Whether a vendor has billing accounts or credit card processing enabled, or both, there are implications to the UI in various parts of the platform.
Differences in the Checkout Process
If a vendor has access to only billing accounts during the checkout process and does not have credit card processing enabled, the user will select the billing accounts they have access to. The system will differentiate which billing accounts are user-specific and which ones are location-specific. An End User can have access to both user- and location-specific billing accounts.
The account name and account number fields will auto-populate based on the selected billing account. The End User will only see a set of fields for shipping information. The system will assume the billing address either based on the location address for the location the user is logged in as or based on the specified billing address for the billing account if that has been enabled.
If a vendor has credit card processing enabled and doesn't have access to billing accounts, then the End User will be defaulted to paying by credit card. The payment information area will allow an End User to select their credit card type, type in the card number and the name on the card, and select the expiration date.
For shipping and billing information, the End User will see two discrete sets of fields - one for Shipping and one for Billing Information. The End User should populate the billing information associated with the credit card.
When an account is selected, the system will display the name, number as well as balance available on the account. If there are insufficient funds in the billing account selected, the system will display a red alert at the top of the page and the user will not be able to proceed with the order.
If an End User tries to go through the checkout process without a Billing Account set up for their user account, or is at a location where no Billing Accounts have been set up, the End User will see the following message telling them to contact Customer Support.
When an End User places an order, they will get an Order Confirmation message. If an End User places an order that is tied to a billing account that requires approval, they will get different messaging than they would get if they placed an order that didn't require approval before being sent to a vendor.
Order Confirmation Message Where Order Approval is Required
Order Confirmation Message Where Order Approval is Not Required
If an End User places an order where the vendor has payment credentials enabled and the vendor has access to billing accounts that the End User also has access to, the End User will have the option to pay by either billing account or credit card. They will see radio buttons to choose either billing accounts or credit cards.
Differences in an End User's My Orders page
End Users will see a status column on the left hand side of the page with the following status colors: A green "Approved" status; a red "Rejected" status; and a black "Pending" status. Where there is no icon in the status column, the order was made when the application was set to accept credit cards instead of billing accounts.
There is no status color for when an order has shipped. A System Administrator can see if an order has shipped by checking the Vendor Pickup area that supplied the order.
Clicking on the View Details button for an order placed when the application was set to use Billing Accounts will show the Billing Account used for the order. If the application was set to accept credit cards when the order was placed, this section will not display.
Orders Approval Loop (available for Billing Accounts only)
Orders submitted for approval will appear in the Order Approval queue. Once approved or rejected, the order will disappear from this page.
You must log in as an Approver to see the Approval page.
When rejecting orders that are in the queue for review, Approvers must enter a comment in the "Comments for Order Recipient" field. This comment will appear in the email notification to the End User who placed the order.
The comment will also appear on the View Details in the My Orders area.
End Users cannot resubmit or delete a rejected order. The user must create a new order and send it through for approval again.
Differences in the Order Report
If Billing Accounts are active, the Account Name/Account Number and Order Status columns will appear. If only credit card processing is being used, then Account Name/Account Number and Order Status columns will not appear.
There is an Export button that will export the (filtered) table, with or without the Account Name/ Number and Order Status columns if they are present on the Orders Report page.
Differences in Vendor Pickup
If Billing Accounts has been enabled for the application, vendors picking up orders will see the Account Number on the pickup page. If the application is set to accept credit cards instead, the Account Number column will not appear.
You need to log in as the Vendor to see their pickup page. If you don’t see the order on the Vendor’s pickup page, log in as an admin and go to Admin page > Reporting tab > Orders Report link to see the order.
In either case, on clicking the View Order link, the Vendor will see the same information about the order. Note that neither the Billing Account nor the credit card information will appear on the Vendor Order Detail page, nor will the shipping costs.
Remember that entering anything in the order tracking number field and clicking the Ship button will remove the order from the Vendor Pickup page. Currently, there is no historical information displayed for the Vendor’s reference, so be careful about entering anything in this field.
There should only be ONE vendor in the application. If there is a second vendor, neither will see the entire order on their respective pickup pages, instead, each will see only those items they are to fulfill, plus the shipping method and the ship to information. As each Vendor fills in the Order Tracking Number and clicks the Ship button for their portion of an order, the Orders Report will only retain the last Order Tracking Number and Date Shipped. Currently, there is no way to track the Order Tracking Number and Date Shipped for each Vendor’s portion of an order, nor is there any way to tell how many Vendors or who the Vendors are for any given order.
Differences in System-Generated Emails
Here are the system-generated emails related to Billing Accounts, please note the new emails related to the new order approval loop implemented with this Billing Accounts feature:
https://docs.google.com/a/pica9.com/spreadsheet/ccc?key=0Ak_kqNOSCeRbdFVOTHNudmQ5WkY5c1VLMHZid0huaEE