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Processing orders should look something like this:

1. Import orders. This varies depending on your shopping cart, but generally: on the Main Menu, click Import Orders, select the cart you wish to import from, and click Import via Internet. The Order Manager contacts your shopping cart and downloads any new orders.

2. Process orders. When you are first becoming familiar with the program, review your orders one at a time on the View Orders screen.

Later, you can try out the Multi-Order Processor and Approval Rules to get you processing orders with fewer steps. The various stages of filling an order can be straightforward or more involved, depending on your business needs and the level of control you want over the process. In time you'll learn what you typically do repeatedly (and can therefore automate).

a. Spot-check for fraud, accidental or bogus orders. Depending on the version of the Order Manager that you use, you can do this several ways: by clicking Validate next to the Sold To and Ship To addresses on the Addresses tab, by reading your credit card gateway's Address Verification System response and Card Verification.

b. Check inventory status. A customer wants two widgets and the Order Manager shows 1 Shipped, 1 Needed, 0 On Hand. Why? You're out of widgets. You need to decide if you want to ship the customer just 1 widget (i.e. partially ship the order), or wait until more come in and ship both of them at the same time (i.e. wait until the order is complete). If you don't want to ship part of an order for whatever reason, you can forcibly backorder an item or return it to inventory by clicking Force. If you are reviewing a previously unapproved order, and you now have enough widgets to fill a backorder, click Fill.

c. Send drop ship purchase orders. You can skip this step entirely if you don't drop ship from any of your vendors. If you do, create a drop ship purchase order (e-mail it, fax it, etc.) from the Drop-Ships tab, and then confirm the actual ship date of the products on the Ship Dates & Status tab.

d. Collect payment. If you do not collect payment from your customers in your shopping cart, you may have to charge a credit card, capture an existing pre-authorization, verify a PayPal payment, or wait for a check to arrive depending on the order

e. Print shipping label (optional). If you use DAZzle or the Order Manager's integrated USPS shipping labels, you can print them on the Shipping & Tracking tab.

3. Approve the order. To approve an order essentially means that you are going to ship something on the order to the customer. How do we determine what is shipped? On the View Orders screen, there are several

columns for each line item, including Ordered, Shipped, Needed, and On Hand. When an order is imported or an item is added to an order, the program attempts to remove the quantity ordered from the On Hand column and place it in the Shipped column. If there are not enough items in your inventory to completely fill the order, the program lists as many as possible in the Shipped column and the remainder are listed in the Needed column (these are your backorders). It helps considerably if you think of items in the Shipped column as "Shippable" since the items have been allocated to the order but not necessarily sent to the customer yet - and if the order is unapproved, you can assume that in fact the items have not been sent. Now that we know what you're capable of shipping, if you intend to ship it, approve the order. If you need to put an order on hold for further review (due to potential fraud, invalid credit card number, etc), you can always skip the order and approve it later. If you do not intend to ship anything (for any reason), cancel the order. To approve the order, click on the Approve button in the upper right hand corner of the View Orders screen.

4. Set the actual ship date. Use the calendar on the Approval Options dialog box to indicate when the order will ship and click in the Store Date Shipped checkbox. Storing this information allows you to search for orders shipped on a given date at a later time if necessary.

5. Send email confirmation. Click in the Email Confirmation checkbox and select a template on the right if you wish to email the customer at this point. Generally, you are just notifying them that you received their order and indicating when it will ship. If you'd rather wait until you have a tracking number to give them you can skip this step.

6. Print unit work. If you wish to print a sales receipt or a packing slip, enter the quantity you wish to print (the default is one). If you wish to print the unit work immediately, click Approve & Print Now. Approve

& Print Later queues the unit work in the Batch Printing queue and Approve Without Printing skips the unit work portion altogether.

7. Repeat steps 2-6 as necessary. Clicking one of the "Approve" buttons in step 6 causes the program to display your next unapproved order.

When you reach the last unapproved order, the program lets you know.

