User description for Information Logistics Client portal 2010/03/19
Comment
Name
2008-02-19
First English version
Håkan Hellberg
1.1
2008-04-10
Picture upgrades
Håkan Hellberg
2
2010-02-22
New features updates
Håkan Hellberg
Version
Date
1.0
Version 2.0
User description for Information Logistics Client portal
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Table of contents 1 1.1 1.2 2 3
Presentation of the Client portal ........................................................................... 3 What does the Client portal contain .................................................................... 3 Overall image ...................................................................................................... 4 How do I log in? ...................................................................................................... 5
Search party or transaction. .................................................................................. 6 Search and sort parties ....................................................................................... 6 Search and sort transactions (search transaction) ............................................. 7 3.2.1 Search by Name .......................................................................................... 7 3.2.2 Search by Routing ....................................................................................... 8 3.3 Interpretation of the page Search Transaction .................................................... 9 3.3.1 Detailed Info ................................................................................................ 9 3.3.2 Routing ...................................................................................................... 10 3.1 3.2
4
Search Transfer log .............................................................................................. 11 Search Transfer Log/Define Search .................................................................. 11 4.1.1 Search by transaction ................................................................................ 11 4.1.2 Search by document ID (Doc Id) ............................................................... 11 4.1.3 Search by EDI-address (EAN) .................................................................. 12 4.1.4 Search by Transfer Id ................................................................................ 12 4.2 Interpretation of Define Search ......................................................................... 12 4.2.1 Transfer Log .............................................................................................. 12 4.2.2 Detailed Info .............................................................................................. 14 4.2.3 Event Log .................................................................................................. 15 4.2.4 Document Log ........................................................................................... 15 4.1
5 5.1 5.2 5.3
6
Administration (User Account) ............................................................................ 16 What does User Account contain? .................................................................... 16 User account (User account) ............................................................................ 16 User (User administration) ................................................................................ 17 5.3.1 Search and sort user ................................................................................. 17 5.3.2 Adding a new user ..................................................................................... 18 5.3.3 Changing or removing a user .................................................................... 18
6.1 6.2 6.3
Help ........................................................................................................................ 18 Help texts in the portal....................................................................................... 18 List of concepts ................................................................................................. 18 Contact information EDI-support ....................................................................... 20
7.1 7.2 7.3 7.4 7.5 7.6 7.7
Other services ....................................................................................................... 21 eInvoice ............................................................................................................. 21 Form/eOrders .................................................................................................... 22 Search for a debiting foundation (Debit Search) ............................................... 23 Order Transaction file ........................................................................................ 24 Search file name ............................................................................................... 25 Short Name Search ........................................................................................... 25 Status Search .................................................................................................... 25
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1
Presentation of the Client portal
1.1
What does the Client portal contain
With this service, we offer our clients to directly follow their files/transfers that are in process, through a client web portal. This means that you have the possibility to check whether your business party has received your message sent by yourself. This is because we provide the possibility of direct insight into our logs through the client portal; you get a peephole directly into the service. It is our intention to be able to offer an additional value-service to provide increased safety and control of your electronic business flow, through this facility. Additional features include electronic invoice registration, Form/eOrders, Debit foundation search and Order Transaction file. Read more on page 21 – Other Services.
Start
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1.2
Overall image
The client portal is directly connected to BTS databases. Through the Client portal, you can search for configurations (parties and transactions) in the configuration database and in the log-database to see information on transfers/files that have been sent through BTS. The image below shows an overall picture of how the BTS system works:
BTS Transaction Protocol Client part
Protocol
Node
Scripts
Search Part Search Transaction
Node
Business partner
Search Transfer Log
Conf. DB
Log. DB
Flow chart
In BTS, a transaction is configured between two parties. The transaction handles a type of message, e.g. invoices. The various scripts that manage the files that have been sent to the current transaction are connected to a transaction. A ”Routing” that states the values that must be present in the ”header” (e.g. The UNBsegment) on the files that will be controlled by the current transaction is connected to a transaction. Every part in BTS is connected to a node. The node contains communication information that states how a BTS-system technically sends protocols and receives files from a party.
