User’s Guide Of Vessel Accounting and Imaging Wallem ...portal.wallem.com/wpp_notice/wpp_vslacct_help.pdf · User’s Guide Of Vessel Accounting and Imaging Wallem Partners’ Portal

User’s Guide

Of

Vessel Accounting and Imaging

Wallem Partners’ Portal

Version 1.0.0

WPP User’s Guide

USER’S GUIDE OF WALLEM PARTNERS’ PORTAL Page 2 of 32

CONFIDENTIAL PRINT DATE: 8/8/2008 11:16:52 AM

Table of Contents

1 OVERVIEW ................................................................................................................3

2 SYSTEM REQUIREMENTS..........................................................................................4

2.1 MINIMUM HARDWARE REQUIREMENTS ....................................................................... 4 2.2 MINIMUM SOFTWARE REQUIREMENTS........................................................................ 4

3 GENERAL NAVIGATION.............................................................................................5

3.1 WALLEM PARTNERS’ PORTAL ...................................................................................... 5 3.2 VESSEL ACCOUNTING ................................................................................................. 6 3.3 IMAGING.................................................................................................................... 7 3.4 SEARCH ENGINE......................................................................................................... 7

4 GETTING STARTED....................................................................................................8

4.1 STEPS TO LOGIN ........................................................................................................ 8 4.2 HOW TO SET WALLEM PARTNERS’ PORTAL AS A TRUSTED SITE .................................. 8 4.3 HOW TO CHANGE SETTINGS ON VIEWING EXCEL FILES............................................. 14

5 VESSEL ACCOUNTING .............................................................................................18

5.1 HOW TO ACCESS THE VESSEL ACCOUNTING MENU ................................................... 18 5.2 HOW TO SEARCH FOR A VESSEL REPORT.................................................................. 19 5.3 HOW TO VIEW A VESSEL REPORT ............................................................................. 20 5.3.1 How to set Macro Security in Excel.................................................................... 21

5.4 HOW TO READ A VESSEL REPORT............................................................................. 23 5.5 OFFLINE REPORTS.................................................................................................... 25 5.5.1 How to View an Offline Report.......................................................................... 25

6 IMAGING.................................................................................................................28

6.1 HOW TO ACCESS THE IMAGING MENU ...................................................................... 28 6.2 HOW TO SEARCH FOR A RECORD.............................................................................. 29 6.3 HOW TO PRINT A REPORT ........................................................................................ 30

7 TECHNICAL SUPPORT .............................................................................................32

WPP User’s Guide



1 Overview

This guide is intended for the users of Vessel Accounting and Imaging modules of the Wallem Partners’ Portal (WPP).

The Vessel Accounting module can be used to access AX reports as well as Offline Reports (reports with old format). The Imaging module, on the other hand, can be used to search for

the location of Accounting-related documents. It can also be used to check whether all documents related to a particular report have been uploaded into the system through another

application.

This document will guide the users on how to properly use the modules under the Vessel

Accounting and Imaging menus.

WPP User’s Guide



2 System Requirements

2.1 Minimum Hardware Requirements

� Pentium IV 3.0GHz (Recommended: Core 2 Duo E4300 or higher)

� Memory 1Gb (Recommended: 2Gb)

� Disk Space 2GB

� Display 1,024 x 768 (Recommended: Super VGA or higher resolution monitor

� For Microsoft Internet Explorer 7 installation, additional 100Mb of disk space is

required.

� For printing out of images, each document image will require approximately 0.5Mb of

disk space for spool buffer printing.

2.2 Minimum Software Requirements

� Windows XP

� Microsoft Internet Explorer 7

� Microsoft Excel 2000 (Recommended: Microsoft Excel 2003 or higher)

WPP User’s Guide



3 General Navigation

3.1 Wallem Partners’ Portal

A successful login to the Wallem Partners’ Portal will display the Wallem Partners’ Portal Main page.

Figure 3-1

1 Name of User Displays the user name currently logged in.

2 Main Toolbar This menu displays several functions.

• HELP & FAQ - This contains different help topics on how to

navigate the system. • Change Password – This allows the user to change his password.

• Terms & Conditions – This contains the Wallem Portal’s Terms of

Use, Intellectual Property Rights and Disclaimer.

• Privacy Policy – This displays Wallem Portal’s Privacy Policy.

• Log Off – This allows the user to logout of the system.

