Summary #

Prior to providing broad access to your Sales Portal your team should do a thorough review of the data for accuracy. Utilize multiple user profiles to ensure access has been correctly assigned. The checklist below will help get you started.

Data shown in the Sales Portal is a function of the order_data.csv and invoice_data.csv data that was loaded and the individual user permissions and access granted. Use the list below to verify the data that is seen is accurate and appropriate based on different user groups.

Note that many changes to data or permissions in the Sales Portal need to be processed through our data warehouse, so they may take an hour or so to show up. If it has been 2 hours and you don’t see anticipated changes, please let us know and we can help you troubleshoot.

Index #

User permissions #

• For each user group, review the “Customer list access” setting to ensure users will only see the relevant customers.

• For each user group, review the “Customer sales totals access” setting to ensure users will only see the relevant sales totals.

The permissions granted to each user in the eCat Online Sales Portal can take one of three forms:

1. User with a customer number: These users will only see the Orders and Invoices tab on the Sales Portal and will only be able to view the orders and totals associated with that customer.
2. User with one or more territories: These users will see Orders, Invoices and Customers. They will also see the Dashboard if you have configured that in their user group. These users will only see the sales and totals for customers in their territory, if that’s what you have configured in their user group.
3. User without customer number of territory.

For testing, you’ll want to have a user with broad permissions.

Calculations #

Review the Dashboard

Make sure the numbers there make sense. Pay attention to the date filter at the top.

• Invoices
  • Review the invoice totals (Current YTD, Previous YTD, Previous Year, etc)
  • The Invoice totals includes line items, but not order surcharges or discounts.

• Backlog
  • Review the Backlog total.
  • The Backlog is a calculation of the total orders - the total invoices that you send in your data files.
    
  • The Backlog totals includes line items, but not order surcharges or discounts.
  • The Backlog calculation excludes any orders that are marked as "complete" in order_data.csv file.
  • The Backlog calculation excludes any statuses that you list in company settings 'Excluded portal order backlog order statuses' setting.
  • The date filter does not affect the backlog calculation.
• Sanity Check the dashboard ‘Top’ lists
  • Top Customers, Products, Trade names, Collections, Territories

Review ‘Customers’ page data.

Click on ‘Customers’ in the left navigation list.

• Note that you can sort the customer list by each column header to find a customer with high activity.

• Review a specific customer with activity and verify their numbers. (Click customer ID to the left side of the customer name in customer list

  • Customer information correct

  • Open orders & recent orders at the bottom. Click hyperlinks to see a specific invoice or order. Verify all information is correct and as you would expect to see it.

Review ‘Orders’ page data.

Click on ‘Invoices’ in the left navigation list.

• Review order total and backlog total. Pay attention to time period drop down in upper right.
• Spot check a few orders against what you see in the list.
• The Orders totals (at the top) includes line items, but not order surcharges or discounts.
• The per-order totals (on the right) include whatever you populate in the “TotalAmount” column of the order_data.csv file. You may opt to include or exclude discounts and/or surcharge in this total. If you include those, the right-column totals will not balance to the top-line totals.
• For orders where you also have uploaded the corresponding order, check to see that you can click the order number to see the order.
• Click into several orders and ensure the data is correct.

Review ‘Invoices’ page data.

Click on ‘Invoices’ in the left navigation list.

• Review invoice total. Pay attention to time period drop down in upper right.
• Spot check a few orders against what you see in the list.
• The Invoice totals (at the top) includes line items, but not order surcharges or discounts.
• The per-invoice totals (on the right) include whatever you populate in the “NetAmount” column of the invoice_data.csv file. You may opt to include or exclude discounts and/or surcharge in this total. If you include those, the right-column totals will not balance to the top-line totals.
• For invoices where you also have uploaded the corresponding order, check to see that you can click the order number to see the order.
• Click into several invoices and ensure the data is correct.
• If you’ve included tracking information in your invoices, click on some of the tracking number links and ensure they display tracking information (for supported carriers).