version 5.9
This manual contains information about software products from Epicor Software Corporation. 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 Epicor Software Corporation. From time to time, Epicor Software Corporation 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 2010, Epicor Software Corporation. All rights reserved. Epicor and the Epicor logo are registered trademarks and Epicor Prophet 21 is a trademark of the Epicor Software Corporation. All other company or product names are the trademarks or registered trademarks of their respective companies. Epicor Software Corporation 7683 Southfront Road Livermore, CA 94551 Version 5.9 Publication Date: 8/8/2011-2 -
Revision History Revision History Date Description of Update Page 1/21/2011 Manual published 3/15/2011 Correction to screen capture 26 3/15/2011 Correction to title 45 3/15/2011 Correction to requirements 1 3/15/2011 Correction to requirements 59 8/8/2011 Rebranded to Epicor - 3 -
Table of Contents The features in this manual are specific to the enterprise system associated with B2B Seller. Some features will display on B2B Seller Web sites for all enterprise systems, while others are only available for Prophet 21 customers. Please review the feature header to determine if a specific enterprise system and version applies. Revision History 3 Web Customer Defaults Template 6 Charge Tax by Zip Code for Anonymous Customers 10 Setup 10 Associating ZIP Codes and Tax Groups 12 Price Enhancements 16 My Account Credit Information 18 Enabling This Feature 21 My Account Quote Detail Screen Configuration 23 Complete Quote Checkbox 25 Quote to Order and Ship/Bill Page Combined 26 My Account Recent Orders Screen Configuration Options 27 Tracking Numbers in Order and Invoice Detail 29 Shopper's Name on Ship/Bill Page Viewed in Prophet 21 31 Quote and Web Reference Number Imported into Prophet 21 32 Free Shipping Option on Web Orders 34 Save Free-Form Ship To Address for Future Use 39 Salesreps Can View and Edit Gross Profit in Shopping Cart 42 Dropdown for State and Country 45 Ability to Delete Shoppers Lists 46 Default Quantity in System Lists 48 Streamlined Import Process for Prophet 21 49 Setting up a Scheduled Import for Orders and/or AR Payments 50 Software Version Admin Page Enhanced 55 Link to B2B Seller Documentation on Admin Page 57 Element Credit Card Defaults by Shopper/Contact ID 59 Service and Maintenance Integration 60 Enabling Service and Maintenance Capabilities 60-4 -
How This Works 61 Catalog Reference Upload 71 Prophet 21 System Setting Added for Lot Requirements 73-5 -
Web Customer Defaults Template Web Customer Defaults Template Audience: Administrators B2B Seller Minimum Level: Advanced Enterprise Systems: Prophet 21 only (version 12.4 or higher) Enabled by Default: No If Prophet 21 is your enterprise system, you have a new option for specifying customer defaults for new Web customers when you automatically create new customers from the Web site through the Join Now! page. If you do not want to use the customer defaults set up in Customer Defaults Maintenance in Prophet 21 for new Web customers, you can specify an alternate customer ID on the Feature Enablement page. For example, a customer registers via the Join Now page. - 6 -
Web Customer Defaults Template You may want to better terms for your "regular" customers than for those who register with you via the Web, at least until they become established customers. This way you can use the defaults in Customer Default Maintenance for your regular customers, and set up a "dummy customer" to use as defaults for your Web customers. The new customers receive their own customer number, but other fields used by B2B Seller are set up with the same defaults as the "dummy customer." This customer is specified on the Feature Enablement page in B2B Seller as seen below: - 7 -
Web Customer Defaults Template The information entered for this customer in the Prophet 21 system acts as a template for default information. If there is no customer entered on the Feature Enablement page, or if the the customer ID entered is not an active customer, the defaults for automatically created Web customers come from Customer Defaults Maintenance. - 8 -
Web Customer Defaults Template - 9 -
Charge Tax by Zip Code for Anonymous Customers Charge Tax by Zip Code for Anonymous Customers Audience: Administrators B2B Seller Minimum Level: Advanced Enterprise Systems: Prophet 21 only (version 12.4 or higher) Enabled by Default: No You can now use the Tax Group by Zip Code feature in Prophet 21 to automatically charge the tax associated with the jurisdiction ID assigned to the ZIP or postal code of anonymous shoppers on your Web site. In Prophet 21, this feature is enabled by two system settings on the Accounts Receivable General node. There are no settings in B2B Seller that affect this feature. When orders are imported into Prophet 21, and the system setting has been enabled, the tax is charged accordingly. When tax is shown on the Order Confirmation page, the correct tax displays. Setup Two system settings control this feature. - 10 -
Charge Tax by Zip Code for Anonymous Customers Navigation Path: Setup > System Setup > System > System Settings > Accounts Receivable > General Field: Enable Tax Group by Zip Code Description: Determines if the Tax Group by Zip Code feature is functional. On - The feature is enabled. If you enable this field, you must also set up ZIP codes and tax jurisdictions on the Zip Code tab in Tax Group Maintenance. Off - The feature is not enabled. This is the default - 11 -
Charge Tax by Zip Code for Anonymous Customers Field: Description: Override Tax Group by Zip Code in Order Entry Determines if the Tax Group by Zip Code feature is ignored in Order Entry. On - Order Entry functions as if the Tax Group by Zip Code feature is not enabled. You would want to use this setting if you only want to use the Tax Group by Zip Code feature for the import of orders. Off - The Tax Group by Zip Code feature is functional in all areas. This is the default. When you enable the first system setting but do not enable the second, this is how Prophet 21 calculates the tax if there is a conflict between the standard taxing and the tax group by Zip code: If the Ship To location has both a standard tax group explicitly set up and a tax group by ZIP Code set up, the system uses the tax group associated with the ZIP Code for the tax. If the Ship To location has a standard tax group explicitly set up, but does not have a tax group by ZIP Code set up, the system uses the standard tax group. If the Ship To location does not have a standard tax group explicitly set up, but does have a tax group by ZIP code set up, the system uses the tax group associated with the ZIP Code. If the Ship To location has neither a standard tax group, nor a tax by ZIP Code set up, the system sets that tax to $0. Associating ZIP Codes and Tax Groups Once the setting is enabled, associate ZIP codes with Jurisdictions in Tax Group Maintenance. When the system setting to Enable Tax Groups by ZIP code is enabled, a Zip Code tab is available in the Tax Group Maintenance window. - 12 -
