Commport Communications International inc. COMM-LiNK© pro Users Manual Your Guide to Installing and Performing EDI Version 8.
- 2- INDEX COMM-LiNK© pro Installation Getting Started With Installation… 3 COMM-LiNK© pro Tools Importing and Exporting Data… Performing EDI In Main… Confirm & Edit Data In Maintenance… Checking EDI Activity In Statistics… Working With The Manage Button… 8 10 14 19 23 COMM-LiNK© pro Transactions Creating Invoices… Creating The ASN… 29 39 Summary Printing & Using COMM-LiNK© pro Reports… 51 Reference A Reference To New EDI Transaction Sets… 55 Agreement Understanding Your COMM-LiNK© pro License Ag
- 3- Getting Started With Installation…
- 4- Thank You For Selecting COMM-LiNK© pro Before you begin installation, please check the basic requirements for running COMM-LiNK© pro, Version 8.0, in your architecture. Processor: Pentium 100 MHz, RAM: 62 MB UART Chip: 16550 Hard Drive: 1.2 GB Modem: 14.4 / 28.
- 5- C:\Program C:\Program C:\Program C:\Program C:\Program C:\Program C:\Program Files\Commport\Commlink\Comm\Archive\EDI\In Files\Commport\Commlink\Comm\Archive\EDI\Out Files\Commport\Commlink\Comm\Flat\In Files\Commport\Commlink\Comm\Flat\Out Files\Commport\Commlink\Comm\Queue\In Files\Commport\Commlink\Comm\Queue\Out Files\Commport\Commlink\Update Once installation has been completed, a Compro icon can be found on your Windows desktop.
- 6- Populate all red fields with information requested.
- 7- ArchiveExpPath= CopyImpPath= CopyExpPath= ;Automatically import AutoImp=True ;Automatically perform EDI after import AutoImpEDI=True ;Automatically Perform EDI AutoEDI=False ;Time to Check EDI (Minutes) CheckEDI=5 ;Print MH10 Labels to a File printToFile=True [System] EXEPath=C:\Program Files\Commport\Commlink DBPath=C:\Program Files\Commport\Commlink ComPath=C:\Program Files\Commport\Commlink\COMM Version=7.0 Build=1000 Scripts=True sqlmode=False edimode=True [Options] SystemDB=C:\COMPRO\SYSTEM.
- 8- port=2 [EMAIL] EmailFlag=False EmailServer= EmailFrom= [FTP] FTPUserName= Provided by Commport FTPPassword= Provided by Commport FTPAddress=207.236.19.210 FTPConnect=TRUE FTPTimeout=2 [RAS] RASUserName= Provided by Commport RASPassword= Provided by Commport RASDomain=COMMPORT RASPhoneNum= Provided by Commport RASEntry=FLEXPORT RASBook=COMMPORT.PBK RASConnect=TRUE RASRetries=3 RASTimeout=1 The rest of the Compro.ini file must remain as it is.
- 9- c:\ProgramFiles\Commport\Commlink\Comm\Flat\Out for the movement of data out of COMM-LiNK© pro to the host. When running COMM-LiNK© pro looks to these directories automatically, which means that every 15 seconds it will start to work on the data that is available in these directories.
- 10 - Performing EDI in Main...
- 11 - Main COMM-LiNK© pro is available in version 9, and requires either Windows 2000, or Windows XP or NT operating system for installation. Peforming EDI EDI is Electronic Data Interchange. COMM-LiNK© pro is designed to make it “easy” for companies who wish to trade documents electronically with their customers and suppliers, also known as Trading Partners.
- 12 - sent to your Trading Partners. [The functional Acknowledgment is a message acknowledging your receipt of a document] COMM-LiNK© pro has a window on the right side that tells you the files it is reading in or writing to send out.
- 13 - Return Acknowledgments to Trading Partners COMM-LiNK© pro has automated this very important function, again making it easy for the user. The process begins by receiving any transaction, for example, a purchase order. The receiver must then inform the sending Trading Partner that it was received, in good time, in good order, and without errors. Each Trading Partner has an established time period for receipt of a functional acknowledgment.
