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OCS WEB HELP GUIDE

Date: 31 Jan. 2014

Version: 1.7

DTNA OCS Web Help Document Page 2 of 57

TABLE OF CONTENTS

1 OVERVIEW ................................................................................................................................................. 4

1.1 ACCESSING OCS WEB........................................................................................................................... 4

1.1.1 Logging On to OCS WEB ................................................................................................................ 5

1.1.2 Log-in Error in OCS WEB ............................................................................................................... 5

1.1.3 Document Overview Screen ............................................................................................................. 6

1.1.4 Logging Out of OCS WEB ............................................................................................................... 6

1.2 THE DOCUMENT OVERVIEW SCREEN ................................................................................................... 6

1.2.1 Navigating Through the Document Overview Screen ...................................................................... 7

1.2.2 Searching for a Specific Detail Item (Document Overview Screen) ................................................ 7

1.2.3 Accessing the Document Details Screen .......................................................................................... 8

1.2.4 Entering Information in the Document Details Screen ..................................................................... 8

1.2.4.1 Certificate of Origin Details Screen .............................................................................................. 9

1.2.4.2 Traced Value Statement Details Screen ........................................................................................ 9

1.2.4.3 Manufacturer's Affidavit Details Screen ..................................................................................... 10

1.2.4.4 Saving Information in the Details Screen .................................................................................... 11

1.2.4.5 Resetting (Erasing) Information in the Details Screen ................................................................ 11

1.2.4.6 Searching for a Specific Detail Item (Document Details Screen) ............................................... 12

1.2.4.7 Tariff Discrepancies in the Document Details Screen ................................................................. 13

1.2.4.8 Data Entry Complete - Saving the Document Details ................................................................. 13

1.2.4.9 Returning to the Document Overview Screen ............................................................................. 14

1.2.5 Document Approval ....................................................................................................................... 15

1.2.5.1 Approval of a Partially-Submitted Document ............................................................................. 17

1.2.6 Printing a Solicitation Document ................................................................................................... 18

1.2.6.1 Printing an Accumulation Statement ........................................................................................... 19

1.2.7 Document Revoke .......................................................................................................................... 20

1.2.8 Document Date Period Changes ..................................................................................................... 22

1.2.9 Copy Document .............................................................................................................................. 23

1.3 SUPPLIER PROFILE UPDATES SCREEN ................................................................................................ 24

1.3.1 Updating the Supplier Address Information ................................................................................... 24

1.3.2 Updating Supplier Contact Information ......................................................................................... 26

1.3.3 Leaving the Supplier Profile Screen ............................................................................................... 27

1.4 DOWNLOAD, DATA ENTRY & UPLOAD IN AN EXCEL FORMAT .............................................. 28

1.4.1 Download OCS Web Document to an Excel File .......................................................................... 28

1.4.2 Enter Data into Downloaded Excel File ......................................................................................... 31

1.4.3 Upload an OCS Web Document After Downloaded to an Excel File ............................................ 32


1.5 DOWNLOAD, DATA ENTRY & UPLOAD IN A CSV FORMAT ...................................................... 34

1.5.1 Download OCS Web Document to a CSV File .............................................................................. 34

1.5.2 Manipulate OCS Web Downloaded Files for MS Excel ................................................................ 36

1.5.3 Save the CSV File to the Appropriate Format From MS Excel ..................................................... 41

1.5.4 Upload an OCS Web Document After Downloaded to a CSV File ............................................... 43

APPENDIX A: FIELD DEFINITIONS IN OCS WEB .............................................................................. 45

APPENDIX B: DOWNLOAD/UPLOAD FILE LAYOUT (EXCEL FILE) ............................................ 49

APPENDIX C: DOWNLOAD/UPLOAD FILE LAYOUT (CSV FILE) .................................................. 51

APPENDIX D: ERROR MESSAGES ......................................................................................................... 54


1 Overview

OCS WEB is an on-line application DTNA has chosen for its suppliers to enter FTA solicitation and country

of origin response information.

Below are the steps to filling out a solicitation response.

1) Log-in to OCS WEB (see steps 1.1 through 1.1.2)

2) Select a solicitation document to work on from the Document Overview screen (see step 1.2.3).

3) Enter information in the Document Details screen (see step 1.2.4 through 1.2.4.6)

4) Save your information in the Document Details screen (see step 1.2.4.7)

5) Return to the Document Overview screen (see step 1.2.4.8)

6) Approve your solicitation document (see step 1.2.5 or 1.2.5.1)

7) Print the solicitation document (see step 1.2.6 or 1.2.6.1) to send a signed copy to DTNA.

You can also submit changes to your address and FTA Solicitation contact in OCS Web using the Supplier

Profile screen. (See section 1.3.)

1.1 Accessing OCS WEB

An email will be sent notifying a supplier that a solicitation document is waiting for a response. Below is an

example of an email:

To: Smith, John

Date: Tuesday, March 4, 2013 9:54AM

From: DTNA Solicitation Team

Subject: OCS Web Access Information

Link: https://secure.prd.freightliner.com/mic/OCS-Web/faces/pages/documentOverview.xhtml?_afPfm=-203f082f

Username: <Username>

Password: <Password>

It is important that you demonstrate reasonable care in the preparation of these documents. If you are unfamiliar with free trade agreement regulations, we suggest you seek the assistance of a customs consultant.

Provide the country of origin for all parts, certifying or not. Return your signed certifications to [email protected].

Thank you,

Daimler Trucks North America

https://secure.prd.freightliner.com/mic/OCS-Web/faces/pages/documentOverview.xhtml?_afPfm=-203f082f



1.1.1 Logging On to OCS WEB

To access the DTNA OCS WEB system, enter this address into the Address Bar (at the top of the screen) in

Internet Explorer:


You should see a log-in screen like the one here:

Using the information provided to you in the email:

1) Enter your user name in the Username field

2) Enter your password in the Password field

3) Click on Login. This will cause the main screen, “Document Overview”, to appear.

It is recommended that you copy and paste the user name and password from the email to avoid typing

errors.

