Active Orders
Supplier Administrator Training
Getting Started Activities
Training Objectives
• This presentation reviews the configuration activities that the
Supplier’s primary administrative user should perform after
completing the Trading Grid Company Registration process,
including:
– Setting up Trading Grid Service Contacts
– Setting up Active Orders message center links and email
alerts.
– Configuring additional supplier rules.
• This presentation also describes the process to create additional
Trading Grid user accounts.
July 27, 2016 | Slide 2
©2011 GXS, Inc.
Getting Started Activities
July 27, 2016 | Slide 3
Understanding Getting Started Activities
• After completing the registration process, there are several
important tasks to perform to set up your Active Orders system.
These tasks must be performed by a user who is assigned the
Account Manager1 role, and may also require the OLV Company
Administrator2 role. This is usually the individual at your company
that completed the Trading Grid company registration process.
– Setting up Trading Grid Service Contacts for individuals that
need to receive email notifications from the system(1).
– Configuring the system to display dynamic message links and
send email alerts when new or changed orders arrive(1,2).
– Enabling optional Supplier configuration settings(1,2).
– Creating and managing your company’s Trading Grid user
accounts(1).
July 27, 2016 | Slide 4
©2011 GXS, Inc.
Setting Up Your System
Setting Up Trading Grid Service Contacts
July 27, 2016 | Slide 5
Setting Up Trading Grid Service Contacts
• The system can send an email notification when a new or
changed order arrives, or when other activities are pending or
overdue. You must set up a Trading Grid “Service Contact” for
each individual that should receive the notification email.
NOTE: A Trading Grid service contact is automatically set up for the
primary contact established during the registration process.
• If the primary contact set up during Trading Grid company
registration is the only contact that needs to receive emails, you
do not need to create any additional Trading Grid service contacts.
July 27, 2016 | Slide 6
©2011 GXS, Inc.
Adding a New Service Contact
• To manage your Service Contact list:
- Click on the Account Manager tab.
- Choose the Service Configuration button.
- Choose the Service Contacts button.
• The primary (default) contact already appears in the Service Contacts list.
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©2010 GXS, Inc.
Adding a New Service Contact (continued)
• To add a new Service Contact:
- Open the Actions list, and select Add New Contact.
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©2010 GXS, Inc.
Adding a New Service Contact (continued)
• Complete the required information for the contact. Asterisks (*) indicate required
fields.
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©2010 GXS, Inc.
Adding a New Service Contact (continued)
• Leave the Community Manager – Company Invitation check box blank. It does
not apply to most suppliers.
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©2010 GXS, Inc.
Adding a New Service Contact (continued)
• After completing the information for the contact, choose Submit.
The system will confirm that the Service Contact was successfully created.
July 27, 2016 | Slide 11
©2010 GXS, Inc.
Setting Up Your System
Setting Up Email Alerts and Active Orders Message Center Links
July 27, 2016 | Slide 12
Setting Up Message Center Links and Email Alerts
• Active Orders can provide two types of notifications for actions that
need to be taken:
– The Active Orders Message Center can display dynamic links
for new documents, and for actions that are pending or
overdue.
– The system can send email notifications when new documents
arrive, and when actions are pending and/or overdue.
• You use the Supplier Alert Management function to set up Active
Orders Message Center links and email notifications.
• The Supplier Alert Management settings that you establish apply
to all users in your company.
July 27, 2016 | Slide 13
©2011 GXS, Inc.
Active Orders Message Center Page – Before Configuration
• An important configuration task is to set up the AO Message Center links.
• This is how the Active Orders Message Center looks before it is configured.
• Order Lifecycle Visibility (OLV) is the previous name of the Active Orders system.
Until the renaming process is complete, you may see the old name in the system.
July 27, 2016 | Slide 14
©2010 GXS, Inc.
Active Orders Message Center Page – After Configuration
• This is how the Active Orders Message Center might look when the Message
Center links are enabled. Your community may use different links.
• Your company’s Active Orders administrator must set up the system to display
these important Message Center links.
July 27, 2016 | Slide 15
©2010 GXS, Inc.
Setting Up AO Message Center Links and Email Alerts
• To set up Active Orders Message Center links and automatic email alerts:
- Click on the Account Manager tab.
- Choose the Service Configuration button.
- Choose the Supplier Alert Management button.
July 27, 2016 | Slide 16
©2010 GXS, Inc.
Setting Up AO Message Center Links and Email Alerts
(continued)
• You must provide a “From” address for the email notifications. Typically, you should
