Media-Saturn WebEDI Quickstart · Media-Saturn WebEDI Quickstart Seite 4 Referenced by an ORDERS a few information have to be changed/added. The packing information has to be added

Media-Saturn WebEDI Quickstart Seite 1

Media-Saturn WebEDI Quickstart

Version 1.5 by Stephan Friedl


Table of Contents

1. WebEDI – Basics

2. WebEDI - Message Type Handling

3. WebEDI - Process Information’s

3.1. WebEDI - Full WebEDI Processing

3.2. WebEDI - Partially WebEDI Processing

3.3. WebEDI - Combined WebEDI Processing

4. WebEDI – Example Walkthrough


1. WebEDI - Basics

The iMartOne installation used by Media-Saturn is significantly different from the installations

customarily used. Seeburger and Media-Saturn have made significant adjustments. These changes

are caused by two strategic decisions during implementation.

Using the existing infrastructur

The WebEDI platform is directly connected to the existing BIS6 platform from Seeburger. This

means that the WebEDI sends EDIFACT message formats to the Seeburger BIS6 server and

then uses the existing processes for further processing. Following the already carried out

tests at the WebEDI server, the message have to pass all the checks to be carried out by

default on the BIS6 server. If still an error is detected, the status is sent to the WebEDI portal

and the processing status set back to 'editable'.

Referencing

The WebEDI Platform does not allow generation of messages without a reference object. This

means that a dispatch advise can only be generated based on an existing order. In case of an

invoice an existing dispatch advise is mandatory (also an order in exceptional cases). This

approach reduces the manual effort when entering a message considerably and increases the

quality simultaneously.

2. WebEDI - Message Type Handling

ORDERS outgoing

The ORDERS is never changed. Changes are always done in the following documents (DESADV,

INVOIC).

DESADV incoming


Referenced by an ORDERS a few information have to be changed/added. The packing information

has to be added like described in our DESADV MIG and guideline. This means that all the relevant

data has to be created. For example those are packing type, SSCC number and so on. Additionally

some data have perhaps to be changed. For example quantities, delivery dates and so on. In case it is

necessary to use an alternative article, a complete new position has to be created in the DESADV.

INVOIC incoming

Referenced by an ORDERS or DESADV a few information have to be changed/added. The data have to

be added like described in our INVOIC MIG and guideline. This means that all the relevant data have

to be created. For example these are surcharges and discounts on header level as well as on position

level. Additionally some data perhaps have to be changed. For example prices and if the reference

was an ORDERS also quantities, delivery dates and so on.

3. WebEDI – Process Information

Below is a brief process description of the new WebEDI service. The relevant process to be used by

the supplier is normally selected by the EDI responsible of the country – they will know which

process has to be used by the supplier.

Today the service includes three message types which can be added/combined with the classical EDI

processes (see graphic representation).

3.1. WebEDI - Full WebEDI Processing


This way of processing is used for ‘new’ EDI suppliers who are new to this way of exchanging

business documents and usually work with paper documents.

Process - Step 1

Outgoing orders (ORDERS D01B) for MSH suppliers will be, as in a classical EDI connection, send to

our service provider (Seeburger AG). For this purpose the supplier in our GMS must be configured as

EDI supplier for the three message types.

Process - Step 2

Seeburger analyzes the recipient of the order, and forwards the data to their iMartOne WebEDI

portal where they will be provided for the suppliers, for referencing the messages types DESADV and

INVOIC .

Process - Step 3

The supplier logs on to the portal, views his orders and can select them accordingly. The orders can

be exported or printed.

Process - Step 4

The supplier generates a dispatch advice based on the referenced order. Here splitting off an order

on several dispatch advices is possible. Of course, also 1:1 relationships are allowed. In addition, a

SSCC label can be created at this point.

Process - Step 5


Seeburger sends the DESADV, generated by the iMartOne portal, to the standard EDIFCAT DESADV

D01B interface of Media-Saturn. From here, the dispatch advice is tested and processed according to

the classic EDI process.

