OpenText Vendor Portal User Guide
OpenTextTM Vendor PortalUser GuideThis guide describes how suppliers use the Vendor Portal web application to viewand work with business documents and settings in their trading communities.April 2017
OpenText Vendor PortalUser GuideRev.: 2017-April-17This documentation has been created for software version 16.3.4.It is also valid for subsequent software versions as long as no new document version is shipped with theproduct or is published at https://knowledge.opentext.com.Open Text Corporation275 Frank Tompa Drive, Waterloo, Ontario, Canada, N2L 0A1Tel: 1-519-888-7111Toll Free Canada/USA: 1-800-499-6544 International: 800-4996-5440Fax: 1-519-888-0677Support: https://support.opentext.comFor more information, visit https://www.opentext.comCopyright 2017 Open Text. All Rights Reserved.Trademarks owned by Open Text.DisclaimerNo Warranties and Limitation of LiabilityEvery effort has been made to ensure the accuracy of the features and techniques presented in thispublication. However, Open Text Corporation and its affiliates accept no responsibility and offer no warrantywhether expressed or implied for the accuracy of this publication.2OpenText Vendor Portal
ContentsIntroduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7Audience . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7Product Support and Assistance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71 Getting StartedSetting Up Your Computer to Use OpenText Vendor Portal . . . . . . . . . . . . . . . . . . . . . . . . . . 9System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Internet Browser Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10Logging In and Out . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Logging In . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Logging Out . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Resetting a Forgotten Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Navigating OpenText Vendor Portal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Data Display Area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Sorting a List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Navigation Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Recent Documents Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Document Workflow in OpenText Vendor Portal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Asterisks Indicating Required Fields in Document Forms . . . . . . . . . . . . . . . . . . . . . . . 15Printing Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16Searching for Documents and Other Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16About Document Version Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17Customer Order Version Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17Working with Document-related Notices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18Viewing Notices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18Deleting Notices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19Marking Notices Read or Unread . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19Email Notifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19Timing Out . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192 OrdersUsing the Order Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Receiving Test Purchase Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Viewing Customer Orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Creating Customer Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Amending Customer Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Printing Customer Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Preventing New Packing Lists for an Order. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Marking a PO as Closed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Viewing Closed Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Viewing Information about Customer Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Deleting Customer Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .About Order Confirmations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Creating Order Confirmations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Viewing Order Confirmations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21222225293031313131323233333
CONTENTSSending Order Confirmations . . . . . . . . . . . . . .Viewing Information about Order Confirmations .Deleting Order Confirmations . . . . . . . . . . . . . .Amending Order Confirmations. . . . . . . . . . . . .33343435About the Shipping Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Viewing Customer Order Shipment Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Viewing Packing Lists. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Filtering a List of Cartons in a Packing List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Viewing Carton Groups in a Packing List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Working with Containers in a Packing List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Creating Packing Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Packing with Auto Pack . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Packing with Partial Pack . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Packing with Ratio Pack . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Packing with Split Pack . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Filtering a List of Items when Packing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Carton Sequence in Vendor Portal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Using the Last Carton Handling Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Configuring Carton Dimensions and Weight . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Assigning Cartons to Containers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Working with Saved Carton Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Viewing Carton Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Adding Carton Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Editing Carton Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Deleting Carton Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Updating and Amending Packing Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Packing List Updates and Alerts to Update Packing Lists . . . . . . . . . . . . . . . . . . . . . . .Updating Packing Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Editing Cartons in a Packing List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Adding Cartons to a Packing List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Deleting Cartons from a Packing List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Moving Cartons to Other Packing Lists. