Valeo WebEDI OBP 3.2. Training document

Transcription

1 Valeo WebEDI OBP 3.2 Training document WebEDI: Ulrich Stollbert / 06/07/2006 5:38 PM D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 1

2 Table of content Table of content Valeo WebEDI based on Odette e-forms 2 recommendation The first Login Change the user password Change notification Sub-user administration Create a Sub-user Display, print and download delivery instruction Mass print delivery instruction Display and print production plan Download of messages Example csv-download Upload csv-file in Microsoft Excel Additional information in the delivery schedule Supplier reference number integration Integrate add. Text information in delivery schedule New process Call off General information Display and print out Call Off Special for shipping note process Delivery and transport data/ create shipping note General information Test cases Packaging master datas Automatic weight calculation Different selection possibilities to create an shipment Backlog management Shipping note number Delivery note number with an prefix Valeo UM and UC label Define the starting for the unique label number Example 1 First shipment with the completion of the packaging master datas (rich ASN) Information about the packaging Start with the shipment Update packaging master datas Continue with the shipment Print delivery note Print Barcode labels Finalise the shipment Example 2 Shipment (rich ASN) with mixed pallet Information about the packaging Start with the shipment Packaging master datas Continue with the shipment Example 3 Shipment without packaging and labelling (poor ASN) General information Start with the shipment Continue and finalise the shipment D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 2

3 8.5 Open shipment Update Demands before open saved shipment Create a new shipment for the same date Secure double label number Process Invoice Example Creating an invoice Start with the invoice System requirements Hardware for WebEDI Software for WebEDI: Contact Historic: Date Changes responsible Individual delivery note and Ulrich Stollbert invoice number Domain change Ulrich Stollbert Update generally Thomas Gries Integrate delta training and some general changes Ulrich Stollbert D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 3

4 1 Valeo WebEDI based on Odette e-forms 2 recommendation Valeo started in 2005 successfully with an new WebEDI version based on Odette e-forms 2 recommendation. A new European standard for WebEDI applications and also more processes are supported. Main difference are the totally new designed shipping process with packaging master datas and labelling. Also new process invoice from supplier is included now. Valeo use the new application from Atos Origin. Especially this solution is much more user friendly, because of the new ergonomic application design. The time the supplier have to spend with WebEDI will decrease dramatically. The new Odette e-forms 2 recommendation was approved in April It is an merger of the two different recommendations named eforms V1 (Odette) and VDA4936 (VDA) from In general, the same processes had been described, but only a unique European solution can be acceptable for the automotive community. The following processes are described: Scheduling / Call-off Despatching Invoicing Selfbilling invoice Valeo use all this 4 processes and also the process stock movement. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 4

5 2 The first Login For the first login, you will be informed about your user and password from the responsible Valeo plant. To make the first login following steps are necessary: 1. Start Internet 2. Please type in the Internet address for the EDI-/WebEDI Portal. 3. Click on the link Login WebEDI OBP to get the login for WebEDI OBP. Please enter your user name and your password in the designated fields. Please take care on upper and lower cases for the user and password. Then, click on the button Login. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 5

6 4. When you register for the first time, you will see once the following popup: 5. Please complete the information on your address. Mandatory are the yellow fields, the others are optional. In the following extract you can see an example of the address data fields. It is absolutely mandatory that you choose as way of communication and that you enter your address in the corresponding field. Note: Via this address, you will receive an information the first time data has been provided for you in the internet. Also in the future, you will receive an as soon as new data has been provided for you in the internet. 6. After having completed the address details, please klick on the button Save data and... D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 6

7 Now you are in the main menu / start menu of the WebEDI application of Valeo. On the bottom of the screen, you can change the language. In the address datas, you can save your default language. Icons on the top of the page: Selectbox: User administration: FAQ Contact: Help: Log off: One possibility to select an business process In the User administration you can change your password, adapt your address details or create sub-user. Frequently ask questions. Here you find information about WebEDI problems and proposed solutions. You will find also FAQs on the EDI- / WebEDI portal You can send an to the hotline of WebEDI. The address is hotlineesupply@valeo.com Here you start the online help of the WebEDI application You quit the WebEDI application of Valeo D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 7

