This function lets you:

  • Create new parts orders.
  • Edit parts orders.
  • View all parts orders.

Parts orders list

To search for parts orders, 
  1. Go to Parts > Parts orders.
  1. To search for specific orders, search by Web order ID, Sales Order #, and Dealer reference #.
Tip: Sort the order list by clicking on the respective header.
  1. To view, edit or delete an order, select the respective icon on each order line.

Create parts orders

Creation involves the following processes:

  • Add order header details. 
  • Add order lines.
  • Review order summary
  • Submit order.    

Create a parts order

To create a parts order,
  1. Go to Parts > Parts Orders.
  2. Select 'Create Order'.
  3. To add order details:
    In the New Order screen, add the order details.

    Note: The 'Order type', 'Mode of delivery', and 'Address' are mandatory.
    • 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.(Order type is nothing but the sales pool). When the Sales pool is selected, the default setup from Sales pool parameters from D365 will be applied during the order creation.
    • 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.
    • 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 (Customer) record in Annata D365 will not be updated.
  4. Select 'Next' to continue.
  5. To add order lines:
    In the Add Parts screen, enter a keyword to search the parts.
    Search by the part number or by part name. Search part number by using the released product item or supplier items. If the supplier item is added, the system will auto release the supplier item in D365, and the item will be added to the order line. If the supplier item has supersession, the user will get the pop-up screen to select the supersession items.

    Note: The system will create an order line for the selected part and set the default quantity to '1', but the quantity is editable. However, if the minimum quantity is set up in D365, the system will update the default quantity to the minimum quantity. The system will use the standard pricing logic from D365 to fetch the parts price
  6. you can also see the on hand quantity for each item based on the site and warehouse. to enable this feature, go to Organization administration ->Organizations ->Dealer setup -> Parameters. Turn ON Display on-hand
           
  1. you can view and select the product dimension during Parts order creation. To enable this feature, navigate to Organization administration > > Organizations > Dealer setup> Parameters -> General section. Turn ON Display product dimension. you can click on the icon to select the production dimension manually if its not specified as default dimension in D365 released products.
 

Select the icon to see the list of available production dimension to select as shown below.




 
  1. 'Alternative/replacement items':
If the entered part number contains supersession items, the system will display a pop-up screen to the user to select either an alternative or replacement item.
  1. 'Supplementary items':
    If the entered item contains supplementary items, the system will display the pop-up screen to the user to select the supplementary items.
  2. 'Bill of Material (BOM) items':
    If the entered item is a BOM item, the system will display an icon to indicate the item has BOM items. To view and explode the BOM select the respective BOM icon as shown below.
  3. If the selected part is blocked or stopped in D365, you will receive an error message and the selected part will not be added to the order lines.
  4. To add a device reference to the parts line, select the part line (either one or multiple lines) and click on Add device reference.
    You will be asked to search for the device by entering the device number or registration number.
    Once found click on confirm to add the device number.


  5. To delete a line:
    Select the Delete icon at the respective line. 
  6. Select 'Next' to continue.
  7. To check order summary:
    In the Order Summary screen, check your order.
  8. To delete order before submission:
    Select ‘Cancel’ on any screen. Then, select 'Delete' to confirm the deletion.
    Note: Deletion is not reversible. You can also delete a draft order from the Part orders list.
  9. To submit order:
    To submit the order now, select 'Finish'.
    Note:  If the 'Mandatory credit limit' setting is turned on D365, the system will perform a credit limit check once you select 'Finish'. The system will notify you with an error message or warning message based on the setup in D365. If it’s an error message, the order cannot be submitted. However, if it’s a warning message, you can still submit the order.
  10. To confirm submitting the order, select 'Submit'.
    The system will create a sale order in Annata D365. If the submission is successful, a message will inform you accordingly and provide the Web order ID for dealer reference. Also, the sales order number will be updated on the order header immediately. Your order will be in the 'Submitted' status. Once the sync job (export project) is completed in D365, the respective status of the sales order will be updated in Dealer portal. If the submission is unsuccessful, the system will display an error and it will create a log in the Annata D365 document queue with the detailed error message. 
  11. To submit the order later, select 'Save & Close'.
    The system will not create the order until you select ‘Finish’.’ Your order will be in the 'Draft' status and you can edit the order anytime and submit it.

Create a parts order for parts from product catalog

To create a parts order for parts from product catalog,
  1. To add order details, follow steps 1 to step 7 of Create a parts order.
  2. In the Add Parts screen, select 'Product Catalog'.
  3. In the Product Catalog dialog, select the required product category.
    In the loaded hierarchy tree, select the required subcategory.
    Enter a keyword in the Search Parts field to search for specific parts under the selected subcategory.
  4. Adjust the quantity of the required part. To add an order line for the part, select the respective 'Select' button.
    Note: The system is using the standard Microsoft product catalog. Based on the setup in D365, the system will display the catalog hierarchy.

Create a parts order for imported parts

For bulk orders or a specific parts list, you can create parts orders by importing parts in a CSV file format.
To create a parts order for imported parts,

 
  1. In the Add Parts screen, select the 'Import Lines' button.
  2. In the File Upload dialog, select 'Open File Browser'. Browse and upload CSV files in the correct format.
    If the file contains an incorrect part number, the system will display an error message. Also, if there are any superseded items, the system will not display the pop-up message. Instead, it will display an icon to indicate the part number has the replacement or alternative items once the lines are added to the order line successfully.

    CSV file format:
  3. To confirm uploading the file into Dealer portal, select 'Confirm'.
    Note: Upload time depends on the numbers of lines and file size. The system will create order lines for the uploaded parts lines.

Statuses of parts orders and parts order lines

The status is updated according to Annata D365. 

The following table lists and describes all the available statuses of parts orders:   

Annata D365  status

Dealer Portal status  

Description 

-

Draft 

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

Open 

Submitted  

The order has been submitted and created in Annata D365. Once the sync is completed the status of the order in the portal will be updated as open.

Delivered  

Delivered 

The order is shipped. 

Invoiced  

Invoiced 

The order is invoiced 


The status of each order line in Dealer portal is updated according to Annata D365 sales order status.

View a parts order

Once submitted, click on the view icon to view the order details. You can download the packing slips of order lines in the 'Delivered' and 'Invoiced' statuses.

  1. Go to Parts > Parts orders.
  2. Select the view icon.
  3. In the File Upload dialog, select 'Open File Browser'. Browse and upload CSV files in the correct format.
    If the file contains an incorrect part number, the system will display an error message. Also, if there are any superseded items, the system will not display the pop-up message. Instead, it will display an icon to indicate the part number has the replacement or alternative items once the lines are added to the order line successfully.
  4. Under 'Line status', you can view the line status of each line.
  5. Select the 'Download Packing Slip' button.