1. Implementing Order Management
  2. Specify Representatives on Sales Orders

Specify Representatives on Sales Orders

Use the Order Representative attribute to specify the person who will represent each sales order when you create it. For example, if the sales order requires approval, then you can use this person to determine how to route approval according to the employee hierarchy.

You can select the order representative when you create or edit a sales order:

  • Create a sales order, then click Additional Order Details.
  • Enter some text in the Order Representative attribute to filter the values, then select a row in the results.
  • You can also change the order representative when you revise a sales order.

You can use the Order Representative attribute to meet a variety of requirements, such as to group and monitor sales orders when you search, or to maintain an accurate approval hierarchy.

Group and Monitor

Use the Order Representative attribute to group sales orders and then monitor them according to employees in your organization. Assume you sell desktop computers. You have a group of order entry specialists who create sales orders and another group of representatives who service them. You can assign a representative to each sales order to help you manage who is servicing which orders. Use the order representative when you search to filter the search results.

Maintain an Accurate Approval Hierarchy

Order Management considers the user who starts the approval process as the task creator, and it uses the task creator's hierarchy during approval. Assume you have this approval hierarchy:

Sherry Callaway reports to Yu Li, and Yu reports to Diane Cho.

Tina Tanaka reports to Clare Furey, and Clare reports to June Tsai.

Sherry creates a sales order, the order meets the requirements for approval, and Sherry saves the order as a draft. Tina revises and submits the order.

You can specify a person in the Order Representative attribute to maintain the correct hierarchy. If you specify Sherry Callaway, then Order Management assigns Sherry as the approval task's creator. If you set the approval action in your approval rule to Assign to Supervisors, then Order Management sends the approval request to Yu Li and Diane Cho.

Here's another example. Order Management sets the task creator to the person who imports the sales order, who is usually an administrator. Assume Priya Krishnan is an administrator and imports 1,000 sales order a day. Priya will be the task creator on each of those orders. However, Priya isn't in the approval hierarchy. You can use the Order Representative attribute on each sales order in your import payload to maintain the hierarchy.

Import

You can import sales orders through the SalesOrdersforOrderHub or SalesOrdersforOrderHubRequests REST API, or the SourceSalesOrderImportTemplate.xlsm FBDI template. Include the application user's name in the Order Representative attribute.

Extend

You can set up an order management extension that sets the value in the Order Representative attribute. For example:

header.setAttribute("OrderRepresentativeUsername", "JTSAI");

Guidelines

  • If you copy a sales order, then Order Management will copy the value in the Order Representative to the new order.
  • You can create a document that has details about your sales order, including the order representative.
  • If the sales order isn't in Closed status and at least one order line isn't closed, then you can change the Order Representative when you revise the sales order.
  • Order Management doesn't communicate this attribute to any downstream system, so it doesn't affect order fulfillment.
  • The order representative must be an active employee in your organization.
  • The order representative is optional. You don't have to include it. If you don't, then Order Management sets the approval task's creator to the value in the Last Updated By attribute.

For more, see: