WebEDI
1.1 Intention of the WebEDI Application
1.2 The Objective of the WebEDI Solution
2.2 Roles in the WebEDI Solution
2.3 General Issues Regarding the Solution
2.4 Information on the Following Description
3. Description of the
Solution
3.1 Structure of this Description
3.2 Information on the General Form Structure
3.4.2 Function branch Delivery Instructions
3.4.2.1 Delivery Instructions – Display of Delivery
Instructions (sorted by part numbers)
3.4.2.2 Delivery Instructions – Display of Delivery
Instructions of a part number
3.4.2.3 Delivery Instructions – Display of Delivery
Instructions (sorted by plant/unloading point)
3.4.2.5 Delivery Instructions – Display of Delivery
Instructions - Detailed View
3.4.2.6 Delivery Instructions – Download (of the EDI
message)
3.4.3 Function branch "Registration of ASN
data"
3.4.3.2 ASN – Registration Form – Shipment Level
3.4.3.3 ASN – Registration Form – Delivery Note Item
Level
3.4.3.4 ASN – Registration Form - Display of All Data
prior to EDI-Transmission
3.4.4 Function Branch ERSs/SBIs
3.4.4.1 ERSs/SBIs - Selection Form – Sorting by Plant
3.4.4.2 ERSs/SBIs – All ERSs/SBIs of a Plant
3.4.4.3 ERSs/SBIs – Cover Sheet of a ERS/SBI
3.4.4.4 ERSs/SBIs – Detailed View of a ERS/SBI
3.4.4.5 ERSs/SBIs – Download (of the EDI message)
3.4.5 Function Branch Single Orders
3.4.5.1 Orders – Display of the Orders (sorted by order
date)
3.4.5.2 Orders – Display of all messages to an Order
3.4.5.3 Orders – Display of Orders (sorted by part
number)
3.4.5.4 Orders – Request for a Schedule Summary
3.4.5.5 Orders – Display of Orders - Detailed View
3.4.5.6 Orders - Download (of the EDI message)
3.4.6 Function Branch File Download
3.5.1 Admin-User Supplier: Selection Page
3.5.2 Admin-User Supplier: User-Administration
3.5.2.1 Admin-User Supplier: Edit User – Administration
Form
3.5.3 Admin-User Supplier: Master Data
3.5.4 Admin-User Supplier: Supplier Connection
3.5.4.1 Changed Logon of a User / Changed Handling
following Logon
3.5.4.2 Admin-User Supplier: Changes in Administration Dialogue for User Administration
3.5.5 Admin-User Supplier: Enclosure Registration
Template for ASN function
4. Explanation of the
Subject Contents
4.1 Structure of a Delivery Instruction &
Purpose of Information Transmitted
4.2 Structure of "Registration of ASN
data" & Purpose of the
Information to be transmitted
4.2.1 Examples of the Delivery Papers
4.2.2 Explanations of the registration fields
4.3 Structure of ERSs/SBIs & Purpose of the
Informations Transmitted
4.4 Structure of Orders & Purpose of the
Information Transmitted
4.5 Glossary / Definition of Terms
1. Preface
1.1 Intention of the WebEDI Application
In today's information society it is
decisive for the success of a business enterprise to get early and
comprehensive information. Therefore, the setting up of optimal data exchange
with business partners is one of the most important pre-requisites to be able
to survive in the face of competition. This objective has gained special
significance in the age of information technology because the Internet provides
completely new possibilities to design communication channels between business
partners.
While communication with business
partners used to be primarily by means of letters and faxes that were
expensive, time-consuming and often of poor data quality, the Internet allows
us to optimiseoptimize communication
in an easy way not associated with high investment costs.
In the course of our e-business
strategy we therefore started the project "WebEDI" to improve the
exchange of data with suppliers who are not yet connected with us via EDI. In
the WebEDI system, the data to be transmitted to a business partner are
deposited on a web server where a supplier may log on with a password and then
has the possibility of looking at the data, printing them or downloading them
in various formats.
1.2 The Objective of the WebEDI
Solution
The introduction of the WebEDI
system for data communication traffic with our suppliers aims at the following:
·
establish
a data link similar to EDI via the Internet
·
optimiseoptimize the
cooperation with our suppliers by early notice of delivery instructions, Orders
and ERSs/SBIsSelf
Billing Invoices
·
optimiseoptimize the goods
receiving process by using the delivery and shipment data transmitted to the
WebEDI server by the supplier
·
improve
data quality compared to previously used media
·
reduce
rework and subsequent registration work
·
reduce
the number of input errors made by customers and suppliers, thus reducing the
number of inquiries, misunderstandings etc.
·
simplify
the delivery process from dispatch at the suppliers to the payment of the
invoice
·
high
availability of the solution (7 days, 24 hours)
·
standardisation
via the German Association of the Automotive Industry (VDA - for Germany) or
ODETTE (international)
Finally, the WebEDI solution as part
of our Internet portal is a component of the process to integrate our suppliers
to significantly improve our cooperation throughout the entire procurement
process.
2. General Information
2.1 Concept
The WebEDI solution is based on a
flow of information within the planning systems (ERP systems) of the customer.
This flow of information begins with the drawing up of supply schedules and
also includes the placing of orders or delivery instructions, the goods
delivery process right through to the payment process (ERSs/SBIsSelf
Billing Invoices, notices of payment etc.).
Four functions have been put into
practice in the WebEDI solution so far:
·
Function Delivery Instructions (Chapter
3.4.2)
Here, the supply schedules
calculated are made available to the supplier in the form of delivery
instructions. The supplier logs on to WebEDI via the Internet and can then view
the current delivery instructions there.
·
Function Order (Chapter
3.4.5)
The customer sends the supplier
orders directly out of scheduling, which the supplier can then call up in
WebEDI.
·
Function Delivery and Transport Data (Chapter
3.4.3)
The supplier registers his shipment,
transport and delivery note data in WebEDI. The customer takes over these data
in his backoffice systems and uses them as a basis for organising his incoming
goods and production logistics.
·
Function Self Billing Invoice ERS/SBI (Chapter 3.4.4)
The accounting process is simplified
by this function in that Self Billing Invoices ERSs/SBIs are generated
for the goods accepted and booked at the customer's and then made available to
the supplier in WebEDI.
In addition, the user has the
following supporting functions available:
·
Sending of messages
Suppliers can send the planners or
purchasers at the customer's a message directly from the solution without
having to enter an e-mail address. The reference is sometimes included as well.
·
Sending messages and warnings
To prevent any messages sent through WebEDI
being overlooked, messages or warnings are generated after a fixed period
(currently exclusively per e-mail).
The
above-mentioned functions are the a first step towards putting the entire
logistics regarding the procurement process on a new foundation TOGETHER with
suppliers in order to be fit for future challenges.
Further
functions in connection with modern logistics concepts such as KANBAN as well
as extended accounting functions such as notices of payment etc. are already
being considered, but will only be defined and introduced at a later phase for
WebEDI.
2.2 Roles in the WebEDI Solution
Within WebEDI, various roles have
been defined for reasons of security to guarantee both the reliable separation
of data (information is supplier-specific and can only be accessed by the
client it pertains to) as well as the separation of administrative tasks from
the daily jobs within the solution. The latter include the processing of
delivery instructions, orders, delivery advice notes or Self Billing Invoices.ERSs/SBIs.
The term client in the WebEDI means
an entity which ensures that data from legally separate companies are shown
separately. This is a requirement made on the WebEDI solution by German law.
The table below shows the roles and
their respective functions and supplementary information which are to be used
by the supplier participating in the WebEDI.
|
Role |
Function |
Comment |
|
Supplier
User |
Productive
application of the WebEDI solution. |
This user is set up by the admin-user. In
addition, the admin-user assigns rights to the user within the WebEDI
solution. The rights that can be assigned are: delivery
instructions (DI), registration of delivery and transport data (ASN), |
|
Supplier
Admin-user |
Setting
up/administration of users with the "supplier user" role. |
Functions
include: ·
Setting
up and Administration of the master data for each supplier user. ·
Assignment
of rights per supplier user ·
Recipient
of warning mails and messages generated by the WebEDI solution (can be
forwarded to user) ·
Only
WebEDI contact for/to CUSTOMER with regard to any questions that may arise ·
Connection
of users despite different clients ·
Updating
of supplier address ·
Setting
up dispatch templates |
2.3 General
Issues Regarding the Solution
Due to their market domination, this
description only explains Windows PCs with the browser Internet Explorer. The
following chapter applies by analogy to other systems.
Minimum requirements on the PC
- Pentium PC with at least 133 MHz clock
frequency and 64 MByte RAM
- Monitor with a minimum resolution of 800 x
600 pixels and 256 colours, which
should be at least 17" in size
If you use a 15" monitor, the
resolution has to be 1024 x 768
- 32-bit operating system, e.g. WinNT,
Win2000, Win98, Win95
(Win95 is only recommended with
restrictions)
- Microsoft Internet Explorer, from version
5.0
[Netscape Communicator/Navigator is no
longer supported due to its reduced significance on the market];
Due to a browser error it is only possible to use I-Explorer version 5.5 with
service pack 2.
- Adobe Acrobat Reader from version 4 (source: see chapter 4.5)
If you have problems with data display
("empty page") we recommend deactivating browser integration in the
Acrobat settings
Recommended PC settings
To avoid problems with
representation, the small fonts setting should be used for the computer
accessing the WebEDI application. In addition, the font size in the view of the
I-Explorer should be "medium" at the most.
Browser settings
a.
Java
script must be activated, and ActiveX must be allowed for calling up Acrobat
b.
Cookies
must be allowed
c.
Caching
must be switched off
Screenshots of Internet Explorer 5 settings are
shown below.
Firstly, for items a. to c., open the menu item "Internet Options":
To switch off caching (item c.) select the "Settings" button in the
"General" card:
Finally, select "Every time page is
accessed" in the "Settings" window and confirm by clicking OK.
To set items a. and b. select the
"Security" card in the "Internet Options" menu.
Select the item "Trustworthy sites" and confirm with the
"Sites" button.
After that, enter the WebEDI URL (see
information from your client administrator) and add it to the trustworthy zone
by clicking the "Add" button. Confirm by clicking OK.
These are all the entries required to use the
WebEDI application with Internet Explorer, version 5.x.
Periphery
A PC with Internet access meeting the minimum
requirements is absolutely sufficient for pilot launch. However, the use of an
up-to-date PC is more favourable, since it ensures no time is lostlosses because of
adue to
lack of computing speed.
Additional note:
If you plan to install a printer for
the WebEDI solution, you should take into account that it must be capable of
printing machine-readable bar codes. This function is available within the
function "ASN acquisition" in the WebEDI solution.
Internet access (minimum /
recommended)
Any type of access can be used.
However, the provider should guarantee a minimum transfer rate of 33.6 Kb/s.,
At the moment it is
recommended to access the Internet using ISDN or ADSL, as this has an immediate effect on the download times within the
WebEDI solution.
It is up to the supplier whether to
use a dial connection or a dedicated line. The provider can also be freely
chosen.
Notes on response times
The response times of the
application depend strongly on the type of Internet connection
(analogue/ISDN/ADSL), the performance of the provider and the
general speed within the Internet.
The "ASN acquisition"
function requires the use of a printer that should be capable of at least 600
dpi.
2.4 Information on
the Following Description
The following are screenshots from a
test client of the current productive state of the solution, i.e. the pages do
NOT contain real data. The structure of the pages can be used by analogy for
different clients, however, in other words the application functions in the
same way for every client, so that the only contents that differ are the ones
for which individual customers are responsible.
3. Description of the Solution
The structure of the WebEDI
application including the forms used is based on the VDA recommendation on
WebEDI issued in December 2000 and updated regularly. The possibility of
integrating companies' own requirements have been exploited within the context
of the recommendation.
3.1 Structure of this Description
This description is intended to
become a comprehensive manual of the WebEDI application. This means it will
grow bigger as the application develops, i.e. that the manual will be extended
as new functions are integrated.
The chapters begin with a Preface (chapter 1.), followed by General Information (chapter 2.) and are followed by information
on Handling (chapter 3.) - separated
according to User (chapter 3.3 + 3.4) and Administrator (chapter 3.3 + 3.5) and end with
additional specialiszed information (chapter 4.). The objective is to
provide a vivid explanation of how to use the web sites by showing screenshots
and designing the manual in the form of a work of reference.
3.2 Information on
the General Form Structure
Top bars
The
WebEDI forms are divided into various areas (see sketch).
Function selection page Display page within
a function
Function
selection Bottom bar
Top and bottom bars, sometimes with
differing elements, are shown on every page. The top bar provides fundamental
control elements applicable throughout the WebEDI solution.
Top bar
The complete structure is
illustrated in the following. Please note that some control elements are not
yet in use, particularly on the first pages.
Home Link to the customer's home page on
the Internet. If you click this button you will leave the current session, but
you can return using the browser's standard function.
Help Opens the online help (PDF file)
Displays this present
description. This will always contain the most recent version of the
description, so you can check if the printed version you have is still up to
date.
Start
menu Link to the function selection page
If you are deep inside the
solution and wish to return to the selection page, use this function to jump
there directly.
Log off Link to the log-on page
This will terminate your
current WebEDI session and return you to the log-on page where you can choose
to log on as another user or leave the application.
Logo This logo shows you which company
you are currently linked with. This is important because all the WebEDI
applications based on the VDA recommendation are structured in a similar way.
Additionally, this is a linked back to the customer's home page.
Bottom bar
The bottom bar changes depending on
the web pages used, i.e. it displays control elements for the function branch
currently being used. Explanations of the elements displayed are given for each
respective page.
Below is an example of a bottom bar:
The three elements "Back",
"Contact" and "Print" are always in the same place on a
page - provided they are used.
Back Back to the previous page
Contact Opens an e-mail form with the
recipient already entered
Print Prints the current page
Note: The mail program in use on
this PC must be selected in the Internet options of the browser.
(see "Extras => Internet-Options => Programs")
Function selection bar
The function selection is displayed
on the left-hand side in the area between the top and bottom bars after you log
on and is used to select the function to be processed next.
The two examples show that the
design and the contents of this menu bar depend on who is using the solution.
The structure of the bars is as
follows:
- Indication of the user's name
- The functions available
- Language option
The purpose and the handling of the
functions are explained in the following description.
Data area
The data area in which
all important contents are shown is the area on the right-hand side of the
function selection bars (provided they are shown) as well as the area between
the top and bottom bars.
The design and the contents are
explained in more detail in the following description.
