F2 - Import

When to use Import (F2) An important distinction to make about the import function is that only copies data (usually item information). Import doesn't create any linkage to the copy source (document, file, etc.). For example, using the Import (F2) function to copy items from a purchase order document into the Receipts transaction won't "receive" the purchase order document. This is because importing only copies item data from the PO document; it does not create any linkage to that document. To receive a purchase order, you would instead use the Receiving (F5) function found in the Receipts transaction. The same rule holds true in Point of Sale. Copying items from a customer order document into a sale won't update the customer's order in any way such as marking it as sold. The Invoicing (F5) function found in the Sales transaction would be used in this case. For most operations, using Import (F2) isn't required, but it can be useful depending upon the need.

Import functions vary based upon the transaction and are not offered in all cases.

The F2 (import) key is used to import grid data from an existing document into the current activity.

Importing Transaction Documents

The Document option allows you to choose an existing RockSolid MAX application document. The document must contain data that can be imported for the current transaction. For example, when importing into a transaction that requires item information, such as items and quantities, you would choose a document that contains this type of information. Some document types aren't going to be compatible with all transactions. Once a compatible document has been selected, all details from that document are copied (imported) into the current transaction. Changes may be made after the import in most cases.

In some transactions, additional "document" import selections are provided that filter on a specific document type or types. These are listed as separate import options, but are functionally the same.

Processing Ecommerce Submissions (Orders/Quotes)

After a customer submits an order or quote, the submission should be either processed or rejected by your company. The ecommerce order, quote, or payment doesn't become an actual transactions until someone at your company imports them and processes them. The process is the same for orders and quotes, so we show the order process here. Quotes don't have payments associated with them, typically, but essentially the process is the same.

To approve or reject an ecommerce order or quote:

1. From the Main Menu, choose Point of Sale > <Orders or Quotes>. The appropriate entry form displays.

2. Enter the required account information and codes to enable the Import (F2) key.
Note: For some accounts the Job # entry is required.

3. Choose Import (F2) and from the context menu, choose the E-Commerce menu item.

The Import E-Commerce Quote/Order dialog box displays. In the ID list, only orders or quotes that match the customer ID you selected display. If a particular submission is assigned to a job other than the transaction's current job selection, the application will update the transaction to reference the submission's job after the submission is complete.

4. From the ID list, choose the transaction you want to process.
A Note About Deleting an Ecommerce Transaction. You can delete a transaction at this point if you need to clear a duplicate submission or remove a canceled request at the direction of a customer. To delete an ecommerce request, click the Menu Marker icon and select the Delete option.

A confirmation prompt displays. Choose Yes to delete the order or quote. You must have specific permissions to perform this action.
You must delete an ecommerce submission before you accept it. This is not the same as rejecting an order or quote (see the IMPORTANT! message below).

5. To import the selected transaction, choose Accept.
The items listed in the transaction populate the data grid. After you accept an order you have two options. You can reject the order/quote (as when you don't have the stock to fulfill the order) or you can process the order. If you need to reject the online ecommerce order, see Rejecting an Ecommerce Order/Quote.

6. Review the transaction details to see if there are any details.
Typically, online orders are paid in full using a third-party processor, so you do not need to process a payment for these transactions.
However, if the customer only paid a deposit, the application may prompt you to process the payment for the balance. In these cases, it is usually for an account that has a card on file, so you would process the payment using that payment method. You may also process the remaining payment to the account as a charge, if the customer wants to use that option. We recommend that you contact the account customers directly if you are not sure how this process should work for this transaction.

7. When you are ready to process the transaction, choose Process (F12). The appropriate process Document displays.
8. Complete any adjustments or delivery steps that are required for this transaction and choose Finish (F12) to complete the process.

Rejecting an Ecommerce Order/Quote

Rejected submissions remain available for processing in the future. They display in the Import E-Commerce Quote/Order ID list with the reason selected in the Status column.

To reject an ecommerce transaction after accepting the transaction and displaying it in the data grid: 

1. Click the Menu Marker icon next to the data grid and choose the Reject E-Commerce Order option.

The Reject E-Commerce Quote/Order box displays.

2. From the Reason list, choose the reason for the rejection of the transaction and enter any detail needed in the Additional Comments field.

3. Click Accept to process the rejection.
The application saves the reason code and the message with the submission. The application sends a notification to the customer (if they have an email address associated with the account's billing contact) whenever an ecommerce submission is rejected.

What happens if I accept an ecommerce request and then cancel the transaction (Cancel (F9))?

Canceling leaves the submission untouched. It will remain available for future selection and processing (or later rejection).

What happens if I reject an ecommerce quote or order?

The quote or order remains available for future processing, but the application updates the record with the rejection status and comment. The application sends the customer a notification (if the email address is available). They can also see that the order or quote was rejected in the ProLink app (under either Orders or Quotes). The application also updates the record for display in the website.

What happens after I process an ecommerce order or quote?

If the account's primary (billing) contact has an associated and valid email address, the application sends an email notification that their order or quote was processed (when you have enabled the Confirmation Emails settings in the Ecommerce parameters). In addition to this notification, the customer can check the website to see when their order or quote has been processed (approved).

How can I view ALL ecommerce order/quotes?

Yes. Go to Inquiry > E-Commerce (E-Commerce Inquiry) to view all or selected order or quote requests with item details.

One other option is to use the system CASH account in either an Order or Quote transaction and then choose Import (F2), E-Commerce. All orders or quotes are listed when the CASH account is being used. After a selection is made, the transaction's account and job are reset to match the account and job assigned to the submission.