Charge Tax by Zip Code for Anonymous Customers Navigation Path: Orders > Order Processing > Tax Group Maintenance This tab allows you to set up ranges of ZIP codes and associate them with Jurisdiction IDs (set up in Tax Jurisdiction Maintenance and associated with general ledger accounts in Jurisdiction Account Maintenance). Important! The tax group assigned to a Ship To is based on the Physical Address on the Ship To. When changing the ZIP code range or range of ZIP code assignments in a tax group, the system updates any impacted Ship To records. This may take a significant amount to time to complete. Field: Start Zip Code/End Zip Code Description: Determines the range of ZIP codes that are assigned to the Jurisdiction ID in the tab below. You can enter 5-character US Zip codes, 5 + 4-character US ZIP codes, or 6-character Canadian postal codes. You cannot assign the same ZIP code to more than one tax group/jurisdiction ID. Tip! If you want to set up non-sequential ZIP codes, you can enter a line for each ZIP code that is not sequential, the resume the range when appropriate. - 13 -
Charge Tax by Zip Code for Anonymous Customers Field: Description: Jurisdiction ID/Description Tax Percentage A user-defined code and description representing a federal, state, or local government that can charge sales tax. The ID is assigned when the jurisdiction is created. You create new jurisdictions, edit existing ones, or delete those that you no longer use in Tax Jurisdiction Maintenance. The jurisdictions you create are available as choices from the Jurisdiction ID fields throughout the system. The percentage of sales tax charged in a jurisdiction. For example: the jurisdiction of the state of Pennsylvania charges six percent sales tax. The Tax Percentage field would be set to 6.0000%. - 14 -
Charge Tax by Zip Code for Anonymous Customers Field: Description: Taxable Determines whether a tax assigned to a tax group should be calculated. For example: An order for tools is received at your front counter. The Customer s Ship To location is assigned to Tax Group 1, which is set up in the following way: Jurisdiction ID City Tax 7.2% Tool Tax 7.2% Taxable No Yes The tools are assigned to Tax Group 2, which is set up in the following way: Jurisdiction ID City Tax 7.2% Tool Tax 7.2% Taxable Yes Yes When the invoice is created, the system compares the two tax groups and calculates tax for jurisdictions that are taxable in both tax groups. In this example, the customer s Ship To location is not charged City Tax 7.2% because the Taxable checkbox is not enabled in both tax groups. The customer s Ship To location is charged Tool Tax 7.2% because the Taxable checkbox is enabled in both tax groups. The City Tax will be recorded as PTD (Period to Date) Total Sales for that Jurisdiction, but not included in the PTD Taxable Sales on the Sales Tax Report. Delete Used to delete a combination of Zip codes and jurisdiction IDs. - 15 -
Price Enhancements Price Enhancements Audience: Shoppers and Administrators B2B Seller minimum level: Advanced Enterprise systems: Prophet 21 v 12.4 or higher Enabled by default: No In order to increase the efficiency of pricing display on the Web site, we have modified the initial price call to return more data to the Web database. We added new tags at item level: <InvMastUID>, <DefaultPricingUOM>, <DefaultPricingUnitSize>, <AuxiliaryData>, <Combinable>, and <Price>. Therefore, subsequent price calls can query the Web database instead of having to make another call to the enterprise system. In addition, an option has been added to the Prices Admin page that allows you to enable the DTS (data transfer) to transfer prices from Prophet 21 to your Web database for anonymous shoppers (those who have not logged in). Important! This feature does not support contract pricing. The DTS will run the behind-the-scenes calculations to determine and store the price of an item so its price is readily available when an anonymous shopper runs a search. With this option disabled, the Web site sends a call back to Prophet 21 to determine the item price of the item when an anonymous shopper runs a search. Note: If your B2B Seller Web site is hosted by Activant, the DTS runs early in the morning and any price changes are communicated then. If you are hosting your own Web site, the DTS should be set to run automatically often enough to be sure the DTS communicates price changes in a timely manner. You can also choose to run the DTS manually using the Manual DTS Run. - 16 -
Price Enhancements Navigation Path: Admin > System Settings > Prices The new settings on this page are: Field: DTS P21 Price for Anonymous Shoppers Description: Determines if you are including a transfer of prices for anonymous shoppers in the DTS from Prophet 21. On - The transfer of prices for anonymous shoppers from Prophet 21 is included in the DTS. The price will be retrieved from Prophet 21 and stored in the web database. Off - The transfer of prices for anonymous shoppers from Prophet 21 is not included in the DTS and the Web site will make a call to Prophet 21 to obtain the item price. - 17 -
