Partner Training Manual

Copyright © 2019. Infor. All Rights Reserved.

Partner Training Manual

Coles Supermarkets

October 2020

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Tip for Printing the Training ManualFA C T O R Y M A N A G E M E N T T R A I N I N G M A N U A L

In the event you must print out the

Training Manual, it is suggested to

apply Fit under Size option in the

Page Sizing & Handling section.

Click Fit.

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Agenda

S E C T I O N T O P I C

0 1 Introduction and Overview

0 2 Logging into Infor Nexus

0 3 Order Management

0 4 Order Collaboration

0 5 Order Assignment

0 6 Plan to Ship

0 7 Packing List

0 8 Transport Manifest

0 9 Invoice Management

1 0 Document Folder

11 Deduction Management

1 2 Administration and Reports

1 3 Customer Support

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Introduction and Overview

SECTION 01

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Introduction to Infor NexusI N T R O D U C T I O N A N D O V E R V I E W

Infor Nexus is a global trade collaboration platform that connects Buyers, sellers and

Service Providers in a hosted software network. The solution provides a common

platform for Coles Supermarkets for collaborating with the Suppliers, automating key

processes including Order Collaboration, booking process (Plan to Ship, PTS), Packing

List, and Invoicing management.

▪ Order Management

▪ Order Collaboration

▪ Plan to Ship (PTS)

▪ Packing List

▪ Transport Manifest

▪ Invoice Management

▪ Deduction Management

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Coles Process WorkflowI N T R O D U C T I O N A N D O V E R V I E W

2a. Order Collaboration

4a. Create Plan to Ship

Consolidators

5. Create Packing List

(From Plan to Ship)

4b. Approve Shipping Order

Coles

1. Send PO/POA

2b. Order Collaboration

8.Commercial Invoice

7. Create Commercial Invoice

8. Document Upload

6. Generate Transport Manifest to

release Goods Receipt Note

Suppliers3. Order Assignment

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Security Rights Required for Coles’ Workflow

M O D U L E S E C U R I T Y R I G H T

Order ManagementPurchase Order

Purchase Order Amendment

Order CollaborationOrder Collaboration

Order Collaboration View Right

Order Assignment Order Assignment

Plan to Ship Plan to Ship

Packing List Packing List

Fulfillment Management

Commercial Invoice

Invoice Initiation

Attachment Rights

Document Folder Document Folder Edit

Attachment Rights

Reports

Report Execution Rights

Report Scheduling

Report Design Rights

AdministrationAdministrator

Existing User Management

I N T R O D U C T I O N A N D O V E R V I E W

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Logging into Infor Nexus

SECTION 02

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How to Log into Infor NexusL O G G I N G I N T O I N F O R N E X U S

1. Go to https://network.infornexus.com. The Customer Login page

opens.

2. Enter your User Name and Password.

Tip: For first time logins, the new user will receive a ‘Welcome to

Infor Nexus’ email that contains a Set Password link, which is

valid for 15 days from the day the email is received. Please

click this link to set your password before it expires.

3. (optional) If you are the sole users for your computer, click

Remember user name checkbox to save your User Name.

4. Click Login.

Bookmark: https://network.infornexus.com

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If you are a user with an e-ID

enabled, you are still required

to enter the Access Code.

https://network.infornexus.com/

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Use the main navigation bar to navigate to different areas of the platform, view your tasks, access resources, create transaction

documents, run reports, and explore system tools.

About the Main Navigation Bar

Tab Description

Home Access quick-links to the most common features on the platform.

Tasks View and access work that has been assigned to you and your company.

Applications Use the drop-down on this tab to view documents or track the status of your current transactions.

Tools Use system administrative functions and manage integration events.

Analytics Use the drop-down on this tab to view, schedule, design and run reports.

Create Start a new system transaction such as a new Invoice.

Global Search Use the global search function to do a document search on the platform or look up a navigation/transaction item.

HelpUse the drop-down menu to access Documentation Central, Training Calendar and identify the administrators of your

organization.

User Icon Use the user icon to access your profile, change password or log out.

L O G G I N G I N T O I N F O R N E X U S

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Note: Despite the different UI look and feel between the classic homepages and the new homepage, no existing

function is being altered. The navigation menu still stays at the top of the platform and the options offered remain

the same no matter how users navigate through the system.

Overview of the Home Pages

Upon login, you are presented with three options on the Home page: Trade Home, Transportation Home, and Try

the New Homepage. Click on the tabs to switch to different home pages.

▪ Trade Home: Access for P2P/FM solution and download the latest training manuals via Community Shared

Attachments under the Trade Home Page.

▪ Transportation Home: Access Supply Chain Visibility solutions.

▪ Try the New Homepage: Customize and organize your own workspace by designing pages and adding widgets.

Go to the next slides to learn more about the features of each Home page


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About the Trade Home Page Click the Customize link

to make customizations to

the specific section.

Quick links to popular /

favorite reports

Links to resources,

help tools

Look for general

updates in

Bulletin Board

Modify the first screen you want to see after

login

Find the latest training material or bulletins under

Community Shared Attachments section.

Click to go to Home page


▪ The Trade Home Page contains the Main Menu

Table, which provides another means of accessing

the system’s functionalities. This allows users to

view a summary of the available features as you

navigate the system.

▪ Users can customize some of the sections that

appear on the Trade Home Page by clicking the

applicable Customize button.

▪ Users are able to access general updates in the

Bulletin Board section as well as customer training

documentations in the section of Community

Shared Attachments.

Note: The presented home Page options depend on

your organization configurations.

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About the Transportation Home Page

Quick Search & Advanced Search

(Learn more about the Advanced Search via

Documentation Central)

Short Cut to Screens

Saved Views

▪ The Transportation Home page contains

Quick Search bars that helps you quickly

find the transaction documents as well as

offers link for Advanced Search if more

filtering criteria is needed for the search.

▪ Users can utilize the short cut links in the

Solutions section to land on the specific

screen instantly and work on their tasks.

▪ Users can also access to results from

historical quick search or advanced search

saved in the Saved Views section.

Note: The presented home Page options

depend on your organization configurations.


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Common Default Widgets

About the New Home Page

▪ Clicking the “Try the New Homepage” tab brings you to the New Homepage, which helps you organize and

customize your workspace by providing you a high-level view of important tasks.

▪ The New Homepage is designed to give you insights, to call exceptions to your attention, and to provide direct

links to the areas within the application. This enables you to work smarter, faster, and more efficiently.

The first time

you go to the

New Homepage,

you will land on

the Starter

Homepage.

From here you

can start to

create your own

customized

homepage and

add widgets.

Link to return to classic Homepages

Click the ellipsis

icon to start

creating new

homepages or

navigate to other

desired

homepages.


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How to Create a New Page

1. Click the ellipsis icon.

2. Select New Page from the dropdown menu.

3. On the New Page pop-up window, enter Title, Description, and select a Page Color for your new page.

4. Click Create.


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How to Add Widgets1. On the page you created, click Add Widget.

2. On the Widget Catalog, expand the Categories section and select one of the

categories displayed. For example, Utilities.

3. Click the + icon on each widget to add them to the page. For example, Bulletin

Board and Resources, and Shared Attachments.

4. Click the X icon to exit the Widget Catalog. The widgets are added to the page.

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Order ManagementSECTION 03

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Order Management OverviewO R D E R M A N A G E M E N T

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Pro

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PO Raised &

Amended

PO Collaboration

& AcceptancePTS Raised

Shipping Order

Raised and

Accepted

Packing List

Created

Order Collected

and Delivered

Payments

Issued*

Freight Cargo &

Goods Receipts

Received

Order Received

at Port of Origin

Commercial

Invoice Created

Documentation

Uploaded

Shipment

Booked

Customs

Clearance

Order Delivered

to Port of

Destination

Transport

Manifest Created

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Highlights of Purchase OrdersO R D E R M A N A G E M E N T

▪ Coles’ ERP system will automatically transmit Purchase Orders to Infor Nexus.

▪ The PO is created in Infor Nexus with the same PO number as it is in Coles' ERP and with PO lines status

as "Unconfirmed".

▪ Supplier can find all versions of the PO and audit trail in the PO folder.

▪ Where agreed, some POs can be changed to no charge POs and are identified with a Do Not Pay flag.

You will still need to provide an invoice for these POs but they will not be paid by Coles.

▪ If a Purchase Order has to be canceled, Supplier user should go to the Order Collaboration and change

the Quantity to 0 for all order lines in the Purchase Order. (For detail instruction, please refer to “How to

Propose Changes to a PO Line” slide in Order Collaboration section of this training manual.) Coles will

trigger a POA for the changes once the cancelation is confirmed.

▪ Suppliers can elect email notification or schedule reports for newly issued Orders, amended Orders along

with a PO PDF.

Note: The Confirm and Decline buttons at the upper right corner of the PO

page are not used by Suppliers. Suppliers should only Confirm or Cancel a PO

through Order Collaboration. Please refer to the next section for instructions.

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About the Purchase Order Status

Order Status Description

Unconfirmed The Purchase Order is awaiting confirmation by Suppliers.

OpenThe Purchase Order is Active, approved and confirmed by both Coles and

Suppliers.

