SPS Commerce WebForms Reference Guide

Transcription

1 SPS Commerce WebForms Reference Guide

2 Table of Contents Table of Contents... i Introduction to the WebForms System... 1 Welcome... 1 What is WebForms?... 1 Requirements What do I need to get started?... 1 Logging in... 3 WebForms Icon Guide... 5 WebForms Navigation Bar Buttons... 6 WebForms Inbox... 7 To open a document from the Inbox... 8 To perform an action on multiple documents at one time... 8 To sort columns by Status, Sender, ID, or, Date To view Next Steps Printing from WebForms Printing from an open document Printing from the Inbox Printing Barcode Labels Drafts To view a document draft To sort columns by Status, Receiver, ID, or Saved: To view Next Steps To page forward or backward To return to the Inbox Outbox To view a sent document: To delete documents from the Outbox To page forward or backward To sort columns by Status, Sender, ID, or, Date To view Next Steps To return to the Inbox Send Java data entry applet Setting Defaults (Templates) Forwarding a Document Download Document Related Documents To view Related Documents WebForms Auto-Complete What is the Auto-Complete feature for WebForms? How does it work? When is the best time to use this new feature? Using Auto-Complete Accessing Auto-Complete Using Aggregation Accessing Auto-Complete Using Next Steps Accessing Auto-Complete Using the Send Menu SPS Commerce WebForms Reference Guide i Table of Contents October 31, 2006

3 Using Quick Edit Find Window Next Steps To view the Next Steps To Close Completed Orders...47 To Close an Order WebForms Access Control...48 Administrator account WebForms Customer Self-Administration Overview Adding New Users Editing Users Changing Passwords Removing Users Additional Support Questions...61 Online Cases Other Support Options SPS Commerce WebForms Reference Guide ii Table of Contents October 31, 2006

4 Introduction to the WebForms System Welcome Welcome to the WebForms Reference Guide. This reference material is intended to make your transition to the world of web business-to-business as smooth as possible. At the completion of this document, you will have a basic understanding of WebForms functions, capabilities, and the tools needed to begin using WebForms to access your EDI Documents. Please review all the information before you begin. If at any point you have questions, contact SPS Customer Support at option 1, us at customersupport@spscommerce.com, or submit an online case via your SPS Portal at by clicking on Online Cases. What is WebForms? WebForms is a service that enables non-edi capable businesses to use a standard web browser to exchange electronic documents with trading partners over the Internet. SPS Commerce has designed a simple web site, allowing you to input the information necessary to trade electronically with your business partner. SPS Commerce translates the information that you provide into an Electronic Data Interchange (EDI) format and then sends it to your business partner. WebForms allows trading partners to use online forms to send and receive data for documents such as purchase orders and invoices. WebForms utilizes XML and Java technology to generate forms directly from a database, checking against business rules prior to transmission to ensure data integrity. This e-commerce technology increases accessibility and ease of use for non-technical personnel all without the purchase of a software application! Requirements What do I need to get started? Minimum Requirements PC-compatible computer running either Windows NT 2000 Service Pack 4 (SP4) or Windows XP Service Pack 2 (SP2) 933Mhz Pentium III processor (or equivalent) 512MB RAM 56K Modem (Dial-up internet is not recommended due its slow speed and potential to cause significant delays when working with WebForms.) Any Internet Service Provider (ISP) other than AOL (AOL is not recommended as the ISP.) Internet Explorer 6.0 Service Pack 2 (SP2) (This is the only supported browser, with the exception of Internet Explorer 6.0 Service Pack 1 for Windows 2000 or NT.) SPS Commerce WebForms Reference Guide 1 Introduction to the WebForms System October 31, 2006

5 Current Java plug-in (The Java plug-in is available for download from the portal site. After logging in with your username and password, you will be provided a Download Java plug-in link on the lefthand side of the window. Follow this link, and the next page will have a link to the current Java version.) Laser or thermal printer for printing barcode labels and WebForms documents Recommended Hardware for Top Performance PC-compatible computer running Windows XP Service Pack 2 (SP2) 1.5 Ghz Pentium 4 processor (or equivalent) 768MB RAM (or higher) Broadband Internet connection (DSL/CABLE/ISDN) Any Internet Service Provider (ISP) other than AOL (AOL is not recommended as the ISP.) Internet Explorer 6.0 on Service Pack 2 (SP2) (This is the only supported browser, with the exception of Internet Explorer 6.0 Service Pack 1 for Windows 2000 or NT.) Current Java plug-in (The Java plug-in is available for download from the portal site. After logging in with your username and password, you will be provided a Download Java plug-in link on the lefthand side of the window. Follow this link, and the next page will have a link to the current Java version.) Laser or thermal printer for printing barcode labels and WebForms documents SPS Commerce WebForms Reference Guide 2 Introduction to the WebForms System October 31, 2006

6 Logging in Complete the following steps to log into the WebForms application: 1. Access the SPS Commerce Portal at Click the Login button as shown in the window below. 2. You will be prompted to enter your user name and password. Enter the required information and click the Login button. SPS Commerce WebForms Reference Guide 3 Introduction to the WebForms System October 31, 2006

7 3. The Portal window displays. An example is shown below. 4. Click the blue WebForms banner in the middle of the page. 5. The Inbox displays. The contents of the Inbox are specific to your login information. SPS Commerce WebForms Reference Guide 4 Introduction to the WebForms System October 31, 2006

