WAREHOUSE SUPPORT SITE

Transcription

1 WAREHOUSE SUPPORT SITE TUTORIAL NORTH AMERICA // EUROPE // +353 (0) AUST?RALIA //

2 THANK YOU Thank you for choosing B2BGateway for your warehousing EDI needs We are proud to have you as our client and look forward to a long relationship with you This guide will take you through the features of the new and improved Warehouse Support Site and demonstrate how to use the different tabs to create GS1-128 barcode labels and send ASNs to your trading partners Please Note: This website uses technology that may not be compatible with all browsers Please use Internet Explorer 80 and above if you need to print GS1-128 Barcode labels Compatibility mode must be turned off for the WSS to display correctly Follow this demo guide with a video: improvements@b2bgatewaynet

3 I LOGIN INTO THE NEW WAREHOUSE SUPPORT SITE 1 Log into the new Warehouse Support Site by browsing to where you will be able to enter your username and password in order to log into the client portal Click the Client Login button to reveal the username and password box Type in your credentials and click Login 2 Review the terms of service and click I AGREE a Make sure you understand that this website uses technology that may not be compatible with all browsers b Please use Internet Explorer 80 and above if you need to print GS1-128 Barcode Shipping Labels 3 Upon agreeing to the terms of service, you will be brought to the landing page This page contains an expansive menu detailing the new layout and features of the new Warehouse Support Site (WSS) It s a good idea to go through this demonstration fully and review any information that has been provided to you improvements@b2bgatewaynet

4 II EXPLORING THE NEW LAYOUT AND FEATURES OF THE WSS 1 There are three new navigation panels that you need to familiarize yourself with a Navigation Panel The first new panel is the Navigation panel and can be found on the left hand side of the screen This is where you will find all the different document types and tools Some of the options may have drop down panels so be sure to look for the " " symbol and click to reveal more options b Commonly Used Documents The next new panel is the Commonly Used Documents and displays your three most commonly used pages at the top of your screen This gives you easy access to the sections of the WSS that you use most often These icons are personalized to your most common flow path to make your life easier! b Other Actions Bar The "Other Actions" bar is located at the top right of your screen and is available when working with a purchase order This gives you a fast way to switch tasks when working with a single PO number, instead of having to re select the PO every time you move to a new section of the website 2 Some other changes that went into the warehouse support site in addition to the improved navigation are increases in site speed and label generation, faster and more precise search and scan functionality as well as integrated support built in via a chat box on the bottom right of your screen 3 Take your time to review all of the sections on the home screen at your own pace when you log into the Warehouse Support Site to familiarize yourself with the new look and feel Most answers can be found here and if you re still stuck, give the chat box a try improvements@b2bgatewaynet

5 4 We ll dive a litter further into the navigation features of the site on the PICK TICKET tab In order to use the WSS site effectively, you will want to work the navigation panel from TOP to BOTTOM until you get used to the site It is important to do this as some information will auto populate from one tab to another 5 The design and functionality of the LABELS, ASNs and INVOICES tabs is exactly the same as the PICK TICKET tab on this site, so the first thing we ll go over are the table header columns a The new tables give you the ability to sort your POs by clicking the header name of any column b You can also filter your customer using the drop down in the second row to only show POs from the customer in question c You can also enter a PO number manually or scan a GS1-128 bar code label that has already been printed to bring up the related PO by using the search bar on the top right d If you do not see the PO you are looking for on the first page, remember there can be multiple pages, accessed from the bottom of this screen improvements@b2bgatewaynet