CanceledThe Purchase Order is canceled. Not visible for downstream document

creation.

Pending AmendmentThe Purchase Order has an open version. However, the latest amendment

to the PO is still pending activation.

Closed The Purchase Order is closed after the order is fulfilled.

O R D E R M A N A G E M E N T

As a Purchase Order moves through the workflow its status changes. Use the table below to view the

possible Purchase Order Statuses in the Infor Nexus Platform.

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How to Find an Order on the Orders Page

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1. Click Applications -> Orders.

2. Use search filters, e.g. entering the Order number in the Order # field, and then click Apply.

Tip: Click the dropdown of the specific filter field and select a formula to define your search.

3. Click the Order link or the folder icon to access the order.


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About the Order

Pg. 1 of 6


the Collaboration Status link to directly

access the Order Collaboration screen of

this specific Order.

Order Tabs

Order Status

The Order has five tabs:

▪ Overview: The Overview tab provides the Order Details,

Parties, Required Documents and Additional Terms.

▪ Line Items: The Line Items tab provides detailed

information (e.g., size breakdown and more) for each Line

Item on the Order.

▪ Related: The Related tab provides access to all documents

related to the Order. i.e., Plan to Ship, Shipping Order,

Packing List, Shipment, etc.

Note: The document(s) presented will be varied subject to

the solution adopted.

▪ History: The History tab provides all versions of the Order

and allows users to compare different versions.

▪ Amendments: The Amendments tab provides details on

Purchase Order Amendments.

Access additional

options

http://myportal.infor.com/graphicsupport/




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About the Order - Overview PageOverview

page

Order Progress

Order Details section

displays Order terms

and custom reference

fields

Parties section shows

all parties involved in the

transaction

Additional Terms section

states the terms the Vendor

need to acknowledge for the

transaction


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Click View PDF to

print the PO PDF.

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About the Order – Line Items Page

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To view detail status of the Line Item, click on the applicable Line Item on the left, all Line Item

Information is displayed on the right of the screen.

Selected Line Item is

highlighted in blue.

Line Items page

Details of the selected line items (e.g., size

breakdown and more) are displayed on the right.


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Click the applicable

document to view.

About the Order – Related Page

The Related tab provides access to all documents related to

the Order, such as Plan to Ship, Shipping Order, Packing List,

Shipment.

▪ To review the document, click the Document’s Reference

Number. The document opens in a new window.

▪ Each section displays key information regarding that

particular document.


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Related page

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About the Order – History Page

History page

The History tab is used to track all versions of the Order, and to compare the differences.

▪ Click the View link to view the edit trail of the

document, where you can see the users

who edit it, the organization the user belongs

to, the action the user performed, and the

timestamp of the actions taken.

▪ Use the Compare or Quick Compare

option to view changes made between

different Order versions. – Latest Confirmed to Current: This would be

similar as if the user selected the From as the

most current version and the To as the

Latest in the list of Confirmed Versions.

– Previous to Current: This would be similar

as if the user selected the From as the most

current version and the To as its Previous

Version in the list of Confirmed Versions.

– First to Current: This would be similar as if

the user selected the From as the most

current version and the To as its First

Version in the list of Confirmed Versions.


▪ Click Ellipsis and select View Classic Preview to access the classic Purchase Order - Preview page of the latest Purchase

Order document.

Changes based on comparison are displayed here.

Filter the comparison results to include only rows

that pertain to selected critical scenarios.

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Users can access the Purchase Order Amendments from the Amendments tab.

Pg. 6 of 6


About the Order – Amendments Page

The selected

Amendment is

highlighted in blue.

Use the arrows to

navigate between

the pages.

Amended terms are

displayed under this

section

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Order Collaboration(Supplier Only)

SECTION 04

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Order Collaboration OverviewO R D E R C O L L A B O R AT I O N – S U P P L I E R O N LY

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Pro

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PO Raised &

Amended

PO Collaboration


Shipping Order

Raised and

Accepted

Packing List

Created

Order Collected

and Delivered

Payments

Issued*

Freight Cargo &

Goods Receipts

Received

Order Received

at Port of Origin

Commercial

Invoice Created

Documentation

Uploaded

Shipment

Booked

Customs

Clearance

Order Delivered

to Port of

Destination

Transport

Manifest Created

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Highlights of Order CollaborationO R D E R C O L L A B O R AT I O N – S U P P L I E R O N LY

▪ Once the PO is received in the Infor Nexus system, the PO lines are available on the Order Collaboration for

Suppliers to confirm or propose changes to the PO terms.

▪ Suppliers will continue to go back and forth with Coles, proposing new quantities, prices and dates until both agree to

the PO terms.

▪ Order Collaboration reflects PO lines at SKU/Item Level.

▪ The collaborative fields are

- FF Due Date

- Price

- Line quantity

- Collaboration Reason

Note: Suppliers must enter comments in Comment field, which has character limit of 250 characters.

▪ Split line is not allowed.

▪ If Supplier agrees to a line without any change to be made, they must confirm the line. If they need to propose

change, they make the updates in the corresponding fields and send for Buyer's review.

▪ If an order line has to be canceled, Supplier should enter 0 in the Quantity field; if the whole Order has to be

canceled, Supplier enters 0 in the Quantity field for all order lines in the order.

▪ After the PO is confirmed by both Buyer and Supplier, the Order Collaboration application sends PO file with

confirmed changes to Cole's ERP.

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Highlights of Order Collaboration

▪ Upon receiving the changes, Coles' ERP will send a POA to Infor Nexus as full replacement for the original PO.

▪ Once Orders have been confirmed, Coles or Supplier can propose additional changes. All changes need to be

approved by Coles prior to the Order update being sent to the ERP.

▪ Suppliers can either confirm the PO lines without proposing any changes or negotiating the lines.

▪ If the Supplier confirms the line, the status of Order is updated to Open and Collaboration Status is

updated as Open. The PO is available for the Plan to Ship process.

▪ If the Supplier proposes changes to the line, the Collaboration Status becomes BuyerReview. Coles

will either accept the changes or make counter proposal to the Supplier’s offer:

▪ If Coles accepts, the Collaboration Status becomes Confirmed and a POA will be sent to Infor

Nexus to update the PO status to Open and collaboration status as Open.

▪ If Coles negotiates, the Collaboration Status becomes SellerReview again for the supplier’s

confirmation or further negotiation if needed.

▪ The collaboration must be completed for the entire PO. The Supplier can make adjustments at the line level for

quantity and price. Except the FF Due Date , a PO may only have one FF Due Date .

Note: The proposed FF Due Date must be the same for all Line items on the same Order.

▪ Supplier cannot create a PTS until all lines is accepted and PO in Open status.

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O R D E R C O L L A B O R AT I O N – S U P P L I E R O N LY

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How to Search Orders for Collaboration

3. The search result is displayed, and user can start to collaborate on the PO lines.

1. Click Applications, then Order Collaboration.

2. Use Filters on the left of the page to search for PO lines where suppliers can initiate collaboration, e.g. Collab Item Status = Seller

Review or Open:

a. Select the formula of Collab Item Status as “= is one of”.

b. Select Collab Item Status as SellerReview or Open.

c. Click Apply.

1

Click the formula

list of the specific

filter field and

select a formula to

define your search

3

Tips:

▪ You can enter multiple order numbers in the PO# field to

narrow down the search results of POs.

▪ The Create Date is a required filter, and the system default is

last 30 days.

2b

2c

2a


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Order Collaboration Status Definition

Order Level Line Item Level

Order Status Collaboration Status Line Item Status Collaboration Line Status

• PO is received for Order Collaboration.

• No collaboration has been initiated to the

PO/PO Line.

Unconfirmed CollaborationUnconfirmed

/Open*SellerReview

PO is being collaborated: Suppliers propose

changes.Unconfirmed Collaboration

Unconfirmed

/OpenBuyerReview

Coles accepts Supplier’s changes to PO line

items; pending receipt of POA in Infor Nexus.Unconfirmed Confirmed

Unconfirmed

/OpenConfirmed

• Collaboration is completed without

proposed changes.

• Collaboration is completed and a POA is

received with the respective changes.

Open Open Open *Open

Note: * Suppliers can only initiate collaboration on lines with Collaboration Line Status of SellerReview or Open..

O R D E R C O L L A B O R AT I O N

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About the Action Buttons

Use the action buttons to work on the target POs/ PO Lines for collaboration.

▪ To perform the same action to all the lines within a PO, e.g. confirm all the lines of the PO, select the entire PO.

▪ To perform a specific action to a line only, e.g. edit the line or confirm only this line, select this specific line.

▪ The action buttons are only displayed after user selects POs or Lines.

Click checkbox to select

the PO/Lines.

Action Buttons


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About the Action Buttons

All the action buttons are listed in the table below.

Action Button Function

Submit Save and submit collaboration details to trading partner

Revert Revert to the last submitted state

Mark for Confirm Mark a line for confirmation, save the changes and then come back later to submit the changes

Bulk Edit Click to open Bulk Edit box to update selected lines


Note:

▪ All the action buttons, apart from Submit, requires clicking the Submit button to activate the action that users just

perform.

