Vortex Sales & Delivery Tool

1. What This Tool Is

The Vortex Sales & Delivery Tool is a single browser-based application that carries every sales order from initial pricing through to final installation and document archiving. It is structured to match the Sale flow used in 560online.com's O2C system: Price Configurator, Sales Head Approval, Sales Order, Shipment, Delivery and Bill Submission, Installation, and Sales Attachments.

Every order carries its own checklist, approval history, comments and attachments as it passes from stage to stage, so anyone opening the order can see exactly what has been done, by whom, and what is still pending. The tool runs entirely in your browser — there is no separate server to log into, and every change is auto-saved to this browser as you work.

2. Signing In and Your Role

The tool does not use a username/password login screen. Instead, you select your name from the Approver / current-user list your administrator has set up (Settings → Current User). Your name is tied to a role (Sales, Sales Head, Commercial/Finance, Logistics/Production, Technical, etc.), which determines which stage approvals you're expected to action. If your name isn't listed or your role looks wrong, ask your administrator to add or correct it.

3. The Screen: Header and Sidebar

Header

• The hamburger button (☰, far left) shows or hides the left sidebar.
• The Saved / Saving… pill confirms every change is being auto-saved to this browser as you work.
• Full backup / Restore backup — mainly administrator tools.

Sidebar

• Dashboard — summary view of all orders.
• Sale (expandable) — Price Configurator (new order), then a direct shortcut into each stage's queue (Sales Head Approval, Sales Order, Shipment, Delivery and Bill Submission, Installation, Sales Attachments), plus All Orders.
• Reports (expandable) — Activity & Email Log.
• Help & Docs — this section.
• Settings — administrator configuration; most day-to-day users won't need this.

4. The Dashboard

A quick-action bar (+ New Order / All Orders) sits above five stat cards (Total Orders, Pipeline Value, In Progress, Completed, Stuck Orders), a connected step-indicator funnel showing how many orders sit at each of the 7 stages, and a Recent Orders list with relative timestamps ("2h ago", "3d ago"). Click the small copy icon next to any Order # to copy it without opening the order.

5. Creating a New Order (Price Configurator)

Open Sale → Price Configurator. Fill in Customer Name, Account Manager Name, Expected Order Quantity, No. of Months to Close Order, Expected Month/Year, and Product Line. Configure each pricing category (category prices pre-fill from the saved catalog once you've priced that product before), apply any Additional Discount %, then click "Create Order & Send to Workflow". The order enters the workflow at Price Configurator and immediately advances to Sales Head Approval.

6. How an Order Moves Through the Workflow

Every order carries a stage track — the same 7 stages, each marked pending, current, approved or rejected — plus a running Comments panel visible at every stage. Only the fields relevant to the order's current stage are shown below the track.

7. Stage 1 — Price Configurator

Where every order starts. If rejected back from Sales Head Approval or Sales Order, it returns here for rework, showing a "Resubmit to Sales Head Approval" button once corrections are made.

8. Stage 2 — Sales Head Approval

Requires RFP Deviation / CFT sign-off (if applicable) and Technical Verification to be marked complete before it can be approved. Rejecting here sends the order all the way back to Price Configurator.

9. Stage 3 — Sales Order

The Sales Order Details panel captures Customer PO No./Date, Sales Type, Shipment Type, Mode To Transport, Inco Term, Payment Term, RAL Code, GST %, and Short Close Qty, plus an SD Attachments checklist (Customer PO, Vortex proposal, RFP/Agreement, Export checklist, Others) and four remarks fields (Sales / Sales Head / Compliance / Finance). The Commercial Review panel is also completed here — the confirmed proposal price becomes the order's value on approval. Rejecting here also routes back to Price Configurator.

10. Stage 4 — Shipment

The Shipment Details panel captures Invoice No./Date, Despatch Qty, Unit Rate and GST Rate (with a live-computed Invoice Total), Transporter Name, Docket No./Date, Expected Shipment Date, and Reason For Delay. The Pre-Shipment Checklist must be complete, and Invoice No. + a Despatch Qty greater than zero are required before approval.

11. Stage 5 — Delivery and Bill Submission

The Delivery Details panel captures ATM Serial No., Actual Delivery/POD/Bill Submission dates with delay reasons, and Freight Provision/Actual Paid/Bill No./Date/Sent-to-Finance Date.

12. Stage 6 — Installation

The Installation Details panel captures ATM Serial No., Actual Installation Date + delay reason, and Actual IC Receipt Date (by CST) + delay reason.

13. Stage 7 — Sales Attachments

A final document archive checklist — Invoice, POD Scan Copy, POD Original, IC Copy, Purchase Order Copy, Acknowledgement — each markable as available with a filed date. Once approved, the order shows as Completed.

14. Approving, Rejecting and What Happens on a Reject

Use Approve to move an order forward or Reject to send it back; a rejected stage can be reopened with Reopen. Rejecting Sales Head Approval or Sales Order resets the order all the way back to Price Configurator (clearing Technical Verification and Commercial Review), while rejecting any other stage simply reopens that stage in place. Every approve/reject action is written to the order's activity log.

