order lifecycle visibility

Order Lifecycle Visibility

A Tutorial for Suppliers

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About This Tutorial

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This tutorial introduces suppliers to Order Lifecycle Visibility, an Internet-based system that lets supply chain communities view and manage critical supply chain transactions online.

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Access to Order Lifecycle Visibility

• If your company is new to the RAA system, you must provide company information and accept the Terms and Conditions. The individual who establishes your company information will be designated as your company’s RAA Administrator.

• The email invitation includes a link that provides access to the Registration Approval & Administration (RAA) system.

Trading partners that make order information available through Order Lifecycle Visibility will send their suppliers email invitations to participate in their online community.

• Each Order Lifecycle Visibility user will need their own user account. Your company’s RAA Administrator can send RAA registration invitations to the individuals within your company that need to access the system.


The following PC configurations are recommended for the Order Lifecycle Visibility system.

System Requirements

Internet ConnectionLAN (TCP/IP) or Modem (56Kbps or higher)

Internet Browser –

Internet Explorer (IE) 5.0 and higher (recommended), or

Netscape 7.x and higher

Operating Systems - 486DX/66 MHz or higher processor

WIN 95, 98 or 2000 - 16 MB of RAM minimumWIN NT - 32 MB of RAM minimum


To access the Order Lifecycle Visibility portal, use your Internet browser to locate the following URL.

http://olv.gxsolc.com

Signing On to the Order Lifecycle Visibility System

Enter your Login ID and Password, and then choose the Login button.


Understanding the Order Lifecycle Visibility Home Page (continued)

Message

center

After validating your user information, the system displays the Home page.

The Message Center identifies documents that are new or that need your attention. You can use the links in the message center to access these documents quickly.

The contents of the Message Center will depend on the types of documents your customer uses and the privileges you have been granted.



Action panel

The Action panel on the left side of each page displays the actions you can take. On the Home page, the action panel has three sections.

• The Features section lets you locate documents, includingorders, invoices, ship notices, and remittance advicedocuments. Links in gray are reserved for future use.

• The Administration section lets you update your user profile and password.

• The Training section provides links to training materials.



Navigation panel

You can use the Navigation panel at the top ofeach page to:

• Return to the Home page.

• Exit the system.

• Access the Help system.

• Determine the system version. (Home page only.)


Buyers Suppliers1. Buyers load order information into Order Lifecycle Visibility.

2. You access the system to review and acknowledge the buyer’s orders. 3. Buyers track the status of order

acknowledgements.

5. Buyers track incoming shipments.

4. You create and submit ship notices that provide information about the products you are shipping.

What is the process for using Order Lifecycle Visibility?

7. Buyers reconcile shipments and invoices. They may choose to provide remittance advice information through the Order Lifecycle Visibility system.

6. You create invoices for products you have shipped.

8. If the buyer’s company uses this option, you can use the system to review remittance information.


About Order Lifecycle Visibility OrdersThe lifecycle of an order begins when your Buyer submits order information to the Order Lifecycle Visibility system.


• Your first action is to review the details of the order and, if your Buyer requires an Order Acknowledgement, acknowledge whether you accept or reject the order.

• For open purchasing agreements, you may be granted the permission to create invoices without an order.

• If your Buyer includes order schedules or order forecasts, you may be required to submit commitment dates against delivery schedules.

• When you are ready to bill for the items, you can create invoices using the online order information.

• When you are ready to ship the items for an order, you can create a ship notice using schedule information from your Buyer’s online orders.

About Order Lifecycle Visibility Orders (continued)

There are two ways to locate new orders.

• You can use the New or Changed Orders link in the Message Center, or

• You can use the Order Search link in the action panel.

Choose Order Search to continue.


To use the Order Search function, enter (or select) the search criteria you want to use. You must enter at least one search parameter.

You can use an asterisk (*) wildcard as the last character in text fields.



Document status codes can be very useful when you search for Order Lifecycle Visibility documents. This list describes each of the status codes.


