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Web4BIS User Guide

1. Additional article identification Date of Delivery Service 29 1 0 2007 gt Export Sign for delivery service Goods Product description SCHRANK Modell Sm IL o 0702 IMG 062805 YOM 31 05 01 KASSENAUTOMAT K800 KOMPL GEM BOT Country of origin 4 i Germany z Terms and conditions import restrictions arabian countries 4 i Item not subject to import restrictions Buyer s part number Erzeugnis ID Net weight of this item own mass Kilogram Item references 1 Export list number ASAS Item references 2 PurchaseCodeNo_Business type Business area Device document number Project number according to the item Statistical article number adsfasdasdfas Encrypted shortcuts Technical add specifications Unencrypted specifics Identificating numbers for the completion of the article number Additional article identification EAN number for this item UPC Universal Product Code Consumer package code 1 5 5 1 gt Text Description Update amp Back Cancel A WEB4BIS User Guide Message Administration Preferences provides you with the possibility to create preference rules Create Invoice Position Details Additional Info Preferences Charges Discounts Position OO001 Preference authorization Algeria m Bulgaria Chile Croatia Country code prefe
2. The Partner Addresses tab provides a summary of the involved partners and their addresses WEB4BIS User Guide Message Administration Message Details Message No 5100040152 Head Data Position Data Partner Addresses Header Texts General Data Charges Discounts Party to be billed Ultimate customer UD Ultimate Consignee Partner Org ID 0300 Name 1 Werk Leipzig Name 2 Siemens Home and Office Street Hertzstratie 2 ZIP City 04329 Leipzig Country Germany Delivery party DP Address of the invoicer Shippers address The Header Texts tab provides customer specific header texts of the invoice Message Details Message No 5100040152 Head Data Position Data Partner Addresses Header Texts General Data Charges Discounts Text Description customer remarks Konsignationsabrechnung The General Data tab contains supplementary message data a WEB4BIS User Guide Message Administration Message Details Message No 5620thom1 Head Data PositionData Partner Addresses Header Texts i General Data Charges Discounts Package Items General Business type Supply for outright purchase sale Delivery location referring to INCOTERMS price basis country of exportation United States of America country of destination Germany More references Waste electronic registration number Contract number ARE of issuer Order number of vendor LIAZ Delivery note
3. Message Details Message No 9401178925 Head Data PositionData General Data Line item No Article No Buyer Article No Supplier Quantity Unit Price Price Unit Requested delivery date Status 2 20 SLCY JIII 1beigeTrS0 OOBBB025TRSO0 500 000 Metre 433 62 1000 09 10 2002 Changed Position Details The General Data tab contains supplementary message data 15 WEB4BIS User Guide Message Administration Message Details Message No 9401178925 Head Data Position Data General Data General Order type Order Delivery location referring to INCOTERMS price basis xxx INCOTERMS price basis Delivered duty paid to destination Invoice Recipient BT Partner Org ID 0014000065 Mame 1 SwIS5 TECH Mame 2 FRA i Street 4lbert Schweitzer Ring 4 ZIP City 1210 WIEN Country Austria Ultimate customer UD Delivery party DP Interposed goods recipient D2 Interprosed goods recipient D3 Freight forwarder FW Document recipient DO More references Order number of the seller Customs Import Export Special conditions Item not subject to national export restrictions Special conditions 1 Free of US embargo Special conditions 3 Special conditions 4 Text Description Additional specifications for shipment Package details More information Message receipt concept i ppd z065951 Payment due date fix net number of days 60 Payment due date for discount
4. Pd od ed Doo customer remarks additional information This is an automatic invoice In General Data you can specify for example the country of destination or the currency 37 WEB4BIS User Guide Message Administration Create Invoice General country of exportation 4 i Gema S country of destination 4 I Abana ssts lt CSs s Invoice Currency 4 i EUR Home Currency 4 i EUR Date of conversion rate 4 i 25102007 gt Conversion rate indirect quotation 4 i Po Multiplier 4 1 M al Tax Sign for delivery service 4 I Delivery location referring to INCOTERMS price basis l INCOTERMS price basis Delivered duty paid to destination Business type More references Waste electronic registration number Contract number ARE of issuer XXNX Order number of vendor LIAZ TESTORSP1 Delivery note number 345345345345 Date of the delivery note 231 0 2007 gt More information invoice booking month 10 2007 ML snapshot EZ Cancel The date of conversion rate and the date of delivery note can be specified easily by clicking on the button gt similar to this process in other message types You can choose the date out of a calendar which appears after clicking on the button The tab Charges Discounts offers the possibility to create charges or discounts for the whole invoice The process is the same as for charges and dis
5. Street Street FO ZIP ee City D N State No states available Country Please select county o h Street m The tab Header Texts gives you the opportunity to give descriptions hints and other remarks 42 WEB4BIS User Guide Message Administration Create Invoice Head Data Position Data Partner Addresses Header Texts General Data Charges Discounts Package Items Text Description invoice instruction Do not throw away Macadam atan Pod Pod Pod Pod customer remarks This tems are not reusable additional information Payment after 14 days The tabs General Data Charges Discounts and Package Items can be filled as in creating invoice based On an order response TO approve your invoice just click the Approve button Note By approving the message several checks and inquiries are initiated to make sure that the invoice corresponds with the Siemens rules If the message does not comply with these rules the errors are shown so that you can correct them In case of all checks being successful you have the following options to proceed Process Invoice Please select an action to process the message Download POF Download XML Cancel The invoice can be saved as draft sent or downloaded as PDF XML A draft can be modified several times before sending it as final invoice Pies WEB4BIS User Guide Message Administration 3 5 2 Invoices
6. Charges Discounts Line item No m 000001 m 00002 m 000003 p 000004 Document duty Part Ho Buyer Part No Supplier Le UNV 52006 MEL 180 1V L311223 L311222 Article Description OXFORD BY ESSELTE READY CLIP SHARP 12 DIGIT 2 COLOR CAL AVERY EXTRA WIDE BIG TAB INS AVERY EXTRA WIDE BIG TAB INS Quantity Unit Piece Piece Set Price Price Unit O73 1 Piece 23 99 1 Piece 1 30 1 Set 1 30 1 Set Requested delivery date 10 06 2007 10 06 2007 10 06 2007 10 06 2007 Reject line item Status Accepted without amendment Accepted without amendment Accepted without amendment Accepted without amendment Action it ko If you want to reject a line item click on the arrow icon The item is then labeled as Not accepted You can undo this at any time by clicking on the checkbox which then shows a green checkmark Requested delivery date 20 07 2006 20 07 z006 Status Mot accepted Accepted without amendment accept line item If you want to edit a line item you must click on the pen icon You can edit additional information charges and discounts and partial deliveries to the items On the Additional Info tab you can amend basic line item characteristics such as price of quantity You can also specify a new delivery date or select to be defined if you do not know the exact delivery date 28 WEB4BIS User
7. The tab Partner Addresses contains the adress of the ultimate consignee Create Invoice Head Data Position Data Partner Addresses Header Texts General Data Charges Discounts Ultimate Consignee UC Name 1 SIEMENSAG O Name 2 aD SEEMA oo Name 3 FO Name 4 FT Street fwemervonSiemens St 52 sret E City mbes a State No states available Country Gemy e l In Header Texts you can enter your own header texts or additional information WEB4BIS User Guide Message Administration Create Invoice Head Data Position Data Partner Addresses Header Texts General Data Charges Discounts Text Description Invoice instruction Please answer to this invoice in the next customer remarks additional information ryoice is automatically created Approve Cancel In General Data you can specify additional invoice details such as currency Create Invoice Head Data Position Data Partner Addresses Header Texts General Data Charges Discounts General Currency information Tax Sign for delivery service INCOTERMS price basis Freight Carriage paid to destination Delivery location referring to INCOTERMS price basis Poo country of exportation Germany country of destination More references Waste electronic registration number fo Order number of vendor LIAZ TEST AS01290 3 ESR BSR number Delivery note number Date of the delivery no