My Account Credit Information Field: Description: Items to include in DTS Determines which items are included in the DTS of the prices for anonymous shopper. All - all items. Shopping List - only those items that are included on a shopping list for the customer ID associated with your anonymous shopper (which may also be associated with other customers that have shopping lists) or in any previously created shopping cart for the anonymous shopper customer ID are included in the DTS. (This includes shopping carts that were abandoned.) Category - only those items that are included in a category for the anonymous shopper customer ID are included in the DTS. In addition, this allows these customers to sort returned searches by the price column, if you have a complex pricing structure that includes pricing pages in Prophet 21. If you have selected Shopping List or Category for the items to included, all items returned in the search must be available in the DTS transfer for the price sort to be enabled. My Account Credit Information Audience: Shoppers and Administrators B2B Seller minimum level: Advanced Enterprise systems: Prophet 21 v 11.5 or higher Enabled by default: No Logged on shoppers can now view their credit information in My Account Profile similar that shown below: - 18 -
My Account Credit Information Administrators and Customer Administrators enable this ability on a per shopper basis. (See below.). Information on this screen is derived from the Customer Credit Info tab of Accounts Receivable Drill Down by Customer window in Prophet 21. - 19 -
My Account Credit Information This page is accessed from a link on the My Account Profile page. - 20 -
My Account Credit Information Enabling This Feature Administrators and Customer Administrators enable this feature in Shopper Detail. - 21 -
My Account Credit Information When you enable the Allow Shopper to View Credit History checkbox, and click the Update button, this shopper has access to the page. - 22 -
My Account Quote Detail Screen Configuration My Account Quote Detail Screen Configuration Audience: Administrators B2B Seller Minimum Level: Advanced Enterprise Systems: All Enabled by Default: Yes A new screen configuration page has been added to My Account Screen Configuration. This page allows you to configure the Quote detail page that displays when a shopper clicks a quote number from the My Account> Open Quote page. This page controls the functions that allow the shopper to convert the quote to an order. - 23 -
My Account Quote Detail Screen Configuration Field: Description: Item Code Label Description Label Unit Size Unit Label Order Quantity Label Select Item to Order Checkbox Label The text for the identifier for the item number or code. The text for the identifier for the description of the item. The text for the size of the unit of measure. The text for the unit of measure for the item. The text for the order quantity. The text for the checkbox that indicates that the shopper wants to convert this quoted item to an order. - 24 -
Complete Quote Checkbox Field: Select Item to Order Quantity Label Add to Cart Image Name Print Page Label Checkout Description Search Again Label Description: The text for the box that indicates how many of the units of the item the shopper wants to order. The path to the image that indicates you want to add this item to the shopping cart. The text for the link that allows the shopper to print the page. The text that appears at the bottom of the page that instructs the shopper what to do to submit the order. The text for the link that allows the shopper to return to the My Accounts page to search for more. Enter checks in the boxes marked Display for information that you want to display in your list. 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 Quote Number to display on the page first, enter 1 in the box marked Order on the Quote Number line. If you want the Quote Date to display next, enter 2 in the box marked Order on the Quote Date line. If you want shoppers to be able to sort quotes by the columns indicated in the order indicated, check the Sort box. 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. Complete Quote Checkbox Audience: Administrators B2B Seller Minimum Level: Advanced Enterprise Systems: Prophet 21 only, v. 12.4 or later Enabled by Default: No A new checkbox, Mark Quote Lines as Complete, has been added to Open Quote Detail Screen Configuration. - 25 -
Quote to Order and Ship/Bill Page Combined When this checkbox is enabled, order lines converted from a quote in B2B Seller count towards the total items that complete a quote in Prophet 21. When a quote line has been completely converted to an order, the quantity to convert box not longer displays for the line. When all the lines on a quote have been converted to an order, the quote will no longer display as an open quote in B2B Seller. Note: You can change the quote complete checkbox in Prophet 21 so the quote be available again. Quote to Order and Ship/Bill Page Combined Audience: Shoppers and Administrators B2B Seller minimum level: Advanced Enterprise systems: All Enabled by default: Yes When a shopper converts a quote to an order on the Web site from My Account Open Quote Detail, the Shipping Information page displays at the bottom of the Quote Detail page. This makes one less step in the process. - 26 -
My Account Recent Orders Screen Configuration Options My Account Recent Orders Screen Configuration Options Audience: Administrators B2B Seller Minimum Level: Advanced - 27 -
My Account Recent Orders Screen Configuration Options Enterprise Systems: All Enabled by Default: Yes The Recent Orders list that shoppers view when accessing My Accounts can now be configured by administrators in the same way that other My Accounts Reports are configured using an Admin page. In addition, the purchase order number field can be configured to display on the page. Previously,this field was not available. A new screen configuration page for My Account Profile allows you to determine the column label for the list of recent orders and whether this column displays. - 28 -
Tracking Numbers in Order and Invoice Detail Navigation Path: Admin > System Settings > My Account Screen Configuration > My Account Profile 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. 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. Tracking Numbers in Order and Invoice Detail Audience: Shoppers and Administrators B2B Seller Minimum Level: Advanced Enterprise Systems: Prophet 21 v 12.4 or higher Enabled by Default: Yes - 29 -
