DEAR Inventory's B2B eCommerce Portal enables your customers to browse and order from your catalogue 24/7. You can watch a video tutorial on the B2B Portal or read this article.
The DEAR B2B Online Portal provides a scalable and flexible platform uniquely focused on companies doing business with each other. For example, manufacturers selling to distributors and wholesalers selling to retailers.
Once you have set up your B2B portal, your customers and sales rep can start placing orders.
- Getting Started with B2B Portal - Setup (required)
Table of Contents:
- Signing up
- Accessing and Logging On to a B2B Portal
- Ordering through a B2B Portal
- My Account
- Download a price list
Before a customer or sales rep can place orders through the B2B portal, they must have been invited by a user of your organisation. See Invite Customers to the Portal for detailed instructions.
Once a customer or sales rep has been invited, they can access the portal through the unique activation link provided in the invitation email. They will be asked to set password for their portal account. Once the password has been set, the user can log in and use the portal to place orders.
Accessing and Logging On to a B2B Portal
Customers and sales reps access a B2B portal through the store URL reflected in the portal's General tab. If a custom domain name has been configured this URL should be used instead.
If guest access is allowed for the portal, users are taken straight to the portal home page, where they can view and browse through the catalog and view prices. If guest access is disabled for the portal, users will be taken to the portal's Login page. They will then need to log in before they can view the portal's home page.
Users must be logged in before they can download prices, place an order, or view existing orders.
Sales reps will be asked to select an active customer when logging in. Orders can then be placed as usual.
Ordering through a B2B Portal
The B2B portal functions very similarly to any standard eCommerce platform, with a few additional features and functionalities tailored to B2B customers. Users can browse the catalog using the vertical and horizontal navigation bars and locate the products to order.
NOTE: Display settings for the Catalog, including whether stock availability and RRP are displayed, are controlled from the B2B portal settings.
Clicking a product image takes the user to the product page, where the quantity is selected and the product is added to the shopping cart. If the product is part of a product family, the user will be able to select quantities of product variants. Once a product has been added, the user can continue shopping.
Simple products (products not in a family) can be added using the Quick View function. Simply hover over a product image and click Quick View to open a pop up window where quantity can be selected and the product can be quickly added to the shopping cart.
When the user is ready to finish the order, they must click the shopping cart icon to view the cart and begin the checkout process. Coupons can be applied at this stage. Click Checkout to proceed.
NOTE: Any out of stock items can be deleted from the order using the Delete Out of Stock Items button.
This will open the checkout page where the user can see any discounts, tax, and the order total. Gift Cards can be redeemed at this stage.
In Step 1, the customer enters a Billing Address. If the customer already has a billing address on record, it will be entered here automatically.
In Step 2, the customer enters a Shipping Address. If the customer already has a shipping address on record, it will be entered here automatically. Use the Ship to Company function to also enter a company and contact name, if required.
In Step 3, the customer selects a Shipping Method. See Getting Started with B2B - Add shipping methods for detailed instructions on adding shipping methods for customer selection.
In Step 4, the customer selects a Payment Method. See Getting Started with B2B - Add payment methods for detailed instructions on adding shipping methods for customer selection.
In Step 5, the customer confirms the order, optionally entering a PO number, required by date and notes.
When accessing B2B portal through a web browser, you can use Add attachment to upload a file from your computer or device, for example a pdf of an alcohol license or prescription. Multiple files can be attached. The size limit of each file is </= 16MB.
Click Confirm Order to proceed. This will take the user to the payment page (e.g. for a Stripe, Paypal, or credit card payment), or to the order confirmation screen if payment is not due at this time. This will create a sales task in DEAR.
Add products to the Favourites list by checking the heart either on the product catalog view or the product page.
View a list of favourites by clicking the Favourites icon at the top-right of the screen. Favourites can then be added to the shopping cart as usual.
Using a Gift Card
DEAR allows users to offer Gift Cards to customers that they can then use to pay for your products and services. Gift Cards can be redeemed for B2B sales, but must be generated through the web portal or DEAR POS. Gift Cardss must be enabled in DEAR in order to use this feature. See Gift Cards for detailed instructions for how to generate gift cards.
Gift Cards can be redeemed during checkout of a B2B sale.
This will open a popup window. Enter the Gift Card Code and click Check Card to confirm whether the code is valid and to load the available balance. Enter the Amount of gift card balance to use, then click Apply Card to discount the amount from the order total.
The updated total will now be shown. Complete the sale as usual.
Product Deals in B2B
Product Deals can be used to apply or combine discounts at the order level for your customers, for example if the customer's order has met a certain criteria, such as including certain products or brands, or meeting a certain order amount.
These deals will not be visible to your customers in the DEAR B2B portal until after they have added enough products to their order to meet the criteria. For this reason, we recommend advertising your discounts using either a Group of Banners or Carousel (See Getting Started with B2B Portal - Add Page Elements).
See Product Deals for detailed instructions for how to set up Product Deals.
Active Product Deals are applied automatically to an order total as soon as the deal conditions are met. The user does not have to carry out any additional action.
Active discounts and deals for a product can be viewed at the bottom of a product's page.
If the Show Potential Deal Information in Shopping Cart Page is active (under General → Advanced Settings of the B2B portal), the user will be notified at the shopping cart if they can unlock a better deal by purchasing more items.