8. WEB4BIS User Guide Table of Contents Table of Contents l OCI and Logout iN WEBI BIS ceceraccatetteaiiciesrstcnmrctusbaetanistie NAER RINNEN RAEAN RENET ERER ENOR RNARO NEER 3 2 PGMA T OWN de ciactiecsccesencisoencam crocs sinc E 4 2 4 Change User Dala sesse ensenen as nr nee eer 4 2 1 1 Change Person Information cccecccceeececeeeteeeeeeeeeteneeeeeeeeceueeteeecetseetsneeeteneetsneeeseneetsneeees 4 242 Change LOGI M Orat ON aeree TE A 5 Zeid Change Partner INTOMMALON iiusssrscaoninntonanecnsiwaendniadionarwananandvadenntsehanauhdaisienciwesaveuhinndanoousancandnnta 6 2 2 HUN TOT TOs assert eo seca ctresetcn A A 8 2 3 S 010 810 je ee ee eee ee ee ee ee eee ee ee ee eee eee 8 2 4 elean Ws ALe 0 ic gt ee ee rs 8 3 Message A GIN SU AO ccvcsesapcrectnonsuncsumpcaciacunensaemeacintanrtaaenpichadenerssvermanchesensieereceiniaenaiom 9 3 1 Message States OVErVICW ccccccccsecccseeeseeeeceseeteneeeceseeteneeseeececeneetaneeeseneetsneeeseeeetseetsneeenens 9 3 2 Message Overview Aaa ee eee er eee 11 3s WV SSSA SACOM oe ahr sendnearecnedk aeratedneauanndl vorededseareatnuiaauecadaeaaisalaa eanouanetanaleaeueuaueneauan 11 3 3 1 Sort in the Message OvervieW cceccceececeeeeecseeeteneeeceeeteeeteneseteusetsueeetensetsneetseeeteneetsneeess 11 So Pam DPY D a ee eee 12 So 2906 6 gee ne ee ee ee en eee eee 12 Cho OTT E NO ene eee ee ee eT ee ee 15 ILo AAT RESDON eae O E E 16 Bil CIV CRF OMe CSE e A A E A A 18 FA
9. COM Department Abteilung 9 ZiP City EX16 7LL ER na U8 2006 ZIP City M10 044 Mansfield Phone 999000111222 TIVERTON response Country United Kingdom FAX 333444555666 date Email michaela verbarg siemens com Order 4500010634 Street Guenther Sachs Ring 3 SEH ZIP City 13320 Bremen Order date 20 07 2006 Country Germany Currency EUR PE YAT VAT YF 7000999 Registration number Country United Kingdom You should make any changes necessary before you confirm the order You must navigate on the individual tabs Item data General data Charges Discounts to make your changes Charges Discounts You can specify surcharges or discounts for example material surcharges or rebates on header level when you confirm an order Select an appropriate name Rebate for instance from the list and enter a percentage and a price in EUR as well as a meaningful description OG WEB4BIS User Guide Message Administration Create Order Confirmation with Changes Order Reference No 4200000220 Header Data Item Data General Data Charges Discounts Charges Type Percentage o Amount Remarks Freight charge 25 special freight charge add Discounts Selection Type Percentage 0 Amount Remarks F Special rebate hi fi 5 20 special customer rebate Delete Type _ Percentage Amount Remarks Conca Apply the rebate
10. WEB4BIS User Guide Message Administration Create Invoice Head Data Position Data Partner Addresses Header Texts General Data Charges Discounts Package Items F Line item Product no supplier Quantity Unit Price Price Item value gross excl Action No Unit surcharge deduction C 10 MESS 30 1 4 400 0k 42 1 Piece 5763 09 1 Piece EA Z Delte You have the option to delete single items by marking the items and clicking the button Delete and to change items by clicking on the pencil button When updating an item you can fill in Additional Info and Charges Discounts Internal suppliers can fill in a lot of information compared to external suppliers Internal suppliers for example can fill in item references item more information or encrypted short cuts You need to edit each line item and supply mandatory fields there before you can send the invoice 33 WEB4BIS User Guide Message Administration Create Invoice Position Details Position 10 General Quantity 4 i Moo Unit 4 i Piece z Single price 4 i C Price Unit 4 i ho o Item value gross excl surcharge deduction 200 00 Line item value 1 incl surcharges 200 00 Line item value 2 incl weighted header surcharges 200 00 Taxable amount 200 00 AT information on line item section TAX Country Germany AT state No states available AT rate f 9 0 AT amount 38 00
11. and General Data The Head Data contains the most important part of the message s data Message Details Message No 4 Head Data Position Data General Data General Buyer Info Supplier Info Message type DELFOR Partner Org ID 50000099 Partner Org ID 50000099 Document type delivery schedule Name 1 TEST DEPARTMENT Mame 1 WASSERBURGER STAHL SMBH Message status original Contact name MARKUS TESTER Street FINKENWEG 2 Delivery schedule number 4 Department 748 ZIP City 86554 KOCHEL 4 SEE Delivery schedule date 17 07 2006 Phone 30 82156 2634 Country Street LEUCHTEN STR 1 ZIP City 80131 MUENCHEN Country Germany Germany The Item Data tab provides an overview of the individual line items In this overview you can display further item details by clicking on the Item details action link of the item Message Details Message No 4 Head Data PositionData General Data Line item Mo Article No Buyer Article No Supplier Status 10 OOOON01016S91111111 The General Data tab contains supplementary message data 8 WEB4BIS User Guide Message Administration Message Details Message No 4 Head Data Position Data General Data Last transmitted delivery schedule Number 3 Basic contract or master agreement Number 5500082496 3 3 2 5 Inventory Report The detail view of an inventory report consists of the tabs Head Data and Item Data The Head Data contains the most important part
12. Contract Inc Monday June 18 2012 WEB4BIS _ _ SSS Supplier A1206164 Search UserData Imb Support 2 1 1 Change Person Information Change user data Login information Partner information Message default values You can change your personal data name address phone number email address etc using the administration function The WEB4BIS administrator has already filled in the above fields with the data supplied during WEB4BIS registration but you can change these data at any time It is important to keep your personal information up to date at all times particularly your email address and phone number because these may change often Change user data Person information Login information Partner information Message default values Salutation Mr z Pa rtner administrator 7 Message privileges M Ordrsp generation IY Invoice generation I Invoice generation from scratch M Desadv generation General privileges T Pull technical documents Name Tester i l First name usitat S Street the Street 2 ZIP Country State Phone P Department g 256789012345687890 1205878901232 Email 1 alfred stratmann siemens com M Avis Email fo H Interval hours I Locked 7 Reminder Email M Newsletter AvisEmaill CO AvisEmail2 CT WEB4BIS User Guide Administration Emails are sent to the address gi
13. General Data Charges Discounts General Buyer Info Supplier Info Message type INVorC Partner Org ID 41503444 Partner Org ID SOo00099 Document type self billed Name 1 Siemens Home and Office Name 1 NATIONAL RUER Mame 2 Communication Devices SEMICONDUCTOR GmbH Invoice number 5100040152 mbH amp Co EG Street LIVRY GARGAN STR 10 Invoice date 17 07 2006 Contact name Franziska Mueller IP City 82756 Date of 07 2006 Department Com A amp C AS 11 FUERSTENFELDBRUCK Delivery Service Phone 02372 95 2404 Country Germany FAX 02372 95 944494 WAT Registration 0E128238502 number Email testi best com Street Haidenauplatz 1 IP City 61667 M nchen Country Germany YAT Registration DES1 4469745 number Amount USC Net total invoice amount fincl surcharge deduction 640 00 YAT amount of the total 16 00 tax base amount 640 00 134 40 Gross total invoice amount 974 40 The Item Data tab provides an overview of the individual line items In this overview you can display further item details by clicking on the Item details action link of the item Message Details Message No 5100040152 Head Data Position Data Partner Addresses Header Texts General Data Charges Discounts Line item No Product no supplier Quantity Unit Price Price Unit Item value gross excl surcharge deduction A ooou01 LPSS356L4 26265 FLOW MOPE 1O00 000 Piece 24 00 100 Piece OOOO LasoooTla 2e26 FLOW MOPE 2500 000 Piece 244 00 100 Piece
14. Message Number Order Reference Message Type Orderer Date Time Updates State 1460043415 1260043415 order 41503444 Jul 27 2006 9 05 06 AM completed a fly Ea m d 74540000029010 invoice 41503444 Jul27 2006 6 55 07 AM completed ca m4 Fis a Move from Short Time 4rchive 59
15. an invoice without order reference just follow the link Create Invoice on the left menu bar 50 WEB4BIS User Guide Message Administration ea Create Invoice Drafts Short Time Archive The invoice form is shown and filled only with the data saved in your partner administration In Head Data it is very helpful to use the Get SSD Data button so that you do not have to fill in every detail manually For this you need to type in your partner s Org ID As external supplier it is very important that the ordering party Is part of a list stored at the EDI Service because external suppliers are not allowed to send invoices to every Siemens Partner If you have problems here please contact the Web4 BIS support Create Invoice Head Data Position Data Partner Addresses Header Texts General Data Charges Discounts General Buyer Info Supplier Info Message INOIT Partner Org at 504937 Get SSD data Partner Org 41501860 type ID 504837 ID Heelan Commercial invoice Mame 1 Mame 1 Test Entw extern Azzurri GmbH idos Name 2 Name 2 Invoice Name 3 number Mame 3 Name 4 Order SY Name 4 Contact TEST Turban Maria number name Order date gt Contact Department Finanzen Payment name a a Department O Phone 0043 63 5164 T of Phone o FAX 0043 63 5164 Payment FAX CT Email thomas steinbach siemens cam due date discount Street Oo Street Kapuziners
