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:
Email Notification of Portal Document:
The steps to review and convert the Portal requests are:
ACTIONS:
Additional actions provided by buttons on
the Portal Confirmations screen include:
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.
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