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Valeo WebEDI OBP 3.3 Training document Shipping and Labels WebEDI: Thomas Gries 28/07/2009 4:34 PM

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Table of content Table of content................................ ................................ ................................ ...................... 2 1 Delivery and transport data/ create shipping note................................ ...................... 3

1.1 General information................................ ................................ .............................. 3 1.1.1 Test cases ................................ ................................ ................................ 3 1.1.2 Packaging and weight master data ................................ ........................... 4 1.1.3 Automatic weight calculation................................ ................................ ..... 4 1.1.4 Different selection possibilities to create a shipment................................ . 6 1.1.5 Backlog management ................................ ................................ ............... 6 1.1.6 Shipping note number................................ ................................ ............... 7 1.1.7 Delivery note number with an prefix................................ .......................... 9 1.1.8 Valeo UM, UC and UC_COMPACT label................................ ................ 10 1.1.9 Define the starting for the unique label number ................................ ...... 12

1.2 Example 1 – First shipment with the completion of the packaging master data (rich ASN) 13

1.2.1 Information about the packaging................................ ............................. 13 1.2.2 Start with the shipment ................................ ................................ ........... 13 1.2.3 Update packaging master data ................................ ............................... 14 1.2.4 Continue with the shipment................................ ................................ ..... 15 1.2.5 Print delivery note ................................ ................................ ................... 18 1.2.6 Print Picking List ................................ ................................ ..................... 18 1.2.7 Print Barcode labels................................ ................................ ................ 19 1.2.8 Finalize the shipment ................................ ................................ .............. 23

1.3 Example 2 – Shipment (rich ASN) with mixed pallet................................ ........... 24 1.3.1 Information about the packaging................................ ............................. 24 1.3.2 Start with the shipment ................................ ................................ ........... 24 1.3.3 Packaging master data ................................ ................................ ........... 25 1.3.4 Continue with the shipment................................ ................................ ..... 26

1.4 Example 3 – Shipment without packaging and labelling (poor ASN) .................. 29 1.4.1 Start with the shipment ................................ ................................ ........... 29 1.4.2 Continue and finalise the shipment ................................ ......................... 30

1.5 Open shipment................................ ................................ ................................ ... 32 1.5.1 Update Demands before open saved shipment ................................ ...... 32 1.5.2 Create a new shipment for the same date ................................ .............. 35

1.6 Secure double label number ................................ ................................ .............. 35 1.7 Display send shipment ................................ ................................ ....................... 36

Historic: Date Changes responsible 18.05.2007 Document created Thomas Gries 09.10.2008 Update VRO Thomas Gries 28.07.2009 Update e-Reorder Thomas Gries

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1 Delivery and transport data/ create shipping note

1.1 General information With WebEDI it is possible to create rich- and poor ASN. Rich ASN: The shipment contains packaging information, the barcode labels has to be printed from WebEDI and fasten at the transport units. Poor ASN: The shipment contains no packaging information. Labels from WebEDI not have to be used. Even, if packaging master data are send to WebEDI. The supplier does not have to take care on packaging information from WebEDI. The responsible Valeo plant decides together with the supplier, if he has to send rich- or poor ASN.

1.1.1 Test cases With the WebEDI OBP the shipping note process has been enriched with packaging data and labels. With this version it is also possible to manage mixed pallets. Enclosed you find some examples, which are manageable and which are tested during a prototype phase. Each colour is a different product. To make this process more visible, we have also made some examples beginning on chapter 1.2.

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1.1.2 Packaging and weight master data For working most efficient with the Valeo WebEDI it is mandatory to store packaging master data for each product you deliver to Valeo. The inner packaging information will be send automatically with the delivery schedule to We-bEDI and stored in the packaging master data of WebEDI.

