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 System Flag
FlagDescription
FWConfirm

Enables the order confirmation functionality in Sales Orders. A field called "Is Confirmed" appears in the header of the Sales Order or Quote.

(info) The default setting (whether ticked/active or un-ticked/not active) for the FWConfirm "Is Completed" flag is based on branch flag: Default Order Complete. If Default Order Complete is ticked, "Is Confirmed" is automatically ticked and all Orders & Quotes are automatically confirmed to allow a User to proceed to the next step. Refer to Branch Maintenance for how to set this branch flag.

If ticked / activated , the User is able to proceed to the next step without the need to confirm the Order or Quote. The print options and Accept Quote options are available.

If un-ticked / not active, for a Sales Order, the print Order options are not available from the Actions menu until the User gives confirmation via the "Confirm Order" option in the Actions menu. For a quote, the Accept Quote & Print Quote options are not available from the Actions menu until the User gives confirmation via the "Confirm Quote" option in the Actions menu. After accepting a Quote, the Sales Order is set to the value of the branch Default Order Complete flag.

To set up Sales Order confirmations to be e-mailed or SMS'd to Customers or sent via a Frameworks Notification to Users, the FWConfirm system flag must first be activated (refer to System Flags above for further information), then the notifications must be setup.

Refer to the following processes for further information:


Setting up Sales Order confirmation E-mail Notifications to Customers

To set up & send Sales Order confirmations automatically to specific customers by an e-mail notification, perform the following:

1. Set the Generic-Email code to mandatory in the Additional Validations table in Miscellaneous Table Maintenance by ticking the Mandatory check box.

2. If one has not been created, create an Order Confirmation template via Event Definition Maintenance.

(info) Templates can be created on your behalf. Please contact Sterland Computing if you would like to discuss this. 

3. Tick subscribed (beside the Event ID field) then tick the Subscribed check box beside the Email Action.

4. Ensure the Condition field contains the following variable code: customer.getAttributeValue("Email-OrderConfirmation") = True, the To field contains "{order:contactEmail}", the Subject and Body fields contains the messages you would like to send to the customer. For example, "Hi, Order {order:numTran} has been confirmed. Thanks.". Click when complete.

5. Add an Email-OrderConfirmation Attribute to the applicable Customer's record in Customer Maintenance (Refer to steps i. - v. below). This attribute requires the User to assign / enter a Contact Email to the Customer's Sales Order which will be the addressee for the Sales Order Confirmation.

(info) The Contact Email is defined via the E-Address field in the General tab of the Customer's record or you can enter a new Email Address in the Contact Email field in the Sales Order.

i.  Click  then type Customer Maintenance then search for and select the customer you would like to create an email notification to for confirmed Sales Orders.

ii. Click the Attributes tab, then click .

iii. Type Notice in the Category field or search for it via .

iv. Search for then select Email-OrderConfirmation in the ID field.

v. Tick the Value check box to activate this attribute then click .

(warning) If this Attribute is not active/set to yes, the customer will not receive an SMS notification of a confirmed Sales Order, even if the subscribed check boxes have been activated / ticked in step 3 above.


Setting up Sales Order confirmation SMS Notifications to Customers

To set up & send Sales Order confirmations automatically to specific customers by SMS, perform the following:

1. Set the Generic-Mobile Code to mandatory in the Additional Validations table in Miscellaneous Table Maintenance by ticking the Mandatory check box.

2. If one has not been created, create an Order Confirmation template via Event Definition Maintenance.

(info) Templates can be created on your behalf. Please contact Sterland Computing if you would like to discuss this. 

3. Tick subscribed (beside the Event ID field) then tick the Subscribed check box beside the SMS Action.

4. Ensure the Condition field contains the following variable code "customer.getAttributeValue("SMS-OrderConfirmation") = True", the To field contains "{order:contactPhone}" & the Body field contains the message you would like to send to the customer. For example, "Hi, Order {order:numTran} has been confirmed. Thanks.". Click when complete.

