Login and Logout in WEB BIS Siemens

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					Web4BIS
User Manual
- Version 3.1
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Contents

1.         Introduction ..................................................................................................................................... 5
2.         Definition of Terms ......................................................................................................................... 6
2.1.       Order Process (BV) ......................................................................................................................... 6
2.2.       Blanket Order/Schedule Order Process (RBV) ............................................................................... 6
2.3.       Consolidated Order .......................................................................................................................... 7
2.4.       Consolidated Delivery Call-off/Forecast ......................................................................................... 8
2.5.       Calling from a Delivery Forecast and Commitment Levels ............................................................ 8
2.6.       Obligation to Document .................................................................................................................. 9
2.7.       Information on the Customs Duty Details in the Items ................................................................. 10
2.8.       TechDoc......................................................................................................................................... 11
2.9.       Supervisor ...................................................................................................................................... 11
2.10.      Invoice status ................................................................................................................................. 11
3.         Login and Logout in WEB4BIS .................................................................................................... 12
4.         Administration ............................................................................................................................... 13
4.1.       User Data ....................................................................................................................................... 13
4.1.1.     Personal Information ..................................................................................................................... 13
4.1.2.     Login Information.......................................................................................................................... 15
4.1.3.     Partner Information........................................................................................................................ 16
4.2.       Functions of the Partner Administrator ......................................................................................... 18
4.2.1.     Adding, Modifying and Deleting Users......................................................................................... 18
4.2.2.     Locking and unlocking of user accounts ....................................................................................... 20
4.2.3.     Creating a Supplier Supervisor ...................................................................................................... 20
5.         Information .................................................................................................................................... 23
6.         Support........................................................................................................................................... 24
7.         Language Selection........................................................................................................................ 24
8.         Menu Overview ............................................................................................................................. 25
9.         Administration of Order Processes ................................................................................................ 28
9.1.       Overview of Order Process Statuses.............................................................................................. 28
9.2.       Order Process Actions ................................................................................................................... 29
9.2.1.     Sorting in the Order Process Overview ......................................................................................... 29
9.2.2.     Assigning a New Status ................................................................................................................. 30
9.2.3.     Display of Consolidated Orders..................................................................................................... 31
9.2.3.1.   Header Data ................................................................................................................................... 33
9.2.3.2.   Item Data ....................................................................................................................................... 33
9.2.3.3.   General data ................................................................................................................................... 37
9.2.4.     Display of Associated Business Processes .................................................................................... 38
9.2.5.     PDF Download for a Consolidated Order ..................................................................................... 39
9.2.6.     XML Download of a Consolidated Order ..................................................................................... 41
9.2.7.     Creating an Order Response .......................................................................................................... 42
9.2.7.1.   Order Responses without Changes ................................................................................................ 42
9.2.7.2.   Order Response with Changes ....................................................................................................... 45
10.        Administration of Schedule Processes........................................................................................... 52
10.1.      Schedule Process Status Overview ................................................................................................ 52
10.2.      Schedule Process Actions .............................................................................................................. 53
10.2.1.    Sorting in the Schedule Process Overview .................................................................................... 54
10.2.2.    Assigning a New Status ................................................................................................................. 55
10.2.3.    Displaying Consolidated Blanket Orders ...................................................................................... 55


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10.2.3.1.    Header Data ................................................................................................................................... 57
10.2.3.2.    Item Data ....................................................................................................................................... 57
10.2.3.3.    General Data .................................................................................................................................. 60
10.2.4.      Displaying Consolidated Delivery Forecasts................................................................................. 60
10.2.4.1.    Header Data ................................................................................................................................... 61
10.2.4.2.    Item Data ....................................................................................................................................... 62
10.2.4.3.    General Data .................................................................................................................................. 65
10.2.5.      Displaying Associated Business Processes ................................................................................... 66
10.2.6.      PDF Display of a Consolidated Blanket Order .............................................................................. 68
10.2.7.      XML Display of a Consolidated Blanket Order ............................................................................ 70
10.2.8.      PDF Display of a Consolidated Delivery Forecast ........................................................................ 71
10.2.9.      XML Display of a Consolidated Delivery Forecast ...................................................................... 72
10.2.10.     Displaying a Consolidated Delivery Forecast in Excel ................................................................. 74
10.2.11.     Creating a Delivery Forecast Response ......................................................................................... 75
10.2.11.1.   Delivery Forecast Responses without Changes ............................................................................. 75
10.2.11.2.   Delivery Forecast Response with Changes.................................................................................... 78
11.          Creating Messages ......................................................................................................................... 81
11.1.        Despatch Advices .......................................................................................................................... 81
11.1.1.      Creating Despatch Advices in Order Processes ............................................................................. 81
11.1.2.      Despatch Advices in Blanket Order Processes .............................................................................. 83
11.1.3.      Creating Despatch Advices............................................................................................................ 85
11.2.        Invoices.......................................................................................................................................... 93
11.2.1.      Invoices with Order References..................................................................................................... 93
11.2.2.      Invoices Based on a Despatch Advice ......................................................................................... 102
11.2.2.1.    Invoices for Order Processes ....................................................................................................... 102
11.2.2.2.    Invoices for Schedule Processes .................................................................................................. 102
11.2.2.3.    Generating Invoices ..................................................................................................................... 104
11.2.2.4.    Creating Invoices from Scratch ................................................................................................... 110
12.          Displaying Messages ................................................................................................................... 116
12.1.        Overview of Message Statuses .................................................................................................... 116
12.2.        Overview of Messages................................................................................................................. 119
12.3.        Message Actions .......................................................................................................................... 121
12.3.1.      Sorting in the Message Overview ................................................................................................ 122
12.3.2.      Viewing Details ........................................................................................................................... 122
12.3.2.1.    Purchase Order ............................................................................................................................ 123
12.3.2.2.    Order Changes ............................................................................................................................. 125
12.3.2.3.    Order Response............................................................................................................................ 127
12.3.2.4.    Blanket Orders ............................................................................................................................. 129
12.3.2.5.    Blanket Order Changes ................................................................................................................ 131
12.3.2.6.    Delivery Forecasts ....................................................................................................................... 133
12.3.2.7.    Delivery Forecast Responses ....................................................................................................... 134
12.3.2.8.    Inventory Reports ........................................................................................................................ 135
12.3.2.9.    Self Billing Invoices .................................................................................................................... 136
12.3.2.10.   Despatch Advice .......................................................................................................................... 140
12.3.2.11.   Invoice ......................................................................................................................................... 142
12.3.3.      XML Download........................................................................................................................... 146
12.3.4.      Viewing PDF Documents ............................................................................................................ 147
12.3.5.      Displaying Business Processes .................................................................................................... 148
12.4.        Message Status History ............................................................................................................... 149
13.          Searches ....................................................................................................................................... 150
13.1.        Searching for Business Processes ................................................................................................ 150


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13.2.      Searching for Messages ............................................................................................................... 151
14.        Technical Documents .................................................................................................................. 153
14.1.      Requesting Technical Documents with an Order Reference ....................................................... 154
14.2.      Requesting Technical Documents without an Order Reference .................................................. 155
14.3.      Overview of Requirements .......................................................................................................... 157
15.        Invoice Status .............................................................................................................................. 158
15.1.      Invoice status request................................................................................................................... 158
15.2.      Invoice status request history....................................................................................................... 160
15.3.      Invoice Status Download ............................................................................................................. 161
16.        Short Time Archive ..................................................................................................................... 162
16.1.      Archiving ..................................................................................................................................... 162
16.1.1.    Archiving from the Overview of Order Processes....................................................................... 162
16.1.2.    Archiving from the Schedule Process Overview ......................................................................... 163
16.1.3.    Archiving from the Detailed View of a Business Process ........................................................... 164
16.1.4.    Archiving from the Detailed View of a Schedule Process .......................................................... 164
16.2.      Displaying the Archives .............................................................................................................. 166
16.2.1.    Order Processes ........................................................................................................................... 167
16.2.2.    Schedule Processes ...................................................................................................................... 167
16.2.3.    Messages...................................................................................................................................... 169
17.        Behavior in Error Cases ............................................................................................................... 170
17.1.      Limitation of the Number of Saved Messages............................................................................. 170




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1.      Introduction

     The Siemens group is a worldwide leader in the electronics and electronic engineering sector with numerous
     business partners (customers, suppliers, haulage companies, etc.). A large number of these partners are
     already engaged in global electronic data exchange by means of the conventional Corporate Service EDI
     provided by Siemens AG. Corporate Service EDI offers further access for electronic exchange of data based
     on Internet technologies with Web4BIS. This solution enables consistent electronic business processes and
     low process costs with a minimum deployment of engineers. Small and medium-sized companies and
     companies whose transaction volumes do not warrant the construction of a classic EDI infrastructure for the
     main target group of Web4BIS.

     The solution is designed in alignment with the binding SES exchange format defined in the Siemens company
     or with the coordinated, compatible DIN5.XML.
     Web4BIS is available for different scenarios that support the connection of customers and suppliers. The
     corresponding business processes are supported by creation and display of the following relevant message
     types:

           Orders and blanket orders
           Order changes (Ordchg) and blanket order changes
           Delivery schedule forecast (Delfor)
           Delivery forecast responses (Delforsp)
           Inventory report (Invrpt)
           Order response (Ordrsp)
           Despatch advice (Desadv)
           Invoice/credit note (Invoic)




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2.       Definition of Terms


     2.1. Order Process (BV)

     All messages with the same order or reference numbers are compiled in a single business process.
     In this way, the messages associated with a process are easier to monitor and navigation is faster.

     All received messages (ORDERS, ORDCHG) assigned to a business process are always initially allocated the
     message status "received". If the detailed message display for a message of this kind is activated, its status is
     set to "viewed".
     All changes to an order are incorporated in a consolidated order in business process-oriented work
     procedures. This consolidated order is then the starting point for creation of additional messages, such as
     order responses/confirmations, despatch advices and invoices.

     2.2. Blanket Order/Schedule Order Process (RBV)

     A blanket order (ORDERS with BGM+1001=221) is an order with individual call-offs in the form of delivery
     schedule call-offs for the ordered deliveries/services under the conditions specified in the blanket order. A
     blanket order is issued in reference to either quantity or time. A time-related blanket order is typically
     recognizable by the number '99999'.

     This type of order, with a maximum of 550 items, differs from the previously implemented order process. No
     order response is permitted for this kind of message.

     A delivery call-off/delivery forecast (DELFOR) is used by a customer to notify his suppliers of what
     quantities of a delivery plan item are to be delivered and what the delivery date is to be.
     A supplier can respond to a DELFOR with a delivery forecast response with or without changes, but this is
     not obligatory. This response is used to confirm the probable delivery date of the goods. The despatch advice
     (DESADV) is a delivery notification containing the delivery date, quantities and the despatched product. A
     despatch advice is generated on the basis of the consolidated delivery call-off/forecast (DELFOR).
     After a despatch advice (DESADV) has been generated, the delivery can be billed.




