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1 TecWeb 5.0 User Manual Version: 1.8 (Release 8) Author: TecCom Solution Management Date: Supported browsers: Internet Explorer 11 Edge Firefox Chrome The compilation of texts and pictures was done with the utmost care. However, errors in the user manual may not be completely excluded. The authors and editors would be grateful for information regarding errors and suggestions for improvements. The companies used in the examples, as well as names and data are fictitious. All hardware and software names are brand names and / or trademarks of their respective manufacturers. Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 2

2 Index Index 1 SUMMARY REGISTRATION FOR THE TECWEB 5.0 WITH THE TECCOM ID AND PASSWORD STEP 1: ENTERING THE TECCOM ID AND PASSWORD STEP 2: DISPLAY OF THE ORGANIZATION NAME STEP 3: CREATE A USER AS AN ADMINISTRATOR FOR THE ORGANIZATION Registration as a new TecWeb user Registration with an existing TecWeb user LOG IN AND LOG OUT TECWEB 5.0 LOGIN FORGOT PASSWORD? QUERY OF A SECURITY CODE LOGOUT OF THE TECWEB USEFUL SETTINGS AND INFORMATION INDIVIDUAL DISPLAY SETTINGS IN TECWEB Selection of displayed columns Selecting the number of entries displayed per page Permanent saving of the individual display settings ORGANIZATION SELECTION IN TECWEB DEFINITION OF BUSINESS PROCESSES Request Express orders Stock orders e-invoicing (TecInvoice) in TecWeb EDIT YOUR USER PROFILE EDIT AND CHECK YOUR USER DATA CHANGE YOUR CURRENT ADDRESS CHANGE YOUR CURRENT PASSWORD CHANGE TECDOC CATALOG SETTINGS RESTORE DEFAULT SETTINGS ADMINISTRATION IFD SETTINGS ORGANIZATIONS Creating a new organization Step 1 Entering the TecCom ID and password Step 2 - Display of the organization name Deleting an existing organization Creating an organization (change organization password) Updating the organization data SETTING UP USERS Creating new users TecAlliance GmbH

3 Summary Edit existing users Delete user SETTING UP SHIP-TO Create a new ship-to Edit an existing ship-to Delete ship-to SETTING UP PARTNERS Creating a new partner relationship Edit existing partner relationship Activate partner relationship in partner data Partner address and communication Determine responsibilities Delete a partner relationship TECWEB CONNECTION TO THE CLOUD REQUEST & ORDER NEW REQUEST OR ORDER General supply information List of articles Article details Additional CMD Article Information SHOPPING CART MANAGER FAVORITE MANAGER IMPORT DATA FILE UTILIZATION OF (PUBLIC) SHOPPING CARTS AND FAVORITES JOURNAL FILTER AND SEARCH IN THE JOURNAL (OUTBOUND / RECEIVED / E-INVOICES) General filter options in journal Detailed search in the list view GENERAL FUNCTIONS IN THE JOURNAL (OUTBOUND / RECEIVED / E-INVOICES) Updating journal entries Delete journal entries Export of journal entries OUTBOUND JOURNAL RECEIVED JOURNAL E-INVOICES JOURNAL LOGS JOURNAL HELP DESK LIST OF FIGURES Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 3

4 Summary 1 Summary This document describes the use of TecWeb 5.0 with all its functions and also provides useful additional information and tips. It is divided into the main menu items: Registration for the TecWeb This section describes how you can register with the TecCom ID and corresponding password as an administrator for your organization. A distinction is made, if you want to register as a new TecWeb user and thus also create your new TecWeb user, or if you already have an existing TecWeb user and want to add only one additional organization to this user. Login and logout Here is a description of how to log on with your existing TecWeb user to the TecWeb and also how to log out. In addition, this section explains how to create a new password, if you have forgotten your personal password. Useful settings and information Here you get useful information and tips on how you can make individual display settings and how to switch between your organizations without logging in again. You will also find definitions of business processes in this section.. Edit user profile After logging in, you can review and edit your personal user data. Administration This menu allows you to control the management of your TecWeb and review your administration data for the areas of IFD settings, organizations, users, ship-to and partners. Request & Order Under new request or order you see the general supply information, list of articles and article details are described, as well as the function of import data file. In addition, the Shopping cart and the Favorite Manager are explained. Journal Here you find a description of the general filter settings and functions in the journal, as well as an explanation what information you can find in outbound and receive. Helpdesk In this section you will quickly find our contact information for the TecCom helpdesk and information for suppliers List of figures Here you will find the list of figures. Further TecAlliance solutions in TecWeb TecCMD and TecInvoice were also implemented in TecWeb. Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 4

5 Registration for the TecWeb 5.0 with the TecCom ID and password 2 Registration for the TecWeb 5.0 with the TecCom ID and password To register for the TecWeb 5.0 as an administrator for an organization, you need a TecCom ID and corresponding password. With this TecCom ID your organization was created as a customer in the TecAlliance Membership Directory and the TecCom ID is firmly connected to your organization. If you don t have a Tec- Com ID and password for your organization, then please have an administrator of your organization create a new user for you. You will be invited to the organization via and then you are able to activate your user. Find more information on this in Create a new user. The TecCom ID and password for your organization are your "key" for the use of TecWeb 5.0 and entitles you to the free use of TecWeb 5.0. Please keep your TecCom ID and password in a safe place and protect these credentials against unauthorized access! You can via the registration process on the login page of TecWeb 5.0: create a new user for yourself and register for an organization as an administrator, or register as an existing user to an organization as an administrator. To register as an existing user for an additional organization as an administrator, you can create the new organization also conveniently after you have logged on through the normal process for the TecWeb 5.0 in the administration. Please note, that on the registration process you sign in yourself as a user for the TecWeb 5.0. The following describes how to log on as administrator for an organization in the registration process. To access the registration for the TecWeb 5.0, use directly this link Click on the login page on the button Register Figure 1: Registration with the TecCom ID and password on the login page This will take you to a new page on which you can register your organization with the TecCom ID and password in three steps and create for your user in this organization the role of administrator. Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 5

6 Registration for the TecWeb 5.0 with the TecCom ID and password 2.1 Step 1: Entering the TecCom ID and password Please enter the TecCom ID and corresponding password that you received from the TecAlliance support via . Click on Continue. Figure 2: Step 1 - Entering the TecCom ID and password 2.2 Step 2: Display of the organization name Once you have registered in the step before with the TecCom ID and the corresponding password and clicked on Continue, you will be forwarded to the second step of the registration. There, the organization name is displayed, which is stored for your TecCom ID at TecAlliance. This is only for information with no input necessary on your part. If you want to change the organization name, please contact the TecAlliance Support. The support team can change the organization name in our system, which also adjusts the used organization name in TecWeb 5.0. Automatic document retrieval: Do you want to retrieve automatically order responses, dispatch advices and invoices that you receive from suppliers? When the checkmark is checked, reverse messages are no longer retrieved by TecLocal! Click on Continue. Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 6

7 Registration for the TecWeb 5.0 with the TecCom ID and password Figure 3: Step 2 - Display of the organization name 2.3 Step 3: Create a user as an administrator for the organization In the last step of the registration you create your user as an administrator for the organization that you have previously selected with the TecCom ID and password. Here we have to distinguish between two cases: If you do not have an own TecWeb user, please follow the instructions in Registration as a new TecWeb user If you already have an own TecWeb user, please follow the instructions in Registration with an existing TecWeb user Registration as a new TecWeb user Only if you do not have a TecWeb user yet, you must go through the following steps. No TecWeb user means that you started working with the TecWeb 5.0 for the first time and have not previously registered with your address in the TecWeb or your TecWeb user has been deleted. Select the checkbox New User. Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 7

