SetSightXS EDI Maintenance Tool
Contents
1. Date Range Enter a date range to filter based on the date that WinRep received the file You may choose to use any combination of filters or leave them blank to view all data The most commonly used filters are the Sender Receiver and Date Range You may find more information about a file by clicking any of the hyperlinks in the table Document Tracking Find Reference Number 12 17 2008 Page 15 SetSightXS User s Manual Clicking Find reference number from the Document Tracking menu allows you to search for a file based on a reference number in the file The reference number varies based on the document type but it includes both the PO number and Invoice number Document Tracking Find exchange ID Clicking Find exchange ID from the Document Tracking menu allows you to search for a trading partner based on their EDI ID Account Information Data statistics Clicking Data statistics from the Account Information menu displays a page that shows and overview of your data usage for the past two years The table at the top shows usage in Counts and Size referring to the number of individual files and the total size of all the files respectively The chart at the bottom displays usage in KiloCharacters for the current year Account Statistics 4 746 4 473 4 0004 3 820 3 616 I 8 a H Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec KC by Month Cart Statistics Figure 3 KiloCharacter2. Add the sender s name to the end of the email The From field is populated with 12 17 2008 Page 5 SetSightXS User s Manual the email address of the user that is logged into SetSightXS but this can be changed Click Send to send the email A sample of this email is shown in email 2 todd wsu edu Factory Introduction Email Please complete the email form below to send an email to your new supplier You will need to fill in the supplier name in the subject and body and add your name to the end WRSANDBOX goes live with EDI via WinRep supplier Dear Supplier In an effort to allow us to spend more time selling your products we re implementing an EDI information system provided by WinRep Software With this software our administrative tasks can be streamlined by capturing copies of the EDI documents you trade will be trading with your customers a We will be aware that solicited orders have been received correctly on a daily basis This will prevent missing orders that buyers may have forgotten to place S We will be able to do our own Order Tracking which will give relief to your Customer Service m Figure 7 Factory Introduction Email Customization 4 Complete the form fields shown in Figure 8 regarding the data you are looking to receive and the trading partner s information Click the Submit button to continue Request New EDI select one select one select one
3. Factory ame Factory EDI Contact EDI ID Name ES _ Factory EDI Frequency contact vou expect Phone data 850 Purchase Order 856 Advance Shipping Notice 860 Change Order 855 PO Acknowledgement 852 POS Data 810 Invoice 830 Forecast other please explain in notes In some cases we are not able to choose specific documents to receive and have to receive all documents going in one direction ie customer to factory or factory to customer We will do our best to accomadate your request Typical setup time is 5 10 business days The time it takes to complete a setup is largely Sta dependent upon the responsivness of the EDI contact at the Factory and the method in which we use to get the data Once a request is submitted to a VAN it can take up to a week before it is setup Figure 8 New EDI Request Details 5 Anemail similar to email 3 is sent to the user confirming their request 12 17 2008 Page 6 SetSightXS User s Manual Report Missing Data This form is only to be used for data that you have received in the past but are no longer receiving For example I ve been getting copies of PO s from Best Buy for ACME Electronics for 6 months but I did not receive a PO last week To report missing data 1 Select Report missing data from the Trading Partners menu shown in Figure 1 Document Tracking Tracking Figure 1 SetSightXS Menu Bar 2 Choose the Customer and Fac
4. This does not mean that we will receive those documents only that if they are sent to WinRep we will process them automatically Typically these relationships are not setup until after the first document has been received for a given relationship 12 17 2008 Page 14 SetSightXS User s Manual Trading Partner Details ACME Electronics Active VAN Factory FACT DEER 2z SANDBOXFACT SANDBOXFACT RSR En EE LE Joe Jones Joe ACME com 587 555 1234 587 555 4726 Sender Receiver Sender WRID Receiver WRID FA ACME Electronics Target FACT TARG ACME Electronics TARG FACT ACME Electronics TARG FACT Figure 2 Trading Partners View Screen Document Tracking View Data Clicking View data from the Document Tracking menu will bring you to a screen that displays a listing of documents that you have received This can be useful 1f you need to see if a particular document has been received or when it was received There is a set of filters that can help you narrow in on the data you are looking for Sender Lists all trading partners choose the sender of the document Receiver Lists all trading partners choose the receiver of the document Doc Type Choose the type of document you are looking for File Name There are many different naming conventions in use and here you can enter all or part of the file name Batch Unique number to identify the data internally to WinRep
