Rollmaster Web Order Maintenance Rollmaster Software 4/27/16

RollMaster Web Order Maintenance -- RollMaster Software -- 4/27/16

RollMaster Web Order Maintenance

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 Userswith applicable permission setup will be alerted at the bottom left of the RollMaster screen with the following flashing prompt: $$$New Web Order$$$. The person or persons able to process these orders will then enter into thismodule to finish processing the Order in the system. Also, an email needs to be created such as so that email alerts are sent as a backup to the notification within RollMaster. This can be helpful in the event orders come in during evening hours or over the weekend.

When you enter the Web Order Maintenancemodule, a Pending Orders Screenwill appear as follows:

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(1), Customer ID(2), and Ship To(3). This will be helpful for salespeople only wanting to process jobs for their specific customers. This program will maintain historical data that can be displayed by clicking on the Processed(4)option, and you can also use the Date Range(5)fields to further isolate your search for either Processedor UnprocessedWeb Order jobs. The Occupied(6) and Building(7), and Unit(8)fields help to further sort the data in the screen below by those columns. Click the Searchbutton to activate any changes made in any of the fields. The default for all these fields is “ALL,” so this screen will automatically display all Unprocessedjobs until you begin sorting the data by altering these fields and clicking the Searchbutton. The Print Report(9)option will print a list of all the jobs displayed in this screen.

If you click on any field within one of the columns, 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 Docsbutton 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 Inventorybutton at the bottom left of the screen will become available if you click on an actual line number, such as 001, in the Ln#column prior to a Web Orderbeing processed. This option displays On Handinventory in the Inventory Reviewscreen as follows:

You will only be able to view inventory in the screen above. Hit the Closebutton 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 Room Comment Linebox as follows:

You can adjust theArea,Work Quantity,and Installation Quantityfields from this box prior to converting the Web Order to a Quote or Order in the system, if applicable. If you make any adjustments to the quantity fields be sure to click the Savebutton before clicking the Exitbutton. If you click next to a comment line under the Ln#column, all of the Notesoptions along the bottom will become available. The AddComment Linewill allow you to add additional comment lines under each material line if applicable. This feature works the same as the Line Commentsfeature available from the Order Entry/Maintenance module. Also, you can click on any existing Comment Lineto change the Typeof line. Additionally, you can adjust Floor Plancomment 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 Linebutton. 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 Notesbutton is an important feature as it will display any Installor Generalnotes your customer added from the Web Portal system among other useful functionality. You will also have access to the Preferred/Excluded Installersfeature. When you click on the Notesbutton, the system will display the following Pending Order Notesscreen:

Prior to clicking the Create Quoteor Create Orderbuttons, the final step is to determine which lines you wish to send. The lines with Web Namesthat were selected from the Web Portal program will automatically be selected. Any additional Comment Linesor added Comments that need to be sent will need to be selected from this screen. In the Sendcolumn, 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 a Web PortalEmailMessage Selection Screenas follows:

Please Note: you will need to set up an email client such as Outlook or Mozilla in order to send emails from the Web Portal. Use the drop down arrow to select the applicable Email Messagethat will notify the client and the salesperson that the order is being processed. Click the Continuebutton to start the email send process. The system will then create an Order and display the following message:

If you click the Yesbutton, the system will place you in the Order Entry/Maintenance module in that Order. If you click the Nobutton, you can continue in Web OrderMaintenance and access the Order at a later time. If you did click the Yesbutton, the OrderMaintenancescreen will display directly on top of the Property Management Pending Order Inquiryscreen.

1 | Page