Order Management
      Back to home
      1. Internal Help Center
      2. Website/E-commerce Support
      3. Order Management

      How to Identify and Import an E-Commerce 'Offline Quote Order New Part'

      When a customer orders a part that didn’t originate on the website, the part’s owning location will get an email notification. This includes quote requests or offline orders. To import the order into Visual, follow these steps:

      How to Import an eCommerce 'Offline Quote Order New Part" Into Visual 

      Step 1. Receive an email notification that a new offline quote order with new part has been placed for your location. 

      Step 2. Open Visual to the Customer Order Entry screen. Click on the Craft icon. Craft is our ecommerce website software. 

      Step 3. Filter the results by site. This will allow you to see ecommerce orders placed for your location only. An offline quote order with new part will appear highlighted in orange by default to indicate it is a special type of order

       An order from an offline quote that already has a part created will appear similar to a standard eCommerce order, but the order number has the prefix EOQ. 

      Step 4.   When you find the order, highlight the line and right click on the order line under Visual Order ID and select Craft Order Detail. You can log in and view important information about the order similar to importing an Ecommerce order.

      Step 5.  Log in to Craft.

        After logging in, you will be sent directly to the order you selected in Visual 

      Step 6. View the order details and fill in any missing information.

      Note: Craft contains all the information on the customer’s order that was automatically filled in by the website. However, some information may be missing, and you can fill in any such information at this time. For example, if the customer already has an account, the Visual Customer ID may be missing in the Craft Order. Enter this information in this step.

      Step 7. Highlight the order line, then select “Import” at the bottom of the screen.

      Step 8. Confirm the customer ID, note the warnings about the part and create the order.

      • While the order is importing into visual, a pop-up with all appear to confirm customer ID stating “Confirm Match”. Review the popup to confirm the customer ID or to populate a new ID. Click “OK” when finished
      • A second popup will appear asking if you'd like to create the order. You will see that there is a custom part in the order
      • A final warning popup will appear to notify you that the part was not found in Visual. You will still be able to import the order.
      • All e-commerce offline quote order with new parts will be imported into Visual in an “On Hold” state by default.

      • Once imported, a popup with the finalized order number will appear. It will begin with EQN to connote the type of order it is.
          

      Step 9.  For the new part that does not yet exist in Visual, return to Visual and navigate to Part Maintenance to create the part number. Be sure to follow your site's specific guidelines for part creation. Once the new part has been created, attach it to the original quote in the Visual Estimating window to ensure the order can be processed correctly. 

      MAKE SURE TO MARK QUOTE AS WON IF NOT ALREADY DONE.

       

      Step 10. Complete the order processing in Visual.

      • Use the Customer Order Filter and enter “EOQ or EQN” to locate offline orders. Close the filter and double click the order line to open. The order will then populate in Customer Order Entry.

      • Note: The easiest way to search for eCommerce / web offline orders is by entering E% in the order ID field in Visual. This will filter and display all orders beginning with “E,” allowing you to quickly identify the order. It will import in “On Hold” status.

      • Step 11. Confirm the order details and proceed with your standard order entry process.

      • Compare the order details in Visual with those in Craft to ensure they are correct.
      • Process the order. Many location update the order by filling in fields (if not already populated by ecommerce entry) such as Order Entered By, PO Received Date, and line item Ship Dates.
      • If the order was converted from a quote (order numbers beginning with EQ), make sure the purchase order matches the quote and confirm that payment has been accounted for and the order is ready to go to production before releasing.
      • The order should not be released until the part is engineered and all payment terms are confirmed.

      •  Once you have finished processing the imported offline order, update the order status to “Released”. 

      Please reach out to Julia Hartley if you have any questions

      Email