AeCS User Manual - Aentera Network
Contents
1. Change Responsibility button when inside the document Aentera Network AS Page 28 of 45 op AeCS user manual AENTERA a Home Crafts BR Received 2 E ave E Open pdf Details 2 Attachments C Cancel Revise Document number PO 00 HB Pdf hide price Responsible RSJ a Archive State Canin IN Change responsibility Figure 26 Change document responsibility single To change document responsible for several documents check the desired documents in the list and press the Change Responsibility button e a Home _ Drafts E a Sent tS J E FE Configure filter D Change responsibility 7 More ac To Aentera demo buyer at De RS PO 0022 Confirmation a To Aentera demo buyer at Den iat RS RFP 0015 Proposal To Aentera demo buyer at Deng E R5 PO 0014 2 Figure 27 Change document responsibility multiple A dialog pops up where you can select the new responsible person for the document s You can also choose whether the old and new responsible persons shall be notified by email Aentera Network AS Page 29 of 45 oY AeCS user manual AENTERA Change Responsibility x Select the new responsible person for this document ba New Responsible Buyer Support Notify Users Figure 28 Send Purchase Order Confirmation When the selections are made press Change to submit the changes Aentera Network AS Page 30 of 45 op AeCS user manual AENTERA2. Page 8 of 45 AeCS user manual AENTERA menu in the upper right hand corner of the main pane you can change between displaying All Unread Received or Sent documents 4 1 4 Administrative functions In the upper right hand corner of the home page there are administrative functions Use these to e Administrate your own user data and settings e Administrate list company data depending on role e Administrate list company settings depending on role e Log out 4 2 Filters and sorting in the overviews You can specify filters to restrict the documents that will be displayed in your overviews In the overview press the Configure Filter button Home ec amp Chag Figure 5 Define filter A dialog will be displayed where you can define a filter based on the following attributes e Document type e Document status e Responsible user e Partner company In addition you can define which attribute to sort by and whether to sort ascending or descending If you have many pages in your results list you can Jump to a specific page by entering the page number in the dialog box After all filter parameters are set as you desire press the Apply filter button to update your list view To modify a filter bring up the filter dialog box again and modify your filter values To remove your filter and reset the list to show all documents press the Reset filter button Aentera Network AS Page 9 of 45 AeCS user manual AENTE
3. If your company is not registered in AeCS you can register using the registration form found on the www aentera com web pages The company registration can be done in two ways e If you are a supplier company you will receive a registration code from your customer the AeCS buyer company When you use this code during the registration your company and account is immediately linked to your customer s purchasing network in AeCS You can immediately start to receive documents from your customer e If you are a buyer company you will receive a registration code from Aentera Network AS subject to a license fee On registration you will automatically be registered as a buyer and as the owner of your supplier network You will immediately be able to add users within your company and distribute registration codes to your sellers in order to build your purchasing network 2 1 User roles There are different user roles in AeCS depending on what role you Nave in your company 2 1 1 The AeCS User role This is a standard user normally assigned to a purchaser or a seller The User is able to create and send documents This role is limited to see only his her own documents 2 1 2 The AeCS Coordinator role The Coordinator is able to create and send documents The Coordinator can see and modify all documents in the company This means that the Coordinator can act on the behalf of the other users in the company The Coordinator role is nor
4. If the document is part of a document chain all past activities for past documents are also listed a Home Create new Drafts P Received Sent items Archive BR Progress repor Confirmation PO 0019 From Aentera demo seller at Demo seller company e Reject changes Verify changes B Save re Open pdf More actions Details amp Attachments 1 CA Messages x Internal note lt f Reminder Off 2 History t Timestamp Document type Document number User 2014 03 19 19 44 Confirmation PO 0015 Aentera demo buyer Document was read 2014 03 19 19 43 Confirmation PO 0019 Aentera demo seller Purchase order was confirmed w 2014 03 19 19 43 Confirmation PO 0019 Aentera demo buyer Document was received 2014 03 19 19 43 PO PO 0019 Aentera demo seller Document was read P 2012 12 25 23 19 PO PO 0015 Aentera demo buyer Document was sent 2012 12 25 23 16 PO PO 0015 Aentera demo buyer File was attached 2012 12 25 23 17 PO PO 0015 Aentera demo buyer Document was created Figure 16 The History tab Aentera Network AS Page 20 of 45 op AeCS user manual AENTERA 5 8 XML upload If your company has set up a file format for it it is possible to upload an XML file to create a new document To upload an XML file press the Upload XML button in the Create New menu A dialog will appear 6 Home Create new _ Drafts P Received Sent items Arc Upload xml Upload xml Optional xml type Apply
5. 3 of 45 oh AeCS user manual AENTERA l The AeCS documents and process The purpose of the AeCS system is to support the process related to purchasing communication between a buyer and a seller AeCS will handle the documents sent between the two parties in a structured way This makes it easy to track the progress both related to the purchasing itself as well as the delivery The main data types handled by AeCS are Request for proposal RFP with any Proposals that come as a response Purchase order with Purchase order confirmation Progress reporting Messages Attachments for all the above documents RFP Proposal PO Confirmation Progress report Figure 1 The AeCS process flow Aentera Network AS Page 4 of 45 ob AeCS user manual AENTERA The buyers and sellers are linked together in a network A company can have a buyer or a seller role or both When a buyer seller company receives an RFP or a PO from a buyer it can turn around to its own seller and send a corresponding RFP or PO to that company Buyer m Seller Buyer Figure 2 A simple purchasing network Aentera Network AS Page 5 of 45 AeCS user manual AENTERA 2 AeCS Registration and user roles To use the AeCS system your company must be registered in AeCS Each user must have a personal user account If your company is already registered in AeCS your company administrator will create a personal account for you
6. Progress reports Q Search Aentera demo buyer e Number series For Demo buyer company Save Document type Prefix Next number Postfix Enabled Number of digits Next number is RFP RFP 16 m 4 RFP 0016 PO PO 26 W 4 PO 0026 Figure 37 Number series configuration e Prefix Defines a text as a prefix to the document number Can be any alphanumeric characters e Postfix Defines a text as a postfix to the document number Can be any alphanumeric characters e Next number specifies the number to be used for the next document created Be cautious not to set this number to a lower number than the current one as this may cause conflicts with existing documents e Enabled Enable or disable this number series generation e Number of digits Specify the number of digits to be used The document number will be padded with leading O s to get the specified number of digits Aentera Network AS Page 40 of 45 AeCS user manual AENTERA e Next number is Displays the next number to be used based on your setting 10 3 2 Projects You can define projects to be used for your documents This will make it easier to track documents and organize your work The company administrator can create modify and delete projects rs Create new Drafts P Received Sent items Archive BP Progress reports Q Search e Edit Project Save yj Delete Projec Project manager Name My Project Manager John Doe Customer ACME Customer Inc E