Tracking Numbers in Order and Invoice Detail Shoppers can now click a tracking number on their My Account Order Detail as well as the My Account Invoice Detail pages to view tracking information for their shipments. The carriers available for this feature now include the United States Postal Service (USPS), United Parcel (UPS), and DHL in addition to the previously offered Federal Express (Fedex). While this functionality is primarily supplied by your enterprise system, administrators should confirm that they have entered the carriers they use on the Web site on the Shipping Methods Admin page. The carrier name field in the enterprise system (including those in Clippership) must include the following text: UPS matched if carrier name text contains UPS or UNITEDPARCEL once any spaces are removed by the system FedEx matched if carrier name text contains FEDEX or "FEDERALEXPRESS once any spaces are removed by the system USPS matched if carrier name text contains "USPS" or UNITEDSTATESPOSTAL once any spaces are removed by the system DHL matched if carrier name text contains DHL once any spaces are removed by the system - 30 -
Shopper's Name on Ship/Bill Page Viewed in Prophet 21 Shopper's Name on Ship/Bill Page Viewed in Prophet 21 Audience: Administrators B2B Seller Minimum Level: Advanced Enterprise Systems: Prophet 21 only (version 12.4 or higher) Enabled by Default: No The shopper's first and last name, entered on the Ship /Bill page when checking out, can now be imported into the Prophet 21 system even if it is different than the contact name. The information is imported to a Placed By Name field on the order in Prophet 21. This field is added to Order Entry using the Field Chooser functionality in DynaChange Screen Designer. - 31 -
Quote and Web Reference Number Imported into Prophet 21 Tip! You can position this field anywhere in the Order Entry header, change the name of the field, and even format it differently using the Field Chooser functionality. To do this: 1. Open Order Entry. 2. Use the right mouse button menu to open DynaChange Screen Designer. 3. While in Screen Designer, use the right mouse button menu to open Field Chooser. 4. Drag the Ship To Name field to the appropriate area of the Order Entry 5. Enter the roles and/or users you want to assign to this DynaChange version. 6. Enter a DynaChange version name and comment. 7. Save the window. When the designated users next open the window, they can use the added field. When creating documents such as packing lists and shipping labels, you can choose this information from the data stream to incorporate into the document. Quote and Web Reference Number Imported into Prophet 21 Audience: Administrators B2B Seller Minimum Level: Advanced Enterprise Systems: Prophet 21 only, v. 12.4 or later Enabled by Default: Yes When a shopper converts a quote to an order on the Web site, a quote number and Web reference number are now exported into Prophet 21. The quote number displays in the Source ID field in Order Entry. - 32 -
Quote and Web Reference Number Imported into Prophet 21 The Web Reference Number displays only if you have added it using the Field Chooser functionality. It are not included in the base field chooser field list and must be added using the instructions below: Adding the Web Reference Number to Field Chooser in Prophet 21 Use the following instructions to add a field to Field Chooser if that field already exists in a table that is updated in the window. Steps marked with a * are required. 1. *Open the tab to which you want to add the field. 2. *Right-click the tab and select DynaChange Designer > Screen Designer from the context menu. 3. *Select the version to which you want to add the field, or click New to create a new version. Note: If you do not have any version for this screen, then DynaChange Screen Designer will automatically open a new version. 4. *Right-click the designer and select Field Chooser from the context menu. 5. Check to see if the field you want to add is already in the Field Chooser. 6. *Click the New... button. The New Field dialog opens. 7. *From the Field Type drop-down menu, select Existing Column. 8. *Click Edit. The Select Database Column dialog opens. - 33 -
Free Shipping Option on Web Orders 9. *From the Table Name drop-down menu, select the table from which you would like to add a column. The Table Name drop-down field populates with the tables available in the tab. In the case of the Web Reference number, the table is oe_header. Tip! In some cases, you will see multiple tables with very similar names, each with a name in parentheses after it. These are table aliases. For more information, see Table Aliases below. 10. *From the Column Name drop-down menu, select the column you would like to add. The Column Name drop-down field populates with the columns from that table. Only columns that do not already exist in the Field Chooser or on the tab are available to add. In this case, the column is web_reference_no. Tip! You can see a brief description of a column in the drop-down by hovering your mouse over it until a tooltip appears. 11. *Click OK. You return to the New Field dialog, and the table_name.column_name appears in the Field Name field. 12. *Click OK. The column is added to Field Chooser and you can drag it onto your screen. Table Aliases In some cases, a table may be joined more than once for a tab using an alias. If this is the case, you will see the table name in parentheses after some version of the name (for example, you may see address_a (address) and address_b (address). While each table is the same, you may see different data from fields depending on which join the alias uses. For example, if address_b joins using oe_hdr.customer_id, when you place the address.id column on the screen, you will see the customer's address ID, and not the location address ID. If you want to see the address ID for location, you would have to use the address_a, which joins using oe_hdr.location_id, You can find which aliases join on which tables by right-clicking the tab and selecting Help > SQL Information > More > SQL. Look for the alias for the table and find what the join is for it. Free Shipping Option on Web Orders Audience: Shoppers and Administrators B2B Seller minimum level: Advanced Enterprise systems: Prophet 21 v 12.5 or higher Enabled by default: No - 34 -
Free Shipping Option on Web Orders Prophet 21 allows you to specify a freight code in Freight Code Maintenance that provides for free shipping for orders on your Web site that are above a specified dollar amount. You can display messages on the Shipping and Billing page of the shopping cart that tells the shoppers if they have reached the free shipping threshold or how much more they must buy get free shipping. The ship to associated with the logged on shopper in B2B Seller controls the threshold for the free shipping. Free shipping is not available for orders with a manual ship to. To use this feature, set up a freight code in Prophet 21 that allows a free freight threshold for Outgoing Web Orders, and use it with ship to addresses associated with the shoppers on your Web site. (This can be an attribute of an existing freight code; it does not have to be a separate freight code.) - 35 -