5. User screen Click Continue as shown in Figure 4 to return to the main SetSightXS screen You will receive an email within 1 business day once your account has been activated Continue Figure 4 Completion Confirmation Request Carbon Copies To request carbon copies 1 3 Select Request carbon copies from the Trading Partners dropdown menu as shown in Figure 5 Account Information Trading Partners Document Tracking Figure 5 SetSightXS Menu Bar This screen briefly explains what is necessary to request carbon copies Clicking the first link will take you to a page to send an email to the factory explaining who WinRep is and why the rep firm wants to receive carbon copies step 3 The second link is for after you have the EDI information from the factory Click this link to enter the information step 4 New EDI Menu To request carbon copies you need to have some of the EDI information about the factory To obtain this we recomend sending the factory and introduction email using our template If you already have this information please click on Enter factory EDI information to enter the information Please choose from one of the following options ES Send introduction email to factory E Enter factory EDI infomation Figure 6 EDI Menu Figure 7 shows the email template to send to the factory This can be changed and at a minimum the supplier s name should be added
6. 0 PC Purchase Order Change 864 TX Text Message 875 OG Grocery Product Purchase Order 880 GP Grocery Products Invoice 997 FA Functional Acknowledgment Other Documents 812 CD Credit Debit Adjustment 816 OR Organizational Relationships 820 RA Payment Order Remittance Advice 824 AG Application Advice 832 SC Price Sales Catalog 846 IB Inventory Inquiry Advice 861 RC Receiving Advice Acceptance Certificate 865 CA Purchase Order Change Acknowledgment 889 QG Promotion Announcement 12 17 2008 Page 18
7. SetSightXS EDI Maintenance Tool SetSightXS User s Manual SetSightXS Introduction ss cchacsecvnensedeacdadeasocoustvbaeactesstelousdsjeansdaveabiey EE SEELEN 3 e Me TE 3 Create New BE 4 Request ee 5 Report Missina EE 7 R questOrisinal Datars geegent 8 Cancel Car DOR COPIES ees 9 Email Samples Ss cs hatha Eege 10 Email 1 New account activation nci ciceccsecencsestesgessedvarndsviieevsdea dd NES 10 Email 2 Supplier introduction EEN 10 Email 3 Carbon copy TEqQuest iascia n o E A AR et 11 Email 4 Report missing data nepa A auras nn ee EAA EAS titres 12 Email 5 R qu st ongi al dat e mnt shes a E EERE kE 12 Email 6 Cancel carbon Copies pesdicnvencesdon NEGER 13 Trading Partners View Current dene ee eege 14 Document Tracking ER E EE 15 Document Tracking Find Reference Number 15 Document Tracking Find exchange ID 16 Account Information Data Stasis anis mie sia ARTE AAA NRA 16 Doc ment bn 18 Common Documents EE AE 18 Other Documents geeiert Eeer 18 12 17 2008 Page 2 SetSightXS User s Manual SetSightXS Introduction This tool is used to assist users in resolving their most common EDI issues SetSightXS facilitates communication between a customer support representative and clients as well as their trading partners SetSightXS generates emails that contain a base of relevant information so that a request can be researched or completed based on the supplied details The details are uni
8. WinRep Software Sincerely Email 3 Carbon copy request Your EDI request has been received by WinRep We will contact you with any questions we may have during the setup process Please keep in mind that this typically takes 5 10 business days to complete New EDI Request from Excellent Reps User todd Email todd winrep com Customer Office Depot 08 ODEPO001 12 17 2008 Page 11 SetSightXS User s Manual Factory ACME Electronics Contact name John Freedman Contact email JFreedman acme com Contact phone 456 823 4200 Qualifier 12 ID 4568234972 VAN Sterling Data expected Weekly Documents 850 860 852 810 Email 4 Report missing data Your EDI request has been received by WinRep We will contact you with any questions we may have as we prepare for testing Client Excellent Reps User todd Email todd winrep com Customer Best Buy A Factory Abcron Docs Email 5 Request original data Your EDI request has been received by WinRep We will contact you with any questions we may have as we prepare for testing 12 17 2008 Page 12 SetSightXS User s Manual New Original EDI Request from Excellent Reps Factory ACME Customer Office Max 14 1851226290MX Contact name Joe Smith Contact email jsmith acme com Contact phone 123 456 7890 Documents 850 860 810 856 Notes Email 6 Cancel car