3.3 Logon
The start page is identical for all
users and roles within WebEDI. The structure of subsequent pages then depends
on the role assigned to the respective user when it was set up. The different
sequences are described in the following chapters.
|
|
Structure of the page:
Top
and bottom bars: see chapter 3.2
Data area: To log onto the WebEDI application, enter your
"User name" and "Password" in the input fields, then click
on the "Logon" button to start verification.
In addition, you have the possibility of selecting a language other than German
for the form sequence. When you leave the WebEDI solution the language used
last will be stored in the user data and preset the next time you log onto the
application.
Note on the language selection:
All the terms selected within the application are taken from language tables.
Functions and the contents of messages are not affected, i.e. they remain
unchanged even if the language version is changed.
3.4 Using
the Forms
3.4.1 Selection page
|
|
The
page shown above is the start page for the Supplier User AFTER successful
logon. From this page s/he can select one of the functions shown on the
left-hand side for processing.
Pre-requisite
for the functions visible in the left-hand frame is the respective assignment
of the user by the Supplier Administrator!
Structure of the page:
Top and bottom bars: See chapter 3.2
Function bar: Available functions
are shown
Data area: Welcome and
general information
Handling: Selection of one of the links for further
processing.
"Delivery instructions" are explained in chapter 3.4.2, "Advanced
Shipping Notes" in chapter 3.4.3, "ERS/SBISelf
Billing Invoice" in chapter 3.4.4, “Orders”
and their use can be found in chapter 3.4.5, the general
function "Download" is explained in chapter
3.4.6.
The "Change password"
function is designed in the usual way, i.e. the old password is required to
change the password and the new password has to be repeated for confirmation.
Additional information: To accommodate individual user habits,
the settings last used by a user when logging off are stored for use the next
time the same user logs on. This is valid for the following individual
functions within WebEDI:
* Delivery instructions (sorting and selection)
* Orders (sorting and selection)
* Self
Billing Invoices ERSs/SBIs (selection)
3.4.2 Function
branch Delivery Instructions
3.4.2.1 Delivery Instructions – Display of
Delivery Instructions (sorted by part numbers)
|
|
Structure of the page:
Top
and bottom bars: see chapter 3.2
Data area: Limitation of the selection,
collective print-out
Handling: This page shows how many new items are listed
under the heading "New/Total" sorted according to part numbers. New
items are those items which, after provision in WebEDI, a supplier has neither
displayed, printed nor downloaded. If one of these functions has already been
used, the respective item is no longer marked "new".
The extent
of the details displayed can be changed using the selection box "Select
Delivery Instructions". At the moment, the following selections are
available: All delivery instructions, Only new delivery instructions, of Today,
Last two days, Only current Delivery Instruction, Only previous Delivery
Instruction.
Using the selection box in the
"Select" column you can enter the part numbers for which you would
like to print ALL the individual items. By clicking on the name of a part
number directly, you will be connected to a subsequent page which is explained
in chapter 3.4.2.2.
Via the link
"Sorted by plant/unloading point" you can also move to this sorting
option. This can make sense if a supplier organizses his production logistics according
to plants to be supplied, for example. This type of sorting is described in chapter 3.4.2.3.
The
"Download" link leads to an extra page (refer also to chapter 3.4.2.6), which makes the
selection of EDI messages possible in different file formats.
Tip: When used
regularly, the display can be limited to the current Delivery Instructions by
selecting "Only new delivery instructions". This is a help when
viewing data.
3.4.2.2 Delivery Instructions – Display of
Delivery Instructions of a part number
|
|
Structure of the page:
Top
and bottom bars: see chapter 3.2
Data area: Limitation of the selection,
collective print-out
Handling: All delivery schedule items are displayed for a
selected part number per plant/unloading point in accordance with the pre-selection,
with new items marked accordingly. New items are those items which, after
provision in WebEDI, a supplier has neither displayed, printed nor downloaded.
If one of these functions has already been used, the respective item is no
longer marked "new".
Use the
selection box in the "Select" column to define which plant/unloading
point combination the delivery schedule items are to be printed for using the
print command.
When
a plant/unloading point combination has been selected, the display changes to
the single view of a delivery instruction item
(refer also to chapter 3.4.2.5).
3.4.2.3 Delivery Instructions – Display of Delivery Instructions
(sorted by plant/unloading point)
|
|
Structure of the page:
Top
and bottom bars: see chapter 3.2
Data area: Limitation of the selection,
collective print-out
Handling: This page shows how many new items are listed
under the heading "New/Total" sorted according to plant/unloading
point. New items are those items which, after provision in WebEDI, a supplier
has neither displayed, printed nor downloaded. If one of these functions has
already been used, the respective item is no longer marked "new".
The extent
of the details displayed can be changed using the selection box "Select
Delivery Instructions". At the moment, the following selections are
available: All delivery instructions, Only new delivery instructions, of Today,
Last two days, Only current Delivery Instruction, Only previous Delivery
Instruction.
Using the selection box in the
"Select" column you can enter the plants for which you would like to
print ALL the individual items. By clicking on the name of a plant directly, you
will be connected to a subsequent page which is explained in chapter 3.4.2.2.
Via the link
"Sorted by part numbers" you can also move to this sorting option.
This can make sense if a supplier organizses his production logistics according
to part numbers to be supplied rather than plants, for example. This type of
sorting is described in chapter
3.4.2.1.
The
"Download" link leads to an extra page (refer also to chapter 3.4.2.6), which
makes the selection of EDI messages possible in different file formats.
Tip: When used
regularly, the display can be limited to the current Delivery Instructions by
selecting "Only new delivery instructions". This is a help when
viewing data.
3.4.2.4 Delivery
Instructions – Display of Delivery Instructions of a plant/unloading point
combination
|
|
Structure of the page:
Top
and bottom bars: see chapter 3.2
Data area: Limitation of the selection,
collective print-out
Handling: All delivery schedule items are displayed for a
selected unloading point of a certain plant in accordance with the pre-selection,
with new items marked accordingly. New items are those items which, after
provision in WebEDI, a supplier has neither displayed, printed nor downloaded.
If one of these functions has already been used, the respective item is no
longer marked "new".
Use the
selection box in the "Select" column to define which part numbers are
to be printed using the print command.
When a part
number has been selected, the display changes to the single view of a delivery
instruction item (refer also to chapter 3.4.2.5).
3.4.2.5 Delivery Instructions – Display of
Delivery Instructions - Detailed View
|
|
Structure of the page:
Top
and bottom bars: see chapter 3.2
Data area: Display of Delivery
Instructions for one part number
Handling: This page is display only of an individual part
number within the delivery instructions. There are no other functions available
for this apart from the ones in the top and bottom bars.
Extent and meaning of
the deadline items correspond to the data extent already discussed and agreed
with you. The structure follows the VDA recommendation of WebEDI.
A complete
sample of the delivery instructions form for individual part numbers is
provided in chapter 4.1.
3.4.2.6 Delivery
Instructions – Download (of the EDI message)
Structure of the page:
Top
and bottom bars: see chapter 3.2
Data area: Selection of an EDI message
Handling: Selection of an EDI message regarding a provision
date.
Use this
function to select EDI messages regarding a certain provision date. The EDI
message shows the delivery instructions with the complete supply schedule.
Depending on
the user's requirements, the EDI messages can be downloaded in three different
formats. The formats available are CSV, XML and an EDI format.
3
generations will be provided in accordance with customer requirements.
Use
the "Edit" button in the bottom bar to return to the display of the
delivery instructions.