7. access to a number of settings for your company To access these settings press the Settings link in the upper right hand corner of your screen Aentera Network AS Page 39 of 45 oY AeCS user manual AENTERA Home Create new Drafts P Received F Sent items Archive BP Progress reports Q Search Aentera demo buyer Settings 3 User profile User G Demo buyer company User profile amp Settings ry 4 Notifications sa Edit Network RoyNet Company administrator Demo buyer company a Gow Partners 8 Users amp Number series Help amp Reminders amp Projects Standard attachments esa Log out cow Partners amp Rules for document changes saa Edit Network RoyNet T Events E4 Company notifications Figure 36 Company settings overview 10 3 1 Number series When using AeCS through an ERP integration document numbers will automatically be assigned by your ERP system This section is not relevant for documents that are created through an integration If AeCS is used stand alone you may configure number series that will be used for the different document types The number series will use a number that increments in steps of one each time a new document is created If number series are not activated for a document type the user will have to make up a new document number on his own for the new document a Home Create new Drafts B Received Sent items Archive E
8. as in the ERP system e Email Your email address e Phone Office company and mobile and fax e Time zone Setting the time zone will affect the display of due dates and delivery dates These timestamps will be displayed in your local time zone according to this setting e Language used in AeCS e Your job title e Items per page Determines the number of documents etc to be displayed per page The lower you set this number the better response you will get The higher you set this number the fewer pages you will get to browse between There are some attributes that affect your user role and privileges Aentera Network AS Page 35 of 45 AeCS user manual AENTERA User role See section 2 1 User roles for a description of the different roles Company administrator If this attribute is set you have access to administrate your company settings and information You will also be able to add or modify users in your own company A person can be set aS company administrator by Aentera support or by an other company administrator within your company There will be at least one company administrator within all companies in AeCS Company default user When a document is sent to your company and no specific recipient has been set by the other party it will be sent to the person defined as the default user There can be only one main user in the company Buyer Is set if you have a purchaser role and your company is defined as a b
9. changing e Delivery address e Invoice address e Office address Aentera Network AS Page 14 of 45 a i amp Ae AeCS user manual 5 3 The Attachments tab Create new Drafts P Received F Sent items Archive E Progress reports Q Search o Aentera demo buyer amp Te e PO PO 0025 Save z More actions yj Delete selected attachments Details Address amp Y Attachments 1 E Recipients gt Internalnote Reminder On History Document type Document File name Description Document line Uploaded date Uploaded by Size 1 PO PO 0025 STD DOC PO pdf Standard document for PO N A 2014 03 19 19 57 Aentera demo buyer 59 Kb Upload file Description Document line Select Select file Allowed file upload size is 52MB Figure 11 The attachments tab os a Adding files as attachments As long as the document has not been sent it is possible to add or delete files as attachments NOTE For a seller it will be possible to add file attachments to the PO confirmation after has been sent When adding an attachment you can add a comment to describe the file You can also possible to relate the attachment to one specific document line Use the Browse button to locate your file and the file will be uploaded It is not possible to alter this information once the file has been uploaded If you need to do so you should delete the file and upload it again with the correct information To delete an attac
10. contact information for the person responsible for AeCS in your company This is the person Aentera Network AS will contact in case we need to get in touch with you 10 2 3 Addresses You may enter different addresses for Office Invoice and Delivery These are the default address that will be used on new documents unless the user specifically enters anything else when creating the new document 10 2 4 Membership In here the details about your Aentera membership are displayed The main details are Trial Whether you company has a trial or regular membership Currency The currency for billing your AeCS fee Terms of payment Terms of payment for the AeCS fee Invoicing When did invoicing start and when was the last invoice submitted Reference Any reference for the invoice VAT The VAT rate to be set for your invoice Challenge key a key used for identifying your company when accessing AeCS through an integration Aentera Network AS Page 38 of 45 AeCS user manual AENTERA e Member agreement You can use the link to download the agreement for the AeCS membership 10 2 5 Network partners In here all your AeCS business partners are listed Press the linked company name to bring up the respective company s details 10 2 6 Upload company logo Press the upload company logo in the upper right hand corner of the Edit company screen to bring up the dialog The valid formats for logos are e gif Grap
11. e Pre amp J Figure 33 Archive document To archive a document use the More actions Archive function when inside a document To archive multiple documents check one or more documents in the overview and use the More actions Archive selection function Archiving means that e The document is no longer visible in the Received Sent items lists This will improve performance and tidiness in your user interface e The document will be visible in the Archive folder e Some document functions will be disabled When archiving a document any proceeding document in the document chain will also be archived E g if you archive a PO the corresponding RFP and Proposal will be archived but not the PO confirmation It is possible to un archive the documents to resume activities on them Un archive can be done on an individual document using the More actions UnArchive function Alternatively multiple documents can be un archived by checking one or more documents in the archive overview and use the More actions Un archive selection function Aentera Network AS Page 34 of 45 AeCS user manual AENTERA 10 Administrative functions 10 1 Edit your user profile As a user you can maintain you own user data Press the link with your name on it in the upper right hand corner of the screen to bring up your user data After you have updated your data in the form press the Save button amp Home Create new Draf
12. eh eee 10 Bie PRECOIV CG surest pare urea ance E EE E peal eavadunauy ee uewa tues R 10 so SELO 6 er ee a ee ee ee eee 10 a ALCHIVG ayaisactvsnpoheewvandaaeneaiaenee bavi dame Peete cas ana ceca encanto 11 4 8 Progress reports option ss ssssserrsererrerrersererrrrsarrreerrrererrsrenrenrerereerrreserree 11 5 Creating and sending a Request for Proposal RFP or a Purchase Order PO 12 Sele MEPS Can eaa eutectesapaneianienesvantarerrinie cree cetareceniia tos 12 5 1 1 Adding or deleting document item LINES ccc eee e cece cece cece ee eeeeeeeeeeeeeeeeeeeees 13 5 2 The Address tab cc cecccccccccccceceeeee esse eee e esse eeeeeeeeneaeeeeeeeeeeeseeeeeegggggeeeeeeneeegs 14 Soe WIS ALLACHINGMtS Cal aaa a a vou Paan youre I een aRae en eda 15 5 3 1 Adding files as attachments sssserserererrsrrrrrrrrrrrrerrrrsrrrrsrrrrerrrrsrrerrrrrrrne 15 5 3 2 Downloading attachments sssssssrererrererrerrererrrrrrrrrrrrerrrrsrrrrerrsrrrrrrrrrerrne 15 DA ME lecicls 6 Sido 0 inn nn ne rn re E ere ee ee 16 5 4 1 Sending a MESSAGE occire EEEE E E E 16 5 4 2 Replying to a message essrsererrerrrrsrrererrrrrrrrrrrrrrrrrsrrrrererrrrrsrerrrrrrrrrrne 17 Bor TEOR OPNE Cal eaaa E EE S E A EE AEA 18 Seeds ANO aT ION e EE AEE EEE EE O 18 5 5 2 Showing the document status ssssererrsrrrrsrrsrerrerrrrsrrrrerrrrrrrrrrrrrrrrrrrrne 18 560 TANEIntermol Note taD soins raves tears EEE T A A A a ENE O A 19
