Customer / Supplier. Reference Manual For On Line Services. Updated 8/10/2017

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Reference Manual For On Line Services

Updated 8/10/2017

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Part number: CMM2MVIPVALL/Rev 5-032406

Made2Manage Systems, Inc., makes no representations or warranties of any kind with respect to the contents of this document. Made2Manage Systems, Inc., shall not be held liable for errors contained herein or for incidental or

consequential damage in connection with its use. Made2Manage Systems, Inc., reserves the right to revise this document and to make changes in its content without obligation to notify anyone of such revisions or changes.

Made2Manage is a registered trademark and Notifier is a trademark of Made2Manage Systems, Inc. All other trademarks are owned by their respective companies.

The software and accompanying materials are provided with RESTRICTED RIGHTS. Use, duplication, or disclosure by the government is subject to restrictions as set forth in subparagraph (c)(1)(ii) of the Rights in Technical Data and Computer Software Clause at DFARS 252.227-7013 or the Commercial Computer Restricted Rights Clause at FAR 52.227-19 subdivision (c)(1) and (2), as applicable. Contractor/manufacturer is Made2Manage Systems, Inc., Indianapolis, IN.

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Adding an order based on an order template 39

4|Document Repository 41

Document Repository 41

Document repository permissions 42

Working with documents 43

Adding documents to the Document Repository 44

Accessing documents 45

Working with document details 46

Assigning users to documents 47

Changing a document 50

Removing a document 51

Document discussions 51

Starting a discussion thread 52

Changing or removing a discussion thread 53 Viewing and responding to a message 54

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1|Customer Essentials

This chapter shows you how to use the features available in the Customer Essentials module.

When you finish this chapter you

will be able to… See

page...

• Add, change, or remove users 6

• Access the Account Status window to view a summary 8 of your financial activity

• Display a detailed view of your invoice for an order 11

• Check the status of your sales orders 13

• Check the status of your requests for quotes 14

• Check the availability of an item 15

• Access Field Service information 17

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The Customer Essentials module also includes access to the

Document Repository. Please see Chapter 7 on page 41 for detailed information on using the Document Repository.

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Customer Essentials

User administration

Individuals who can administer site logins and passwords can access the User Administration tab to add, remove, or make changes to their users.

User Administration Search window

Path: User Administration

1. Log in to your on line service, and click on User Administration.

A list of the users associated with your site will display.

2. To edit an existing user:

• Type the Username or last name in the Search for field, and click on Go. Or, click on the Username link on the main window. Either way, the User Profile will display.

• After making your changes, click the Update button to save the changes.

3. To remove an existing user:

• Click the Remove button next to the Username on the main window.

• Click the Delete button if you are on the User Profile window.

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Either way, a message displays so you can confirm that you really want to delete the user. Click on OK to remove the user, or click on Cancel to escape without removing the user.

4. To add a new user, click on the Add User link. When the New User Profile window displays, complete the fields, and then click on the Add button.

5. When a user logs into your on line service for the first time, an end-user agreement appears. This agreement protects

Made2Manage from being liable for the actions of a

Manufacturer in granting or denying a company access to their data. You should let your customers know that each user must click on the I accept the terms and agreement button before they can access the on line service.

User Agreement window

Each user must accept the terms and agreement before logging in for the first time

PATH:Login for the first time

6. After selecting the option to Accept, and clicking on the Next button, the “My Profile” window displays so the user can change any personal information, and enter a security question and answer to use in the event that they forget their password.

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Customer Essentials My Profile window

Select one of the five security questions, and then type the answer to the question.

Path: Login|Agree or My Profile icon

• Click the down arrow on the Security Question field and select the security question to answer.

• Type the answer to the question in the Answer field.

• Click the Update button to save the changes.

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It is possible to click on menu options and access those windows

without entering the security information. However, this window will continue to display each time you log in until you complete the security information.

Financials

The Financials area contains information that eliminates the need to call the manufacturer's Sales Rep or Customer Service

Representative (CSR). You can use the links in the Financials area to access basic, often questioned, information including Account Status and Invoice Inquiry.

Account status

You can use the Account Status window to view a summary of your financial activity, as well as the names and numbers of available manufacturer contacts.

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Account Status window

Path: Financials|Account Status

1. Log in to the online service, click on Financials, and then click on Account Status to display the Account Status window.

2. To email a contact, click on the email address link.

3. Click on the Past Due Amount link to display a list of the invoices with amounts that are past due. From that screen, you can click on an individual invoice number to see the details of that invoice.

4. Click on the Last Invoice Number link to display the Invoice Inquiry window and view the details of the last invoice sent to the customer.

5. Click on the Payment History link to see any payments applied to this invoice.

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Payment History window

Path: Financials|Account Status|Last Invoice Number link|Payment History

6. You can email the invoice information to someone else by clicking the Email Page button in the top right-hand corner. You can change the Name and Email address, or enter other email addresses in the CC: field. If you are sending email to multiple recipients, separate each email address with a semi- colon (;).

