Tajima Parts Ordering System Operating Manual

Tajima Parts Ordering System Operating Manual

Content 1. Before Using This System...3 2. Starting Tajima Parts Ordering System...5 3. Exiting Tajima Parts Ordering System...6 4. Tajima Parts Ordering System Menu...7 5. TOP Menu...8 6. Order Menu...9 6.1. Entering New Estimate/Order Data...9 6.2. Revising Estimate/Order Data...19 6.3. Deleting Estimate/Order Data...20 6.4 Details of Estimate/Order Data...20 7. Inquiry Menu...21 7.1. Searching Estimate/Order Data...21 7.2. Displaying Estimate/Order Data Search Results...22

Introduction The Tajima Parts Ordering System is a system that enables online ordering of parts. This document does not cover basic operating procedures including turning power on/off and operation of Windows on Sever/PC or Office Computer. Refer to documents available in stores and manuals attached to those products for those operations. 2

1. Before Using This System Operating Environment [Computer system] A computer running Microsoft Windows 2000 Professional/XP Professional/Vista [Web browser] Internet Explorer compatible with 32-bit Microsoft Windows (as of Oct. 2007; Ver. 6.0 or Ver. 7.0) Caution!! As a general rule, use the latest service pack for the operating systems and Web browser indicated above. Browser configuration [Tab browser configuration check] If you are using Internet Explorer Ver. 7.0 and the [Enable Tabbed Browsing] option is checked in the [Tools] [Internet Options] [General] [Tabs] [Settings] menu, select the [Always open pop-ups in a new Window] option for the [When a pop-up is encountered] setting item. Creating a Shortcut When you create a shortcut to the Tajima Parts Ordering System or add it to "Favorites", always change the configuration of the "Properties". (1) Right click the shortcut or the entry in the "Favorites" and select the [Properties] menu item. (2) Change the [URL] of the [Web Document] tab to "http://ord.tajima.com/pts/". Caution!! If configuration is not done as described above, the system may not operate properly. Timeout Since the Tajima Parts Ordering System is a system using a browser, each page has a preset timeout period. Note that a timeout error occurs if it has not been operated for a long period of time and the screen returns to the logged off state. Log off To log off the Tajima Parts Ordering System, click the [Logout] button on the menu. 3

About the "Back" button of the browser and the "Backspace" key Do not use page transition functions of the browser such as "Back", "Forward", "History", and the "Backspace" key. It may disrupt the screen display or cause malfunctions. If you made page transition, log off the Tajima Parts Ordering System and start it again. About the size limit of an attached file The limit in the size of a file to be attached using functions such as order entry of the Tajima Parts Ordering System is 2 MB, and 4 MB in total if multiple files are attached. 4

2. Starting Tajima Parts Ordering System (1) Start the browser. (2) Enter the Tajima Parts Ordering System s address "http://ord.tajima.com/pts/" to display the login screen. (3) Select the language to be used on the screen, then enter the login ID and password and click the [Login] button. Note: Entered password will be displayed with "*". Caution!! Use the login ID and password provided by Tajima. (4) If the login process is completed successfully, the TOP menu will be displayed. 5

3. Exiting Tajima Parts Ordering System (1) To exit the Tajima Parts Ordering System, click the [Logout] button on the menu. (2) When the logout process is completed successfully, the screen returns to the login screen. You may close the browser in that status. 6

4. Tajima Parts Ordering System Menu Once logged in to the Tajima Parts Ordering System, the menu bar will be displayed on the top of the screen. By clicking each menu item, the corresponding screen will be displayed. Menu TOP This menu opens the screen that displays information from Tajima. Order This menu opens the screen for registering new order data. Inquiry This menu opens the screen that displays the list of registered order data. Logout This menu is used to log out the Tajima Parts Ordering System. 7

5. TOP Menu The [TOP] menu displays information provided by Tajima. (1) Click the [TOP] button on the menu displayed when logged in. (2) Information from Tajima will be displayed. Caution!! If the link to a file is contained, the application software compatible with the format of the file needs to be installed on the client PC to view the contents of the file. 8