13. of 45 op AeCS user manual AENTERA 7 Confirming a Purchase Order PO When you receive a Purchase Order it is important to respond to the PO within the deadline set by the buyer The PO can be e Confirmed without changes e Confirmed with changes e Rejected e E D G a Home Drafts p Recei d PO PO 0022 From Ae 7 amp Reject 9 Create confirmation Save Details 9 Attachments Messages 7 Interna Document number PO 0022 Revision 1 Responsible RS Aentera demo seller Figure 22 Create Purchase Order Confirmation 7 1 Confirm without changes If the delivery dates quantities and other terms amp conditions are OK you will confirm the PO without any changes The buyer will get a message that you have confirmed the PO as is When confirming without changes no more actions are required in AeCS for this PO except archiving the PO when the job is completed Or any other time you would like to archive the PO The confirmation represents the formal agreement between the buyer and the seller a Home B Drafts P Receive Confirmation PO 0022 To El Save 7 More actions Details Address Attachments Recipients e e t Document number PO 0022 Revision 1 Responsible RS Aentera demo seller state Draft C ma date ee Figure 23 Send Purchase Order Confirmation Aentera Network AS Page 25 of 45 oR AeCS user manual AENTERA 7 2 Confirm with changes If you
14. recipient Demo seller company a Document type Apply recipient user Select a Send document Select file k Figure 17 Upload XML The XML type will be as specified by the AeCS Company Administrator in your company The XML type must match the specific format of your XML file For Document type you can either use the default type as specified in the XML file or override to create specifically an RFP or a PO If you want to send the document immediately after file upload check the Send document check box To specify the recipient select the company and user you want to send the document to Aentera Network AS Page 21 of 45 AeCS user manual AENTERA 6 Creating sending and receiving a proposal If you are a seller and have received a Request for Proposal RFP from a buyer you can respond by sending a Proposal This section describes how to process an RFP and respond with a Proposal 6 1 Accept RFP After opening and reading the RFP you can either Accept or Reject the RFP If you accept you indicate to the buyer that you want to send a proposal If you reject you indicate to the buyer that you will not send a proposal L a Home B Drafts BR Recei RFP RFP 0013 From Agf Accept e Reject E Save ga Open pdf Details Attachments 1 CA Messages yF Inta Document number RFP 0013 Revision 1 Besponsible i SE aaa Figure 18 Accept RFP 6 2 Create and send proposal After accepti
15. support Email support aentera com Aentera Network AS Page 45 of 45
16. the default settings for changes If you want to override N ame Jefa t 1 y eed t e Custo cnar ge scnen e e be gt ip optio i ese se ings for your company press this b tton your A eCS en ber ag eeme t lease co ta ctA e te a i you Override settings need this option for your company Changes allowed by seller Sellers changes that requires confirmation Proposal Order confirmation Currency Currency Currency Terms of payment Terms of payment Terms of payment Reference N Reference Reference Introduction Introduction Introduction Terms amp conditions Terms amp conditions Terms amp conditions Instructions Instructions Instructions Document header Comments Comments Comments Options Options Options Discount Discount Figure 40 Rules for document changes 10 3 6 Progress Report Status Set AeCS comes with a set of standard statuses for progress reporting It is possible to customize these statuses Enter the Progress Report Status Set Dialog to create a new status set Progress Report Status Set Fields Statuses Name Custom PR Status Set Name Short Name Type Order Name Here ShortNam OnSchedule 10 Delete Ss eee Name Here ShortNam Behind 30 Delete Create New Company Support Buyer AS Figure 41 Progress report status set configuration To create a new status select the type Behind On Schedule Ahead Delivered Type a Name and shor
17. 0 6 37 PM Buyer Support PO 1219 7 Delivered 8 25 2010 11 52 PM Support seller PO 1215 1 In Progress Read 8 25 2010 11 38 PM Buyer Support Ficlets 1 In Progress Read 8 25 2010 11 36 PM Buyer Support PO 1218 1 In Progress Read 8 25 2010 11 33 PM Buyer Support PO 1252 4 Draft Support seller Figure 32 Progress reports overview You can choose between showing the In Progress or Archived progress reports By clicking the link in the upper right hand corner you can also display a list showing all PO lines with their individual statuses To view the comments details and attachments of each progress report press the PO number to the left on the progress report line This will display the last Progress report revision for that PO and you will have the possibility to navigate between the different progress report revisions Aentera Network AS Page 33 of 45 op AeCS user manual AENTERA 9 Archiving documents For housekeeping purposes it is a good practice to archive documents that are no longer active The reasons for archiving documents might be e All items on the PO is delivered e You do not require to follow up on the PO bd Home Createnew Drat E CEELLELLELELLLELELLLLELLLLLELELLLLLELLLLLELELLLELELLLLLELEEE Details amp Attachments 2 cae a ng BB Pdf hide price E Save E Open pdf 7 More actions i Document number Po 00 Archive aw R amp ibility i Change respons Go to revision
18. 3 1 Forgot you password If you have forgotten your password use the link below the login dialog to reset your password Enter your registered email address and an email will be generated with instructions on how to reset your password The email will only be valid for a limited amount of time If you do not reset your password within this time you must generate a new email Alternatively your AeCS company administrator can also reset your password for you Aentera Network AS Page 7 of 45 AeCS user manual 4 The User interface AENTERA After logging in you will enter your AeCS home page This page gives you an easy access to all current documents and tasks 4 1 4 1 1 AENTERA The home page The main ribbon The main functions are placed in the top ribbon This includes Home page Create new documents Draft documents Received documents Sent items Archive Progress reports Search Settings Help 4 1 2 4 1 3 In the main pane documents relevant to your user role are listed https test aentera com Home Create new Drafts B Received F Sent items Archive Received page 1 of 3 Total 22 fe fe a fe fe ie fe a PO 0019 Received PO 0021 Received PO 0024 Received PO 0022 Received RFP 0015 Received PO 0014 2 Received PO 0014 Received PO 0013 Received PO 0012 Received PFP NNnin The left menu In the
19. 8 Progress reporting The AeCS system can be used to track progress of each order and order line The seller can report at any time he she likes and all the progress reports will be stored in sequence in AeCS Reporting is on an ad hoc basis and no fixed intervals are specified for the progress reports The Seller is free to report at any time as long as the buyer has initiated the progress reporting 8 1 Initiate progress reporting on sending PO The progress reporting can be initiated automatically when sending the PO Check the Progress Report check box before sending the Purchase Order The company administrator can set the default value for this attribute in the company settings If your POs are created through an ERP integration this setting will be controlled through the integration a Home Create new E PO PO 0023 El save 7 More actions Details Address Attachments 2 Recipients Document number PO 0023 Revision Responsible RB Aentera demo buyer State Dratt Created date 2013 10 26 19 33 Deadline 2013 11 02 16 00 Currency NOK Terms of payment _ Document lines Page 1 of 1 Total 5 Progress report Figure 29 Initiate progress report when sending PO Aentera Network AS Page 31 of 45 a AeCS k b user manua AENTERA 8 2 Initiate progress reporting after PO confirmation If the buyer at a later stage decides that pr