Click the “Payment History”

button to see the payment details for the Invoice.

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Email Invoice Inquiry Details

Path: Financials|Account Status|Last Invoice Number link|Email Page

Invoice inquiry

Click the Submit button to send the email. A message will redisplay to inform you that the email was sent.

You can use the Invoice Inquiry window to display a detailed view of your invoice for an order, including the quantity invoiced, shipper number, and total amount. You can search for invoices using any of the following information: Invoice Number, Invoice Date, Invoice Status, PO Number, Sales Order Number, or Shipper Number.

Invoice Inquiry window

Path: Financials|Invoice Inquiry 1. Log in to the online service, click on Financials, and then click

on Invoice Inquiry to display the Invoice Inquiry window.

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• Click on the Invoice Number down arrow and select the field you want to search.

• Depending on your selection, you will either select another option in the box to the right, or type the search criteria you want to use.

• Click on GO to display the invoice details.

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The screen that displays is the same screen that displays

when you click on the Last Invoice Number link on the Customer Account Status window. See page 10 to see an example of the Invoice Inquiry window.

• Click on the Payment History button to see the details of the last invoice sent to the customer.

3. To display the last twenty-five invoices sent, click the View Last 25 button. A list of the last twenty-five invoices displays general information about each invoice. Click on any of the following links for detailed information: Invoice No., Order No., P.O. No., or Shipper No.

Path: Financials|Invoice Inquiry|View Last 25

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Orders

You can use the Orders area to check on the status of your orders and review your 25 most recent orders. If you have access to the Transaction Center, you can also use the Order Center to add new orders. See page 29 for more information on using the Order Center.

Checking the order status

You can check the status of an existing order by clicking the Order Status link. This is a quick way to review the status of your orders, with the option to click on the Order No. link and see more detail.

The following information displays in the Order Status window: Order Number, Purchase Order, Order Date, Status, and Total Order Amount.

1. Log in to the online service, click on the Orders tab, and select Order Status.

2. Choose the orders whose status you wish to review:

• Click on the Sales Order Number down arrow and select the field you want to search.

• Click on GO to display the orders selected.

3. To display the last twenty-five orders sent, click the View Last 25 button. A list of the last twenty-five orders displays general information about each order.

Order Status Search window

Path: Orders|Order Status|View Last 25 4. Click on the Order Number link to see detailed information about

the order.

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Order Status Detail window

Path: Orders|Order Status|View Last 25|Order Number link

Quotes

You can use the Quotes area to check on the status of your quote requests and search for open quotes. If you have access to the Transaction Center, you can also request a sales quote by clicking on the Request for Quote link. See page 24 for more information on requesting a sales quote.

Checking the request for quote status

Customers and Sales Reps can quickly check the status of a Request for Quote.

To check the status of a Request for Quote:

1. Log in to the online service, and click on the Quotes tab and select Quote Status.

2. The Quote Status Search window displays so you can search for one or more quote requests.

Quote Status Search window

Path: Quotes|Quote Status

• Select the information you want to search on. You can search on the RFQ Number, Customer Part Number, Due Date, Part Number, Project Name, or Request Number.

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• Type the information you want to search for, and click on the Go button.

• Click the View Last 25 button to display the last 25 quote requests.

Quote Status View Last 25 window

Path: Quotes|Quote Status|View Last 25 3. You can click on the Quote Number link to display the quote

details.

Quote Status Details window

Path: Quotes|Quote Status|Quote Number link 4. If there are multiple quantities on the quote, you can click on the

Details link that displays in the Mult. Qty column to display the quantities requested.

Product Information

You can use the Product Information tab to display information about the manufacturer's products. There are four different ways to search for information, and you can check inventory availability directly from the results of your search. If you have access to the Transaction Center, you can also request a sales quote or place an order. See page 24 for more information on the functionality available in the Transaction Center.

To search for production information:

1. Log in to the online service, and click on the Product Information tab.

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2. Click on one of the following search options:

Search Option Description

Search Displays the Search window where you can select the type of information to search on. You can type the information to search “For”, or leave the “For field blank to display all

products.

Advanced Search

Displays the Advanced Search window with the following fields:

Product Class, Group Code, Part Number, Revision, and Customer Part

No.

Availability Search

Displays the Availability Search window where you can determine the availability of parts. You can check the availability of one or multiple parts at

the same time.

Category Search Displays the Category Search window where you can search specific

categories for a part number or

description.

3. The results of your search display in a window similar to the following, but will vary depending upon the type of search performed:

Product Information Advanced Search These columns only display if you have access to the Transaction Center

Path: Product Information|Advanced Search

4. From the search results window you can:

• Click the Part No. link to view detailed information about a part.

• Click the Inventory link to determine a part’s availability.

• If you have access to the Transaction Center you can:

– Click on the RFQ link to request a quote for a part

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– Click the Order link to add a part to your shopping cart.

