Webforms - Frequently Asked Questions

Transcription

1 Webforms - Frequently Asked Questions 1. What is my username? 2. How do I reprint an existing Delivery Docket? 3. H ow do I reset my password? 4. H ow do I change my password? 5. H ow do I change the address that purchase order notifications are sent to? 6. W hy I am not receiving my purchase order notifications? 7. H ow do I search for a document? 8. M y computer is asking me to select an application to print my purchase order 9. C an I print more than one purchase order at a time? 10. M y purchase order is showing incorrect information (i.e. GTIN, prices, descriptions) 11. W hen I send through a Modified Acknowledgement will the changes be updated on the original purchase order? 12. W hy are the Accept, Modify & Reject options missing on my purchase order? 13. I have acknowledged my Purchase Order but need to make a change to the acknowledgement 14. W hy is the document status on my purchase order showing as inactive? 15. I have Invoiced the Purchase Order but the status is not showing as invoiced 16. C an I move a deleted invoice back to the inbox? 17. W hy can t I locate an old purchase order/invoice in my webforms account? 18. A m I able to add a new line to an invoice? 19. W ill deleting a purchase order in my Webforms account delete it in Woolworths' system? 20. W hat is my RTV Number? 21. W hat paperwork do I send with the goods? 22. D o I have to use the webforms delivery docket functionality? 23. C an I print multiple Delivery Dockets or Invoices at the one time? 24. I have noticed messages sitting in my Outbox for extended periods 25. I was logged on earlier in the day and now I cannot logon again 26. C an I make adjustments to an invoice already sent to Woolworths? For further assistance please contact Technical Support - Phone: ebusiness@woolworths.com.au

2 Webforms - Frequently Asked Questions 1. What is my username? If you are unsure of your user name, contact your organisation's webforms Administrator. The Administrator User controls your internal User Groups & Profiles. If you require further assistance contact Woolworths ebusiness Support on the numbers at the beginning of this document. 2. How do I reprint an existing Delivery Docket? Go into your Sent Items folder and select the Invoice related to the Delivery Docket, or use the Search Documents functionality to find your invoice. Open the Invoice and select the Delivery Docket link. The Delivery Docket will then be displayed for you to print. Note: The Delivery Docket option will not be available if you did not enter in a delivery docket number when creating your invoice.

3 3. How do I reset my password? On the webforms login screen, enter in the organisation ID and user ID, then click on the Forgotten Password? button. The new password will be ed to the address linked to the User ID within a few minutes. 4. How do I change my password? On the Webforms login screen enter your Organisation ID, User ID and Password and then click on the Change Password Button. A screen will appear where you will be prompted to enter your existing password and your new password twice (for confirmation).

4 5. How do I change the address that purchase order notifications are sent to? Only the Webforms Administrator will have the access to update the address that PO notifications are sent to. 1. Log in to your Webforms account 2. Open the Administration menu by clicking on [+] icon 3. Click on Partner Configuration 4. Click on the Partner Profile tab 5. Enter/remove addresses in the webforms Notification box. If there is more than one address in this box, they should be separated only by a comma; there should be no space. 6. Click Save

5 6. Why I am not receiving my purchase order notifications? Please do not rely on the PO notifications for your orders, please login to webforms on a daily basis to check for new orders. If you are not receiving the notifications please do the following: - Check that the address is correct. - If there is more than one address, check there are only commas between addresses, no spaces. - Check your spam/junk folder - Contact your internet service provider and have s sent from Ventyx (@ gms.ventyx.abb.com ) whitelisted. 7. How do I search for a document? 1. Click on the Search Documents link from your webforms menu 2. Enter in the document number in the Your Document Number field (for POs you need add the leading "00" eg ) 3. Click on Submit in the top right corner of your page This will display all documents in your Webforms account with the same number eg. If you search by a PO number which has multiple change orders, the search function will display all versions of the PO. Note: Only 3 months of data is retained in Webforms. After a period of 3 months, from the date webforms received or raised the document, ALL documents are automatically deleted and cannot be retrieved.

6 8. My computer is asking me to select an application to print my purchase order Adobe Acrobat Version 11 or higher is required to view documents in webforms. Visit to download Adobe Acrobat. 9. Can I print more than one purchase order at a time? Yes. Open your inbox and tick the checkbox adjacent to the document and select the print link at the top right hand of the screen. To print multiple documents; select the box for each document or select the check box at the top and all purchase orders will be automatically selected. Result: All selected documents will open within one PDF document for you to print. Note: Printing multiple documents is only available for up to 25 documents at a time.