use the email address of the primary Active Orders contact at your company as the
“From” address.
July 27, 2016 | Slide 17
©2010 GXS, Inc.
Setting Up AO Message Center Links and Email Alerts
(continued)
• The default (primary) contact established during the company registration process
is automatically set up to receive email alerts. If this individual should not receive
email notifications, turn the Default Contact check box off.
July 27, 2016 | Slide 18
©2010 GXS, Inc.
Setting Up AO Message Center Links and Email Alerts
(continued)
• If you want to add additional recipients to the email notification list, enable the
Other Contacts check box, and then choose the Modify List button.
July 27, 2016 | Slide 19
©2010 GXS, Inc.
Setting Up AO Message Center Links and Email Alerts
(continued)
• The system displays a list of the Service Contacts you have established. Choose
the email recipients you want to add to the Notify list, and then choose Submit.
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©2010 GXS, Inc.
Setting Up AO Message Center Links and Email Alerts
(continued)
0 day(s) = Immediate
1 day(s = Once per day
2 day(s) = Twice per day
• The Frequency setting determines whether the system sends all notifications
immediately, or waits and sends multiple notifications together at the same time.
July 27, 2016 | Slide 21
©2010 GXS, Inc.
Setting Up AO Message Center Links and Email Alerts
(continued)
• Enable alerts for New Orders, Remittance Advices, and Order Forecasts.
We recommend enabling both E-Mail and Message Center delivery methods.
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©2010 GXS, Inc.
Setting Up AO Message Center Links and Email Alerts
(continued)
• These are the suggested settings for Shipment alerts.
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©2010 GXS, Inc.
Setting Up AO Message Center Links and Email Alerts
(continued)
• The remaining settings on the Supplier Settings page are not required.
July 27, 2016 | Slide 24
©2010 GXS, Inc.
Setting Up AO Message Center Links and Email Alerts
(continued)
• When your settings are complete, return to the top of the page and choose
Preview Supplier Settings from the Actions list.
July 27, 2016 | Slide 25
©2010 GXS, Inc.
Setting Up AO Message Center Links and Email Alerts
(continued)
• After reviewing your new settings, choose Submit from the Actions list.
The system will confirm that the settings were successfully updated.
July 27, 2016 | Slide 26
©2010 GXS, Inc.
Setting Up Your System
Configuring Additional Supplier Rules
July 27, 2016 | Slide 27
Understanding Supplier Rules
• Settings on the Supplier Rules page let you choose your
configuration options, and establish specific identification
information sometimes used on Invoice and Ship Notice forms.
– Enable a Supplier name column on Order search results lists.
– You can choose to automatically collapse line item details on
Order details page.
– You can choose to display a “changed order” icon in Order
search results lists.
– Establish your VAT/Registration number , if used.
– Establish your Ship Notice “company prefix,” if used.
• Supplier rules must be set up by your company’s Account
Manager/AO Company Administrator.
July 27, 2016 | Slide 28
©2011 GXS, Inc.
Setting Up Supplier Rules
• To set up additional Supplier Rules:
- Click on the Account Manager tab.
- Choose the Service Configuration button.
- Choose the Supplier Rules button.
July 27, 2016 | Slide 29
©2010 GXS, Inc.
Setting Up Supplier Rules (continued)
• The “Supplier Column” setting would not be used by most Suppliers. It may apply
to Suppliers who have a multi-company organization structure set up in AO.
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©2010 GXS, Inc.
Setting Up Supplier Rules (continued)
• The first order configuration option determines whether line items displayed in the
Order form display in expanded mode (default) or collapsed mode.
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©2010 GXS, Inc.
Understanding Supplier Rules (continued)
• By default, the system displays expanded line item details. You can
configure the system to automatically collapse line items, and expand
them when you need to view item details.
Expanded (default)
Collapsed (configurable rule)
• Enabling this setting affects the line item display for all of your
company’s users.
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©2011 GXS, Inc.
Setting Up Supplier Rules (continued)
• The second Order option determines whether a “changed Order” symbol is
available in the status column of the Order Search results page.
July 27, 2016 | Slide 33
©2010 GXS, Inc.
Understanding Supplier Rules (continued)
• You can have the system display a special symbol ( ) to specifically
identify orders that have changed. The symbol appears on Order
search results pages.
No Changed Order symbol (default)
Changed Order symbol (configurable rule)
• Enabling this setting affects the status symbol display for all of your
company’s users.
July 27, 2016 | Slide 34
©2011 GXS, Inc.
Understanding Supplier Rules (continued)
• If you plan to use the “Ship Notice with Labels” option, you must enter
a company Prefix. The number becomes the company identification
prefix in the serial numbers created for your labels.
UCCEAN Prefix Code entry
• .
Example of prefix used in serialization