5. Add an SMS-OrderConfirmation Attribute to the applicable Customer's record in Customer Maintenance (Refer to steps i. - vi. below). This attribute requires the user to assign/enter a Contact Phone to the Customer's Sales Order which will be notified with the Sales Order confirmation.

(info) This Contact Phone can be defined via the Phone field in the General tab of the Customer's record or you can enter a new Phone Number in the Contact Phone field in the Sales Order.

i.  Click  then type Customer Maintenance then search for and select the customer you would like to create an email notification to for confirmed Sales Orders.

ii. Click the Attributes tab, then click .

iii. Type Notice in the Category field or search for it via .

iv. Search for then select SMS-OrderConfirmation in the ID field.

v. Tick the Value check box to activate this attribute.


vi. Click . The Attribute will then be displayed along with any other Attributes.

(warning) If this Attribute is not active/set to yes, the customer will not receive an SMS notification of a confirmed Sales Order, even if the subsribed check boxes have been activated / ticked in step 3 above.


Setting up Sales Order confirmation Notifications to specific User IDs

To set up & send Sales Order confirmations automatically to specific User IDs via a Frameworks Notification, perform the following:

1. If one has not been created, create an Order Confirmation template via Event Definition Maintenance.

(info) Templates can be created on your behalf. Please contact Sterland Computing if you would like to discuss this. 

2. Tick Subscribed (beside the Event ID field) then tick the Subscribed check box beside the Notification Action.

3. Ensure a valid User ID is typed into the To field, the Subject field contains the message you would like to send to the User (for example: "Order Notification {order:numTran}") & the Body field contains the message you would like to send to the User (for example: "The order {order:numTran} has been sent and assigned to you"). Click when complete.

(info) You can send notifications to multiple User IDs by separating each User ID with a comma.

4. Once the event has been triggered, the User ID assigned will receive a notification similar to the following:



How the automatic notification of confirmed Sales Orders works

When the FWConfirm system flag is activated, it enables the order confirmation functionality in Sales Orders. A field called "Is Confirmed" appears in the header of the Sales Order or Quote & is either checked or not checked.

  • If "Is Confirmed" is not checkedfor a Sales Order, the print Order options are not available from the menu until the User gives confirmation via the "Confirm Order" option in the menu.
  • If "Is Confirmed" is not checkedfor a Sales Quote, the Accept Quote & Print Quote options are not available from the menu until the User gives confirmation via the "Confirm Quote" option in the menu.
  • If "Is Confirmed" is checked , the User is able to proceed to the next step without the need to confirm the Order or Quote. The print Order options and Accept Quote options are available.


(info) The default setting for the "Is Confirmed" check box being ticked or not is based on branch flag: Default Order Complete. If Default Order Complete is ticked, "Is Confirmed" is automatically ticked and all Orders & Quotes are automatically confirmed to allow a User to proceed to the next step. Refer to Branch Maintenance for how to set this branch flag.

Upon clicking then Confirm Order, the "Is Confirmed" checkbox is ticked which indicates that the order was successfully confirmed. All notifications (SMS, E-mail and Frameworks Notifications) are then automatically triggered & sent.

(info) If the "Is confirmed" checkbox is already ticked via the Default Order Complete branch flag, no notifications will be sent.


How to confirm notifications were sent successfully for confirmed Sales Orders

To confirm that all notifications have been sent for confirmed Sales Orders, perform the following:

1. Click  then type Notifications Event Queue (or select Notifications Event Queue from the System Administration then Event Notifications then Setup & Administration navigation tree).

2. Search for then select the specific Order Confirmation event based on the date & time of when the Confirm Order action was completed (via the menu) for the relevant Sales Order.

3. The Log field confirms which events were triggered & therefore which notifications were sent.

(tick) Scroll down in the Log field to see all events.


(info) In the two screenshots above, you can see that a Notification was sent, an email was sent and an SMS was sent.