8 With this menu business processes you can select your business processes you have to work. The number in blue are messages not read yet. On this part of the screen, you will get an overview, about new messages and the last login. In the area Current information, you will be informed about extraordinary downtimes or maintenance of the Application. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 8

9 3 Change the user password After having reached the main menu of the WebEDI application, you should change your password in the User administration. 1. Please choose the menu point User administration 2. You will see the following window 3. Choose the option change password. In the first field please enter your existing password and then in the following fields your new password. After pressing the key Change your password will be changed. 4 Change notification The address for the notification can be made with the user administration from the WebEDI main user. Following steps are necessary: 1. Press user administration 2. Select Edit company data 3. Change the address 4. Save datas D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 9

10 5 Sub-user administration In the Sub-user administration you may create further user of your company. Sub-user may be created with different access rights and a different address. For example you can create an sub-user, only with the rights to display delivery instructions. Please take care, that a sub-user can only created with the main user of WebEDI. Which is the user, you get first time from Valeo. 5.1 Create a Sub-user 1. You go again to the User administration and choose Sub-user administration from the menu. After having chosen the Sub-user administration, please click on create new sub-user. Please save the sub user. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 10

11 6 Display, print and download delivery instruction You are in the main menu and press the button delivery instructions. On the first screen, you get an overview on the different plants and unloading points of discharge of Valeo which have provided delivery instructions to you. 6.1 Mass print delivery instruction For example, to display only the delivery instructions of the Wipers plant Neuses, please click on the first data line. You will receive an overview on all item numbers for which you have received delivery instructions. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 11

12 Now you can select Status new and print all the new delivery schedules. Click on the button print. A new window will be opened and the printout will be available in a pdf-format. Click on the icon print and all the delivery schedules will be print. The status will be changed from new to read. You can also look on the delivery schedule and print one by one. With the next click on an item number, you now will receive the information at the screen. This information can be printed by pressing the icon print. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 12

13 6.2 Display and print production plan Since end of 2005 we have also a possibility to display and print an production plant for an plant / unloading point combination. With this new function, you will get very easy an overview about all demands in short- and midterm period. The content of the production plan are the latest delivery schedules. Shipments created, after receiving the latest delivery schedules, are not taken in account. Call offs are not included in the production plan. Selection screen for production plan: To get the selection screen for the production plan, you have to click on the icon on the plant / unloading point combination, you want to display. The standard selection is: - Start date is today - 4 weeks in day schedule - the following 28 weeks are displayed in week schedule The period for day and week schedule can be changed with the selection box. Also you can define, if you want to have only day or week schedule by clicking on print schedule days or print schedule weeks. Delivery schedules with the status new, will be changed to read, after display the production plan. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 13

14 Click on the button print preview to get the production plan. Day overview Week overview Meaning of the letter after the quantity: D Day -> Day quantity in the week overview W Week -> Week demand in the day overview M Month -> Month demand in the day- or week overview X Mixed -> amount of different demands The quantities are firm till the date of the production release. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 14

15 6.3 Download of messages Example csv-download For the messages delivery schedules, call off, stock movements and Credit notes a download functionality in XML format is available, for delivery schedules and credit notes the download in CSV format is also possible. Example for delivery schedules: Choose your delivery schedules for the download and press button Download! The following pop up will open for selecting the format: Please select your download format XML or CSV, in the selection box. To continue Button Save! D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 15

16 An additional message comes: Choose the following option: - Save file locally (Speichern) Select a file name and a place to save the data on your local data base! D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 16

17 6.4 Upload csv-file in Microsoft Excel For opening the file, please start Microsoft Excel and select from the menu the function Open file. Please change the type of file in the selection to all datas. Select the file you have saved before and click on the button open. Afterwards you will get the following window. You can save now in xls-format. You can save this data now as an xls.file with the function Save as. Excuse me for the screen shots in german language! D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 17

