AMPHIRE SOLUTIONS
Electronic Community Manual
Amphire Electronic Community Manual
Table of Contents
THE ELECTRONIC COMMUNITY
3
1. Welcome to the Amphire Connect Community!
Minimum System Requirements
3
3
2. Logging in to the Amphire Community
4
3. Community Logon Management
Accessing Community Logon Management
Creating a new logon
Filter/Search an existing logon account
Modifying an existing logon account
6
6
6
7
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4. Role Management
Accessing Role Management
Creating a new role
Modifying role permissions
Deleting a role
9
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10
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5. Document Tracking
Document Search Criteria
Viewing Documents
Navigating Document Tracking
Related Document History
Re-sending documents
Document Status
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13
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6. Reports
Accessing Reports
Generating the Billing Detail Report
Reformatting a report
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Appendix A - Retrievable Documents
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The Electronic Community
1. Welcome to the Amphire Connect Community!
The Amphire Community has been developed to provide real-time information to the
users of Amphire Connect. This interface offers the use of practical interactive tools and
access to current information about transactions.
Minimum System Requirements
In order to utilize all of the advanced features of the Amphire Community, your computer
must meet the following minimum requirements:
• Internet Connection
28.8 – However, 56k or higher is recommended
• Browser
Microsoft Internet Explorer™ Version 5.01 or higher
• Browser Settings
Cookies enabled
Javascript enabled
ActiveX Download enabled or prompt
Run ActiveX controls enabled
• Computer
Pentium II™ or higher
64 Meg of Ram or higher
16 Meg Video Card capable of running at 800 x 600 resolution or higher
4 gig Hard Drive or higher
• Supported Operating Systems
Microsoft Windows 98™, Microsoft Windows ME™,
Microsoft Windows NT™ with Service Pack 6a or higher, Microsoft Windows
2000™, Microsoft Windows XP™
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2. Logging in to the Amphire Community
1. Open web browser
2. Go to www.amphire.com
Note: While the trading partners are in the testing phase of integration, the user must
view data through Amphire’s test system at www.staging.amphire.com
3. Select the Secure LogIn button located in the upper right corner of the screen
4. Open the drop down menu next to the Application field
5. Select Supplier Community or Distributor Community depending on your role
6. Enter your Username and Password in the fields provided
Note: The password is case sensitive. If you have not received your Username and
password, please contact Amphire at [email protected]
7. Select the Login button
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The system will direct the user to the main menu for the Electronic Community.
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3. Community Logon Management
Community Logon Management allows an administrator to create or delete user logons
and modify user settings and passwords. Access to Community Logon Management
should be limited to the System administrator role or roles created specifically for an
administration purpose. Logon Management must be completed before moving to Role
Management.
Accessing Community Logon Management
Log into the Amphire Community and select Community Logon Management from the
Main Menu.
Note: If this is not an option, your role does not have sufficient privileges to
create and modify logons.
Creating a new logon
Select the Create Account located in the upper right portion of the screen.
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You will need to enter the following information:
1. Login – Enter the username of the logon
2. Password – Enter the user’s password here
3. Account Status – Select whether the account is Enabled or Disabled
4. Add to role – Select the role(s) of the logon
5. Filter Group – This functionality has not yet been enabled
6. First Name – The user’s first name
7. Last Name – The user’s last name
8. Email – Enter the user’s email address here
Note: This field is required for email notifications from Amphire
9. Buyer ID – This field is not required by Amphire but may be valid for partner
internal data
10. Phone Number – This accounts contact number
After entering new logon information, select Save Changes.
Filter/Search an existing logon account
A list of accounts will be displayed when the Select Account pull down menu is
activated but the system also allows the user to search for a specific account.
Select Filter/Search from menu bar
When using the Filter feature:
1. Activate the pull down menu in the View list box
2. Select either By Last Name or By Logon Name
3. Activate the pull down menu of the Filters list box
4. Select the desired filter
5. Select Go to execute the query
When using the Search feature:
1. Enter the text of the logon in the Search Text field
2. Select Last Name and/or Logon Name in the Search Within field
3. Select the Search button to execute the query
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Modifying an existing logon account
Once a logon account has been displayed, it is possible to modify any of the information.
However, it is important to remember that the account of the System Administrator can
not be modified to a Disabled status.
If any changes are made to a logon account, select Save Changes to activate.
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4. Role Management
Access to individual applications within the Amphire Community is granted to each user
through the assignment of Roles. The definition of user functionality is also determined
through these assignments. For example, a Technical role may be tailored to access
document transmission times, EDI control numbers, and receipt status. A Customer
Service role can be set up differently in order to view and print Purchase Orders or
generate Purchase Order Confirmations.
