General
General
Contents
Contents ............................................................................................................................................................2
Rotork Intercompany Order Portal....................................................................................................................3
Introduction...................................................................................................................................................3
Objective...................................................................................................................................................3
Background information ...........................................................................................................................3
Steps ..............................................................................................................................................................5
Order Portal entry.....................................................................................................................................5
Enter the delivery Address details.........................................................................................................9
Enter Product details ...........................................................................................................................12
Processing & Sending out the order to FinOps....................................................................................15
MCA reference for sanctions ...............................................................................................................20
To check the generated Sales order after Integration.........................................................................20
Direct delivery.........................................................................................................................................21
Managing Integration errors...................................................................................................................22
ECon configuration for Spares ................................................................................................................24
Econ configuration for NSPR...................................................................................................................27
2
General
Rotork Intercompany Order Portal
Introduction
The Rotork Intercompany order portal is a temporary tool to allow you to place orders to bath factory for
Spares & for configured products (and Actuators for few sites) where your current system doesn’t integrate
to D365.
Objective
This click learn material will guide you through the processes of entering Orders via the CE Order Portal.
Background information
3
General
Currently, Sales orders into D365 comes from the
following environments-
1- Order Portal entry
2- AX2009
3- MTMS
4
General
Steps
Order Portal entry
From the Home page, Click on the item Place an
Order
Click on the menu item New
Click on the text field Name and give a suitable
name for the Order. E.g- Click Learn test.
5
General
Make sure all the mandatory fields (marked with '*')
in this section are filled in.
Make sure the correct legal entity ID of the
company which is placing the order is populated in
Company Requesting field.
Delivering Company field should be populated with
the company ID to which the order is being raised
to.
Click on the menu item Save
6
General
Quote ID will get generated automatically as per in
built number sequence.
Deliver To field can be used to specify whether the
order is to be delivered to the Sales sub or if it's a
direct delivery. E.g- Sales subsidiary
Click on the input field Requested Delivery.
Enter the requested delivery date for the order. E.g
28/07/2022
Click on Opportunity Reference and enter the
relevant Opportunity reference number. E.g- O-
1234
7
General
Click on Customer Ref No and enter the relevant
reference data into it. E.g- Spares Orders
Click on End Customer Industry and enter the
Industry type of the End customer.
You can enter the known keyword of the Industry
type and select from the available options in look
up. E.g- typed Oil
Select the industry type from the look up. E.g- OIL &
GAS - GAS - COMPRESSOR STATION
Click on Customer PO No and enter the Customer's
PO number. E.g- PO1234
8
General
Click on End Customer Country and enter the
Country of the End customer.
You can enter the known keyword of the Country
and select from the available options in look up. E.g-
typed United
Select the country from the suggested options in
look up. E.g- United Kingdom
Click on the menu item Save
Enter the delivery Address details
The address details will default to the delivery address of the Customer account
If it needs to be changed, please change, and make sure it is a valid Delivery address
9
General
Click on the item Address Details
Ship To Name field should be filled in with the name
of the Address where the order needs to be
delivered.
In the Shipping information section, Click on
Shipping Method.
Users should add this if it is different from the
default mode of delivery, if left blank it will default
to the mode of delivery on the customer master in
FinOps.
You can select the Shipping method from the
options available in the look up.
10
General
Click on Ship To Freight Terms.
Users should add this if it is different from the
default terms of delivery, of left blank it will default
to the terms of delivery on the customer master of
FinOps.
You can select the Ship to freight from the options
available in the look up.
Update the SHIPPING ADDRESS section if required.
Click on the menu item Save
11
General
Enter Product details
In this section we are using non configured items.
Details on configuration of items will be covered in further sections.
Click on the menu item New
Click on the Product field.
Select the type of product to order. E.g- Item
12
General
Click on the input field for entering Quantity.
Click on the button Item Config to search and enter
the product.
Item Search
In this example we have search the whole kit
number as it would be copied from looking up the
part within part finder
However, you also have the functionality to search
all kits, for example if you type WIQ and hit search
all the kits beginning with WIQ will appear
Click on the input field for Item number Search
13
General
Enter the item number as checked from Part finder.
This field will auto populate from the
searched/selected Item number.