3 Main Menu These are the main features of the application found on the left pane.

• Menu headings can be minimized/maximized using minimize

or maximize buttons.

• The Main Menu can be minimized or closed using minimize &

close buttons to achieve maximum screen space in viewing reports.

4 Scroll Bars Bars usually placed at right or bottom side of each window to allow user to view all its contents. Move the scroll bar by dragging it to the desired

direction either vertically or horizontally.

5 Sub Menu These are sub tasks for each main feature. By default, upon launching of

the main page, the sub-menus are displayed.

• To view or hide the list of sub-menu, click on minimize or

WPP User’s Guide



maximize buttons on the right side of each main menu. • The currently selected sub-menu name is displayed on top of the

main menu heading with a distinctive icon.

6 Work Area Contains the active tasks currently utilized by the user.

Note

• Default view of the main menu is maximized.

• The user has the option to minimize/maximize a menu by clicking minimize or maximize buttons.

3.2 Vessel Accounting

Upon entering the Vessel Accounting menu, the page is divided into 4 sections:

Figure 3-2


Main Menu

Displays all the applications under the Wallem Partners’ Portal.

Vessel Accounting Main

Menu

Displays all modules of Vessel Accounting.

Search Engine All Vessel Accounting modules are equipped with a Search

Engine.

Search Result Pane Displays search results where user can perform different

operations.

Note



WPP User’s Guide



3.3 Imaging

Upon entering the Imaging Application, the page is divided into 4 sections:

Figure 3-3


Main Menu

Displays all the applications under the Wallem Partners’ Portal.

Imaging Main Menu Displays all modules of Imaging.

Search Engine All Imaging modules are equipped with a Search Engine.

Search Result Pane Displays search results where user can perform different

operations.

Note



3.4 Search Engine

The different modules of Vessel Accounting and Imaging are equipped with a Search feature.

You may either choose criteria from a list or enter data in provided fields. For a more detailed

discussion of the Search Engines, please refer to the specific modules.

Note

• To view a complete list, click Search button without specifying criteria.

• For some criteria, a pick list is provided for easy selection.

WPP User’s Guide



4 Getting Started

In order to login and do any operation within the Vessel Accounting and Imaging Applications,

you will be supplied with login credentials by WIS. Access to both applications and their modules will be established in MSS. Credentials should be the same account used for network log on.

The system will require the login credentials to be supplied in the form of User name and Password.

Figure 4-1

4.1 Steps to Login

1. Open an Internet Browser.

2. Go to the Wallem Portal site http://portal.wallem.com.

3. Enter your User name and Password supplied by WIS.

4. Click the Log On button.

5. Select either module, Vessel Accounting or Imaging, under the Account (Reports)

Menu.

6. Chosen module’s menu will be displayed on the work area.

4.2 How to Set Wallem Partners’ Portal as a Trusted Site

It is recommended that users add the Wallem Partners’ Portal as a trusted site.

1. Open an Internet Browser.

2. Go to Tools > Internet Options. A pop-up window will appear.

WPP User’s Guide



Figure 3-2

3. Select the Trusted Sites icon.

4. Click the Sites button. The Trusted Sites window will appear.

WPP User’s Guide



Figure 3-3

5. Enter http://*.wallem.com on the space provided then click Add. Entered website will

be displayed on the Websites section.

Note

• The Require server verification for all sites in this zone checkbox should be un-ticked before adding the

website above.

6. Click the Close button.

7. Select the Custom level button.

WPP User’s Guide



Figure 3-4

8. The Security Settings window will appear. Select Low option from the Reset Custom

Settings drop-down list. Click the Reset button.

WPP User’s Guide



Figure 3-5

9. Ensure that all settings are set to Enable except for Use Phishing Filter and Use Pop-

up Blocker.

Note

• Ensure that the Automatic prompting for file downloads tick box is set to Enable.

WPP User’s Guide



Figure 3-6

10. Set User Authentication/Logon settings to Automatic logon only in Intranet zone.

WPP User’s Guide



Figure 3-7

11. Click OK. The Security Settings window will close.

12. Click Apply to apply new settings. Then click OK to close the Internet Options window.

4.3 How to Change Settings on Viewing Excel Files

Viewing of reports may be affected by the settings on how to view Excel documents. This section aims to teach how to view the Excel reports using Microsoft Excel program.

