webforms Quick Reference

Transcription

1 Page 1 of 14 webforms Quick Reference Version 12.0 Background & Overview webforms is the latest addition to the Woolworths and B2B product range. Ideal for s who are yet to become EDI (Electronic Data Interchange) capable and a natural replacement for fax & , webforms is a new and exciting web based application which has been introduced FREE of CHARGE for Woolworths s. webforms provides s with an opportunity to trade electronically and enjoy similar benefits to those currently engaged in EDI with Woolworths. Recommended system requirements for webforms include; A reliable internet connection (broadband is recommended) Microsoft Internet Explorer TM version 7.0 or higher Adobe Acrobat Reader TM version 11 or higher Note: Adobe Acrobat Reader can be downloaded free from In this Quick Reference 1. Contact Us 2. Tips & General Notes 3. Supply Chain Process Overview 4. Logging In 5. Document Management 6. Accessing Purchase Orders (PO) 7. Creating a Purchase Order Acknowledgement (POA) 8. Reviewing Purchase Order Changes (POC) 9. Creating an Invoice and Delivery Docket 10. Invoicing Random Weight Article 11. Printing Documents 12. Exporting All Transactional Documents 13. Searching for Documents 14. Creating a User Group 15. Creating a User 16. Partner Configuration 17. Manage Folders 18. Frequently Asked Questions (FAQ s)

2 Contact Us The ebusiness Team are contactable for all webforms related support and enquiries on; Page 2 of 14 For Woolworths s: For Progressive s: (8.30am to 5pm Mon Fri AEST) ebusiness@woolworths.com.au (8.30am to 5pm Mon - Fri AEST) ebusiness@woolworths.com.au Tips & General Notes 1. In the event of an extended webforms outage your Purchase Orders may be transmitted via fax or . Please ensure your fax number and address with Woolworths are correct and up to date. We will contact you prior to invoking this plan. 2. Purchase Order notifications are sent to the nominated address provided during the registration process. Should you wish to alter the recipient, or add additional recipients, please see the Partner Configuration section of this document. 3. Forgotten Password Should you be unable to recall your password, enter your Organisation ID and User ID then click on Forgotten Password? on the Login page. A new password will be ed to the address defined for the Administrator Login (as set up during the registration process or after modification of the Administrator User within the User Accounts function in webforms) Supply Chain Process Overview Woolworths currently supports three supply chain processes. Direct to Store (DSD) deliveries, Distribution Centre (DC) deliveries and Fresh Produce (Fruit & Veg.) deliveries. Distribution Centre (DC) Purchase Orders Woolworths generates Purchase Order views / opens Purchase Order generates a Purchase Order Acknowledgement If required, Woolworths sends a Purchase Order Change detailing all changes ships the goods with 2 non-costed delivery dockets generates and sends an electronic Invoice Direct to Store (DSD) Purchase Orders Woolworths generates Purchase Order views / opens Purchase Order advises store if the order cannot be supplied in full advises Woolworths Business Manager of any price discrepancies ships the goods with 2 non-costed delivery dockets generates and sends an electronic Invoice Fresh Produce (Fruit & Veg.) Purchase Orders Woolworths generates Purchase Order views / opens Purchase Order advises Woolworths Business Manager of any price discrepancies Woolworths sends a Purchase Order Change detailing all changes ships the goods with 2 non-costed delivery dockets generates and sends an electronic Invoice

