Walter TOOLSHOP. Customer manual. File: UM_Toolshop_Customer manual_en.doc Page 1 of 43 Last update: 09/04/ :49:00 by Andrea Berndt

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1 Walter Customer manual File: UM_Toolshop_Customer manual_en.doc Page 1 of 43

2 The advantages of TOOL SHOP Up-to-date stock availability & price information Quick access to all tools information 7 days a week, 24 hours a day available Single sign-on for the shop and the entire website Change customer functionality: With one login (Single sign-on) the user can change between the different customer numbers they are responsible for My product check : the new efficient way to check tools or tool family s stock availability & prices, before ordering Order & invoice history with the re-order possibility Order tracking via carrier number Personal address book: easy way for direct deliveries Prevention of duplicate order entry due to file upload function now with an even more flexible process Ordering from fully integrated catalogues (e.g. GPS, our new machining navigator) File: UM_Toolshop_Customer manual_en.doc Page 2 of 43

3 1 Registration and Login on the Walter Homepage Terms of use Types of user-accounts Basic user account Customer user account Shop Order entry Fast order entry Shopping cart Product search Upload file Select template Replacement product Order creation Transaction history Order history Invoice history My account My settings My address book Change customer User Management Check user details User roles Enable/Disable users Change user s password Order entry My product check My templates Transaction history Terms of use Sign out Find product Quick search GPS E-Paper Walter Online Catalogue CCS File: UM_Toolshop_Customer manual_en.doc Page 3 of 43

4 1 Registration and Login on the Walter Homepage You register through our homepage Please choose among three website languages (German, English, Chinese) and select your country, then click on Login or register. If you are a returning user, you may enter your address (=user name) and password to log in. Otherwise, please fill in the registration form to receive access data for the shop. You have to accept the terms of use to be able to continue with the registration. File: UM_Toolshop_Customer manual_en.doc Page 4 of 43

5 On top black ribbon you can see whether you are logged in. Registration process Step 1: Enter the required information Step 2: Confirmation of link sent by Step 3: Choice of user group File: UM_Toolshop_Customer manual_en.doc Page 5 of 43

6 In the next step of registration, you need to choose among three different options: 1) Basic user means: - Allowed to navigate with no connection to a customer account on the Walter website. - You may subscribe to the Walter newsletter - You can take part of the Walter basic services (e.g. service in GPS: list prices of the country you have registered for are automatically unlocked & language is preset). 2) Customer user account means: - Walter customer service will create a new customer record and connect your user account. - You can begin shopping and take part of our extended service offer, stock availability, your order/invoice histories, etc. Please select option 3, if you are an existing Walter customer. 3) Connect to an existing customer account: Select this option if you want to connect your user account to your existing customer record with us. This requires an approval from an authorized person in your organization. Or contact your internal user administrator, who can create your user account. Depending on which option you choose, you will need to fill in some additional information. Step 4: Completion of your registration The final view informs you on how you can proceed. In case you have registered as a basic user, you can start navigating through the Walter homepage. While waiting confirmation for customer user approval from Walter customer service, you can navigate as basic user throughout the Walter homepage. File: UM_Toolshop_Customer manual_en.doc Page 6 of 43

7 1.1. Terms of use During your first login you have to accept the terms of use for the homepage/shop. Terms of use include: Global disclaimer Global general website terms of use Local terms & conditions for your respective country If you want to read the terms of use, please click on the green link. A popup-window will show you the terms & conditions. 2 Types of user-accounts On the Walter homepage users can have different accounts. 2.1 Basic user account Basic user means: - you can start to navigate with no connection to a customer account right away on the Walter website. - you can subscribe to the Walter newsletter - you take part of the Walter basic services (e.g. when entering GPS, you will be automatically unlocked for the pricelist of the country that you have registered for and your language will be preset). - you can switch between the three basic languages of the website (English, German and Chinese) Whenever the basic user clicks on a shopping symbol on the Walter website, he is informed that he should upgrade his account to be able to shop: File: UM_Toolshop_Customer manual_en.doc Page 7 of 43

8 To upgrade the basic user-account and be able to order, you have to go to My Settings under your user account menu, when you click on your name on the black top ribbon of the page. on the bottom of My settings you can send a request for being upgraded to a Walter customer user and have access to the shop as well. File: UM_Toolshop_Customer manual_en.doc Page 8 of 43

