AMPHIRE SOLUTIONS. Electronic Community Manual

Transcription

1 AMPHIRE SOLUTIONS Electronic Community Manual

2 Table of Contents THE ELECTRONIC COMMUNITY 3 1. Welcome to the Amphire Connect Community! 3 Minimum System Requirements 3 2. Logging in to the Amphire Community 4 3. Community Logon Management 6 Accessing Community Logon Management 6 Creating a new logon 6 Filter/Search an existing logon account 7 Modifying an existing logon account 8 4. Role Management 9 Accessing Role Management 9 Creating a new role 10 Modifying role permissions 10 Deleting a role Document Tracking 12 Document Search Criteria 12 Viewing Documents 13 Navigating Document Tracking 14 Related Document History 14 Re-sending documents 15 Document Status Reports 20 Accessing Reports 20 Generating the Billing Detail Report 20 Reformatting a report 21 Appendix A - Retrievable Documents 23 Amphire Solutions, Inc. 2

3 The Electronic Community 1. Welcome to the Amphire Connect Community! The Amphire Community has been developed to provide real-time information to the users of Amphire Connect. This interface offers the use of practical interactive tools and access to current information about transactions. Minimum System Requirements In order to utilize all of the advanced features of the Amphire Community, your computer must meet the following minimum requirements: Internet Connection 28.8 However, 56k or higher is recommended Browser Microsoft Internet Explorer Version 5.01 or higher Browser Settings Cookies enabled Javascript enabled ActiveX Download enabled or prompt Run ActiveX controls enabled Computer Pentium II or higher 64 Meg of Ram or higher 16 Meg Video Card capable of running at 800 x 600 resolution or higher 4 gig Hard Drive or higher Supported Operating Systems Microsoft Windows 98, Microsoft Windows ME, Microsoft Windows NT with Service Pack 6a or higher, Microsoft Windows 2000, Microsoft Windows XP Amphire Solutions, Inc. 3

4 2. Logging in to the Amphire Community 1. Open web browser 2. Go to Note: While the trading partners are in the testing phase of integration, the user must view data through Amphire s test system at 3. Select the Secure LogIn button located in the upper right corner of the screen 4. Open the drop down menu next to the Application field 5. Select Supplier Community or Distributor Community depending on your role 6. Enter your Username and Password in the fields provided Note: The password is case sensitive. If you have not received your Username and password, please contact Amphire at support@amphire.com 7. Select the Login button Amphire Solutions, Inc. 4

5 The system will direct the user to the main menu for the Electronic Community. Amphire Solutions, Inc. 5

6 3. Community Logon Management Community Logon Management allows an administrator to create or delete user logons and modify user settings and passwords. Access to Community Logon Management should be limited to the System administrator role or roles created specifically for an administration purpose. Logon Management must be completed before moving to Role Management. Accessing Community Logon Management Log into the Amphire Community and select Community Logon Management from the Main Menu. Note: If this is not an option, your role does not have sufficient privileges to create and modify logons. Creating a new logon Select the Create Account located in the upper right portion of the screen. Amphire Solutions, Inc. 6

7 You will need to enter the following information: 1. Login Enter the username of the logon 2. Password Enter the user s password here 3. Account Status Select whether the account is Enabled or Disabled 4. Add to role Select the role(s) of the logon 5. Filter Group This functionality has not yet been enabled 6. First Name The user s first name 7. Last Name The user s last name 8. Enter the user s address here Note: This field is required for notifications from Amphire 9. Buyer ID This field is not required by Amphire but may be valid for partner internal data 10. Phone Number This accounts contact number After entering new logon information, select Save Changes. Filter/Search an existing logon account A list of accounts will be displayed when the Select Account pull down menu is activated but the system also allows the user to search for a specific account. Select Filter/Search from menu bar When using the Filter feature: 1. Activate the pull down menu in the View list box 2. Select either By Last Name or By Logon Name 3. Activate the pull down menu of the Filters list box 4. Select the desired filter 5. Select Go to execute the query When using the Search feature: 1. Enter the text of the logon in the Search Text field 2. Select Last Name and/or Logon Name in the Search Within field 3. Select the Search button to execute the query Amphire Solutions, Inc. 7

8 Modifying an existing logon account Once a logon account has been displayed, it is possible to modify any of the information. However, it is important to remember that the account of the System Administrator can not be modified to a Disabled status. If any changes are made to a logon account, select Save Changes to activate. Amphire Solutions, Inc. 8

