Applies to: RollMaster (RM) Core
Use this article as a reference for the Web Order Maintenance, including real-time flashing alerts for new internet orders, queue sorting/filtering (by Branch, Customer ID, Ship To, and Install Date), historical data tracking via the "Processed" status, inventory availability checks, line quantity adjustments, custom comment insertion, integration of client notes
Menu Path: Sales Processing > Web Order Maintenance
For other Sales Processing programs, refer to the Sales Processing module documentation.
This module will only be used by RollMaster customers who are subscribed to the PM Web Portal program. As Web Orders are placed on the internet by your clients, those Users with proper setup, will be alerted at the bottom left of the RollMaster screen with the following flashing prompt: $$$New Web Order$$$. They can then enter into this module to finish processing the Order in the system. When you enter this module, the screen will appear as follows:
As Web Orders are placed from the Web Portal program, those orders will automatically display in this screen for processing in your RollMaster system. The options at the top of the screen will allow you to sort the displayed data below so you can modify the display by Branch, Customer ID, and Ship To. The Date Range field has an additional option in the drop-down menu for Install Date, which is the date that appears in the Install Date 1 column in the screenshot above. These sort options will be helpful for narrowing down which Jobs and/or Customers need to be processed. This program will maintain historical data that can be displayed by clicking on the Processed option and you can also use the Date Range fields to further isolate your search for either Processed or Unprocessed Web Order jobs. The default for all these fields is “ALL,” so this screen will automatically display all Unprocessed jobs until you begin sorting the data by altering these fields. The Print Report option will print a list of all the Jobs displayed in this screen.
If you click on any field in a line, the system will prompt the following detailed Property Management Pending Order Inquiry screen as follows:
The buttons along the bottom will allow you to accomplish several things prior to creating a Quote or Order in RollMaster. When you first enter this screen, the Electronic Docs button will be available for use and allows you to attach scanned images, signatures, etc. to a Web Order if you have this equipment and functionality available from RollMaster. The Inventory button at the bottom left of the screen will become available if you click on an actual line number in the Ln# column. This option displays On Hand inventory for the material in the line selected as follows:
Although you cannot assign inventory from this screen, you will gain a lot of valuable information prior to creating a Quote or Order. Hit the Esc key to exit this screen and continue processing the Web Order. If you click on a material line under the Comment column, the system will display an Update Line Quantity box as follows:
You can adjust the Work Quantity and Sale Quantity fields from this box prior to converting the Web Order to a Quote or Order in the system if applicable. The Inventory button in this screen works the same as just described above. If you make any adjustments to the quantity fields be sure to click the Save button before clicking the Exit button. If you click next to a comment line under the Ln# column, all of the notes options along the bottom will become available. The Add Comment Line will allow you to add additional comment lines under each material line if applicable. This feature works the same as the Line Comments feature available from the Order Entry/Maintenance module. Also, you can click on any existing comment line to change the Type of line it is by clicking directly on that line in this screen. Additionally, you can adjust Floor Plan comment lines by clicking directly on those lines in this screen. If you wish to insert a new comment line higher up in the order, you will need to use the Add Before Comment Line button. Place the cursor in a blank field under the Ln# column next to the line you wish the new comment line to appear before and then click the button.
The Notes button is an important feature as it will display any Install or General notes your customer added from the Web Portal system among other useful functionality. You will also have access to the Preferred/Excluded Installers feature explained above. When you click on the Notes button, the system will display the following Pending Order Notes screen:
Prior to clicking the Create Quote or Create Order buttons, the final step is to determine which lines you wish to send. The lines with Web Names that were selected from the Web Portal program will automatically be selected. Any additional comments or added comments that need to be sent will need to be selected from this screen. In the Send column, you can change the status to “Y” for yes or change it back to a blank status by clicking directly on that field. Use the up and down arrow slides at the very right of the screen to access additional lines that cannot be viewed from the current screen. When all lines have been selected, you will be ready to create a Quote or an Order in RollMaster.
You only need to create a Quote from this screen if your client requires that a Proposal first be generated and approved before the order can be placed. To place an Order, click on that button and the system will first prompt an Email message that will notify the client and the salesperson, provided that setup has been completed as explained above. The system will create the order and then display the following:
If you click the Yes button, the system will place you in the Order Entry/Maintenance module in that Job. If you click the No button, you can continue in Web Order Maintenance and access the Job at a later time. If you did click the Yes button, the Order screen will display directly on top of the Property Management Pending Order Inquiry screen.