ACTIVANT B2B Seller. New Features Guide. Version 5.5

Transcription

1 ACTIVANT B2B Seller New Features Guide Version 5.5 1

2 This manual contains reference information about software products from Activant Solutions Inc. The software described in this manual and the manual itself are furnished under the terms and conditions of a license agreement. The software consists of software options that are separately licensed. It is against the law to copy the software on any medium, or to enable any software options, except as specifically permitted under the license agreement. In addition, no part of this manual may be copied or transmitted in any form or by any means without the prior written permission of Activant Solutions Inc. From time to time, Activant makes changes to its software products. Therefore, information in this manual is subject to change, and the illustrations and screens that appear in the manual may differ somewhat from the version of the software provided to you. Created by: Yardley Technical Communication 2006, Activant Solutions Inc. All rights reserved. Activant and the Activant logo are registered trademarks and Activant Prophet 21 is a trademark of Activant Solutions Inc. All other company or product names are the trademarks or registered trademarks of their respective companies. Activant Solutions Inc Southfront Road Livermore, CA Version 5.5 Publication Date:

3 Documentation Changes Date Description Where 02/20/09 Item code and category token name change 04/20/09 New features released in v Search Engine Optimization (SEO) Features Increased on page 11 Addendum v on page 64 3

4 Table of Contents 1 Feature Overview 8 2 New Features 10 Search Engine Optimization (SEO) Features Increased 10 Administrators Can Control More Page Settings 12 Recipients 13 Feature Enablement 14 My Report Configuration 16 Invoice List 18 Open Accounts Payables/Receivables List 19 Open Orders List 20 Open Quote List 21 Order Tracking List 22 Suspended Orders List 23 Screens Configuration 24 Category Search Results 25 Contact Us Information 27 Item Detail 28 Item Search 29 Manual Data Transfer (DTS) Added 30 Multiple Companies on One Web Site 31 Shoppers Can Be Limited to Buying Only from System List 32 Shoppers Can Pay with Merchandise Credit 33 My Account Invoice Detail Displays Payment Type 38 Require Payment by Credit Card in B2B Seller for Specific Customers 39 Shipped and Backorder Quantity Added to My Account Open Order Detail 40 Shoppers Phone Number Added to Shipping Information 41 Request Quotes and Converting Quotes to Orders 42 Discontinued Items Identification 44 Manufacturer Rep Orders Added to My Accounts 47 Contract Support on Line Item Level 48 Sub-category Image Support from Prophet 21 Item Category Maintenance 50 Support for Item ID/Item Code Changes 51 Service and Maintenance Capabilities Added 51 4

5 3 Addendum v Calendar Popup Available 64 Search Within Item Search 65 Master Customer Role 66 5

6 Table of Figures Figure 2: B2B Seller System Settings...13 Figure 3: Recipients Figure 4: B2B Seller System Settings...15 Figure 5: Feature Enablement...15 Figure 6: B2B Seller System Settings...16 Figure 7: My Account Report Configuration Figure 8: Contact List...17 Figure 9: Default Invoice List...18 Figure 10: Invoice List Configuration Settings Figure 11: Default Open Accounts Payables List...19 Figure 12: Open Accounts Receivable List Configuration Settings Figure 13: Default Open Orders List...20 Figure 14: Open Orders List Configuration Settings...20 Figure 15: Default Open Quote List...21 Figure 16: Open Quote List Configuration Settings...21 Figure 17: Default Order Tracking List...22 Figure 18: Order Tracking List Configuration Settings...22 Figure 19: Default Suspended Orders List...23 Figure 20: Suspended Orders List Configuration Settings...23 Figure 21: B2B Seller System Settings...24 Figure 22: Screens Configuration...25 Figure 23: Category Search Results Configuration Settings...25 Figure 24: Contact Us Configuration Settings Figure 25: Item Detail Configuration Settings Figure 26: Item Search Configuration Settings Figure 27: Manual DTS Page...30 Figure 28: Shopper Detail Page...33 Figure 29: Merchandise Credits Link...34 Figure 30: Merchandise Credits...34 Figure 31: Payment Information...35 Figure 32: B2B Seller System Settings...36 Figure 33: Merchandise Credits Configuration Figure 34: Payment Types on Invoice Detail Figure 36: Shoppers Phone Number on Shipping Information...41 Figure 37: RFQ Cart...42 Figure 38: Search Results Figure 39: Discontinued Item on Shopping Card...45 Figure 40: Discontinued Item on Order Summary...46 Figure 41: Use Line Item Contracts Link...48 Figure 42: Item on More than One Contract Figure 43: Prophet 21 Item Category Form Tab Figure 44: Service History and Request for Service Links...52 Figure 45: Service Order History Page...53 Figure 46: Request for Service Page...54 Figure 47: Sample Figure 48: My Account Open Orders Selection Screen...55 Figure 49: My Account Open Service Orders List...56 Figure 50: My Account Open Service Orders Detail

7 Figure 51: My Account Open Orders Quotes Select Page...57 Figure 52: My Account Open Service Quotes List...58 Figure 53: Accounting Reports Open Quote Detail...59 Figure 54: My Account CustomerService Order History...60 Figure 55: My Account Customer Service History...62 Figure 56: My Account Customer Service History Detail...63 Figure 57: Calendar Popup Figure 58: Search Results Figure 59: Refined Search Column...66 Figure 60: Shopper Detail Page...67 Figure 61: Format for Entering Prophet 21 Sub Accounts...67 Figure 62: Format for Entering Sub Accounts for Other Enterprise Systems...68 Figure 63: Customer List for Master Shoppers