Field Service

If the manufacturer uses Field Service, you can access and display information about your serviced machines. Field Service information is for display purposes only. You cannot change or remove Field Service information.

Field Service Location window

Use this menu to access more information about your serviced machines

Path: Field Service|Go|Location

1. Log in to your on line service, and click on Field Service. The Field Service Search screen will display.

2. Enter the Serial Number, Part Number, and/or Revision, and click on Go to display the Field Service information.

3. You can view additional information about a serviced machine by clicking on the Machine History, Warranty, Preventative

Maintenance, Field Kits, or Service Requests links.

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2|Supplier Essentials

This chapter shows you how to use the features available in the Supplier Essentials module.

When you finish this chapter you will be able to…

• View the details of invoices that have been sent to the manufacturer

See page...

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• Check the status of your purchase orders 20

• Respond to requests for quotes (RFQs) 21

• Check the availability of an item 23

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The Supplier Essentials module also includes access to the

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Financials

You can use the Financials area to see detailed information about your invoices.

Vendor invoice inquiry

Vendors can use the Invoice Inquiry option to view the invoices sent to the Manufacturer. You can search for invoices using any of the following information: Invoice Number, Invoice Date, Invoice Status, PO Number, Receiver, or Check Number.

Path: Financials|Invoice Inquiry

1. Log in to your on line service, click on Financials, and then click on Invoice Inquiry to display the Invoice Inquiry window.

2. To display invoice details for a specific invoice:

• Click on the Invoice Number down arrow and select the field you want to search.

• Click on GO to display the invoice details.

3. To display the last twenty-five invoices sent, click the View Last 25 button. A list of the last twenty-five invoices displays general information about each invoice.

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Supplier Essentials

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Path: Financials|Invoice Inquiry|View Last 25

4. To see detailed information about an invoice or purchase order, click on the Invoice No. or P.O. No. link to display the Details window.

Orders

You can use the Orders area to check on the status of your purchase orders and review your 25 most recent orders.

Checking the purchase order status

Vendors can check the Status of a Purchase Order by clicking on the PO Status link. This is a quick way to review the status of your orders, with the option to click on a link to the Purchase Order No.

and see more detail. The following information displays for each Purchase Order: PO Number, Requisition Number, Date, Status, and Total Order Amount.

1. Log into your on line service, and click on the Orders tab and select PO Status.

2. Choose the Purchase Orders whose status you wish to review:

• Click the View Last 25 button to display the last 25 Purchase Orders.

• To view the status of specific orders, click on the down arrow in the first field, and select the type of information you want to search on.

• After selecting the information type, enter the search criteria in the second field (or if it is a date, the Start Date and End Date), and then click on Go to display the selected purchase orders.

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PO Status Search window

Path: Orders|PO Status|View Last 25

• A list of OPEN and CLOSED Purchase Order records will appear. Click on the PO Number link to display the Purchase Order Detail.

PO Status Detail window

Path: Orders|PO Status|PO Number link

Quotes

You can use the Quotes area to respond to requests for quotes (RFQs) that were placed by Sales Reps or Customers.

Responding to RFQs

Vendors can quickly review and respond to any quote requests placed by Sales Reps or Customers

To respond to an RFQ:

1. Log in to your on line service, click on the Quotes tab, and click on the Respond to RFQ link.

2. Select the information you want to search on. You can search on the RFQ Number, Part Number, RFQ Date, or Vendor Quote Number.

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Supplier Essentials

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Respond To RFQ Search window

Path: Quotes|Respond to RFQ

• Type the information you want to search for, and click on the Go button.

• Click the View Last 25 button to display the last 25 RFQs.

Respond To RFQ Details window

Path: Quotes|Respond to RFQ|View Last 25

• A list of available RFQ records will appear.

3. Click on the Record Prices button, and complete the following information: Part Number, Quote Number, Lead Time, FOB, Price Expiration, Quote Date, and Price.

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You can use the Calendar buttons to help enter your dates.

Record Prices window

Vendor Part Number FOB = Freight on Board.

You choose who will incur the freight costs

Path: Quotes|Respond to RFQ|View Last 25|Record Prices

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4. After entering all of the information, click the Continue button.

After reviewing your RFQ details, click the Submit button to send the prices to the Manufacturer. A confirmation message displays to let you know the prices were recorded successfully.

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A confirmation email is sent to the manufacturer.

Product Information

You can use the Product Information tab to determine if a part is available.

To search for production information:

1. Log in to the online service, and click on the Product Information tab.

2. Click on the Availability Search link to display the Availability Search window where you can determine the availability of a part.

3. The results of your search display in a window similar to the following:

Product Information Availability Search

Path: Product Information|Availability Search 4. If the part is available, the word Yes displays in the Qty

Available column.

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3|Transaction Center

Customers and Sales Reps can look at Product Information or add a Quote or a Sales Order. Depending on how you log in (as a

Customer or a Sales Rep), you can place a Quote or Order for parts available in the catalog.

page...

