Station Web Ordering/Inventory Reporting Portal User Guide

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1 Last Updated: 07/15/2015 Page 1 of 23 Version 2.9.8

2 Introduction to New Web Portal... 3 Introduction... 3 Helpdesk Procedure... 3 Accessing the Web Portal... 4 Main Page / Web Portal Interface... 4 Menu List (Web Portal map)... 4 Navigation... 5 Right pane... 5 Orders... 5 Placing an Order... 5 Grid Details... 5 Finding a product... 5 Order number prefixes... 5 Order confirmation / consultation... 5 Place a Direct Shipping Order... 6 Direct Shipping Order receiving confirmation... 7 Order Follow-up... 7 Grid Details... 7 Place an Emergency Order... 7 Missing products... 8 Surplus return... 9 Surplus Return / RTV consultation... 9 Inventory Inventory Reporting Finding a product Reporting Inventory (Warning) Inv. Reporting Follow-up Product follow-up Detailed Inventory Activities History NIL Stock Report Temporary Substitution Forms New Substitution Request Substitution Request Follow-up Substitution Request Revision Product disposal Forms New disposal Request Disposal Request Follow-up Disposal Request Revision Weight calculator Online supplier ingredients list Online Manuals Documents search Bulletin Board New message to user: Last Updated: 07/15/2015 Page 2 of 23 Version 2.9.8

3 Introduction to New Web Portal Introduction Station Web Ordering/Inventory The New Web Portal is a custom built tool for catering stations to place, follow and receive orders. The portal has been built by and for catering stations worldwide. To access the web portal, you need a computer with any Internet explorer 6 or above and an internet access to the site: Helpdesk Procedure To ensure a quick and accurate response from the helpdesk, please carefully follow these steps: Type Example Related support Internet issue Don t have access to Please contact your IT Department. and any other website. Internet/Firewall issue Don t have access to but can access any other website. Please contact Web Portal Technical Support at: techsupport@scmjp.com Login, security issue You have access to but your login does not work or is locked out Please contact Web Portal Operator Support at: info@scmjp.com Access issue One of the menu options required for your daily operations is missing. Please contact Web Portal Operator Support at: info@scmjp.com Omitted product A product is missing while placing an order, receiving an order or reporting Please contact Web Portal Operator Support at: info@scmjp.com inventory. Timeout issue When there is no activity for 30 minutes, it will logout. Required to login again. Last Updated: 07/15/2015 Page 3 of 23 Version 2.9.8

4 Accessing the Web Portal Open your Internet Browser and go to You should then see the login page. Your User name is the catering station you are associated with. Type your User name and Password in the boxes provided and click on the Go button. Main Page / Web Portal Interface Once you have entered your User name and Password, you will be redirected to the Home page. This page displays your latest messages received. Under the Air Canada logo, you can see your user name and on which warehouse you are connected. If you have the right to access different warehouses, you can choose with which warehouse you want to work, with the drop down list. If you are missing any menu buttons, please contact info@scmjp.com. Menu List (Web Portal map) The left pane lists all menu buttons you have access to. Place Order Place Direct Shipping order Order Follow-up o View Order o Receive Order Place Emergency Order Surplus return Inventory Reporting Inv. Reporting follow-up Product Follow-up Detailed Inventory Activities History NIL Stock Report New Substitution Request Substitutions Follow-up New Disposal Request Disposals Follow-up Documents At the upper part, you should see your username. Last Updated: 07/15/2015 Page 4 of 23 Version 2.9.8

5 Navigation Right pane Orders Use the left pane menu to go from one page to the other. You can also use your Internet Explorer Back and Forward buttons The right pane displays the page related to the menu option. Placing an Order To place an order, click on the Place Order button located on the left pane. On the order page: All products are listed by product family. After you choose the family, press Go to refresh list. All products are sorted by product code To order a product, simply enter the quantity required in the New order field. Repeat the process for each item you want to order. When finished, click on Submit Order to send your order. Once you have submitted your order, you can see the details within the Order Consultation (see below). Grid Details This grid contains four columns to help you know how many products you need to order: On Order Products which have been ordered. Back Order Products which are not allocated to original order and have been created as a Back Order. In Transit Products which have been shipped and are on route. To Receive Total Products on order, on back order, and in transit. Finding a product To find a product, press CTRL-F and enter the product code or part of description from the Internet Explorer Search tool. Order number prefixes The system will create one order per product family with a specific prefix. ACA: Alcohol orders ACC: Commissary / Kitchen orders ACM: Metal orders ACB: Back Order (System reserved) ACD: Direct Shipping Order Order confirmation / consultation This page displays the reference number of your order. When the order has just been submitted, its status is Submitted. The next status will be: Processed: The order was accepted and is available to pass in picking mode. Picking: The order is in picking of the inventory. Last Updated: 07/15/2015 Page 5 of 23 Version 2.9.8

