Sales User is an optional named (per-user) license type for Employee Portal.
  • In addition to Administration required for Employee Portal, Additional Fields configuration may be applied to tailor Business Partner details to your business needs. See Configuring Additional Fields for Sales Users for a detailed description of this feature and a walkthrough of this setup.

  • Dashboards, which are a core part of Employee Portal, may be configured to display Sales User data. See Dashboard Administration

  • Users may be enabled for Sales User access as described in User Management.

  • Signature Capture may be enabled to allow for delivery drivers to accept customer signatures at time of delivery.

  • Refill Settings may be configured to allow for Sales Users to select order templates based on a customer’s previous orders.

  • Sales Users and Sales Managers may use the features outlined below to manage Leads and Customers, manage the opportunity pipeline, and place orders on behalf of customers.

Sales User feature overview

Access Sales User features, including: Adding new Leads/Customers (1); Creating Orders or Quotes (2); Managing Opportunities (3); or viewing reports (4).
Access Sales User features, including: Adding new Leads/Customers (1); Creating Orders or Quotes (2); Managing Opportunities (3); or viewing reports (4).
  1. The “Add New Lead” link allows you to add leads or customers directly into SAP Business One. Once added, you can update them using the customer details screen.

  2. Order Pad allows you to enter your customers’ orders via the web.

  3. Visit “My Opportunities” to see the easy drag-and-drop Opportunities Board.

  4. View out-of-the-box or customized reports using the Report Enabler for Employee Portal. Sales User reports are available out-of-the-box and new reports may be created by an admin within SAP Business One to ensure your sales team has the latest information at their finger-tips.

Adding a new Customer or Lead

To add a new Customer or Lead:

  1. Use the Add New Lead link (marker 1 below) to create a new Customer or Lead. When customer details are completed (marker 2 below), this will create a Business Partner in SAP Business One.

    Add a new Business Partner with the Add New Lead button (1). Make your edits (2) and save (3).
    Add a new Business Partner with the Add New Lead button (1). Make your edits (2) and save (3).
  2. Update your new Business Partner’s information using the form fields. Depending on your admin settings, you may or may not see a Card Code field. If the Card Code field is not displayed, one will be generated for you.

  3. When you’ve added all your customer or lead information, use the save button (marker 3 above) to save your Business Partner into SAP Business One.

Updating an existing Customer or Lead

To edit an existing Customer or Lead:

  1. Open the My Customers report(marker 1) and open your desired Customer or Lead (marker 2). This will take you to the Business Partner details screen.

    Open the My Customers report (1) and follow the BP link (2).
    Open the My Customers report (1) and follow the BP link (2).
  2. From the Business Partner details screen, select the Edit button (marker 3).

    Enable edit mode (3).
    Enable edit mode (3).
  3. Make your changes to Business Partner details, contact information or addresses.

  4. Save your changes using the Save button (marker 4). This will save the updated details to SAP Business One.

    Save your changes (4).
    Save your changes (4).

Using Order Pad to place customer’s orders

Order Pad is a feature available to licensed named Sales Users within Employee Portal. It allows employee users to enter customer orders or quotes into SAP Business One via the web. The outline below provides a walk-through of using Order Pad to place an order.

An order draft is automatically saved on the web every few seconds. If the order is abandoned before it is submitted, that customer’s draft can be re-loaded the next time order pad is loaded for that customer. Draft orders are saved on the web only and are not saved to SAP Business One until final submission.

Choosing a Customer

Because Employee Portal users are employees rather than end customers, the customer must be selected first, as shown below.

First, press the Place Order link to display the customer search pane. Enter at least three characters of the customer card code or name. Note that by default only the current sales employee’s customers can be selected. If employees must enter customer orders for other sales people, this can be done by updating the user search query in SAP Business One.

Begin the order process (1); Enter the customer's name (2); Select the customer (3); Create the order (4).
Begin the order process (1); Enter the customer's name (2); Select the customer (3); Create the order (4).

Building the Order

Once the customer has been selected, a web-only draft will be created. If a previous draft has already been created, it can be loaded or discarded to create a new order.

Fill in order details. Use the Refresh Totals button to display the order total.

New items can be added to the order using the Search For Item field.

Remove the line by pressing the delete button (X).

If enabled, the Sales User may apply discounts to the existing price, either by placing a percent discount in the % Discount field or by editing the Item Price field. Negative discounts are not permitted.

If enabled, Line Notes can be added to a line.

Finally, order header information such as addresses and shipping method must be applied.

Fill in order details and press Refresh Totals to calculate the order prior to submission to B1.
Fill in order details and press Refresh Totals to calculate the order prior to submission to B1.

Confirming the Order

If successful, the order will be submitted to SAP Business One and the order confirmation screen (shown below) will be displayed.

When the order is submitted, this confirmation screen will be displayed.
When the order is submitted, this confirmation screen will be displayed.

Signature Capture for Deliveries

See Signature Capture for a walkthrough.

Refill Order

See Refill Order for a walkthrough.

Available To Promise

Available To Promise allows Sales Users to see available stock quantities on Order Pad.

If configured, ATP will be displayed at time of order (1).
If configured, ATP will be displayed at time of order (1).

See Available To Promise Setup for configuration instructions.