FASPAC Web Interface Set-Up Guide

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1 FASPAC Web Interface Set-Up Guide FASPAC 4.0 FPD/330-02

2 Faspac Systems, Inc Fay Avenue La Jolla, CA Tel: (858) Fax: (858) Copyright 2000, 2001 Faspac Systems, Inc. Confidential and Proprietary All Rights Reserved This document is the trade secret property of Faspac Systems, Inc. and is protected by trade secret, copyright law, and other international treaties. Its use by you is strictly governed by a license agreement. Unauthorized reproduction, distribution, or disclosure of this document may result in severe civil or criminal penalties. Trademarks: FASPAC is a registered trademark of Faspac Systems, Inc. All other trademarks, registered trademarks, names, or product names contained in this document are the property of their respective owners, and Faspac Systems, Inc. neither endorses nor otherwise sponsors any such product or services referred to herein.

3 Table of Contents Introduction...5 Faspac-Hosted or Self-Hosted... 5 Self-Hosted...5 Faspac-Hosted...5 Related Documents... 5 Getting Started...7 Meeting Requirements... 7 Preparing Your Site... 8 Installing a LAN...8 Installing a High-Speed Connection...8 Installing a Virtual Private Network...8 Developing a Custom Web Banner...8 Creating and Registering a Domain Name...9 Installing Web and Data Servers...9 Installing FASPAC Release 4.X... 9 Overview...11 Using Screens and Function Keys...13 General Guidelines Action Line Function Keys Action Line Entry Values Field Function Keys Setting Up Automatic Polling...15 Configuring the UTP Using the UTP on UNIX Installations To stop the UTP To check the status of the UTP Using the UTP on NT Installations To start the UTP To stop the UTP Setting Up Customer Contracts...19 Setting Up FWI for Item Searches...21 Planning How Items Display Defining Item Attributes and Values (INV/IAGM/IA/MAI) Sample Attributes and Values Defining Item Attributes Defining Attribute Values Deleting attribute values Defining Item Groups (IAGM/IGA/MAI) Defining Group Relationships (IAGM/IGA/RMAI) FPD/ iii

4 Assigning Items to Groups Assigning one item at a time (IM/MAI) Assigning a range of items (IAGM/IAL/IALV) Assigning Groups to Customers (IAGM/CGA/MAI) Defining Items as Viewable on the Web Defining one item at a time (IM/MAI) Defining a range of items (FWI/AUW) Updating Item Attribute Information Defining Item Attributes Using FASPAC Nomenclature...47 Defining an Attribute with No Values (IA/MAI) Defining an Associated Metric Attribute (IA/MAI) Exporting Nomenclature Values (IAL/IALE) Updating Attributes and Values on a Spreadsheet Importing Nomenclature Values (IAL/IALI) Updating the Items with the Attributes (IAL/IALV) Setting Up Notification...57 Setting Up Recipients Customizing Message Content Monitoring the Report Log...61 Reviewing Requests...63 Administering Your Web Site...65 Setting Up Administrator Access Setting Up Customer Access Setting Up User Access Adding Customer Managers and Users Deleting Customer Managers and Users Troubleshooting...73 Index...75 iv FPD/330-02

5 Introduction This guide describes setting up and using the FASPAC Web Interface (FWI), including the newest FWI features that allow your customers to: Order items from an existing contract Receive automated order confirmation by Check the status of an order View a recent invoice Check purchase history Search for products based on part attribute such as type, dimension Request a quotation for a desired product Place an order from your quotation. Faspac-Hosted or Self-Hosted The FWI option is available in self-hosted or Faspac-hosted versions. Self-Hosted You can host your own web site using the FASPAC Web Interface option. Make sure you meet the requirements described in the next section, Preparing Your Site. Faspac-Hosted Faspac Systems provides a hosting service if you do not want to host your own web site. The hosting service includes installing and configuring the web server, the data server, and the appropriate software for each. Faspac also installs a Virtual Private Network, including a firewall, if needed. Related Documents Refer to the following documents for additional information: Document Contract Application System Reference Manual Faspac Volume 1 Accounting: Customer Processing Reference Manual FasData->Exchange Installation Guide Faspac Volume 5 Administration: Messages Reference Manual Number FPD/335 FPD/201 FPD/ FPD/205 Documents for Your Customers Managing Web-Based Services Using Web-Based Services FPD/330M-02 FPD/330U-02 FPD/

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7 Getting Started Getting started with the FASPAC Web Interface program includes: Meeting Requirements Preparing Your Site Installing FASPAC 4.X. Meeting Requirements To use FASPAC s Web Interface you need the following: FASPAC version 4.X or higher FasData->Exchange (FDE) and a network connection to your FASPAC system Separate, scaleable web server with: Microsoft Windows 2000 Server with Microsoft Internet Information Server* Secure location* High-speed Internet connection* Separate, scaleable data server with: Microsoft SQL 7.0* Transoft Internet Gateway Web browser, such as Netscape, Microsoft s Internet Explorer System administrator qualified to support Windows 2000 server, SQL, and Transoft Internet Gateway* Virtual Private Network (VPN) connection with firewall for system security* Secure Certificate for e-commerce authentication* *Faspac Systems provides these hosting services for a fee. FPD/

