This article is a continuation of the explanation of configuring Sales Transaction Types.
Transaction Type setup involves several sections: General Info, Views and Forms, Actions, Workflows, ePayment, Settings, and Fields.
This article will walk you through the Actions, Workflows, Programs, Settings and Fields tabs (General Info, and Views and Forms are detailed in the article: Sales Transaction Types - Order, Invoice, Quote, Return and more).
Sections in this article:
The Actions tab allows you to configure exactly which fields are duplicated when an order is duplicated. Duplicating an order is done in the shopping cart, accessed in the menu.
When duplicating an order, you may not always want all fields copied to the duplicate. For example, discounts given in one order that should not be copied to the duplicated order. Order remarks and delivery dates may also not be relevant for the duplicate order.
There are two configuration options.
Duplicate Transaction - when duplicating an existing transaction for the same customer.
Duplicate for Different Account - when duplicating an existing transaction for a different customer.
Click on the form to configure. Open each section of fields and tick the fields that should be duplicated.
From now on when sales reps duplicate an order in the cart, only the fields selected will be duplicated.
Programs allow you to run Workflow actions independent of the actual Transaction Workflow and then run them from buttons or menus within the app.
For example, add pop up notifications, alerts, or custom forms as buttons or menu options during the ordering process. Users can run these actions on demand.
To add a program:
Click + Program
Name the program and Save
Add 1 or more actions to the Program. For a detailed list of actions see: Workflow actions
For example: add a notification action with the text from a pop up notification you display to your users in the workflow. If they dismissed the notification and want to reference it again they can open it from the menu as a program.
You will need to position the Program in either one of the Menus (Order Center, Cart, or other) or as a button. Buttons can then be positioned in the various views and forms.
A button is a custom field you must create and assign a program to. Select the Program the button should execute. Then position the button on the Order Details form, or the shopping cart.
Workflows allow you to define the status changes a Transaction will go through, as well as actions triggered by each status change.
There are many actions you can configure. Here are just a few examples:
- Sending an email when an order is submitted, or exporting the order to the ERP once it is approved.
- Displaying an alert to the customer about credit limit and blocking an order
- Capturing the geolocation at the time of the status change
- Running a webhook to get a real time inventory check/approval from the ERP
For details on how to create Workflows and use actions see Workflows
The Settings Tab allows you to select the following options:
- Search All - if selected, allows a full catalog item search (if not selected catalog search is limited to the current filter only).
- Share Sales Transaction - Shares this Transaction Type among all sales reps assigned to the Account (relevant if you have multiple users assigned to the same Account).
- Default View - defines the default catalog view to be displayed when entering the catalog when using this Transaction Type.
- Inventory quantity alert - define an action if a quantity greater than the inventory for the item is entered - Do nothing, Mark in Red or Auto-fix.
- Minimum/Case Quantity alert - define an action if order quantity entered is less than minimum quantity or not a multiple of the case quantity - Do nothing, Mark in Red or Auto-fix.
Mark in red - only marks the quantity in red.
Auto-fix - changes the quantity to the closest correct quantity.
- For inventory alert - quantity will be changed to the inventory value that is in stock for that item. Example: If the inventory is 25 and 40 was entered for the quantity (or any value greater than 25), the auto-fix will change the quantity to 25.
Minimum quantity / Case quantity Alert
- If minimum quantity is set for the item - quantity will be changed to the minimum quantity defined for that item. Example: If the minimum quantity defined is 50 and 23 was entered for the quantity (or any value less than 50), the auto-fix will change the quantity to 50.
- If case quantity is set for the item - quantity will change to the next multiple of the case quantity defined for that item. Example: If the case quantity defined is 12 and 50 was entered for the quantity, the auto-fix will change the quantity to 56 (the next multiple of 12 after the quantity entered, in this example 50).
Do Nothing - will not change the quantity entered. The order will be submitted with the quantity entered.
- Catalogs - assign which specific catalogs are available in this Transaction. For details on Multiple Catalogs see: How to Create Multiple Catalogs.
- Transaction Lines Filter - allows you to enter logic to indicate which items should make it into the shopping cart (regardless of quantities added in the order center). For example, force a "shipping" item or a "display" item to be added to the shopping cart by indicating those item codes in the logic. Or prevent items above/below a certain quantity from being added to the shopping cart. This filter overrides items the user may have added in the order center.
The Fields tab for Transaction Types allows you to view existing, or create new fields for use in the various Transaction forms and layouts. Custom fields allow you to create additional fields as per your data requirements. Custom fields may be standard, calculated, or queried from a User Defined Table (examples below).
Fields are displayed in groups. Open the groups to view all available fields.
Transaction Fields are general fields related to the Transaction Type (header fields).
Transaction Line-Item Fields are fields that are available for each Item ordered in the Transaction.
Examples of Transaction Fields:
- Order Total
- Order SubTotal
- Total Quantity of Items in the Order
- Account Shipping Address
Examples of Transaction Line-Item Fields:
- Unit Quantity
- Unit Price After Discount
- Last Order Quantity/Date/Price
When creating Custom Transaction/Transaction Line-Item fields you can select whether the field is:
- Standard - a set value entered by the user or loaded to Pepperi via files/integration
ex: A Single Line Text field in which a user enters a comment in the Order Details form, or a Drop Down Menu field in which the user selects a value from a preset set of values in a menu.
- Calculated - a formula written in Javascipt determines the value of the field
ex: A Decimal Value field where the formula determines how much tax should be added to the order based on the customer's State.
- UDT - the value is queried from a User Defined Table based on a Primary and/or Secondary Key indicated in the field.
ex: query the discounted price on an Item (Primary Key) a specific customer (Secondary Key) should be charged for an Item from an external table loaded to Pepperi.
Example of a Custom calculated text field:
Transaction Line-item Fields examples
These are fields that appear on a line-by-line basis for each item in the cart.
You can create Custom Transaction line-item Fields. For example a custom field of type text, for entering line item remarks. Or a custom field of type drop down menu, to allow selection of an additional product variant/option in the cart for each line, ie a width of a shoe.
These will be displayed on a line-by-line basis for each item in the Cart.
After creating custom Transaction Line-item fields, they will be available for use in the layout of the Order Cart and PDF Cart, or any of the Order Center views.
See the line item fields in the example below: Delivery Date (a custom field of type Date), Remark (type single line text), Shipped (type checkbox)