MANUAL ASN. Use of Van Marcke Supplier Portal

Transcription

1 Manual MANUAL ASN Use of Van Marcke Supplier Portal Abstract Brief description on how to create an Advanced Shipping Note (ASN) manually for Van Marcke on the Van Marcke Supplier Portal (VM SP)

2 Version Version Date Changes Version /10/2017 Initial version of the document ASN creation on Van Marcke Supplier Portal 1/16

3 Content Version Introduction Van Marcke exchanges Purchase Orders with Van Marcke Supplier Portal Vendors create an ASN on Van Marcke Supplier Portal Overview Create an ASN Login procedure Logging in into the portal Invitation Edit User Edit supplier profile Internal User Management Screens related to Create an ASN Overview Create an ASN screens Startup screen Van Marcke Supplier Portal Overview Open Orders Assign Purchase Orders to an ASN Adapt Quantities for the ASN Q & A ASN creation on Van Marcke Supplier Portal 2/16

4 1. Introduction Van Marcke is improving its goods receipt process and therefore introduces the processing of Advanced Shipping Notes (ASNs) from the Supplier Portal. This portal offers the vendor one data store where its Purchase Orders are available and where an ASN should be created. This document describes the process steps and related screens to create an ASN on the Van Marcke Supplier Portal. Later on Van Marcke will publish the documentation and technical details to exchange an XML message with the Van Marcke Supplier Portal containing the ASN data. 2. Van Marcke exchanges Purchase Orders with Van Marcke Supplier Portal Van Marcke continuously manages all Purchase Orders on the Van Marcke Supplier Portal. PO s are created and changed through exchanging Order and Order Change messages with the Van Marcke Supplier Portal. Figure 1. Purchase Order maintenance on Van Marcke Supplier Portal 3. Vendors create an ASN on Van Marcke Supplier Portal Vendors create one or more ASNs on the Van Marcke Supplier Portal by logging in into this portal and executing the Create an ASN process resulting in an ASN message sent from the Supplier Portal to Van Marcke. The Create an ASN process is explained in the next paragraphs. Figure 2. Create an ASN on the Van Marcke Supplier Portal ASN creation on Van Marcke Supplier Portal 3/16

5 4. Overview Create an ASN General overview of the steps in the Create an ASN process. Figure 3. Overview Create an ASN process ASN creation on Van Marcke Supplier Portal 4/16

6 5. Login procedure 5.1. Logging in into the portal As a user of the portal you will receive a one-off invite per to log in into the portal. With the link in this you can log in and create a password. Van Marcke always invites one User Manager Supplier who can invite new users internally (Data Manager Supplier and WebEDI supplier). We recommend you to open the Portal in one Google Chrome or Mozilla Firefox Invitation figure 4.1. Invitation for Log In When you click on the link in the , you will be able to log in. Info: You were invited to join the Van Marcke Supplier Portal. Please log in and change your personal password. Click on LOG IN. ASN creation on Van Marcke Supplier Portal 5/16

7 5.3. Edit User Here you fill out the mandatory fields. Info: You just used your link to the single sign-on. Please change your password. Fields to be completed: - Login name - Password - Confirm password settings (with this feature you can adjust users traffic): - Release data as operator. - Release data as operator. Info mail role data user. Indicate type: If you get lots of s, you might prefer to set it to once per day (asynchronous) or don t send s (No ). - Synchronous : meaning, the will be sent immediately - Asynchronous : meaning, the will be sent on a set date and time - No meaning, the will not be sent Click on Save profile. Figure 4.2. Log In credentials From here you can add the URL link to your favorites for continuous usage, URL: ASN creation on Van Marcke Supplier Portal 6/16

8 5.4. Edit supplier profile In the Supplier Profile, you can complete your profile, with the possibility to adjust the data any time. Here you need to fill out all the mandatory fields (marked with *). Logo: only files with the following extensions are allowed: jpg, jpeg. Info: please add all known information. You will be able to save the info even when mandatory fields are not completed. The missing information must then be added later. Click on Save. Figure 5. Maintain supplier data ASN creation on Van Marcke Supplier Portal 7/16