7 10. My purchase order is showing incorrect information (i.e. GTIN, prices, descriptions), what do I do to have this rectified? You will need to make contact with your Woolworths Buyer / Category Manager. 11. When I send through a Modified Acknowledgement will the changes be updated on the original purchase order? No. The original Purchase Order will not be updated with changes made on the Purchase Order Acknowledgement. The relevant Buyer / Category Manager will review your changes and resend the order, if applicable. However when you invoice the order the updated information will be shown on the Invoice screen. 12. Why are the Accept, Modify & Reject options missing on my purchase order? These options will only be available in webforms for original DC purchase orders. If you require a change to be made or if you cannot supply the order please contact your Buyer / Category Manager. The following orders do not require a Purchase Order Acknowledgment: - DC Change Orders - DSD Purchase Orders - Produce Purchase Orders 13. I have acknowledged my Purchase Order but need to make a change to the acknowledgement You will need to make contact with your Woolworths Buyer / Category Manager. 14. Why is the document status on my purchase order showing as inactive? The status of a PO in webforms is automated. It will only become "Inactive" if it is superseded with a PO change. When you receive a change order, it will show as active regardless if the previous version has been invoiced.

8 15. I have Invoiced the Purchase Order but the status is not showing as invoiced Option 1. It could be that the document (Invoice) has only been saved and not sent. Open the PO and on the Customer Order screen select the View Audit Details button (on the right hand side of the screen just above the line item information). A screen will appear that shows the actions that have been performed on the PO and the associated document numbers. If the action descriptions only show Invoice Created, and not Invoice Sent, then the invoice should be in your Drafts folder. The invoice can be sent from your Drafts folder. Option 2. If the document is a change order, you may have invoiced on a previous version. Please see next question. 16. Can I move a deleted invoice back to the inbox? POs accidentally deleted from the Inbox cannot be moved back from the Deleted folder to the Inbox. They can be moved to other subfolders but not the Inbox. However, they can still be actioned from the Deleted folder.

9 17. Why can t I locate an old purchase order/invoice in my webforms account? Webforms only retains 3 months of Historical data. After a period of 3 months, from the date webforms received or raised the document, ALL documents are automatically deleted and cannot be retrieved. Note: Should you require the documents longer than 3 months, you will need to print a hard copy and/or save them to your computer before the 3 month period has elapsed. 18. Am I able to add a new line to an invoice? No, it will not pass Woolworths validation; only items appearing in the active PO can be added to the invoice. 19. Will deleting a purchase order in my Webforms account delete it in Woolworths' system? No, the webforms system is not linked to Woolworths SAP system and hence, deleting the PO from webforms won't delete it from any other system. If a PO does not need to be supplied or actioned by the trade partner, it can simply be deleted from the webforms account. 20. What is my RTV Number? Your RTV number is your Remit to Vendor number that is required on all invoices. This is a different number to your Vendor number (however you will notice that the first five digits are the same) and it will appear on your Purchase Order. If you have any questions in relation to your RTV number please contact our Transaction Processing Centre (TPC) on: Phone (AUS): Phone (NZ): tpc@woolworths.com.au 21. What paperwork do I send with the goods? You must send two (2) un-costed delivery dockets. One is required for Woolworths and the other is required for the driver as proof of delivery. Invoices should not be sent with the goods.

10 22. Do I have to use the webforms delivery docket functionality? No. You can use your own format Delivery Docket as long as it contains the following information (in addition to standard identification elements such as company name); - Line Item Identification (excluding values) - Line Item quantities (excluding values) - Purchase Order Number - Delivery Location and Date 23. Can I print multiple Delivery Dockets or Invoices at the one time? No, not at the moment. 24. I have noticed messages sitting in my Outbox for extended periods Verify you have connectivity and refresh your web browser. If the problem persists, for longer than 24 hours, please contact your webforms administrator or the Woolworths ebusiness team. 25. I was logged on earlier in the day and now I cannot logon again You need to ensure that you log off using the Logout link on the screen. If the system times you out and logs you off automatically you can try restarting your computer and opening webforms in a different web browser. If you are still locked out you will need to wait for approximately 1 hour before trying to log back in again. After 1 hour, if you still have problems clear your cookies and temporary internet files and restart your computer.

11 26. Can I make adjustments to an invoice already sent to Woolworths? Should you require any adjustments to be made to an original tax invoice which has been sent you will be required to send a Corrected Invoice. Corrected invoices can be sent in webforms within 24 hours of sending the original invoice. Go back to the PO, go through the motion of invoicing it as if for the first time, key in the correct invoice number, click on the drop down arrow in the invoice type box and select Corrected Invoice. Key in all the other fields you would normally fill in and once you've confirmed the details are now all correct, you can simply press SEND. If an invoice needs correcting outside of the 24 hours contact TPC: Phone (AUS): Phone (NZ): tpc@woolworths.com.au