20. AeCS user manual AENTERA AeCS User Manual Version 14 03 28 Aentera Network AS Page 1 of 45 AeCS user manual Table of content L The AeCS documents and proceSS ccccecccececeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeegeggenes 4 2 AeCS Registration and User fFOleS iascisnasreivrrar sss senidsi IDERI ER Or E ONERI T Ea DEREI 6 Ele U OTOOTO SS ee ea waa 6 Aedade Unie ACC UE TO aa E E A E O E TE 6 ZAs2 THEACCS Coordinator FOlCrisccsreressseiesneciars TEAREN ETERA ENIPE RAO esau Kean 6 2 1 3 The AeCS Viewer role sssssesnererrsrerrrrrsrsrrrrrrrsrrrrerrrrsrrrrerrsrrrrrrrrrerrrrsrrnns 6 2 1 4 The AeCS Company administrator ssssssrsererrsrerrerrrrsrrrrsrrrrerrrrerrrrerrsrrer 6 2 1 5 THe ACCS Company default USE srcaiersivisensciisaenesterriorass enea ENERSEN EDE 6 3 LOGON ii a rE A NE EE E E E TE A E E 7 3d POCO VOU Da sole seiamecennreatreeesareen A EE EE AN E 7 4 EE USE Sia Ce S E E E E 8 4l The home Pade austin aa tendons a EN 8 Arl TRE MAMANDO earran ces E E E E agri dina E E AA 8 AEA TE NOT LN a ens cue en E E E E E A E es 8 Akos MMe Miah Dal nor A E AE O 8 4 1 4 Administrative functionS sssessssssrsrsrrrerenrrreerrrenerrsrenrrreerrerrrrerenrnrererrne 9 4 2 Filters and sorting IN the overviews ccccccee cece sence cece eee eeeeeeeeneeeeeeeeeeeeeeeeneneas 9 4 3 Create new document iicaincniadinaretamsieeycas9 stereo Mad maatintmaindiaaiee tke maatianinan 10 AA DO ae ee en oe a ee ee er E E er
21. Dele TAEA ON COD E E E E E E E ounnEIses 20 Dee AME DIO serros A A AAA EE AEA A AR A ONARA 21 6 Creating sending and receiving a proposal s sesesssrerrererrrerererrsrerrererrerrrrn gt 22 oe ACOPERE cee ee a E E E EEEE E 22 6 2 Create ANd send proposal s ssrsererrsrerrsrrsrererrnrrrrrrrrrerrsrrrrsrrrrerrsrrrrrrrrrrrrne 22 6 3 Receive and respond toa PropOSal sissiicwiaierivrsiscan a a eaniaes 23 Te Confirming a Purchase Order PO sssesssseresrsrerreresrrrnrrnrrrrerrrrrrrererrererrerrerr gt 25 7 1 Confirm without CHANGES ccccccccccce cece sees eee eee e ee eeeeeeeeeeeeeeeeeeeeeeessesseeggagaeeegs 25 7 2 COMPA WIT ON ICS o ccovavseranmnis pesca beseen gears ance pein edie A 26 Trou REPS ccs cdanansenntaatieeyaiesss E E E S 26 7 4 Re confirming a PO Revise order confirmation cece cece cece cece eee eeeeeeeeeneees 28 7 5 Adding attachments to a PO CONfPIPMATION cc cece cece cece sees oas 28 7 6 Change the document s responsible person cccee cece cece cece eee eseeeeeeeeeneeeeneees 28 8 Progress reporting sssererrererrsrrrrrrrrrrrrrrrrrsrrrrerrrrerrrrrrrrrrrrrrrrrerrrrerrrrrrrrrrne 31 8 1 Initiate progress reporting on sending PO s ssssererssrerrsrerrerrrrerrrrerrrrerrerene cal 8 2 Initiate progress reporting after PO confirmation ssesesssrerrsrerrsrrsrerrrrsrrne 32 Aentera Network AS Page 2 of 45 Ps i FY AeCS user manual AENT
22. ERA 8 3 Perform progress reporting ssisrssrorissroiprini sspears a arie Aiad a ina 32 8 4 Progress report OvervieW s ssrsererrererrsrrererrrrerrrrrrrerrrrsrrrrsrrrrrrrsrerrrrrrrrrrne 33 9 ALCHIVING COUINO E asra E aera ia oes 34 10 Administrative TUNCHONS osrorisnrs erinan rana Aa a 35 10 1 Edit your ser Profile va cegeranesandntraraqeransieaiaaee a EEE ESRA 35 10 1 1 Ue AO ea E T E era tat 35 10 2 Administrative functions for company admin only sssssssseresrsrerrsrerrerrsrerrne 37 10 2 1 COMP ay AETS eree EE A A E AES 37 10 2 2 COMact INTONAT O aeaa E E ENEA 38 10 2 3 POOO SCS a E E E E E E S 38 10 2 4 Member SND cerere T AET 38 10 2 5 Network parne S rereset rename aT 39 10 2 6 Upload company lOO presteren nna A AANE SEENA 39 10 2 7 User adMiNistratiOl eee ee ee ae E ee 39 10 3 Company settings admin ONMy ccc cece cece cece eee eeeeeeeeeeeeeeeeeeeeeeeeeeeeeeengeney 39 10 3 1 NUMOT SEUSS iruhas cas vantnee wean A E A AEA S 40 10 3 2 260 6 8 Geen ee A EE EE EE E TE E AE ee ne ee 41 10 3 3 Standard attachments muntentsunrsyvnaieriaciueeenserepraaie EA 41 10 3 4 PARROT aeaa A AAE AAEE EA A AEA ET 42 10 3 5 Rules for Document changes buyer companies only ccceeeee cece cece eens 42 10 3 6 Progress Report Status Set sssssssrsrrrsrrrrsrrrrrrrrrrrrrrerrrrrrnrrrrrrrrrrrrrrre 43 10 3 7 CU OM Gl GS eerr anna aa EAA AAA AAAA 43 LE UDO a E ee eer eer ee 45 Aentera Network AS Page
23. RA E im H OMe P re ate mer B O tS m Configure filter i Reset filter _ kE IEN 019 Figure 6 Reset filter 4 3 Create new document If you are in a buyer company you will be able to create a Request For Proposal RFP or Purchase Order PO Press the Create New button in the top ribbon to bring up the page that lets you choose what document type to create A partially filled form will appear Fill in the required and relevant fields before sending it to the recipient More on document creation in section 5 Creating and sending a Request for Proposal RFP or a Purchase Order PO If you are a Seller company you will not be able to create any new documents without first having received an RFP or a PO from a buyer Buyer and seller documents will be related to each other in what is called a document chain The chain consists of an RPF with Proposal and or PO with PO confirmation 4 4 Drafts The Drafts page will list all documents you have created but still not sent to any recipient You can delete any document that is in a Draft status After the document is sent it can not be deleted 4 5 Received The Received tab lists all documents that you have received from your business partner s If you have many active documents the list will be split into multiple pages The number of documents per page is dependent on your personal user setting You can navigate to next previous and firs
24. are not able to deliver according to the dates quantities or other terms amp conditions you can confirm the PO but with the data that is acceptable or possible to you You can modify the fields as defined by the buyer This can be fields both on the PO header and the individual lines Only fields you are allowed to modify will be enabled for modification You can enter the updated information line by line or multiple lines in one go To update multiple lines select the lines you want to modify and press the Multi Update button in the upper right hand corner above the item lines to open the dialog You will then be able to enter data that will be populated to all the selected lines Alternatively you can choose to update all lines at once by checking the box in the popup Multi update Changes made below will be applied to selected document lines Apply to Selected lines 2 pcs All lines 2 pcs I o 7 O Unit Dise Delivery 2012 12 09 16 00 Multi update Figure 24 Update multiple lines When sending this confirmation the agreement between the buyer and seller is pending the buyer s approval to the Seller s changes to the PO When sending this confirmation the Buyer is immediately notified by email that a PO confirmation with changes is pending approval A formal agreement between the buyer and the seller is not completed until the buyer has accepted the sellers new and modified input After the B
25. ent authorization rather than being hidden in someone s personal mailbox If there are messages sent or received for the document they will be listed in this tab The number of messages will be displayed in the brackets on the Messages tab 5 4 1 Sending a message Press the Create new message button to open the form to create a new message Enter Subject and message text You may also add files as attachments 5 Create new Drafts P Received Sent items Archive E Progress reports e PO PO 0025 To Aentera demo seller at Demo seller company Save A Open pdf v More actions Details amp Attachments 2 Messages Unread 1 Recipients 1 gt Internal note Reminder On History Q Search ka Aentera demo buyer ELIE CES EE E Aentera demo seller at Demo seller company Subject MESSAGE SUBJECT Message body Attachments No files are attached to this message Description File attachment description Select file Figure 13 Creating a new message LARI It is possible to save the message without sending it It will then appear with a Draft status in the list of messages Aentera Network AS Page 16 of 45 2 AeCS user manual AENTERA As long as the message has not been sent it is possible to delete the whole message or any file attached to it When pressing Send the message will be sent to the same recipient as for the document itself Unless the recipient has disab
