B2B Ordering Backend Management
What Is The B2B Ordering Backend Management ?
B2B Ordering Backend Management is the administrative area used to manage and control the B2B ordering system. It allows administrators to connect AutoCount data, synchronize products and stock, create customer users, manage debtor settings, control catalogue pricing, maintain product images, set up order templates, and manage how customer orders are confirmed and posted.
From connection to order processing
Complete the configuration in this order so that customer access, catalogue information and document handling can be checked together.
Connect
Link the backend to the approved AutoCount source.
Synchronize
Retrieve item, price and stock-related information.
Create Users
Bind customer accounts and send their login link.
Link Debtors
Set branch access, addresses and customer scope.
Build Catalogue
Control visibility, prices, stock and images.
Set Processing
Choose confirmation and posting behaviour.
Test
Submit a controlled order and verify AutoCount.
Use Approved System Values
Connection fields, credentials and organisation-specific posting values were not defined as universal settings. Do not guess them; use the values supplied for the installed environment.
Check Feature Availability
Promotion Management may not be fully available in every installed version. Confirm the available options before configuring a live promotion.
Plugin and Data Synchronization
Connect B2B Ordering to AutoCount and keep product information aligned.
1. Plugin Connection
Establish the connection used to retrieve AutoCount data.
Purpose
The plugin is the bridge between AutoCount and B2B Ordering. The backend relies on this connection before item information can be synchronized.
Open the Plugin area in the B2B Ordering backend.
Select the AutoCount company or data source that has been prepared for this installation.
Enter only the connection values supplied by the system administrator, then use the available Connect or Save control.
Open the synchronization area and run an initial item synchronization.
Search for one known AutoCount item and verify that its code and description are available in B2B Ordering.
Completion Check
- The intended AutoCount company is connected.
- An initial synchronization can run.
- A known item is visible in the backend.
2. Data Synchronization
Retrieve item information and reflect approved AutoCount changes.
Purpose
Synchronize the AutoCount item information used by the catalogue, including item details and general pricing changes.
Confirm that the plugin connection is active.
Open Data Synchronization and start the available item synchronization action.
Review a sample of synchronized records for item code, description, general price and stock-related information.
When a general price is changed in AutoCount, synchronize again so the new price is reflected in B2B Ordering.
If a value is incorrect, verify the source record in AutoCount first, correct it where appropriate, and run synchronization again.
Completion Check
- Item information matches AutoCount.
- General price changes can be reflected.
- No data from the wrong company is visible.
Customer and Catalogue Management
Create customer access and control what each customer can see and order.
1. Customer User Creation
Create a login, bind the customer account and send a secure login link.
Purpose
Provide controlled access for a customer, invoice viewer or salesperson without storing the user's password.
Confirm that the customer or debtor account has already been prepared in AutoCount.
Open the User or User Maintenance section and create a new user, or select the customer to configure.
Use either the customer's email address or phone number as the login identifier.
Bind the login to the correct customer account and debtor code or codes.
Assign a salesperson where the user should be associated with one.
Choose the required access, such as the full B2B portal, Ordering-only access or invoice-related access where available.
Select the communication language offered by the system, then choose Send Login Link.
Ask the user to open the link and set their own password. Do not collect or store the password.
Test the login and confirm that the user sees only information related to the linked company or companies.
Completion Check
- The login link reaches the correct user.
- The user sets their own password.
- Customer and company scope is correct.
- Ordering or portal access matches the selected role.
2. Debtor Settings
Control customer, branch and debtor relationships.
Purpose
Link one customer login to the correct debtor account, or to several branch debtor codes when one owner manages multiple shops.
Open the customer or debtor configuration for the selected account.
Link the correct debtor code. For a multi-branch customer, add each required branch debtor code.
Choose whether the owner account may view all linked companies together, or whether each subsidiary requires its own user ID.
Verify the company or shop selection shown during ordering.
Confirm that the selected shop uses the correct branch or debtor address, and maintain delivery addresses where required.
Apply debtor-specific pricing when the customer requires its own price setting.
For special cases, select the required posting document and the available document or image format.
Submit a test order for each linked branch and verify sales visibility and addresses.
Completion Check
- Every linked debtor belongs to the correct customer.
- Branch and delivery addresses are correct.
- Separate users cannot see another branch unless allowed.
- Posting behaviour matches the debtor setup.