15. Comments and File Attachments

Every order has a Comments panel visible at every stage — use it to leave notes for whoever picks up the order next. You can also attach files (scanned PDFs, approval emails); these stay attached permanently.

16. Finding Orders: the Order Tracker

Open via Sale → All Orders, a per-stage shortcut, or the Tracker directly. Search by Order #, customer or product; filter by Status (All / Active / Completed / Has a rejected stage / Stuck-aging) and Stage; click any column header to sort. Click a row to open that order's full detail view.

17. Email Notifications and Approve/Reject by Email

If configured, you'll get an email whenever an order reaches a stage you own, sometimes with one-click Approve/Reject links. These links are a convenience feature, not a secure login — only click links you were expecting from the tool.

18. Reports and Activity Log

Under Reports → Activity & Email Log, review the full history of actions across all orders and every notification email attempted, including delivery status.

19. Exporting an Order or a Report

From the Order Tracker, "Export report (CSV)" downloads every order matching your current filters. From inside an order, "Export report" downloads a formatted summary of that order's full workflow history.

20. Tips and Troubleshooting

• Can't approve a stage? Check the panel for that stage — most stages require specific fields or a checklist first (see Sections 8–10).
• Order missing from your queue? Use "Clear filters" in the Order Tracker, then search by Order # or customer — it may have been rejected back to Price Configurator.
• Don't see your name, or your role looks wrong? Contact your administrator (Settings).
• Data looks like it disappeared? The tool stores data per-browser. A different browser/computer, or clearing browser data, shows a different data set — ask your administrator about the shared backup file.

1. What this tool is

Vortex Sales & Delivery Tool is a single self-contained HTML file. There is no server, no database, and no installation — everyone who opens the file (or the hosted URL) runs the whole application locally in their own browser, and every order, setting, and log is stored in that browser's localStorage, auto-saved on every change (see the "Saved" indicator in the header).

It takes a quote from price configuration through a 7-stage Sale workflow — Price Configurator, Sales Head Approval, Sales Order, Shipment, Delivery and Bill Submission, Installation, Sales Attachments — aligned to the real 560online.com O2C screens, across three Ecoteller product lines (Ecoteller-Mini/DTA, Ecoteller-TTW, Ecoteller-FL).

Data isolation: each browser/device has its own independent copy of the data. Nothing syncs automatically between devices — the only way to move data between browsers is Full Backup / Restore (Section 11).

2. Navigating the tool

The header has the hamburger menu, an O2C badge, the autosave indicator, and Full Backup / Restore Backup. The left sidebar has:

3. Day-1 setup checklist

1. Open the tool in the browser/device you intend to administer it from.
2. Set yourself as Admin. Settings → Users & Approvers → Current User → pick or type your name → Role = Admin → Set as me.
3. Review/edit the Roles list (Settings → Workflow & Master Data). Default: Sales, Technical, Commercial/Finance, Logistics/Production, Admin.
4. Add your Named Approvers (Settings → Users & Approvers) with a name + role each.
5. Review the Stage → Role mapping (Settings → Workflow & Master Data) for the 7 stages.
6. Set Stage → Recipient emails (Settings → Email & Notifications) if you want stage-entry notifications.
7. Configure EmailJS (Settings → Email & Notifications) if you want real emails and/or mail-triggered Approve/Reject links — optional.
8. Check the Product Catalog (Settings → Product Catalog) matches your current price book.
9. Review the Pre-Shipment Acceptance Checklist (Settings → Workflow & Master Data).
10. Run one test order end-to-end, then take a Full Backup and store it safely.

4. Administering users, roles & access

There is no password. Settings → Users & Approvers → Current User lets anyone pick a name, pick a role, and click Set as me — stored in that browser only, used to label the Activity Log and drive soft role-gating. If no one has set a current user yet, Settings stays fully visible. Once a current user is set and their role isn't exactly Admin, Master Data / Product Catalog / Email Configuration is replaced with an "Admin access required" notice. Next to Approve/Reject on a stage, a green/amber hint shows whether the signed-in user's role matches the stage's expected role — this is a hint, not a lock; the buttons are never disabled by it.

5. Settings, tabbed

Settings is organized into four tabs instead of one long scroll:

Important: every order snapshots the current Workflow Stages list at creation. Renaming/reordering/adding/removing stages later only affects new orders — in-progress orders keep their original stage list.

6. Bulk configuration via CSV template

Settings → Workflow & Master Data → Download template produces a CSV covering Roles, Freight, Warranty, TSS, CFT Functions, Workflow Stages and Checklist Items (7 lists) with columns Section / Value / Action (Add/Modify/Delete) / New Value. Edit and re-upload via Upload filled template to apply every change in one pass.

