Creating a New Order Paige Freeman December 12, 2024 15:47 Updated From the ThreeSixty Web Client Orders Central page, there are three ways to initiate a new order: From the ThreeSixty Web Client left navigation menu, point to the shopping cart icon and select Create Order. From the ThreeSixty Web Client Orders Central page, select Create a New Order. This section assumes that you are creating a new order from scratch from the Create a New Order button. If you are adding products to an existing order, skip to step 4. To create a new order: From the Orders Central page, select Create a New Order. You must belong to a security group with VIEW and UPDATE permissions to the Order.Entry application in order for this menu option to display. The Add Products to Order screen displays, as shown below. From the Search for a Product section, you can enter search criteria and click Find Product.The following fields are available when searching for a product to add to the order: Subsystem (SUBSYSTEM in PRODUCT) Product Class (PRODUCT_CLASS in PRODUCT) Parent Product (PARENT_PRODUCT in PRODUCT) Product Code (PRODUCT_CODE in PRODUCT) Product Name (LONG_NAME in PRODUCT) Product availability is queried on screen load and will not reflect real-time changes to the inventory or capacity. From the search results, click the down arrow to view additional product details, as shown below.For detailed information about the additional details that display for products in each subsystem, please see the grid below. To add a product(s) to your order, change the quantity if necessary, and click Add, as shown below. The Add button will change to "Added" in green and a message will display at the top of the screen when the product(s) is successfully added to the order. Additionally, after adding products to your order, you can select the View Selected Products button to open the Selected Products panel.From the Selected Products panel, you can view and update your selected products, as well as continue to the Order Entry page. When you're ready to proceed with your order, select Continue to Order Entry, as shown below.The order details page displays, as shown below. To set the primary bill-to constituent for the order: From the Constituent Billing Information section, enter at least three characters in the Bill-To field and click the magnifying glass search icon to display available options, as shown below.Alternatively, click Advanced to display the Choose a Constituent page, as shown below.The following fields are available when searching for the ship-to customer to add to the order: Name (SEARCH_NAME in CUSTOMER) Constituent ID (MASTER_CUSTOMER_ID in CUSTOMER) Constituent Class (CUSTOMER_CLASS_CODE in CUSTOMER) Record Type (RECORD_TYPE in CUSTOMER) Status (CUSTOMER_STATUS_CODE in CUSTOMER) Postal Code (POSTAL_CODE in CUS_ADDRESS) Phone (SEARCH_PHONE_ADDRESS in CUS_COMMUNICATION) Email (PRIMARY_EMAIL_ADDRESS in CUSTOMER) Enter the appropriate search criteria and click Search. To return to the previous screen, DO NOT click the Back button in your browser; click Cancel. Select the appropriate constituent from the grid and click Select, as shown below. By default, the select constituent's primary address displays in the Use Address field. The Constituent Shipping Information section automatically populates with the selected bill-to constituent's name and address information. If necessary, select a different ship-to constituent by following the same steps as the bill-to constituent. From the Master Order Information section: By default, the Order Status is "Active". If necessary, click Mark Proforma. If necessary, select an Order Method.This identifies how the order was placed. For example, Web, Mail, Phone, Fax, Walk-In. If an order has the Order Method set as WEB, back office staff cannot manually activate the order line. This will happen most often when the Order Method is RETAINED via the ORD650 during the membership renewal of a prior membership order that originated from the eBusiness controls. There are three options for the staff: (1) activate the order line via some other means (e.g., receipt creation), (2) if you DO NOT want to RETAIN the Order Method of WEB, change the Order Method to NULL, save, and then manually activate the order line, and (3) if you DO want to RETAIN the Order Method of WEB, change the Order Method to NULL, save, manually activate the order line, save, change the Order Method to WEB, and then save. If necessary, change the Rate Structure. If necessary, enter a PO No. If necessary, select Manual Free Shipping. If necessary, enter any Comments. From the Quick Add a Product section, you can add additional products to the order. From the Order Details section, you can: Apply/Remove a Discount Apply/Remove a Coupon Apply/Remove a Market Code Change Shipping Options Add Sub Products to an Order Line View Full Line Item Details Delete a Line Item from the Order Select the edit pencil next to an order line item to navigate directly to the Full Line Item Details. Expand an order line item to view additional details and to update the Ship-via. If there is a questionnaire available for any of the products added to the order, an icon will appear next to the product in the grid. To answer the questionnaire questions, from the additional options menu, select Answer Questions. The questionnaire for that line item opens. Answer the questionnaire questions and click Save to return to the order, or click Save and Go to Next Line Item to continue answering questionnaire questions for other additional line items. To view accurate pricing information, click Update Pricing. If you make ANY changes to the order, you MUST click Update Pricing in order to enable the Continue to Payment button. To save the order without entering payment information, click Pay Later. Otherwise, click Continue to Payment to apply a payment.Please note that the Continue to Payment button will be disabled until you click Update Pricing OR