Manager — Orders — Process Payments for Manual Vendors

Audience

• Managers responsible for paying manual vendor orders (Wurth, KCD, USCD).

• Admins who help process vendor payments and update HubSpot.

Purpose / When to use this

Use this article when a Sales Rep has built a cart for a manual vendor and moved the Order Ticket to Submitted.
It explains how you find these tickets, pay the vendor, and update HubSpot so the warehouse knows what to expect and when.

1. What “manual vendors” are in this context

• Manual vendors are those where:

  • The Sales Rep builds a cart in the vendor’s portal.

  • The system does not automatically submit or pay the order.

• Primary manual vendors:

  • Wurth

  • KCD

  • USCD

When the Rep is done building the cart:

• They set the Order Ticket status to Submitted.

• That is your signal that payment is needed.

2. Step 1 — Locate orders that need payment

You have two ways to see orders needing payment.

2.1 Automated email alerts

• When a rep moves a qualifying Order Ticket to Submitted, HubSpot sends you an email notification requesting payment.

• These emails include:

  • The vendor name.

  • The ticket details.

  • A link back to the ticket in HubSpot.

Use your email as a lightweight queue if you prefer working from your inbox.

2.2 HubSpot dashboard view

For a consolidated view:

1. Log into HubSpot.

2. Go to Service > Tickets.

3. Open the saved view Orders needing payment.

4. This dashboard shows:

   • All Order Tickets currently in Submitted status for manual vendors.

3. Step 2 — Pay the vendor order

For each ticket in Submitted status:

1. Open the Order Ticket from your queue.

2. Note:

   • The vendor (Wurth, KCD, or USCD).

   • The deal it belongs to.

3. Log into the vendor’s portal:

   • Wurth portal.

   • KCD portal.

   • USCD portal.

4. Locate the Saved Cart or pending order the Sales Rep built.

5. Process payment using:

   • The company card, or

   • Established account terms (Net terms, etc.).

6. Save the resulting Invoice or Sales Order (SO) document as a PDF on your computer.

4. Step 3 — Update the Order Ticket in HubSpot

Once the vendor order is paid:

1. Return to the Order Ticket in HubSpot.

2. Change the Ticket Status from Submitted to Paid.

Changing to Paid triggers a required properties pop-up. Fill out all fields:

• Attach SO / Invoice Doc

  • Upload the PDF receipt or order confirmation you just saved.

• Invoice / SO Number

  • Type the exact invoice or sales order number.

• Expected Order Ship Date

  • Use the date the vendor says the order will ship.

• Backorders

  • Select Yes or No.

These fields give the warehouse and dispatch teams visibility into what was ordered and when to expect it.

5. Handling backorders

If the vendor indicates that anything is backordered:

1. Set the Backorders field to Yes in the pop-up when you move the ticket to Paid.

2. Then locate the Order Notes property on the ticket.

3. Type the exact backorder details, for example:

   • “3 hinges backordered, expected next Tuesday.”

   • “Pantry door backordered; lead time 2–3 weeks.”

System behavior:

• Writing backorder details in Order Notes automatically pushes the information into a backend Backorders property and surfaces it to warehouse and fulfillment reports.

6. When your job is “done” on a manual vendor order

Your responsibilities for a manual vendor ticket are complete when:

• The ticket has been moved from Submitted to Paid.

• The SO/Invoice PDF is attached.

• Invoice/SO number, Expected Ship Date, and Backorders fields are completed.

• Any backorders are clearly detailed in Order Notes.

At that point:

• The warehouse can:

  • Expect the materials based on the ship date.

  • Plan for backorders appropriately.

• You can move to the next ticket in your Orders needing payment view.