6 III USING THE PICK TICKET TAB 1 This tab allows your warehouse employees to select a purchase order and print a PICK TICKET slip that shows the purchase order number, required by date, shipping addresses and the description and quantity of line items ordered a This slip allows you to see an overview of the purchase order allowing someone in your warehouse to navigate and pack the orders accordingly This step is optional in the fact that it doesn t show anything else than a high level view of the purchase order IV USING THE LABELS TAB 1 The next tab called LABELS and this is where you will be generating and printing your GS1-128 carton labels This tab is quite similar to the PICK TICKET tab in that the table is organized in the same fashion You can sort, scan and filter your POs until you find the one you re looking for ** IMPORTANT ** If you do not see the label barcode images when you generate labels, you will need to make sure your barcode dll is installed Only complete this step if you do not see the label barcodes a To install the barcode dll navigate to the SITE Settings Tab This is where you will go to download, unzip and install the barcode dll so you can see and print the barcode labels b Be sure to UNZIP the downloaded file before running the RegDllexe otherwise you will get an installation error c Run the extracted RegDLLexe file and this will install the barcode dll you can now proceed to creating labels improvements@b2bgatewaynet

7 2 When you re ready, select the purchase order that you re looking to ship (from the labels page) and it will bring you to the label format page a An added feature to the new WSS site is the ability to remember default formats for the different documents In this case, you will see two different shipping styles, but if you ALWAYS use one or the other for Staples, you can same yourself some time by selecting Always use this labels form for Staples and you will skip this page next time If you choose this default form, but need to change it later, you can do that as well Look for this in the SITE SETTINGS tab a Getting back on track, you have the option of selecting two primary shipping styles which we ll go over in depth here Standard Pack The standard pack is when you have a standard number of particular items in one case, always For example, if you are shipping the new iphone, you know that 10 iphones fit in one of your boxes If the order is for 25 iphones, you divide the total quantity (25) by that case pack (10) and now you know that you will need 3 cases Two will be full (10 each) and one will only have 5 in it The nice thing about the standard pack is that once you define these details, the math is always done for you Pick and Pack The pick and pack feature is a little different and is where the most mistakes are made This is when you have different items going into one box For example, you get a purchase order for 25 iphones, 5 chargers and 2 screen covers When choosing Pick and Pack you absolutely have to know how many cases it will take to ship your order improvements@b2bgatewaynet

8 3 Standard pack label creation a Chose the standard pack label b If you have already printed labels for this particular PO, you can reprint without generating new labels This is important if you have already sent the ASN If you have not printed labels for this PO previously, you will not see this option Leave this option blank if you wish to create new labels c Click Submit d Some of the information on the next screen will be automatically filled in but you can change it if necessary As this is warehouse specific information that you fill in any blank fields on this screen The Bill of Lading is a secondary document that has its own unique number basically a shipment ID The Carrier PRO number is optional most times, but is the number that large carriers are assigned A freight liner truck will have a PRO number, but not all carriers will have this number and not many people will use this The Carrier List is where you will choose who is shipping your goods If you do not see your desired shipper here, you can add it in the ADDRESS BOOK tab, at the bottom of the navigation menu on the left We will also cover this later in the demo Ship From and Ship To addresses are also available to manage from the ADDRESS BOOK in the navigation menu and will be remembered once set improvements@b2bgatewaynet

9 e When you are ready, click submit If the PO has UPC/SKUs that are new or undefined, you will be asked to enter the quantity per case and case weight for each SKU This will only need to be entered one time, and then it will be saved for future POs that include this UPC/SKU This information is used to pre-populate your cases as we talked about before f Since this is a standard pack, the quantities per case will populate automatically because we have pre-set how many items can fit in one case Again, this information can be changed in the utilities / reports tab and we will go over this later in the demo g From this page, you should review the quantity to make sure the numbers are correct If you see the tracking number field, this is required per case When you are finished, click submit h The next page will show you pictures of the barcode labels that you are to print and put on the actual cases If you do not see the actual barcodes and only text, please make sure you have installed the barcode dll as we described earlier Otherwise, we will move onto printing these labels improvements@b2bgatewaynet