if the order has a balance due of $0. The following table provides more information about the additional details that display in the search results for products in each subsystem: ThreeSixty Web Client does not currently support the creation of Advertising or Exhibition product orders. Field Description Database Information All Products Subsystem The subsystem of the selected product. The Subsystem field displays on the General Setup screen in Product Maintenance for all products. SUBSYSTEM in PRODUCT Product Name The name of the selected product. The Product Name field displays on the General Setup screen in Product Maintenance for all products. LONG_NAME in PRODUCT Parent Product The parent product of the selected product. The Parent Product field displays on the General Setup screen in Product Maintenance for all products. PARENT_PRODUCT in PRODUCT Product Code The unique product code of the selected product. The Product Code field displays on the General Setup screen in Product Maintenance for all products. PRODUCT_CODE in PRODUCT Class The class of the product selected. Each subsystem has its own set of product types, as defined by the non-fixed codes for the PRODUCT_CLASS system type. The Product Class field displays on the General Setup screen in Product Maintenance for all products. PRODUCT_CLASS_CODE in PRODUCT List Price The default list price rate of the selected product. The list price is defined on the Rates and Pricing screen in Product Maintenance for all products. (Not applicable for Fundraising products) PRICE in PRODUCT_PRICING Available The first date that the selected product can be ordered as defined by the Available from date on the product. If an available thru date is also defined for the selected product, the dates will display as a date range. The Available from field displays on the General Setup screen in Product Maintenance for membership products. AVAILABLE_DATE in PRODUCT Type The type of product selected. Each subsystem has its own set of product types, as defined by the fixed codes for the PRODUCT_TYPE system type. The Product Type field displays on the General Setup screen in Product Maintenance for all products. PRODUCT_TYPE_CODE in PRODUCT Description The invoice description of the selected product. The Invoice Description field displays on the General Setup screen in Product Maintenance for all products. SHORT_NAME in PRODUCT Members Only Whether or not the product is only available to members. The Members Only checkbox displays on the General Setup screen in Product Maintenance for all products. MEMBERS_ONLY_FLAG in PRODUCT Certification Effective Begin Date The effective begin date of the associated certification program. EFFECTIVE_DATE in CRT_CERTIFICATION Customer Type The customer type associated with the certification program. The Customer Type field displays on the General Setup screen in Product Maintenance for certification products. CUSTOMER_TYPE_CODE in CRT_CERTIFICATION Credentials The credentials associated with the certification program. The Credentials field displays on the General Setup screen in Product Maintenance for certification products. CREDENTIAL in CRT_CERTIFICATION Digital/Electronic Content Delivery Zero Price Whether or not the product is free. The Zero Price toggle displays on the Product Setup page. ZEROPRICE_FLAG in PRODUCT Pre-Order Available Whether or not the product is available for pre-order. If the product is out of stock (Available quantity defined on the Inventory Locations screen = 0), the Allow Back Order checkbox is checked on the General Setup screen, and the Pre-Order Available date on the General Setup screen is today or a day in the future, then the product will display as pre-order available = "Yes". PREORDER_AVAILABLE_DATE in ECD_PRODUCT ISBN This is the International Standard Book Number (ISBN) for the product. It is the unique ten-digit numerical identification assigned to books, pamphlets, educational kits, microforms, CD-ROMs, and braille publications. The ISBN field display on the General Setup screen in Product Maintenance for digital/electronic content delivery products. ISBN in ECD_PRODUCT Associated Files The digital/electronic files delivered as part of the selected product. These files are defined on the Digital Content Maintenance screen in Product Maintenance for digital/electronic content delivery products. FILE_NAME in ECD_SETUP Facility Zero Price Whether or not the product is free. The Zero Price toggle displays on the Product Setup page. ZEROPRICE_FLAG in PRODUCT Fundraising Allow Price Update Whether or not the price of the selected product can be changed. The Allow Price Update checkbox displays on the General Setup screen in Product Maintenance for fundraising products. DIRECT_PRICE_UPDATE in PRODUCT Fund The fund associated with the gift. The Fund field displays on the General Setup screen in Product Maintenance for fundraising products. FUND in PRODUCT Campaign The campaign associated with the gift. The Campaign field displays on the General Setup screen in Product Maintenance for fundraising products. CAMPAIGN in PRODUCT Inventoried Products Eligible For Free Shipping Whether or not the selected product is eligible for free shipping. The Eligible For Free Shipping checkbox displays on the General Setup screen in Product Maintenance for inventoried products. ELIGIBLE_FOR_FREE_SHIPPING_FLAG in PRODUCT Returnable Whether or not the selected product can be returned. The Returnable checkbox displays on the General Setup screen in Product Maintenance for all products. RETURNABLE_FLAG in PRODUCT Unit of Measure The measuring unit used for the selected product. The Unit of Measure field displays on the General Setup screen in Product Maintenance for inventoried products. UNIT_OF_MEASURE_CODE in PRODUCT Membership Start Mask How the system will determine the start date of the membership. The following options can display: First of [month]: All memberships start on the beginning of the selected