8 WebForms Icon Guide Below is a list of icons used in WebForms. Use this guide as a tool to help you understand the meaning of each icon. Sort/Ascending/Descending New/Unread document/unacknowledged Document read/acknowledged Document Error/Failure (this displays in red) Templates Setting Defaults Next steps in the document process Accept This icon applies only to PO changes Reject This icon applies only to PO changes Page Forward Page Backward Edit or Work with this Document Bookmark this Page This allows you to save a URL address for easy access Related Documents Print Flag or Bookmark Select or Select All Print Shipping Labels Print UPS Labels Auto-Complete Download Document SPS Commerce WebForms Reference Guide 5 Introduction to the WebForms System October 31, 2006

9 WebForms Navigation Bar Buttons The navigation bar at the top-center of the Inbox allows you to move quickly between different WebForms functions and features. The six buttons of the navigation bar are defined as follows: Contains inbound documents sent from your trading partners Contains documents that have been saved Contains copies of outbound documents that have been sent to your trading partners Contains links that provide access to all the different documents you can send to your trading partner Provides a window to search for documents Creates a Web bookmark of the current active page so that it can be easily opened in the future SPS Commerce WebForms Reference Guide 6 Introduction to the WebForms System October 31, 2006

10 WebForms Inbox All incoming documents are stored in the Inbox. Unread documents are displayed in bold. Documents that have been viewed (acknowledged) are displayed in a non-bold font. Documents displaying the icon are unread. Documents displaying the icon have been viewed. The Inbox is organized into rows and columns. Rows include individual document records. Columns provide document information, and are defined as follows: Status: Indicates the place of the document within the work cycle, such as Read, Unread, or Errored; sort arrows allow for viewing documents by Status Sender: The name of the trading partner that has sent the document; sort arrows allow for viewing documents by trading partner Type: Indicates the kind of document that is being viewed, such as purchase order, or product forecast ID: A unique number that has been assigned to the document; sort arrows allow for viewing documents by ID number NOTE: Should your trading partner use additional identification information that can not be entirely displayed, such as a release number; that additional identification information can be displayed by using the mouse to "hover over" a particular ID. Should additional identification information be present, it will appear in a small window visible while you hover over a particular ID. Received: Date and timestamp of when the document posted to your site; sort arrows allow for viewing documents by date SPS Commerce WebForms Reference Guide 7 WebForms Inbox October 31, 2006

11 Next Steps: Allows for viewing a list of return documents to be completed for that particular document and trading partner To open a document from the Inbox 1. Click on either the icon or con under the Status column. The correlating document from that row will open in a secondary window. or 2. In the Sender column, click on the trading partner name for the document that you want to open. The correlating document from that row will open in a secondary window. To perform an action on multiple documents at one time 1. Place a check mark in the box in the Status column of the document that you want to view. 2. Choose an option from the Select an Action pick-list in the lower-left of the window (below the Status column). SPS Commerce WebForms Reference Guide 8 WebForms Inbox October 31, 2006

12 3. The Aggregation Frameset (Document Actions) window opens, containing a list of the documents that were selected. You are not able to view more than one document at a time, and you are not able to view documents through the Aggregation Frameset (Document Actions) window. To view a document, you must return to the Inbox NOTE: Viewing a document will open the full document in a secondary window. Opening a document consists only of being provided an online record of the document s details including Sender, Receiver, Type, and ID. Opening a document is only valid when the document is over 90 days old (closed). In this case, you can only locate and open the document via the Find function. Opening the PO allows for viewing and sending documents off of the PO again. 4. Options available in the Select and Action pick-list are defined as follows: Print Documents Prints the document(s) that are selected (in the Status column) Print Labels Opens the Print Labels window for the ASN document(s) that are selected (in the Status column) Delete Deletes the document record from the Inbox view Reply Opens the Send window to allow for selection of default reply documents to be sent per the document(s) that are selected (in the Status column) Forward Allows the supplier to forward a document, such as forwarding a PO to another business partner; only applicable for international sourcing suppliers Auto-Complete Returns a window allowing selection of a return document to be automatically completed and validated in response to the document(s) that are selected (in the Status column) SPS Commerce WebForms Reference Guide 9 WebForms Inbox October 31, 2006

13 Send Used for submitting a document to a trading partner; for instance, if a document (e.g. ASN, Invoice, etc.) is valid and ready to be sent, then the supplier can choose multiple document and submit them all at once; only applicable for documents that are in the Drafts menu Mark Read Changes the status of the selected documents from Unread, Errored, etc. to Read Accept This only applies to purchase order changes. Once the PO change has been accepted, a separate Document Actions window will appear showing the specified documents have been accepted. Open If a PO is more than 90 days old, it will be closed, removed from the inbox and will no longer be available in the Send menu. The Find function must be used to locate a closed PO. Once the PO is located, the Open function makes a PO available again to create an ASN, invoice, or any other available document, against the document; makes the document visible in the Send menu. Close Performs the opposite of Open, it removes the document from the Send menu, but the document will remain in the Inbox, unless the document is more than 90 days old. Flag Applies the Flagged icon next to the document under the Status column. Can be used to bookmark a document for future use. Un-Flag Removes the Flagged icon from the Status column next to the selected document The Flagged icon Download Documents Converts 830, 850, or 852 documents into a CSV file that can be viewed in Microsoft Excel or uploaded to custom in-house applications Track UPS Shipments Opens the UPS Order Tracking window showing the shipment ID and correlating UPS Tracking Number To sort columns by Status, Sender, ID, or, Date 1. Click on the Sort (ascending/descending) arrows for the column heading that you want to reorder. 2. The column will display according to the ascending/descending option for the criteria that was selected (alphabetical for Sender; by document type for Status; numerically for ID; chronologically for Date). SPS Commerce WebForms Reference Guide 10 WebForms Inbox October 31, 2006