3. Item Balance Maintenance
Control catalogue availability using stock balance or manual status.
Purpose
Decide whether catalogue availability follows AutoCount stock or a manually maintained availability status.
AutoCount Stock Balance
Use synchronized inventory balance when the stock data is reliable.
Manual Availability
Set availability manually when the recorded quantity does not accurately represent what can be ordered.
Open the item stock or availability controls in the B2B settings.
Choose whether availability will follow the AutoCount stock balance or a manual available/unavailable status.
If stock balance is used, synchronize current inventory and review a sample of items.
Configure how items with no balance are displayed. A global stock-control setting may be used for this behaviour.
Set a stock threshold only when required. For example, an item can be displayed only above a configured level such as 8%. Treat 8% as an example, not a default.
Where the business allows it, show an unavailable item as Special Order and allow the customer to add it for follow-up.
Verify the result in the customer catalogue before release.
Completion Check
- Availability follows the intended method.
- Zero-stock items behave correctly.
- Any threshold is business-approved.
- Special Order wording is used only where intended.
4. Promotion Management
Prepare promotional products, combinations and activation dates.
Purpose
Use the promotion controls available in the installed version to identify promotional items and configure supported product combinations.
Confirm that Promotion Management is enabled and complete in the installed version.
Open Promotion Management and select the available Promotion Type.
Choose the products or supported promotion combination.
Set the promotion start date.
Save the promotion using only the fields that are available in the current version.
On or after the start date, verify the promotion in the customer catalogue and ordering interface.
Release it only after the product combination and display behaviour have been checked with a controlled customer account.
Completion Check
- The feature is available in the installed version.
- Promotion Type and products are correct.
- The start date activates the intended setup.
- Customer-facing output has been tested.
5. Catalogue Pricing Settings
Control customer visibility, categories and customer-specific prices.
Purpose
Create different catalogues, decide which items each customer can see, and apply general, fixed or special customer pricing.
Catalogue Visibility
Assign selected items and categories to the catalogue used by a customer or debtor.
Price Behaviour
Use synchronized general prices or maintain fixed and special prices for a customer or debtor.
Open the catalogue settings and create a new catalogue, or select an existing one.
Choose the items and categories that the assigned customer is allowed to see.
Assign the catalogue to the correct customer or debtor account.
Use the general AutoCount price where the customer follows standard pricing.
For fixed or special pricing, maintain the customer or debtor price in the Catalogue Price section.
Decide how an item with no selling price should behave: hide it, route it through another process, or block ordering until a price exists.
After a general price changes in AutoCount, synchronize and verify the updated value.
Sign in as the customer and confirm item visibility, categories, units and prices.
Completion Check
- The customer sees only assigned items.
- Categories display the correct products.
- Customer or debtor pricing is correct.
- No-price items follow the selected rule.
6. Customer Item Code Mapping
Translate a customer’s product code to the internal AutoCount item code.
Purpose
Allow a customer to order with familiar item codes while the submitted order is matched back to the organisation's internal inventory item.
Collect the customer's item-code list and the corresponding internal AutoCount item codes.
Use the provided Excel or import template for customer item codes.
Enter one customer code and its matching internal code on each required row.
Import the completed file into the backend.
Review the mapping in the product information area and correct any invalid customer code.
Place a test order using the customer's code.
Confirm that the order is matched to the correct internal item and inventory record.
Completion Check
- The import completes without invalid mappings.
- Each customer code resolves to one intended item.
- The order stores the correct internal item.
7. Image Maintenance
Maintain multiple product views, unit images and watermarks.
Purpose
Display clear product images in the order interface, including multiple views and images for different units of measurement.
Prepare the approved product images in the location used by the installation.
Open Image Maintenance and use the correct item image field or image reference shown in the backend.
Link the image reference from its source location. Images can be referenced from one shared location rather than stored directly inside the database.
Add multiple product views where needed, such as front, back or side images.
Maintain different images for units of measurement where a can, box or carton should look different.
Choose which images are displayed. Use the dedicated image field when the standard AutoCount image field is not suitable.
Configure the product watermark or upload the company logo used as the watermark.
Verify every image in both the portal and mobile-style ordering interface.
Completion Check
- Image references resolve correctly.
- Multiple views display in the correct order.
- Unit-specific images match the selected unit.
- The watermark is readable and not obstructive.