8 Preparing Your Site Preparing your Site includes: Installing a Local Area Network (LAN) Installing a High-Speed Connection Installing a Virtual Private Network (VPN) Developing a Custom Web Banner Creating and Registering a URL Installing Web and SQL Data Servers. Installing a LAN Your network administrator installs a Local Area Network (LAN) connection to transfer information between the FASPAC server and the e-commerce servers. The FASPAC Technical Support team configures the FASPAC server to operate with your LAN. Installing a High-Speed Connection Install a high-speed connection from your LAN to your Internet Service Provider (ISP). Contact your local phone company for the connection. A fractional T1 connection is the minimum recommendation. Contact an ISP for Internet service. Installing a Virtual Private Network If your FASPAC and e-commerce servers are at different sites, you must install a Virtual Private Network (VPN), including a firewall, for secure transaction processing. If Faspac is hosting FWI, Faspac installs, configures and tests the VPN and the firewall. The Faspac Order Coordinator schedules this task with you. If you are hosting FWI, your network administrator installs, configures and tests the VPN and the firewall. Developing a Custom Web Banner Faspac develops a custom FWI web page banner for your approval. The one-inch banner design includes sizing and positioning your company logo, and selecting fonts and web page colors. The FASPAC Order Coordinator initiates this task for you. 8 FPD/330-02

9 Creating and Registering a Domain Name If Faspac is hosting FWI, Faspac registers the site for you after you define your domain name. If you are hosting FWI, you must define and register your domain name. Installing Web and Data Servers Install the following servers: A separate, scalable web server running Microsoft Windows 2000 Server with Microsoft Internet Information Server (IIS) software A separate, scaleable data server running Microsoft SQL 7.0 and Transoft Internet Gateway software. If Faspac is hosting FWI, Faspac performs this task for you. If you are hosting FWI, your network administrator performs this task. The FASPAC Technical Support team installs the Transoft Internet Gateway software license. Installing FASPAC Release 4.X Install FASPAC 4.X or higher, using standard release installation instructions. FPD/

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11 Overview This section describes the tasks you perform to use FASPAC with your web site. Task Configure the Unattended Transaction Processor for automatic polling. If using, set up customer contracts FASPAC Program ADM/SYS/OPT/UTP/MAI CAS/MAI Decide which items you want to display on your web site and how you want to group them, using a flowchart or tree diagram. Run any Faspac report to help determine which items will be searchable on the web. Modify the list of nomenclature segments you are using. Eliminate any you are not using. Define item attributes Define item attribute values. (Do not set up values if you plan to export the nomenclature onto a spreadsheet.) IMR/IS2 NOM INV/IAGM/IA/MAI INV/IAGM/IA/MAI (Press F3) If using nomenclature: Note: This process is the most time-consuming. Export current nomenclature data from Faspac to a file for data manipulation. IALG/IAL/IALE Transfer these files from the work directory to your computer s disk, using FTP or a similar process. Review and make changes to the data found under the columns labeled New. Import these files. Define attribute groups Define group relationships. Assign items to groups: One at a time A range of items Assign groups to customers Define items as viewable on the web: One at a time A range of items IALG/IAL/IALI INV/IAGM/IGA/MAI INV/IAGM/RMAI IM/MAI INV/IAGM/IAL/IALV IALG/CGA/MAI IM/MAI FWI/AUW FPD/

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13 Using Screens and Function Keys This section describes using the FASPAC screens and function keys. General Guidelines For your information, the upper right of the screen displays: Mode you are working in: Create or Modify Page number you are working on if there is more than one page Record number you are working on if there is more than one record. You can use Up and Down Arrow Keys to move up and down but not the Left and Right Arrow Keys to move left or right. When you use the F2-Last Function Key in a field, you must validate the data before you can move the cursor backward. Some function keys display only when you are working in a specific mode or field. Before you can exit a program, you must first cancel or update all changes to the record. Page Number Mode Record Number Action Line FPD/

14 Action Line Function Keys Function Key Name Description F2 First Redisplays data on the screen showing data from the first screen of the file. F3 PgDn (Page Down) Displays next screen if there is more than one page or several pages F3 Values Displays the program where you define values for the attributes. F4 PgUp (Page Up) Displays on the screen only if there is more than one page. F5 List Displays a list of existing records for you to modify or delete. F6 Search Allows you to search for a value. F7 Attributes Displays the program where you define attributes. F8 Accept Writes entries to the file. F9 Cancel Cancels entries if in create mode. F10 Add or End the Add logic Exits to the Action line and waits for next command. F12 Delete Marks the record to be removed from the file when you update it. SF7 Last (Last field on record) Displays the last page containing the last record of the file. Action Line Entry Values Entry Value Name Description R<#> Go to Record Number Displays the record number as the first value on the screen. P<#> Go to Page Number Displays the page number you entered. Field Function Keys Function Key Name Description F2 First (Moves cursor to first field in record) Does not work if cursor is in a field requiring validation of data. F5 List Displays list of existing records for you to modify or delete F9 Cancel Discards entry and moves cursor to top of the screen if the record has not been updated. F10 Add Moves cursor to the beginning of the next record you are adding. F12 Remove Marks the record you want removed from the file when you update it. F12 Unremove Unmarks the record y ou have marked for removal. SF7 Last Moves cursor to the last field in the record. Up Arrow Moves cursor up in a column toward the beginning of the file. Down Arrow Moves cursor down in a column toward the end of the file. 14 FPD/330-02

