PublicPublic 1/24

SupplyOn PD

28.09.2016

Supplier Manual for the ASN Process

Public 2/24

Index

1 Overview New ASN Process ........................................................................................................ 3

1.1 Due Deliveries ............................................................................................................................... 3

1.2 Data Flow ...................................................................................................................................... 3

1.3 User Interface ................................................................................................................................ 4

1.3.1 Header........................................................................................................................................... 5

1.3.2 Tabs .............................................................................................................................................. 5

1.3.2.1 Positions ........................................................................................................................................ 6

1.3.2.2 Single Packs ................................................................................................................................. 6

1.3.2.3 Additonal Data ............................................................................................................................... 7

1.3.2.4 Assign Pack. Material to HU ......................................................................................................... 8

1.3.2.5 Attachments .................................................................................................................................. 8

1.3.2.6 Complete ASN .............................................................................................................................. 9

1.4 Navigation in WebEDI ................................................................................................................... 9

1.4.1 WebEDI start page ........................................................................................................................ 9

1.4.1.1 Navigation menu ........................................................................................................................... 9

1.4.2 ASN Overview ............................................................................................................................. 11

1.4.3 ASN Positions ............................................................................................................................. 11

2 Creating an ASN ......................................................................................................................... 12

2.1 WebEDI ....................................................................................................................................... 12

2.1.1 Filtering due deliveries ................................................................................................................ 12

2.2 Email WebEDI (Available with release SCM2015B) ................................................................... 14

2.3 Upload ......................................................................................................................................... 14

2.4 EDI .............................................................................................................................................. 15

2.4.1 Direct Integration ......................................................................................................................... 15

2.4.2 ASN Copy via Customer ............................................................................................................. 15

2.4.3 Error Email case of EDI errors .................................................................................................... 15

2.4.4 Booking of incomplete messages ............................................................................................... 16

3 Alerts ........................................................................................................................................... 18

4 Configuration ............................................................................................................................... 20

5 Information Material .................................................................................................................... 21

5.1 Training Videos ........................................................................................................................... 21

5.2 Help Pages .................................................................................................................................. 23

5.3 Format Descriptions .................................................................................................................... 23

5.3.1 Global DESADV EDIFACT Guideline ......................................................................................... 23

5.3.2 XML and CSV Upload Guideline ................................................................................................. 23

Public 3/24

1 Overview New ASN Process

1.1 Due Deliveries

All demands from your customer are consolidated into the so called „Due Deliveries“. The due deliveries

give you an overview over all materials that you have to ship including quantity, delivery date and

consignee. You will see all due deliveries independent of demand type but grouped by customer plant

and unloading point so that you can simply focus on the materials that you have to ship.

1.2 Data Flow

Your customer can configure for each network link which information he requires and how it should be

validated. This means, for each customer plant your ASN process can look different.

Your customer can also determine which ASN creation methods are available for you.

However, independent of the input method, the data is booked into the SupplyOn application and

validated according to the same customer specific requirements. So independent of the ASN creation

method that you use, the customer will receive the same data.

Public 4/24

1.3 User Interface

For a general introduction to the new SupplyOn user interface components please see the Training

Videos.

The ASN details screen contains of a header, a main part with several tabs that contain the actual ASN

data, and a footer with several function buttons.

Your customer can make the following configurations for each network link, this means you can have

different settings for each customer plant that you work with.

Which tabs are displayed

Which input fields are visible

Which input fields are editable

Which input fields are mandatory (mandatory fields are yellow)

Public 5/24

Further validations, for example if positions from different purchase order can be included in one

ASN or if several different delivery note numbers can be used in one ASN.

1.3.1 Header

The header contains the fields

ASN Number

ASN Date

ASN Status

1.3.2 Tabs

During the ASN creation you can freely navigate between the different tabs to fill out all information.

Which tabs are displayed depends on the configuration of your customer for your network link.

Public 6/24

1.3.2.1 Positions

On the positions tab you see the most important information for each position included in the ASN.

1.3.2.2 Single Packs

If you click on the “Details” link in the column “Pack. Mat. Details”, you can enter the single pack

information for each ASN position.

Public 7/24

1.3.2.3 Additonal Data

On the additional data tab you can enter further information related to the ASN positions.

Public 8/24

1.3.2.4 Assign Pack. Material to HU

On this tab you create the handling units and assigne the previously created single packs to them.