8 1 Feature Overview The Feature Overview chapter contains a list of the new features in B2B Seller version 5.5, along with a brief description of each feature. Search engine optimization (SEO) changes allow HTML experts or consultants or who create or optimize your B2B Seller Web pages for searches to have more tools (tokens, metatags, additional customized HTML pages, site map files) than ever within B2B Seller to increase the placement of your item. See page 10. Administrator control of more pages allow administrators to change the display of the following without having to contact Activant B2B Seller support: recipients Features enabled My Account report configuration Screens configuration More administrator control is planned in future releases of B2B Seller. See page 12. Manual DTS transfer allows administrators to transfer information to and from the B2B Seller Web Site at times other than automatic transfer times. More control means that administrators can handle unusual situations fast for more accurate information for your customers. See page 30. Support for multiple companies on one site allows distributors set up as more than one company to use the same Web site. See page 31. Limit shoppers to System List only allows customer administrators to limit their shoppers to the System List, controlling the items that they can order. See page 32. Merchandise Credits accepted as payment by selected customers. Distributors who use Merchandise Credits can allow shoppers to apply these credits to an order created on the B2B Seller site. Shoppers can cover all or part of an order with the merchandise credit, then pay any remaining balance by credit card. See page 33. Payment type displays on PDF version of Invoice Detail allows your shoppers to see if they have made a cash, check and/or credit card payment on an invoice. When shoppers display the details of an invoice, they can now see a summary of the payment types (cash, check, credit card) for any payment taken on the order in My Account Invoice Detail and Invoice Print. See page 38. Require specific shoppers to use Credit Cards only to allow them to shop, but be assured you are paid. See page 39. 8

9 Feature Overview Shipped and Backordered Quantity added to the My Account Order Detail display. This gives your shoppers more information possibly eliminating a customer service phone call. See page 40. Shoppers phone number added to the Shipping Information page so you can easily contact them if there is a question about their order. See page 41. Requesting quotes and converting quotes to order is easier than ever! Prior to this change, shoppers created Requests for Quotes by selecting items to be added to the RFQ Cart. The request for a quote was then sent in an to the site administrator. Now, shoppers are directed to a Quote Summary screen, similar to the Order Summary screen. See page 42. Discontinued items, flagged in Prophet 21 as discontinued in a location, are now identified in B2B Seller and cannot be backordered. Shoppers can now only order the currently available quantity on hand and can be offered information on substitute items if they want to purchase more than this quantity. If the discontinued item is no longer available, shoppers cannot order it. See page 44. Manufacturer s Rep orders are now displayed and identified on the Web site if you use them. Manufacturer Rep Order information, where distributors are given commissions on orders passed to a vendor or manufacturer to process, now displays in the Customer Purchase History section of My Accounts. Sales history is calculated using the information from manufacturer rep orders. See page 47. Contract support on line items allows your shoppers to mix items from different contracts on one order by selecting the Use Line Item Contracts link on the My Account Contracts page. See page 48. Associate generic images and thumbnails with sub-categories via Item Category Maintenance on the Item Category Form View tab in Prophet 21. The images are then transferred to B2B Seller during data transferred and display when you display an item in the appropriate sub-category. See page 50. Shopping carts and shopping lists now automatically recognize item ID/item code changes that occur in your Prophet 21 or Acclaim system. If you have changed an item ID/item code, the data in B2B Seller is now updated when data is transferred. See page 51. Service and Maintenance capabilities have been added to B2B Seller, if you have this complementary feature configured on your Prophet 21 system. Customers can view information regarding their service orders in addition to their merchandise orders, and enter requests for service on the B2B Seller site. See page 51. The following features were released in B2B Seller version : A Calendar popup is available for both the distributor and shoppers to quickly view and select dates. See page 64. Shoppers can search within item search results so they can refine multiple page item searches any number of times until you receive only one page of items fitting the search criteria. See page 65. A Master Customer role is available in Shopper Detail that gives shoppers who need to create orders for more than one Customer ID the ability to easily select the customer for whom they want to shop when logging in to the B2B Seller Web site. See page 66. 9

10 New Features 2 New Features Search Engine Optimization (SEO) Features Increased Audience: Administrators/HTML Consultants B2B Seller minimum level: Advanced Enterprise systems: All Enabled by default: Yes Your HTML experts or consultants or who create or optimize your B2B Seller Web pages for searches have more tools than ever within B2B Seller to increase the placement of your item and category pages being returned in search engines such as Google and Yahoo! The following new features are available to be used by your HTML consultants: <Head> section of custom HTML pages are retained when imported into B2B Seller Item and category meta-tag files created and edited by your HTML expert to include your specified keywords Tokens to display your items and categories in the title bar, even if you don t choose to create individual meta-tag files Additional details about items and categories imported into the Item Detail Page using specific HTML pages Site map files to communicate to web crawlers which of your Web site pages are most important to index Enabling Search Engine Optimization Features This information is used by the HTML expert or consultant that you have hired to create your static pages and/or increase your presence on the web. This is not information that you can use if you are not an HTML expert. 10

11 New Features How Search Engine Optimization Features Works If your company has created custom static HTML pages that are imported into for B2B Seller, the <Head> section of these pages, including meta-tags, is now retained by B2B Seller. The web crawler also uses this <Head> section when indexing the Web site. Your HTML consultants can create and edit item- and category-specific meta-tag files that search engine crawlers find when it indexes your Web site so it can be found when users search for items and categories you have specified. (Meta-tags are additional information about the page that does not actually display on the page.) Your consultant will use the following meta-tag file names in search engine optimization to create item- and category- specific metatag files: Item_detail.mtag (supplied by B2B Seller) item_{itemcode}.mtag where itemcode is the item code for the item. (These additional pages that can be created by your HTML consultant.) category_detail.mtag category_{categoryname}.mtag where categoryname is the name of the category for the item. (These additional pages that can be created and edited by your HTML consultant.) These files are stored in the customer/{cust_code}/p21metatags folder on the B2B Seller Web server. Administrators have FTP access to this folder. Your HTML consultant will edit these meta-tag files to include the keywords you want to specify. For example, if you sell tape (and specifically 3M electrical tape with an item code of MMM1700), your consultant might create a category-specific meta-tag file named category_tape.mtag and include keywords such as tape, vinyl tape, electrical tape, etc. If you also want to create an item-specific meta-tag file, your consultant would create a file named item_mmm1700.mtag and include additional keywords such as MMM1700 and ¾ x 66 vinyl electrical tape. You may not want to create specific meta-tag files for each item if you have a large number of items. If you want the name of the item or category to show on the blue bar of the item-detail page, your HTML consultant can use token names. When used in the item_detail.mtag or category_detail.mtag page, this token will replace the name of the page (on the blue bar) with the item or category. This gives the page a very high ranking by the web crawler. Token names in B2B Seller are (and are case-sensitive): Item token name Category token name For example, if you want the page that describes the tapes you sell to have the category of tapes as the page title (in the blue bar at the top), your consultant would enter a token name to your category_detail.mtag file. If you want the page that describes your MMM1700 electrical tape to have MMM1700 as the page title, your consultant would enter a toke name to your item_detail.mtag file. If you want to specify additional details about an item or category, even details that are not included in the information gleaned from your Activant solution, your consultant can create special html file for this purpose. These HTML pages must have the name of {itemcode}.htm or {category}.htm where the actual item code or category replaces {itemcode} or {category}. When these pages are imported by B2B Seller, this information is included in the item detail page. 11

