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Info

Implementing this feature requires consultation with This feature may require some implementation by Commerce Vision. 


Overview

Templates are

Template Maintenance provides CMS/Website Administrators 'backend' access to all order templates that have been uploaded for or created by your customers. Order templates contain lists of products ('order lines') regularly reordered on a Customer account or by a user. Users can easily edit the products and copy the order lines to their shopping cart. If a template is linked to a Customer account, purchasing users on that account can access the order template. Otherwise, it is available only by the named user(s). 


At the backend, order templates are created from prepared csv files uploaded onto to the website by administrators. Once uploaded, You can decide on the basic settings, e.g., should there be fields for cost centre info or notes, for the template. Existing order templates can be viewed, edited online and deleted here.  

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On this page:

toc


(NOTE - Depending on access levels and template settings, and user role, users can edit order lines in individual templates. They can also remove user templates they created themselves as well as company templates created by other users that are set to allow deletion by all users. See: Order Templates.)   


Example

Here is an example of an order template

a user accesses. Each template contains product lines, as well as space for associated notes. A product line displays a Par Quantity, as well as a Current Count (quantity on hand) input field. When copying items from a par value template to the current order, the system calculates the quantity to add by using the difference between the Par Quantity and Current Count.

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Set up Refill Orders
 

. The template looks similar to a shopping cart. But it contains saved order lines of selected products, each with a set reorder quantity, last checked price, and any system (ERP) discount (if enabled). Depending on how the basic template has been set up for the Customer or User, other fields such as for cost centre information and notes, may also be included. 

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On this page:

Table of Contents



Set up Order Template Maintenance

This step may have been implemented by Commerce Vision. If you can see the 'Template Maintenance' and 'Order Templates' menu items, go to Create an Order Template.

Note
iconfalse
titlePrerequisites

The following These two pages need to be added to the as an Administrator's menu in both the Website and CMS. See our guides item on your website and in the CMS. Add to the website first, then in the CMS. For instructions, see: Add a New Menu Item and Add a page to the CMS menu for instructions. 

  1. Import Par Value Templates (zImportTemplates.aspx?ParValueOrderMode=true) 
    TIP - When adding the menu item, in Page Name, enter:  zImportTemplates.aspx  and in Parameter, enter: ParValueOrderMode=true
    Par Value
  2. Template Maintenance (zTemplatesMaintenance.aspx?ParValueOrderMode=true)
    TIP - When adding the menu item, in Page Name, enter:  TemplatesMaintenance.aspx  and in Parameter, enter: ParValueOrderMode=true)


Once the pages are added, you can access Template Maintenance on the CMS navigation menu. You can also access it while logged into the website. NOTE - The locations of menu items will depend on where they have been added. In the example, they have been added to the 'E-Commerce' submenu in the CMS.

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create

Create an Order Template

This step is for Admin users to create and upload an order template. If a Role for a Customer has been enabled for Order templates are csv files that have to be createdTemplates, applicable users can create their own order templates. 


At the backend, an order template is created and uploaded through a CSV file. The first row of the CSV file will list the fields you need must contain the field names needed for the template. Each subsequent additional row contains a data, e.g.,product, quantity, user, customer, etc, for the reorder template. Some fields are mandatory. If not present, the upload will display an error.

You can download this example template with all mandatory fields and add data rows as needed. You can also add optional fields to it.

View file
nameOrder_Template_1.csv
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This is an example with all mandatory fields and two rows of data. 

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Info
titleField Information

Mandatory fields

To create an order template, create a comma-delimited csv file with the following fields:

ProntoSalesOrderLine.SolLineType,  SoCustCode, SoCustReference, SoUserIdCode, CompanyTemplate, AllowTemplateBillTo, ProntoSalesOrderLine.StockCode, ProntoSalesOrderLine.SolOrderedQty

Optional fields

ProntoSalesOrderLine.CostCentreCode, ProntoSalesOrderLine.SolLineDescription, UserRoleWhenOrderTemplate

Mandatory fields


Field Descriptions:

FieldValueComment
ProntoSalesOrderLine.SolLineType

Line type. 'S' = Stock; 'N' = Note

S is used for a product order line.
SoCustCodeCustomer Code this template is forUnique code of customer this template is linked to.
SoCustReferenceTemplate nameUnique name that describes the template. Template of the same name as for existing one can be used to overwrite. 
SoUserIdCodeUser IDUnique User ID login.
CompanyTemplate'Y' or 'N'.Y if this is a company template. If N, this template will be a user template. See: Configure Company Template options.
AllowTemplateBillToAllow bill to? Enter 'Y' or 'N'.Y only if this feature is enabled for the Customer.
ProntoSalesOrderLine.StockCodeProduct codeUnique code that identifies a product.
ProntoSalesOrderLine.SolOrderedQtyDefault quantityQuantity displayed when template is first accessed.