On the right you see all single packs that are not yet assigned to one handling unit. Before you can

complete the ASN, all single packs need to be assigned to one handling unit.

On the top left you see each individual handling unit.

On the bottom left you see the single packs assigned to the selected handling unit.

1.3.2.5 Attachments

On this tab you can upload documents that will be attached to the ASN and transferred to your customer.

Public 9/24

Each uploaded attachment will be checked vor viruses. The ASN can only be sent once the virus scan is

complete. If a virus is detected in a document, this document will not be included in the message sent to

your customer.

1.3.2.6 Complete ASN

On this tab, you can enter further information about the shipment, as well as the pickup address and the

delivery date.

1.4 Navigation in WebEDI

1.4.1 WebEDI start page

The WebEDI start page is the first screen opened by the system when accessing the WebEDI/VMI

services.

1.4.1.1 Navigation menu

The ASN process can be accessed via the WebEDI start page. The ASN menu item will only be

displayed if your company admin has assigned the appropriate roles to you. The navigation menu is a link

to the process; you can use it to navigate directly to the ASN data.

Public 10/24

Under the section “Shipping Processes” you will find four sub-menus. They correspond to the different

ASN processes that are available at SupplyOn:

FPA (Transport Management): TOMS process

ASN (Transport Management) TOMS process

ASN (New) ASN process

ASN Legacy ASN process

Which process you use is determined by your customer on a network link level. This means you can

actually use all three processes in parallel with different customer plants.

Under “ASN (New)” you find three different navigation options

Create ASN Direct link to creation of a new ASN

ASN Overview (all) Links to an overview of all ASNs in the new ASN or TOMS process

ASN Overview (pending) Links to an overview of all pending ASNs in the new ASN or TOMS process

Public 11/24

1.4.2 ASN Overview

On the ASN Overview screen, you see all ASNs that have been created in the new ASN or TOMS

process.

You can configure the columns that are displayed in this screen by creating different table profiles and

you can create different seach profiles to easily find the ASNs that you are looking for.

1.4.3 ASN Positions

If your customer maintains goods receipts in SupplyOn you can see the goods receipt information for

each position in the ASN Positions screen.

Public 12/24

2 Creating an ASN

2.1 WebEDI

If you click on the link “Create ASN” in the ASN new or ASN Transport Management process, you directly

enter the ASN creation process. In the first step you see a list of all due deliveries grouped by customer

plant and unloading point.

2.1.1 Filtering due deliveries

The due deliveries screen has some useful filters to allow you to find the entries that are most useful for

your workflow.

When you enter the due deliveries grouped screen, the entries you see are per default filtered by the

following criteria:

Open demands based on ASN Creation Due Date: two days in the future (including past)

This means you will see all due deliveries where the ASN creation due date is in the past or at most two

days in the future. When the ASN creation is due regarding to the pick up and delivery time of the

shipment, is decided by the configuration of your customer.

You can change this search according to your preferences and create a search profile for your user.

Public 13/24

You can search lots of data fields, for example material number or description as in any other overview

screen, but for ASN creation, the following custom search fields are the most useful:

Filter Options

ASN Creation Due Date between (in number of days) between (selection of date) days back (incl. future) days in the future (incl. past) earlier than or equal to (selection of date) equal to (in number of days from today) equal to (selection of date) later than or equal to (selection of date)

Date included in Demand represents Delivery Date Pickup Date

Delivery Date between (in number of days) between (selection of date) days back (incl. future) days in the future (incl. past) earlier than or equal to (selection of date) equal to (in number of days from today) equal to (selection of date) later than or equal to (selection of date)

Due Del. ASN Status ASN not required ASN required

Extra Shipment Possible True False

Open demands based on ASN Creation Due Date

between (in number of days) between (selection of date) days back (incl. future) days in the future (incl. past) earlier than or equal to (selection of date) equal to (in number of days from today) equal to (selection of date) later than or equal to (selection of date)

Open demands based on Delivery Date between (in number of days) between (selection of date) days back (incl. future) days in the future (incl. past) earlier than or equal to (selection of date) equal to (in number of days from today) equal to (selection of date) later than or equal to (selection of date)

Open demands based on Pickup Date between (in number of days) between (selection of date) days back (incl. future) days in the future (incl. past)

Public 14/24

earlier than or equal to (selection of date) equal to (in number of days from today) equal to (selection of date) later than or equal to (selection of date)

2.2 Email WebEDI

If your customer has enabled the Email process for ASN generation, you will get Email notifications in

case there are demands where an ASN creation is due.