12 New Features Your consultant can also create a custom site-map file (named SiteMap.xml) that is to be located in the sitemap folder. This allows you to communicate to the web crawler which pages on your site are the most important for indexing. The SiteMap.xml file can be accessed using the URL, where yourb2bsite.com is the name of your Web site. Administrators Can Control More Page Settings Audience: Administrators B2B Seller minimum level: Advanced Enterprise systems: All Enabled by default: Yes Administrators can now control the settings on more pages without having to contact B2B Seller Support. You can now access settings for the following pages from the System Settings page: Recipients Feature Enablement My Account Report Configuration Screen Configuration Enabling Administrator Control of these Settings This ability is enabled by default if you sign on with the Administrator role. If you do not see the ability to configure the settings described here, contact B2B Seller Support. How Administrator Control of these Settings Works Administrators control the settings by clicking the appropriate link on the Admin > System Settings page. Figure 1: B2B Seller System Settings 12

13 New Features Recipients Administrators can now control the settings on a new Recipients page that determines the addresses that are sent stating that an order has been entered. You no longer have to contact B2B Seller Support to make changes to these addresses. Enabling Administrator Control of the Settings on the Recipients Page This feature is enabled by default. How Administrator Control of the Settings on the Recipients Page Works Control of the recipients is accessed from the System Settings page by clicking the link. The name of this link may have been configured differently for your system. Figure 2: B2B Seller System Settings 13

14 New Features You can add and delete addresses within the text box that displays. (If there is more than one address, separate them with semicolons.) Then click the Update button to complete the changes. Figure 3: Recipients addresses must be in the proper format (including sign, a period and an extension) or you are returned to this page to make further changes. Feature Enablement Administrators can now control the settings on a new Feature Enablement page that lists features that can be turned on and off. Currently the two features that can be controlled with this page are: Display Suggested Retail Price (and the name of the label for this price) Allow Shoppers to Select Unit of Measure You no longer have to contact B2B Seller Support to turn these features on and off. Enabling Administrator Control of the Settings on the Feature Enablement Page The ability for an administrator to control these settings is enabled by default. 14

15 New Features How Administrator Control of the Settings on the Feature Enablement Page Works Control of the above-mentioned features is accessed from the System Settings page by clicking the Feature Enablement link. Figure 4: B2B Seller System Settings Currently the two features that can be controlled with this page are: Display Suggested Retail Price (and the name of the label for this price) Allow Shoppers to Select Unit of Measure Figure 5: Feature Enablement When the Active box is checked, the feature is active. Click the Update button to complete any changes made to this page. 15

16 New Features My Report Configuration Administrators can now control the settings on a new My Account Report Configuration page that affects the following reports: Contract List Invoice List Open Order Receivables List Open Order List Open Quote List Order Tracking List Suspended Orders List You no longer have to contact B2B Seller Support to make changes to these reports. Enabling Administrator Control of the Settings on the My Account Report Configuration Page The ability to access this page is enabled by default. How Administrator Control of the Settings on the My Account Report Configuration Page Works Control of the My Account Report Configuration page is accessed from the System Settings page by clicking the link. The label for this page may have been configured especially for your system. Figure 6: B2B Seller System Settings 16

17 New Features Clicking the My Account Report Configuration link displays the page used to change the settings as shown below. Figure 7: My Account Report Configuration When you click the link for each of the listings, a page opens similar to the following: Figure 8: Contact List Enter checks in the boxes marked Display for information that you want to display. Change any labels that you want to display by typing the new text in the indicated boxes. Change the order by entering a number in the order box. For example if you want the PO Number to display on the page first, enter 1 in the box marked Order on the PO Number line. If you want the Expiration Date to display next, enter 2 in the box marked Order on the Expiration Date line. If you want shoppers to be able to sort contracts by the columns indicated in the order indicated, check the Sort box. The dropdown choice next to the sort box indicates that you want the default sort to be ascending (asc) or descending (desc). 17

18 Changes are not complete until you click the Update button. Click the link at the bottom of the page to return to My Account Report Configuration. New Features The remainder of the configuration pages work in a similar way. Here is a review of the way the listings look and the options on each configuration page. Invoice List Default listing: The configuration page looks similar to this: Figure 9: Default Invoice List Figure 10: Invoice List Configuration Settings 18

19 New Features Open Accounts Payables/Receivables List Default listing: The configuration page looks similar to this: Figure 11: Default Open Accounts Payables List Figure 12: Open Accounts Receivable List Configuration Settings 19

20 New Features Open Orders List Default listing: The configuration page looks similar to this: Figure 13: Default Open Orders List Figure 14: Open Orders List Configuration Settings 20

21 New Features Open Quote List Default listing: The configuration page looks similar to this: Figure 15: Default Open Quote List Figure 16: Open Quote List Configuration Settings 21

22 New Features Order Tracking List Default listing: The configuration page looks similar to this: Figure 17: Default Order Tracking List Figure 18: Order Tracking List Configuration Settings 22

23 New Features Suspended Orders List Default listing: The configuration page looks similar to this: Figure 19: Default Suspended Orders List Figure 20: Suspended Orders List Configuration Settings 23

24 New Features Screens Configuration Administrators can now control the settings on a new Screens Configuration page that controls: Category search results Contact Us information Item detail Item search You no longer have to contact B2B Seller Support to make these changes. Enabling Administrator Control of the Settings on the Screens Configuration Page Although the ability to control the setting is enabled by default, administrators must change the settings for changes to display on the Web site. How Administrator Control of the Settings on the Screens Configuration Page Works Control of screen configuration is accessed from the System Settings page by clicking the link. The label for this page may have been altered previously. Figure 21: B2B Seller System Settings 24

25 New Features The page that displays has additional links that you can click to change each of the types of settings described in the next sections. Category Search Results Figure 22: Screens Configuration When you click the Category Search Results link, a page displays that allow you to configure the labels that display when category searches are returned, the name of the labels, and the order that they display: Figure 23: Category Search Results Configuration Settings 25