Process - Step 6

The supplier can generate an invoice based on the dispatch advice. Here only a 1: 1 relationship is

allowed. A dispatch advice corresponds to an invoice.

Process - Step 7

Seeburger sends the INVOIC to the standard INVOIC EDIFCAT D01B (V2) interface of Media-Saturn.

From here, the invoice is tested and processed according to the classic EDI process.

3.2. WebEDI - Partially WebEDI Processing

This way of processing is used for ‘new’ EDI suppliers who are new to this way of exchanging business

documents and usually work with paper documents. The difference to the ‘Full WebEDI processing’

is that only one of the two incoming documents is used. In case the DESADV is used everything is

handled like described at ‘Full WebEDI processing’, except that no INVOIC is generated. In case the

INVOIC is used it will be directly generated from the ORDERS. Please keep in mind that the INVOIC

has a reference to the delivery note (paper document) even if there is no DESADV created.


Process - Step 1



EDI supplier for the necessary message types.

Process - Step 2

Seeburger analyzes the recipient of the order, and forwards the data to their iMartOne WebEDI

portal where they will be provided for the suppliers, for referencing the messages types DESADV or

INVOIC.

Process - Step 3



Process - Step 4

The supplier generates a DESADV or INVOIC based on the referenced order. Here the splitting off an

order is possible. Of course, also 1:1 relationships are allowed. In case a DESADV is used a SSCC label

can be created at this point.

Process - Step 5

Seeburger sends the DESADV or INVOIC, generated by the iMartOne portal, to the standard EDIFCAT

DESADV or INVOIC D01B interface of Media-Saturn. From here, the documents were tested and

processed as in the classic EDI process.

3.3. WebEDI - Combined WebEDI Processing


This way of processing is used for EDI suppliers which are already exchanging documents (usually

ORDERS) with Media Saturn. Regarding which WebEDI document should be used, the previous

document will be copied to the WebEDi portal. Please see previous table for more information.

Process steps for Case ‘classic ORDERS process’

Process - Step 1



EDI supplier for the necessary message types.

Process - Step 2

Seeburger analyzes the recipient of the order, and forwards a copy of the data to their iMartOne

WebEDI portal where they are, for referencing the messages types DESADV and INVOIC, provided for

the suppliers.

Process - Step 3



Process - Step 4


The supplier generates a dispatch advice based on the referenced order. Here the splitting off an

order on several dispatch advices is possible. Of course, also 1:1 relationships allowed. In addition, a

SSCC label can be created at this point.

Process - Step 5

Seeburger sends the DESADV, generated by the iMartOne portal, to the standard EDIFCAT DESADV

D01B interface of Media-Saturn. From here, the dispatch advice is tested and processed as in the

classic EDI process.

Process - Step 6

The supplier generates a dispatch advices based on an invoice. Here only a 1: 1 relationship is

allowed. A dispatch advice corresponds to an invoice.

Process - Step 7

Seeburger sends the INVOIC to the standard INVOIC EDIFCAT D01B (V2) interface of Media-Saturn.

From here, the invoice is tested and processed as in the classic EDI process.


4. WebEDI – Example Walkthrough

If you log into the portal you see the ‚Import‘ screen. Normally you will be informed by mail when

new orders are available. You can see the amount of orders that will be available for import (beside

‘To Import’).

!!! If you log into the portal for the very first time please go to the ‘Configuration’-page and fill in

the necessary information. This is needed to enrich your basic information for the messages!!!

!!! If you receive an error report via email after sending a DESADV or INVOIC, this means that the

sent message is not compliant to the Guideline defined by Media Saturn. In this case, please log

into the WebEDI portal and change the corresponding document. You will find the document in the

menu “Unsent” of the document type (DESADV=Delivery Notes, INVOIC = Invoices)!!!

!!! Mandatory fields are marked with !!!