Free Shipping Option on Web Orders Navigation Path: Orders > Order Processing > System > Freight Code Maintenance Minimum for Free Freight field is only available when the Customer pays outgoing freight field is enabled. Web orders are those where the Order Source as displayed in the Order Entry window is set to estore; in other words, those orders that are imported from B2B Seller. The dollar amount specified is compared to the Total Sales Amount on the Order or Shipment (according to the Free Freight Based On field). The Sales Amount does not include tax, freight, or Other Charge Items. Only those carriers listed on the Carriers for Freight Minimums tab are eligible for free freight. The carrier listed here must be available on your Web site. - 36 -
Free Shipping Option on Web Orders Freight codes are applied on the Ship To level to customers on the OE Options tab in Ship To Maintenance, using the Default Freight Code field. Navigation Path: Accounting > Accounts Receivable > Maintenance > Ship To Maintenance The messages for free freight are configured on the ShipBill Information Configuration page. - 37 -
Free Shipping Option on Web Orders Navigation Path: Admin > System Settings > Screen Configuration > Ship Bill Information Field: Display Free Shipping Message Free Shipping Message Description: Activates the feature and displays the messages below on the Ship Bill Information page On - The feature is activated and the messages below display for logged on shoppers. Off - The feature is not activated. This is the default. The message that displays until the shopper meets the free shipping threshold. You can use a token @@FREESHIPPINGAMOUNT in the message to insert the amount shoppers need to buy to get free freight. For example if you use the message "Add $@@F- REESHIPPINGAMOUNT worth of items to get free shipping." The token will be replaced by the amount the shopper needs to buy to reach the free shipping threshold. - 38 -
Save Free-Form Ship To Address for Future Use Field: Description: Order Qualifies for Free Shipping Message The message that displays once the shopper reaches the free shipping threshold. For example, you could use the message "This order qualifies for free shipping." Save Free-Form Ship To Address for Future Use Audience: Shoppers and Administrators B2B Seller Minimum Level: Advanced Enterprise Systems: Prophet 21 v. 12.4 Enabled by Default: No Shoppers that are logged in can be allowed to enter a free-form shipping address at the time of checkout. These manually entered addresses can now be saved as valid ship to records for future use by shoppers from this customer. The shopper saves the newly entered address simply by checking a checkbox on the Shipping/Billing page. - 39 -
Save Free-Form Ship To Address for Future Use Administrators can enable or disable this feature with a setting on the screen configuration page for the Shipping and Billing page and can also edit the text for the label that displays. - 40 -
Save Free-Form Ship To Address for Future Use Navigation Path: Admin > System Settings > Screen Configuration > ShipBill Information Field: Allow Shoppers to Save Ship-To Save Ship-To Label Description: Determines if the ship to address is saved for logged-in shoppers. On - Logged-in shoppers have the option to save a free form ship-to address that is imported into the system for this order and a ship to record is created. Off - While logged in shoppers can create a free-form ship to address, it is not saved in the system for later use. The text that displays for the checkbox on the Shipping and Billing page that determines if this ship-to address is saved. When the feature is enabled, the following fields in the Ship To address are required: First Name Last Name Address1 City State Zip - 41 -
Salesreps Can View and Edit Gross Profit in Shopping Cart Salesreps Can View and Edit Gross Profit in Shopping Cart Audience: Salesreps and Administrators B2B Seller Minimum Level: Advanced Enterprise Systems: Prophet 21 only, v. 12.4 or later Enabled by Default: No Shoppers assigned to the special role of Salesman can now view gross profit percentages of each line item in the RFQ cart and the shopping cart, as well as a total gross profit of the entire cart. Administrators can also allow the salesrep to edit the percentage on each line item to affect the price of the item when the cart is updated. - 42 -
Salesreps Can View and Edit Gross Profit in Shopping Cart Gross Profit is defined as Unit Price minus Unit Cost and the percentage for each line items is calculated as: (Gross Profit/Unit Price) * Order Quantity The Administrator chooses the unit cost basis on the shopping cart Screen Configuration from Standard, Supplier, and Default System Cost. The Display checkboxes determine whether the fields display for salesmen on the shopping cart detail. In addition, there are fields on this page to change the labels for the Unit Cost, Gross Profit Percentage and Total Gross Profit fields. Similar fields exist for changing the labels on the RFQ Cart. This feature is enabled for each salesrep that you want to have this ability on the Shopper Detail page by checking the Allow user to edit price/gross profit percentage checkbox. - 43 -
Salesreps Can View and Edit Gross Profit in Shopping Cart Note: Web discounts default to the initial price/gross profit percentage. Any modifications made to the gross profit percent override those values. The order summary and order confirmation pages only display the prices on the order, not the gross profit percentages. - 44 -
Dropdown for State and Country Dropdown for State and Country Audience: Shoppers B2B Seller Minimum Level: Advanced Enterprise Systems: All Enabled by Default: Yes To help you standardize state, province, and country abbreviations, shoppers now choose the state and country from a dropdown list throughout B2B Seller (for example in the Registration or Shipping Information page) instead of a free form text field. If the country entered is not the USA or Canada, the free form text field still applies to the state field. - 45 -