15 Setting Up Automatic Polling To set up automatic polling, you configure and start the Unattended Transaction Processor (UTP). The UTP is a polling mechanism that checks to see if requests are received from the Web for FWI processing, or from FWI to send to the Web. Configuring the UTP To configure the UTP, do the following: 1. From the FASPAC Main Menu, access the UTP menu by entering ADM/SYS/OPT/UTP. 2. From the UTP menu, select Configuration Maintenance. The following screen displays: No Records No Configuration Found Do You Want To Add It Yes or No to continue Select Yes to continue and to add configuration records. FPD/

16 The Configuration Screen displays: 4. Enter information as required in the following fields: Field Description 01) UTP Active Y Make UTP active. Default. N Make UTP inactive. 02) Days to Process Days of the week for the UTP to process data (orders or quotes are sent or received from the FWI). 1 Monday 5 Friday 2 Tuesday 6 Saturday 3 Wednesday 7 Sunday 4 Thursday 03) Start Time Time of day UTP is to start processing through 2350 (HHMM 24-hour clock). 04) End time Time of day UTP is to stop processing through 2350 (HHMM 24-hour clock). 05) Remote IP/Name IP address or name of web server to which you are sending data from FASPAC. Required field. 06) Remote Login Login name for FTP file transfer to server for outbound data. Provided by your System Administrator. Required field. 07) Remote Password Password for FTP file transfer to server for outbound data. Provided by your System Administrator. Required field. 08) Remote Directory The directory on the web server in which to place data from FASPAC. If Faspac is hosting your web site, a period (.) represents the home directory of the user on the web server. If you are hosting your own site, you define your own directory. Required field. 09) Message Log Level Types of system messages that display before the system log file updates. A setting of 2 is recommended. 1 High See only critical 2 Medium See informative and critical 3 Low See all 10) Return ID* Defines return address for automated messages. Do not include any spaces in the address. Required field. *For NT installations only. Make sure blat is installed correctly with a known user on the server: blat install < server name or IP address> <login user id> 16 FPD/330-02

17 3. Press F8 to update the configuration. The following message displays: Sure? Are You Sure You Want to Update The Configuration File Yes or No to continue Select Yes to continue and update the configuration file. Using the UTP on UNIX Installations To start the UTP 1. Access UTP from the FASPAC main menu. 2. Select STRT to start the Unattended Transaction Processor. The message displays: Do you want to start the FASPAC UTP Server at this time? 3. Select Yes to start the server. If this is the first time you are starting UTP, the message displays: Setting the FASPAC UTP Server to start automatically at system boot. Is this OK? 4. Select Yes to start the UTP automatically the next time you boot up. Note: If you log off the terminal on which you start UTP, the process may stop. To stop the UTP 1. Access UTP from the FASPAC main menu. 2. Select STOP to stop the processor. 3. Press RETURN when asked for the UTP name. Note: The UTP stops automatically when you shut down if you have configured it to start automatically when you boot up. To check the status of the UTP 1. Access UTP from the FASPAC main menu. 2. Select STAT. 3. Press RETURN when asked for the UTP name (webi). A message displays showing you if the UTP is running or not. FPD/

18 Using the UTP on NT Installations Faspac creates icons for starting and stopping the UTP from your NT desktop. CAUTION: This runs on your console and could make it unusable. To start the UTP Click the UTP Start icon on your desktop. To stop the UTP Click the UTP Stop icon on your desktop. 18 FPD/330-02

19 Setting Up Customer Contracts Before your customers can use the FASPAC Web Interface, you must set up their contracts with the Contract Application System (CAS). This includes Setting Up New Contracts, or Converting Existing Contracts Setting Up Notification Setting Up Customer Processing by Order or Quote. Refer to the Contract Application System Reference Manual for detailed procedures. FPD/

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21 Setting Up FWI for Item Searches Setting Up FWI for item searches? for customers who do not have contracts? includes: Planning How Items Display Defining Item Attributes and Values Manually Defining Item Groups Defining Group Relationships Defining Items as Viewable on the Web Assigning Items to Groups Assigning Groups to Customers Updating Inventory Maintenance. Planning How Items Display Before you set up your web interface for item searches, you should create a flowchart showing how items will display. This flowchart should include the inventory items you want to be accessible through your web site, the group or groups to which these items are assigned, and the relationships between these groups. You must assign an item to at least one group to make it accessible using attributes. PARENT GROUP PARENT OR CHILD GROUP CHILD GROUP ATTRIBUTES ATTRIBUTE VALUES FPD/

22 Flowchart showing how to group and display items on your web site PARENT GROUP HARDWARE PARENT OR CHILD GROUP HINGE FASTENER KNOB PARENT OR CHILD GROUP ANCHORS BOLTS PINS WASHERS CHILD GROUP (WITH ATTRIBUTES) BEVELED FENDER NARROW FLAT SAE SPLIT WASHERS USS WASHERS DIAMETER 3/8 inch ½ inch 5/8 inch FINISH Zinc MATERIALS GR5 18.8SS SPECIAL REQUIREMENTS PASSIVATED THREAD COUNT 00 THREAD TYPE No Thread ATTRIBUTES & VALUES 22 FPD/330-02

