Shopping Cart Customer Access (Internal)

Purpose and Overview

The Internal Shopping Cart (Customer Access) Applet provides a simple, self-service interface for customers or internal users to browse catalog items, add them to a cart, and submit requests for approval and fulfillment.

Figure: Shopping Cart — at-a-glance workflow overview.

Before You Start

• Ensure the customer or member account exists in master data when required.
• Confirm the item catalogue contains the products you intend to request.
• Know the default branch and location you will use for fulfillment (if applicable).
• Have billing and shipping addresses ready if you need non-default addresses.
• Confirm you have permission to create and submit shopping cart requests.

Key Features Overview

Quick Start Guide

1. Open Shopping Cart from the sidebar.
2. Click Create to start a new cart.
3. Fill the Main header: company/branch, transaction date, and reference as needed.
4. Select a Customer or Member (optional) using the customer selector.
5. Add items: click Select Line Item, use Search Item and Add Line Item to populate the cart.
6. Choose shipping and billing addresses (use Select Billing Address / Select Shipping Address when required).
7. Add payment or settlement info under Add Payment if your process requires it.
8. Attach files as needed, then CREATE (save) or FINAL to submit your cart. If your tenant shows a button labelled Submit instead of FINAL, use that.

Detailed Walkthrough

Listing

The listing (first column) shows shopping cart documents. Common columns include:

• Doc No — internal document reference
• Branch — owning branch
• Posting Status — blank values typically display as DRAFT
• Status — ACTIVE / INACTIVE
• Customer Name — the selected customer
• Creation Date / Updated Date
• Amount Txn — transaction amount

Use the grid filters to find carts by document number, customer, branch, or dates. Select a row to open the cart in the view column.

Figure: Listing & Search — filters, selected row, and action bar (FINAL).

Create / Edit a Cart

The create screen is tabbed. Main sections you will use:

• Main — enter company/branch, transaction date, reference, and remarks.
• Account / Customer — choose the customer or member for this cart.
• Line Items — search the catalogue and add items with quantity, UOM, unit price and optional discounts.
• Billing Address / Shipping Address — pick saved addresses or add a new one.
• Payment — provide payment or settlement information when required by your organisation.
• Attachments — upload supporting documents such as quotes or approvals.

Primary buttons:

• CREATE — save a new cart as a draft.
• SAVE — save changes to an existing draft.
• FINAL — submit the cart for processing (labelled FINAL in the UI; some tenants may show Submit).
• RESET — revert unsaved changes to the last saved state.

Figure: Create Cart — Main tab with account selector and primary actions (CREATE / FINAL).

Line Items

To add line items:

1. Open Select Line Item and search the catalogue by code, name, or keywords. Results show Item Code, Item Name, UOM and available stock.
2. Choose the item you want and enter the requested Quantity.
3. Confirm or choose the UOM, set Unit Price if editable, and apply any Discount.
4. Click ADD to insert the line into the cart. Repeat for additional items.

The line editor validates quantity and UOM. Tax and discount fields appear only if your company has those features enabled.

Figure: Add Line Item — search results and the Add Line Item editor with Quantity, UOM, Unit Price and ADD button.

Customer & Addresses

Pick an existing customer or member account to attach to the cart, or create a new customer when permitted. Billing and shipping addresses can be selected from the customer’s saved addresses or added on the fly.

Note: In some tenant setups the customer selector is optional (for anonymous or walk-in requests). If your organisation requires a customer account, the selector will be mandatory and marked accordingly.

Payment & Settlement

If your organisation requires payment details at request time, provide them in the Payment section. Typical examples:

• Purchase order / reference number for invoicing
• Pre-authorised payment method identifier
• Settlement terms or internal billing code

If your company bills after fulfillment (post-invoice), you can usually leave payment details blank. When in doubt, check with your administrator.

