intSpec: Customers > Portal > AppSpec (Customer Portal - formerly OneSource Online Orders or osOO)

Customer Portal - Overview

• This WAS called OneSource Online Orders (osOO) in version 4, and was a separate web app that connected (via IIS and web services) to the OneSource V4 app.
• This will now be called the 1place 'Customer Portal'
• This will provide OUR customers with a tool to allow 'their' customers (our Customers' Customer) a way to login to 1place to allow them to:
  • Create and Manage Login credentials (upon receiving an email from a user of 1place--from that Customer's screen).
  • Search for parts
  • See item description, item picture(s), item list price, item special price (for that customer--based on that customer's price settings)
  • Place a Sales Order for parts
  • Pay for the Order / Invoice (using eBizCharge)
  • View Order History
  • Create, View, and Manage Support Tickets (Later on...)

Customer Portal - Hierarchy

• Azure
  • VM (for 1place site)
    • Our CUSTOMER (ABC Company) will put their Customer records, their inventory records, and Orders from their Customers, ETC... in 1place
    • Our CUSTOMER (ABC Company) will have Customer Detail Records, such as XYZ Customer.
    • Our CUSTOMER (ABC Company) make give some of their customers (such as XYZ Customer) LOGIN RIGHTS to a PORTAL that allows their customer (XYZ) to LOGIN to 1place to see a 'limited' set of data (related to Parts, Prices, and Quotes/Orders they create IN the Portal)
      • THEN XYZ Customer can LOGIN to the PORTAL using a URL such as: abccompany.1place.cloud
      • Then XYZ can search for parts, see prices, create and save Quotes, create Sales Orders, etc WITHOUT HAVING TO CALL IN TO ABC COMPANY to get that info.

Customer Portal - General (Work Flow)

• A OneSource employee (or a Customer User) can TURN ON (Activate) the Customer Portal using Setttings > Customer Portal > Activate Portal button. This makes these initial changes:
  • The Portal Name and Activation details are stored in the SystemSettings table.
  • When the Activate Now button is clicked it copies numerous settings over to the CompanyMaster.CompanyCustomerPortalSettings
  • If a OneSource employee or a Customer User De-activates the Portal (after the portal settings have already been copied to the CompanyMaster.CompanyCustomerPortalSettings table) then when a user browses to the actual portal URL we will HIDE the LOGIN and SIGN UP sections and display this message to the user: This %Customer Portal Company% portal is currently turned off. Please check back later, or contact %Customer Portal Company% for more details.
  • ALSO, to give OneSource the final say on if an existing Portal will be 'enabled' if the CompanyMaster.CompanyCustomerPortalSettings.PortalDisabledByUs = True then show the same login screen, with the same login message, as if the Customer disabled the Portal themselves.
• When a OneSource 'user' wants to invite a Customer to be able to login to the Customer Portal (to find parts, place orders, make payments, etc) the user will follow these steps:
  • User will look up a Customer record in OneSource.
  • User will right-click on selected Contact name and select 'Send Portal Invitation'. (This option will always be visible, but if the Portal is NOT enabled we will give this message: "The Customer Portal provides a way for your customers to login to a limited view of OneSource to search for parts, create orders, make payments, etc. This is an optional service. To enable this service please contact OneSource Software for more information."
  • If the Customer Portal is enabled for the Company, after clicking on 'Send Portal Invitation', a popup e-mail type form will appear that will work like this:
    • To: Contact Email Address
    • From: The user sending the invitation
    • Subject: Invitation from [Company Name] to create Customer Portal login
    • Body:
      • [Contact First Name]
      • (blank)
      • This email is an invitation to create a login to our system that will enable you to:
        • Search for parts, pricing, and availability.
        • Save Quotes.
        • Create and Send Sales Orders
        • View Invoices
        • Make Payments on Invoices
        • Request Part Returns
        • View Statements
        • Submit and View Support Requests
      • Please HERE to create a login now.
      • (blank)
      • Thank You,
      • (blank)
      • [Logged in User Full Name]
  • When the Customer clicks on the link it will open the Portal Sign-Up Screen. (See portalSpec: Sign Up Screen, Sign In Screen, etc...).
    • After clicking the Activate Account button the new user will be re-directed to the Customer Portal Login Screen (See portalSpec: Sign Up Screen, Sign In Screen, etc...).
  • The new user will now to be able to perform a number of self serve options, including:
    • Search for parts, pricing, and availability.
    • Save Quotes
    • Convert Quotes to Sales Orders
    • Create Sales Orders
    • Make Payments on Invoices
    • Request Part Returns
    • View Quotes, Sales Orders, Invoices, Credits, Payments, Returns, and Statements.