Orders you have not previously viewed.New

Orders that have delivery commitments for all of the schedule.Committed (full)

Orders that have delivery commitments for part of the schedule.Committed (partial)

Orders that you have acknowledged.Acknowledged

Orders that you have previously viewed.Viewed

DescriptionStatus Code

Orders that have all line items paid, and some line items that are not paid. (Applies only if your trading partner uses the Remittance Advice function.)

Paid (partial)

Orders that have all line items quantities invoiced.Invoiced (full)

Orders that have all line items paid. (Applies only if your trading partner uses the Remittance Advice function.)

Paid (full)

Orders that have some line items quantities invoiced, and some line items quantities that have not been invoiced yet.

Invoiced (partial)

Orders that have all items shipped.Shipped (full)

Orders with some items that have been shipped, and some items that have not been shipped yet.

Shipped (partial)


To use the Order Search function, enter your search criteria and then choose Search to submit your search request.

Choose Search to continue.


The system displays the orders that match your search criteria. It identifies how many orders are listed on this page, and how many orders were found.



The symbols in the Status column identify the actions you have taken on the order.


You have looked at the order.

You have acknowledged and accepted the order.

You have acknowledged and rejected the order.

This partner does not require an acknowledgement.

You have committed to part of the requested schedule.

You have committed to all of the requested schedule.

You have entered a schedule commitment that doesn’t match the requested delivery date and/or quantity.

(Continued on the next page)


A portion of the line items in the order have been shipped.

All line items from the order have been shipped.

A portion of the line items from the order have been invoiced.

All line items from the order have been invoiced.

A portion of the line Items from the order have been paid.

All line items from the order have been paid.



Select the order you want to work with and then choose the action you want to take.

If you are preparing acknowledgements, entering schedule commitments, or creating ship notices, you can select multiple orders. If you are preparing an invoice, select only one order.



If you want to view the order details, choose the link for the order in the Order No. column.

Choose the 1010 link to continue.


The system displays the order header information. You can use the scroll button to view additional information, or you can use Header Navigation links to advance to a specific type of order information.

Choose Supplying Company to continue.


The system advances to the section you selected. To review line item details of the order, you will need to return to the top of the order.

Choose Top of Page to continue.


You can use the Order Details link to view the line items in the order.

Choose Order Details to continue.


The system displays the line items from the order.



If your trading partner provides delivery schedules, the schedule information will be included as a sub-set of the line item information.

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Be sure to check if the schedule information is Firm or Planned. A planned schedule may be subject to change. You cannot not ship against a planned schedule.

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Additional data may be provided at the header level, item level, and/or schedule level.

To view any additional details, choose the corresponding link.

Choose the S1_01 link to continue.


The system displays the additional line item information in a secondary window. After reviewing the information, use Close Window to close the secondary window.

Choose Close Window to continue.


If there are ship notices, invoices, or remittance advice documents that are related to this order, you can locate them using the related document tabs.

Choose the Invoice tab to continue.


The system displays a list of invoices that are related to the current order.


When orders arrive, you will need to notify your trading partner whether you accept or reject them. Plan to check the Order Lifecycle Visibility system each day to locate new orders that you need to acknowledge.

Acknowledging Orders

• The Orders to Acknowledge link in the Meeting Center on the home page provides a list of orders you need to acknowledge.

• If you want to receive an e-mail alert when a new or changed order arrives that you need to acknowledge, contact your system administrator.


Currently, you can only acknowledge that you accept or reject the order. You cannot accept the order with changes. If the order requires changes, you should reject the order and notify your trading partner about changes so they can submit a revised order.

Acknowledging Orders (continued)

The quickest way to access the orders you need to acknowledge is through the message center.

Choose Orders to Acknowledge to continue.


Select the orders you want to acknowledge, and then choose Acknowledge from the action panel.

Choose Acknowledge to continue.


The system displays a brief summary of each of the orders you need to acknowledge.

You can use the links for the order numbers to review the details of the orders before you accept or reject them.

Choose 4500116345 to continue.


After reviewing the details of the order, choose Close Window to continue with the acknowledgement process.

Choose Close Window to continue.


