April 2010 2007, 2008, 2009, 2010 GXS, Inc. All Rights Reserved. Licenses and Trademarks All product names are copyrights and registered trademarks/tradenames of their respective owners. Information in this document is subject to change without notice. GXS reserves the right to change (upgrade) data to provide the most accurate, reliable quality product available. Specific mention of a product in this document is not a guarantee by GXS of complete hardware and software compatibility with your data processing system.
What is GXS Trading Grid Online?...1 Supported web browsers... 1 What are Intelligent Web Forms?... 1 Trading Grid components... 2 Getting started with the Trading Grid...3 Access the Trading Grid... 3 Your Operations Center... 3 The Message Center... 3 To access your alerts, announcements, or invitations... 4 To access your documents... 4 Navigate the Trading Grid... 5 Your personal profile... 5 Configure a Trading Grid page... 7 Step 1 Adding your Company users...11 Step 2 Defining service contacts...16 Step 3 Defining service alerts...18 Working with your documents and files...23 Your Inbox(es)... 23 Tips for using your Inbox(es)... 24 View a document (and attachment)... 25 Turn around a document... 25 Create a Ship Notice with labels for Store Direct Po s... 27 Create a Ship Notice with labels for Warehouse Po's 28 Packing cartons...29 Packing pallets... 33 Packing containers... 34 Assigning serial numbers... 34 Printing shipping labels... 34 Adding user-defined fields to the shipment... 35 After all line item units are packed..... 36 Delete a document(s) or file(s)... 36 Sending documents or files...38 Your Sendbox(es)... 38 Tips for using your Sendbox(es)... 39 Modify a document or Resend a document (with or without updates)... 40 Resend a file(s)... 41 Without updates... 41 With updates... 41 Technical support...42 Online help... 42 Online tutorial... 42 Online Knowledge Base... 43 FAQs, email, online chat, telephone... 44 Appendix Downloading the Document Viewer...46
What is GXS Trading Grid Online? GXS Trading Grid Online is one of the world s largest electronic business communities. It is a global integration platform that uniquely enables and streamlines cross-enterprise business processes. Supported web browsers You can use following web browsers with the Trading Grid. Internet Explorer 5.5+ Firefox 2+ Other web browsers may not be used with the Trading Grid, including Opera Safari What are Intelligent Web Forms? Intelligent Web Forms is a service within the GXS Trading Grid that enables small to medium-size businesses (SMBs) to receive, turn around, create and manage B2B electronic commerce documents using only a web browser. Some features are Document Management View, edit, create and manage electronic documents such as Purchase Orders, Invoices, Ship Notices and Remittance Advices. Message Dashboard Stay up-to-date with summary information about documents sent and received, alerts and customer notifications. Intelligent Search Easy-to-use search capability lets you search by document number, document type, trading partner, date, status and more from anywhere in the application. Customizable Business Rules Built-in data validation, pre-populated forms and template capabilities increase data accuracy, avoid duplicative re-keying and minimize errors. ASN, Barcode, and Packing Option Effectively manage customers ASN requirements, pack shipments and create customer-compliant shipping labels without having to purchase and maintain additional software. Note Because which Trading Grid module (TGO or IWF) performs which function is not significant, the rest of this document will simply use the term Trading Grid. Trading Grid IWF User Guide 1
Trading Grid components The following components comprise the Trading Grid. Operations Center The Operations Center is your central point of information. Up-to-the-minute message dashboards provide summary information about alerts, customer notices, and document statistics. The dynamic interface enables personalization, so you can easily configure the contents, sequence, and appearance of the items on the page. Document Manager Document Manager helps streamline your business operations. Key functionality includes Management of electronic documents Purchase Orders, Invoices, Ship Notices, and Remittance Advice documents all in one area of the application Built-in data validation increases that data accuracy Pre-populated forms and templates that avoid duplicating data and minimize data entry errors Data download options to save form data in a CSV (comma-separated value) file for subsequent manipulation in an Excel spreadsheet or other database tool. Account Manager The Account Manager component provides the tools for you to manage your Trading Grid Service account. In this component you also manage your Trading Partner relationships. 2 Trading Grid IWF User Guide
Getting started with the Trading Grid Access the Trading Grid To access the GXS Trading grid, type (or copy and paste) this URL https://tradinggrid.gxs.com/ into the Address area of your Internet browser. Log onto the Trading Grid using the User ID and password that you created when you registered. Your Operations Center This is your landing or home page each time you log onto the Trading Grid. The Message Center The Message Center is the focal point of your service. You should frequently check your Message Dashboard for new messages that require your attention. The Message Dashboard displays the Type of messages by category. Alerts messages containing information that you should know about and may require your attention. Announcements messages that notify you of Trading Grid issues or events. New Features messages about new functions that are coming, or that have recently been implemented into the Trading Grid. Invitations current invitation statistics. For each Type of message, the dashboard shows the Number of New messages that you have not yet opened. Date that you received the newest message (Last Received). In your Message Dashboard, click a link to read, save, or delete a message(s). Trading Grid IWF User Guide 3