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2.3. Consolidated Order

The previous version of Web4BIS only supported purely message-based display and processing. Every
message received (e.g., an order or order change) has been displayed in detail without taking information
from other messages belonging to the order process into consideration. To establish the current status of an
order process, the supplier had to manually enter information from an order and, if necessary, manually
combine a number of order changes under the same order reference number. At the same time, the supplier
had to take account of previously confirmed, supplied and invoiced order items.

The supplier has been relieved of this manual task through the introduction of consolidated ordering. All order
changes with the same order reference are incorporated at item level in a consolidated order (only particular
changes are incorporated at header level). This consolidated order then provides the basis for further
turnaround messages – for example, creation of a delivery report or an invoice.

In this light, a consolidated order should not be viewed as a single message, but rather as a composite
presentation of an order and associated order changes.

Along with the latest values from order changes, a consolidated order also displays information of confirmed
items (ORDRSP), delivered items (DESADV-LM/DESADV-VB) and invoiced items (INVOIC) at item level.
The following are additional items of business process-related information indicated per item:
     Original quantity from the order, last confirmed quantity (from the order response of the business
        process), the delivered quantity (total from all despatch advices of the business process for the
        corresponding item), invoiced quantity (total from all invoiced quantities of the business process for
        the corresponding item)
       Unit of quantity from the order, unit of quantity from the last order response sent, unit of quantity for
        the displayed quantity already delivered, unit of quantity for the invoiced quantity
       Price from the order, price from the last order response sent
       Price unit from the order, price unit from the last order response sent
       Delivery date from the order, delivery date from the last order response sent




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2.4. Consolidated Delivery Call-off/Forecast

Due to the wide range of items ordered in a blanket order and to the notification of delivery plan changes
given daily in some cases, a consolidated display of a delivery plan is provided to the user. The supplier has
been relieved of manual processing through the introduction of a consolidated delivery forecast/plan.
All changes to a delivery forecast/plan with the same order reference are incorporated at item level in a
consolidated delivery forecast/plan. This consolidated delivery forecast/plan is then the basis for further
turnaround messages – for example, generation of a delivery report. In this light, a consolidated delivery
forecast/plan should not be viewed as a single message, but rather as a composite presentation of a delivery
forecast/call and associated changes.
Along with the latest values from blanket order changes, a consolidated delivery forecast/plan also displays
information of confirmed items, delivered items and invoiced items at item level.


2.5. Calling from a Delivery Forecast and Commitment Levels

Each item in a delivery forecast/call-off can contain different so-called calls.
Each call is always assigned to one of the following four delivery forecast commitment levels:
    Firm order

       Material release

       Material release

       Noncommittal planning forecast

A call with the delivery forecast commitment level "firm order" entitles the supplier to deliver. It contains
information such as the quantity to deliver and the requested delivery dates. A call with another delivery
forecast commitment level only contains likely delivery dates and quantity estimates.




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2.6. Obligation to Document
The customer can specify an obligation to document for a despatch advice (DESADV) and/or order response
(ORDRSP) for all items in the order process. Electronic messages currently only permit transfer at header
level. The status of the obligation to document is determined from the first order (SES D.05A Segment BGM
4343) and is marked in the list of items. It is not possible to later change the obligation to document in an
order change.

The obligation to document can be seen in the detailed view of the consolidated order in the "Item data" tab.




Possible statuses for the obligation to document:

       ORDSP required
       ORDRSP not required
       ORDRSP + DESADV required
       No obligation to document


If an obligation to document exists, it must be satisfied before further messages may be created for the same
business process.
Example:
If an order indicates that ORDRSP and DESADV are required, the order response must first be generated. No
DESADVs or invoices can be produced without this document.




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2.7. Information on the Customs Duty Details in the Items

 EC Dual Use List Number - EC - AL     Export classification number (5-character alphanumeric code)
                                       for all supplied commodities (hardware, software,
                                       technology) as detailed in the EG Dual Use List pursuant to
                                       EG (VO) 1334/2000, in the version valid at the point in time
                                       of delivery. The AL shall be completed by suppliers in the
                                       EC as a delivery-item-specific entry, i.e. mandatory field for
                                       EC suppliers. If the goods are not shown in the EC Dual Use
                                       List, the AL is "N".

 Export Control                        Export Control Classification Number (5-character
 Classification Number- ECCN           alphanumeric code number) for all supplied commodities
                                       (hardware, software, technology) as detailed in the U.S.
                                       Commerce Control List specified in the U.S. Export
                                       Administration Regulations, in the version valid at the point in
                                       time of delivery.

 Harmonized System Code - HS           Customs classification for import and export clearance for all
                                       supplied commodities as detailed in the list of commodities
                                       valid at the point in time of delivery. The commodity number
                                       shall be completed by suppliers within the EC as a mandatory
                                       field as a 8-digit numerical code and by suppliers outside the
                                       EC as a mandatory field as a 6-digit numerical code (HS).

 Article description                   For import and export clearance a speaking article description
                                       in accordance with the criteria for customs classification in the
                                       list of commodities.
 Country of origin                     Customs classification for import and export clearance for all
                                       supplied commodities (hardware) as specified in the certificate
                                       of origin issued by the Chamber of Commerce and Industry.
                                       The details of the country of origin shall be completed by
                                       suppliers worldwide as a mandatory field as a 2-character ISO
                                       alpha code.
 Customs status                        Details indicating whether the goods have not been cleared (=
                                       dutiable goods => no customs clearance) or whether the goods
                                       are covered by customs proceedings such as inward
                                       processing, bonded warehouse, conversion) or duty-paid
                                       goods (= cleared for free distribution)




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2.8. TechDoc
The items in an order or order change are generally clearly and adequately described by the item numbers (or
article numbers). However, the supplier requires detailed descriptions for a number of order items (e.g.,
technical drawings) in order to produce the items accordingly. Such detailed descriptions (attachments) are
also referred to as technical documents or TechDocs. Web4BIS supports communication of orders and order
changes with TechDocs at item level.
When creating ORDERS and order changes (ORDCHG) the customer can add a collection of technical
documents as attachments at item level.
The BIS service team forwards the orders or order changes to Web4BIS while the technical documents are
transferred to a document server.
Alternatively, technical documents can also be requested from the supplier through the Web4BIS user
interface. It makes no difference in this case whether the request refers to orders existing in Web4BIS or not.
However, appropriate access rights are needed.
Available TechDocs can then also be displayed on the Web4BIS user interface or downloaded and stored
locally as PDF documents.



2.9. Supervisor
A number of customers wish to centrally view initiated order processes for a particular supplier to see his
support inquiries. For this reason, after the Web4BIS system administrator creates a business partner with the
type "supplier", the supplier administrator in question can create a user with the new role of supplier
supervisor. This is only possible, however, if it has been requested by the customer after prior approval by the
corresponding supplier. The supplier administrator can then assign the relevant Siemens division to this
supplier supervisor using a form in accordance with a grouping criterion (currently a Siemens division code in
SSD). All order processes for the enabled Siemens dividision can then be viewed on the "customer side"
through this user.
The role of supplier supervisor does not include data-modifying rights or functions, however. The supplier or
supplier administrator alone is responsible for correct assignment of the grouping criterion for a supplier
supervisor. If necessary, he or she can also delete the ID of a supplier supervisor.

2.10.   Invoice status
The invoice status in Web4BIS provides suppliers with real-time information about the status of their
invoices.
The suppliers can thus see whether the invoice recipient has cleared the invoice for payment or whether the
invoice has been blocked: The following invoice statuses are possible:
         Paid
         Approved
         Blocked
         Approval pending
         W-9 Block
         Pending
See chapter ‘Invoice Status’ to see how to handle invoice status in Web4BIS.




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3.      Login and Logout in WEB4BIS

     The login screen for Web4BIS is accessed at the Internet address https://webedi.siemens.de/web4bis.
     Log in using the user data you receive from the SIS. You are strongly advised to change the password after
     the first login.




     If you have forgotten your password, follow the link named "Forgot your password?" on the login screen.
     You will be requested to enter the e-mail address associated with your account – i.e., the e-mail address
     specified by your customer when registering Web4BIS or that was last entered in your user data. A new
     password is then sent to the specified e-mail address.




     The session can be cancelled at any time when working with Web4BIS by clicking on the link "Logout" on
     the menu bar. You can then log in again or use another user name for the login.




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4.       Administration


     4.1. User Data

     Web4BIS allows you to change and adapt your own user data. With the "User data" option on the upper menu
     bar you can access the mask you need.




4.1.1.   Personal Information




     You can change your personal information using the administration function. This category includes, for
     example, your name, address, telephone number, e-mail, etc. These fields are preassigned the data that has
     been entered by the Web4BIS administrator during the Web4BIS registration. You can change the data at any
     time. It is very important in certain cases to be able to change data – for example, e-mail address or telephone
     number, as these items can often change. Please monitor and update your data regularly so keep all data as up-
     to-date as possible.

     The fields for "Partner administrator" and "Message rights" provide information. They indicate whether you,
     as an administrator, are permitted to act for the specified partner or not, and state what messages you are
     allowed to create.




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The e-mail address entered in the field "Email1" receives e-mail depending on the message type that has been
selected: if the field "Avis-Email" ("Advice note e-mail") is selected, an e-mail is sent to the specified e-mail
address each time a message is received.
When activating the option, an additional grouping interval can be specified in hours. The absence of a
grouping interval means an advice note e-mail is immediately sent after a message has been received. If the
grouping interval is activated, the advice note e-mail is buffered after a message has been received. Web4BIS
sends the advice note e-mail to the recipient after the specified interval after the last mail despatch has
expired. All advice note mails that have also been buffered in the meantime are grouped together in this
advice note mail and despatched.

If the "Reminder e-mail" option is selected, the e-mail recipient receives a reminder e-mail if business process
older than 2 days exist in Web4BIS. The address entered in "Email 1" is also automatically the sender e-mail
address for order responses and the recipient of passwords whenever a new one is requested.
Additional e-mail addresses can be entered in the AvisEmail1 (Advice note e-mail 1) and AvisEmail2
(Advice note e-mail 1) fields if they are to receive advice note e-mails.

Fields marked with a red asterisk are mandatory and must therefore always be filled in.
Changes are accepted by pressing the "Save changes" button. To reject changes, click on the "Cancel" button.




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4.1.2.       Login Information




         After logging in the first time you should change your password to one that you can easily remember. You
         can make the change in the "Login information" tab. However, you must know your former password in order
         to change it.
         Fields marked with a red asterisk mean that entries are mandatory.