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There is detailed information in the Concept list of this document, about all the terms that are shown in the Client portal.
2
How do I log in?
Fill in your e-mail address and password. The password has been sent to you through email.
Log in
There are two possibilities if you receive an error-message: If you have forgotten the password, it can be sent again to the e-mail address that was provided when the account was created. Click on ”Forgot your password?” Click on ”Try again” to try again.
Error
If you are still experiencing problems logging in, we ask you to contact EDI-support. See the Help section.
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3
Search party or transaction.
3.1
Search and sort parties
In the view Search Party, you find information about the parties that are registered in the system. It is only possible to search for your own internal parties in the Client portal and not for your business partners. In the Search area, write the Part Name that you are searching for. Fill in the entire name 1 (e.g. DHL Express) or a part of the name incased by asterisks (*). Click the Search button. You can sort your search result by clicking on any of the column headings in the Part view. The standard sorting is by Part Name. Part Name EDI Address Status Last action date
Name of the party in the BTS system, e.g. DHL Express. Unique identification of party, e.g EAN/GLN-number. If the party is in the test- or production environment. Date of latest communication with the client, see the image. Search party.
Search party 1
DHL is a trademark of DHL International
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3.2
Search and sort transactions (search transaction)
Here you can search, sort and retrieve information about how your transactions are configured. To do this you must first state a basic criterion, Name or Routing.
3.2.1
Search by Name
Select Name and then fill in the whole name that you are searching for (e.g. DHL Express) or part of the name incased by asterisks (e.g. *HL Exp*). If you want to search and sort on all present configurations of your files/transfers, you only enter an asterisk * in all fields. You can fill in one or more search files depending on how refined you want to make your search. Then click on Search., see the image Search Transaction, name.
Search Transaction, name
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3.2.2
Search by Routing
Select Routing and then fill in one or more of Sender, Receiver or Message Type. Sender The EDI-address for the sender in the header of the file. Receiver The EDI-address for the receiver in the header of the file. Message Type The message type that was used for routing of a file, e.g. INVOICE. Click on Search, see the image Search Transaction, routing.
Search Transaction, routing
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3.3
Interpretation of the page Search Transaction
The information that corresponds to the search criterion in the Transactions view. You can select various sortings of your search by clicking on the column headings in the view Transactions. The standard search that is shown after performed search is Send Part. For more detailed information about the specific transaction, you mark the row and expands Detailed Info and/or Routing by clicking on the respective plus sign, see the image Search Transaction, results.
Search transaction, results
3.3.1
Detailed Info
The Detailed Info view contains the following: Send Part Name of sending party in a transaction (e.g. DHL Express). Receive Part Name of the receiving party in a transaction, (e.g. DHL Express). Trans Type Type of file/transfer (e.g. DEBUPP or INVOICE). Status Status of transaction. TEST = that tests are still in progress and that eventual scripts that are included in the transaction are not ready. PROD = the transaction is in production. Last action date Date when the transaction was last used. Scripts Name of the conversion script that is used in the current transaction, see the image Search Transaction, Detailed Info.
Search Transaction, Detailed Info
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3.3.2
Routing
This window has the information about the details that are used for routing of files to a transaction. These details will be stated in the header on files/transfers to be managed by this transaction. Send Part Sender Receive Part Receiver Message Type Test
Name of sending party in a transaction (e.g. DHL Express). The EDI-address for the user in the header of the file. Name of receiving party in a transaction (e.g. DHL Express). The EDI-address for the receiver in the header of the file. The message type in the file that is used for routing of a file (e.g. INVOICE). States whether a test flag is used in the header of the file. 1 = test, 0 = production, see the image Routing.
Routing
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4
Search Transfer log
4.1
Search Transfer Log/Define Search
In Define Search you can see all the gathered information about performed file transfers (files that have passed through the system) based on the information you select, e.g. part, file type or time.