6 Prepared: The order is available for shipping. Shipped: The order was shipped to the consignee. Received: The order was received by the consignee. (Cancelled: The order was cancelled.) When receiving an order, you have to enter the quantity of pallets you actually received. In this page, you have the possibility to follow the status of the order since it was shipped from the main warehouse. Just click on the word Tracing, and the Tracing will be displayed. Place a Direct Shipping Order To place a Direct Shipping order, click on the Place Direct Shipping Order button located on the left pane. This screen let you place a direct shipping order from the supplier to your warehouse. Choose a supplier in the list Click on Go to populate the products of this supplier Enter the quantity currently in Inventory for all the products of the list (mandatory) Enter the quantity to order for the products you want to order When finished, click on Submit Order to send your order. Once you have submitted your order, you can see the details within the Direct Shipping Order Consultation Note that if you don t want to order a product, just leave the column New order blank (don t enter 0 ). To apply the order, at least one product must be ordered, and all the inventories must be entered. If the quantity on order plus the quantity in inventory is below the minimum inventory required, the order will have the status To be approved. The different statuses of a direct shipping order are: To be approved: The direct shipping order needs to be approved by Air Canada (optional) Submitted: The direct shipping order has been submitted Issued: The buyer has sent the direct shipping order to the supplier Confirmed: The supplier confirms quantity shipped and the expected delivery date (ETA). Received: The direct shipping order was received by the consignee If the order is an emergency order, just check the case Emergency, and enter a reason for the emergency. Then enter your direct shipping order the same way as a regular direct shipping order. Please note this is only to be used in a Real Emergency. This is not to be used daily. Last Updated: 07/15/2015 Page 6 of 23 Version 2.9.8

7 Direct Shipping Order receiving confirmation To receive the direct shipping order, enter the quantity you received for each product. If the quantity received is different than the quantity shipped, a comment is mandatory. When receiving a direct shipping order, you have to enter the quantity of pallets you actually received. As in the order consultation, you have the possibility to follow the tracing of the Direct Shipping since it has been shipped, just by clicking on the Tracing. Order Follow-up This page lets you follow the status and receive your orders. To access this page, click on the Order Follow-up button located on the left pane. You can filter the orders viewed by date submitted or by order number. This grid displays the status of the order, the date ordered, the date shipped, the date received, the Expected Time Arrival (ETA), and the carrier. When you select an order number, you see the page Order consultation which displays all the details of the products within the order. Grid Details This grid contains columns to help you know the status of orders allocated to your station: From: Displays the main warehouse or supplier from which the products will be shipped Priority: Displays if Standard or Emergency Status: Real-Time order status from main warehouse or supplier Reference#: Order number Order Date: Date Ordered Shipped Date: Date shipped from main warehouse. For the Direct Shipping order, this date correspond to the date when the buyer has sent the direct shipping order to the supplier (Issued). ETA: Date expected to be received by catering station. Only appears once goods are shipped from the main warehouse or supplier Date Received: Date received by catering station Carrier: Transport company used to transfer goods to catering station Tools: View To view details of order Receive To confirm reception of the order received by catering station Confirm the order received in FULL. If any short, over, or damaged, send notification to info@scmjp.com Place an Emergency Order To place an Emergency order, click on the Place Emergency Order button located on the left pane. Last Updated: 07/15/2015 Page 7 of 23 Version 2.9.8

