3 Roles and Permissions

The B2B storefront supports the following roles and permissions.

Role	Description	PURCHASE	MANAGE USERS	ORDER APPROVAL	MANAGE OWN QUOTES	MANAGE COST CENTER	MANAGE BRANDING
Buyer	can place orders and quotes
Approver	can approve orders of buyers
Cost Center Manager	can manage cost centers of the customer organization
Administrator	can manage all aspects of the customer organization

4 My Account - Dashboard

The overview page of My Account contains a dashboard for B2B users. The roles described above determine the information to be displayed.

The following sections are available:

• My Orders
• My Order Templates
• My Approvals
• My Quotes
• My Contracts

4.1 My Orders

The section My Orders shows the current orders.

4.2 My Order Templates

The section My Order Templates shows all Order Templates.

4.3 My Quotes

The section My Quotes shows all Quotes.

4.4 My Approvals

The section My Approvals shows an overview of the approvals. This section can be seen by Approvers only.

5 My Account - Navigation

The navigation section of the My Account area contains the following information:

• The customer to which the currently logged in user belongs
• The role(s) of the currently logged in user

• Separate sections based on user roles

6 Order Search Enhancements

The Order History allows to sort and search in the users orders.

The order search within the Order History of My Account has been improved by adding a search for order number or purchaser name.

7 Branding

1. Log in as administrator of a customer organization.
2. Go to My Account | Branding.
3. Browse for a logo file and click Upload.
   

   

   The logo is visible for all logged in users of a customer organization.

   Note

   Currently, this feature is not supported with enabled page caching.

These contracts define reduced prices for a certain set of products and can be configured by the Account Manager via the Commerce Management Application.

In the storefront, the customers' users then have reduced prices (best price strategy) according to their contract(s) conditions.

The screenshot shows a product that is part of a contract with reduced prices for graphic cards.

Currently a revenue-based contract can be set up with an individual sales target defined. The line items in the shopping cart are automatically assigned to the contract, to which the product belongs.

8.1 My Account - Contracts

In the storefront every business user can see all customer contracts.

A widget on the My Account overview page contains basic information for a limited number of contracts. An additional link leads to the list of all customer contracts.

On the contracts overview page additional information like the contract ID, type and validity period are listed.

The contracts detail view lists all contract information and shows the related orders made.

9 User Management

The B2B storefront contains a management section for users of a customer organization. Here administrators of the organization can create and manage users.

9.1 Creating Users

1. Log in as an administrator of the customer organization.
2. Go to the Users list.
   

   

3. Click Add User.
   The Create New User form is opened.
4. Enter the required data and click Create User.
   

   

5. Newly created users will receive an email in order to provide a password and login.

9.2 Managing User Data, Roles and Budgets

1. Log in as an administrator of the customer organization.
2. Go to the Users list.
3. Click the user's name or the edit button in the row of the user you want to edit.
   The User Details page is opened.
4. Click Edit in the Profile section to alter personal data, e.g., name, phone number, department belonging etc.
   Here you can also activate and deactivate the user.
   

   
   Deactivated users are not able to log in.

5. Click Edit in the Role & Budget Limits section to add or remove roles, adjust order spend limit and budget.
   

   
   User budgets and order spend limits can be defined for each user separately. If defined, these values are used to decide if an order requires approval or not. An approval is necessary if one or both values are exceeded. If no values are defined, orders can be placed without approval. For more information please read the section Order Approval.

9.3 Deleting Users

1. Log in as an administrator of the customer organization.
2. Go to the Users list.
3. Click the Delete icon (trash can) in the user's row.

10 Cost Centers

With cost centers customer organizations can track purchases according to their internal cost accounting and make sure purchases are in line with defined budgets.

Administrators of customer organizations can create, edit and delete cost centers as well as assign a cost center owner and buyers to them.

Cost centers can be activated and deactivated in order to adapt to changes in the accounting of a customer organization.