14 To view Next Steps Next Steps provides the appropriate next documents to be used for each source document as determined by your trading partner business rules. Click on the Next Steps icon for the document that you will be working with. For additional information, refer to the Next Steps section later in this reference guide. SPS Commerce WebForms Reference Guide 11 WebForms Inbox October 31, 2006

15 Printing from WebForms Whether you want to print a WebForms document or you need to print bar code labels, printing from WebForms is simple and convenient. When printing a document, you can either print from an open document or directly from the Inbox. For printing bar code labels, you print either from Shipping Labels option from the Next Steps of Saved documents or from the Next Steps of Submitted documents. These options are explained fully in the following examples. Printing from an open document 1. Click on the Print icon of an open document. This option is only available for a document that is already open. SPS Commerce WebForms Reference Guide 12 Printing from WebForms October 31, 2006

16 2. The Print window displays. Select the appropriate options and click the Print button. Printing from the Inbox 1. Place a check mark in the box under the Status column for the document that you want to print. NOTE: You may print up to 14 documents at one time 2. Select the Print Documents option from the Select an Action pick-list in the lower-left of the window (below the Status column). SPS Commerce WebForms Reference Guide 13 Printing from WebForms October 31, 2006

17 3. The Print window displays. Click the Print button. SPS Commerce WebForms Reference Guide 14 Printing from WebForms October 31, 2006

18 Printing Barcode Labels Some trading partners require that you use the UCC-128 bar code labels on your shipments. For best results, you will want to use a laser or thermal printer to print your labels from your WebForms site. After you have saved or submitted your shipping notice, follow the steps below to print the UCC-128 bar code labels. Bar code labels can be printed as many times as needed. You can print bar code labels from a saved or a submitted ship notice. Saved documents are found in the Drafts folder. Submitted documents are found in the Outbox folder. Select the ASN that is to be used for the labels. 1. Click on the Next Steps icon for that document. It is recommended that you print your bar code labels before submitting your ASN to your trading partner. This will allow you the opportunity to correct any errors you might encounter while packing your shipment. 2. Click on the Shipping Label icon. 3. The Print button is available on the window that displays, to the right of the labels. NOTE: The print button will not be visible until you scroll to the right of the labels. 4. If you need to print a specific label, you will want to indicate which label or labels to display in your Range to Display field. Type in the number or numbers of the labels you would like to print (1-4 or 1, 3, 4). Press Enter. Then click Print. 5. Clicking the Print Labels button will open a standard windows dialog box for printing. SPS Commerce WebForms Reference Guide 15 Printing from WebForms October 31, 2006

19 6. It may alert you that a Java applet is about to run. Choose Yes when the Java applet warning displays. 7. The Page Setup window displays. 8. Change the paper size to Legal. 9. Set Orientation to Portrait. 10. Click on the Print button. 11. To log off of the SPS Commerce Portal, close the browser by clicking on the in the upper right-hand corner of the window. SPS Commerce WebForms Reference Guide 16 Printing from WebForms October 31, 2006

20 Drafts WebForms will allow you to save unsent documents in the Drafts folder. You can easily initiate documents, and retrieve them at a later date for completion. Look for the Save button at the bottom of each document to save your work. To view a document draft 1. Click the Drafts button in the navigation bar at the top of the window. 2. Click on the icon under Status to sort by acknowledged documents. All documents in Drafts have the same status and are sorted by date and time saved. 3. Click on the trading partner name under the Receiver column to open a document. NOTE: The Drafts view only displays 20 document records at a time. If additional records are available, then a message will display at the bottom of the window defining the number of records available on subsequent windows. As shown in the example at right. The message that displays at the bottom of the WebForms window indicating the number of documents 1-20 (of 32) and number of pages 1 2. SPS Commerce WebForms Reference Guide 17 Drafts October 31, 2006

21 To sort columns by Status, Receiver, ID, or Saved: 1. Click on the Sort (ascending/descending) arrows for the column heading that you want to sort. 2. The column will display according to the ascending/descending option for the criteria that was selected (by document type for Status; alphabetical for Receiver; numerically for ID; chronologically for Saved). To view Next Steps Next Steps provides the appropriate documents to be used for each source document as determined by your trading partner business rules. Click on the Next Steps icon for the document that you will be working with. For additional information, refer to the Next Steps section later in this reference guide. To page forward or backward Navigate using the (page forward) and (page backward) icon in the bottom center of the window. To return to the Inbox Click the button in the navigation bar at the top of the window. SPS Commerce WebForms Reference Guide 18 Drafts October 31, 2006

22 Outbox Documents you send are moved to the Outbox folder. Documents in the Outbox will be hidden from view after 90 days. Documents will automatically be archived after a period of 13 months. Documents falling between 90 days and 13 months can be located by using the Find window to conduct a document search. To view a sent document: 1. Click the Outbox button in the navigation bar at the top of the window. 2. Click on the,, or icon under the Status column, or, 3. Click on the trading partner name under the Receiver column and the document will display. SPS Commerce WebForms Reference Guide 19 Outbox October 31, 2006

