Point Blank Distributors Portal

Transcription

1 Point Blank Distributors Portal Users Guide V 1.1 The Point Blank Distributors Portal was designed to provide information regarding orders, returns and accounts receivable in a fast, convenient manner. This document will help you understand the features and navigation to quickly find what you are looking for. ACCOUNT TYPES Users are broken into three categories: ADMINISTRATOR Access to the Portal is controlled by the ADMINISTRATOR at each distributor. There is only one ADMINISTRATOR per distributor and this person is manually set up by Point Blank s Information Technology Department. The administrator has full control over who has access to the portal for their company by creating: User accounts (User name) Passwords Access rights (Super User or User) info for automatic notifications Point Blank Distributors Portal (V1.1) Page 1

2 Super User (Created by the Administrator) The Super User is able to drill down into the Sales Order (SOF) and the Invoice and see a copy of these documents. This user can also display an accounts receivable ageing for the account. (Outstanding invoices) User (Created by the Administrator) The User can see everything except the actual Sales Order (SOF) and the Invoice and the outstanding invoices (Accounts Payable Screen). The User can see the sales Order and invoice number. Other than this, the user has the same rights as the Super User. Point Blank Distributors Portal (V1.1) Page 2

3 Accessing the Site: The Point Blank Distributors Portal is found at You will be brought to a secure site where you will see the login screen. Here you will enter your User ID and Password. You will be brought to a screen that allows you to click on the Customers tab. Point Blank Distributors Portal (V1.1) Page 3

4 After clicking on the Customer tab, you will then be brought to the screen below where you click on Order Entry The current version of the Portal (V1.1) provides the following screens and functionality: 1. Orders Screen 2. Returns Screen 3. Accounts Payable (Admin or Super User only) 4. Users (Admin only) Point Blank Distributors Portal (V1.1) Page 4

5 ORDERS SCREEN By default, the screen will display the last 30 days of orders. (Based on Order Date) You have the option of changing the display by searching in two different ways: 1. By Dates: Click on the radial button. Here a drop down menu will appear where you select the last 30, 60, 90 or 90+ days. Then press Select to start the search. 2. By Ranges: Click on the radial button. Here you are presented with a starting and ending date to create your own custom search range. Then press Select to start the search. You will only see your company s orders. Point Blank Distributors Portal (V1.1) Page 5

6 Also in the Sales Orders Header: Last Update Date: This is the date and time that the database was last updated. Any data entry into the system after this will not be included in your search. Typically this is refreshed every hour. Export to PDF: Clicking on this button will produce a PDF document of your search. Be sure to open or save the document at the bottom of the screen. Export to XLS: Clicking on this button will produce an Excel spreadsheet of your search. Be sure to open or save the document at the bottom of the screen. Sorting and Filtering Results: On the results table, by clicking on one of the column headers it will sort the data ascending or descending indicated by a small arrow beside of the column title. In the other hand, if some text is typed or selected from the text fields (located below the column title), this will filter the result table with the information entered, e.g.: If the On-Hold status is selected from the dropdown, this will show only the order with On-Hold status between the dates previously selected. If you enter a specific value in one of the text boxes, only lines with that value will appear. The filter will automatically begin the search a few seconds after the keyboard entering is stopped. Basic Process: When an order is received at Point Blank, it enters our Order Tracking System. This generates an Order ID #. Point Blank Distributors Portal (V1.1) Page 6

7 Customer Service Department previews each order to identify and enter the distributor and PO#. When this is complete, an is automatically sent to the Distributor contact to acknowledge receipt of the order. The status is set to Order received. Customer Service then enters the order into our production system and generates a SOF # (Sales Order #). This is the official starting date for the order. The status is changed to Order Entered. At this point you will see the SOF # but cannot drill down to view it. The order is then sent to production for processing. When Production processes the order, the status is then changed to Released to Production. At this point you can see the SOF# and click on the link to display the actual document. (Permissions apply) The next status update is when your order is being shipped. The status will change to Shipped and the invoice number will appear. You can click on the invoice link and see the actual invoice. (Permissions apply) You can also click on the Shipped status and display the shipping company s tracking number. RETURNS SCREEN The Returns screen provides current information regarding any product that was returned. The search function is the same as for Orders. The headers are slightly different Basic Process In order to make a return, please send an to returns@pbearmor.com; once our Customer Service Representitive receives it, a return authorization form will be created so you can send the item back with the attached form. Point Blank Distributors Portal (V1.1) Page 7

8 Once Point Blank Enterprises physically receives the item with the authorization form, the product will be evaluated and fixed. Once this process is completed, you will receive either, a new or modified product. Once we receive the first with the request for a return, you will be able to track your return using the Point Blank Enterprises Sales Portal. When the merchandise is received, Point Blank s return Department determines what needs to be done and it is either tailored or re-manufactured. If tailored, it goes straight to production for the change. If it needs to be re-manufactured, a RMF is created (a sales order for returns) and is issued to production to be produced with the new specs. The Returns screen works the same way as the Orders screen. You observe the progress as the return moves through the process until it is shipped. ACCOUNTS PAYABLE This section displays an invoice ageing for all outstanding invoices. Access to this screen is restricted through the user setup. Point Blank Distributors Portal (V1.1) Page 8

9 GLOSSARY Definition of Headers Orders Screen Order ID: Number generated by Point Blank s Order Tracking System Customer: Customer Code used in Point Blank system PO#: Distributor s PO # Sales Order #: Sales Order generated by Point Blank System. Used to track order through Point Blank. Order Date: Date that the Sales Order was created Order Total $: Total amount of the Sales Order Status: Current status of the order. Values can be: Order Received On-Hold Order Entered Released to Production Point Blank Distributors Portal (V1.1) Page 9

10 Export Hold Shipped Scheduled Shipping Date: Latest date the order is expected to ship Ship Date: Actual date the order shipped Processing Days: Number of days between Order Date and today or when order was shipped, whatever is shorter. Invoice #: Point Blank s invoice number for this order CSR: Customer Service representative handling this order RETURNS - Definition of Headers Orders Screen Order ID: Number generated by Point Blank s Order Tracking System Customer: Customer Code used in Point Blank system RMA Request Date: Date that the request entered the Point Blank system RMA #: System generated # - used to track return through Point Blank. RMA Date: Date that the RMA was created Product Received Date: The date the product was returned to Point Blank Description: Reason for the return FMF #: System generated number for the remake RMF Date: Date that the RMF was created Order Status: Current status of the order. Values can be: Return Received RMA Issued Item Received RMF Processing Point Blank Distributors Portal (V1.1) Page 10

11 Complete Shipped Ship Date: Actual date the return shipped Days from Request: Number of days between Request for RMA Date and today or when order was shipped, whatever is shorter. Processing Days: Number of days between Return Date and today or when order was shipped, whatever is shorter. Invoice #: Point Blank s invoice number for this order Point Blank Distributors Portal (V1.1) Page 11