To access your alerts, announcements, or invitations 1 In the Type column click the Alerts, Announcements, or Invitations link. 2 To the right of the dashboard, the applicable messages appear in a list. Click on a message to read it. 3 To retain a message(s), select the message(s), click Actions, and select Save. This message(s) is saved until you delete it. 4 To remove a message(s) before it is automatically deleted, select the message(s), click Actions, and select Delete. Note Alert messages sent by a Trading Grid service are deleted from your dashboard after the number of days specified in the message. Announcement and New Feature messages are deleted after the number of days specified by your Message Center Administrator. To access your documents 1 In the Type column click the Document Manager link. 2 To the right of the Message Dashboard, a summary of your documents appears. 3 To retain a message(s), select the message(s), click Actions, and select Save. This message(s) is saved until you delete it. 4 To remove a message(s) before it is automatically deleted, select the message(s), click Actions, and select Delete. 5 To access your Inbox or Sendbox, click the number in the applicable Total column. 4 Trading Grid IWF User Guide
Navigate the Trading Grid If this is your first time accessing the Trading Grid, we recommend that you view the Site Tour tutorial, which explains how to navigate the Trading Grid. To do so, at the top-right of the page, click the Site Tour link. Your personal profile Your personal profile within the Trading Grid contains information you entered during registration. To access your profile, at the top-right of the page, click the My Profile link. The My Profile page appears with your personal information. Trading Grid IWF User Guide 5
You can change your personal information, User ID, and Password. To change your... Do this... Personal information User ID Password 1 Change the applicable information. 2 At the top of the page, click Actions and then click Save. 1 On the left side of the page, click the Change User ID action. 2 Enter new data into all required fields. 3 When you are done, click Actions and then click Submit. Or, click the Submit button. 1 On the left side of the page, click the Change Password action. 2 Enter new data into all required fields. 3 When you are done, click Actions and then click Submit. Or, click the Submit button. Note that your Community Manager may have defined password policies, such as an expiration time period or password content restrictions, for all Companies in your community. Additionally, your Company Administrator or Account Manager may have expanded these policies for all Trading Grid users at your Company. If you scroll down to the Service Access section, you will see a listing of the services those that are checked are the ones you were approved to access and use. You cannot change your access privileges; this can be done only by your company s Trading Grid Administrator. 6 Trading Grid IWF User Guide
Configure a Trading Grid page At any time, you can change the layout and the contents displayed on the Operations Center page, or any other configurable Trading Grid page. Or, you can copy up to five other components to your Operations Center home page. To configure the Operations Center page, 1 On the right side of the Operations Center title line, click the (Configure) icon. Note If you do not see this icon, the Trading Grid page you are on is not configurable. 2 If necessary, in the Configure this Page area that displays, click the button to see your available components. Trading Grid IWF User Guide 7
The area refreshes, displaying components available for you to copy to your Operations Center page. 3 To copy a component(s) to your Operations Center page, a In the Page Components section, select the Copy to Ops Center option for the applicable component(s). For example, b Then, click the Set Components button. The area re-displays with the new component moved to the Configure This Page section. 8 Trading Grid IWF User Guide
c You can change the system default order for displaying the components as follows. d The system default is to minimize the components that you copy. To maximize 1 or more of the components, in the Minimize column, deselect the Minimize option. Trading Grid IWF User Guide 9
e When you are done, click the Apply button. Trading Grid immediately configures the page according to the specifications that you entered. 4 Other ways you can configure the page are To hide component data on the page, select the Minimize option for the applicable component. Once a component is minimized, you can see its content at any time by clicking its button. Then, click the Apply button. To remove a component that you copied into this page, select the Remove option for the applicable component. Then, click the Apply button. To change the sequence of components on the page, in the Order column, number the components in the order you want them to appear. Then, click the Apply button. 10 Trading Grid IWF User Guide
