ADRESS Porfyrvägen 14 224 78 Lund Sverige TEL +46 31 727 86 10 info@pipechain.com www.pipechain.com PipeChain Instructions WebEDI, Stadium 2017-02-28 Version 4.0 1
PipeChain WebEDI for Stadium Table of Contents 1. Login to PipeChain WebEDI... 4 2. Main menu... 4 3. Order handling order overview... 5 3.1. Search... 5 3.2. Edit View... 6 3.3. Printer Friendly... 6 3.4. Export to Excel... 7 3.5. Icons in the Order overview frame... 7 4. This is how to confirm an order... 8 4.1. Choose Confirm in the main menu... 8 5. This is how to reconfirm an order... 10 5.1. Choose Reconfirm in the main menu... 10 6. Order change... 10 6.1. Cancelled... 10 7. This is how to notify delivery of your order... 11 7.1. Choose Despatch in the main menu... 11 7.2. Fill in the Despatch Detail... 11 8. Despatched... 11 9. This is how you invoice... 13 9.1. Choose invoice in the main menu... 13 9.2. Fill in the invoice detail... 13 10. Invoiced... 15 10.1. Mark as paid... 15 10.2. Print the invoice... 15 11. Finished order... 16 12. Tools... 16 12.1. Change password... 16 12.3. Add taxes... 18 13. Logout... 19 14. PipeChain... 19 15. Support... 19 2
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1. Login to PipeChain WebEDI Login at http://webedi.pipechain.com/login Type login information Click the Login button 2. Main menu In the main menu you will have the following headings: Order overview Here you can see all orders in the WebEDI service, except for orders with status invoiced, where time for reciept time has past todays date and finished orders. Confirm Here you can see all orders from Stadium that should be confirmed Reconfirm Here you can see all confirmed orders that can be reconfirmed Despatch This is where you will find all confirmed orders that are ready to be shipped. This is where you make the despatch. Despatched This is where all sent despatch advices are displayed. Invoice Here you will find all despatches that are not yet invoiced. This is where you make the invoice. Invoiced This is where all sent invoices are displayed. Finished orders Here you can see all orders with status invoiced and paid but only orders with reciept time that is past todays date. If you double click on an order you can find information about that specific order and the changes that are made along the way. Tools This is where you can see and make changes in the settings for your user and supplier. LogOut Click on LogOut when you are finished and want to exit PipeChain. PipeChain Click here to visit PipeChain website or contact PipeChain support. 4
3. Order handling order overview In the main menu choose Order overview. In this menu you will see all order in the WebEDI service. They can have the status Requested, Confirmed, Shipped etc. 3.1. Search You can choose any order by clicking the Search button Click on the Search button Type your selection criteria. Please note that if you wish to search for orders with the same first numbers you can type the number and then then %-sign. For example, if you type 362536% you will see all orders with the order number beginning with 362536 (3625360001, 3625360002 etc.) When you are done, click on the OK button and the order you have chosen will appear. 5
3.2. Edit View By using the Edit View button you can choose which columns you want to appear on the screen. a) Click in the Edit View button. All available columns will appear. b) The columns that are in use are marked with with Pos 1, Pos 2 and so on. You have the opportunity to either Hide a column (by choosing Hide in the drop down list in the column) or you can change the column to another position by choosing the position you want in the drop down list. c) Click on the OK button when you are done. 3.3. Printer Friendly By choosing the button Printer Friendly you will be able to print the current web page. 6
3.4. Export to Excel By choosing the button Export to Excel you will export the current webpage and all other webpages in that view to Excel. Then you are able to either save the information or open the Excel file. 3.5. Icons in the Order overview frame 1 The arrow. If you want to confirm the order. 2 The printer icon. If you want to print the order. 3 The Excel icon. If you want to export the order to Excel. 4 The Box Label icon. If you want to print a box label. (This is only applicable if you deliver box orders according to an agreement with Stadium) 7
4. This is how to confirm an order An order can be confirmed many times, but not later than 14 days before delivery. Note! The legal binding confirmation is handled in the purchase agreement and must be sent to Stadium at least 8 weeks before demanded deliverydate 4.1. Choose Confirm in the main menu In the main menu, choose Confirm. (Note! Before the order is confirmed in the WebEDI service, handle the order according to your internal routines.) All the orders with status Requested are displayed. Press the arrow on the order you want to confirm. The whole order is now shown on the screen. In the Confirm Order box to the right (registration box in the order header), type: Sales Order Id - Your internal order number Shipment Time - This is not compulsory but cannot be a later date than Reciept time. This can be left blank. Receipt Time This must be the date the goods arrive at Stadium. The date may be changed but please note that Stadium should be notified (either by e-mail or by phone) regarding any changes. Currency Change if this is incorrect or not stated. Name, phone, fax and E-mail - This is not compulsory and can be left blank. Then the information in the Order Lines should be checked. If needed make changes in the fields: 8
Acc. Price (Accepted price). The price can be reduced, but only raised 1%. If the price should be wrong (more than 1%) please contact Stadium and they will send a new order with the correct price. For regular orders: Acc qty (Accepted quantity) can be changed On Box orders, check the information in the Box Lines. If needed make changes in the field: Acc box qty (Accepted box quantity) When you are ready you can Save - Save what has been registered by clicking on the Save button in the registration box. The order has not been confirmed and will not be sent to Stadium until you press the Confirm Order button. Confirm Order To Confirm the order, click on the Confirm Order button in the registration box. When this is done, the order confirmation is sent to Stadium. Cancel If you change your mind and want to erase what has been registered, click on the Cancel button in the registration box. 9
