.
Update Part - If a part needs to be changed for a part order use this action.
Shipping Service - Update the shipping service of order. (Fedex Ground, etc.)
Third Party Account Code - Update the clients shipping billing account code
Job Code - Update the BDSMktg finance billing job code
Ship to Store - Update if part order is ship to store
Unsched Appt - Update whether an unscheduled appt is created immediately for this part order or vendor visit.
Delivery Option - Update whether the part order is shipped to Home or Fedex

Assignments

The Assignments button opens a pop-over enabling users to select a method for the system to choose a field rep/supervisor for a part order. To start users much first select part orders then click the Assignments button to view the choices.

The assignment methods are:

Existing Store Assignment

Call forms designed in the Parts Program setup will be automatically checked
Users can choose the date they want the store assignments to be active to be used. For example a wave in the future that store assignments have already been loaded.

Rep Territory

If the part visits store is in the field reps territory they are selected
Type of Experience and Position Type can also be selected

Supervisor Territory

If the part visits store is in the supervisors territory it is used
This is usually used in cases where a field rep is not available

Upload

The part order id upload enables a user to upload a list of Part order ids and have all of them checked in the Account Team order queue.

Click the Upload button to get started.

The Part Order Ids Upload screen opens.

Next download the Template and save and open it.

Copy and Paste or fill in the template with Parts Order IDs.

Next select the file just updated and the upload process will begin.

Columns

There are default columns and optional columns in the queue. The columns button enables the user to update which columns are displayed both default and optional.

Clicking the columns button opens the Select Columns screen.

Clicking the checkboxes next to each of the column names turns it on or off.

To make the column updates click the Update selected columns button

Reserve (View and Use)

Teams requested maintaining a reserve amount of parts in the warehouse inventory and also designating when those reserves are used for part orders.

Reserves can be set for each part in the Sphere Warehouse Management system. Account Teams should contact the Warehouse manager to set reserves for existing or new parts.

A Reserve column is now available for each part order in the order grid. If a reserve is set for a part the user will not be able to use the inventory below the reserve unless the Use Reserve button is checked.

Use Reserve button - checking the Use Reserve button enables the reserve inventory for a part to be used when orders are approved.

For example: If a part has a reserve of 5 and there are 10 parts showing in inventory only 5 of the inventory can be used without clicking the Use Reserve button.