▪ Reject, Split and Split Remove buttons also appear in the list of action buttons but are not used as part of the Coles

solution.

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▪ Layout, i.e. Order Layout, Line Layout, Flat Layout, can be switched to display each row at different level, by Order,

Order Line or Subline.

Order Collaboration Overview

The aggregator columns

Pg. 1 of 4


The Collaboration View. The view selection enables

which collaboration column layout is displayed.

Click to switch

the Layout

Click + to display sublines if available;

while in Order Layout, clicking + icon

expands both lines and sublines.

Click to go to Message Centre

and view user session related

details/timestamp.

Click to collaborate

lines on Excel

Click to

expand Filter

The current Order Collaboration Flex View. It can

be used to select/configure the filters for Order

Collaboration. Click the list to change View.

The applied filter

criteria is listed here

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Your previous proposal


Pg. 2 of 4

• The sequence of proposals is displayed in chronological order.

• represents proposal made by you.

• represents counterparty proposals.

Order Value

Counterparty proposal

Latest proposal is highlighted

and prefilled for review


Latest comment is

displayed while

historical

comments can be

found in History.

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Pg. 3 of 4

When a user is not reviewing proposals, e.g. Collaboration Status =

BuyerReview or Confirmed, the line is locked and not editable. Note that

the proposals are displayed in chronological order.


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Pg. 4 of 4

When the checkbox is un-selected

When the checkbox is selected

All historical negotiation that has taken place is displayed.

Only current order value and latest proposal is shown.


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1. On the Order Layout, click to display the line item.

2. Click the checkbox of POs/PO Lines.

▪ By confirming at PO, all PO lines including the same PO are confirmed.

▪ By confirming at PO Line, only the selected lines are confirmed, while other lines in the same PO are NOT confirmed.

3. Click Submit. The Collaboration Status is updated to Open and the Order Status as Open.

How to Confirm a PO Line without Changes

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How to Propose Changes to a PO Line

1. On the Order Layout, click to display the line item.

2. Enter or select a value for negotiation. i.e., Quantity, Price, or FF Due Date.

Note:

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If Coles makes counter offers to the Supplier’s proposed changes, the counter values

will be highlighted and prefilled for Supplier’s confirmation or further negotiation.


The proposed FF Due Date must be

the same for all Line items on the

same Order.

3. Select a Reason Code and

enter details in Comment field.

Note: The character limit of the

Comment field is 250 characters.

4. Click Submit. The collaboration

Status of the PO Line changes

to BuyerReview. 1

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4. Enter details in the Bulk Edit box (4a), e.g. Quantity or FF Due Date , select Reason Code

and enter Comment, then click Apply (4b). Note: The character limit of the Comment

field is 250 characters

5. Click Submit.

1. Click to display

lines within a PO or

lines across different

POs.

2. Select multiple lines

within a PO or lines

across different POs,

according to your

business need.

3. Click Bulk Edit.

How to Propose Changes to Multiple PO Lines/Bulk Edit Lines

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4b

4a


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How to Revert Changes

a

b2

The Revert option allows users to cancel unwanted collaboration before submission. It enables the line to revert

to the last submitted state.

a. Click Revert under

the modified line.

b. Or you can select

the lines (b1) and

click the Revert

action button (b2) to

revert multiple lines

together.

b1


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How to Mark for Confirm to PO Lines

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The Mark For Confirm option allows users to save the confirmation first and then come back to submit the confirmation later.

1. Select PO Lines.

2. Click Mark for Confirm.

3. Click Save. Come back later to submit the confirmation when you are ready.


The row is marked as

Marked for confirm.

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How to Save Changes to the PO Header/ PO Line(s)

1

The Save option allows users to save the changes to the PO header/PO Line(s) first, then come back to submit the changes later.

1. Update the designated field of the PO header/PO line(s) (e.g. Quantity, etc.).

Tip: To update multiple PO lines in a batch, select multiple lines first then click Bulk Edit. Refer to the ‘How to Propose Changes to Multiple

PO Lines/Bulk Edit Lines’ slides for more instruction.

2. Click Save. Come back later to submit the changes when you are ready.

Tip: The saved changes are not visible to the counterparty unless they are submitted.

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How to Cancel PO Lines

1. Click to display lines you wish to cancel.

2. Enter 0 in the Quantity field, select Reason Code and enter Comment.

Note: Do not change the Price of the line(s) you wish to cancel.

To cancel the entire PO, enter 0 in the Quantity field for all PO lines.

3. Click Submit. Coles will recognize the cancellation and auto trigger an Order Amendment (POA).


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How to View Order Collaboration HistoryIf needed, users can view the collaboration history per field of a PO line or sub-line. For example, you want to learn about the negotiation

history of the Quantity field, what the original value was, and the negotiation process that results in the current value, complete the following

steps.

1. Next to the PO that you wish to view collaboration history, click the + icon.

2. Check off the Line item you want check, then click the ellipsis icon (2a), then click History (2b).

3. A side panel Collaboration History displays with field-specific information.

Tip: Via History, you can also review historical negotiation comments if any.

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2a

2b

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Order Assignment(Supplier Only)

SECTION 05

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▪ The Order Assignment document is a document created to identify and give visibility to the appropriate

factory/manufacturer to produce items in the Purchase Order.

▪ Suppliers with factories configured in the system can choose to use the OA module to assign POs to the factory,

and only when the factory/manufacture is assigned that they can view the POs which are assigned to them,

create PTS and proceed with the rest of the packing process in Factories Management.

▪ You create Order Assignment for the Order in Open status. You can only assign one PO at a time.

▪ The document is stored in the Purchase Order folder and it can be manually amended by the seller if

necessary.

Order Assignment: Identify Factory/Manufacturer to Pack & Ship

O R D E R A S S I G N M E N T – S U P P L I E R O N LY

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How to Complete an Order Assignment

To complete the Order Assignment task, complete the following steps.

1. Click the Tasks icon.

2. Use the filters to set your criteria and click Search to search out designated Order Assignment task to approve.

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Or you can,

1. Click on Create, then select Order Assignment.

2. Use the filter at the top of the page to locate the order you are working on and click

Select.


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3. Mouse over to Manufacturer 1 box and click the icon to select a Factory.

4. Select from the factory presented on the address book.

5. Click Next.

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6. The system will default the Manufacturer party assigned from previous page. Any changes needed, re-

assign the Manufacturer by selecting from the dropdown list line by line.

Note: Only one Manufacturer Party on one Order.

7. Click Next.

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8. Review the assignment and click Validate; alternatively, any factory change required, you can always click the Edit button

to change the assigned factory before final approval.

9. Click Approve.

10. On the ACKNOWLEDGE SIGNATURE window, click OK to complete the assignment and upon the approval of the

document, the Purchase Order will be visible to the assigned factory to start the Packing Plan creation on Factory

Management.

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Plan to ShipSECTION 06

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Plan To Ship OverviewP L A N T O S H I P

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s

Pro

vid

er

PO Raised &

Amended

PO Collaboration


Shipping Order

Raised and

Accepted

Packing List

Created

Order Collected

and Delivered

Payments

Issued*

Freight Cargo &

Goods Receipts

Received

Order Received

at Port of Origin

Commercial

Invoice Created

Documentation

Uploaded

Shipment

Booked

Customs

Clearance

Order Delivered

to Port of

Destination

Transport

Manifest Created

(57)

▪ Suppliers and factories can create a Plan to Ship from one or more orders with Open as status.

▪ POs must be booked in full quantity; partial booking is not allowed.

▪ A PTS is for a single origin, destination (or intermediate consolidation point), and consolidator. However, for CYH

shipments, multiple POs can be added to one PTS for different final destinations.

▪ PTS must be created 14 days before FF Due Date.

▪ When there are no data entry errors, the PTS move to "Active" status and system will generate a Shipping Order for LSP's

review/approval. The SO's status will be either Accepted or Rejected, which in turn updates the PTS Response status

Accepted or Rejected.

▪ In case of quantity change, Suppliers reopen or cancel an Active or Accepted Plan To Ship and make necessary changes,

but they must first contact LSP to decline the Shipping Order to unlock it. However, cancellation may be rejected if carrier

booking already placed or the shipment is in transit.

▪ If some Order lines are canceled after the PTS is created, first Supplier has to follow the instruction above to unlock and

reopen the PTS, then remove the order from Select Orders page and add it back.

▪ The supplier is required to email a copy of the PTS to DHL office at origin – the same way they do today with SO.

▪ Supplier can utilize the Report Designer to schedule report for POs without bookings within a specific timeframe.

Highlights of Plan to Ship (PTS)P L A N T O S H I P

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Plan to Ship Status

Status Description

New Created, has not been successfully Submitted/Approved. It is the initial status upon creation.

Active PTS has been successfully Submitted/Approved by Suppliers.

Accepted PTS Response document has been successfully received from the Freight Forwarder with acceptance of the PTS.

Rejected Freight Forwarder sends this status on the PTS Response due to a discrepancy.

Reopened

The Supplier has the option to reopen any Active PTS and make necessary changes. When the PTS is reopened,

the status of the PTS will be changed from Active to Reopened status. Once the Supplier submits the Reopened

PTS, the PTS will be changed to Active status automatically and the version number will be increased by 1.