18 6.5 Additional information in the delivery schedule Supplier reference number integration Since end of 2005 it is also possible to integrate the supplier reference number on the delivery schedule, saved in WebEDI masterdatas and proposed for the shipment. The supplier reference will be print also on the label with an barcode. The barcode will be print for a max length of 10 digits Integrate add. Text information in delivery schedule Header text in SAP is now integrated in WebEDI. It will be displayed on the delivery schedule, but not integrated in the csv-file. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 18

19 7 New process Call off 7.1 General information The replenishment of the flat storage at Valeo is the basis for the Call off demands in WebEDI. Based on 2 different strategies a pullist can be generated. Stock mode according to current stock level and pending deliveries Consumption mode based on past movement done since the last pullist Automatically a EDP system is calculating an proposal, after human validation a pullist is generated and forwarded to WebEDI. This Call off demands are the basis for the shipment of the supplier. A 3 rd alternative is the classical Kanban process, which is also supported with WebEDI. 7.2 Display and print out Call Off A new pullist / Kanban has been send to the supplier and can be displayed in WebEDI. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 19

20 Similar to the delivery schedules you can display and print the call off. Pullist call (stock mode) Kanban call D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 20

21 Main important information are the fields: Current call-off no. = pullist number Delivery mode = S pullist in stock mode, C pullist in consumption mode, K Kanban call Delivery date = date and time to deliver Each new pullist in stock mode overwrite the latest pullist, like delins. The pullist in consumption mode and the Kanban calls do not overwrite. Each open demand has to be delivered. 7.3 Special for shipping note process Basis for the shipping proposal are delins demands with firm and pullist- / Kanban demands. If a plant start working with the new call off process, the delins demands are send in parallel only with forecast information. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 21

22 To create a shipment, you have to select the plant / unloading point combination. The system will make you automatically an shipping proposal, based on the demands of firm delins-, pullist and Kanban demands. On the following screen, you can see the proposed demands. The shipment include different kind of demands: Item 1 and 4 = firm delins demands Item 2 = pullist demands on stock mode Item 3 = Kanban demands (2 empty Kanban) The shipment can be finalised like each other shipment. What is special for pullist and Kanban? Pullist: In the field additional data, you can see the pullist number. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 22

23 The pullist number is also print on the delivery note number and in the electronic message to Valeo. For Kanban: Each Kanban has an unique Number. The quantity of the packaging should be harmonised to the Kanban quantity. The Kanban number is also print on the Valeo UC label. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 23

24 8 Delivery and transport data/ create shipping note 8.1 General information Test cases With the WebEDI OBP the shipping note process have been enriched with packaging datas and labels. With this version it is also possible to manage mixed pallets. Enclosed you find some examples, which are manageable and which are tested during a prototype phase. Each colour is an different product. To make this process more visible, we have also made some examples beginning on chapter 8.2. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 24

25 8.1.2 Packaging master datas For working most efficient with the new WebEDI version it is mandatory to store packaging masterdatas for each product you deliver to Valeo. The inner packaging information, will be send automatically with the delivery schedule to WebEDI and stored in the packaging master datas of WebEDI. In this example, the packaging instruction is a green box, with the reference number and 50 pieces of the product inside. The barcode label Valeo UC will be print. If you add. the weights for the packaging and the part, WebEDI can automatically calculate the net weight and cross weight for the shipment. The external packaging has to be add from the supplier manually once for each product, when creating the first shipment, based on the recommendation of the Valeo plant. Please do not insert intermediate packaging. This is not possible to manage with our internal ERP system at the moment. Depending on the Valeo plant, you have to work with rich ASN (with packaging information and labels) or poor ASN (without packaging and labels from WebEDI). You have to ask your contact at the Valeo plant(s) Automatic weight calculation If you get following message, when generating the shipment, you can ignore and fill up manually the net- and the cross weight for the shipment or you can maintain the weights for the packaging and the parts. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 25

26 Maintain the weights for parts and packaging: Click on edit delivery note item: Click on additional data and fill up the net weight for each part. Check also the weight for the packaging master datas: If you change anything in the packaging master datas, please save, before you go back to the main screen. Now you can make a weight calculation, when you click on the icon weights. You will see the net- and the cross weight will be calculated automatically for the shipment. If you click on the icon generate, the weights and the packaging will be calculated new, based on the master datas. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 26

