ITC Web Docket System - Wattyl User Manual Version 2.2 November 2010
Contents Introduction 1 Starting ITC Web System 2 Password Rules 3 Not Valid 4 Expired How to Change 5 ITC System Home Page 6 Main Menu 7 Entering a New Account Docket 8 Customer Selection Window 9 Product Selection Window 11 Price Override 14 ITC Supplied Sundry Products 16 Tinted Products 17 Order Comments 18 Deleting a Product from a Delivery Docket 20 Create and Print Delivery Docket 22 Yes Proceed to Docket Print 23 Invoice to Account 26 Edit Edit docket prior to Print 29 No - Cancel docket prior to Print 30 Pay in Cash Now [Cash Docket] 31 Entering a Cash Docket 36 COD Invoice Print 39 Customer Account On Hold 41 Credit Approval & Credit Limit Approval Numbers 43 Credit Limit Approval Number 45 Cancelling a Docket 47 Customer Notes Pop-uo 48 Docket Inquiry 49 Reprint - Account Docket 52 - COD Docket 54 Docket Type Report 56 Stock Report 61 Error and Helpdesk Contact 64
Introduction Welcome to the Wattyl ITC Web Docket System. ITC s can now log into the Wattyl Web server and access customer and product data from the master files within Prism. This means up to the minute customer, product and pricing information is available as you use the system. There will no longer be a requirement for email updates or manually sending dockets to Wattyl / Solver each night. As the ITC processes a docket this will automatically create an order in Prism and these orders will be invoiced and updated into the ITC account when invoices are processed during the day. Orders will be held within Prism if they are waiting for cash for COD dockets, or if there is a zero price on a product. On application, the ITC will be allocated a Username and Password. The first time the ITC logs into the Web Server you will be required to change your password. There are rules for Prism passwords, so please read [Page 4] carefully prior to changing your password. These instructions are designed to help you get started using your system quickly and easily. New Requirements A PC with Internet Explorer 6.0 at a minimum (7.0 preferred) Access to the Internet, specifically HTTP and HTTPS access to the URL https://itcweb.wattyl.com.au/itcwebw/ for Wattyl ITC The PC must have a version of Adobe Acrobat Reader for viewing PDF files plus proper antivirus software installed and updated. Page 1
Starting ITC Web System Access the Web address: https://itcweb.wattyl.com.au/itcwebw/ Copy the address to your desktop or save as a favourite. Key in ITC User Name and Password and click on Logon You will be required to provide a new password the first time you log into the system. Page 2
Password Rules Passwords will expire every 60 days Password length must be between 6 and 10 characters Passwords must include characters from each of the following character groups : 1. Must start with a character 2. Characters [A through Z] uppercase or lowercase 3. Digits [ 0 through 9 ] 4. Non alpha characters limited to $, @, #, _ Password cannot be the same as the previous 12 passwords Examples: Charger1 Charg$er1 Harley6 Cassie$ Page 3
Password Not Valid If the password is not valid the following Error message screen will display. Key the User Name and Password again and press Login. Page 4
Password Expired Passwords will expire every 60 days and a new password will be requested at that time. Password expiry screen will display to enable the User to change their password. Current Password New Password Confirm Password Your current Password Key new Password Key new Password again to verify Click on Login Page 5
ITC System Home Page ITC Logon accepted screen will be displayed when the Username and password are valid tor the ITC. ITC User ID and User name are displayed with the ITC name. Your Sales Rep name is displayed as well as contact details for any issues. To download the latest version of the ITC Web User Manual, click on Download. This will create a.pdf document Ensure details are correct Click on Enter. Page 6
Main Menu Docket Entry Docket Inquiry Docket Type Report Stock Report Signout Enter new dockets Inquiry on dockets processed Displays All or Selected docket types Displays product quantities sold Select to exit menu. Page 7
Entering a New Customer Account Docket The D/D number [Delivery Docket] is automatically generated. Additional fields have been added to key in Sales Person and additional comments in the Comments field. Enter Customer number and then press ENTER or click on the Customer picture to display the Customer Selection Window. Display will be in alpha sequence. Page 8