Portal Sign Up screen

Screen Layout

This screen will look much like the Create a New OneSource Account screen, but will have these features:

Left Side (1/3) of White Area

• This will display the Company Logo (for the OneSource Customer sending out the Portal Login Invitation)

Portal Sign In screen

• This will function similar to the OneSource Sign In screen but will be located here: /home/LoginPortal
• This screen will have the Customer's Logo and will change the 'New to OneSource?' to: Create Login? (link) which will re-direct the user to the Portal Sign-Up screen.

Portal Forgot Password screen

This will function similar to the forgot password for OneSource, but will be branded with the Customer Logo and the title will be changed to: "Get help signing into [Company Name] Portal."

Steps to Setup Customer Portal

How to setup Customer portal in settings

1. Go to Settings-->Customer Portal-->General
2. 
   Click on the Activate Portal button, It popup “Portal Activation Request Form”

   
   

3. Enter the detail like Name, Email, Phone# and Portal Login Name
4. 
   Click on the “Activate now” button.

   
   

5. Customer Portal is activated,button is changed to “Deactivate Portal Now”

   
   

6. Customer Portal tab are shown in all the Customers info page

Steps to Create Customer portal users(Manual)

1. Go to Customer info-->Customer portal tab-->Portal user
2. Add the mandatory fields in the line like User name, Email (rest of the field in the table are auto-fill after the activation)
3. Click on the “Activate manually ” button.It popup a screen to add a temporary password.
4. Add a temporary password for that portal user.
5. Click on the “Save” button. it creates a customer portal for that user manually and gets activated.

Steps to Create Customer portal for Customers via Send Email Invitation.

1. Go to Customer info-->Customer portal tab-->Portal user
2. Add the mandatory fields in the line like User name, Email (rest of the field in the table are auto-fill after the activation)
3. Click on the “Send Invite” button.It popup the Email screen.
4. Email Screen are include From mail(From user setting),To mail (Given mail), Subject (auto-fill content & editable) and Activation link.
5. Click on the “Send ” button. It Sends an activation link to the given Email.
6. Go to that Respective Email and click on the Activation Link, it navigates to the Portal Password Creation Page.
7. Add a password & confirm password,Click on the “Create Portal Login”.it creates a Customer portal for Customers via Send Email Invitation.Steps to Login and find/Search the item of Customers customer Portal.

Steps to Login and find/Search the item of Customers customer Portal

1. Go to Settings-->Customer Portal-->Settings-->Category & search
2. Select the preferences like Item#,Year, Make, Model, category & sub Category.
3. Based on the selection preferences will be shown in the customer portal Find/search screen.
4. Go to Sign-in page,Enter the credentials Email & password.
5. Click on the “Sign in” button,It navigates to the customer portal Dashboard Screen.
6. Again Click on the “Find parts” button in the dashboard.
7. It navigate to Find/Search parts page in the customer portal.
8. Enter the search criteria like I Item#, Year, Make, Model, category & sub Category.
9. Click on the “Search” button.It shows the Items based on the search criteria.
10. Select Items in the table & add a quantity.
11. Click on the “Add to order” button,it fetches that item in the line with auto select.
12. After that click on the “Create Quote” or “Create sales order”.It Creates a Order for that portal user.