Multiple users can be attached to the same role which grants them equal access In
addition, a user may be assigned to multiple roles, which allows the user access to the
cumulative features specified in all roles the user is assigned to. Roles describe users’ job
functions and assign access appropriately.
Note: If you do not see Role Management listed in the Main Menu, your role does
not have sufficient privileges to access this feature.
Accessing Role Management
Once logged into your company’s community, select Role Management from the Main
Menu. On the Role Management screen, select the role to be modified from the Current
Role drop down list. This will allow the creation and deletion of a role, the modification
of role permissions or the assignment of role functionality. It is also possible to rename
the role from this screen.
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Creating a new role
From the Role Management console, select the Create link located in the right hand
portion of the screen. Enter the name for your new role in the Role Name field and select
the Add button.
Modifying role permissions
Indicate the role to be modified by activating the drop down menu labeled Current Role
and highlighting the desired option. The system will display the functionality assigned to
this role. If modification is desired, activate the drop down menu associated with any
feature of the community. Choose the access that is appropriate for the role.
When modification have been made to the functionality of a role, the user must select
Update to save the changes.
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Deleting a role
To delete a role, click the Delete link located in the command line above and to the right
of the screen. A prompt will confirm deletion.
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5. Document Tracking
The purpose of Document Tracking is to provide Amphire Community partners with
access to information about data sent and received by Amphire. In order to access this
feature; select the Document Tracking link from the Amphire Community Main Menu.
Document Search Criteria
The Amphire Community Document Tracking feature has the ability to search data
based on a number of different specific options. Options include Date, Document Type,
Partner, Document Status, PO Number, Amphire Tracking ID, or Ship to DUNS number.
These options can be user specified in the menu on the left side of the screen. Check each
option to be used as search criteria and select the Submit Criteria button when complete.
Individual users can save their specified criteria by selecting the Save Criteria button.
Search criteria may be identified as separate options or in combination with others. If
desired, the system also allows for Incoming Criteria to be identified separate from that
of Outgoing Criteria.
Search Criteria
All Groups
This option is the initial system default. It is possible to search for both, the buy and sell
side applications of Amphire Solutions. If this is not the desired setting, the user must
select the appropriate group from the list. To activate the list, de-select the All Groups
check box.
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All Partners
This option is the initial system default. If a specific partner is desired, deselect All
Partners and select the appropriate name from the list. This list is built dynamically.
Only partners that have previously either sent or received data will show on this list.
All Documents
This option is the initial default view. If a specific document type is desired, deselect All
Document Types. The list of document types is built dynamically. Only document types
previously sent or received data will show on this list.
All Status
Indicate the status of the documents to be gathered with the search.
From Date
The date the user would like to use to begin the search.
To Date
The date the user would like to use to end the search.
Additional Search Criteria:
Tracking Number
Purchase Order (PO) Number
Duns & Bradstreet Number
Viewing Documents
To view any document listed, select the underlined document.
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Navigating Document Tracking
The Incoming Tab
Select the Incoming tab located in the upper right hand portion of the screen. This option
allows the user to view and re-send all documents sent to their organization. Data can be
viewed in the raw form or in an easily understandable non-technical display.
Related Document History
Many related documents are used during the “order to cash” cycle. For example, an
Invoice Document can be related to a specific Purchase Order.
Using the Tracking link, the user can verify the current status of a document as well as
the status of any document related to it. The Related Documents view will also show
each step of the tracking history of a specific document. The new window will list any
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related documents. Selecting the icon at the top of the window will show detailed
information and the timestamp for each status the document passed through.
Re-sending documents
Occasionally it may be necessary for a document to be re-sent to your organization.
Locate the document in the Incoming Tab and re-send the document by selecting the
hyperlink labeled Re-send. A new copy of the document will be resent from the Amphire
system using established channels.
The document list displayed will include Purchase Orders, Purchase Order Confirmations
and Acknowledgments.
The Outgoing Tab
Select the Outgoing tab located in the upper right hand portion of the screen. This option
allows the user to view documents sent to other organizations. Data can be viewed in the
raw form, as sent or it can be viewed in the format being received by the trading partner.
Also, the data can be changed to an easily understandable, non-technical display.
Select the icon located in the IN column to verify raw data sent to or received by trading
partners. The Out column tab will show raw data sent to Amphire and the data Amphire
sent to the trading partner.
Note: If the data received appears as one continuous line, select the NonStreamed view to organize the document into a more readable image. To revert
back to the original view, select the Streamed button.
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To print the document, select the Print Document button.
Select the link in the Document (Ref) column to view the data in a user friendly format.
To print the document, select the Print Document button.
Select Close Window button to exit.