3 Logging In Page 3 of 14 To login to webforms; 1. Launch your Internet Explorer web browser. 2. Go to; Woolworths Progressive 3. Enter your login details, and click Save Login Details. 4. Click Login. Result: You should now be able to access your webforms account. 5. Upon first login, you are required to: a) Change your password. Enter the password provided to you with your login details and then enter a new password of your choice twice in the fields provided. Click Save. b) Accept the Terms and Conditions Disclaimer before continuing to your webforms account. Once viewed and satisfied, accept the Disclaimer by clicking the I Accept button. Note: This step is only required for first time login. Document Management Document Management is represented by a number of folders and functions similar to applications (e.g. Microsoft Outlook). The Inbox, Draft, Outbox, Error, Sent and Deleted folders are default folders under Document Management. The folders under Document Management retain 3 months of Historical data. After a period of 3 months, from the date webforms received or raised the document, ALL documents are automatically deleted and cannot be retrieved. Note: Should you require the documents longer than 3 months, you will need to print a hard copy and/or save them to your computer before the 3 month period has elapsed. Folder Inbox Description All Purchase Orders will be delivered into the Inbox folder. Unopened Purchase Orders appear in bold font. Tip: To refresh the Inbox click on the refresh icon on the web browser. Draft Outbox This Draft folder is a temporary storage folder for saved documents yet to be finalised and sent to Woolworths. The Outbox holds messages that are in the process of being sent from webforms to Woolworths. Tip: Messages sitting for extended periods in the Outbox i.e. longer than 24 hours could indicate a problem with webforms. If the problem persists, contact your webforms administrator or Woolworth s ebusiness Support. Error Sent Deleted This folder is not applicable to Woolworths at this time. The Sent folder contains documents that have successfully been sent from webforms to Woolworths. The Deleted folder contains documents that a user has selected to delete in webforms from other folders. If documents are deleted by a user when in this folder they will be permanently deleted from webforms.

4 Accessing Purchase Orders Page 4 of 14 To access your Purchase Orders in webforms; 1. Click on Inbox located under Document Management. Result: The In-Box Summary Screen appears. All Purchase Orders and Purchase Order Changes are listed in Due Date Order. Un-opened Orders appear in bold. Note: For your reference, if your document number begins with an S it is a DC order from CASS, if it begins with a D then it is a DSD order from CASS/SAP and if it begins with 00 then it is a DC/DSD/Fresh Produce (Fruit & Veg.) order from SAP. 2. Click on the Purchase Order Document Number link. Result: You should now be able to view the selected Purchase Order. Creating a Purchase Order Acknowledgement (This process is NOT applicable to Fresh Produce (Fruit & Veg.) or Direct to Store s) Purchase Order Acknowledgements are only required for Distribution Centre (DC) / (Warehouse orders) and provide three options; Accept, Reject and Modify. s who deliver Direct to Stores or who are Fresh Produce (Fruit & Veg.) s are not required to create and send a Purchase Order Acknowledgement. To generate a Purchase Order Acknowledgement; 1. Access a Purchase Order (see Accessing Purchase Orders section of this document). 2. On the Purchase Order screen click on one of the Accept, Reject or Modify options in the top right corner of the order. You do not need to select the individual line items. If you select: 'Accept' This is an acknowledgement that you are accepting the order in full. 'Reject This is an acknowledgement that you are rejecting the order in full. Modify This is an acknowledgement that only parts of the order can be met, or changes are required to the purchase order information. You do not need to select the lines to be modified; all lines will be copied to the Modify screen where you can modify only the lines and data that need changing. Note: It is important that if any information on the purchase order is in error, you need to select Modify and update the relevant data. You will also need to contact your buyer / category manager and advise them of the potential data error. 3. Enter details into the Your Reference No field (number / reference relevant to your Company. It does not need to be the Invoice number). 4. If you choose to modify a Purchase Order, you will have the ability to modify the following information: a. ORD QTY (Ordered Quantity) b. Requested Delivery Date & Time 5. Click Send.

5 Page 5 of 14 Creating a Purchase Order Acknowledgement (Cont ) 6. You will be prompted to confirm that you want the Purchase Order Acknowledgement to be sent; click OK. Notes: - Should you click on Save the document will be stored in the Drafts folder, located under Document Management and the Purchase Order Acknowledgement will not be sent to Woolworths until you select the Send option. - Text entered in the remarks field is for your records only and is not transmitted to Woolworths (the option to enter text is only applicable to an Accept and Reject Purchase Order Acknowledgement type only) - Purchase Order Acknowledgements must be sent for all original Purchase Orders, prior to a Purchase Order Change being received. - Purchase Order Acknowledgements are not required on Change Orders. You will not have the option on the Change Order screen to Accept, Reject or Modify. You will need to contact your buyer / category manager. Reviewing Purchase Order Changes (This process is NOT applicable to Direct to Store s) Purchase Order Changes can be identified in your Inbox by the document type (i.e. Change order) and the version number (i.e. a version number that is greater than 000 for DC orders / 001 for Fresh Produce orders). s who deliver to Distribution Centres (DC s) / (Warehouses) or who are Fresh Produce (Fruit & Veg.) s will receive Purchase Order Changes in their webforms account. Purchase Order Changes are sent from Woolworths for some of the following reasons: a. To update the required quantity or price b. As confirmation from Woolworths of changes received from the on their Purchase Order Acknowledgment c. To advise of changes to delivery date and/or time Once a Purchase Order Change is received the original Purchase Order s status in webforms will be updated to Inactive. Purchase Order Acknowledgements cannot be sent for Inactive Purchase Orders or for Purchase Order Changes. By default, a Change Purchase Order will be compared to the previous Purchase Order or Purchase Order Change version. Changes are outlined in red on the Purchase Order screen. Note: To turn off the compare mode select the Off option at -. When opening a Purchase Order Change, changes can be identified at each line item level. Unique prefixes are displayed in the ST Column indicating the nature of the change; C A change to the order line A Line item added D Line item deleted Blank no change

