Creating an order in PDA

To create an order in PDA, you can either start from (icon) Customer List or from (icon) Visit List.

Creating Order starting from Visit List.

To find the customer to create the order for, either scroll down or use find function.

Select the customer in the Visit list window by clicking on the row of customer.

To start a visit tap  at the bottom of the screen. The visit detail view will open.

Name of the chosen customer is displayed at the top of the window. The window is split into two sections:

• In the upper part, there is data regarding the visit itself:
  • Mileage driven to the customer,
  • Date when the next contact with the customer should take place,
  • Type of current contact (e-mail, phonecall or visit)
• In the lower part, list of orders created during the visit, their status and total amount of the order

Fill in the mileage and next contact date in the upper part.

To create a new order, tap  at the bottom of the window. This will open the Product List. Products are grouped by categories (that are determined by your company).

PS. If there are already orders made (and listed under documents) during this visit, you have to choose between "Edit" (to edit existing order) and "Add new" (to create new order) options.

Adding products to order:

To add a specific product to an order, choose it by going down the product tree or by using search function. When there are multiple levels of product categories, tap on the name of the categories to open them up until the level of products. Choose the desired product by clicking on its row. There are three options to insert a product to order:

• Option 1. Tap onscreen keyboard   to insert the quantity for the selected product. Select the proper package type in the upper part of the window if necessary. This is the quickest option if you do not need to make any discounts or change price.
• Option 2. Tap  at the bottom of the screen. Edit window will open.
  
  
  Using on-screen keyboard insert the proper price (if different from base price), discount, quantity, and select the proper package type following by tap on "OK". To delete the text in the selected cell at once use  in the Edit window, or to delete characters one by one use . To leave the Edit window without saving the changes tap .
• Option 3. Tap  at the bottom of the screen to retrieve the order history of the selected product. In the order history view, the dates and quantities of up to 5 past orders will be displayed.
  NOTE! The orders history needs to be downloaded first to use this functionality (see section ...).  See on vaja välja uurida ja pikemalt siinsamas lahti kirjutada!
  Select an order from the list to use the same quantity as on that order, or type the quantity manually in the "Quantity" field at the top of the window and tap "OK".
  Tapping "Cancel" will close the order history view without changes.

To add other products to order, tap   to open the Product List again. Repeat the above steps as many times as necessary to complete the order.

Finishing order:

Tap  at the bottom to display all the products added to the order (the basket view).

In basket view:

• To add more products to the order tap  at the bottom of the order view. Tapping  again in the product category view will take you to visit detail view.
• To delete a product from the order, tap  at the bottom of the order view, and confirm your decision by tapping "Yes". Tapping "No" will not delete the selected product, and the basket view will be displayed again.
• To edit price, quantity or discount of a product, tap  at the bottom of the basket view.

To go on and open the delivery details window tap  at the bottom of the order window. 

In delivery details window:

• Select the delivery date, insert the delivery and reload addresses if different from default.
  NOTE! Insert the addresses only if the order is to be delivered to another address than set by default to the customer in the database.
• To add more products to the order tap  at the bottom of the delivery details window following by "Yes" in the opened save dialog box to save the changes made to the delivery details. Tapping "No" in the save dialog box will not save the changes made in the delivery details.
• To delete the order tap  at the bottom of the delivery details window, following by "OK" in the opened confirmation dialog box. Tapping "No" in the confirmation dialog box will cancel the deletion command.
• To add any comments to the order tap  at the bottom of the delivery details window.
• To finish the order tap  at the bottom of the delivery details window following by "Yes" in the opened confirmation dialog box. Status of the order will be set to "Wait", and the Sales activity detail view will open to continue with operating the sales activity. To leave the order open for later editing tap "No" in the confirmation dialog, the order status will be set to "Started".

Sales activity: edit order

NOTE! Only Started and unsent finished (with status "Wait") orders can be changed. There are two options to modify an order:

Option 1.

Open the Tasklist window.

Select the customer in the list whose order you would like to modify. If the customer is not listed check the "Show all" check-box and tap .

Tap  at the bottom of the Tasklist window. The sales activity detail view will be opened.

Select an order from the list to be modified.

Tap  at the bottom of the window following by tap on "Edit" in the opened dialog box. Order window will open. By tapping "Add new" in the opened dialog box will start a new order.

Option 2. 

Open the Document Library

Select the according document (order) from the list.

Tap  at the bottom of the Document Library window to open the order. 

Follow the steps of Adding products to order section to change or add products to the order.

Follow the steps of Finishing order section to finish the order.

Document library

Open the Document Library by tapping  on the Main Menu.

In document library overall activities of an agent appear: documents (such as sent, unsent, unfinished orders etc), and customer contacts (scheduled sales activities, finished client contacts etc).

At the top of the window more detailed data about the selected document is displayed, such as sum of an order

To quit Document library and revert to Main Menu tap  at the bottom of the window.