9 You will be required to fill in some additional information, like VAT number and invoice address. 2.2 Customer user account Customer user account means: - The Walter customer service creates a new customer record and connects your user account. - You can start shopping and take part of the Walter extended service offer, i.e. stock availability, your order/invoice histories, etc. - You can switch between 20 languages at any time: all shopping related website parts are visible in your chosen language. Due to the fact that not all parts of the website are translated in these 20 languages, the rest of the website is presented in the fallback language of English. File: UM_Toolshop_Customer manual_en.doc Page 9 of 43

10 3 Shop If you are a customer user there are different symbols, which directly lead you to the order entry page within the shop. You can click on: a) Tools Order entry b) Shopping cart symbol on the black top ribbon c) My account menu Order entry on the black top ribbon File: UM_Toolshop_Customer manual_en.doc Page 10 of 43

11 Explanation of the content on the black top ribbon: Country and language chooser Logged in user s name with menu including personal & shopping related topics, which can be attained from every page on the Walter website In case of a customer user, the customer number is visible. Mouse over shows details Logout button Shopping cart symbol to switch directly into the order entry/shop ping cart 3.1 Order entry The order entry page is the most important part of the Walter shop, here you can enter orders into the fast order entry page, and submit them into the shopping cart below Fast order entry File: UM_Toolshop_Customer manual_en.doc Page 11 of 43

12 Fast order entry is one way to enter the order in. Field name Ordering code (mandatory field) Qty (mandatory field) Description Material description e.g. DNMG NF3 WPP20 Your order quantity Walter SAP Material No Customer Mat. No (needs to be already maintained in SAP) EDP No. (only Nafta) ANSI code (only Nafta) Requested date Your ordering code Comment Connect code Contract no. (only Nafta) Expand/Collapse fields Ship complete Clear row Clear all Add to cart Requested delivery date, has to be entered as YYYY-MM- DD. Your customer material number. If not existing or not equaling the value in the Walter SAP, the entered number will overwrite existing values for this one specific order line within the order. Order line comment Items with the same value will be delivered together, e.g. all products marked with a 1 are delivered in one package Pricing contract number to which the entered product should refer to and retrieves his price from Unhides/hides all optional order entry fields All items that are entered in the fast order entry template receive the same connect code value and will be delivered as one package. Clears the respective row Clears all entered items from the fast order entry template. Transfer of all items into the shopping cart If you hover over the headers of the fast order entry, you can read an explanation about the content of each column. See the following example for the ordering code column: File: UM_Toolshop_Customer manual_en.doc Page 12 of 43

13 3.1.2 Shopping cart Field name Ordering code Qty Discount group Requested date Ship date Availability Description Material Walter SAP Customer Mat. EDP No. (only Nafta) description Material No ANSI code (only e.g. No. (needs to be Nafta) DNMG already 2-NF3 maintained in WPP20 SAP) Order quantity (delivery units in SAP are checked). Walter discount group Date, where the customer wants to have the goods delivered. Format: YYYY-MM-DD Date, at which the goods are sent by Walter. Format: YYYY-MM-DD Available : Quantity is available on stock => See Details : Click on it to see the product details and to find the availability information in the lower area. File: UM_Toolshop_Customer manual_en.doc Page 13 of 43

14 No info available If the requested quantity exceeds the available quantity and the expected quantity from production, no expected delivery date will be displayed on the right side (No info available). If the requested quantity only exceeds the available quantity but not the expected quantity from production, an expected delivery date will be displayed. If the requested quantity can be covered by the available quantity, the expected delivery date will be the requested delivery date (in our example 18/10/2012) Your ordering code Comment Connect code Net price List price Line total Edit Delete Delete all Check out Save as template Your customer material no. Order line comment. Items with the same value will be delivered together, e.g. all products marked with a 1 are delivered in one package. Net price in local currency. List price in local currency Total result of the line Change content of an order position Deletion of one order position Deletion of all items in the shopping cart Validation of the order & change to the order check out page With this function you can save your entries in the shopping cart as an order template to use it again another time. Enter a name for the template, before you press save. You can find your saved templates within My templates under My account if you click on your name on the top black ribbon Product search If you click on Product search above the fast order entry template, a pop-up opens and you can search for product names etc. File: UM_Toolshop_Customer manual_en.doc Page 14 of 43

