WBSS Retailer Manual
Contents
1. Doc 0001 Rev 4 Web Based Service System Retail Manual T2 0 ACCESS TOR A WB aio JOD Types trs RR 22 12 Paulie ode Manas CMe Dato ed iced uds EON T 4 2 14 Gross Profit By Retailer de pegada siedin ago puo Chapter Loaner Management uisi coe rte rra aE Gu iersa T Tx T 3 2 New Phones to boaner gt Mark Loaner Doc 0001 Rev 4 Web Based Service System Retail Manual Chapter 1 Getting Started 1 Type your application URL into your browser 2 Enter your User Name and Password 3 Click OK Doc 0001 Rev 4 Web Based Service System Retail Manual Chapter 2 Work Orders 2 1 Search for Existing Customers 2 1 1 Search for Customer by Equipment Information 1 Enter Phone number or Serial number 2 Select Search Button 3 The system will search for a matching pre existing non major account contact Work Orders ork Order Create New Work Order Quick Repair Price Lookup Create New Work Order Search fer Customer by Equipment Information Cel Phone Number d serial Number Search 2 1 2 Search for Customer by Salutation First Name Last Name 1 Enter data in the salutation first name and2. Emad fhompsent atdepartment com Update Site 14 Web Based Service System Retail Manual Chapter 4 User Management 4 1 Create New User 4 1 1 Site and Login Selection 1 Select new User Site 2 Enter Desired User Login Selection of Login will check to ensure no duplicates are chosen If you select a login name that 15 already in use the following error message will be displayed Sorry that user login is already in use Please select another user login User Management Site that the new user belongs to Retailer HG Desired User Login Select site and check Ipae 3 Click Select site and check login availability to continue 4 1 2 Enter Contact Information 1 Enter First Name Last Name Email and Desired Password 2 User Login cannot be changed 3 values can be edited at a later time Create New User Site that the now user belongs to Faust Name ees Last Logm Info User Logn Emal NENNEN 4 1 3 Set User Restrictions User Group Feteiter E Language Preference Engish S Sales Rep Enable Work Orderg Enable Contacts a Create Mew Kajar Ace outs C Add to Work Coders Adil Inventory er Loaner Management Emable Job Types Cellar O Parts Sae O Loaner Enable User ITanagement Fault Code Mian agement Furckase Cider Access Payments
3. to Reports Groas Profit by Retailer Repon Se Lis Ta 1 If the site selected in step 4 1 1 1 a major account the user group should be set to Corp 2 The logged in user will only have the option to edit the user based on the privileges he or she has him or herself In other words if the currently logged in user cannot create new Doc 0001 Rev 4 15 Web Based Service System Retail Manual major accounts he or she cannot create a new user with the ability to create major accounts 3 See Section 4 2 for a detailed description of each user restriction 4 2 Edit User Details 1 Access user details screen by clicking on the name of the user listed on the User Management screen Edit User Details Fost Mame First Last Name Leri Logm Info Lega Fotolar Emad ooo Fazszward rasic User Group rsstestes E Language Preference Engish Sales Rep Tochmician Enable Worle Orders Enalde Cantacts Create New Accounts Add Majer Accounts te Work Orders F Add Inventery ar Loaner Management 52 Enable Job Types Cellar Parts Sade Laoznera V Enable User dansagenent F Fault Cade I T anageiment Purchase Onder Access Payments Access to Reports Gress Profit by Retailer Ropart tin FAL Mpratelaer 2 Edit user details by changing the form values and clicking Update User 4 2 1 Set as Sales Rep Setting a user to be a sales rep will p
4. last name fields Cal Pheoe Humbe Senal Humber 2 Once you leave the last name field the system will search for a matching pre existing non major account contact 2 1 3 Search for Major Account Customer 1 Select Corporate Account from dropdown under Major Accounts Doc 0001 Rev 4 Web Based Service System Retail Manual Corporate Adcount John s Cheap Phones 2 The system will search for a matching pre existing contact from the major account selected 2 2 Select Existing Customer or Create New Customer Customer Name Salutation Address Day Phone Night Phone Email Retailer Create New Create new customer entry Simpson Dave 123 Street Ontario LOLSES 615 555 4444 Retailer Eadema Ted Dr Ontario E Sene Retailer HQ Contact Eetal Mr Address City Ontario E 1H 655 vus Sepe Retailer HQ 1 Click on the correct customer name or Create New if there are no matches 2 All available customer data will be entered into the Create Work Order fields 2 3 Update Customer Record Updating any field on the Work Order will automatically update the customer record when the Work Order is created In the case of a major account contact address information 1s tied to the billing site of that major account and must be updated via the site details screen Go to Contacts Find Company Select the Company Select the Site 2 4 Create Work Order 1 Select the sales rep as