Step 1 Adding your Company users When you create a new user via the User Management service, in essence, you are registering the user and bypassing the invitation process. Once you create the user account following these steps, that person is ready to access and work within the Trading Grid. 1 Log into the Trading Grid and click the Account Manager tab. The Company Profile page appears. 2 On the left side of the Company Profile page, click User Management. The User List page displays, listing all of your Company users, and for each user displays the User Name of the user Click the name to see more information about the user. User ID Generally, this is the user's email address. Status Whether the user is currently Active The user registered and was approved to participate in the Trading Grid. Inactive The user registered, but is not currently participating in the Trading Grid. Incomplete The user registered, but has not yet been approved to participate in the Trading Grid. Trading Grid IWF User Guide 11
3 Above the Users list, click Actions and then click Create New User. 4 On the Step 1: User Information page that appears, enter all the information for the user. 5 When you are ready, at the bottom of the page, click the Next Step button. 12 Trading Grid IWF User Guide
6 On the Step 2: Service Privileges page that appears, Select the Service Instance(s), i.e., subscription package(s) and the options, i.e., privileges, for each Service Instance that you want the user to have. By default, all options are selected for any Service Instance that you select. Select the Role(s) of the new user. 7 When you are ready, at the bottom of the page, click the Next Step button. Trading Grid IWF User Guide 13
8 On the Step 3: Review page, carefully review the information, especially the Service Selection instances and options. 9 To make any changes, at the bottom of the page, click the Previous Step button and go back to the applicable step and make your changes. Then, click the Next Step button to return to this page. 10 When you are ready, click the Submit button to enter the person into the Trading Grid. 14 Trading Grid IWF User Guide
11 At the confirmation prompt, on the left side of the page, click the Users link to return to the User List page. The new user appears in the User List. 12 At any time you can activate, deactivate, or delete a user. To do so, a Select the user(s). You can select more than one user at a time, but you must perform the same function for all selected users. b Above the Users list, click Actions and then click Activate to authorize the user to access the Trading Grid. Deactivate to temporarily prevent the user from using the Trading Grid. Delete to permanently remove the user and all his or her data from the Trading Grid. c If applicable, at the confirmation prompt, click Yes. Trading Grid IWF User Guide 15
Step 2 Defining service contacts The Trading Grid Event Management feature lets you determine who, if anyone, should be notified by email when an alert, which you define in Step 3, occurs. This is a centralized area where you can define, at the company level, who should receive specific notifications, who should be the default contact for service messages and outages, and who you want notified as a result of the rules and alerts you define for your Inbox(es). 1 From any Trading Grid page, click the Account Manager tab. 2 On the left side of the Company Profile page that appears, click Service Configuration. 3 On the left side of the Service Configuration page that appears, click Service Contacts. The Service Contacts page appears listing any contacts that you previously defined. For each contact, the listing shows First and last name of the person. Which alerts (Contact Type column) the person will be contacted about. Whether or not the person is a designated Default contact. Whether or not the person is a currently active contact (In-Use column). 4 At the top of the listing, click Actions, and then click Add New Contact. 16 Trading Grid IWF User Guide
5 On the Create New Service Contact page, enter the required information. 6 Optionally select the Contact Type(s). Based on your service subscription, you may or may not see all of the options below. Select the alert situation(s) for which you want the contact to receive notifications for. IWF Document Arrival Alerts Whenever a document interchange arrives in your Document Inbox. IWF File Arrival Alerts Whenever a file interchange arrives in your File Inbox. When you select an alert for the contact, Trading Grid automatically adds the contact to the notification list for that alert in Event Management. For example, if you previously subscribed to and now select the IWF Document Arrival Alerts option for this contact, and in Event Management you define a rule to generate an alert whenever a document interchange arrives in your Inbox, Trading Grid will automatically notify this contact. Likewise, if you subsequently delete this contact, Trading Grid will automatically delete this contact from IWF Document Arrival Alerts notification list. 7 Enter the Email Address for the contact. If the address you enter is for a pager, select the This is a Pager address option. 8 At the bottom of the page, click the Submit button. 9 On the Service Contact Request Complete page, click the Return to Service Contacts List link to return to that page. Your contact now appears in the listing on the Service Contact page. 10 Important You must have one default contact who receives the notifications for service messages and outages. Initially, Trading Grid assigned the Technical Contact from your Company Profile as your default contact. To assign a different one, d Select the applicable contact. e Click Actions, and then click Set as Default Contact. Trading Grid immediately reassigns the default contact job from the previous person to the one you just specified. Note that There can be only one default contact. To delete a contact that has the default role from your Contact Listing, you must first assign a new default contact then, you can delete the previous contact. Trading Grid IWF User Guide 17
