Create a New Order

From the Site Administration Menu:

§         Click on the Order   button (located in the Transaction Mgmt. section). 

§         This displays the Create Orders >> Select Contact page.

§         You have two options:

o       Enter search criteria to search for an existing contact.  Note that when the system finds a single match, it automatically selects it for you.

o       Click on the    button to create a new contact record.  See Contacts, Members, Vendors & Companies Feature in Detail Chapter for further instructions.

 

It is extremely beneficial to always attempt to locate a customer’s existing contact record whenever there is a possibility that one exists.  Avoiding duplicate contact records offers many benefits including easier tracking of customer transactions, more accurate evaluation of marketing efforts and avoids duplicate mailings.

 

 

o       If the Order is for a company you will need to assign a company record to the contact.  To assign a company to the contact, click on the  icon located to the right of the Company Name field in Contact Management.  This will display the Search for Companies page which operates just like the Search for Contacts page.  You have two options:

§         Enter search criteria to search for an existing company.

§         Click on the    button to create a new company record.  Click Close when finished and select Yes to save changes.

o       Once you have saved or selected the Company, PORTALPRODIGY returns to the Contact Management page and automatically fills in the Company Name and Company ID.

§         The next step is to save the Contact record.  This returns you to the Order and automatically inserts the Contact ID and Company ID in the Order record.

§         This displays the Order Management page in add mode.

§         If Order is for an Individual, verify that the Individual radio button (located to the right of Bill To: label) is selected.  If Order is for a Company, click on the Company radio button. 

§         Click on the  option to display the Search for Contacts page.

o        

§         If the Order is set to For Company and the contact you select does not have a company, the following message is displayed:

o       Click on Set to Individual to update the order record for Individual.

o       Click on Go to Contact Record to assign the individual to a company.

§         You have three options for entering the Bill To and Ship To information:

o       Manually enter the data.

o       Click on Retrieve Home.  This will copy the Contact’s Home Address, Email and Phone number.  You may change the retrieved information.

o       Click on Retrieve Office.  This will copy the Contact’s Office Address, Email and Phone number.  You may change the retrieved information.

§         Select Terms from the drop down list. 

§         If you select Pre-Paid for Terms, select a Payment Type.

§         If you selected on account Terms such as Net 30, you may enter a purchase order number into P.O. # field.

§         If you track sales by salesperson, enter the salesperson’s ID or select a name from the drop down list.

§         You may change the Order Date.

§         You are now ready to add products to the order.  Click on Add Item.  This displays the Search for Product Items page

§         Using the Search for Product Items locate and select an Item.  This displays the Add Item To Order Management page.

§         You may change the default price.

§         You may enter a different quantity.  The default quantity is always one.

§         Click  button to add the Item to the Order.  You may add additional Items by repeating the above steps.

§         Set the Shipping Options then click   button.

§         When finished with the data entry, Click  button.  This does two things:

o       If you select Pre-Paid Terms, it displays the Payment Entry page.  Enter the payment information and click  button to return to the Order Management page.

o       The status of the order is set to Pending, inventory is committed, and GL Entries are made.

§         Depending on the settings in Features Management, the Financial Status for the Order may be automatically updated from the default value of Pending to Approved.  To enable fulfillment for the Order, the Order’s Financial Status must be set to Approved.  You may set it manually.

§         When finished, click  to exit.  If you made additional changes after clicking on Process, you will be prompted to save the changes, otherwise it will just return to the Search for Orders page without prompting to save.