2.3 Upload

If you generate export files from your ERP system that you want to uplod to generate ASNs, you can

upload them into the system.

On the ASN Overview page you can upload ASNs by clicking “Upload” and then choosing between the

different options.

Option Functionality

Upload and View Upload an XML file and review before sending. Saves the uploaded ASN in status “Pending”. You have to manually send the ASN by opening it and clicking the “Send” button.

Upload and View CSV Upload a CSV file and review before sending. Saves the uploaded ASN in status “Pending”. You have to manually send the ASN by opening it and clicking the “Send” button.

Upload and Send Upload an XML file and send immediately.

Upload and Send CSV Upload a CSV file and send immediately.

In the ASN Overview, under Download -> Template XML File, you can download an example XML file as

well as an XSD file that defines the syntax for the upload file.

Public 15/24

2.4 EDI

If your customer has enabled the SO-EDI process, you can create ASNs via EDI. For questions regarding

EDI integration, please contact edi-connect@supplyon.com.

2.4.1 Direct Integration

If you want to create you ASNs via EDI, you need an EDI Integration with SupplyOn. SupplyOn supports

the SupplyOn Specific Global DESADV (D07A).

2.4.2 ASN Copy via Customer

If you already have an EDI integration for your customer, your customer can also forward the messages

that you sent to him to SupplyOn. The ASNs you send to your customer will then be displayed in

SupplyOn WebEDI and can be used for follow up processes such as invoice ASN based invoice creation

or goods receipt booking.

2.4.3 Error Email case of EDI errors

If during the processing any problems occur, you will be notified via Email.

Public 16/24

2.4.4 Booking of incomplete messages

Depending on the settings of your customer it can be possible that incomplete messages (for example

mandatory fields are missing) are booked in the system and forwarded to your customer. If an incomplete

message is booked, you will be notified by Email.

Public 17/24

Depending on the settings of your customer the incomplete message will be forwarded to your customer

or not. If the message as not yet forwarded, you can click the link in the message and edit and send the

message in WebEDI.

Public 18/24

3 Alerts

Depending on the configuration of your customer, alerts are created to notify you and the customer of

important events. Alerts are available in the “Alert Overview” on the WebEDI start page.

On the alert overview you can set up email notifications for alerts that are relevant for you.

Based on your notification settings, you will get an email notification with your alerts.

Public 19/24

The following alerts are relevant for the ASN Process.

Tab FPA/ASN Alerts

o ASN Status

ASN: Goods Receipt overdue

ASN: Goods Receipt: Different Quantity

ASN: Item Closed or Cancelled

ASN: Over-Shipment

ASN: Under-Shipment

ASN: Early-Shipment

Tab Overdue / Deviating Confirmation

o Status Confirmation

ASN Creation Overdue

Public 20/24

4 Configuration

Under Administration -> Logistics Settings you can configure for your control point the following:

Option Meaning

ASN number The start value for the ASN number and if it is automatically assigned

Label number The start value for the label number and if it is automatically assigned

One delivery note per dispatch If it is possible to enter serveral delivery note numbers for each ASN

Label DIN A5 Paper If you print your labels on DIN A5 paper or DIN A4 paper

Public 21/24

5 Information Material

You can reach the SupplyOn Help System by clicking on „Help for this page“ on the WebEDI start page.

5.1 Training Videos

If you navigate to Video Training -> Video tutorials on the WebEDI / VMI Help page you find video

tutorials for the following topics:

ASN creation

Flexible User Interface within the logistic process

Packing Master Data for WebEDI

Public 22/24

Public 23/24

5.2 Help Pages

On each page in the ASN process you can click on „Help for this page“ in the top right of the page to jump

directly to the help age for the current screen. Or you can browse all help pages from the WebEDI/VMI

Help page.

5.3 Format Descriptions

5.3.1 Global DESADV EDIFACT Guideline

The EDIFACT Guideline for the SupplyOn Global DESADV can be provided by SupplyOn consulting.

Please contact edi-connect@supplyon.com.

5.3.2 XML and CSV Upload Guideline

On the WebEDI / VMI Help page you find the upload guidelines under Help on Pages -> Download and

Upload Formats.

Public 24/24