Processing of Electronic Order

9.5 Processing of Electronic Order

9.5.1 Processing Flow of Order

After receives order data, the main processing operations are to input the data into the system and record, to set up file, and to distribute storage, and to output the processing result at last, such as the printing of picking out order and shipment order, carrying out shipment logistics operation according to the output order form. Each operation is discussed in the following. The processing steps of order data are shown in the Fig. 9.2.

Figure 9.2 Steps of order data processing

9 Portal Site Design of Virtual Enterprise

1. Order data input

The electronic order data of customer is directly transferred into computer system via network. The electronic order takes the method of online input, but if the format of transmitted data is not the conventional standard of both sides, it is necessary to transform the format before entering the order processing system.

2. Checking out and confirmation of order data

Before input the order data, every data in the order form should be checked carefully to find whether it is complete and meets the requirement. If there is any problem, contact customer immediately and input the right data after confirmation. The order data accepted through electronic order system also needs to be checked out and confirmed. The checking out and confirmation of order data can be divided into two parts. They are input checking and trade condition confirmation:

(1) Input Checking Basic check-up of the order data item; For example, to check out whether

commodity name, quantity and deliver date are missed, or do not meet the requirement of the company.

(2) Trade condition Confirmation ķ Confirmation of customer credit status: Check out whether the purchase

sum of customer exceeds his credit limitation. ĸ Order form confirmation: It is needed to confirm the trade type of order item data in the order form (ordinary order form, cash sale order form, indirect trade order, etc.), in order to process them separately, that means system provides different processing functions for different order forms, such as providing different input menu or different checkout, inquiry functions and different storage documents.

Ĺ Storage confirmation: When input commodity code name, system needs to check the storage state of this commodity, to permit the staff that execute the order to assort with customer to decide whether to reorder substituted commodity or postponed shipment date, to improve staff’s executing order rate and processing order efficiency.

ĺ Sale quota confirmation: For the commodity that has sale quota limitation, when input the order quantity, system has to examine whether it exceeds the limitation, in order to maintain the rights and interests of other customers.

Ļ Price confirmation: There may be different price for different customers and different order quantities, so system should examine the price when input price. If the input price is not correct, the system should lock it to be looked through by director.

ļ Packaging confirmation: For the ordered commodities, it should be verified in detail about whether customers demand to have special packaging, divided packaging or packaging with label.

3. Storage distribution

After input the order form data into the system and be verified, the main processing

Introduction to E-commerce

operation is how to efficiently classify the large numbers of order data as an efficient collection and distribute the storage, to make the following logistics operation to continue efficiently.

ķ Distribution mode: Distribution of storage can be divided into single order form distribution and batch distribution. ĸ Single order form distribution: This mode is mostly online real-time distribution, which means that storage is distributed to the order form when input order forms data.

Ĺ Batch distribution: After accumulating and summing up some orders, the storage is distributed once for all. Owing to large numbers of order forms and many kinds of customers, the logistics centers mostly distribute fixed times per day, thus they usually adopt batch distribution to make the storage distribution optimal.

ĺ The range of the involved distributed order form When and what commodity in shipment will be confined to a certain process if

order form is processed in normal steps. However in the real system there is often exception that leads to the result that some order forms cannot be processed in normal sequence, so it also should be take into consideration whether these exceptional order forms are involved in the distribution when current order forms are distributed.

Ļ Multi-storage or multi freight space or multi lot number storage distribution selection

If the place where the commodities stored have many storage, many freight space or many lot numbers, it is considered how to choose appropriate shipment storage, shipment lot number and shipment freight space, to distribute the appropriate commodity (first in first out based on selection of lot number or storage bit) at the appropriate time (selecting the nearest storage from the client for shipment).

ļ Distribution order After order forms involved in distribution are selected, if the total shipment

amount of some commodity in the order forms is beyond the available distributed storage quantity, some exceptional order forms such as the above OOS order forms, delayed order forms or long term order forms, which should be in shipment last time, or some order forms booked in advance should in the priority of getting the merchandise. Therefore, when merchandise is supplemented or shipment date is reached, these order forms should be in the priority shipment.