23 How this displays on your web site FPD/

24 Defining Item Attributes and Values (INV/IAGM/IA/MAI) An attribute is a characteristic of an inventory item (such as Diameter, Thread Type, or Finish), which you can further define with a value (such as ½-inch Diameter or Steel Finish). Sample Attributes and Values Attribute Value Diameter ½-inch, 1-inch Thread Type / Code Coarse, Fine, No Thread Thread Count 13 Length 1-inch, 2-inch Material Steel Finish Chrome plated Special Codes Full Thread, Half Thread Defining Item Attributes To define item attributes: 1. Select INV/IAGM/IA/MAI from the FASPAC Main Menu: The Item Attribute Maintenance Screen displays: 24 FPD/330-02

25 2. Do one of the following: Press F5 to select an attribute from a list or enter the attribute name: Enter a new attribute and select Yes to continue: 6. Enter information in the remaining fields and press F8 to accept. FPD/

26 Field Attribute Item Attribute Maintenance Field Descriptions Description Press F5 to select from a list or enter a new attribute (up to 20 alphanumeric characters). 01) Data Type Types of data to be collected: N Numeric D Date A Alphabetic AN Alphanumeric 02) Size Maximum positions allowed when entering attribute value: Data Type N Data type D 8 or 10 All others (cannot be less than the number of decimals specified) 03) Decimals For numeric data types only number of decimals to accept at entry. 04) Required Y Yes. When this attribute is used, it must have a value attached to it. N No. Attribute does not have to have value attached. 05) Validate Y Yes. By pressing F3 you can enter and validate values for this attribute (they must match a list you create of valid values). If this is a new entry, this happens automatically. Validation occurs after you press F8 to accept. 06) Comment Informational only. N No. Values for this attribute are not validated. Deleting Item Attributes You cannot change item attributes once you have defined them. Instead, you can delete attributes, if necessary, and define new ones. Caution: A message will display if you try to delete attributes. Make sure you do want to delete them, especially if they are attached to several items. 26 FPD/330-02

27 Defining Attribute Values When you define attribute values, you are setting up a list used to validate entries. To define attribute values: 1. On the Attribute Maintenance Screen, press F3 PgDn. The following screen displays: 2. Enter the Attribute Values, Display Values and Sort Values you want to associate with this item. The sort values for numeric attributes must be the same size, for example: Attribute Value Display Value Sort Value FPD/

28 Item Attribute Values Field Descriptions Field Attribute Attribute Value Display Value Sort Value Description Display only from previous screen. Enter the value you want associated with the attribute. Information user sees when searching on your web site. Up to 30 characters. Used for sorting purposes for the search. Deleting attribute values You cannot change attribute values once you have defined them. Instead, you can delete values, if necessary, and define new ones. Caution: A message will display if you try to delete attribute values. Make sure you do want to delete them, especially if they are attached to several attributes and items. Defining Item Groups (IAGM/IGA/MAI) After you define item attributes and values, you define item groups, including associated attributes and values. To define item groups: 1. Select IGA and IGA/MAI from the Item Attributes and Groups menu. 28 FPD/330-02

29 The Item Group Maintenance screen displays: 2. Do one of the following: Press F5 to select a group from a list: Enter a new group and select Yes to continue: FPD/

30 3. Select Yes if the group has attributes or No if the group does not have attributes. 3. Enter information in the Display, Sort and Comment fields. 4. Enter the associated attributes and whether they are Required and Validated. Item Group Maintenance Field Descriptions Field Description Group Press F5 to select a group name from the list or enter a new group name (up to 15 alphanumeric characters). 01) Comment Enter a description of the group (up to 50 alphanumeric characters). For internal use. 02) Display Enter a display value (up to 30 alphanumeric characters). This is what the user sees when searching your web site. 03) Sort Enter a sort value (up to 30 alphanumeric characters). 04) 12) Select Attribute Required Validate Enter or select the attributes you want to associate with this group, if this is an attribute group. Display only. Set when you define item attributes. Display only. Set when you define item attributes. 30 FPD/330-02

31 Defining Group Relationships (IAGM/IGA/RMAI) After you define item groups, you define the relationships between these groups (parent and child). To define group relationships: 1. Select IGA/RMAI from the Item Attributes and Groups menu. The Group Relationship Maintenance screen displays: 2. Press F5 to select a group from a list or enter a name in the Parent Group field: FPD/

32 3. Enter the names of the Child Groups and Y if they have attributes. Group Relationship Maintenance Field Descriptions Field Parent Group Comment Child Group Attributes Comment Description Press F5 to select a group from the list or enter the name of a group (up to 20 alphanumeric characters). These are groups you defined on the Group Maintenance screen. Groups with attributes cannot be parent groups. Display only. Description you entered on the Group Maintenance screen. Enter or select from the list the child groups you want to associate with this parent group. These are groups you defined on the Group Maintenance screen. You can enter groups with attributes and other parent groups. Display only. Defined on Group Maintenance screen. Y N Child group has attributes Child group does not have attributes Display only. Description of child group, defined on Group Maintenance screen. 32 FPD/330-02