26 Note the features displayed at the bottom of the screen: Display Price for Anonymous Shoppers Display Availability for Anonymous Shoppers Display Item Images Display Sub-category Images New Features Enter checks in the boxes that you want to display. Change any labels by typing the new text in the indicated boxes. Change the order by entering a number in the order box. Changes are not complete until you click the Update button. When you are finished, click the link at the bottom of the page to return to Screens Configuration. 26

27 Contact Us Information New Features A new Contact Us page has been added that allows administrators to configure the page that your shoppers use to request information from distributors: Contact Options (contacts that shoppers enter, including what is required information) Mail Us (your mailing address) Mail Options (the company and mailing address) Call Us (your telephone number) Fax Us (your fax number) Figure 24: Contact Us Configuration Settings Enter checks in the boxes that you want to display. Change any labels by typing the new text in the indicated boxes. Change the order by entering a number in the order box. You can also indicate if which fields of the Contact Options are required to be entered by your shoppers. Changes are not complete until you click the Update button. Click the link at the bottom of the page to return to Screen Configuration. 27

28 Item Detail New Features A new page has been added that allows administrators to turn on and off features relating the item detail such as: Display Price for Anonymous Shoppers Display Availability for Anonymous Shoppers Display Item Images Figure 25: Item Detail Configuration Settings Enter checks in the boxes that you want to activate. Changes are not complete until you click the Update button. When you are finished, click the link at the bottom of the page to return to Screen Configuration. 28

29 Item Search New Features A new page has been added that allows administrators to configure the results pages from item searches and turn on and off features relating to item searches, such as the display of price and availability for anonymous shoppers and displaying item images. Figure 26: Item Search Configuration Settings Enter checks in the boxes that you want to display. Change any labels by typing the new text in the indicated boxes. Change the order by entering a number in the order box. The Features sections displays additional features that may be available with your current configuration. These are enabled with checkboxes. Changes are not complete until you click the Update button. When you are finished, click the link at the bottom of the page to return to Screen Configuration. 29

30 New Features Manual Data Transfer (DTS) Added Audience: Administrators B2B Seller minimum level: Advanced Enterprise systems: Prophet 21 Only Enabled by default: Yes Administrators can now run the data transfer of information between their Prophet 21 system and B2B Seller manually at any time, without having to contact Activant B2B Seller Support. Enabling the Manual DTS Transfer The option is enabled by default. How the Manual DTS Transfer Works Administrators can access the new Manual DTS screen from the Admin page. Note: The name of this page and the link to it can be changed by contacting Activant B2B Seller Support. Figure 27: Manual DTS Page 30

31 New Features This screen contains the following fields: Field Name: Confirmation Include Category DTS Last DTS Run Field Description: Enter an address in this field so that the results of the DTS can be reported. When category information is transferred, the data transfer is not incremental that is, all information is transferred, not just information that has changed since the last transfer. This can be both very timeconsuming and may consume much of your system resources. We recommend that you do not check this box, especially during business hours, unless you have a reason for including category information in your transfer. Examples of reasons to include category information are that you have just created new categories or added images to these categories. This field provides information about the last time the data transfer was run, and whether it was successful or not. This information helps you determine whether the manual DTS needs to be run, and whether category information needs to be included. When you want to run the manual DTS, click the Update button. The address listed in the confirmation box is ed with the status of the transfer when it is complete. Click the Return to Admin link when you are finished. Multiple Companies on One Web Site Audience: Administrators B2B Seller minimum level: Premier Enterprise systems: Prophet 21 Only Enabled by default: Yes If your distributorship is organized so that you have multiple companies, you can now use the same B2B Seller Web Site for all of your customers. Enabling Multiple Companies on One Web Site Changes to allow multiple companies on one web site are not user-apparent. Note:For this feature to work, a customer must be associated with one (and only one) of the company IDs in Prophet 21, represented on the B2B Seller Web site. 31

32 How Multiple Companies on One Web Site Works When a shopper logs onto your Web Site, the company associated with that customer is identified by B2B Seller and the customer is directed to information for that company. Shoppers Can Be Limited to Buying Only from System List Audience: Shoppers, Administrators B2B Seller minimum level: Premier Enterprise systems: Prophet 21, Acclaim Enabled by default: Yes New Features Shoppers can now be restricted by administrators to shop for items on the System List defined for that customer. While these restricted shoppers can do searches for items as usual, if they try to add an item that is not on the System List to the shopping cart, they receive an error message indicating they are not allowed to add the item. Enabling the System List Only Shopper The availability of feature is enabled by default. Initially, all shoppers are unrestricted. The administrator or customer administrator configures shoppers who are restricted to shopping from a list. How the System List Only Shopper Works Shoppers Shoppers (with any role) who are given the System List Only limitation can only add items to the shopping cart that are also on the System List. This includes items added from the item detail, item search results, quick order pad, and past purchases detail screen. The shopper receives an error message when he attempts to add an item that is not on the System List. If the cart already has valid item in it, these valid items remain in the cart and display them below the error message. If the shopper adds more than one item at a time, only valid items are added, and an error message for the invalid items displays. 32

33 Administrators New Features A new attribute, System List Only, has been added to the Shopper Detail page. This page is accessed by navigating to Admin > Shopper and clicking the address of a shopper. Figure 28: Shopper Detail Page When the administrator checks this attribute, the shopper is restricted as described above. All roles have the ability to be restricted. The administrator can remove this check at any time and restore all access for the shopper. You can change the message that displays when a shopper attempts to add items to the cart that are not on the shopping list by contacting Activant B2B Seller support. Shoppers Can Pay with Merchandise Credit Audience: Shoppers, Administrators B2B Seller minimum level: B2B/B2C Enterprise systems: Prophet 21 Only Enabled by default: No Distributors who use Merchandise Credits can allow shoppers to apply these credits to an order created on the B2B Seller site. Shoppers can cover all or part of an order with the merchandise credit, then pay any remaining balance by credit card. 33