15 The following Ordering code types can be selected: Order code/iso code Product code / material description Your ordering code Your customer material number that is maintained in the Walter SAP system SAP Material No Walter SAP material number of the product EDP number (only Nafta) ANSI Code (only Nafta) If brand is known, it can be also specified, which decreases the search time. Result list of the product search: File: UM_Toolshop_Customer manual_en.doc Page 15 of 43

16 Field name Ordering code Qty Description Net price List price Availability Select Description Material description e.g. DNMG NF3 WPP20 Walter SAP Material No Customer Mat. No (needs to be already maintained in SAP) Package quantity displayed Product description Net price in local currency List price in local currency Available stock quantity Product is transferred to Fast order entry template EDP No. (only Nafta) ANSI code (only Nafta) Upload file If you click on Upload file above the fast order entry template, a pop-up opens, where you can upload your order file. File: UM_Toolshop_Customer manual_en.doc Page 16 of 43

17 The upload file has to contain at least the following information: Product Code (e.g. A ) -> Mandatory field Order quantity -> Mandatory field The following information is optional and can be included in the file as well: Your ordering code (free entry) -> Optional (= customer mat. no.) Requested date (YYYY-MM-DD) -> Optional (needs text format) Order line comment -> Optional Connect code -> Optional You can flexibly define the order of your fields included in the upload file. Just pull those fields, which are applied in your file, into the right area of the pop-up: File: UM_Toolshop_Customer manual_en.doc Page 17 of 43

18 In this example each information (column) within the text file has to be delimited by a semicolon (csv-file). This is how the file looks like, if you open it in Notepad: The following upload file formats can be used: The advantages for the customer: File-upload Flexible content of the upload file Easy handling No double order entry, therefore time savings Quick interface set-up During the upload it can happen that some error messages appear. To continue the ordering process with all other valid items you can press Clear row for the non-found items. All other items are already transferred to the shopping cart. Please contact your Walter customer service or send them the error list. They will support you with finalizing your order. File: UM_Toolshop_Customer manual_en.doc Page 18 of 43

19 Process how to use the file upload solution in : 1) Walter customer service can provide you with an example file and format description 2) You as a Walter customer hand over these files to your IT department or external IT Service 3) This IT department has to create an interface within your system, which makes it possible to have an automatic download of the orders as a file (normally csv-file) out of your system. 4) Then you enter yours orders in your purchasing system and use the automatically generated file to upload it via File-Upload function in Select template If you click on Select template above the fast order entry template, a pop-up opens and you can choose among your saved templates. File: UM_Toolshop_Customer manual_en.doc Page 19 of 43

20 Choose one of the templates and click on select template. The content of the template is transferred to the fast order entry page. Clicking on the name of the template, the content gets visible: To do further changes in your templates, please go to My templates under My account menu on the top black ribbon Replacement product Toolshop offers the possibility to display replacement products for phased-out articles. In case you enter such a product, you receive a pop-up window before the products arrive in the shopping cart that informs you as follows: The amount to be ordered in this example is 8 pcs. In this case the first product is already marked as phased-out in the Walter backend, the second is the replacement product. It is recommended to check the availability by clicking on See details in order to see the real stock situation of the articles. The following scenarios are possible and will be described: File: UM_Toolshop_Customer manual_en.doc Page 20 of 43

21 a) You decide to order the old product and the stock level of this product can cover the requested amount Within the article details we can see that the requested amount can be covered by the available stock level. If you decide to anyway buy this phased out product, you will receive this old product in the required quantity. b) You decide to order the old product, but the stock level of this product doesn t cover the requested amount Within the article details we can see that the requested amount can t be covered by the real stock level of the product. In case you still decide to order this phased out article and you send the order to Walter, the old will be replaced by the new product (which has been shown to you in the pop-up window). You will receive the new replacing product. c) You decide to order right away the new product The new product is placed into the shopping cart and can be ordered. File: UM_Toolshop_Customer manual_en.doc Page 21 of 43