Optional fields:

FieldValueComment
ProntoSalesOrderLine.CostCentreCode

Cost centre code

The Cost Centre feature must be enabled and configured for the Customer.
ProntoSalesOrderLine.SolLineDescriptionProduct noteAdd an input field for each order line to allow entry of notes.

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UserRoleWhenOrderTemplate

Role name. Enter an existing

role

Role or 'None'. This allows templates to be limited to the Users in a specific Role.

The Allow Role Based Order Templates flag for the Role must be enabled. 

  1. Go to Users → Role Maintenance.
  2. Click the radio button next to the required Role.
  3. Click the Functions tab. 
  4. Click Modify.
  5. Tick the checkbox for Allow Role Based Order Templates.
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  6. Click OK.

Both company and user templates can be saved for a specific Role.

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Info
titleAdding Whole Order Note Lines

Contact Commerce Vision to implement this non-standard note input feature. Once implemented, you can add whole order note lines in various places on the page. They can also be used for inserting breaks or as headings in the template.


To create a whole order note line (instead of a product line), override the normal product line processing using the following format. They can also be used for inserting breaks or as headings in the template. 

Instead of a product (stock) line, enter the following: 

Line Type [ProntoSalesOrderLine.SolLineType] (Enter 'N'), Customer Code [SoCustCode], Template name [SoCustReference], User name [SoUserIdCode], Product Note [ProntoSalesOrderLine.SolLineDescription]


Import an Order Template

You must have the order template CSV file ready for upload. 


  1. In the CMS, navigate to Orders → Order Templates. (NOTE - 'Order Templates' may have been named something else, e.g., 'Import Templates'.)
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  2. To upload the order template csv file, click Choose File.
    Once the file is selected, to import the template, click

  3. At the bottom of the page, select either New/Replace existing template (default) or Append to existing template. 'New/replace' will overwrite a template with the same name. 'Append' will add any new rows to the existing file.
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  4. Click Import Now. 
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    Success and/or error messages will be displayed in the dialogue box on completion of the import.  

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Tip

There are actually two file formats accepted by the import program. The format shown above will include a note input area within each product line.

However, some organisations prefer the note lines to be separate to the product lines. To achieve this, simply add a column at the start of the file for ProntoSalesOrderLine.SoILineType (N for Note line, S for Stock line). 

Maintain an Order Template

Once a template has been uploaded, it can be edited in the CMS
  1. NOTE - Upload can also be partially successful. Just check 'Successfully Inserted' for the number of lines added and skipped. 
    Successful
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    Unsuccessful
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Edit Contents of an Order Template

An order template can be edited in the CMS or on your website. NOTE - Depending on settings, users with access to a template can also edit it through their Dashboard menu. 

  1. In the CMS. go to Orders → Template Maintenance.

  2. Enter the Customer Code you wish to edit templates linked to the template for, then click Search. TIP - To display all templates on your website, just click Search without entering anything.
     
  3. Select the customer by clicking To select a customer, click its radio button. 
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  4. The list of templates for that customer account will load.  Click Click View against next to the required template.
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  5. Edit the template as needed. You can edit quantities, resequence product order lines, delete products and add other products.
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  6. You can also update the template to display the latest prices for listed products. To update prices, click 'Click Here'.
     
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  7. Click Save Template Changes at the bottom of the grid.

Allow user access to order templates

To allow the end user access to Order Templates, you will need to add the page 'OrderTemplates.aspx' to their role's menu. When access is granted, Order Templates is a Dashboard menu item.

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Customise Text

Edit the Template Quantity Column Heading 

In the CMS, navigate to Advanced Content → Resources.
Search for and select the radio button next to the resource code rcParValueOrderQtyColHeadingOrderGrid.
Click Modify.
  • Edit Resource Value.
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  • To save changes, click OK.

