Manage an Online Service Order Approval Process

Business Case

I suggest and add service orders for my customer in the back office (e.g. some catering orders). Why? Maybe this is what we discussed on the telephone or I may give my customer some suggestions or simply the same orders as she had for her last year’s event. Now I ask my customer to think about the service orders and review/edit them and finally approve them online. My customer can also pay online by credit card for her approved order(s).

How it works in Ungerboeck:

1. I add one or multiple service orders for my customer for “Stefanie’s Birthday Party” into the back office (e.g. catering orders).

• I put pizza for 50 people on the service order.  

2. I want my customer to think about the service orders and approve or edit them online. My customer logs into the Order Portal (SOP) and can check all service orders for all events she has in our venue.

3. My customer can review and edit the service orders.

• Maybe the customer doesn't want to order 10 Pepperoni Pizza, but instead she wants to have 10 more Cheese Pizza (individual package).

• So my customer can change what has been recommended to her (e.g. 10 more Cheese Pizza instead of Pepperoni):

4.  The customer can approve the service order.

5. The customer can pay for the approved service order(s).

• "Allow Payment on Approved Orders only" is an optional setting.

• Also in the back office the service order status is “Active" now.
• Once approved, the service order is locked and the customer cannot edit it anymore (only in back office, I can set the status back to tentative).

Setup

In order to use this process as shown above, the following settings need to be made in SOP (Service Order Processing, iEBMS):

• Check “Allow Order Editing”
• Select the status in which an order appears when it was edited
• Check “Allow Approvals”
• Select the status in which an order appears once it was approved
• Check “Allow payments on approved orders only” if you want customers to be able to pay for approved orders only
• Provide your customer with a link to the Edit Service Order Portal (iEBMS SOP Edit Orders Link). Please find further help on how to create this link here:

https://supportcenter.ungerboeck.com/entries/24456328-Creating-an-iEBMS-SOP-Edit-Orders-Link