9. ance Shipping Notice F 860 Change Order E 855 PO Acknowledgement F 852 pos Data 810 Invoice 830 Forecast Jan E other please explain in notes Notes Figure 5 SetSightXS form to be completed to cancel carbon copies 3 Click the submit button You will receive an email similar to email 6 12 17 2008 Page 9 SetSightXS User s Manual Repost data Follow these steps when you need to have data imported to WinRep again This is commonly used when a PO was manually changed and you need to revert back to what was submitted via EDI 1 2 LA FA Locate the data you want to repost by using document tracking or by searching for a reference number Click the GS for the document you are interested in You will now see list of all transactions ST s in that GS You can either repost one ST or all the ST s in the GS a To repost one ST click the select link to display the full text of the ST and then click the repost link in the upper right b To repost all the ST s in the GS click the repost link in the upper right without any ST s selected and viewable on the screen To unselect all ST s you will need to go back a page and start again Click Ok to confirm repost The reposted data will be processed and viewable in WinRep in about 15 minutes Email Samples SetSightXS send out emails similar to the following five samples Email 1 New account activation Your SetSightXS account activat
10. bon copies Your EDI request has been received by WinRep We will contact you with any questions we may have Cancel EDI Request from Excellent Reps Factory ACME Customer Office Max 14 1851226290MX Contact name Joe Smith Contact email jsmith acme com Contact phone 123 456 7890 Documents 850 860 810 856 12 17 2008 Page 13 SetSightXS User s Manual Notes Trading Partners View Current To view details about each of your existing trading partners select View current from the Trading Partners menu This will give you a list of the trading partners that you are setup to trade EDI with There are three filters at the top of the page to help you locate a particular trading partner S VAN Displays all trading partners that use the selected VAN Role Filters the list by role as a customer or factory Active Displays only active or inactive trading partners The filters always default to all Trading Partners VAN Role Active all v all v all y ISA ID GS ID Contact SANDBOXFACT SANDBOXFACT zz Target os 6111470100 6111470100 Figure 1 Trading Partners View You can click on the company name to view more details about that particular trading partner Here you will also see a list of document specific relationships that are setup for that trading partner In this example Widget America is setup to receive 850 s 852 s and 997 s from Best Buy
11. ion complete Your SetSightXS account has been activated and you may login using the user name and password you selected http www SetSightXS com Thanks WinRep Support Email 2 Supplier introduction Dear Supplier 12 17 2008 Page 10 SetSightXS User s Manual In an effort to allow us to spend more time selling your products we re implementing an EDI information system provided by WinRep Software With this software our administrative tasks can be streamlined by capturing copies of the EDI documents you trade will be trading with your customers e We will be aware that solicited orders have been received correctly on a daily basis This will prevent missing orders that buyers may have forgotten to place e We will be able to do our own Order Tracking which will give relief to your Customer Service department e We can run custom MIS reports at any level of detail to be used as selling tools e We will be able to provide our Store Reps with immediate PO details allowing them to locate orders at the store level and get product to the sales floor more quickly In order to proceed I need only three things from you 1 Your okay 2 An EDI contact person s name number amp Email address 3 The name of the VAN you use and your EDI Qualifier ID A representative from WinRep will be working with your EDI contact to get copies in place Thank you for your cooperation as we get started using