6. Order Menu The [Order] menu is used to newly register, revise and delete estimate/order data or display the details of the data. Caution!! Select the [Order] menu to register new data, or select the [Inquiry] menu and select data to revise or delete it or to display the details of it. 6.1. Entering New Estimate/Order Data Screen for new entry [More] button This button adds a page for order details. [Clear] button This button cancels the entered details and returns the screen to the initial status. [Confirm] button This button displays the data registration confirmation screen based on the entered details. [Save only] button This button displays the data save only confirmation screen based on the entered details. 9

[Category] radio buttons Select shipment category for the data to be registered (Separate or Copack). [Order No.] textbox Enter the order number for the data to be registered. Entry must be within 10 bytes. [Company] combo box Select the distributor for the data to be registered. Note: The distributor assigned to the login user is preset. [Order date] Enter the order date for the data to be registered. Entry format is yyyy/mm/dd. You can also click the button to display a calendar and select a desired date from it. [Priority] checkbox If the registered data takes priority, mark the checkbox. [Country]: Mandatory Enter the country code for the data to be registered. You can also click the button to display the Country Search screen on a separate window and select a desired code to be set. [Shipment] combo box Select a shipping method for the data to be registered from the following: [Partial], [Alone, Complete], [Alone], [Complete]. [Ship Code] Enter the ship code for the data to be registered. You can also click the button to display the Ship Code Search screen on a separate window. Select a desired code to be set on the screen. [Copack Machine] textbox Enter the co-packing details for the data to be registered. Entry must be within 36 bytes. [Entry] radio buttons Select the order type for the data to be registered (Estimate or Order). [M/C No.] textbox Enter the machine number for the data to be registered. Entry must be within eight bytes. [Attached file] The files that are to be attached to the data to be registered are displayed. By clicking the [Attach] button, the Attach File screen will be displayed on a separate window. Choose the desired file to be attached on the screen. [Remarks] textbox Enter remarks for the data to be registered. Entry must be within 256 bytes. [Entry] The name of the user who had logged in when the initial entry was made is displayed. [Update] The name of the user who had logged in when the last data revision was made is displayed. [CSV data] Enter the path to the file to be uploaded as detail data. When you click the [Browse...] button, the file selection dialog box will open and the path will be set by selecting a file on the dialog box. [Upload] button This button uploads files entered in the [CSV data] field as detail data. 10

[Part No] Enter parts number for the detail data to be registered. You can also click the button to display the Parts Master Search screen on a separate window. Select the desired code to be set on the screen. [New No.] If a new number is assigned to the number entered in [Part No], the new number will be displayed. [Q ty] textbox Enter the quantity of detail data items to be registered. [Unit Price] textbox Enter the unit price for the detail data to be registered. [Attached file] The files that are to be attached to the detail data to be registered are displayed. By clicking the button, the Attach File screen will be displayed on a separate window. Choose files to be attached on the screen. [Remarks] textbox Enter the remarks for the detail data to be registered. Entry must be within 256 bytes. [Part Name] textbox Enter the part name for the detail data to be registered. Entry must be within 72 bytes. [Del] button This button deletes the detail data in the corresponding row. Information If the [Separate] option is selected for the [Category] field, the [Copack Machine] and [M/C No.] fields are disabled. If the [Copack] option is selected, the [Shipment] field is disabled. Only when either blank or 999999999999 is set for the [Part No] field, the [Unit Price] and [Part Name] fields are enabled. 11

Country Search Screen [Close] button This button closes the screen. [Select] button This button reflects the data in the clicked row to the search source. [Country code list] The list of country information set in the web system is displayed. 12

Ship Code Search Screen [Close] button This button closes the screen. [Select] This button reflects the data in the clicked row to the searched source. [Ship code list] The list of ship code information set in the web system is displayed. 13