34 Enabling Using Merchandise Credits in B2B Seller New Features Contact Activant B2B Seller Support to activate this feature. Instructions for administrators to enable this feature for individual customers are included in this section. How Using Merchandise Credits in B2B Seller Works Shoppers When this feature is enabled, and a shopper reaches the Ship/Bill page, a Use Merchandise Credit link displays: Figure 29: Merchandise Credits Link If there is more than one merchandise credit available, all available credits are displayed. The shopper can choose the credit to apply. Figure 30: Merchandise Credits Note: Administrators can control whether shoppers see credits available or if they must enter a credit number they already know. The shopper enters the Merchandise Credit Number and Amount. Depending on how the administrator configures the Maximum Overage Percentage, the shopper may be able to enter more than the amount of the order up to the Maximum Overage Amount 34

35 New Features indicated. The shopper clicks the Update button and another screen displays where he can use another merchandise credit if one exists. Otherwise, the shopper clicks the Submit button and a screen displays where any remaining balance can be paid by credit card. Figure 31: Payment Information From this point, orders are completed as usual. Administrators The System Settings page now includes link called Merchandise Credits. 35

36 New Features Figure 32: B2B Seller System Settings 36

37 New Features This page allows the administrator to enable and configure the feature: Figure 33: Merchandise Credits Configuration Field Name: Allow Shoppers to Apply Merchandise Credits Customer Enters each Merchandise Credit Number to Apply Show Merchandise Credits Available Maximum Percentage of Overage Application Field Description: If this box is checked, shoppers are allowed to use merchandise credit to pay for orders, i.e., the link to Apply Merchandise Credits displays. If this is selected, shoppers are not prompted with available credits. They must know the merchandise credit number and enter it manually. If this is selected, all shoppers are prompted with available merchandise credits for their company and may use them even if they did not know about them previously. Enter a percentage (0 to 100) of that shoppers can apply merchandise credits over the order amount. The default is 0. You may want to enter more than zero if find you are accumulating a large number of unused partial credits that are difficult to track. Click the Update button to update this customer with any changes made. Use the Return to System Settings link when you are finished. 37

38 My Account Invoice Detail Displays Payment Type Audience: Shoppers B2B Seller minimum level: Advanced Enterprise systems: Prophet 21 Only Enabled by default: Yes New Features When you display the details of an invoice, you can now see a summary of the payment types (cash, check, credit card) for any payment taken on the order in My Account Invoice Detail and Invoice Print. Note: If your B2B Seller version is configured to use an HTML display of invoices (not a PDF display where the invoice opens in Adobe Acrobat), this feature is not available. Enabling the Display of Payment Type in My Account Detail This feature is enabled by default. How the Display of Payment Type in My Account Detail Works As seen in the sample below of the invoice detail, all three payment types were taken as payment on this invoice for illustration purposes. Figure 34: Payment Types on Invoice Detail 38

39 New Features Require Payment by Credit Card in B2B Seller for Specific Customers Audience: Shoppers, Administrators B2B Seller minimum level: B2B/B2C Enterprise systems: Prophet 21 only Enabled by default: No If you have enabled the Require Payment upon Release of Items requirement for a customer (available in Prophet 21 version 11.0), B2B Seller also transfers this requirement to the orders entered on your Web site. If you so desire, shoppers from companies flagged to require payment must enter payment for items on the order by credit card before they can successfully submit the order. Enabling Required Credit Card Payments for Specific Customers Distributors using Prophet 21 version 11.0 or higher enable (check) the Validate Customer Payment Requirements for Web Payments setting. This setting is on the E-Commerce > General page. In addition, you must enable (check) the Require Payment upon Release of Items for the customer in Prophet 21 for those customers that are required to make up-front payments. How Required Credit Card Payments for Specific Customers Work Shoppers Currently when the shopper logs in, B2B Seller determines if the Pay by Invoice and/or the Pay by Credit Card options are available to the shopper in the Payment Type field on the Ship Bill Page. It does this by looking at the Payment Class field on the Admin Customer Attributes Detail Page. If this option is set to Both, for a customer currently both the Pay by Invoice and Pay by Credit Card options will appear as payment types to shoppers associated with that customer. Administrators In order to require that a shopper pay by credit card only on the Web site, you can do one of two things: 1. If you would like to manage this decision on the website, you can set the Payment Class on the Admin Customer Attributes Detail screen to Pay by Invoice, thus disabling the Pay by Credit Card option for shoppers associated with that customer. 2. If you would like to base this decision on what customers in your P21 system are flagged to Require Payment upon Release of Items you can: Enable the Validate Customer Payment Requirements for Web Payments System setting located on the General Node of the E-Commerce Folder in P21 System Settings. Enable the Require Payment upon Release of Items customer setting for each customer upon which this requirement should be set on the Billing Tab of Customer Maintenance in P21. 39

40 When the shopper logs in, B2B Seller checks to see if either of these conditions are set for his company. If so, the shopper cannot select Pay by Invoice as a payment type on the Ship/Bill page when checking out. The shopper must select the Pay by Credit payment type to check out. New Features Shipped and Backorder Quantity Added to My Account Open Order Detail Audience: Shoppers B2B Seller minimum level: Advanced Enterprise systems: Prophet 21 Only Enabled by default: No The My Account Open Order Detail page now displays the Quantity Shipped and Backordered Quantity so your shoppers will have even more information regarding the status of their orders. Figure 35: Shipped Qty and Backorder Qty on Open Order Detail Enabling the Shipped and Backorder Quantity display on the My Account Open Order Detail Page This feature in not enabled by default. Contact Activant B2B Seller Support to enable this feature. You may only want to enable this feature in the layout of your screen accommodates two additional columns. 40

41 New Features How the Shipped and Backorder Quantity display on the My Account Open Order Detail Page Works The shipped quantity and backorder Quantity information for each is retrieved from your Prophet 21 system when data is transferred and displays accordingly. Shoppers Phone Number Added to Shipping Information Audience: Shoppers B2B Seller minimum level: Advanced Enterprise systems: Prophet 21 Only Enabled by default: Yes A phone number field has been added to the Shipping Information page. This field allows or requires shoppers to enter a number that distributors can use if there are questions about the order. This phone number is imported with the order into Prophet 21 and displays on the order. Figure 36: Shoppers Phone Number on Shipping Information The Order Summary and Order Confirmation screens also display the number as part of the address, if the shopper entered it. 41