As you review the orders, choose the appropriate Acknowledgment option for each order. If you choose, you can also enter notes about the order.

Choose Accept to continue.


When you have assigned an acknowledgement status to each order you want to acknowledge, choose Preview Order Acknowledgement.

Choose Preview Order Acknowledgement to continue.


The Order Acknowledge page displays the order acknowledgement information you have established.

If you are ready to send the acknowledgements, choose Submit.

Choose Submit to continue.


The system confirms that the purchased orders were successfully acknowledged.


Committing to a Delivery Schedule

• If the buyer chooses to enable split commitments, you can enter commitments for an item over multiple delivery dates.

• Use the “Schedules to Commit” link from the Message Center to locate new orders that require delivery schedule commitments.

If the order includes a requested delivery schedule, you will need to identify the date when you will be able to deliver the items and the quantity you will ship on that date.

• Any commitment dates that exceed the requested deliverydate or do not match the requested quantity will be flagged on the buyer’s system.


Committing to a Delivery Schedule (continued)

To provide delivery commitments, choose the Schedules to Commit link in the Message Center.

Choose the Schedules to Commit link to continue.


Select the order you want, and then choose Commit Delivery from the action panel.

Choose Commit Delivery to continue.


The system displays the Order Commitments page. Use the schedule section to enter the date you expect to deliver the item and the quantity you will deliver on that date.

If you accept the requested date and quantity, you can use the pencil icon to automatically enter the requested schedule information.



If you plan to split the delivery of the item over multiple dates, you can use Split Commit to enter multiple commit dates.

Choose Split Commit to continue.


After entering the split commit dates, corresponding quantities, and any comments you want to record, choose Copy Split Commitments to update the Order Commitments page.

Choose Copy Split Commitments to continue.


When your order commitments are complete, choose Preview from the action panel.

Choose Preview to continue.


After confirming that your order commitment information is correct, use Submit to record the commitment information.



The system confirms that your order commitments have been recorded.


A missed commitment is a schedule commitment that does not match the requested schedule date, the requested schedule quantity, or both. You can use the “Missed Commits” link in the Message Center on the home page to locate these items quickly.

Missed commitments are also flagged on the buyer’s system. Your buyer will communicate to you the impact of entering missed commits.

Locating Missed Commitments


Creating a Ship Notice

• Some communities may enable one or more ship notice rules.- Limit ship notices to items from a single order.- Limit ship notices to items for the same part. - Limit ship notices to items for the same shipping address.

• You use online information from the trading partner’s order to create your entries in the Ship Notice.

If your trading community requires shipment notifications, you create a Ship Notice to notify your trading partner that the items on the order are being shipped.

• You can enter partial shipment quantities in the Ship Notice. The system will track the remaining shipment amounts so you can include them in a Ship Notice when you ship them later.


Creating a Ship Notice (continued)

To create a Ship Notice, start by locating the order for the items you are including in the shipment.

If the shipment covers multiple orders, try to define search criteria that will locate all of them.



The system displays the orders that match your search criteria. Use the Select column to choose the order(s) you want to include in the ship notice, and then choose Create Ship Notice.

Choose Create Ship Notice to continue.


The system displays the fields for the shipment header. Complete the fields that apply to your shipment.

An asterisk (*) indicates that the field is required.



Additional shipment header information appears below the viewable window area. Pull the scroll bar button down to view additional shipment fields.

Choose the Scroll Bar button to continue.


Use the Ship From Address fields to identify the origin of the shipment.



The Schedules section lists the requested schedules in the current order. You can use the Schedules link in the Header Navigation area to access the requested schedules quickly.

If the order has multiple line items, you may need to scroll down to view additional schedule information.



You use the Ship Quantity column to enter the number of units you are including for each item in the shipment.



If you need to add line items from another order, choose Add More Orders to locate the order(s) you need to add.

Choose Add More Orders to continue.


Enter the search criteria for the order(s) you want to locate, and then choose Search.



The system displays the orders that match the search criteria you entered.

Use the Select column to choose the orders you want to add to this ship notice, and then choose Add to Ship Notice.