Step 3 Defining service alerts For each Document Manager inbox, i.e., Document or File, that you subscribe to, you can set an Arrival Alert as soon as a document is placed in the mailbox, Trading Grid will send you an email message. You can request the alert for specific document types or specific Trading Partners or both. In addition, you can route the alert to different individuals within your company based on document type or Trading Partner or both. This is particularly useful for the user that checks his/her mailbox infrequently but wants to respond to orders from key clients as soon as possible. Important In order for the alerts to function properly, you must configure all alerts that you subscribed to. 1 From any Trading Grid page, click the Account Manager tab. 2 On the left side of the Company Profile page that appears, click Service Configuration. 3 On the left side of the Service Configuration page that appears, click Event Management. On the Document Manager and Rules and Alerts page, you see a listing of your alerts. Note that A Configure link under the alert indicates that you have not yet configured that alert; click Configure to define the rules and policies for that alert. A View/Modify link indicates that you configured the alert; click View/Modify to see or change the rules and policies you defined. 4 You can add multiple rules to an alert. To define a new rule for the alert, on the Document Manager Event Rules and Alerts page, for your first Document Manager inbox, in the Arrival Alert column, click either the Configure or View/Modify link. 5 On the Document Arrival Alerts page that appears, click Actions and then click Add Rule, or click the Add Arrival Alert button. 18 Trading Grid IWF User Guide
The Add Document Arrival Alert Rule page appears. 6 Specify a Trading Partner for the rule. a Click the adjacent Browse button. b Enter a complete or partial Company Name and click the Search by Company button. Or, just click the Search by Company button. c From the list of companies that display, select the applicable company and then click the Select button. Trading Grid IWF User Guide 19
The selected Company appears in the Trading Partner field. 7 Select the applicable Document Type, or select All. 20 Trading Grid IWF User Guide
8 Enter the Notify Contact information. These are the contacts that you defined in your Service Contacts list via the Defining Contacts procedure. a If you want the Default Contact to receive the alert, click the adjacent box. You can click the Default Contact link to see the contact information. b If you want the Alert Contact(s), which you designated as contact for this alert in the Defining Contacts procedure, to receive the alert, click the adjacent box. You can click the Alert Contacts link to see the contact information. Trading Grid IWF User Guide 21
c If you want someone else to receive the alert, click the Other box, and then click the Modify List button. A list of all your service contacts appears select a contact from this list and then click the Submit button. If you do not see the contact you want in this list, you must define that contact via the Defining Contacts procedure. To remove a contact from the Other Contacts list, click the Modify List button. Deselect the contact from this list and then click the Submit button. 9 When you are done, click the Submit button at the bottom of the page. 10 Repeat these steps for your File Inbox, if applicable. 22 Trading Grid IWF User Guide
Working with your documents and files IMPORTANT Depending on your Company's subscription agreement and the permissions assigned to you by your Company Administrator, you may not see all of the functionality discussed in this section. Your Inbox(es) To access your Document Inbox or File Inbox, from any Trading Grid page, click the Document Manager tab. The page displays a listing of all documents and files that you have received within a 180-day period. For each document or file, the listing shows the following. Document Inbox Document ID Number identifying the document. (Po Number) You can click this number to see the document content. Trading Partner EDI address of the Trading Partner who sent the document. Document Type Whether the document is a Purchase Order, Invoice, Remittance Advice, Ship Notice, or Purchase Order Acknowledgment. Trading Grid IWF User Guide 23
File Inbox Trading Partner's ID EDI Address of the Trading Partner who sent the file. Number System generated number. You can click this number to see the file contents. Application Reference Type of file sent. Sender s Reference Sender s Transmission Reference number. Identifier for the file or the interchange control number. Status Current state of the document or file. New The document or file hasn't been opened yet. Read The document or file was opened. Downloaded The document or file contents were downloaded to your desktop. Turned Around A new document, based on this document, was created. For example, you can create and Invoice document from an Order document. You can click the Status to see a status history of document or file activity, e.g., when it was opened, when you replied to it, etc.. Date / Time Date and time when the current Status was applied. For example, if the Status is Read, the date specifies when you opened the document or file. Days before System Deletion Documents and files are retained in your Inbox for 45 days. This column displays the number of days before Trading Grid will delete the document or file from the system. Once deleted, you cannot retrieve the document or file. Comment Text comments entered by the Trading Partner, you, or both. Click on the text to read the entire comment. A