27 8.1.4 Different selection possibilities to create an shipment With the new WebEDI version you have different alternatives to create shipments: Alternative 1 delivery date: The WebEDI application will make an proposal for an shipment based on the firm quantities of the delivery schedules, Kanban- or pullist calls. The application will propose the next date to deliver automatically. Also backlog will be taken in account Alternative 2 Intermediate demand: The WebEDI application will propose only the quantities of delivery schedules, which are marked as intermediate demand or backorder Alternative 3 Backorder: The WebEDI application will propose only the quantities of delivery schedules, which are marked as backorder Alternative 4 Extra delivery: With this selection you will change to the next screen and have to create the shipment on your own, based on the available delivery schedules. Please take care, if you work with that function that the demands of your delivery schedules are not updated with the shipments. If you move back to the Alternative 1, also shipped quantities will be proposed again! We recommend to work with the Alternative Backlog management If you get following screen, when creating an shipment with the mode delivery date. The corresponding plant has activated the backlog function. A Valeo plant can decide to work with the backlog function and the days, which will be taken in account in the past. In this example the demands from today and the last 4 days are proposed. With this new function, WebEDI will also propose demands in the past, which are not marked as backlog or intermediate demand, not delivered yet or updated with an new delivery schedule in the meantime. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 27

28 8.1.6 Shipping note number Your delivery note number has to be filled up manually in each line of the shipment in the field No. This delivery note number is also the basis for the invoice and should be not longer then 10 digits. Please fill up your delivery note number manually in the field. Normally you have to fill up the same delivery note number in each line. If a Valeo plant request you to insert different delivery note number, you can do this. For each delivery note number an inbound delivery is created at Valeo. For mixed shipment, you should use the same delivery note number for each item. The shipping number will be still filled up automatically from the system and is not important for Valeo. Please do not change this number. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 28

29 8.1.7 Delivery note number with an prefix With the version 3.2 you have the possibility to work with an prefix. This prefix is part of the delivery note number. To add an prefix, you have to click on the following icon and type in the prefix. Then you have to click on the button ok to confirm this prefix. Each time, you want to change this prefix, you can do this procedure again. The prefix will be a part of the delivery note number, you send to Valeo. In this example the delivery note number send to Valeo will be DNVAL4455. Please take care on the max length of 10 digits for the delivery note number. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 29

30 8.1.8 Valeo UM and UC label Based on Odette and VDA standards Valeo has created an Valeo UM label (unit master) and Valeo UC label (unit container). If you are working with rich ASN you have to print the labels from WebEDI and stick on the palettes (UM) and boxes (UC). The size of the Valeo UM label is half of A4 format and is used as an palette label. The size of the Valeo UC label is a quarter of an A4 format and is used as an box label. We have added following specific information on this labels: Valeo plant code Valeo point of consumption Delivery date and time Possibility to print Security logo and PQA The link between the packaging and the label format has to be made in the packaging master data. Example VALEO UM label: Example VALEO UC label: D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 30

31 You can define in the packaging masterdatas, which label has to be linked with the packaging. But also before printing the labels, you can print in an other format, than proposed. If you have no different information from the Valeo plant, please use the Valeo UM label for pallet and the Valeo UC label for boxes Define the starting for the unique label number The unique label number is an very important number for the receiving area at Valeo. Normally it starts for each supplier from 1. Valeo will inform you, if you have to change the starting number. The label number should be not longer, than 9 digits, because the barcode is limited to this length. Enclosed you will find an description, how to change. 1. During creating an shipment, you have to click on the icon edit delivery note item 2. Overwrite the PKG item number from The number must be greater then the current number!!! 3. Click on the icon back, then you will get following information Click on ok and continue your shipment. Remark: When you change the starting of the label number, after outer- and inner packaging is linked, first you have to remove the inner- from the outer packaging. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 31