Enter a request for a quote 24

Start a new order from scratch 29

Process your order in the Shopping Cart 33 Add an order based on an order template 39

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The Transaction Center module also includes access to the

Quotes

The Quotes menu offers the option to enter a Request for Quote (RFQ). If you have access to the Customer Essentials module, you can also check on the status of an RFQ.

Entering a request for quote

A request for quote is a formal estimate of the cost of providing an item to a company. Customers can enter a Request for Quote

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directly through your on line service, or a Sales Rep can enter a Request for Quote on behalf of a customer.

1. Log in to your on line service, click on the Quote tab, and select Request for Quote.

Add to Quote window

Path: Quotes|Request for Quote

2. When the Request for Quote window displays, search for the part that you want quoted. Type the information you want to use to search (full or partial part number, description, manufacturer, or customer), and click on the Search Catalog button.

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You can also access previously started and saved quotes by

clicking the View Saved Quotes link.

The results from the search will display.

Search Results window

Path: Quotes|Request for Quote|Search Catalog

1. Click on the Part No link or the Add to Quote button to begin.

2. If you click on the Part No. link, the Product Detail window displays general information about the part.

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Transaction Center

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Product Detail window

Path: Quotes|Request for Quote|Search Catalog|Part No. link

The following links are available on this window:

Name Description

Opens a window where you can enter the quantity you want to order, the ship date, and any comments about the part.

Opens a window where you can enter the quantity you want to have quoted, whether you would like multiple quantities quoted, and any comments about the part.

Checks the number of parts available in inventory. You can also add the part to a quote or order from this window.

Related Documents

Any documents related to the part display with an icon to identify the application used to create the document, and a link to open the document.

You must have the application available on your computer in order to open the document.

3. When you click on the Add to Quote link, the Product Detail displays so you can enter the following information:

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Path: Quotes|Request for Quote|Search Catalog|Part No. link|Add to Quote

• The Quantity of parts you want quoted.

• If you want multiple quantities quoted, check the Would you like to have Multiple Quantities quoted? box.

• Add any specific details for the quote in the Memo field.

6. Click the Add to Quote button to add the item to the quote request.

7. If you checked the multiple quantities quoted box, a field displays so you can enter an additional quantity. After you enter the quantity and click Add, the window redisplays as follows:

Multiple Quantity window

Path: Quotes|Request for Quote|Search Catalog|Part No. link|Add to Quote

• You can continue entering additional quantities and clicking on Add to add additional quantities to the quote.

• The quantities will display in the Quantity Requested section. If you enter the wrong quantity, or change your mind, click on the Remove button to remove a quantity.

8. Click on Continue or Finish to move to the final step of the

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information. You can add additional items to the quote, modify the existing line items, or remove a line item from this window.

Add to Quote window

Click on Update Cart if you changed the quantity and want to recalculate the Extended Price.

Click on Remove to remove the related line item. If there is only one line item, the entire request for quote will be removed.

Click on Save Quote to save the quote and return to it later.

Click on Complete Quote to finish entering

your request.

9. When you select Complete Quote you must enter additional information to complete your request for quote. An asterisk displays following the fields that are required.

Complete Quote window

Complete the required fields

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Your Request Number

If you like, you can assign a number to identify your request.

Project Name* The name of the project you are quoting.

RFQ Due Date* The date that you need to have a response to your request for quote.

Special Remarks Enter any additional comments that you

have regarding this quote.

10. Click on the Verify Quote button. The quote request will redisplay so you have one more chance to review and/or change the quote details.

• Click the Change Quote button if you need to make additional changes to the quote request.

• If all information is correct, click the

Request Quote button to send the RFQ to the Manufacturer.

11. The Quote Submitted window will display the number assigned to the quote. Click on the Quote Number link to display the quote details.

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A confirmation email is sent to the manufacturer and

customer (if the customer is set up to receive confirmation emails).

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See page 14 to check the status of a quote request.

Orders

The Orders menu enables Customers and Sales Reps to create a new order, view, and/or modify an existing order. If you have access to the Customer Essentials module, you can also check on the status of an order.

Use the Order Center window to search for the part you want to order, add a part to an order, and view Saved Orders or Order Templates.

Start a new order from scratch

1. Log in to your on line service, click on the Orders tab, and then select Order Center.

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Sales Reps must first select a customer from the drop-down

list at the top of the screen. If you are assigned to a lot of customers, click on the appropriate alphabetical range, and then select the customer.

2. The Add to Order window displays so you can search for the part(s) you want to add.

Add to Order window

Path: Orders|Order Center

• Enter a full or partial customer or manufacturer part number or description in the Part No. field.

• Click on the Search Catalog button to retrieve a list of parts in the Search Results window.

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Click the Add To Cart button to begin the order if

you know you want to order the part listed, and don’t need to see any detailed information about the part.

Search Results window

Click the Part No. link to display information about a part

Path: Orders|Order Center|Search Catalog

3. Click on the Part No. link to display the Product Detail window that contains information about the part.

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If only one part matches your search criteria, the Product

Detail for that part automatically displays.