icon in this column indicates there are no comments; click the icon to add a comment. Tips for using your Inbox(es) Trading Grid does not retain previous versions of a document or file; therefore, what you see is always the current version of the document or file. By default, the listing is sorted, in ascending order, by Document ID or file Number. You can resort the listing by another sortable column, in either ascending or descending order. A sortable column is designated by a next to the column name. At the top of the listing, there are icons that let you Print the entire listing click the icon Download the entire listing in an XML format click the icon. Download the entire listing in a CSV format click the icon. You can determine the number of documents or files that appear in each "page" of the list. To do so, at the bottom of the list, click the View dropdown and select the number. To find a specific document or file, click the Search icon. In the windowlet that opens, enter your search criteria in the appropriate section to find the document(s) or file(s) that you are looking for. Then, click the Submit Search button. The content area of the current page displays the results that match your search criteria. To view a document, click on the applicable Document ID. To view file content, click on the applicable file Number. 24 Trading Grid IWF User Guide
View a document (and attachment) 1 On any Trading Grid page, click the Document Manager tab. Or, on any Document Manager page, in the left area of the page, click Inbox. 2 In the document list, click the Document ID of the document you want to see. The Document View page displays your document contents. Turn around a document To turn around a document means to use one document to create another in the supply chain sequence. For example, you can open a Purchase Order document, and from it, create the invoice or ship notice. Follow these steps. 1 On any Trading Grid page, click the Document Manager tab. Or, on any Document Manager page, in the left area of the page, click Inbox. Trading Grid IWF User Guide 25
2 In the document list, select the document you want to turn around. Then, at the top of the list, click Actions and click Turn Around. 3 On the Turn Around Document page that appears, from the document type list, select the type of document that you want to create. 4 The new document form displays. Enter all pertinent information into the form. If the form has tabs, e.g., a Line Items tab as in the example below, click the tab and enter information in that portion of the form. 26 Trading Grid IWF User Guide
. 5 When you are done, click one of the following. Send to immediately send the document to your Trading Partner. The document will appear in your Document Sendbox with a status of Sent. Save to save the form and add the document to your Document Sendbox, where you can later send it; the document will have a status of Saved. Create a Ship Notice with labels for store direct Purchase Orders 1 Once in the Purchase order select Turnaround from the action menu. 2 From the Document Type list, select ASN with labels. 3 Your document form displays. Enter all pertinent information into the form. 4 Select a store number/ship to location from the drop down if there are multiple ship to locations on the Po. A separate ASN will need to be created for each ship to location. Trading Grid IWF User Guide 27
Create a Ship Notice with labels for Warehouse Shipped Purchase Orders 1 Once in the Purchase order select Turnaround from the action menu. 2 From the Document Type list, select ASN with labels. 3 Your document form displays. Enter all pertinent information into the form. 28 Trading Grid IWF User Guide
Packing 1 Once all pertinent information for the shipment is specified, at the top of your form, click the Pack button. The Packing page appears, where The Order section on the left displays the ship to store location. For each line item, the first number is the total number of units in the line item and the second number is the number units yet to be packed. The Packing section on the right is where you ll define packing units to include in the shipment, and their contents. You can click the Details link to see information for that specific Line Item. Trading Grid IWF User Guide 29
2 For this example we will pack the 40 item units in Line Item 44. Start by selecting a type of packaging from the Add selection list, e.g., Carton. Notes The types of packing units available in the Add selection list vary by community. It is best to start by creating the smallest packing units and working up to larger packing units. Most users will start with packing cartons. However, if you pack products directly onto a pallet or into another type of packing unit, start with the lowest-level type of packing unit you need. 3 In the Qty field, specify the number of the selected packaging units you want to create. Important If you plan to use the Replicate tool, which we will do here, enter 1 as the quantity. Then, click the Add icon. The newly created packaging unit(s) appears in the Package(s) selection list on the right. 4 From the Package(s) selection list, select the packing unit that you just created, or in this case, Carton 00001. The selected packaging unit displays in the content section of the packing area. 30 Trading Grid IWF User Guide
5 On the left side of the page in the Order section, select the Line Item(s) to add to the packaging unit that is currently displayed on the right. Next, click the (Move Right) icon to add the item (or items) to the Packing area on the right. The item (or items) display in the packaging area on the right. Note that when a line item is added, the initial Packed Qty of line item units is zero. 6 In the Packed field, enter the number of line item units to pack in that packaging unit, in this example we ll pack 10 units in a carton. 7 Then, click anywhere on the page. The page redisplays showing the updated packing numbers in both the Order and Packing sections. Trading Grid IWF User Guide 31