Parts Master Search Screen [Category] radio buttons Select the search category (Part No. or Old Part No.) as a search condition. [Part No.] textbox: Search by first digits Enter the part number as a search condition. [Old Part No.] textbox Enter the old part number as a search condition. [Part Name] textbox: Search by one word Enter the part name as a search condition. [Search] button This button conducts a search for the part number based on the set conditions. [Close] button This button closes the screen. [Select] button This button reflects the data in the clicked row to the search source. [Part No. list] The list of part data set in the web system is displayed. Information If the [Part No.] option is selected for the [Category] field, the [Old Part No.] field is disabled. If the [Old Part No.] option is selected, the [Part No.] and [Part Name] fields are disabled. Caution!! The parts for which XXXXXXXXXXXX are displayed in the [New No.] field are not currently available. 14

Attach File Screen <When the button in the details section is clicked> [File 1] Enter the path to the first file. When you click the [Browse...] button, the file selection dialog box opens and the path is set by selecting a file. [File 2] Enter the path to the second file. When you click the [Browse...] button, the file selection dialog box opens and the path is set by selecting a file. [File 3] Enter the path to the third file. When you click the [Browse...] button, the file selection dialog box opens and the path is set by selecting a file. [Attach File] button This button reflects the files entered in [File 1] to [File 3] in the source of the attachment operation. [Close] button This button closes the screen. Information Any file having the size larger than the size limit displayed on the screen cannot be attached. 15

Registration Procedure Register new estimate/order data by following the procedure below. (1) Click the [Order] button from the menu displayed when logged in. (2) Make entry or selection for each field in the [Header Information] section. (3) Select the [Estimate] option when requesting an estimate or the [Order] option when placing a formal order for the [Entry] field. (4) Attach files as needed. 1) By clicking the [Attach] button in the [Attached file] field, the Attach File screen will be displayed. 2) By clicking the [Browse...] button, the file selection dialog box opens and the path is set by selecting a file. 3) By clicking the [Attach File] button, the file selected in 2) will be attached. 4) If you want to delete any of the selected files, click the [Del] button of the file to be deleted. (5) Make entry or selection for each field in the [Details] section. (6) If the part number is unknown, it can be set by conducting a search on the Parts Master Search screen displayed by clicking the button. Point If the part number cannot be identified even on the search screen, enter 999999999999 for the [Part No] field and make entries for [Part Name], [Q'ty] and [Unit Price] as much as possible, then write your comments in [Remarks]. You can also attach files in the [Attached file] field. (7) When entering eight rows or more of order detail data, follow the steps below: 1) Click the [More] button above the [Header Information] section. 2) One page is added and the screen displays the last page so that you can enter 8 more new rows. (* 1 page = 8 rows). 16

3) For switching pages, click the "Previous" button to display the previous page or the "Next" button to display the next page. Caution!! The maximum number of pages for the detail data of one order is 99 pages. (8) If you want to delete the order detail row that has been entered, click the [Del] button in the row to be deleted. (9) Click the [Confirm] button after making entry or selection for each field. The entered data is checked and the confirmation screen will be displayed if no error is found. If an error is found, an error message will be displayed. [Entry] The order category for the data to be registered (Estimate or Order) is displayed. [Entry date] The date of registration is displayed. [Order No.] The order No. for the data to be registered is displayed. [Total Q ty (items)] The number of order detail items for the data to be registered is displayed. [Total Amount (yen)] The total amount for the data to be registered is displayed. [OK] button This button starts registration process. [Cancel] button This button returns the screen to the order entry screen. (10) When you click the [OK] button, registration process (request for estimate or order to Tajima) will begin. 17

(11) When the registration process is completed, the registration results screen is displayed. [Order] button This button displays the Order screen. [Inquiry] button This button displays the Inquiry screen. [Top] button This button displays the TOP screen. Information When the registration process is completed, confirmation mails will be sent out. After receiving the response mail for the estimate or order data from Tajima, check the details on the Inquiry screen. Adding order details using a CSV file By taking the following steps, order detail data can be added in a batch from the CSV file in the designated file format: (1) Click the [Browse...] button in the [CSV data] field to open the file selection dialog box. (2) Select a CSV file in the dialog box and the path will be set. (3) Click the [Upload] button. The order details will be added if the file is in the normal format. <File Format> Column Set Item Limit 1 Part No. Single byte 12 digits 2 Q ty Numeral 6 digits Note: Set a comma (,) between columns Sample Caution!! Note that the data entered in the [Derail] section will be cleared if a CSV file is uploaded. 18