8. Pack the orders. You can use the Pack and Ship system to prevent packing errors.

9. Generate shipping labels. You can do this using external software such as UPS WorldShip or FedEx Ship Manager, or from within the Order Manager using DAZzle for USPS. Typically, the process goes like this:

a. Enter the Order Manager Order Number as the "Package Reference".

b. Select the address, weight, and service desired.

c. Print the shipping label.

10.Ship the orders. When you are ready for a pick-up, run the "End of Day" process in your shipping software. A shipping manifest prints and UPS / FedEx writes the tracking numbers directly into your data file.

The tracking numbers are associated with your orders immediately.

11.Run "Process Tracking Numbers" in the Order Manager. Click on the Process Tracking Numbers button on the Maintenance Menu under Shipping & Fulfillment. Any new tracking numbers are emailed to your customers. As part of this process, tracking information and status updates are also sent to certain shopping carts and the Order Status System.

This flow chart is for users to get an idea of one possible way to process orders in the Order Manager. Depending on your company's business process, you may find it necessary to add or skip steps.

The system parameter

ReviewAllOrders is set to True by default. This means that you are required to manually approve every order: Web orders, Manual Orders and POS orders.

TVB believes that electronic business processes (eBiz) will enable buyers and sellers to transact business faster, easier and more accurately, resulting in more time for professional buying and selling. eBiz is much more than Electronic Invoicing. All Local Broadcast Television trading partners (stations, reps, agencies) should use an electronic process to place orders, handle makegoods and make revisions in addition to processing invoices. Under TVB's leadership, the local broadcast television trading partners (agencies, reps and stations) have come together to make eBiz a reality.

Recall that e-Business is the transfer of data from one computer to another. When computers connect, trading partners can conduct business transactions electronically. e-Business, particularly over the Internet, is becoming steadily more popular and secure.

Negotiating and buying television time is a detailed and complex process. In its simplest form, a typical broadcast purchase is conducted among three trading partners: agency buyer, sales rep, and station. Once the process has moved from the dynamic negotiation stage to the order and stewardship stage, the trading partners can be burdened with painstaking, repetitive actions.

The traditional spot television transaction goes like this:

1. When the buyer places an order with a sales representative, the order is typed.

2. The representative sends the order to the station; the order is re-keyed and faxed.

3. The station receives, reviews, and enters the order into its traffic system;

the order is re-keyed.

4. The representative sends a confirming contract to the agency; the order is re-keyed.

5. The schedule airs and the station invoices the agency. A separate invoice is generated for each month of the broadcast schedule. The invoice is printed and mailed to the agency.

6. The agency receives the invoice and prepares for payment by sorting, coding, and inputting affidavits. A record of each spot aired (day, date, time, and commercial code) is re-keyed from the invoice into a matching system.

7. The buyer reviews the aired schedule and approves the invoice for payment.

In this basic life cycle of a spot TV buy, a single order (not including revisions and missed spots) is keyed five times. It is hardly a surprise that most agencies find 70 to 80 percent of all spot TV invoices discrepant. The inevitable result of the industry's manual way of doing business – besides the high error rate – is inefficiency for all trading partners.

Consider this e-Business scenario:

1. The buyer creates an order, which is transferred instantly into the representative's system

2. The representative sends the order instantly to the station.

3. The station accepts the order into the traffic system.

4. The representative confirms the order electronically, eliminating the need for a contract.

5. The station invoices the agency in an electronic interchange.

6. The agency reconciles the invoice and transfers it into the payment system.

Processing spot TV buys electronically, rather than manually, promises a more efficient procedure for all trading partners. TVB has created Open Standards for each of the core local broadcast transactions (e.g.

Order, Revision, Make good, Invoice) so that all buy and sell systems will be able to send/receive data in the same way. In addition to airtime, the Open Standard transactions provides for non-airtime, websites, digital sub-channels and multiplatform buying.

3.3 Electronic Services for Businesses