8 If units still remain in the line item and you want the system to create and automatically pack an additional packing unit(s) with the same number of item units, you can use the Replicate function. To replicate the packing unit currently displayed, click the (Replicate) icon. The system creates enough packing units to pack the remainder of the line item units. The page redisplays indicating that all the units are packed with a 0 in the Unpacked column. In this example, the line item has 40 units, and the first carton was packed with 10 units. The Replicate function created 3 more cartons, packed with 10 line item units in each. You can click the Preview Packing button to see the units packed via the Replicate function. Note that you may need to add a final packing unit if there are still line item units left over after replicating packing units. 9 Repeat these steps until all items for the shipment are packed. Note that, in the Packing section you can Unpack the contents of a packing unit from the Package(s) drop down list, select the packing unit and then click the (Unpack) icon. Delete a packing unit select the packing unit and click the (Delete Container) icon. See the packing hierarchy click the Preview Packing button. See what is packed inside a packing unit click the Details link for the packing unit (details shown below). Your Buyer may request that you provide information on the fields in this window. 32 Trading Grid IWF User Guide
Packing pallets 10 If your "first-level" packing units, e.g., cartons, need to be loaded into another type of packing unit, e.g., pallets, you will need to go up a level. To do so, a Select a type of packaging from the Add selection list, e.g., Pallet. b In the Qty field, specify the number of the selected packaging units you want to create, and then click the (Add) icon. c From the Package(s) selection list, select the new package that you just created. For example, 11 Click the Associate Package button. The Associate Package windowlet appears. 12 Select the packing units to be packed into this unit. At the bottom of this windowlet, click the Associate button and then click the Close button. The units you just packed display in the packing area. For example, selecting all 4 cartons shows them now contained in Pallet 00001. Trading Grid IWF User Guide 33
13 Repeat these steps, as necessary. Packing containers 14 If your shipment requires a third level of packing, e.g., Container, perform Steps 16 19 substituting Container for Pallet. Assigning serial numbers 15 To assign the serial numbers for packing identification, on the left side of the page click the Update Packing Info button. At the confirmation prompt, click OK. The system assigns the packing serial numbers. 16 To view the serial numbers, click the Preview Packing button. For example, Printing shipping labels 17 To print shipping labels and reports, click the Print Labels/Reports button. The Label Reports windowlet opens, displaying the programs to print shipping labels for your community. The programs available in this window will vary by community. 34 Trading Grid IWF User Guide
18 Select the appropriate Label format and packing method. Standard Laser labels 4 up on an 8 ½ x 11 Thermal Roll Labels 4x6 The system generates the labels in PDF format and opens them in a PDF viewer window. 19 Use the print functions in the PDF viewer window to print the labels or reports. You can also save a copy of the labels or reports to your PC. Adding user-defined fields to the shipment 20 To add any user-defined fields to this shipment, click the (User-Defined Attributes) icon. Trading Grid IWF User Guide 35
21 In the windowlet that appears, enter the information and then click Save. After all line item units are packed... 22 After all line item units are packed in packing units, and your packing structure matches your actual shipment, you can save the packing information and return to the Ship Notice form. Make sure that you have printed the packing labels that you need, because, after the next step, you will not have the option to print labels and reports. Otherwise, to come back to this at a later time, click the Save and Exit button and come back to this step when you are ready. 23 Click the Update Packing Info button one final time. Confirm that your packing structure is accurate. 24 Click the Send button. 25 If your packing structure includes a Container, your community may require you to complete additional Container information. a At the prompt, click OK. b Click Edit Container Properties. c In the container information window, complete the information for each container in the shipment. d When you are ready to send the Ship Notice, click the Send button. Delete a document(s) or file(s) Trading Grid automatically removes documents from your Inbox and Sendbox, and deletes them from the system, after 180 days. However, you can do this yourself before the 180-day period is over, as follows. 1 Access your Document or File Inbox, or your Document or File Sendbox, whichever is applicable. 2 In the Select column, click the box preceding the document(s) or file(s) that you want to delete. 36 Trading Grid IWF User Guide
3 At the top of the listing, click Actions and then click Delete. At the confirmation prompt, click Yes or OK. Trading Grid IWF User Guide 37