42 Enabling the Phone Number on the Shipping Information Page New Features The phone number field is enabled by default. Administrators can make the field mandatory by contacting Activant B2B Seller support. Request Quotes and Converting Quotes to Orders Audience: Shoppers B2B Seller minimum level: Premier Enterprise systems: Prophet 21 Only Enabled by default: Yes Shoppers can now convert the quotes they viewed in B2B Seller into sales orders in Prophet 21. Enabling Requesting Quotes and Converting Quotes to Orders This feature is enabled by default. How Requesting Quotes Works Shoppers can add items to a Request for Quotes cart similar to the regular shopping cart. When the shopper has added the items that he wants a quote for, he checks out the quote. Figure 37: RFQ Cart 42

43 New Features Then shoppers proceed to a Quote Summary screen, similar to the Order Summary screen. After clicking the Checkout button, a Quote Confirmation screen displays informing the shopper that their RFQ has been submitted. Behind the scenes, the quote information is sent to the site administrator via an and a quote can be manually entered into the system. How Creating an Order From a Quote Works The My Account Open Quote Detail page of B2B Seller now includes an Add Quote to Cart link to convert the quote to an order. 1. Log into the B2B Site 2. Select My Account 3. Go to the Quotes link 4. Enter a set of parameters to return a list of quotes 5. Select one of those quotes to view detail. This My Account Open Quote Detail page displays the full detail of the selected quote. A link labeled Add Quote to Cart displays to the immediate right of the Quote Number and above the Order Qty. Note: You can change the label of this link by contacting Activant B2B Seller Support. 43

44 New Features Note:The Shopping Cart cannot contain items from more than one quote. If the Shopping Cart consists of line items from a quote, the "Add Quote to Cart" links on both the Open Quote Detail and Open Quote List pages are disabled if you leave the shopping cart and access one of these pages. 6. Click this link to create an order from this quote. 7. You are directed to the Shopping Cart where you can complete the check out process for the order. The quote number becomes part of the Order Header and appears on the Shopping Cart Screen. o If some items already exist in the cart when the Quote is selected for conversion to an order, the items will remain in the cart and additional lines from the quote will be added. If an Item exists in the cart and the same item is added from the quote, only one line is displays (combining the two quantities) and the Price and UOM are updated to reflect values from the quote. Discontinued Items Identification Audience: Shoppers and Administrators B2B Seller minimum level: Advanced Enterprise systems: Prophet 21 Only Enabled by default: Yes Discontinued items, flagged in Prophet 21 as discontinued in a location, are now identified in B2B Seller and cannot be backordered. Shoppers can now only order the currently available quantity on hand and can be offered information on substitute items if they want to purchase more than this quantity. If the discontinued item is no longer available, shoppers cannot order it. 44

45 Enabling Discontinued Items Identification New Features The identification of discontinued items in a location is enabled by default. Administrators determine: Which message displays for discontinued items If a link to substitute items should be offered if they are available How Discontinued Items Identification Works Shoppers When a shopper searches for an item that the distributor has flagged in Prophet 21 as discontinued, the text Discontinued Item displays in the availability field on the Item Results page. A message displays below the item indicating that the shopper cannot order more than what is currently available (with this number indicated). If the administrator has enabled the ability to suggest substitute items, a link to Show Substitutes also displays. Figure 38: Search Results When the item is in the Shopping Cart, the text that displays in the Availability field is Discontinued Item Availability subject to change. Figure 39: Discontinued Item on Shopping Card 45

46 New Features If the administrator has enabled the link to Show Substitutes, this link displays under the item description. A message displays on the Order Summary and Order Confirmation pages that states that quantity on the indicated Discontinued Item(s) is subject to availability and is not guaranteed. Administrators Figure 40: Discontinued Item on Order Summary Administrators can choose to use the same In Stock message as usual if some stock is available on discontinued items. A Bad Quantity message has also been added if the quantity ordered is more than is available on a discontinued item. The default Bad Quantity message ( You have ordered more than the available quantity ) can also be changed. The default message that displays when results are returned for discontinued items ( You may not order a quantity greater than is currently available. There are currently <available quantity>available. ) can be changed by contacting Activant B2B Seller Support. Administrators can also determine if the link to show substitutes for discontinued items should display. Also contact Activant B2B Seller Support if you want to prevent this link from displaying. 46

47 New Features Manufacturer Rep Orders Added to My Accounts Audience: Shoppers B2B Seller minimum level: Advanced Enterprise systems: Prophet 21 Only Enabled by default: Yes Manufacturer Rep Order information, where distributors are given commissions on orders passed to a vendor or manufacturer to process, now displays in the Customer Purchase History section of My Accounts. Sales history is calculated using the information from manufacturer rep orders. Enabling Manufacturer Rep Orders on My Accounts If you have Manufacturer Rep orders, this information is added to My Accounts by default. How Manufacturer Rep Orders on My Accounts Works When a Manufacturer Rep order displays, the Item Report List shows the Last Invoice Date, Total Invoice Lines, Total Extended Price and Quantity. Even though an actual invoice is not created in Prophet 21 for Manufacturer Rep orders, these values are derived from the Manufacturer Rep order itself. Because of the nature of Manufacturer Rep Orders, the distributor has no way of knowing when the order is filled, so these orders do not display as Complete in My Accounts Open Orders, in My Accounts Invoices, or in My Account Open Accounts Payable. If shoppers drill down to the detail or transactional level, the manufacturer rep level detail displays if the item was entered on these orders. In this case, the: Order Number is the Order Number from Manufacturer Rep Order and does not display as a link for more information Invoice Amount is the Total Extended Price of the line item on the Manufacturer Rep Order Invoice Number does not apply and does not display as a link. Invoice Date is the Order Date of Manufacturer Rep Order Invoice Quantity is the Order Quantity for line item on Manufacturer Rep Order PO Number is the Customer PO Number from Manufacturer Rep Order Unit Name = UOM from Manufacturer Rep Order 47