         Note:
         Please observe the guidelines for creating passwords.




         In the login information you can also specify what language you wish to work in by default. If you change the
         language here, all information is permanently displayed in the specified language.




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4.1.3.       Partner Information




         Different users can be assigned to each Web4BIS partner. Changes to the partner information affect all users.
         You can change the address or telephone number here, for example. Fields marked with a red asterisk mean
         that entries are mandatory.
         You cannot change certain information, such as the Org-ID, role, interface and BIS sender profile. Instead,
         only the Web4BIS administrator is entitled to change these fields.




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The Interface field contains the partner information indicating whether you are classified as an internal or
external supplier to Siemens. This has an effect on invoices since different fields are displayed or can be
modified for internal and external suppliers to Siemens (e.g., different partner addresses in the case of internal
suppliers).

You can also view your message rights here; in other words, whether you are at all authorized to create order
responses, despatch advices and invoices or also to request technical documents. If you are not authorized to
do so, the following business process actions will not be displayed to you:
        order responses without changes
        order response with changes
        delivery forecast response without changes
        delivery forecast response with changes
        despatch readiness message
        despatch advice
        invoices with order reference
The item "Create invoice" will also be missing from the left navigation bar.

The general permissions show whether you are entitled to see the invoices status or also the TechDocs.

If you do not have invoice status permissions, you cannot see menu item 'Invoice status’ in the upper menu
bar.

If you do not possess the rights for "TechDocs Pull", the item "TechDocs" will not be displayed on the upper
menu bar.

You cannot change the rights yourself, only the administrator can do so.

In addition to these general details, the invoice information and the bank account information for this partner
is displayed and can also be edited.




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     4.2. Functions of the Partner Administrator

     For each business partner there is always at least one user with the new role of partner
     administrator. This role includes the functions described below for partner self-administration.



4.2.1.   Adding, Modifying and Deleting Users

     Partner administrators are authorized to add new users, to administer existing users and to delete users. The
     actions can be carried out in the personal list tab under the menu item "User data".




     To modify or delete a user, select and mark a person from the list.




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You either delete this person or have a new page displayed with the information stored for this person using
the corresponding button.




To add a new person, click on the "Add person" button.
In this case, the mask shown above appears completely empty and must be filled in accordingly.
You can also assign administrator or supervisor rights to the new person. Please note that these two roles are
mutually exclusive.

Under "Message rights" you can assign different rights for creating messages to the new user.
In the general permissions you can assign new users the permission to read or create an invoice status and to
request TechDocs.

Fields marked with a red asterisk are mandatory and must therefore always be filled in.

The changes you make are accepted by clicking on the "Save changes" button. To reject the entries, click on
the "Cancel" button.



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4.2.2.       Locking and unlocking of user accounts
         As a partner administrator you may lock and unlock user accounts. A user account is locked if the user tries to
         log in with a wrong password three times. The actions can also be carried out in the personal list tab under the
         menu item "User data".




         Here you mark the user and select the “Lock/Unlock” function.




4.2.3.       Creating a Supplier Supervisor



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As a partner administrator you can create new users with the role of supplier supervisor. The actions can also
be carried out in the personal list tab under the menu item "User data".




The "Add person" function is selected for this purpose.


When creating a new user, please also select the "Partner supervisor" function. You must then also select the
corporate area code that you want to assign to the supervisor. Multiple selections are also possible by holding
down the CTRL key when marking an additional corporate area code. Using this supplier supervisor, all order
processes for the released issuing Siemens area (or the underlying Org-IDs) can then be viewed on the
"customer side".

Note:
The role of supplier supervisor does not include data-modifying rights or functions.
This means that no message rights can be assigned with this role.

Fields marked with a red asterisk are mandatory and must therefore always be filled in.

The changes you make are accepted by clicking on the "Save changes" button. To reject the entries, click on
the "Cancel" button.




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Ensure in the login information of the supplier supervisor that the login name is entered according to the
following convention:


     SV_<supplier's OrgID>_<Name>
      |            |            |
      |            |            +–––––– Freely definable string, max. 4 places
      |            +––––––––––––––––-     Supplier's org. ID, displayed in advance
      +–––––––––––––––––––––––––– Stands for supervisor


If the name is not correctly structured, you receive an error message in which the requested structure of the
file name is again presented:




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5.      Information

     You can use the "Info" option on the menu bar to obtain information, such as the latest user manual for
     Web4BIS.

     Here you will find the links to the applications ‘finavigate’ or ‘Invoices On-Line (IOL) - SIEMENS Accounts
     Payable Electronic Invoice Submission/Invoice & Payment Inquiry Portal’




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6.       Support

     If you have queries or problems, the "Support" option on the menu bar enables you to directly contact a
     support agent by e-mail.




7.       Language Selection

     If you only want to change the language for a short time or if someone else working under your user name
     requires a different language, you can set the required language by selecting the appropriate flag. When you
     log in the next time, the language specified in the user data is used instead.




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8.       Menu Overview

     After logging in, an overview displaying the status of the business processes and messages automatically
     appears. It lists how many order or schedule order processes with the different statuses are available and how
     many messages of each type have been received or viewed.




     Clicking on the link belonging to a figure brings you to the list of business processes for the corresponding
     status or to the overview of messages for the requested message type.




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You can also access the overview of individual order processes or messages at any time without using the
order process/message status overview.

The left menu bar contains the directories "Order Processes", "Schedule Processes", "Messages", "Create
Drafts", "Short Time Archive" and, if the appropriate rights exist, "Create".




The directories "Order Processes", "Schedule Processes", "Messages" and "Short Time Archive" are broken
down further to enable faster navigation.




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9.       Administration of Order Processes

     9.1. Overview of Order Process Statuses

     An order process includes all messages (usually with different message types) of a user with the same order
     reference number, the same buyer and the same supplier (OrgID+BY and OrgID+SU).
     Under the status "new" you can find all business processes after reception of the initiating message (order, or
     if one exists earlier, also an order change). They remain there until the user assigns a different status to the
     business process.

     Four processing status types are available to suppliers for manual administration with which they can organize
     themselves:
     •       Folder 1
     •       Folder 2
     •       Folder 3
     •       Folder 4

     If an order change arises for a business process in folder 1 to 4, the entire business process is marked with the
     status "changed" and is moved into that folder. This gives the user a clearer overview.




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      9.2. Order Process Actions

9.2.1.    Sorting in the Order Process Overview

      The overview of business processes       is found in different locations in Web4BIS: for each status, such as
      "new", "changed", Folder1 or in the search results. In this overview you can always sort the business
      processes according to specific criteria in addition to the actions described below. Sorting takes place by
      clicking on any of the underlined titles. A small black arrow indicates the criterion used for sorting and
      whether the sorting is in ascending or descending order.




      In the figure above, the order processes could have been sorted, for example, by creation date and time, where
      the newest order processes are displayed from the top down. If the oldest messages are to be displayed from
      the top down, click on the "Creation Date/time" link to reverse the sorting.



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9.2.2.   Assigning a New Status

     Users have the option of assigning a new status to the order processes.
     The users are free to assign the meaning for Folder1 – Folder 4. The directories represent the status of an
     order process from the user's point of view.


     An example of handling of these directories could be:

                 o   Folder 1 (e.g., undergoing processing)
                 o   Folder 2 (e.g., closed)
                 o   Folder 3 (e.g., cancelled)
                 o   Folder 4 (e.g., other)

     This processing status is only assigned by the user. The required status (folder) can be selected from the list in
     the overview of order processes. The order process is moved to the appropriate folder by clicking on the
     "Send" button.




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9.2.3.   Display of Consolidated Orders

     When creating an order process, a consolidated order is always created for the process, except in the case of a
     blanket order.
     A consolidated order includes the date and time at which the first message was imported.
     All changes belonging to an order are incorporated.
     The following message contents are adopted, for example.
     At header level:
            Additional information on the order at header level
            Contract number at header level
            Import license number
            Details on participating parties (e.g., for freight costs, supplier address)
            Details on taxes or duties


     At item level:
            Product/goods number
            Order quantity
            Delivery date
            Additional order information

     You can view the consolidated order by clicking the       icon in the order process overview:




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The color of this icon ( ) is red for a new order that has not yet been viewed. The color changes to light blue
after the first viewing.

Analogous to the message order, the view of a consolidated order is divided into header data, item data and
general data.




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9.2.3.1.   Header Data


      The header data refers to the key data of a consolidated order.




9.2.3.2.   Item Data


      Item data provides an overview of each of the items.

      It can be seen for each item what obligation to document exists for the items and what documents have
      already been generated. There are two entries in the "Documentation obligation" field in this regard:

      ORDRSP and DESADV
      If the corresponding document has been requested, an icon to this effect is displayed. A red exclamation mark
      here indicates that the document has not yet been produced.
      If the document exists, the icon has a green checkmark.
      If the DESADV and/or ORDRSP is not requested, a dash indicates this status in the relevant column.

      Whether technical documentation is available or not for individual items is likewise indicated.

      The delivery date displays the date by which the item is to be delivered or whether delivery is to take place in
      parts. In this case, the delivery date can be seen in the item details.

      The "Status" column indicates what items are unchanged, changed or deleted.
      Different icons are used for the various statuses as follows:
      Unchanged        –     green checkmark


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Changed         –      red pen
Deleted         –      red cross

You can view further details on individual items by clicking on the the action link "Item details" in the item
data (marked in orange).




The item details are further divided into additional information, charges/discounts, partial deliveries and
technical documents.




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The "Additional Info" tab lists, among others, the consolidated values for quantity, unit of quantity, price, unit
price and delivery date. The different values are provided in 5 columns as follows:
Current value:                    Displays the values of the latest order change
Value from Order:                 Displays the original values from the order
Last confirmed value:             Displays the values from the last order response sent (in regard to this item).
Sent value:                       Displays the accumulated value (quantity, unit of quantity) of despatched
                                  advice notes (in regard to this item).
Invoiced value:                   Displays the accumulated value (quantity, unit of quantity) from despatched
                                  invoices (in regard to this item).


Note:
The system does not exclude the possibility that more or fewer articles can be invoiced than have been
delivered. For this reason you should be careful to enter the correct quantities.


The "Charges/Discounts" tab provides information on the type and extent of charges and discounts for the
item:




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The "Partial Deliveries" tab lists information on partial deliveries of the item:




The "Technical Documents" tab lists references to available technical documents that are relevant to the order.
The documents can be opened by clicking the link in the Action column.




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9.2.3.3.   General data

      The general data refers to additional data for a message.




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9.2.4.   Display of Associated Business Processes

     You open the display of business processes by clicking in the overview of business processes on the
     corresponding action icon:




     The detailed view for the selected business process shows what messages are available for the process in
     Web4BIS and when they were created.