Customer Selection Window By keying in the first few characters of the customer name click on the magnifying glass, the results will display as below. You can scroll down or Page Down to find customer if required. Customer suburb and post code have been added to assist with correct customer selection. Select by clicking on the highlighted customer. Screen displays the customer details and if the customer is an Account or COD customer. The Customer ABN # is displayed. Page 9
Enter Customer PO # details and any Instructions or Job #. The following message will appear if an Invalid Customer number is selected. O95397 Customer cannot be an ITC Customer OR O95398 Customer should be a Trade Customer Page 10
Product Selection Window There are three [3] ways to enter product details. 1. Key the product code 2. Enter product via product selection window 3. Scan barcode of product Key in the product code and quantity. If other products required Tab through to Product field and continue keying in product code or use the Product Selection window. Page 11
To find products, click the Product to display the Product Selection Window. By keying in the first few characters of the product name and click on the magnifying glass, the results will display as below. Select by clicking on the highlighted product and the product will be populated into the docket as below. Page 12
OR Alternatively, scan the barcode and the product will be populated. Key in quantity. NB: ensure cursor is in Product field prior to scanning product. Page 13
Price Override To override the price the Spl field must have an X. This will trigger the system to request an input into the PriceOvrrd Approval field. An approval will have to be keyed into this field to then allow the price to be keyed into the Price field.. The following will appear at the bottom of the screen. O95387 Enter Wattyl(Solver) Sales Manager Who Authorised Sales Manager will organise a code to be used for a set period to ensure overrides are authorised. Docket displays the Price override and Approval and the detail of the Authorisation will be displayed on the orders in the Wattyl system. See Process Steps below. Page 14
Process Steps: Key Product and Quantity Place an X under Spl press ENTER Key in the Override Approval code press ENTER Key in the Price After entering all Products for the docket, press ENTER to retrieve price details, then click on Click here to create Docket. If there is no Price in the system as stated below, key the Price. O95383 Price Not Available on Host System.Enter Price Page 15
ITC Supplied Sundry Products [299907] To enter a sale for a Sundry item, the ITC Supplied Sundry Item product code is required to be entered with an override price and description of the sundry. The process for 299907 is as below. Process Steps: Key Product code 299907 Key Quantity Key in the Price and description Page 16
Tinted Products To enter a tinted product the Tint field must have an X and the colour must be keyed into the Tint/Comment field. The tinted product code will be populated by the system as a B1 suffix. Eg: 113451.004B1 NB : Field is limited to 20 characters Scan or key in Product code [normal code] Key Quantity Key in Colour under Tint/Comment Place an X under Tint press ENTER The tinted code will now be displayed as below. After entering all products, press ENTER, then click on Click here to create Docket. Page 17
Order Comments To add comments ie: Instructions or Job numbers, use the Instructions or Job # field. These comments will display on the docket when printed and will also be populated into the Comments field on the Prism order and Invoice. Additional comments can be input into the Comments field. These comments will only display on the docket when printed. Page 18
Comments display in the Instructions field on the docket. Page 19
Deleting a Product from a Docket Each field must be cleared. Ie : Product, Qty, Spl, Tint/Comment and Tint. Press ENTER and the line will be deleted. This will then clear the line as below. Page 20
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Create Docket Select Yes to Proceed OR Select No to cancel the docket OR Select Edit to return to docket Page 22
Create Docket YES Option The YES option allows the user to proceed to the printing of the docket. Select either : Invoice to Account OR Pay in Cash Now Page 23
Click on PRINT Page 24
Click on Dkt and the Docket will display in PDF format on the screen. There are two [2] sheets created for the docket. Page 25
Account Customers Invoice to Account Account customers have the option to either have the docket invoiced to their account or convert to COD and pay in cash. Selection of Invoice to Account NB : The screen will display, select PRINT. Account Customers will not display any line item prices on the docket even if the YES option is selected. Page 26