23 To delete documents from the Outbox Place a check mark in the box under the Status column and then select Delete in the window at the bottom of the Status column. Deleting a document will not prevent it from being sent. NOTE: Click the button in the navigation bar at the top of the window to search for and recover deleted documents. Deleted documents can be viewed by selecting Status and then Deleted, but they can not be recovered without assistance from customer support. To page forward or backward Navigate using the (Page Forwards) and (Page Backwards) icon in the bottom center of the window. To sort columns by Status, Sender, ID, or, Date 1. Click on the Sort (ascending/descending) arrows for the column heading that you want to sort. 2. The column will display according to the ascending/descending option for the criteria that was selected (alphabetical for Sender; by document type for Status; numerically for ID; chronologically for Date). To view Next Steps Next Steps provides the appropriate next documents to be used for each source document as determined by your trading partner business rules. Click on the Next Steps icon for the document that you will be working with. For additional information, refer to the Next Steps section later in this reference guide. To return to the Inbox Click the button in the navigation bar at the top of the page. SPS Commerce WebForms Reference Guide 20 Outbox October 31, 2006

24 Send The Send option allows access to the documents to be returned to your trading partner. 1. To access the Send window click Send the button in the navigation bar at the top of the window. 2. Select a trading partner from the drop-down list at the top of the window. 3. Documents will display once a trading partner has been selected. 4. The window includes three columns: Send, Name, and Defaults. SPS Commerce WebForms Reference Guide 21 Send October 31, 2006

25 5. Click an icon in the Send column, next to the document you wish to complete and send. The following window will open, allowing you to select the source documents to be included. Refer to the section on Auto-Complete for additional information. 6. Select the source document and click Reply. 7. Setting Defaults allows you to pre-populate specific document data entry fields, eliminating the need for you to enter repetitive data. For example, if you always ship from the same address, you can set a default so that when that particular document is accessed, the Ship From address is pre-populated. 8. Click on the Defaults icon next to the name of the document for which you would like to create defaults. Refer to the Setting Defaults (Templates) section for additional details on working with defaults. 9. Click a document name in the Name column to open the document for data entry. The following message displays. SPS Commerce WebForms Reference Guide 22 Send October 31, 2006

26 Java data entry applet 1. The Java data entry applet opens for the selected document. This applet includes the following three windows. Complete the document fields outlined in blue. These are the required fields. Significant buttons and options are defined in the following step. Contact Customer Support with questions regarding specific data entry fields. 2. Please take note of the three tabs on each of the three windows. 3. Significant buttons and options of the Java data entry applet include: Done Closes the document and removes it from the Send menu: If the Done check-box is selected and the document sent, the source PO is removed from the POs listed under the Send function for that document type Close Closes the document without saving changes (unless the document was saved prior to closing) Check Verifies that all mandatory fields have been completed Save Saves the document SPS Commerce WebForms Reference Guide 23 Send October 31, 2006

27 Send Sends the document to the specified trading partner Find a Field Searches for a particular field name or EDI segment using the search window below; search options include Name and EDI To complete the Find a Field window: Select either the Name, EDI, or both check-boxes. Complete entry of the Name and/or EDI fields. Select the appropriate button. Find Searches for results that match the criteria specified in the Name and EDI fields, displaying the results one field at a time Show All Searches for results that match the criteria specified in the Name and EDI fields, displaying a list that contains all the fields matching the criteria Cancel Ends the search and returns to the data entry applet 4. Once you have completed data entry, click on the Check button at the bottom of the document to verify that all required fields are populated. You may either Save then Close or Send to exit the applet. SPS Commerce WebForms Reference Guide 24 Send October 31, 2006

28 Setting Defaults (Templates) You will need to access your Send window to begin setting your defaults. Refer to the previous section for details on the Send window. 1. Use the file folder tree on the left side of the window to select the section of the form for which you will be creating defaults. The file folder tree corresponds with the data entry fields on the specified document. 2. Use the field at the bottom of the window to type in information. In the example below, the Date field is selected. NOTE: Defaults should be set for those fields in which information is static on every one of the specified documents you will be sending, i.e. Ship From address, payment terms, etc. 3. Continue to click on each additional field for which you would like to provide defaults until complete. 4. Use the Check button at the bottom of the form to check for errors. 5. Place a check-mark in the Activate Defaults check-box 6. Click on the Save button to save defaults to the form. Click the Cancel button to exit the Defaults window without saving any changes. Click the Clear All button to delete all field entry and start over. 7. To close the Defaults window click on the in the upper right-hand corner of the window. SPS Commerce WebForms Reference Guide 25 Setting Defaults (Templates) October 31, 2006

29 Document Forwarding The Document Forwarding feature allows multiple vendors to collaborate in the completion of a document that is received from a retail trading partner. It is used primarily in situations that involve a third-party vendor: For instance, when a retail trading partner submits a purchase order to a vendor who then forwards the purchase order to a factory (or other third-party entity), with the factory then completing the order and sending an ASN back. Document Forwarding begins in the WebForms Inbox. The process of Document Forwarding is defined in the following steps. 1. From the Inbox, click on the document that will be sent to the vendor. SPS Commerce WebForms Reference Guide 26 Document Forwarding October 31, 2006