Cancelled Inactivated, no longer can be used.

P L A N T O S H I P

(59)

How to Complete a Booking (Plan to Ship)– via the Create tab

Select a relation from the dropdown

Use Filters to identify searching criteria.

1. Click Create and select Plan to Ship – By Order from the dropdown menu.

2. In the Plan to Ship – Select Order page, set filters, e.g. enter Order # and click Apply to

find the designated Order(s).

Tip: Enter a value in the filter fields and click the dropdown icon in the fields to select a

relation. e.g., use the relation of “= one of” to enter multiple Order Numbers.

Pg. 1 of 8

2

1

P L A N T O S H I P

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3

3. From the searching result, select the Purchase Order.

4. The selected Purchase Order is then displayed in the create list. Click Next.

Note:

▪ Multiple Orders with the same Consolidator, Custom Broker, Shipment Method, Pack Method, Incoterm Location,

Currency, Origin, Shipment Destination and Shipment temperature can be combined on a single Plan to Ship Request.

4

Pg. 2 of 8

P L A N T O S H I P

How to Complete a Booking (Plan to Ship)– via the Create tab

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Pg. 3 of 8

2

You can also create a PTS via the order page.

1. Click Applications -> Orders.

2. Use the filters (e.g. enter PO #) and click Apply to find the designated PO.

3. Click the folder icon.

4. The order page displays. Click “…” on the right and then New Plan To Ship to create a PTS for this order.

1

3

How to Complete a Booking (Plan to Ship)– via the Order page

P L A N T O S H I P

4

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5a

Pg. 4 of 8

On the Identification page, most of the data is populated from the purchase order.

Note: Do Not updated the populated Consolidator (LSP).

5. In the Dates section, click the calendar icon to select an Estimated Cargo Ready Date.

Note: Only an Estimated Cargo Ready Date of -6 days to FF Due Date will be accepted.

P L A N T O S H I P

How to Complete a Booking (Plan to Ship)

5b

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P L A N T O S H I P


Pg. 5 of 8

6. In the Shipment Detail section, verify if the data populated

from Purchase Order is correct.

In addition, the Suppliers need to provide correct Arrival

Location by clicking to open Select – Arrival Location

pop-up and searching the location via the filter.

This will be stamped as Port of Discharge on Shipping

Order and DHL will review and approve/reject the SO.

6

Note: Arrival Location for

Coles shipment should be:

▪ AUSYD – Sydney

▪ AUMEL – Melbourne

▪ AUBNE – Brisbane

▪ AUFRE – Fremantle

▪ AUADL – Adelaide

▪ MYTPP – for any

shipment that is Coles

pack method CYH

Note: You can find the Arrival Location of an Order on the

Order Overview page. Please refer to section 3, Order

Management, of this training manual .

(64)

7. For CY and CYH shipments, click Add in the

Equipment section.

8. For CY and CYH shipments, select Equipment Type

and Count.

9. Click Next to go the Edit Item page.

9

7

8a 8b

P L A N T O S H I P


Pg. 6 of 8

C O N TA I N E R C O D E M A P P I N G

Container Type DHL Container Coles Container

Standard Dry 20 foot 22GP 20GP

Reefer 20 foot 22RE 20RF

Inactive Reefer 20 foot 22HR 20NR

High Cube 40 foot 45GP 45GP

Inactive Reefer High Cube 40 foot 45HR 45NR

Reefer High Cube 40 foot 45RE 45RF

Inactive Reefer 40 foot 42HR 40NR

Reefer 40 foot 42RE 40RF

Standard Dry 40 foot 42GP 40GP

Note: On the left is the full list of container types that you can

select from. Please make sure to select Equipment Type from the list, or you will have to recreate the PTS.

(65)

On the Line Items page, the Total Gross Wt and Total

Volume under the Plan To Ship Summary will be populated

with the total weight and volume based on the PO.

If you’d like to edit it, follow the steps below.

10. Go to the line item you would like to edit, click the

ellipsis and then Edit. The Line Item will be opened for

you to enter measurements.

11. Enter the Weights and Dimensions.

Note:

▪ The weights and volume entered in this window are for

each package count under the respective line item.

▪ Volume Unit must be Cubic Meters.

▪ Weight Unit must be Kilograms.

▪ Update Gross Weight when necessary.


10

12

Pg. 7 of 8

P L A N T O S H I P

11

13

▪ If you haven’t edited the weight/volume on the PTS, the value in the Plan to Ship Summary should match the PO info.

However, if you have edited the weight/volume on the PTS, the value displayed here should match the PTS info; it cannot

be reset to the original weights contained on the PO and can only be manually re-keyed.

▪ Supplier should also notify Coles’ Supply Planner of any discrepancies in the weight/volume so that the data can be

corrected in Coles ERP system.

12. Click Recalculate Total Weights & Volume and click OK on the

pop-up. The system calculates volume and Gross Weight for each

selected order line item based on the information entered.

13. Click Next to go to the Preview page.

Note:

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Pg. 8 of 8

14. On the Preview page, click Validate to check for any validation errors.

Note:

▪ If any, validation error details are displayed at the top of the document. Click Edit to go back and make the

necessary revisions to clear the validation errors.

▪ If more than one PTS is created. User has to cancel all duplicated PTS before proceeding.

15. Once done, click Submit. 14

15

Tip: Click “…” > Document History

to view document history.

Tip: Click Edit to

revise the document.

P L A N T O S H I P

(67)

How to View a Booking (Plan to Ship) Response

1

To view a Booking (Plan to Ship) response, complete the following steps.

1. Click the Applications tab and select Plan to Ship from the drop-down menu.

2. In the Plan to Ship list page, use the filters to find the designated booking (Plan to Ship). e.g., enter PO Number(s) and click Apply. You can also use the Request Ref Number if needed.

3. Click the folder icon to view the Plan to Ship folder.


2

3

Pg. 1 of 3

P L A N T O S H I P

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How to View a Booking (Plan to Ship) Response

4. Scroll down to the Matched

Plan to Ship section and

click Plan to Ship

Response Id to view the

details.

If the Plan to Ship is

Rejected, you can find the

Reject Reason Code here.

4

Pg. 2 of 3

P L A N T O S H I P

(69)

How to View a Booking (Plan to Ship) Response5. Review the details of the Plan to Ship Response.

Note:

▪ When the PTS is rejected with Rejected Reason Code

PL_VR:

− PTS cannot be cancelled/reopened as SO is still locked.

− You can only reopen/cancel the Packing List to make

updates.

▪ When the PTS is rejected with Rejected Reason Code

starting with PTS_:

− The SO status will change to Decline.

− SO is unlocked.

− You can reopen the PTS to make updates. If you want to

cancel the PTS and create a new one, reach out to DHL to

cancel the SO first, then the PTS can be canceled.

5

Pg. 3 of 3

P L A N T O S H I P

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How to Reopen a Booking (Plan to Ship)

1

1. Click the Applications tab and select Plan to Ship from the drop-down menu.

2. In the Plan to Ship list page, use the filters to find the designated booking (Plan to Ship). e.g., click the drop-down icon

from the Status field to select = is one of and select Rejected, then click Apply. You can also use the Request Ref Number

if needed.

3. Click the Request Ref Number to view the Plan to Ship.


2

3

Pg. 1 of 2

P L A N T O S H I P

Suppliers can reopen Active or Accepted

Plan To Ship and make necessary

changes, such as PTS should be updated

for POA. To reopen a PTS, complete the

following steps.

Note: PTS could not be reopened/canceled if the associated Packing List is active.

(71)

How to Reopen a Booking (Plan to Ship)

4. On the Preview page of the Plan to Ship, click Reopen. You will be brought to the Identification page to make

necessary updates and resubmit it.

Note: When LSP approves the Shipping Order (SO status = Approved), Suppliers can’t make any modifications to

the corresponding PTS. If a change on the PTS is required, Suppliers have to reach out to LSP and ask them to

decline the SO, which will open up the rights for Suppliers to make the necessary updates and resubmit the PTS.

4

Pg. 2 of 2

P L A N T O S H I P

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How to Cancel a Booking (Plan to Ship)

If needed, complete the following steps to cancel a PTS.

1. On the Preview page of the Plan to Ship, click Cancel.

2. On the pop-up window, click OK to confirm. The Plan to Ship document is Canceled now.

Note: When LSP approves the Shipping Order (SO status = Approved), Suppliers can’t make any modifications to the

corresponding PTS, including canceling it. If Suppliers must cancel a PTS, they have to reach out to LSP and ask them

to decline the SO, which will open up the rights to cancel the PTS.

1

2

P L A N T O S H I P

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Packing ListSECTION 07

(74)

Packing List OverviewPA C K I N G L I S T

Co

les

Su

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Bro

ke

r

Cu

sto

ms

Bro

ke

r

Inla

nd

Log

istic

s

Pro

vid

er

PO Raised &

Amended

PO Collaboration


Shipping Order

Raised and

Accepted

Packing List

Created

Order Collected

and Delivered

Payments

Issued*

Freight Cargo &

Goods Receipts

Received

Order Received

at Port of Origin

Commercial

Invoice Created

Documentation

Uploaded

Shipment

Booked

Customs

Clearance

Order Delivered

to Port of

Destination

Transport

Manifest Created

(75)

▪ A Packing List is created once you are ready to pack the order for delivery to Coles. A Packing List confirms with

the Freight Broker how many containers will be loaded (if there are containers).

