This function lets you do the following:

  • View all device orders of the selected dealer.
  • Create device orders.

Device orders list

The list includes all device orders of the selected dealer. You can:

  • Search for specific orders and view, edit, or delete orders.
  • You may also create a new order.
To search for device orders,
  1. Go to Device > Device orders.
  2. Use the search option to search for your orders. You can use the web order ID, sales order# dealer reference, and status. Also, you can sort the order by clicking on the respective header.
  3. To view the details of an order, select the respective view icon.
  4. To edit a draft order, select the respective Edit icon.
    Sample device order list:

    Sample order: 

    Note: The Line status column lets you monitor the status of each line separately.

Create a device order

Creation involves the following processes:

  • Add order details
  • Add order lines (select brand, class, and model).
  • Add order lines (select configuration).
  • Add order lines (select accessories).
  • Check, submit, and confirm order
To create a device order,
  1. Go to Device > Device Orders.
  2. Select 'Create Order'.
  3. To add order details:
    In the Order Details screen, add the order details.

    Note: The 'Order type', 'Mode of delivery', and 'Address' are mandatory.
  4. In the General section, select the type of order that you want to create.
    Note: The Order type field is mapped to the Order pool in Annata D365. You can set up the order pool for each order type in D365 as shown below.

    Select the device order create and click on the even action edit icon.
    In the parameters, you have option to select the order pool for each order type.
  5. When you select 'Consignment warehouse', the system will create a transfer order to the consignment warehouse of the specified dealer. 
  6. For example: 
    • Order type: Consignment warehouse - Only the transfer order will be created
    • Order type: other than Consignment warehouse - The sales order will be created. If the device warehouse is not in the dealer’s consignment warehouse, then a transfer order will be created automatically
  7. In the Contacts section, enter the contact details.
    Note: The system will store the contact details in the Sales order details form (Sales order tab/Attachments section: Notes) in the Annata D365. Annata D365 users will be able to view the contact details of the dealer who created a particular order.
  8. In the Delivery section, select the mode of delivery and the requested shipping and delivery date.
  9. In the Address section, select the address of the existing dealer recorded in Annata D365. To enter a new address, select 'Other'.
    Note: The newly added address will be displayed in the sales order of Annata D365 only. The dealer record in Annata D365 will not be updated.
  10. Select 'Next' to continue.
  11. To add order lines:
    In the Order Lines screen, add a line by selecting 'Add Line'.
  12. In the Create Device Order Line screen, select the brand, class, and model.
    Note: Once you select a class and model, you will see a list of available devices. This allows you to see the lifecycle status for specific models, classes and to see at a glance how many devices of that class are at a particular status.
  13. Select a configuration 


    Note: The list is by device lifecycles and categories: Campaign, Ordered, In Shipping, In Stock, Consignment, and Fleet. If the device is not in stock, the system will still create the backorders in Annata D365. It is unnecessary to select a specific device number because the system will select a device automatically according to its life cycle stage. The priority of device selection is a combination of all the following conditions:
    1.  (a) Earliest Purchase Delivery date
    2.  (b) Purchase status is other than ‘None’
    3.  (c) Sales order status is ‘None’.
    4. Display on Web is “ON” on each device. Only the devices displayed on the Web will be considered. 
  14. Select a configuration (for 'Consignment warehouse' order type).

    The system will disable the select button which is not in stock. You can notice that some of the configuration select buttons are disabled even though there is a stock count. This is because those are already reserved or may be assigned on the sales order in D365.
  15. Select accessories.

    Note: After selecting a device configuration, you will see the list of device accessories. The accessories are set up in the Supplementary items menu in Annata D365. The system will pre-select the mandatory accessories. If required, deselect them. Free of charge accessories are marked with a tick and the unit price will always be ‘0.00’ for those free of charge.
  16. Select 'Next' to continue adding the device to the order line.

    Note: The system will populate the basic information of the order line such as the pricing and discounts, automatically. The system will use the dealer pricing in Annata D365 to determine the pricing in the order line. You can change the quantity,if required. Changing the quantity will change the unit price, discount, discount %, and finally the Total price accordingly. These values are subjected to the values configured in the trade agreement journal from Annata D365. To delete a line, select the Delete icon at the respective line.
  17. To add more order lines, click on Add line and follow the same steps.
  18. To check order summary:
    In the Order Summary screen, check your order.

    Note: The 'Your order' section shows the total amount of all order lines and the details of each order line. The total amount excludes the shipping and handling fees. If the handling fees are added in F&O, the system will display those charges once the sync is completed.
  19. To delete an order before submission, click on the delete button.
  20. To submit order:
    To submit the order now, select 'Finish'.
    If the 'Mandatory credit limit' setting is turned on in D365, the system will perform a credit limit check once you select 'Finish'. If the order amount exceeds the amount specified in Annata D365, the system will notify you with an error message. If the setting is turned off, the system will prompt for confirmation to submit the order.
  21. To confirm submitting the order, select 'Submit'.
    Note: The system will create the order in Annata D365. If the submission is successful, a message will inform you accordingly and provide the Web order ID for dealer reference. If the submission is unsuccessful, the system will create a log in the Annata D365 document queue, and also error message will be displayed to the user. During the Device order submission, if there is no stock available, the system will create only the Sales order with the order line without the device number (Backorder device).
    To submit the order later, select 'Save & Close' which will save the order in draft status.

Statuses of device orders

The status is updated according to Annata D365. 

Notes:

  • Draft records are editable. 
  • Records in statuses other than Draft can only be viewed. 

Depending on the order type and device availability, a sales order or a transfer order will be created.

The following table lists and describes all the available statuses for sales orders:

Annata D365

Status (Dealer Portal)

Description

-

Draft

The order is created in Dealer Portal but not yet submitted to Annata D365. 

-

Submitted

The order has been submitted to Annata D365.

Open order

Open order

The requested order has been created in Annata D365.

Delivered

Delivered

The order is shipped.

Invoiced

Invoiced

The order is invoiced.

Canceled

Canceled

The order is canceled.

The following table lists and describes all the available statuses for consignment orders:

Annata D365

Status (Dealer Portal)

Description

-

Draft

The order is created in Dealer Portal but not yet submitted to Annata D365. 

-

Submitted

The order has been submitted to Annata D365.

Canceled

Canceled

The order is canceled.

Ordered

Ordered

The transfer order has been created in Annata D365.

Waiting approval

Waiting approval

The transfer order is waiting for approval.

Approved

Approved

The transfer order is approved.

Requested

Requested

The transfer order is requested

In transit

In transit

The order is in transit.

Transferred

Transferred

The order I transferred to the consignment warehouse.

Rejected

Rejected

The transfer order is rejected.