22 3.1.7 Order creation If you click on the Check out button under your shopping cart, you end up on the Order check out page, where you need to enter some information, before being able to finally send the order. Field name Reset to default Change address Order reference Mandatory Drop shop order reference Description Delivery address Change back to the delivery address that is marked in the Walter backend as default address of the customer Choice of another delivery address. A list of all maintained shipto-parties in the Walter backend system for this customer will be displayed Order references Customer order reference (customer purchase order number) which will be shown/printed on all documents. End customer order reference, especially helpful for dealers who order for their end customers. Order comment Order header comment Deliver to a different address Here you can enter a delivery address, which you want to save in your local address book. File: UM_Toolshop_Customer manual_en.doc Page 22 of 43

23 Payment information Payment by At the moment there is only the possibility to pay by invoice. invoice Shipping method & Third Party Account (only Nafta markets) You can also see the Order summary further below on this page, which actually displays the shopping cart content, as seen before. On the bottom you can find two buttons: Field name Back Send order Description Go back to the shopping cart to change products Place your order order will be sent & created in the Walter backend system SAP. After clicking Send order your order will be created in SAP. The following confirmation of order receipt confirms that the order has been sent to and created in the Walter SAP system. Attention: This is no confirmation of delivery dates. The real order confirmation will be sent out by Walter the same way as for all manually created orders (if agreed between Walter & customer). File: UM_Toolshop_Customer manual_en.doc Page 23 of 43

24 Order receipt confirmation 3.2 Transaction history Within the transaction history the details of all your standard and special orders and all your invoices are displayed Order history Click on the tab View orders to see the order history template: File: UM_Toolshop_Customer manual_en.doc Page 24 of 43

25 Field name Description Date Date when the order was created. The format has to be YYYY- MM-DD. Order number SAP Order no. Order status All orders = Display all existing orders Active orders only = Display all open orders Closed orders only = Display all delivered orders Ordering code Check orders containing certain products. You can enter material description, Walter SAP material no., your customer material no. (and EDP and ANSI code only Nafta) Order Your purchase order no. reference Drop shop End customer purchase order no. order reference Invoice Walter SAP Invoice no. number Result list in the order history: File: UM_Toolshop_Customer manual_en.doc Page 25 of 43

26 Field name Order number Order date Order status Ship to Name Order reference Drop ship order reference User ID Description SAP Order no. Date when the order was created ACT = Active => not yet delivered CMP = Completed => delivered TMP = Temporary => registered orders with a delivery block Name of the customer Your purchase order no. End customer purchase order no. Not yet implemented If you click on an order number in the first column of the result list, you can check the order details: File: UM_Toolshop_Customer manual_en.doc Page 26 of 43

27 The advantage is that you can directly re-order certain positions from the order details and transfer them into the shopping cart (with pop-up window asking for requested amount) or even transfer the complete order into the fast order entry template. Within the order details you can also find the Tracking/package number, which helps you to track the status of your order on the carrier s website Invoice history Click on the tab View invoices to see the invoice history template: Field name Date Invoice number Order number Ordering code Order reference Drop ship order reference Description Date when the invoice was created. The format has to be YYYY- MM-DD. Walter SAP Invoice no. Walter SAP Order no. Check invoices containing certain products. You can enter material description, Walter SAP material no., your customer material no. (and EDP and ANSI code only Nafta) Your purchase order no. End customer purchase order no. Result list in the invoice history: File: UM_Toolshop_Customer manual_en.doc Page 27 of 43

28 Field name Invoice no. Inv. date Currency Gross value Total tax Total charges Total allowances Total invoice value Description Walter SAP Invoice no. Date, when the invoice was posted in the Walter SAP. Your currency Gross value amount of the invoice. Total tax amount of the invoice. Total charges containing e.g. freight costs. Total discounts. Total invoice value. If you click on an invoice number in the first column of the result list, you can check the invoice details: The advantage is that you can directly re-order certain positions from the invoice details and transfer them into the shopping cart (with pop-up window asking for requested amount) or even transfer all items from the invoice into the fast order entry template. File: UM_Toolshop_Customer manual_en.doc Page 28 of 43

29 4 My account The purpose of My account is to reach all shopping related topics, as well as, terms of use & the user settings from each corner of the Walter website. The My account menu can always be reached, if you click on your name in the top black ribbon. It is divided into the following sections: Personal section Shop related section The above picture shows the maximum of subjects that a customer user can see. Basic users can only see the following topics: 4.1 My settings In My settings you can do changes on your profile. You can: Change personal information like language, company function etc. Change your personal password for the Walter website File: UM_Toolshop_Customer manual_en.doc Page 29 of 43