8 Registration for the TecWeb 5.0 with the TecCom ID and password Figure 4 - Registration of a new user Enter the corresponding information into the following mandatory fields: First Name: Last Name: Retype Culture: Time zone: Telephone (optional): Click on Finish. Enter your first name here. Enter your last name here. Enter your address which you want to use for signing in the TecWeb 5.0 in the future and confirming your registration. Repeat the entry of your address. To avoid a wrong entry of the address, for example by typos, no copy & paste is allowed for this field. The registration can only be completed successfully if you then activate your e- mail address through the registration confirmation . Here you can select via drop down list your culture code to select the date format according to your preference. Select from the drop down list the time zone in which you are. According to the selection of the time zone, the time will be converted to your time zone. Entering your phone number is optional. Enter the phone number that you can be reached. This telephone number can be viewed by other administrators of the organization. You will receive the confirmation message on a new page: Please confirm your registration An has been sent to your address. Please click on the link in this to confirm your address and to reset your password within the next 96 hours. After you have created your password, your user is activated and you are able to log in with your address and password on the login page of the TecWeb. You will then be created as an administrator for the organization SIT_B_QUA_TF_54789_Test- SMA. Find the organization in your organization list and edit it there. If you have not received an , please repeat the registration or contact your system administrator. Please close this browser window, because it is for information only. You will receive a "registration confirmation " to the address you registered with earlier. Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 8

9 Registration for the TecWeb 5.0 with the TecCom ID and password Should you not have received an to confirm your address in your inbox, please check if the ended up in your spam folder. Should you accidentally have entered the incorrect during the registration process, please repeat the steps of the registration as described in, Registration as a new TecWeb user Please open the "registration confirmation " and click on the link in the . You are automatically redirected to the registration confirmation page in a new browser window. Please note that the link is only active for 96 hours and you have to activate your user within this time via the link. If you do not use the link within the 96-hour period, you have to repeat the registration steps. Figure 5: Activating your user entering a secure password On the registration confirmation page you can activate your new user, through creating a personal password for your user. Enter your password in the Password field and repeat the password in the field Retype password. The entry in both fields must be identical and cannot be done with Copy & Paste. Please note that your password must be at least 8 characters and satisfy at least 3 of the following requirements: The password must contain lowercase letters The password must contain uppercase letters The password must contain a number from 0 to 9 password must contain special characters Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 9

10 Registration for the TecWeb 5.0 with the TecCom ID and password With the display of a colored bar below the password field you can see whether the password corresponds to the complexity requirements of TecWeb 5.0 or not: Red: The password requirements are not met. You cannot use or save this password for your TecWeb user. Yellow: The minimum requirements for password complexity are met. You can use and store this password for your TecWeb user. To make your password more secure, we recommend to fulfill a further requirement criterion from the list. Green: The requirements of your user password are completely fulfilled and your password is considered safe. You can use and store this password for your user. Save your password with Save. You will receive an information message on the browser displaying that your password has been successfully saved. With the creation of your password, your user has been activated with your address and applied as an administrator for the previously registered organization. To log in on the TecWeb 5.0, go through <Back to Login on the registration confirmation page to the login page. You can now log in to TecWeb 5.0 through the login page with your user data Registration with an existing TecWeb user If you already have an existing TecWeb user, you can register directly with this user for the new organization through the registration process on the login page. An existing TecWeb user means that you are already working with the TecWeb 5.0 and can sign in with your address for another organization to TecWeb 5.0. Alternatively to register for an additional organization in the registration process, you can create an organization after the normal login process in TecWeb 5.0 in Administration Organization. Thus, you will be automatically created as an administrator for the organization. See more in Create a new organization in administration. Do you rather wish to register an additional organization through the registration process, then proceed as described below: Once you have previously entered your TecCom ID + password in the first step, saw the organization name in the second step and arrived through Next to the third step of the setup wizard, click then on the checkbox Existing User. Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 10

11 Registration for the TecWeb 5.0 with the TecCom ID and password Figure 6: Registration with an existing TecWeb user Enter the corresponding information into the following mandatory fields: Password: Click on Finish Enter your address here for which your user has already been activated for TecWeb via the registration confirmation and which you use for the signing in on the login page. Enter your personal password here that you ve created for your user. If you have forgotten your password, please reset your password first. Your user is created as the administrator of the registered organization. Immediately after the registration of your existing user for the new organization, you will be logged in to the TecWeb 5.0 and do not need to sign in again on the login page. There are now several organizations assigned to your user. Find all assigned organizations in your user details under Administration User. Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 11

12 Log in and log out 3 Log in and log out Once you have successfully created your user and registered for an organization in TecWeb, or your new user was invited by an administrator to TecWeb and you have confirmed your registration, you can log in via the normal login process into the TecWeb 5.0 anytime. Figure 7: TecWeb 5.0 login Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 12

13 Log in and log out 3.1 TecWeb 5.0 Login Use the TecWeb 5.0 login page by directly clicking on the following link: The requirement for a successful login in the TecWeb 5.0 is that you have completed the registration process and have already set a personal password for your user. Have you already registered your user, enter the corresponding information in the mandatory fields on the login page: Password: Language: Enter your address here for which your user has already been activated for TecWeb via the registration confirmation and which you use for the signing in on the login page. Enter your personal password here that you ve created for your user. If you have forgotten your password, please reset your password first. Select via the drop-down list the language in which you want to log in to the TecWeb 5.0 and use as display language during the session. Subsequent changes of the display language are only possible at the time you log in. Click on Login and you can start working with the TecWeb 5.0. Newsletter After logging in, a window appears with the indication of which new functions have been implemented in the new TecWeb version. In regular cycles new features are built and published. The window will appear until you set the marker don't show the message anymore. When a new version of TecWeb is available again, the window reappears. 3.2 Forgot password? Have you forgotten your personal password for your TecWeb user? No problem. Then just use the "Forgot password function" on the login page of TecWeb 5.0 and reset your password. The requirement for the use of the "password forgotten function" is that you have completed the registration process and have already set a personal password for your user Click on Forgot password? on the login page. This takes you to a page where you can enter your registered address for your user in the field. Click then on the Request password button. You will automatically receive the "Password reset " to the specified address and the confirmation of its sent is displayed with a message on the Forgot Password page. Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 13

14 Log in and log out Figure 8: Send request to reset password You can close the browser window through which you requested the "Password reset ". Open the "Password reset " and click on the link in the . You will be automatically directed to the Password reset page in a new browser window. Please note that the link is only active for 96 hours and you need to reset your password via the link within this time. If you do not use the link within the 96-hour period, you have to repeat the previously described "Forgot password function". On the "Password reset page" you have the option to create a new personal password for your user. Enter your password in the Password field and repeat the password in the field Retype password. The entry in both fields must be identical and cannot be done with Copy & Paste. Please note that your password must be at least 8 characters and satisfy at least 3 of the following requirements: The password must contain lowercase letters The password must contain uppercase letters The password must contain a number from 0 to 9 password must contain special characters With the display of a colored bar below the password field you can see whether the password corresponds to the complexity requirements of TecWeb 5.0 or not: Red: The password requirements are not met. You cannot use or save this password for your TecWeb user. Yellow: The minimum requirements for password complexity are met. You can use and store this password for your TecWeb user. To make your password more secure, we recommend to fulfill a further requirement criterion from the list. Green: The requirements of your user password are completely fulfilled and your password is considered safe. You can use and store this password for your user. Save your password with Save. You will receive an information message on the browser displaying that your password has been successfully saved. To log in on the TecWeb 5.0, go through <Back to Login on the registration confirmation page to the login page. Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 14