32 8.2 Example 1 First shipment with the completion of the packaging master datas (rich ASN) Information about the packaging 1 pallet with 9 boxes and in each box 50 pieces of the reference stored. The quantity for the handling unit is 450 pieces Start with the shipment Select the process Delivery and transport data. To create the shipment for the example you have to select the plant and unloading point and have to chose the delivery alternative Delivery date. The next date to deliver will be proposed automatically. Now click on the button Create new shipment: You will get the shipping proposal with the pack status orange. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 32

33 Following pack status are available: Red no packaging master data available for this reference Orange packaging data are available, but not generated yet for this shipment Green packaging data are available, but not all inner packaging are linked with an outer packaging. Reason 1 : packaging master datas are not finalised -> no outer packaging -> adapt the packaging instruction and generate again. Reason 2 : packaging master datas are complete, but the ordered quantity is not harmonised with the packaging instruction -> click on register map Transport units and finalise the packaging manually. Hook packaging master data are available and shipment is packed To continue with the first shipment, you have to adapt once the packaging master data with the outer packaging. Click on edit delivery note item of the reference you want to adapt the packaging master datas. On the next screen, please click on the icon Packaging instruction Update packaging master datas You will get following screen to adapt the packaging instruction. The inner packaging was send with the latest delivery schedule. Please check also, that the correct label format is linked with the packaging. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 33

34 Now you have to add the external packaging and link with the correct label. After creating the packaging instruction, save and go back 2 screens. This step has to be done only once for each product Continue with the shipment Now you have to fill up the delivery note number and click on the icon Generate to link the shipment with the packaging, based on the latest packaging instruction. The packaging status move to an hook. Now, you could also print the picking list. On this list you can see the link between the label number for inner- and outer packaging. This information is important, after printing the barcode labels, to stick the correct label to the physical packaging. Especially, if you have more then one handling unit for the shipment. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 34

35 Remark : If you generate the labels again, the label numbers will be changed and you have to print the picking list again. You have the optional function to see and manipulate the packaging for the shipment, which was automatically proposed, based on the packaging master datas. Please click on the register map Transport units. Not necessary for this example. You can see 4 handling unit with the quantity of 450 pieces / each. When you click on Edit external package, you will see the inner packaging, linked with the outer packaging. The unique label number is 91 for the pallet (outer packaging) and from 55 to 63 for the boxes (inner packaging) of this pallet. In this area it is also possible to manipulate the packaging. For example you can remove boxes from pallets and add to another pallet. You can also create new pallets and so on. This is mainly necessary, when you are working with mixed pallets. With one click back, you will move back to the main screen for transport units. Click on the register map delivery notes to complete the shipment. The net weight and the cross weight is calculated automatically, if the weight for the packaging and the parts is stored in the master data. If not, please fill up manually. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 35

36 Fill up the net weight and the cross weight and click complete. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 36

37 You will get following screen. Here you can check again your shipment, if you want to change anything, you can go back. If not, you should do following steps: 1. Print delivery notes (optional) 2. print labels 3. send the shipment Remark: After sending the shipment it is no more possible to make any changes. In case of mistakes, please contact the receiving area of the corresponding Valeo plant. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 37

38 8.2.5 Print delivery note Click on the icon delivery note. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 38

39 8.2.6 Print Barcode labels Click on the icon label. To optimize the print out, you should select depending on the label format. Valeo UM label is 2 on one A4 paper, Valeo UC label is 4 on an A4. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 39

40 Select first the Valeo UM label and print. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 40

41 Then select the Valeo UC label With the 3 fields space before, you can exactly define the space between the labels. This is important, when you are working with perforated A4 paper, to get the correct position on the printout. Once you have filled up, it will be saved till you make the next adaption. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 41

42 8.2.7 Finalise the shipment Click on the icon send. Valeo will receive immediately an electronic message. If you want to continue with creating the invoice, you can click on the icon invoice. If not, click on the icon back. The Invoice can be also created later, if you are not working with selfbilling. Stick the labels with the correct label number on the packaging based on the picking list. The physical packaging has to fit with the message send to Valeo. Valeo will make the goods receipt by scanning the label number. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 42