30 2. The document opens. The example below shows a purchase order from the trading partner Tween Brands. 3. Click on Next Steps in the upper-right corner of the document window. SPS Commerce WebForms Reference Guide 27 Document Forwarding October 31, 2006

31 4. The Next Steps window opens. Click on Forward Order. 5. Select a vendor from the drop-down list in the Next Steps Address Book. SPS Commerce WebForms Reference Guide 28 Document Forwarding October 31, 2006

32 6. The document that was specified in Step 2 is automatically saved and sent to the trading partner that was selected. The following window shows an example message Created 1 documents. 7. To edit the document, click the Edit (Work With This Document). 8. The Java data entry applet opens. Significant buttons and options of the Java data entry applet include: Done Closes the document and removes it from the Send menu: If the Done check-box is selected and the document sent, the source PO is removed from the POs listed under the Send function for that document type Close Closes the document without saving changes (unless the document was saved prior to closing) Check Verifies that all mandatory fields have been completed SPS Commerce WebForms Reference Guide 29 Document Forwarding October 31, 2006

33 Save Saves the document Send Sends the document to the specified trading partner Find a Field Searches for a particular field name or EDI segment using the search window below; search options include Name and EDI For additional explanation refer to the Java data entry applet topic. SPS Commerce WebForms Reference Guide 30 Document Forwarding October 31, 2006

34 9. When finished, click the Close Window button. SPS Commerce WebForms Reference Guide 31 Document Forwarding October 31, 2006

35 Download Document You can download 830, 850, or 852 documents from the document window. Downloading converts the online view of the document into a CSV file that can be viewed in Microsoft Excel or uploaded to in-house applications. The process for downloading is defined as follows. 1. While an 830, 850, or 852 document open, click on the Download Document icon in the upper-right corner of the window. The Download Document icon 2. The Document Action window displays listing the document that you clicked for download. The Save HTML Document window also displays simultaneously prompting you to save the document. SPS Commerce WebForms Reference Guide 32 Download Document October 31, 2006

36 3. Browse to the correct location where you would like to save the file. You might want to change the file name to something that better identifies the file. In the Save as type field it doesn t matter whether you select HTML File or TXT File. 4. Click the Save button. The file is then downloaded to the location that you specified and is available as CSV to be opened in Microsoft Excel. SPS Commerce WebForms Reference Guide 33 Download Document October 31, 2006

37 Related Documents The Related Documents icon currently selected document. will display a list of documents that are related to your To view Related Documents 1. Click on the icon in the Next Steps window. The Source Documents window displays. The source document is the originating document. The target document is the document that is related to the originating document. 2. To view a related document, click on next to the document of your choice. SPS Commerce WebForms Reference Guide 34 Related Documents October 31, 2006

38 WebForms Auto-Complete What is the Auto-Complete feature for WebForms? The Auto-Complete feature for WebForms provides a fast and efficient method for completing EDI documents. Combined with the use of WebForms defaults, the Auto-Complete feature can save time and reduce data entry errors. Refer to the Setting Defaults (Templates) section for additional details on working with defaults. How does it work? The user must first establish default data for a document type in order to use the Auto-Complete option. Once defaults have been established, and after specifying a source (i.e. purchase order, etc.) and return document type (i.e. invoice or purchase order acknowledgement), the user then selects Auto-Complete. The WebForms application generates a return document and then validates it against your trading partner s EDI specifications. If the EDI specifications are incomplete or if additional fields are required, such as the invoice number or invoice date, the user is prompted to complete data entry through the Quick Edit window (refer to the section, Using Quick Edit). The user can then enter the required fields and choose to either send or save the documents. If the documents are saved, a completed return document will be available in the Drafts folder. If the documents are sent, the user can review a copy of the completed document in the Outbox. When is the best time to use this new feature? The Auto-Complete feature can be used for all return documents invoices, purchase order acknowledgements, and ASNs but some uses are better than others. The following are some important considerations for using the Auto-Complete feature: Be sure that your return document does not require any changes to information such as quantities or price. Using this feature for creating an ASN will assume that all items on the source purchase order will be packed in a single carton that is shipped to a single location. This feature is ideal for efficiently completing dropship advance ship notices. This feature can also be used to complete Draft documents. In many cases, you may choose to save a draft of a return document and submit it at a later time. Instead of opening the draft and selecting the Submit option of the form, you can simply select the draft(s) to be submitted and then select the Auto-Complete feature. If there are additional fields required, such as the bill of lading number or invoice number, you can enter those fields using the Quick Edit window. The Quick Edit window allows the user to enter up to five (5) fields. In cases where there are more than five (5) fields that the user must enter, a draft of the return document is saved in the Drafts folder and a message indicating that the Auto-Complete feature did not complete successfully is displayed. If this occurs, you can complete the document by opening the draft, selecting the Check option to determine which fields are required, entering the data, and submitting the document. SPS Commerce WebForms Reference Guide 35 WebForms Auto-Complete October 31, 2006