33 Assigning Items to Groups You can assign items to groups by: Assigning one item at a time Assigning a range of items. Assigning one item at a time (IM/MAI) To assign one item at a time to a group: 1. Access the Inventory Catalog Maintenance screen from the FASPAC Main Menu. 2. Enter the Item Number to display the Item Master: FPD/

34 3. Select G to display the associated attributes screen: 4. Do one of the following: Press F5 to select an Attribute Group from a list: Enter the name of an Attribute Group this item belongs to: 34 FPD/330-02

35 5. Press F8 to update the information and display the group attributes: 6. From each attribute, press F5 to display a list of associated values. 7. Select the values you want to associate with the attribute. FPD/

36 Assigning a range of items (IAGM/IAL/IALV) To assign a range of items to a group: 1. From the Item Attributes and Groups menu, select IAL/MAI. 2. On the Update Items with Attributes screen, do one of the following: Press F5 to display a list of Attribute Groups: Enter the name of the Attribute Group: 36 FPD/330-02

37 The Load Item Attribute Values screen displays: 4. Enter Y to select Whole File, All ABC Codes, Materials, Finishes, Specials and I, S or C to select Item, Short Name, or Category. Select N if you have no changes. FPD/

38 Assigning Groups to Customers (IAGM/CGA/MAI) After you define your item attributes, groups, and group relationships, you can assign specific groups to each of your web customers. Note: If you don t assign any groups to your web customers, they will not be able to see any items on your web site. To assign groups to customers: 1. From the Item Attributes and Groups menu, select CGA/MAI. The Group Access Maintenance screen displays: 38 FPD/330-02

39 2. Do one of the following: Press F5 to display a list of customers: Enter a Customer Name and select Y to continue: 3. Press F5 to display a list of groups: FPD/

40 4. Select the group or groups you want to display for the customer: Group Access Maintenance Field Descriptions Field Customer Address Group Description Description Enter or select from the list the name of the customer you are assigning groups to. Display only. Enter or select from the list the names of the groups you want the customer to be able to access. Display only. From Comment information you entered on the Group Maintenance screen. 40 FPD/330-02

41 Defining Items as Viewable on the Web You can identify items as viewable on the web by: Defining one item at a time Defining a range of items. Defining one item at a time (IM/MAI) To define one item at a time as viewable on the web: 1. Access the Inventory Catalog Maintenance screen from the Faspac Main Menu. 2. Enter the Item Number to display the Item Master: FPD/

42 3. Press F1 to access the next screen: 4. Enter Y on the Action Line (Is This Item Web Accessible?). 42 FPD/330-02

43 Defining a range of items (FWI/AUW) To define a range of items as viewable on the web: 1. Select Assign/Unassign Web Items on the FASPAC Web Interface main menu. 2. On the Assign/Unassign Web Items screen, enter Y to select Whole File, All ABC Codes, Materials, Finishes and Specials and I, S or C to select Item, Short Name, or Category. Select Y to continue. 3. Review selections and select N if there are no changes: FPD/

44 4. On the following screen, select Y to set items as available to the web and select all or specific Diameters, Threads, Metric, Lengths. On the Action Line, select N if there are no changes. Assign/Unassign Web Items Field Descriptions Field Description Select Whole File? Y Select whole file N Do not select whole file Item/Shortname/Category Sequence (I/S/C)? I S C Assign by item Assign by short name Assign by category Select All ABC Codes? Y Select all ABC codes N Do not select all ABC codes Select All Materials? Y Select all materials N Do not select all materials Select All Finishes? Y Select all finishes N Do not select all finishes Select All Specials? Y Select all special codes N Do not select all special codes Set Items As Available to the Web? Y N Items will be seen on the web site. Items will not be seen on the web site. For All Diameters Threads Metric Lengths Y Display items with all defined diameters, threads, metric and lengths. N Display items with following values: Diameters Threads Metric Lengths From Through 44 FPD/330-02

45 Updating Item Attribute Information After (or while) defining item attribute, group and customer information, you can perform a batch update to see if everything displays properly. To update information: 1. From the FASPAC Web Interface main menu, select Create Attribute Download. 2. Select Yes to continue on the Create Attribute Download screen: 3. Press ENTER when processing is complete: FPD/

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47 Defining Item Attributes Using FASPAC Nomenclature Instead of defining item attributes and values manually, you can define them using FASPAC nomenclature and the Item Attribute Load utility, which includes: Defining an attribute with no values Defining an associated metric attribute Exporting nomenclature values to a spreadsheet for updating Updating values on a spreadsheet (not Faspac-supported) Importing nomenclature values back onto the Faspac system Updating the items with the attributes. Defining an Attribute with No Values (IA/MAI) 1. Select Item Attributes IA/MAI from the Item Attributes and Groups menu. The Item Attribute Maintenance screen displays: 2. Press F5 to select an attribute from a list or enter an attribute in the field. Do not assign any values to the attribute. Refer to Defining Item Attributes earlier in this manual. FPD/