1.1.2 Log-in Error in OCS WEB

If you have typed your user name or password incorrectly, the following “Login Failed” / Try Again

message will appear:

This message means that you have typed your user name or password incorrectly.

Click on Try Again to return to the log-in screen (return to section 1.1.1).



1.1.3 Document Overview Screen

When you first log in to OCS WEB, the Document Overview screen will appear.

The following screen will be displayed:

To see the field definitions for this screen, see Appendix A: Field Definitions in OCS WEB.

1.1.4 Logging Out of OCS WEB

To exit the OCS WEB application, click on Log out, located at the top right of the screen (see above).

1.2 The Document Overview Screen

The Document Overview Screen is the first screen that will be displayed when you enter OCS WEB. It

shows the list of solicitation documents assigned to a supplier, and the statuses of each of those documents.

Notice that the “Customer Contact” (upper-right, below Logout) identifies the location to contact if any

questions arise. You can e-mail all completed documents, questions and/or concerns to:

[email protected].

Also in the top-right, the Supplier ID you logged-in with will be displayed. (This is particularly helpful to

third-party service providers who log-in to OCS WEB on behalf of multiple suppliers.)

From this screen, you may select a document and go to the Document Details screen, download / upload,

approve, revoke, print, change valid from / valid to dates or copy solicitation documents.

mailto:[email protected]


1.2.1 Navigating Through the Document Overview Screen

In the Document Overview screen, you can sort the list of documents by any of the headings. Simply click

on the heading to sort the list by that field. Below is an example of sorting by Creation Date (The heading

has been clicked, causing the arrow to the right of it to appear to indicate the sort).

1.2.2 Searching for a Specific Detail Item (Document Overview Screen)

The Document Overview screen allows you to search for a particular Document Number, Agreement, Part

Number, Document Status or Response Type. The wild card “%” can be used as well to find a range of

values. The search will query those records from all documents in the Document Overview screen.

To use this functionality, enter the value(s) in one or more of the fields in the search section.

Then click on Search. Only those parts that fit the criteria entered will be displayed.

A good example of using this functionality is to retrieve all documents where a particular part

number is present. To do this, enter your part number into the Part Number search field and click

on Search.

To perform a different search or to see all parts again, click on Clear and then click on Search

again. All documents will then be displayed.


1.2.3 Accessing the Document Details Screen

To view the details of a solicitation document, either click on the document number itself (it contains a link

to the detail screen) or select that document (click on the radio button next to the document number) and

click on the Detail button (either above or below the list of documents).

The Document Detail screen will then be displayed for that document:

1.2.4 Entering Information in the Document Details Screen

The Document Details screen (above) is where the preferential origin information is entered.

To see the field definitions for this screen, see Appendix A: Field Definitions in OCS WEB.

To enter the information, you can use the drop-down lists to select your entry by clicking on the down-arrow

for that field and selecting your choice, or you can type your choice directly in the field. The fields that have

drop-down lists available are: CO Status, Preference Criteria, Producer Indicator, Net Cost Indicator and

Base Currency. The other fields require the value to be typed.


1) Entering data if part qualifies:

If a part qualifies, the required fields are: Preference Criteria, Producer Indicator, Net Cost Indicator

and CO Country (country of manufacture). You also have the option of entering your part number if

it differs from the Daimler part number.

Below is an example of a line item with all of the fields selected or filled in. Notice the CO Status is still

“Unknown” – this will be automatically changed to “Certified” when the data is saved if you entered all of

the necessary qualifying part data.

2) Entering data if part does not qualify:

If the part is Not Certified, Obsolete or Not Recognized you must manually select that option in the

CO Status drop-down field before you save the data – see step 1.2.4.7.

NOTE: The Country of Origin is required whether the part is certified or not.

You also have the option of providing the accumulation value if a part does not qualify. If the part

has a certain percentage of originating material value, check the “Acc.” box to the left of the part

number. Then type in the originating value in the “Origin. Material Value” field and enter “USD” in

the “Base Currency” field.

Below is an example where a part does not qualify but still has some accumulation value:

1.2.4.1 Certificate of Origin Details Screen

The documents below have similar data entry requirements. See screen shot above.

NAFTA, USAUCO (US-Australia FTA) & USCLCO (US-Chile FTA)

1.2.4.2 Traced Value Statement Details Screen

The Traced Value Statement Details Screen has different fields from the other documents (see screen shot

below).

For Traced Value Statement Documents:

For all parts with a country of origin in the NAFTA Territory the following fields must be

completed: Country of Origin, Traced Value amount and Currency Type. Supplier Part Number

(Suppl. Part No.) is optional.

For all parts with a NON-NAFTA country of origin the following fields must be completed: Country

of Origin. Supplier Part Number (Suppl. Part No.) is optional.


1.2.4.3 Manufacturer’s Affidavit Details Screen

The Manufacturer’s Affidavit Details Screen has different fields from the other documents (see screen shot

below).

For MA documents: The Supplier Part Number (Suppl. Part No.) is optional and the MA Country is

mandatory. Notice the MA Status is still “Unknown” – this will be automatically changed to “MA CO

Completed” when the data is saved. If the part is Obsolete or Not Recognized you must manually select that

option in the MA Status drop-down field before you save the data – see step 1.2.4.7.


1.2.4.4 Saving Information in the Details Screen

NOTE: Save your updates regularly! If you exit the Document Details screen without saving your latest

updates, they will not be saved.

The updates made to the current page must be SAVED prior to accessing other pages. Otherwise, your

updates will be discarded.

NOTE: You can stop mid-way through entering the preferential origin information for a document and save

the entries that have been entered by clicking on Save.

You will see the message below (“Saving all Document Lines completed successfully”) if the

information you’ve entered is valid:

You can then log-out (by clicking on Logout) or leave the screen by clicking on one of the other tabs

(i.e. Documents, Supplier Profile). All of the information entered so far will be saved for your next

session.



1.2.4.5 Resetting (Erasing) Information in the Details Screen

If needed, you can remove the information recently entered for a document by clicking on the Reset button

(either above or below the list of parts).


