www.sap.com BMW Group ebox Partner Archive Hotline You can find a list of all needed and available contact persons here. BMW Group - Distribution Companies Please contact your local help desk. BMW AG: Please create IT-Ticket (asz.hotline@bmw.de) with exact issue description and if needed ask to resend the documents. It is mandatory to include your partner number (supplier/customer number) as well as invoice number in the ticket. If there are problems with the ticket solution, please send an email with the ticket number to ituser.carecenter@bmw.com. For any questions regarding the use of ebox Partner Archive, you can find detailed information in the following handbook.
BMW Group Partner Archive Handbook Version 3.1 2
INDEX 1 SYSTEM REQUIREMENTS... 4 2 SYSTEM SETTINGS... 4 2.1 Internet Explorer Settings... 4 2.1.1 Deactivate Pop-Up Blocker... 4 2.1.2 Allow ZIP-files and attachments... 6 2.2 Mozilla Firefox Settings... 8 2.2.1 Deactivate Pop-Up Blocker... 8 3 LOGIN... 10 3.1 Change password... 10 3.2 Lost password... 11 4 IN SYSTEM... 12 4.1 Menu... 12 4.1.1 My Documents... 12 4.1.2 Help... 13 4.2 Search... 14 4.3 Hit list... 16 4.3.1 Open documents... 16 4.3.2 Download multiple documents... 18 4.3.3 Open invoice related documents (for example verification report)... 18 4.3.4 Sorting... 19 4.3.5 Change the document status... 19 5 PASSWORD RULES... 21 Version 3.1 3
1 SYSTEM REQUIREMENTS The following technical requirements should be fulfilled to efficiently work with the system: Internet connection: Internet browser: In order to efficiently work with the system, we suggest a DSL connection. Following browser versions are tested and supported: Microsoft Internet Explorer version 8.x or newer (32/64-bit) Mozilla Firefox version 24 or newer (Windows, Linux/Unix, Mac OS) Safari version 6.0 or newer (Mac OS) Chrome version 34 or newer Adobe Acrobat Reader from version 9.0 to open / print the PDF documents. ZIP program: Following programs have been checked and are recommended: (only necessary, if you want to unpack the downloaded zip-files) WinRAR: version 3.71 7-zip: version 9.2 WinZip: version 14 Hint: Signed documents packed in a zip-file are sometimes not recognized by virus scans and could be interpreted as viruses. This happens in single cases when zip files which include signed documents are sent via email 2 SYSTEM SETTINGS 2.1 Internet Explorer Settings 2.1.1 Deactivate Pop-Up Blocker Click in the menu of the Internet Explorer on Extras or Tools and on Pop- up Blocker. In the Drop-Down Menu click on the button Pop-up Blocker settings. Version 3.1 4
Now enter the URL in the field Address of the website to allow and click on Add. Close the window by clicking on Close button. Version 3.1 5
2.1.2 Allow ZIP-files and attachments After you have allowed Pop-Ups, you need to change the security settings so you would be able to download documents. Click on Extras or Tools in the Internet Explorer, and afterwards click the Internet options. (Images can vary depending on the Internet Explorer version you are using): Following window will appear: Version 3.1 6
Please click on the Security tab and choose field: Custom level.... Scroll down until you reach the following image: Please activate all three settings under the category Downloads. Confirm it by clicking OK. Following warning will appear: Confirm it with Yes and close the open window by clicking OK. Now you can download and print all the documents and attachments. Version 3.1 7
2.2 Mozilla Firefox Settings 2.2.1 Deactivate Pop-Up Blocker To deactivate Pop-Up Blockers in Mozilla Firefox please got to Options in the Open Menu : The following image will appear (Images can vary depending on the Mozilla Firefox version you are using): Version 3.1 8
Please choose the tab Content and next to the writing Block pop-up windows click on Exceptions. You will see the following image, where you should enter the corresponding URL in the field Address of website and accept it with Allow. Afterwards you can close this window. Now you can download and view all documents. Version 3.1 9
3 LOGIN The archive system can be accessed round the clock using the following internet address: https://bmw.mdocs.de Following login page will appear: You can access the archive system by entering your username and password provided to you during the registration and clicking the field. User name example for ebox Partner Archive: Supplier number_last name (for example: 12345610_Maier) 3.1 Change password At the first system login you will be asked to change your initial password. Due to security reasons you will be asked in regular frequencies (180 days) to change your password again. You can do this using the button: Please provide your username, old password, two times the new password and confirm Version 3.1 10
the change by clicking the field Please pay attention to the password rules outlined in chapter 5. 3.2 Lost password Since the password rules are very strict due to security reasons and the password needs to be changed regularly, it can lead to that you will forget it. In that case you can request the password to be sent to your email address which has been stored in the system. To do this click the confirm with on the login screen, enter your username and Your password will be sent to you shortly after from the email address ebox.support@mdocs.de. Should your email address change, please contact the approved signatory within your company per email. Only the signatory can, at any time, change/edit your master data. Version 3.1 11
4 IN SYSTEM After you have successfully logged into the system, you will see a search mask in the central area of the screen and a menu structure in the left part of the screen. 4.1 Menu In the menu you have the following functionalities to choose from: My Documens (filter function) Help (opens this handbook) 4.1.1 My Documents Under the menu option you can filter and view all the documents available in the system according to the document status. This option is very helpful when you want to see all new, read or downloaded documents. Click on the desired document option: Menu options All documents New documents Read documents Downloaded documents Results Shows all the available documents in the system Shows all the documents with status new Shows all the documents with status read Shows all the documents with status downloaded Version 3.1 12
