Understanding Bulk Order Enablement
This chapter provides an overview of bulk order enablement, and discusses how to:
Implement bulk order functionality.
Create bulk orders.
Understanding Bulk Order Enablement
Bulk order functionality allows a customer service representative (CSR) to place single orders for multiple recipients as part of a single transaction. For example, a department manager in a company may want to order twenty office phones, one for each of their direct reports, and have each phone shipped directly to their employee. They can now perform this function using bulk order creation without having to enter separate orders for each recipient.
Note. Subsequent to order submission, Order Capture creates orders for each of the recipients. These orders can later be maintained and fulfilled individually.
Bulk ordering allows you to perform the following tasks in Order Capture:
Create bulk orders directly from the main CRM menu navigation.
Take orders for multiple recipients within an organization. These selections are based on the Relationship Hierarchy for a customer.
Specify more than one order (create multiple orders) per recipient.
Create a master order that is associated to numerous recipient orders, and view a summary of all recipient orders associated with a master order.
Copy attribute and configuration information from the master bulk order to recipient orders.
Apply discounts (pricing rules) at the master order level.
Perform hold processing and validation routines normally associated with simple orders.
Note. Bulk order uses a hold condition where recipients have not been specified for the recipient orders.
Default account information for customers selected in the communications industry.
CDH Smart Search and Customer Merge
If CDH integration is activated, the search page for bulk orders displays an option to use the Smart Search feature. Users will also be able to use Smart Search from Quick Create pages. If potential matches are found, they appear on the Potential Duplicates page region with a match score that shows the likelihood of the match being a duplicate. They can then select two or more potential duplicates and submit them for merge evaluation from the BO Search pages.
Merge routines are used to handle customer merges for bulk order transactions.
Implementing Bulk Ordering
This section discusses how to:
Define bulk order business unit options.
View or edit bulk order header statuses.
View or edit bulk order hold codes.
Enabling bulk order hold processing.
Pages Used to Implement Bulk Ordering|
Page Name |
Definition Name |
Navigation |
Usage |
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BUS_UNIT_RO1 |
Set Up CRM, Business Unit Related, Order Capture Definition, Order Capture Definition - Internal |
Define bulk ordering defaults for your business unit in the Bulk Order group box. |
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RO_DEFN_HDSTAT |
Set Up CRM, Product Related, Order Capture, Setup Workbench, Capture Setup Tables Workbench Click the Header Statuses link on the Capture Setup Tables Workbench page. |
View or edit bulk order header statuses. |
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RO_DEFN_HOLD |
Set Up CRM, Product Related, Order Capture, Setup Workbench, Capture Setup Tables Workbench Click the Hold Codes link on the Capture Setup Tables Workbench page. |
View or edit bulk order hold codes. |
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RO_TYPE_HOLD |
Set Up CRM, Product Related, Order Capture, Capture Type Workbench, Type Definition Workbench Click the Hold Processing link on the Type Definition Workbench page. |
Enable the bulk order holds for a capture type, such as order or quote. |
Defining Bulk Order Business Unit Options
Access the Order Capture Definition - Internal page (Set Up CRM, Business Unit Related, Order Capture Definition, Order Capture Definition - Internal).
On the Order Capture Definition page you will plug in relationship views for both consumers and organizations. Your master order/recipient order relationships are determined by the relationships you have established in the Relationship Viewer. Therefore, you must first define your relationship views in Set Up CRM, Common Definitions, Customer, Configure Relationship Views.
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Select a relationship view for a single consumer, or contact. This will determine all of the possible bulk order recipients at runtime by automatically populating all of the child relationships for the parent chosen here. |
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Select a relationship view for the company, or organization. When the end user enters a company name, it will prompt against the table you select here to determine the child relationships available. |
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Select this check box if you want to allow single recipients to receive more than one order. An Order field appears on the runtime page, allowing you to enter the number of orders you want to specify per recipient. |
Viewing or Editing Bulk Order Header StatusesAccess the Capture Setup Tables - Header Statuses Workbench page (Set Up CRM, Product Related, Order Capture, Setup Workbench, Capture Setup Tables Workbench. Click the Header Statuses link on the Capture Setup Tables Workbench page).
There are two statuses specifically for bulk orders: Generating, and Generated.
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Change the Description name or select the Allow Manual Change to Status check box to allow the CSR to manually change the header status during bulk order entry. This header status indicates that Order Capture is in the process of generating recipient orders. This status appears when the CSR clicks the Generate Bulk Order or Submit Order buttons on the Summary page. |
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Generated |
The Generated status indicates that the recipient orders have been generated. |
Viewing or Editing Bulk Order Hold Codes
Access the Capture Setup Tables - Hold Codes Workbench page (Set Up CRM, Product Related, Order Capture, Setup Workbench, Capture Setup Tables Workbench. Click the Hold Codes link on the Capture Setup Tables Workbench page).
There are two holds for bulk orders. These are:
The NRECI hold code applies to any bulk orders where no recipients have been defined.
In communications-specific transactions, the NRACTS hold code causes a hold on the bulk order if no recipient accounts have been selected for billing purposes.
Enabling Bulk Order Hold Processing
Access the Type Definition - Hold Processing Workbench page (Set Up CRM, Product Related, Order Capture, Capture Type Workbench, Type Definition Workbench. Click the Hold Processing link on the Type Definition Workbench page).
Select the Enabled check box to activate either of the two bulk order hold codes on the Hold Processing page.
Creating Bulk Orders
This section provides an overview of bulk order creation, and discusses how to:
View and edit bulk order business projects.