This will cause the following pop-up window to display:

All data that you’ve entered since the last time you clicked on Save will be erased (The data that was

saved earlier will remain). If you want to remove already-saved data, you must do that manually.

To remove already-saved data from a field with a drop-down menu, click the drop-down arrow and

select the field that is a blank space (this will be the first option in the drop-down menu). To remove

already-saved data from all other fields use the ‘Backspace’ button.

1.2.4.6 Searching for a Specific Detail Item (Document Details Screen)

The Document Details screen allows you to search for a particular Supplier Part No. (if present within the

current document you have selected and are now viewing on the Details screen), DTNA part number,

DTNA tariff number, part description or CO status. The wild card “%” can be used as well to find a range of

values. The search will only query those records in the Detail view and not all parts from all documents in

the Overview screen.

To use this functionality, enter the value(s) in one or more of the fields in the search section.

Then click on Search. Only those parts that fit the criteria entered will be displayed.

A good example of using this functionality is to retrieve all parts that haven’t been certified yet. To

do this, select “UNKNOWN” in the CO Status field and click on Search.

To perform a different search or to see all parts again, click on Clear and then click on Search

again. All parts for the document will then be displayed.


1.2.4.7 Tariff Discrepancies in the Document Details Screen

If you are in the Document Details screen and you don’t agree with the tariff (HTS) number that Daimler has

assigned to the part that you supply, follow these steps:

1) In the ‘Preference Crit.’ field, select “RH” (Reject HTS) from the options in the drop-down list

2) Enter the country of origin in the ‘CO Country’ field (EX: US; Remember this must be the valid 2-

letter ISO Country Code)

3) Daimler’s tariff classification team will research the discrepancy and will contact the supplier once

more information has been gathered. The Daimler tariff classification team will work with the

supplier to come to an agreement on the correct classification.

When you save the data, the ‘CO Status’ field will remain ‘Unknown’. When you approve the document all

of the parts that have “RH” in the ‘Preference Crit.’ field will be pushed onto a new document where they

will remain until Daimler and the supplier agree on the proper tariff classification and the tariff discrepancy

has been resolved.

1.2.4.8 Data Entry Complete – Saving the Document Details



The Document Details screen will look similar to the one below with all data entered:

When the preferential origin information has been entered, save the information by clicking on the

Save button (either above or below the list of parts).

Validations will then automatically be performed for each entry. If all validations pass, the

following success message will be displayed at the top of the screen:


If validation errors have occurred, an error message will identify which validations had errors. Here

is an example of that:

Before proceeding to the next step, make the proper corrections and click on the Save button and

make any additional corrections until you receive the message “Saving all Document Lines

completed successfully”. If errors are present, the record with the error will be cleared and you will

have to re-enter some or all of the data correctly.

1.2.4.9 Returning to the Document Overview Screen

Go back to the Document Overview screen by clicking on the Documents tab at the top of the screen or on

the Document Overview link just below the Supplier Profile tab.

You can also use the link Return to document overview above.

You will be re-directed to the Document Overview screen:


1.2.5 Document Approval

When all information has been entered for a solicitation response (‘Open Lines’ should be 0), the document

is ready to be approved. The document status will be “Pending” before you continue with the approval.

PLEASE NOTE: The Approval step must be performed to complete the solicitation response process.

The Document Approval step is the supplier’s notification to DTNA that the document is complete and the

supplier will be sending a signed paper copy of the data via Fax, mail, or e-mail attachment.

Here are the steps to perform to approve a document:

1) In the Document Overview screen, select the document to approve (click on the radio button next to the

document number).

2) Click on the Approve button (either above or below the document list).

NOTE: The number of “Open Lines” should be zero for the selected document. This signifies that all parts

have a CO specified and are in “Certified”, “Not Certified”, “Obsolete” or “Not Recognized” status.

A pop-up notification and acceptance screen similar to the one below will be displayed:


3) Click on the Accept button to accept the agreement.

The buttons will change to this:

4) Click on Close Window to close this window. You will see that the document status has changed to

“APPROVED”.

NOTE: Once you have completed the Document Approval step, all lines (i.e. parts) on that document will be

locked and will no longer be available for updates.

The next step is to print the solicitation document (step 1.2.6).


1.2.5.1 Approval of a Partially-Submitted Document

At times, a supplier may need to immediately send certifications to DTNA for only a portion of the line

items (parts) on a document. Here are the steps

1) Perform steps 1.2.3 through 1.2.4.8 (Document Details screen) to complete the line items to be

certified immediately (the status of the document will be “Pending”, and the count of Open Lines

will not be 0).

2) Perform the Document Approval (step 1.2.5). The completed lines (those with “Certified”, “Not

Certified”, “Obsolete” or “Not Recognized”) will be closed (and no longer updateable). The

remaining open lines (those with “Unknown” status) will be transferred to a new document (with the

same Document No., only with the last digit incremented by one).

For example, the first document in the list below has one line still open (not complete).

When the Document Approval step is complete, the lines that were completed will be closed (no longer

available to be updated), and the remaining open lines will be moved to a new document.

Below is an example of the resulting two documents after the Document Approval step has been done (notice

the first document is in “Approved” status and the document number ends with “-034”, and the new

document is in “Document_Created” status and the document number ends with “-036”) :

Proceed to the next step (1.2.6) to print the document.


1.2.6 Printing a Solicitation Document

After a document has been approved it can be printed. (A signed and printed copy of ALL documents must

be sent to DTNA for the solicitation response to be fully accepted.) The solicitation document will be in a

PDF format, so it is required that the Supplier have Adobe Acrobat or some other PDF reader on their PC.

NOTE: A document must have the status of “Pending” or “Approved” or “Complete” before it can be

printed.

To print a document, select the document in the Document Overview screen, and click on Print.

NOTE: Make sure your document is in a status of ‘Approved’ before you print and sign your document.

A pop-up window will be displayed:

Click on Save (and enter the file name / location to save the file) or click on Open to view the document.

Print a copy to sign and send it to DTNA.