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Amending Packing Lists in Final Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Re-numbering a List of Cartons. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Deleting Packing Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Printing and Downloading Packing Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Printing Shipping Labels. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 071727273747575763 Packing Lists4 ASNsViewing ASNs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Opening ASNs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Viewing High-level Order and Packing Details in ASNs. . . . . . . . . . . . . . . . . . . . . . . . .Viewing Order Details in ASNs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Viewing Invoices Associated with ASNs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Creating ASNs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Creating the ASN. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .About ASN Formats in OpenText Vendor Portal . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47979818284848489OpenText Vendor Portal
CONTENTSCreating Default Ship From Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Amending ASNs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Deleting ASNs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Printing ASNs, BOLs, and Carton Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .909292935 InvoicesUsing the Finance Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95Viewing Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95Creating Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97Types of Invoices in Vendor Portal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97Invoice Process Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97Creating the PreInvoice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98Creating the Real Invoice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102Amending Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104Deleting Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104Printing Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1056 Managing DocumentsPurging and Archiving Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Deleting and Restoring Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Restoring Deleted Documents from Trash . . . . . . . . . . . . . . . . . . . . . . . . . . .Deleting Documents from OpenText Vendor Portal . . . . . . . . . . . . . . . . . . . . .107107107108Working with Your Profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Working with Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Viewing Your Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Creating Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Editing Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Deleting Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Changing the Maximum Number of Rows that Display . . . . . . . . . . . . . . . . . . . . . . . . . . .Working with the Transaction Log. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Viewing Your Transaction Log. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Exporting Your Transaction Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1091101101111121121121131131137 ToolsIndex . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .115OpenText Vendor Portal5
CONTENTS6OpenText Vendor Portal
IntroductionThis guide describes how to work with OpenTextTM Vendor Portal, a hosted Webapplication that enables vendor companies to manage electronic documentexchange with their trading partners.The Introduction is organized as follows: “Audience” on page 7 “Product Support and Assistance” on page 7AudienceThis guide is written for administrators and users who have responsibilities relatedto business document exchange between your company and a trading partner.Product Support and AssistanceIf an OpenText business partner provides support for Vendor Portal, contact thatbusiness partner directly.If OpenText provides support: You can log a problem ticket on the Cloud Support Services (CSS) website:http://customer.gxs.com. Under Self Service, click Submit a Service Request,then fill out the online form.To download the latest documentation, at the website above click theKnowledge Base link, then click the Vendor Portal link. Documentation linksdisplay on the right.7
Product Support and Assistance Contact CSS at the following phone numbers 24 hours a day, 7 days a week.GeographicLocationType of ServiceCallUSSupport1.877.446.6847 option 1Implementation & ComplianceServices1.877.446.6847 option 2Educational Services1.877.446.6847 option 3Sales or Professional Services1.877.446.6847 option 4Billing Questions1.877.446.6847 option 5Payments1.877.446.6847 option 6EMEASupport 44 (0)1483 569388For out of hours support call 1 404.467.3806ASPACSupportHong Kong 852-22332111China (PRC): China Netcom users10800 8521694 China Telecom users10800 1521694Important: If you should experience a production-down issue, please call: US: 1.877.446.6847 or in Europe, call 44 (0)1483 569388.8OpenText Vendor Portal
Getting Started1This chapter describes how to get started with OpenText Vendor Portal. Thischapter is organized as follows: “Setting Up Your Computer to Use OpenText Vendor Portal” on page 9 “Logging In and Out” on page 11 “Navigating OpenText Vendor Portal” on page 12 “Document Workflow in OpenText Vendor Portal” on page 15 “Printing Documents” on page 16 “Searching for Documents and Other Data” on page 16 “About Document Version Numbers” on page 17 “Working with Document-related Notices” on page 18 “Email Notifications” on page 19 “Timing Out” on page 19Setting Up Your Computer to Use OpenText Vendor PortalThis section describes several actions to improve your use of OpenText VendorPortal.This section is organized as follows: “System Requirements” on page 9 “Internet Browser Setup” on page 10System RequirementsOpenText Vendor Portal has the following system requirements: Microsoft Windows XP, Vista, or Windows 7 operating system Internet connection (faster connection speed produces better performance) One of the following Internet browsers: Internet Explorer 7 or higher Mozilla Firefox 3 or higherPrinter to print documents and, if you wish, shipping labelsNote: No specific types of printers are required to print shipping labels, butyour trading partner may recommend certain printers to meet quality9