10 i If you do not print these labels right away, or need to reprint at a later date, you can always go back and reprint this batch of labels j If you haven t set up your internet explorer printer settings for labels before or are having issues, please follow these steps to ensure proper printing Although we can support labels for laser printers (4 per page) we recommend getting a regular 4x6 label printer To set up label printing in Internet Explorer 80+ Click FILE PAGE SETUP in your IE menu bar Choose PAGE SIZE: 4X6 Uncheck Enable Shrink-to-Fit Set all margins to zero (or as close to as possible) Set all headers and footers to EMPTY Print your labels and place on packages That s how Standard pack works, now we ll show you pick and pack label creation 4 Clicking back on the LABELS tab, I will choose the same PO and select pick and pack label for Staples, leaving the batch label menu blank since I want to create new labels improvements@b2bgatewaynet

11 a The Bill of lading and carrier pro have been pre-filled in, but you will need to fill in the cases, carrier, and shipping addresses b It is important to KNOW beforehand how many cases you are going to need to ship the order since this is a pick and pack order with multiple items going into the same box, the computer cannot do the math for you When the information is filled out, click submit c On this next page, you will have to configure how you want to pack the cases Since we are choosing 4 cases, we should know how many of each item will fit in each box i We should know that we can fit 60 items per case of the 3008C items into the first case so that leaves us with 2 cases One has 60, the other has 32 So we ll move onto item #2 We KNOW that we have room for 28 items of similar size in the second case, so we can subtract 28 from our 100 ordered This completes case #2 and notice how the items are mixed ii We now have 72 remaining to pack Since we can fit 60 in a case, that fills case #3 and now we have 12 remaining to be on their own in case #4 iiiyou ll notice we only have 3 lines but we need a fourth to create the remaining 2-35 item cases You can add a row by clicking the button at the bottom ivthis process is difficult and certainly requires a little brain power, but it is essential that you get this correct If you didn t select enough cases, click BACK and add another improvements@b2bgatewaynet

12 d When you re ready click Submit e Review the labels on this page and print if everything looks correct f Be sure to have the label dll installed and to set your printer settings accordingly as instructed in the standard pack label generation instructions One last item is to show you how to reprint label batches 5 If you have to reprint labels for whatever reason, you can click on the LABELS menu and choose the PO in question Since you have already generated these labels that you want to reprint, you can skip all other steps and just reprint a Choose the style of label that you already printed (standard pack vs pick and pack) and then choose the batch number of the labels you are looking for This keeps all the same information, including container IDs b Click submit to be brought to the label page **IMPORTANT** If you have sent and ASN already for this PO, it is absolutely imperative you choose the same label batch that you used to create the ASN otherwise your data will not match and you will get chargebacks improvements@b2bgatewaynet

13 V USING THE ASN TAB 1 When finished, you can move onto creating ASNs, but instead of clicking on the left bar, look for the OTHER ACTIONS menu at the top right of your screen This is another new feature of the new warehouse support site When you want to move between documents such as the labels or ASNs but would like to remain with the current accessed PO, this bar will come in handy Otherwise, if you click ASN on the left navigation menu, you will be presented with all active POs in the WSS to create and ASN from This will save you a few steps and make your life a lot easier This bar will also let you know what actions have been taken on the selected PO noted by a little checkmark Let s go ahead and click ASN 2 Most of this information will auto populate because you have already entered it in the pick and pack label creation process The only thing you should have to enter on this page is the weight of the shipment Only the warehouse will know this information **IMPORTANT** Be mindful of the Use shipping labels printed on option It is imperative that you select the batch of labels that has already been applied to the packaging Most time, there will only be one batch, because you have only generated one set of labels per PO HOWEVER, if you have created multiple batches for the same PO, IT IS IMPERITIVE that you select the batch of labels that you have applied to the packaging to create the ASN this will ensure the carton ID match IF you do not select the correct label batch to create the ASN you WILL GET CHARGEBACKS because the carton IDs will NOT MATCH a We will choose the LAST batch of labels we did (pick and pack) since those are the labels I am going to use to ship my goods When ready click Submit improvements@b2bgatewaynet