8 The entry of the emergency order is exactly the same procedure as the regular order; except, that a valid Emergency reason is mandatory to submit the emergency order. Once the emergency order is submitted, an e- mail notification is sent for approval by Air Canada. Please note this is only to be used in a Real Emergency. This is not to be used daily. Missing products To report any missing products, follow the link Missing Product under the choice of the family product, available on the pages Place Order, Emergency order, Direct Shipping and Inventory reporting. This screen let you list all the products missing in the list of product available for orders or in the inventory reporting. Click on Add product line Enter the number of the product and the description will automatically be populated in the screen. If the product doesn t exist or already exist in the list of product available, you will be informed. You can t add twice the same product in the list. You can also add a comment to your list. Once it is done, press Confirm, and this list will be send to the person in charge of your warehouse. Last Updated: 07/15/2015 Page 8 of 23 Version 2.9.8

9 Surplus return To place a surplus return, click on the Surplus return button located on the left pane. Make sure you add a comment for the surplus return since it will be displayed in the sent to the user. You also need to add the number of pallets you are returning. Once you have done this, you are asked to enter one by one the products. Enter product code and hit tab the system will populate the description and package type. Add the quantity to be returned and hit add products if you need to return more than one; or hit on confirm button to confirm the selection. If the product doesn t exist, already exist in the list or quantities are invalid, you will be informed. Surplus Return / RTV consultation This page displays the reference number of your return. When the return has just been submitted, its status is Submitted. The next status will be: In progress: The return was accepted and is currently under unloading on the warehouse. Received: The return was received. Cancelled: The return was cancelled. Last Updated: 07/15/2015 Page 9 of 23 Version 2.9.8

10 Inventory Inventory Reporting Report inventory count as per your schedule. To access the Inventory Reporting page, click on the Inventory Reporting button located on the left pane. All the products your station has access to are listed in this grid. Select the product family. Print this report to use as tool to count inventory Enter the quantity of each product in the correct unit of measurement; as indicated on your count sheet. It is mandatory to enter a number for each product. If you don t have the product in your inventory, just enter 0. When finished, click on Confirm to save your changes Finding a product To find a product, press CTRL-F and enter the product code or part of description. Reporting Inventory (Warning) Please note that you cannot amend an inventory count that you have already submitted, so please double-check before submitting. If you do make a mistake, please forward corrections to info@scmjp.com. Inv. Reporting Follow-up This page let you consult the three last Inventory Reporting of each family. To access the Inventory Reporting follow-up page, click on the Inv. Reporting Follow-up button located on the left pane. By default the three last Inventory Reporting per family are displayed The Inventory reporting which comes from the Direct Shipping Orders is also display in this list, without Product family. The comment of these inventories contains the reference number of the Direct Shipping orders. It s possible to filter the list by Date, to consult older inventory reporting. Last Updated: 07/15/2015 Page 10 of 23 Version 2.9.8

11 Product follow-up To access this page, click on the Product Follow-up button located on the left pane. You are able to view the quantities on Order, on Back Order, In Transit, and To receive for each product. For Back Order quantities, a new order will be created. Detailed Inventory To access this page, click on the Detailed Inventory button located on the left pane. This page let you see the inventory, per product family, for your origin warehouse. If you have access to different main warehouse you can change the origin warehouse with the drop down list. Choose a family, and click on Go to refresh the list. You are able to view the quantities on Purchase, on Receiving, In inventory, on Order and Available for each product. Activities History To access this page, click on the Activities History button located on the left pane. This page let you see the activities for the products in the main warehouse. If you have access to different main warehouse you can change the origin warehouse with the drop down list. You have the possibility to filter the list on the date, and on the product family. The activities could be: Receiving, Shipping, Adjustment, Inventory addition. Last Updated: 07/15/2015 Page 11 of 23 Version 2.9.8

12 NIL Stock Report To access this page, click on the NIL Stock Report button located on the left pane. All the products, which have no inventory remaining in the main warehouse, are displayed in this list. The ETA is displayed in this grid to let you know when the products will be received in the main warehouse. If you have access to different main warehouse you can change the origin warehouse with the drop down list. You have the possibility to filter the list on the product family. Prior to placing your order, it is recommended to review the NIL Stock Report. Last Updated: 07/15/2015 Page 12 of 23 Version 2.9.8

