WebEDIFACT® - collective despatch advice tutorial

  1. Creating a collective despatch advice
  2. Editing a collective despatch advice
  3. Sending a collective despatch advice
  4. Creating invoices from a collective despatch advice
  5. Appendix: Changing form field settings
Read the WebEDIFACT – Getting Started tutorial to learn the basic features of WebEDIFACT.

Creating a collective despatch advice

In WebEDIFACT®, you can merge more than one order into a collective despatch advice.

Follow these steps to create a collective despatch advice:

Click OUTBOX in the menu at top.
The OUTBOX page opens.

Click Create New Document...

Click a file recipient. The file recipient is the EDI partner you wish to send the collective despatch advice to.
All addresses and names in this tutorial are fictitious.

You will have other EDI partners in your WebEDIFACT® customer account.
Click Create Collective Despatch Advice...

Select the orders you wish to merge into a collective despatch advice.

Now click the Create... button at top.

A dialogue window displays showing details of the steps to be carried out.

Click Yes at the bottom of the dialogue window.

The Collective despatch advice form now displays.

The following details are copied from the orders to the collective despatch advice:

  • Partners
  • Document number and date of each order
  • Line items

If the Partners (i.e. the market) and the Reference documents (order document number) are not visible in item rows, you can make them visible.

View the appendix on Changing form field settings below to find out more about showing fields.

Editing a collective despatch advice

Each time you click Save in the form, a plausibility check is done of the document.

Here, the software checks whether the document date has been entered, whether a partner and items have been specified etc.

Any errors identified are listed above in the form.

A collective despatch advice is edited in the same way as a despatch advice.

View the WebEDIFACT® – despatch advice tutorial for further details.

The despatch advice tutorial explains:

Sending a collective despatch advice

If the plausibility check results in no errors, the Send button displays automatically.

Click the Send... button.

This next page gives an overview of all documents you have selected to be sent. Only one document is shown in the example here.

Now click Send to actually send the document.

Transmission was successful is displayed on the next page.

Now click Archive.

The next section explains how you use the archive to create invoices from a collective despatch advice

When sent, documents are automatically moved from the OUTBOX to the ARCHIVE.

Go to the archive by clicking ARCHIVE in the menu at the top.

Archived documents can no longer be edited.

Archived documents can be duplicated or copied to other documents, though.

Creating invoices from a collective despatch advice

WebEDIFACT allows you to create invoices from a collective despatch advice.

Go to the archive by clicking ARCHIVE in the menu at the top.

Click the magnifying glass icon next to the collective despatch advice document

A new page displays, showing the complete document details.

From the drop-down list labelled Takeover to, select the Invoice.

Now click the OK button at right.

A new page displays, showing the orders from the collective despatch advice.

Here you see all of the orders that you previously merged into one collective despatch advice.

A new invoice is created for each order.

By choosing 'Invoice 1' for each order, you have the option to create only one invoice.

Click Create invoices.

A page then displays, showing the invoices that were created and saved to the outbox.

You can view the new invoices in the OUTBOX.

To do this, click OUTBOX.

You can now edit and then send the invoices.

Click the magnifying glass icon next to an invoice to open the invoice form.

Appendix: Changing form field settings

Here we show you how to display, in the form, partners (i.e. the market) and reference documents belonging to one line item.

Click Show / Hide line item fields in the LINE ITEMS panel of the document form.

A new web browser tab opens, allowing you to show and hide item fields.

In the ALL AVAILABLE FIELDS list,
(1) select the item labelled Reference Documents and then
(2) click the → (arrow) button.

The Reference Documents item is moved to the list at right, labelled FIELDS DISPLAYED IN DOCUMENT.

The Reference Documents item is appended
to the bottom of the FIELDS DISPLAYED IN DOCUMENT list.
Scroll down to see the Reference Documents item.

Now check the Editable option under Field Properties

Editable fields can later be edited in the form.
‘Read-only’ fields, in contrast, cannot be overwritten.

You can change the settings for the Partners field in the same way.

In the end, you should see two new fields in the list labelled FIELDS DISPLAYED IN DOCUMENT:
Reference Documents and Partners.

Finally, click Save.

You can now close the current tab and return to the document form web browser tab.

Return to the document form.

You need to refresh the form to see the item columns you just reconfigured.

To do this, press the F5 key on your keyboard or click your web browser’s ‘Reload page’ button.

Two additional item-level columns should now display in the form: Reference documents and Partners.


Thank you for your attention!

If you have any questions about WebEDIFACT®, call us at +49 (0)821 24659-0 or write us at info@edicenter.de


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