Tip: Text
editors such as Wordpad or similar should be used for viewing XML files.
Reason: the files could contain fields which cannot be represented in the browser.
Due
to an error in Internet-Explorer 5.0 the cursor display remains visible as a
sand-glass even after successful downloading.
The
application canWork with the application can be continued, however,
be used further without any problems.
3.4.3 Function branch "Registration of ASN data"
This function is used by the supplier to register all shipment-relevant
data required for the dispatch of goods deliveries to the customer.
Data included in the delivery
instructions sent by the customer are used as default entries for registration,
as well as selection boxes for standard entries. Data transmitted by the
customer in the delivery instructions includes order data such as part and
order numbers, delivery data such as unloading point and delivery address as
well as packaging information if applicable.
In addition, it is possible to
simplify the registration of identical data (such as plant, means of transport,
packaging etc.) by using registration forms (see chapter 3.4.3.5), which must
be prepared by the Supplier Administrator for this purpose, however (refer also
to chapter 3.5.5).
These registrations are used on the
one hand to generate a EDI transmission to the WebEDI customer, and on the
other, to generate all the delivery documents required for the shipment.
3.4.3.1 ASN – Control Form
|
|
Structure of the page:
Top
and bottom bars: see chapter 3.2
Data area: Selection form for the
registration/Administration of shipment/transport and delivery note data
Handling: This page is used to control the processing step
planned to come next to register the ASN data.
There are 3 sections in the data area for different purposes.
In the top
section, a link is offered for the registration of a new shipment.
In the
middle section, all open shipments are detailed, i.e. all registration
activities which are stored without sending the data.
In the
bottom section, ASN datas which have already been transmitted are displayed for
information only.
The links
within the page can be used for quick navigation when the number of data
records would require scrolling.
The link
"Installation Barcode Fonts" refers to an aid which is necessary for
the use of labels and shipping orders.
3.4.3.2 ASN – Registration Form – Shipment Level (Hier bin ich nun)
Blank page as registration form
|
|
Structure of the page:
Top
and bottom bars: see chapter 3.2
Data area: Registration form on the
shipment level
Handling: The concept is to hand over all customer-specific
data in the Delivery Instruction to WebEDI if possible, so that these data can
be used as default for the ASN function.
Registration
of the data should start with the input of the "Article number
customer". This opens an additional form where the article number to be
delivered must be selected (see screenshot).
In this window the part number (=
article number) can optionally be selected from the list or determined using
the search function. The list is displayed in a separate frame for more
clarity.
Use the link behind the part number
to view the associated delivery instruction.
Once this selection has been made,
you can continue to register the data. Please note that some of the fields can
be defined as obligatory, i.e. the registration of the associated information
is a pre-requisite for the successful sending or storing of the data.
These fields are displayed
differently in the form (colour highlighted and/or written in
italics).
An example of a completed form is
shown on the next page.
Completed
page - example
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|
Handling: This page has some functions in the data area and
in the bottom bar which are briefly described below.
Delivery
note area:
Red cross:
This line will be deleted.
"Go"
button. Additional data may be registered pertaining to this line (see chapter 3.4.3.3)
"Further
___ Create delivery note(s)" + Go-button: This form is used to specify the
number of delivery notes for which additional registration lines are to be
displayed in this form.
Bottom
bar:
Save: The
shipment data are saved.
Delete: All
the data for this shipment are deleted. This does not affect the article number
data which have been determined from the Delivery Instruction data.
Commit:
Registration of the shipment is concluded. This is carried out by checking that
all the obligatory fields have been completed correctly, storing the data and
displaying the following form (see chapter 3.4.3.4). This
subsequent form displays all the registered data so that they can be checked
for correctness and specific printing of the required delivery notes.
Label
print-out: Use this function to print out the labels belonging to this
shipment. The application provides a print routine for this which creates one
single label for each packing item in the form of a PDF output.
An example of a label is shown in chapter 4.2.1 Later,
additional notes on the purpose and the content of the field contents will be
provided here.
Other
registration fields:
All other
fields are completed by means of selection boxes or direct registration. Where
the field format allows, the format will be checked directly after registration
(e.g. correct data format).
Explanation
of the registration fields:
further information about the registration fields is given in
chapter 4.2.2.
Note: A label can only be
printed if data about the packing item have been registered on the delivery
note level, i.e. above all the number of the packing item.
If no
relevant data has been registered, a PDF file containing one white sheet will
printed if the "Print label" button is selected at the moment.
3.4.3.3 ASN – Registration Form – Delivery Note Item Level
Blank page as registration form
|
|
Structure of the page:
Top
and bottom bars: see chapter 3.2
Data area: Registration form on the
delivery note position level
Handling: The line under the entry Shipment number is a
reference to the shipment level. For clarification, the data already registered
for the delivery note item are displayed in this line.
The notes on
the registration on the shipment level apply by analogy to all further entries.
In addition, care must be taken that following selection of a part number, all
the packaging information sent with this part number are given in the packing
items registration lines on the additional data level.
A complete
example is provided following.
Completed page - example
|
|
Handling: This page has some functions in the data area and
in the bottom bar which are briefly described below.
Delivery
note area:
Red cross:
This line will be deleted.
"Further
___ Create Position(s)" + Go-button: You can specify the number of packing
items for which additional registration lines are to be displayed in this form.
Bottom
bar:
Save: The
item data are saved.
Commit:
Registration of the shipment is concluded. This is carried out by checking that
all the obligatory fields have been completed correctly, storing the data and
displaying the following form (see chapter 3.4.3.4). This
subsequent form displays all the registered data so that they can be checked
for correctness and specific printing of the required delivery notes.
Explanation
of the registration fields:
further information about the registration fields is given in
chapter 4.2.2.
3.4.3.4 ASN – Registration Form - Display of All Data prior to EDI-Transmission
|
|
Structure of the page:
Top
and bottom bars: see chapter 3.2
Data area: Display of all shipment data prior to
printing of the Delivery Papers or initiation of ASN transmission
Handling: This page is display only of the data registered
in connection with a shipment. There are no other functions available for this
apart from the ones in the top and bottom bars.
It is
provided to check the data registered and to print the required Delivery
Papers.
The structure
is the same as the two previous forms (chapter 3.4.3.2
for all lines starting at the left screen border and chapter 3.4.3.3 for all
right-indented lines starting with a red arrow).
The
structure of the print-outs, generated via the creation of a PDF file like all
other print outputs within the WebEDI solution, is explained in chapter 4.2.
If the
control view shows that all data reflect the actual shipment, the ASN
transmission can be triggered via the "Transmit" function button.
This generates a message which is sent to the appropriate merchandise
information system at the customer's.
3.4.3.5 ASN – Use of Shipment Templates
|
Shipment
level |
Delivery note item level |
Structure of the page:
Top
and bottom bars: see chapter 3.2
Data area: Registration form on the ASN function
Handling: This function simplifies the registration of
information which is continually repeated. It can be used both on the shipment
and delivery note item levels. Generation and Administration of the templates
is carried out by the administrator at the supplier's.
About the
application:
When a
template is selected on the shipment data level, ALL the default fields are
added at the position where they were set up in the template (if 3 lines with
packing items are used for a delivery note item, in which the 2nd
line remains empty, these values are added in exactly this order.)
When a
template is selected on the delivery note item level, however, only the entries
on this level are entered, but not the data on the shipment level. This
prevents shipment data already registered being overwritten when registering
data on the additional data level.