16. can also specify the standard language you want to work with When you change the language all information is then shown in the language you select The fields marked with a red asterisk are mandatory WEB4BIS User Guide Administration 2 1 3 Change Partner Information Change user data Person information Login information Pa riner information ip Message default values Persons List Several users may be assigned to each WEB4BIS partner Changes in partner information apply for all users On the Partner information tab you can change the name or address of your partner profile The fields marked with a red asterisk are mandatory Certain items of information such as Role Interface or BIS sender profile may not be changed by you but only by the Web4BIS administrator Interface configures as which kind of supplier you are classified There are two options internal and external This interferes directly with the process of creating invoices because internal and external suppliers will see different text fields and forms and are able to change different values e g more partner address data and accounting data for internal suppliers Furthermore you can have a look at your authorizations here that means if you have the authorization to create order responses or invoices at all If missing you will not see the buttons creating invoice and approve order and the symbol for creating invoices You are not
17. creating invoices but it will be shown only with the necessary authorization 3 3 1 Sort in the Message Overview The message overview appears at many points in WEB4BIS for instance in the overview of orders and order confirmations in the short term archive in search results etc This view always includes options for sorting the messages on specific criteria as well as the option of performing a number of actions You can sort messages by clicking on one of the underlined fields A small black triangle indicates the sort criterion and the sort sequence ascending or descending WEB4BIS User Guide Message Administration C Message Number Order Reference Message Type Date Time State Action 4 5500082496 delivery forecast S0O000099 Jul 27 2006 8 35 01 4M received amp ft 108 SS00000019 delivery forecast 41503444 Jul 27 2006 8 35 04 AM received gi m4 5500000173 delivery Forecast 41503444 Jul2 z006 6 35 05 AM viewed i m4 5500082496 delivery Forecast SOOO0099 Jul2 2006 9 05 02 4M received wo m4 5500000019 delivery forecast 41503444 Jul2 2006 9 05 04 AM viewed w m4 In the above screenshot the messages are sorted by date time and the oldest messages are shown first If you want to show the most recent messages first click on Date Time to reverse the sort sequence 3 3 2 Display Details C Message Number Order Reference Message Type Orderer Date Time Y State Action C a 8 inventory report 41503444 Jul2 7 2006
18. number Reference number of customer Cost center GBK Customs Import Export More information invoice booking month 01 2007 Electronically signed no The Charges Discounts tab contains information about additional charges and discounts Message Details Message No 510004015 Head Data Position Data Partner Addresses Header Texts General Data Charges Discounts Surcharge deduction Allowance message Percent Price EUR Comments Rebate 5 10 Grosskundenrabatt The tab package items contains information about packaging for example size weight packaging character etc This tab is only visible for internal suppliers Message Details Message No 5620111 Head Data Position Data Partner Addresses Header Texts General Data Charges Discounts Package Items Package details Sumber of packages 1 Type of packages Container 20FT measurement of the package length 30 CMT width 20 CMT height 70 CMT weight total gross weight iz KGM total net weight iz KGM Package marking instruction information Handle with care J WEB4BIS User Guide Message Administration 3 3 3 XML Download essage Number Order Reference Message Type Orderer Date Time ate ction C M Numb Order Ref M T Ord Stat Acti C g amp inventory report 41503444 Jul2 2006 9 05 05 AM viewed c mn A e C a 6 inventory report 41505444 Julz7 2006 6 55 05 AM received w m4 E P Click on the XML Download
19. of the message s data Message Details Message No 8 Head Data Position Data General Buyer Info Supplier Info Partner Org ID 41503444 Partner Org ID Inventory report Contact name Meister Message status original Fr CoM Message type INVRPT Document type Name 1 Inventory report number Department EKOR 000I Street Inventory report date 20 07 2006 16 42 26 Street 7 Source document internal 00000005635126 ZIP City reference Country SOOO0039 Fieldung Electronics Marsfeld Hans Sachs Ring 16 19 12 40 6221 Marsfeld Germany The Item Data tab provides an overview of the individual line items In this overview you can display further item details by clicking on the Item details action link of the item Message Details Message No 8 Head Data Position Data Line item Mo Article No Buyer Article Mo Supplier Status Action 1 R3749324 5 T 1392 22 2 a 19 WEB4BIS User Guide Message Administration 3 3 2 6 Self Billing Invoice Invoice The detail view of a self billing invoice invoice consists of the tabs Head Data Item Data Partner Addresses Header Texts General Data and Charges Discounts In case of an internal supplier you will also find the tab package items The Head Data contains the most important part of the message s data Message Details Message No 5100040152 Head Data Position Data Partner Addresses Header Texts
20. overview you can display further item details by clicking on the Item details action link of the item Message Details Message No 4500010634 Head Data PositionData General Data Line item No Article No Buyer Article No Supplier Quantity Unit Price Price Unit Requested delivery date Status ctm 1000 BES Ar 7 b565 OPEN BES 27 04422 0440 1 000 Piece 2000 1 20 07 2006 dua 00 BES 515 24510 0480 6ES7315 24399 0FEM 1 000 Piece 790 5 1 20 07 2006 5 G The General Data tab contains supplementary message data a WEB4 BIS User Guide Message Administration Message Details Message No 4500010634 Head Data Position Data General Data General Order type Express order Delivery location referring to INCOTERMS price basis Stockins StoreP4c INCOTERMS price basis Delivered duty paid to destination Invoice Recipient BT Ultimate customer UD Delivery party DP Interprosed goods recipient D3 Freight forwarder FW Document recipient DO More references Ultimate customer s reference number BASIC 20 07 2006 Customs Import Export Special conditions Item not subject to national export restrictions Special conditions 1 Free of US embargo Special conditions 3 Special conditions 4 Text Description Additional specifications for shipment Mode of transport OHL FEDE UPS Package details More information Message receipt concept OO000000313043 214 WEB4BIS User Guide Me
21. 11111111111111111 Street 2 ZIP City 11788 Hauppauge WY ZIP State Hawaii Country United States of America YAT xx Registration State No states available number Country Please select country 7 Tax 11223344 registration YAT OO number Registration number City The tab Item Data requires more effort because every item has to be filled in manually In contrary to external suppliers internal suppliers have more options to fill in just like in the invoice based on an order response By clicking the button Add you can add items WEB4BIS User Guide Message Administration Create Invoice Head Data Position Data Partner Addresses Header Texts General Data Charges Discounts Package Items C Line item Mo Product no supplier Quantity Unit Price Price Unit Item value gross excl surcharge deduction Action This brings up Create Invoice Position Deta a new line Additional Info item mask Update position number io Position 10 General Product no supplier seq qqgg1212 Quantity Pe Unit Fackage Single price 129 99 Price Unit Poo YAT information on line item section Country specific name of YAT fyAT TAX Country United States of America 7 YAT state Hawaii T YAT rate joo Additional article identification Buyer s part number MPHMB4 Date of Delivery Service sd gt Export Sign for delivery service Product de
22. 234567 4500010634 order response 41755999 Jul2 2006 9 11 09 AM WES sent i m 4500010634 4500010654 41735999 Jul2 2006 9 05 06 AM viewed amp 4 m4 d 12f536 4500010634 order response 41735899 Aug 3 2006 9 59 00 AM VES sent m4 a Sr d d 23 WEB4BIS User Guide Message Administration 3 4 Approve Orders Order Response Before you can confirm an order you first must go to the detail view of the order see 3 3 2 Display Details There you have the option of sending an order confirmation with or without changes Please keep in mind that orders can be approved with authorization only the authorization status can be looked up in the user data partner information 3 4 1 Approve Orders Order Response without Changes Clicking on the Approve without changes button generates an order confirmation without changes A mask appears in which a confirmation number must be entered This number is arbitrary and can consist of letters as well as digits It is intended for administration purposes so that you can find order confirmations more easily Order Confirmation without Changes for Message No 4500010634 Orderer Cellway Company Mansfield Order date 20 07 2006 Order number 4500010634 Order response number 1277823000 Cancel Clicking on Cancel aborts order confirmation clicking on Send sends the order confirmation Order confirmations that you have just sent are placed in the Order response folder an