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Path: Orders|Order Center|Search Catalog|Part No. link

The following links are available on this window:

Opens a window where you can enter the quantity you want to order, the ship date, and any comments about the part.

Opens a window where you can enter the quantity you want to have quoted, whether you would like multiple quantities quoted, and any comments about the part.

Checks the number of parts available in inventory. You can also add the part to a quote or order from this window.

Related Documents

Any documents related to the part display with an icon to identify the application used to create the document, and a link to open the document.

You must have the application available on your computer in order to open the document.

4. Click the Add to Order link to add the part number to your order and display the Item Detail window.

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The Part No. and description, Revision number (if applicable) and the Unit of Measure (U/M) display for your information.

Click to see a larger picture, or click on any

additional images.

Path: Orders|Order Center|Search Catalog|Part No. link|

Add to Order

5. You can complete the following fields in this window:

Quantity Enter the quantity of the part you want to order.

Price Chart Click the Price Chart link to view the discount pricing options available for multiple quantities.

Apply Discount Price

Multiple Release

Click the Apply Discount Price box, if this order qualifies for a discount, and enter the discount price.

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This field is only available to Sales Reps.

Check the Multiple Release box if you want to select more than one shipment date for a specified quantity.

Requested Ship Date

The ship date defaults based on the settings made by the manufacturer on the Order Center Personalize Site link that displays on the Manufacturer Profile. To change the requested ship date:

• Type in a new date, or

• Click on the calendar icon and then click on the day you want to select.

Part Memo Type any special information about this part.

6. Click the Add to Order button to add the part to your order.

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7. If you checked the Multiple Release option, a window displays so you can add the release dates and quantities to release.

Multiple Releases window

Path: Orders|Order Center|Search Catalog|Part No. link|

Add to Order|Multiple Release

• Enter or select the first release Due Date, and the Quantity to include in the release.

• Click the Add Release button to save the release. The release information will display in the area below.

Repeat this process for all the releases you need to add.

• If you need to remove a release item previously entered, click the Remove button next to the item you want to remove.

• Click the Continue button to move the order to your shopping cart.

Processing your order in the shopping cart

Whether you start an order from scratch, or from an order template, your order will go into a Shopping Cart where it is held until you complete the order. You can review, modify, remove, or complete your order in the Shopping Cart.

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If you try to begin a new order while there is one in your Shopping

Cart, a message displays so you can choose to Cancel the new order, Save the started order so you can finish it later, or Continue creating the new order. If you choose Continue, the order previously started will be lost.

1. Any of the following actions will display the Shopping Cart

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• Click on the Shopping Cart icon

• Click on the View Order Templates link in the Order Center and then click on the Add icon.

• When entering a new order from scratch, click on the Add to Order button from the Item Detail window, or if you checked the Multiple Release option, when you click the Continue button on the Add Release to Line Item window.

Shopping Cart window Search and

add items to the Sales

Order Finish the Order

Change the quantity

Save the Order for later completion

Path: Shopping Cart icon

2. You can perform the following actions in this window:

Part No Continue adding parts to your order by entering a full or partial customer or manufacturer part number or description in the Part No. field, and clicking on the Add to Order button.

Part No. link Click on the underlined part number link to display the Item Detail window for the part, and make any necessary changes.

Qty Change the quantity of the part you are

ordering.

Multi. Rel.

link

Click on the Yes link to change the release dates and/or quantities if you selected the Multiple Release option.

Updates the cart with your changes.

Removes the part from your order.

Saves the order and moves to the next step in

the order process.

Lets you assign a name to the order, and save it for later completion.

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It’s easy to tell when you have parts in your shopping cart, because the shopping cart icon in the upper right-hand corner of the screen displays with the number of items in your cart.

To access your order, click on the Shopping Cart or click on the View Saved Orders link in

the Order Center.

3. If you click the Complete Order button, the Billing & Shipping Info window displays so you can verify the Billing and shipping addresses. You can perform the following actions on the Billing &

Shipping Info window:

Billing & Shipping Info window Enter any

special comments about the order.

You can change the ship-to address, or enter different ship-to addresses for each line item.

A reference line displays so you can see where you are in the order process.

Path: Shopping Cart icon|Complete Order

Shipping Method

Click on the down arrow to select the method you want to use to ship this order.

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This field is only available if the

manufacturer checked the option to allow customers to change the default Shipping Method on the Order Center Personalize Site link that displays on the Manufacturer

Profile.

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Click the Change button to change the ship-to address. You can make the following changes:

• Change any of the displayed Ship-To

address details and click on the Create New Address button apply the new address changes.

• Click the Use This Address button to use the default address on file.

Click on the Ship To Multiple Addresses button to send the line items on an order to more than one address.

• The default address automatically displays next to each line item. Click the Change icon to change the ship to address details.

• Click the Continue button to move to the

Payment window.

Special Remarks

Type any special comments or instructions regarding the order.