6 Creating an Invoice and Delivery Docket Page 6 of 14 Electronic Invoicing allows s to create and send invoices for Purchase Orders received. webforms also provides functionality for s to produce Delivery Dockets (Picking Slips / Shipping Manifest) which are Woolworths compliant. A non-costed delivery docket is similar to a traditional costed invoice minus any dollar ($) values and the Tax Invoice label. Two (2) Delivery Dockets are required to be printed; one for Woolworths and one for the driver as proof of delivery (POD). Non costed Delivery Dockets must accompany goods delivered to Woolworth s Stores or DC s. Hard Copy Tax Invoices should NOT be sent for deliveries invoiced through webforms. If creating your own Delivery Docket it must contain the following information at a minimum (in addition to the standard identification elements such as company name): Line item identification (excluding values) Product Description and GTIN Line items quantities (excluding values) number and Unit of Measure Purchase Order number Delivery location (eg. Store number, name, division and address) and Date To create an invoice and/or delivery docket; 1. Select the Purchase Order or Purchase Order Change to be Invoiced from the In Box summary list by clicking on the document number to open it. Note: For s who deliver to DC s you should only be invoicing a Purchase Order or Purchase Order Change after a Purchase Order Acknowledgement has been sent. 2. Select the check box adjacent to the Order Line Item (s) you intend to Invoice. Tip: Only select a checkbox for line items which are to be invoiced. Alternatively, select the checkbox adjacent to Order Line No to select all lines in the Purchase Order. Line items on a modified Purchase Order Acknowledgment with a zero '0' quantity should NOT be invoiced. 3. Click on Add to Invoice (located just above item detail lines). Result: If the Purchase Order has been previously saved (appears in Drafts folder) or Invoiced, the Create Invoice with Customer Order Reference screen appears, otherwise the Invoice screen appears with all the data from the Purchase Order displayed. Note: You can locate any existing Invoice by entering the Invoice number in the Document Search function. 4. If an Invoice already exists for the Purchase Order select Create New Invoice or Add to Existing Invoice. If choosing Add to Existing Invoice select an Invoice Number and then add or amend the data displayed on the invoice screen as required. Note: Only one Invoice for each Purchase Order can be sent to Woolworths. 5. Enter your Invoice Number (for newly created Invoices only). Note: If available, please use the relevant invoice number from your internal ERP system.

7 Creating an Invoice and Delivery Docket (cont ) Page 7 of Select the relevant Invoice Type from the drop down box. Note: a Corrected Invoice type should only be selected if being sent within 24 hours of the original Invoice. 7. Select Invoice date from the field provided if different from today s date. 8. If a Delivery Docket is required enter a Delivery Docket number (reference number relevant to your Company; it can be the same as your Invoice number). 9. If required, enter a reference into the Customer Reference Number field. Note: This field is not mandatory so it can be left blank. 10. Review your ABN / GST and Remit to Vendor numbers within the invoice and update the selection if required. 11. Update your line item information if required (e.g. GTIN, QTY, Price and Consumer Units). Note: If you supply random weight products please refer to Invoicing Random Weight Article. 12. Click on the Save option. This will calculate totals within the Invoice and provide a link to print the Delivery Docket (if a Delivery Docket number was entered in step 8). Note: Once saved the invoice will be stored in the Drafts folder, located under Document Management. The Invoice will not be sent to Woolworths until you perform step If a Delivery Docket number was entered in step 8 then: a. Adjacent to the Delivery Docket number appears a link to Print Delivery Docket. Select the link to open the Delivery Docket as a PDF version. b. Click Print and print out 2 copies one for Woolworths and one for the driver as proof of delivery. Attach the Delivery Dockets to the goods before shipping. 14. Now you need to send the Invoice. Click Send. You will be prompted with a confirmation message. Click Ok. Result: Your invoice will now be sent to Woolworths electronically.