▪ Supplier creates a Packing List when PO is in "Open" status and PTS in "Accepted" status on Infor Nexus

platform.

▪ One Packing list refers to single PTS.

▪ Packing List quantity must match the PO quantity. Over or under shipment is not allowed.

▪ The same as corresponding PTS, the Packing List can have one or more container numbers however the PO

must accurately show the items and quantity per container(s).

▪ Required fields for Packing List

- Date Packed

- Shipment Method (Mode)

- Coles Pack Method (CY, CFS, CYH)

- Shipment Load Type

- Container Number

Highlights of Packing List (Quick Ship ASN)PA C K I N G L I S T

Pg. 1 of 2

(76)

▪ If it is CY/CYH shipment, Equipment Ref # (Container Number), Equipment Type (Container Type) and Seal

Number are required.

▪ Invoice number is not required in Packing List.

▪ A document folder will be generated and populated with list of required documents for the items contained in the

packing list.

Note:

▪ Packing List can be reopened and changed, however, if the Shipping Order is active, please contact LSP to

decline and unlock it before you can make further changes to the Packing List.

Highlights of Packing List (Quick Ship ASN)PA C K I N G L I S T

Pg. 2 of 2

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How to complete a Packing List (Quick Ship ASN)

Pg. 1 of 7

Once the PTS has been accepted, vendors can go on to create the Packing List.

1. From Applications, click Plan to Ship to search for the PTS to be shipped.

2. From the Filters menu, enter the specific Plan to Ship Request Ref Number(s).

3. Click Apply.

4. Click on the designated PTS folder icon .

5. On the PTS folder page, locate to the Matching Plan To Ship And Plan To Ship Response sections, click the NEW

dropdown, then select New Packing List.

2

3

4

1

PA C K I N G L I S T

5

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Pg. 2 of 7


6. In the Identification section,

most of the information will be

automatically populated from

the PTS. Review and make

sure all information entered are

correct. .

6a. Plan To Ship Link: If the

Plan To Ship is not linked, click

on the icon to open a

window to select the Accepted

Plan To Ship by clicking on the

Reference Number.

6

6a

(79)


7. In the Dates and Main Carriage

section, the information will be

populated from the linked PTS.

Review it.

Make sure the following fields are

correct:

▪ Ship Method/Mode

▪ Vessel/Means

▪ Voyage/Flight/ID

▪ Location Code for Port of

Departure and Port of Entry.

8. Click Next.

7

Pg. 4 of 8

8


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How to complete a Packing List (Quick Ship ASN) – Bulk Packing

9

Pg. 4 of 8

9. Click Create Equipment Ref. And in the pop-up window of Create Equipment:

a. Enter Equipment Ref #.

Note： The equipment number should be a ISO-6346 standard number. You can use this URL to validate the check digit of

the number per the ISO standard, https://www.gwii.com/resources/#check-digit

b. Select Equipment Type.

c. Enter Seal Number

d. Click Add.

a b c

In the Item Packing page – Pending Line Items for Shipping section, under the Bulk Pack tab:


d

https://www.gwii.com/resources/#check-digit

(81)

a. Qty Per will be populated from the Purchase Order.

b. Select the Equipment Ref that you’ve just created for each line item.

Pg. 5 of 8

You may use the Bulk Edit feature to

make changes across multiple selected

Purchase Order Line Items at one time.


10. Enter the following fields:



10a 10b 10c

c. The weights and

measures information

(Packing Method,

Gross Weight, Weight

Unit, Volume Unit) will

be automatically

populated from the Coles

Purchase Order.

Suppliers can manually

overwrite the weights

and measures

information if incorrect.

(82)

11b

Pg. 6 of 8


11. When all the required fields are fulfilled, select the items you want to pack (11a), and click Pack (11b).

11a



(83)

Pg. 7 of 8

12. After clicking the Pack button, the selected items will be displayed in the

Shipping Package Details section. Select the items to ship.

13. Click Preview at the bottom of the page.

Click Edit to update the

Package Details, if needed.

After clicking the Pack button, the selected items will be

displayed in the Shipping Package Details section.

12

13



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11

How to Complete a Packing List (Quick Ship ASN)

14. On the Preview page, click Validate to ensure business rules have been followed.

Note:

▪ If there are any validation errors, click Edit to go back and correct any errors.

▪ If you encounter a validation error which reads “Cargo Receipt Date is a 3PL managed field and should be 'Blank’. To update

please contact 3PL: DHL International Supply Chain”, contact LSP to remove the “Cargo Receipt Date“ from the SO, then

manually remove the “Cargo Receipt Date” from the Packing List.

15. Click Approve.

Note: If more than one Packing List is created. User has to cancel all duplicated Packing List before approving.

16. Click OK in the Sign Document pop-up window.

17. Click OK to confirm.

Note: Once the Packing List is approved and in the Active status, the Document Folder for this transaction will be generated

and in the Draft status.

Pg. 7 of 7


14

15

16 17

Click Packing List

PDF to print custom

Packing List PDF.

(85)

If you want to mix multiple

SKUs into one package, the

Free Pack tab is the option to

use on the Packing List

document.

In the Item Packing page –

Pending Line Items for

Shipping section, under the

Free Pack tab:

1. Select multiple line items

to mixed into one

package.

2. Enter Ship Qty and Qty

Per.

3. Select an Equipment

Reference Number.

Appendix: How to complete a Packing List (Quick Ship ASN) – Free Packing

3

12

4 5

4. Manually enter the weights and measures information if it is missing.

5. Click Pack.

The created packages will be moved to the Shipping Package Details section and are available to be shipped.


(86)

1. Click the Applications tab and select Packing List from the drop-down menu.

2. In the Packing List list page, use the filters to find the designated Packing List. You can use the Packing List Ref Number

or PO Number if needed.

3. Click Apply to search.

4. Click the Packing List Ref Number to view the Packing List.

How to Reopen a Packing List

2

3

4

1


Note: PTS could not be reopened/canceled if the associated Invoice is active.

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5. Click REOPEN to reopen the Packing List.

Note:

▪ If the associated Shipping Order is active, please contact LSP to decline and unlock it before you can make further changes

to the Packing List.

▪ Updating packing list will result in updating Factory ASN.

How to Reopen a Packing List

5


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Transport ManifestSECTION 8

(89)

Transport Manifest OverviewT R A N S P O R T M A N I F E S T

Co

les

Su

pp

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Bro

ke

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Cu

sto

ms

Bro

ke

r

Inla

nd

Log

istic

s

Pro

vid

er

PO Raised &

Amended

PO Collaboration


Shipping Order

Raised and

Accepted

Packing List

Created

Order Collected

and Delivered

Payments

Issued*

Freight Cargo &

Goods Receipts

Received

Order Received

at Port of Origin

Commercial

Invoice Created

Documentation

Uploaded

Shipment

Booked

Customs

Clearance

Order Delivered

to Port of

Destination

Transport

Manifest Created

(90)

Highlights of Transport Manifest

T R A N S P O R T M A N I F E S T

▪ The Transport Manifest will be created when the packing list is finalized.

▪ Creating a Packing List generates a Transport Manifest which is a document that is used to confirm Good

Receipt at Origin.

▪ The Freight Goods Receipt issued by DHL is how the Transport Manifest will be updated for the purposes of

Goods Receipt.

▪ If there are discrepancy between Packing List quantity and the physical count, Supplier will work with LSP

offline to resolve the discrepancy. If necessary, supplier will utilize the Order Collaboration process and recreate

the PTS and Packing List.

▪ In case of quantity/Price change or Rejection of Document Folder by Customs, Goods Receipt will be updated.

1. Supplier requests LSP to decline Shipping Order to unlock PTS and Packing List, then recreates PTS, PL,

and Invoice as necessary.

2. Generate Receipt reversal as a zero-quantity receipt message.

▪ The Transport Manifest is the only document that will NOT automatically populate in the Document Folder,

however you will be able to print this document for your own records. You are also free to add this document as

an additional document if you choose.

(91)


1. From Applications, click Transport Manifest.

2. In the search page, set filters, e.g. enter the Packing List number as References and select Reference Number as

Reference Type.

3. Click Refresh to search.

23

1

How to view the Transport Manifest

Tip: You can also

search by PO#.

(92)


1. From Applications, click Packing List.

2. From the Filters menu, enter the specific Packing List Ref Number(s).

3. Click Apply.

4. Click on the designated Packing list older icon .

5. On the Packing List folder page, locate to the Transport Manifest sections, check the status of the Transport Manifest or click

the blue link to open it.