1.2.6.1 Printing an Accumulation Statement

For those documents that include line items that were checked as “Accumulation”, a pop-up window will be

displayed when the Print button is pushed.

Click on the radio button next to “Accumulation Statement” and then click on Print. A pop-up window will

then be displayed:

Click on Save (and enter the file name / location to save the file) or click on Open to view the document.

Print a copy to sign and send it to DTNA.

You can then print the accompanying document from the still-open “Choose Report” screen (above). When

you are finished, click on the Close Window button to return to the Document Overview screen.


1.2.7 Document Revoke

If you have a document in a status of approved or complete you do have the ability to update/change the data

entered into that document by using the Revoke button.

When a document is in a status of Approved or Complete the data in the document is greyed-out and locked,

as shown below. The revoke button will leave all of the data in the document but you will now have the

ability to update/change the data; the data will NOT be deleted when you revoke the document.

Here are the steps to perform to revoke a document:

1) In the Document Overview screen, select the document to approve (click on the radio button next to

the document number).

2) Click on the Revoke button (either above or below the document list).

A pop-up notification and acceptance screen similar to the one below will be displayed:


3) Click on the Submit button to revoke the document.

NOTE: Once you have completed the Document Revoke step, all lines (i.e. parts) on that document will be

un-locked and will be available for updates/changes (as shown below).

The next step is to enter the updated data into the document details screen (step 1.2.4). After that you will

need to once again Approve the document (step 1.2.5) and then print the document (step 1.2.6) and

sign/return the document to Daimler.


1.2.8 Document Date Period Changes

The Blanket Period for a document may be changed from the Document Overview screen by using the Date

Period functionality. Below are the steps to change the Blanket Period for a document:

1) Select the document to change the dates and click on Date Period. A pop-up window will be

displayed:

2) Enter the “New Valid From date” and “New Valid To date” range to change the Blanket Period or

use the calendar buttons (circled above) to choose the new date range.

NOTE: The Valid From date and Valid To date must be in the same year (and the Valid To date must be

after the Valid From date).

3) Click on the Submit button to save your changes (or click on Close Window to close the window

without saving your updates).

After clicking on Submit, the window will close and the selected document’s date range (Valid From

and Valid To dates) will reflect your changes.


1.2.9 Copy Document

An existing solicitation document can be copied into a new document with a partial blanket period by using

the Copy functionality in the Document Overview screen. Below are the steps to copy a solicitation

document to create a new document with a partial blanket period:

NOTE: The original document being copied MUST have a partial blanket period.

1) Select the document to copy from and click on Copy. A pop-up window will be displayed:

A suggested new Blanket Period will also be displayed.

2) Change the Copy Valid From date and Copy Valid To date to be the new date range (the calendar buttons

can be used to select the dates as well).

3) Click on Submit to save the new copied document (or click on Close Window to close the window

without creating a new document).

Below is an example of a document that was copied (the document number was incremented to “-037”.)


1.3 Supplier Profile Updates Screen

Request changes to your address or contact information via the Supplier Profile screen. To access the

Supplier Profile screen, click on the Supplier Profile tab at the top of the page.

A Supplier Profile screen similar to the one below will then be displayed:

1.3.1 Updating the Supplier Address Information

To submit changes to your address information:

1) Click on the Change Address button just below the Physical Address area. A similar screen to

the one below will be displayed:


2) Make any changes needed to the address and click on Request Change. If the information is

already correct (i.e. no changes are needed), click on Cancel.

3) If you request a change to the address, the updates will be displayed and you will be prompted to

“Proceed” with your changes by clicking on Proceed. If further changes are needed click on Edit to

return to the Change Supplier Address screen.

(At this point, you can still cancel your updates by clicking on Cancel.)

NOTE: This process may take up to 24 hours to update the system. You may see the message in red

below for up to this period. If you still see this message after 24 hours, please contact technical

support at DTNA by sending an e-mail to: [email protected].


1.3.2 Updating Supplier Contact Information

To submit changes to the FTA Solicitation (OCS WEB) contact information, click on the Change

PRIMARY CUSTOMS CONTACT button just below the Solicitation Contacts area (at the bottom of the

screen).

A similar screen to the one below will be displayed:

Make changes to the contact as needed and click on Request Change. If no changes are required

(i.e. all of the information is already correct), click on Cancel. It will then prompt to proceed:

To save your changes click on Proceed. If further changes are needed for the contact, click on Edit

to return to the Change Supplier Contact screen.

At this point, you can still cancel your updates by clicking on Cancel.


NOTE: This process may take up to 24 hours to update the system. You may see the message in red

below for up to this period. If you still see this message after 24 hours, please contact technical

support at DTNA by sending an e-mail to: [email protected].

1.3.3 Leaving the Supplier Profile Screen

You can return to the Document Overview screen by clicking on the Documents tab or log-out by clicking

on the Logout tab (see section 1.1.4).


1.4 Download, Data Entry & Upload in an Excel Format

Suppliers that have documents with many parts on them can use the Download and Upload tabs in the

Document Overview screen in order to download their data into an Excel file, add/manipulate the data and

then upload the document back into OCS Web. This functionality is most helpful for suppliers with large

documents.

1.4.1 Download OCS Web Document to an Excel File

From the Document Overview screen, it is possible to download the lines for a document to an Excel 2003 or

Excel 2007 file.

To Download a Document to an Excel 2003 or Excel 2007 File:

1) From the Document Overview screen, select the document to download and click on Download

(either above or below the list of documents).

A pop-up window will appear asking what format you want to use to download this file:


2) Choose Microsoft Excel 2007 (.xlsx) or Microsoft Excel 2003 (.xls) and click on Download.

A pop-up window will appear asking if you want to open or save this file:

3) Choose Save and use the existing file name (which is the document number). It will then open a

Windows Explorer window to allow you to select where to save the file.


4) Choose a location and file name and click on Save. When the process has finished saving the

file, the following window will appear:

5) Open the file.

6) Please refer to Appendix B for the file layout and field definitions.


1.4.2 Enter Data into Downloaded Excel File

The Downloaded Excel file will look like this:

1) Complete the required fields as indicated in Appendix B of this help guide.