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     The additional information indicates whether changes were made to the messages.

     Further information is available in the case of the invoice message type:
     - whether the message is an invoice or a credit note
     - the invoice value contained in the message

     The status indicates, among other things, if a message created and sent in Web4BIS was subsequently rejected
     by BIS. In this case, the message status is displayed against a red background and the corresponding BIS
     protocol can be viewed by clicking on the link.


     Three action options are in turn available for each message in the displayed business process:

            Detailed display of the message
            Download the message in XML format
            Download the message as a PDF document




9.2.5.   PDF Download for a Consolidated Order

     A consolidated order can be downloaded from two different displays as follows.

     Overview of business processes:




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or

Detailed view of a consolidated order




In both cases, select the action "PDF display" from the menu and click on the "Submit" button or   icon.




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9.2.6.    XML Download of a Consolidated Order

     To download a consolidated order in DIN5 XML format, select "Display XML" from the overview of
     business processes or from the detailed view of the consolidated order. The message can then be saved to the
     local hard disk.




     or




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9.2.7.     Creating an Order Response

      All changes to an order are incorporated in a consolidated order in business process-oriented work
      procedures. This consolidated order is then the starting point for creation of additional messages, such as
      order responses/confirmations, despatch advices and invoices.

      Whether an order response has been requested in the order can be seen in the view of the consolidated order
      in the "Item data" tab.

      To generate an order response, you must first enter either the overview of order processes or the detailed view
      of a consolidated order. There you can create an order response with or without any changes. It is important in
      doing so that you can only respond to/confirm orders provided you are authorized to do so (this can be seen in
      the partner information in your user details).



9.2.7.1.   Order Responses without Changes

      You generate an order response without changes using the action "Order response without changes" in the
      view of the consolidated order or alternatively also in the overview of the business processes.




      or




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A mask is displayed in which you have to enter a response number. You can use any number, and you can
also use letters. The number is intended for your administration because you can name freely and therefore
more easily locate order responses – for example, using your internal job number for the order.

With this method you confirm the order in exactly the form it was received.




You can cancel the response procedure using the "Cancel" button. You send the order response by clicking on
"Send".

You can find the sent order response in the detailed view of the business process.




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To retain a better overview of the business processes, you also have an option to move the process to a
different folder. To do so, choose a new status and click on the "Send" button.

If the process has ended from your point of view, you can also use the "Move to short time archive" button to
move it to the archive.
The status is then set to "Closed".




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9.2.7.2.   Order Response with Changes

      It is sometimes necessary to send an order response with changes – for example, if partial deliveries are
      required or if a delivery has to be carried out at another time. You can do this using the action "Order
      response with changes" in the view of the consolidated order or alternatively also in the overview of the
      business processes.




      or




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You will also be prompted here to enter a response number.




Before confirming the order, you should make the required changes. You can navigate between the different
tabs (item data, general data, charges/discounts) and make your changes there.




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Item data

To make changes at item level, open the "Item data" tab. The following action options are available to you
there:
      reject an item in general
      make changes that refer to a particular item




If you wish to reject an item, click on the arrow icon – the item is then marked as "not accepted". You can
undo the action at any time by clicking on the green checkmark.




To edit an item, click on the pencil icon. You can edit additional information, charges/discounts and partial
deliveries for items.
In the additional information you can modify basic item properties such as price or quantity. You can also
enter a new delivery date or, if you do not yet know it already, select the option "Delivery date to be added
later".




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Please note that all changes and settings that you make here only apply to the current item, and not to all items
– i.e., they do not refer to the entire order.




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You can specify charges or discounts for specific items in the "Charges/Discounts" tab. To do so, select a
type (e.g., discount) and enter the corresponding percentage and an amount. The charge/discount is applied to
the item by clicking on "Add". To cancel a charge/discount, mark the type using the "Select" checkbox and
then click on the "Delete" button.


To make deliveries in installments, specify the details in the "Partial Deliveries" tab.




There you can define the quantity for the individual partial deliveries as well as specifying a date (precise
date, "delivered" or "delivery date to be added later"). Create the partial delivery by clicking on "Add". Please
note when working with partial deliveries that the total of the quantities specified in the partial deliveries has
to match the total quantity of the item.


When you are finished editing and all of your entries are correct, click on the "Accept & Return" button
located at the bottom of the tab. To undo all entries made at item level, click on "Cancel". In both cases you
return to the tab for the item data.
General data


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You can add general information to the order response – for example, a basic price or the reference for the
basic price. Individual remarks can also be added.




Charges/discounts

You can specify charges or discounts at header level for an order in the order response – for example,
discounts or charges for material. The same principle is applied as for definitions at item level.




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The editing of the order is now complete and you can confirm or cancel the process. After confirming the
process, click on "Save draft" to save the order response in the drafts. To send the order response
immediately, click on "Send message".




If you want to save a message to send later, search for it in the "Drafts" folder and change to the detailed view
of the message.
By clicking on the "Update draft" button you can edit the order response again.




After editing the message, click on "Confirm". You can then decide whether you want to send the message or
a copy of it. In the latter case, the draft remains saved even after sending the message.




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10.       Administration of Schedule Processes



      10.1.   Schedule Process Status Overview

      A schedule process includes all messages (usually with different message types) of a user with the same order
      reference number, the same buyer and the same supplier (OrgID+BY and OrgID+SU).
      Under the status "new" you can find all schedule processes after reception of the initiating message (blanket
      order, or if one exists earlier, also a blanket order change). They remain there until the user assigns a different
      status to the schedule process.

      Analogous to the order processes, four processing status types are available to suppliers for manual
      administration with which they can organize themselves:
      •      Folder 1
      •      Folder 2
      •      Folder 3
      •      Folder 4

      If a blanket order change arises for a schedule process in a folder 1 to 4, the entire schedule process is marked
      with the status "changed" and is moved into that folder . This gives the user a clearer overview.




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10.2.   Schedule Process Actions

The overview of schedule processes is found in different locations in Web4BIS: for each status, such as
"new", "changed", Folder 1 or in the search results. In this overview you can always sort the schedule
processes according to specific criteria in addition to the actions described below. Sorting takes place by
clicking on any of the underlined titles. A small black arrow indicates the criterion used for sorting and
whether the sorting is in ascending or descending order.




The delivery forecast response obligation column, marked with the icon , provides information on whether
delivery forecasts already exist for this blanket order or also whether a delivery forecast response has been
sent. The information is indicated as follows:

blank – There is no delivery forecast (call-off) for this blanket order
    – There is a delivery forecast for this blanket order, but not all firm orders in the delivery forecast have
        been confirmed with a delivery forecast response
    – There is a delivery forecast for this blanket order, and a delivery forecast response has been created
        for all firm orders in the delivery forecast




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10.2.1. Sorting in the Schedule Process Overview

    The overview of schedule processes is found in different locations in Web4BIS: for each status, such as
    "new", "changed", Folder 1 or in the search results. In this overview you can always sort the business
    processes according to specific criteria in addition to the actions described below. Sorting takes place by
    clicking on any of the underlined titles. A small black arrow indicates the criterion used for sorting and
    whether the sorting is in ascending or descending order.




    In the figure above, the schedule processes could have been sorted, for example, by consolidation date and
    time, where the newest messages are displayed from the top down. If the oldest messages are to be displayed
    from the top down, click on the "Consolidation Date/time" link to reverse the sorting.




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10.2.2. Assigning a New Status

    Users have the option of assigning a new status to the schedule processes.
    The users are free to assign the meaning for Folder 1 – Folder 4. The directories represent the status of a
    schedule process from the user's point of view.

    An example of handling of these directories could be:

                o   Folder 1 (e.g., undergoing processing)
                o   Folder 2 (e.g., closed)
                o   Folder 3 (e.g., cancelled)
                o   Folder 4 (e.g., other)


    This processing status is only assigned by the user. The required status (folder) can be selected from the list in
    the overview of schedule processes. The schedule process is moved to the appropriate folder by clicking on
    the "Submit" button.




10.2.3. Displaying Consolidated Blanket Orders

    A consolidated blanket order contains the date and time of when the first message was imported.
    Changes at header and item level are incorporated from the blanket order changes into a consolidated blanket
    order.
    The display of a consolidated blanket order also shows particular information from the original blanket order
    at item level. Unlike the consolidated order, information from messages that have already been sent (e.g.,
    delivery report) is not displayed.
    The following values (at item level) are shown from the original blanket order and from the blanket order
    changes in the display of a consolidated blanket order:

        -   Quantity
        -   Quantity unit



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    -   Price
    -   Price unit
    -   Delivery date

You can view the consolidated blanket order by clicking the appropriate icon     in the action field in the
schedule process overview:




The background color of this icon ( ) is red for a new blanket order that has not yet been viewed. The color
changes to white after the first viewing.

The view of a consolidated blanket order is divided into header data, item data and general data.




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10.2.3.1. Header Data

     The header data refers to the key data of a consolidated blanket order.




10.2.3.2. Item Data

     Item data provides an overview of each of the items.

     The "Status" column indicates what items are unchanged, or changed or deleted.
     Different icons are used for the various statuses as follows:
     Unchanged        –     green checkmark
     Changed          –     yellow cross
     Deleted          –     red cross

     You can view further details on individual items by clicking on the action link "Item details" in the item data
     (marked in orange).




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The item details are further divided into additional information, charges/discounts and partial deliveries.




The "Additional Info" tab lists, among others, the consolidated values for quantity, unit of quantity, price, unit
price and delivery date.

Current Value:                   Displays the values of the latest order change

Value from Order:                Displays the original values from the order



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Last Confirmed Value:             Not displayed in a consolidated blanket order because there are no
                                  confirmations in this case

Sent value:                       Displays the accumulated value (quantity, unit) of despatched advice notes
                                  (in regard to this item)

Invoiced value:                   Displays the accumulated value (quantity, unit) from despatched invoices (in
                                  regard to this item)


Note:
The system does not exclude the possibility that more or fewer articles can be invoiced than have been
delivered. For this reason you should be careful to enter the correct quantities.


The "Charges/Discounts" tab provides information on the type and extent of charges and discounts for the
item:




The "Partial Deliveries" tab lists information on partial deliveries of the item:




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10.2.3.3. General Data

     The general data refers to additional data for a message.




10.2.4. Displaying Consolidated Delivery Forecasts

     A consolidated delivery forecast/plan includes changes made at header level. In addition, changes at item and
     call levels are also determined and incorporated from changes to a delivery forecast/plan with the same order
     reference.
     This consolidated delivery forecast/plan is then the basis for further turnaround messages – for example,
     generation of a delivery report.
     Along with the latest values from blanket order changes, a consolidated delivery forecast/schedule also
     displays information on confirmed items (DELFOR with BGM element 1001 = 291), delivered items
     (DESADV-LM/DESADV-VB) and invoiced items (INVOIC) at item level.