5. This is how to reconfirm an order An order can be confirmed many times, but not later than 14 days before delivery. Note! The legal binding confirmation is handled in the purchase agreement and must be sent to Stadium at least 8 weeks before demanded deliverydate 5.1. Choose Reconfirm in the main menu All orders with status Confirmed are displayed. Confirm according to 4.1 6. Order change Stadium can send order changes on orders already in the WebEDI service. All order changes should be confirmed according to 4.1. You can note the order change by: - The order number is the same as previous order - The order has the status Change Requested - Order lines in the Outbound order detail have a marking in the box Supplier Change 6.1. Cancelled An order line can have the status Cancelled. Quantity is set to 0. If all order lines in an order has the status Cancelled the entire order will be given the status Cancelled. 1
7. This is how to notify delivery of your order 7.1. Choose Despatch in the main menu All order with status Confirmed are displayed Click on the arrow to the right on the order that is to be delivered. 7.2. Fill in the Despatch Detail In the Despatch Detail type: - Delivery Note Id This number has to be unique for every delivery, but can be the same number as on the delivery note or your sales order id. This field is compulsory. - Gate This is not compulsory - Way Bill No (freight number) This is not compulsory - Note Describe how the goods are being packed, for example 40 cardboard boxes on 3 pallets. This is compulsory. - Shipment Date (sending date) This is not compulsory, but cannot be a later date than the Reciept Date. This field can be left blank. - Reciept Date This is the date the goods arrive at Stadium - Forwarder Choose from the list unless a pre-chosen transporter is being used. This is not compulsory. - Way of delivery Choose from the list how the goods are being delivered, for example container or pallet. This is compulsory. For regular order: - On the Order lines to Despatch, the Qty to Deliver (quantity to deliver) can be changed if needed 10
- In Qty per Package (quantity per package) you state how you package the articles. When you type the figure in the box two new lines will appear under the order line. Package type, Gross weight and Net weight are not compulsory. Quantity will automatically be filled in. The first line states how many articles the last package contains. If this is incorrect and you need to state every package, please go to chapter 12, where you can change your settings. - When all data is correct the button Ship despatch will be available. - When you have clicked Ship despatch the delivery message will be sent to Stadium and you will automatically come to the invoice page. For box order: - On the Order lines to Despatch, nothing can be changed. - On the Box lines to Despatch, the delivery quantity can be changed if needed. In the same way as in Confirm Order, the quantity is automatically changed on the Order Lines level when the quantity in a box is changed. - Also on box orders you need to fill in the amount of inner boxes in each outer box. This creates a label to put on the outside box. - Click on the Ship Despatch button when you are finished. The delivery message will be sent to Stadium and you will automatically come to the invoice page. 8. Despatched In this menu you will get an overview of all despatches made in the WebEDI service. Regular orders: If you want to print a Delivery note and Part label it is possible in this menu. Press if you want to print the Delivery note and press if you want to print the Part label. 11
Box orders: Press if you want to print the Delivery note and press if you want to print the Outer Box Label. If you want to print the Box Label please got to Order overview and press. 12
9. This is how you invoice 9.1. Choose invoice in the main menu All orders with status Despatched are displayed. Click on the arrow to the right of the line for the delivery that should be invoiced. The details of the invoice are shown. 9.2. Fill in the invoice detail In the invoice heading state: - Invoice No (your internal invoice number). This is compulsory - Invoice Date this date will be set to either the reception time at Stadium DC or, if this date is passed, todays date. You are not able to change this date. - Due date This is automatically set to Invoice date + the number of days stated in Terms of Payment 13
On the Invoice Rows the Price should not be changed and you are not allowed to add any fees. - Automatic round off If you do not want automatic round off you need to unmark the check box and then press the Calculate button. When you are finished click on the Invoice button and the Invoice will be automatically sent to Stadium. 14
10. Invoiced In the menu Invoiced you will find all invoices made in the system. 10.1. Mark as paid You can mark an invoice as paid by clickling the arrow in the column Mark. When you do so the check box Paid will be marked. 10.2. Print the invoice You can always print the invoice by clicking on the printer icon to the right on the line. 15
11. Finished order In Finished orders all invoiced orders will be found. If you double-click on the order you will be able to see more detailed information about the order. The finished order history will be available for one year. 12. Tools If you want to make any changes in your setting, taxes or password you will find these heading in the menu Tools. 12.1. Change password - Click on User Detail - Click on Change Password - State your old password and your new password twice. 16
- Click in the change password button. Please note: Your password must be at least 6 characters long but no longer than 11 characters. 12.2. Settings This is how to change, add or remove e-mail addresses. - Press Settings - Press Mail 17
- In the Field Selected Settings you will find your current address. Make your changes by adding or removing e-mail addresses. You can add as many e-mail addresses as you want to. The addresses must be separated by semicolons. - Click the Save button when you are done. If you need to make any other changes in your settings, please contact PipeChain Support support@pipechain.com or + 46 31 727 86 10 12.3. Add taxes This is how you add a tax: - Click on Taxes - In the Taxes Overview you can see the current taxes. Click on Click here to add a new line. - In the new window state Tax Name, Tax rate and Tax Category from the dropdown list. You do not state Map Name. - Click on the Save icon when you are ready. 18
- If you wish this tax to be your default tax, click on the tax line number furthest to the left, or double click on the line. - Click on the Set as Default button. 13. Logout When you are finished click Logout in the menu. 14. PipeChain Click on Visit PipeChain website to automatically come to the PipeChain website. When clicking on Contact PipeChain Support an e-mail will be created in your e-mail client and you can send us an e-mail 15. Support You can always contact our support if you have any questions. Send an e-mail to support@pipechain.com or give us a call at + 46 31 727 86 10. 19