CloudAccounts B2B Book 9

Getting to Know CloudAccounts Business-to- Business (B2B) License Agreement and Copyright Notice CloudAccounts® is a Trademarked, Licensed and Copyrighted product of SBS LLC. The license is the full agreement between the owner of CloudAccounts®, SBS LLC and you, the user. It is located on every copy of CloudAccounts® under HELP. CloudAccounts® is copyright 2020 by SBS LLC. All rights are reserved. All other brand or product names and/or trademarks belong to their respective holders.

Restrictions By purchase of these digital manuals, user agrees not to in any way, copy, resell or redistribute their content in either whole or partial form. This digital download makes use of encrypted serial tracking to tie a unique identifier to the original purchaser, who is solely responsible for adherence to this restriction under law. Disclaimer All SBS Software, documents and files are provided “as is” without any warranty as to their suitability for any particular purpose. No title or ownership is implied or expressed nor are there any guarantees against infringement on other works or plagiarism. By using the software, documents, files or information, you assume the entire risk as to its quality and performance. Should it prove defective in any manner, you, and not SBS LLC, assume the entire risk and cost of any necessary servicing and repair. Acknowledgements / Special Thanks Many thousands of businesses and people have contributed heavily to the success of this software over the past 30 years. Special thanks, however, are due to the many faithful and dedicated customers of SBS. SBS L.L.C.

Table of Contents B2B – What Is It?................................................................ 1 Setting Up the B2B Site ...................................................... 1 Logging In To B2B Site....................................................... 3 Orders ................................................................................ 6 Order Entry ................................................................... 6 Request Service ......................................................... 10 Order Status ............................................................... 14 Commissions.................................................................... 17 Commission Report .................................................... 17 Invoices ............................................................................ 18 Invoice History ............................................................ 18 Payment History ......................................................... 19 Make Payment............................................................ 20 My Info ............................................................................. 21 Edit My Info................................................................. 21

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B2B – What Is It? B2B stands for Business-to-Business. It is similar to a shopping cart except that it is designed around business to business transactions rather than business to end-user transactions. However, it could be used for either type of business. From the B2B site, users can see the status of orders, make payments, check on payment history for their company, place new orders, etc. What individuals have access to on the B2B site is controlled by their access rights. You can decide also if you want to allow users to create their own accounts from this site, or whether you want to assign supervisor accounts yourself, which would limit access considerably. Supervisors for a company can assign other users WITHIN THEIR OWN COMPANY. Setting Up the B2B Site Before trying to use the B2B System, you need to use the CloudAccounts normal login to set up some information about the B2B site. 1. Set the B2B site login graphic. When a user goes to the B2B site, the top of the screen can contain a graphic of your choice. This is loaded from Admin > Setup Admin -> B2B Site Graphics. 2. Set the B2B site page header graphic. At the top of every screen in B2B, it shows your company name and a logo of your choice. That logo is uploaded using Admin -> Setup Admin -> Company New/Edit. At the bottom of the page for the company in question, is a graphic upload called B2B Company Header Graphic. 1

3. Decide which types of things a user should be allowed to do within the B2B site. To do that, go to Admin -> Setup Receivables -> Company Options. In the area called Business-to-Business Site you can specify which to allow by checking the boxes next to those things you want them to be able to do, and un-checking any others. One of the checkboxes indicates if you do or do not want customers to be able to sign up themselves on the B2B login page. Your answer to this will probably be no, but it is your choice. Here you can also set the reply-to email address to be used when emails are sent directly from the B2B site. 4. Assign Customer User accounts. From Contacts - > Customers -> B2B Users you will select a customer, then add users at that company. Generally you will want to assign a \"supervisor\" access person at the customer's company who can then decide themselves if they want others in their company to also have access to the data. 2

Logging In To B2B Site Sign on to the Business-to-Business site. 1. Your login screen should look similar to this: 1. Login Name: Enter your Login Name. 2. Password: Enter your Password. 3. Click on the Log In button to enter the site. 2. If you clicked on the Create an Account link (only shows if you have set up your company to allow this), your screen should look similar to this: Note: If CloudAccounts is set up for multiple companies there will be a drop-down box to select which company the account will be created in. 3

1. Group: You may not see this option, but if you do, select your preferred group from the drop-down list. Customer groups can be set up by going to Admin -> Setup Receivables -> Customer Groups. 2. User Information: Enter the requested information, paying special attention about 4

filling in the fields with stars next to them -- they are required. Note: Your email will be your login name for future site access! 3. Click on the Next button to create your account. 5

Orders Order Entry Enter an order for merchandise. 1. In the B2B module, go to Orders -> Order Entry. Your screen should look similar to this: a. Purchase Order: If you are assigning a purchase order to this order, enter it here. b. Due Date: When you expect the merchandise to be shipped. c. Notes: Any comments, caveats, etc. you need to communicate along with the order. d. Payment Method: Payment method for the order. 2. When you are done, click on the Next button to complete the order. Your screen will now look something like this: 6

a. Ship To: The address where the merchandise is to be delivered. If you do not see the address you need in the drop-down, you can click on the Add button to create a new address. 3. When you are done, click on the Next button to enter the details. Your screen will now look something like this: 7

