Executing the Order of a Non-Automatically Provisioned Service
When a new order has been placed by your customer, in BSS there is a dedicated dashboard widget where you can find the orders you need to execute. Your customers they can be informed for the progress of their order from order’s delivery status that will be available in order’s details page in your Storefront.
BSS Dashboard Widget for New “Non-Automatically Executed“ Orders
At the BSS home page, where the dashboard resides, you can find a widget that is responsible for displaying the top fifty(50) new orders that need to be manually managed. Its title is “Orders For Manual Management“. In this widget, you can witness the orders that were created from the Storefront by their creator (Storefront user), in the form of a table list. Each order contains at least one order item which is a non-automatic execution service that is not yet executed or delivered.
The columns of the table list are sorted by “Order Date“ and are the following:
Order code: This is a link that redirects the user to the page of the order with this ID.
Account Name: This could be either the name of your reseller or the name of your direct customer.
Order date: This is the date of the order, in the date format of the BSS user.
Total: This is the order amount displayed on the order view page, and is always displayed without taxes.
A custom notification email can be created for notifying your operations team of any new orders that require manual management. On page “Reports & Notifications For Non-Automatic Executed Orders “ you can find a detailed guide on how to create that custom notification email.
Order Status Indicator in Storefront
In the Storefront, a new column has been introduced inside the “Order Items“ view page for indicating the Delivery Status of the order items. It can be accessed by navigating to Storefront > Billing > Orders and choosing the specific order. If an order item is executed, the delivery status displays it as Delivered, whereas if an order item is not executed the delivery status displays it as Waiting for delivery. The management of each service is managed by the “Order delivery” action in BSS. Please note that all order items have their own delivery status except for the Setup fee that will not have any delivery status.
There are only two statuses, that indicate each ordered item delivery status. These are the “Waiting for delivery“ and the “Delivered“.
Provisioning a New “Non-Automatic Execution“ Order
After your operations team gets notified of new incoming orders that require manual management, the team should deliver (i.e. provision) the service manually either by contacting the vendor of the service or by using the tools the vendor offers (to you) for this purpose.
Executing a “Non-Automatic Execution“ Order
Immediately after the provisioning of the service(s) to the customer, your operations team can execute the order in the BSS for the subscription to be created and the invoice to be initiated.
Depending on whether the order items are provisioned on the same day or they are provisioned on two different days (due to reasons such as the services of the order are from two distinct vendors), there are two methods with which your operations' team can proceed with the execution of the order. The first method is called “Order Execution“ and the second method is called “Order Delivery“.
Order Execution
The “Order Execution” method is utilized when the entirety of the order items can be provisioned on the same day and as a result, the order can be executed fully.
By navigating to BSS > Sales > Orders and locating the order, on the order’s page, you can click on the “Execute Order” button under the Shortcut’s menu.
On the pop-up window that follows, you can select the start date of the creation of the subscription as well as the invoice.
Partial Delivery of the Order
The “Order Delivery” method is utilized when a few order items were provisioned on one day and the rest of the order items are going to be provisioned on another day. As a result, the order can be partially executed.
By navigating to BSS > Sales > Orders and locating the order, click on it, and on the order’s page click on the “Products“ tab and then choose which order item(s) you wish to execute by checking the relative checkbox.
Afterward, click on the Actions sub-menu button and choose the “Order Delivery” option.
Subsequently, a pop-up verification window opens that displays information of the selected service(s).
Upon clicking on the “Order Delivery” button, the system generates a sub-order of the order the customer has placed. The sub-order can be identified by checking the Code field that is found inside the sub-orders view page, under the Basic Information tab. Also, on the sub-order view page, you can witness the ribbon that states the primary order code as indicated by the following image.
Example: If the primary order code has the “002684“ number assigned to ti, then the first sub-order will take the “002684.1“ number. As a result, the sub-order is considered a partial derivative of the initial order and is displayed from our system in this form “.#” (a dot followed by a number. The number is dependant on the total amount of preceding sub-orders).
Lastly, in order to execute the order item(s) within the newly created sub-order, you need to click the “Execute Order” option from the Shortcuts' menu on the sub-order’s view page, and on the pop-up that follows you can click on the second bullet and choose the start date of the creation of the subscription as well as the invoice.
By clicking the “Apply” button, one last pop-up window is displayed, informing you that the system has executed the sub-order and it has created the relating subscription for the specific customer.
Verifying a Sub-Orders Execution in BSS
In BSS, by opening the order that was submitted via the Storefront, and clicking on the tab “Products“, you can witness that next to the “Description” of the service, there is a different icon than that of the edit (pencil). This document icon is displayed when the order item is linked with a subscription and/or an invoice and therefore is considered as executed.
Verifying a Sub-Orders Execution in Storefront
At Storefront, in the orders' history list as well as in the billing page inside the orders section, an order which has a sub-order, can be found by looking for the “+” sign beside it. By clicking it, you are able to view the sub-orders of the parent order.
The following information is displayed on the Orders History list of a sub-order:
Sub Order's #: This number is a link that redirects to the sub-orders view page.
Status: This indicator displays whether a sub-order is “executed” or is “In Progress“.
Order Date: This date specifies when the order was placed.
Total: This amount along with the currency, displays the price that a specific order item costs.
Editing Order Status After Executing All Order Items
After all the order items have been successfully executed, the general order status will not automatically change to “Executed”. Instead, the status will remain at the “In Progress” or the “Submitted“ state.
In order to change the status of such an order, you will have to manually edit the order by clicking its “Edit…” button, and switch the status drop-down field to “Execute Order“.