26. enu when in the document e Selecting one or more documents in the overviews and use the Un Archive function 4 8 Progress reports option If this option is enabled the buyer will be able to request progress reports from the seller company As a buyer the list shows progress reports submitted by the seller As a seller the list shows the documents that the buyer has requested progress reports for More on progress reports in section 8 Progress reporting Aentera Network AS Page 11 of 45 ys By AeCS user manual AENTERA 5 Creating and sending a Request for Proposal RFP or a Purchase Order PO To create a new document enter the Create New menu in the top ribbon You can then select whether you want to create an RFP or a PO interactively or upload an XML file Requires a specific file format For more on XML upload see section 5 8 XML upload t 7 aCe Create new i e 8 RFP PO Request for proposal Purchase order Upload xml Figure 7 Create new document After choosing document type a form is displayed This form will contain all your basic and default company data ready to be populated with your document data The following sections describe the different parts tabs in your document 5 1 The Details tab sd Create new Drafts P Received F Sent items Archive BP Progress reports Q Search Aentera demo buyer ai Create new PO gt Save Details Documen
27. hics Interchange Format e jpg jpeg Joint Photographic Experts Group e png Portable Network Graphics Please note that regardless of the logo size it will be reduced on upload in order to fit the AeCS layout and to reduce the amount of data the users will have to download for each document If the quality of your logo is degraded due to this you should try to reduce the size of your logo prior to uploading it to AeCS If it still is not the proper quality please contact Aentera support 10 2 7 User administration When accessing the User administration you will get a list of all users in your company As a company administrator you can change all the same attributes as the user himself can do According to section 10 1 Edit your user profile In addition you can change these attributes e Company admin You can assign company administrator access in your company for this user There can be more than one company administrator for a company e Company default user Select to assign this user as the default user for your company If your counterpart has not specified a recipient in your company documents will be sent to this default user Please note that there can be only one company default user per company In here you can also add new users in your company by clicking the Register new user link and enter the data required in the form 10 3 Company settings admin only As a company administrator you also have
28. hment select the check box to the left and press the Delete Selected Attachments button In some instances one or more files are automatically attached on document creation These are standard attachments that your company has specified to always follow this type of document 5 3 2 Downloading attachments When receiving a document the number of attachments is indicated by the number in brackets on the attachments tab You can download one file at a time or choose to download all in one zip file Aentera Network AS Page 15 of 45 AeCS user manual 5 4 The Messages tab bd Create new ees P Received F Sent items Archive Progress reports e PO PO 0025 To Aentera demo seller at Demo seller company 5 Save E Open pdf z More actions Create new message Details amp Attachments 2 Messages 1 Recipients 1 gt Internal note Reminder On History m DEMO SUBJECT From Aentera demo seller at Demo seller company 014 03 19 21 ately s i aoia Received Unread DEMO BODY To Aentera demo buyer at Demo buyer company Figure 12 The Messages tab Q Search 5 Aentera demo buyer m Sent AeCS has a built in system for handling messages related to a document or chain of documents It is recommended that all messages and written communication related to a purchasing document is kept within AeCS and not within a separate mail system The messages will then be available to any user with the suffici
29. inder Off History wv Document number RFP 0013 Revision 1 Reference 11 Responsible RB Aentera demo buyer Introduction 22 Sender Aentera demo seller Demo seller Project N A company State Read Created date 2014 03 19 20 44 Deadline 2014 03 26 16 00 Currency NOK Figure 20 Links between documents If the seller has made modifications compared to the RFP the old values will be in dimmed strikethrough text and the updated values in a red text It will then be easy to get an overview of what the seller has made as an input to compared to your RFP e a Home Create new a l Proposal RFP 0013 E e T Reject Create PO E Save Details 9 Attachments 1 CA Messages Document number RFP 0013 Revision 1 Responsible RB Aentera demo buyer g nt Tine e Figure 21 Create PO from proposal If the proposal is not acceptable and you do not want to place a PO based on it press the Reject button The seller will be notified that you have rejected the proposal If you would like to place a PO based on the proposal press the Create PO button A PO will then be created based on the data in the proposal If you choose to change any of Aentera Network AS Page 23 of 45 AeCS user manual AENTERA the data in the PO the seller will see the differences between the proposal and PO in the Same way as the differences between the RFP and proposal is highlighted to the buyer Aentera Network AS Page 24
30. ions button you can e Add 5 item lines e Add 10 item lines e Duplicate the line s you select The new duplicate lines will be put in the bottom after the existing lines e Delete selected lines e Delete empty lines Any empty lines will automatically be deleted when the document is sent af ae lee i ee ree Add 1 Add 1 10 More actions s Multi update Add 5 Unit Delivery Add 10 2012 12 08 4 A Du plicate K J Delete selected lines Delete empty lines Figure 9 The line items More actions button Aentera Network AS Page 13 of 45 op AeCS user manual AENTERA 5 2 The Address tab Create new M Drafts P Received F Sent items Archive B Progress reports Q Search 5 Aentera PO PO 0025 E Save 7 More actions Details Address o Attachments 1 Recipients gt Internal note Reminder On History Delivery address Invoice address Office address Address Delivery Address 1 Address Wall st Address Office Address Delivery Address 2 Delivery Address 3 Zip code 112233 Zip code 10005 Zip code 223344 City Gotham City City New York City Galtworth Country Norway x Country United States Country United Kingdom Figure 10 The Address tab Before sending the document it is possible to change address details for the RFP or PO Initially the fields contain the default company addresses but before sending the document you have the possibility of