4. To add items to be ordered, or to change one already entered, click on the Edit button. This will bring up a pop-up window like the following: 8

a. Item Code: Enter the item code or just start typing part of the description of the item if you aren't sure what the part number is. This will bring up a list of possible matches - the more you type the smaller the matching list. Highlight the one you want. b. Quantity: Enter the quantity you want to order. c. Item Notes: If you want to specify something about this particular item, add that information in this notes area. d. Options: You may not see anything under the item notes other than the save buttons, but if you do, these represent optional items you can order, or color choices, etc. that pertain to this particular item. 5. When done, click on the Save button to save your information. It will close this pop-up window and display the information in the original screen. 6. If you do not want to change/add the item, click on the Close Window button. 7. If this is an existing item and you have come back to this screen to change the quantity, or something else, you can also click on the Delete button to remove the item from your order. 8. Once the main item order page has been filled in 9

with the items you are ordering, click on the Save button to finalize the order. Your screen will change to this: 9. Click on the Confirmation button to print a copy of your order for your records. 10. Clicking on the Back button will cycle back to allow you to create another order. Request Service Enter a request for service to be performed. 1. In the B2B module, go to Orders -> Request Service. Your screen should look similar to this: 10

a. Purchase Order: If you are assigning a purchase order to this request, enter it here. b. Shipping Method: Select a method of receiving parts, etc. associated with this order. c. Due Date: When you expect the service to be completed by. d. Service Needed: Enter a full description of what is required. e. Deposit With Order: To include a deposit payment with the order, enter the amount of the deposit here. f. Payment Method: This is the payment method for the deposit, and will always be Credit Card. 11

g. Deliver to: The address where the service is needed. If you do not see the address you need in the drop-down, you can click on the Add button to create a new address. 2. When you are done, click on the Save button to complete the order. Your screen will now look something like this: 3. Clicking on the Order Ticket button will bring up a copy of the order in a work-order format. This screen will pop up on top for you to fill in the credit card details: 12

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Service Request Order Ticket Order Status View status of orders, link to pdf of invoice, view shipping details. 1. In the B2B module, go to Orders -> Order Status. Your screen should look similar to this: 14

This report is just to show you what orders are unconfirmed, pending, or those that have been completed within the date range selected at the top. You can click on the order number to bring up a copy of the order in a PDF format. Click on any of the column headers that are underlined, and it will resort the report based on that column. Click on the word SHIPPED in the status column to bring up a shipment report similar to this: 15

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Commissions Commission Report View commissions earned and paid for reselling items purchased from Company whose B2B site you are on. 1. In the B2B module, go to Commissions -> Commission Report. Your screen should look similar to this: 1. Dates: Pick the range of dates for the report. 2. Click the Next button to produce the report. 17

Invoices Invoice History View lists of invoices - both paid and open. 1. In the B2B module, go to Invoices -> Invoice History. Your screen should look similar to this: This report is just to show you what invoices are open, or those that were paid within the date range selected at the top. You can click on the invoice number to bring up a copy of the invoice in a PDF format. Click on any of the column headers that are underlined, and it will resort the report based on that column. 18

Payment History View payments made both towards invoices and misc. purchases. 1. In the B2B module, go to Invoices -> Payment History. Your screen should look similar to this: This report is just to show you what payments were made, and how they were applied. The B2B Reference column is more than likely your check number if it was paid via check. If there is a lower section showing on your screen, that covers payments made other than in payment of an invoice. You can change the date range for the report at the top by selecting new begin and end dates and clicking on the GET PAYMENTS button. 19

Make Payment Make credit card payments on open invoices. 1. In the B2B module, go to Invoices -> Make Payment. Your screen should look similar to this: 1. Check the boxes next to any of the invoices you want to pay at this time. 2. Click on the Save button to proceed with the payment. 20

3. Fill in the credit card information and click on the Next button to complete the transaction. My Info Edit My Info Edit Company Information or your personal information. Supervisors can also add users or update access for all users. 1. In the B2B module, go to My Info -> Edit My Info. Your screen should look similar to this: 21

a. My Company Information: Change any information about your company such as address or phone numbers. b. My Personal Information: Change any information about your own account such as password or login name or email address. 2. Click on the Save button to save any changes made. 22

3. If you are a supervisor, you can click on the Add/Edit Users button to add or change user information. Add/Edit Users 4. If you clicked on the Add/Edit Users button, your screen will look like this: 5. You will see a list of users and you can edit any of these by highlighting the one you want to edit and clicking on the Edit button. 6. You can add a new user for your company by clicking on the Add button. 7. For either Add or Edit, your screen will look like this: 23

8. Aside from the usual name, address, etc. you will see a drop-down list of access levels. These determine what this user can see. For instance you may not want them to see payments made. Select the access desired. 24