Handle Document Library

Document types

All activities and documents appear in one table with four columns: 

• Type - type of document or activity (visit, phonecall, e-mail, order etc). For planned customer contacts no type appears as it is not defined yet what type of contact it is going to be (visit, phonecall or e-mail).
• Date - date of the document or activity.
• Partner - customer name with whom the activity or document is related to.
• Status – status of particular document or activity:
  • Planned - customer contact (sales activity) is scheduled and has not taken place yet
  • Finished - the customer contact (sales activity) is completed
  • Started - the sales activity or the order has been started but not completed
  • Wait - is used for orders that have been completed but have not been sent to the server yet
  • Sent - is used for orders that have been sent to the server

Sort documents

In the Documents List window, tap on the column header to sort the products by that column. An asterisk appears after the column name of the sorted column.

Tapping on the same column header again will sort the list in reverse order.

Delete document

Select a document in the Documents List window.

Tap  at the bottom of the window.

Tap "Yes" in the confirmation dialog. Document is deleted. Tapping "No" in the confirmation dialog will not delete the selected document.

View additional document information

NOTE! Additional document information is displayed only for orders (delivery details of the order).

Select a document (order) in the Documents List window.

Tap  at the bottom of the window. Additional information of the document will be displayed.

To revert to Document List tap  at the bottom left corner of the additional information window.

View order

NOTE! Only documents (orders) with status "Sent" can be viewed without modification options.

Select a document (order) in the Documents List window.

Tap  at the bottom of the window. Product list of the order will open.

To revert to Document List tap  at the bottom left corner of the order product list view.

Start new order based on another order

Select a document (order) of the customer in the Document List window whom you would like to create new order.

Tap  at the bottom of the window. A confirmation dialog box will open.

Tap "Yes" in the confirmation dialog box. A new order based on the selected order will be created. At the same time new customer contact for the customer of the order will be created and added in the Document List.

Folow the instructions of Adding products to order section to change or add products to order.

Follow the instructions of Finishing order section to complete the order.

Follow the instructions of Finishing sales activity section to finish the sales activity of the current contact.

Modify order in the document library

NOTE! Only documents (orders) with status "Started" and "Wait" can be modified.

Select a document (order) in the Documents List window.

Tap  at the bottom of the window. Order window will open.

Folow the instructions of Adding products to order section to change or add products to order.

Follow the instructions of Finishing order section to complete the order.

Send orders and update data

Make sure your Pocket PC is connected to the internet. To set up an internet connection please see ... section.

Tap  button in the Main Menu to open Synchronization tools menu.

Tap "Send orders" to send all created documents. NOTE! Only documents with status "wait" and "Finished" will be sent to server.

Tap "Get masterdata" to download and synchronize product, customer etc data.

Tap "Update MMT" to update MMT application to a newer version.

Tap "Get order history" to download the order history for the customers whose sales activity has been scheduled for the current day.

Tap  to quit Synchronization tools menu and revert ot Main Menu.

Users and settings

Users

Settings

Tap  at the bottom of the Main Menu to display the settins window.

Tap  to leave settings window.

Tap "Yes" in the confirmation dialog box to save changes, or "No" not to save changes.

Security tab

Security tab displays user name and password fields for the current agent. Agent is linked with settings on server through his/her user name and password, and makes possible to download individual (user-based) information. It also addresses sent documents, so it is possible for company representative to follow the activities of each sales agent on Telema service web from any computer with internet access.

Rights tab

This is an informative tab only showing which activities are allowed for the current user.

Settings tab

Change and select the appropriate settings for the current user such as

• Order unit - default order unit
• Order No prefix - prefix to be included in front of the order number
• New Order No - number of the next order
• New Invoice No - number of the next invoice
• Save sent orders - if enabled, the application will keep the completed orders in the Document Library when sendig the orders to the server. If disabled, the sent orders will be removed from the document list. 
• Language - set the preferred language of the user interface (UI).

Tap  to save changes. Settings are saved and the Main Menu is displayed.

To change already existing orders, choose the order by tapping on its row and tap  at the bottom of the window.

To insert a comment about the sales activity tap  at the bottom of the window. Insert the comment using on-screen keyboard and tap "OK".

Finish sales activity

Open the Started sales activity if not opened yet.

To quit or finish the current sales activity tap  at the bottom of the window:

• tap "Yes" in the confirmation dialog box to finish the sales activity. Status of the sales activity will be set to "Finished" and it will not be shown in the Tasklist. User will be taken to the Main Menu. NOTE! It is not possible to finish a customer contat if there are unfinished orders on the customer sheet. 
• tap "No" in the confirmation dialog box to return to the sales activity later. Status of the sales activity will be set to "Started" and it will still be shown in the Tasklist, user will be taken to Tasklist.
  This is a good option to use when you are in the middle of a sales activity and another customer calls in to make an order, for example, thus it is possible to leave the current sales activity open and choose promptly another one to deal with. Later you can re-open the previous activity and continue completing it. 
• tap "Cancel" in the confirmation dialog box if you do not want to quit the sales activity at this time.

Using Telema MMT web application