31. isted expand the list of sellers by selecting All recipients From the list press Select to select the recipient s you want to specify for this document If you want to delete a recipient already selected for the document press the Delete button to the right 5 5 2 Showing the document status After the document has been sent the recipients tab will show the document status for the individual recipients You can use this to track the progress of the RFP Aentera Network AS Page 18 of 45 op AeCS user manual AENTERA 5 6 The Internal note tab For each document you can enter an internal note that is visible only to users within your own company The recipient s will not see the internal note It will not be printed in any of the standard printouts or pdfs Enter the text and press Save to store the internal note in the database If there is a chain of documents the internal notes for previous documents will also be listed in a read only mode a Home Create new _ Drafts I Received Sent items ar PO PO 0018 7 El Save More actions Details Address Attachments Recipients gt Internalnote Reminder Off Internal note text PO Figure 15 The internal note tab Aentera Network AS Page 19 of 45 op AeCS user manual AENTERA 5 7 The History tab In the history tab all activity for the document is listed The history lists both sender and recipient s activity
32. ive functions for company admin only There are a number of administrative functions that can only be accessed by a company administrator T N 6 a Home Create new _ Drafts BR Received Sent item Demo buyer company E Save Details Contact Address Membership Network Partners Details Name Demo buyer company status Enabled Org number 9936 776655 Website www aentera com Phone 93014517 Mobile phone 93014517 standard agreement Yes Registration date 2012 09 30 14 25 Fax Setup Time zone UTC 01 00 Amsterdam Berlin Bern Rome Stog Currency NOK Ea Figure 35 Edit company details 10 2 1 Company details There are a number of attributes for the company details e Name The public name of the company e Status Enabled disabled Can only be modified by Aentera e Org number The organization or publicly registered company number unique to your company in the country it is registered e Website Your company s web address e Phone The company phone number e g main switchboard e Mobile phone In case your company has a common mobile phone that can be used by external contacts Aentera Network AS Page 37 of 45 AeCS user manual AENTERA e Standard agreement Is set if your company is under a standard commercial agreement with Aentera Network AS e Registration date The date your company was registered in AeCS e Fax The company fax number e Description Any descri
33. led notifications the recipient will receive an email telling that a message is sent in AeCS The email is only a notification and the message itself will not be included in this email The recipient would have to enter AeCS to read the message 5 4 2 Replying to a message If multiple files are attached to the message you can download the files one by one or as one zip file While displaying the message you can press the Reply button to create a reply to the message you have opened Creating and sending a reply works just like sending a new message Aentera Network AS Page 17 of 45 oR AeCS user manual AENTERA 5 5 The Recipients tab As a buyer you can select recipient s for your document For a Request for Proposal RFP you can send the document to more than one recipient For a PO you are limited to only one recipient The number of recipients for an RFP is shown in brackets on the tab L Home Create new Drafts P Receiver PO PO 0018 B Save 7 More actions Details Address Attachments Recipients yr Internal note select Name Company Select Aentera demo seller Demo seller comp Select Demo seller 2 Demo seller compan Select RoySeller 2 RoySelle F oySeller oy5e Figure 14 The Recipients tab 5 5 1 Adding a recipient When bringing up the recipients tab the last sellers you have used will be listed directly If the person you want to send the document to is not l
34. left menu the most commonly used actions are stored as shortcuts The main pane From Aentera demo seller at Demo seller company Confirmation From Aentera demo seller at Demo seller company Confirmation From Aentera demo seller at Demo seller company Confirmation From Aentera demo seller at Demo seller company Confirmation From Aentera demo seller at Demo seller company Proposal From Aentera demo seller at Demo seller company Confirmation From Aentera demo seller at Demo seller company Confirmation From Aentera demo seller at Demo seller company Confirmation From Aentera demo seller at Demo seller company Confirmation Cram Anantara daman ecanilar at Nama enllar camnanyw Figure 4 The home page B Progress reports Q Search 44 Aentera demo buyer Display mode All Unread Received Sentitems Next gt gt Last 2014 03 19 19 43 Confirmed With Changes 2014 03 19 19 43 Confirmed No Changes 2014 03 19 19 42 Confirmed No Changes WwW 2014 03 19 19 37 Confirmed With Changes 2013 10 08 20 39 Ordered 2012 10 31 21 12 Cancelled 2012 10 31 21 11 Revised 2012 10 31 21 05 Changes Approved 2012 10 31 21 00 Confirmed No Changes N17 1N N 72 AA If you have unread documents that should be addressed these will be the only ones listed If you have no unread documents all active documents will be listed Using the Aentera Network AS
35. mail john doe aentera com Project tag integration Phone 47 11 22 33 44 Reference MyProj1 Mobile phone 47 22 44 88 00 Start date 2014 03 28 ii End date 2015 03 26 ii Active v Description Project description Note Project note Figure 38 Projects configuration The attributes for the project are e Name Give a name to the project e Customer Identifies the customer e Project tag Can be set and used with an integration to your ERP system e Reference Any reference to a contract PO or other e Start and end dates Specify the start and end dates of the project The project will automatically be de activated when the end date is passed e Active Only active project will be displayed in the user interface when creating new documents You can also enter contact details for the project manager 10 3 3 Standard attachments You may define standard attachments that always will be attached to new documents being created This can e g be standard terms and conditions that always shall apply The attachments can specified individually based on document type and project When bringing up the list of standard attachments you may create new or modify existing standard attachments Aentera Network AS Page 41 of 45 AeCS user manual AENTERA 6 Home Create new _ Drafts P Received FM Sent items Archive Edit Standard attachment Save Fi Delete Attachment Description standard terms File name TandC
36. mally assigned to a group or department manager 2 1 3 The AeCS Viewer role The Viewer can see all documents in the company but can not modify any documents 2 1 4 The AeCS Company administrator Across the three basic roles one or more users can have a Company administrator role The Company administrator can create new users and manage company data and settings 2 1 5 The AeCS Company default user If the buyer has not chosen any specific seller as the recipient of the RFP or PO it will be sent to the Company default user The company administrator manages which user will be the Company default user Aentera Network AS Page 6 of 45 oh AeCS user manual AENTERA 3 Logging in The login dialog is accessed from the www aentera com webpage Enter your personal username and password to log in Do not share your personal user name and password with other persons If you need your own login name please contact your internal AeCS Company administrator AENTERA Name Do Password Stay logged in Press here if you have forgot your password Figure 3 The login dialog Remember me If you check this option your login credentials will be remembered if you close your browser You will get back into AeCS without re typing your username and password If you use the Log Out function to log out of AeCS your credentials will be erased and you would have to enter your user name and password to get back into AeCS