10.1 Cost Center Management

Cost centers can be managed in the Cost Centers section of My Account. Administrators and Cost Center Managers can create, edit, activate/deactivate and delete cost centers here and get an overview of the amount of orders and spent budget per cost center.

10.1.1 Create Cost Centers

Cost center managers and administrators can create new cost centers at the Cost Center list. A cost center must have a unique ID within the customer organization, a name and cost center manager defined that approves or rejects all orders placed for this cost center.

10.1.2 Set Cost Center Budgets

Budgets can be defined for the cost center itself and specifically for each buyer of the cost center. Budgets can be set to monthly, quarterly, yearly or fixed. Recurring budgets are automatically reset at the end of the defined period.

10.1.3 Delete Cost Centers

Administrators or Cost Center Managers can delete cost centers that are no longer needed by clicking on the delete icon in the Cost Centers list.

10.1.4 Deactivate/Reactivate Cost Centers

Cost centers that are not needed now but should be saved for later use or to see all orders placed for this cost center later on, can be deactivated and reactivated again by clicking on the on the deactivate/reactivate icon in the Cost Centers list.

10.1.5 Add Buyers to a Cost Center

1. At the cost center details page click Add.
   The Add Buyers dialog is started.
2. Mark the check-boxes of all buyers you want to add to the cost center and click Add.
   

   

10.1.6 Edit Buyer Budgets

1. At the cost center details page click the Edit button next to the buyer you want to edit.
   The Edit Buyer dialog is started.
2. Enter the budget and specify the period (monthly, quarterly, yearly or fixed).
   

   

   
   Recurring budgets are automatically reset at the end of the defined period.
3. Click Save to confirm the settings.

10.2 Assigning Orders to Cost Centers

Once a buyer is added to at least one cost center the selection of a cost center for an order is mandatory. Otherwise an order could be placed without providing a cost center.

10.3 Cost Center Approval

When an order is assigned to a cost center the approval from the Cost Center Manager is required, regardless of the cost center budget or the user-specific cost center budget. The Cost Center Manager receives information about already spent total cost center and user-specific cost center budgets in context of the order approval. Based on this the order can be approved or rejected. The reason for a rejection can be captured by a comment.

Cost center approval is always performed first, followed by the user-specific order approval that takes the users order spend limit and user budget into consideration.

11.1 Flow

While there are more complicated processes possible, the current implementation is intentionally kept simple.

11.2 Storefront

The current implementation recommends that the user is logged in before doing anything. After logging in, the user can:

• Create new quotes (only one active new quote is allowed at a time, the quote behaves like a shopping cart).
• Submit / delete / refuse a quote.
  

  

• See/manage the list of quotes in the My Account section.
  

  

• See the quote request details in the My Account section.
  

  

11.3 Commerce Management Application

The current implementation supports the following administrative tasks:

• A quote manager can see a list of quotes.
  

  

• The quote manager needs to be assigned to the customer to see a customers quotes.
  

  

• The quote manager can reject/edit/submit a quote.
  

  

12 Order Templates

The order templates feature is intended to allow the user to collect products in a special product list to order them frequently.

Order templates can be managed (create, update, delete) in the My Account section. Order templates can be added to the cart completely. And the cart can be saved into an order template.

12.1 Create an Empty Order Template

1. Log in to the storefront.
2. Go tot My Account | Order Templates.
3. Click Add Order Template.
4. Enter a unique name and click Create.

12.2 Add Products to an Order Template

1. Log in to the storefront.
2. Search for a product.
3. On the product's detail page click Add to Order Template.
4. Select a Order Template or create a new one and click Add.

12.3 Adjust the Quantity of Products

1. Log in to the storefront.
2. Go tot My Account | Order Templates.
3. Click the Edit Template desired Order Template.
4. Adjust the quantities of the products as you wish.
5. Click Update Order Template.