15 Log in and log out Enter the corresponding information in the mandatory fields on the login page: Password: Language: Enter your address here for which your user has already been activated for TecWeb via the registration confirmation and which you use for the signing in on the login page. Enter your personal password here that you ve created for your user. If you have forgotten your password, please reset your password first. Select via the drop-down list the language in which you want to log on to the TecWeb 5.0 and use as display language during the session. Subsequent changes to the display language are no longer possible after login. Click on Login and you can start working with the TecWeb Query of a security code If you already have entered your address on the login page and entered three times your personal password incorrectly in the password field, then for security reasons entering a security code is required to protect your user against unauthorized access. Read the security code and enter it manually in the field Security code below. The security code must be identical. When the displayed security code is not entered correctly in the field Security code, then you need to repeat the process until it matches. If you can t read the security code correctly, you can then request a new security code by clicking on the refresh symbol, which can be found next to the field for entering the security code. Correct your password and make sure that you have your entered your personal password in the field Password. Click on the button Login to log in successful on the TecWeb. 3.4 Logout of the TecWeb 5.0 If you want to log out from the TecWeb 5.0, then click in the top right on the Logout icon. Confirm the message with Yes if you want to log out from TecWeb 5.0 or return with No in the TecWeb 5.0 menu. Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 15

16 Useful settings and information 4 Useful settings and information In the following section you will find a description of useful general functions and information regarding TecWeb 5.0. The general settings can help you to adapt the TecWeb to your individual needs. Therefore you have the possibility within the menu items of Request & Order, Journal and Administration to: configure the displayed columns in the list display individually individually configure the number of line items displayed per page as well as to save the individual display settings permanently You can use the TecWeb on variable devices through the responsive design. You will also find information for the following topics: organization selection for multi-organizational settings definitions of request, express order and stock order 4.1 Individual display settings in TecWeb You have the possibility to adjust and save your individual display settings in TecWeb according to your preference. Figure 9: Custom display settings For the sections: Request & Order New request or order / Manager Journal Outbound / Received Administration Organizations / User / Ship-to / Partners you can individually define the columns displayed and the number of entries displayed. These settings are either temporarily valid or can be saved permanently with Save view Selection of displayed columns If you click on Columns, you get a list with a selection of possible columns displayed on the page. If you like to compile your individual column display, please uncheck Default and select the respective check box for the columns that should be displayed. If a column is marked with a check mark in the corresponding checkbox, the column is displayed. If no check mark is set, the column is not displayed. If you want to reset your individual columns display, then select the checkbox for Default. This will reset your customized columns view and only display the default columns Selecting the number of entries displayed per page You can define for each page individually the number of rows displayed per page. To do this, select in the list the desired number of rows. The display instantly adapts to your selection. Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 16

17 Useful settings and information TIP: Read the total number of entries You can see the total number of rows below the displayed results. The total number is highlighted with blue color and you can also immediately see how many results are displayed per page. If the total number of rows exceeds the display on a page, you can either increase the number of rows displayed per page accordingly, as described in Selecting the number of entries displayed per page or you switch with the arrows below the items to the next page Permanent saving of the individual display settings You can save your individual settings for the page permanently by pressing Save view. Your settings are thereby saved even after leaving the page or the session. By loading the page again, you can find your individual display settings preset accordingly and adapted to your needs. 4.2 Organization selection in TecWeb 5.0 You can switch between multiple organizations in TecWeb, without having to log off and in again. The requirement for this is that your user has various organizations assigned to him in the master data. To switch between the assigned organizations, you can select the desired organization on the top right in the combo box next to your user address. All entries will be displayed according to the selected organization. Figure 10: Organization selection for multi-organizations The last selected organization is selected automatically again at the next log in. 4.3 Definition of business processes The following information provides a brief overview of the business processes that can be mapped Request Requests are not binding and are for information only. A request does not imply any material reservation with the supplier. Number of items: The number of inquiry items is not limited but it is recommended to limit the number at Returned information: Availability Indication on whether the desired item is in stock in the requested amount. The purchaser can specify both for the individual order item as well as for the entire order, whether he agrees with partial deliveries or wishes a complete delivery. A supplier may waive statements of availability. Prices It s about either list or customer-specific prices. Optionally, a supplier may waive the display of prices. Description Checking of the product number and short text for the ordered part. This text serves the customer to compare if the ordered product number belongs to the desired part. Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 17

18 Useful settings and information Information on alternative parts (depending on the supplier, this means an alternative part is a functionally identical part from another manufacturer or a replacement part of the same manufacturer) Information when the desired parts cannot be ordered at the supplier (defective part numbers or missing parts). What information is returned, is dependent on the specific implementation of the ERP system (enterprise resource planning system) and also depends on the configuration of the supplier system Express orders Express orders are time-critical and are carried out without residue or without graduations. The purchaser can specify both for the entire order and for individual order items a requested delivery date (delivery date). Number of items: The number of order items is not limited, but it is recommended to restrict the number to a maximum of Returned information: For express orders the same information as in request is returned about availability, prices, descriptions, alternative parts and errors. If possible, the customer will receive an order or document number, to have a reference when contacting the supplier. If the supplier has carried out the availability check as described above, the customer may equate the returned information of the order confirmation to a delivery notice. The buyer may assume that the as available reported positions will be delivered to the specified date Stock orders Stock orders are not time-critical, they serve as routine filling of the inventory for a purchaser. The supplier side works for stock orders with backorder and graduations. The specified delivery date by the customer is not binding (requested delivery date), the delivery may arrive after this date. Number of order items: The number of order items in a stock order is not limited, but it is recommended to limit the number to a maximum of Returned Information: For stock orders the inquiry functionality is carried out only partially. There is no availability information returned, relating to the requested delivery date Whether the price information is returned depends on which data processing is selected for stock orders. For not valid item numbers error messages are returned. No information on delivery date is returned (not even in the case of graduations) If possible, the customer will receive an order number, to refer to his order with the supplier e-invoicing (TecInvoice) in TecWeb e-invoicing is the TecAlliance Solution that allows suppliers to deliver legally valid electronic invoices to their invoice recipients. As invoice recipient you can now receive and view the electronic invoices in TecWeb. In addition to the current options to receive electronic invoices, i.e. via , Web Service (PullClient, TOMConnect) or BillPresentment Portal, you have now the possibility to receive electronic invoices with the same tool that you use to order. The invoices are provided in a separate e-invoices journal of the TecWeb. Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 18