Click on the button Save and Exit
Click on the input field for Unit Price.
Unit price should come from part finder.
As part of this temporary process users will be
required to Search for the part required within Part
finder and then order through the order portal
14
General
Click on the button Process and exit
Processing & Sending out the order to FinOps
Click on the item Quote Identification
You don’t need to populate the values however it is
up to the user if they will use these fields for
reporting Therefore, move to next stage if not
Click on the button Next Stage
15
General
Click on Customer Details
Click on the field Shipping Details Specified?
Select from Option No/Yes
Click on the button Next Stage
16
General
In the Product Specification section, Click on the
field Econ Configured?
Select from option Yes/No.
Click on the button Next Stage
Click on the menu item More commands for Quote
17
General
Click on the menu item Activate Quote
Depending on screen size this can either in the
ribbon or the drop down
You'll get the following notification-
Success! Your quote is now activated and won’t be
editable
Go to Summary page.
Click on MCA Reference No.
If you have a valid MCA reference number for a
sanctioned country paste it in there, this will make
sure the order isn’t blocked on order entry within
the factory
If left blank and the country is sanctioned the order
will be placed on hold
18
General
Click on the section Finalising Details
Click on the button Next Stage
Click on the item Click Learn test
Upon submission, this will go through several
statuses and should end up with the status as
Integrated which means it has been successfully
sent to FinOps
19
General
MCA reference for sanctions
Go to Summary page.
Click on MCA Reference No.
If you have a valid MCA reference number for a
sanctioned country paste it in there, this will make
sure the order isn’t blocked on order entry within
the factory
If left blank and the country is sanctioned the order
will be placed on hold
To check the generated Sales order after Integration
Click on Order.
This would be a button present under the Quote
name.
20
General
Click on Rotork Order- C1B
Click on the item Integrations.
In the Integration Results section you can find the
Sales order generated after successful integration.
You can also check the error messages here if
Integration is not successful.
Direct delivery
21
General
During Quote creation, In the Quote details section
click on field Deliver To
Select Direct Delivery from the options.
Fill other details as directed in Order Portal entry
section.
Click on tab Address Details
You must enter a valid delivery address otherwise
the integration will fail
If you know end customer, then you can link their
account within the marketing Section
Managing Integration errors
22
General
Click on the input field Search. Enter the Quote
number in the search box and press Enter. E.g-
QUO-01157-F5B8P7
From the search results, Click on the relevant Quote
name. E.g- RK21
In the Status Reason section you can find the
Integration status.
Click on the Integrations tab.
23
General
In the Integration Results you can find the error
details.
Read the error message and either speak to local
support or raise helpdesk ticket to see if they can fix
the issues.
ECon configuration for Spares
In this section we are adding a IQ3 spare item which is configured as per customer's requirements.
After entering the details for quote, to add product
to the order, Click on the menu item New
Click on the Product field to open the look up.
24
General
Click on the product type that requires
configuration. E.g- IQ3
Under Model Config field, Click on the button IQ3
Config
Click on the link Configured Spares to select the
spares configuration model.
Select the model. E.g- Click on 5A
25
General
In the Original Serial number field enter the serial
number of the parent item that needs spare. E.g-
Z6602801
In the Econ page, check the Help text section.
This will guide you to fill all the fields that are
required to change the status of the configuration.
After filling those fields with relevant data the
configuration status will change to Ready for Quote.
To bring the order status to 'Ready for Build' fill the
fields as mentioned in Help text section.
26
General
After filling those fields with relevant data the
configuration status will change to Ready for Build
After all configuration is complete, click on the
button Save and Exit
Econ configuration for NSPR
This section will guide you on the additional fields required to be filled in Econ page for a NSPR order
request.
Click on the button IQ3 Config
27
General
Click on the checkbox for NSPR.
In the Manual NSPR Comments, enter the details of
the customer's NSPR.
Click on Attach File to attach any files related to the
NSPR.
Enter all configuration details for the item till the
configuration status is Ready for Build
28
General
Click on the button Save and Exit
'You have completed this session'
29
Rotork plc
Brassmill Lane, Bath, UK
tel +44 (0)1225 733200
email [email protected]