37. ng the RFP press the Create Proposal button to start creating your proposal The data from the RFP will be copied into the draft proposal e E a Home B Crafts P Recei RFP RFP 0013 From A 9 Create proposal E Save ua Open pdf Details 9 Attachments 1 J Messages gt Intergg Document number RFP 0013 Revision 1 Responsible RS Aentera demo seller Figure 19 Create proposal Which fields you can modify is determined by rules set by the buyer AS a minimum you will normally be able to modify the quantity delivery date and price of each item line You will also be able to add files as attachments Aentera Network AS Page 22 of 45 op AeCS user manual AENTERA It is possible to save the proposal without sending it It will then be put in the Drafts folder After the proposal has been completed press the Send button to send it to the Buyer 6 3 Receive and respond to a proposal When opening a proposal you have received you will see the link between the original RFP and the proposal You can navigate between the documents by using the links in the upper right hand corner of the document k Create new I Drafts PB Received PRSentitems Archive e EEE E Q Search Aentera demo buyer e Proposal RFP 0013 From Aentera demo seller at Demo seller company Reject Create PO Save BB Open pdf z More actions e Details 9 Attachments 1 Messages Internalnote Rem
38. o open the progress report input form If any progress report has already been created the data from the most recent progress report will be displayed In the input form you can enter modify the following data Aentera Network AS Page 32 of 45 op AeCS user manual AENTERA Comment for the PO Comment for each PO line Updated delivery date if changed Status On Schedule Behind Ahead Delivered subject to configuration by buyer Attachments linked to the individual PO lines if required To store the progress report in a draft status press Save After all data is entered press Send Update to save and send the progress report to the buyer Each time a new progress report is saved or sent it creates a new progress report revision You can browse forwards and backwards through the progress report by pressing the Prev Next buttons The buyer is notified by email each time a new progress report is submitted 8 4 Progress report overview The buyer will have an overview of all the active progress reports in the Progress Reports tab in the main window Progress Reports In Progress Archive Progress Report Lines 7 Page 1 of 1 Total 9 N Progress Report Revision Status Last Changed Last Changed by PO 1232 3 In Progress Read 8 28 2010 10 49 PM Support seller PO 1222 24 Delivered 8 28 2010 10 23 PM Support seller PO 1221 5 Delivered 8 28 2010 8 03 PM So ia PO 1220 1 In Progress Read 8 28 201
39. ogress reporting is required it can be initiated from inside the PO confirmation Open the PO confirmation and press the Create PR button The seller will now be able to create progress reports for this PO Confirmation Create PR E Save pa Open amp Attachments Messac Document number PO 0021 Revisiogi Figure 30 Initiate progress report from PO confirmation a 8 3 Perform progress reporting Progress Reports PO 1252 Fields Document Number PO 1252 ocument Number a ae Revision 4 Status Draft Company Support Buyer AS Sent Last Changed by Support seller Upload File Terms of Delivery CIP Carriage and Insurance Paid To Bla gjennom Destination sksksk Description Attachments es 5 e ine Attacnments History qif Weekly report Document Line Select v Upload Item Number Rev Description Qty Unit Delivery Current Planned Delivery Status Comments 10 3333 A Descr 60 00 pcs 2 19 2011 7 00 AM 2 19 2011 4 16 00 On Schedule Commentfor line 10 20 1 3333 A Deser 5 00 pcs 2 3 2011 7 00 AM 2 3 2011 i 16 00 Ahead X Commentfor line 20 1 20 2 3333 A Descr 10 00 pcs 2 3 2011 7 00 AM 2 3 2011 16 00 Behind X Commentfor line 20 2 Next Latest Remove selected attachments Save Send Update Figure 31 Progress reporting As a seller you might be requested to do periodical progress reporting Open the PO and follow the progress report link in the upper right hand corner t
40. onfirmed with changes it will be pending the Buyer s approval Until this approval has been made by the Buyer the previous revision is still the valid one NOTE Please note that updates to a PO confirmation should be sent as a new revision and NOT as an attachment to the existing PO confirmation or as an attachment to a message in AeCS a A Home _ Drafts I Received Confirmation PO 0022 To Ag save E Open paf aaa Details 9 Attachments L A Cael ipients 1 Revise Document number PO 00 EB Paf hide price d Responsible Rs 4 Z Archive l State Confirmed With Changes Bs Figure 25 Revise a PO confirmation FD Adding attachments to a PO confirmation Unlike other document types it is possible to add attachments to the PO confirmation even after it has been sent This may be relevant the cases where certificates manufacturing record books etc need to be sent to the buyer All correspondence and data related to the PO will then be stored in one place linked to the PO 7 6 Change the document s responsible person Unless a specific recipient was set when the document was sent it will be sent to the default company user If this is not the person who shall work with the document it is possible to change the responsible person for it Note Only a person with the coordinator role has privileges to change document responsibility To change document responsible for the active document press the More actions
41. ption of your company that you would like to share in AeCS e Products amp Services Any description of your products and services you would like to offer in AeCS Attributes related to your company setup e Time zone Which time zone your company is in When a new user is created in your company this is the default time zone set for that user e Currency The default currency for new documents being created in your company e Language The default language set for new users in the company e Challenge key a key used for identifying your company when accessing AeCS through an integration e Company roles Can be Buyer and or Seller e New doc lines Determines how many item lines there will be in a document on creation e Rules for document changes Shows which set of rules is set for your counterparts access to modify attributes on documents sent from you e Progress report by default When set progress reporting will automatically be Initiated when a PO is sent e Allow seller to split procurement lines As a buyer you can allow the seller to split your RFP or PO item lines into more sub deliveries with different quantities at different delivery dates WARNING If you are using an integration between your internal ERP system and AeCS this function must NOT be enabled without verifying that your integration can support this function e Company logo Your current company logo 10 2 2 Contact information Enter the
42. standard 1 pdf Size Aikb Automatic application if any of the following rules applies this attachment will be automatically added to the procurement document Document type RFP E Proposal E PO Confirmation E Project Select Upload file Select file Figure 39 Standard attachments 10 3 4 Partners Lists all the AeCS business partners in your purchasing network with the contact details You are also able to access the company details by following the link on the company name 10 3 5 Rules for Document changes buyer companies only Out of the box AeCS is set up with a set of rules that defines which attributes the seller is allowed to modify when responding to an RFP or a PO The rules scheme also defines which Purchase order confirmation changes that require the buyer to confirm the changes made by the seller If you want to create your own set of rules press the Override settings button and modify the rules scheme as desired After creating your new scheme press Save to Submit and activate the scheme Aentera Network AS Page 42 of 45 AeCS user manual AENTERA Home Create new Drafts BR Received F Sent items Archive B Progress reports Q Search D Aentera demo buyer Settings Rules for document changes Settings Have your own settings Company Aentera Network AS These settings can be overridden if needed To be able to do this Have your own settings This is