Ľ Exceptional processing after distribution If OOS occurs when storage has been distributed, these OOS order forms

should be appropriately processed: Re-allot: Commodities can be re-allotted between order forms, which should

be informed to clients and asked for their permissions.

9 Portal Site Design of Virtual Enterprise

Reissue: If the client allows distribution with OOS and permits reissue when the OOS commodity are supplied or reissue in the next order form, the OOS commodity data should be recorded as file.

Deferred shipment (postpone): If the client does not allow distribution with OOS, but permits the whole order form to be carried-forward, and then the postponed order form should be recorded as file.

Transfer to the next order form: If the client does not allow distribution with OOS, but permits the whole order to merge with the next order form, the order form data should be recorded as file.

4. Order form data processing output

After order form data is processed as described above, shipment order can be printed, and the following logistics operations can be carried on. It includes:

(1) Delivery order: Delivery order provides the indication data on commodities delivery, as shipment gist. The form of delivery order data should be designed in cooperation with shipment policy and shipment operation form of the logistics center, to provide detailed and efficient shipment information, this is convenient for shipment.

(2) Delivering note: When goods are delivered and distributed, they are always attached with delivery note for customers to check the amount and sign for. To ensure data on the delivering note matches the actual delivering data, besides checking the amount before shipment, the print time and update of delivery note should also needed be paid attention to.

(3) OOS Data: After storage is allotted, the system should provide inquiry or report forms printing function for the OOS commodity and the OOS order form data for the related staff to deal with.

9.5.2 Gathering the Payment Online

1. Payment gateway technology

(1) Definition of payment gateway As shown in Fig. 9.3, participants include customer (cardholder), seller and

bank in e-commerce. The trade flow typically includes the following steps: the customer sends purchase request to the seller; the seller sends the payment instruction of customer to his bank to receive the payment through payment gateway. After the seller’s bank receives authorization from cards issuing bank (the bank where customer opens his account) through bankcard network, and sends the authorization information back to the seller through payment gateway. Gaining the authorization, the seller sends the response information of purchase to the customer. If the payment acquirement and payment authorization cannot be completed at the same time, the seller still needs to send the payment acquirement

Introduction to E-commerce

request to the sheet-received bank through the payment gateway to transfer the money of this trade to the account of the seller. Banks complete the final balance between them through the payment system. From the view of the above trade flow, online shopping process can be divided into two basic steps: trade and payment balance. The payment balance link is completed by the financial appropriative network consist of gateway, the sheet-receiving bank and the card-issuing bank.

Figure 9.3 Basic structure of e-commerce system Payment gateway is a set of servers connecting bank’s private network with

Internet. It is the interface between financial private network and public network and is also the secure barrier and pass of financial network. It is an important tool of electronic payment, and is also an electronic payment service tool oriented to sheet-receiving bank. Meanwhile, payment gateway is also the gateway between bank’s internal network and enterprise internal network.

SET protocol formulate that, the payment gateway must be undertook by seller’s sheet-receiving bank or the organization made up of the sheet-receiving banks (for example, bank card organization). It related to the arrangement of online payment balance, risk protection of financial system and bank security.

Double signature technology is used in SET. Payment information and order information are signed respectively, which guarantees that the seller can only check order information instead of payment information. The payment instruction includes secret data related to bank transaction such as ID, trade sum and credit card data, which are transparent just to the payment gateway. Therefore, the payment gateway must be assumed by sheet-receiving bank or the card organization entrusted by the bank.

(2) Function of payment gateway The main function of the payment gateway is to complete the communication

of both parts, convert protocols, and encrypt and decrypt data, in order to protect the internal network security of bank (as shown in Fig. 9.4). It can guarantee information be transferred securely and seamlessly between Internet and the

9 Portal Site Design of Virtual Enterprise

seller’s mainframe, and support various Internet payment protocols and particular security protocol, trade protocol and protocol conversion and local authorization and balance disposal.

Figure 9.4 Function of the payment gateway The basic functions of the payment gateway include: intellectualized router for

import and export information; secure storeroom to protect private key for decrypting; management and distribution center for authenticating the sellers; the certificate to validate the cardholder and seller.

2. Validation of credit card

The design of payment module is definitely very important in the process of designing e-commerce website. Because there are so many kinds of credit cards all over the world currently, it is necessary to validate the credit card well.

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