- 14 - Confirm & Edit Data in Maintenance…
- 15 - Maintenance Maintenance provides access to several database of tables information for your convenience to verify, and edit. By clicking this button a list of the products you have entered will be displayed in the next screen. Product # Unit OfMeasure Vendor # UPC Code Description GST GST RatePST/QST PST/QST Rate Unit Price Resale Price To view more columns click on the left or right arrows on the scroll bar found at the bottom.
- 16 - File Under File you have the following option: ….Exit Exit will cancel or quit the current screen only, not COMM-LiNK© pro system. Edit Under Edit you have the following option: …Select All Selects all records in the list. How to Add new Products/Items to the database To add more product items scroll down to the last record (marked with an asterix) and type in new information as listed below in a blank row.
- 17 - These fields contain company and trading partner information for reference. Mailbox Postal Code Company DunsNumber Province UCC/EAN Address Tax1 City Tax2 This listing is for the purpose of reference and use as a part of the transaction process. Store # Province Name Postal Code Address This listing is for the purpose of reference.
- 18 - Code City Name Province Address1 Postal Code Address2 This listing is for the purpose of reference and to add or delete a new Company.
- 19 - Checking EDI Activity in Statistics…
- 20 - Statistics Keeping track of EDI activity is an intricate part of the Electronic Commerce function. Trading Partner activity, or failure to respond and so on is easily handled using COMM-LiNK© pro’s Statistical Management routines. On the main screen in the area drop-down box: select Statistics, and then use your mouse to click on the Batch Log button.
- 21 - Each EDI session [every time perform EDI takes place] is called a batch. The most current batch will always be found at the top of the list. Use the scroll bar to move up and down the list or use the record selector arrows on the bar to scroll up and down. The record selector bar also tells you how many batches are stored in your database. File Under File you have the following option: …Exit Exit will cancel or quit the current screen only, not COMM-LiNK© pro system.
- 22 - ….Batch This allows you to view the batch on the screen. An example of a screen report is shown on the right. From this screen, the File menu lets you exit from the batch and the Print lets you send the batch directly to the printer.
- 23 - Working with the Manage Button...
- 24 - The Manage Button In COMM-LiNK© pro application the Manage button will appear whenever you select a standard EDI transaction set from the drop down area box. The Manage button allows you to view, edit or to print transaction data as stored in the COMM-LiNK© pro database. Search Criteria Dialog Box Once you click on the Manage button, the system will present you with a Search Criteria box for the transaction type you have selected.
- 25 - File Under File you will have the following options: ….Export Exports an outbound flat file to a host computer. Deposits the file to a directory called C:\Program Files\Commport\Commlink\ COMM\FLAT\OUT unless otherwise specified. With your mouse, click OK in the dialog box and perform the EDI function to create this files. ….Resend Be careful of your transaction selection. In most cases COMM-LiNK© pro will inform you if you are selecting the wrong data to resend. ….
- 26 - ….Find To find a specific transaction set, key in the full number in the Find What entry box. ….Sort The quickest way to sort a column is by double clicking on the header bar of one column. Only one column can be sorted at a time. The corresponding information in the other columns might change as different columns are sorted. To sort using the Edit function, highlight your column heading, click on Edit then click on Sort. ….
- 27 - Expand All This displays in tree format the standard EDI segment structure of a transaction. Expand all works in conjunction with the buttons View Segment and Cancel. View Segment Displays your transaction data stored as EDI segments on the right hand side. Edit Allows you to edit data in segment fields on the right hand side. Edit works in conjunction with the buttons Undo and Cancel. Undo Enables you to undo the last change or move.
- 28 - Print Allows you to print out a basic or a detailed version of the transaction. Basic provides normal or basic printout of the data in a form familiar to most users. The detail report is a true EDI version of the transaction, and includes everything that was sent as part of the original EDI transaction.
- 29 - Creating Invoices… Transaction 810
- 30 - How To Create an Invoice Select the transaction, 810 Invoice from the area drop down box on the main screen and click on AutoCreate 810 An invoice source window will appear from which you can select the transaction type (850 = Purchase Order, 856 = ASN, 875 = Grocery Purchase Order), the date range and/or the trading partner.