48 Defining an Associated Metric Attribute (IA/MAI) 1. Select Item Attributes from the Item Attributes and Groups menu. 2. On the Item Attribute Maintenance screen, define an attribute named Metric (or a similar name). Enter N in the Required field and Y in the Validate field and press F8. 3. Define one Value as Standard and one as Metric and press F8. 48 FPD/330-02

49 Exporting Nomenclature Values (IAL/IALE) Note: Only one user at a time in a company should run this application to avoid overwriting existing files. 1. Select IAL/IALV from the Item Attributes and Groups menu. 2. From the Item Attribute Load screen, select Export to Delimited File. 3. Select Y to include only new entries in the export file. (If you select No, the export files will contain all entries from the current nomenclature, which might be harder to maintain consistently.) FPD/

50 4. Enter a Metric Attribute, Metric Value, or Standard Value. Enter an attribute for each Nomenclature Component. This screen creates Tab Delimited files where a delimiting character (in this application, the Tab character) separates all fields. These files allow you to associate current FASPAC nomenclature characteristics to the new item attributes. 4. Press F8 to accept values and Y to run the report. The files are stored in the work directory of the Faspac server as.tsv files. 50 FPD/330-02

51 CVS Application Parameters Field Descriptions Field Description 01) Metric Attribute Enter the attribute name defined for metric in IA/MAI. 02) Metric Value Enter the value defined for metric. 03) Standard Value Enter the value defined for standard. 04) LENGTH 05) DIAMETER 06) THREAD COUNT* Enter an attribute name for each Nomenclature component. *Not required 07) THREAD CODE 08) MATERIAL 09) FINISH Export / Import File Names Accept defaults displayed on the screen or change as necessary. The first two characters in the file name is your company number. If you change it and you have more than one company, you will be unable to process information simultaneously due to file conflicts. FPD/

52 Updating Attributes and Values on a Spreadsheet After creating the export files, you can move them from the Faspac server work directory to a spreadsheet, such as Excel, for updating. In Excel, you MUST define each column as text for the data to be imported correctly. Note: The method you use for moving these files to a spreadsheet can vary. Consult your System Administrator. Export files content The export files contain the following information. Each file contains one header row. The header row is the first row in the file. This row indicates the content of each of the fields in each record of the file. The metric indicator is not exported to any file. Note: Adding or modifying column headings will prevent files from importing. Column Heading Data Exported Manipulate COMPONENT Nomenclature component NO ATTRIBUTE Cross-referenced attribute NO CURR_VALUE Current nomenclature key value NO CURR_DESC Current description NO NEW_VALUE Value to assign to attribute YES NEW_DISPLAY Display value for attribute YES NEW_SORT Sort value for attribute YES Important! After you have manipulated the export files on the spreadsheet, move them back to the Faspac server work directory for importing. 52 FPD/330-02

53 Importing Nomenclature Values (IAL/IALI) 1. Select Item Attribute Load from the Item Attributes and Groups menu. 2. From the Item Attribute Load screen, select Import from Delimited File. 3. Select Yes to continue on the Process CSV Import screen: 3. Select Yes to continue in Audit mode: FPD/

54 5. Select one of the following: No to print a report with exceptions. You can review the report before updating files if you want to. Yes to update all files. 5. Press ENTER to continue when the import process is completed. 54 FPD/330-02

55 Updating the Items with the Attributes (IAL/IALV) After you have defined item attributes and values using Faspac nomenclature, you must update the items. 1. From the Item Attribute Load screen, select Update Items with Attributes. 2. On the Update Items with Attributes screen, do one of the following: Press F5 to display a list of Attribute Groups: Enter the name of the Attribute Group: FPD/

56 Note: An error message displays if you have not completed the previous steps of exporting and importing files. The Load Item Attribute Values screen displays: 5. Enter Y to select Whole File, All ABC Codes, Materials, Finishes, Specials and I, S or C to select Item, Short Name, or Category. Select N if you have no changes. 56 FPD/330-02

57 Setting Up Notification You can set up automatic messages for your external web customers and internal employees. Refer to the following FASPAC documents for detailed procedures: FASPAC Document Volume 1 Accounting: Customer Processing Volume 5 Administration: Messages Reference Manual Number FPD/201 FPD/205 Setting Up Recipients 1. Access the Customer Maintenance screen (ACC/CP/MAI) from the FASPAC Main Menu. 2. Press F7 to access the Notification Maintenance screen. FPD/

58 3. Enter a Ship To address or press ENTER or SKIP to display all addresses. All Names and addresses will receive s when a customer places an order, regardless of the Ship-To location. 4. Enter the line number of the Name/ Address you want to customize. 5. Enter or change information in the fields as necessary and press F8 to update. Notification Maintenance Field Descriptions Field Description 01) Name Enter or change name to appear on . 02) Alias Enter or change alternative name. 03) External Y is an external note type N is an internal note type 04) Detail Y Include detail information N Do not include detail information 05) Address Enter the address of the customer or employee. 58 FPD/330-02

59 Customizing Message Content 1. Access the Message / Notes Maintenance Screen (ADM/MSGS/MAI) from the FASPAC Main Menu. 2. Access the Messages application by selecting the line number. (You might have to press F3 to scroll forward to the next screen.) 3. Select an Order Type: Order Based on a previous order Quote Based on a previous quote RFQ Based on a previous request for a quote Contract Based on your contract (displays if you have a contract). 3. Select a Note Type: E External note type I Internal note type. FPD/