Processing and Advanced Settings
Speed up repeat ordering and control how orders continue into AutoCount.
1. Order Template Maintenance
Create reusable lists of frequently ordered items.
Purpose
Make repeat ordering faster by placing a customer’s commonly ordered products in a named template.
Open Order Templates.
Choose New and select the customer when the administrator is creating the template on the customer’s behalf.
Enter a name that the customer will recognize, such as a seasonal menu or regular order list.
Add the frequently ordered products.
If the screen offers more than one template type, select the type used by the organisation’s ordering flow.
Save the template.
Sign in as the customer and verify that the template is easy to find, normally near the top of the ordering interface.
Open the template, enter or adjust quantities, and submit a test order.
Completion Check
- The template belongs to the correct customer.
- The name is clear to the customer.
- All intended products are included.
- A repeat order can be created from it.
2. Manual Confirmation
Review and approve an order before it continues.
Purpose
Use a manual review when an order must be checked or corrected before conversion and further processing.
Open Orders and locate the submitted order.
Open the order details and verify the buyer, customer, debtor, branch and delivery address.
Review item codes, descriptions, quantities, units, prices and availability.
Edit the order, add products or change quantities when a correction is required.
Use the available Confirm or Approve action. The exact button label may vary by version.
Convert the confirmed order to the selected next document, such as a quotation, or continue through the organisation’s configured process.
Verify that the order status reflects the confirmation and that the next document contains the expected information.
Completion Check
- Customer and branch details are correct.
- Items, quantities and prices have been reviewed.
- The order status is confirmed or approved.
- The converted document is correct.
3. Automatic Posting
Send approved orders into the configured AutoCount document flow.
Automatic Posting
Send approved orders into the configured AutoCount document flow.
Purpose
Automate order continuation only after the debtor's posting document and output behaviour have been confirmed.
Decide which AutoCount document the order should create or continue into for the selected customer or debtor.
Open the debtor's special posting settings and choose the required posting document and available output format.
Enable the automatic posting or processing control available in the installed system.
Submit a controlled order from the B2B Ordering interface.
Verify that the order is transferred to AutoCount and creates the intended document. The product flow may continue to a quotation, Sales Invoice or another organisation-selected document.
Where reporting or notification is configured, confirm that the expected Sales Invoice email or other notification is generated at the correct time.
If the wrong document, customer, value or format is produced, disable automatic posting and return to manual confirmation until the setup is corrected.
Completion Check
- The intended AutoCount document is created.
- Customer, branch, items and values are correct.
- Output format and notifications are correct.
- No duplicate document is generated.
4. Custom Scripting Rules
Handle approved customer requirements that standard settings do not cover.
Purpose
Use custom scripting for a special customer flow only when the required behaviour cannot be achieved with the standard backend settings.
Confirm that the requirement cannot be handled by user, debtor, catalogue, pricing, stock, image or posting settings.
Document the affected customer or debtor, the input, the expected result and the point in the order flow where the rule is needed.
Provide the requirement to the authorised developer or system provider responsible for custom scripting.
Test the rule with representative items, quantities, prices, branches and document outcomes in a controlled environment.
Verify that the script does not change data for an unrelated customer or debtor.
Approve the result through the organisation’s release process, then enable it for the intended scope.
Record what the rule does and who maintains it.
Completion Check
- The requirement and scope are documented.
- Standard settings were considered first.
- Representative orders pass testing.
- Other customers are unaffected.
Frequently Asked Questions
What is B2B Ordering Backend Management?
B2B Ordering Backend Management is the administrative area used to manage customer access, product catalogues, pricing, stock availability, data synchronization and order processing.
Who can use the backend management system?
The backend is intended for authorised administrators, managers or staff responsible for maintaining B2B customer accounts and ordering settings.
How does the backend connect with AutoCount?
The B2B Ordering plugin synchronizes relevant information from AutoCount, including customer records, item information, pricing and stock data.
Can different customers see different products and prices?
Yes. Administrators can assign different catalogues, products and pricing settings according to the customer or debtor account.
Can one user manage multiple branches or debtor accounts?
Yes. One user can be linked to multiple branches or debtor accounts, while separate users can also be limited to their own company or branch.
Need Help Setting Up B2B Ordering?
Contact our support team for assistance with plugin connection, customer setup, catalogue configuration, data synchronization and order processing.