Dana Innovations. Customer Portal Training Guide

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1 Dana Innovations Customer Portal Training Guide

2 Table of contents Customer Portal Overview 3 Logging in and General Navigation 3 Customer Portal Training Guide 5 Create / Update Sales Orders 6 Track Customer Sales Orders 16 Customer Invoices 22 Payment Cart 27 Customer Account Balance 31 Customer Payment History 35 2 P a g e

3 Customer Portal Overview The Dana Innovations Customer Portal will allow users to: o Create Orders Enter new sales orders o Track Orders View order fulfillment and shipment tracking information o Invoices View Customer Invoices (Billing) o Account Balance View detailed account balance due by invoice o View Payment History View all payments made to customer o Payment Cart Make a payment via credit card The Dana Innovations Customer Portal can be accessed via desktop computers, laptops or tablets o It is not currently compatible with smart phones The preferred Internet Browser for using Dana Innovations Customer Portal is Google Chrome Logging in and General Navigation Logging In Log into the Customer Portal o User IDs and Passwords are assigned by the Dana Innovations IT Dept. for all external Customer Users o o IDs and Passwords are case sensitive Note: After incorrectly logging in, the production system will lock you out after 3 failed login attempts and your ID and password must be re-enabled by the Dana system administrator Always use your assigned UserID and Password. All transactions are tagged with your UserID and date/time 3 P a g e

4 Customer Portal Login Page 1. Login to Peoplesoft as shown in th example Login page here. Click Login. Upon sucessful login a page similar to the one below will display on your Homepage. Each of the tiles on this page represent a separate customer transacation that will be covered in this guide. 4 P a g e

5 Customer Portal Training Guide You can access an electronic copy of this training guide by selecting the User Guide Link on the customer portal login page. 5 P a g e

6 Create / Update Sales Orders How to create a sales order: The following Steps and Sub steps are shown in the screen shots below Add Sales Order Header Information 1.1 Select the Create /Update Order Tile 1.2 Select the Sold To Customer This is typically a single dealer but it would include multiple dealers for reps 1.3 Click the Add Sales Order button to create a new order. 6 P a g e

7 1.4 Upon selecting the Add Sales Order button the following blank order page will appear. Enter Customer PO This is your companies purchase order number. A separate Order ID from Dana Innovations will be assigned upon order submission. The PO ID applies to all lines on the order. 1.5 To view or update your payment method for this order, select the View or Change Payment Option Note: Your allowable payment method is dependent upon your existing customer status with Dana Innovations. 7 P a g e

8 1.6 Update the desired Payment information. Select On Account or Credit Card Note: Your allowable payment method is dependent upon your existing customer status with Dana Innovations. If you choose credit card the fields below will be displayed and will require entry. Important Note: In order for the Credit Card payment to process correctly, a valid address must be entered 8 P a g e

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10 2.0 - Enter Sales Order Lines 2.1 You can enter unlimited number of order lines to any sales order. By default five blank lines appear Enter the Dana Innovations Product ID and Qty on each order line The unit price for each line will auto populate based on current price lists Select the Price Order button to update the order total at anytime during entry. 10 P a g e

11 2.1.4 If you need to insert additional order lines you can select the Add Line button You may select the Trash icon to delete any cancelled lines You may ignore any blank order lines. They will not be added to the final order The order total will always update on the bottom of the order each time you select the price order button. Note: The Freight and Taxes will be caluculated at the time the order is confirmed. 11 P a g e

12 3.0 Review and Submit Order 4.2 After the order is compete, select the Continue button to submit the order. 4.3 You will then be directed to the Order Confirmation page. You can note your Dana Innovations Sales Order number at the top of the page. The order status should be Pending Select the Submit Order button to submit the final order. This will initiate the order processing at Dana Innovations. If you want to make adjustments, before submitting you can select the Return to Sales Order Entry link. 12 P a g e

13 4.3.2 Upon submitting order, you will see the order submitted page with an order status of Open. A status of Open means the order is ready for review and fulfillment You also have the option to send an notification of your order to any address you enter on Send Notificaiton page The generated looks like the example below. 13 P a g e

14 4.4 After the order is submitted you can no longer update the order in Customer Portal. You will need to contact Dana Customer Service to request any possible changes to your order. (Changes are not gauranteed) 4.5 At the bottom of the Order Submitted Page you still have the option to enter another order by selecting either of the action buttons. 14 P a g e

15 4.6 Click the Home icon to return to the Customer Portal home page. 15 P a g e

16 Track Customer Sales Orders At any time during the fulfillment process you can view all of your Order Details and the Order Status from the Track Order Page. 1.0 Select the Track Order Tile from the Customer Portal home page. 2.0 You have multiple options to search and filter through for the orders you would like to view. 2.1 Customer PO Your internal PO number. Note that it is possible that order lines on the same PO could actually be on separate Dana Sales orders. 2.2 Tracking Status. The order line status is shown in the image below. 2.3 Order Number Is the Dana Signed Sales Order number 16 P a g e