9 4. Role Management Access to individual applications within the Amphire Community is granted to each user through the assignment of Roles. The definition of user functionality is also determined through these assignments. For example, a Technical role may be tailored to access document transmission times, EDI control numbers, and receipt status. A Customer Service role can be set up differently in order to view and print Purchase Orders or generate Purchase Order Confirmations. Multiple users can be attached to the same role which grants them equal access In addition, a user may be assigned to multiple roles, which allows the user access to the cumulative features specified in all roles the user is assigned to. Roles describe users job functions and assign access appropriately. Note: If you do not see Role Management listed in the Main Menu, your role does not have sufficient privileges to access this feature. Accessing Role Management Once logged into your company s community, select Role Management from the Main Menu. On the Role Management screen, select the role to be modified from the Current Role drop down list. This will allow the creation and deletion of a role, the modification of role permissions or the assignment of role functionality. It is also possible to rename the role from this screen. Amphire Solutions, Inc. 9

10 Creating a new role From the Role Management console, select the Create link located in the right hand portion of the screen. Enter the name for your new role in the Role Name field and select the Add button. Modifying role permissions Indicate the role to be modified by activating the drop down menu labeled Current Role and highlighting the desired option. The system will display the functionality assigned to this role. If modification is desired, activate the drop down menu associated with any feature of the community. Choose the access that is appropriate for the role. When modification have been made to the functionality of a role, the user must select Update to save the changes. Amphire Solutions, Inc. 10

11 Deleting a role To delete a role, click the Delete link located in the command line above and to the right of the screen. A prompt will confirm deletion. Amphire Solutions, Inc. 11

12 5. Document Tracking The purpose of Document Tracking is to provide Amphire Community partners with access to information about data sent and received by Amphire. In order to access this feature; select the Document Tracking link from the Amphire Community Main Menu. Document Search Criteria The Amphire Community Document Tracking feature has the ability to search data based on a number of different specific options. Options include Date, Document Type, Partner, Document Status, PO Number, Amphire Tracking ID, or Ship to DUNS number. These options can be user specified in the menu on the left side of the screen. Check each option to be used as search criteria and select the Submit Criteria button when complete. Individual users can save their specified criteria by selecting the Save Criteria button. Search criteria may be identified as separate options or in combination with others. If desired, the system also allows for Incoming Criteria to be identified separate from that of Outgoing Criteria. Search Criteria All Groups This option is the initial system default. It is possible to search for both, the buy and sell side applications of Amphire Solutions. If this is not the desired setting, the user must select the appropriate group from the list. To activate the list, de-select the All Groups check box. Amphire Solutions, Inc. 12

13 All Partners This option is the initial system default. If a specific partner is desired, deselect All Partners and select the appropriate name from the list. This list is built dynamically. Only partners that have previously either sent or received data will show on this list. All Documents This option is the initial default view. If a specific document type is desired, deselect All Document Types. The list of document types is built dynamically. Only document types previously sent or received data will show on this list. All Status Indicate the status of the documents to be gathered with the search. From Date The date the user would like to use to begin the search. To Date The date the user would like to use to end the search. Additional Search Criteria: Tracking Number Purchase Order (PO) Number Duns & Bradstreet Number Viewing Documents To view any document listed, select the underlined document. Amphire Solutions, Inc. 13

14 Navigating Document Tracking The Incoming Tab Select the Incoming tab located in the upper right hand portion of the screen. This option allows the user to view and re-send all documents sent to their organization. Data can be viewed in the raw form or in an easily understandable non-technical display. Related Document History Many related documents are used during the order to cash cycle. For example, an Invoice Document can be related to a specific Purchase Order. Using the Tracking link, the user can verify the current status of a document as well as the status of any document related to it. The Related Documents view will also show each step of the tracking history of a specific document. The new window will list any Amphire Solutions, Inc. 14

15 related documents. Selecting the icon at the top of the window will show detailed information and the timestamp for each status the document passed through. Re-sending documents Occasionally it may be necessary for a document to be re-sent to your organization. Locate the document in the Incoming Tab and re-send the document by selecting the hyperlink labeled Re-send. A new copy of the document will be resent from the Amphire system using established channels. The document list displayed will include Purchase Orders, Purchase Order Confirmations and Acknowledgments. The Outgoing Tab Select the Outgoing tab located in the upper right hand portion of the screen. This option allows the user to view documents sent to other organizations. Data can be viewed in the raw form, as sent or it can be viewed in the format being received by the trading partner. Also, the data can be changed to an easily understandable, non-technical display. Select the icon located in the IN column to verify raw data sent to or received by trading partners. The Out column tab will show raw data sent to Amphire and the data Amphire sent to the trading partner. Note: If the data received appears as one continuous line, select the Non- Streamed view to organize the document into a more readable image. To revert back to the original view, select the Streamed button. Amphire Solutions, Inc. 15

