VDOTS Process.
VDOTS Process.
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Contents:
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Additional Information
Action to be taken
Attention
Return
Use a macro
Self-Serve
T9 Payment Link.
**AM ONLY**
ZV033053 – T9 Payment Link. (UK 18, Ireland 25 do separately)
Enter into screen, check valid to date if expired needs actioning if not nothing to do.
Action to take if Expired –
Copy order number and view on separate screen.
Check Net Value isn’t 0.00 as the order may be cancelled.
Email customer on new ticket on Zendesk using v.dot macro (payment not received) complete details using email from payment screen. (expiration date +3 working days, to encourage the customer to pay quicker) add screenshot of order as attachment, send email from Zendesk.
Highlight line on payment screen, click on envelope icon (next to new payment link) this resends payment link to the customer and gives them 7 days to pay.
**Make note of how many on Vdot sheet**
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Payment Declined.
**AM ONLY **
VA14L (36) – Payment declined. (UK 18, Ireland 25, do separately)
(Header Block) delivery block header 36.
Remove 10 and 01.
(Selection Criteria) ensure you tick all sales documents.
Click on clock. (if non come up / no action)
Click into order, if not cancelled already, go back into ZV033053.
Click on New Payment Link – enter order number, follow previous step to send new payment link.
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V.01
V.01 **UK and IRELAND together** do all order on first round then only same day ones for rest of day.
Remove all text except dater filter (do not untick)
Click clock – look for scheduled agreement (Ireland) send to Michelle Larkin on teams and ask her to address.
Click on each order, check incompletion log to see which line has error / issue, green arrow back,
ie) missing journey code and correct as necessary UK 22**** and Ireland 33****
Item of requisition error – this will mean there is a TAS, all you need to check is sales tab / delivery block reason. (If SAP states “unblocking the order” – no action needed)
Payment Link by mail – no action needed as waiting for card payment.
Net Value – maybe internal order that has been processed incorrectly, contact person who placed order on teams and advise.
Quotation valid to – date not in Valid to box in order – action by adding future date.
Duplicate Order – Check material code in previous order on account to ensure this is not a duplicate. If not obvious and you are unsure, you must contact the customer using Vdot duplicate macro. If this is not a duplicate unblock on sales tab and add maintenance text.
Terms of Payment – Billing document tab, add 3050 to terms of payment box
Nespresso Free Machine – Add an extra “N” on TAN “N” (TANN)
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VA14L (14 ABSURD QUANTITY)
VA14L (14 ABSURD QUANTITY) UK and Ireland separate. From second round start from yellow only
CHECK VDOT EXCEPTIONS SHEET ON TEAMS
Delete 10 and 01 and tick all sales orders and add 14 in Delivery Block Header. Click on clock.
Any NHS SUPPLY CHAIN – send order number to TLC nominated person for that day.
Search Large order releases group on teams, if already if already there - action notes.
If states “Y” then please unblock on SAP in usage tab and sales tab **blank** - add maintenance text as per who approved. Once actioned remove yellow highlight from sheet.
If states “N” then create new forward order for that one product and remove form previous order, adding maintenance text on both orders.
Email customer for forward orders.
If order not there, add to sheet, highlight yellow and wait for replen confirmation.
Count how many and add to vdot sheet.
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VA14L (16 Duplicates)
VA14L (16 DUPLICATES)
Check if one off address or zero balance, if so unblock.
Copy first product code and search on previous orders to see if we can see an obvious pattern of ordering, if not we must contact customer.
If confirmed as duplicate, reject order using duplicate reason and add maintenance text.
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VA14L (37 Addresses)
VA14L (37 – ADDRESSES)
Open order check address and make amendments as necessary. Check route codes on postcode checker in information portal on toolbox. Take block off and save.
For Ireland all route codes for one off change of address 6667
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VA14L ( 28 Schindler Wolseley Group Only )
VA14L (28 – SCHINDLER WOLSELEY GROUP ONLY)
Check date on calendar for the closest working day to the 19th but has to be the third week of the month on a Tue, Wed or Thurs – fast change of delivery date amend.
Highlight all lines and click sales tab – remove block.
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VA14L (38 Block)
Access VA14L transaction select delivery block header 38 and sales Org 25 and all sales orders.
If an order is blocked, you will see the sales Doc as per below screen shot.
Click into the Sales Doc to reveal the sales order below.
Create a ticket in Zendesk to Mickey Baker and extended range team as per below. Put the ticket on hold and send a separate team’s message to prompt Mickey to check the email. The fix should be same day if you have not received confirmation back and it is 4.30, please escalate to Zainab.
When you receive confirmation the product code is fixed remove the block from the order.
Go back into VA14L to check the order has disappeared and solve the ticket. If the order is still there, then you will need to go back to the marketing team.
If you order has normal products on it you will need to follow the same process and send to liam.tonks@lyreco.com and cc in chris.barlow@lyreco.com
This task needs to be done at the same time as the checks for blocks 14 and 16.
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