39 Using the Defaults feature can optimize the Auto-Complete feature. Setting defaults for fields such as the Ship From Address and Payment Terms will reduce the number of fields that need to be completed using the Quick Edit window. Using Auto-Complete Auto-Complete can be accessed through Aggregation, Next Steps or the Send menu. No matter which way you access this feature, the steps are the same. 1. Select the source document(s). 2. Select the auto complete option. 3. Select the return document type PO acknowledgement, invoice, etc. 4. Enter any missing data using the Quick Edit window. 5. Check and save or send the document(s). When accessing the feature through Aggregation or Next Steps, each source document selected will complete one turn-around document. Selecting this feature from the Send menu will create one return document for all source documents selected. SPS Commerce WebForms Reference Guide 36 WebForms Auto-Complete October 31, 2006

40 Accessing Auto-Complete Using Aggregation 1. When in the Inbox, place a check mark in the box in the Status column for the document that you want to work with. 2. Select Auto-Complete from the Select an Action pick-list in the lower-left of the window (below the Status column). SPS Commerce WebForms Reference Guide 37 WebForms Auto-Complete October 31, 2006

41 3. The Select a Form to Create window displays. Select a return document type. 4. The Quick Edit window displays. Enter data using the Quick Edit window (refer to the section, Using Quick Edit). SPS Commerce WebForms Reference Guide 38 WebForms Auto-Complete October 31, 2006

42 Accessing Auto-Complete Using Next Steps 1. Access your WebForms Inbox or Drafts menu. 2. Select the Next Steps icon for the document that you will define through use of Auto Complete. The Next Steps window displays. 3. Select the Auto Complete option. SPS Commerce WebForms Reference Guide 39 WebForms Auto-Complete October 31, 2006

43 4. The Select a Form to Create window displays. Select a return document type. 5. The Quick Edit window displays. Enter data using the Quick Edit window (refer to the section, Using Quick Edit). SPS Commerce WebForms Reference Guide 40 WebForms Auto-Complete October 31, 2006

44 Accessing Auto-Complete Using the Send Menu 1. Click the Send button in the navigation bar at the top of the window. 2. The Send window displays. Select a trading partner from the drop-down list 3. Select a return document type. SPS Commerce WebForms Reference Guide 41 WebForms Auto-Complete October 31, 2006

45 4. The Send window displays, containing the documents that were selected in the previous step. Place a check-mark in the box under the Status column, select the Auto Complete option, and click Reply. SPS Commerce WebForms Reference Guide 42 WebForms Auto-Complete October 31, 2006

46 Using Quick Edit In combination with document defaults (templates) and Auto-complete, the Quick Edit window is available to the user for completion and addition of required fields that were not defined as part of the standard document layout. For instance, a supplier might prepare 40 ASNs that are complete except for lacking information in three fields the Invoice Number, Customer ID #, and SCAC Code (shown below in the example Quick Edit window). If this supplier had established document defaults, they could then create these 40 ASNs as a batch rather than one at a time. Auto-complete will populate the fields that do not change. Quick Edit would be used to complete data entry for the unique fields within the ASN. The process is defined as follows. 1. Establish document defaults (templates). 2. Use Auto-complete to populate the fixed fields of a set of same documents. 3. Use the Quick Edit window (opens automatically) to complete data entry for the fields that were not populated through Auto-Complete. NOTE: Quick Edit is not available for documents that have more than five undefined fields. Documents with more than five undefined fields will need to be completed in the Java data entry applet. To make a document available for Quick Edit, additional fields (so that there are five or fewer) will need to be defined in the document defaults (templates). To review the documents before saving or sending them, you can click on the document s ID value. To perform more detailed edits, click on the Edit icon in the upper-left corner of the window. To save a document, place a check mark in the Select an Action check-box and select the Send option from the Select an Action drop-down list. To save a document, place a check mark in the Select an Action check-box and select the Save option from the drop-down list. SPS Commerce WebForms Reference Guide 43 Using Quick Edit October 31, 2006

47 Find Window The Find window will display a query (search) window. There are five search options Date, Document, ID, Partner, and Status. You may select one or multiple options for your search criteria. To access the Find window click the Find button in the navigation bar at the top of the window. 1. To search by a specific option place a check-mark the appropriate check-box for the filter or filters to be used. Search options include: Date: Enter dates in both the From and the To fields. Document: Highlight (click on) the name of the specific document from those listed in the text box. ID: Enter the ID # of the document (invoice #, PO#). NOTE: Select the Exact Match check-box to search by a specific ID #. Partner: Highlight the name of the trading partner in the box. Status: Allows you to easily search for documents by their current status on your site e.g. Flagged, Read, Accepted, etc. NOTE: In the drop-down lists (Document, Partner, and Status) multiple criteria can be selected by using the Ctrl and Shift keys. In the ID field, multiple IDs can be specified by using a comma to separate the ID numbers. SPS Commerce WebForms Reference Guide 44 Find Window October 31, 2006

48 2. Once the search criteria have been specified, click on the Search button. 3. Documents that match the search criteria are displayed in the Searchbox window as shown below. Click the Search Again button if you would like to refine your search results or complete another search. The criteria that were selected for the previous search will be retained upon returning to the Find window via the Search Again button. 4. To open the document, click on either the or icon, the Sender name (e.g. Cabela s), or the Receiver name (e.g. Training Connection Factory). The document opens for review. You can close the document and return to the Searchbox or Find windows. You can also leave the document open and return to the Searchbox or Find windows to locate other documents. Multiple documents can be opened during the same login. SPS Commerce WebForms Reference Guide 45 Find Window October 31, 2006