23. 9 05 05 AM viewed c ily Fi P C a 5 inventory report 41503444 Julz7 2006 8 35 05 AM receive You can display the details of a message by clicking on the spectacles icon in the message overview The detail view is split into different tabs depending on the type of message 3 3 2 1 Orders The detail view of an order consists of the tabs Head Data tem Data and General Data The Head Data contains the most important part of the message s data 2 WEB4BIS User Guide Message Administration Message Details Message No 4500010634 Head Data Position Data General Data General Buyer Info Supplier Info Ultimate Consignee Order type Express order Partner Org 41755099 Partner 50000099 Partner 0008100033 Message type ORDERS ID Org ID Org ID Order number 4500010674 Name 1 Cellway Company Name 1 Cellway Mame 1 MY MACHINE Order date 007 2006 Contact Marianne MuellerloM Company TOOLS LTD name Name OPT 344 Street WOODSBORRCGWY C EUR eiae an Department A amp D Street Guenther AVE MJE Sachs Ring Delivery nok defined here Email CHRIS BOSTOCEM SIEMENS COM 5 7IP City EX16 7LL date time IP Cit Mio 044 Mansfield marae ae aa ZIP City 13320 TIVERTON Country United Kingdom Bremen Country United Kingdom Confirmation Acknowledgement Country Germany required requested Partial Partial shipping is delivery allowed The Item Data tab provides an overview of the individual line items In this
24. Addresses Header Texts General Data Charges Discounts Package Items Party to be billed BT Partner Org ID Get SSD data Street FO Name 1 Street Z FO Name Z ZIP FO Name 3 tt City FO Name 4 CO State No states available Country Please select county H Ultimate customer UD Mame 1 Name Street YAT Registration number Street 7 Mame 3 ZIP Mame 4 City state Mo states available Country Please select country Ultimate Consignee UC Name 1 UNITED STATES POSTAL SERVICE Street 16135 NE 85TH ST Same 2 EAST KING COUNTY STATION 7IP City 980529997 REDMOND State Washington Country United States of America Delivery party DP Mame 1 Mame 2 Street mm Street 2 Name 3 ZIF Mame 4 City state Ho states available Country Please select country ne Shippers address C7 Partner Org ID Get SSO data Mame 1 FO Name 2 FO Name 3 FO Name 4 ML snapshot Approve Cancel Street FO Street 2 ee EE ee City Gee State No sates vaia 3 6 WEB4BIS User Guide Message Administration In Header Texts you can enter your own header texts or additional information Create Invoice Head Data Position Data Partner Addresses Header Texts General Data Charges Discounts Package Items Text Description in oice instruction Please report changes Fd od Po hazard information Beware
25. EB4BIS User Guide Administration If you have the authorization to create invoices the Invoice information part will be visible to you at this location Here you can configure details regarding the invoice Only internal suppliers have the option to fill in the number of the crediting unit 2 2 Information By clicking on the info link on the top menu bar you can get further information for example the current version of the userguide for Web4 BIS User Qualitaet Tester Officemax Contract Inc Monday June 18 2012 Supplier Ai206164 Search UserData Info Support LL 2 3 Support If you have any questions or need help please contact our support team by clicking Support User Qualitaet Tester Officemax Contract Inc Monday June 18 2012 Supplier A1206164 Search UserData Info Support 2 4 Select Language If you want to switch languages for a short time only or somebody else who speaks a different language is working under your username the language can be changed by clicking on English or German on the menu bar However at the next login the system reverts to the standard language specified in the user data eS User Qualitaet Tester Officemax Contract Inc Monday June 18 2012 a WEB4BIS Supplier A1206164 Search UserData Info Support WEB4BIS User Guide Message Administration 3 Message Administration The current version of Web4BIS supports receiving th
26. Guide Message Administration Order Confirmation with Changes for Message No 4500010634 Position Details Additional Info Charges Discounts Partial Deliveries Position 1000 General Order response number 78345874365 Status Mot accepted Article No Supplier GES P27 7 22 40 Quantity 1 000 Unit _ Piece Price EUR 2000 Per units eee Confirmed delivery date 20 07 2006 tobe defined Product description SIMATIC 7 200 PROFIBUS DP SIMATIC 7 200 PROFIBUS DP Pod Pd fo Additional article identification Buyer s part number 6E57277 6565 OPEN Customs Import Export ECCN Export Control Commodity Number fo Ultimate consignee for this position Text Description OO OO OO C O Item references Item more information Note that any changes and settings that you make here apply only for the current line item and not for all items and therefore not for the entire order If you want to make partial deliveries you must add details on the Partial Deliveries tab You can specify the quantity for each partial delivery and also provide date information the exact delivery date already 29 WEB4BIS User Guide Message Administration delivered or to be defined You can create a partial delivery by clicking on Add When you edit partial deliveries make sure that the sum of all partial delivery quantities is the same as the total quantity for the l
27. LAY TONER DO ea E E E EE E 19 3 3 2 6 Self Billing Invoice INVOICE ce cerseite cineca waStoayinartdacenceittantttitnidacedeuceslanatinddocrdacallaenetniadocetiants 20 Bi AML DOW OA peceren AE AAEE E AEAEE i 23 zA PDFDECOV ee E nee ee ne een ee 23 3 3 5 Show Business Case OVEIVIOW cic cniscasznssietentendseatin nse tmatantaaatinattdmudantbuatinadtiaedanteantnnadtiaeiantenntn 23 3 4 Approve Orders Order RESPONSE ccceecccsseeteseeeceeeecenceteeeeceneetsneeeeeeeeteneetseeeneeetsneeess 24 3 4 1 Approve Orders Order Response without CNanges ccccccccsseeceeeeeseeeceneeteeeeseneetsneeees 24 3 4 2 Approve Orders Order Response WIth CHANGES cccseccesseceesseeteneeseececeeetenseeneneetaneeees 24 i yo Fean YOC ee ne ee ee 31 Fed VOICES from intemal SUID ICIS secsi i 31 3 5 2 Invoices from external SUPPIIEMS ccceeecccsseeceseeeceeeceeeteneeeteeetsneeesenseteaeeteeeeneeeteneeess 44 Io 21 gt CG eM E A E E ee ee eee 56 3 7 Message Status a gt 0 ois ee ee nee ne aa Ta ee ee eee 57 2S Me cO TN ate eee ee ee E E eee ee ee ee nee 58 39 Deleing Me age eansoun ee ce ee eee eee 59 WEB4BIS User Guide Login and Logout in WEB4BIS 1 Login and Logout in WEB4BIS The WEB4BIS login screen is available on the internet at https webedi siemens de web4bis login do Please log in using the user information provided by Siemens You are strongly advised to change the password immediately after you log in fo
28. asterisk are filled because they are mandatory Head Data contain the basic invoice information WEB4BIS User Guide Message Administration Create Invoice Head Data Position Data Partner Addresses Header Texts General Data Charges Discounts General Message type Document type Invoice number Order number Order date Payment due date fix net number of days Payment due date discount number of days Discount percentage INVOIC TestEwZoye2 SCS faa gt Buyer Info Partner Org ID Name 1 Name 2 Name 3 Name 4 Contact name Department a Phone FAX Street Street 2 ZIP City State at 501580 Get 550 data Azzam Technology GmbH Zoya EAG LE 52234 Kapuzinerstr J fanaa Muenchen Ho states available Supplier Info Partner Org ID Name 1 Name 2 Name 3 Name 4 Contact name Department Phone FAX Email Street ZIP City Country YAT Registration number Tax registration 41501580 Test Entw fextern Azzurri GmbH TEST Turban Maria Finanzen 0o45 895164 0045 895164 thomas steinbach siemens com Kapuzinerstr 9 80337 Muenchen Germany vat EE Str Wr_456 number Country Germany ka YAT DET 12233 Registration number Every description field marked with a red asterisk is a mandatory field that means you have to put values in there Values in the white mark
29. by clicking on the Add button you can delete it again after selecting it by clicking on the Delete button You can add several charges and discounts which then apply to the entire order If you want to apply charges and discounts to specific line item you must enter these separately on the Item Data tab 26 WEB4BIS User Guide Message Administration General Data You can add general information to the order confirmation for example a price basis or the reference location for the price basis You can also add your own comments Create Order Confirmation with Changes Order Reference No 4200000220 Header Data Item Data General Data Charges Discounts ever Order type Order Pricing agreements price list Delivery location referring to INCOTERMS price basis Munich INCOTERMS price basis Trost and Freight Reason for costumization _ a Additiona als specifications for shipment Freight forwarder FW Despatch Address More references Source document internal reference XXX Text Descrption Supplier remarks Approve Cancel J WEB4BIS User Guide Message Administration Item Data If you want to make changes on line item level do this on the Item Data tab There you have the option of rejecting an item or making changes which refer to a single item only Create Order Confirmation with Changes Order Reference No 4200000 Header Data Item Data General Data
30. can display further item details by clicking on the Item details action link of the item Message Details Message No 12f536 Head Data Position Data General Data Charges Discounts Line item Article No Article No Quantity Unit Price Price Requested delivery Status Action Mo Buyer Supplier Unit date 1000 BES fe f 6565 BES fe 7 O4422 1 000 Piece 2000 to be defined Accepted with OPEN 0x AD amendment 2000 6E57515 24610 6E57315 24699 1 000 Piece 790 5 17 08 z006 Accepted with DABO OPEN amendment The General Data tab contains supplementary message data Message Details Message No 12f536 Head Data Position Data General Data Charges Discounts General Order type Express order Pricing agreements price list Delivery location referring to INCOTERMS price basis Stockins StorePAc INCOTERMS price basis Delivered duty paid to destination Freight forwarder FW More references Order number of the seller 12f536 Text Description a 7 WEB4BIS User Guide Message Administration The Charges Discounts tab contains information about additional charges and discounts Message Details Message No 121536 Head Data Position Data General Data Charges Discounts Surcharge deduction Allowance message Percent o Price EUR Comments Rebate 5 10 Grosskundenrabatt 3 3 2 4 Delivery Forecast The detail view of a delivery forecast consists of the tabs Head Data Item Data
