Portal Confirmations

When a customer on Portal submits a Shopping Cart for a reservation or quotation, a confirmation number is assigned and a Portal request is generated in preparation for staff to review and to convert it to a reservation or quotation.
This utility can be used to review the Portal requests and to convert them and then complete them in Counter Worksheet.

If the Auto Convert To Document flag is set in the Presentation Theme configuration, then Portal requests submitted from that theme automatically create the reservation or quote for the customer.
A "Portal Confirmation" is still created in SRM, but it is flagged as already processed without requiring any processing action by your staff, and can be selected and viewed from 'History' in the Portal Confirmation Search.

Email Notification from Portal Request:

1. When the Shopping Cart is submitted to your store for a Portal request, a confirmation email is automatically issued to the customer.
   
2. A second email is sent to alert the rental store staff per the email address designated for that customer in the expanded record in Portal Customers.
   If no specific staff email address is entered for the customer, then the email address for the store division in Global Portal Settings is notified.
   If no email address is setup for the division, then the email address for the company in Global Portal Settings is notified according to Quote or Reservation document type.
   
3. A third email can be triggered to alert the customer, when the rental store staff converts or deletes a Portal request,

Email Notification of Portal Document:

1. When the Shopping Cart is submitted to immediately create a Reservation or Quote, per the Auto Convert To Document option set in the Presentation Theme, then a confirmation email is only sent to the customer and it contains the new document number as well as the confirmation number.

The steps to review and convert the Portal requests are:

DOCUMENT #

Enter the document confirmation number or select it in the Portal Confirmation Search window.

Document Divisional Security:

This document confirmation number is restricted to the Divisional Restricted Views assigned to the operator.

Customer Information on the Document:

The document information displays on the left panel, including the Booking ID from GateWay, the type of document request, division, dates and times, customer number, name, shipping/site information, and the P.O.#.

Email Address:

The email address defined for this customer in Portal Customers is displayed at the top of the right portion of the screen.
Click on this address to manually generate an optional email to the customer as outlined in Compose Email.
This is useful to contact the customer if more information about the order is required.

Requested Product Details:

The requested products list on the right panel, including the sales part number or group number for rentals (prefaced with a +), with the description and quantity from the order.
Additional detail information includes, list price, serial number and any product specific notes entered on the order request from the API.

Requestor Identity:

Whether it was the Customer, or a Salesman that requested the reservation or quote is logged as the creator, with the associated email address.
Documents created from the SRM application will show Staff as the creator.
The expanded product detail record displays any product specific notes entered on the order request from the API.

Instructions:

Any document level instructions from the Portal request are displayed, and will be added to the document comments.

ACTIONS:
Additional actions provided by buttons on the Portal Confirmations screen include:

• Delete a Request Record:
  Click the DELETE button at the bottom of this screen to remove a Shopping Cart request from the list without converting or accepting it, if it is not going to be filled.
  When a request is deleted, the option to send an email to the customer is provided, as outlined in Compose Email.
  Confirmation is required.

• Convert a Portal Request to a Reservation or Quote:
  Click CONVERT to convert the Portal request to a Reservation or Quotation or to an Invoice
  Confirmation is required.
  The Portal Confirmation number is added to the document header comments with the flag to print, to help identify the source of a quote/reservation/invoice.

  Rental products from the Portal Request are always processed through the Counter Worksheet.
  Rate discounts are not allowed for any rental product details where the rates are passed in from a Portal Request.

  Sales of sales products can also be processed through the Counter Worksheet, or the sales can be invoiced immediately as determined by the Invoice Sales On Separate Invoice flag set in the Global Portal Settings if the operator has access to Miscellaneous Invoices in the menu tree.
  When an invoice is auto-created from a Portal Confirmation if the date out of the confirmation is within the current date range for RSIH set in Date Range Control, then that date becomes the invoice date, but when that date is outside of the date range for RSIH then the current system date becomes the invoice date.

  Note: A Disposal of a Rental product will always be invoiced immediately if the operator has access to Miscellaneous Invoices in the menu tree, regardless of the Invoice Sales On Separate Invoice flag because the Counter Worksheet does not handle the sale of rentals.

  When the Counter Worksheet created from the Portal request is actually converted to a reservation or quote, the option to send an email to the customer is provided. The Subject of the email lists the new reservation or quotation number and references the original confirmation number, and additional details can be typed and sent in the Message portion of the email, as outlined in Compose Email.

  If the Counter Worksheet is not completed, then the Portal Confirmation request is saved for further action and the email is not sent to the customer.
  If the Counter Worksheet is being converted to a Contract but is not completed, then the Worksheet can be saved and the Portal Confirmation request is saved for further action.

  Note: Depending how your firm has opted to process SSLs and Kits in theShopping Cart Settings window in Presentation Themes, Kit and SSL items will be added in the Counter Worksheet if they have not already been added through the Shopping Cart process.
  

• Print a Picking List:
  Click the PRINT button to print a Picking List of the items being requested on the Reservation or Quotation Request.
  The Picking List includes the "Gatewat Picking List#" in the header and can be useful to select the items before the document is converted.

• Release Locked Confirmation:
  The RESET IN USE button is only enabled before a Document # is entered and is only visible when the role assigned to the operator in Operators has permission to reset Portal Confirmation - In Use.
  The role permission is setup in the "Reset Flags" window in the Security Roles on the Security tab of Configure System Settings.

  Click the RESET IN USE button and enter the confirmation number that is to be released, as outlined in Reset Portal Confirmation in Use.

• Resend a Confirmation Request:
  Once the document has been selected and displayed, click on the EMAIL button at the bottom of this screen to resend the confirmation email to the customer requesting this reservation or quote.
  Confirmation to re-email the web confirmation to the customer is required and then the Email Information window is triggered.

  A record will be written to the Email Log to track this message.