After verifying the billing and shipping information, click on Continue to display the Payment Information window.

4. The Payment Information window displays so you can enter Purchase Order payment information for the

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order. You can perform the following actions on the Payment Information window:

Payment Information window

Path: Shopping Cart icon|Complete Order|Continue

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Purchase Order Number

Enter the Purchase Order Number for this order. The payment terms display for your information.

click the Continue button to move to the Verify Order window.

5. The Verify Order window displays to give you one last opportunity to change or confirm your order.

• Click the Change Order button to make changes to your order.

• Click the Place Order button if your order is correct.

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A confirmation email is sent to the manufacturer and

customer (if the customer is set up to receive confirmation emails).

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Verify Order window

Path: Shopping Cart icon|Complete Order|Continue|Continue

6. If you clicked on the Place Order option, a window displays to show you the number assigned to the order. From this window you can:

• Click on the underlined order number link to display the details of your order.

• Click the Save as Template button to save the order as an order template for future use. When you click this button, the window redisplays with a Save Order Template field where you can assign a name to the template. Click the Save Order button to save the template.

• Click the Begin New Order button to start a new order from scratch.

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See page 13 to check the status of an order.

Adding an order based on an order template

After you create an order, you can save that order as an Order Template, and use it in the future to create additional orders.

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See the previous topic for instructions on saving an order as

a template.

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Sales Reps must first select a customer from the drop-down

list at the top of the screen. If you are assigned to a lot of customers, click on the appropriate alphabetical range, and then select the customer.

Order Templates window

Path: Orders|Order Center|View Order Templates

2. When the Add to Order window displays, click on the View Order Templates link to display the order templates available. You can perform the following actions in this window:

Order Name Click on the underlined Order Name link to review the order template without adding a new order.

Click the Add button to add a new order based on this template.

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Refer to the topic “Processing your order in

the shopping cart" on Page 33 for detailed steps on how to proceed.

Click the Remove button to remove an order template if you do not want to use it to create orders in the future. Click on OK when the message displays to confirm that you want to remove the order template.

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See page 13 to check the status of an order.

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4|Document Repository

This chapter shows you how to use the Document Repository to assign, exchange, and discuss documents.

page...

• Assign privileges for document accessibility 42

• Understand the difference between a Document Author 43 and a Document Reader

• Work with documents and add them to the repository 43

• Assign users to documents 47

• Discuss documents 51

Document Repository

The Document Repository feature allows you to collaborate with Customers, Vendors, and Sales Rep users. You can post documents in any format, just remember that the person viewing it must have the appropriate client software (e.g. you may post a CAD drawing, but the person viewing it must have the same CAD software loaded on their computer).

Click the Document Repository tab to display the Document Repository menu. This menu makes it easy to organize and work with the documents. There are several ways to get to your documents:

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Document Repository

42

Document Repository window

Type in a full or partial document name and click on Go to display the matching documents.

Leave the Document Search field blank and click on Go to display all documents in the repository

Users can create categories to help organize documents. Clicking on a category link displays a list of all documents in that category

Users can create direct links to frequently used documents. These documents display in the Quick Links section of the menu.

Path: Document Repository

Document repository permissions

A user can only access the Document Repository if they, and their company, have been authorized to do so.

There are two types of Document Repository permissions that you can assign: Document Repository Reader and Document Repository Author. Manufacturer users may have privileges not available to customers and vendors.

Document Reader privileges

Manufacturer, Customer, Vendor users:

• Search for documents

• Download documents assigned to them

• Receive notification when a document is changed

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• Create a “Quick Link” for a document so it can be accessed quickly

• Initiate and respond to discussion threads regarding a document

Manufacturer Sales Rep users:

• See documents assigned to them plus all the documents in their Customers’ document repositories

Document Author privileges

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You should use caution when assigning users as Document

Authors, since their permissions can override each other. In other words, one author can delete or change documents added by other authors.

Customer and Vendor users:

• All the tasks of a Document Reader

• Add documents

• Assign users to a document

• Edit or remove documents assigned to them

• Take a document offline for editing so it is temporarily unavailable to assigned users

Manufacturer users:

• All the tasks of a Document Reader, and a Customer and Vendor Document Author

• Create document categories

• Assign documents to document categories

• View ALL of the documents posted, regardless of whether they are assigned to them

Working with documents

Users with the Document Author permissions can add documents to the Document Repository. The number of documents you can have is

unlimited. There are also no restrictions on the “format” of the documents.

Keep in mind that anyone viewing the document must have the software that supports viewing the document in that format. For example, if you add an Excel spreadsheet file (filename.xls) another person can only view it if they have the MS Excel software.

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Adding documents to the Document Repository 1. Click the Document Repository link to display the Document

Repository menu. Click the Add a Document link to add a new document.

Document window

Path: Document Repository|Add a Document link

2. Complete the following fields:

Document Name Assign a descriptive name to the

document. The file name can contain up to 50 characters.

File Type the path to the document, or click the Browse button to search for the file

on your network or local PC.