31. corresponding dates manually or select them in a calendar Search for messages Message number eguas Buyer Org ID Order number From date To date Message type Message status undefined 11 17 13 14 15 16 17 Rese You can hide the calendar by clicking on the gt button a second time You are also able to search by message type or message status Combinations of both are also possible The search results are shown in the familiar message overview In the list of results you can perform the Same actions as in the message overview see 3 3 Message Actions 56 WEB4BIS User Guide Message Administration 3 7 Message Status Changes You can trace message status changes in the message details For example you can see when a message was received when it was viewed or when it was moved to the Short Time Archive in other words when it was completed Click on the Status changes button to view status changes Message Details Message No aaaa444 Head Data Position Data General Data Charges Discounts General Buyer Info Supplier Info Message ORDRSP Partner Org 14000050 Partner Org type ID ID Order type Order Name 1 5wI55 TECH Name 1 Message accepted Mame 2 PA Contact status with changes Contact I amp T E OG name Order aaaat44 name Department response Department 5T Phone number Ph FAX Order 27 07 2006 l response AX I Email date Stre
32. counts on item scale 3 8 WEB4BIS User Guide Message Administration Create Invoice Head Data Position Data Partner Addresses Header Texts General Data Charges Discounts Package Items Selection Type Percentage Amount Remarks Percentage t Amount Remarks Approve Cancel In Package items you can specify the packaging for example height and weight of a freight This feature is only for internal suppliers Create Invoice Head Data Position Data Partner Addresses Header Texts General Data Charges Discounts Package Items Selection Number Type of packages Total gross Total net Length Width Height Package marking instruction of weight weight CMT CMT CMT information packages KGM KGM dk Sumber of Type of packages Total gross Total net Length Width Height Package marking instruction packages weight weight CMT CMT CMT information KGM KGM jad Approve Cancel When you have finished creating your invoice click on the Approve button By clicking the Cancel button you will abort the invoice creation process Once you have entered all details you can confirm the invoice using the Approve button The procedure can be cancelled at any time by clicking on the Cancel button You can save the invoice as a draft using the button Save draft In this case no checks will be carried out 39 WEB4BIS User Guide Message A
33. d labeled as sent Once the transaction is completed as far as you are concerned click on the Move into Short Time Archive button in the detail view to move the order confirmation to the short term archive for future deletion The status Is then set to completed If you want to undo this action call up the detail view and click on Move from Short Time Archive to move the message back into the Order confirmations folder 3 4 2 Approve Orders Order Response with Changes Sometimes it is necessary to send an order confirmation with changes for example if you are forced to make partial deliveries instead of a single delivery or if you want or need to make delivery on another date You do this using the Approve with changes button in the detail view 24 WEB4BIS User Guide Message Administration You are again prompted to enter an order confirmation number Order Confirmation with Changes for Message No 4500010634 Head Data Position Data General Data Charges Discounts General Buyer Info Supplier Info Ultimate Consignee Message ORDRSP Partner Org 41735599 Partner Org 50000099 Partner 0008100033 type ID ID Org ID Drder type Express order Mame 1 Cellway Company Name 1 Cellway Company Namel sYZz MACHINE Message accepted without changes Contact Marianne MuellerCoM Name 2 DPT 344 TOOLS LTD status name Contact Bearbeitergo Street o Ge ae tment o respo i 112008364 epartmen name AVENUE 3 RT Erdil i SIEMENS
34. dministration After approving the invoice the following process is the same for creating an invoice without order reference and based on an order response So this part will be explained in detail at the end of this chapter b Creating invoices without order reference If you wish to create an invoice without order reference just follow the link Create Invoice on the left menu bar Create Invoice Drafts Short Time Archive The invoice form is shown and filled only with the data saved in your partner administration In Head Data it is very helpful to use the Get SSD Data button so that you do not have to fill in every detail of the customerinfo manually For this you need to type in your partner s Org ID Create Invoice Head Data Position Data Partner Addresses Header Texts General Data Charges Discounts Package Items General Buyer Info Supplier Info Message INV OIC Partner Org 475092034 Get SSD data Partner Org 41206219 type ID A1502834 ID Document Commercial invoice F Name 1 Name 1 Test Entw fintern Siemens Ed type Mame Z Invoice 5620 males Name 3 Mame 3 Mame 4 Order number Name 4 Pantari TEST Laura Hines name Order gt date Contact Department Orders Processing name Department Phone 1 631 231 3600 number Phone FAX FAX Email thomas steinbach siemens cam Street Street 155 Plant Avenue Street 2 strasse 2 best 111
35. e Approve button Note By approving the message several checks and inquiries are initiated to make sure that the invoice corresponds with the Siemens rules If the message does not comply with these rules the errors are shown so that you can correct them In case of all checks being successful you have the following options to proceed Process Invoice Please select an action to process the message Download POF Download MiL Cancel The invoice can be saved as draft sent or downloaded as PDF XML A draft can be modified several times before sending it as final invoice 55 WEB4BIS User Guide Message Administration 3 6 Search If you want to find a specific message quickly you can select the Search option on the top menu bar at any time User Qualitaet Tester Officemax Contract Inc Monday June 18 2012 te l WEB4BIS Supplier A1206164 Search UserData Info Support In the search mask you can search for messages by means of a specific order reference number assuming that you know it or alternatively you can search for messages within a given period When searching by means of a specific reference number you can find messages with the exact name by choosing equals messages beginning with the number or name by choosing begins the messages ending with the number or name by choosing ends and messages containing the number or the name by choosing contains You can enter the
36. e following message types Orders Order Changes Delivery Forecasts Inventory Reports Self Billing Invoices The current version of Web4 BIS supports creating the following message types E Order Responses Invoices 3 1 Message States Overview The message states overview is displayed automatically when you log in It lists for example how many messages of the various message types have been received or viewed New messages are always located in the Received folder When you open a message it is automatically moved into the Viewed folder Furthermore you can move messages that you no longer need to the Short Time Archive folder which is emptied by the system at regular intervals You should ensure that you do not keep too many messages in the Received and Viewed folders by emptying these folders from time to time Clicking on the numbers in the columns takes you to the message overview for the corresponding message type Message States Overview Please select an entry from the table Click here to go to the message overview for viewed Inbox orders received viewed drgh d sent Archive Orders i Order Changes Order Responses 34 Delivery Forecasts Inventory Reports Self Billing Invoices Invoices WEB4BIS User Guide Message Administration You can also go directly to the individual message overviews at any time without going via the message status overview The Overview Drafts and Short T
37. ed description fields can be changed by you contrary to fix values that can not be changed anymore for example VAT Tax numbers or supplier address You can choose your own Invoice number You can also complete the Buyer Info by getting the data from the SSD Siemens Keycode Database or choose the document type As external supplier it is very important that the ordering party is part of a list stored at the EDI Service because external suppliers are not allowed to send invoices to arbitrary Siemens Partner If you have problems here please contact the Web4 BIS support The button Calculation provides you with the invoice s current amount If you change anything in the ltem Data or change Charges Discounts you have to calculate again to see the current invoice amount Put please keep in mind that the total sum is calculated again when sending the invoice so this button Is just for your own information In Item Data you can find information about the items in detail 45 WEB4BIS User Guide Message Administration Create Invoice Head Data Position Data Partner Addresses Header Texts General Data Charges Discounts F Line item Mo Product no supplier Quantity Unit Price Price Unit Item value gross excl surcharge deduction Action C 10 TOP2235GN TL 4000 Piece 152 100 Piece Delete EZA Cancel You have the option to delete single items by marking the items and clicking the button Delete and