Choose Add to Ship Notice to continue.


You may need to use the Next > link to advance to the schedules for orders you added.

Choose the Next > link to continue.


You will need to use the Schedules link in the action panel (or the scroll bar) to advance the page to the schedule information.



If the items represent the last items shipped against the order, scroll to the right and mark the checkboxes in the Last Shipment column.



When you have specified quantities for all of the items included in the shipment and the ship notice is complete, choose Preview Ship Notice.

Choose Preview Ship Notice to continue.


If you enter data that conflicts with the ship notice rules established for this community, the system will identify the issue that needs to be corrected.

Your trading partner may establish ship notice rules that prevent you from entering items for different parts or different ship-to addresses.



If the information in your ship notice complies with the ship notice rules, the system displays the contents of the ship notice. Review the information to be sure it contains the shipment information you want to include.

• If you want to make changes, choose Modify Ship Notice.

• If you are ready to send the ship notice, choose Submit.



The system confirms that the Ship Notice has been submitted.


When the schedule for an order indicates that a shipment is due and a shipment notice has not been prepared, the system will display an “Overdue Shipments” link in the Message Center on the home page.

You can use the “Overdue Shipments” link to access these items quickly.

Managing Overdue Shipments


Creating an Invoice From an Order

• Each invoice is associated with a single order. Multiple orders cannot be combined on one invoice.

• You can prepare and send invoices for partial shipments. The system will keep track of the items that are not invoiced so you can invoice them later.

The Order Lifecycle Visibility system lets you create invoices using information from an order in the system.

This topic describes how to prepare an invoice using information from an order in the Order Lifecycle Visibility system. You can also create invoices without order information. For instructions on preparing an invoice without order information, see “Creating an Invoice Without an Order.”


Creating an Invoice from a Order

To create an invoice from a Order Lifecycle Visibility order, begin by locating the order.


Creating an Invoice from an Order (continued)

The system displays the orders than match your search requirements. Use the Select column to choose the order you want, and then choose Create Invoice.

Choose Create Invoice to continue.


Enter a unique identification number for the invoice.

The system enters today’s date as the invoice date. If needed, you can type in a different date or use the calendar button to select one.



Enter a quantity in the Invoiced Quantity column for each item you want to include in the invoice.



If the order has variable quantity and price values (for example, electricity usage), you will need to enter values in both the Invoice Qty and Unit Price columns.


Creating an Invoice from an Order(continued)

Scroll down to the Pricing section of the invoice.

The system will calculate the Item Total. You can add freight and tax amounts, if they apply.



Enter the Ship Notice number, shipment date, and the carrier used to ship these items.



Check the Terms of Sale section. If the buyer allows changes to the invoice terms, you can change the entries.

When your entries are complete and you are ready to send the invoice, choose Preview Invoice.



Review the preview of the invoice. If you are ready to send the invoice, choose Submit.


Reviewing Invoice Remittance Information (continued)

The system indicates the invoice was successfully created.


Creating an Invoice without an OrderSome Order Lifecycle Visibility suppliers will need to prepare an invoice without an order from their business partner. For example, you may have an arrangement with your business partner to manage your product’s shelf inventory on their behalf, and then invoice them as you stock new items.

Suppliers with this type of supply chain arrangement can use the Create Invoice Without Order function to create invoices. This function is available through the Invoice function on the Home page.

This topic describes how to use the Create Invoice without Order function to submit invoices to your Order Lifecycle Visibility business partner.


Creating an Invoice Without an Order (continued)

To create an invoice without an order, start from the Home page and choose Invoice.

Choose Invoice to continue.


Choose Create Invoice Without Order from the action panel.

Choose Create Invoice Without Order to continue.


First, select the business partner you want to invoice. If you currently exchange Order Lifecycle Visibility documents with a single business partner, this ID will already be identified.

Next, choose Define Line Items and Invoice Details from the action panel.

Choose Define Line Items and Invoice Details to continue.


Enter the invoice number, invoice date, and select the appropriate type of currency.