13 Temporary Substitution Forms New Substitution Request To access this page, click on the New Substitution Request button located on the left pane. The Temporary Substitution Forms online are the replacement to the Excel forms for the Products Substitutions. All fields highlighted in yellow are mandatory. Original product description. Substituted product description. Specification. Answer to if the product is oven-safe. Anticipated duration. Reason. Contact name and . The effective date is by default the current date. Please take in mind you cannot create a new substitution request with an effective date in the past. Also the anticipated duration cannot be greater than 14 days. If you require the duration to be more than 14 days you will need to submit another request. Once all the information is entered click on Submit substitution to send your substitution request. You will see the details of the substitution. An is also sent to AC personnel for authorization. Following their confirmation of the request (approval or rejection), an is sent back to specified in the contact to notify of the result. If the result is rejection, it is possible to revise the request and send it back again for approval. Please see below section on Substitution Request Revision. Last Updated: 07/15/2015 Page 13 of 23 Version 2.9.8

14 Substitution Request Follow-up This page lets you follow the status of your substitution requests. To access this page, click on the Substitutions Follow-up button located on the left pane. You can filter the requests viewed by date approved / rejected, effective date or by request number. This grid displays the status of the request, the request number, the original product and substituted product, the effective date of the substitution and the duration. When you select a request number, you will see the page Substitution Details which displays all the details of the request. Substitution Request Revision Following the confirmation of a product substitution, an is sent back to the contact of the request to notify of the result. If the result is a rejection, a link is provided in the to revise the request and make appropriate changes to it. It is also possible to revise a rejected request with the Revise link in the Substitutions Follow-up page The process to revise a request is the same as when making a new request. All yellow highlighted fields are mandatory and the same rules apply for the effective date and duration. Once the information is revised, click on Submit revision to submit the revision. You will see the details of the revision. The request number will be added a dash suffix with a sequential number to indicate it is a revision. Also its status is now revised. An is sent back to AC personnel to authorize the revision. Following the result of their action (approval/rejection), an is sent to the contact to notify of the result. If the result is still Rejection, it is possible to make a revision on that revision until the revision is approved. Last Updated: 07/15/2015 Page 14 of 23 Version 2.9.8

15 Product disposal Forms New disposal Request To access this page, click on the New Disposal Request button located on the left pane. The Product Disposal Forms online is a way to keep track of all products disposed (expired, damaged ). All fields highlighted in yellow are mandatory. Reason. Contact name and . Also, you need to indicate at least 1 product to dispose. The effective date is by default the current date. Please take in mind you cannot create a new disposal request with an effective date in the past. To enter the product, just type the PS code of the product to dispose. Press on tab to enter the qty. This will also validate the product exists. You need to enter exact PS code. Once all the information is entered click on Submit disposal to send your disposal request. You will see the details of the request. An is also sent to AC personnel for authorization. Following their confirmation of the request (approval or rejection), an is sent back to specified in the contact to notify of the result. If the result is rejection, it is possible to revise the request and send it back again for approval. Please see below section on Disposal Request Revision. Last Updated: 07/15/2015 Page 15 of 23 Version 2.9.8

16 Disposal Request Follow-up This page lets you follow the status of your disposal requests. To access this page, click on the Disposals Follow-up button located on the left pane. You can filter the requests viewed by date approved / rejected, effective date or by request number. This grid displays the status of the request, the request number, the effective date of the request and the reason. When you select a request number, you will see the page Disposal Details which displays all the details of the request. Disposal Request Revision Following the confirmation of a product disposal, an is sent back to the contact of the request to notify of the result. If the result is a rejection, a link is provided in the to revise the request and make appropriate changes to it. It is also possible to revise a rejected request with the Revise link in the Disposals Follow-up page The process to revise a request is the same as when making a new request. All yellow highlighted fields are mandatory and the same rules apply for the effective date and the products. Once the information is revised, click on Submit revision to submit the revision. You will see the details of the revision. The request number will be added a dash suffix with a sequential number to indicate it is a revision. Also its status is now revised. An is sent back to AC personnel to authorize the revision. Following the result of their action (approval/rejection), an is sent to the contact to notify of the result. If the result is still Rejection, it is possible to make a revision on that revision until the revision is approved. Last Updated: 07/15/2015 Page 16 of 23 Version 2.9.8