4.1.1
Search by transaction
Select the basic criterion Trans Type. Thereafter fill in Send Part Name, Rec Part Name and From – To for time. Fill in the entire name of the party that you want to search for or part of the name encased by asterisks (*). You can also fill in file transfer type Trans type, to retrieve a certain file type that has passed, e.g. INVOICE. If you want to search and sort, all existing files/transfers that have passed the BTS system a certain time, enter asterisks only (*) in all fields. The Client portal will show maximum 2000 rows. Time can be stated in two ways. You select Until Now if you want to search from a certain point in time up until the present. In that case you only fill in From (the point in time from which you want to search). Specified is used if you want to search for files that have been sent during a certain time interval stated in the From and To-fields, see the image Trans Type.
Trans Type
4.1.2
Search by document ID (Doc Id)
Doc Id is a unique identification in a file, e.g. an order id. More information about Doc ID can be obtained in the view Document Log, see the section Document Log. Doc Ref Type consists of a list where you have to select which type of ID has been logged, e.g. order id, see image 8, Doc ID. For more information about From, To, Until Now and Specified, see section 4.1.1 and the image Trans Type.
Doc ID
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4.1.3
Search by EDI-address (EAN)
EDI Address is a unique identification of a party, e.g. EAN/GLN-number that should be included in the header of the file/transfer to BTS. This search occurs at the EDI-address of the sender or receiver in the file/transfer. State the EDI-address of the sender and/or receiver, see image 9, EAN. For more information about From, To, Until Now and Specified, see chapter 4.1.1 and the image Trans Type.
EAN
4.1.4
Search by Transfer Id
Transfer id is a unique id sequence set by BTS for inbound and outbound transactions. The sixth position in this id states whether it is an inbound (I) and outbound (O) transaction (e.g. PROD-I111111111).
NB! When communicating with Logicas EDI support it is ideal to use this id to refer to a certain file transfer, since it is a unique sequence.
4.2
Interpretation of Define Search
Perform your search in the view Search according to any of the criteria above.
4.2.1
Transfer Log
In the view, Transfer Log a roll-down list of your performed searches is shown. You can search how you want to re-sort the search results by clicking on any of the column headings in the view Transfer Log. The standard sorting that is displayed after performed search is Reg Time, with last sent file on top. For more detailed information about any specific transaction, mark the row in question and expand the logs by clicking on any of the plus signs that you see above the Transfer Log window, see the image Transfer Log.
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Transfer Log
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4.2.2
Detailed Info
In the view, Detailed Info you find detailed information about a marked transfer. Transfer ID
Unique identification that the BTS-system gives a file (e.g. PRODI11111111). Send Part Name of the sending party in the transaction (e.g. DHL Express). Receive Part Name of the receiving party in the transaction (e.g. DHL Express). Trans Type Type of file (transaction), e.g. DEBUP, INVOICE. Status Status of a file transfer e.g. finished or queued for transmission. Reg Time Time when a file/transfer was registered in the BTS system. Ready Time Time when the transaction was finished and ready to be sent to or be collected by the receiver. Finish time Time when a new file was fully signed for by the receiver. No Msg States how many messages, e.g. number of freight documents that are included in a file (only showed upon agreement). Sender The EDI-address for the user in the header of the file. Receiver The EDI-address for the receiver in the header of the file. Type States the message type in the file header of an incoming or outgoing transaction file. For EDIFACT-files, it is primarily the application reference in the segment UNB and secondarily the message type in the segment UNH. Size Size of the sent/received file, counted in bytes on in/out. Node Communication point/computer place. A concept for the IP-address, user-ID, password and eventual catalogue that is used at an incoming respectively outgoing transaction. Protocol The protocol that is used at communication with the current node: e.g. OFTP, FTP, X400, SMTP, XTRM, HTTP, HTTP/S or FSP. Original Filename The name of the user on the incoming file (In) and/or the name of the outgoing file (Out)... In Information about an incoming file/transfer. Out Information about an outgoing file/transfer. Interchange ID Transfer identity in a file. From the UNB-segment or other header, see image Transfer Log, Detailed Info
Transfer Log, Detailed Info
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4.2.3
Event Log
In the view Event Log, a log is displayed for the various events that have occurred at the managing of file/transfer. You can re-sort your search by clicking on any of the column headings in the view Event Log. The standard sorting is based on Event time. Event Code Text Ref Transfer Id Event Time Module Id
Events that are connected to a specific transaction. Explanatory text for an event. Reference to the identity of another file/transfer that the current file has been originated or has been sent to. Click to go to Reference. Time when an event occurred. Server in the BTS system that has created the current log event, sees the image Transfer Log, Event Log
Transfer Log, Event Log
4.2.4
Document Log
In the window Document Log, a log where document identities (Doc Id) are saved from a file, e.g. information such as invoice number. You can re-sort your search by clicking any of the column headings in the view Document Log. The standard sorting is based on Doc ID. Doc ID Doc Ref Doc Ref Type
Identification, e.g. invoice number. The reference of a document. Type of reference on a file that you want to search for, e.g. InvoiceID, see the image Transfer Log, Document Log.