2

3

41

5

How to view the Transport Manifest - from Packing List

(93)

Invoice ManagementSECTION 09

(94)

Invoice Management OverviewI N V O I C E M A N A G E M E N T

Co

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Bro

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Cu

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Bro

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Inla

nd

Log

istic

s

Pro

vid

er

PO Raised &

Amended

PO Collaboration


Shipping Order

Raised and

Accepted

Packing List

Created

Order Collected

and Delivered

Payments

Issued*

Freight Cargo &

Goods Receipts

Received

Order Received

at Port of Origin

Commercial

Invoice Created

Documentation

Uploaded

Shipment

Booked

Customs

Clearance

Order Delivered

to Port of

Destination

Transport

Manifest Created

(95)

Highlights of Invoice ManagementI N V O I C E M A N A G E M E N T

▪ Supplier can only create Invoice if the packing list has been created.

▪ In order to fulfill payments, supplier must invoice the Packing List in full.

▪ Supplier can split an invoice for a partial packing list but cannot over-invoice or include multiple packing lists in one invoice.

▪ Required field on Invoice:

- Invoice Number

- Ex-Factory Date (if not already provided in Packing List)

▪ Adjustments are not allowed to be added to Invoices.

▪ Price will be taken from associated purchase order(s) and may not be changed. Please ensure that your PO contains the

correct pricing.

▪ Wharf Statement can be printed on the Commercial Invoice and will be utilized by suppliers to declare the cost of inland

transport from factory to origin port where the incoterms are FOB.

▪ If a POA is received after invoicing started, Supplier must contact and request LSP to cancel the SO to unlock it, so

Supplier can reopen and update PTS/PL and recreate the Invoice.

▪ After the Invoice is created, it will be automatically attached to the Document Folder. Refer to the next section Document

Folder for more details.

Pg. 1 of 2

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To create a commercial invoice, complete the following steps.

1. Click Create.

2. Click Invoice – by Packing List/Dispatch.1

2

How to Create a Commercial InvoiceI N V O I C E M A N A G E M E N T

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3. Enter the specific Packing List Reference Number in the Ref Number field.

4. Click Filter.

5. When the Packing List is displayed, select it.

6. click Add.

7. Click Create.Optionally use the other available

filter criteria to locate the Packing List

6

Pg. 2 of 10

5


4

3

7

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The invoice wizard will take

the user through all the

screens of the invoice. The

wizard can be seen on the

left-hand side of all the

invoice screens (a).

Note: The user can choose

to go through the invoice

screen-by-screen, or skip to

the Preview option to

review the invoice prior to

approval. To jump ahead to

the invoice Preview, click

on the Preview link (b).

From the Preview page the

user is able to validate and

approve the invoice.

b

a


Pg. 3 of 10

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8. Fill in the required fields on the Identification page:

▪ Invoice Number

▪ Invoice Date

▪ Ex-Factory Date.

Note: Invoice number cannot be more than 16

characters.

8

I N V O I C E M A N A G E M E N T

Pg. 4 of 10

How to Create a Commercial Invoice

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9. Scroll down on the Identification page to the

Reference Information section.

For Coles Pack mode CY/CYH and Incoterm FOB, if

Wharf Statement is required to be printed on the

Commercial Invoice PDF as pic 9a shows, fill in the

following Reference Information:

▪ Warehouse (Wharf Statement): the location

where the goods are packed.

▪ Inland Trucking Cost & Currency (Wharf

Statement): the cost of the container transport.

Note: If no value is entered for the 2 Wharf Statement

fields, a Validation Warning will be prompted in Invoice

Preview page after clicking Validate button. User can

click Approve to complete the invoice creation or click

Edit to return to update the invoice.

10. Click Next to move to the next page.

10

9

9a

9

Wharf Statement and Inland Trucking Cost

& Currency will be displayed here on the

Invoice Preview page.

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11. The Destination is carried from the Packing List. Click Next to move to the Select Items page.



11

Pg. 5 of 10

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12. The line items are automatically selected based on the data from the Packing List. Click Next to move to the

Build page.

Note: Partial invoices can be generated by selecting only the lines that you wish to Invoice.



12

Pg. 6 of 10

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13. Review Country of Origin, Quantity

and Unit Price populated from the

Packing List.

14. Note: Suppliers are NOT allowed to

add Adjustment in the Invoice.

15. Click Next.

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16. On the Additional Terms page, select the Required Statements confirmation box.

17. Click Next to proceed to the Parties page.

16


Pg. 8 of 10

17

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18. Review the information on this page, which are mostly populated from the Packing List, if all correct, click Next to

the Invoice Preview page.


18

Pg. 9 of 10

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19. Click Validate button. By clicking the Validate button, the system will check if the Invoice information is compliant with the

PO/Packing List and the Supplier is presented with a list of validation errors/warnings, if any. You can click Edit to solve

the errors.

20. Click Approve and click OK from the Sign pop-up window. A system message pops up to show that you’ve successfully

approved the document. Click OK.

Note:

▪ Supplier can split an invoice for a partial packing list but cannot

over-invoice or include multiple

packing lists in one invoice. User

has to cancel all duplicated Invoice

before approving.


Pg. 10 of 10

20

19

Tip: Click Print/PDF

then Commercial

Invoice PDF to review

and print the Invoice

PDF.

▪ An invoice cannot be approved

by the supplier until all

validation errors have been

corrected. In other words, the

invoice has satisfied all of

business/validation rule

requirements.

(107)

How to View Invoice1. Click Applications -> Invoices.

2. Use search filters, e.g. entering the invoice number in the Invoice Number field, and then click Apply.

Tip: Click the formula list of the specific filter field and select a formula to define your search.

3. Click the Invoice link to access the Invoice Preview page.

4. Click the black folder icon to access the Invoice Folder and check status of different transaction

documents involved.

1

3

2

4


(108)

How to Reopen an Invoice

If status of Document Folder is Draft, Invoice can be reopened.

1. At the Invoice Preview page, click

REOPEN.

2. Click REOPEN from the

CONFIRM Reopen pop-up

window.

3. The status of the Invoice is now

Pending, and you can click EDIT

by following the instructions in the

previous slides to edit it. After

modification is done, click

Validate, then Approve to

activate this invoice.

1


2

3

(109)

How to Reopen an Invoice

4. If Cancel option is selected, then user is prompted to

confirm with options of:

▪ Cancel specific documents (automatically

creates a replacement document)

Note: This is the recommended option as this

saves manual entry work and keeps a copy

in the system.

Note: Please keep Invoice and Copy from

original check boxes selected.

▪ Cancel the entire invoice

Confirm by clicking Cancel Document.


4

(110)

▪ Links for transaction

documents, attachments, and

orders that are associated with

the Invoice are provided.

▪ To view, click on the blue link.

How to View Invoice FolderI N V O I C E M A N A G E M E N T

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Document FolderSECTION 10

(112)

Document Folder OverviewD O C U M E N T F O L D E R

Co

les

Su

pp

lie

rsFre

igh

t

Bro

ke

r

Cu

sto

ms

Bro

ke

r

Inla

nd

Log

istic

s

Pro

vid

er

PO Raised &

Amended

PO Collaboration


Shipping Order

Raised and

Accepted

Packing List

Created

Order Collected

and Delivered

Payments

Issued*

Freight Cargo &

Goods Receipts

Received

Order Received

at Port of Origin

Commercial

Invoice Created

Documentation

Uploaded

Shipment

Booked

Customs

Clearance

Order Delivered

to Port of

Destination

Transport

Manifest Created

(113)

Highlights of Document FolderD O C U M E N T F O L D E R

▪ The document folder is an object on platform that is to be used to submit all the documentation that Coles

require for importation.

▪ The Document Folder is created when the Packing List is activated.

▪ The document folder will show you all the mandatory documents that are required for your specific shipment.

▪ You can add and attach an additional document that is not requested as an optional document.

▪ Coles request that photos taken of container loading are added to optional documents.

▪ After an Invoice is successfully created, it will be attached to the Document Folder.

▪ All Packing List Line Items should be invoiced, and all invoices associated with the Packing List should be

approved and in active status, before the Supplier can submit the Document Folder.

▪ When you successfully submit the Document Folder, the Document Folder status will change to Pending

Approval. At which point, an outbound message will be sent to Coles with the details of the Commercial Invoice.

▪ The Customs Broker will inspect the Document Folder after a supplier has submitted it (pending approval status)

and either Accept or Reject it.

(114)

How to access the Document Folder- via Application tabThe Document folder can be accessed in below ways:

1. Click Applications → Document Folders.

2. From the Filters menu, enter the specific Packing List Reference Number(s), and click Apply.

3. Click the Reference Number blue link to open the Document Folder.

1

2

3

D O C U M E N T F O L D E R

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How to access the Document Folder- via Packing List1. From Applications, click Packing List.

2. From the Filters menu, enter the specific Packing List Ref Number(s). Click Apply.

3. Click on the designated Packing List folder icon .

4. On the Packing List folder page, locate to the Document Folder sections, click on the Reference Number to open the folder.

1

2

3

4

D O C U M E N T F O L D E R

(116)

How to Upload DocumentsOnce the Document Folder page opens,

1. Click Edit.

2. Locate the Required Documents section.

a. To upload one file for one document, click “…” on the right and then Edit

b. To upload one file for more than one document, check the box in front of each document then click on Attach.