19 Useful settings and information The e-invoices journal shows the most important data of your invoices at a glance without the need to open the invoice documents. You can sort, search and filter the invoices using different criteria similar to the other TecWeb journals. You can view and download the invoices and corresponding documents like structured data, electronic signature, verification report or index file. The following shows a screenshot of the new e-invoices journal in TecWeb for legally valid invoices that are sent via the e-invoicing (TecInvoice) Service: Figure 11: e-invoices journal What needs to be done when you want to receive invoices in TecWeb? 1. You already receive invoices from your supplier via the e-invoicing (TecInvoice) service: a. Please inform TecAlliance Support, that you want to receive electronic invoices in TecWeb. TecAlliance support will provide the necessary configuration. They will need the TecCom ID of your organization where you want to view your invoices. Note for TecInvoice PullClient users: Currently it is not possible that you receive invoices in PullClient and in TecWeb in parallel. If you want to receive invoices in TecWeb please stop the PullClient service. Invoices that have already been pulled will not be available for a second download, i.e. if a PullClient pulled invoices they cannot be downloaded again by TecWeb. b. The organization under which you want to view the invoices must get in TecWeb the right to download invoices form the TecInvoice service. The administrator must therefore activate Download e- Invoices under Administration/Organization. If the function is activated the invoices are pulled from the TecInvoice service and stored in TecWeb according the configured journal storage duration. Note: When the administrator activates Download e-invoices TecWeb starts a request to the TecInvoice service and checks whether the TecInvoice configuration needed for the download of e-invoices is available. If an error message is displayed the configuration is missing you should contact TecAlliance support (see a). 2. If you do not yet receive invoices from your supplier via the e-invoicing (TecInvoice) service please contact your supplier. Further information about the e-invoices Journal you can find in section 8.5. Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 19

20 Edit your user profile 5 Edit your user profile You can view and edit your own user data after logging in to TecWeb. When editing your user profile you can: Change your full name and your phone number. Use the format selection to control the display of the date format and separators Select the language which only refers to s received from TecWeb. Change the time zone in your user profile (the dates in TecWeb are converted to your time zone) You can also change your user address and your current password. If you have made many custom settings in TecWeb, you can restore the default settings with a click. View the current TecCom ID Show the newsletter again. Figure 12: Edit your user profile Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 20

21 Edit your user profile 5.1 Edit and check your user data To view and edit your user data, press in the top right on your user address, which is blue. This will transfer you to your user profile. First Name: Last Name: Telephone: Culture: Time zone: Language: Displays your address which you want to use for signing in the TecWeb 5.0. Enter your first name here. Enter your last name here. Entering your phone number is optional. Enter the phone number where you can be reached. This telephone number can be viewed by other administrators of the organization. Here you can select via drop down list your culture code to select the date format according to your preference. Select from the drop down list the time zone in which you are. According to the selection of the time zone, the time will be converted to your time zone. The language refers only to the language of the s from TecWeb. Here the choice of language does not control the display language of your TecWeb. If you want to change the display language in TecWeb, then please select the desired language on the login page. 5.2 Change your current address In your user profile you can see your current address. This is the address for which you registered your user in TecWeb and allows you to log in to TecWeb. If you want to change your current address, then click on the link change in your user profile. This takes you to a new page where you fill in the boxes below: Current Here you can see your current user address for your registered user which you use to log in to TecWeb. New Enter your address which you want to use for signing in the TecWeb 5.0 in the future. Retype new Repeat the entry of your address. To avoid a wrong entry of the address, for example by typos, no copy & paste is allowed for this field. The registration can only be completed successfully if you then activate your e- mail address through the registration confirmation . Save your new address with Save or return with cancel to your user profile without having changed your address. To activate the new address, follow the steps below: Please confirm your new address Once you have stored your desired new address in your user profile, you will receive a confirmation e- mail to your new address. This contains an activation link to confirm your new address and to finally store it for your user. The link in the is active for 96 hours. Click during the 96 hours on the link to confirm your new address and to get to the login page, where you can log in with your new address for the first time. If you do not click during the 96 hours on the link, you forfeit your change of the new address and your old address is retained for your user. For security reasons, your new address for your user will be saved only after confirmation of the activation link in the . Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 21

22 Edit your user profile As long as you have not confirmed your new address, you can log in as usual with your old address. After confirming the new address with the activation link in the , you can log in only with the new address. 5.3 Change your current password In your user profile, you can change the user password which you use for log in to TecWeb together with your . If you want to change your current password, then click on the link Change Password in your user profile. Save your new password with Save or return with Cancel to your user profile without having changed your password. If you have saved your new password, it is immediately active and you have to log in with your new password on the next time. 5.4 Change TecDoc catalog settings Under this menu you can save your login information for the TecDoc catalog. This you must have previously requested at TecDoc / TecAlliance. If you have the access data, you can enter here your username and password. This information is required for the menu Request & Order. If credentials are stored, you can fill your shopping cart directly with the positions of the TecDoc catalog, by clicking on the TecDoc button. 5.5 Restore default settings If you have made many changes in your custom filters and display settings in your TecWeb, you can restore the default settings easily with one click in your user profile. Click on the link Clear settings in your user profile to restore the default settings. Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 22

23 Administration 6 Administration Via the menu Administration you are only as administrator able to control the management of your TecWeb and see the administration data. The menu Administration is divided into the following sub menu items with the respective functions: IFD Settings: Here you can configure the IFD Import. Organizations: You can see your assigned organizations in the organization list. In addition, as administrator you can create new organizations for your user or edit your organizations. You can also remove an organization from your organizations. In addition, you can update the organization data on the TecAlliance Platform and set a new organization password. User: You can see and edit all users in the user list here, which are associated with your organization for which you are an administrator. You can also add new users to your organization and invite or remove existing users from your administrationorganizations.. Ship-to: If you want to create new ship-to addresses or edit existing, you can do that under this menu item. Partner: You can set partner relationships here or edit existing business relationships. Below is a detailed explanation of the individual submenu items of Administration and all available functions are presented. 6.1 IFD Settings Here you have the possibility to store format description files (IFD files) for a maximum of two ERP systems and catalogs. If IFD files are stored, users of the organization can upload orders with multiple line items to the shopping cart. Note that IFD files for ERP and catalogs differ in the structure. Figure 13: IFD Settings IFD sample and order files are provided as templates in the IFD settings. You can use our IFD sample files as a template for your own format description file. Just download a suitable file and adapt it to your needs using the IFD instructions. Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 23

24 Administration 6.2 Organizations In the menu item Administration Organizations you can see your assigned organizations in the organizations list. For each of your organizations you see your user role in the respective organization. You can also delete organizations and remove yourself from assigned organizations. But if you are the last administrator of an organization and remove yourself from the assigned organization, then you delete this organization completely and remove the relationship of other users to this organization. Under Organizations, you can for organizations in which you have the role of Administrator: view and edit the users of the organization update the organization data on the TecAlliance Platform change the organization password As administrator you can create new organizations in TecWeb. Thereby you are automatically administrator for this new organization. Afterwards you can assign more users to the newly created organization. In organization details you have the option for this organization to define the organization color and journal storage time, as well as (dis-) enable the download of reverse messages. If checked, the reverse messages will be stored directly in TecWeb (and not in TecLocal). If the checkbox is not checked, the reverse messages are stored for example in your local TecLocal installation. You also have the option to activate Download e-invoices which activates the download of legally valid invoices from the e-invoicing (TecInvoice) service. If Download e-invoices is checked TecWeb starts a request to the TecInvoice service and verifies whether the TecInvoice configuration needed for the download of e-invoices is available. If an error message is displayed the configuration is missing and you should contact TecAlliance support if not already done (see section 4.3.4). Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 24