- 31 - By choosing a source document, COMM-LiNK© pro will populate all of the relevant information from the source document to the invoice screen for completion and release. Your next window will allow you to select a specific purchase order number or bill of lading number (if you are creating from an ASN). Select the purchase order by highlighting the entire line in blue. To highlight, use your mouse to click on the left record selector pointing to a purchase order.
- 32 - This is the invoice screen. All of the information on the screen will be captured from the actual purchase order or ASN that was received in EDI format. An invoice number must be entered and any changes to the items must be made manually. To remove an item from the invoice, select the item by highlighting the entire line in blue. To highlight, use your mouse to click on the left record selector pointing to the item. Mouse click on the Delete button.
- 33 - Select yes to continue and Commlink system will delete the item and then automatically recalculate the invoice totals. Exit will not save the invoice but will close the invoice window. Use this button to recalculate the invoice totals after changes have been made. If your invoice is correct, use the release button to create and queue your invoice. Once released an invoice cannot be brought back to be altered or changed again. To send the invoice the user must perform EDI.
- 34 - Invoice Header Information The information required in the header record will vary depending upon the Trading Partner’s requirements. In testing phase, please work with your Commport Customer Service Representative with regards to the information that needs to be manually inputted.
- 35 - •The Carrier Code (select from drop down list) Missing carriers can be added through the maintenance Menu options. Discounts/Charges/Allowances/Tax Information A/C Indicator = If you do not have any allowances or charges (besides the taxes) you do not need to enter anything.
- 36 - A/C Description = Description of Allowance/Charge A/C Percent = Use this field if an Allowance or Charge rate is used A/C Method = Describes how the Allowance or Charge will be applied Invoice Terms Discount Percent = Numeric value Example 2% = 2 Days Due = Amount of Days Discount is in effect Net Days Due = Amount of Days Until Invoice is Due
- 37 - Invoice Summary Information Cases/Cartons = Total Number of Cases/Cartons Shipped Unit of Measure = Unit of Measure of the Items shipped Weight = Total Weight of Shipment Volume = Total Volume of Shipment Total Line Items = Total Before Discount/Charges or Allowances PST Total = Summary of the Detail Level PST Charges GST/HST Total = Summary of the Detail Level GST Charges Total Amount = Total Invoice Amount US Check Box = If in US Dollars please check
- 38 - NOTE: These should auto-calculate based off detail level information and any discount/charges/allowance additions. If there are any changes made click the re-calculate button to refresh values. If you have added any information in the Discount, or Allowance/Charges, or Change Summary Totals Sections.
- 39 - Creating the ASN...
- 40 - 856 Advance Shipment Notice Management An ASN can only be created after a purchase order (transaction 850, or 875 has been received) or a planning schedule (830) has been received. Using your mouse, click on the Area down arrow on the main screen to display a drop-down list and select transaction 856 Advance Ship Notice. Manage displays the compiled ASNs.
- 41 - Searching For Data The date that appears will always be the current date. It is important that you remember when your transactions, such as purchase orders were received. Once you have filled in the date range, selected the Trading Partner and the type of transaction. The choices are Inbound, Outbound or All. All includes both inbound and outbound. The COMMLink system will locate any records stored in the database and display them on a new screen called Matching Records Found.
- 42 - PO Date Ship Date Ship To Company Sender Mailbox Sender Code Receiver Code Ultimate PO # Receiver Mailbox Select the purchase order by highlighting the entire line in blue. To highlight, use your mouse to click on the record selector pointing to a purchase order. Now, mouse click on Create ASN button. It is very important that you select the correct date range that purchase orders or planning schedule were received.
- 43 - 850 875 830 862 = = = = Purchase Order Grocery Purchase Order Planning Schedule Shipping Schedule Select desired transaction by clicking on the check box. Select the purchase order by highlighting the entire line in blue. To highlight, use your mouse to click on the left record selector pointing to a purchase order. Now, mouse click on Create ASN button This is the ASN request screen.
- 44 - Building a Shipment To build a shipment you must physically pack the containers using the COMM-LiNK interface.
- 45 - 2) Using the center arrows, move the items to the container on the right Packs entire quantity indicated on the Purchase Order Packs a specified quantity (Different from original PO) Unpacks (removes) items from the container selected on the right The Auto-Create Function allows you to pack the same item into separate containers in one easy function. Select the item you wish to pack in more then one container, select the “Auto Create” button from the bottom of the screen.