Sending documents or files Your Sendbox(es) To access your Document Sendbox or File Sendbox, from any Trading Grid page, click the Document Manager tab. Then, on the left side of the page, click Sendbox. The page displays a listing of all documents and files that you have created, saved, or sent within a 45-day period. For each document or file, the listing shows the following. Document Sendbox Document ID Number identifying the document. You can click this number to see the document content. Trading Partner EDI address of the Trading Partner who receives the document. Document Type Whether the document is a Purchase Order, Invoice, Remittance Advice, Ship Notice, or Purchase Order Acknowledgment. 38 Trading Grid IWF User Guide
File Sendbox Trading Partner's ID EDI Address of the Trading Partner who receives the file. Number System generated number. You can click this number to see the file contents. Application Reference Specifies what type of data is in the file, e.g., 850. Sender s Reference Sender s Transmission Reference number. Identifier for the file or the interchange control number. Status Current state of the document or file. Saved You created or updated a document or file and saved it without sending it. Submitted When you click the Send button to send a document or file for the first time, this submits the document or file to the Trading Grid where it is checked for errors, etc. Then, if there are no errors, Trading Grid sends the document or file and the status changes to Sent; if there were errors, the status changes to Failed and the document or file is not sent. Sent When you send a document or file for the first time, a Sent status means it was successfully sent. Failed Trading Grid could not send the document or file because of errors. Click the Failed status link to see the errors. Resent Because of errors, updates, etc., when you send a document or file a subsequent time, a Resent status means it was successfully sent. Resubmitted Because of errors, updates, etc., when you click the Send button to send a document or file a subsequent time, this submits the document or file to the Trading Grid where it is checked for errors, etc. Then, if there are no errors, Trading Grid sends the document or file and the status changes to Resent; if there were errors, the status changes to Failed and the document or file is not resent. You can click the Status to see a status history of document or file activity, e.g., when it was opened, when you replied to it, etc.. Date / Time Date and time when the current Status was applied. For example, if the Status is Sent, the date specifies when Trading Grid sent the document or file. Days before System Deletion Documents and files are retained in your Sendbox for 45 days. This column displays the number of days before Trading Grid will delete the document or file from the system. Once deleted, you cannot retrieve the document or file. Comment Text comments entered by the Trading Partner, you, or both. Click on the text to read the entire comment. A icon in this column indicates there are no comments; click the icon to add a comment. Tips for using your Sendbox(es) Trading Grid does not retain previous versions of a document or file; therefore, what you see is always the current version of the document or file. By default, the listing is sorted, in ascending order, by Document ID or file Number. You can resort the listing by another sortable column, in either ascending or descending order. A sortable column is designated by a next to the column name. At the top of the listing, there are icons that let you Print the entire listing click the icon Download the entire listing in an XML format click the icon. Download the entire listing in a CSV format click the icon. You can determine the number of documents or files that appear in each "page" of the list. To do so, at the bottom of the list, click the View dropdown and select the number. Trading Grid IWF User Guide 39
Modify a document or Resend a document (with or without updates) Trading Grid lets you easily Modify a document that has not yet been sent Resend a document Modify and resend a document that has already been sent 1 Access the Document Manager component, and in the left area of the page, click Sendbox. 2 In the Document Sendbox list, click the Document ID of the document you want to modify or resend. 3 At the top of the list, click Actions, and then click either View/Modify to modify a document with a Status of Saved. Go to the next step. Edit & Resend to modify a document with a Status of Sent, and then resend it to the Trading Partner. Go to the next step. Resend to resend a document with a Status of Sent to the Trading Partner. You are done Trading Grid immediately submits the document for sending. 4 The Document View page displays your document contents. 5 Make your modifications. 6 When you are done, do one of the following. To resend the document, at the top of the page, click Actions and then click Resend. The document will appear in your Document Sendbox with a Status of Resent. To send the document for the first time, at the top of the form, click the Send button. The document will appear in your Document Sendbox with a Status of Sent. To save the form so you can later send or resend it, at the top of the form, click the Save button. The document will appear in your Document Sendbox with a Status of Saved. 40 Trading Grid IWF User Guide