25 Administration Figure 14: Administration of Organizations Creating a new organization To create a new organization, you need a TecCom ID and the corresponding password of the organization. The TecCom ID and password are the identification of your organization at TecAlliance. These are available after setting up the organization on the TecAlliance platform and sent out to you by the TecAlliance support via . If you have the role administrator, you can in Administration Organizations by clicking on Add Organization create a new organization, after you have logged in to TecWeb through the normal registration process. If you are not an administrator and can't see the Administration and button Add Organization, please use the registration process on the login page. This allows you also to create a new organization and become the administrator of the organization, even if you have not yet had the role administrator. Go to Administration Organizations and click on Add Organization This opens a setup wizard, from which you can create a new organization in two steps and add yourself automatically as an administrator. Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 25

26 Administration Step 1 Entering the TecCom ID and password Figure 15: Step 1 - creating a new organization Please enter the TecCom ID and corresponding password that you received from the TecAlliance support via . TecCom ID: The TecCom ID is already filled in some places. You only have to edit the following places of the TecCom ID: Password: Click on Next On the third place of the TecCom ID, you can select the correct combination of numbers according to your TecCom ID via a drop-down list. On the fifth place of the TecCom ID enter the nine-digit number according to your TecCom ID. Leading zeros are added automatically as soon as the button Continue is pressed. Enter the password corresponding to your TecCom ID, which you received along with your TecCom ID via from the TecAlliance Support. If you don t want to create a new organization and leave the setup wizard prematurely, then click on the Cancel symbol on the top right of the setup wizard. You return to the organization list and no organization was created. Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 26

27 Administration Step 2 - Display of the organization name Once you have registered in the step before with the TecCom ID and the corresponding password and clicked on Continue, you will be forwarded to the second step of the registration. There, the organization name is displayed, which is stored for your TecCom ID at TecAlliance. This is only for information with no input necessary on your part. If you want to change the organization name, please contact the TecAlliance Support. The support team can change the organization name in our system, which also adjusts the used organization name in TecWeb 5.0. Click on Finish to create a new organization and add yourself as an administrator. You can find the new organization in your organization list and are now able to add additional users to this organization. If you don t want to create a new organization and leave the setup wizard prematurely, then click on the Cancel symbol on the top right of the setup wizard. You return to the organization list and no organization was created. Figure 16: Step 2 - display of the organization name Deleting an existing organization Please consider strongly the following three characteristics: 1. Deleting your last assigned organization will also delete your user, because you must have at least one assigned organization. 2. If you are an administrator and delete an organization in which you are the last administrator, then the organization will also be removed from all other users of the organization, since an organization always has to have at least one administrator. 3. If you were the last administrator of an organization and delete the organization from your assigned organizations and thus also for the other users of the organization, then users of the deleted organization who are not assigned to further organizations will also be deleted. To delete an existing organization, please go to Administration Organizations and select the corresponding organization in your organization list. Then click on Delete. If you delete an existing organization through Delete in Administration Organizations, then the selected organization is removed from your assigned organizations and you can: no longer see the organization in your organization list not see and edit any data of the organization not see and edit any journal entries of the organization not do any request and orders for the deleted organization If you want to delete the organization from your assigned organizations, confirm with Yes in the message or return to the menu with No, without finishing the deletion process. Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 27

28 Administration An incorrect deletion of an organization can only be remedied by creating the organization again. Find a description on how to create a new organization under Creating Creating a new organization. The journal entries and your shopping carts are no longer displayed Creating an organization (change organization password) If your organization password has changed, then you must also update it in TecWeb for your organization. Click on the button Setup and it opens an input mask. Fill in the fields old password for your original password and in the password field the new password of the organization and repeat the password in the field confirm password. ATTENTION: Please note that with this function you change the organization password and not your own user password! Save the new password by clicking Save. If you don't want to change the password of the organization, then click Cancel. Figure 17: Setup an organization Updating the organization data You can adjust the address data and contact information of the organization and update it by using the button Update data via TecWeb directly on the TecAlliance platform. Please note that you customize the organization data here and enter the contact details of the organization. The following fields can be modified: Address Address of the organization Contact Name of the contact person Zip code Zip code of the organization City City of the organization Telephone Phone number to contact the organization Fax Fax number Enter the through which the organization can be contacted Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 28

29 Administration The following fields are firmly connected to the organization and cannot be changed: Name 1 Here the name of the organization is displayed, that is deposited on the TecAlliance Platform Name 2 Name 2 of the organization Country Country of the organization TecCom ID Here the TecCom ID of the organization is displayed, that is deposited on the TecAlliance platform Role Here is either the role "Buyer" or "Supplier" displayed - depending for what role the organization has been created Figure 18: Updating the organization data To save your updated organization data, click on Update Data. The organization data is then updated on the TecAlliance platform. If you want to discard your changes click on Cancel. Then there is no update of the organization data and the data remains unchanged. Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 29

30 Administration 6.3 Setting up users In TecWeb 5.0 you have the following two user roles: User Administrator Depending on the role assigned, the user has role-specific default permissions. For example, menu items are displayed or certain functions are permitted depending on the role of the user. For each user the permissions can be customized additionally per organization. In the menu Administration Users you have the option of creating users for your organization or to view, edit and delete them. Additionally, you can assign users to more organizations or set additional permissions for each user. The requirement to see the menu Administration Users is that your own user has the role administrator. You are able to edit users with the same or lower role. Figure 19: User details You adapt TecWeb to your corporate structure by freely deciding on the allocation of users and administrators in the organizations. Different constellations can be mapped. For each organization, a separate TecCom ID is required. Users can be imported by clicking on Import Users and uploading a list. Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 30

31 Administration Figure 20: Example for user groups Creating new users You create new users for your organization, by clicking +New User in Administration Users. This takes you to a setup wizard. Figure 21: Create new user (consecutive masks) Step 1 - User Enter here the user's address, which he will use in the future for the confirmation of the registration in TecWeb and to log in. Retype Repeat the entry of your address. To avoid a wrong entry of the address, for example by typos, no copy & paste is allowed for this field. Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 31

32 Administration Step 2 - Personal user data In the first step enter the personal data of the new user. First Name: Last Name: Telephone: Culture: Time zone: Language: Enter your address, which you want to use for signing in TecWeb Enter your first name here. Enter your last name here. Entering your phone number is optional. Enter the phone number where you want to be reached. This telephone number can be viewed by other administrators of the organization. Here you select via drop down list your culture code, to select the date format according to your preference. Select from the drop down list the time zone in which you are. According to the selection of the time zone, the time will be converted to your time zone. The language refers only to the language of s from TecWeb. When you have made all the necessary entries, click Next and go to the next step in the setup wizard. Step 3 - permissions and roles Please choose the role of the new user. Here you choose between: User Administrator Depending on the selected role, certain menu items and functions can be seen or executed. Here you set user permissions for the user. The following permissions can be set for the user: Show price 1 list price Show price 1 net price Show price 2 Delete outbound journal Delete received documents You create the new user successfully by clicking on Finish. If you don't want to create the user and leave the setup wizard prematurely, you may do so by clicking on the icon Cancel on the top right in the setup wizard. If you want to change the user data again, you can do it in the user details under Administration Users. Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 32

33 Administration Edit existing users If you are in Administration Users, you have the possibility to see in the user list all existing users in your organization at once. If you want to get to the detailed information of a specific user, select the user by clicking on the line in the user list. Below the user list the user s details are opened. You select in the user details of the selected user between the tabs User data and Organizations and Role. In the tab User data you see the , first and last name, phone number, time zone and format of the user. You are able to edit the fields and save the changes with Save. In the tab Organizations and Role you customize the user-specific permissions. There you have the option to restrict the selected users in their permissions. You also change the user's role and thus adjust the rolespecific permissions. If you have made any changes, confirm with Save Delete user Under Administration Users you have the possibility to delete users completely, so that the user has no access to TecWeb anymore. To delete a user permanently, highlight the user by clicking the line and click on Delete. If you really want to delete the user, confirm with Yes in the message or return to the menu with No. If a deleted user wants to regain access to TecWeb, the user must be created again as a new user. Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 33

