Overview:
This article explains how to create and submit a new order in CRM, including adding products, configuring shipping and billing information, and completing the order submission process.
Process:
Go to My Apps and open Okta.
Search for X4A in Okta and open it. Xvantage for Associates (X4A) will open in a new tab.
Tip: Alternatively, you can open Xvantage for Associates directly from My Apps.
In X4A, expand the left navigation menu and select Sales.
From the Sales submenu, select CRM.
In CRM’s left navigation menu, navigate to Sales > Orders.
Click New from the top menu bar to create a new order.
Click Save to activate additional order tabs such as Product Import, Products, Addresses, End User, and Cisco Direct Ship.
Check Status and Status Reason for the order on the upper right corner of the window, next to the owner’s name and icon/picture.
Select the Products tab.
Add products using one of the following methods:
Enter an SKU directly in the Vendor SKU field.
Use the Search function to locate a product.
After selecting a product, update the required product details.
Repeat the process for each SKU that should be included in the order.
Add a list of products by using the Product Import tab.
Open the Product Import tab by clicking on its name.
Choose Mass Upload from the five options in blue font color in the left menu bar of the Product Import tab.
Click on Download Template and add the products in the file.
Drag and drop the completed file in the Drop files here or click here to upload space.
Select Upload File to populate order product lines.
Discard file by clicking on the Clear Selection option.
Once the product is added, check and/or change Price, Discount, Bid Number and any other detail required for the current order.
Add a Comment Line by directly typing text in the Description column and then clicking anywhere on the free space below it.
View product details by clicking on the Eye Icon in column Actions of the desired Default (product) line.
Delete a Default (product) or Comment line by clicking on the Recycle Bin Icon in column Actions.
Use Cost and Price Calculator and Exchange Rate fields if required for current order.
Click on Save button on the top menu bar.
Open the Addresses tab by clicking on its name to check or change the delivery address for the order.
Go to the Ship to Address section.
Select Clear option at the bottom of the Ship to Address section to clear out the currently displayed address and type manually the new delivery address.
Select Create option to register a new address for the reseller.
Fill out all obligatory fields marked by red asterisk:
Ship To Company Name
Ship to Street 1
Ship To City
Ship To ZIP/Postal Code
Click Add to activate the address for the current order.
Select Save and Add to save the delivery address in the reseller’s account in CRM and to activate the address for the current order.
Select Cancel to clear the filled-out delivery address.
Use Search option to find an already existing address for the reseller.
In the left menu bar of the Search window select Address List from ERP to browse already existing addresses for this reseller account in the corresponding ERP system.
In the left menu bar of the Search window select Saved Addresses to browse already existing addresses for this reseller account in X4A CRM.
Load the chosen address by clicking on the Select button at the beginning of the address line.
Click on Save to confirm selection.
Choose any other tab such as End User, Cisco Direct Ship, Bid Search if required for current order.
Once all details for current order are entered and checked, select Preview Order on the top menu bar.
X4A CRM automatically opens the Submit Order tab.
All details of the order such as reseller account number, main product amount, ship to address, order lines, etc., are displayed on the Order Confirmation Screen and can be checked before submitting the order.
Always choose option Submit Order - No Print to be able to make changes before order goes to execution.
X4A CRM automatically opens the Order Review screen and displays the generated order number on the top of the screen next to the Order Header Details and at the bottom of the screen above the option for cancelling the order.
Inform reseller that order has been created by clicking on the Send Confirmation Email option.
Enter the reseller e-mail address and click on Submit.
Go back without sending an e-mail confirmation by clicking Close.
Cancel order by clicking on the red Cancel Order – XXX (Order number) red button.
Select the order by clicking the circle in front of the order number in the Order Cancel Confirmation Screen.
Select Cancel Distribution to cancel the order.
The status of the order in the upper right corner of the window, next to the owner’s name and icon/picture changes to Cancelled.
In the Order Cancel Confirmation Screen click on Back to return to Order Review Screen.