43 8.3 Example 2 Shipment (rich ASN) with mixed pallet Information about the packaging 1 pallet with 9 boxes. 6 boxes for the reference with 20 pieces in one box and 3 boxes for the reference with 50 pieces per box Start with the shipment Select the process Delivery and transport data. To create the shipment for the example you have to select the plant and unloading point and have to chose the delivery alternative Delivery date. The next date to deliver will be proposed automatically. Now click on the button Create new shipment: You will get the shipping proposal with the pack status orange. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 43

44 The packaging instruction was send with the delivery schedule. You can see on the packaging master datas, when you click on edit delivery note item of the reference. On the next screen, please click on the icon Packaging instruction Packaging master datas On the following screen, you can see the packaging instruction. The inner packaging was send with the latest delivery schedule. Please check also, that the correct label format is linked with the packaging. For mixed pallet, we do not recommend to add the external packaging in the master datas. Now you can go back to the main screen. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 44

45 8.3.4 Continue with the shipment Now you have to fill up the delivery note number and click on the icon Generate to link the shipment with the packaging, based on the latest packaging instruction. Remark: Especially for shipments with mixed packaging, you have to take care of the delivery note number. It is not blocked to fill up different delivery note numbers, but the electronic message will go on error and will not receive the corresponding Valeo plant. The packaging status move to a green dot. For this shipment the inner packaging is generated automatically. To finalise the packaging (create an outer packaging and link with the inner packaging), you have to click on the register map Transport units. You can see 6 boxes for the reference with the label no and 3 boxes for the reference with the label no This boxes are not yet linked with an pallet. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 45

46 Now you have to create an transport unit (pallet), by selecting in the selection box. Then you have to click in the field No. to get an number for this handling unit. If the material for packaging is not available, you can create a new one. After creating the new transport unit, you have to make the link from the intermediate packaging (boxes) to the transport unit (pallet). Please fill up the number of packages, you want to assign to the pallet for the selected handling unit number. After this action, please click on assign selected packages. The boxes are now assigned to the pallet. The result is a mixed pallet. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 46

47 If you went back to the delivery notes, you will see the pack status has moved to an hook. Now, you can finalise the shipment, like explained in the example before. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 47

48 8.4 Example 3 Shipment without packaging and labelling (poor ASN) General information With WebEDI it is possible to create rich- and poor ASN. Rich ASN : The shipment contents packaging information, the barcode labels has to be print from WebEDI and fasten at the transport units. Poor ASN : The shipment contents no packaging information. Labels from WebEDI not have to be used. Even, if packaging master datas are send to WebEDI. The supplier do not have to take care on packaging information from WebEDI. The responsible Valeo plant decide together with the supplier, if he has to send rich- or poor ASN. In the following slides you will get an description, how to create an shipment without packaging and labelling (poor ASN) Start with the shipment Select the process Delivery and transport data. To create the shipment for the example you have to select the plant and unloading point and have to chose the delivery alternative Delivery date. The next date to deliver will be proposed automatically. Now click on the button Create new shipment: You will get the shipping proposal with the pack status orange / red.for the first reference the pack status is orange -> packaging master datas are available. The second reference has the pack status red -> no packaging master datas are available. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 48

49 8.4.3 Continue and finalise the shipment Now you have to fill up the delivery note number and click on the icon Complete to finalise the shipment. If you get the warning Please enter weight, you have to click on ok and you will be automatically forwarded to the register map shipping data. Please fill up the net- and the cross weight and click again on the icon Complete. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 49

50 On the next screen, you can see the reference with the pack status hook. WebEDI has proposed a packaging based on the packaging masterdatas. The reference has the pack status red. You do not have to take care on this packaging proposal. To finalise the shipment, you should do following steps: 1. Print delivery notes (optional) 2. send the shipment Valeo will receive immediately an electronic message. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 50