34 Administration 6.4 Setting up ship-to In the menu Administration Ship-to you have the option to view, edit, and delete ship-to addresses of your organization. In addition, you can update the existing ship-to information when the data has changed in the database within your organization. Figure 22: Edit ship-to Create a new ship-to Go to Administration Ship-to and click there on + New to create a new ship-to address. A setup wizard is then opened. Step 1 - Ship-to address Enter the name of the new ship-to address, which can be assigned freely. However, it should be unique. Then enter the complete address of the new ship-to destination, by entering the address, zip code, location and choosing the country from the selection list. You create a new ship-to address with Finish or cancel the setup of the new ship-to, by clicking on the Cancel icon on the top right in the setup wizard. After the successful setup of the new ship-to, you find the ship-to in your list of existing ship-to addresses. In addition, you are able to edit the data later. Find more information under Edit existing ship-to. Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 34

35 Administration Figure 23: Create a new ship-to address You can enter the ship-to number after the creation. Since the agreed number differs from supplier to supplier, you can now select the respective recipient and enter a number for each supplier. Figure 24: Enter ship-to number Edit an existing ship-to Go to Administration Ship-to to view all of your stored ship-to addresses in the list. You edit existing ship-to addresses, by selecting the relevant ship-to in the list. Below the ship-to list the details of the selected ship-to are opened. In the tab Supplier you see the details of the supplier for which the ship-to address was created as default. In the tab Address you find the address belonging to the ship-to. You can change the address, zip code, city and country, and save your changes by clicking on Save. If you want to discard the changes, click on Cancel and leave without saving Delete ship-to To delete an existing ship-to, go to Administration Ship-to and check the address that you want to delete in the ship-to list. Then click on Delete. If you really want to delete the ship-to address, confirm with Yes in the message or return with No to the menu without deleting the ship-to address. If the ship-to address is removed, it must be created again with + New, if it is needed later again. See Create a new ship-to. Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 35

36 Administration 6.5 Setting up partners In the menu Administration Partners you have the possibility to create, view, edit, and delete partner relationships. In addition, you can assign responsibilities per user for partner relationships. Figure 25: Partner details Creating a new partner relationship You can create a new partner relationship by clicking on + Add Partner. This opens a setup wizard. First, you select a partner from the TecAlliance Partner Directory. Step 1 - Search for members You search for a specific partner. Simply enter the corresponding information in one or more of the following fields: Name City Country Zip code TecCom ID of the partner organization After entering the search parameter in step 1, click Next and run the query. Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 36

37 Administration Figure 26: Creating a new partner relationship Step 2 - Search Results In the next step you get the corresponding search results displayed and you have the possibility through the partner details to check if it is the partner with whom you want to create a partner relationship. Highlight a partner in the search results by clicking on the corresponding line. The details of the partner are opened below the result list. You can view and check whether it is the partner you wanted, with the address and contact details of the partner. If the searched partner was found, you create a partner relationship, by selecting the checkbox of the respective row. Then click Next to save the partner relationship in the next step. Step 3 - Add Partner In the last step of the setup wizard, you see the previously selected partners and add them to your partner relationships, by clicking on Finish. Then you will find the partner in your partner list. If you want to discard the newly selected partner relationship, then click on the icon Cancel right in the setup wizard. Then, the partner relationship will not be created. on the top Edit existing partner relationship You can edit existing partner relationships, by clicking on Administration Partners and highlighting the partner in the partner list. This opens the details of the selected partner below the partner list Activate partner relationship in partner data After you have successfully created a new partner relationship as described in Creating a new partner relationship, you have to activate the partner relationship. Highlight the desired partner in the partner list. The details of the partner are opened below the selected partner. Go to the first tab Partner Data and enter the supplier or customer ID that is used by you and your partner. Only by entering the correct supplier or customer ID the partner relationship is activated and you can use to the full extent the functions of TecWeb within this partner relationship. Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 37

38 Administration If you act in the role of customer (buyer) and want to enable a partner relationship with a supplier, enter in the section Customer ID your customer number that was provided by your supplier. If you want to act in the role of supplier and enable a partner relationship with a customer, enter in the section supplier ID your supplier number that was provided by your customer. If you want to assign a rank for the supplier, you enter in the field rank the desired rank as an integral number. If this rank is already occupied by another supplier, the rank order shifts accordingly. To save your entry of the supplier or customer number and activate the partner relationship, click on Save. Figure 27: Activate partner relationship Note: You specify in the partner data the default ship-to of the partner by selecting the ship-to address in the list. In the list you see all your ship-to addresses Partner address and communication To view the address of a partner, select the partner in the partner list and select the tab Address. The registered address of the partner is shown. The displayed address corresponds to the address data, which is deposited in the TecAlliance database for this partner. Figure 28: View partner address To view the communication details of a partner, go to the tab Communication. There you will find the stored phone and fax number, as well as the address of the partner. The displayed information corresponds to the data, which is deposited in the TecAlliance database for this partner. Figure 29: View partner communication Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 38

39 Administration Determine responsibilities You have the option for your users to define responsibilities per partner relationship. These responsibilities determine whether a user may execute requests and / or orders for the selected partner. To determine such an option, please select a partner in the partner list and go to the tab Responsibilities. There you can either give all users the permission for requests and / or orders or for this partner or authorize only certain users. Click on Save to save your settings. The user acts for the respective partner relationship only according to his responsibilities. The user may / may not execute requests and / or orders for this partner relationship. Figure 30: Determine responsibilities for partner relationships Delete a partner relationship If you want to delete an existing partner relationship, go to Administration Partners and check the checkbox of the partner in the partner list that you want to delete. Then, click on Delete. If you really want to delete the partner relationship, confirm with Yes in the message or return with No to the menu without deleting the partner relationship. If you have permanently deleted a partner relationship, you re-establish the partner relationship by setting it up again. Please note that you also have to activate the partner relationship again and determine possible responsibilities. Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 39

40 Administration 6.6 TecWeb connection to the cloud As an administrator you have access to the cloud integration menu of TecWeb. There, a list of available cloud solutions is shown. With a connected cloud you are able to download journal entries automatically and store them indefinitely, as well as upload IFD data files. Dropbox You can connect your organization by being redirected to the official Dropbox site ( by clicking on the blue Connect button. If you confirm the Dropbox access, you will be redirected back to TecWeb, where the blue Connect button has changed to a red Disconnect button. If you want to disconnect TecWeb from the cloud, click on the red Disconnect button and confirm the selection. The red Disconnect button will change to a blue Connect button. Re-connecting the cloud is possible by clicking the button again. Figure 31: Cloud integration main page A detailed manual is available in the cloud integration menu. Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 40