GETTING STARTEDSetting Up Your Computer to Use OpenText Vendor Portalstandards. OpenText Vendor Portal generates shipping labels as PDF files,which can be printed on most printers. Adobe Reader to view and print documents (PDF files) and, if you wish, shippinglabels and this user guide.To view or print a PDF, you must have Adobe Reader installed on yourcomputer. To install Adobe Reader free of charge, go .htmlInternet Browser SetupTo fully use OpenText Vendor Portal, you must do the following: Add OpenText Vendor Portal to your Internet browser’s list of trusted sites. Turn off popup blockers in Internet Explorer Disable any add-on toolbars such as from Google or Yahoo.Use the following procedures.To add OpenText Vendor Portal to your list of trusted sites1 Open Internet Explorer.2 In the browser, click Tools Internet Options to open the dialog box.3 Click the Security tab to open it.4 Click Sites to open the Trusted Sites dialog box. The OpenText Vendor PortalInternet address (URL) should automatically populate the Add this websiteto the zone field.5 Click Add to add the URL to the Websites box below the field.6 Click Close.The dialog box closes. The Trusted Sites icon now displays at the right side ofthe status bar at the bottom of the browser page.To turn off Internet Explorer popup blocker1 Open Internet Explorer.2 In version 7x, in the browser click Tools Pop-up Blocker Turn Off Popup Blocker.In version 6x, in the browser to temporarily allow a site to display pop-ups, clickthe Information Bar near the top of the page when it notifies you that a pop-uphas been blocked, then click Temporarily Allow Pop-ups.To turn off add-on toolbar popup blockersIn the Google toolbar, click the popup icon to change its status from blocking toallowing popups, as shown below. 10In the Yahoo toolbar, click the Pop-Up Blocker icon to open a menu, then inthe menu click Enable Pop-Up Blocker to remove the check mark next to thatoption.OpenText Vendor Portal
GETTING STARTEDLogging In and Out1Logging In and OutUse the following procedure to log into OpenText Vendor Portal.Note: OpenText Vendor Portal has user roles, called user groups, which representa set of access privileges—for example, to only view documents, or to view andcreate documents. User groups can be created by an OpenText Vendor Portalsystem administrator upon request.This section is organized as follows: “Logging In” on page 11 “Logging Out” on page 11 “To reset a forgotten password” on page 11Logging InTo log into OpenText Vendor Portal1 Go the web address of OpenText Vendor Portal: https://vendorportal.gxs.com2 On the login page, type your User ID and Password, then click Login.OpenText Vendor Portal opens to the Customer Orders page on theShipping tab. For a description of this page and OpenText Vendor Portalnavigation in general, see “Navigating OpenText Vendor Portal” on page 12.If you forget your password or wish to change your password, see “To reset aforgotten password” on page 11. Passwords do not expire.Logging OutTo log out of OpenText Vendor Portal On any page in the application, click the Logout icon at the upper right cornerof the page.Resetting a Forgotten PasswordYou must know your User ID (also called Vendor Portal ID) to use this procedure. Ifyou want to change your password but have not forgotten it, see “Working withYour Profile ” on page 109.To reset a forgotten password1 On the login page, click Forget Password? to open a dialog box.2 In the Vendor Portal ID field, type your ID.3 In the Characters field, type the characters you see in graphic.Note: If you cannot read the characters, click Refresh next to the graphic todisplay a new set of characters that perhaps you can read more easily.4 Click Continue.A dialog box informs you that instructions to reset your password has beenemailed to you. The email may appear in your email junk folder.If you do not have an email address on file with OpenText Vendor Portal,contact Cloud Support Services for assistance with your password. See “ProductSupport and Assistance” on page 7.OpenText Vendor Portal11
GETTING STARTEDNavigating OpenText Vendor Portal5 Click OK to close the dialog box.6 Open the email, then click the hyperlink it contains.The OpenText Vendor Portal page opens where you can reset your password.7 In the top field, type your ID.8 In each of the bottom two fields, type your new password. The password mustbe at least six characters long and can include letters (upper and/or lower casefor case sensitivity), numerals, and other characters (#, , and so on).Note: The graphic between the two fields indicates how strong the passwordis to ensure security. For a stronger password, use a more complex combinationof numerals and letters and upper and lower cases.9 Click Continue to create the password.A new page opens.10 Click Proceed to Vendor Portal Login to open the login page, where you canuse your new password to log in.Navigating OpenText Vendor PortalAfter you log into OpenText Vendor Portal, you see a page divided into the areasdescribed as follows. Use the features described below to navigate the application.The sections that follow provide detailed information about how to work in thevarious parts of the application.213451Navigation panel2Tabs3Recently accessed documents4Click a /- icon to show/hide a row that contains a link to an associated document.5Data display areaThis section includes the following:12 “Tabs” on page 13 “Data Display Area” on page 13OpenText Vendor Portal