Page 1 of 2 : Account Customer copy There are no Prices displayed. Page 27
Page 2 of 2 : This is the Wattyl and ITC copy with the customer name, signature and date. This docket needs to be filed for any future reference. The Customers Total Pricing is displayed on this copy. Page 28
Create Docket EDIT Option The EDIT option allows the user to return to the docket. Maintenance can be done on the order prior to selecting Create Docket again. An additional item has been added to the order as below. After maintenance has been completed, then click on Click here to create Docket and select YES to proceed. Page 29
Create Docket NO Option The NO option cancels the order and returns the user back to the Main Menu. Page 30
Account Customers Pay in Cash Now option If the account customer decides to pay in cash rather then add the docket to their account the following displays. Selection of Pay in Cash Now Page 31
If you select PRINT and Show Prices - YES then the docket will be printed with item prices displaying. If you select PRINT and Show Prices NO then the docket will be printed with no item prices displaying. Page 32
Screen displays as below requesting the Collection of Payment for this Invoice. Click on Dkt to print. Page 33
Tax Invoice Print Page 1 of 2 : Account Customer copy Page 34
Page 2 of 2 : This is the Wattyl and ITC copy with the customer name, signature and date. This docket needs to be filed. Page 35
Process a COD Customer Docket Enter Customer number or click on the Customer picture to display the Customer Selection Window. Display will be in alpha sequence. After customer selection ** COD CUSTOMER ** displays at the top of the screen as shown below. After entering all Products, press ENTER to retrieve price details, then click on Click here to create Docket. Click Yes to proceed to create Docket. Page 36
If you select PRINT and Show Prices - YES then the COD docket will be printed with item prices displaying. If you select PRINT and Show Prices NO then the COD docket will be printed with no item prices displaying. Page 37
Screen displays as below requesting the Collection of Payment for this Invoice. Click on Dkt to print. Page 38
COD Invoice Print Two sheets are printed as before. This example has line item prices displaying. Page 1 : Page 39
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Customer Account on Hold When a customer Account is being Held, the following screen will display when the Enter key is used after keying in the Customer number or selecting the customer from the Customer search screen. The Account could be on a Credit Hold or a Credit Limit Hold. There are two options from this point. Enter Approval # - This requires the user to call Wattyl Credit Services department 132101 Option 4 to obtain an approval number to be keyed into the Credit Approval field on the docket if the customer requires this invoice to be added to their account. Please quote your warehouse code. OR Pay in Cash Now [COD Docket] see Page 31 Page 41
Key Approval number and proceed as normal. Page 42
Credit Approval & Credit Limit Approval Number Click on Credit Approval and key in the Credit Approval number and press ENTER then continue with the addition of products to the order. The Credit Approval number will display on the docket and will also be included in the comments field on the ITC sales order in Prism. If after entering the products on the docket the Credit Limit is now exceeded then a Credit Limit approval number will also be required. Enter Approval # - This requires the user to call Wattyl Credit Services department 132101 Option 4 to obtain an approval number to be added to the docket if the customer wishes to proceed with the sale. Please quote your warehouse code. Page 43
OR Pay in Cash Now [COD Docket] see Page 31 The sale docket will go onto a Customer Credit Limit Hold hold in Prism and will need to be released by the Credit Department after viewing the Authority code on that order. NB: Approval numbers are not available on Weekends, Customers must pay in Cash The Approval will now change on the docket to reflect the last Approval number. Both the original Credit Approval and the Credit Limit Approval will display on the docket within Prism order comments. Page 44
