EDIGURUS Version 4 Manual for the Portal

Transcription

1 EDIGURUS Version 4 Manual for the Portal Version This manual is intended for users of the portal in the EDIGURUS cloud. You have probably been asked by a customer to exchange business documents with him through EDIGURUS. To fit this manual to your needs, we look at the order processing primarily from the point of view of a supplier. If you work in the role of the customer with EDIGURUS, the operation is exactly the same, only the exchanged document types are different. 1

2 Contents Legal Page Chapter 3 Overview & System Requirements 4 Receive Messages 6 Answer Messages 8 View current Messages 10 Download current Items as CSV 11 Edit personal Data, and Password 12 EDI - Digital Communication The use of our services may only be done in accordance with our terms of use: A definition of the messages that can be processed by our services can be found here: Help and Support We have endeavored to describe the basics of the operation and the operation as clearly as possible, so that you can use the portal in full within a very short time. If you still have questions to ask and you need help, you can contact us at support@edigurus.org We will address your problem as soon as possible and send you an answer. Suggestions for improving our services or this manual are always welcome. 2

3 Overview Order Processing with EDIGURUS Call-off Order Order Booking Customer EDIGURUS Supplier Automat. Booking Form in the Internet On the side of the buyer you need an ERP system, which is connected via EDI with the edigurus-network (e.g. using edigurus- Invoice Dispatch- Notific. Order- Confirmation EDIGURUS communicates automatically with the ERP system of the customer System Requirements For every message from the customer, the supplier will receive an with PDF (so nothing is lost) With a button in the PDF you can answer the message Client or myopenfactory via edigurus-gate). On the side of the supplier a computer with access to the Internet and the following programs is needed (current operating systems include these programs usually): Program to receive s (e.g. Thunderbird, Outlook etc.) and an -address of cause Browser (Firefox since version 4, Safari since version 5, Internet Explorer since version ) Program to display PDFs (e.g. your browser or Acrobat Reader etc.) 3

4 Receive Messages A new message from your business partner arrives Call-off Order Customer Order EDIGURUS Doubleclick to open PDF For every message that your business partner sends, the EDIGURUS cloud sends you an ; So you do not have to constantly look in the cloud to see if new orders have arrived. Each such contains a PDF with the message (such as the order or order change), presenting all the needed data as usual for your processes. 4

5 Receive Messages The intelligent PDF allows you to answer with one click When you open the PDF, you will see the changes to the previous message highlighted in yellow. Click on the "Reply" button to answer this message... Doubleclick to open PDF The changes to the old version are highlighted Click to answer to this message 5

6 Answer Messages Complete the Data for your Answer and just send it... the browser then opens the EDIGURUS cloud. You must first log in using the username and password provided by EDIGURUS. Then you can change or complete the data in the form and then send it. Store without sending Use your credentials to log in to EDIGURUS Enter number of order confirmation eventually change something and just click for sending Cancel this item Split item (for partial delivery) Don t answer (yet) 6

7 Answer Messages If you have written an answer, you will also receive it as a PDF After you have sent your answer, it will be forwarded to the business partner and processed there. Once this is done, you will receive your response with the processing log. If errors have occurred, they are highlighted in yellow in the PDF. You can then take the PDF to your files. Hier finden Sie die von Ihnen verfasste Nachricht 7

8 View current Messages as List After signing in at or when saving or submitting a message, the EDIGURUS cloud will show you all the current message in a list. Settings (page 11) Display by status (page 9) Search in the messages CSV download (page 10) Messages sent by you Messages sent by your partners A click opens the message 8

9 View current Messages by status of processing Alternatively, you can also display all messages sorted by status. Settings (page 11) Display as list (page 8) Search in the messages CSV download (page 10) Here are listed messages that you wrote but have not yet sent to your partner Here are listed messages your business partners sent to you Here are listed messages you sent to your business partners If errors occur during processing, the messages are listed here (should be empty) A click opens the message 9

10 Download current Items as CSV From the list of all messages, you can also retrieve the items as CSV (comma-separated values) and open them in any spreadsheet for further processing. The file contains a line with the current status for each order item. Click to start CSV download 10

11 Edit personal Data, and Password Back to list (page 8/9) Log off from EDIGURUS Here you save your changes Click to edit your account Enter your address here; Multiple addresses can be specified separated by spaces Choose a color scheme here ATTENTION Your user name is not changed, if you change your address You can assign a new password here 11

12 EDI - Digital Communication Reasons for using EDI Electronic communications (EDI) increases the efficiency in business transactions because all the unproblematic operations are simply executed without any inputs needed and the clerks get only those operations to face that require their professional knowledge. However, the procurement must contact a large number of suppliers, in which the set-up of electronic communications is not profitable due to too few transactions or where the technical conditions do not allow the use of EDI. With the "EDIGURUS-Portal" these suppliers can be integrated in an intuitive manner into the communication. The ERP system of your business partner is connected directly to the EDIGURUS-Portal. By this business documents are sent directly to the Portal and your answers can be processed without further inputs in the ERP system. Your business partner therefore enjoys the benefits of electronic communication. If you don t use an ERP system If you are not using an IT system for order management, the use of the portal saves a lot of the tip work for inquiries, quotations, orders, order confirmations and invoices, because most of the data is already filled into these messages through the Portal and you only need to changed what is necessary. If you use an ERP system If an IT system is used for order management, only a few additional inputs are needed in the Portal to your usual course and they only concern changes to the current status of the transactions. Without such changes, a response can be sent with two clicks to the customer. Alternatively to the use of the Portal, it would also be possible, to connect your ERP system with the edigurus-network. Please get in touch with our support in this matter: support@edigurus.org 12

13 EDIGURUS Version 4 Manual for the Portal EDIGURUS GmbH Königstr Ulm Germany support@edigurus.org 13