User Documentation for the Media-Saturn WebEDI-Portal from SEEBURGER (Supplier View)

Transcription

1 User Documentation for the Media-Saturn WebEDI-Portal from SEEBURGER (Supplier View) Version 1.1, 2016 June 24th Copyright (c) 2015 SEEBURGER AG ( All rights reserved. For trade marks (registered or protected) included in this documentation the copyright protection of the original proprietor applies. Page: 1 / 20

2 1. General System Requirements Access Requirements Browser Settings for the Proper Method of Operation with the System Printing and Saving with the Acrobat Reader from Adobe WebEDI Access to the Portal and Your Supplier Mail Box Basics Functions WebEDI Symbols and Color Coding Buttons and their functionalities Filtering and Sorting To-Do-List Search Orders Import and Print-out of Orders Orders/Overview List of Orders Dates: Create Delivery and Pick List Order Header Line Items Create Delivery Note Delivery Note Header Line Items Packaging Delivery Note Unsent Delivery Note Sent Create Invoice Invoice Header Invoice Line Items Invoice Footer Invoice Unsent Invoice Sent Archive Functions of the Archive Archive Orders Archive Delivery Note Archive Invoice Files Download Orders Configuration Configure Profile / Change Password Mail Box Glossary Page: 2 / 20

3 1. General The WebEDI portal enables the users to conduct the entire business process for a single order via the Internet. The SEEBURGER WebEDI portal is market place capable; this means an arbitrarily number of suppliers can conduct the entire order process with an arbitrarily number of dealer/customers. Dependent on the role of the user (dealer/customer or supplier), different menus are available. The content of this manual corresponds to the supplier view. In addition to receiving, storing and printing of (single) orders, all receipts can be stored, printed and sent through a secured connection to the customers. This enables suppliers to be entirely EDI capable without an own EDI system, or EDI capable ERP system. 2. System Requirements 2.1. Access Requirements These are the requirements to work with the system you need: Page: 3 / 20

4 A standard PC, its graphic card and screen should support a minimum screen resolution of 1024*768. An Internet connection (the faster, the better). An Internet browser, the system is optimized for the Internet Explorer, version >= 6.0. This browser is recommended. To print the documents you require: A printer, recommended is a laser, or ink jet printer with a resolution of at least 300dpi. Acrobat Reader from Adobe: You can download this program free of costs from the homepage of the company Adobe ( Install the program on your computer. It is recommended to work with the current version, but minimum requirement is version Browser Settings for the Proper Method of Operation with the System To ensure that the application works correctly, you have to activate the Java Script in the security settings of your Browser. Please do the following adjustments: o Enable the parameter Active scripting (JavaScript) o Disable the parameter Use popup blocker 2.3. Printing and Saving with the Acrobat Reader from Adobe All documents within the system are generated with the Acrobat Reader. The Acrobat window showing the document in a print format, it is opened every time you click on the buttons Print or Import. Page: 4 / 20

5 Figure 1: Print out with Adobe To print the document or to save it locally as PDF use the standard functionalities of the Acrobat Readers (see Img.: Print out with Adobe / 1 and 3). Should you have a version (e.g. 5.0) with the option to set parameters installed, please regard that you set the options 1 and 3 in the area Copies and Adjustments (see Img.: Print out with / 2): Parameter 1 = Shrink oversized pages to page size; this parameter ensures that the forms are adjusted to the settings of the margins of your print driver. Parameter 3 = Auto-rotate and center pages, this parameter ensures that the forms do not have to be manually switched between Portrait and Landscape. To save your settings click on the button OK (see Img.: Print out with / 3). Only after you have installed the Acrobat Reader from Adobe, you are able to print out your messages! If a print out (PDF-file) is only offered as a download, you have to install the Acrobat Reader! Page: 5 / 20