Ability to Delete Shoppers Lists Ability to Delete Shoppers Lists Audience: Shoppers and Administrators B2B Seller minimum level: Advanced Enterprise systems: All Enabled by default: Yes Shoppers can now delete the shopping lists they set up to remind themselves of frequent purchases more easily. Previously, shoppers had to empty the list by removing each item in the list. Now a button displays at the bottom of the list that empties the list of items, and deletes the list. - 46 -
Ability to Delete Shoppers Lists When the shopper clicks this button, a popup displays that notifies the shopper that the list will be deleted. - 47 -
Default Quantity in System Lists Note: The system lists set up by Administrators cannot be deleted in this manner. Only Administrators can delete these lists. Administrators can configure this message on the My Accounts Shopping List configuration page. Navigation Path: Admin > System Settings > Screen Configuration > My Account Shopping List Detail Default Quantity in System Lists Audience: Administrators B2B Seller minimum level: Advanced Enterprise systems: All Enabled by default: Yes Shoppers can now modify the default quantity in system shopping lists on the System List Detail page, accessed when you are adding an item to the list. For example, the administrator might set an item in the system list with a quantity of 1 as seen below, or they may find that in some items a default of 6 is more appropriate. - 48 -
Streamlined Import Process for Prophet 21 When the shopper adds the item to their shopping cart, they can change the quantity higher or lower as necessary. Streamlined Import Process for Prophet 21 Audience: Administrators B2B Seller minimum level: Advanced Enterprise systems: Prophet 21 Only v.12.4 or higher Enabled by default: Yes The process of importing orders and accounts receivable payments from your Web site into Prophet 21 has been streamlined. Previously behind the scenes, the system components converted the OrderImport xml document from the Web site into a tab delimited text file. The process then "dropped" the text file into the Active polling folder where the Scheduled Import Service Manager (SISM) picked it up and imported it into Prophet 21. These components have been modified to send the OrderImport XML document directly into a Prophet 21 table, whereby the SISM will now convert the document into the format required by Prophet 21 directly from the table. The SISM will continue to write errors and suspense files as it used to, however you will no longer see the text files in the polling folders. - 49 -
Streamlined Import Process for Prophet 21 If you already use the Scheduled Import Service Manager to import your orders and/or payments from B2B Seller, the streamlined process will use your existing folders and paths. No set up changes are necessary. If you have not yet set up the Scheduled Import Service Manger to accept the import of orders, accounts receivable payments, or both, use the following instructions to set up these imports. Setting up a Scheduled Import for Orders and/or AR Payments Begin by setting up your Scheduled Import Service. Navigation Path: Setup > Imports > Maintenance > Scheduled Import Service Setup Setting Up a Scheduled Import for Sales Orders - 50 -
Streamlined Import Process for Prophet 21 Note: If import file type descriptions in the list are duplicated, contact Prophet 21 Support. Do not set up duplicate prefixes in this list. Field: Description: Type of Import Transaction Set ID Source File Polling Path Transaction Summary File Path Transaction Suspense File Path Transaction Error File Path Transaction Log File Path Order Header File Prefix Order Line File Prefix Remittances File Prefix Credit Card File Prefix Header Note Area Prefix Header Note Line Area Prefix Choose B2B Seller Choose Sales Order Enter or browse to C:\Polling Enter or browse to C:\Polling\Summary Enter or browse to C:\Polling\Suspense Enter or browse to C:\Polling\Error Enter or browse to C:\Polling\Log Enter WOH. This is required. Enter WOL This is required. Enter REM This is only required if you accept payments for your orders on the Web site. Enter CCARD. This is only required if you accept credit cards for payments of sales orders. Enter OHAREA. This is only required if you import order notes. (Both the note area and line are then required.) Enter OLAREA. This is only required if you import order notes. 1. On the Setup Form View tab, select B2B Seller for the Type of Import and Sales Order for the Transaction Set ID. 2. Enter C:\Polling for the Source File Polling Path location either manually or by selecting the Browse icon to the right of the field. This opens a popup window that allows you to map to the necessary directory. 3. Repeat entering paths for the Transaction Summary File Path (C:\Polling\Summary), Transaction Suspense File Path (C:\Polling\Suspense), Transaction Error File Path (C:\Polling\Error), and Transaction Log File Path (C:\Polling\Log) fields. - 51 -
Streamlined Import Process for Prophet 21 4. Select the Active checkbox if you want the system to process the files according to the instructions on the window. 5. On the Setup Details List View tab, enter the Import File Prefix Code for the required Order Header File and the Order Line File Import File Type Descriptions. You may use the suggested prefixes above, or may use your own. Prefixes must be unique for the import to be successful. If your orders contain remittances, credit cards, header or order line note data, enter prefixes for the optional Import File Type Descriptions on the tab as shown above. 6. Save the record. You can update the record or deselect the Active checkbox if you do not want to begin the import at this time. If you also want to import Accounts Receivable Payments made to your Web site, continue with setting up the import for these payments below. If not, close the Schedule Import Setup window and skip to the section of these instructions entitled Starting the Schedule Service Import Manager on page 55. - 52 -
Streamlined Import Process for Prophet 21 Setting Up a Scheduled Import for Accounts Receivable Payments Field: Description: Type of Import Transaction Set ID Source File Polling Path Transaction Summary File Path Transaction Suspense File Path Choose B2B Seller Choose AR Payment Enter or browse to C:\Polling Enter or browse to C:\Polling\Summary Enter or browse to C:\Polling\Suspense - 53 -