In this example, the packaging instruction is a green box, with the reference number 092-057-99-99 and 50 pieces of the product 472-018-99-99 inside. The barcode label Valeo UC will be print. If you add the weights for the packaging and the part, WebEDI can automatically calcu-late the net weight and cross weight for the shipment. The external packaging has to be add from the supplier manually once for each product, when creating the first shipment, based on the recommendation of the Valeo plant. More details about packaging master data you will see in the examples later on. Please do not insert intermediate packaging. This is not possible to manage with our internal ERP system at the moment.

1.1.3 Automatic weight calculation If you get following message, when generating the shipment, you can ignore and fill up manu-ally the net- and the cross weight for the shipment or you can maintain the weights for the packaging and the parts.

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Maintain the weights for parts and packaging: Click on edit delivery note item:

Click on additional data and fill up the net weight for each part.

Check also the weight for the packaging master datas:

If you change anything in the packaging master data, please save, before you go back to the main screen.

Now you can make a weight calculation, when you click on the icon weights. You will see the net- and the cross weight will be calculated automatically for the ship-ment. If you click on the icon generate, the weights and the packaging will be cal-culated new, based on the master data.

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1.1.4 Different selection possibilities to create a shipment With the VALEO WebEDI version you have different alternatives to create shipments:

Alternative 1 – delivery date: The WebEDI application will make a proposal for a shipment based on the firm quantities of the delivery schedules, Kanban- or pullist calls. The application will propose the next date to deliver automatically. Also backlog will be taken in account Alternative 2 – Intermediate demand: The WebEDI application will propose only the quanti-ties of delivery schedules, which are marked as intermediate demand or backorder Alternative 3 – Backorder: The WebEDI application will propose only the quantities of delivery schedules, which are marked as backorder Alternative 4 – Pickup-Order: The WebEDI application will propose all open pickup orders available for the proposed / selected date. Alternative 5 – Extra delivery: With this selection you will change to the next screen and have to create the shipment on your own, based on the available delivery schedules. Please take care, if you work with that function that the demands of your delivery schedules are not updated with the shipments. If you move back to the Alternative 1, also shipped quantities will be proposed again! We recommend to work with the Alternative 1.

1.1.5 Backlog management If you get following screen, when creating a shipment with the mode delivery date.

The corresponding plant has activated the backlog function. A Valeo plant can decide to work with the backlog function and the days, which will be taken in account in the past. In this exam-ple the demands from today and the last 4 days are proposed. With this function, WebEDI will also propose demands in the past, which are not marked as backlog or intermediate demand, not delivered yet or updated with a new delivery schedule in the meantime.

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1.1.6 Shipping note number Your delivery note number has to be filled up manually for each shipment in the field “No.” This delivery note number is also the basis for the invoice and should be not longer then 10 digits. Please fill up your delivery note number in the first line

After you are ask if you would like to add this delivery note number to all lines.

If you say OK, the delivery note is added to all lines.

Normally you have to fill up the same delivery note number in each line. If a Valeo plant re-quests you to insert different delivery note number, you can do this. For each delivery note number an inbound delivery is created at Valeo. For mixed shipment, you should use the same delivery note number for each item. For shipments based on E-REORDER, you should insert the Pickup-No. as delivery note number. The shipping number will be still filled up automatically from the system and is not important for Valeo. Please do not change this number.

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1.1.7 Delivery note number with an prefix For the Delivery note you have the possibility to work with a prefix. This prefix is part of the de-livery note number. To add a prefix, you have to click on the following icon and type in the pre-fix. Then you have to click on the button ok to confirm this prefix. Each time, you want to change this prefix, you can do this procedure again. The prefix will be a part of the delivery note number, you send to Valeo. In this example the delivery note number send to Valeo will be DNVAL4455. Please take care on the max length of 10 digits for the delivery note number.