60 6. Customize the message as necessary. You can rewrite it and use any of the following variables as necessary: $requestid Request ID Number $order Order Number $po Purchase Order Number $cust Customer Number $quote Quote Number. External Thank you for your business. Result Your Quote Number has been processed and the order number assigned is If you have any questions regarding this order please contact your Account Representative at (999) Thank you for your business. Internal Result This internal message is to inform you that Order Number has been created for your Quote Number If you have any questions regarding this order please contact your Account Representative at (999) Thank you for your business. 60 FPD/330-02

61 Monitoring the Report Log View the Report Log (SYS/SPM/LOG) periodically to check the status of quotes and orders. FPD/

62 62 FPD/330-02

63 Reviewing Requests After a customer requests a quote, you review the information and modify it if necessary before sending it back to the web site. CAUTION: Before selecting quotes to review or process, be careful using A or X (described on the next page). If you process quotes in-house, they will not be seen on the web. To review requests: 1. Access the Customer Quote Maintenance screen from the FASPAC main menu (SAL/OP/OPQ/QSEL). 2. Enter a Warehouse Number and a Customer on the Customer Quote Selection screen. FPD/

64 The Customer Quote Selection screen displays: 3. Do any of the following: Place the cursor next to the quote line and press F7 to review more detailed information about the quote. Make any changes as necessary. You can change a non-inventoried item to a nomenclature item if it is a web quote. Place the cursor next to the quote line, type W and press ENTER to mark the quote to be sent the back to the web for the customer to review or order. This happens when you press F8 to update. Place the cursor next to the first quote line of the file and type A to select all quotes and process them in-house. CAUTION: If you process all quotes in-house, they will not be seen on the web. Place the cursor next to the quote line and type any other character (an X appears) to select an individual quote and process it in-house. This will not be seen on the web. 64 FPD/330-02

65 Administering Your Web Site Administering your web site includes: Setting Up Administrator Access Setting Up Customer Access Setting Up User Access. Setting Up Administrator Access Before you can access or change web site features, such as security settings, you must log in as an Administrator and change the default password. To set up administrator access: 1. Access the FWI System Manager by entering the manager directory at your FWI web address (URL), for example: On the System Manager Login Page, enter your Login name and Password. (Faspac Systems, Inc. gives you an Administrator login name and password. You should change the password.) Note: If you do not enter a valid Login name and Password in the first three attempts, you are blocked from entering the web site and must exit your browser entirely before trying to log on again. You are logged out automatically after 30 minutes of inactivity. If you log in successfully, the Main Menu page displays: FPD/

66 3. Click the Add/Edit Users link under Manage Users on the left side of the page. The Select a User page displays: 4. Click the Locate User button at the bottom of the page. A list of current users displays, including your Company Name and User Level (Distributor Administrator). 5. Click your name. The EDIT User Listing page displays: 6. Highlight the Password text box and enter your new password. Click the Submit Changes button. 66 FPD/330-02

67 Setting Up Customer Access To allow a customer to access your web site: 1. Select Add/Edit Customer under Manage Customers on the left side of the Main Menu page. The Select a Customer page displays. 2. Click the Add New Customer button. The following message displays: FPD/

68 3. Click the Add a New Customer link to display the ADD Customer Listing page: 4. Enter the following: FASPAC Customer Number Must already exist in FASPAC. Customer Name Used only on the web interface. Enter the way you want it to appear on the web interface. Customer Short Name Enter a short name if different from customer name. Active Select Yes (default) to allow this customer access. Select No to disable customers temporarily without deleting them. If you disable customers, you also disable their users from accessing the web site. Show Price? Select Yes (default) to show prices for new orders for this customer or No if you do not want to show prices. Date Required on RFQ? Select Yes to require the customer to enter a valid date when requesting a quote. If you select No the customer is not required to enter a date but can still do so as long as it is a valid date. PO Number Required on Orders? Select Yes to require the customer to enter a Purchase Order Number when requesting a quote or placing an order. Select No if the customer is not required to enter a PO Number. Days from Receipt of Quote to Expiration Number of days after quote is received before it expires. Faspac Customer Name Name that appears when you enter account number on the Customer Processing Maintenance screen (ACC/CP/MAI). Input Date Date customer added. Edit Date Date customer information edited. 68 FPD/330-02

69 5. Click the Add Customer Listing button. The customer now appears in the Customer Listing Page. 6. To edit the customer information, make any changes and click Submit Changes. Setting Up User Access After adding a customer to your web site, you must set up user accounts for that customer. You can set customers up as Customer Managers and Customer Users. You do not have to define any customers as Managers. If you don t define any as managers, you will have to manage them yourself (set up, change logins or passwords, delete). On the other hand, if you do define customers as Managers, you will have less control over who is able to access the site and make orders. User Level Access Privileges I. Distributor Administrator Distributor only. Has full access to the management interface for all customers and administrators. Can create new Administrators, Managers and Users. II. Customer Manager Has limited access to the management interface. Can add or edit user accounts for their own company only and can create orders. If you do not want your customers to manage their own accounts, do not set any up as Managers. This level of access is optional. You do not have to define any Managers. III. Customer User Can access the web interface, but not the management interface. FPD/