Streamlined Import Process for Prophet 21 Field: Description: Transaction Error File Path Transaction Log File Path AR Payment Header File Prefix AR Payment Receipt File Prefix AR Payment Line File Prefix Credit Card Holder File Prefix Enter or browse to C:\Polling\Error Enter or browse to C:\Polling\Log Enter ARH Enter ARR Enter ARL Enter ARC Follow these instructions for setting up this import. 1. On the Setup Form View tab, select B2B Seller for the Type of Import and AR Payment for the Transaction Set ID. 2. Enter C:\Polling for the Source File Polling Path location either manually or by selecting the Browse icon to the right of the field. This opens a popup window that allows you to map to the necessary directory. 3. Repeat entering paths for the Transaction Summary File Path (C:\Polling\Summary), Transaction Suspense File Path (C:\Polling\Suspense), Transaction Error File Path (C:\Polling\Error), and Transaction Log File Path (C:\Polling\Log) fields. 4. Select the Active checkbox if you want the system to process the files according to the instructions on the window. 5. On the Setup Details List View tab, enter the Import File Prefix Code for the required AR Payment Header, AR Payment Receipt, AR Payment Line, and Credit Card Holder Import File Type Descriptions. You may use the suggested prefixes above, or may use your own. Again, prefixes must be unique for the import to be successful. 6. Save the record. You can update the record or deselect the Active checkbox if you do not want to begin the import at this time. 7. Close the Scheduled Order Service Setup window. - 54 -
Software Version Admin Page Enhanced Starting the Schedule Service Import Manager Important! You only need to enter the import setup information once. Once you save the record, it remains in the system and all files are processed using those instructions as long as the SISM is running. You may edit or create new records if necessary in the same manner. Once Setup is complete, start the Schedule Import Service Manager: 1. From the Imports Maintenance menu, select Scheduled Import Service Manager. 2. Enter a time interval that you want the SISM to search for imports in the Interval field. The default is 10 seconds. 3. Click the Start button. The SISM searches for imports at the interval you set. 4. If you want stop the import process at any point, click the Stop button. Software Version Admin Page Enhanced Audience: Administrators B2B Seller Minimum Level: Advanced Enterprise Systems: Prophet 21 v. 12.5 Enabled by Default: Yes The Software Version page available to administrators has been enhanced to provide additional information including the name of the database, SQL server and SQL user used by the DTS. Using this information, you can be sure that your Web site is not still using the "play" database that you may have set up when configuring your Web site. The enhanced page looks like this: - 55 -
Software Version Admin Page Enhanced New fields are: Field: Application Database Version Component Version Database Name SQL Instance Name EA Server Name Description: Your enterprise system software. The version of the enterprise system. The version of scripts on your enterprise system. The database name of your enterprise system The name of your SQL server. The name of the machine used as your EA server. - 56 -
Link to B2B Seller Documentation on Admin Page Field: Description: P21 Database Name SQL Instance Name SQL User The name of the Prophet 21 database being used by the Web site. This indicates whether you are using your "play" database during setup or "live" database to run your Web site. The name of the SQL server used in database transfer. The name the B2B Seller uses to log into the SQL server for database transfer. Link to B2B Seller Documentation on Admin Page Audience: Administrators B2B Seller minimum level: Advanced Enterprise systems: All Enabled by default: Yes To make it easier to locate and use the full documentation for B2B Seller, a link has been placed on the Admin page. Clicking this link provides you a shortcut to the B2B Seller Documentation on the Activant Customer Web Site. - 57 -
Link to B2B Seller Documentation on Admin Page This page offers links to the recent s and the latest version of the B2B Seller Web Site manual in PDF form. - 58 -
Element Credit Card Defaults by Shopper/Contact ID If you want to download these manuals to your PC or network, click the link to open the file and chose Save As Copy from the File menu of your PDF reader application. Element Credit Card Defaults by Shopper/Contact ID Audience: Shoppers and Administrators B2B Seller minimum level: B2B/B2C Enterprise systems: Prophet 21 v. 12.4 or higher Enabled by default: Yes If you have set up Element Credit Card information on the contact ID level in Prophet 21 for a customer, this is now the default Card Type shown when the shopper associated with that contact ID pays by credit card. The shopper does not want to use this card, he can choose the other credit card listed (from the payment account set up in Prophet 21 on the customer level), or choose Add New Card to enter a new card that is not previously set up. - 59 -
Service and Maintenance Integration Service and Maintenance Integration Audience: Shoppers B2B Seller minimum level: Advanced Enterprise systems: Prophet 21 Only v.12.0 or higher, with the Service and Maintenance Direct Catalog feature Enabled by default: Yes Service and Maintenance capabilities, added to Prophet 21 in version 12.0, 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. 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. - 60 -
Service and Maintenance Integration How This Works Two new links, Service History and Request for Service, have been added to the My Account Profile page. 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. - 61 -
Service and Maintenance Integration 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. - 62 -
Service and Maintenance Integration This request is emailed to the distributor in a format similar to the following: - 63 -
Service and Maintenance Integration My Account Open Orders Select Page The My Account Open Orders Select page allows shoppers to select Merchandise or Service Order detail to view. 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. - 64 -
Service and Maintenance Integration 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. 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 Order Date PO # The required date of the order. The order date. 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. - 65 -