6 3. WebEDI 3.1. Access to the Portal and Your Supplier Mail Box 1. To access the WebEDI-Portal enter the corresponding Internet address in the address line of your browser and press the Return key. 2. To access the application and your mail box, enter your user name and your password in the Log-in page and click on the Login button. If authentication was successful the Start page of the application is opened Basics Functions WebEDI Following an overview of the available functions that also build the menu: In the Start page: Import/print orders Import/print invoices Import/print collective invoice list In the Navigation menu: To-Do-List Overview Search Document search Order Overview Date Delivery Note Create Unsent Sent Invoice Unsent Sent This menu item gives you an overview of all documents for which you have to create successors. Here you have the option to search for particular documents. Here you can print imported orders, view their details and start the generation of successors (e.g. order response, delivery notes). Here you can see an overview of open delivery dates. Based on the open delivery dates you can generate upcoming documents (e.g. order response, delivery notes) or a pick list. Create blank delivery notes (delivery notes without a predecessor). Here you can print, delete, edit and send (per EDI) not sent delivery notes. Here you can print delivery notes that were sent, but not yet processed, and create successors. Here you can print; delete, edit, and send (per EDI) not sent invoices. Here are the invoices listed that were sent via EDI, but were not yet assigned to an invoice list. Here you can view the invoices in detail, Page: 6 / 20

7 print them, or create invoice lists. Reports Archive Files Orders Download Here are the received sales and inventory reports listed. You can view and print the single reports, as well as save them locally as an Excel template. For every type of receipt there is an archive available in which you can view in detail and print your completed orders and delivery notes. Here you can save all orders that were imported, but not yet processed and downloaded in a local directory by clicking on the button Download Orders. Please regard that you can download files in different formats. The formats can be set in your profile. Please regard that by starting to download the files, their status is changed immediately to downloaded, and they cannot be processed again via the general download function. To download them again, you have to use the selective download function Symbols and Color Coding For clear and easy processing the following symbols and color coding is available in the overviews of the application: Status: Done Successor created New Read Sent Not sent An order position is delivered completely An order position is delivered partially Status History File Download File attachment download Link to file attachment Archived Page: 7 / 20

8 Replaced (Archive) Deleted (Archive) The shown delivery date is in the past or present The shown delivery date is in the future < 11 days The shown delivery date is in the future > 10 days 3.4. Buttons and their functionalities Subsequently all available buttons and their functions are described. Which of them are generally available at the individual process steps can be found in the following chapters 3.8 to Edit Calculate Details Download Print Copy Delete To edit a document, mark the check box of the desired data set and click on the button Edit. You are switched to the Document Header which is pre-filled with data of the preceding document. Only unsent documents can be edited. The calculate function applies for the document type invoices. To calculate and view the changes made in the list, click on the button Calculate. In every overview of each document type, you have the possibility to go into the document details by marking them in the check box on the left side, and click on the button Details. Alternatively you can go into the details by clicking on the data set. The detail view has two separate areas the Header level and the Line Items; you can navigate between the two by clicking on the tabs. To download one or multiple documents, mark them in the check box on the left side, and click the button Download. The standard download screen of your browser is opened. You can change the name of the file and select the path where you want to save the file. Generally only one file is saved, even if you have selected multiple orders for downloading. The format of the file depends on the setting you have made in your profile (see chapter Configuration). To print out one or multiple documents, mark them in the check box on the left side, and click the button Print. The selected data sets are listed in a PDF document in a separate Browser window. Here you can print and locally save the document via the menu functions of the Acrobat Reader. The calculate function applies for the document type delivery note. To copy the delivery note, mark the check box of the desired data set, and click on the button Copy. The quantity and positions of the copied delivery note is transferred into the new delivery note. Important: A copy from a delivery note is always a blank delivery note. The may existing links to existing predecessors are not copied! By clicking on the button Delete you can delete a marked document. A message will pop up asking you to confirm your choice to delete the document. If you confirm the message, the document will be archived. The amounts and positions in the corresponding predecessor receive then again the state open. Documents that have been sent or for which already successors exist cannot be deleted. Page: 8 / 20

9 Save Send Related Documents Delivery Note Through a click on the button Save a document is saved. In the corresponding predecessor, the quantities are marked as confirmed/delivered. Through a click on the button Send the document is also saved, but additionally it is transferred per EDI to the customer. In the corresponding predecessor, the quantities are marked as confirmed/delivered. You can switch to an overview screen that lists all the documents (e.g. order response and delivery notes) that are assigned to the selected order. Through a click on the document number (link) of a successor, this document is then the main viewed document. From this screen you can switch by clicking on the magnifying glass symbol to the detail view of the current document. The window to create the delivery note is opened (see the chapter Create Delivery Note ) Filtering and Sorting You can set filters for the document lists (e.g. orders, delivery notes) by entering selective criteria (e.g. customer, order number, order data, and delivery date etc.) and clicking on the button Go!. Above each column there is an input field, in which you can enter the search criteria. With exception to the date fields you can use the placeholders * and?. In date fields you have to enter an exact date. However, you can set a > or. < sign in front of the date to search back- and forwards from your given date. To sort within a column, click on the up and down arrows in the column. Img. Filtering and Sorting 3.6. To-Do-List The To-Do-List shows all documents for which successors have to be created. This means, for which the mandatory/configured document workflow is not yet completed Search Within the global search you are able to search for all or specific document types. The search term may have up to 20 characters. These characters can be numerical and/or alphanumeric Orders Import and Print-out of Orders Page: 9 / 20