8 Invoicing Random Weight Article Page 8 of 14 As part of an ongoing plan to increase efficiency and improve service to our customers, the Woolworths Galaxy Program is introducing SAP software-based finance and merchandising solution. Woolworths are changing the way we display the cost for a random weight article on Purchase Order and Invoice in webforms. The random weight articles will now display the cost per the purchase order unit of measure. In most cases, this will be the cost per carton. For example, a 10 kg carton random weight article would be changed from 1.34 per kg to per carton (10 kg). If you supply any Woolworths Store or Distribution Centre (DC) / (Warehouse) which has moved to SAP and use webforms for the invoicing of random weight articles, you re required to adjust Consumer Units and Qty for random weight articles to invoice correct total (Amount Payable) for the goods you supplied. To adjust an invoice for a SAP Purchase Order with random weight article(s); 1. Perform step 1 to step 10 in Creating an Invoice and Delivery Docket. 2. Change Consumer Units to 1 (kg) for random weight article(s). 3. Input Quantity in kg for the goods you supplied. 4. Check the Amount payable is correctly calculated. 5. Perform step 12 to step 14 in Creating an Invoice and Delivery Docket. Example Invoice screen for random weight articles:

9 Printing Documents webforms provides functionality for the printing of documents. To print documents in webforms; Page 9 of Locate the document you wish to print. 2. Option 1: Tick the checkbox adjacent to document to print and select the print link at the top right hand of the screen. To print multiple documents; select the box for each document or select the check box at the top and all purchase orders will be automatically selected. Result: All selected documents will open within one PDF document for you to print. Note: Printing multiple documents is only available for up to 25 documents at a time 3. Option 2: Select the link on the Document you wish to print and open the Document. Select the Print link at the top right hand side of the screen. Result: The Purchase Order will be displayed in a PDF document for you to print. Exporting all Transactional Documents The Export function allows users to download transactional data in Mincom XML (Extensible Mark-up Language) or Woolworths EDIFACT format EANCOM2002b. To export documents in Mincom XML or EDIFACT format; 1. Locate the document you wish to export / download. 2. Open the document you wish to export. 3. Click on 'Export'. 4. Select the download format under the heading Type. You will then be prompted to open or save the document. Select the Save option to save a copy of the download format, alternatively select Open to load the data into your web browser for viewing. Searching for Documents The Search function in webforms allows users to locate documents. To search for a document; 1. Click on 'Search Documents'. 2. Complete the required search criteria. Note: Your Document Number is your Woolworths document number e.g. Purchase Order, Invoice number. 3. Select 'Submit'. Result: All found Documents within the entered criteria will now be displayed in a list.

10 Creating a User Group Page 10 of 14 Please note: User Groups are required to be configured prior to creating new users. Creating user groups provides the Administrator user with the opportunity to assign limited permissions to specific groups or users. To create a User Group; 1. Open Administration menu by clicking on the icon. 2. Click on 'User Groups'. 3. Click on 'Create'. 4. Enter the name of the 'User Group' you wish to create (e.g. NSW - reference relevant to you). 5. Click on the permissions to be allocated to the user group from the 'Available Permissions' field. Tip: Multiple selections can be performed by holding the control key (Ctrl) and using the cursor to select the items you wish to move across into the Permissions box. Alternatively, to select all permissions, hold the shift key and the down arrow key until all permissions have been highlighted. Note: webforms currently lists permissions that may not be applicable to Woolworths. For a listing of the permissions relevant to Woolworths contact the Woolworths ebusiness Team. 6. Click on the icon to move permissions selected to the 'Current Permissions field. 7. Click on 'Save'. Result: The User Group has been created. Creating a User Please note: User Groups are required to be configured prior to creating new users. Please see Creating a User Group detailed steps above. Creating a user allows each individual within an organisation to access webforms with a unique User ID and password. It also allows the Administrator user to define permissions for the specific user based on their role in the organisation. It is recommended that there are multiple users for each Trading Partner for auditing reasons. To create a user; 1. Open Administration menu by clicking on icon. 2. Click on 'User Accounts'. 3. Click on 'Create'. 4. Enter new user information. Tip: Ensure all addresses are accurate. Should you reset a password; details will be forwarded to the nominated address. 5. Select relevant Group from the 'All User Groups' field. 6. Click on the icon to move to the 'Member' field. 7. Click on Save. Result: New user has been created.

