====== Orders ======
===== Checking orders =====

Upon order receipt, a number of things need to be checked (PO versus quotation in CRM) before converting the quotation to an order.

  - Correct account / correct establishment incl. current address and VAT info. If necessairy, create a new account or a new contact.
  - Article number(s), quantities and prices
**Write-in products in quote are not accepted and need to be corrected to existing products before order acceptance.** Ask responsible SE to take care of correct product pricelist import and adjustment quotation before you can continue.
  - Correct currency mentioned on PO (USD or EURO)
  - Pay attention for orders in EURO, supplier in $ for license tier pricing, fi Tuxera. In case of a big exchange rate difference with respect to quote or previous order, please check with responsible SE first. On product level in quote or clone order, you will find the supplier exchange rate. Check on https://www.xe.com/currencyconverter/convert/?Amount=1&From=USD&To=EUR, current rate.  
  - Payment terms. Logic standard payment terms are 30 days nett
  - Delivery terms. Logic standard delivery terms are ex worcs Wessem. We have several options for shipping costs, depending on which country to ship to. Or on customers Account courrier number.
  - A new Account courrier number can be entered in CRM at: Account, invoicing & billing data, block shipping, preferred carrier and shipper account number.
  - Delivery time: maintain customers request. If not, please use guide lines as described in "requested delivery date".
  - Any special remarks necessairy either to supplier or to be confirmed to customer?
  - An official PO from customer is required. Email orders are not accepted, unless agreed otherwise with management. 
  - Email orders are only accepted in case of prepayment.
  - In the Benelux, we also accept a filled-in and signed Logic orderform. (At least orderamount, reference no and signature are required)
  - When a PO from customer shows a vendor number, please register this vendor number in CRM: At Account level, invoicing and shipping data, block billing, field Account Number. The vendor number basically confirms our registration as supplier in the customer`s system

In case of any questions / doubts / differences, please contact responsible SE.

**Before converting quotation in CRM to order, please check in SAP look up if customer is not on dunning phase.
If so, please contact accounting first.**

===== Third Party Contract Orders =====
In case a Customer signed a License Agreement or Contract and authorizes a third party to procure the product (fi: an external EMS or Sourcing Company), the //Order// must be created for the Company that submits the PO. Once created, the //Order// must be connected to the //Opportunity// of the Customer for which the PO is intended:

  - In the //Order//, open the **Summary Tab**
  - In the **SALES INFORMATION** block at the right, lookup the related //Opportunity//
  - Save the //Order//.



===== Creating an order =====

Most common way is by converting a draft quotation to an order.
  - Open quotation. 
  - Convert quotation to order by clicking on “activate quote” in the ribbon. Quote now is active. (pop up note: Quote is successfully activated, at the bottom of the page)
  - Click on “create order”. 
  - A window pops up. In field "close opportunity" alter yes in no and press OK.

Order now is created. Window pops up: Order successfully created.
(Quote goes from draft status to won. It is possible to create several new orders from still the same quote although status quote is "won" after first conversion. But it is more easier to clone an order.)

To complete the order, you have to go through several steps in CRM:

  - Fill in right owner (mostly owner of quotation)
  - Fill in Purchase Contact 
  - Fill in PO Number
  - Fill in Requested Delivery date. Make sure  you click on “copy to products”. A window pops up to confirm delivery date is copied to all order product lines. Press ok.
  - if you have to divide the number of ordered items into 2 or more different delivery dates and quantities, select the correct article by clicking on tab "Products", select the right article (check mark) and click on "Clone" on the right. Adjust the quantity and requested date. List- and sales price will be correctly copied.
  - Necessary remarks for invoicing / shipping, agreements made by SE or other important information, can be filled in underneath “description” at tab "Summary".
  - If you click on the 3 dots in the ribbon, you can select “look up Address”. Applicable for a fix ship-to or bill-to addres, which is different from own account address. Fi. Siemens Karsruhe, fixed invoicing address in Bambergen. (Note; these addresses to be created on account level. Click in the green ribbon on ">". Select address, create new address.)
  - At last, by clicking on the 3 dots in the ribbon and selecting run Flow, you can select workflow “order confirmation to purchase contact” which completes the order creating process. Order is now being processed to logistics. Order receipt is being confirmed to the purchasing contact and the order, order amount and responsible SE is also being reported internally to everyone.
  - Mark PO in "orderdesk mail" as read, categorize and mark complete.


Another way is to make an order from the opportunity in the customer's account, fi Customer Seco (in opportunity look under tab "Products". There you will find a summary of all Insyde articles (like Kabylake, Braswell). The position (1),2) etc.) corresponds to the order of articles in the opportunity.

Easiest way to make an order: 
  * Go to "Recent Opportunities" in the Seco account and click on the correct opportunity. For labels: "Insyde: Seco BIOS royalties"
  * Click on tab "Related" and scroll down to "Orders"
  * You will see an overview of all orders. Click on tab "+ New Order" above
  * A new order has been created. Now click on tab "Products"
  * Scroll down to the articles you want to delete from the order and select them with a check mark
  * In het centre right you find tab "Delete Order Product" which will delete all the articles you do not want
  * Change the number of labels and all other necessary information in the remaining articles as explained above under creating an order.

==== Shipping and Billing Addresses ====
Make sure you are in the //Shipping and Billing// tab of the //Order// so you can see what happens. 