It is
possible to use several templates one after the other. This leads to the data
of the template subsequently selected being overwritten referring to fields. It
is thus important in this case to keep to a particular sequence.
Tip: When
using templates it is very important to check the data to be sent after
clicking the "Commit" button.
3.4.4 Function
Branch Self
Billing InvoicesERSs/SBIs
The Self Billing Invoice ERS/SBI notice is a
modern instrument used to invoice deliveries. It optimiseoptimizes business
relations by faster and more cost-effective processing.
Self Billing Invoice ERS/SBI accounting is
based on the deliveries (quantities of goods received) registered by the
customer and the order prices with the terms and conditions for the order
stored by the customer in his data system.
The Self
Billing Invoice procedure has been approved by the Federal German
minister of finance under the no. IV A2-S7280-8/92 and published in the
Bundessteuerblatt (Federal Tax
Gazette) 1992 Part I No. 11, pages 376-378.
3.4.4.1 Self Billing Invoices ERSs/SBIs - Selection
Form – Sorting by Plant
|
|
Structure of the page:
Top and bottom bars: see
chapter 3.2
Data area: Display
of Self
Billing InvoicesERSs/SBIs, sorted by plants
Handling: This page shows how many Self Billing Invoices ERSs/SBIs are listed
under the heading "New/Total" sorted according to plant. New items
are those items which, after provision in WebEDI, a supplier has neither
displayed, printed nor downloaded until a session in WebEDI, i.e. if one of
these functions has already been used, the respective item is no longer marked
"new".
The extent of the
details displayed can be changed using the selection box "Select Self
Billing InvoicesESRs/SBIs". At the moment, the following
selections are available: All Self Billing InvoicesESRs/SBIs, Only new ESRs/SBIsSelf
Billing Invoices, Of today, Last two days, Only last ESR/SBISelf
Billing Invoice, only ESR/SBIprevious Self Billing Invoice.
Use the "Selection"
selection boxes to define for which plants ALL individual items are to be
printed. By clicking on the name of a part number directly, you will be
connected to a subsequent page which is explained in chapter 3.4.4.2.
The
"Download" link leads to an extra page (refer also to chapter 3.4.4.5), which makes the
selection of EDI messages possible in different file formats.
3.4.4.2 Self Billing Invoices ERSs/SBIs – All Self
Billing Invoices ERSs/SBIs of a Plant
|
|
Structure of the page:
Top
and bottom bars: see chapter 3.2
Data area: Display of Self Billing Invoices ERSs/SBIs (in general
& for one particular plant)
Handling: Display of all the Self Billing Invoices ERSs/SBIs of a plant
All Self
Billing Invoices ERSs/SBIs are displayed for a selected plant
in accordance with the pre-selection, with new items being marked
"new" accordingly. However, here too, only those items are "new
items" which, after provision in WebEDI, this user has neither displayed,
printed nor downloaded until a session in WebEDI, i.e. if one of these
functions has already been used, the respective item is no longer marked
"new".
Use the "Selection"
selection boxes to define which Self Billing Invoices ERSs/SBIs are to be
printed with a command.
Selecting
the link at the end of each line optionally displays the single view of a cover
sheet (chapter 3.4.4.3)
or the associated detailed view (chapter 3.4.4.4).
The
"Download" link leads to an extra page (refer also to chapter 3.4.4.5), which
makes the selection of EDI messages possible in different file formats.
3.4.4.3 Self Billing Invoices ERSs/SBIs – Cover Sheet
of a Self
Billing InvoiceERS/SBI
|
|
Structure of the page:
Top
and bottom bars: see chapter 3.2
Data area: Display of the cover sheet of a
ERS/SBISelf
Billing Invoice
Handling: This page displays the cover sheet of a Self
Billing InvoiceERS/SBI. There are no other functions
available for this apart from the ones in the top and bottom bars.
The
"Detailed view" function in the bottom bar changes to the associated
detailed view, the structure and handling of which are described in chapter 3.4.4.4 .
Due to legal
requirements, the "Print" function always prints a combination of
cover sheet and detailed view.
Relevant
examples are provided in chapter 4.3.
3.4.4.4 Self Billing Invoices ERSs/SBIs – Detailed
View of a ERS/SBISelf Billing Invoice
|
|
Structure of the page:
Top
and bottom bars: see chapter 3.2
Data area: Display of detailed view of a ERS/SBISelf
Billing Invoice
Handling: This page displays the detailed view of a ERS/SBISelf
Billing Invoice. There are no other functions available for this
apart from the ones in the top and bottom bars.
The
"Cover sheet" function in the bottom bar changes to the associated
cover sheet, the structure and handling of which are described in chapter 3.4.4.3.
Due to legal
requirements, the "Print" function always prints a combination of
cover sheet and detailed view.
Relevant
examples are provided in chapter 4.3.
3.4.4.5 Self Billing Invoices ERSs/SBIs – Download
(of the EDI message)
Structure of the page:
Top
and bottom bars: see chapter 3.2
Data area: Selection of an EDI message
Handling: Selection of an EDI message regarding a provision
date.
Use this to download a complete Self
Billing Invoice ERS/SBI as an EDI message in XML or EDI format
in accordance with customer guidelines.
Use
the "Edit" button in the bottom bar to return to the display of the ERSs/SBIsSelf
Billing Invoices.ERSs/SBIs.
Tip: Text
editors such as Wordpad or similar should be used for viewing XML files.
Reason: the files could contain fields which cannot be represented in the
browser.
EDI
messages can be viewed in the same way.
Due to an
error in Internet-Explorer 5.0 the cursor display remains visible as a
sand-glass even after successful downloading.
The application can, however, be used further without any problems.
3.4.5 Function
Branch Single Orders
3.4.5.1 Orders – Display of
the Orders (sorted by order date)
|
|
Structure of the page:
Top
and bottom bars: see chapter 3.2
Data area: Limitation of the selection,
collective print-out
Handling: This page shows how many new and/or changed
orders are listed in the system, sorted according to order date. New items are
those items which, after provision in WebEDI, a supplier has neither displayed,
printed nor downloaded until a session in WebEDI, i.e. if one of these
functions has already been used, this position is no longer marked
"new". Changed items are so-called order changes in which an order
already in the ERP system is changed and then used again.
The extent
of the details displayed can be changed using the selection box "Orders
Selection". At the moment, the following selections are available: Only
new/changed orders, Only read orders, Today, The last 2 days, Last week.
Use the "Selection"
selection boxes to define which orders are to be printed. By clicking on the
name of a part number directly, you will be connected to a subsequent page
which is explained in chapter
3.4.5.2.
The
"Detailed view" link leads to a detailed view of an Order (refer also
to chapter 3.4.5.5).
The
"Sorted by part number" link can be used to change to this sorting
version. This sorting option is described in chapter 3.4.5.3.
The
"Download" link leads to an extra page (refer also to chapter 3.4.5.6), which
makes the selection of EDI messages possible in different file formats.
3.4.5.2 Orders – Display of all messages to an
Order
|
|
Structure of the page:
Top
and bottom bars: see chapter 3.2
Data area: Limitation of the selection,
collective print-out
Handling: All the existing items relevant for a selected
part number are listed, whereby the positions are marked to show whether they
are the original orders or have been changed. However, here too new items are
those items which, after provision in WebEDI, this user has neither displayed,
printed nor downloaded until a session in WebEDI, i.e. if one of these
functions has already been used, the respective item is no longer marked
"new".