To import new orders, please click on the ‘Import’ Button on the start page to make the messages

available in the ‘Overview of Orders’. The start page will be shown when you click ‘Start Page’ in the

top left of the screen.


Overview of Orders

Processing Options for Order overview: Overview of Orders – Download Button

To download one or multiple documents, mark them in the check box on the left side, and click the button Download. The standard download screen of your browser is opened. You can change the name of the file and select the path where you want to save the file. Generally only one file is saved, even if you have selected multiple orders for downloading.

Overview of Orders – Print Button


To print out one or multiple documents, mark them in the check box on the left side, and click the button Print. The selected data sets are listed in a PDF document in a separate Browser window. Here you can print and locally save the document via the menu functions of the Acrobat Reader.

Overview of Orders – Details Button In every overview of each document type, you have the possibility to go into the document details by marking them in the check box on the left side, and click on the button Details. Alternatively you can go into the details by clicking on the data set. The detail view has two separate areas the Header level and the Line Items; you can navigate between the two by clicking on the tabs.

Overview of Orders – Delivery Note Button The window to create the delivery note is opened.

Overview of Orders – Finalise Button In some cases, an order cannot be delivered completely. In such cases, the order with the open positions still remains in order overview. In order to complete this order and to remove those from the order summary press the 'Finalise' button.

Overview of Orders – Delete Button By clicking on the button Delete you can delete a marked document. A message will pop up asking you to confirm your choice to delete the document. If you confirm the message, the document will be archived. Documents that have been sent or for which already successors exist cannot be deleted.

Overview of Orders – ‘Related Documents’ Button You can switch to an overview screen that lists all the documents (e.g. order e.g. delivery notes and invoices) that are assigned to the selected document. Through a click on the document number (link) of a successor, this document is then the main viewed document. From this screen you can switch by clicking on the magnifying glass symbol to the detail view of the current document.

Select an order and press the Delivery Note Button.


Processing Options for Delivery Note Line Items: Delivery Note Line Items - Print Button


Delivery Note Line Items - Save Button Through a click on the button “Save” a document is saved. In the corresponding predecessor, the quantities are marked as confirmed/delivered.

Delivery Note Line Items - ‘Related Documents’ Button You can switch to an overview screen that lists all the documents (e.g. order response and delivery notes) that are assigned to the selected order. Through a click on the document number (link) of a successor, this document is then the main viewed document. From this screen you can switch by clicking on the magnifying glass symbol to the detail view of the current document.


Processing Options for Delivery Note Packaging: Packing – Print Button


Packing – Label Print Button To print out the transport label click the button Label Print. For the packaged positions your PDF reader opens a document in a separate Browser window. Here you can print and locally save the document via the menu functions of the Acrobat Reader.

Packing – Save Button Through a click on the button “Save” a document is saved. In the corresponding predecessor, the quantities are marked as confirmed/delivered.

Packing – Send Button Through a click on the button “Send” the document is also saved, but additionally it is transferred per EDI to the customer. In the corresponding predecessor, the quantities are marked as confirmed/delivered.

Packing – ‘Clear all’ Button In case that you want to have already entered values reset (deleted in the input mask), please press the 'Clear all' button.

Packing – ‘Related Documents’ Button You can switch to an overview screen that lists all the documents (e.g. delivery notes and invoices) that are assigned to the selected document. Through a click on the document number (link) of a successor, this document is then the main viewed document. From this screen you can switch by clicking on the magnifying glass symbol to the detail view of the current document.

After pressing the ‘Send’-Button you´ll proceed with ‘Overview for Sent Delivery Note’.

Processing Options for Sent Delivery Note:

Sent Delivery Note – Download Button To download one or multiple documents, mark them in the check box on the left side, and click the button “Download”. The standard download screen of your browser is opened. You can change the name of the file and select the path where you want to save the file. Generally only one file is saved, even if you have selected multiple orders for downloading.

Sent Delivery Note – Print Button


To print out one or multiple documents, mark them in the check box on the left side, and click the button “Print”. The selected data sets are listed in a PDF document in a separate Browser window. Here you can print and locally save the document via the menu functions of the Acrobat Reader.