2) Save the file.

Note: Remember where you saved this file!

3) Close the Excel file.


1.4.3 Upload an OCS Web Document After Downloaded to an Excel File

After you have entered data into all of the required fields in the downloaded Excel file:

1) Return to the Document Overview screen of OCS WEB, and select the document you’ve

been working on. (IMPORTANT! Be sure to select the right document. The file will not

upload if you select the wrong document.)

2) In the Document Overview screen, click on UPLOAD. The following window will be

displayed:

3) Click on Browse to find the Excel file and then click on Upload File.


When the file has successfully uploaded, you will see this message: “File-Upload completed”.

4) When finished, click on Close Window.

Changes to the data will be immediately available so you can check the data for accuracy prior to

further processing of the records.

Note:

The informational message above indicates that the file was successfully transferred to the OCS WEB

system. If no other errors occur while parsing the data into the system, the above message will be all you

see. However, if errors occur during parsing of the data, you will still see the “file-Upload was successful”

message (indicating that the file transfer was successful), but it will be followed by any errors encountered

during the parsing of the data file into the system. For a list of potential errors and their indication, please

refer to Appendix D: Error Messages.


1.5 Download, Data Entry & Upload in a CSV Format

Suppliers that have documents with many parts on them can use the Download and Upload tabs in the

Document Overview screen in order to download their data into a CSV file, add/manipulate the data and then

upload the document back into OCS Web. This functionality is most helpful for suppliers with large

documents.

Note: Downloading and Uploading in the CSV format is MUCH more difficult than Downloading

and Uploading in the Excel format!

1.5.1 Download OCS Web Document to a CSV File

From the Document Overview screen, it is possible to download the lines for a document to a carat (^)

delimited file.

To Download a Document to a Carat Delimited File:

Below are the steps to download the file and transfer it to Excel format.

1) From the Document Overview screen, select the document to download and click on Download

(either above or below the list of documents).

A pop-up window will appear asking if you want to open or save this file:

2) Choose Save and use the existing file name (which is the document number). It will then open a

Windows Explorer window to allow you to select where to save the file.

NOTE: The file extension is a CSV file. The delimiter will be a ^ and not a comma (,)


3) Choose a location and file name and click on Save. When the process has finished saving the file,

the following window will appear:

4) Open the file with whatever software you will be utilizing for your process.

5) Please refer to Appendix: C for the file layout and field definitions


1.5.2 Manipulate OCS Web Downloaded Files for MS Excel

Below are the steps to re-format the downloaded file so it can be further processed in a user-friendly format.

1) Save a copy of the version of the file for backup.

2) Open the downloaded file by double-clicking on the file icon. It should look similar to this:

3) Since the file is a carat separated file (^) the data will look like the following:

You will note that all of the data for each part record will reside in column A. This is because the

file name is a .csv (MS Excel expects the file to be a comma (,) delimited file).

You will need to convert the data from this form (all data in column A) to a workable form (each

field in its own column).

4) Click on the A1 field on the spreadsheet

5) While holding down your left mouse key, drag your mouse to the end of the data in column A

NOTE: Holding the SHIFT key on your keyboard after you click in the A1 cell of the spreadsheet

and then pressing the DOWN arrow key on your keyboard (while the SHIFT key is continually held

down) will also perform this function


6) Once all your data is selected on the spreadsheet, you will need to go to the Data\Text to

Columns menu

7) At the Step 1 window, select the Delimited option and then press Next


8) In the Step 2 window, de-select the Tab delimiter, Select the Other delimiter and enter a ^

(SHIFT 6) to the other window

Press the Next button when completed


9) In the Step 3 window you will need to do 2 things

a. Select the Text option in the Column data format area

b. Slide the viewer box all the way to the right, then click in the very last field in the

window while pressing the SHIFT key on your keyboard

The data fields should turn black like the picture above

c. Click Finish


d. Click OK when prompted to replace the existing data in the spreadsheet

10) The data should now be re-organized so that each field is in its own column

11) Complete the required fields as indicated in Appendix: C of this help guide


1.5.3 Save the CSV File to the Appropriate Format From MS Excel

In order to properly upload the MS Excel document into the OCS WEB system, you must first save it in the

proper format. Follow the steps below to accomplish this task.

1) Save the Excel file as a Text (tab delimited) file

2) You will be prompted with a data format window. Click OK

3) Once the file is saved, close the file without saving again (if you are prompted to do so)

4) Locate where you saved the Text (tab delimted) file and open it with your text editor (NotePad or

TextPad). The file should have a text icon along side the file name. It should look similar to this:

5) Once the file is open, you will note that the data fields are separated by a tab. Double-click between

the DT and NA data fields to highlight the tab

6) Press the Ctrl and “C” buttons on your keyboard simultaneously (the copy command)

a. You can also right-click on the highlighted tab and select copy from the pop-up menu


7) Access the Edit menu and select Replace

8) In the Replace window, place the cursor in the “Find What” text area and press the Ctrl + V keys on

the keyboard simultaneously (the paste command)

a. Or you can right click the mouse to select the paste command from the pop-up menu

b. Then place the cursor in the “Replace with” text area and enter a ^ symbol (SHIFT 6)

c. Finally, click the Replace All button on the window then click the X on the top right corner

of the Replace window to close it.

9) The text file should now have all the tabs removed and replaced with a ^ like the screen below

10) Save the file to complete this process

Note: Remember where you saved this file!


1.5.4 Upload an OCS Web Document After Downloaded to a CSV File

1) Return to the Document Overview screen of OCS WEB, and select the document you’ve

been working on. (IMPORTANT! Be sure to select the right document. The file will not

upload if you select the wrong document.)

2) In the Document Overview screen, click on UPLOAD. The following window will be

displayed:

3) Click on Browse to find the CSV file and then click on Upload File.


When the file has successfully uploaded, you will see this message: “File-Upload was successful”.

4) When finished, click on Close Window.

Changes to the data will be immediately available so you can check the data for accuracy prior to further

processing of the records.