70 Adding Customer Managers and Users To set up a Customer Manager or a Customer User: 1. Select Add/Edit Customer under Manage Users on the left side of the page. The Select a User page displays: 2. Click To add a new User at the top of the page. The EDIT User Listing page displays: 3. Select the Customer Name from the Customer pull-down menu. 4. Enter the following: First Name Last Name User ID Password Address. 70 FPD/330-02

71 5. Select the appropriate user level (Manager or User) from the User Level pull-down menu. 6. Select Yes to allow the Customer User or Manager access. Note: Select No to disable an active user from logging into the web interface. This disables an account rather than deletes it. 7. Click the Add User Listing button. The Main Menu page displays with the message Success! Your changes have been recorded. Deleting Customer Managers and Users To delete a Customer Manager or User: 1. Click the Delete button on the EDIT User Listing Page. The following message displays: 2. Click OK. Are you sure you want to delete this User listing? This action cannot be undone. FPD/

72 72 FPD/330-02

73 Troubleshooting Orders have been created on the web but I don t see them. What happened to them? 1. Check the status of the Unattended Processor (UTP). a. Enter UTP/STAT. The screen displays: Processor for status: WEBI Press RETURN. The screen displays: Checking for subsystem webi for company xxxxx (where xxxxx is a 5-digit company name). b. If it reads Processor webi running for company xxxxx then the UTP is running. Skip to step 2. c. If you see Processor webi has stopped for company xxxxx the UTP has stopped. You must start it to process web orders. Note : If you have to restart the UTP repeatedly, call the Customer Service Line at d. Enter UTP/STRT. The screen displays: Start the FASPAC Unattended Transaction Server at this time? (y/n) [y] Enter Y or press RETURN. The screen displays: Trying to start processor webi for company xxxxx Starting subsystem webi for company xxxxx If it was already running, the screen displays: Processor webi already started for company xxxxx FPD/

74 If the UTP was configured properly, then the UTP is set to start automatically. If it was not set up, the following message displays: Setting FASPAC Unattended processor to start at system boot time. Is this OK? (y/n) [y] Type y or press RETURN. 2. Check the log files a. Enter SYS/SPM/LOG This displays a report log that shows when orders were created or errors were encountered while processing orders. b. Press F5 to see just the web orders. c. Enter WEBI at the prompt ( Enter Schedule Name ) and press RETURN. This displays a list showing when processing was started, completed, or what errors were encountered. d. Look at any processing errors and the reasons an order may not have been created, such as: Could not find the contract, Could not find the customer, Invalid Ship To, Invalid part number, and so forth. Re-enter the order with the proper data. 3. If none of these steps help solve the problem, call the Faspac Customer Service Line at I ve updated contracts in FASPAC and I don t see them on the web. Updating contracts over the web takes longer up to an hour and a half than creating orders. If, after this time, they are still not created, follow the steps for troubleshooting orders in the preceding section. A customer or other recipient did not receive an when an order was placed. 1. Is the recipient coded to get ? Check the screen to see if the customer is entered with the correct address, contract information, and Ship To addresses. 2. Was an order actually placed and did it go through? 4. Call the Faspac Customer Service Line at FPD/330-02

75 Index A Access privileges, based on user level, 69 Administrator access, setting up, 65 Automatic polling, setting up, 15 B Batch updating, 45 C Connection, installing from LAN to ISP, 8 Contracts converting existing, 19 setting up new customer, 19 Custom web banner, developing, 8 Customer access, setting up, 67 Customer Managers, setting up, 69 Customer processing, setting up by Order or Quote, 19 Customer Users, setting up, 69 D Data server, installing, 9 Domain name, registering, 9 E messages, setting up, 57 notification, setting up, 19 Export files, 52 F FASPAC nomenclature, 47 FASPAC Web Interface (FWI) features of, 5 requirements for installing, 7 troubleshooting, 73 Faspac-hosted, benefits of, 5 Features, FWI, 5 Function Keys, using, 13 G Group relationships, defining, 31 Groups assigning customers to, 38 assigning items to, 33 defining, 28 H Hosting FWI, 5 I Installing a LAN, 8 Internet Service Provider (ISP), 8 Item Attribute Values, defining, 27 Item Attributes and Values defining with FASPAC nomenclature, 47 Item Attributes, defining, 24 Item searches, setting up for, 21 Items, defining as viewable on the web, 41 L Local Area Network (LAN), installing, 8 N Non-contract customers, setting up FWI for, 21 O Order or Quote, setting up processing by, 19 R Related documents, 5 Report Log, viewing, 61 Requirements for installing FWI, 7 S Screens, using FASPAC, 13 Self-hosted, 5 Servers, web and data, installing, 9 Site, preparing your, 8 Spreadsheet, updating attributes on, 52 T Troubleshooting FWI customer doesn t receive , 74 orders don't display, 73 updated contracts don't display, 74 U Unattended Transaction Processor (UTP) setting up for automatic polling, 15 using on NT installations, 18 using on UNIX installations, 17 Updating information, 45 User accounts, setting up for customers, 69 V Virtual Private Network (VPN), installing, 8 W Web server, installing, 9 FPD/

76 FPD/

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