Use the
"Selection" selection boxes to mark which positions are to be printed
with a command.
The
"Detailed view" link leads to a detailed view of an Order (refer also
to chapter 3.4.5.5).
3.4.5.3 Orders – Display of Orders (sorted by
part number)
|
|
Structure of the page:
Top
and bottom bars: see chapter 3.2
Data area: Limitation of the selection,
collective print-out
Handling: This page shows how many new and/or changed
orders are listed in the system, sorted according toordered by part numberdescription. New items
are those items which, after provision in WebEDI, a supplier has neither
displayed, printed nor downloaded until a session in WebEDI, i.e. if one of
these functions has already been used, this position is no longer marked
"new". Changed items are so-called order changes in which an order
already in the ERP system is changed and then used again.
The extent
of the details displayed can be changed using the selection box "Orders
Selection". At the moment, the following selections are available: Only
new/changed orders, Only read orders, Today, The last 2 days, Last week.
Use the "Selection"
selection boxes to define which orders are to be printed. By clicking on the
name of a part number directly, you will be connected to a subsequent page
which is explained in chapter
3.4.5.2.
The
"Detailed view" link leads to a detailed view of an Order (refer also
to chapter 3.4.5.5).
The
"Sorted by order date" link can be used to change to this sorting
version. This sorting option is described in chapter 3.4.5.1.
The
"Download" link leads to an extra page (refer also to chapter 3.4.5.6), which
makes the selection of EDI messages possible in different file formats.
3.4.5.4 Orders – Request for a Schedule Summary
|
|
Structure of the page:
Top
and bottom bars: see chapter 3.2
Data area: Limitation of the selection,
collective print-out
Handling: A pure auxiliary function for the user, this
feature is used to give the user a summary of the delivery dates specified in
the individual view (see chapter
3.4.5.5) within the area of the order items.
Once the
"from-to" dates have been entered, the user receives a summary of all
the order items contained in orders for which a delivery is expected within the
period (or on the date) entered.
Hit
list display:
This
list contains all the items with a delivery date within the period given. Apart
from the delivery date, the order number, position and part number with brief
description are also listed.
The
link on the delivery date leads to the individual view of the order. This is
explained in more detail in the following chapter 3.4.5.5.
3.4.5.5 Orders – Display of Orders - Detailed View
|
|
Structure of the page:
Top
and bottom bars: see chapter 3.2
Data area: Display of an order
Handling: This page is merely a display of an Order. There
are no other functions available for this apart from the ones in the top and
bottom bars.
The extent and meaning
of the schedule positions correspond to the extent of data already agreed with
yourselves. The structure corresponds to the VDA recommendations for WebEDI.
A complete
example of an order is provided in chapter
4.4.
3.4.5.6 Orders - Download
(of the EDI message)
Structure of the page:
Top
and bottom bars: see chapter 3.2
Data area: Selection of an EDI message
Handling: Specific selection of an EDI message regarding a
provision date.
Use this to
download the respective EDI message in XML or EDI format in accordance with the
guidelines, which contains information about an order for a certain date. Since
orders can be modified, the user must note any modification history for this
order.
Use
the "Edit" button in the bottom bar to return to the display of the
Orders or the link "Schedule summary" to lead to the relevant request
form.
Tip: Text
editors such as Wordpad or similar should be used for viewing XML files.
Reason: the files could contain fields which cannot be represented in the
browser.
EDI messages
can also be viewed in the same way.
Due
to an error in Internet-Explorer 5.0 the cursor display remains visible as a
sand-glass even after successful downloading.
The application can, however, be used further without any problems.
3.4.6 Function
Branch File Download
|
|
Structure of the page:
Top
and bottom bars: see chapter 3.2
Data area: Download of any file formats
(not delivery instructions, Orders, ERSs/SBIsSelf
Billing Invoices)
Handling: This function is used by the customer's
Administration to provide you with any kind of file formats independent of the
other functions.
These are provided
optionally in sub-directories (symbolised by 
=> example on the left) or directly
(symbolised by 
=> example on the right). Changing to a
sub-directory is via the link on the directory name.
The file is then downloaded either
via the link on the file name or by ticking the box and clicking the
"Download" button. The browser selection window already described
then appears.
3.5 Administration
3.5.1 Admin-User Supplier: Selection Page
|
|
The above page is the start page
AFTER successful logon.
One of the functions on the left
border can be selected for WebEDI.
Use the top and bottom bars to
generally control the application.
Structure of the page:
Top and bottom bars: see chapter
3.2
Function bar: Available functions are displayed
Data area: Start
page supplier administrator
Handling: Selection of a link for further processing.
The
following functions are available:
"User-Administration"
is explained in chapter 3.5.2, the
function "Master Data" in chapter 3.5.3, notes about the function
"Connecting Supplier" can be found in chapter 3.5.4, the "Change
password" function is designed in the usual way, i.e. the old password is
required to change the password and the new password has to be repeated for
confirmation.
The extended
function "Advanced Shipping Notes" (chapter 3.5.5) is used to define
so-called "Shipment templates" which are used to simplify the
registering of delivery notice data and can be used by supplier users according
to the description in chapter 3.4.3.5.
3.5.2 Admin-User Supplier: User-Administration
|
|
Structure of the page:
Top
and bottom bars: see chapter 3.2
Data area: Maintain/set up new/delete
users
Handling: There are three options available:
- Set up new user
- Edit data of existing user
- Delete user
This last
option deletes an entry, the edit function opens the following page described
in chapter 3.5.2.1, where the
user-specific data can be maintained, and the set-up function displays a window
of the kind shown in chapter 3.5.2.1
in which all fields are empty.
In this
summary you can move directly to the Administration form via the link on the
name.
The
structure with the buttons and the output in a frame is designed for quick
access in the case of a larger number of user data.
3.5.2.1 Admin-User Supplier: Edit User – Administration Form
|
|
Structure of the page:
Top
and bottom bars: see chapter 3.2
Data area: Assignment of rights to a
supplier user
Handling: There are two sections: Administration of master
data (top section) and assignment of rights (bottom section).
In the first
section, person-related data including the password are assigned. The user
should change the password after logging on for the first time.
The WebEDI application will later demand that the password be changed at
regular intervals for reasons of security.
In the
bottom section rights can be assigned as described below:
DI Release Alert:
The Administrator can use this function to ensure that warnings he receives for
delivery instructions with the status "new" are passed on to the user
as well.
POrder
Alert: The Administrator can use this function to ensure that warnings he
receives for Orders with the status "new" are passed on to the user
as well.
New ASN Info Orders:
The Administrator can use this function to ensure that his users receive any
message about Orders newly provided in WebEDI.
In all three
cases (DI Alert, Order Alert and Info Orders), however, the supplier
administrator remains the customer contact in case of any problems.
Message: At the moment, only
the e-mail channel is implemented.
Supplier:
Here, the administrator assigns the supplier numbers the user is responsible
for. These are usually clearly connected with locations.
Rights:
Here, the administrator assigns the function bar functions which are to be
available to a user under his user ID (refer also to chapter 3.4.1). The selections made
here make the relevant functions available to the user.