Note:

The informational message above indicates that the file was successfully transferred to the OCS WEB

system. If no other errors occur while parsing the data into the system, the above message will be all you

see. However, if errors occur during parsing of the data, you will still see the “file-Upload was successful”

message (indicating that the file transfer was successful), but it will be followed by any errors encountered

during the parsing of the data file into the system. For a list of potential errors and their indication, please

refer to Appendix C: Error Messages.


Appendix A: Field Definitions in OCS WEB

Document Overview Screen

Below are the field definitions for the Document Overview screen:

Field Description Example(s)

Select This button allows the supplier to individually

select a document for: Details / Download /

Upload / Approve / Revoke / Print / Date

Period & Copy functions.

Document No. This is the OCS recorded document number.

If the supplier clicks on this link, they will be

brought to the Document Details screen where

they can edit specific parts associated with the

document.

C130000024-001

Supplier No. This is the DTNA Supplier ID. It may assist

the supplier in identifying which plant is

associated with the parts on the document.

DD-001

Customer This field will display the requesting legal

entity for the document.

DTNA, DDC, AAC, TBB

Agreement This field is the specific FTA solicited on the

document.

NAFTA, TRACED, USAUCO

Valid From This field is the start date of the period this

document is assigned.

01/01/2013, 01/01/2014,

08/01/2013

Valid To

Creation Date

Modification

Date

This field is the end date of the period this

document is assigned. The combination of

the Valid From and Valid To dates is

commonly referred to as the “Blanket Period”.

This field is the date that the document was

created in the system.

This field is the date that the document was

last worked on.

12/31/2013, 12/31/2014

Response Type This field indicates the type of document that

will be printed once the supplier completes

the process and presses the Print button.

CERTIFICATE, STATEMENT

Document Status This field indicates to the supplier the current

status of the document.

DOCUMENT_CREATED,

COMPLETE

Open Lines This field provides the number of parts on the

document that are not yet edited or complete

(still have a status of “Unknown”).

0, 12, 1500

Total Lines This field provides the total number of parts

within the document.

1, 24, 2000


Document Details Screen – NAFTA, USAUCO, USCLCO

Below are the field definitions in the Document Details screen for NAFTA, USAUCO, and USCLCO:


Acc.

This identifies a part as an accumulation item. Blank: Checked:

Suppl. Part No. This is the supplier’s corresponding part number. MM0925, IDT1003

Part No.

Formatted Part

No.

This is the DTNA ‘unformatted’ part number - NOT

MODIFIABLE.

This is the DTNA ‘formatted’ part number - NOT

MODIFIABLE.

0925180001, 1003290002

09 2518-000-1, 10 0329-000-2

Description This is the DTNA “Description” for the part - NOT

MODIFIABLE.

64IN ABLEBODY SLEEPER

BOX,

ASSY-CNTLS;HYD;194PT

Tariff No. This is the DTNA HTS code for the part - NOT

MODIFIABLE.

870840, 940120

CO Status This is the certification status of the part / line.

UNKNOWN = Initial state of the part, no entry yet.

CERTIFIED = Part qualifies for the FTA program.

NOT CERTIFIED = Part doesn’t qualify for the

FTA program.

UNKNOWN, CERTIFIED,

NOT CERTIFIED,

Preference Crit. This is the preference criteria for the part.

(Required)

A, B, C

Producer Ind. This is the producer indicator for the part.

(Required)

YES, NO(2), NO(3), NO(2A)

Net Cost Ind. This is the RVC calculation indicator under the

appropriate FTA. (Required)

NO, NC, BU, BD

CO Country This is the two-character ISO country code of the

country of origin for the part. (Required)

NOTE: Multiple COOs will be accepted.

US, CA, MX, JP, CN

USMX, USCN, USCAJP

Origin.

Material Value

This is the originating material value for the part.

(Required ONLY if you checked the ‘Acc.’

((accumulation)) check-box).

0, 0.25, 100, 2500

Base Currency The three-character currency code for the value

entered .

(Required ONLY if a value has been entered into

the ‘Origin. Material Value’ field).

(USD is the Required Entry).

USD


Document Details Screen – MA

Below are the field definitions for the Document Details screen for MA documents:


Suppl. Part No. This is the supplier’s corresponding part number. MM0925, IDT1003

Part No. This is the DTNA part number - NOT

MODIFIABLE.

0925180001, 1003290002


MODIFIABLE.


BOX,


Tariff No. This is the DTNA HTS code for the part- NOT

MODIFIABLE.

870840, 940120

MA Status This is the status of the part / line.

UNKNOWN = Initial state of the part, no entry yet.

MA CO COMPLETED = COO has been entered.

UNKNOWN,

MA CO COMPLETED

MA Country This is the two-character ISO country code of the



US, CA, MX, JP, CN

USMX, USCN, USCAJP


Document Details Screen – TRACED VALUE STATEMENTS

Below are the field definitions for the Document Details screen for Traced Value Statement documents:


Suppl. Part No.

Part No.

Formatted

Part No.

This is the supplier’s corresponding part number.

This is the DTNA ‘unformatted’ part number - NOT

MODIFIABLE.

This is the DTNA ‘formatted’ part number - NOT

MODIFIABLE.

MM0925, IDT1003

0925180001, 1003290002

09 2518-000-1, 10 0329-000-2


MODIFIABLE.


BOX,


Classification This is the DTNA HTS code for the part- NOT

MODIFIABLE.

870840, 940120

Country of

Origin

Light Duty

Traced Value

Heavy Duty

Traced Value

Currency Type

This is the two-character ISO country code of the



If this field is active and the COO is in the NAFTA

territory, the light duty traced value is required.

(Required if the COO is in the NAFTA territory.

If this field is active, the part is a complete engine or

transmission (or listed material in some cases) and

the COO is in the NAFTA territory, the heavy duty

traced value is required.

(Required if the COO is in the NAFTA territory.

The three-character currency code for the value

entered.

(Required if a value ((including the value 0)) has

been entered into either of the ‘Traced Value’

fields).

(USD is the Required Entry).