9 5.5. Internal User Management Opening this section, as User manager supplier, you see a list of the existing users. In the column "Role" you can see the role(s) that were assigned to the user. - User manager supplier ( admin ) : able to manage and invite users to the Portal : able to create/change data packages : able to create an ASN - Data manager supplier: : able to create/change data packages - WebEDI supplier : able to create an ASN Via Create User you can add one or more new users as well as assigning a role for that user. In this example, you see the possibility to create a WebEDI supplier, who can see the open orders and create an ASN. Complete the required fields and click on 'Create User'. ASN creation on Van Marcke Supplier Portal 8/16

10 The new user (WebEDI supplier) will receive an in which he/she is invited to register at the Van Marcke Supplier Portal. The new user (WebEDI supplier) logs in at the Van Marcke Supplier Portal and then follows the manual as from section '5.1 Logging in into the portal. Logging in into the Van Marcke Supplier Portal. ASN creation on Van Marcke Supplier Portal 9/16

11 For your information: The dashboard of the WebEDI supplier The dashboard of the User manager supplier The 'User manager supplier' has an overview of the different users with their specific roles. ICON DESCRIPTION MEANING Userprofile Block user Delete user to see the profile of the user to block a user = user will have no access to the Portal temporarily to delete a user = user will have no access to the Portal definitely ASN creation on Van Marcke Supplier Portal 10/16

12 6. Screens related to Create an ASN 6.1. Overview Create an ASN screens The link between the Create an ASN process steps and the screens on the Van Marcke Supplier Portal (VM SP): Figure 6. Overview Create an ASN steps and screens 6.2. Startup screen Van Marcke Supplier Portal When logging in into the VM Supplier Portal the user accesses the dashboard to select one of the available functions. Select the function Processes to create an ASN. Figure 7.1. Startup screen In the upper right corner you have the possibility to LOGOUT from the VM SP. ASN creation on Van Marcke Supplier Portal 11/16

13 7. Overview Open Orders Following screen lists all open Purchase Orders of the vendor. Figure 7.2. Overview Orders In the upper right corner you have the possibility to LOGOUT from the VM SP Assign Purchase Orders to an ASN Assign the Order Numbers for those Purchase Orders belonging to one ASN by clicking the leading box. Press Start ASN Process to create the ASN. Figure 7.3. Selected Purchase Orders for one ASN ASN creation on Van Marcke Supplier Portal 12/16

14 7.2. Adapt Quantities for the ASN Figure 7.4. Adapted Quantities for an ASN ASN creation on Van Marcke Supplier Portal 13/16

15 The values to complete the ASN are: Confirmed : the quantity which will be delivered on the ASN (numeric) Package ID : unique number identifying the pallet carrying the goods of the PO (alfa numeric) Package description : select from the drop down Remark : free text to comment ASN ID : unique number identifying the ASN (alfa numeric) Scheduled delivery date : date on which the ASN will be delivered (yyyy-mm-dd) Palletized : select yes or no. Figure 7.5. Example Adapt Quantities for an ASN Press Confirm ASN to send the created ASN to Van Marcke. Press Cancel ASN to return to the Overview screen, where you can: either enter a new or next ASN or log out by using the LOGOUT option. ASN creation on Van Marcke Supplier Portal 14/16

16 When pressing the CONFIRM ASN button the application checks whether all value fields are filled in correctly. An example of fault alerts is given hereafter. Figure 7.6. Error massages When pressing the CANCEL ASN button the next screen allows you to confirm the cancellation or to return to the screen for adapting the ASN. Figure 7.7. Abort or Leave screen Click either LEAVE PAGE to return to the Overview page or ABORT to continue on the Adapt Quantities for an ASN screen. ASN creation on Van Marcke Supplier Portal 15/16

17 8. Q & A If you have any questions, comments or suggestions about the content of ASN, please contact Stock Management via: - lcc@vanmarcke.be If you have any problem with the login procedure into the Van Marcke Supplier Portal, please contact: - product.data@vanmarcke.be - Portal Officer : Liesbeth WOLLAERT Tel: ASN creation on Van Marcke Supplier Portal 16/16