Create bulk orders.
Select child order recipients.
Select recipient accounts.
Understanding Bulk Order Creation
Customer Sales Representatives (CSRs) create bulk orders in one of two ways:
Create a simple order and then convert the order to a bulk order.
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Click to convert a simple order to a bulk order. |
The menu option, Add Bulk Order, is accessible from the primary CRM navigation, Orders and Quotes, Add Bulk Order. When CSRs click this menu option, they will go to the Entry Form page in Order Capture. However, the interface displays a new section appropriate for entering bulk ordering information.
Pages Used to Create Bulk Orders|
Page Name |
Definition Name |
Navigation |
Usage |
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RC_BUS_PROCESS |
Set Up CRM, Common Definitions, Business Projects, Business Project |
View the business projects for bulk orders. |
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RO_FORM |
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Create a bulk order. |
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RO_BULK_CUST_SEC |
Click the Select Multiple Recipients link (after selecting a customer) on the Bulk Order - Entry Form page. |
Select multiple recipients for the bulk order. |
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Select Account Per Recipient |
RO_FORM_ASEL_SEC |
Click the Select Recipient Accounts link on the Bulk Order - Entry Form page. |
Select an account for each recipient to which recurring charges apply. |
Viewing and Editing Bulk Order Business Projects
Access the Business Project page (Set Up CRM, Common Definitions, Business Projects, Business Project).
PeopleSoft delivers two business projects for bulk orders:
Submit Bulk Child Orders business project (BULK_ORD_SUBMIT)
This business project both generates and submits all recipient orders for processing.
Bulk Order Generation business project (BULK_ORDER_GEN)
This business project generates recipient orders from the list of recipients on the bulk order. It is invoked when you click the Generate Bulk Order button on the Entry Form. Note that unlike the other business project, it does not submit the recipient orders for processing.
Bulk Change of Contact business project (BULK_CHG_CNT)
This business project updates the contact of selected installed services to the new one provided in the bulk order.
Bulk Change of Account business project (BULK_CHG_ACCT)
This business project updates the account number of selected installed services to the new one provided in the bulk order.
Creating Bulk OrdersAccess the Bulk Order - Entry Form page (Orders and Quotes, Add Bulk Order, Bulk Order - Entry Form).
Note. This section describes fields and options that are specific to bulk ordering use.
See Creating Orders or Quotes.
Customer
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Select Multiple Recipients |
Click to access the Hierarchal View for Customer page and select all the child recipients for the bulk order. Be sure to first select a customer and contact prior to select child recipients. |
Shipping Summary and Nonrecurring Billing Summary
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Ship To Option and Bill To Option |
Select to either use the default address (specified on the Address field) or the recipient's address as the ship to or bill to address. |
Recurring Billing Summary
The system uses different interfaces to capture recurring billing information for bulk orders and standard orders. The version used for bulk orders is streamlined; fields that are used for standard order but do not apply to bulk orders are hidden.
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Select Recipient Accounts |
Click to access Select Account Per Recipient page to choose an account for each recipient to apply recurring charges. |
Recipient Orders
This section lists the child orders (one for each selected recipient) that will be created for the parent bulk order. If child orders are already generated, the order IDs and order statuses are listed accordingly. If the status of any child orders has been updated, it gets reflected in this section when the bulk order is refreshed.
Note. If you are integrating to PeopleSoft Order Management (SCM), you must define a Sold To relationship for companies and their contacts in the relationship hierarchy, otherwise recipient orders go on Hold. You can inactivate the Hold condition from the Capture Type workbench. The same hold condition principle applies for both Bill To and Ship To relationships.
Product Summary
This section lists the products the are added to the bulk order and their summary information, including product description, ID, unit of measure, total quantity and price.
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Click to create recipient orders without submitting them for processing. These then become New recipient orders. You may want to use this option if you want to navigate to a specific order and change it. Note. After generating recipient orders, but prior to submitting them, CSRs can edit the recipient orders and all of the changes are applied. |
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Click to create (if not done already) and submit all recipient orders for processing. |
Selecting Child Order RecipientsAccess the Hierarchal View for Customer page (click the Select Multiple Recipients link, after selecting a customer, on the Bulk Order - Entry Form page).
Based on relationship views, you can select the child recipients for the bulk order. The Filter field allows you to narrow your search results with specific name parameters, thereby restricting the search results.
Customer Hierarchy
From the tree view that appears, select the contacts you want to add to the bulk order as recipients. Click the Add Selections to Order button to add selected contacts to the Recipients section on the right.
Recipients
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Orders |
If the option to allow multiple orders to be created for each recipient is enabled at the business unit level, the Orders column appears. The system populates the value of 1 as the default number of order to create for each listed recipient; you can update this value as necessary. Once all recipients have been selected, return to the main order entry form page to save or submit the bulk order. |
Selecting Recipient AccountsAccess the Select Account Per Recipient page (click the Select Recipient Accounts link on the Bulk Order - Entry Form page).
Use this page to select an account for each recipient to which recurring charges, if any, will be applied.
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Type and Account |
Select the type of the account to add. Values are: Existing Account: Select to choose from a list of active accounts that are associated with the customer. New Individual Account: Select to add a new individual account for the recipient. The payment method for the new accounts is Invoice. You need to access the Account component to change payment method. New Sponsored Account: Select to choose an active sponsoring account of the customer in the Account field. New Subordinate Account: Select to choose an active parent account of the customer in the Account field. |
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Save Account Selections |
Click to save the account information for use in the bulk order. |
(convert to bulk order)