US, CA, MX, JP, CN

USMX, USCN, USCAJP

0, 0.25, 100, 2500

0, 0.25, 100, 2500

USD


Appendix B: Download/Upload File Layout (Excel File)

The following field layout is the exact specification of the file download when you select ‘Microsoft Excel

2003 (.XLS)’ or ‘Microsoft Excel 2007 (.XLSX)’ as the file output. The OCS WEB system will expect

uploads back into the system with the exact same layout. Failing to follow this layout will result in data not

being properly uploaded back into the OCS WEB application.

Field description Comment

System (Type) OCS WEB internal use- Cell is locked and unable to be altered.

MIC Company OCS WEB internal use- Cell is locked and unable to be altered.

MIC Plant OCS WEB internal use- Cell is locked and unable to be altered.

MIC Document Number OCS WEB internal use- Cell is locked and unable to be altered.

Supplier Number OCS WEB internal use- Cell is locked and unable to be altered.

Agreement ID OCS WEB internal use- Cell is locked and unable to be altered.

Effective Date OCS WEB internal use- Cell is locked and unable to be altered.

Expiration Date OCS WEB internal use- Cell is locked and unable to be altered.

Accumulation Flag

Set to “1” if the part does not qualify for the FTA, but you would

like to indicate its accumulation value. Certification Status,

Country of Origin, Originating Material Value and Base Currency

fields are required if this Accumulation Flag field is set to a “1”

(Optional).

Supplier Part Number Your supplier cross-reference part number to the DTNA part

number described for this line (Optional).

DTNA Part Number Your customer’s cross-reference to your supplier part number.

OCS WEB internal use- Cell is locked and unable to be altered.

Formatted Part Number Your customer’s cross-reference to your supplier part number.

OCS WEB internal use- Cell is locked and unable to be altered.

Part Description OCS WEB internal use- Cell is locked and unable to be altered.

Tariff Number OCS WEB internal use- Cell is locked and unable to be altered.

Certification Status 01 … Certified

(If certified these fields are REQUIRED: Preference Criterion,

Producer Indicator, Net Cost Indicator and Country of Origin)

35 … Unknown

50 … Not Certified

(If NOT certified these fields are REQUIRED: Certification

Status and Country of Origin)

53… Part is obsolete

(If obsolete this field is REQUIRED: Certification Status)

54…Part is not recognized

(If not recognized this field is REQUIRED: Certification Status)

Preference Criterion Enter data as required per FTA.

Note: NE = Not Eligible

Note: NR = Not Recognized

Note: OB = Obsolete

Note: RH = Reject HTS (Supplier doesn’t agree with the HTS that

Daimler assigned).


Producer Indicator Enter data as required per FTA.

Net Cost Indicator Enter data as required per FTA.

Country of Origin Enter data as required per FTA.

Originating Material Value Originating Material Value of the part (Used ONLY in

conjunction with the ‘Accumulation Flag’ field).

Base Currency Type This value will be “USD” for US Dollars (Used ONLY in

conjunction with the ‘Accumulation Flag’ field).

Source OCS WEB internal use- Cell is locked and unable to be altered.

Process OCS WEB internal use- Cell is locked and unable to be altered.

Document Type OCS WEB internal use- Cell is locked and unable to be altered.

Document Response Type OCS WEB internal use- Cell is locked and unable to be altered.

MA Country Update this field with your known Country of Origin- this is not

required for documents that are not “MA” as indicated in the

“Agreement ID” field above.

Light Duty Traced Value Enter data as required per FTA.

Heavy Duty Traced Value Enter data as required per FTA.

Color Schemes

OCS WEB internal use- cell is locked and unable to be altered.

Cell is not locked- data to be entered here.

Example of a single record file download:

NAFTA_C130000009-027.xlsx OR

NAFTA_C130000009-032.xls


Appendix C: Download/Upload File Layout (CSV File)

The following field layout is the exact specification of the file download when you select ‘Character

Separated Values (.CSV)’ as the file output. The OCS WEB system will expect uploads back into the

system with the exact same layout and ^ delimiters. Failing to follow this layout will result in data not being

properly uploaded back into the OCS WEB application.

Note: Many of the fields in this interface are not currently used by DTNA. They cover other Free Trade

Agreements. They are in this layout for future growth.

Field description Type/Length Size Comment

Company Varchar2(2) 2 OCS WEB internal use- please do not manipulate

this field

Plant Varchar2(2) 2 OCS WEB internal use- please do not manipulate

this field

Agreement Varchar2(10) 10 FTA- Dot not manipulate this field

Document Number Varchar2(15) 15 OCS WEB internal use- please do not manipulate

this field

Supplier Number Varchar2(15) 15 OCS WEB internal use- please do not manipulate

this field

Part Number Varchar2(30) 30 Your Customer’s reference to your supplier part.

Please do not manipulate this field

Supplier Part Number Varchar2(100) 100 Your reference to the part described for this line.

Please update this field if NULL

Blanket Period Effective Date Date 10 MM/DD/YYYY

Blanket Period Expiration Date Date 10 MM/DD/YYYY

Country of Origin (CO) Varchar2(20) 20 Update this field with your known Country of

Preferential Origin

Country of Origin (MA) Varchar2(2) 20 Update this field with your known Country of

Origin- this is not required for documents that are

not “MA” as indicated in the “Agreement” field

above

CO Certification Line Status Varchar2(2) 2 01 … Certified

(If certified these fields are REQUIRED:

Preference Criterion, Producer Indicator, Net Cost

Indicator and Country of Origin)

35 … Unknown

50 … Not Certified

(If NOT certified these fields are REQUIRED:

Certification Status and Country of Origin)

53… Part is obsolete

(If obsolete this field is REQUIRED: Certification

Status)

54…Part is not recognized

(If not recognized this field is REQUIRED:

Certification Status)


Preference Criterion Varchar2(2) 2 Enter data as required per FTA

Producer Indicator Varchar2(15) 15 Enter data as required per FTA

Net Cost Indicator Varchar2(2) 2 Enter data as required per FTA

Net Cost Date From Date 10 Enter data as required per FTA

Net Cost Date To Date 10 Enter data as required per FTA

Traced Value Number(16,6) 20 Enter data as required per FTA

Traced Value Currency Varchar2(3) 3 This should be “USD” if Traced Value is used

above.