Image 13, Transfer Log, Document Log
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5
Administration (User Account)
5.1
What does User Account contain?
User Account contains functions for changing data for your own account and adding new users with automatic send-out of the password by e-mail. Everything is changed in real time.
5.2
User account (User account)
Under User account, you can change your first name, surname and password in the window Inlogged user. More detailed help about how the password shall be stated can be obtained to the right when you click on the question mark (?). If you want to remove or add an e-mail address, you must have been appointed the role administrator. At least one person at your company has the authority and who it is can be seen in the window User administrators, see the image User Account.
User account
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5.3
User (User administration)
There is also a function for administration of other users within the company. This page is viewed by the people with the administrator authority alone. In the first step Logica add the person who is to have the authority within the company, and he/she can thereafter add other users and their roles.
5.3.1
Search and sort user
In the view Users you see all added users and the roles the user has. To search for a user, if the list is long, fill in the entire name or parts of it encased in asterisks e.g. Carl*. See the image User administration.
User Administration
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5.3.2
Adding a new user
Click on the button New, see image 15, User Administration. Fill in e-mail address, first name and last name. In security groups it is decided which authority the user will receive. You can also decide that some get the authority to send changes to EDI support while another user may only get authority to view. Click on Save to save; the password is sent by e-mail to the new user. My User Account should always be ticked in so that the user himself may change his password, see the image New User.
New User
5.3.3
Changing or removing a user
To change or remove a user, search out the person’s mail and mark the row. The same image as above will appear. Make the changes and click on the button Save, or Delete to delete a user.
6
Help
Help texts are available on the web pages, the concept list is available in this document, see sections 6.2 and 6.3, Contact information EDI support.
6.1
Help texts in the portal
Further help may be obtained in the client portal at each side to the right by clicking on the icons
6.2
List of concepts
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A B C D Detailed Info Doc ID Doc Ref Doc Ref Type Document Log E EDI Address Event Code Event Log Event Time F Finish time From GH Header I In Interchange ID J K L Last action date M Message type
N Name Node
No of rows No Msg O Original Filename Out P Part Name Protocol
window with detailed information about a marked part, file or transfer unique identification in a file, e.g. an invoice number. document reference. type of reference on file that you want to search for, e.g. InvoiceID. log where the document identities (Doc Id) from a file are stored, e.g. Information such as ID for an invoice. unique identification of a party, e.g. EAN-number. events that are connected to a specific file. log for the various events that have occurred at the management of a file. time of an event time when a file was fully signed for by the receiver. start date/ time for a search between two stated points in time
the part of a message where routing can be read, information about sender, receiver and type of message. information about an incoming file. transfer identity in a file. From the UNB-segment, or other header.
date when of last communication with the party. message type in the header of the file that is used for routing of a file. E.g. INVOICE server in the BTS-system that has created the current log event. Choice to search for transaction with the help of the name of the sender or receiver. communication point/computer place. A concept for the IP-address, user-ID, password and eventual catalogue that is used at an incoming respectively outgoing transaction. states the number of rows a flap contains. states the number of messages, e.g. the number of freight documents that are included in a file. the name of the sender of the incoming file (In) and/or the senders’ desired name of the outgoing file. information about an outgoing file name of the business party in the BTS-system, e.g. Varubolaget the protocol that is used at communication with the current node: e.g. OFTP, FTP, X400, SMTP or XTRM, HTTP, HTTP/S and FSP.
