setting up iwf document arrival email notifications · 2018. 5. 23. · iwf training documentation...

January 25, 2013 | Slide 1 © 2010 GXS, Inc.

Setting Up IWF Document Arrival

Email Notifications


• You can receive email notifications when documents arrive in

your IWF/Document Manager Inbox.

• Service Contacts must be set up for each email address or

distribution list that needs to receive arrival notifications.

The IWF Document Arrival Alerts check box must be enabled.

• A Service Contact is automatically set up for the contact

established during registration. Their IWF Document Arrival

Alerts check box is not enabled; however they are automatically

included as an IWF Document Arrival Alert recipient.

• You will need to update the default Event Management rule for

IWF Document Arrival Alerts to include other Service Contacts.

• The following slides describe how to set up document arrival

notifications.

About IWF Document Manager Email Alerts


Setting up a New Service Contact for IWF Notification

This procedure describes how you set up Service Contacts for additional

email addresses or distribution lists that need to receive IWF document

arrival

email notifications.


Setting up a New Service Contact for IWF Notification (continued)

Start by opening the Service Contacts page.

When you first access the Service Contacts page, the default contact at your

company is already listed. This contact is set up during the registration

process.

1

3

2

1. Choose the Account Manager tab.

2. Select the Service Configuration

button.

3. Select the Service Contacts button.



4. Open the Actions list, and

choose Add New contact.

4

Next, add the next Service contact.


5

7


6

5. Complete the

required contact

details.

6. Select the

IWF Document

Arrival Alerts

check box.

7. Enter the email

address or

distribution list.

Enter the Service Contact details.


8


8. Choose Submit.

When the information is complete, submit the Service Contact details.


The system confirms that the new Service Contact was created.

If you click on the Service

Contacts button, you will see the

new service contact in the Service

Contact list.



The Service Contact list now shows

that both service contacts are set up

for IWF Document Arrival Alerts.


The system displays the list of Service Contacts.

Continue adding Service Contacts for any additional email addresses or

distribution lists that need to receive IWF Document Arrival alerts.


Configuring the IWF Alert Event Management Rule

This procedure describes how to use the Event Management function to

configure your default IWF Arrival Alert rule so that the Service Contacts you

define will receive IWF Arrival email notifications.


Configuring the IWF Alert Event Management Rule (continued)

Start by opening the Transaction Event Rules and Alerts page.

1

3

2

1. Choose the Account Manager tab.

2. Select the Service Configuration

button.

3. Select the Event Management

button.



Use the Alerts section to access the IWF Document Arrival Alert rules.

5

4

4. Open the Rule type selection list,

and choose IWF Document Arrival

Alerts.

5. Choose the Configure button.



The initial (default) IWF Document Arrival Alert rule is set up automatically.



To configure the default rule, select the radio button in the first column. Then,

open the Actions list, and choose Modify.



In its default configuration, only your primary (default) contact will receive the

IWF Arrival Alert notifications.



We recommend enabling the Document Arrival Contacts check box.

Unless you change configuration options later, this is a one-time activity.



When the Document Arrival Contacts check box is enabled, all Service

Contacts that have the IWF Document Arrival Alerts check box enabled will

begin to receive arrival email notifications immediately.



After enabling the Document Arrival Contacts check box, choose Submit.



The system shows the final email recipient list for the IWF Document Arrival

Alert rule.

IWF Training Documentation

Receiving Documents:

Forecast

Purchase Order

Creating Documents:

Invoice

ASN (Advanced Shipping Notice)

s

IWF – Intelligent Web Forms:

Receiving Documents

To receive documents, Select the Document Manager tab.

Documents from Deere-Hitachi are located in the Inbox.

Forecast

Document Type for forecast is SCHEDULE.

Click the Document ID number.

Select the CSV option (to download as a spreadsheet).

You will be asked to create a CSV download profile.

Forecast

The forecast transmission will be available in spreadsheet format.

Forecast

Document Type for purchase order is ORDER.

Click the Document ID number.

Purchase Order

Purchase Order

Purchase order can be printed or downloaded in PDF or CSV (spreadsheet) format.

When selecting the CSV (spreadsheet) option, you will be asked to create a CSV download profile.

Purchase Order

The Deere-Hitachi vendor code will be required on all invoice and ASN transmissions.

Purchase Order

Use Plant ID and Location ID to determine the ship-to address.

Creating Forms Documents

To create Forms:

Select the Document Manager tab. Select the Creating Documents button.

Select the Deere-Hitachi production EDI address: 12:557074379.

Two types of documents can be created and transmitted to Deere-Hitachi:

Intelligent Web Forms and Spreadsheets.

Creating Forms Documents

Select the correct document type: ASN or INVOICE.

(You can also save and use Templates.)

Select Create.

ASN Form

Select the ‘Document Manager’ tab. Document type will be ‘schedule’

Click the Document ID number

Complete the ASN form. All fields highlighted in yellow are required.

Vendor

code

Vendor

code

FF00- Kernersville

ASN Form

Select Order Loop Information- Line Items tab will appear.

Select ASN

without Order

Loop if shipping

against a single

PO

ASN Form

Select Line Items tab to enter shipment lines.

Enter PO line #, PO #, Part # and Unit of Measure as listed in the PO.

Select Add Line Item button to add additional lines.

Buyer Part # is required.

Buyer Part # is

required

ASN Form

Complete shipment information.

Select Send to transmit the ASN.

Invoice Form

Vendor

code FF00- Kernersville

Buyer Part # is

required

All fields highlighted in yellow are required.

Enter PO line #, PO #, Part #, Unit of Measure and Price as listed in the PO.

Select Add Line Item button to add invoice lines.

Use packing

list number

from ASN

transmission

Use first

PO # in

the

invoice

Buyer Part # is required.

Invoice Form

Complete invoice information.

Select Send to transmit the invoice.

Creating Spreadsheet Documents

To create ASN and Invoice documents in spreadsheet format, go to the GXS Deere-Hitachi Microsite:

http://www.gxs.com/deere-hitachi

• Review the CSV Upload Process training documentation

• Download the spreadsheet templates
http://www.gxs.com/deere-hitachihttp://www.gxs.com/deere-hitachihttp://www.gxs.com/deere-hitachi