The fastest way to get your documents after logging in is to click All documents With option all available documents in the form of hit list will be shown in the lower half of your monitor. Alternatively you can search using the filter under details for filter possiblities see point 5.2. (for further 4.1.2 Help Clicking the help button in the menu you can open this handbook as PDF document. In the case that you were not able to find answers to your questions, please use the support possibilities described at the beginning of this document. Version 3.1 13
4.2 Search The Search enables you to locate the specific invoices. You can narrow your search for specific document types (result types). Currently the following document types are available for you to search for: When searching for specific document types, it is recommended, parallel to indicating result type to provide additional search criteria, for example a date in the search mask: Version 3.1 14
Alternately you can use an asterisk [*] in the full text search: Finally you can see all the documents by clicking additional search criteria. or limit your search with Using the following search mask you can flexibly retrieve your documents which have been archived for you: By clicking you will receive a hit list with document(s) which corresponds to your chosen search criteria. When entering your search criteria please pay attention to following features: Version 3.1 15
Search criteria Content Feature Date Later than Finds documents which were issued on a specific date or later (starting from the entered date and on). The given format: mm/dd/yy, for example 07/01/2014 Invoice grand total Equals When looking for an exact sum, system provides no results for sums entered with decimal places. 4.3 Hit list Hit list shows all documents which are available in the system according to chosen criteria in search. Therefore, the hit list is always the initial point for opening, downloading or printing of provided documents. 4.3.1 Open documents a) Opening PDF-documents To open PDF-document please place the mouse cursor over the document and click on it: Version 3.1 16
Depending on your browser i.e. your operation system a dialog box will open with option to open or save document to your local hard disk i.e. your network drive: Depending on the chosen action you can save or open PDF. b) Opening PDF documents inclusive attachments (for example verification report) To open PDF document inclusive attachments please click on the arrow next to the document number and choose Download as ZIP. Zip file inclusive corresponding document and associated attachment appears and you can choose to save it or open. Version 3.1 17
Now you can book, download or print the invoice in your system. 4.3.2 Download multiple documents To download multiple documents you need to click on the casket next to documents and download chosen documents as zip file using the Actions Download selected items : 4.3.3 Open invoice related documents (for example verification report) Each PDF invoice document has additional documents attached to it. These attachments are especially important as tax validation for issuing and transmitting electronic invoices. Document PDF-document Verification report Purpose Represents tax important documents which were provided to you This file is a result of signature validation done on your order (separate contractual relationship) by the company SAP. Report shows that integrity and authenticity of invoice are ensured. During auditing document needs to be shown or electronically delivered to the auditor together with PDF invoice document. To open the accompanying documents please click on the arrow next to the document number and afterwards click on the desired document (for example verification report) You can also download all documents in one action together as a zip file. Version 3.1 18
4.3.4 Sorting You can sort the invoices in the result list by clicking the respective column heading (for example invoice number-newest documents). Clicking this column once again will sort documents in the reverse order (for example invoice number -oldest documents): Tab cannot be sorted. 4.3.5 Change the document status The status of the document will be changed automatically by the archive system. New documents are defined with status new, read documents as read and downloaded documents as downloaded (how to download see in part 5.3.2). If you would like to re-set or change document status you can do so by selecting the document and changing the status using Actions as new / read / downloaded. Version 3.1 19
Status will be updated within two minutes and will be shown with the next monitor actualization. Version 3.1 20
5 PASSWORD RULES Archive system can only be accessed with a valid username and password. The biggest security gap in internet use is a weak password. To avoid this, archive system is secured with a strong password. In the following you can see the rules which you need to obey when creating the password. The initial password is a standard password and it needs to be changed at the first log in. Password must be at least 8 characters long must contain at least one letter must contain at least one number must contain at least one uppercase and one lowercase letter cannot contain three same letters/numbers/signs cannot contain three letters/numbers/signs in a sequence cannot be same as username cannot be the same as last five passwords has to be changed every 180 days (system requires it by logging in). Examples for correct passwords: Test2468 Eur@2008 SAPPaSSWor6 Examples for incorrect passwords: Hallo (no number) Test1234 (three or more numbers in a sequence) TEST2345 (contains no lowercase letters) Version 3.1 21
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