16 To print the document, select the Print Document button. Select the link in the Document (Ref) column to view the data in a user friendly format. To print the document, select the Print Document button. Select Close Window button to exit. Document Status Current status of any document will be shown in the Status column. The meanings of each status can be displayed by selecting the hyper-linked code. For instance, if the document is in error, more detailed information about the error selecting the word Error. The list of status codes is as follows: Received Indicates the document has been received by Amphire and will begin processing immediately. Processing Indicates the document is currently being processed by Amphire. Document processing involves applying trading relationship business rules, logging document information to the database and reformatting the document as required by the destination partner. Sent Indicates the document has been processed by Amphire and has successfully been sent via the destination partner's defined transport mechanism. Depending on the destination partner s choice of transport mechanism, the document may have been sent directly to their system, may have been sent to a Value Added Network (VAN) for further routing and delivery, or it may have been delivered to their local Amphire mailbox for later pickup. Delivered to Inbox Indicates the document has been processed by Amphire and has successfully been delivered to the destination partner s web based mailbox. This status applies to partners who do not receive documents electronically, but rather receive their communications via Amphire s web based applications. Received (VAN) Amphire Solutions, Inc. 16

17 Indicates the document was received at the Value Added Network (VAN). This status only applies to trading partners who utilize VAN services for receipt and delivery of documents, and is set when the VAN returns to Amphire a receipt document indicating successful reception of the original document. Received (Partner) Indicates Amphire has received a delivery receipt for this document. This status only applies to those partners who transmit delivery receipt documents back to the sender to verify the successful receiving of the original document. Error Indicates the document has failed to process through the Amphire system. Documents with this status trigger an alert to Amphire personnel where appropriate steps are taken to resolve the issue. By clicking the red "Error" link, information related to the issue may be seen. Held for further processing Indicates that document processing was suspended due to a business rule condition. Because some business processes are time sensitive or rely on other documents or actions, documents in this status will be held until a future action causes processing to resume. The Preferences Tab Select the Preferences tab located in the upper right hand portion of the screen. The Preferences Tab allows individual user customization of Document Tracking. Amphire Solutions, Inc. 17

18 Settings that can be altered: Keep Date Settings on Change When selected, this setting will maintain specified search date criteria between Incoming and Outgoing view changes. When not selected, the search date criteria will default to include all documents from yesterday and today. Hide Criteria Results When selected, the Criteria Menu will minimize to the upper left-hand corner of the Results Screen when results are returned. To specify new selection criteria, select the option from the Criteria toolbar. When not selected, the Criteria Menu will remain in place after each set of results is returned. Default Directional View Select the Incoming view as the default to view inbound documents. Select the Outgoing view as the default to view outbound documents. When entering Document Tracking the desired default view will display. To save changes in the Preferences Tab, select Update. The Notifications Tab The Notifications tab allows a specified user to be notified when certain document(s) arrive from specific partners. Different notification rules may be specified for varying partner/recipient combinations. Amphire Solutions, Inc. 18

19 Note: In order to receive notifications there must be a valid address identified for the user in Community Logon Management To create a new Notification rule: 1. Select the Notifications tab 2. Enter a descriptive name for the Notification rule (i.e. ABC Distributor Notification, or Jim s Notification ) 3. Select the trading partner or partners the user will receive alerts for in the When documents from field or for all partners, choose All. 4. Select the community user or users who will receive the alerts in the Arrive, notify the following user(s) field or for all users, choose All. 5. Select Update to save changes. To edit or view a Notification rule Select the desired rule from the drop down menu, or click the left/right navigation buttons until the rule is found. Amphire Solutions, Inc. 19

20 6. Reports Reports give detailed information on monthly transactions and billing detail. Accessing Reports Log into your community and select Reports from the Main Menu. Generating the Billing Detail Report 1. Select Report in the Change Settings drop down menu 2. Select Billing Detail 3. Select View Report in the Format drop down menu Note: Report data for a given month will be available only at the end of a month. 4. Select the Year, Month, Sort and Direction of the report in the Parameters window. 5. Select Run Report Amphire Solutions, Inc. 20

21 Reformatting a report After defining the report criteria, it is possible to select the Report/Format option and elect a new format. If one of the downloadable options is selected, the user will be prompted to identify a saving location on the local machine. Downloadable reports are delivered in a comma separated values format (CSV) that is viewable in any spreadsheet application. Amphire Solutions, Inc. 21

22 Reports are offered in the following formats: 1. On screen viewable 2. Downloadable file (zip) 3. Downloadable file (self extracting executable) 4. Chart (if data supports charting) 5. PDF Amphire Solutions, Inc. 22

23 Appendix A - Retrievable Documents 1. Amphire Purchase Order 2. Amphire Confirmation Document 3. Amphire Advanced Shipping Notice (ASN) If these documents are not being received by the Partner organization or if additional documents are needed, please contact Customer Support at support@amphire.com. Amphire Solutions, Inc. 23