48 Contract Support on Line Item Level Audience: Shoppers, Administrators B2B Seller minimum level: Advanced Enterprise systems: Prophet 21 Only Enabled by default: Yes New Features In addition to the Contract support on the order level, added in B2B Seller version 5.0, shoppers can now mix items from different contracts on one order by selecting the Use Line Item Contracts link on the My Account Contracts page. Enabling Contract Support on the Line Item Level Contract support on the line item level is enabled when the customer is set up in Prophet 21 to use contract pricing and to Use All Contracts. If the setting to Use All Contracts is enabled, the setting to Always Use Contract Pricing is also enabled. The setting of Allow Non-Contract Items on a Sales Order in Prophet 21 also affects this feature. If this setting is set to Y, items with a contract cannot be added to an order with items that are not on a contract. Conversely, non-contract items cannot be added if this setting is set to Y and all other line items are included on a contract. How the Contract Support on the Line Item Level Works Shoppers When the shopper from a company that is set up in Prophet 21 to Always Use Contracts, the My Account Contract page displays when they request prices. Even if the shopper has already indicated that contract pricing is used on the order level, choosing the Use Line Item Contract link allows for items on a different contract to be entered on the same orders. Figure 41: Use Line Item Contracts Link 48

49 New Features Note: Once a shopper chooses the Use Line Item Contract link, he cannot thereafter apply contract pricing on the order level. A contract number for each line item would have to be entered individually from that point on. When the shopper chooses the Use Line Item Contract link, he is required to enter a Ship to address if he has not already. As items are selected and added to the shopping cart, they are checked to see if they are included on a contract. If they are included on only one contract, this contract number is automatically added to the order. If they are included on more than one contract, a drop-down list displays that allows the shopper to choose the contract. Figure 42: Item on More than One Contract At checkout, all items are again evaluated for a contract number. If any contract numbers are missing, (this may happen depending on the way the order was entered), a message displays that informs the shopper to enter a contract number. The Order Summary and Order Confirmation pages reflect the Contract number for line items that were priced by a contract. Administrators The message that displays when an item that requires a contract for which none has been selected, can be changed by contacting Activant B2B Seller Support. 49

50 New Features Sub-category Image Support from Prophet 21 Item Category Maintenance Audience: Administrators B2B Seller minimum level: Advanced Enterprise systems: Prophet 21 Only Enabled by default: Yes Administrators using Prophet 21 can now associate generic images and thumbnails with subcategories via Item Category Maintenance on the Item Category Form View tab in Prophet 21. The images and thumbnails, which must still be transferred to the Web server via FTP, display when you display an item in the appropriate sub-category, based on the associations you have set up in Prophet 21. Enabling the Sub-category Image Support from Prophet 21 Item Category Maintenance Note:For more information about enabling categories and sub-categories in Prophet 21 and B2B Seller, consult the Prophet 21 v New Features Guide. The image and/or thumbnail is associated with the sub-category using the Item Category Form View tab in Prophet 21. Figure 43: Prophet 21 Item Category Form Tab For this sub-category and associated image to be displayed on the B2B Seller Web site, check Display on Web For Web use, the image must be stored in the FTP directory of the Web database. 50

51 New Features Enter the image that you want to display in the Sub-Category Image file box. For reference, the image entered displays in the Selected Image/Selected Thumbnail area. How Sub-category Image Support from Prophet 21 Item Category Maintenance Works After this data is transferred to B2B Seller from Prophet 21, this image displays when an item in the sub-category displays. Support for Item ID/Item Code Changes Audience: Administrators B2B Seller minimum level: Advanced Enterprise systems: Prophet 21, Acclaim Enabled by default: Yes Shopping carts and shopping lists now automatically recognize item ID/item code changes that occur in your Prophet 21 or Acclaim system. If you have changed an item ID/item code, the data in B2B Seller is now updated when data is transferred. Enabling Support for Item ID/Item Code Changes This feature is enabled by default. How Support for Item ID/Item Code Changes Works B2B Seller now stores the internal UID for items as well as the item ID/item code. This allows items in shopping carts and lists to be updated with new information even if you make changes to the item ID/item code in your Prophet 21 or Acclaim system. Service and Maintenance Capabilities Added Audience: Shoppers B2B Seller minimum level: Advanced Enterprise systems: Prophet 21 Only v.11.0 or higher, with the Service and Maintenance Direct Catalog feature Enabled by default: Yes Service and Maintenance capabilities, added to Prophet 21 in version 11.0, have been incorporated in B2B Seller. Now your customers can view service orders, quotes, invoices and past service history for specific items and serial numbers. 51

52 New Features This affects the following pages of My Account: Profile Open Orders Select Open Service Orders List (new) Open Service Orders Detail (new) Open Quotes Select Open Quotes List Quotes Detail Invoices List Invoices Detail Customer Service History Select (new) Customer Service History List (new) Customer Service History Detail (new) Request for Service (new) Enabling Service and Maintenance Capabilities Contact Activant B2B Seller Support to activate this feature. The Service and Maintenance Direct Catalog feature must be activated in Prophet 21 for this feature to be available. How Service and Maintenance Capabilities Work My Account Profile Page Two new links, Service History and Request for Service, have been added to the My Account Profile page. Figure 44: Service History and Request for Service Links 52

53 New Features When shoppers click the Service History link, a page displays where shoppers can enter dates to view past history of service work performed on equipment owned by your company. Figure 45: Service Order History Page Shoppers can choose to locate the service order in history by: Specific item Item range Specific customer part number Customer part number range Vendor Invoice number When the shopper clicks the Request for Service link, page displays where shoppers can enter new service requests. 53

54 New Features Figure 46: Request for Service Page This request is ed to the distributor in a format similar to the following: Figure 47: Sample My Account Open Orders Select Screen The My Account Open Orders Select screen allows shoppers to select a Merchandise or Service Order detail to be returned. 54

55 New Features Figure 48: My Account Open Orders Selection Screen In addition to the start date and end date parameters, shoppers are able to enter a Service Item ID number (this can be a Customer Part Number, Supplier Part Number, or Alternate Code), and Serial Number to limit the orders returned to those containing these numbers. (The Service Item ID and Serial Number must be on the same line item for it to be returned in the search.) Shoppers are also able to enter a single quote number or purchase order number to limit the quote. Shoppers can also export the results of this search to a Microsoft Excel Spreadsheet. 55

56 New Features My Account Open Service Orders List The results of running the Open Order Report for Service Orders, seen above display on a new page, the My Account Open Service Orders List. Figure 49: My Account Open Service Orders List By default, the following fields display on this list: Field: Description: Order # The order numbers displayed here are link to further order detail. Orders are sorted by order number by default. # of Order Lines This indicates the number of Service Item lines on an order. This does not indicate the number of parts on an order. Req Date The required date of the order. Order Date The order date. PO # The Purchase Order number for the order. Shoppers can change the direction in which a column is sorted by clicking the column heading. Note: The administrator can change the fields that display, names of the fields, the order in which they appear, and which fields can be sorted. 56