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     You can view the consolidated delivery forecast/plan by clicking the appropriate icon in the action field in the
     schedule process overview:




     The background color of this icon ( ) is red for a new delivery forecast that has not yet been viewed. The
     color changes to white after the first viewing.

     The view of a consolidated delivery forecast is divided into header data, item data and general data.


10.2.4.1. Header Data

     The header data refers to the key data of a consolidated delivery forecast.




     When displaying a consolidated delivery forecast you can at any time select an action or assign a new status
     to the consolidated delivery forecast.




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10.2.4.2. Item Data

     Item data provides an overview of each of the items.

     The "Status" column indicates what items are unchanged, or changed or deleted.
     Different icons are used for the various statuses as follows:
     Unchanged        –     green checkmark
     Changed          –     yellow cross
     Deleted          –     red cross


     "Document Info" indicates whether a delivery forecast response or a despatch advice has been created for this
     item.
     The two icons,      and , are initially red – i.e., no delivery forecast response or despatch advice has been
     created.
     If a delivery forecast response was created for the firm order contained in the item, the color of the shopping
     cart changes to green ( ).
     If a despatch advice was created for the firm order contained in the item, the color of the truck changes to
     green ( ).

     The status indicates whether the item has been changed or not:

             The marked item, whose call quantities are greater than zero, has been added in a newly sent delivery
             forecast.
             Changes apply to the item.
             The newly sent delivery forecast contains at least one change to the following contents for the marked
             item:
             At item level:
             - Article number of the customer
             - Article description
             at call level:
             - Call quantity
             - Unit
             - Delivery date
             - Type of acceptance obligation

             The newly sent delivery forecast contains no changes for the marked item:
             all calls for this item are fulfilled.
             The quantities indicated in the newly sent delivery forecast for the item are unchanged, the open
             quantity calculated in Web4BIS is zero and the quantity of incoming goods calculated in Web4BIS is
             greater than zero

             Unlike the consolidated delivery forecast, an existing item is not supplied in the newly sent delivery
             forecast and the BGM segment contains the indicator 'overwritten'
             or
             in the newly sent delivery forecast the total of all of the quantities sent for the call is zero, for which
             the call number remains unchanged.

     The item view offers you a filter option to display the items relevant to you.




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Select the appropriate filter for this purpose: unchanged, added, changed, all calls fulfilled or deleted.
Multiple selection is possible.
Next, click "Refresh". The requested filtered overview is obtained in this way.

The following information is also displayed for each item:
    the cumulated quantity of all calls for the item
    the cumulated quantity of all confirmed quantities from the calls for this item
    open quantity: the call quantity minus the quantity already delivered
    the cumulated delivered quantity of all despatch advices already sent
    the cumulated quantity of all invoiced quantities for the item
    the unit of the quantity

You can view further details on individual items by clicking on the the action link "Item details" in the item
data (marked in orange).




The item details are divided into the following three different views:

       Delivery Plan

       Previous Deliveries

       General Data




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If the contents in the fields for quantity, unit, delivery date or commitment level change at call level, the
corresponding contents are displayed in a different color.

The Delivery Plan mask allows you to filter the displayed contents. By selecting one of the filter parameters
offered (obtained from the possible status of the type of delivery commitment), the delivery plan overview
(call overview) can be restricted to the calls with the selected type of commitment.



The filter parameters for the call overview correspond to the possible commitment types from the delivery
forecast message as follows:

       Firm order

       Manufacturing release

       Material release

       Planning forecast



The detailed Previous Deliveries mask provides details on quantity, date and despatch advice number if the
customer has informed in a delivery forecast that he has received the goods.




The General Data mask provides information on the recipient (consignee) of the goods at item level,
descriptions of the article, additional product identification and details on the quantities that were ordered,
called, delivered and invoiced.




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10.2.4.3. General Data




     The general data for a consolidated delivery forecast provides details on the associated blanket order as well
     as the internal reference of the source document.
     You can easily switch to the view of the consolidated blanket order by clicking on the link after the blanket
     order number.




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10.2.5. Displaying Associated Business Processes

    You open the display of business processes by clicking in the overview of schedule processes on the
    corresponding action icon:




    The detailed view for the selected business process shows what messages are available for the process in
    Web4BIS and when they were created.




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The additional information indicates whether changes were made to the messages.

Further information is available in the case of the invoice message type:
- whether the message is an invoice or a credit note
- the invoice value contained in the message

You can see under Changes whether the delivery forecast response was created with or without changes.

The status indicates, among other things, if a message created and sent in Web4BIS was subsequently rejected
by BIS. In this case, the message status is displayed against a red background and the corresponding BIS
protocol can be viewed by clicking on the link.


Different action options are in turn available for each message in the displayed business process:

    -   detailed display of the message
    -   download the message in XML format
    -   download the message as a PDF document
    -   in the case of despatch advices: creation of invoices
        (the process is generally described under Section




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10.2.6.   PDF Display of a Consolidated Blanket Order

     A consolidated blanket order can be downloaded from two different views as follows.

     Overview of schedule processes:




     or

     detailed view of a consolidated order




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In both cases, select the action "PDF display…" from the menu and click on the "Submit" button or   icon.




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10.2.7.   XML Display of a Consolidated Blanket Order

     To download a consolidated blanket order in DIN5 XML format, select the "XML download" functional link
     from the overview of business processes or from the detailed view of the consolidated order. The message can
     then be saved to the local hard disk.




     or




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10.2.8.   PDF Display of a Consolidated Delivery Forecast

     A consolidated delivery forecast can be downloaded from two different views as follows.

     Overview of schedule processes:




     or

     detailed view of a consolidated order




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     In both cases, select the action "PDF display…" from the menu and click on the "Submit" button or    icon.



10.2.9.   XML Display of a Consolidated Delivery Forecast

     To download a consolidated delivery forecast in DIN5 XML format, select the "XML download" functional
     link from the overview of business processes or from the detailed view of the consolidated delivery forecast.
     The message can then be saved to the local hard disk.




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Or




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10.2.10. Displaying a Consolidated Delivery Forecast in Excel

     It is also possible to download and save consolidated delivery forecasts as Excel reports.

     The corresponding link can be found in the following two places:
         in the detailed view of the schedule process
         in the overview of schedule processes




     or




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10.2.11. Creating a Delivery Forecast Response

     A supplier can respond to a DELFOR with a delivery forecast response with or without changes, but this is
     not obligatory (see also 6.5.5). This response is used to confirm the probable delivery date of the goods.

     The contents of the delivery forecast response are not checked. In other words, there is no check, for example,
     on whether the quantity entered for an item matches the quantity for the corresponding item in the
     consolidated delivery forecast/plan. Any number of responses to a despatch advice (also for each item) can be
     sent.


10.2.11.1. Delivery Forecast Responses without Changes

     When confirming a delivery forecast without changes, the requested delivery date is confirmed as a
     committed date for all calls with the delivery commitment level "Firm". A delivery forecast response number
     is all that needs to be generated.
     Remarks can be entered for each call at item level if necessary.

     A delivery forecast response can be obtained from two different views as follows.

     Overview of schedule processes:




     Or

     Detailed view of a consolidated delivery forecast:




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In both cases, select the action "Delivery schedule response without changes" from the menu and click on the
"Submit" button or icon.




A delivery forecast response number must be entered in the header data of the delivery forecast response.
You can use any number, and you can also use letters. The number is intended for your administration
because you can freely name and therefore more easily locate delivery forecast responses.

If necessary, remarks can then be entered on the different calls in the item data.




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To do so, first select the item data:




Click on the relevant action link to obtain a detailed view of the item.




Enter your remarks in the input field for the type of commitment for delivery.

You can scroll between the items using the "Previous Item" and "Next Item" buttons.

You return to the overview of items by pressing the "Update&Back" button.

You send the delivery forecast response by clicking on "Submit". You can cancel the response procedure at
any time using the "Cancel" button.

You can find the response just sent in the detailed view of the schedule process.




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10.2.11.2. Delivery Forecast Response with Changes

     For a delivery forecast response with changes, the supplier can enter a delivery date for the calls at item level
     in addition to the response number and the remarks. The number of calls cannot be changed.
     If the supplier has already confirmed a call, the date of the last response is also displayed as a help. A reload
     function is also offered in this context. This function automatically copies the delivery dates to the confirmed
     delivery dates of all calls.

     A delivery forecast response with changes can be obtained from two different views as follows.

     Overview of schedule processes:




     Or




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Detailed view of a consolidated delivery forecast:




In both cases, select the action "Delivery schedule response with changes" from the menu and click on the
"Submit" button or icon.




A delivery forecast response number must be entered in the header data of the delivery forecast response.
You can use any number, and you can also use letters. The number is intended for your administration
because you can freely name and therefore more easily locate delivery forecast responses.


You can then make the required changes in the item data.
To do so, first select the item data:




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Click on the relevant action link to obtain a detailed view of the item.




Enter your remarks in the input field for the type of commitment for delivery.
Pressing the Refresh button causes all confirmed delivery dates to be added to the delivery date for the
corresponding call. Alternatively, you can also enter the delivery date manually or select one in the calendar
help function by clicking on the icon beside the input field.
You can switch between the items using the "Previous Item" and "Next Item" buttons.
You return to the overview of items by pressing the "Update&Back" button.
You send the delivery forecast response by clicking on "Submit". You can cancel the response procedure at
any time using the "Cancel" button.
You can find the response just sent in the detailed view of the schedule process.




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11.       Creating Messages

      11.1.   Despatch Advices

      Despatch advices can be created both in order processes and in blanket order processes.


11.1.1.   Creating Despatch Advices in Order Processes

      If an obligation to document applies in regard to a despatch advice for an initial order (i.e., a despatch advice
      must be created for all items), the despatch advice created in the turnaround only provides the confirmed
      items.
      The contents of the despatch advice are not checked. In other words, there is no check, for example, on
      whether the quantity entered for a despatch advice item matches the quantity for the corresponding item in the
      consolidated order. Any number of despatch advices (also for each item) can be sent.
      An item for which a despatch advice has been sent is marked accordingly in the display of the consolidated
      order (overview of items). The accumulated quantity that has already been delivered is displayed in the
      detailed item view for the consolidated order.
      When creating a despatch advice/despatch readiness report (DESADV-LM/DESADV-VB) the supplier can
      add further subitems to the existing items.

      You can do this using the action "Despatch advice" in the view of the consolidated order or alternatively also
      in the overview of the business processes.