41 Request & Order 7 Request & Order 7.1 New Request or Order The order form of TecWeb is clearly divided into three sections. In the upper section you can find the general supply information, which is valid for the entire order. Located in the central area is the list of articles for the input of the individual items. In the lower section you can see the article details of the respective article. In addition, you have the option to switch between a "Simple View" and "Advanced View". While the Simple View is clearer with a reduced number of fields, all fields are displayed in the Advanced View. You can also edit multiple shopping carts parallel by clicking on the + sign above. This opens additional tabs for separate shopping carts in TecWeb. Request & Order process improved After a request or order was sent, it is possible to continue working in TecWeb and e.g. carry out several requests or orders simultaneously. A notification system was implemented to inform about the status of the shopping carts and getting redirected to the corresponding shopping cart. Figure 32: Overview of Request & Order Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 41

42 Request & Order General supply information Before sending out a request or order, you have to select a supplier. Then you can determine the dispatch mode and currency. You also have the possibility to select or determine whether it is a stock order and specify the delivery date. In addition, you can decide whether you want to receive the delivery as complete delivery. Click on Request for information regarding i.a. availability, or click on Order to submit your order. You get a response from the supplier regarding the availability and the status of each item, displayed in the list of articles with different symbols. It is also displayed who created or updated the shopping cart. With Ship-to you have the option to specify an alternative delivery address. If no number is pre-filled by default in Administration, then you enter here the required information. The shopping cart can be saved directly as a Shopping cart or as a Favorite. The favorite function is used as a practical template for recurring orders that are carried out regularly. Dispatch only applies to imported data files. By clicking on the pen next to the shopping cart name, you are able to rename the shopping cart. Figure 33: General supply information Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 42

43 Request & Order List of articles In the list of articles you can quickly and easily enter the product number, quantity and other data. To do this, enter the product number and / or the desired quantity in the corresponding columns. Within the list view, you have the option to navigate with the keyboard using the Up / Down keys to scroll through the individual entries. The other fields of the row are accessed by pressing the Tab key. To add more items, press the Enter key or click on the button new article. Select a row and click on Shift + Delete to delete a row or directly click on the trash bin. To delete multiple entries at once, select several lines using the checkboxes in front of each row. Per default, 7 of 10 columns are shown to preserve clarity. The selection is done through columns. The introduction of the TecDoc Catalog button as new feature is a significant innovation of the new TecWeb. In this way you can directly import or rather copy items from the TecDoc Catalog in the TecWeb shopping cart. For this you need the credentials first that you have to store previously in your user profile. To use this function, click on the TecDoc catalog button. A new window opens in which you can fill the shopping cart with the desired items from the catalog. By clicking on Copy to TecWeb, the selected items from the catalog are automatically copied in the shopping cart of TecWeb. Moving articles from a saved shopping cart to another shopping cart is possible through clicking on the icon. Figure 34: List of Articles Article details In the article details all the positions, which are selectively displayed in the columns of the list of articles, are displayed completely and can also be edited. Here you can specify whether a partial delivery is allowed and determine the delivery date at item level. Figure 35: Article details Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 43

44 Request & Order Additional CMD Article Information If the supplier supports in CMD general valid article data, the detailed information like dimensions and further packaging units is shown. While typing the product number or article description in the field article number all corresponding hits are offered and you can identify the correct product number. You can receive further detailed information for the related article after clicking on the i icon in a separated window. Particularly in case an article is offered in further package sizes you can see the article quantity in this packaging unit as well as the related dimensions. This functionality is also applicable in case suppliers do not provide for you article information via CMD so far. Figure 36: CMD product identification Figure 37: CMD article data Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 44

45 Request & Order 7.2 Shopping cart manager You have the option to save the shopping cart directly as favorite with a new request or order. This allows a cart to be filled throughout the day and stored in between. The cart is stored here with no time limit. Only when the order has been sent, the cart is removed from the shopping cart list. With this menu item, the cart is opened, edited and deleted from the list. You also create from this menu item a new shopping cart. Figure 38: Shopping cart manager 7.3 Favorite manager You have the option to save the shopping cart directly as favorite with a new request or order. The favorite function is used as a practical template for recurring orders that carried out regularly. The cart is stored here with no time limit. By sending out an order, the favorite will not be deleted, as opposed to cart Manager. With this menu item, the favorite is opened, edited and deleted from the list. You also create from this menu item a new favorite. Figure 39: Favorite manager Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 45

46 Request & Order 7.4 Import data file Import Standard File: Here you have the possibility to import data files for a new shopping cart. Use the Excel form to select items manually for your order. Save the file in the CSV format (with separator semicolon) and upload the file with Select Order File. Import Order: If you created an order file in your ERP system or catalog, you can upload it in the section "Import Order". You can also use the corresponding button "Select File" in your ERP system. A maximum of 20 Shopping Carts can be created with an Import File. Figure 40: Import data file Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 46

47 Request & Order 7.5 Utilization of (public) shopping carts and favorites Shopping carts can be saved and used as public or non-public (private). The administration of the shopping carts is done via the shopping cart and favorite manager: Private shopping carts and favorites can only be used by the user who created them. Public shopping carts and favorites are editable by all employees of the organization. There are two ways for creating a favorite. You can either, create and save a shopping cart first, then convert it to a favorite, or save it directly. These favorites are made available to other users through the "public" function. These templates can be revised or used directly for the creation and saving of public shopping carts. There is also the possibility to create private shopping carts from public templates. From a saved template you can create an infinite amount of shopping carts. After sending out a shopping cart (order), it is deleted from the shopping cart manager. The favorite template, on the other hand, is still stored after sending a shopping cart and is not deleted until it is deleted manually from the list. Figure 41: Examples of (public) shopping carts and favorites Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 47

48 Request & Order Figure 42: Examples of the manager function for (public) shopping carts and favorites Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 48

49 Journal 8 Journal Under the menu Journal you see all your sent requests and orders, as well as all received documents regarding your orders and received e-invoices. In the list view of the journal entries you quickly get an overview of your orders and documents. The journal entries are structured after the following submenu items: Outbound Received e-invoices (for legally valid electronic invoices) You see in the menu items through the icons, the type and status of your orders / documents and you are also able to check the time stamp as well as the customer name. By clicking on the respective row in the journal entry, you open more details regarding the selected entry, below the list view. Through the tabs in the details you get more detailed information for the selected entry. If you want to switch to the item level or view a document, you can do it quickly from the detailed view. Tip: Navigation with the keyboard Within the list view of the journal entries, there is a very convenient way to navigate with the keyboard, using the Up / Down keys to scroll through the individual entries. If you have selected a journal entry, you switch with the Right key button quickly to the item level or the document view. Figure 43: Filter und functions in journal Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 49

50 Journal Cloud integration If a cloud is connected, TecWeb will in a regular interval, automatically copy and download the journal entries to the cloud, even when no user is logged in. The journal interface for received and outbound has been extended with an Exported column, which is shown by default and hidden through the Columns option. The column shows 3 possible icons (exported, downloaded, exported & downloaded). 8.1 Filter and search in the journal (outbound / received / e-invoices) For journal entries in outbound and received you have the possibility to customize your filter options for the list view. Custom filter settings are saved for the current session. To delete an individual filter setting, use Reset filter in the filter criteria General filter options in journal In the list view of the journal entries you find in the upper left the possible filter options. By clicking on the desired filter option the displayed journal entries are filtered accordingly. Click the filter option Today and you get only journal entries of today's date. Click the filter option 7 days and you get only journal entries from the last 7 days including today's date. Click the filter option 30 days and you get only journal entries of the last 30 days including today's date. Additionally, you are able to set additional custom filter options for journal entries by clicking on More filter criteria. Figure 44: More filter criteria In the individual tabs of the More filter criteria options you can for example: Set individually the displayed filter period Filter by single operation types Filter according to a different status Search with different classification criteria for a specific journal entry If you want to apply the selected filter options of the More filter criteria to the list view, click on Apply. If you want to leave without applying the filter options and return to the list view, click on Cancel. You delete all filter options with Reset filter and return to the default filter settings. Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 50