12.4 Create Order Template from Cart

1. Log in to the storefront.
2. Search for a products and add them to your cart.
3. Go to the Shopping Cart page.
4. Adjust the quantities and click Update Cart.
5. Click Create Order Template.
6. Enter a unique name and click Create.

12.5 Add an Order Template to the Cart

1. Log in to the storefront.
2. Go tot My Account | Order Templates.
3. Click the Add to Cart icon in the row of the required Order Template.

12.6 Delete an Order Template

1. Log in to the storefront.
2. Go tot My Account | Order Templates.
3. Click the Delete icon in the row of the Order Template to be deleted.
   A deletion confirmation dialog is started.
4. Click Delete to confirm the deletion of the Order Template.

13 Order Approval

B2B customer organizations can use order approval to check orders before they are placed. The approval contains two checks, one for cost center specific approval and one to check orders against a users budget and order spend limit. Using the order approval is optional. If no budgets and spend limits are defined for users and no cost centers are defined for a user, orders are placed without approval.

Cost Center Approval is always performed first, followed by the user-specific order approval that takes the users order spend limit and budget into consideration.

Whenever an order requires approval due to exceeding the users spend limit or budget, an email is sent to all users with either the Approver role or the Administrator role. These users also see all orders requiring approval in their Dashboard and Approvals section of My Account. Approvers can either approve or reject an order. If an order is approved it is placed automatically. If an approver rejects an order a reason for the rejection can be provided.

Users can see a list of pending, approved and rejected orders in the My Account section.

14 Quick Order

14.1 Quick Order Form

It is possible to add multiple products to the cart at once by entering product ID and quantity via the Quick Order functionality.

1. Click the Quick Order link.
   The Quick Order & Order by File form is opened.
   

   

2. Enter the product ID and the desired quantity.
   By default, the user can add five products.
3. Click Add 5 Lines to extend the form with five additional lines.
4. Click Add To Cart in the Quick Order form section.

14.2 Order by File

Using the CSV import, you can import a customizable number of products in a single step, just by providing a CSV file.

The CSV file must use the syntax <ProductID;QuatityInteger>.

5910874;1
3923636;2
8004558;1
7972533;5
4204060;1
M675251;8
M8540840;25
GiftCardBlank10;1

Find a sample CSV import file in the following zip file: quickorder.zip

1. Browse for the prepared CSV file.
2. Click Add to Cart in the CSV File section.
   

   

The quick order functionality was also implemented at the cart page with the restriction of only one product at the time.

To use the OCI punchout functionality as a customer at least one user with role "OCI Punchout User" must exist. A first OCI punchout user can be created by the Account Admin using the My Account > punchout page. The OCI punchout user is usually not related to a dedicated storefront user. External procurement systems are using one punchout account for multiple employees. Therefore an OCI punchout user does not need profile settings like first name, last name, addresses, birthday and other. Only login and password are required.

15.2 OCI Punchout Information

The required information (login URL) to configure the external procurement system is displayed when at least one user with the role OCI Punchout User exists. The placeholders (Your_Login, Your_Password, Your_Hook_URL) must be replaced with the relevant OCI punchout user credentials.

15.3 OCI Punchout Storefront (Outbound Section)

The available storefront functionality of an OCI punchout user is only a subset compared to a regular storefront user.

Examples for eliminated functions:

• Removed logout link in header
• Removed page footer
  
• Removed Create Quote functionality from product or cart page
  
• Reduced the My Account to only show Contracts and Order Templates
• Removed the Checkout button and added the Transfer OCI Cart on the cart page
  

The user is able to browse or search for products and add items to the cart.

15.4 Transfer Cart (Inbound Section)

The user can transfer the compiled basket back to external system. On the cart page the Checkout button has been replaced by a Transfer OCI Cart button. Once the user hits the button the system generates an HTTP form post request. The address of the post request is retrieved from the HOOK_URL parameter which is part of the original OCI punchout request.