CollisionLinx Orders Help Documentation

Modified on 01/16/2018 08:42 AM by Sharon Duckett — Categorized as: Help Text, Needs Review, Public, Support

Table of Contents [Hide/Show]

CollisionLinx Orders
   Associated Permissions
   Opening CollisionLinx
   Navigating to the Orders Screen
   Order List Screen
      Section 1 - Search Criteria
      Section 2 - Order Grid
      Section 3 - Add New Order
   Create/Edit an Order
   Order Edit Screen
      Section 1 - Order Number
      Section 2 - Ship To
      Section 3 - Order Information
         Order Status
      Section 4 - Order Building and Tracking
         Add from Usage button
         View History button
      Section 5 - Action Buttons
         Submit button
         Cancel button
         Clone button
         Save button
         Print button
      Section 6 - Pending Items
         Item Lookup
      Section 7 - Item Grid
         Delete an Item
         Check Promo Pricing
         Alter descriptions
         Check on hands
         Alter the order amount
         rearrange the items
      Section 8 - Order Details

CollisionLinx Orders¶

CollisionLinx Orders allows the user to generate orders at the shop and send them directly their distributor.

Associated Permissions¶

ExtranetCustomer_OnHands_View - Allows the user to see the on hands in the item grid
ExtranetCustomer_OnHands_View_Alternate_Location - Allows the user to see other locations' on hands
ExtranetCustomer_OrderAddItem - Allows the user to add items to an order
ExtranetCustomer_OrderCancel - Allows the user to cancel an order
ExtranetCustomer_OrderDeleteItem - Allows the user to delete an item
ExtranetCustomer_OrderEdit - Allows a user to edit an order
ExtranetCustomer_OrderLocationChange - Allows a user to create an order for a different ship to
ExtranetCustomer_OrderPricing - Allows the user to see the pricing on an order
ExtranetCustomer_OrderSubmit - Allows the user to send the order to the distributor
ExtranetCustomer_OrderUsageHistory - Allows the user to build the order from uasge or see the order's history
ExtranetCustomer_OrderView - Allows the user to see the order list screen

Opening CollisionLinx¶

1 Open an internet browser. IE is the supported browser.

2 Type collisionlinx.net into the URL field.

3 Type the vendor code into the Vendor field.

4 Type the login into the Login field.

5 Type the password into the Password field.

6 Select the Login button.

Navigating to the Orders Screen¶

Select the Orders tab.

Order List Screen¶

Section Descriptions:

Search Criteria - This section displays all of the search parameters that can be used to find orders.
Order Grid - This section displays all of the orders that meet the criteria of the search results.
Add Order - This section allows the user to create a new order.

Section 1 - Search Criteria¶

This section defaults to the current bill to/ ship to, current month and all document statuses.

Section 2 - Order Grid¶

This section shows all of the orders that match the search criteria. The orders can be sorted by using clicking on the column header.

The Edit link allows the user to go to the Order Edit screen.

Section 3 - Add New Order¶

This section allows the user to create new orders. If the user is a bill to user, they will be able to see all ship tos. If the user is a ship to user, they can see all other ship tos if they have the correct permission.

Create/Edit an Order¶

Order Edit Screen¶

The Order Edit screen allows the user to alter an order. Below is a diagram of all the sections.

Section Descriptions:

Order Number - Provides the user with the order number that you are editing.
Ship To - Displays the company name and address the order is going to be shipped to.
Order Information - Displays information about the order.
Order Building and Tracking - These buttons allow the user to automatically build orders and track the progress of an order.
Action Buttons - These buttons allow the processing of an order.
Pending Item - Shows the user the item they are about to add to an order.
Item Grid - Displays all of the items already on the order
Order Details - displays important information about the order.

Section 1 - Order Number¶

This sections only purpose is to display the order number.

Section 2 - Ship To¶

This section shows the ship to information including the company name, address, phone number and fax number.

Section 3 - Order Information¶

This section displays some important information about the order.

Order Status¶

This tells the user what status the order currently is in.

Orders can be in one of eight different statuses.