51 Journal Tip: Set multiple filter options at once In More filter criteria you switch between the tabs back and forth and set your filter options. Only after you have set all the needed filter options, click on Apply. This applies all filter options from all tabs at once. You can also apply the filters Today, 7 days and 30 days in combination with the other filtering options. The filters Today, 7 days and 30 days overrule the selected filter period from More filter criteria. Tip: Recognizing that an individual filter is set The individual filter settings are saved in the current session. If the filter icon is displayed next to More filter criteria, you immediately see that custom filter settings are applied. Resetting the filter settings in More filter criteria by clicking on Reset filter, can help you to find a desired journal entry that was not shown because of the individual filter settings Detailed search in the list view If you want to browse in a certain column, enter in the detailed search above the header of the column the desired filter term. The Detailed search is available only for the display of up to 1000 journal entries in the list view. If more items appear in the list view, the detailed search cannot be used. You then see the text "The detailed search is disabled because the number of results exceeds the limit", instead of the detailed search. Tip: Sorting of columns In addition to the general filtering option and detailed search in the list view, you have the option in each column to sort in ascending or descending order. Just click on the arrow in the respective column header. 8.2 General functions in the journal (outbound / received / e-invoices) The general functions of the journal described below are available in both of the menu items outbound and received and are therefore only explained once Updating journal entries To update the displayed journal entries click on Refresh. The journal entries are thereby updated Delete journal entries To delete journal entries, select the corresponding line by clicking on the checkbox at the beginning of the line and click Delete. If the entry should be permanently deleted, click Yes in the displayed message. To return to the list view without deletion, click No. You can also delete multiple items at once by selecting the checkboxes of multiple rows and then clicking on Delete. If you confirm the deletion of an entry, the entry will be deleted permanently. Therefore it is advised to archive the messages by exporting them before deletion. For more information, see Export of journal entries. Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 51

52 Journal If you want to delete an even larger number of journal entries, you first adjust the number of entries displayed per page in your individual display settings. Find a description under Selecting the number of entries displayed per page. Then you select in the column header of the first column all displayed journal entries of the page with the icon and delete all entries of the page at the same time by clicking on Delete. If you have selected journal entries on one page, but then switch to another page, the selected entries are automatically de-selected again! Therefore, the deletion must always be carried out for the items displayed on the page before moving to the next page Export of journal entries You have the option to export the selected journal entries as: XML HTML PDF Therefore, select the required journal entry or entries by selecting the checkbox and clicking on Export. Then you choose from a list the format in which you want to export the selected journal entries. Then a popup window will appear allowing you to open or save the file. If you have selected journal entries on one page, but then switch to another page, the selected entries are automatically de-selected again! Therefore, the deletion must always be carried out for the items displayed on the page before moving to the next page. A maximum of 50 entries can be selected at once. Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 52

53 Journal 8.3 Outbound journal In the outbound journal all of your transacted Requests Orders Stock orders are listed. If you select a journal entry in the list view, the details of the selected request / order / stock order will appear below the list. In each tab you find more details regarding order, supplier, ship-to, response, notifications and notes Article list and details of outbound journal entries You switch to the article view of the request / order / stock order by clicking on the button in the Details column of the respective line or by clicking on the right (arrow) button. This takes you to a new page, where items of the selected request / order / stock order are listed. If you highlight a product line in the item list, you will get below the item list the product details, with information on alternative parts. Depending on the settings of your user data, the price information of the selected item will also be displayed. Figure 45: Outbound details Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 53

54 Journal Status query of outbound journal entries With the status request, an orderer can actively request information about the orders he made, from the supplier's ERP to which the orders were placed. This can be used to check if an order has been received by the supplier. To do this, click on Status. A pop-up window opens where you can enter your filter criteria and filter for one or more orders. You have the possibility to use the filter criteria: Supplier Selection of the supplier from the selection list, to which you have placed the order Supplier order ID Search by order ID assigned by the supplier Purchaser order ID Search by order ID assigned by the purchaser From To Limit the period in which you placed the order Status Select the status "open" or "done" Maker Search only for orders that include a particular manufacturer EAN- Code Search only for orders that contain a specific EAN code Time window (days) Search only in a time window of X days Max. hits Define the maximum returned filter results An orderer can only issue a status request for the orders he has created with his customer number. Run the status request by clicking on OK or abort the status query by clicking on Cancel. After you have successfully requested the status, you receive the following information: General information on the order (header data) General information for each order item (item data) Special information on the delivery per order item Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 54

55 Journal 8.4 Received journal In the menu item Received of the journal you find all your received documents listed: Notification Order confirmation Dispatch advice Invoice Status check Credit note Debit note If you select a journal entry in the list view, below of the list view the details of the selected received document will appear. In the tabs Contents and Sender you find more details regarding the content and the sender of your received document. You also open the document by clicking on the button the right (arrow) button. in the Details column of the respective line or on This takes you to a new page, where the received document is displayed. There you have the option to print the document directly or to export it as XML, HTML or PDF. You also have the option to mark your received documents directly from the list view and print them out. For this, select the checkbox of the received document that you want to print and click on Print. You select then the printer and print the document immediately. Figure 46: Received documents Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 55

56 Journal 8.5 e-invoices journal In the menu item e-invoices of the journal you find all your received invoices listed. As document types you can see invoice and credit note with different icons: Invoice: Credit note: If you select a journal entry in the list view, you can view below of the list view the details of the selected invoice received. In the tabs Contents and Sender you find more details regarding the content and the sender of your received invoice. You can also open the invoice and corresponding invoice documents: The invoice documents are stored in TecWeb as PDF container files. A PDF container file is a file that includes several files. All invoice documents that belong to one invoice transaction (e.g. PDF document, structured data/txml, signature file, verification report, index file) are stored as one PDF container file in TecWeb. If you click in the column Documents on the button of the respective line the PDF container file is opened in the PDF viewer installed. The PDF viewer must support the container or portfolio functionality as e.g. Acrobat Reader. When the PDF container is opened you can open the single documents included and also print them. You have also the option to export invoice documents. Therefore, select the required journal entry or entries by selecting the checkbox and clicking on Export. For the export a ZIP file is created. Then a pop-up window will appear allowing you to open or save the ZIP file. The ZIP file includes all invoice documents that belong to the selected journal entries. The ZIP file is structured and includes folders which contain all documents for the invoice transaction. The folder name is the transaction ID of the TecInvoice service. E.g.: A maximum of 50 entries can be selected at once. Figure 47: e-invoices journal Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 56

57 Journal 8.6 Logs journal For users the menu item Logs is shown under journal. If a cloud is connected (e.g. Dropbox) or e-invoices are downloaded from TecInvoice service, error and information logs that are created during the automatic journal download or IFD orders, are displayed here. The table has the following columns: Date/Time Type Content Error Code Source The log files can be filtered and sorted by clicking on the column header. The Content column is not sortable and displayed in the language chosen at the login. By clicking on a line item, a detailed view of the log is opened below the table. Figure 48: Logs Journal Copyright TecAlliance GmbH The distribution of this document, even in extracts in any form, requires the written consent of TecAlliance GmbH. 57