**NOTE: It is not possible to enter an Address manually in this Tab!**

Entering **new** addresses can only be done in the related //Account// record. First go to the //Account// and enter the new Shipping or Billing Address and then return to the //Order// to select the addresses:

Select an //Order// address using the //Look Up Address// Button in the top menu bar currently under the 3 vertical dots on the right. 

A new pop-up window shows up where you can select an //Address// related to the //Account//. Deselect the switch for which you are not seeking an address and then press //Add address//.




===== Embedded Plaza orders =====

Work around is the same as upon checking and creating an order with underneath listed alterations.

  - //Purchase contact// is always Purchasing Embedded Plaza
  - //PO Number// starts with EPxxxx
  - //Subject//: EP + product for clarity
  - If a private person orders through EP and no company details are known, please enter contact as an account in CRM and add contact to the company. In CRM, all orders need to be linked to an account!
  - Sometimes, you can find the company through the email extension of the contact. You can link the order to the account. In the order bill to / ship to address, it is possible to delivery of invoice directly to the private person.
 



===== Cancel Order =====
If for some reason, we created an order (and forwarded it to Logistics and created an Order in SAP), and lateron have to Cancel the //Order// before it is //Fulfilled//, we can change the Status of the order to //Cancelled//:

  - Open the //Order// Record
  - Press the //Cancel Order// Button in the Menu below the //Ribbon//
  - Select a //Status Reason//
  - Select the //Date of Cancellation//
  - Provide information about the Reason of the Cancellation

**Important:** an //Order// that is //Cancelled// is locked and cannot be changed anymore. 
===== Copy or Clone Orders =====

For repetitive Purchase Orders from Customers (where we do not send repetitive Quotations to), you can use a Workflow that creates a copy of an existing //Order// including its //Order Products// and details:

  - Open the //Order// you want to copy
  - In the Menu below the //Ribbon//, click on the clone option

Original order will be copied to a new one.

The following //Attributes// are not copied but left blank:
**Order:**
  * Requested Delivery Date
  * Date Fulfilled
  * Payment terms! (can be different for each project)
  * PO Number
  * SB1 Sales Order

**Order Product:**
  * Requested Date
  * Shipped Quantity
  * Back Ordered Quantity
  * Canceled Quantity

Work around to complete and to check the order, is the same as described above.

**In case the last PO which you can copy is "old" and you might reasonably except prices are no longer applicable, check with responsible SE first!**

COPY OF ONE PRODUCT LINE IN ORDER (e.g. orders Seco, same product line, partial deliveries with differnt delivery dates:
Click on the product name to enter and click on "clone" in the menu. Product article will be cloned in the order with correct price and description. You only have to change the quantity, if necessary.
===== Order Status =====

An Order can have one of the following States (//Status//):

//Active//
New
Pending

//Submitted//
In Progress

//Cancelled//
No Money

//Fulfilled//
Complete
Partial

//Invoiced//
Invoiced

//Complete//
Paid.
===== Quick Find =====

The following Attributes are searched when you use a Quick Find:

  * Customer (=Account)
  * Name
  * PO Number
  * SB1 Sales Order

"

===== Requested Delivery Date =====
A Customer purchase Order will most likely have a requested or required delivery date for the entire PO or, in case of a call order, a delivery date per Purchase Order Line Item.
When te Order is created, the //Requested Delivery Date// of the //Order// in CRM is set to the requested date on the PO, or to the first call order date of the PO if it contains multiple call dates.

If the Customer PO contains multiple call dates, the CRM Order must contain as may //Product Lines// as there are call dates in the PO.

If the P.O. Does not contain a Requested Delivery Date, the date is set to:
  * In Case Pro Forma Invoice will be sent AND it is a digital delivery: 2 weeks in the future
  * In Case Pro Forma Invoice will be sent AND it is a physical shipment: 3 weeks in the future
  * In case of normal digital delivery: 1 week in the future
  * In case of normal physical shipment: 2 weeks in the future
  * In all other cases: 3 weeks in the future.

In case there is only one delivery date for the entire PO, the button //Copy to Order Products// can be used to set the //Requested delivery date// for all Order Product lines in one go.

The button //Copy to Order Products// is only visible if the //Order//  is not in the //Fulfilled// state.
===== Fulfillment =====


  - Open the order for which you want to create a fulfillment.
  - Go to the ordered product lines and fill in het shipped quantities
  - Save the shipped quantities and go back to the order level.
  - In the menu under the ribbon you click on **Create Invoice** and fill in the delivery date and if it is a physical shipment the shipping info and save.
  - Then go to the product lines and fill in serial number(s)/warranty date and the "delivered on" tab per product line and save. Also for the product line "Transportation and handling fee".
  - Close these lines on invoice level and go back to the order level.
  - Click on **fulfill order** in the menu and fill in the delivery date.
  - After completing, the status bar at the bottom of your screen shows the text "fulfilled". After this go to invoice level (via tab "Related", "Invoices") and start the workflow by clicking on the 3 dots, "Flow" and choose “Order Fulfillment to Purchase Contact” which will inform the Purchaser, Primary Contact and the Invoice Owner of the shipment. See also description under chapter "invoices" in wiki. 
  - 
If, for some reason it is necessary to re-open an order which is already fulfilled, please follow the next steps:
Open the fulfilled order and go to the 3 dots, click on "run workflow" and click on "Re-Open Order" and button "Add".
Next pop-up appears mentioning "confirm application of workflow", click on "OK"