49 Next Steps Next Steps provides the appropriate documents to be used for each source document as determined by your trading partner business rules. To view the Next Steps 1. Click on the Next Steps icon. 2. The documents will be listed in the order that they should be completed. 3. To open and complete a document in the list, click on next to the document of your choice. SPS Commerce WebForms Reference Guide 46 Next Steps October 31, 2006

50 To Close Completed Orders Closing completed orders will shorten the list of available documents in your Inbox selection window. (Once you have received a larger number of purchase orders, you will see that the list of PO numbers in your selection window may become too large to view all at once.) Close does not delete. Closed documents can be found using Find, defined earlier in this reference guide. To Close an Order 1. Place a check mark in the box under the Status column. You may select up to fourteen documents at a time. 2. Select the Close option in the Select an Action pick-list in the lower-left of the window (below the Status column). SPS Commerce WebForms Reference Guide 47 To Close Completed Orders October 31, 2006

51 WebForms Access Control WebForms Access Control, or Company User Admin, is a feature provided to WebForms customers that makes possible the assignment of unique system rights and roles to the accounts within their company, specifying whether or not a user can view, create, save, and edit WebForms data and documents. For example, an employee working in the shipping department of a company using WebForms might need to view or create ASN documents, while also being prohibited from accessing documents and actions outside the scope of their job. In this case, a WebForms user account could be created that provides this employee only with Read/Write access to ASN documents. This allows the employee to view and create ASN documents, but restricts the employee from having access Access can be established both at the organization level and at the individual user level within the customer organization. This is an important difference from the previous version of WebForms, which was limited in that all users of an account had the same access privileges. With the new version, security and access can be defined differently for each account, based on the role and responsibilities of the individual user. There are three access levels, defined as follows: Read Allows a user to view the data contents of a document for a given trading partnership or all trading partnerships; this is necessary to view trading partner data but is not necessary to create documents related to that data Read/Write The default assignment, which allows the user to view, create, save, edit and submit the document type for a given trading partnership or all trading partnerships None The user has neither Read access nor Read/Write access for a given trading partnership or all trading partnerships For documents that source from other documents, such as an ASN from a purchase order, it is not necessary to set permissions on the source document. For example, if a user is given read/write access to ASN documents but is not granted any permission to purchase order documents, they are still able to create ASN documents that use a purchase order as a source document. They will not, however, be able to directly open and view the contents of the purchase order document. Administrator account Access will be regulated by permissions assigned to user accounts at the trading partner/document type level. This feature will allow WebForms customers to control access to trading partners and documents for user accounts they set up through the Administrator Account. Each user account created by a customer through the Administrator Account will have permissions granted for read/write or read-only access at the document level for either all trading partnerships or for a given trading partnership. SPS Commerce will provide one Administrator account for each new customer. Administrators are important for their role in creating new accounts within their organization. A specific customer contact designated at the time of purchase will assume the Administrator role. The Administrator account has the following capabilities: SPS Commerce WebForms Reference Guide 48 WebForms Access Control October 31, 2006

52 Create user accounts and grant account permissions The Administrator will be able to grant any and all permissions that the Administrator account has in the WebForms application. (The Administrator account will be set up with all possible permissions for every document/trading partner combination that has been set up for them.) The Administrator account will not be able to grant the right to another user account to have the capability to create, modify or remove other user accounts. Modify the permissions assigned to a user account The Administrator account will only have access to user accounts that were created by this account. In other words, the capability to modify user accounts can not be transferred across Administrator accounts. Delete users The Administrator account will be able to remove a user s permissions in the WebForms application for any account that has been created by the Administrator account. WebForms Customer Self-Administration Overview 1. After logging in to the WebForms application (see Logging In), click on the Company User Admin link in the upper-left hand corner of the WebForms Portal window. NOTE: You will only be able to access the User Administration window if administrator rights have been assigned to your username and password. SPS Commerce WebForms Reference Guide 49 WebForms Access Control October 31, 2006

53 2. The User Administration window displays. 3. This is the main window from which to complete WebForms access control administrative tasks. Available administration options include: Adding new users Editing users Changing passwords Removing users SPS Commerce WebForms Reference Guide 50 WebForms Access Control October 31, 2006

54 Adding New Users 1. From the User Administration window, click on the Add New User button. The Add New Company User window displays. 2. Enter a user name in the Username field. Username requirements are as follows: Length Must be at least seven characters long Alphanumeric Must contain both letters and numbers Restrictions Cannot contain % or # characters 3. Enter a password in the Password field. Password requirements are as follows: Length Must be at least seven characters long Alphanumeric Must contain both letters and numbers Requirements In addition to letters and numbers, passwords must contain at least one special character (!, #, ^, &, etc.) Restrictions Cannot contain spaces SPS Commerce WebForms Reference Guide 51 WebForms Access Control October 31, 2006

55 4. Enter the password again in the Verify field. The password will be confirmed if the Verify field entry matches the Password field entry. NOTE: Click Cancel at any time to exit the Add New Company User window. Changes that have been made will be lost upon clicking the Cancel button. 5. Click the Add User button. The user that was added is provided with account access. NOTE: Users will access the WebForms portal using the Username and Password assigned to them by the administrator. 6. The User Administration window displays with the new user added to the list. In this example, new user 123abcd has been added, and is shown highlighted in yellow in the following image. SPS Commerce WebForms Reference Guide 52 WebForms Access Control October 31, 2006