Note: It is required that at least Service Pack 1 (SP1) versions of Microsoft Office 2000, 2003, 2007 and XP should be installed on the PC where reports will be viewed. All these versions are compatible with the reports viewing function of Vessel Accounting.

1. Go to Start > My Computer. A pop-up window will appear.

2. Select Tools > Folder Options.

WPP User’s Guide



Figure 3-8

3. The Folder Options dialog box will appear. Select the File Types tab.

4. Select the Excel (XLS) File Type.

WPP User’s Guide



Figure 3-9

5. Click the Advanced button. The Edit File Type window will appear.

WPP User’s Guide



Figure 3-10

6. Ensure that the Browse in same Window checkbox is un-ticked.

7. Click OK to close the Edit File Type window.

8. Click the Close button to close the Folder Options window.

WPP User’s Guide



5 Vessel Accounting

The Vessel Accounting menu allows the user to search for different types of reports for different

vessels. It is divided into 2 major groupings: AX Reports and the Offline Reports.

For AX Reports, the following menus are available for viewing: Commitment, Cost Analysis,

Owner Trial Balance, Owners Statement and Others. The Offline Reports, on the other hand,

allow the user to view old reports. The cut-off date is displayed on the menu heading itself.

5.1 How to access the Vessel Accounting Menu

1. Upon successful log on to the Wallem Partners’ Portal, locate Vessel Accounting under

the Account (Reports) menu. Click on Vessel Accounting.

Figure 4-1

2. Upon clicking Vessel Accounting, the Vessel Accounting main page is displayed.

WPP User’s Guide



Figure 4-2

3. Under the Vessel Accounting menu, you may click on the selected sub-menu to display its search engine and work area.

Figure 4-3

Note


5.2 How to Search for a Vessel Report

This section uses the Commitment Report as a sample. The same steps can be used in

viewing other reports.

1. Select the Commitment sub-menu under Commitment.

WPP User’s Guide



Figure 4-4

2. Specify the search criteria then click Search.

Figure 4-5

3. Search results will be displayed on the Search Result pane.

Note

• To view a complete list, click Search button without specifying criteria. • If user chooses to Search All records, only data from the past 12 months will be displayed.

5.3 How to View a Vessel Report

Please refer to Sec. 4.2.1 How to Search for a Vessel Report then follow steps below:

1. Select a record from the displayed search results. Click the report’s corresponding Excel icon.

Figure 4-6

2. A pop-up window will appear. Click Open to open the file in Excel format.

WPP User’s Guide



Figure 4-7

3. Review document (Please refer to Sec. 4.4 How to Read a Vessel Report for details on

different parts of a report).

4. Select Close from File menu or click X button to close the file. Note

• User may use Excel Save function to save the file. Other Excel functions are also available.

5.3.1 How to set Macro Security in Excel

It is normal to get a virus warning when you try to open a report with macro

inside. This warning will be shown even though there is no virus. If users want

to maximize report functionality, the enable macro option should be selected.

Below are steps on how to change Macro settings.

For MS Excel 2007:

1. Open Microsoft Excel. Click the Office button.

2. Select the Excel Options button. The Excel Options window

will appear.

3. Under Popular Options, tick off the Show Developer tab in the Ribbon checkbox.

WPP User’s Guide



Figure 4-8

4. Click OK. The Developer tab will be displayed on the toolbar.

5. Select Developer tab. Go to Macro Security group, click the Macro Security button.

Figure 4-9

6. The Trust Center pop-up window will appear. Select Macro Settings.

Figure 4-10

7. Tick off the Enable all macros checkbox.

8. Click OK to save settings.

9. Close Microsoft Excel program for changes to take effect. Open MS Excel again.

For MS Excel 2003:

1. Open Microsoft Excel. Go to Tools on the toolbar.

2. Select Macro > Security. A pop-up window will appear.

WPP User’s Guide



3. Set Macro settings to Medium.

Figure 4-11

4. Click OK.

5. Close Microsoft Excel program for changes to take effect. Open MS Excel again.

5.4 How to Read a Vessel Report

This is a sample of a report (using YTD Cost Analysis template) in Summary Sheet

view.

WPP User’s Guide



Figure 4-12

1 Group & Outline

Function

Displays how many groupings exist in the report.

2 Expand

(+)/Collapse (-)

This allows the user to view or hide details of a

description group.

3 Sheets A report’s number of sheets and content depends on

the report type. Possible sheets are: Summary,

Drill-Through, Drill-Through (Actual), Drill-Through

(Accrual), Actual (Detailed), and Accrual (Detailed).