Portal - Search / Find Parts

(NOTE: We will provide a way for OUR customers to design the 'layout' of the Portal so our Customers Customer can easily find parts.... (We will put these layout setting here: Settings > Customer Portal > Layout settings. The layout settings will include the options listed below).

Left (Sub) Nav Bar (1/4 of width)

• [ ] Vin # (this will just be a placed holder that will do NOTHING right now--except appear on the search screen 'disabled'. When we add this functionality the user will be able to enter a VIN and it will auto fill in the Year, Make, Model, etc...)
• [ ] Item Number
• [ ] Year
• [ ] Make
• [ ] Model
• Category
• Sub Category
• Search (Button)

Right Side Detail (Bottom 1/3)

This section will show lines (selected by the user) in the section above. It will be kind of like the 'shopping cart' showing the items selected by the user. This section will have a MOVABLE dividing line so the section can be made larger or smaller by the user, to see more or less of the section. The rows in the upper section will be about 5 small rows high (in order to show the picture, etc). These rows will be about 2 rows tall, so the selected items can be shown without taking up to much vertical space.

• (checkbox).
• Qty (This will have a up and down arrows)
• Item Number
• Description
• List Price
• Your Price
• Extended Price

Finding Parts, Prices & Availability

• Finding Items. Search for the Item in a hierarchal way, and stop searching as soon as you find the item.
  • Item table: Try to match the Item #, OEM# (with or without dashes), AltItem1, AltItem2, UPCCode, etc
  • ItemCrossReference table.
  • ItemVendor table.
• Pricing Parts
• Determining the EstimatedDeliveryDate

Checkout screen

Section: Deliver To

Section: Paying With

Section: Shipping Cart (line items)

Footer

• Button: Continue Shopping
• Button: Cancel / Start Over
• Button: Submit Order

Submit Order button Logic

• Needs to Create Order
• Create Line Items
  • IN STOCK: If we have the item in local warehouse and we have enough then we create the line item and change the QTY and QTY SHIPPED to the Order Qty and reduce the inventory. We then change the STATUS of the line item to the 'Next Status' after the 'New' Status (based on the Warehouse settings defined by the user).
  • TRANSFERRED:
    • (Not 100% sure...) We need to TEST what happens when we select an Item NOT in local WH but IS IN OTHER WH, how does it work in relation to shipping the item out of stock? And Creating a Stock Transfer? And Setting the Line Item Status?
    • Create a Stock Transfer
    • Change the Sales Order Status to the 'NEXT' Status.
    • 
      

Return Part(s)

Title: Return Part(s)

Header

(Show the Return Policy text entered by the user in the Return Policy Text (field) in the Portal Settings screen).

Body

Search for Part: _________________________ Search for Invoice: __________________________

X	Invoice #	Item #	Item Description	Qty On Invoice	Qty to Return	Reason (drop down list--Reason Code | Description	Additional Notes	Header 7
	1235	X123	08 Honda Accord Front Bumper	2	1	DMF
	1235	X111	09 Honda Accord Rear Bumper	1

• By default the body will have NO line items. When the Customer searches for a Part or Invoice # then we will return those records only.
• Lock the X. Make the user fill in the Qty and the Reason to make the X get checked.
• Make the Qty to Return, Reason, and the Additional Notes fields be part of the Tab order. (Lock all other fields). Add Arrow up and down options.
• If a Reason is selected without a Qty give this message: Msg: 'Please enter the Qty to Return first.' (then set focus on the Qty to Return). (And unselect the X)
• If the Reason selected has a NumDays setting for that Reason (in the Settings) then give this popup (and unselect the X): Title: Part Cannot Be Returned. Msg: 'Based on the Reason that you have selected you can only return the part within x days from the Date of the Invoice.'
• If the user selects another part or invoice to search for we will retain the previously selected parts only.