Vehicle Country Varchar2(70) 70 Not used at this time

Engine Country Varchar2(70) 70 Not used at this time

Kit Varchar2(70) 70 Not used at this time

Drawback Claimed ? Varchar2(1) 1 Not used at this time

Drawback Value Number(16,6) 20 Not used at this time

Drawback Currency Varchar2(3) 3 Not used at this time

Bonded Good ? Varchar2(1) 1 Not used at this time

Source Code Varchar2(10) 10 OCS WEB internal use- please do not manipulate

this field

Process Indicator Varchar2(15) 15 OCS WEB internal use- please do not manipulate

this field

Type of Document Varchar2(10) 10 OCS WEB internal use- please do not manipulate

this field

Document Response Type Varchar2(1) 1 OCS WEB internal use- please do not manipulate

this field

Document Info Varchar2(250) 250 OCS WEB internal use- please do not manipulate

this field

Document Line Info Varchar2(250) 250 OCS WEB internal use- please do not manipulate

this field

Supplier Tariff Number 1 Varchar2(13) 13 Not used at this time



External Document Number Varchar2(30) 30 OCS WEB internal use- please do not manipulate

this field

External Modification User Varchar2(30) 30 OCS WEB internal use- please do not manipulate

this field

External Modification Date Date 10 OCS WEB internal use- please do not manipulate

this field

Manufacturing Process

Description

Varchar2(4000) 4000 Not used at this time

Rule of Origin Varchar2(250) 250 Not used at this time

Origin Criteria Varchar2(30) 30 Not used at this time

NRM Code Varchar2(10) 10 Not used at this time

CNPJ Number Varchar2(20) 20 Not used at this time


Accumulation Flag Varchar2(1) 1 Set to “1” if the part does not qualify for NAFTA,

but you would like to indicate it’s accumulation

value (OM Value, Base Currency, Pref Criteria and

Certification Status fields below are required if this

field is set to a “1”)

OM Value Number(15,4) 16 Originating Material Value of the part

Base Currency Varchar2(3) 3 This value will be “USD” for US Dollars.

Total Net Cost Number(15,4) 16 Not used at this time

Part Description

HTS

Formatted Part Number

Varchar2(80)

Varchar2(6)

Varchar2(80)

80

6

80

OCS WEB internal use- please do not manipulate

this field


this field


this field

Color Schemes

System Field - do not change - fields must be populated

Required Field - please enter data here

Optional Field - ALL free trade agreements

Optional Field - only NAFTA CO

Optional Field - only NAFTA MA

Required Field - only MERCOSUR

Example of a single record file download:

DT^NA^NAFTA^C090000492-

002^SBSUPP^12345678SB^12345678SBSB^01/01/2009^12/31/2009^US^^35^B^NO(2)^NO^^^^^^^^^^^^

MANUAL^COMA^CO^C^^^^^^^^^^^^^^0^^^^SPECIAL INVOLUTE WIDGET

Note: The above data does not include any carriage returns. A single record should occupy a single line


Appendix D: Error Messages

While using OCS WEB you may receive a ‘Warning’ message (yellow caution sign) or an ‘Error’ message

(red stop sign). The following table is intended to guide you through the meaning of these errors and offer

assistance of what to do in order to remedy the problem.

Error Message Structure

Error messages are constructed via the following:

1. Record (Part) Identifier- The field (part) that initiated the error.

2. Error Description- The textual description of the root of the problem with the record (part).

3. Records Saved – Showing if the FTA data for any or all of the records (parts) was saved.

Error Messages and Resolution

Message Comments &

Resolution

The part was marked ‘Not

Certified’ but the ‘CO

Country’ field was left blank.

The ‘CO Country’ field

MUST be completed to

resolve this error.

A value was entered into the

‘Origin. Material Value’ field

but the ‘Base Currency’ field

was left blank. The ‘Base

Currency’ field MUST be

completed to resolve this

error.


‘Traced Value’ field that was

higher than the value of the

part. The ‘Traced Value’

MUST be equal to or lower

than the value of the part to

resolve this error.



‘Traced Value’ field for a part

that originated from a non-

NAFTA country. Traced

Value is only required for

parts originating from a

NAFTA country.

NOTE: The system will save

the COO and will delete the

Traced Value in this case.

An attempt was made to use

one of the tabs in the blue

tool-bar on a document that is

in the wrong ‘Document

Status’ to perform that action.

The document MUST be in

the correct ‘Document Status’

to resolve this error.

An attempt was made to use

the ‘Copy’ tab in the blue tool-

bar to change the blanket

period of the document

outside the year of the existing

document. The ‘Valid From’

and ‘Valid To’ dates MUST

be within the same year as the

existing document to resolve

this error.

Data was entered into the

downloaded file that does

NOT match the field options

in the drop-down menus

within the document. The

data entered into a

downloaded file MUST match

the field options in the drop-

down menus within the

document to resolve this error.


#1) Error Message:

#2) Resolution: Click the following button to enable "IE compatibility view".

#3) Next Step: Log back into OCS Web, the error should be corrected.

If this error message appears

when you try to use any of the

tabs in the blue tool bar (i.e.

Approve, Print, Download,

Upload, Revoke, etc) then you

need to enable the "IE

compatibility view" (as shown

in screen-shot #2, below).

Then log back into OCS Web,

the error should be corrected.


Information

Location of document:

P:\Customers D – F\Freightliner\NA Project\05 Documentation

Document History

Version Date Description Author Status

1.0 08/19/2008 Document creation Judy Brannan Distributed

1.1 05/29/2009 Updates corresponding to OCS WEB improvements

Judy Brannan Distributed

1.2

7/23/2009 Updates corresponding to OCS WEB improvements

John Hill Distributed

1.7 11/07/2013 Updates corresponding to OCS WEB improvements

Molly Montgomery

Link Posted in OCS Web and

Distributed