43. t last page by using the buttons You can apply a filter to specify which document type to list and can also define which attribute to sort the list by 4 6 Sent Items The Sent Items tab lists all documents that you have sent to your business partner s If you have many active documents the list will be split into multiple pages The number of documents per page is dependent on your personal user setting You can navigate to next previous and first last page by using the buttons You can apply a filter to specify which document type to list and can also define which attribute to sort the list by Aentera Network AS Page 10 of 45 2 AeCS user manual AENTERA 4 7 Archive To make it easier to keep an overview of your active documents it is recommended that you archive documents that no longer require your attention Documents may be archived by e Using the menu within the document e Selecting one or more documents in the overviews and use the Archive function When archiving a document some key document functions are disabled from the user interface and it does not appear in the Received or Sent Items lists Archiving a document can be seen as a housekeeping activity and does not affect the document properties in any way If you need to resume working on the document you can un archive it to bring it back into the list of active documents re activating the document functions Un archiving is done by e Using the m
44. t name and enter a number to determine its Order of sorting progress After all statuses are created press save to activate your new Progress Report Status Set 10 3 7 Custom fields In addition to the standard data fields for the RFP or PO it is possible to define custom fields This can be done by the company administrator In the Settings Custom fields menu you will get the following form Aentera Network AS Page 43 of 45 m AeCS user manual AENTERA Custom fields Save Create new Tag integration On header Writable for recipient Require POC verification if changed Required Type g g Country of origin itagCOG O Wv C O Delete Figure 42 Define custom attributes The following can be defined Custom attribute name An ID for mapping with the ERP integration Whether the attribute will be on the doc header or doc line Whether it shall be possible for the recipient to modify the field Whether it triggers a change to the POC if it is modified on a PO confirmation Whether it is a required field or not e The field type can be Text area Text box Checkbox or Date picker Be careful when deleting a custom attribute as it may affect your integration or existing documents Aentera Network AS Page 44 of 45 Eas Ty AeCS user manual AENTERA 11 Support If your questions are not answered from this user manual or you have problems using the AeCS system please contact Aentera
45. t number PO 0025 Revision 1 Reference Responsible RB Aentera demo buyer State Draft Created date 2014 03 19 19 51 Introduction Deadline 2014 03 26 16 00 Currency NOK Terms of payment Document lines Page 1 of 1 Total 0 Item number Rev Description Seller item no Qty Unit Price Disc Delivery Project I 2014 04 02 16 00 10 Position text 0 NOK Item number Rev Description Seller item no Qty Unit Price Disc Delivery Project 2014 04 02 16 00 20 Position text 0 NOK Item number Rev __ Description Seller item no Qtv Unit Price Disc Deliverv Proiect Figure 8 The Details tab Aentera Network AS Page 12 of 45 oR AeCS user manual AENTERA When first creating a new document only the Details tab appears In this tab you enter some of the overall document data like RFP PO number if not automatically assigned The RFP or PO item lines Due dates Terms and conditions Place of delivery e Etc After entering the minimum of required data may vary from company to company press Save Your document is now stored in the database and is placed in a Draft status You can also find the document in the Drafts folder After saving the document to the database the remaining document tabs will also appear 5 1 1 Adding or deleting document item lines The company administrator defines how many document lines that will appear in a new document There is a button to create one new document line Through the More act
46. ts P Received F Sent items Archive B Progress reports Q Search Aentera demo buyer l Edit user profile of Aentera demo buyer List users in company 5 Save Details User role Name Aentera demo buyer User role Coordinator View amp edit company documents x Company Demo buyer company Allowed roles V Viewer View company documents Initials RB V User View amp edit own documents Email suppor aentera com N Coordinator View amp edit company documents Phone 93014518 Company administrator V Mobile phone 93014518 Fax Company default user Make default user E Time zone UTC 01 00 Amsterdam Berlin Bern Rome Stockholm Vienna EA Ees Language English United States v iai Na Job title Account Information Items per page 20 z Disabled No Login roybuyer Change password Set new Password Change login Password last changed 2012 09 30 14 25 Figure 34 Edit user profile 10 1 1 User information You may modify certain attributes of your personal user information e Name Your full name e Company The name of your company Just displayed can only be changed by a company administrator in company settings e Initials please be aware that the initials may be linked to a corresponding attribute in other internal or external systems so it is advised that you speak to your company administrator before changing this attribute For users running an ERP system it shall normally be set to the same
47. uyer company in AeCS Seller Is set if you have a seller role and your company is defined as a seller company in AeCS There are some attributes related to your user account Disabled Shows if this user account is enabled or not Login name Your login name Press the link in case you would like to change your login name Change password Press the link to bring up the dialog that allows you to change your own password Set new password admin only If a user has forgotten his her password you can use this function to send that user an email with instructions on how to set a new password This way the password can be changed without the administrator knowing what the new password is Password last changed Shows the timestamp for when your password was changed the last time Last login Shows the timestamp for when your last successful login was done Failed logins When logged into your own account there will be nothing displayed If logged in as an other user this user will be able to see how many failed login attempts there have been since the last successful login for that account To find who is the Company administrator in your company do the following 1 2 oF Click your company name in the upper right hand corner of the AeCS window Click List Users in company Look for users that are marked as company administrator in the list Aentera Network AS Page 36 of 45 AeCS user manual AENTERA 10 2 Administrat
48. uyer has accepted the changes the formal agreement is considered to be completed If the input from the seller is not acceptable to the Buyer he she will reject the confirmation and the whole PO is cancelled 7 3 Reject If the Seller can not or will not meet the dates quantities and other terms amp conditions of the PO the Seller might choose to reject the whole PO The Buyer is notified that the Aentera Network AS Page 26 of 45 2 AeCS user manual AENTERA Seller has rejected the PO In this case no formal agreement is established between the Buyer and the Seller It will be possible for the Buyer to re send the PO under a new revision It will also be possible for the seller to re send a new revision of the PO confirmation Aentera Network AS Page 27 of 45 a AENTERA 7 4 Re confirming a PO Revise order confirmation If for any reason the Seller would like to update his PO confirmation it is possible to do this without the Buyer sending a new revision of the PO AeCS user manual Typically this might be if delivery dates and or quantities have changed improved After opening the PO confirmation the Seller can press the More actions Revise button to create a new PO confirmation Enter the new data and send the PO confirmation again The re confirmation will behave as a regular PO confirmation depending whether it has been confirmed with or without changes compared to the original PO If it is has been c
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