•
If your company already has a GS1 UCCEAN Company Prefix, enter it in the UCCEAN
Prefix Code field. If not, use your Vendor Code.
•
More information on GS1 / Company Prefixes can be found at
http://www.gs1.org/barcodes/technical/company_prefix.)
July 27, 2016 | Slide 35
©2011 GXS, Inc.
Setting Up Supplier Rules (continued)
1
2
3
4
If you plan to use the Ship Notice with Labels option, you must assign a company
prefix number.
• Choose the Manage Prefixes button.
• On the UCCEAN Prefix Codes window, choose the Add button.
• Enter the prefix in the Code text box. The Description text box is optional
• Choose Save from the Actions list.
July 27, 2016 | Slide 36
©2010 GXS, Inc.
Setting Up Supplier Rules (continued)
• The VAT Registration Number is used in invoicing. If you have a VAT
Registration number, click the Add button and create an entry for your VAT
number.
July 27, 2016 | Slide 37
©2010 GXS, Inc.
Setting Up Supplier Rules (continued)
• After establishing the settings that you want to use, open the Actions list and
choose Preview Supplier Rules.
July 27, 2016 | Slide 38
©2010 GXS, Inc.
Setting Up Supplier Rules (continued)
• Open the Actions list again, and choose Submit.
July 27, 2016 | Slide 39
©2010 GXS, Inc.
Adding Additional User Accounts
July 27, 2016 | Slide 40
Adding New User Accounts
• The individual completing the registration process is automatically
assigned the Account Manager role.
• Users with the Account Manager privilege can set up additional
Trading Grid users accounts for other users in your company that
need to access Active Orders.
July 27, 2016 | Slide 41
©2011 GXS, Inc.
Setting up User Accounts (continued)
• To set up new Trading Grid user accounts:
- Click on the Account Manager tab.
- Choose the User Management button.
The system displays the current User List.
July 27, 2016 | Slide 42
©2010 GXS, Inc.
Setting up User Accounts (continued)
• To create a new Trading Grid user account for another user at your company,
open the Actions List and choose Create New User.
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©2010 GXS, Inc.
Setting up User Accounts (continued)
• In Step 1, set up the contact and login information for the new user.
• Complete the required fields for the contact information on the left side.
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©2010 GXS, Inc.
Setting up User Accounts (continued)
The password is
case-sensitive.
• Complete the Trading Grid login information on the right. Be sure to record the
login information exactly as you enter it here.
July 27, 2016 | Slide 45
©2010 GXS, Inc.
Setting up User Accounts (continued)
• After completing the contact and login information, choose the Next Step button.
July 27, 2016 | Slide 46
©2010 GXS, Inc.
Setting up User Accounts (continued)
The Active Orders roles
may be different for your
Buyer community.
• In Step 2, choose the roles that determine what functions this user can perform.
Check the Order Lifecycle Visibility check box, and then choose the user’s roles.
• After setting up services and roles for the user account, choose Next Step.
July 27, 2016 | Slide 47
©2010 GXS, Inc.
Setting up User Accounts (continued)
• In Step 3, review the contact information and service privileges you established.
• Scroll down to the bottom of the page to continue.
July 27, 2016 | Slide 48
©2010 GXS, Inc.
Setting up User Accounts (continued)
• To make changes to the settings shown on the review page, choose Previous
Step.
• To accept the current settings and create the user account, choose Submit.
July 27, 2016 | Slide 49
©2010 GXS, Inc.
Setting up User Accounts (continued)
• After the user account is created, you will need to provide the user with the
Trading Grid URL and the login credentials you created on their behalf.
July 27, 2016 | Slide 50
©2010 GXS, Inc.
Setting up User Accounts (continued)
• After logging in, the user can use the My Profile link and the Change Password
button to access the page to update their Trading Grid password settings.
July 27, 2016 | Slide 51
©2010 GXS, Inc.
Technical Support
July 27, 2016 | Slide 52
Contacting Technical Support – U.S. and Canada
To contact GXS for assistance with Active Orders:

Call 1-800-EDI-CALL (1-800-334-2255).
After you hear the welcome message, press 2078.

You can also send an email to: support@gxs.com
When you contact GXS:

Have your company name, phone number, and your Client ID ready.
(If you don’t have a Client ID, you can provide your name.)

Identify that you are using Active Orders.

Provide a detailed description of the problem.
July 27, 2016 | Slide 53
©2011 GXS, Inc.
Customer Support in Other Countries
You can obtain phone numbers and email contacts for Customer
Support in other countries by accessing the support information
provided on the GXS web site.
Europe:
http://www.gxs.com/customers/global_service/global_support_center/regional_support_directories/europe
Asia/Pacific:
http://www.gxs.com/customers/global_service/global_support_center/regional_support_directories/asia_pacific
Latin America:
http://www.gxs.com/customers/global_service/global_support_center/regional_support_directories/latin_america
July 27, 2016 | Slide 54
©2011 GXS, Inc.
North America | gxs.com
EMEA | gxs.eu
ASPAC | gxs.asia.com
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©2011 GXS, Inc.