56 Editing Users Once a user has been added with access control, the next task is to configure that user with the appropriate access and information options. This task is completed through a series of steps beginning with the User Administration window, as follows. 1. From the User Administration window, click on the Edit button next to the user for whom you will complete access control configuration. In this example, we will be configuring access for user 123abcd. 2. The User Administration for: [user name] window displays. Access categories that are available through this window include: Service and Product Options Trading Partner News and Information SPS Commerce WebForms Reference Guide 53 WebForms Access Control October 31, 2006

57 3. Access can be enabled (and then edited) or disabled through the configuration available in this window. This is accomplished through making changes in the left-hand Enabled Options column and the right-hand Available Options column in each category section. Content that has been enabled for the user displays in the Enabled Options column. Content that has been provided to the user is in the Available Options column. Keep the following functions in mind when working in the User Administration window. To provide the user with access to content, click on the Enable button in the Available Options column. To edit user access, for instance to allow read only access to some documents but not to all, click the Edit button in the Enabled Options column. To restrict the user from being able to access content, click the Disable button in the Enabled Options column. NOTE: The following warning will display after you click the Disable button. Click OK to confirm that you want to disable access. SPS Commerce WebForms Reference Guide 54 WebForms Access Control October 31, 2006

58 4. After clicking the Edit button to configure user access, the User Account window displays. This window includes options for setting up the user account (Account Settings) and for associating that account with access rights for specific trading partner documents (Form Permissions). These options are shown in the example User Account window provided below. Account Settings 1. Enter an alias for the account in the Display Name field. An alias is a user-friendly pseudonym or nick-name assigned to the account in addition to the username; usernames can be complex due to the alphanumeric requirement; an alias can be shorter or easier to remember, such as and Alias of Tom correlating with a username of shipper7. 2. Enter the address(es) for the account in the Address field. Multiple addresses can be assigned to one account in cases where more than one person will be receiving account news, completing shared tasks, or viewing account information. 3. Procede to the Form Permissions section. SPS Commerce WebForms Reference Guide 55 WebForms Access Control October 31, 2006

59 Form Permissions 1. Select a trading partner from the Choose a trading partner drop-down list. This is the trading partner for which the administrator will configure user access. The option of ALL exists so as to make possible assignment of the same account settings to all trading partners. 2. There are no actions required in the Trading Partner or EDI Form columns. The Trading Partner column identifies the trading partner that is currently being configured. The EDI Form column lists the EDI document types for which user access can be established. 3. Specify user access to EDI documents using the radio buttons in the Permissions column. Access selections define user access to the EDI documents for the current trading partner(s). The three access options include: Read Allows a user to view the data contents of a document for a given trading partnership or all trading partnerships Read/Write Allows a user to view, create, save, edit and submit the document type for a given trading partnership or all trading partnerships NOTE: If a user is assigned either Read or Read/Write access to a PO, and if an address assigned to their account, then they are automatically added to the PO notification list None Default assignment that results when a user has neither Read-Only access nor Read/Write access SPS Commerce WebForms Reference Guide 56 WebForms Access Control October 31, 2006

60 4. Choose an option from the Select a permissions action drop-down list. This is useful when assigning the same rights to an account for all trading partner documents. The options include: All permissions Read provides the current used with Read access for all trading partner documents All permissions Read/Write provides the current used with Read/Write access for all trading partner documents All permissions None provides the current used with no access for any trading partner documents 5. Click the Save button to save the account changes. Use the Close button either to cancel the changes without saving them or to exit the window after saving the account changes. SPS Commerce WebForms Reference Guide 57 WebForms Access Control October 31, 2006

61 Changing Passwords 1. From the User Administration window, click on the Change Password (Chg Pwd) button. The Change User Password window displays. 2. The Username field is grayed out and cannot be changed. Enter a new password in the Password field. Password requirements are as follows: Length Must be at least seven characters long Alphanumeric Must contain both letters and numbers Requirements In addition to letters and numbers, passwords must contain at least one special character (!, #, ^, &, etc.) Restrictions Cannot contain spaces 3. Enter the password again in the Verify field. The password will be confirmed if the Verify field entry matches the Password field entry. SPS Commerce WebForms Reference Guide 58 WebForms Access Control October 31, 2006

62 4. Click the Update Password button to save the changes and exit the Change User Password window. Click the Cancel button to exit the Change User Password window and return to the User Administration window without saving changes. The following message displays when the password update has been successfully completed. Click the done button to return to the User Administration window SPS Commerce WebForms Reference Guide 59 WebForms Access Control October 31, 2006

63 Removing Users 1. From the User Administration window, click on the Remove button. The following warning message displays. 2. Click OK to remove the user. Click Cancel and return to the User Administration window. SPS Commerce WebForms Reference Guide 60 WebForms Access Control October 31, 2006

64 Additional Support Questions Support for WebForms is provided through three methods: submission of an online case including questions and issues related to WebForms, toll-free telephone call to Customer Support, and . Online Cases SPS Commerce is pleased to offer you Online Cases, a new way to submit any questions or issues to our Customer Support team without leaving SPSCommerce.net. With this new support capability, you will be able to create and track your case online, provide additional information, and view updates from your Customer Support representative at any time. Complete the following steps to use Online Cases: 1. To access Online Cases, go to and select Online Cases from the Support Links section. 2. The Online Cases window displays. SPS Commerce WebForms Reference Guide 61 Additional Support Questions October 31, 2006