At the
moment, the following functions are available:
DI: Delivery Instructions
ASN: Delivery and Transport Data (Advanced Shipping Notes)
SBI: Self Billing Invoice ERS/SBI
Order: Order
Download
Using the
buttons under the Assign Rights section, the administrator can either send the
changes made in the fields to the user database ("Save") or reject
the changes ("Abort").
3.5.3 Admin-User
Supplier: Master Data
|
|
Structure of the page:
Top
and bottom bars: see chapter 3.2
Data area: Administration of master data
(address) of the supplier
Handling: Here you can change the address data in your
master data in WebEDI. The entries made here are used both for printing
delivery instructions and Self Billing Invoices ERSs/SBIs and in the
delivery papers.
The field
numbers (= supplier number in customer system) as well as DI/Order warning
fields are read-only fields, since they deal with control information from/for
the customer.
CAUTION: Please also inform your contact in Purchasing at the
customer's about this change!
Note: Before a DI Release warning is
sent, a message can be sent from the supplier planner. The relevant set-up must
be requested from the customer by the supplier administrator.
3.5.4 Admin-User Supplier: Supplier Connection
|
Log in of the account to be
connected Result
following connection |
Structure of the page:
Top
and bottom bars: see chapter 3.2
Data area: Connection of access rights in
different clients
Handling: By entering your valid user ID and the relevant
password, you as the supplier administrator have the possibility of bringing together
the user accounts of 2 or more customers in WebEDI who are administered by
different clients.
Purpose: The aim of this function is to enable suppliers
to log on once and then be able to work in different clients and change between
these without having to log on separately for each.
3.5.4.1 Changed Logon of a User /
Changed Handling following Logon
|
|
Structure of the page:
Top
and bottom bars: see chapter 3.2
Data area: Changes in handling for users
Handling: Following logon, the left-hand window appears for
connected accounts, in which the customer whose data is to be accessed must be
selected by the user.
This is followed by a start page (right) with an additional link in the data
area "Changing the client". Using this link, the user can change to
another customer without having to log on again.
Purpose: This procedure makes it possible to work with
WebEDI by means of a so-called "Single Sign On", i.e. one log-in
process for all the necessary work. The aim of the procedure "Changing the
client" is to avoid the mixed representation of the data of different
customers, a procedure as is sometimes carried out on electronic marketplaces.
Important note: If
as a suppler administrator you have carried out a connection of accounts as
described above, please inform your users about the handling changes!
3.5.4.2 Admin-User Supplier:
Changes in Administration Dialogue for User Administration
|
|
Structure of the page:
Top
and bottom bars: see chapter 3.2
Data area: Changes in handling for
administrators
Handling: Compare with chapter 3.5.2.1:
Here it is possible to assign rights to users in tabular form. The additional
column "No access" means that no functions are possible for the user
under the relevant client. In the above case (2 clients connected with all
rights of both clients) the user would be able to select a client as described
under chapter 3.5.4.1.
Important note: If
as the supplier administrator you have connected accounts as described above
and set up your system in such a way that users have access rights to more than
one client, please inform your users accordingly about handling the selection!
3.5.5 Admin-User Supplier: Enclosure Registration Template for
ASN function
|
|
Structure of the page:
Top
and bottom bars: see chapter 3.2
Data area: Administration of shipment templates for ASN
registration of the
supplier - summary -
Handling: This summary shows all the shipment templates already stored, sorted in
descending order according to their last editing date.
The link "New shipment template" leads to a blank page (as
illustrated in the following).
Via the link
on the name (e.g. "Test1") you call up a template in modification
mode and can store this again according to your requirements.
You can
delete a template by placing a red cross in front of it.
Blank page as registration form
|
|
Handling: The structure of this page follows the
registration forms of the ASN function, whereby however - for simplified registration - the levels
shipment and additional data are both included in one form.
The
registration mechanisms are identical with the ASN functions (see chapter 3.4.3.2 ff.)
Fields where
no registration is to take place are nonetheless displayed in this form for
better comprehensibility of information, but no entries can be made in these
fields.
4. Explanation of the Subject Contents
Here additional information about the type of
data transmitted or used is provided if and when required. This chapter will be
extended on request or when new functions are installed.
4.1 Structure of a
Delivery Instruction & Purpose of Information Transmitted
(refer also to chapter 3.4.2.5)
Additional information about some of the fields
used:
|
Customer contact |
||
|
VAT ID number customer |
VAT ID number of the customer |
|
Customer number |
Number
the customer has been allocated by the supplier. |
|
Supplier number |
Number
the customer has allocated to the supplier. |
|
Delivery data, customer |
||
|
Information about delivery and usage points
at the customer's |
|
|
Packaging |
||
|
Description of packaging |
Clear
text description or key for the packaging to be used for this part number. |
|
Quantity per pack (Column 2) |
Reference quantity of the packing means named |
|
Information about the part
number |
||
|
Number of the current delivery instructions |
Serial number allocated by the customer |
|
Date of the current delivery instructions |
Date the delivery instructions were drawn up |
|
Number of the last delivery instructions |
Number of the delivery instructions replaced
by the current ones. |
|
Date of the last delivery instructions |
Date of the delivery instructions replaced by
the current ones. |
|
Production release |
Date as
acceptance obligation (is not being used at the moment) |
|
Material release |
Date as acceptance obligation (is not being used at the moment) |
|
Differentiation data |
||
|
Cum. quantity |
Cumulated
quantity figure: extrapolation of the materials accepted by the customer at
Incoming Goods. |
|
Start date cum. quantity |
Starting
date for extrapolation of the cumulated quantity figure: |
|
Cum. quantity zero date |
Cum.
quantity achieved by the "Start date cum. quantity". |
|
Delivery note no. |
Number
of the delivery note of the last goods received |
|
Date |
Date of the delivery note of the last goods
received |
|
Quantity |
Quantity of the last goods received |
|
Positions |
||
|
Date |
Date on
which a delivery is due according to the delivery instructions agreement. |
|
Call quantity |
Quantity to be delivered on a certain
delivery date. |
|
Cum. quantity |
Cumulation of the call quantities listed in
these delivery instructions. |
|
Difference |
Difference in call quantities: Difference in comparison with the previous delivery instructions on
the date given, taking account of goods received in the meantime. |
4.2 Structure of "Registration
of ASN data" &
Purpose of the
Information to be transmitted
4.2.1 Examples of the Delivery Papers
Example of a label print-out (refer also to chapter 3.4.3.2)
A VDA-conform label is generated for
every packing item listed.
Contents and structure of this label
correspond with VDA recommendation 4905/4.
CAUTION:
A label is only generated if the fields
"Packing item no. from" and "Packing item no. to" have been
filled out on the "Edit delivery note item" level (refer also to chapter 3.4.3.3).
At the moment a single label is
generated per packing item number.
Example of a delivery note (refer also to chapter 3.4.3.4)
Contents and structure of this
delivery note correspond to
VDA recommendation 4994.
One delivery note is generated per
unloading point given.
Example of an EDI delivery note (refer also to chapter 3.4.3.4)
Contents and structure of the EDI delivery note
correspond to VDA recommendation 4912.
One EDI delivery note is generated per
unloading point given.
Example of a forwarding instruction (refer also to chapter 3.4.3.4)
Contents and structure of the forwarding order
correspond to VDA recommendation 4922.
One forwarding order is generated per unloading
point given.
