Manager Guide: Processing Payments for Manual Vendors

Manager Guide: Processing Payments for Manual Vendors

When a Sales Rep successfully builds a saved cart for a manual vendor (Wurth, KCD, or USCD) and moves the ticket to Submitted, the responsibility shifts to Management to officially pay for the order and release it for fulfillment.

Step 1: Locating Orders that Need Payment

As a Manager, you have two ways to see when a rep has queued up an order for purchase:

1. Automated Email Alerts: The moment a rep moves a qualifying vendor ticket to Submitted, HubSpot will automatically send you an email notification requesting payment.

2. The HubSpot Dashboard: Log into HubSpot, navigate to Sales > Tickets, and open the "Orders needing payment" saved view. This dashboard acts as your daily queue, displaying all tickets currently sitting in the Submitted status for these specific vendors.

Step 2: Pay for the Order

1. Open the ticket from your queue to see which vendor and deal it belongs to.

2. Log into the specific vendor's portal (Wurth, KCD, or USCD).

3. Locate the "Saved Cart" or pending order the Sales Rep built.

4. Process the payment using the company card or established account terms.

5. Save the resulting Invoice or Sales Order (SO) document to your computer.

Step 3: Update HubSpot & Log the Details

Once the order is paid for, you must update the HubSpot ticket.

1. On the ticket, change the status from Submitted to Paid.

2. The Pop-Up Screen: Moving the ticket to Paid will trigger a required property screen. You must fill out the following details so the warehouse knows when to expect the materials:

   • Attach SO / Invoice Doc: Upload the PDF receipt/order confirmation you just saved.

   • Invoice / SO Number: Type in the exact confirmation number.

   • Expected Order Ship Date: Use the calendar selector to log when the vendor says the items will ship.

   • Backorders: Select Yes or No.