30 This is recommended to be done right after the first login on the Walter website. Attention concerning the format of the password: 1. Common words like Walter, Summer, Winter, qwerty etc are not allowed. 2. Similar words to the user s first name or last name are not allowed. 3. Similar words to the user ID (= address of the user) are not allowed. Subscribe/unsubscribe for a Walter newsletter Upgrade to a customer account to be able to shop, if you are a basic user Check your customer information & Walter contact persons 4.2 My address book My address book gives you the possibility to maintain the addresses of your locally saved address book. You can add new addresses, edit existing ones or even delete unnecessary addresses. File: UM_Toolshop_Customer manual_en.doc Page 30 of 43

31 Field name Cancel Reset Search Save address Delete Edit Description Change back to the starting page of the website by interrupting your current actions within My address book Any entries you made in the entry fields about company name, street etc. are reset and deleted. Search for parts of the company name to find an address within the address book Enter a new address in the given fields and save this address Deletion of complete address lines from your address book Change saved addresses The address book is available on customer level, which means that all of your users, who are assigned to one customer number, share the addresses between each other. 4.3 Change customer This topic gives you the possibility to switch easily with only one login ( address and password) between several customer numbers and send your orders. For further information, please contact your local administrator. 4.4 User Management If you are a customer user, who has the permission to create additional users, you will have this topic under My account on the top black ribbon clicking on your name. File: UM_Toolshop_Customer manual_en.doc Page 31 of 43

32 You will see all users that have been created under your customer number in the following way: Check user details You can check the user details by clicking on Open details within the drop-down list besides the user name: A pop-up opens, where you can do changes within the user access data. In the sheet User details & Additional user info you can see the following information, which can be also adapted if necessary: File: UM_Toolshop_Customer manual_en.doc Page 32 of 43

33 File: UM_Toolshop_Customer manual_en.doc Page 33 of 43

34 Field (= User name)* Password* Confirm password* First name* Last name* Company name Customer Number Street House number Area Post code City Region/State Telephone Mobile phone Country Language Company function Customer type Industry VAT Code I want to receive news from Walter Status Description Your address (= user login name for our website), which is unique and can be set up only once in the system. ATTENTION: Due to a safety restriction (legal reason) the address is to be seen as a unique ID and can t be changed by anyone. A user can only be disabled. This login password needs to include: at least 8 characters at least 1 number at least 1 uppercase Attention: 1. Common words like Walter, Summer, Winter, qwerty etc are not allowed. 2. Similar words to the user s first name or last name are not allowed. 3. Similar words to the user ID (= address of the user) are not allowed. Confirm the above entered password First name of the user Last name of the user Name of the user s company Walter SAP customer no. of this company (this is preset information) Street name of the user s company House number of the user s company Area name, where the company is located Postal code City, where the user s company is located Region/state, in which the company is located in Phone number of user Cell phone number of user Country, to which user should be assigned Select shopping language of the user (in case of a basic user these are only DE, EN, CN). He can change it at any time in his settings by himself. Position of the user within his company Select type of the user s company Select industry of the user s company Value added tax code of the user s country User can decide upon this during registration. The purpose of this field is to show the File: UM_Toolshop_Customer manual_en.doc Page 34 of 43

35 Additional user info Gender Company department Academic title Fax Postal department code status of the user, Active = User is set up and can log in on our website Disabled = User is set up but can t log in on our website Awaiting new customer approval = user has registered and is waiting to be created as customer user Awaiting existing customer approval = User has regsitered and is waiting to be connected to an existing customer account Gender of the user (drop-down menu) Department, where the user belongs to within his company (drop-down menu Academic title of the user (drop-down menu) Fax no. of the user Postal code of departments within huge companies *Mandatory fields on country level to be defined. List also depending on registration fields User roles In the sheet Roles you can assign user roles to the user or take the permission for certain roles away from him. You are only allowed to assign your own user roles to a new user. As an explanation you can find here the existing user roles: User role Description Basic user role Basic Registered User Guest access User can automatically register for this user role No shopping possible Automatic preset of language in GPS Automatic unlock of pricelist in GPS for the registered country Customer user roles - standard Customer User Limited User needs to be created by Walter Internal Sales Customer specific prices are displayed Stock availability is displayed Order/Invoice history visible No shopping possible Customer User Extended Rights User needs to be created by Walter File: UM_Toolshop_Customer manual_en.doc Page 35 of 43