38. enabled to change these settings this is reserved to the administrator WEB4BIS User Guide Administration Change user data Partner information Org ID A1206164 Max number of 10000 S Version 2 Role Supplier x Interface Etem z Functionality Web4BiS z oer 9 a p Orersp p Invoice ea A p Desadv p Delforrsp Supplier generation generation ffrom scratch generation generation General privileges fE Invoice status 7 Pull technical documents Name ax Contract Inc ame wame ZIP 60143 City taa o Country Unted States of America J Phone OO mx gt n VAT number ase fill in the tax ID number Currency US Dollar z sender profile PGABNAHMALLO5SWEB Invoice information Name of VAT VAT vAT default rate p SOStCSC 7T 7 7 lt 7 lt lt C lt S lt lt T Country of VAT United States of America z rate n Name of industrial tax rate rate Income tax pox registration number Number of PAOS Bank account information Account holder Account holder identifi s o Account holder 1 Account holder 2 Instituti Bank Identification S W LF T National bank identification code E Type of z Identificati tion Organization Institution branch location name Configuration Folder name 1 Test1 Folder name 2 Test 2 Folder name 3 Test 3 Folder name 4 Test4 W
39. et Albert Street Order 9401175925 Schweitzer ZIP City number Ring 4 EA Order date 07 10 2002 ZIF City 1211 WIEN T Currency EUR Country Austria Registration information VAT ATU11115333 number Registration number Download POF Download ML Status changes Message Status Changes Date Time Order Reference Jul 24 2006 1 35 04 PM 1260043415 Jul 24 2006 2 30 43 PM 1260043415 Aug 3 2006 2 49 42 PM 1460043415 Back 57 SUOOO099 Drahtwerke Kabel Inc Bearbeitero9 Abteilung 999000111222 333444555666 michaela verbarg siemens com Grueneweg 4 4490 Graz Austria VAT SY 000999 State Action received Mla A viewed oj my F completed w m4 A Ultimate Consignee Name 1 Name 2 Street ZIP City Country BE Kabelwerke 57 z Hd YA TECH TRON EBs Hrn Siemer Hollerstrasse 3 0666 6185751 1030 Wien Austria WEB4BIS User Guide Message Administration 3 8 Message limit Every partner has a limit to the messages that can be stored in the working folders You can find the limit number in your User Data below the login information You can not change the limit on your own Change user data Login information Partner information Username cpop0094 Old password New password Confirm new password Language Englisch Mak number of messages Save changes Cancel If the number of the messages stored in the folders Orders Order Responses Delivery Forecasts In
40. from extemal suppliers If you are authorized for creating invoices you can create them as external supplier by two different ways Creating invoices based on an order response Creating invoices without order reference a Creating invoices based on an order response For creating invoices based on an order reference you have to go to the order response message overview Please keep in mind that only sent order responses can serve as a base for an invoice Message Overview order response Please select an action for a message Please archive selected messages by pressing the button C Message Number Order Reference Message Type Orderer Date Time Y Updates State Action TEST_41501880_3 2700347669 order response A4050065 279 11 2006 11 23 24 AM na sent i m Fa Pe TEST 2200342665 order response ASO50065 26 11 2006 3 26 51 PM yes drafted amp Ga A P TEST_ALSO1880_2 1045082038 order response ALOOOO6 28 11 2006 3 26 02 PM yes sent a fla 4 Px ia d d d LI TEST_41501550_1 2200342669 orderresponse A4050065 28 11 2006 3 25 04 PM na sent co m4 E E By clicking the right symbol you reach the invoice creation form If you have opened an order response watch details you can also reach the form by clicking the create invoice button Web4BIS has transferred the order response s data into the invoice form now Some data have to be filled manually by your own It is important that all the values marked with a red
41. function link in the message overview to download a message in XML format Afterwards the message can be stored on a local hard disk 3 3 4 PDF Display essage Number Order Reference Message Type Orderer Date Time ate ction C M Numb Order Ref M T Ord na Stat Acti C a amp inventory report 41503444 Jul27 2006 9 05 05 AM viewed wp m C a 6 inventory report 41505444 Julz7 2006 6 55 05 AM received w m4 P In the message overview you can also see print and save messages in PDF format A new window opens when you click on the PDF icon 3 3 5 Show Business Case Overview C Message Number Order Reference Message Type Orderer Date Time Y State Action C a 8 inventory report 41503444 Jul2 7 2006 9 05 05 AM viewed 4 ily AGD C a 6 inventory report 41505444 Julz7 2006 6 55 05 AM received w m4 E P It is often useful to have an at a glance overview of all messages involved in a business case The Show Business Case function link is provided in the message overview for this purpose Clicking on this link displays all messages of all message types with the same order reference number so that you see all messages at a glance and can navigate through them faster C Message Number Order Reference Message Type Orderer Date Time Y Updates State Action C 70345674365 4500010634 order response 417356599 Aug 3 2006 2 52 03 PM yes drafted c m4 1z2f536 4500010634 orderresponse 41735699 Aug 3 z006 9 59 00 AM yes drafted p m4 1
42. ide Message Administration Charges Discounts can be specified the way described in invoice creation based on an order reference After clicking Update amp back the item view is updated You can delete single items by marking them and clicking the button Delete Create Invoice Head Data Position Data Partner Addresses Header Texts General Data Charges Discounts F Line item Mo Product no supplier Quantity Unit Price Price Unit Item value gross fexcl surcharge deduction Action As 1O0002 76 12 Package 12 99 1 F4 In the tab Partner Adresses the ultimate consignee address can be specified manually Create Invoice Head Data Position Data Partner Addresses Header Texts General Data Charges Discounts Ultimate Consignee UC Name 1 Siemens Test Name 7 Aa Name 3 werk Amberg Mame 4 Street Otto Hahn Ring Street aP ea City Amberg a State No states available Country Gemy o YS In Header Texts you can enter your own header texts or additional information WEB4BIS User Guide Message Administration Create Invoice Head Data Position Data Partner Addresses Header Texts General Data Charges Discounts Text Description nyaice metyctan additional information Cancel The tabs General Data and Charges Discounts can be filled as in creating invoice based on an order response To approve your invoice just click th
43. ime Archive folders are shown on the left hand menu bar If you have the authorization there is also the option Create Invoice The Overview folder is subdivided into the individual message types to enable a faster navigation PE WEB4E Message Overview Orders Order Responses Delivery Forecasts Inventory Reports Self Billing Invoices Despatch Advices Invoices All Messages Create Invoice Drafts Short Time Archive You can move messages between folders Messages are moved automatically when you view them see 3 3 2 Display Details If you want to move messages manually you can do this in the detail message view using the Move into Received Move into Short Time Archive and Move from Short Time Archive buttons If you click on Move into Received received and already viewed messages are moved to the Received folder If you click on Move from Short Time Archive the messages are moved into the Viewed folder and created messages are moved into the Outbox folder assuming they were previously moved from there or into the Drafts folder assuming they were previously moved from there Clicking on Move into Short Time Archive always moves messages into the short term archive H ove into Short Time Archive M ove into R eceived J0 WEB4BIS User Guide Message Administration 3 2 Message Overview The message overview lists the various messages in tabular form Each line of the table di
44. ine item Order Confirmation with Changes for Message No 4500010634 Position Details Additional Info Charges Discounts Partial Deliveries Position 1000 Selection Quantity Unit Delivery date LJ Piece already delivered to be defined d Piece 09 08 2006 already delivered to be defined Delete Quantity Unit Delivery date Piece L already delivered to be defined Total amount exceeded by 119 units Update amp Back Cancel You can define discounts or surcharges for a specific item on the Charges Discounts tab You do this in the same way as on header level as described above When you have finished editing and have checked that all your entries are correct click on the Update amp Back button below the tab If you want to undo all your entries on line item level click on Cancel Regardless of which button you click you are taken back to the Item Data tab Order editing is now complete and you can confirm or cancel the transaction To confirm click on Save draft this saves the order confirmation in Drafts If you want to send the confirmation immediately click on Send message If you Save a message so that you can send it later you must later search for it in the Drafts folder Once you have found it you must switch to the message detail view Save draft Download PDF Download lt ML Cancel Clicking on the Update draft button gives you a further opportun