5. 13 1222 2222 1111111 Bill smith Antenna is broken or missing 29 00 Doc 0001 4 Web Based Service System Retail Manual 6 The Estimated Price that corresponds to selected Fault Code will automatically be entered If the fault code has no standard repair estimate the price will be t b d or to be determined 7 Select the Create Job Order button 2 5 4 Indicate Included Accessories Accessory Check Battery Included Other Accessones Details next 1 Ifa battery is included with the phone check the Battery Included box 2 If other accessories are included with the phone check the Other Accessories box and type a brief description in the details box 3 If no accessories are included leave both boxes unchecked 4 Select the next button 2 5 5 Add Another Job to the Work Order 1 Select Yes to return to top of the Create New Job Order Details page Add another job to this work order Yes 2 Select No to continue 2 5 6 Add Loaner to the Work Order 1 Select Yes to create a Loaner Job See section 2 6 Loaner Applicable Yes 2 Select No to continue Doc 0001 Rev 4 Web Based Service System Retail Manual 2 5 7 Print Work Order 1 Select Yes to go to the printed Work Order page This function can be accessed from the Work Order Details page and the Job Order Details page at any time Print Work Order 2 Select No t
6. John toys K Us 250234 street Ottawa Ontario 112 543 2222 Doc 0001 Rev 4 12 Web Based Service System Retail Manual 3 2 3 Edit Customer Details Client Record Add Contact Event conico 487 esie ISI Salutation Iv Public Notes Last Name LastName First Natne Private Notes Company Name New Company Address 123 Avenue Street Create New Work Order Province Ontario m Festal Code K1S 2B Find Postal Code Day Phone i Night Phone 22 5122 ez 022 Fax 44 hla Has Pager Email 33 3 2 Find Existing Companies This section allows the user to view or edit major account details and search all the customers entered by your store who are associated with a major account 3 2 1 Search for a Company 1 List of Major Accounts displayed by default 2 Access the Company Details view by clicking on the major account name Find Company S T U V V Z Name John s Cheap Fhones Mary and Brendan s Phone Shop 3 2 2 Edit Company Details 1 Change the company name by editing the company name field 2 Add a note for the company to change simply edit the field 3 Upload a logo must be gif format ideally 140x77 in dimension for retailers or major accounts that will have their own log on and wish to have their logo displayed on work orders given to their own customers Doc 0001 Rev 4 13 Web Based Service Syst
7. Web Based Service System Retailer User Manual Web Based Service System Retail Manual WBSS Retail Manual trema pt tu 2 1 Search Lor Existing CUSIOTBIeES bites Pai dude 2 1 1 Search for Customer by Equipment 2 1 2 Search for Customer by Salutation First Name Last Name 21 5 Search for Major Account Customer 2 2 Select Existing Customer or Create New 2 9 Update ed ceases irte Puto uei en iae oom fate Sane ema uote orcum fuod p Create Work BT RT 2 5 Create Phone Fault Description Job Order ote ER COM Cal CH aeu 2 2 SetialN mbetr Sere 2 95 92 Enter JO Order ciu ose ase mu 2 3 4 Indicate Included AACCOSSOFIGS Do tod esame edm 2 5 2 Add Amotlier tothe Work Order e ior Lr ree eere tero bbc E wee 2 25 90 Loaner 10 T ae atteinte doit en drea Ps M acide OH ET E ITE 2 0 Credteoaner Job Ed
8. acturer 3 Enter the Model 4 Select Create New item Part 254 Description Phone serial Manufacturer Rented 12225125 Motorola 1206 IL Create new item 5 3 Mark Loaner Phone as Hented 1 Check the Rented box next to the loaner item 2 Select Update item Doc 0001 Rev 4 19
9. em Retail Manual 3 2 3 Create New Site 1 Add New Site for major accounts by clicking Create Site in the Major Account Company Details page EDIT COMPANY DETAILS Company Name Test Site Company Notes This is the main site UPLOAD LOGO ADD NEW SITE gt GIF 2 Enter data into all fields 3 Select Billing Site 4 You must enter in Main Contact information 5 Click on Create New Site Site Details site Hame Credit Account L Retailer Vendor Commission oir Retailer Eiling Site New Site currently being created site Address Address City Postal Code Find Postal Code Country Canada Site Contact Salutation Mr w First Hame Last Name Day Phone Evenng Phone r Fax Pager Other Email Create Mew Site 3 2 4 Edit Site Details 1 By clicking Name on Site List you can view Site Details page 2 Make changes to Site details and click Update Site Company John s Cheap Phones Sabe are Address 1418 Lasst Terrace Caty Gloucester Province Code Find Postal Code Country Caneda Stahas Actes Headquarters Site ICP HO PST Exemption Humber Doc 0001 Rev 4 Main Site Contact First Mame John Last Name Thompson Day Phone 413 742 0918 Evening Phone Fax