Footer

• Submit Selected Parts To Return buttton (green)
  • When pressed this will create a new Credit Memo for the customer for the selected parts. Set the Credit Memo status = To Dispatch.

Sales History

Overview

The Portal Lists will give our Customer's Customers a way to see their own Quotes, Sales Orders, Invoices & Credits, Payments, and Returns

Customer Portal Lists

These are the types of Lists we will put on the Customer Portal:

• Quotes
• Sales Orders
• Invoices & Credits
• Payments
• Returns

Common Features

• The lists will look and work much almost identical to the OneSource List screens.
• No Upload option will be provided (but the Download option will remain).
• A single click on any of the transactions on any of the lists will OPEN that transaction in a new tab.
• Transactions will NOT display a 'drop down' Customer Selection list.
• Transactions will NOT be editable or delete-able, except where stated otherwise.

Unique Features

Quotes

Sales Orders

Invoices & Credits

Payments

Returns

Portal Settings (LOCATED in the Settings > Customer Portal)

This screen will be a 'Tab' in the Settings (located under the Sales tab) called Customer Portal. The Customer Portal tab will have these sub tabs:

• General
• Layout
• Settings
• Shipping
• Payments
• Users
• Reports

Sub-Tab: General

Portal Features

The OneSource Customer Portal provides a way for YOUR customers to login into a 'limited' version of OneSource to perform these functions:

• Search for parts. Check stock and pricing (including the 'List' price and the 'Your Price' based on each customer's unique pricing settings)
• Place Orders (that appear in OneSource).
• Check Order Status.
• Save Quotes. Convert Quotes to Orders.
• Make Invoice Payments
• Request Part Returns
• View searchable and sortable lists of Quotes, Sales Orders, Invoices, Credits, Returns
• Create and view Support Tickets

Other Frequently Asked Questions:

• Which customers can use it? Any customer you send an invite to from within OneSource.
• How many customers can use it? Unlimited.
• Can I disable a customer login? Yes. Just lookup the customer in OneSource, click on the Customer Portal tab, and click Disable Customer Portal.
• Can customers view any information NOT related to them? No. They can only view the types of information you select in the Portal Settings--that is related exclusively to them.
• How long does it take to set up? A few days as we have to create a unique URL for your customers to use, such as yourcompany.osqbo.com
• What does it cost to setup and use? $300/month

Portal Activation

(GREEN BUTTON) Activate Portal Now (When the user clicks the Portal Enabled button we need to popup a FORM that has these features:
(BLUE BUTTON) Deactivate Portal Now (Give this pop up message

Title: Portal Activation Request Form

This is the OneSource Customer Portal Activation form. To Activate the Portal please fill in the fields below and then click the Activate Now button.

Your Name: _______________________________________

Your Email: _______________________________________

The Best Phone # to Reach You: ______________________

Preferred Portal Login Name: _______.osqbo.com

[ ] I understand that the fee to use the Portal is $300/month, and that I can discontinue the service at any time, for any reason.

NOTE: After you press the Activate Now button you can begin inviting your Customers to use the Customer Portal by setting up and inviting one or more Portal Users on the Customer Portal tab on each Customer record.

(Additional DEV NOTES)
When the portal activation process is completed by the customer we will set the CustomerPortal = True.
When the Deactivate Portal Now button is clicked we will set the CustomerPortal = False

Sub-Tab: Layout

• Logo for Portal Sign In Screen.
• Logo for Portal (top left corner).

Sub-Tab: Settings

Section: General Info

Your Name: _______________________________________

Your Email: _______________________________________

The Best Phone # to Reach You: ______________________

Preferred Portal Login Name: _______.osqbo.com

Section: Category & Search

[ ] Vin # (Visible but Disabled for now)
[ ] Item Number
[ ] Year
[ ] Make
[ ] Model
[ ] Category
[ ] Sub Category