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1.1.8 Valeo UM, UC and UC_COMPACT label Based on Odette and VDA standards Valeo has created a Valeo UM label (unit master), Valeo UC label (unit container) and UC_COMPACT label (label for small boxes). If you are working with rich ASN you have to print the labels from WebEDI and stick on the palettes (UM) and boxes (UC or UC_COMPACT). The UC_COMPACT label is especially used by the Brazilian Valeo plants. The size of the Valeo UM label is half of A4 format and is used as a palette label. The size of the Valeo UC label is a quarter of an A4 format and is used as a box label. The UC_COMPACT label has a different size compared to the UC label, also 4 could be printed on one A4 format, but in a different sequence. We have added following specific information on those labels: • Valeo plant code • Valeo point of consumption • Delivery date and time • Possibility to print Security logo and PQA The link between the packaging and the label format has to be made in the packaging master data. Or for UC_COMPACT:

Example VALEO UM label:

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Example VALEO UC label: Example VALEO UC_COMPACT:

You can define in the packaging master data, which label has to be linked with the packaging. But also before printing the labels, you can print in another format, than proposed. If you have no different information from the Valeo plant, please use the Valeo UM label for pallet and the Valeo UC label for boxes.

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1.1.9 Define the starting for the unique label number The unique label number is a very important number for the receiving area at Valeo. Normally it starts for each supplier from 1. Valeo will inform you, if you have to change the starting number. The label number should be not longer, than 9 digits, because the barcode is limited to this length. Enclosed you will find a description, how to change the starting range of label numbers.

1. During creating a shipment, you have to click on the icon “edit delivery note item”

2. Overwrite the PKG item number with the starting number of your range. The number must be greater then the current number!!!

3. Click on the icon back, then you will get following information Click on ok and continue your shipment. Remark: When you change the starting of the label number, after outer- and inner packaging is linked, first you have to remove the inner- from the outer packaging.

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1.2 Example 1 – First shipment with the completion of the packaging master data (rich ASN)

1.2.1 Information about the packaging

1 pallet with 9 boxes and in each box 50 pieces of the reference 472-346-99-99 stored. The quantity for the handling unit is 450 pieces

1.2.2 Start with the shipment Select the process Delivery and transport data. To create the shipment for the example you have to select the plant and unloading point and choose the delivery alternative Delivery date. The next date to deliver will be proposed automatically.

Now click on the button Create new shipment:

You will get the shipping proposal with the pack status orange.

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Following pack status are available: Red – no packaging master data available for this reference Orange – packaging data are available, but not generated yet for this shipment Green – packaging data are available, but not all inner packaging are linked with an outer packaging. Reason 1 : packaging master data are not finalised -> no outer packaging -> adapt the packag-ing instruction and generate again. Reason 2 : packaging master data are complete, but the ordered quantity is not harmonised with the packaging instruction -> click on register map Transport units and finalise the packag-ing manually. Hook – packaging master data are available and shipment is packed

1.2.3 Update packaging master data To continue with the first shipment, you have to adapt once the packaging master data with the outer packaging. Click on edit delivery note item of the reference you want to adapt the packaging master data.

On the next screen, please click on the icon Packaging instruction. You will get following screen to adapt the packaging instruction.

The inner packaging was send with the latest delivery schedule. Please check also, that the correct label format is linked with the packaging.

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Now you have to add the external packaging and link with the correct label.

After creating the packaging instruction, save and go back 2 screens. This step has to be done only once for each product.

1.2.4 Continue with the shipment Now you have to fill up the delivery note number and click on the icon Generate to link the shipment with the packaging, based on the latest packaging instruction.

The packaging status moves to a hook. You have the optional function to see and manipulate the packaging for the shipment, which was automatically proposed, based on the packaging master data. Please click on the register map Transport units. Not necessary for this example.

You can see 4 handling unit with the quantity of 450 pieces / each. When you click on Edit ex-ternal package, you will see the inner packaging, linked with the outer packaging.

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The unique label number is 9895 for the pallet (outer packaging) and from 9859 to 9867 for the boxes (inner packaging) of this pallet. In this area it is also possible to manipulate the packaging. For example you can remove boxes from pallets and add to another pallet. You can also create new pallets and so on. This is mainly necessary, when you are working with mixed pallets. With one click back, you will move back to the main screen for transport units. Click on the register map delivery notes to complete the shipment. The net weight and the cross weight is calculated automatically, if the weight for the packaging and the parts is stored in the master data. If not, please fill up manually.