12. que to the type of request Common Requests For most request types at least one email is generated upon submission of the request SetSightXS handles the request types listed in Table 1 Request Type Description Create New User Creates a new SetSightXS user Carbon Copy Creates emails to facilitate sending EDI Carbon Copies Report Missing Data Reports data missing from reports Request Original Request to trade data directly with a retailer on behalf of a Data supplier Table 1 Requests 12 17 2008 Page 3 SetSightXS User s Manual Create New User To create a new SetSightXS user 1 On the SetSightXS home screen www SetSightXS com click the Click to create a new user account link as shown in Figure 1 Selsighttg Log In Forgot Vour Password User Enter your User Name to receive your Name User Name Click to create a new user account WINREP Figure 1 SetSightXS Login Screen 2 Complete fields and click Create User as shown in Figure 2 Create a new user Password Confirm Password E mail Security Question Securitv Answer Create User Figure 2 Create User 3 Enter your Full Name and Company Name and click Finish as shown in Figure 3 Figure 3 Name and Company Details 12 17 2008 Page 4 SetSightXS User s Manual Once the account has been activated an email will be sent to the address specified on the Create
13. s Monthly Totals Account Statistics View To view more detailed information click Chart Statistics at the bottom of the page On this page you can filter the charts based on Customer Factory and Month Year The totals are given in KiloCharacters however they do not include the data from the ISA envelope so the sizes will be slightly smaller than the data on the previous page This is typically an insignificant size of about 0 1 KC per file 12 17 2008 Page 16 SetSightXS User s Manual WinRep does routinely archive the data stored in SetSightXS for this reason historical data may be limited at times Make sure you look at the Document Types under the chart on Figure 4 EE all customers all factories August d 2008 1661 1060 1118 73 1000 317 6 616 48 479 11 7 2 58 1 ree S z PC PD PO PS T z Mon Tu Wed Thu Fri Sat NOTE Totals shown in charts do not include kilocharacter counts from ISA segements Totals from these charts will be somewhat smaller than the monthly KC total on the previous page Figure 4 Trading Partner Statistics View 12 17 2008 Page 17 SetSightXS User s Manual Document Types Document Document Code Description Common Documents 810 IN Invoice 830 PS Planning Schedule Forecast 850 PO Purchase Order 852 PD Product Activity Data 855 PR Purchase Order Acknowledgment 856 SH Ship Notice Manifest 86
14. select one click here to add a new customer EDI Contact d ame EDI Contact Email EDI Contact Phone Please select the documents that you would like to send receive on behalf of the factory A representative from WinRep will work with you throughout the setup testing process Inbound Outbound E s850 Purchase Order F s56 Advance Shipping Notice E s60 Change Order E 855 PO Acknowledgement 852 POS Data 810 Invoice 830 Forecast other please explain in notes Trading original data may incur additional fees A WinRep representative will contact you to discuss any charges Submit Figure 4 Request Original EDI Details 3 Click the Submit button to continue A confirmation email will be sent similar to email 5 12 17 2008 Page 8 SetSightXS User s Manual Cancel Carbon Copies This form is to be used when you no longer wish to received carbon copies of EDI documents To request that carbon copies be cancelled 1 Select Cancel carbon copies from the Trading Partners menu as shown in figure 5 Administration Account Information Document Tracking Trading Partners Figure 5 SetSightXS Menu Bar showing Cancel carbon copies on Trading Partners menu 2 Complete the form in figure 6 with the information about the data you no longer wish to receive Cancel Data Please identify data that you would like cancelled a al S F 850 Purchase Order E 856 Adv
15. tory that the data was for and then check the boxes for the documents that you are missing If you know any information about why you stopped receiving data please enter that in the notes section in Figure 2 For example My factory told me that they were switching VAN s Click Submit to continue Report Missing Data Please identify data that you have received in the past but are no longer receiving Target ACME Electronics 850 Purchase Order 856 Advance Shipping Notice 860 Change Order 855 PO Acknowledgement 852 POS Data 810 Invoice pen Submit Figure 2 Missing Data Details 3 An email similar to email 4 is sent 12 17 2008 Page 7 SetSightXS User s Manual Request Original Data This form is to be used to request to trade original EDI with a customer or factory Typically you will be acting as a factory and would like to receive orders directly from the customer To request original data 1 Select Request original data from the Trading Partners menu shown in Figure 3 Setsightrg Account Information Document Tracking Trading Partners Figure 3 SetSightXS Menu Bar with Request original data Highlighted 2 Complete the form shown in Figure 4 with the information regarding the data you d like to send receive directly from a retailer Request Original EDI Please complete the following form to request to send receive original EDI Factory Name
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