57 New Features My Account Open Service Orders Detail This new page displays the order detail when shoppers click the order number from the List screen described above. Figure 50: My Account Open Service Orders Detail Shoppers can see the Service Item ID, Serial Number, Required Date, and Status (Complete, WIP, etc.). The default sort for this page is first by Service Item ID, and then by Serial Number. Note: The administrator can change the fields that display, names of the fields, and the order in which they appear and are sorted. My Account Open Orders Quotes Select The My Account Open Orders Quotes Select page has been changed to allow the selection of Service Quotes, similar to the way the Open Orders Select page has been changed. Figure 51: My Account Open Orders Quotes Select Page In addition to the start date and end date parameters, shoppers are able to enter a Service Item ID number (this can be a Customer Part Number, Supplier Part Number, or Alternate Code), and Serial Number to limit the quotes returned to those containing these numbers. (The Service Item ID and Serial Number must be on the same line item for it to be returned in the search.) Shoppers are also able to enter a single quote number or purchase order number to limit the quote. 57

58 New Features Shoppers can export the results of this search to a Microsoft(R) Excel Spreadsheet. My Account Open Service Quotes List The results of running the Open Order Report for Service Quotes, seen above display on a new page, the My Account Open Service Quotes List. Figure 52: My Account Open Service Quotes List By default, the following fields display on this list: Field: Description: Expiration Date The date upon which the quote is no longer valid. Quote # The reference number for the quote. PO # The Purchase Order number for the quote. Require Date The date the service is required for this quote. Order Date The order date 58

59 New Features Shoppers can change the direction in which a column is sorted by clicking the column heading. Note: The administrator can change the fields that display, names of the fields, the order in which they appear, and which fields can be sorted. My Account Open Service Quotes Detail This new page displays the order detail when shoppers click the quote number from the List screen described above. Figure 53: Accounting Reports Open Quote Detail 59

60 New Features My Account Invoices List Invoices tied to Service Orders, as well as Merchandise Orders now display in the My Account Invoices List. My Account Invoices Detail When a shopper selects an invoice tied to a Service Order from the My Account Invoices, detail of the Service Order displays. My Account Customer Service History Parameters This new page allows shoppers to report history of service work performed by the distributor on equipment owned by the customer. Figure 54: My Account CustomerService Order History Note: The Administrator can customize the way this page displays and the names on the field labels. Shoppers can limit the history by entering parameters as describe below. Field: Description: Date Range Start and End fields allow shoppers to limit results to a specific date range. Display Purchases By: Specific Item (default) Item Range Specific Customer Part Number Customer Part Number Range Vendor Invoice Number 60

61 New Features Specific Item Two fields display: Item ID and Serial Number. Shoppers can enter an Item ID (Customer Part Number, Supplier Part Number or Alternate Code) to determine what results to return. and/or Shoppers can enter a Serial Number to determine what results to return. If shoppers have entered both an Item ID and Serial Number, these need to be on the same order line for the results to be returned. In other words, Orders that match only the Item ID or Serial Number but not both on the same order are not returned. Item Range Shoppers can enter a range of Item IDs to limit the results to invoiced Service Item ID within this range. Specific Part Number Two fields display on the screen: Customer Part Number and Serial Number. Shoppers can enter a Customer Part Number to determine what results to return. and/or Shoppers can enter a Serial Number to determine what results to return. If shoppers have entered both a Customer Part Number and Serial Number, these need to be on the same order line for the results to be returned. In other words, Orders that match only the Item ID or Serial Number but not both on the same order are not returned. Customer Part Number Range Shoppers can enter a range of Customer Part Numbers to limit the results to invoiced Service Item ID within this range. Vendor Shoppers can enter a specific vendor to limit the results. Invoice Shoppers can enter an invoice to limit the results. Item ID This is the Item ID and Serial Number used in the above parameters. Serial Number This is the Serial Number used in the above parameters. 61

62 New Features My Account Customer Service History Results derived from the Customer History Parameters are displayed after the shopper clicks the Submit button: Figure 55: My Account Customer Service History Field: Description: Search For This displays your search parameters for reference. Note that shoppers can also export this search to Microsoft Excel and/or print the page. Item ID Displays the Item ID of any item entered as a Service Item ID on an invoiced service order that falls in the parameters. Note that an Item ID/Serial Number combination will be listed only once. If multiple serial numbers are returned for it. Items on this page are sorted by Item ID as the primary sort by default. Shoppers can change the direction of the sort by clicking the column headings. The Item ID is a link that when clicked, displays more invoice detail. Item Description The description associated with the item returned displays below it for reference. Customer Part Number If one exists, the part number associated with the Item ID and Customer combination displays. Serial Number Displays the Serial Number for the invoiced Service Order for the customer that falls within the entered parameters. The Serial Number is the secondary sort by default. 62

63 New Features Shoppers can change the sort criteria by clicking the column headings. The Serial Number is a link that when clicked, displays more invoice detail. Last Invoice Date Indicates the most recent invoice date for this Service Item/Serial Number combination. Total Invoice Lines Indicates the total number of times the Service Item/Serial Number combination appeared as an invoice line on service invoices that fall within the parameters entered. Total Extended Price Indicates the total extended price of all invoiced serviced lines for the Service Item/Serial Number combination within the parameters entered. Page Numbers If there is more than one page of results, buttons display to take shoppers to the Next or Previous pages. My Account Customer Service History Detail If shoppers click the Item ID or Serial Number link, the My Account Customer Service History Detail page displays listing all service order lines that fall within the selected parameters for the selected Item ID or Serial Number. Figure 56: My Account Customer Service History Detail 63

64 3 Addendum v The following features were added in B2B Seller version Calendar Popup Available Audience: Shoppers, Administrators B2B Seller minimum level: All Enterprise systems: All Enabled by default: Yes A Calendar popup is available for both the distributor and shoppers to quickly view and select dates. Clicking on the calendar icon displays a calendar popup defaulting to the current date. You are able to cycle through months as well as previous or future years and select a date to limit their reports, required dates and other data on various pages. Figure 57: Calendar Popup 64