36 Internal sales Customer specific prices are displayed Stock availability is displayed Order/Invoice history visible Shopping possible User roles applied on top of above displayed customer user roles Customer User Admin Multi customer access User can be assigned to this user role, on top of the previous two roles. As a customer user admin he is able to create additional users for his customer number by himself. A user needs to be assigned to this user role, if he is supposed to handle with one login different customer numbers. Reference: Change customer in chapter Enable/Disable users The sheet Advanced is always relevant, if you want to activate a user, due to the fact that: Password is not correct and needs to be changed His status is disabled or any other not active status is visible (e.g. awaiting new customer approval or awaiting existing customer approval) In this sheet you can also disable users in case you want them to not be able to login/order anymore. File: UM_Toolshop_Customer manual_en.doc Page 36 of 43

37 This is how you disable the user: And this is how you enable the user: File: UM_Toolshop_Customer manual_en.doc Page 37 of 43

38 4.4.4 Change user s password To change a password of a user, search for the user and open the user details by clicking on Open details within the drop-down list besides the user name: A pop-up opens, where you can do changes within the user access data. Click on Change password : A pop-up opens, where you can change the password for this specific user: File: UM_Toolshop_Customer manual_en.doc Page 38 of 43

39 You have two possibilities: a) Please enter the new password manually in Password and Confirm password. Then save & close. You need to inform the user manually about his new password. Attention for the password format: 1. Common words like Walter, Summer, Winter, qwerty etc are not allowed. 2. Similar words to the user s first name or last name are not allowed. 3. Similar words to the user ID (= address of the user) are not allowed. b) You want to create a system generated password for the user, then you mark Auto generate password? You can then decide as well, if the manually entered or auto generated password should be sent by to the given address, then please mark Send e- mail confirmation. Otherwise you need to manually inform the user and send him e.g. an . Please save your changes in the end. File: UM_Toolshop_Customer manual_en.doc Page 39 of 43

40 4.5 Order entry Please refer to the description under chapter My product check With the My product check you can check for a certain product or product family based on an entered quantity: Is this product available in the given quantity? Which are your specific prices? You can also enter parts of the product name to compare, which product of the complete range is on stock for the entered quantity. It is also possible to compare prices at one glance and select the suitable product. File: UM_Toolshop_Customer manual_en.doc Page 40 of 43

41 4.7 My templates My templates is the administration tool for your stored templates. You can delete single items from your template or the complete template itself. It is also possible to rename templates. Clicking on the template name, the content is displayed. Templates are stored on user level, which means that different customer users assigned to the same customer no. can t access each other s templates. 4.8 Transaction history Please refer to the description under chapter Terms of use You can find the Terms of use for the website and the shop as well as the local terms & conditions of the country you have registered for Sign out File: UM_Toolshop_Customer manual_en.doc Page 41 of 43

42 5 Find product Clicking on Tools Search & Shop or directly on Find product and you arrive on the catalogue search page of the Walter website. 5.1 Quick search The quick search offers you the possibility to search for any keyword throughout the whole Walter website. You will be presented products, videos, pictures etc. categorized in a good overview. 5.2 GPS GPS is a machining navigator to search for specific products, but it offers you as well the possibility to receive a recommendation for suitable products based on your specific application. You can transfer the desired products to a GPS internal wish list and then pass them on into the fast order entry of the shop to finalize your order. File: UM_Toolshop_Customer manual_en.doc Page 42 of 43

43 5.3 E-Paper The E-Paper is a catalogue, where you can page through and search for products. 5.4 Walter Online Catalogue This is a catalogue, where you can find all products from the Walter brand, select them and transfer them into the shopping cart. 5.5 CCS Within the CCS catalogue you can search for products of the brand Walter-Prototyp, but you can also have a recommendation based on your current application. All products can be transferred directly to the shopping cart. You can find a more detailed description of all the products directly on the Walter homepage within the chapter Find product. File: UM_Toolshop_Customer manual_en.doc Page 43 of 43