4.2.2 Explanations
of the registration fields
Registration form shipment/delivery note level
(Refer to chapter
3.4.3.2 for an example of a form)
|
Shipment number |
Is allocated by the user; |
|
Code for special delivery |
Standard
setting: normal delivery. |
|
Delivery notes |
||
|
Delivery note number |
Is
allocated by the user; |
|
DN-pos |
Consecutive within one delivery note. |
|
DN-date |
Is pre-allocated by the system; can be
overwritten. |
|
Customer part number |
Customer's part number; is selected from the
numbers in the current delivery instructions and cannot be overwritten. |
|
Delivery quantity |
To be entered by the user |
|
Quantity unit, Order number, Order position, Unloading point |
Are also pre-allocated from the delivery
instructions following selection of the part number. |
|
Shipment data |
||
|
Type of packaging |
Is
pre-allocated from DI in as far as data were included. |
|
Number |
Number of types of packaging used (e.g. 2
pallets => 2). |
|
Weight of the shipment |
Total
weight of the materials listed in this shipment. |
|
Supplier plant, country code, postcode |
Clear-text
input of the supplier plant; later, entries can be selected from a
pre-allocated list using the " |
|
Scheduled date of arrival Scheduled time of arrival |
Date +
time at which - according to customer specification - the shipment should
arrive (is not being used at the moment) |
|
|
Indicates
who has to bear how much of the freight costs. |
|
|
Type of
transport. (Selection list according to VDA4913) |
|
|
Supplementary
information about the transport as advance information for the customer.
(Selection list according to VDA4913) |
|
Code for means of transport |
Expression
of the key for the means of transport |
|
Means of transport |
May be
required to specify further means of transport "not self-propelled"
such as a truck trailer, for example. |
|
Hazardous goods |
Yes/no
button in order to communicate on the shipment level whether the complete
shipment contains any hazardous goods. |
|
Carrier code |
Clear-text
carrier; later, entries can be selected from a pre-allocated list using the
" |
|
Freight carrier |
Name of
the driver (e.g.) |
|
|
Date on which the shipment is to be handed
over to the transport company. Is pre-allocated by the system but can be
overwritten. |
|
|
Time at which the shipment is to be handed
over to the transport company. Is pre-allocated by the system but can be
overwritten. |
Registration form delivery note/packing
position level
(Refer to chapter 3.4.3.3 for an example of
a form)
|
Shipment number |
Information (for the user) about the current
shipment |
|
"Delivery note" line |
Information
(for the user) about the delivery note (position) for which data are
currently being entered. |
|
Positions/Additional data
per delivery note |
||
|
Pos. |
Serial
number |
|
Packing |
Is pre-allocated from the delivery
instructions in as far as data were included. |
|
Packing |
Analogue key of the supplier (if required) |
|
Quantity |
Quantity of the packing means named, is also
pre-allocated by the delivery instructions (if included) |
|
Number |
Number of packing items |
|
Packing item no. from |
Number of packing item(s) |
|
Packing item no. to |
Number
of packing item(s) |
|
It is checked during saving/closing whether
the number, quantity and packing item numbers entered for the data are
consistent with each other i.e. fit the delivery quantity and fit together
logically. |
|
|
LI |
Label Identifier. Expressions
according to VDA4913: |
|
Pl |
Packaging Identifier. Expressions according
to VDA4913: |
|
Prl |
Property Identifier (only if field LI = M) |
|
Hazardous goods |
To be filled out according to the specifications given in the act governing the road
haulage of hazardous materials (GGVS) |
|
Further data |
||
|
|
Is
pre-allocated from the delivery instructions in as far as data were included. |
|
|
Is
pre-allocated from the delivery instructions in as far as data were included. |
|
Usage key |
Expressions according to VDA4913: The key to be used must be agreed in advance. |
|
Consignation |
Is not being used at the moment. |
|
Batch number |
To be entered by the user. |
|
Date of manufacture |
Of the material to be dispatched by the
supplier |
|
Alteration status Design |
Of the material to be dispatched by the
supplier |
|
Part number, supplier |
Supplier
key (if required) |
|
Delivery quantity 2 |
Ref. to supplier part number (if deviations
exist) |
|
|
Ref. to supplier part number (if deviations
exist) |
|
Country of origin |
Of the material to be dispatched by the
supplier |
|
Dispatch date |
Should this date deviate both from the
delivery note date and the handover date. |
|
Goods subject to duty |
Yes/no button for part number |
|
Free text re. part number |
Can be used for any number of entries up to a
maximum length of 210 characters. |
All the information listed in the
fields above is used in the Delivery Papers - depending on their allocation.
In addition, all the entries
made/selected are displayed again in an overall summary following the "Commit"
function so that they can be checked.
(See chapter 3.4.3.4)
The Delivery Papers can be requested
from this view (with the exception of the label at the moment).
4.3 Structure
of Self
Billing Invoices ERSs/SBIs & Purpose of the Informations Transmitted
Example of a Self Billing Invoice ERS/SBI cover sheet
(refer also to chapter 3.4.4.3)
Contents and structure of the Self
Billing Invoice ERS/SBI cover sheet correspond to the
simplified representation according to VDA recommendation 4908.
Additional information about some of the fields
used:
|
ERS/SBI |
||
|
From |
Date on which the |
|
|
Date on which the |
|
Slip number |
Number under which the |
|
Destination plant |
Customer plant which accepted the delivery
and triggers the respective ERS/SBI |
|
Currency |
Currency in which the complete |
|
Positions |
||
|
|
Net amount of the ERS/SBI |
|
|
Amount of value added tax |
|
Total |
Overall sum of the ERS/SBI |
|
Discount |
Agreed discount if applicable |
Example of a detailed view of a Self
Billing Invoice ERS/SBI (refer also to chapter 3.4.4.4)
Contents and structure of the detailed view of
the Self
Billing Invoice ERS/SBI correspond to the simplified
representation according to VDA recommendation 4908.
Additional information about some of the fields
used:
|
ERS/SBI |
||
|
From |
Date on which the |
|
Due date |
Date on which the |
|
Slip number |
Number under which the |
|
Destination plant |
Customer plant which accepted the delivery
and triggers the respective ERS/SBI |
|
Currency |
Currency in which the complete |
|
Customer contact |
||
|
|
Is not being used at the moment. |
|
Positions |
||
|
Delivery note number |
Delivery note the |
|
Date |
Date of the delivery note |
|
TC |
Transaction code. Expressions
according to VDA4908: 97 = Return delivery/cancellation |
|
Part number |
Customer part number the |
|
Order no. |
Order number of the part number in the
delivery instructions |
|
Unit price |
Net price without turnover tax (VAT) based on
the price unit. |
|
PU |
Price unit, expressions according to VDA4908: 01 = per 1 unit |
|
Amount before VAT |
Total amount net (of this delivery note
position) |
|
VAT in % |
Percentage value of VAT (of this delivery
note position) |
|
Amount VAT |
Amount of VAT (of this delivery note
position) |
|
Amount |
Gross amount (of this delivery note position) |
|
Incoming goods reference |
Incoming goods slip number |
|
Incoming goods date |
Date on which the goods were accepted. |
|
Quantity |
Quantity accepted |
|
UQ |
Unit of Quantity |
|
Amount of discount |
Amount of discount if applicable |
|
Discount in % |
Percentage value of discount if applicable |
|
Total: |
The sum values of the following fields are
given: |
4.4 Structure
of Orders & Purpose of the Information
Transmitted
(refer also to chapter 3.4.5.5)
Further details about the fields listed will be
presented at a later date.
