H&H Purchasing Services WebForms Reference Guide Volume 1 FULFILLMENT April 2016
TABLE OF CONTENTS Introduction What is EDI? 3 4 WebForms Navigation Inbox/Sent/Drafts Purchase Order Acknowledgement Advance Ship Notice Packing Slip Invoice System Troubleshooting Support Center Contact Information 2
Introduction Welcome to the H&H Purchasing Sercies WebForms Reference Guide. This reference material is intended to make your transition to the world of web business-to-business communication as smooth as possible. By the end of this document, you will have an understanding of WebForms functions, capabilities, and the business requirements for EDI documents exchanged with H&H Purchasing Services. PURCHASING SERVICES 3 H&H Purchasing is a purchasing and management group with an edge. When you enroll with H&H Purchasing you become a member of a group of small businesses with aggregate purchasing power and national distribution. Sounds like a buying group, but H&H Purchasing is much more than a traditional buying group they are a procurement services provider with a holistic approach. Saving money on purchases is just one aspect of the H&H equation. They look at your overall purchasing process and provide ways to help maximize your savings and streamline your operation.
What is EDI? EDI stands for electronic data interchange. It allows you, the supplier to exchange documents such as the Purchase Order, Advanced Ship Notice and Invoice electronically with your trading partner. Each business document you exchange has a corresponding EDI number. For your reference the document names and their corresponding EDI numbers for H&H Purchasing Services are listed below. Purchase Order 850 Purchase Order Acknowledgement 855 Advance Ship Notice 856 Invoice 810 Using EDI streamlines the connection between you and your Trading Partners. It makes it easy to send and receive documents through one Web portal that operates like an email account. This will help keep all of your Orders organized and in one place. It also provides a great place for creating your own documents that need to be sent without having to fax or e-mail them. Documents are able to be both sent and received in a matter of minutes, and Orders become flexible in all formats: In-Store, Online, and Drop-Ship. 4
WebForms Navigation Complete the following steps to access your WebForms Fulfillment account: 1. Navigate to www.spscommerce.net using Mozilla Firefox, Internet Explorer, or Microsoft Edge 2. Enter your username and password (provided to your System Administrator by your dedicated Analyst) 3. Click Login Login to Hosted Commerce Username Password Login Need help logging in? Did you forget your username or forget your password? Once logged in, you are brought to your Portal Homepage. This is your home for new product updates and general information regarding your existing partnerships. CUSTOMER RESOURCES Support Center Billing Information Webinar Training System Troubleshooting Partner Information Company User Admin Company user admin is where you can modify preferences. For example, you can set up and adjust notification emails that are sent when new documents are received. News Feed Priority Date 01/19/2016 12/08/2015 09/16/2015 Trading Partner - Headline Process Update Partnership with SPS Document information ADMINISTRATION User Security Profile Company User Admin 5
To govern permissions and update the recipients for automated emails, click Edit on the right-hand side of the username for which you would like to update permissions. At the top of the page is the Email Address field. Each time a document posts to a WebForms account, an automated email is sent out. You can add or remove recipients here, with each email address separated by a single space. Display Name: Email Address: If the email addresses listed exceed 150 characters, create an internal distribution list so that all persons can receive new document email notifications. PRO TIP SPS Commerce recommends that you monitor your WebForms Inbox, just as you would an email Inbox, to ensure that a new document is not missed. Automated emails are generated on a per-username basis, so documents received from all trading partners for a particular username will generate an email to the email address(es) listed within Company User Admin. Inbox / Sent / Drafts Click WebForms Fulfillment at the top of the page to access your WebForms account. WebForms Fulfillment The Inbox will house all documents sent from H&H Purchasing Services and any other trading partner you are connected with on WebForms. Status Sender H and H Type Purchase Order Date 04/14/2016 19:13:08 CST 6
The Sent folder houses all documents you send to H&H Purchasing Services or any other trading partner. You can check to see if your document was received by your trading partner by checking the icon in the status column. When a document is first sent the font will be bold and the status icon will be an envelope. Once the document has been received into your trading partner s system the font will no longer be bold, and the icon will change to a piece of paper. Status Receiver H and H Type Shipment Date 04/14/2016 21:48:12 CST The Drafts folder houses any document you save prior to sending. When you are ready to add information or send a document that is saved as a draft, click the edit icon to the right of the draft to load the form. Status Receiver H and H Type Invoice Date 04/14/2016 20:16:27 CST 7
Purchase Order Acknowledgement Purchasing Services requires you to return a Purchase Order Acknowledgement for all Purchase Orders. We suggest sending the Purchase Order Acknowledgement within 48 hours of receiving the Purchase Order. The Purchase Order Acknowledgement information is used to assist with the visibility of the order within your systems and order fulfillment process. This includes reporting on the status of the order and any discrepancies on the order. You must return all line items from a Purchase Order on a Purchase Order Acknowledgement, whether you are accepting the items as they were received, or are making changes to them. To access the Purchase Order Acknowledgement, click the orange Next Steps triangle from either the top right-hand corner of the Purchase Order style sheet, or by locating the icon from the Next Steps column in the WebForms Inbox. Click PO Acknowledgement from the Next Steps window. Next Steps Working with Purchase Order 8