45. ity to revise a saved order confirmation 30 WEB4BIS User Guide Message Administration Download POF Update dratt Download ML status changes After editing you must click Approve Then You have the opportunity to send the message immediately or to send a copy which means that the message Is still stored in the Drafts folder 3 5 Creating invoices Download PDF Download MiL 5 La d copy Cancel The process of creating invoices differs between internal and external suppliers The following shows both ways 3 5 1 Invoices from intemal suppliers If you are authorized for creating invoices you can create them as Internal supplier by two different ways Creating invoices based on an order response Creating invoices without order reference a Creating invoices based on an order response For creating invoices based on an order reference you have to go to the order response message overview Please keep in mind that only sent order responses can serve as a base for an invoice Message Overview order response Please select an action for a message Please archive selected messages by pressing the button L d Mi d d CI Message Number Order Reference TEST_41206219_ 5 TEST_A1206219_ 2 TEST TEST_A1206219 TEST_A1206219_1 1402220575 1402225 60 1402225760 1402220575 1402225 60 Message ype order response order response order response order response
46. order response Orderer 4VO00624 AVOO0G24 AVON 4 4VO00624 AvOO0G24 Date Time hi 11 29 2006 11 22 47 4M 11 28 2006 3 51 55 PM 11 28 2006 3 51 22 PM 11 28 2006 3 50 02 PM 11 28 2006 3 48 35 PM ae Updates State WES WES WES sent sent drafted sent sent Action g m A O fF g m A O E ar m F Gr m 4 F g m A O E WEB4BIS User Guide Message Administration By clicking the nghtmost symbol you reach the invoice creation form If you have opened an order response watch details you can also reach the form by clicking the create invoice button Web4BIS has transferred the order response s data into the invoice form now Some values have to be filled manually by your own It is important that all the values marked with a red asterisk are filled because they are mandatory Head Data contain the basic invoice information Create Invoice Head Data Position Data Partner Addresses Header Texts General Data Charges Discounts Package Items General Buyer Info Supplier Info Message INVOIC Partner Org ayvoqgo624 Get SSD data Partner Org 41206219 ID ID type i a Commercial invoice Name 1 SIEMENS AG Name 1 Test Entw intern Siemens Esi YPE Name Z i lial Invoice 5620 ALD ELLAN Contact TEST Laura Hines number Name 3 LIEFERZENTRUM NUERNEERG eae eee 12 19 2006 aves date Name 4 i Order 14022770575 number Contact Harald Rind Phone 1 631 231 3600 O
47. r the first time Documents Web4BIS Login User Guide Registration Username Overview Password Login Forgot your password The functionality of Web4BIS is available after a successful login only Siemens AG 2005 2010 Corporate Information Privacy Policy Terms of Use Version 3 3 0 If you have forgotten your password please use the Forgot your password link At the next step you are advised to enter the email address which is associated to your Web4 BIS profile After confirming a new password will be created and sent to the email address Forgot password Please enter the email address that is associated with your Web4BI5 account 4 new password will be sent to you via email bo that address Use this new password to logon bo the system and change your password afterwards Email address Fequest new password Back to login page You can terminate your working session with WEB4BIS at any time using the Logout link on the menu bar marked in orange You can then log in again under either the same or a different username User Qualitaet Tester Officemax Contract Inc Monday June 18 2012 Supplier A1206164 Search UserData Info Support WEB4BIS User Guide Administration 2 Administration 2 1 Change User Data WEB4BIS allows you to modify your user data Clicking on the User Data link on the top menu bar takes you to the appropriate mask User Qualitaet Tester Officemax
48. rate number of days Discount percentage 45 3 000 3 3 2 3 Order Response The detail view of an order response consists of the tabs Head Data Item Data General Data and Charges Discounts The Head Data contains the most important part of the message s data 16 WEB4BIS User Guide Message Administration Message Details Message No 12f536 Head Data Position Data General Data Charges Discounts General Buyer Info Supplier Info Ultimate Consignee Message ORDRSP Partner Org 41735699 Partner Org S0000099 Partner 0008100033 type ID ID Org ID Order type Express Name 1 Cellway Company Name 1 Cellway Company Name 1 YZ MACHINE order DPT 344 TOOLS LTD Contact Eearbeiter93 Street WOODSBORROW BUSINESS ReporGnene Aa changes ea orca be dishes AVENUE 3 Email CHRIS BOSTOCKIOSIEMENS COM D t E Abteilung Order 12F536 bison ae a ZIP City EX16 7LL response ZIP City M10 044 Mansfield Phone 999000111222 TIVER TOM number Country United Kingdom FAX 333444555666 Country United Kingdom Order 03 08 2006 Email michaela verbarqm siemens con response Street Guenther Sachs Ring 3 date Order 4500010634 IP City 13320 Bremen number Country Germany Order date 20 07 2006 YAT VAT Fy r 000999 Registration number Contact Marianne Muellercor Mame 2 Message accepted name status with Currency ELUF information The Item Data tab provides an overview of the individual line items In this overview you
49. rder 11 10 2006 aue FAX date Department A amp D ET Phone 49 721 595 3159 Email thomas steinbach siemens com Fax 49 721 595 6661 Street 155 Plant Avenue Street Winter Guenther Str 11 ZIF City 11788 Hauppauge WY 7IP 90441 Country United States of America YAT XE number Country Germany Tax FAT DEl 9274202 registration Registration number number Amount USC Net total invoice amount incl surcharge deduction Every description field marked with a red asterisk is a mandatory field that means you have to put values in there Values in the white marked description fields can be changed by you contrary to fix values that can not be changed anymore for example VAT Tax number or supplier adress You can choose your own invoice number but please make sure that it is not too short The number must consist of your ARE don t overwrite followed by a number defined by you You can also complete the Buyer Info by getting the data from the SSD Siemens Keycode Database or choose the document type The button Calculation provides you with the invoice s current amount If you change anything in the Item Data or change Charges Discounts you have to calculate again to see the current invoice amount Please keep in mind that the total sum is calculated again when sending the invoice so this button Is just for your own information In Item Data you can find information about the items in detail 7
50. rence country of origin Preference authorization EUR MED Egypt aie Faroe Islands Iceland Israel 7 Equpt a Faroe Islands Iceland Israel Countries with EUR MED 7ones Cumulation Update amp Back Cancel You can select several countries by pressing the CTRL key during selection Changes are accepted by clicking on the button Update amp back Charges Discounts provides you with the possibility to change given conditions delete them or to create new ones Create Invoice Position Details Additional Info Charges Discounts Position 00001 Selection Type r Percentage Amount Remarks Facking fi 2 i ee special packing Type Percentage Amount Remarks Update amp Back Cancel Changes are accepted by clicking on the button Update amp back The tab Partner Adresses gives the possibility to specify a range of different partner addresses Being an internal supplier you can enter more addresses than external suppliers Whereas the ultimate consignee address is taken over from the order response you can if relevant fill in the ultimate customer the delivery party and the shipper s address manually The party to be billed can be updated with the SSD s entries automatically by entering the partner s Org ID and clicking the button Get SSD data 35 WEB4BIS User Guide Message Administration Create Invoice Head Data Position Data Partner
51. scription ee Preferences and Charges Discounts can be specified the way described In invoice creation based on an order reference After clicking Update amp back the item view is updated You can delete single items by marking them and clicking the button Delete Aj WEB4BIS User Guide Message Administration Create Invoice Head Data Position Data Partner Addresses Header Texts General Data Charges Discounts Package Items C Line item Product no No supplier 10 ASLOOOULZ12 Ss oo Cancel Approve Quantity Unit Price Action Price Unit Item value gross excl surcharge deduction 129 99 1 F4 Package In the tab Partner Addresses a range of addresses can be specified Party to be billed ultimate customer ultimate consignee delivery party shippers address The party to be billed can be filled comfortably by clicking the button Get SSD Data after specifying the invoice receiver s Org ID Create Invoice Head Data Position Data Partner Addresses Header Texts General Data Charges Discounts Package Items Party to be billed BT Partner Org ID Get SSD data o ZIP PO City Name 1 Name 2 Name 3 Name 4 Ultimate customer UD Name 1 TT Name 2 FO Name 3 PO Name 4 FO Ultimate Consignee UC Name 1 Street Street 7 No states available Please select country YAT Registration number State Country