10 On the Start page you are notified, if there are new orders in your mail box. If this is the case, you should import them by clicking on the displayed button Import. Dependent of your trading partner s definition orders will be shown automatically in PDF format. You can view, print, or save the orders here. It is also in the document overview possible. To process the orders further go to the menu Orders Overview. The orders are only shown in the menu Order Overview after the import. Attention: During import existing orders can be replaced. The open order items are compared with the delivered items, and the open orders are updated. Already archived orders cannot be imported, you will receive a corresponding message (in this case please contact your representative on the customer side). If the new processing of the open items determine that the already delivered number of items are >= the new orders (order items were reduced by the customer), the order is automatically archived. In this case you will receive a warning message Orders/Overview List of Orders In the displayed list one row is shown for every imported order, which is not yet completely delivered. Other than customer, order number, order type, and order date, there is also the first open delivery date shown of the order. For a description of the color coding refer to chapter 0. An order is listed until all contained positions are delivered, or the order is manually deleted / archived. Functions in Orders/Overview: The menu Orders Overview contains the following functions: Download Print Details Delete Related Documents Dates: Create Delivery and Pick List In the menu Orders Dates are all delivery dates in the past and of the next 10 days ahead listed. This gives you an overview of which orders have to be filled in the current period. The list shows every order and delivery date in one row. You can filter the view for customer, order number, order date, and delivery date. In addition, you can sort the contents of the columns ascending/descending with the up/down arrows in the header of the column. From this view you can also create delivery notes. Mark the check box of the corresponding order and click on the button Delivery Note. A new window opens. This function is described in the chapter 3.9. The Pick list is a detail view. Behind each row that is displayed in the Date overview, you can stick multiple order and delivery positions (items). Mark the desired data set in the check box Page: 10 / 20

11 and click then on the button Pick List. A new browser window opens displaying a PDF print listing the positions of the order Order Header It contains multiple tables which can contain the following information: - Order data (e.g. order number, order date, delivery date, pick up date, VAT tax, currency and advertisement number) - Supplier - Buyer - Invoice recipient - Delivery address - Final recipient - Free text By clicking on the arrows in the header of the tables you can blend the details in or out Line Items For each order position there is one row shown, the contents depend on the customer. In any case you can view the delivery quantity and the corresponding item numbers/names. If more order positions exist than rows in the table, the page has on the bottom arrows with which you can navigate back and forth between the additional pages, to switch to another page just click on the arrows. In addition, the column Open shows the open deliveries. The column shows the orders with the prior announced partial deliveries, or reduced through the partial delivery receipts. This way you always have a current overview about the open positions. If a position or a delivery date completely filled/confirmed, a green check mark is shown in the last column. Img.: Line Items Processing Options for Line Items: Print Order Response Delivery Note Page: 11 / 20

12 Invoice Related Documents 3.9. Create Delivery Note You have two options to create delivery notes: 1. The delivery note is created based upon a predecessor (order). 2. The delivery note is created independent without any relation to a predecessor (blank delivery note). In case of the first case the delivery note header is pre-filled with the data of the predecessor. In case of the blank delivery note, all fields are empty except the supplier s address. The Detail view is separated in to two areas, the delivery note header and the line items. You can switch between the two areas via the tabs Delivery Note Header It contains multiple tables which can contain the following information: - Delivery note data (delivery note number, delivery date, order number, carrier, etc.) - Supplier - Buyer - Invoice recipient - Delivery address - Final recipient - Free text - Additional information: SSC, packing type, quantity The fields with a colored background are mandatory and have to be filled! In case of a blank delivery note, you have to select in the corresponding drop-down list the recipient of the delivery note. After you selected the recipient, all corresponding customer data is filled in automatically Line Items All delivery note positions are listed; a delivery note can contain multiple positions. Img.: View Delivery Note Line Items Page: 12 / 20