Service and Maintenance Integration 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. 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. 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. Shoppers can export the results of this search to a Microsoft(R) Excel Spreadsheet. - 66 -
Service and Maintenance Integration 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. By default, the following fields display on this list: Field: Expiration Date Quote # PO # Require Date Order Date Description: The date upon which the quote is no longer valid. The reference number for the quote. The Purchase Order number for the quote. The date the service is required for this quote. The order date 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. 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 page allows shoppers to report history of service work performed by the distributor on equipment owned by the customer. - 67 -
Service and Maintenance Integration 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: Date Range Display Purchases By Specific Item Item Range Description: Start and End fields allow shoppers to limit results to a specific date range. Specific Item (default) Item Range Specific Customer Part Number Customer Part Number Range Vendor Invoice Number 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. Shoppers can enter a range of Item IDs to limit the results to invoiced Service Item ID within this range. - 68 -
Service and Maintenance Integration Field: Description: Specific Part Number Customer Part Number Range Vendor Invoice Item ID Serial 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. Shoppers can enter a range of Customer Part Numbers to limit the results to invoiced Service Item ID within this range. Shoppers can enter a specific vendor to limit the results. Shoppers can enter an invoice to limit the results. This is the Item ID and Serial Number used in the above parameters. This is the Serial Number used in the above parameters. My Account Customer Service History Results derived from the Customer History Parameters are displayed after the shopper clicks the Submit button: Search For Field: Description: This displays your search parameters for reference. Note that shoppers can also export this search to Microsoft Excel and/or print the page. - 69 -
Service and Maintenance Integration Field: Description: Item ID Item Description Customer Part Number Serial Number Last Invoice Date Total Invoice Total Extended Price Page Numbers 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. The description associated with the item returned displays below it for reference. If one exists, the part number associated with the Item ID and Customer combination displays 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. Shoppers can change the sort criteria by clicking the column headings. The Serial Number is a link that when clicked, displays more invoice detail. Indicates the most recent invoice date for this Service Item/Serial Number combination. 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. Indicates the total extended price of all invoiced serviced lines for the Service Item/Serial Number combination within the parameters entered. 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. - 70 -
Catalog Reference Upload Catalog Reference Upload Audience: Administrators B2B Seller Minimum Level: Advanced Enterprise Systems: All Enabled by Default: No If you prefer to use images and specifications from a manufacturer's catalog, such as the J & M Technologies catalog on your Web site, you can now upload a file that references links to the URL for these images and specifications for specified items. This is intended for images and specifications or descriptions that are hosted as pages on a Web server. When this file is uploaded, your B2B Seller Web site displays these catalog images and specifications in searches and item detail. The file must be a four-column tab-delimited text file with the following format: Column: Description: A B C D Item code or number The URL for the thumbnail image of the item. This is displayed when the item is returned in a search. The URL for the detail image of the item. This is displayed on the item detail page. The URL for the item specification or description. This is displayed on the item detail page. An administration page, Catalog Reference Upload, is now available to upload the file. You can also use the page to upload changes to the file. (J & M Technologies does not do this for you automatically.) - 71 -
Catalog Reference Upload Navigation Path: Admin > Catalog Reference Upload Here is how to use this page: 1. Begin by creating a text file as instructed above. 2. On the Catalog Reference Upload page in B2B Seller, use the Browse button to locate the file on your network. 3. Choose whether to upload and rewrite the entire file (complete file upload) or just the items that have changed (incremental file upload). 4. Use the Update button to upload the file. The changes are made to your Web site as soon as the file upload is complete. Note that you can use the Download button to download a copy of the file if necessary. - 72 -
Prophet 21 System Setting Added for Lot Requirements Prophet 21 System Setting Added for Lot Requirements Audience: Administrators B2B Seller Minimum Level: Advanced Enterprise Systems: Prophet 21 only (version 12.3 or higher) Enabled by Default: No A system setting, Use Lot Requirements when Importing Orders, has been added to the Prophet 21 system to that allows Prophet 21 to ignore lot requirements when importing B2B Seller orders. You may have gotten errors when importing orders entered on your Web site because Prophet 21 was set to require lot selection when entering orders because your Web customers do not specify a lot. This setting prevents these errors. Navigation Path: Setup > System Setup > Settings > Inventory Management > Serials Lots and Bins Defaults This setting determines if lot information is required to successfully import orders if the system setting to Require Lot Assignments for Allocated Quantities is enabled and the Automatically Assign Lots to Allocated Quantities is not enabled. (Both of these settings are also on this page.) Here is how these three settings work together when lots are not available for imported orders (as is the case with B2B Seller or Trading Partner Connect/EDI orders): - 73 -