17 3.0 You can select the Advanced Search link to see additional search filters. 3.1 Additional search fields are: Product ID to see status of a particular item on all sales orders Invoice Number to see all lines for a specific Dana Bill. 17 P a g e

18 4.0 When all search values have been entered, Select the Search Button as shown above. 4.1 The Order Tracking page is displayed with all retrieved order lines. 18 P a g e

19 5.0 The key points to note on this page: 5.1 The page is broken out by multiple tabs with distinct categories of information Important Order Status Tab fields Drill into details for each Order Line and Schedule See Qty Shipped Track by Carrier - See Carrier provided shipment information Select the Shipping Tab to view confirmed shipment and carrier information. 19 P a g e

20 5.1.3 Select the Billing Tab to view Dana issued billing information for a specific order line Select the Returns Tab to view any associated returns / RMA information for the line. 6.0 From any of the Tabs, Select the Order, Line, or Schedule hyperlink to see the complete sales order for the selected line. 20 P a g e

21 7.0 Select the Home icon to return to the Customer Portal landing page. 21 P a g e

22 Customer Invoices Customers using the Portal can view all detailed customer billings from the Invoices page. 1.0 Select the Invoices Tile. A list of all customer invoices will be displayed. 22 P a g e

23 2.0 To search for a specific invoice, rather than scrolling through the list, select the Invoice Search link. 2.1 The search page enables you to search for a specific Dana Invoice ID, Invoice date, and or invoice status. 23 P a g e

24 2.2 The valid invoice statuses to search are shown here. Not Yet Paid / Applied or Paid / Applied 3.0 Select the Search button after entering search criteria. 4.0 Results will be shown similar to below. Select a specific invoice ID link to see details. 24 P a g e

25 5.0 Invoices will display as example shown here. 5.1 The Invoice Copy will create a system generated to any recipients you enter Simply enter recipient addresses separated by a semi-colon (;) Complete the and the recipients will receive an with PDF copy of invoice. 25 P a g e

26 6.0 Click the Home icon to return to the Customer Portal home page. (invoice list screen is shown below) 26 P a g e

27 Payment Cart After selecting invoices to pay using the invoices page, you can choose to pay selected invoices via a credit card. Follow the steps shown here to pay invoices in your payment cart. 1.0 Select the Payment Cart Tile from the portal home page. 2.0 Invoices selected from the invoices page and added to payment cart will show on the initial page. 2.1 You can choose to delete any previously selected invoices by selecting the trash icon. 27 P a g e

28 3.0 Select the Next button to view the Make Payment page. This page displays the total payment amount for all invoices selected. 3.1 The total payment amount is shown. Select the amount hyperlink to view all included invoices. 28 P a g e

29 4.0 Select the Next button to confirm the payment. 5.0 The credit card information page will appear as shown below. 5.1 Enter your credit card information. 5.2 Confirm your billing contact details. 5.3 Select the Next button when ready. 6.0 Select the Submit Payment button to process the CC payment. 29 P a g e

30 \ 7.0 You will see a confirmation page like the one shown here when payment is successful. 7.1 Should there be an issue such as a declined credit card, an error message will display in the message area of the confirmation page. 30 P a g e

31 Customer Account Balance At any time during the Fulfillment Process you can view the balance of your payables with Dana Innovations. 1.0 Select the Account Balance Tile The Account Balance page is made up of multiple sections, the first being the Summary group. This group shows the overall balance and past due balance. The customers current credit limit is also displayed. 31 P a g e

32 2.0 Select the Balance amount or Overdue amount hyperlink to see the detailed invoices for the total listed. 3.0 From the Account Balance Detail page, you can view invoice details and add invoices to a payment cart. 32 P a g e

33 4.0 If you return back to the Account Balance page, you can view the aging section which contains a breakdown of invoices by age group. You can opt to choose the hyperlink for any group to select those invoices for payment. Example: You can select all 90+ overdue invoices for a single payment. 33 P a g e

34 5.0 From the Account Balance Detail page, you can view invoice details and add invoices to a payment cart. 6.0 Select the Home Icon to return to the Customer Portal Home page. 34 P a g e

35 Customer Payment History Use the Payment History Page to see your companies posted payments and associated invoices / Orders. 1. Select Payment History Tile. 2. The initial time you login to this page, you may see a page similar to the one below. No payment details are shown. This doesn t mean you have no payment data. You just need to set your filter criteria Select the Payment History Search link to filter your results Enter your desired search Criteria. These values will be saved for the next time you enter this page, so you may desire to change them each time you navigate to the payment history 2.3. Click the Search Button 35 P a g e

36 3. A list of payments matching your search criteria is shown Select an individual payment to see a list of associated invoices for that payment 4. Select an individual payment to see a list of associated Customer invoices for that payment. 36 P a g e

37 5. Click on the Home Icon to return to the customer portal home page. 37 P a g e