13 In this example several positions are listed. The field Quantity is filled with the requested delivery quantity from the order. The field Quantity is pre-filled with the number of the current open delivery amounts. Please enter in this field the confirmed delivery quantity. If the delivery note contains positions that you do not want to deliver, you can remove them from the delivery note by removing the mark in the check box, or setting the delivery quantity to 0. Depending on user rights and system configuration, you can add further positions to the delivery note through filling the corresponding fields. Processing Options in Delivery Note Line Items: Print Save Send (when packaging is not necessary) Related Documents With the button Send you confirm the delivery for your customer per EDI! You can no longer alter the delivery note at a later point, if you use this function. The fields with a colored background are mandatory and have to be filled! Packaging The positions of the delivery note can be packaged. The application supports the automatic generation of NVE/SSCC numbers and the print out of corresponding transport labels with EAN128 Barcode. Img.: Packaging The screen offers an overview of all positions contained in the delivery note (item and quantity). To keep the expenditure of the packaging as low as possible, the application automatically packages every position first to its own batch (item in). The 18 digit number of the sending unit (SSCC) can be automatically generated by the application, if the corresponding configuration was made in the user profile (see chapter 4.2). Through clicking on one of the buttons Save and Send, you confirm your entries. Processing Options in Delivery Note Packaging: Print Label Print (opens barcode label as PDF, afterwards it can be printed out) Save Send Page: 13 / 20

14 Clear all (reset changes) Generate SSCC numbers Related Documents With the button Send you confirm the delivery for your customer per EDI! You can no longer alter the delivery note at a later point, if you use this function Delivery Note Unsent To edit or print already written delivery notes at a later point, switch to the menu Delivery Note Not sent. In the list one row is shown for every written but not yet sent (EDI) delivery note. Print Send With the button Send you confirm the delivery for your customer per EDI! You can no longer alter the delivery note at a later point, if you use this function. Edit Delete Copy A copy from a delivery note is always a blank delivery note. The may existing links to existing predecessors are not copied! Related Documents Delivery Note Sent In the sub menu Delivery Note Sent you can view all delivery notes that were sent by EDI. Processing Options: Print Details Copy A copy from a delivery note is always a blank delivery note. The may existing links to existing predecessors are not copied! Invoice Related Documents Create Invoice The Detail view of the invoice is separated in three areas Invoice Header, Line Items, and Invoice Footer. You can navigate between the areas via the tabs. The screens are pre-filled with the data from the predecessor document. Page: 14 / 20

15 Invoice Header It contains multiple tables which can contain the following information: - Invoice data (Invoice No., invoice date, delivery note number, etc.) - Supplier - Buyer - Invoice recipient - Delivery address - Final recipient - Free text The fields with a colored background are mandatory and have to be filled! So you do not have to enter the tax number for each invoice, you can enter it in your user profile (menu Configuration/Mail box) Invoice Line Items Listed are all positions of the predecessor (e.g. delivery note) with the delivery quantity > 0: Img.: Line Items The column Quantity contains the delivery quantity from the predecessor. The column Amount is pre-filled also with the delivery quantity from the predecessor; please enter here the actual amount that should be billed. The fields with a colored background are mandatory and have to be filled! Processing Options in Line Items: Print Calculate Save Send With the button Send you confirm the invoice for your customer per EDI! You can no longer alter the invoice at a later point, if you use this function Invoice Footer Page: 15 / 20

16 Processing Options in Footer: Print Calculate Save Send With the button Send you confirm the invoice for your customer per EDI! You can no longer alter the invoice at a later point, if you use this function Invoice Unsent In this menu all saved invoices are shown that are not yet sent by EDI. Processing Options: Print Send With the button Send you confirm the invoice for your customer per EDI! You can no longer alter the invoice at a later point, if you use this function. Edit Delete Related Document Invoice Sent In the menu Invoices - Sent all invoices are listed that have been already sent per EDI, but are not yet assigned to an invoice list. Processing Options: Page: 16 / 20