10. lace their name as an option in the sales rep dropdown box available on the Create Work Order Screen 4 2 2 Set as Technician This option is not available for retail users 4 2 3 Enable Work Orders 1 In order to use the Work Order section at least one Job type must be enabled Cellular Parts Sale or Loaner 2 Once enabled user will have Work Orders choice on main menu bar and be able to view create Jobs of the type s enabled 4 2 4 Enable Contacts Once enabled user will have Contacts choice on main menu bar Management Create Mew Company Find Company Find Customer User Management Doc 0001 Rev 4 16 Web Based Service System Retail Manual 4 2 5 Create New Major Accounts 1 User has rights to create new corporate accounts 2 They will be available from dropdown under Major Accounts when creating Work Order See Section 4 2 6 to enable this option Major Accounts orporate Account John s Cheap Phones 4 2 6 Add Major Accounts to Work Orders Once enabled user will have Major Accounts choice on Create Work Order Major Accounts Corporate Account 4 2 7 Add Inventory or Loaner Management 1 Once enabled user will have Loaner Management choice on main menu bar 2 User can now enter new Loaner phones or manage existing Loaner Inventory d Management Manage Loaners Part Descriptio
11. lem Description Price Battery doesn t last as long as it should 47 50 Antenna is broken or missing 25 nO Plastic housme of phone is damaged Other than back housing 47 50 Charger 15 damaged 29 00 Phone doesn t charge battery filly or at all 47 50 Phone doesn t power up 47 50 Electronic display is completely or partly blank 47 50 a Doc 0001 Rev 4 11 Web Based Service System Retail Manual Chapter 3 Contacts 3 1 Find Existing Customers This section allows the user to search all the customers entered by your store who are not associated with a major account Editing of these customers 1s done via the create work order screen when selecting a customer 3 1 2 Search For a Customer 1 Use any number of criteria to search for existing Customers Quick search by last name S TIU VW X Y Z salutation All iv Last Name Company Address City Prowimnce Postal Code Find Postal Code Day Phone Night Phone Fax j Paget 2 matching customers will be returned Select the customer name to view customer details Night Customer Company Address Day Phone Email Phone First 1568 Carling Avenue Ottawa Ontario E TZ Billington John DR LIO TM3 3453434264655 shipman John Test July 2nd 652 Brownmg Ottawa Ontario 613 234 2345 Toys Us 123 Street Furille Ontario funtun 153 933 9223 Thompson
12. n Total Rented Create new class Doc 0001 Rev 4 17 Web Based Service System Retail Manual 4 2 8 Enable User Management Once enabled user will have a User Management choice on main menu bar under Contacts User Management 4 2 9 Purchase Order Access This Option is not available to Retailers 4 2 10 Access To Reports This Option is not currently available to Retailers 4 2 11 Enable Job Types These Checkboxes are visible on the View Work Order Detail They correspond to one of the buttons below these buttons will be activated or deactivated accordingly Customer PO 3 PST Exemption sales Kep Phone Fault Description Parts Sale Loaner 4 2 12 Fault Code Management This Option is not available to Retailers 4 2 13 Payments This Option is not available to Retailers 4 2 14 Gross Profit By Retailer Report This Option is not currently available to Retailers Doc 0001 Rev 4 18 Web Based Service System Retail Manual Chapter 5 Loaner Management 5 1 Create New Loaner Class 1 Enter a Part 2 Enter the Class Description The class description is the name that will show on the Loaner job See Section 2 6 3 Select Create new class Loaner Management Manage Manage Loaners Part Description Total Rented Create new class 5 2 Add New Phones to Loaner Database 1 Enter the loaner phone serial number 2 Enter the Manuf