NOTE: If discount type is flat amount (e.g. a discount of $5, the portal will not display other potential deals)
If the Show Price Before Discount setting is active (under General → Advanced Settings of the B2B portal), the original price will be displayed next to the discount price for the item. If the setting is inactive, only the discounted price will be visible.
When sales are passed to DEAR web, discount and deal information will be displayed in the Quote Memo field of a sale.
Using a Coupon
Product Deals can be applied to every order, provided the deal conditions are met. Coupons allow a discount or deal to be limited to a certain quantity per customer, or to limit a deal to certain customers or groups of customers.
See Product Deals - Using Deal Coupons for more information on creating coupons.
Coupon codes can be redeemed during checking. On the Shopping Cart page, click Apply Coupon.
This will open a popup window where you can enter your coupon code.
You will see the applied discount added to order total.
Out of stock items
The administrator can optionally choose to allow customers to view and order out of stock items. By default, this function is disabled and out of stock items will not be shown in the product catalog, even if they have been listed. Customers will not be able to order out of stock items. This setting must be changed by logging into DEAR and going to the B2B portal settings.
Allow viewing and ordering of out of stock items by enabling the Allow Backorders setting, or if backorder is disabled, enable Show out of stock items, under General → Advanced Settings of the B2B portal.
When this setting is enabled, out of stock products will be listed on the product catalog with status Coming Soon (if on order) or Out of Stock (if not). Completing an order for an out of stock product will initiate a backorder. See Back Orders for more information on the backorder function.
Quick Orders allow the customer to upload a CSV file with product codes and quantities to populate their shopping cart. This saves a significant amount of time for customers who frequently order the same products.
Customers can access the Quick Order function from the My Account menu or the page footer.
The Quick Order page displays the product catalog and a search box. Click products to open the product page and add them to the shopping cart as usual.
Further down the customer has the option to Upload CSV Template.
- Download template will download a blank CSV template.
- Download product code samples downloads the same CSV template, but with a list of all the product codes and product names of all items listed in the B2B portal product catalog. Product Quantity is set to 0 by default.
Customers can enter the product code, product name, and required quantity into the blank template, or edit the quantities of the product code sample template, then save the CSV file. On the Quick Order page, click Choose file to select the saved file from your computer or device, then Upload to add the items to the shopping cart.
NOTE: Product Code is a mandatory field. CSV lines with 0 quantity will be ignored during the upload.
Uploaded items will be added to the shopping cart, and the customer can check out as usual.
Bulk Orders allow the customer to quickly enter multiple variants (size, colour) of product families when making a single order.
Customers can access the Bulk Order function from the My Account menu or the page footer.
Product families listed in the B2B portal catalog will be shown here and can be searched using the search box. The customer can enter the variant quantities into the matrix.
When the customer has selected all the required variants, they can scroll to the bottom of the screen to see the bulk order total, then click Update Quantity in Cart to add the product family variants to the shopping cart. From here the checkout process is completed as usual.
Users can access account features such as managing addresses, managing orders, and changing the password by opening the My Account menu. Simply click the username at the top of the screen to open the My Account dropdown menu.
Add or remove addresses from your account by clicking the username to open the dropdown menu, and select My Addresses. Users can also access this page by following the My Addresses link in the page footer. Addresses that are already added to this customer's profile will be shown on this screen automatically.
Click Add Address to open a pop-up window and enter a new address. Click Add to add the address to the customer's record in DEAR.
The default Billing and Shipping addresses in the customer's record will be automatically entered as the billing and shipping addresses during checkout.
Customers can change their B2B portal password by clicking their username at the top of the screen to open the My Account dropdown menu, and select Change Password.
Hide or Show Prices
Customers can choose to show or hide prices on the B2B portal by clicking their username at the top of the screen to open the My Account dropdown menu, and selecting Hide Prices or Show Prices.
Customers can view existing order details by clicking the username to open the My Account dropdown menu, and selecting All Orders. Users can also access this page by following the All Orders link in the page footer.
This page shows information for each order with its payment and fulfilment status. Customers can search for an order number using the top-left search box and export order details in CSV format.
Clicking an order opens up more detailed information including delivery address, products ordered, tax, additional costs etc. Carrier information and tracking number are displayed here when they become available.
Download or send email invoices
From the All Orders page, customers can click the invoice field of a line to download the invoice for that order in PDF format.
Alternatively, check the box next to one or more orders, then click Send Selected to open a popup window. Enter an email address and click Send to send the invoices via PDF attachment.
Customers can repeat orders from the All Orders page. Check the box next to the order/s to be repeated and click Reorder to copy the items from that order into the shopping cart. From here, the checkout process is completed as normal.
Download a Price List
Users can download pre-made price lists from the B2B portal organisation, customise pre-made price lists or create their own custom price lists for download. See Getting Started with B2B Portal - Create downloadable price lists for detailed instructions on creating price lists.
Access this feature by clicking the username to open the dropdown menu, and select Price Lists.
Select a pre-made price list from the menu or select My Price List to create a custom price list. Add more products to the price list by entering a Category, Brand, or Tag. Click Print to export the price list. Price lists can be downloaded in PDF, XLS, or DOC format.