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or




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11.1.2.   Despatch Advices in Blanket Order Processes

     The delivery plan process does not include any obligation to document with regard to a delivery forecast
     response – i.e., not all items have to be confirmed.
     The contents of the despatch advice are not checked. In other words, there is no check, for example, on
     whether the quantity entered for a despatch advice item matches the quantity for the corresponding item in the
     consolidated blanket order/delivery forecast response.
     It is also possible to send any number of despatch advices (also for each delivery forecast/item). However, it
     is not possible to create a DESADV for deleted or completed items.
     An item for which at least one despatch advice has been sent is marked accordingly in the display of the
     consolidated delivery forecast/plan (overview of items).

     A despatch advice can be created on the basis of a consolidated delivery forecast/plan in either of the
     following two ways:
     using the "Create despatch advice" icon in the schedule process overview
     using the "Create despatch advice" button in the detailed display of a consolidated delivery forecast/plan




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11.1.3.   Creating Despatch Advices


     All fields marked with a red asterisk are mandatory for entry and must always be filled in. You are requested
     in this case to enter a despatch advice number as well as the freight list number, freight list date and the name
     of the haulage contractor.




     The item data provides details on the individual items of the despatch advice, such as the article number,
     quantity and unit of quantity.




     You have two different options for action for each item as follows:
     Details for the item can be modified or updated using the "Update item" button in the action field.
     Subitems can be added to an item using the 2nd link.


     To update an item, you can edit additional information and text at item level.
     Note once again that all fields marked with a red asterisk must be filled with data.




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In the item text fields you can enter details on customs duty and import, and edit or write further information
freely in text.




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By clicking on the "Accept & return" button your entries for the item will be saved and you will be returned
to the overview of items for the despatch advice.




Clicking on the action link for creating a subitem in the overview of items also opens an additional item
information window.
You should assign a new subitem number for each new subitem.
The values of the main item are displayed, but all can be overwritten.




It is also possible for the subitem to enter details on the good's designation for customs and text in the "Item
text" tab.




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By clicking on the "Accept & return" button your entries for the subitem will be saved and you will be
returned to the overview of items for the despatch advice.




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In the "General data" tab you can, for example, enter details on the hazardous goods contact person,
INCOTERMS or carriers.




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The "Partner addresses" tab displays the deliver address. The address can no longer be changed.
You can also enter details on the collection point.




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The "Header text" tab allows you to provide your own header text or additional information (such as
references to hazardous goods, to the despatch process or transport).




In the "Package Items" tab you can enter additional information on the packing, size and weigth of a despatch,
or modify or even delete existing details.




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You can view the created despatch advice in XML format at any time by clicking on the "XML snapshot"
button.

The despatch advice is validated by clicking on "Approve". Any problems detected in the message will be
displayed to you.
The problems must first be resolved before the message can be sent.

After confirming the despatch advice, click on "Save draft" to save the advice in the drafts. To send the advice
immediately, click on "Send message".




If you want to save a message to send later, search for it in the "Drafts" folder and change to the detailed view
of the message.
By clicking on the "Update draft" button you can edit the despatch advice again.




After editing, click on "Approve".




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     11.2.    Invoices


     Provided you have the rights to create invoices, you as an external supplier can do so with the following
     options:

     Invoices for order processes:

         Create invoices based on an existing order (invoice with order reference)
         Create invoices based on a despatch advice
         Create invoices from scratch – i.e., without reference to any order.


     Invoices for blanket order processes:

         Create invoices based on a despatch advice
         Create invoices from scratch – i.e., without reference to any order




11.2.1.   Invoices with Order References

     Invoices with order references are only possible for order processes, but not for blanket orders.

     You can use the action "Invoice with order reference" in the view of the consolidated order or alternatively
     also in the overview of business processes to generate and view the appropriate invoice.
     There may be an obligation to document to consider in this respect.
     If the order specifies that an order response and possibly also a despatch advice is required, it must be ensured
     that these documents are available before creating an invoice. It is also possible to generate an invoice for the
     items that comply with the required obligation to document. The remaining items cannot be invoiced until the
     required documents have first been created.

     If an obligation to document applies in regard to an order response for an initial order (i.e., all items must be
     confirmed), the invoice created in the turnaround only provides the confirmed items. An item is deemed to be
     confirmed if it has been confirmed at least once in an order response (regardless of the contents).
     If an obligation to document applies in regard to a despatch advice for an initial order (i.e., a despatch advice
     must be sent for each item), the invoice created in the turnaround only refers to the delivered items. An item is
     deemed to be delivered if it is included in a despatch advice (regardless of the contents).




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The pregenerated invoice then automatically copies the values from the consolidated order. You must fill in
certain fields yourself, however. Ensure that all fields marked with a red asterisk are filled.

The basic invoice data can be found in the header data.




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All fields marked with a red asterisk are mandatory for entry and must always be filled in. All text entries in
the white boxes can still be amended, unlike the permanent data such as the supplier's address. You can assign
an identifier that is meaningful to or wanted by you as an invoice number. It is also possible to add SSD data
to the order customer information here or to specify the type of invoice. It is important for external suppliers
that the buyer is included in a list of order customers saved at EDI Service because external suppliers are not
permitted to send invoices to every Siemens corporate section. If you encounter any problems in this regard,
please contact Web4BIS Support.

The invoice value is calculated by clicking on the "Calculate" button. If you have made changes to the items
or discounts, you must perform the calculation again to view the latest invoice value at this position. Note that
the invoice value must always be internally calculated before sending the message, regardless of the
calculated value – it is only used for the overview.


The item data provides details on the individual items on the invoice.




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Here you can delete individual items from the invoice or edit them using the "Update item" icon in the action
field.

To update an item, you can edit additional information and charges/discounts at item level.




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You can change general data regarding the item in the additional information.




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In the case of charges/discounts you can delete existing terms or create new ones.




The changes you make are accepted by clicking on the "Accept & return" button. This returns you to the
invoice creation level again.


In the "General data" tab you can, for example, enter details on the country of destination or on currency.




To specify the despatch advice date, you can comfortably select a date using a calendar function by clicking
on the button with the arrow sign ">".

The "Partner addresses" tab lists all participating partners and their addresses.



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The "Header text" tab enables you to enter your own header text or additional information.




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In the "Charges/Discounts" tab you can make entries on charges/discounts at invoice level similar to the
procedure at item level.




Once you have entered all details, you can confirm the invoice using the "Approve" button. The procedure
can be cancelled at any time by clicking on the "Cancel" button. You can save the invoice as a draft using the
button “Save draft” . In this case no checks will be carried out.




Note: Upon pressing the button “Approve”, numerous checks are carried out to ensure that the invoice
conforms with Siemens guidelines. If the invoice violates the rules, the corresponding errors are reported and
you will be requested to correct them.

Once all invoice checks have been successfully completed, you have the following options:




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The invoice can be saved as a draft or sent immediately, or opened as a PDF/XML document. An invoice
draft can be edited and sent any time later.
The "Edit message" button returns you to the editing view for the invoice if you want to make any changes to
it.


You can view the current status (snapshot) of an invoice in XML format at any time during creation of the
invoice by clicking on the "XML snapshot" button.




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11.2.2.   Invoices Based on a Despatch Advice

     Invoices can be written on the basis of a despatch advice both for order processes and blanket orders.

11.2.2.1. Invoices for Order Processes

     You can generate and view an invoice in the view of a despatch advice using the action "Create Invoice".




     Alternatively, you also have the option to select the action "Create Invoice" after a despatch advice in the
     detailed view of the order process:




11.2.2.2. Invoices for Schedule Processes




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In the case of schedule processes you have three options to create an invoice based on a despatch
advice. They are shown below.

In the detailed view of the schedule process:




or

In the detailed view of the schedule process:




or

directly after sending the despatch advice:




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11.2.2.3. Generating Invoices

     The pregenerated invoice then automatically copies the values from that despatch advice. You must fill in
     certain fields yourself, however. Ensure that all fields marked with a red asterisk are filled.

     The basic invoice data can be found in the header data.




     All fields marked with a red asterisk are mandatory for entry and must always be filled in. All text entries in
     the white boxes can still be amended, unlike the permanent data such as the supplier's address. You can assign
     an identifier that is meaningful to or wanted by you as an invoice number. It is also possible to add SSD data
     to the order customer information here or to specify the type of invoice.

     The invoice value is calculated by clicking on the "Calculate" button. If you have made changes to the items
     or discounts, you must perform the calculation again to view the latest invoice value at this position. Note that
     the invoice value must always be internally calculated before sending the message, regardless of the
     calculated value – it is only used for the overview.



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The item data provides details on the individual items on the invoice.




Here you can delete individual items from the invoice or edit them using the "Update item" icon in the action
field.

To update an item, you can edit additional information and charges/discounts at item level.

You can change general data regarding the item in the additional information.




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In the case of charges/discounts you can delete existing terms or create new ones.




The changes you make are accepted by clicking on the "Accept & return" button. This returns you to the
invoice creation level again.



In the "General data" tab you can, for example, enter details on the country of destination or on currency.




To specify the despatch advice date, you can comfortably select a date using a calendar function by clicking
on the button with the arrow sign ">".




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The "Partner addresses" tab lists all participating partners and their addresses. The data can be edited if
necessary.




The "Header text" tab enables you to enter your own header text or additional information.




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In the "Charges/Discounts" tab you can make entries on charges/discounts at invoice level similar to the
procedure at item level.




Once you have entered all details, you can confirm the invoice using the "Approve" button. The procedure
can be cancelled at any time by clicking on the "Cancel" button.




Note: Upon pressing this button, numerous checks are carried out to ensure that the invoice conforms with
Siemens guidelines. If the invoice violates the rules, the corresponding errors are reported and you will be
requested to correct them.


Once all invoice checks have been successfully completed, you have the following options:




The invoice can be saved as a draft or sent immediately, or opened as a PDF/XML document. An invoice
draft can be edited and sent any time later.
The "Edit message" button returns you to the editing view for the invoice if you want to make any changes to
it.



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     You can view the current status (snapshot) of an invoice in XML format at any time during creation of the
     invoice by clicking on the "XML snapshot" button.




11.2.2.4. Creating Invoices from Scratch

     If an invoice is to be created without a basis of data, the function is started with the link "Create – Invoice" on
     the left menu bar.




     Note:
     These invoices can only be seen under messages and are not assigned to any business process.

     No preset data is displayed. It is useful in the header data to download customer data from the SSD in order to
     minimize the amount of creation work. You need only the partner ID/ORG-ID. It is important for external
     suppliers that the buyer is included in a list of order customers saved at EDI Service because external
     suppliers are not permitted to send invoices to every Siemens corporate section. If you encounter any
     problems in this regard, please contact Web4BIS Support.




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A greater amount of generation work is needed for the item data since the items have to be entered by hand.
You can enter item data using the "Add" button.