17 Weight calculator The weight calculator is a new feature added to the web site. It allows the user to do simulations of the content of PS codes in a tray layout and determine how many products can fit the tray as well as get the total weight of all those products. To use it, the user first enters the PS code that represents the tray to do the simulation and press TAB. The description will then appear as well as the max weight (if it is configured in the product file). The max weight is a new field in the product file. The max weight can be changed on the web during the simulation process. It will not affect the value saved in the product file. The user then enters the Columns and Rows count. This will set the layout for the grid on to which set up products. The user clicks on Prepare the grid when ready. Last Updated: 07/15/2015 Page 17 of 23 Version 2.9.8

18 This will make show an empty grid with fields on the right to enter a product and a red bar at the bottom. The red bar represents the height of the grid specified with the Rows count field. The next step is for the user to enter products to put on the grid. To do so, the user needs to enter the PS code and press TAB. The PS description and unit weight will appear. The user needs to enter how much space this product represents on the grid. After this, click on Add to add the product to the grid. The total weight of the grid is display and the user can move the product around in the grid. The user can add as many products as needed until the max weight is reached. The user can also move the products around in the grid. To remove a product in the grid, just click on the red square in the upper right corner of the product. Last Updated: 07/15/2015 Page 18 of 23 Version 2.9.8

19 Last Updated: 07/15/2015 Page 19 of 23 Version 2.9.8

20 Online supplier ingredients list The online supplier ingredients list enables users to update directly from the website the latest ingredients file. There are new security rights to access, edit and export to XLS the ingredients list. To use the ingredients list, the first step is to determine which file to use, Domestic (North America) or International. After that, click on the Refresh button. The file will be loaded, displaying the latest update by, date time of the update, version and additional information on the file. The content of the file is displayed in the grid below, where the user can double-click to edit any fields. The user can also right-click in any cells in the grid to get the popup menu as follow: Last Updated: 07/15/2015 Page 20 of 23 Version 2.9.8

21 The user can also import an XLSX file. To do so, just need to select the file and click on the button Import. Please do note that the 1 st row of the XLSX file must be the header line and not the comments. All the free text information need to be entered (or copy/pasted) manually in the appropriate fields on the website. Last Updated: 07/15/2015 Page 21 of 23 Version 2.9.8

22 Online Manuals Documents search To access the online documents, you can click on the Documents button located on the left pane, or enter keywords for documents you will be searching for in the Documents search box located under your username and station (on the upper right). If you search documents, you will be redirected to a Search result page, where you can see the resulted documents. You can click on the document title name to download a local copy of the document. Or you can change your search criteria. The results grid display the document name, the folder where this document is, the document type, size (in megabytes), effective date, category and author. You can do some advance search based on the effective date, category or author. You can also search for multiple keywords. To do so, just separate the keywords with a space. For example, Billing Airserv will search everything related to billing or airserv. The keywords entered are matched against the document name, the folder path, the document type, the document category and extra keywords that can be attached to a document. The display archive versions checkbox option will display all existing versions of a document. A document can have multiple versions, but only 1 active for a specific date range (the effective date). Normally the resulted documents are those currently effective. You can change the effective date search to look for upcoming document changes, or go look for specific effective document/version in the past. Apart the search feature, you can also access the treeview folders of the documents. To do so, just click on the collapsible button on the left of the results grid. This will open the treeview. You can then open the treeview to look for documents in a specific folder. By default, the search is through all folders, but when you start looking for documents in a folder, you can make a search for documents in that specific folder only. To go back to the global search once you are in a specific folder, you just need to do the search through the Documents search textbox on the upper right of the screen. To display all online documents, just start a global search with no keywords, in the results page, just click on the search button. This will list the documents in all folders. Last Updated: 07/15/2015 Page 22 of 23 Version 2.9.8

23 Bulletin Board This Web Portal includes a message/bulletin board centre. It is intended as a unidirectional messaging centre for portal administrators to send catering stations important information. New message to user: When an administrator sends a message to a user or user group, the bulletin link at the top right starts blinking. Also, in parenthesis you see the number of unread messages. Click on this link to access your message. This link will blink until you have archived the message. Last Updated: 07/15/2015 Page 23 of 23 Version 2.9.8

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