52. splays specific message contents known as meta attributes such as order reference message type and orderer Message Overview order order change Please select an action for a message Please archive selected messages by pressing the button C Message Number Order Reference Message Type 9401175925 4500010654 12600435415 4500010634 1260043415 4500010634 12600435415 4500010634 9401176925 4500010634 1260043415 4500010654 1260043415 4500010634 1260043415 4500010654 order change order order order order order order order Orderer 14000050 41735899 41503444 A17S5599 41503444 41735899 41503444 41755099 Date Time me Jul 27 2006 10 35 01 AM Jul 27 2006 9 05 06 AM Jul 27 2006 8 35 07 AM Jul 27 2006 6 35 06 AM Jul 24 2006 3 05 03 PM Jul 24 2006 3 05 01 PM Jul 24 2006 1 35 04 PM Jul 24 2006 1 35 01 PM State viewed viewed viewed viewed received viewed viewed CF Ce Ce Ce Ce Ce Ce n viewed Pe a eg a el gt Y amp G G amp ee LI d d Pi d LI d LI 3 3 Message Actions The message overview provides a range of message actions Every message action is marked with a different symbol The message actions includes a sorting function a detail viewing option downloading a XM L file downloading a printable PDF version of a message and showing the business case for a message In case of the order response overview there is another symbol for
53. ssage Administration 3 3 2 2 Order Change The detail view of an order change consists of the tabs Head Data Item Data and General Data The Head Data contains the most important part of the message s data Message Details Message No 94011789275 Head Data Position Data General Data General Buyer Info Supplier Info SOOO0099 Ultimate Consignee BB Kabelwerke 57 2 Hd YA TECH TROM EBs Hrn Siemer Hollerstrasse 3 0666 6185751 IP City 1030 Wien Country Austria Order OROCHG change in detail section S401 178925 20 07 2006 S401 178925 Order type Partner Org ID 14000050 Partner SWISS TECH Org ID FA Mame i Name 1 Message type Name 1 Same 2 Drahtwerke Kabel Inc Grueneweg 4 4490 raz Austria Change information Name 2 Contact name I amp TEOG Street Department ST Phone i FAX j Street Albert 07 10 2002 Schweitzer Ring Currency EUR 4 information ZIP City 1211 WIEN Street ZIP City Country Order number Order date Origin order number Origin order date Delivery date time requested Confirmation required Partial delivery nok defined here Acknowledgement requested Partial shipping is Country AT Registration number Austria ATU11115333 allowed The Item Data tab provides an overview of the individual line items In this overview you can display further item details by clicking on the Item details action link of the item
54. te More information WEB4BIS User Guide Message Administration The date of delivery note can be specified easily by clicking on the button gt similar to this process In other message types You can choose the date out of a calendar which appears after clicking on the button The tab Charges Discounts offers the possibility to create charges or discounts for the whole invoice The process Is the same as for charges and discounts on item scale Create Invoice Head Data Position Data Partner Addresses Header Texts General Data Charges Discounts Selection Type Percentage Amount Remarks C Dete Type Percentage 0 Amount Remarks Approve Cancel When you have finished creating your invoice click on the Approve button By clicking the Cancel button you will abort the invoice creation process Once you have entered all details you can confirm the invoice using the Approve button The procedure can be cancelled at any time by clicking on the Cancel button You can save the Invoice as a draft using the button Save draft In this case no checks will be carried out Conca After approving the invoice the following process is the same for creating an invoice without order reference and based on an order response So this part will be explained in detail at the end of this chapter b Creating invoices without order reference If you wish to create
55. to change items by clicking on the pencil button When updating an item you can fill in Additional Info and Charges Discounts In Additional Info you can specify general data regarding an item WEB4BIS User Guide Message Administration Create Invoice Position Details Additional Info Charges Discounts Position 10 General Product no supplier 7 Qp229GN TL Quantity ood Unit Piece EJ Single price iT Ph Price Unit o Co YAT information on line item section Country specific name of AT nyc TAX Country Germany YAT rate oo co Additional article identification Buyer s part number ASE00711710 Date of Delivery Service i J Export Sign for delivery service Product description I SCHALTTOPYYY SMD8R 010707 Pw TOP223GN TL Item references ECCN Export Control Commodity Number Po Country of origin Germany Item more information Update amp Back Cancel Charges Discounts provides you with the possibility to change given conditions delete them or to create new ones 47 WEB4BIS User Guide Message Administration Create Invoice Position Details Additional Info Charges Discounts Position 10 Selection Type Percentage Amount Remarks roars F Insurance Special insurance Percentage Amount Remarks ARAF Cancel Changes are accepted by clicking on the button Update amp back
56. tr 9 number of ZIP City 50337 Muenchen days Street 2 Country Germany Discount 7Ip TT YAT wat percentage Registration City ooo number Tax EF Str Wr456 State No states available registration T number Country Please select country YAT Registration number The tab Item Data requires more effort because every item has to be filled in manually By clicking the button Add you can add items 51 WEB4BIS User Guide Message Administration Create Invoice Head Data Position Data Partner Addresses Header Texts General Data Charges Discounts F Line item Mo Product no supplier Quantity Unit Price Price Unit Item value gross excl surcharge deductionj Action This brings up a new line item mask 52 WEB4BIS User Guide Message Administration Create Invoice Position Details Additional Info Charges Discounts Position 10 General Product no supplier 1 00007 78 i md Quantity Unit Fackage Single price 299 Price Unit YAT information on line item section Country specific name of AT iyrcT lt TAZ Country Germnariy AT rate g0 Additional article identification Buyer s part number Date of Delivery Service 23122006 Export Sign for delivery service Item references ECCN Export Control Commodity Number Po Country of origin Penny Item more information 53 WEB4BIS User Gu
57. ven in Email 1 the type s of the email depends on the option s selected in the checkboxes beneath the address field If the Avis Email box is checked an email is sent to the specified address each time a message is received If the Reminder Email option is checked a reminder email is sent to the email recipient if WEB4BIS contains unread messages for more than 2 days The address given in Email 1 is used automatically as the sender email address for order confirmations You can also enter additional email addresses in the AvisEmaill and AvisEmail2 fields Consequently Avis Emails are also sent to these addresses The fields marked with a red asterisk are mandatory Click on the Save changes button to apply your changes If you want to discard your changes click on the Cancel button 2 1 2 Change Login Information Change user data Person information Login information Partner information Message default values Persons List Immediately after you log in for the first time you should change your password and select one that is easy to remember This is done on the Login information tab Have your old password ready because you are prompted to enter it on this tab Change user data Person information Login information Partner information Message default values Persons List Usernante Old password New password Confirm new password Language On the Login information tab you
58. ventory Reports and Invoices exceeds the limit the message functionality will be restricted Restriction of Functionality the maximum allowable amount of messages For the system has been exceeded therefore the available Functionality of the application has been restricted please move messages which are no longer required into the short time archive the complete Functionality of the application will be available afterwards Maximum allowable amount of messages 10 Current amount of messages 19 To use Web4BIS with the full range of functions please move the messages no longer needed to the Short Time Archive 58 WEB4BIS User Guide Message Administration Message Overview inventory report Please select an action for a message Please archive selected messages by pressing the button State Action C Message Number Order Reference Message Type Orderer Date Time t 5 inventory report 41505444 Jul2 z006 9 05 05 AM viewed disabled 8 inventory report 41503444 Julz7 2006 8 35 05 4M received disabled 3 9 Deleting Messages You can delete the messages not needed anymore from the short time archive Please confirm deleting the selected messages in the Short Time Archive by clicking the button Delete Short Time Archive Attention The messages in the short time archive will be deleted after 3 months Please select an action for a message Please archive selected messages by pressing the button Action C

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