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The charges/discounts are created analogously to creation of invoices based on an order response. After
clicking on the "Update & return" button, the view of the items is updated.




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You can make general entries, such as the source and destination countries, and specify various references
under "General data".




The delivery address can be manually entered in the "Partner addresses" tab.




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Notes, remarks and additional information can be manually entered in the "Header Texts" tab.




In the "Charges/Discounts" tab you can make entries on charges/discounts at invoice level similar to the
procedure at item level.




To confirm the creation of an invoice, click on the "Approve" button.

Note: Upon pressing this button, numerous checks are carried out to ensure that the invoice conforms with
Siemens guidelines. If the invoice violates the rules, the corresponding errors are reported and you will be
requested to correct them.




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Once all invoice checks have been successfully completed, you have the following options:




The invoice can be saved as a draft or sent immediately, or opened as a PDF/XML document. An invoice
draft can be edited and sent any time later.
The "Edit message" button returns you to the editing view for the invoice if you want to make any changes to
it.




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12.       Displaying Messages

      The following messages can be received in the latest version:

                  Purchase orders
                  Blanket orders
                  Order changes
                  Blanket order changes
                  Delivery forecasts
                  Inventory reports
                  Self billing invoices

      The following messages can be created in the latest version:

                  Order responses
                  Delivery forecast responses
                  Delivery notes (delivery readiness report and despatch advices)
                  Invoices


      12.1.       Overview of Message Statuses

      The overview of message statuses lists how many messages can be received or viewed for each message type.
      Newly received messages are always located in the "Receive" folder. If the detailed message display for a
      message of this kind is activated, its status is set to "viewed" regardless of the operation (NoA or GVoA).
      You activate the overview of the messages for the selected message type by clicking on the link associated a
      figure.




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You can also access the overview of individual messages at any time without using the message status
overview. To do so, navigate using the menu bar on the left to the "Messages" folder and select the relevant
type of message.




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12.2.   Overview of Messages

The message overview lists the different messages in a table. For every message, table rows display particular
message contents (so-called meta-attributes) such as the message number, order reference or orderer, where
one row is used to display each item of information.




In certain message overviews additional information may also be displayed, depending on the message type:
In the case of order responses, you are notified as to whether the order has been changed or the original order
confirmed.
For invoice messages you will additionally see whether the message type is an invoice or credit note. If you
have the 'invoice status' permissions you will also see the invoice status and the invoice status date.




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When displaying message types sent to BIS, messages rejected by the BIS service are indicated in the
overview. You can view the corresponding BIS protocol by clicking on the link:




If a message you have sent has been rejected and you require help regarding what you have to change in your
message, please contact the Web4BIS support. You can find this item on the upper menu bar under "Support".


An additional action option is provided in the case of despatch advices that have successfully passed through
the BIS service and that contain in the metadata an Org-ID for the buyer that is entered for the packaging slip
functionality (currently A1201358 and A1202531). Using the link in the action, you access an external
application in which you can search for the despatch advice and print out the corresponding packaging slip.




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The following data is transferred to this external application:
       Order number
       Forwarder
       Freight list number
       Despatch advice number


12.3.   Message Actions

The message overview contains a series of actions. Each of the actions is marked by a small icon. The actions
include sorting, detailed view, XML download, PDF print preparation and display of business cases, as well
as a link to the packaging slip in the case of despatch advices.
The actions are explained in greater detail in the following sections.




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12.3.1. Sorting in the Message Overview

    The message overview can be found in Web4BIS in many different places – for example, in the view of
    individual messages, of business processes, in the short time archive, in search results, etc. Along with the
    following actions, the user always the option of sorting messages according to various criteria. Sorting takes
    place by clicking on any of the underlined column headers. A small black arrow indicates the criterion used
    for sorting and whether the sorting is in ascending or descending order.




    In the figure above, the messages could have been sorted, for example, by date and time, where the newest
    messages are displayed from the top down. If the oldest messages are to be displayed from the top down, click
    on the "Date/time" link to reverse the sorting.


12.3.2. Viewing Details




    You can view message details by clicking on the spectacles icon in the overview of messages.

    The detailed message view is divided into different tabs depending on the type of message involved.




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12.3.2.1. Purchase Order

     The detailed view of an order is divided into "Header Data", "Item Data" and "General Data".

     The header data refers to the key data of a message.




     Item data provides an overview of each of the items. In this overview you can have further details on the
     individual items displayed. To do so, click on the action link "Item details" in the item data (circled in orange)
     for each displayed item.




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The general data refers to additional data for a message.




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12.3.2.2. Order Changes

     The detailed view of an order change is divided into "Header data", "Item data" and "General data".

     The header data refers to the key data of a message.




     Item data provides an overview of each of the items. In this overview you can have further details on the
     individual items displayed. To do so, click on the action link "Item details" in the item data (circled in orange)
     for each displayed item.




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The general data refers to additional data for a message.




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12.3.2.3. Order Response

     The detailed view of an order response is divided into "Header Data", "Item Data", "General Data" and
     "Charges/Discounts".

     The header data refers to the key data of a message.




     Item data provides an overview of each of the items. In this overview you can have further details on the
     individual items displayed. To do so, click on the action link "Item details" in the item data (circled in orange)
     for each displayed item.




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The general data refers to additional data for a message.




Information on discounts and (sur)charges can be found under "Surcharge/deduction".




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12.3.2.4. Blanket Orders

     The detailed view of a blanket order is divided into "Header Data", "Item Data" and "General Data" tabs.

     The header data refers to the key data of a message.




     Item data provides an overview of each of the items. In this overview you can have further details on the
     individual items displayed. To do so, click on the action link "Item details" in the item data (circled in orange)
     for each displayed item.




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The general data refers to additional data for a message.




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12.3.2.5. Blanket Order Changes

     The detailed view of a blanket order change is divided into "Header Data", "Item Data" and "General Data"
     tabs.

     The header data refers to the key data of a message.




     Item data provides an overview of each of the items. In this overview you can have further details on the
     individual items displayed. To do so, click on the action link "Item details" in the item data (circled in orange)
     for each displayed item.




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The general data refers to additional data for a message.




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12.3.2.6. Delivery Forecasts

     The detailed view of a delivery Forecast is divided into "Header Data", "Item Data" and "General Data" tabs.

     The header data refers to the key data of a message.




     Item data provides an overview of each of the items. In this overview you can have further details on the
     individual items displayed. To do so, click on the action link "Item details" in the item data (circled in orange)
     for each displayed item.




     The general data refers to additional data for a message.




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12.3.2.7. Delivery Forecast Responses

     The detailed view of a delivery forecast is divided into "Header Data", "Item Data" and "General Data" tabs.

     The header data refers to the key data of a message.




     Item data provides an overview of each of the items. In this overview you can have further details on the
     individual items displayed. To do so, click on the action link "Item details" in the item data (circled in orange)
     for each displayed item.




     The general data refers to additional data for a message.




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12.3.2.8. Inventory Reports

     The inventory report should only be regarded as a message. It is currently not integrated into a business
     process.

     The detailed view of an inventory reports is divided into "Header data" and "Item data".

     The header data contains the key data of a message, such as supplier and customer information and
     references.




     The item data contains the overview of the individual items with information on the article number and status
     of the invididual items. In this overview you can have further details on the items displayed. To do so, click
     on the action link "Item details" in the item data (marked in orange) for each displayed item.




     The item details are divided between three tabs as follows:

              Inventory movement
              Inventory balance



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               General data




12.3.2.9. Self Billing Invoices

      The Self Billing Invoices are not currently assigned to any business process. You therefore only find these
      messages in the message display.

      The detailed view of a self billing invoice is divided into "Header data", "Item data", "General data", "Partner
      addresses", "Header text" and "Charges/discounts".

      The header data refers to the key data of a message.


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Item data provides an overview of each of the items. In this overview you can have further details on the
individual items displayed. To do so, click on the action link "Item details" in the item data (marked in
orange) for each displayed item.




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The general data refers to additional data for a message.




The partner addresses combine all key addresses involved in an invoice and display them in a clearly ordered
way.




Header text contains customer-specific details for headers in self billing invoices.




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     Information on discounts and surcharges can be found under "Charges/Discounts".




12.3.2.10. Despatch Advice

     The detailed view of a despatch advice is divided into "Header Data", "Item Data", "General Data", "Partner
     Addresses", "Header Texts" and "Package Items".

     The header data refers to the key data of a message.




     Item data provides an overview of each of the items. In this overview you can have further details on the
     individual items displayed. To do so, click on the action link "Item details" in the item data (circled in orange)
     for each displayed item.




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The general data refers to additional data for a message.




The partner addresses combine all key addresses involved in a despatch advice and display them in a clearly
ordered way.




Header text contains customer-specific details for headers in despatch advices.




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      The "Package Items" tab also provides additional details on the packaging, size and weight of a delivery.




12.3.2.11. Invoice

      The detailed view of an invoice is structured into 'Header data', 'Item data', 'General data', 'Partner
      addresses', 'Header texts', 'Surcharges/discounts', and, if you have the corresponding permissions,
      'Invoice status info'.

      The header data refers to the key data of a message.




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Item data provides an overview of each of the items. In this overview you can have further details on the
individual items displayed. To do so, click on the action link "Item details" in the item data (circled in orange)
for each displayed item.




The general data refers to additional data for a message.




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The partner addresses combine all key addresses involved in a despatch advice and display them in a clearly
ordered way.




Header text contains customer-specific details for headers in despatch advices.




Information on discounts and surcharges can be found under "Charges/Discounts".



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The 'Invoice status info' tab provides information about the invoice status. You can only see this tab
if you have the corresponding invoice status permissions (see ‘Personal Information’) and if status
information is available for the respective invoice (see ‘Invoice Status’).




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12.3.3. XML Download




    To download a message in DIN5 XML format, click on the function link "Download XML" in the message
    overview. The message can then be saved to the local hard disk.




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12.3.4. Viewing PDF Documents




    The message view also gives you options to view, print and save messages formatted in a PDF document. A
    new window is opened in this case.




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12.3.5. Displaying Business Processes

     Users often want to see all messages involved in a business process at a glance. The function link "Display
     business process" in the message view is available for this purpose.




     By clicking on the function, all messages are displayed with the same order or reference number. In this way,
     the messages associated with a process are easier to monitor and navigation is faster.




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12.4.   Message Status History

The status history of a message can be viewed in the details of the message – for example, when the message
was received, when it was viewed or when it was moved into the short time archive (i.e., closed). Click on the
"Status history" to display the history.




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13.       Searches

      A search engine is available to quickly find a particular business process or a message. You can call the
      function at any time from the upper menu bar.




      If you move the mouse cursor onto the Search function, a submenu is automatically opened in
      which you can choose between searching for a process or message.