11 Partner Configuration Page 11 of 14 Partner Configuration allows you to update company information such as ABN/ GST numbers, Remit to Vendor numbers and Purchase Order notification addresses. To update your company details, including the addresses for your Purchase Order Notifications; 1. Open Administration menu by clicking on icon. 2. Click on Partner Configuration. Result: The screen will display two tabs that you can select Selection Lists and Partner Contact. 3. Click on the Selection Lists tab to update your company s information; a. Select the box next to the ABN / GST or Remit to Vendor number to be amended or deleted. b. Change data if required (number and related name) and click on Save. c. Click on Delete if required. 4. Click on the Partner Profile tab to update your company s webforms contact details. a. Enter new or updated information. Tip: Ensure all addresses are accurate and use a comma to separate additional addresses. b. Click on Save. Result: After selecting Save or Delete the system will display a message requesting that you log off for the changes to take effect. When you log back in to webforms the updated information will appear on the screen, and it will be used by webforms from that point onwards. Note: New or updated information will be ed to Woolworths (for webforms purposes only) and to all addresses defined in the Partner Profile tab. If multiple addresses are entered all addresses will receive an notification when a Purchase Order is received in webforms. Manage Folders The Manage Folders function in webforms allows you to set up new folders; change the folder names or delete folders (for user created folders only). To manage your Folders in webforms; 1. Open the Administration menu by clicking on icon. 2. Click on 'Manage Folders'. 3. You have three options for user created folders: - Create to set up a new folder. - Modify to change the folder name - Delete to delete the folder 4. If creating a new folder click on the Create link and then enter the Folder Name (Name relevant to you). If modifying a folder select the folder and click on Modify. Update the folder name as required. If deleting a folder select the folder and click on Delete. 5. Click on Save. Result: The folder will be created and or updated as you have entered. For added folders these will now be listed under Document Mgmt menu. 6. To move documents to another folder simply access the summary listing from any standard webforms folder and select the document you want to move. Click on the Move Document To drop down list and select the folder you want to move the document into.

12 Frequently Asked Questions (FAQ s) Page 12 of 14 QUESTION How secure is webforms? How do I access webforms? What is my username? ANSWER webforms uses 128bit SSL (Secure Socket Layer Encryption) common to many secure web based applications. webforms has its own 3 tier firewall protection, security administration, intrusion detection, virus protection, authentication and authorisation; and encryption offering strong data integrity and confidentiality. Other than the method described in the Logging In section of this document, you can access webforms via the Woolworths Vendor Website; > Topic Centre > ebusiness > Launch webforms If you are unsure of your user name, contact your organisations webforms Administrator. The Administrator User controls your internal User s Groups & Profiles. If you require further assistance contact the Woolworth s ebusiness Support on the numbers at the beginning of this document. How do I reset my password? On the webforms login screen click on the Forgotten Password? button. Your new password will be ed to your address, as defined for the Administrator login, within a few minutes. How do I change my password? I need to change the address that Woolworths sends the Purchase Order alerts. Can I register more than 1 address to receive the Purchase Order notifications? What is a Group Address? I have received an advising me that a Purchase Order has been sent to me but I cannot locate it in my inbox. I am unable to print my Purchase Order; my computer is asking me to select an application to open the Purchase Order? Can I print more than one Purchase Order at a time? My Purchase Order is showing incorrect information (i.e. GTIN, prices, descriptions), what do I do to have this rectified? On the webforms login screen enter your Organisation ID, User ID and Password and then click on the Change Password Button. A screen will appear where you will be prompted to enter your existing password and your new password twice (for confirmation). Use the Partner Configuration menu on the bottom left. See the Quick Reference Guide Partner Configuration section. Yes. See the Quick Reference Guide Partner Configuration section. This is an address accessible by more than one user in your organisation. It is recommended that group addresses be used for Purchase Order alerts. This is to ensure that there is always access and visibility of new Purchase Orders. Your webforms session may have timed out. If your session has timed out you will be required to login again. If you are already logged into webforms and have the Inbox open you may need to refresh your browser. To refresh press F5 or click the refresh option in your web browser, your most recent orders should be visible at the top of the Inbox list. Adobe Acrobat Version 11 or higher is required to view documents in webforms. Visit to download Adobe Acrobat. Yes. Refer to the Quick Reference Guide Printing options. You will need to make contact with your Woolworths buyer / category manager.