Fill up the net weight and the cross weight

and click complete.

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You will get following screen.

Here you can check again your shipment, if you want to change anything, you can go back. If not, you should do following steps:

1. Print delivery notes (optional) 2. Print Picking list (optional) 3. print labels 4. send the shipment

Remark: After sending the shipment it is no more possible to make any changes. In case of mistakes, please contact the receiving area of the corresponding Valeo plant.

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1.2.5 Print delivery note Click on the icon delivery note.

1.2.6 Print Picking List

On this list you can see the link between the label number for inner- and outer packaging. This information is important, after printing the barcode labels, to stick the correct label to the physi-cal packaging. Especially, if you have more then one handling unit for the shipment. Remark : If you generate the labels again, the label numbers will be changed and you have to print the picking list again.

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1.2.7 Print Barcode labels Click on the icon label.

To optimize the print out, you should select depending on the label format. Valeo UM label is 2 on one A4 paper, Valeo UC and Valeo UC_COMPACT label is 4 on an A4.

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Select first the Valeo UM label and print.

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Then select the Valeo UC label

With the 4 fields Border top, Vertical distance, Border left, Horizontal distance you can exactly define the space between the labels. This is important, when you are working with perforated A4 – paper, to get the correct position on the printout. Once you have filled up, it will be saved till you make the next adaptation.

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1.2.8 Finalize the shipment Click on the icon send. Valeo will receive immediately an electronic message.

If you want to continue with creating the invoice, you can click on the icon invoice. If not, click on the icon back. The Invoice can be also created later, if you are not working with selfbilling credit notes. Stick the labels with the correct label number on the packaging based on the picking list. The physical packaging has to fit with the message send to Valeo.

Valeo will make the goods receipt by scanning the label number.

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1.3 Example 2 – Shipment (rich ASN) with mixed pallet

1.3.1 Information about the packaging

1 pallet with 9 boxes. 6 boxes for the reference 472-346-99-99 with 50 pieces in one box and 3 boxes for the reference 471-650-99-99 with 20 pieces per box.

1.3.2 Start with the shipment Select the process Delivery and transport data. To create the shipment for the example you have to select the plant and unloading point and have to choose the delivery alternative Delivery date. The next date to deliver will be proposed automatically.

Now click on the button Create new shipment:

You will get the shipping proposal with the pack status orange.

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1.3.3 Packaging master data The packaging instruction was send with the delivery schedule. You can see on the packaging master data, when you click on edit delivery note item of the reference.

On the next screen, please click on the icon Packaging instruction. On the following screen, you can see the packaging instruction. Reference number 471-650-99-99:

Reference number 472-346-99-99:

The inner packaging was send with the latest delivery schedule. Please check also, that the correct label format is linked with the packaging. For mixed pallet, we do not recommend to add the external packaging in the master data. Now you can go back to the main screen.

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1.3.4 Continue with the shipment Now you have to fill up the delivery note number and click on the icon Generate to link the shipment with the packaging, based on the latest packaging instruction. Remark: Especially for shipments with mixed packaging, you have to take care of the delivery note number. It is not blocked to fill up different delivery note numbers, but the electronic message will go on error and will not receive the corresponding Valeo plant.

The packaging status moves to a green dot. For this shipment the inner packaging is generated automatically. To finalise the packaging (create an outer packaging and link with the inner packaging), you have to click on the register map Transport units.

You can see 6 boxes for the reference 472-346-99-99 with the label no. 7199 – 7204 and 3 boxes for the reference 471-650-99-99 with the label no. 7196– 7198. Those boxes are not yet linked with a pallet.

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Now you have to create a transport unit (pallet), by selecting in the selection box. Then you have to click in the field No. to get a number for this handling unit. If the material for packaging is not available, you can create a new one. You got a proposal for the next free packaging number and could assign it to the new packag-ing for the pallet.