Customer Credit Limit Approval Number When a customer Account is being Held because the accounts exceeds the customer Credit Limit, the following screen will display when the Enter key is used after keying in the Customer number or selecting the customer from the Customer search screen. There are two options from this point. Enter Approval # - This requires the user to call Wattyl Credit Services department 132101 Option 4 to obtain an approval number to be added to the docket if the customer wishes to proceed with the sale. Please quote your warehouse code Key in Approval number then click on Enter Approval # OR Pay in Cash Now [COD Docket] see Page 31 NB: Approval number are not available on Weekends, Customers must pay in Cash Page 45
If the customer is already on a Credit Hold this error will display if an incorrect Approval number is keyed. If the Approval number entered is invalid after line items are entered the following error will display. Page 46
Cancelling a Docket There is no available option to cancel a docket once the docket has been created. As soon as this system creates the order docket it immediately creates an order within Prism. Contact will have to be made with Customer Care a.s.a.p. to prevent the docket from being invoiced and then requiring a credit. Cancelling a Docket QLD : ] NSW: ] VIC: ] SA: ] -> Customer Care 132 101 Opt. 3 WA: ] NT: ] TAS: ] Customer on Hold Queries and Authorisation QLD : ] NSW: ] VIC: ] SA: ] -> Credit Services 132 101 Opt. 4 WA: ] NT: ] TAS: ] Page 47
Customer Notes Pop-up After selecting the customer. The following screen will be shown if the customer has any specific notes linked to the account. Click on Close to return to the Docket entry screen. Page 48
Docket Inquiry Selection of this inquiry will automatically display today s dockets that have been processed. By using the : Date Range or the calendar date can be used to view dockets processed for other periods. There is also a facility to key in specific Customer Account number and view dockets for the customer and date range. Page 49
Keying Date Range or specific Date. Click to select from Date Will now display dockets processed from the 18 th to 19 th November Page 50
Keying in Customer Account number in field Enter Cust# and Date Range. Page 51
Reprint Account Docket Highlight and click on the required docket. The docket will display and can be reprinted. NB : The screen will display, select PRINT. Account Customers will not display any line item prices on the docket even if the YES option is selected. Page 52
Click on PRINT then click on PDF to view the requested docket. Select Previous Screen to return to Docket Selection. Page 53
Reprinting of COD Dockets Reprinting of COD is now available. If you select a COD docket It will display as below. If you select PRINT and Show Prices - YES then the COD docket will be reprinted with item prices displaying. If you select PRINT and Show Prices NO then the COD docket will be reprinted with no item prices displaying. Page 54
*REPRINT* appears on the Top RHS under the Page number. Page 55
Docket Type Report This report displays an approximate value of the ITC Credits based on the calculated sales processed for the date specified. Onhold will display until the docket is invoiced. Options available to select : ALL ACCT COD - Print all Docket types - Print ACCT dockets - Print COD dockets Date Range to allow selection of any date range required. Page 56
When the dockets are invoiced the report will display the Invoice number. This will assist with reconciling COD s to the statement as the docket can easily be identified by invoice number. You may print this document by clicking on the Print key, this will display the option of the format. PDF or CSV. Page 57
PDF Report You can select other dates by using the Date Range or the docket date via the drop down calendar. Page 58
CSV Report Page 59
COD Report Would display all COD s and required payment details to be sent into Wattyl Accounts department for a specified date range. Page 60
Stock Report The Stock report displays all the Products, SKU barcode and quantities that have been sold during the specified date or date range. You can select other dates by using the Docket Range date, docket date or the drop down calendar. Page 61
Change the date to the 1 st using the drop down calendar. Products and quantities from the 1 st September to today are now displayed and can be printed by selecting the Print key. Page 62
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Error Screen Example of the error screen that will display if there is an issue with the Web Server. Retry logon again. This will also appear if the screen times out. If there are any other issues, please contact your local representative or Sales Manager first. If they are unable to assist with your inquiry, then contact the Helpdesk. Helpdesk Contact number : 1300 656 077 Page 64