Main header fields (what you’ll see)

On the Main tab you will typically enter or confirm:

• Company / Branch — where the request will be processed.
• Location — optional warehouse or pickup location.
• Transaction Date — when the request applies.
• Reference — your internal reference or document number.
• Sales Agent / Requester — person on record for the request.
• Currency — transaction currency.
• Credit Terms / Credit Limit — billing terms if applicable.
• Member Card — optional loyalty/membership card (see below).
• Contact — CRM contact or customer contact person.
• Tracking ID / Remarks — optional notes or shipment tracking.

Listing column names

Common listing headers you will see in the grid:

• Doc No — internal document reference
• Branch
• Posting Status — blank values typically display as DRAFT
• Status — ACTIVE / INACTIVE
• Customer Name
• Creation Date
• Amount Txn
• Updated Date

Worked example

Create a cart for ACME Supplies to request 10 boxes of A4 Paper:

1. From Shopping Cart, click Create.
2. On Main, confirm company = HQ, branch = Office, set transactionDate = today, reference = SCart-0001.
3. Open Account → Select Customer, choose ACME Supplies and confirm billing address via Select Billing Address.
4. Click Select Line Item → Search Item, find A4 PAPER BUNDLE, click it and in Add Line Item set Quantity = 10, UOM = BOX, Unit Price = 12.50, then ADD.
5. (Optional) Open Add Payment and select settlement metadata if your tenant requires it.
6. Add any supporting files under Attachments.
7. Click CREATE to save the draft. When ready, click FINAL to submit the cart (some tenants may show Submit instead).

Attachments

Attach documents such as approval forms, quotes, or specification sheets using the attachments area in the create or view screens.

Configuration & Settings

Administrators can configure the applet via the Settings area (Settings → Default Selection, Field Settings, Printable Format Settings). Key admin controls include:

• Feature visibility (which tabs/components appear)
• Default company/branch/location
• Printable templates for export
• Permission sets controlling who can create, edit, or finalize

Troubleshooting

FAQ

Q: Can I submit a partial quantity for an item? — A: Yes; enter the actual quantity you require in the line editor.

Q: Can I cancel a submitted cart? — A: Cancellation depends on tenant rules. Draft carts can be discarded; submitted/final carts follow your organisation’s cancellation or amendment process.

Q: Where do submitted carts go? — A: After you click FINAL the cart is posted and converted into a sales order request on the server. The UI shows a confirmation and returns you to the listing. Downstream processing (approvals, email notifications, or fulfillment) depends on your tenant’s configuration — contact your administrator for details about who receives notifications.

Document Status Reference

What happens after FINAL

When you click FINAL the app posts the cart and converts it to a sales-order request on the server. On success you’ll see a confirmation toast message (“Posting Successfully”) and the UI returns to the listing where the cart shows as posted. If the posting fails you will receive an error notification. Additional downstream actions (approvals, emails, fulfillment) are determined by tenant configuration.

Role guidance: Customer vs Internal user

• Customer users (self-service): typically browse the catalogue, add items, set their own shipping/billing preferences, and submit carts for fulfilment. They generally cannot change pricing or internal account settings.
• Internal/procurement users: may create carts on behalf of customers, set internal fields (sales agent, internal references), and have permissions to finalise or discard carts depending on roles.

If you are unsure which role you have, check with your administrator.

Member Card

Member Card links a loyalty or membership number to the cart. If your customer has a membership, enter the card number to associate points or discounts with this request. See the membership admin guide for details on membership setup: Membership Admin Applet.

Glossary

• Posting Status: The processing state of the document (Draft → Final/Posted).
• UOM: Unit of Measure (e.g., BOX, PIECE).
• Credit Terms: Payment terms agreed with the customer (e.g., Net 30).
• Settlement: Payment or invoicing metadata required to process the order.
• Tenant: Your company’s configuration of the software; controls which features you see.

Related Applets

• Item Catalogue / Search — where items are maintained and priced.
• Internal Sales Order — downstream order processing after carts are posted.
• Membership Admin — manage member cards and loyalty settings.