13 Page 13 of 14 QUESTION When I send through a Modified Purchase Order Acknowledgement will the changes be updated on the original purchase order? I have acknowledged my Purchase Order but need to make a change to the acknowledgement. Do I need to acknowledge my Purchase Order if it is for a store? The status of a Purchase Order appears incorrect e.g. I have Invoiced the Purchase Order but the status is still showing as Modified on the In Box summary screen. ANSWER No. The original Purchase Order will not be updated with changes made on the Purchase Order Acknowledgement. The relevant buyer / category manager will review your changes and resend the order, if applicable. However when you invoice the order the updated information will be shown on the Invoice screen. You will need to make contact with your Woolworths buyer / category manager. No. If you have any questions please contact the Store directly. It could be that the document (Invoice) has only been saved and not sent. Open the Purchase Order and on the Customer Order screen select the View Audit Details button (on the right hand side of the screen just above the line item information). A screen will appear that shows the actions that have been performed on the Purchase Order and the associated document numbers. You can search on the document number if you wish to locate it to view the details. Am I required to send invoices using webforms? What is my RTV Number? Yes. All invoices for Purchase Orders received in webforms must be sent electronically using the webforms function. Please do not send a hard copy of the invoice in the mail or attach it to the goods. Your RTV number is your Remit to Vendor number that is required on all invoices. This is a different number to your Vendor number (however you will notice that the first five digits are the same) and it will appear on your Purchase Order. If you have any questions in relation to your RTV number please contact our Transaction Processing Centre (TPC) on: Phone: tpc@woolworths.com.au What paperwork do I send with the goods? Do I have to use the webforms delivery docket functionality? You no longer send the invoice with the goods. You must send two (2) un-costed delivery dockets. One is required for Woolworths and the other is required for the driver as proof of delivery. No. You can use your own format Delivery Docket as long as it contains the following information (in addition to standard identification elements such as company name); - Line Item Identification (excluding values) - Line Item quantities (excluding values) - Purchase Order Number - Delivery Location and Date Can I print multiple Delivery Dockets or Invoices at the one time? How do I reprint an existing Delivery Docket? No. Not at the moment. Go into your Sent Items folder and select the Invoice related to the Delivery Docket. Open the Invoice and select the Delivery Docket link. The Delivery Docket will then be displayed for you to print.

14 Page 14 of 14 QUESTION Can I make adjustments to an invoice already sent to Woolworths? ANSWER Should you require any adjustments to be made to an original tax invoice which has been sent you will be required to generate another invoice by selecting Corrected Invoice from the 'Invoice Type' when generating the Invoice in webforms. Corrected Invoices will only be accepted if created within 24 hours of the original invoice being sent. If an invoice needs correcting outside of the 24 hours contact (TPC): Phone: tpc@woolworths.com.au I have noticed messages sitting in my Outbox for extended periods. I was logged on earlier in the day and now I cannot logon again. Verify you have connectivity, refresh your outbox by clicking on (refresh icon) on your web browser. If the problem persists, for longer than 24 hours, please contact your webforms administrator or the Woolworth s ebusiness team. You need to ensure that you log off using the Logout link on the screen. If the system times you out and logs you off automatically you need to wait for approximately 1 hour before trying to log back in again. If you still have problems clear your cookies and temporary internet files and restart your computer. I have multiple webforms accounts. Can I log onto more than one webforms account at the same time. Do you have a demo website? Can I get a dummy/test order before I go live? No. Internet browsers do not support more than one webforms session being run at the same time. You should only logon to one account at the one time and logout correctly before logging on to another webforms account; otherwise there may be issues with logging on to your account. No. Not at the moment. No. We do not have this facility at present. END OF DOCUMENT