Order Reporting Process, LINE Notification 20230517
This is an order response process initiated by receipt of a fax mail. Immediately after the process starts, the order is notified on line.
After confirmation by the sales leader and general manager, if the order amount is $5000 or more, the order is also reported to the executives. *This system is designed to work with an Internet FAX service that converts received faxes into PDF attachment emails and sends them out.
Workers (Number of swimlanes: 3)
Sales Department Staff
A sales department representative who handles order fulfillment.
Leader of the sales department who performs the confirmation.
General Manager of Sales Dept.
Head of the Sales Department.
Workflow (Workflow diagram complexity: 13)
11. Order Registration
The person in charge registers the order details.
31x. Return Correspondence
The person in charge corrects the content and resubmits
The supervisor of the person in charge checks the contents and returns it if it is incomplete.
The department head reviews and approves the contents.
14x1. Get Mail
The workflow platform retrieves the email containing the faxed order form.
15x2. Set Subject
The workflow platform sets the subject line.
12x3. LINE Notification
The workflow platform will post a LINE Notify message that an order has been received.
Business process variables to be passed (number of data items: 26)
▼ Order Email Information ▼11
The date and time of receipt of the order fax email are stored.
The ID of the order form fax mail is stored.
The subject line of the order fax email is stored.
The body of the order form fax email is stored.
The order form fax email attachment will be stored.
▼ Information on the Recipient of the Order ▼0
Client Company Nameq_Company1*
The company name of the customer who sent the order form fax is stored.
Contact Person Nameq_Representative2*
The name of the person in charge of the customer to whom the order form was faxed is stored.
Customer Department + Titleq_Assignment3
The department and title of the person in charge of the customer to whom the order form fax was sent are stored.
Zip Code + Addressq_Postal4*
The zip code and address of the customer to whom the order form was faxed are stored.
Contract Phone Numberq_Phone5
The phone number of the person in charge of the customer to whom the order form was faxed is stored.
The email address of the person in charge of the customer to whom the order form was faxed is stored.
▼ Details of Orders ▼7
The contents of the order service described in the order form fax are stored.
Terms and Conditionsq_Dealing9*
The terms and conditions of the transaction described in the purchase order fax will be stored.
The order details on the order form fax are stored.
The subtotals listed on the purchase order fax will be stored.
#q_Table’s “Amount” column totals
Discounts, etc. 2q_Discount28
The discount amount stated on the purchase order fax is stored.
Details of Discounts, etc.q_Content15
The discount details described in the order form fax will be stored.
Consumption tax, etc. 3q_Tax16
The amount of sales tax stated on the order form fax is stored.
Tax amount is automatically calculated from #q_Subtotal using the set tax rate.
The total amount listed on the purchase order fax will be stored.
#q_Subtotal + #q_Discount + #q_Tax automatically calculated
▼ Internal Messages ▼19
The name of the sales representative in charge of this order is stored.
Please keep in mind the GMail filter condition settings. Depending on the conditions, there is a possibility that the process start may be repeated by receiving a task processing/acceptance request email from Questetra.