GETTING STARTEDNavigating OpenText Vendor Portal “Sorting a List” on page 14 “Navigation Panel” on page 14 “Recent Documents Panel” on page 141TabsA row of tabs along the top of the page. The tabs link to the major work areas inthe application, such as Order and Shipping. Your documents are organizedamong several of these tabs.Click a tab to open that module of the application and begin working.The tabs and their contents are as follows: Home—Work with notices regarding business documents—for example, erroralerts—and closed documents and deleted documents. See “Working withDocument-related Notices” on page 18.Order—View lists of customer Orders and perhaps other document types, suchas Order Confirmations or Inbound Inventory Advice documents. Note that youcan view customer Orders in this tab and in the Shipping and Finance tabs.See “Using the Order Tab” on page 21.Shipping—Work with customer Orders, packing lists, Advance Ship Notices, andshipping labels. See “About the Shipping Tab ” on page 37.Finance—Work with Advance Ship Notices, customer Orders, and Invoices.Some trading partners may use other documents that display here, such asRemittance Advice. See “Using the Finance Tab ” on page 95.Tools—Work with your user profile, contacts list, saved carton settings, anddocument transaction log. See “Tools” on page 109.Data Display AreaUnder the row of tabs, a large panel displays. When you open a document, thedocument data displays here. When you view a list of documents or other records,the list displays here.Note the following when viewing a list: List pages order the records in descending numeric or alphabetical order basedon the first (far left) column on the page.Note: By default, OpenText Vendor Portal displays a maximum of 25 rows ina list. To modify this, see “Changing the Maximum Number of Rows thatDisplay” on page 112. OpenText Vendor PortalIf more records exist than fit on a single page, a Display list appears at the topright. It contains a set of options to display different sections of the list—forexample, 1-25 of 130, 26-50 of 130, and so on. Click an option in the list todisplay that section of the list.To display only documents you have not yet opened, click the Unread Onlycheck box in the top right to place a check mark in it. The page resets to showonly unread documents for the tab and Navigation option selected.13
GETTING STARTEDNavigating OpenText Vendor PortalA gold star displays in the row of each unread document on the page.Note: To narrow your results further, select the Unread Only check box,then use the Search function as described in “To search for a document ortext” on page 16. On pages that list documents, an /- icon in a row indicates that the documentis associated with another document in the system. Click the icon to show ( ) orhide (-) rows that display information about those documents and hyperlinks toopen them.For example, in a packing list row click the /- icon to display a new row thatlinks to the customer Order associated with the packing list. Click the icon againto hide the row.11Click the /- icon to show or hide the row with an associated document.Sorting a ListTo sort a list alphabetically or numerically using the values in a specific column,click that column header. For example, to sort a Customer Orders list byPurchase Order Number, click the P.O. No. column header.Navigation PanelAt top left, a Navigation panel, which contains links to pages related to theselected tab—for example, Customer Orders and Advance Ship Notices forthe Shipping tab.The options include document types associated with documents that you and yourtrading partner exchange. This may include, for example, Order Confirmation andRemittance Advice documents, depending on your trading relationship.The Navigation panel displays on all tabs. Click a link in the panel to display thatdata in the data display area.Recent Documents PanelAt bottom left, a Recent documents panel displays. It lists in order links to the 10most recent inbound and outbound documents that you (the specific user, not yourcompany) accessed in the past 30 days.Roll your mouse pointer over a document in the list to view the document numberand type of document—for example, Invoice or ASN. Click a link to open that14OpenText Vendor Portal
1GETTING STARTEDDocument Workflow in OpenText Vendor Portaldocument. Each document type is also indicated by a different icon, commonexamples of which follow:IconDocument TypePurchase OrderPurchase Order ResponsePacking ListAdvance Ship Notice (ASN)InvoiceNote: The actual document locations are the Order, Shipping, and Financetabs, depending on the type of document. They also contain documents notrecently opened.The Recent panel displays on all tabs except Tools.Document Workflow in OpenText Vendor PortalThe following is a high-level overview of document workflow in OpenText VendorPortal:1 Open a customer Order in the Order tab or Shipping tab.2 Create a shipment by creating a packing list in the Shipping tab.3 Create and pack cartons in the Shipping tab.4 Create packing lists in the Shipping tab.5 Print carton labels for the shipment in the Shipping tab.6 Create and send an Advance Ship Notice in the Shipping tab or Finance tab.7 Create and send an Invoice in the Finance tab.In general, you create each sequential document from its originating document inthe workflow. For example, you can create a packing list directly from the pagedisplaying the customer Order. Likewise, you can print shipping labels and createASNs from the packing list. Finally, you can create Invoices from the finalized ASN.OpenText Vendor Portal sends documents in real time, not in batches.Note: Document format, fields, and layout requirements vary somewhat amongtrading partners. As a result, the examples in this guide may not exactly matchhow documents display in your trading partnership. In addition, some fields maybe configured to automatically populate. This varies by trading partner.Asterisks Indicating Required Fields in Document FormsOpenText Vendor Portal forms for various documents display an asterisk (*) forsome fields: OpenText Vendor PortalA red asterisk indicates that the field is always required for this document type.OpenText Vendor Portal validates these fields to ensure they are populated.15
GETTING STARTEDPrinting Documents A black asterisk indicates that the field is conditionally required. This means thatthe field might be required for another reason, such as
OpenText Vendor Portal opens to the Customer Orders page on the Shipping tab. For a description of this page and OpenText Vendor Portal navigation in general, see "Navigating OpenText Vendor Portal" on page 12. If you forget your password or wish to change your password, see "To reset a forgotten password" on page 11. Passwords do not .
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