13. o Rute b Deua 2 T Xand Exisune Work Ordei Or JOD ada un iSc iu dm uM RM IDA PE UM IE 2 5 sine the Quick Repair Pree eset C ODE detecta Dh cae sob haba ned DR Aen totes el dai oJ 7 Seance Mi Ok 3 2 diat Customer Detalle oie Ire trei 2 2 PDT P xisune C ceu iode Lana eni OU AD tbe Dese ADU Company Deal S S SERI EV Mana doa d admite culi ndi edu e 2 1 redte New Able Site and Igi Seleeloli a acabe dtd dt 4 1 2 Enter ConticE 7 1 5 SOU User SCE BI TUUM A ebasoalesepiaussiudsuiusmiacediotoiettamdbt Bed eo odo nisi quid ido bise uite T 2 9 Enable WOK cos ados Dee me ent see Teo DEO eI ene 2 2 AY Enable 22 2 Create New MIr COU IS A 4 2 6 Add Major Accounts to Work 4 enne 42 7 Add Inventory or Loaner Management rbd ERR e 4 2 o Enable D ser Manage met soie dab iU id DWC hase Order ACCESS
14. o return to the Work Order Details page 2 6 Create Loaner Job Order 12225125 Motorola 120 Phone D 2 Find Existing Work Order or Job 1 Enter the criteria desired to find the Work Order or Job To search for multiple Work Order IDs or Job Order IDs separate each Work Order with a comma Job Order Search M Find Postal Code z Search 2 Matching Job Orders will be returned If you select View Work Orders as an option on the search screen Work Orders will be displayed instead Find Existing Work Order ms n 3 Li A fork rder LL statis 1 us Customer rated Fred First Last 28 Jan 2003 12 53 pm Doc 0001 Rev 4 10 Web Based Service System Retail Manual 2 8 Using the Quick Repair Price Lookup You can check the estimated price of a repair prior to entering Work Order and Job Order information 1 Select a manufacturer from dropdown 2 The screen will automatically refresh and present you with next option Find Existing York Order Create Mew Work rder Quick Repair Price Quick Repair Price Lookup Manufacturer All Search 3 Selecting Search will offer a view of all parts and prices associated with that model of phone Find Existing Work Order Create New Work Order Quick Repair Price Lookup Quick Repair Price Lookup MIanufacturer Model 2700 Search Prob
15. rmation for you If there are several matches you can choose which match is most appropriate or create a new record for the item to be repaired Create New Job Order Cancel this jab ardor Cel Humber 613 222 2222 2 5 2 Serial Number Search 1 Enter a serial number 2 If there is no matching serial number in the system the screen will automatically refresh and present you with next option If the serial number has been entered into system previously the system will automatically fill in make and model information for you Doc 0001 Rev 4 7 Web Based Service System Retail Manual Create New Job Order Cancel this job order Cel Humber 613 1222 2222 Serial Number 1111111 2 5 3 Enter Job Order Information 4 T Create New Job Ordei this Gob order Cel Humber 613 1222 2222 Seral Number 1111111 Manufacturer Motorola Model Startac 3000 v Phone Owner First Bill Phone Owner Last Name Smith Fault Code Select 1 Enter Manufacturer Model and Phone Owner name if not already filled out 2 Fault Codes applicable to the Manufacturer and Model will be returned 3 Select appropriate Fault Code Create New Job Order Cell Number serial Number Manufacturer Model Phone Owner First Name Phone Owner Last Name Fault Code Additional comments about the problem Warranty Proof of Purchase Attached Estimated Repair Price Create Job Order 8
16. sociated with the sale from the dropdown list 2 Click Create Work Order 3 The Work Order Detail page 15 automatically displayed Verify that all information 1 correct 4 Select Phone Fault Description Parts Sale Loaner or Radio Fault Description to add job to the work order Work Orders must have at least one job in order to be completed To cancel the work order click Cancel this work order in the top right corner Doc 0001 Rev 4 Web Based Service System Retail Manual Cancel this Work Order Details WU Work Order 144 Created Date Aug 05 2004 17 15 pm Status Created Company Techdata Name Michael O Brian Address 123 Address City Province Ontario Postal Code Day Phone Might Phone Fax Pager Email GST Exemption Customer PST Exemption sales Rep John Billington Phone Fault Description Radio Fault Description Click one of the buttons above to add a job to this work order 2 5 Create Phone Fault Description Job Order You can cancel a job order at any time by clicking the Cancel this job order link in the top right hand corner 2 5 1 Cell Number Search 1 Enter a cell number 2 If there is no matching cell phone in the system the screen will automatically refresh and present you with next option If the cell phone number has been entered into the system previously the system will automatically fill in serial number make and model and owner on file info
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