14 3 This next screen will show you all of the cases and the line items in each case basically a breakdown of how the items have been packed Container IDs will also be shown here This information should match what you saw when you created your labels a You can remove boxes from the ASN if you decide to not to ship part of the order When all set, click submit 4 The next screen is the Human Readable ASN - IT IS IMPORTANT TO REVIEW THE INFORMATION generated at the human readable ASN If anything is not correct, click EDIT and retry Once you click SEND ASN it is too late to make changes a Once you have sent the ASN you can do something else with the purchase order by using the other actions menu bar again or start on something new b It is important to note that the ASN has not been sent at this point you need to click SEND ASN to actually send the ASN to your Trading Partners improvements@b2bgatewaynet

15 VI USING THE UTILITIES / REPORTS TAB The next step is to review the utilities and reports tab Please keep in mind that this tab will contain different information and options based upon predefined business needs established during the setup of your account This just means that your utilities and reports tab might have more or less options than what you see in here 1 Here you can see active purchase orders On this page, you can select certain PO s to archive Archiving a PO makes it disappear from the selection screens, but it is still available if you search for it from the search bar on all other pages If you archived a PO by mistake, you can reactivate it using the reactivate PO field in the Archive PO menu Otherwise, please contact your support engineer 2 The Item case quantity and weight menu is where you can edit your item list and the preset quantities and weight per case You can also delete items from this list If you delete from this list, you will be asked for this information when it is used on your next label a If you have a large number of items and want to edit this table outside of the WSS, you can download all the information by licking the DOWNLOAD CSV button When you are finished, you can re-upload the entire list, but clicking choose file under the import CSV section This will overwrite you entire list 3 If you have questions about other items under the utilities reports section that were not covered in this demo, please contact your support engineer improvements@b2bgatewaynet

16 VII USING THE ADDRESS BOOK / CARRIERS TAB The carriers list is pre-populated with the most common carriers, but if you need to make a new entry or would like to delete one from the list, you can do that here 1 Ship from, Ship to and bill to addresses are all laid out the same way, and give you an easy way to add, edit or delete shipping and billing addresses directly from your warehouse support site improvements@b2bgatewaynet

17 VIII USING THE SITE SETTINGS TAB 1 The auto archive setting has a default setting of NONE, which means your POs do not automatically archive If you want to change this option to auto archive your POs once you send the ASNs - choose ASN, then click save a You can also define a new rule per trading partner that will override the default rule So if your default is to auto archive after ASNs, but with Staples you want to auto archive after the Labels, you can do that here 2 The default forms tab is where you can delete rules you have set up to use per trading partner If you choose always use this form by mistake, you can delete it from here so you will be asked next time 3 And finally we have the download dll page This is where you will go to download, unzip and install the barcode dll so you can see and print the barcode labels a Be sure to UNZIP the downloaded file before running the RegDllexe otherwise you will get an installation error Please feel free to contact the Rapid Response Team at 1 (401) extension 4 if you experience any errors during the installation process or if you have questions about the new Warehouse Support Site Thank you for your time and we appreciate your business improvements@b2bgatewaynet

18 CONTACTING B2BGATEWAY NORTH AMERICAN HEADQUARTERS Boston, Massachusetts, USA EUROPEAN HEADQUARTERS Shannon, Ireland AUSTRALIAN HEADQUARTERS Sydney, Australia Sales@B2BGatewayNet F A C E B O O K Become a fan of B2BGateway on Facebook so you can stay on top of our latest developments and chat with other users w w w f a c e b o o k c o m / B 2 B G a t e w a y T W I T T E R Is tweeting more your thing? We do that too! Follow us on twitter using your mobile phone to receive tweets w w w t w i t t e r c o m / B 2 B G a t e w a y L I N K E D I N We re on the professional networking sites too! You can always find us contributing to a riveting EDI discussion w w w l i n k e d i n c o m / B 2 B G a t e w a y improvements@b2bgatewaynet