Keywords Type the keywords that a person might enter if they were searching for the document. Separate multiple words with

a comma or space.

Description Type an explanation/purpose for the

document.

This document is

online Designated users can see this document.

If the box is not checked, only the author can see the document. For example, you would want to uncheck this box while you are making

changes to the document.

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This document is

Read Only Only the document author can edit the document.

If the box is not checked, other document authors can modify this

document.

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The document search functionality looks at the file name, keywords, and description.

3. Click the Add button to add the document. The document will be listed on the screen with the document Name, File, and Description.

Accessing documents

You will use the Document Repository menu to access the documents stored there. Keep in mind that the categories and documents that display are dependent on your permissions, and the documents to which you are assigned.

1. Click the Document Repository tab to display the Document Repository menu.

2. There are three methods you can use to get to a document:

• To list all documents in the repository, click on the Go button. Or, you can enter a word in the Document Search field, and click on Go, to display a list of documents that match that word.

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The search looks at the file name, keywords, and

description of all documents.

• If categories are set up, click on the Category name to display a list of the documents in that Category.

• If you designated frequently used documents as Quick Links, simply click on the document name to open the document details.

• When a customer user adds a document, a category is

created for them (if it doesn’t already exist), and the document is added to that category.

3. Click on the underlined filename link to display the document details.

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Working with document details

Click on a document link to display the document details. Depending on your assigned privileges, you will be able to download or change a document in the repository.

The following information displays when you click on a document in the Document Repository as a Document Author.

Document window

Authors can change or remove a document, assign users to it, and link parts to it. Readers would only see Download link.

The Discuss link only displays if the manufacturer enabled it

Path: Document Repository|Document Search|document link

Information about the document displays in the center of the screen.

The following buttons and boxes are also available on this screen:

• Document Name

• File

• Keywords

• Description

• Put the document on/off line

• Set the document as Read Only

Remove the document, and any associated discussion threads.

[Download] Download the document to your local computer or network drive.

[Assign Users] Assign manufacturer users, and

Customer or Vendor partners, access to the document. See the following topic for detailed instructions on assigning users.

Display another screen where you can make the following document changes:

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[Discuss] Enter or view discussions related to this document. See page 51 for detailed instructions on document discussions.

[Link Parts] Link parts to this document so the document will be available in product catalogs that contain those parts.

Add this document to my Quick Links

If this is a document you refer to frequently, check this box to add the document link to the Quick Links section

of the Document Repository menu.

Notify me when updates are made to this document

Notify me when responses are made to a

discussion about

Check this box if you want to receive an email when other Authors make changes to this document.

Check this box if you want to receive an email when someone creates a new discussion item about this document.

this document

Assigning users to documents

You can assign Sales Reps, Customers, and Vendors to a document. The associated users must have Document Reader or Document Author permissions in order to access the document.

1. Click on the underlined document name to display details about the document.

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Refer to the topic "Accessing documents" on page 45 for

detailed information on finding documents.

2. Click on [Assign Users] to assign the document to one or more users.

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Assign Users to Document window Users not assigned to

the document display in the Available box.

Assigned users display in the Assigned box.

Customers or Vendors not assigned to the document display in the Available box. Assigned Customers or Vendors display in the Assigned box.

Once you assign Customers/Vendors, click the Show Users button if you want to assign specific users.

Path: Document Repository|Document Search|document link|Assign Users

3. To assign a document to one or more manufacturer users:

• In the box at the top of the screen, click on the name of the user you want to have access to the document.

./

To select more than one user, hold down the Ctrl key and click on each user to include.

./

To select multiple consecutive users, hold down the Shift key and click on the first and last user in the series to include.

• Click on Add to move the selected users to the Assigned box.

• If you no longer want a user to have access to a document, or they were selected in error, highlight the user name in the Assigned box, and click on Remove. The user name will display in the Available box.

4. To select the Customers or Vendors whose users should have access to a document:

•

– Click on Customer to assign a document to customers.

Available

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– Click on Vendor to assign a document to vendors.

• In the Available box, click on the customer/vendor you want to have access to the document.

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To select more than one partner, hold down the Ctrl key and click on each one to include.

./

To select multiple consecutive partners, hold down the Shift key and click on the first and last one in the series to include.

• Click on Add to move the selected customer/vendor(s) to the Assigned box.

• If you no longer want a customer/vendor to have access to a document, or they were selected in error, highlight the name in the Assigned box, and click on Remove. The name will display in the Available box.

5. You then assign specific customer/vendor users to a document.

• Click on the Show Users button to display a list of users associated with the customers/vendors you selected.

• A Partner Users section will display below the button. The name and company of each Available user for the selected customers/vendors will display.

• After selecting the users to add, click on Add to move them to the Assigned box.

• If you no longer want a user to have access to a document, or they were selected in error, highlight the user name in the Assigned box, and click on Remove. The user name will display in the Available box.