1

Pg. 1 of 4D O C U M E N T F O L D E R

Note: To upload documents which are not listed under Required

Documents, click A) Optional Document tab then B) +ADD and

follow the steps in the next slides to upload the documents.

A

B

2a2b

2b

(117)

How to Upload Documents

3. Fill in Supplied Reference number and Date Issued.

4. Click the folder icon to open a popup window, browse your

local drive and select the document needed.

5. Click Apply. 3

4 5


Tip: Check the box for Existing Document and select it from

the drop-down menu if the document file is already uploaded in

this very folder to save the time of uploading the file from local

drive again.

For Required Documents

(118)

3a. Select from the Required By dropdown menu where the optional document is needed and fill in the Required by Reference

number.

3b. Select the name of the optional document from the Supplied dropdown menu.

3c. Fill in Supplied Reference number and Date Issued.

Note: Required By, Required by Reference, Supplied, Supplied Reference and Date Issued are mandatory fields for

uploading the optional document.

4. Click the folder icon to open a popup window, browse your local drive and select the document needed.

5. Click ADD. 3a 3b

3c

4 5



Tip: Check the box for Existing Document and select it from

the drop-down menu if the document file is already uploaded in

this very folder to save the time of uploading the file from local

drive again.

For Optional Documents

(119)

6. Once all documents are uploaded, click Save. Date Supplied and Supplied By will

be displayed.

7. Click Review to exit the Edit mode.

8. Click Validate to validate the Document Folder.

9. Click Submit to submit the documents to activate the Document Folder. The status

will change from Draft to Pending Approval.

10. Click Ellipsis then Refresh Pdfs and wait for the Customs Broker’s approval.


6

9


7 8

10

Note: The Document Folder must have all required documentation

attached. This includes:

▪ Packing List (auto-attached when created)

▪ Invoice (created by the supplier and auto-attached)

▪ FCR (will be provided by DHL, you are required to upload the

document)

▪ All other documentation requested for the items on the shipment

(120)

Submitting Document FolderD O C U M E N T F O L D E R

▪ Invoice and Packing List are documents created from the Infor Nexus platform and will be automatically loaded

into the document folder.

Note: Please do NOT upload your separate company letter head Invoice and Packing List as this will result in

DHL Customs to reject the document folder as this is not a requirement.

▪ The final FCR document is to be manually uploaded by the supplier to the Document Folder once received

from DHL origin.

▪ All relevant documents (Lot Code List/ Packing Dec/Manufacturer’s Dec) should be uploaded individually as per

the document requirement. Documents should NOT be consolidated as document packs and uploaded against

each document requirement. For example:

− FCR document should only contain FCR copy and no other documents

− Manufactures Declaration should only contain Manufacturer Declaration and no other documents

(121)

Submitting Document FolderD O C U M E N T F O L D E R

▪ Once all documents are attached, select SUBMIT and Refresh Pdfs.

Note: If the status shows as Draft, the Document Folder has not been submitted successfully. If the status show

as Pending Approval, the Document Folder is submitted and waiting for approval. See example below．

▪ Once all documents have been received through Document Folder, the Customs Broker will review and approve

it. If documents are incorrect, the Customs Broker will reject the folder and update the reason code and

comments to categorize corrections needed.

▪ DHL Customs Team will REJECT Document Folders, if the above requirements are not met and it will be unable

to customs clear the goods.

(122)

Exception ProcessingAppend ix

(123)

Exception ProcessingA P P E N D I X

S C E N AR I O P R O C E S S

How to update the Document

Folder after the Product Catalog

was updated with the latest list of

the Required Documents

When the Document Folder is created at the time when the Packing List is

activated, the system obtains the list of Required Documents from the Product

Catalog. If you need to make the latest Product Catalog changes effective, you

will need to reopen and re-approve the Packing List. Here is how.

1. Request DHL to decline the SO with a reason code starting with “PL_”

2. Reopen the Packing List

3. The PTS could not be cancelled/reopened as the SO is still locked.

4. Reactivate the Packing List, and this will result the Document Folder to

be updated with the latest Product Catalog changes.

(124)



PTS needs to be updated

due to PO has been updated.

1. Request DHL to decline the SO offline.

2. Request DHL customs to reject the Document Folder if it has been submitted or

approved.

3. Cancel the Invoice if it has been approved.

4. Reopen/Cancel the Packing List if it has been approved.

(The PTS could not be Reopened/Canceled if there is any downstream document)

5. Reopen/Cancel the PTS

6. Recreate the PTS then downstream documents as normal process.

PTS is locked due to incorrect

decline code is selected by

DHL (Not start with “PTS_” or

equals to “PL_VR”)

Shipment info does not match

with booking info:

Equipment Change



(The PTS could not be reopened/Canceled if there is any downstream document)



(125)



Shipment info does not match

with booking info:

Short Shipment



(The PTS could not be reopened/Canceled if there is any downstream document)


4. Negotiate the Line Quantity in Order Collaboration

5. Create downstream documents as normal process once Coles confirms the

negotiation and the POA is received.

Shipment needs to be

delayed after booking

submission



(The PTS could not be reopened/Canceled if there are any downstream document)


4. Negotiate the FF Due Date in Order Collaboration

5. Create downstream documents as normal process once Coles confirms the

negotiation and the POA is received.

(126)



Some line has been cancelled after

PTS is created.

1. Request DHL to decline the SO offline if the PTS has been accepted

2. Reopen the PTS.

3. Remove the order from Select Orders page

4. Add the order back

5. Complete the PTS as per normal process.

Shipping Order could not be

generated in DHL due to change of

Freight Forwarder or incorrect

Arrival location is selected.



HTS code is missing when PTS is

created.

Reach out your international planner to update the HTS code.

PTS could be submitted once HTS code is updated by Coles.

(127)

Deduction Management

SECTION 11

(128)

Highlights of Deduction ManagementD E D U C T I O N M A N A G E M E N T

▪ Coles and the suppliers are able to make adjustments to an order later in the process if there are

found to be discrepancies with an order.

▪ Prior to making an adjustment in Infor Nexus, Coles and the supplier will negotiate the adjustment

amount via email or phone.

▪ Once an agreement has been reached by both parties, Coles will make the adjustment in Infor Nexus

and the deduction/chargeback will be processed.

▪ Suppliers can setup an email subscription that notifies them when an adjustment has been made.

Alternatively, all Adjustments can be viewed in the Adjustments section on Infor Nexus platform.

(129)

There are 3 ways to view the adjustment:

▪ Email Subscription

▪ Managed Adjustment List Report

▪ Adjustment Document

About Adjustment NavigationD E D U C T I O N M A N A G E M E N T

(130)

How to View Adjustment from Email1

To view adjustment from Email, complete the following steps.

1. Go to My Profile page by clicking > My Profile.

2. Scroll to the E-MAIL SUBSCRIPTION section and check the Managed Adjustment Activated under Managed

Adjustment Events.

3. Select one of the following format from the Formats drop down.

▪ Text: Regular text e-mail with no PDF or Attachments included.

▪ PDF: Adjustment PDF will be included as an e-mail attachment.

▪ PDF with Attachment: Adjustment PDF and additional document related to that adjustment will be

included as an e-mail attachment

4. At the bottom of the E-MAIL SUBSCRIPTION selection list, click Save E-Mail Subscription.

3

2

4

D E D U C T I O N M A N A G E M E N T

(131)

▪ Once an Adjustment has been activated, an email will be sent in the TEXT format with the following

information.

How to View Adjustment from Email, continuedD E D U C T I O N M A N A G E M E N T

(132)

1. Click Applications -> Adjustments.

2. Use search filters, e.g. entering the adjustment reference number in the Reference field, and

then click Apply.

Tip: Click the formula list of the specific filter field and select a formula to define your search.

3. Click the Reference link to access the adjustment page and see the adjustment details.

1

2

3


How to View Adjustment from Adjustment Document

(133)

3. Review the summary of the adjustment

on the header.

4. Click the Purchase Order number to

view the related PO.

5. Click to download the attachment, if

any.

How to View Adjustment from Adjustment Document

5

3

4

Click Print/PDF to

view/download/print the

document in PDF format.


(134)

Administration and Reports

SECTION 12

(135)

Infor Nexus Organization Administrator A d m i n i s t r a t i o n a n d R e p o r t s

The Infor Nexus Organization Administrator is a user of the platform who is responsible for the overall

administration of the company's account. This includes adding new users, managing user profiles,

security and task flows, and resetting passwords. The appropriate security rights must be setup in the

Infor Nexus Platform for the account administrator.

▪ Administrator

▪ Existing User Management

Access the User and Tasks Administration Guide and Organization Administration Guide to

view details related to the Administrator role.

(136)

2. From the User List

(Applicable to Administrator User)

Identifying Administrators for Your Organization

1. From the ? menu

Click My Administrators

on the ? drop-down

menu.

The pop-up window shows a list of

Administrators and Authorized

Support Contact of your company

on Infor Nexus platform.

Click User List from the

Tools menu.

Use the filters to display Administrators and/or

Authorized Support Contact of your company,

then click Refresh to retrieve the results.Note:

▪ Non-Admin Users must have the Existing User Management right granted to access the User

List.

