Guide - B2B Storefront Functionality 7.6

1 Introduction

This guide describes the out-of-the-box storefront functionality for B2B customers.

2 Permissions and Roles

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

(tick)

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(error)

(tick)

(error)

(error)

Approver

Can approve orders of buyers

(tick)

(error)

(tick)

(tick)

(error)

(error)

Cost Center ManagerCan manage cost centers of the customer organization(tick)

(error)

(error)

(tick)

(tick)

(error)

Administrator

Can manage all aspects of the customer organization

(tick)

(tick)

(tick)

(tick)

(tick)

(tick)

3 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

3.1 Role: Buyer

As buyer you can see - My Orders, My Order Templates and My Quotes.

3.1.1 My orders

3.1.2 My Order Templates

3.1.3 My Quotes

3.2 Role: Approver

Approvers get an additional section on the dashboard called My Approvals. Here they could easily see an overview of their approvals.

3.2.1 My Approvals

4 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

5 Quotes

Quotes are used for price negotiations between the customer and the merchant.

5.1 Flow

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

Quoting Flow

5.2 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.

5.3 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.

6 Contract Management

The shop manager can create revenue-based contracts for customers.

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.

6.1 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.

My Account - Contracts Widget

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

My Account - Contract List

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

My Account - Contract Details

7 Registration in Storefront

Administrators of customer organizations can register their organization directly in the storefront.

A user that registers an organization is automatically assigned the administrator role. After registration, new users can be created by the administrator within the user management section of the My Account area and assigned specific roles.

8 User Management

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

8.1 Creating Users

Administrators can create new users of an organization from the user list. New users will receive an email in order to provide a password and login.

8.2 Managing User Roles and Budgets

In addition to creation and deletion of users, managing a single user includes role and budget settings as well as profile settings.

8.2.1 User Roles

The roles assigned to a user define what a user is allowed to do in the storefront. The buyer role is always assigned to a user. Additional roles can be assigned, e.g., to approve orders or manage cost centers.

8.2.2 User Budget and Order Spend Limit

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.

8.3 Activating and Deactivating Users

In the Edit User Profile dialog it is possible to activate and deactivate a user. Deactivated users are not able to log in.

8.4 Deleting Users

Administrators can delete users, e.g., in case they left the company. This can be done from the user list by clicking on the delete icon.

9 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.

9.1 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.

9.1.1 Create Cost Centers

Cost center managers and administrators can create new cost centers from 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.

Note

Only users with the role Cost Center Manager assigned can be set as a cost center manager for a specific cost center. In addition, a budget can be defined for cost centers.

9.1.2 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.

9.1.3 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.

9.1.4 Add Buyers to a Cost Center

Adding buyers to a cost center can be done in the Add Buyers dialog. To open the dialog click the Add in buyers section of cost center details page.

9.1.5 Edit Buyer Budgets

Editing a buyer's budget is achieved by the Edit Budget dialog. To open the dialog click the Edit button next to each buyer in the cost center details page.

9.2 Assigning Orders to Cost Centers

If a buyer has cost centers assigned the selection of a cost center for an order is mandatory. Otherwise an order could be placed without providing a cost center.

Note

Deactivated cost centers cannot be selected during checkout.

9.3 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.

9.4 Cost Center Approval

When an order is assigned to a cost center the approval from the cost center owner is required, regardless of the cost center budget or the user-specific cost center budget. The cost center owner 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.

Note

A Cost Center Manager can approve his/her own orders.

10 Order Templates

The order templates feature allows the customer to collect products in a special product list to order them later or more than once. Adding products to an order template always requires selecting an order template by name or creating a new one. Order templates can be managed (create, update delete) in the My Account section. They can be added to the cart completely. And the cart can be saved into an order template.

11 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.

12 Quick Order

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

By default, the user can add 10 products. Clicking Add 5 Lines extends the form with five additional lines, each with input fields for product ID and quantity.

Using the CSV import, you can import a customizable number of products in one step, just by providing a CSV file. Find a sample CSV import file in the following zip file: quickorder.zip

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

13 Branding

A user with the role Account Admin can upload an individual branding logo, visible for all logged in users of a customer.

Note

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

14 Order Search Enhancements

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

Disclaimer

The information provided in the Knowledge Base may not be applicable to all systems and situations. Intershop Communications will not be liable to any party for any direct or indirect damages resulting from the use of the Customer Support section of the Intershop Corporate Web site, including, without limitation, any lost profits, business interruption, loss of programs or other data on your information handling system.

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