- 46 - Choose the “Individual piece(s) in each container” function. In the Total Qty, type the total amount of the product. For example if there is a quantity of 10, enter 10. In the section for “pieces per container” enter the amount that you want per container. If you want to send out only two containers enter 5; if you want five containers enter 2. Do not fill out the bottom information, please see note on page 47 for explanation.
- 47 - 3) Specify container information (weight etc.) NOTE: Leave this step until you have built the entire ASN, go back to the first container. In the first container enter the information that is required. If you enter this information as you go along it will be copied to all the containers, which will result in a rejected ASN once it has reached your trading partner. Enter Trailer & Container Weight The trailer can be left as UNKN. The weight for each container must be entered.
- 48 - Move To the Next Container After moving items into a container you must select the next container. Packed Container Use your mouse to click on the right arrow and continue to move items into containers until your ASN is complete. Empty Container Adding a Purchase Order If you are shipping more than one purchase order in your shipment, you must send all the desired purchase orders in one Advance Ship Notice.
- 49 - Print one label to be sure your printer is set up properly and your label is correct. Then select all to print all of the required MH10 labels. NOTE: Once the ASN has been released you cannot print labels, so make sure you have printed all labels before releasing Releasing the ASN for Delivery If all the information you have entered is correct and your MH10 labels have been printed, mouse click on the Release ASN button.
- 50 - Go to the main ASN screen, select “Edit ASN” instead of “Create ASN”, if you have not released the ASN the BOL number will be listed on this next screen. If you had not yet assigned a BOL number these fields will be blank however the packing information will still have been saved. Select and highlight the one you wish to work with and use your mouse to click on the Edit button.
- 51 - Printing & Using COMM-LiNK© pro Reports…
- 52 - COMM-LiNK© pro Report Samples For every transaction, both inbound and outbound, you can print off a detailed report giving you the EDI information in an understandable format. From the main screen, using the drop-down box select the transaction you wish to print a report of. Please follow the “Working With The Manage Button” on page 24 for more detailed instructions. View Please refer to the instructions for the usage of view found on page 27.
- 53 - o Flat File Name (if used) o Flat File Date (if used) Detailed Report This report gives you detailed information on each EDI segment that is sent. This is set-up to mirror the information going out in EDI, so a lot of it is using the EDI codes. Basic Report This report gives you the general overview of the information sent in the inbound or outbound transaction. Organized by EDI segments being sent.
- 54 - Rejection Summary This report is only used for 997 transactions. It gives you in a readable language why the transaction has been rejected.
- 55 - A Reference to new EDI Transaction Sets… EDI Transaction Sets
- 56 - Transactions Currently Standard within COMM-LiNK© pro As a true EDI translator, COMM-LiNK© pro software can read in all transactions from a 101 Flight Confirmation to a 999 Acceptance/Rejection Advice. There are approximately 1000 standard EDI transactions available to be used.
- 57 - UnderstandingYour… COMM-LiNK© pro License Agreement
- 58 - COMM-LiNK© pro License Agreement Copyright Proprietary Protection This product is owned by Commport Communications International inc. and is protected by Canadian and International copyright laws and International treaty provisions. You must treat the Product like any other copyrighted material, except to the extent that this Licence provides to the contrary. Your right to use the Product terminates automatically if you violate any part of this Licence.
- 59 - Backup Make one copy of the Software for archival purposes, or copy the Software onto the hard disk of your computer and retain the original for archival purposes. Transfer After written notification to Commport, transfer of the entire Product on a permanent basis to another person or entity, provided you retain no copies of the Product and the transferee agrees to the terms of this Licence, is permitted. Restrictions You may not: 1) Copy the Documentation. 2) Translate the Software.
- 60 - of the disk(s) or, at Commport’s option, Commport’s reasonable effort to make the Product meet the warranty set forth above. No Liability for Consequential Damages In no event shall Commport be liable for any damages whatsoever (including, without limitation, damages for loss of profits, business interruption, loss of information, or other pecuniary loss) arising out of the use of or inability to use the Product, even if Commport has been advised of the possibility of such damages.