    • Edit the Current Count Column Heading

    In the CMS, navigate to Advanced Content → Resources.
    Search for and select the radio button next to the resource code rcParValueCurrentCountColHeadingOrderGrid.
    Click Modify.
  • Edit Resource Value.
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  • To save changes, click OK.

    • Edit the Order Template Import Instructions

      In the CMS, navigate to Advanced Content → Resources.
      Search for and select the radio button next to the resource code rcImportTemplatesCSVFieldsInstructionsParValueMode.
      Click Modify.
    1. Edit Resource Value.
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    2. To save changes, click OK.


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    company
    company

    Configure Company Template Options

    An order template can be saved as a user or company template. A user template can only be accessed, edited and used by the template creator (or if created by the Admin, the user named). A company template can be accessed by all users on the same Customer Code (if they have a Role that allows Order Template access). In the Saved Order Templates list, the Template Type is specified. 

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    One of two usage options for Company Templates must be configured for each Customer user. Option 2 allows more permissions for non-creator users.

    OPTION 1OPTION 2

    User can create, view and use company templates.

    User can delete a company template only if they created it.

    User cannot save changes to company templates.

    User can create, view, use and save changes to company templates.

    User can delete any company template.


    Note

    To allow an order template to be saveable as a Company Template, at a minimum, the "Allow Creation of Company Order Templates" must be enabled on a Customer and User Customer records.

    For both options:

    1. In the CMS, go to Users →  Customer Maintenance.

    2. Use the Search tool to find the Customer, and click the radio button next to it.
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    3. Click the Customer Details tab.

    4. Click Modify.
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    5. Scroll down to Allow Creation of Company Order Templates and tick the checkbox.
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    6. To save, click OK.

    7. Go to Users → Advanced User Maintenance.

    8. User the Search tool to find the Customer Code. All users on this account are listed.
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    9. Click the radio button next to the user. 

    10. Click Modify.

    11. Select the Accounts tab.

    12. If the user is on more than one Customer account, make sure the same customer is selected.

    13. Click Modify.

    14. On the Limits tab, click Edit.

    15. Tick Allow Creation of Company Order Templates .
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    16. Click Update.
    This completes configuration for OPTION 1. 

    Note

    For Option 2, the "Allow Modify Company Templates" must be enabled on the User record.

    For Option 2, there is one more setting.

    1. Go to Users → User Maintenance.

    2. Use the Search tool to find the user.

    3. Select the radio button next to the user.
    4. Click Modify.

    5. Scroll down to Allow Modify Company Templates and tick the checkbox.
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    6. Click OK.

    This completes configuration for OPTION 2. 


    Info
    titleLimit to Role

    To limit a company order template to specific Roles, add the optional field UserRoleWhenOrderTemplate and enter the Role code in each data row. A company template restricted to a Role will display both 'Company Template' and 'Role Template' in Template Type in the user's order template list.

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    Allow user access to order templates

    To allow the end user access to Order Templates, the page 'OrderTemplates.aspx' must be added to their Role's Dashboard menu. See: Add a menu item. NOTE -  Users with access to this functionality can also create and manage order templates themselves. For user assistance on order templates, see: Order Templates.

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    Edit Template Options & Text Displayed to User

    The Order Template page template displays order templates to users on your website. You can edit the widgets that control display and text/label options on this template.

    Order Template page

    General template options are rendered by the Order Templates Widget.

    1. In the CMS, go to: Content → Content → Pages & Templates → Orders → Order Templates Page. 

    2. Click Edit for Order Templates Page.

    3. In the template, click Edit next to Order Templates. 
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    For a guide to display options, see:  Order Templates Widget.

    Order Line section

    Order Line level options and styling, e.g., cost centre and notes input fields, are rendered in the Order Templates Line Info template.

    1. In the CMS, go to: Content → Content → Pages & Templates → Orders → Order Template Lines Info. 

    2. Click Edit next to Order Template Lines Info.

    3. In the template, click Edit next to the relevant widget.
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      Which widget?


    Related help

    Content by Label
    showLabelsfalse
    showSpacefalse
    excludeCurrenttrue
    cqllabel = "order-template"

    Content by Label
    showLabelsfalse
    showSpacefalse
    titleRelated widgets
    excludeCurrenttrue
    cqllabel = "widget" and title ~ "'Order Template'"