How To: Deal with Suspected Fraudulent Orders

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WARNING: This page is intended as a suggestion for capturing sales orders that maybe fraudulent. Care must be taken when setting up Invoice Rules to ensure that they work as you intend.

Below are two methods that might be used to capture possible fraudulent sales orders, both are configured using Invoice Rules:

  1. Moving all sales orders above a specified value into a Manual Hold substage.
  2. Moving all sales orders with specified postcodes into a Manual Hold substage.

Moving them into a Manual Hold substage means that you can then review the sales orders.

Once setup please test that these rules work as you require.

Create a Manual Hold substage

To create a Manual Hold substage:

  1. Open a Sales Invoice Manager screen (show me how).
  2. Focus on the Manual Hold stage name.
  3. Right click and select Add SubStage.
  4. Enter the name for the new sub stage in the popup, for example Fraud?, and click on OK.
  5. Close and re-open the Sales Invoice Manager to see the changes.

Moving all sales orders above a specified value

Invoice Rules determine what area of the Invoice Manager sales orders will go to when they are saved. Invoice Rules work by locating a rule which matches the criteria set and then applying it (see note at the bottom of the page).

  1. Open a Sales Invoice Manager screen (show me how).
  2. Display the drop-down 'Other Actions' menu either by pressing F9 or clicking the down arrow immediately to the right of the green circle with a white cross icon at the top of the button bar.
  3. Select "Edit Invoice Rules..."
  4. The Invoice Rules dialog will appear.
  5. Click on the Add New Item button BtnNewItemX.jpg to add a new line to the grid.
  6. Possible options that you might use:
    1. Adding a Low value, for example £100, would mean that all sales orders with a low value of £100 would be moved to your Fraud? substage
    2. Adding a Company Class, for example Retail, so that you exclude your Account customers.
    3. Adding a Sales Source to ensure that sales orders from a particular channel are assessed.
    4. Changing the First Order to Yes to ensure that all new customer orders are assessed.
  7. You can add one or more of the above options, but remember that they work in combination.
  8. Change the Result - Action to Manual Hold.
  9. Change the Result Manual Hold Substage to Fraud? or the relevant substage.
  10. Click OK when finished.

Remember the order of the rules is important as they are processed in priority order, the system will look at the first rule and apply this if applicable, if not it will evaluate the next rule in the hierarchy until it finds a rule that does apply, so the ordering of the rules is vital. Use the up BtnArrowUp.jpg and down BtnArrowDown.jpg arrows to the left of the grid to change the order of the invoice rules.

Moving all sales orders with specified postcodes

The system can automatically move sales orders to a stage within Manual Hold when it meets the specified postcode criteria.

  1. Open a Sales Invoice Manager screen (show me how).
  2. Display the drop-down 'Other Actions' menu either by pressing F9 or clicking the down arrow immediately to the right of the green circle with a white cross icon at the top of the button bar.
  3. Select Edit Invoice Rules...
  4. In the Invoice Rules dialog click on the Terms Enforcement tab.
  5. Tick Hold an order when delivery postcode is among and/or tick Hold an order when invoice postcode is among checkboxes as required.
  6. Click on the Postcodes button in Invoice Rules button.
  7. Click on the the NEW ITEM button has an icon that shows two sheets of paper (identified by having the top right corner folded down), arranged diagonally on the icon from top left to bottom right button.
  8. Tick the Enabled checkbox.
  9. In the Country column F4 and locate the country.
  10. Enter the postcodes into the adjacent field, see Configuring Postcodes for the format. The postcode matches throughout the system, will trigger on partial matches, for example NG2 will trigger on NG21, NG22 and NG23.
  11. Click Close to return to the Terms Enforcement dialog.
  12. Select the Fraud? Manual Hold stage that the orders are to move to when they meet the post code criteria.
  13. Click on OK.

Notes:

  • When Khaos Control is assessing Postcode regions, the rules will only be enforced if the delivery or invoice postcode (depending on against which rule these have been set) is one of the postcodes specified against that country, for example, if postcode region '12345' is used in both France and Germany and a single row for '12345' against 'Germany' is set within the delivery postcode restrictions grid, when processing an order with a delivery address which contains a postcode '12345' but a Country of 'France', this rule will not apply and the order will not be held against this rule.
  • Where a list of Postcode regions is specified within this grid but a 'Country' is not set, this list of postcode regions will apply to any order regardless of country, per the current functionality existent within the system.
  • The postcode checks the first three or four characters of the postcode, for example NG31, LE15, B20.



See Also


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