R Ready Time
time when the transaction was finished and ready to be sent to or collected by the receiver. Ref Transfer Id reference to the identity of another file that the current file has been originated or has been sent to. Receiver The EDI-address for the receiver in the header of the file. Receive Part Name name of the receiving party at the search. Receive Part name of receiving party in a transaction, e.g. SLOTTET.
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Routing
Rules that control which messages will be processed by a transaction/contract. time when a file was registered in the BTS-system. flap with information about information that is used for routing of files to a transaction.
Reg Time Routing S Scripts Sender Send Part Send Part Name Size Specified Status
T Test Text To Transaction Transfer Transfer ID Transfer Log Trans Type Type
U Until Now VW Wildcard
conversion script used in the current transaction. The EDI-address for the user in the header of the file. name of the sending party in a transaction, e.g. VARUBOLAGET name of the sending party at the search. size of the sent/received file, counted in bytes. time specifications for a search between two stated points in time, From date/time and To date/time. status of a file transfer, e.g. finished or queued for transmission. Status can also be that a business party or a transaction is in test mode, tests are in progress or are set into production, the party is used to send files to sharply. states whether a test flag is used in the header of the file. 1 is test and 0 is production. explanatory text for an event. end date/time for a search between two stated times. a contract/agreement between two parties about conversion and distribution of messages flap with information about file unique identification that the BTS-system gives a file, e.g. PROD-17. flap where all files that are found at a search are shown as a list. type of file/transfer, e.g. freight document or invoice. States message type in the file header of an incoming or outgoing transaction file. For EDIFACT-files it is primarily the application reference in the segment UNB and secondarily the message type in the segment UNH. time specification of a search from a point in time (From) until now.
state WILDCARD in the field for Part when a transaction can be used by all parties in the system (works as a so called ”joker sign”.
X-
6.3
Contact information EDI-support
E-mail:
[email protected] Phone number: +46 456 47778
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Other services
7.1
eInvoice
This web service is developed by Logica to provide a tool for the introduction of electronic invoice (eInvoice) for private customers where all interspersed parties can interact. The basic idea is to save time and to ensure the quality of the introduction of e-invoice. The service provides functions for retrieving and spreading information in a simple way to concerned parties. The web service also provides functions for testing the appearance of the application form and the eInvoice model. Most banks today use eInvoice for private persons; see the images eInvoice and application.
eInvoice
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Application
7.2
Form/eOrders
We customize forms according to your needs. A form may be used to order addition of new business plan or an update of a register, for example. When the form is filled in, an order is sent to EDI support. See the image form/eOrders.
Form/eOrders
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7.3
Search for a debiting foundation (Debit Search)
To search for a debit foundation, click on Debit in the left column, and then on Debit Search. At Year, state the year you want to search on, and similarly select the month you are interested in the roll-down menu. Then click on the Search-button. Click on the button Export to Excel, to export the data to MS Excel. Under the view Variable cost details, when expanded, you can see the debiting per transaction in BTS.
Debit search
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7.4
Order Transaction file
With this feature added, customers can download or order transaction files from the Client portal. When enabled the user can see a link attached to the original filename.
When clicked the user gets a pop up window stating that the file will be sent to their registered e-mail address, se below. Make sure you’ve enabled popup-windows in your browser. The file is sent when the Order file button is pressed.
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7.5
Search file name
The feature enables the user to find a specific file transaction based on the file name and part name of the sender or recipient. OBS! File name must be absolute.
Search by file name
7.6
Short Name Search
Feature that enables the user to search using BTS short names for a part.
Short Name Search
7.7
Status Search
This feature enables the user to search file transaction based on their status in BTS.
Status Search
The Not Finished status includes qued for transmission (väntar på sändning), processing error (bearbetningsfel) and transmission error (sändningsfel). Data error means that the processing has been aborted by a script, most likely the file has been sent to another transaction in these cases; see Event Log for more information.
7.8
Add comment
Enables
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