On the form, fields outlined in blue are mandatory. Acknowledgment Type has a menu for selecting the type of Acknowledgment you are sending: Acknowledge - With Detail and No Change: use if you are accepting the order in full. Acknowledge - With Detail and Change: use for rejecting an item, changing the item quantity, or rescheduling the ship date. Rejected with Detail: use if you are rejecting the order in full. All items must have the item status of item rejected. 9
Once the header tab is complete, click the Detail tab to proceed. Click the Item to source in the line items from the Purchase Order. under Complete the Item Acknowledgment box for each line item. Click into the box to open the Item Acknowledgement window. On the new window, click the plus sign to add line acknowledgement information. You must complete the Item Status box which has a menu with different acknowledgment types. When accepting an item, the Item Status is Item Accepted, and the Quantity and UOM fields are not required. When changing the quantity of an item, the Item Status is Item Accepted Quantity Changed, and you must include the updated quantity and UOM within the item acknowledgement window. When rejecting an item, the Item Status is Item Rejected, and you must include a general note for that particular item indicating why you are rejecting it. 10
Once you have entered all of the items on the Purchase Order Acknowledgement, click Check at the bottom of the form to ensure all mandatory fields are complete. Check Successful! Check Successful! You may send your document. OK If you missed a mandatory field, you will receive an errors box indicating the error, if you click on the error it will highlight the field on the form for you. Once the document checks successfully, you can then either send your document or save it to edit and/or send later. To send a document, click Send on the bottom of the form. Then check your Sent folder to verify the document is on its way to your trading partner. 11
Advance Ship Notice To create and send an Advance Ship Notice, complete these steps: 1. Locate the order you are shipping 2. Click the orange next steps triangle 3. Click Advance Ship Notice Complete the mandatory fields on the Header tab. Mandatory fields are outlined in blue. Lading quantity is the total amount of cartons shipped. 12
Once the header tab is complete, click the Order tab to proceed. Click the plus sign under Pack Info and enter the small package carrier tracking number for the carton you are packing. Next, click the plus sign under Item Info and select the items that will be going into the pack or carton. 13
If you need to send more than one carton, click the plus sign again under Pack Info and follow the same steps listed previously. Once you have entered all of the items on the shipment, click Check at the bottom of the form to ensure all mandatory fields are completed. Once the document checks successfully, you can then either send your document or save it for later. To send a document, click Send on the bottom of the form. Then check your Sent folder to verify the document is on its way to your trading partner. Close Check Defaults Save Send Packing Slip You are required to send a packing slip with your shipment. You can access the packing slip after you have finished filling out your Advance Ship Notice and saved or sent the document. To access your packing slip, locate the Advance Ship Notice that you are sending with your shipment. You can navigate to your drafts folder or sent folder depending on where you saved or sent your Advance Ship Notice or search by the document ID number. Click on the orange next steps triangle of the Advance Ship Notice and select Packing Slip. 14
Invoice To create and send an Invoice, complete these steps: 1. Locate the order you are invoicing in the inbox 2. Click the orange next steps triangle 3. Click Invoice Complete the mandatory fields on the header tab. Mandatory fields are outlined in blue. 15
The invoice number can be a unique number for H&H Purchasing Services that you use to track the document in your system. Once the header tab is complete, click the Item tab to proceed. Click the plus sign and click all line items that you shipped from the order. Then click OK. Ensure the quantity invoiced and unit price are correct for all line items. On the Summary tab you will see the invoice total. Use the Allowance/Charge Information field to include any allowances and/or charges for that order. 1. Click the plus sign 2. Select Allowance or Charge in the indicator field 3. Choose the type from the menu of options 4. Enter the amount 5. Write a brief description of the allowance or charge. 16
When you complete an Invoice, click Check at the bottom of the form to ensure your document has all mandatory fields filled in. Once the form checks successfully, you can send or save the Invoice. Check Successful! Check Successful! You may send your document. OK To send a document, click Send on the bottom of the form. Then check your Sent folder to verify the document is on its way to your trading partner. System Troubleshooting If you are experiencing any issues using WebForms in your Internet browser, or cannot load forms, navigate to the System Troubleshooting section of the SPS Commerce portal for information to resolve the issue. 1. Login to the portal at www.spscommerce.net. If you are already logged into WebForms, click the blue SPS Commerce in the upper left-hand corner to get back to the portal. 2. Click System Troubleshooting on the left under Customer Resources. 17
Support Center The SPS Commerce Support Center is home to a wide variety of training material, including videos and forums for answering common EDI-related questions. Access the Support Center by clicking on the blue banner at the bottom of the WebForms portal home page, or by navigating to supportcenter.spscommerce.com. Support Center Get help, Give help, Share ideas. Type in a key word, phrase or question in the search bar to find related questions and topics. Contact information for Customer Support is located on the right side of the home page. 18