6.2. Revising Estimate/Order Data (1) Click the [Modify] button of the corresponding data from the Inquiry screen. [Back] button This button returns the screen to the Inquiry screen. [Entry No.] The reception number at the initial registration is displayed. [Entry date] The date of the initial registration is displayed. (2) Check each field of the [Header Information]/[Details] section and make selection or entry as needed. (3) Click the [Confirm] button after making entry or selection for each field. The entered data is checked and the confirmation screen will be displayed if no error is found. If an error is found, an error message will be displayed. (4) Click the [OK] button to start the revision process. (5) When the revision process is completed, revision results screen will be displayed. Caution!! Note that the data is not recognized as a formal order unless the [Order] option is set for the [Entry] field. Information When the revision process is completed, confirmation mails will be sent out. After receiving the response mail for the estimate or order data from Tajima, check the details on the Inquiry screen. 19

6.3. Deleting Estimate/Order Data (1) Click the [Del] button of the corresponding data on the Inquiry screen. (2) Click the [Confirm] button to display the confirmation screen. (3) Click the [OK] button to start the deletion process. (4) When the deletion process is completed, the deletion result screen will be displayed. Caution!! When the data is deleted, the corresponding estimate or order is considered cancelled and will not be displayed in the Inquiry screen. Information When the deletion process is completed, confirmation mail will be sent out. 6.4 Details of Estimate/Order Data (1) Click the [Detail] button of the corresponding data on the Inquiry screen. 20

7. Inquiry Menu The [Inquiry] menu is used to conduct a search for estimate/order data. 7.1. Searching Estimate/Order Data (1) Click the [Inquiry] button on the menu displayed when logged in. (2) The Inquiry screen will be displayed. [Order No.] textbox: Search by one word Enter the registered order number. [Entry date] Enter the registered date. Entry format is yyyy/mm/dd. You can also click the button to display a calendar and select a desired date from it. [Company] combo box Select the registered distributor. Note: The distributor assigned to the login user is preset. [Country] Enter the registered country code. You can also click the button to display the Country Search screen on a separate window. Select a desired code to be set on the screen. [Priority] checkbox If the registered data takes priority, mark the checkbox. [Ship Code] Enter the registered ship code. You can also click the button to display the Ship Code Search screen on a separate window. Select a desired code to be set on the screen. [Shipment] combo box Select the registered shipping method from the following: [All], [Partial], [Alone, Complete], [Alone], [Complete]. [Entry] radio buttons Select the registered order category ([All]/[Estimate]/[Order]). 21

[Status] combo box Select the status of the registered data from the following: [All]/[Save Only]/[Request Estimate]/[Request Confirmation]/[Request Order]/[Order Confirmed]. [Search] button This button conducts a search for the estimate/order data based on the set conditions. [Clear] button This button cancels the entered conditions and returns the screen to the initial status. (3) Click the [Search] button after entering the search conditions to begin a search for the estimate/order data. 7.2. Displaying Estimate/Order Data Search Results (1) Enter conditions on the Inquiry screen and click the [Search] button. The search results will be displayed. [Detail] button This button displays the Order screen by taking the data of the clicked row as the detail information. [Modify] button This button displays the Order screen by taking the data of the clicked row as the revise information. [Del] button This button displays the Order screen by taking the data of the clicked row as the delete information. Information For the rows with the [Status] field set to "Order confirmed", the [Modify] and [Del] buttons are not displayed. Caution!! The data displaying in the list are being revised by Tajima and you can only click the [Detail] button. Conduct a data search again after a while. 22

Tajima Parts Ordering System Operating Manual for Distributors First Edition Issued: Nov. 01, 2007