Enter the part number information, description, quantity, unit of measure, and unit price for each line item in the invoice.

If you need more line items, specify how many more line items you need and then choose the Add button.



Scroll further down the page. Complete the address information in the Buying Company section.



Next, complete your company’s address information.

The Pricing section appears below your company address. The system provides an preliminary invoice total. You can add freight and tax amounts, if they apply.



If shipping details apply, provide the ship notice number, date, and carrier associated with this invoice.

Next, enter your company’s terms of sale. Enter the number of days when the net invoice amount is due. If your company offers a discount for prompt payment, complete the Discount Days and Discount % as well.



When your invoice information is complete and you are ready to send the invoice, choose Preview Invoice.

Choose Preview Invoice to continue.


When you have reviewed the contents of your invoice and are ready to send it, choose Submit.



The system indicates the invoice was successfully created.


Reviewing Invoice Remittance InformationSome supply chain partners will also transmit invoice remittance information to their suppliers. Invoice remittance information identifies the invoice settlement date and payment amount. Your supply chain partner may also provide other remittance details, including originating bank ID, receiving bank ID, and invoice adjustment information (if it applies).

• The Message Center will display the New Remittance Advices link when new remittance advice documents arrive.

• You can also locate remittance advice documents using Remittance Advice Search from the Home page.

This topic explains how to locate and view new remittance advice documents.



When you choose the New Remittances Advices link from the Message Center, the system displays a list of remittance advices that you have not previously viewed.

Select the link for the remittance advice you want to view.

Choose the 000000668727 link to continue.


The system displays the header information from your partner’s remittance advice document.

To see additional details regarding the payment, choose Line Items.

Choose Line Items to continue.


The system displays the Payment Details page.

If an adjustment has been made to the invoice, you can use the link in the Reason Code column to find more details.


You can download document information from Order Lifecycle Visibility to your PC. The system provides a comma-separated values (CSV) formatted file which can be viewed using off-the-shelf spreadsheet applications.

You can download two types of document information:

• Summary Information

• Document Details

This topic shows how to download these two types of Order Lifecycle Visibility information.

Downloading Order Lifecycle Visibility Information


Downloading Order Lifecycle Visibility Information (continued)

This example shows how to download an order summary from the Order Search Results page. To download a summary file, choose Download Summary from the action panel.

Choose Download Summary to continue.


When the summary displays, you can review it on-screen or you can save it to a file on your PC.

If you want to save the file to your PC, open the File menu and choose the Save command. You will need to specify the filename and choose a file format.



This example shows how to download order details from the Order header page. To download data for this document, choose Download from the action panel.

Choose Download to continue.


The order download includes line item information, and schedule details, if your trading partner provides them. The schedule details appear in additional columns not shown here.


If you need to change your password or update your personal contact information, use the Personal Profile feature on the Home Page.

The Personal Profile feature opens the Administrative system you use to manage two types of information:

• User Profile

• Password

This topic shows how to access these two administrative functions.

Updating Your User Profile and/or Password


Updating Your User Profile and/or Password (continued)

When you want to update your User Profile information and/or change your user password, choose Personal Profile from the action panel.

Choose Personal Profile to continue.

Updating Your User Profile and/or Password (continued)

Order Lifecycle Visibility opens the Administrative system.

• If you want to update your personal contact information in your User Profile, choose My Profile.

• If you want to change your Order Lifecycle Visibility password, choose Change Password.


Contacting Technical SupportWhen you contact GXS:

Have your company name, phone number, and your Client ID ready. (If you don’t have a Client ID, you can provide your name.)

Identify that you are using Order Lifecycle Visibility. Provide a detailed description of the problem.

Call 1-800-EDI-CALL (1-800-334-2255). After you hear the welcome message, press 2029.

Support is available from 8:00 - 17:00 ET, Monday - Friday. After business hours, calls roll to voicemail and will be returned during the next business day.

You can also send an email to: [email protected]

To contact GXS for assistance with Order Lifecycle Visibility:

For support for all other GXS products and services, please call 1-800-334-2255 and select from the phone menu options.

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