Sent Delivery Note – Label Print Button Based on the entered data, a transport label can be printed.

Sent Delivery Note – Details Button In every overview of each document type, you have the possibility to go into the document details by marking them in the check box on the left side, and click on the button “Details”. Alternatively you can go into the details by clicking on the data set. The detail view has two separate areas the Header level and the Line Items; you can navigate between the two by clicking on the tabs.

Sent Delivery Note – Invoice Button The window to create the invoice is opened.

Sent Delivery Note – ‘Related Documents’ Button You can switch to an overview screen that lists all the documents (e.g. delivery notes and invoices) that are assigned to the selected document. Through a click on the document number (link) of a successor, this document is then the main viewed document. From this screen you can switch by clicking on the magnifying glass symbol to the detail view of the current document.

Select a delivery note and press the ‘Invoice’-Button.

Processing Options for Overview of Unsent Invoices:

Overview of Unsent Invoices – Download Button To download one or multiple documents, mark them in the check box on the left side, and click the button “Download”. The standard download screen of your browser is opened. You can change the name of the file and select the path where you want to save the file. Generally only one file is saved, even if you have selected

Overview of Unsent Invoices – Print Button To print out one or multiple documents, mark them in the check box on the left side, and click the button “Print”. The selected data sets are listed in a PDF document in a separate Browser window. Here you can print and locally save the document via the menu functions of the Acrobat Reader.

Overview of Unsent Invoices – Send Button Through a click on the button “Send” the document is also saved, but additionally it is transferred per EDI to the customer. In the corresponding predecessor, the quantities are marked as confirmed/delivered.

Overview of Unsent Invoices – Edit Button To edit a document, mark the check box of the desired data set and click on the button “Edit”. You are switched to the Document Header which is pre-filled with data of the preceding document. Only unsent documents can be edited.

Overview of Unsent Invoices – Delete Button By clicking on the button “Delete” you can delete a marked document. A message will pop up asking you to confirm your choice to delete the document. If you confirm the message, the document will be


archived. The amounts and positions in the corresponding predecessor receive then again the state open. Documents that have been sent or for which already successors exist cannot be deleted.

Overview of Unsent Invoices – ‘Related Documents’ Button You can switch to an overview screen that lists all the documents (e.g. delivery notes and invoices) that are assigned to the selected document. Through a click on the document number (link) of a successor, this document is then the main viewed document. From this screen you can switch by clicking on the magnifying glass symbol to the detail view of the current document.


Processing Options for Invoices all tabs:

Invoices all tabs – Print Button To print out an invoice, click the button “Print”. The selected data sets are listed in a PDF document in a separate Browser window. Here you can print and locally save the document via the menu functions of the Acrobat Reader.

Invoices all tabs – Calculate Button The calculate function applies for the document type “invoices”. To calculate and view the changes made in the list, click on the button “Calculate”.

Invoices all tabs – Save Button Through a click on the button Save a document is saved. In the corresponding predecessor, the quantities are marked as confirmed/delivered.

Invoices all tabs – Send Button Through a click on the button “Send” the document is also saved, but additionally it is transferred per EDI to the customer. In the corresponding predecessor, the quantities are marked as confirmed/delivered.

Invoices all tabs – ‘Related Documents’ Button You can switch to an overview screen that lists all the documents (e.g. delivery notes and invoices) that are assigned to the selected document. Through a click on the document number (link) of a successor, this document is then the main viewed document. From this screen you can switch by clicking on the magnifying glass symbol to the detail view of the current document.

If you finally press the ‘Send’ Button you´ll reach the end of the process/document chain of Media-Saturn WebEDI-Portal. Of course this quick start document cannot take care of every input field that is available, but in most cases the name of the fields are self-explaining and in addition to this, it is may be an option to take a look in the detailed documentation called ‘Media-Saturn WebEDI User manual V1.1 - EN.doc’.