Resend a file(s) Without updates 1 On any Document Manager page, in the left area of the page, click Sendbox. 2 In File Sendbox listing, locate the file(s) you want to resend. 3 In the Select column, click the box preceding the file(s) that you want to resend. 4 At the top of the listing, click Actions and then click Resend With updates 1 Locate the applicable file on your desktop computer. If you no longer have the applicable file, you can download it from the Trading Grid. To do so, a Access your File Sendbox. b Select the file and then click either the XML icon to download it in XML format CSV icon to download it in CSV format. c Follow the prompts to save the file on your desktop. 2 Make your changes to the file and save the file. 3 Go to the Trading Grid Document Manager. Then, in the left area of any Document Manager page, click Sending Files. 4 On the Sending Files page that appears, in the Filename field, enter the complete path and name of the file, e.g., D:\My Documents\Test Documents\Document123.xml. Or, click the Browse button to locate the file on your desktop; and, when you do, select it and then click Open. 5 Optional. To make sure the file that now appears in the Filename field is the correct file, click the View button to see and verify the file contents. 6 If the file you are sending contains your Trading Partner's address information, click the Send button to send the file. You are done! Otherwise, go to the next step. 7 Click the Recipient data NOT embedded in file option 8 If the file needs to be translated into another format before the Trading Partner can receive it, click the Translation option. Otherwise, click the NO Translation option. 9 Enter data into the new fields that display on the page. All fields are required. Profile Enter the name of your Translation Profile for the Trading Partner. Or, click the Browse button and select it from the list that displays. If you do not know, or can't find, the applicable Profile, contact GXS Support. Trading Relationship Enter the name of the Trading Partner you are sending the file to. Or, click the Browse button and select the Trading Partner from the list of Trading Partners that displays. Sender's Reference Sender's Transmission Reference number. Identifier for the file or the interchange control number. Application Reference Type of file sent. 10 When you are done, click the Send button. Trading Grid IWF User Guide 41
Technical support Multi-lingual help is available via live chat, phone, and email, or context-sensitive self-help makes it easy to obtain expert assistance how and when you need it and in your choice of languages. Online help If you have a query or require some assistance, first check the online help, which provides information specific to the procedure and page you are engaged in. On any Trading Grid page, in far right of the component title line, click the (Help) icon to view the online help. Online tutorial If you have a query or require some assistance, first check the online tutorial at the top of any Trading Grid page, click the Site Tour link. 42 Trading Grid IWF User Guide
Online Knowledge Base Trading Grid has implemented GXS Knowledge Base, with an Ask the Maestro feature. To access this feature, at the top of any Trading Grid page, click the Knowledge Base link. You can Ask the Maestro any time you need customer service by following the Knowledge Base link at the top of the page. You can also click the Alerts, FAQs, and Problem Resolution links to resolve your question. Additionally, you can click the User Guides link to find Guides and other documentation on various topics. Trading Grid IWF User Guide 43
FAQs, email, online chat, telephone If you are not able to find the answer you need in the online tutorial or online help, you can See answers to component-related frequently asked questions (FAQs) Email GXS Client Services Initiate an online Chat with a support representative. Telephone GXS Client Services 1 In the far right of the Trading Grid component title line, click the (People) icon. A windowlet opens on the right side of the content area. 2 To see Frequently Asked Questions pertaining to the component you are in, in the FAQ section, click the component name. A window opens with questions and answers that might solve your problem. 44 Trading Grid IWF User Guide
3 To email customer support with your question, in the Email section, a Click the Please click here... link. b On the window that appears, locate the email address of the GXS Client Services HelpDesk nearest to your location. c Send your email to that address. 4 To initiate a live chat, in the Chat section, a Click the topic related to your question. b In the window that appears, verify that your contact details are correct c Enter your question. d Click the Connect button. You will immediately be linked to a live support representative where you can chat online about resolving your issue. 5 To telephone the GXS Client Services HelpDesk nearest to your location, in the Phone section, a Click the Please click here... link. b Locate the applicable telephone number. Trading Grid IWF User Guide 45
Appendix Downloading the Document Viewer The first time you click on a document to view, you will be prompted to download the Document Viewer. Just follow the instructions below. 1 The first time after you ve clicked on a document to view, the following page appears. Click the Download Now button. 2 At the following prompt, click the Cancel button. 46 Trading Grid IWF User Guide
3 Because you need to install the viewer, at this prompt, click the Don t Run button. 4 At this installation prompt, click the Yes button. 5 Select the language of your community and then click the OK button. 6 Click the Next button. Trading Grid IWF User Guide 47
7 For the license agreement, select the I accept the terms... option and then click the Next button. 8 For the destination folder, click the Change button to change folders. When you have the correct folder displayed on this page, click the Next button. 9 At the installation prompt, click the Install button. 48 Trading Grid IWF User Guide
10 Once the installation completes, click the Finish button. Trading Grid IWF User Guide 49