Open - Orders that are in Open status are completely editable.
Cancelled - This means the order was cancelled by the CollisionLinx user.
Released - The order was sent to the distributor.
Rejected - The distributor rejected the submitted order. The distributor should contact you with the reason why the order was rejected.
Ordered - means the distributor accepted the order and is busy preparing the order.
Shipped - means the order has been processed and is currently being delivered to the ship to location.
Invoiced - means the order has been invoiced and the distributor will be sending the invoice to the bill to shortly
Processing - Means the order is being worked on my a background task. This status will be rarely seen.

An order's natural flow of statuses is:

Open
Released
Ordered
Shipped
Invoiced

Section 4 - Order Building and Tracking¶

These buttons are useful to build an order from usage or track the progression of an order.

Add from Usage button¶

The Add from Usage button brings up the screen below.

The screenshot above doesn't suggest any items, because this login to CollisionLinx doesn't process orders constantly.

The Usage History Length and Order Days Supply always default to 45 and 15 respectively.

The user can do the following:

Select individual items to add to the order
Select or deselect all of the items
Adjust the order amounts
Search for particular part numbers

Once the user has specified all of the items they would like on the order and the quantity of each, they will have to select the Add Selected button. All of the selected items on the window will appear in the item grid, section 7, with the specified quantity and the Usage History window will disappear.

View History button¶

This button allows the user to see the history of the order. It will display the status of the CollisionLinx order and all of the related documents. Below is an example of an CollisionLinx order that has been processed to Invoice.

Section 5 - Action Buttons¶

These buttons allow the user to do many things to the order.

Submit button¶

The submit button finalizes the order. This should only be selected with the CollisionLinx user is completed with the order and wants to send it to the distributor.

Cancel button¶

The cancel button will cancel the order. This should only be used if the CollisionLinx user does want the order anymore. There is no way to reopen the order. The only way to salvage the items on the order is to clone the order to a new order.

Clone button¶

The Clone button creates a new order with all of information (items, PO number, ship via and technician) from the parent order and generates a new order.

Save button¶

This button allows the user to save all of the pending changes on the order. This will only save the order. It will not send it to the distributor.

Print button¶

The print button allows the user to print the order. It is recommended to save the order first.

Section 6 - Pending Items¶

The pending item section allows the user to add items two different ways.

Manually type an item
Item Lookup

If you know the item code or part of the item code the fastest way to add an item is to manually enter it. In the Item Code / UOM field type the item code. A dropdown will appear with part numbers close to what you typed. If you only know a part of the item (example: You only know 1487 and you want to find SG1487/QT), type % before the part you know. The dropdown will find all part numbers with 1487 in it.

To finish adding the item to the order, select the Add button.

To clear the item out of the pending item section, select the Clear button.

Item Lookup¶

Item lookup should only be used if you are unsure of the item part number. It allows you to use up to eight different parameters to find a part number. Select the Item Lookup link to display the following window.

Type the search criteria into as many parameters as needed and select the Search button. Select the Add icon (Circled in the picture) next to the desired item. The item will appear in the pending item section.

Section 7 - Item Grid¶

The section displays all of the items on the order.

The user can do the following in the item grid

Delete an item
Check Promo pricing
Alter descriptions
Check on hands
Alter the order amount
rearrange the items

Delete an Item¶

To delete an item, the user must select the red X next to the desired part number.

Check Promo Pricing¶

In order to check if an item has promo pricing all the user has to do is click on the item code.

No promo pricing

Example promo pricing

Alter descriptions¶

The description can be changed by select the description and simply typing in the new description or altering the existing one.

Check on hands¶

On hands are always displayed for the distributor location that will be sending you the merchandise. With the right permissions the Item Availability balloon, which will appear by selecting the on hands value of the desired item, will show availability of all suppliers within your region. Regions are setup by the distributor.

Alter the order amount¶

This feature allows the user to change the quantity they would like to order of any item already on the order. These can be altered up to when the order is submitted. Once a value is changed the altered value will appear different and will require a save to make the change permanent.

rearrange the items¶

The user can alter the order of the items by simply selecting the column headers to have them rearrange based on the column selected.

Section 8 - Order Details¶

This section displays three important parts of the order.

Customer Note - This note is used by the user to tell the distributor something about the order. The text limit of this note is 200 characters.
Vendor Note - This note is filled in by the distributor. It is there to tell you important information the distributor feels you should know. It is limited to 200 characters.
Costs - This section tells you the total of the order at the time it is created. Please note that these are estimates.