After creating the new transport unit, you have to make the link from the intermediate packag-ing (boxes) to the transport unit (pallet).

Please fill up the number of packages, you want to assign to the pallet for the selected handling unit number. After this action, please click on assign selected packages.

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The boxes are now assigned to the pallet. The result is a mixed pallet.

If you went back to the delivery notes, you will see the pack status has moved to an hook.

Now, you can finalise the shipment, like explained in the example before.

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1.4 Example 3 – Shipment without packaging and labelling (poor ASN)

1.4.1 Start with the shipment Select the process Delivery and transport data. To create the shipment for the example you have to select the plant and unloading point and have to choose the delivery alternative Delivery date. The next date to deliver will be proposed automatically.

Now click on the button Create new shipment:

You will get the shipping proposal with the pack status orange / red For the first reference the pack status is orange -> packaging master data are available. The second reference has the pack status red -> no packaging master data are available.

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1.4.2 Continue and finalise the shipment Now you have to fill up the delivery note number and click on the icon Complete to finalise the shipment.

If you get the warning “Please enter weight …”, you have to click on ok and you will be auto-matically forwarded to the register map shipping data.

Please fill up the net- and the cross weight and click again on the icon Complete.

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On the next screen, you can see the reference 471-650-99-99 with the pack status hook. We-bEDI has proposed a packaging based on the packaging master data. The reference 472-346-99-99 has the pack status red. You do not have to take care on this packaging proposal. To finalise the shipment, you should do following steps:

1. Print delivery notes (optional) 2. send the shipment

Valeo will receive immediately an electronic message.

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1.5 Open shipment If you prepare a shipment, which will be not send immediately, you can save the shipment. The saved shipments will be displayed here:

If you want to finalise the shipment, you can select it again and complete and send the ship-ment. If the shipment is ready to send and the labels are still printed and linked with the pack-aging, you should not use again the function generate. The label number in the message send to Valeo has exactly fit to the labels, which are linked with the physical packaging.

1.5.1 Update Demands before open saved shipment If the demands have been changed in the meantime, because a new delivery schedule was sent to WebEDI, you will get following message, when opening the saved shipment.

Click ok and you will see, what has been changed in red.

You can see, that the ordered quantity has increased from 60 to 100. You have following alter-natives to continue:

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• Do not change the despatch quantity, complete and send the shipment -> the 40 more you will send with the next shipment

• Increase the despatch quantity to 100 and pack the add. 40 manually, to save the still created label numbers for the 60, complete and send the shipment

Example:

To pack manually, you have to click on “abbrechen”. The pack status will move to orange. Please pack the add. 40 manually. First you have to add. boxes:

Then you have to create a new pallet and link with the add. packages.

All is packed now and the packaging status will move back to a hook.

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• Deselect the whole item and finalise the shipment only with the reference 472-346-99-99

• If you have not printed the labels before, you can also change the quantity and gen-

erate new to get new label numbers. If the new quantity ordered is 0, you are not able to send the 60. You have to delete this line. If the quantity is decreased, you have to repack also manually.

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1.5.2 Create a new shipment for the same date If you want to create a new shipment for the date an open shipment is available, you will get following warning:

If the labels are still printed for the open shipment, you should continue with the open shipment. If not, you can make a new shipment. The next time, you will open the existing shipment, you will be informed, that the demands have been updated and you will be not able to continue with the open shipment.

1.6 Secure double label number If persons for the same user are creating in parallel shipments, following warning can be dis-played.

To secure creating same label number for different shipment, you have to click on Yes and your label numbers will be regenerated automatically new with the start no. 2144 in this example.

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1.7 Display send shipment If you choose the process delivery and transport data, you could also see all send shipments of the last 14 working days (older messages are deleted).

You could select Plant, Unloading point and delivery date within. In the display you see addi-tionally the shipping number, delivery note number, edit date and Invoice number, if there is already an invoice created.