▪ Users can either select one or all the filters at once.

▪ When more than one filter is selected, only results that fulfill all filters will be displayed.

▪ Users should always reach out to their Admins first as a primary source of assistance. If further

assistance is needed, the Authorized Support Contact may help log a case.

A D M I N I S T R AT I O N A N D R E P O R T S

Users can identify the Administrative users in two ways:

(137)

Users ManagementA D M I N I S T R AT I O N A N D R E P O R T S

To manage organization users in the system, go to Tools > Users List page to perform the necessary actions of creating a new user,

changing user details (except User ID) or resetting password for users.

Click User ID to view

the User Profile.Reset Password is available

to Administrator User only.

Delete User only when the user

is no longer with the company,

or the entire profile will be

removed from the system.

Click New to

create a new user.

(138)

E-mail Subscription▪ E-mail notification is a standard feature offered in the system which can be self-managed by the user or by the Organization Administrator.

▪ An e-mail subscription table is presented on the user’s profile page which allows the user/administrator to select the type of events they

want to be notified of and the format of document (e.g. text or PDF) they want to receive.

Note: E-mail notification is not automatically triggered. If no email subscription selected in your profile, you will not receive any email

notifications from the system.

Here are the recommended e-mail subscriptions for all Suppliers:


Administrative Events

▪ Task Assignment

Fulfillment Events

▪ Invoice Activated

Manifest Events

▪ Plan to Ship Request Accepted

▪ Plan to Ship Request Rejected

Messaging Events

▪ Order Amendment Received

▪ Order Received

Procurement Events

▪ Order Activated

▪ Order Cancelled by Amendment

Example of Email Subscriptions

Tips: To subscribe, go to your My Profile page, scroll down to find E-mail

Subscription. Then check off the events of interest and select the desired

Formats. Click Save E-Mail Subscription when done.

(139)

User Security Rights

▪ A security profile defines what actions a user can perform in the Infor Nexus Platform.

▪ The system Security Rights can only be managed by an Organization Administrator from the user profile page.

▪ Contact your administrator if additional rights are needed.


Note: An Administrator User will NOT be able to change his/her own Security Profile, it requires another

Administrator to make such change; hence it is recommended to have TWO administrators at your

organization for contingency.

(140)

How to Create a New User (applicable to Administrator only)


1. Click Tools > User List, and a list of all available users displays.

2. Click New.

1

2

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3. Enter the Profile Details:

▪ User ID

▪ E-mail Address

▪ Full Name

▪ User Status: Select Active from the drop-

down list

▪ Mailing Address: Click Look Up to enter the

address

4. Click Validate.

5. Click Save Details.

3

4

5

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6. The system then displays the full user profile page. Scroll to the Security Details section and select the desired security

rights.

7. Once done, click Save Security at the bottom of the page.

Note: The newly created user will receive an email notifying the login details.

7

6

NOTE:

Required Security Rights for Supplier users:

▪ Attachment Rights,

▪ Commercial Invoice,

▪ Invoice Initiation,

▪ Order Collaboration,

▪ Order Collaboration View Rights,

▪ Packing List,

▪ Plan to Ship,

▪ Purchase Order,

▪ Report Execution,

▪ Document Folder Edit,

▪ View Design Rights

(143)

How to View/Modify an Existing User (applicable to Administrator only)


1. Click TOOLS > User List, and a list of all available users displays.

2. Enter the filters and click Refresh to search for the desired user.

3. Click the User ID of the user you would like to view/modify.

4. The system displays the full profile page of that user. Scroll to the following section to make changes:

▪ PROFILE DETAILS – update the user details except User ID: e.g. Reset Password, etc.

▪ E-MAIL SUBSCRIPTION – subscribe email notification

▪ SECURITY DETAILS – add or delete user rights

1

2

3

Note:

▪ Administrators may change

any user information except

the User ID.

▪ Administrators also have

the ability to reset another

user's password.

(144)

How to Disable an Existing User (applicable to Administrator only)


1. From the User Profile page of the user

you would like to disable, select Disabled

from the User Status drop-down list.

2. Click Validate.

3. Click Save Details.

1

2

3

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About ReportsA D M I N I S T R AT I O N A N D R E P O R T S

▪ Infor Nexus provides users with a comprehensive Report feature. The Report feature assists users with daily

workflow. Users can schedule reports to run on a specific date and time, determine how often you would like

the report to run and who should receive it, specify the format for distribution, i.e., Excel, HTML, etc., design

custom reports by using one of the available templates.

▪ Below is a list of useful reports available to users on the Infor Nexus Platform.

– Detailed Order Status: Supplier can use this report, tracking the order shipped and Invoiced status by quantity.

– Order Shipment Status Report: Supplier can use this report to tracking shipment status in item level, Shipped quantity, related

Packing Manifest number, Manifest Issue Date, related Equipment Ref Num, Manifest Quantity per Equipment

– Outstanding Tasks (Across Organizations): Supplier can use this report to tracking all the Outstanding Tasks for whole

Origination.

– Order, Pack Planning, and Shipping Lifecycle

Access the Reports Guide to view details related to Reports in the Infor Nexus Platform.

Note: If a scheduled report is not accessed for a period of 30 days by any of the users who are subscribed

to it, the report is unscheduled.

(146)

Customer SupportSECTION 13

(147)

Customer SupportC U S T O M E R S U P P O R T

R E G I O N T E L E P H O N E E M A I L

US 1 800 905 8723

[email protected]

Click here to view steps and best

practices when submitting a case.

China 86 755 8830 9265

Hong Kong 852 2111 4039

Korea (Domestic only) 00798 14 203 1550

Taiwan 886 2 2702 0685

Vietnam 84 28 3520 2880

Sri Lanka 94 112 408408

India 91 80 49060371

Poland 48 713060978

mailto:[email protected]

https://pages.infor.com/rs/227-UHD-858/images/Case_Creation_Process_Partners.pdf

(148)

Notes on Customer SupportC U S T O M E R S U P P O R T

▪ Infor Nexus will provide the customer support for the suppliers and factories. To raise an issue, please contact

[email protected]. Infor Nexus will respond with emails by the end of the next business day.

▪ To speak to someone directly, you can also call Infor Nexus on the phone numbers provided for each region on the

previous slide.

Please request to speak to the Vendor Client Manager, if the case needs to be escalated.

P r i o r i t y L e ve l D e s c r i p t i o nS t a n d a r d Ta r g e t

R e s p o n s e T i m e

Priority 1(Critical)

Critical outages resulting in a loss of system availability; i.e., major Infor

Nexus application failure; major Internet outage, Infor Nexus system is

inaccessible.

60 Minutes

Priority 2(High)Serious impact to the Member’s business. A business critical component

of the application is not functioning as required.8 Hours

Priority 3(Minor)

Material issue but does not prohibit customer from completing business

critical functions. A workaround exists, but may require resources and

assistance from Member.

16 Hours

Priority 4(Low)

General functionality or how-to questions regarding the Infor Nexus

application, or an issue with a component or function of the system that

has minimal client impact.

24 Hours

mailto:[email protected]

(149)

About Quick Start GuidesC U S T O M E R S U P P O R T

Learn more about your Infor Nexus solution via the Quick Start Guides. The table below provides a list of

recommended topics that help you explore more comprehensive functionalities that the platform offers.

Quick Start Guide Recommended Topics

Login and System

Navigation Guide

Understanding the Home Page, System Notifications, Working

with Widgets

P2P Order Management

Guide

Searching for an Order, Quick Search, Advance Search, Working

with Orders

P2P Event Management Worksheet Tools, Collaborating on Order Lines

Factory Management Guide Plan to Ship, Packing List

P2P Fulfillment

Management

Invoice Folder, Invoice Attachment, Transport Manifest, Goods

Receipt

Reports GuideReport Security Rights, About the Reports Page, Report Designer,

Classic Report Designer, Frequently Used Reports

User and Task

Administration Guide

User Management, Task Flow, About My Profile, Email

Subscription, Tools Menu, Address Book, Network, Match

Conditions, Bank Accounts, Member Profile

(Certain features are applicable to organization administrators

only)

Organization Administration

Guide

(150)

Infor Nexus Bite Size Training▪ Infor Nexus Bite Size Training sessions provide additional resources to familiarize yourself with the platform or gain more platform

knowledge.

▪ The Bite Size Training sessions are instructor-led, short process online training sessions to cover the platform users frequently asked

questions, e.g. system administration related topics, Factory Management exception process, etc.

▪ Each training session takes around 30 minutes. Pre-registration is required.

How to gain access to the Bite Size Trainings

▪ Access the Training Calendar located on the Infor Nexus Documentation Central to see an overview of the Bite Size Training Schedule

provided by Region and Language. The Training Calendar presents not only the subject of the training session, but also a link to register

for sessions of interest in your time zone and preferred language.

Click the question icon then

“Training Calendar” from the

expanded menu.

The “Training

Calendar” page is

opened on the

Documentation

Central.

Click the Registration link to register

C U S T O M E R S U P P O R T

Partner Training Manual

Documents

Transcript of Partner Training Manual