6. When you finish selecting the users who should have access to this document, click on the Update Users and Continue button.

7. The Assigned Users window automatically displays a list of the users assigned to the document. Click the Expand All or Collapse All links to see/hide all user names. Click the + or – sign to see/hide user name for a specific vendor/customer.

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Assign Users window

Path: Document Repository|Document Search|document link|Assign Users|View User Report

8. Click the Close Window link in the lower right-hand corner of the screen to close the Assigned Users window.

9. You can redisplay the report later by clicking on the View User Report button.

Changing a document

Depending on your permissions, and the settings on a document, you may be able to make changes to a document.

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Refer to the topic Accessing documents on page 45 for

2. Click on the Change button, and uncheck the This document is online box. By taking the document “offline” you eliminate the possibility of simultaneous editing, since no one else will be able to access it.

Click the Save button to save the change.

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3. Click on [Download] to save the document to your computer so you can make changes to it. A screen will display so you can choose whether to open the document, or save it to your computer. You should save it to your computer.

4. After you make and save your changes, copy the updated document to the Document Repository.

• Display the details of a document, and click on Change.

• Click on Browse to locate the updated version of the document that is on your local or network drive.

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If you took the document off-line, remember to check the

This document is online box so others can access it.

5. Click on Save to save the updated document to the Document Repository.

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When you put the document back online, the file name, metatag

data, description, and category will remain the same, saving you time, and maintaining consistency.

Removing a document

If you no longer want a document, you can remove it from the document depository. If there are parts linked to the document, you must unlink them before you will be able to delete the document.

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2. Click on Delete.

3. Click OK when the message displays asking if you are sure you want to delete the document.

Document discussions

Document Readers and Authors with access to a document can enter messages that will be available to all other authorized users.

Anyone with access to this document can request email notification

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of any replies to the message, and users who reply to a message can also request email notification of additional replies.

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Document discussions are only available if this feature was

authorized by the manufacturer.

Starting a discussion thread

Path: Document Repository|Document Search|Discuss

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2. Click on the Discuss button.

3. If you are the first person to create a message, fields display so you can enter the Subject and the Discussion text. Click the Submit button to post the message, or click Cancel to escape without posting.

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You can cut and paste text into these fields from word

processing, or other programs, by right-clicking on the mouse.

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The subject can contain up to seventy-five characters.

4. After submitting a message, the screen will redisplay with the title and a portion of the discussion text. If you want to receive an email when someone responds to this message, check the Notify me when responses are made to this discussion box.

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Changing or removing a discussion thread

If you find an error in a message after submitting it, you can make changes to it, or completely remove it from the document discussion.

Only the author of a message has access to these functions.

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3. The discussion messages display beneath the name of the document.

• If a message has replies, it displays with a plus sign next to the subject. Click on the plus sign to display a list of the replies.

• After clicking on a message with replies, the plus sign turns into a minus sign to indicate there is nothing further to display.

• If there are no replies to a message, a dotted line displays next to the subject.

4. Double-click on the message you want to change or remove. The entire message displays so you can view it.

Discuss Document window

Path: Document Repository|Document Search|Discuss|message link

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• Click Cancel if you decide that you don’t want to modify or delete the message. You will return to the main discussion screen.

• Click the Change button to make changes to an existing message. The screen will redisplay with a Save button. After making your changes, click the Save button to submit your changes.

• Click the Remove button to remove a posted

message. A warning displays so you can verify that you want to remove it. Click on OK to remove the message. If there are replies to the message, they will also be removed.

Viewing and responding to a message

Once one or more messages are entered, a screen similar to the one above will display when you click on Discuss. From this screen you can add a new message or view and/or reply to an existing message.

Discuss Document window

Path: Document Repository|Document Search|Discuss|message link

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3. The message subjects will display beneath the name of the document.

• If a message has replies, it displays with a plus sign next to the subject. Click on the plus sign to display a list of the replies.

• After clicking on a message with replies, the plus sign turns into a minus sign to indicate there is nothing further to display.

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• If there are no replies to a message, a dotted line displays next to the subject.

4. Double-click on the message you want to reply to or view. If there are multiple replies to a message, you can reply to the reply, or you can reply to the original message by clicking on the line you are replying to. The entire message displays so you can view it.

5. To reply to the item, click on Reply To.

• The screen will display with the original subject preceded by RE:. You can change the subject, but it is generally easier to follow a thread if the subject on a response is the same as the original message.

• Enter your message in the Discussion field.

• Click on Submit to post the reply. The main discussion screen for the document will redisplay.

Customer / Supplier. Reference Manual For On Line Services. Updated 8/10/2017

Reference Manual For On Line Services

Contents

iv

1|Customer Essentials

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6

User administration

8

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Financials

10

12

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Orders

14

Quotes

Product Information

16

Field Service

2|Supplier Essentials

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2

Financials

20

Orders

Quotes

22

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Product Information

3|Transaction Center

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Quotes

24

3

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28

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Orders

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4|Document Repository

Document Repository

4

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