Document Status
Current status of any document will be shown in the Status column. The meanings of
each status can be displayed by selecting the hyper-linked code. For instance, if the
document is in error, more detailed information about the error selecting the word Error.
The list of status codes is as follows:
Received
Indicates the document has been received by Amphire and will begin processing
immediately.
Processing
Indicates the document is currently being processed by Amphire. Document processing
involves applying trading relationship business rules, logging document information to
the database and reformatting the document as required by the destination partner.
Sent
Indicates the document has been processed by Amphire and has successfully been sent
via the destination partner'
s defined transport mechanism. Depending on the destination
partner’s choice of transport mechanism, the document may have been sent directly to
their system, may have been sent to a Value Added Network (VAN) for further routing
and delivery, or it may have been delivered to their local Amphire mailbox for later
pickup.
Delivered to Inbox
Indicates the document has been processed by Amphire and has successfully been
delivered to the destination partner’s web based mailbox. This status applies to partners
who do not receive documents electronically, but rather receive their communications via
Amphire’s web based applications.
Received (VAN)
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Indicates the document was received at the Value Added Network (VAN). This status
only applies to trading partners who utilize VAN services for receipt and delivery of
documents, and is set when the VAN returns to Amphire a receipt document indicating
successful reception of the original document.
Received (Partner)
Indicates Amphire has received a delivery receipt for this document. This status only
applies to those partners who transmit delivery receipt documents back to the sender to
verify the successful receiving of the original document.
Error
Indicates the document has failed to process through the Amphire system. Documents
with this status trigger an alert to Amphire personnel where appropriate steps are taken to
resolve the issue. By clicking the red "Error" link, information related to the issue may be
seen.
Held for further processing
Indicates that document processing was suspended due to a business rule condition.
Because some business processes are time sensitive or rely on other documents or
actions, documents in this status will be held until a future action causes processing to
resume.
The Preferences Tab
Select the Preferences tab located in the upper right hand portion of the screen. The
Preferences Tab allows individual user customization of Document Tracking.
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Settings that can be altered:
Keep Date Settings on Change
When selected, this setting will maintain specified search date criteria between Incoming
and Outgoing view changes. When not selected, the search date criteria will default to
include all documents from yesterday and today.
Hide Criteria Results
When selected, the Criteria Menu will minimize to the upper left-hand corner of the
Results Screen when results are returned. To specify new selection criteria, select the
option from the Criteria toolbar. When not selected, the Criteria Menu will remain in
place after each set of results is returned.
Default Directional View
Select the Incoming view as the default to view inbound documents. Select the Outgoing
view as the default to view outbound documents. When entering Document Tracking the
desired default view will display.
To save changes in the Preferences Tab, select Update.
The Notifications Tab
The Notifications tab allows a specified user to be notified when certain document(s)
arrive from specific partners. Different notification rules may be specified for varying
partner/recipient combinations.
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Note: In order to receive notifications there must be a valid email address
identified for the user in “Community Logon Management”
To create a new Notification rule:
1. Select the Notifications tab
2. Enter a descriptive name for the Notification rule (i.e. “ABC Distributor
Notification”, or “Jim’s Notification”)
3. Select the trading partner or partners the user will receive alerts for in the When
documents from… field or for all partners, choose All.
4. Select the community user or users who will receive the alerts in the Arrive, notify
the following user(s) field or for all users, choose All.
5. Select Update to save changes.
To edit or view a Notification rule
Select the desired rule from the drop down menu, or click the left/right navigation buttons
until the rule is found.
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6. Reports
Reports give detailed information on monthly transactions and billing detail.
Accessing Reports
Log into your community and select Reports from the Main Menu.
Generating the Billing Detail Report
1. Select Report in the Change Settings drop down menu
2. Select Billing Detail
3. Select View Report in the Format drop down menu
Note: Report data for a given month will be available only at the end of a month.
4. Select the Year, Month, Sort and Direction of the report in the Parameters window.
5. Select Run Report
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Reformatting a report
After defining the report criteria, it is possible to select the Report/Format option and
elect a new format. If one of the downloadable options is selected, the user will be
prompted to identify a saving location on the local machine. Downloadable reports are
delivered in a comma separated values format (CSV) that is viewable in any spreadsheet
application.
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Reports are offered in the following formats:
1. On screen viewable
2. Downloadable file (zip)
3. Downloadable file (self extracting executable)
4. Chart (if data supports charting)
5. PDF
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Appendix A - Retrievable Documents
1. Amphire Purchase Order
2. Amphire Confirmation Document
3. Amphire Advanced Shipping Notice (ASN)
If these documents are not being received by the Partner organization or if additional
documents are needed, please contact Customer Support at [email protected].
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