4 Report Details This displays the Report type, Report period, Vessel

Code and other pertinent details.

5 Column Headers This displays the column names.

6 Actual hyperlink This allows the user to view Actual details of a

particular description. To view the contents, click

on an Actual hyperlink and data will be shown on

the Drill-Through (Actual) sheet.

7 Accrual

hyperlink

This allows the user to view Accrual details of a

particular description. If value is more than 0,

Accrual is displayed as a hyperlink. To view the

contents, click on an Accrual hyperlink and the data

will be shown on the Drill-Through (Accrual) sheet.

8 Scroll Bars This allows the user to scroll the Excel sheet

vertically and horizontally.

This is a sample of one of the drill-through sheets (using YTD Cost Analysis with GRN

report).

WPP User’s Guide



Figure 4-13

1 Report Details This displays the Report type, Report period, Vessel

Code and other pertinent details.

2 Column Headers This displays the column names.

3 Image This allows the user to view a voucher’s actual

invoice image. After clicking this hyperlink, a pop-

up window will appear.

4 Scroll Bars This allows the user to scroll the Excel sheet

vertically and horizontally.

Tool Tip

• The existence of hyperlinks indicates that there are drill-through details available. Just click the corresponding hyperlink and you will be redirected to another sheet. Try it!

5.5 Offline Reports

The Offline Reports menu contains reports currently in production. Cut-off date depends on the official start date of AX. Note that all report types included in the AX reports section are also

contained in this menu. However, page format is different.

5.5.1 How to View an Offline Report

1. Select desired report from the Offline Report menu.

WPP User’s Guide



Figure 4-14

2. Work area will display reports of each vessel for a defined period.

Figure 4-15

3. Select particular report to be viewed. Note

• To view up-to-date reports, select a vessel from the vessel drop-down list then click REPORT. Page will reload and display the report. Select the back arrow to go back to the Summary page.

4. If user chooses HTML format, the work area will reload and display the report.

WPP User’s Guide



Figure 4-16

5. If user chooses Excel format, a File Dialog window will appear. Click Open. Note

• Depending on PC settings, there are 2 possible scenarios: report will be displayed in Excel format in an IE window or report will be displayed using the Microsoft Excel program.

• If report is displayed using Microsoft Excel, Excel Print and Save functions can be used, as well as other functionalities.

WPP User’s Guide



6 Imaging

The Imaging menu allows users to search and print records from 2 different sub-menus, namely

Location Report and Alert Report. The Location Report allows the user to view the physical location of Accounting-related documents. The Alert Report, on the other hand, allows the user

to view which Accounting-related documents have not been uploaded into the system.

6.1 How to access the Imaging Menu

1. Upon successful log on to the Wallem Partners’ Portal, locate Imaging under the Group

menu. Click on Imaging.

Figure 5-1

2. Upon clicking Imaging, the Imaging main page is displayed.

WPP User’s Guide



Figure 5-2

3. Under the Imaging menu, you may click on the selected sub-menu to display its search engine and work area.

Figure 5-3

6.2 How to Search for a Record

1. Select the desired sub-menu under Imaging.

Figure 5-4

2. Enter desired search criteria then click the Search button.

WPP User’s Guide



Figure 5-5

Note

• Report Month and Report Year are mandatory fields. Default display is current month and current year.

3. Search results will be displayed on the Search Results area.

6.3 How to Print a Report

Please refer to Sec. 5.2.1 How to Search for a Record then follow steps below:

1. Click the PRINT REPORT icon.

2. An IE window will appear containing the simple report format.

Figure 5-6

3. The Print Dialog box will automatically appear.

WPP User’s Guide



Figure 5-7

Note

• IE SAVE or PRINT options may also be used.

4. Change printer settings as needed then click Print.

WPP User’s Guide



7 Technical Support

Please contact Technical Support for any issues in line with the product so we may refer you to problem-solving resources. This will also help us better understand your needs by asking

questions.

Our Help Desk Personnel will be happy to assist you with your concerns.

Email us at: [email protected] Contact us at: (852) 2876-8118

Documents

User’s Guide Of Vessel Accounting and Imaging Wallem ...portal.wallem.com/wpp_notice/wpp_vslacct_help.pdf · User’s Guide Of Vessel Accounting and Imaging Wallem Partners’ Portal