51 8.5 Open shipment If you prepare an shipment, which will be not send immediately, you can save the shipment. The saved shipments will be displayed here: If you want to finalise the shipment, you can select it again and complete and send the shipment. If the shipment is ready to send and the labels are still printed and linked with the packaging, you should not use again the function generate. The label number in the message send to Valeo has exactly fit to the labels, which are linked with the physical packaging Update Demands before open saved shipment If the demands has been changed in the meantime, because an new delivery schedule was sent to WebEDI, you will get following message, when opening the saved shipment. Click ok and you will see, what has been changed in red. You can see, that the ordered quantity has increased from 400 to 600. You have following alternatives to continue: Do not change the despatch quantity, complete and send the shipment -> the 200 more you will send with the next shipment Increase the despatch quantity to 600 and pack the add. 200 manually, to save the still created label numbers for the 400, complete and send the shipment D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 51

52 Example: To pack manually, you have to click on abbrechen. The pack status will move to orange. Please pack the add. 200 manually. First you have to add. boxes: Then you have to create a new pallet and link with the add. packages. All is packed now and the packaging status will move back to a hook. Deselect the whole item and finalise the shipment only with the reference If you have not printed the labels before, you can also change the quantity and generate new to get new label numbers. If the new quantity ordered is 0, you are not able to send the 400. You have to delete this line. If the quantity is decreased, you have to repack also manually. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 52

53 8.5.2 Create a new shipment for the same date If you want to create a new shipment for the date a open shipment is available, you will get following warning: If the labels are still printed for the open shipment, you should continue with the open shipment. If not, you can make an new shipment. The next time, you will open the existing shipment, you will be informed, that the demands has been updated and you will be not able to continue with the open shipment. 8.6 Secure double label number If persons for the same user are creating in parallel shipments, following warning can be displayed. To secure creating same label number for different shipment, you have to click on Yes and your label numbers will be regenerated automatically new with the start no in this example. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 53

54 9 Process Invoice With the new WebEDI version it is also possible to create invoice based on the shipments from WebEDI. This function is only possible, if you make also shipments with WebEDI. It is not necessary, if you get your payment, based on an an selfbilling credit note of Valeo. This credit notes can be displayed on the menu point credit notes. 9.1 Example Creating an invoice Start with the invoice Please click in the menu on the business process delivery and transport data. You will see all the shipments, you have made. On this screen are 4 shipments send to Valeo. Only for the shipment with the number 68 the invoice is created with the invoice number 5. To create an invoice, you have to click on the icon on the right side of the screen. Now we will create an invoice for the shipment no. 78. After an click on the icon you will get following screen: You have to fill up the mandatory information like Invoice no., unit price, price unit and vat rate. All, instead of the invoice number, you have to fill up only once for each part. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 54

55 Now you have to click on the register map supplier to fill up the address data. You have the possibility to have an different payee address. Even if not, you have to fill up the address data. Now you have to click on the register map contrator (customer datas) to fill up the address data. The invoice recipient address can be different from the consignee or buyer. Even if not, you have to fill up the address data. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 55

56 The Invoice recipient number is the customer number of Valeo created from the supplier. This is a really important information for Valeo. Now click on the register map Totals and complete. Check the datas. If you have to change something you can go back. If not, please print the invoice and click on the icon send. An electronic file will be send to Valeo. The print out you have to send via post also to Valeo. D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 56

57 10 System requirements 10.1 Hardware for WebEDI Personal computer with: Operation system XP or 2000 CPU min. 1,0 GHZ RAM min. 512 Mbyte Graphics card min. 1024x768 Pixel, with 256 colors Monitor 17 Hard disc 40 GB Internet access min. 64 Kbit, we recommend 1 MBit 10.2 Software for WebEDI: Browser PDF-Reader Microsoft Internet Explorer Version 6.0, also Netscape 7.02 perhaps with lower function or performance, Firefox PDF 1.3 supporting Reader (e.g. Adobe Acrobat Reader Version 4.0 or higher) Please take care by using Google toolbar with the deactivating of Pop ups. The pop ups are necessary for working with WebEDI. JavaScript has to be activated. 11 Contact For further information ask your contact person at the responsible Valeo plant or contact the central hotline in Germany: Phone: +49 (0) hotline-esupply@valeo.com D:\Marion\kunden\valeo\input\WEBEDI_OBP30_ Training_EN_V7.doc Stand 06/07/2006 5:38 PM Seite 57