month. For example, BEGAUG memberships begin on the first of August. If the selected month has already passed for the current year, the system will set the Begin Date of the membership to the first of the month for the next year. For example, if the current month/year is October 2014 and the Start Mask selected is "BEGMAY", the Begin Date of the membership will be set to May 1, 2015. First of the month: All memberships start on the first day of the current month. First of Next Month after cutoff days: All memberships start on the month after the calendar day specified in Option 1 of the system types and codes. For example, if Option 1 is ‘15’, all memberships joining on the 16th or later will start the next month. First of Next Year after cutoff months: All memberships start on the next year after the month specified in Option 1 of the system types and codes. For example, if Option 1 is ‘6’, all memberships joining after June will start the next year. First of Next Month: All memberships start on the first of the next month. For example, if your order is entered on February 1st or February 28th, the membership will start March 1st. Today: All memberships start on the day the order is entered. The Start Mask field displays on the General Setup screen in Product Maintenance for membership products. DEFAULT_START_MASK in MBR_PRODUCT End Mask How the system will determine the end date of the membership. The following options can display: One Year: All memberships end one day and one full calendar year after the membership start date. For example, if the membership started on March 14th, the membership will end on March 13th of the next year. One Year Minus: All memberships end on the last day of the month prior to the current month. For example, if the membership starts on January 1st of the current year, the membership will end on December 31st of the current year. Or if the membership starts on March 15th, the membership will end on February 28th of the next year. One Year Plus: If the membership starts in the middle of a month, for instance January 15, the cycle end date will be January 31. This is one year plus the partial month at the beginning. Note that when revenue recognition is done, there is an option to recognize the short month as the first of 12 months or the final month as the 12th month. End of [month]: All memberships end on the last day of the selected month. For example, "End of August" memberships end on August 31st. If the selected month has already passed for the current year, the system will set the End Date of the membership to the last day of the month for the next year. For example, if the current month/year is October 2014 and the End Mask selected is "ENDMAY", the End Date of the membership will be set to May 31, 2015. The End Mask field displays on the General Setup screen in Product Maintenance for membership products. DEFAULT_END_MASK in MBR_PRODUCT Record The highest level of membership structure for the selected product. The Level 1 field displays on the General Setup screen in Product Maintenance for membership products. LEVEL1 in MBR_PRODUCT Renewable Whether or not orders for the selected product can be renewed. The Renewable checkbox displays on the General Setup screen in Product Maintenance for membership products. RENEWABLE_FLAG in MBR_PRODUCT Miscellaneous Zero Price Whether or not the product is free. The Zero Price toggle displays on the Product Setup page. ZEROPRICE_FLAG in PRODUCT Meetings Capacity The maximum capacity defined for the selected meeting. The Capacity field displays on the Capacity Definition screen in Product Maintenance for meeting products. CAPACITY in PRODUCT Waitlist Available The waitlist capacity defined for the selected meeting. The Wait List Capacity field displays on the Capacity Definition screen in Product Maintenance for meeting products. WAIT_LIST_CAPACITY in MTG_PRODUCT Last Registration The last day in which a registration can be created for the selected meeting. The Last Registration field display on the General Setup screen in Product Maintenance for meeting products. LAST_REGISTRATION_DATE in MTG_PRODUCT Start/End Date The begin and end date of the meeting. The Begin Date & Time and End Date & Time fields display on the General Setup screen in Product Maintenance for meeting products. START_DATE in MTG_PRODUCT and END_DATE in MTG_PRODUCT Subscription Fulfill Type Whether the subscription is issued-based or volume-based. The Fulfill Type field displays on the General Setup screen in Product Maintenance for subscription products. FULFILLMENT_TYPE_CODE in SUB_PRODUCT Renew Window Indicates the time period within which customers can renew the subscription. When the period ends, the subscription is considered new. The Renew Window field displays on the General Setup screen in Product Maintenance for subscription products. RENEW_WINDOW_NUMBER in SUB_PRODUCT and RENEW_WINDOW_CODE in SUB_PRODUCT Frequency The frequency at which new issues will be fulfilled. The Frequency field displays on the General Setup screen in Product Maintenance for subscription products. FREQUENCY_CODE in SUB_PRODUCT Transcript Transcript Limit When a customer purchases a transcript product, the customer is receiving the right to obtain a defined number of official transcripts. This identifies the number of official transcripts that can be obtained by the customer. The Official Transcript Limit field displays on the General Setup screen in Product Maintenance for transcript products. OFFICIAL_TRANSCRIPT_LIMIT in TRN_PRODUCT Time Limit On Service When a customer purchases a “Subscription” transcript product, the customer is purchasing the right to obtain official transcripts for a period of time. This field identifies the number of months over which the customer can obtain the official transcripts. The Time Limit On Service field displays on the General Setup screen in Product Maintenance for transcript products. TIME_LIMIT_ON_SERVICE in TRN_PRODUCT