17 Print Details Related Documents Archive Functions of the Archive The archiving period for the documents is currently 40 days. For all archived documents the following functions are available: Download Detail view Print Related Documents The operation is identically with the corresponding sub menus of the currently processed documents, as described above Archive Orders The screen gives you an overview about all your completed, archived, replaced, or deleted orders. The orders marked as completed are different from the ones marked as archived. Completed orders have corresponding successors (e.g. delivery note) that have been created, but not all have been sent, and that only exist as a draft. If such a successor is deleted, an order marked as completed is re-introduced into the processing cycle and has to be confirmed and calculated anew. Contrary to this, for an order marked as archived, all successors were sent, and the state of these documents can no longer be altered. Orders that were marked as archived are eliminated from the processing cycle and can be deleted from the data base. This is done automatically within the period of 40 days after the order was set to the state Archived. The same 40 day period is valid for the orders with the states Replaced or Deleted. An order receives the state Replaced, if an already existing order is replaced during an import with a new order. Orders can only be replaced, if they do not have the state Archived yet. An order receives the state Deleted, if it has been explicitly manually deleted by you, and has been therefore removed from the processing cycle. In the view the symbols for Replaced and Deleted superimpose the other states so that the original state of the order is still visible after it was replaced or deleted. From this screen you can view the details, or print out the received orders as PDF file. If an order was transferred multiple times from a customer it is also listed multiple times in this menu Archive Delivery Note The screen gives you an overview about all your completed, archived, or deleted delivery notes. The delivery note marked as completed are different from the ones marked as archived. Completed delivery notes have corresponding successors that have been created, but not all have been sent, and that only exist as a draft. If such a successor is deleted, a Page: 17 / 20

18 delivery note marked as completed is re-introduced into the processing cycle and has to be confirmed and calculated anew. Contrary to this, for a delivery note marked as archived, all successors were sent, and the state of these documents can no longer be altered. Delivery notes that were marked as archived are eliminated from the processing cycle and can be deleted from the data base. This is done automatically within the period of 40 days after the delivery note was set to the state Archived. The same 40 day period is valid for the delivery notes with the state Deleted. A delivery note receives the state Deleted, if it has been explicitly manually deleted by you, and has been therefore removed from the processing cycle. In the view the symbol for Deleted superimposes the other states so that the original state of the delivery note is still visible after it was deleted Archive Invoice The screen gives you an overview about all your archived or deleted invoices. An invoice receives the state Archived as soon as it was added to a collective invoice. Invoices that were marked as archived are eliminated from the processing cycle and can be deleted from the data base. This is done automatically within the period of 40 days after the invoice was set to the state Archived. The same 40 day period is valid for the invoice with the state Deleted. An invoice receives the state Deleted, if it has been explicitly manually deleted by you, and has been therefore removed from the processing cycle. In the view the symbol for Deleted superimposes the other states so that the original state of the invoice is still visible after it was deleted Files Download Orders In this menu you can generally download your orders. When you call up this screen all orders that are currently imported, not yet delivered, and not yet downloaded, are transferred into one file in the corresponding file format (determined previously in the configuration) via the download function of your browser to your PC. 4. Configuration 4.1. Configure Profile / Change Password In this screen you can enter and manage your specific user data. Page: 18 / 20

19 The tab General shows the general user data as name, first name, , etc. You have to fill out the colored background mandatory fields. You can also select the option to receive an notification, if new orders have been sent to your mail box. Here you can also reset your password for the application. To change your current password, enter it in the field Old Password. Enter your new password into the fields New password and Repeat Password. For security reasons your password is depicted as star (*). You can use capital and regular characters in your password, as well as special characters. The length should be between 3 and 50 characters. The repetition of the password serves as confirmation of the made entry. The tab Other Options offers additional configuration options for the application. Via the fields Date Format and Time Format you can set how the date and time formats are processed and validated. If you choose here the option auto the date and time formats are formatted depending on the set language in the application. In addition you can determine in which download format you want to download all data. Every order that you then download from the system is saved locally in the chosen format. This applies to all single and general downloads as well as all not yet processed orders. Processing Options: Button Save By clicking the button Save the currently listed data (e.g. the new password) is saved. You can now login with your new password at the application. If you have made a mistake changing your password, an alert box will notify you. Page: 19 / 20

20 4.2. Mail Box The settings that can be changed here are affecting the whole mail box; this means they are for all users of your mail box the same. Different data blocks are shown here, depending upon which functions you have ordered. If you for example activated the option Packaging of Delivery Notes/Label Print, the data block NVE Settings is shown here. If you activated the function EAN Generation, the data block EAN setting is also included here. Processing Options: Button Save If you click on the button Save the currently shown data is validated and saved. 5. Glossary GS1 / CCG DFÜ EDI WebEDI GS1 Germany (previously CCG, Central for Co-organization GmbH) Competence center for German Marketing Data Transfer Electronic exchange of business documents such as order, delivery note, and invoices between business partners Electronic Data Interchange see DFÜ EDI with support of a web based application Page: 20 / 20