      13.1.   Searching for Business Processes


      The following search terms are available in the search mask for business processes:
          OrgID of the buyer (BY)
             Order reference number
             "From" date (dd.mm.yyyy)
             "To" date (dd.mm.yyyy)
             Business process type
             Business process status


      You can also enter a partial order reference number and select one of the conditions for the search
      from the option menu next to the order reference number field: matches, begins, ends, includes.
      The "From" or "To" date refers in the business process search to the date when the business
      process was created in Web4BIS – i.e., when the first message was imported for a business
      process. You can enter the date either manually or by selecting one using the calendar function.
      The calendar window is closed by clicking on the ">" button.
      You can also select either the order process or blanket order process as the business process type
      as another criterion for the search. The presetting is based on the type of rights that have been
      assigned to you in the user administration function. If you are authorized to create delivery forecast
      responses, the preset value is "Blanket order process". In all other cases, "Order process" is
      displayed by default. The selection can be changed at any time, however.



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You can also search for a business process with a particular status. To do so, enter the status for
which you want to find a process as follows: new, changed, Folder1, Folder2, Folder3, Folder4 or
archived.




The search results are displayed in the familiar business process overview. You can continue from there as
usual.




13.2.   Searching for Messages

You can search for messages by entering the following terms in the search mask:

       Message number
       OrgID of the buyer (BY)
       Order reference number
       "From" date (dd.mm.yyyy)
       "To" date (dd.mm.yyyy)
       Message type
       Message status
For the message number you can enter, for example, an invoice number, order number, order
response number, delivery reference number (UCR - delivery note number) or the delivery forecast
number.
You can also search for a message according to a particular order reference number. Here you can
use partial entries to search for by selecting "matches", "begins", "ends" or "includes".

Searches can also be specified for messages occurring in a particular period. In this case you can
enter a date by hand or select one using the user-friendly calendar function.


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The calendar closes by clicking on the ">" button again.
You can also search for a message by message type or message status.

You can also search for a message with a particular status. Select the message status you require: received,
viewed, created, sent or closed.


Combinations are also permitted.

The search results are displayed in the familiar message overview. From there you can perform the same
actions as in the message overview.




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14.       Technical Documents

      The items in an order or order change are generally clearly and adequately described by the item numbers (or
      article numbers). However, the supplier requires detailed descriptions for a number of order items in order to
      produce the items accordingly. Such detailed descriptions (attachments) are also referred to as technical
      documents or TechDocs below.

      There are two different options for providing technical documents:
      the technical documents are provided together with the order (push mode)
      request for technical documents from the supplier and subsequent provision by the customer (pull mode); it
      makes no difference whether there is an order reference when requesting the document.


      In both cases, the documents can be accessed via the Web4BIS user interface.

      You can find the TechDocs requests through the menu item named "TechDocs" on the upper menu bar if you
      have the appropriate rights in your user data.




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14.1.   Requesting Technical Documents with an Order Reference

If you want to request a technical document for an existing order, you can specify the order reference in the
request:




The order reference and the order item must both be entered. Ensure that the order item is also available in the
specified order reference. If this is not the case or if you do not enter the item, you are shown an error
message and a list of valid item numbers from which you can select the corresponding number:




A contact partner should be entered in the "Name" field in case of enquiries regarding your request. The e-
mail and telephone details are preset according to the user data, but can be overwritten if required.

If the specified order reference and item number cannot be clearly assigned to an Org-ID – i.e., if several
business processes are found with this combination, a message is displayed requesting you to select the
appropriate Org-ID.


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After the request has been successfully sent, a request ID is displayed to you. You can then use this ID to find
your request.



14.2.   Requesting Technical Documents without an Order Reference

When requesting technical documents without any reference to an existing order you can request up to six
documents at the same time, but at least one.




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If you have not specified any document number, an error message will be displayed to you as follows:




A request ID is sent to you for each document number that you submit.




If for whatever reason you cannot submit a request for a required document number, an error message will be
displayed to you.
Note:
All other requests listed have not been further processed. You must enter them again in a request.




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14.3.   Overview of Requirements

You can call up an overview of all requested TechDocs. To do this, select the item TechDocs – TechDocs
requests from the menu bar.
You are then shown a search mask in which you can specify whether you want an overview of all requests or
only particular ones. Here you can enter the request ID, the name of a document or, if available, the order
reference and item:




You are then shown the following list of hits of all requests found for your Org-ID:




The list of hits, just like the other overviews, can be sorted by clicking on one of the underlined column titles.
A small black arrow indicates the criterion used for sorting and whether the sorting is in ascending or
descending order.




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      In the figure above, the messages could have been sorted, for example, by request ID, where the newest
      messages are displayed from the top down. If the oldest messages are to be displayed from the top down, click
      on the "Request ID" link to reverse the sorting.

      If the technical documents have been found for a request ID, the document number and name are displayed.
      You also have the option here to open the technical document as a PDF file and save it locally by clicking on
      the link in the action field.



15.       Invoice Status

      Another link 'Invoice status' is offered only for users who have been assigned the invoice status permissions
      in their user profile (see ‘Adding, Modifying and Deleting Users’). This link is offered after the login on
      the overview entry page in the upper menu bar to the right of the TechDoc link.
      This link is further structured into ‘Invoice Status Request’, 'Invoice Status Request History' and 'Invoice
      Status Download':




      The links to finavigate Portal and IOL were moved into the menu ‘Info’.



      15.1.   Invoice status request

      When you click the 'Invoice Status Request' link, you will receive a list of those buyer ORG-Ids for which
      invoices are available in the system.




      Here you select the buyer ORG-Id whose invoice status you want to see.
      If the invoice status request is not implemented in the SAP system you will get an error message.
      You will receive a list containing all invoices sent to this ORG-Id.




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Here you can select the invoices and request the invoice status. All active invoices can be selected.
If an invoice is already paid, it will not be found in the status request search.
Click ‘Update Invoice Status’ to start the request.

The request to the SAP system is asynchronous. It can take some time until the answer is available. You can
check the status in Invoice status request history.




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15.2. Invoice status request history

When clicking the 'Invoice status request history' link you receive a list of all previous invoice status
enquiries.




The invoice status was requested successfully for all requests with a green colored status field and status ok.
Is the field status colored red an error occurred during the request. Please contact the EDI support in this case.

To download the invoice status request (COACSU message) in DIN5-XML format, click the 'Download
XML' link in the message overview. Thereafter you can save the message locally on your hard disk.




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15.3. Invoice Status Download

When you click the 'Invoice status download' link you can download an Excel list containing the status
information of certain invoices.




You will receive a list with all invoices. After marking the desired invoices you can save the Excel list with
the status information locally on your hard disk.




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16.       Short Time Archive
      Business processes (both order processes and blanket order processes), that are no longer required can be
      moved into the short time archive, which is emptied at regular intervals (currently every three months) from
      the system.

      16.1.   Archiving
      To obtain a better overview of the business processes, completed processes can be moved into the short time
      archive. You can do this in the following views.


16.1.1. Archiving from the Overview of Order Processes

      It does not matter here what status the business process has.




      The corresponding business process is archived by selecting one or more processes in the first column and
      clicking on the "Move to short time archive" button.
      The status of the business process changes to "archived".
      All messages belonging to this business process are assigned the status "closed".




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16.1.2.   Archiving from the Schedule Process Overview

     It does not matter here what status the blanket order process has.




     The corresponding blanket order process is archived by selecting one or more blanket order processes in the
     first column and clicking on the "Move into Short Time Archive" button.
     The status of the blanket order process changes to "archived".
     All messages belonging to this blanket order process are assigned the status "closed".




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16.1.3. Archiving from the Detailed View of a Business Process




     The displayed business process is archived by clicking on the "Move into Short Time Archive" button.

     The status of the business process changes to "archived".
     All messages belonging to this business process are assigned the status "closed".




16.1.4.   Archiving from the Detailed View of a Schedule Process




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The displayed blanket order (schedule) process is archived by clicking on the "Move into Short Time
Archive" button.

The status of the blanket order process changes to "archived".
All messages belonging to this blanket order process are assigned the status "closed".




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16.2.   Displaying the Archives

You can view the short time archive by means of the menu bar on the left:




In the view you can choose between order processes, schedule (blanket order) processes and individual
messages.




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16.2.1. Order Processes

     When you select "Order processes" you are shown an overview of all archived order processes.




     The following action options are also available to you in this case:
         You can view the order processes in the form of a consolidated order. To do so, click on the         icon
             in the action column.
         You can view the business process by clicking on the folder icon in the action column.
             You can delete an order process and the corresponding messages by clicking the            icon in the
              action column.


     You also have the option to have a particular order process displayed as a consolidated order in PDF format or
     as an XML file. Select the appropriate action after the required order process and click on the "Send" button.

     If you want to move an order process out of the short-term archive again, select the order process or processes
     and then click on the "Move from short-term archive" button.
     The status of an order process taken out of the archive is set to "new" and can be found in the folder named
     "new".



16.2.2.   Schedule Processes

     When you select "Schedule processes" you obtain an overview of all archived schedule (blanket order)
     processes.




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You also offered different action options here:

       You can view the schedule processes in the form of a consolidated blanket order. To do so, click on
        the icon in the action column
       You can view the business process by clicking on the folder icon in the action column.
       You can delete an order process and the corresponding messages by clicking the            icon in the
        action column.


You also have the option for an individual schedule process to have the consolidated blanket order or the
consolidated delivery forecast displayed in PDF format or as an XML file. You have the option to view a
consolidated delivery forecast in Excel format. To do this, select the appropriate action button after the
targeted schedule process and click on the "Submit" button.

To retrieve a schedule process from the short time archive, select the corresponding process or processes and
then click the button "Move from Short Time Archive".
The status of a schedule process retrieved from the archive is then set to "new" and can be found in the "new"
folder again.




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16.2.3. Messages


    Messages are displayed in the short time archive for informational purposes only.
    The status of all archived messages is set to "closed".
    By selecting messages below the short time archive you are shown an overview of all archived messages:




    The structure of the overview matches the message overview of the active messages.
    You can also select from different actions here:
        Detailed view of the message
        Download the message as an XML file
        Download the message as a PDF document
        Display the associated business process

    To do so, click on the corresponding icon in the action column.

    Note:
    By moving the appropriate business process out of the short time archive, the status of the associated
    messages is set again to "viewed" or "sent".




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17.       Behavior in Error Cases

      17.1.   Limitation of the Number of Saved Messages

      If the number of messages in the Orders, Order responses, Delivery forecasts, Inventory reports and Invoices
      directories is too large, no further message actions can be taken.




      The message storage space is limited to a maximum number for each partner. You can find this value in the
      login information in your user data. The value itself cannot be changed.




      To be able to use the full functionality again, you must move some of your business processes into the short
      time archive.




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