7. Product catalog & price configuration

Product Catalog (Advanced — JSON) is a raw JSON editor for product lines/categories/option groups — use it for structural changes. It's stored separately (vortex_product_schema) and is not included in a Full Backup. Persistent Price Catalog auto-saves every category price typed into the configurator, pre-filling it next time; export/import/reset are available.

8. Email configuration & notifications

Optional — the tool runs fully offline without it. Configure EmailJS Public Key / Service ID / Template ID (from an emailjs.com account); the template must accept to_email, order_id, customer, product, stage_name, order_value, note, and (if Mail Approver links are on) approve_link, reject_link. Use Stage → Recipient email to route stage-entry notifications, and the Mail Approver toggle to add one-click Approve/Reject links — explicitly not real security, just a name confirmation. A magic link only works on a browser/device that already has that order's local data.

9. Order workflow administration

9.1 The 7 stages

9.2 Special stage gates

• RFP Deviation / CFT sign-off (Sales Head Approval): if flagged, every CFT function (Master Data–editable) must tick Approved with a comment.
• Technical Verification (Sales Head Approval): four checks must all be ticked.
• Commercial Review (Sales Order): BOM Price, Sale Price, auto-computed Margin %, Proposal Price — all required; the Proposal Price becomes the order's value on approval (logged to the Activity Log).
• Pre-Shipment Checklist + Invoice/Qty (Shipment): every checklist item must be checked, and Invoice No. + Despatch Qty > 0 must be entered.

9.3 Reject-loopback to Price Configurator

Rejecting Sales Head Approval or Sales Order resets every stage from Price Configurator through the rejected stage to pending, clears Technical Verification and Commercial Review, and returns the order to Price Configurator with a "Resubmit to Sales Head Approval" action once rework is done. Rejecting any other stage uses simple in-place reject/reopen instead.

9.4 Comments, attachments, editing, aging

Every stage has its own comment thread and file attachments (3MB hard cap per file). Edit on an order lets you change Customer Name, Account Manager, Quantity, Months to Close, Expected Month/Year and Discount % after creation. An order is flagged ⏳ at 5+ days in its current stage and ⏰ STUCK at 10+ days — visible on the Dashboard, which also offers a one-click Notify stuck orders.

10. Reports: Activity Log & Email Log

Both live under Reports → Activity & Email Log and store up to 3,000 entries each. The Activity Log records every create/approve/reject/reopen, comment, attachment, checklist toggle, master-data edit, settings change, user switch and backup — searchable, exportable to CSV, clearable. The Email Notification Log records every send attempt (sent/failed/skipped) — your first stop when someone says they didn't get a notification.

11. Backup, restore, import & export — full reference

Full Backup is your primary safety net and only way to move data between devices. It does not include the Product Catalog JSON override — export that separately if customized.

12. Day-to-day monitoring: Dashboard & Tracker

Dashboard: quick-action bar (+ New Order / All Orders), 5 stat cards, a Stuck/Aging table with bulk notify, a connected step-indicator funnel across the 7 stages, and a Recent Orders list with relative timestamps and one-click Order # copy. Tracker: search, Status filter, Stage filter, click-to-sort columns, Clear filters. Recommend a daily Dashboard glance for stuck orders and a weekly Tracker pass with "Has a rejected stage" to catch anything stalled at Price Configurator.

13. Troubleshooting & IT notes

• "My colleague can't see the order I just created." Expected — no shared server; use Full Backup/Restore to move data between browsers.
• "The mail approve/reject link says 'Order not found on this device.'" Open it on the browser/device where the order actually exists.
• "Attachments won't save / storage full." Browser localStorage quota is limited — keep attachments small, or backup/clear/restore selectively.
• "I edited Workflow Stages but an in-progress order still shows old names." Expected — each order snapshots stages at creation.
• "Legacy Sales Tool data." Migrated automatically, once, from the old standalone tool's sd_orders key.

localStorage keys: vortex_orders, vortex_settings, vortex_activity_log, vortex_email_log, vortex_current_user, vortex_product_schema, vortex_legacy_migrated, sd_orders (legacy).

14. Security & data model — summary disclaimer

• No server, no database, no authentication — a static HTML file; all state lives in each browser's local storage.
• "Admin," roles, and stage-role hints are UX guardrails, not access control.
• Mail-triggered Approve/Reject links are convenience features, not secure authorization.
• The Activity Log is for visibility, not audit-proof compliance evidence.
• Data does not sync across devices/browsers except via manual Full Backup/Restore.

If your organization needs enforced access control, tamper-evident audit trails, or multi-device real-time sync, use this tool as a lightweight process tracker layered on top of — not a replacement for — a proper backend system.

Appendix A — Default stage → role map

(All editable in Settings → Workflow & Master Data → Stage → Role.)

Appendix B — Default RFP Deviation CFT functions

ATM R&D · SW BU · Mfg · CST · Sales · Finance · CEO

Appendix C — Roles (default)

Sales · Technical · Commercial/Finance · Logistics/Production · Admin