B2B Integration

SCBN Essentials Document Visibility

By MICHAEL DALBO posted Tue May 04, 2021 10:02 AM

  

Introduction:

Document Visibility is a Sterling SCBN Essentials capability that enables the tracking of data at the document level.  It is a function of the Document Tracking tool and provides the status of documents using standard business information, including purchase order numbers, invoice numbers, and shipment numbers. It consists of a set of views within the Document Tracking tool.  These views drill down to the document level and are called: "Document Inbox View", "Document Outbox View", and "Search Document View". 

 

Document Visibility provides useful Search capability for document status confirmation. It also provides the status of documents using standard business information, including purchase order (PO) numbers, invoice numbers, and shipment numbers. This eliminates the need to perform cross-references to look up technical EDI information. Additional information may be found here: https://www.ibm.com/support/knowledgecenter/SSRJDU/SIB/document_tracking/user_guide/SCN_DT_Doc_Visibility_Overview.html

 

Monitoring documents

The following pages in Document Visibility enable a user to review inbound and outbound documents, and search for documents as follows:

 

When using these pages, consider the following:

  • To navigate among the records that display as a result of a search, you can click Page Down and Page Up.
  • Document Tracking initially displays data according to your profile setup.
  • You can display data up to 35 days old. To display data older than the current view, you must enter date and time range criteria for the number of days you want to display data.
  • An informational message above the table displays to indicate the number of records available. For example:
    • The message Record 1 - 8 of 96+ indicates the initial page of the results is displaying records 1 through 8 of the first 96 records that match your search criteria.
    • The plus sign (+) indicates that once you reach records 89 through 96, you can click Page Down to access more records that match your search criteria.

For example, if a total of 170 records matched your sort criteria, clicking Page Down after viewing records 89 through 96 displays a message indicating Record 97 - 104 of 170. If a total of 200 records matched, the informational message Record 97 - 104 of 192+ displays after clicking Page Down because records are returned in groups of 96.


 

Document Inbox View page

The Document Inbox View page contains a list of documents that your inbox has received from your trading partners. The Document Inbox View page also enables you to view document details, including raw data for a specific business document. Users set up with a protocol that allows File Upload or File Download will have a different Document Inbox View than the view described in this section.

Procedure

To view your Document Inbox, complete the following steps:

  1. From the Views menu, select Document Inbox.
  2. On the Document Inbox View page, click the column heading in the information table, to sort columns in ascending order
    Note: The direction of the arrow next to the column heading indicates ascending and descending order. To reverse the order, click the column heading again.
  1. To view data for the interchange control number, click the number to view under the Interchange Control # column.
  2. To view information about the sender, click the ID under the Sender ID column.


 

Results

The Document Inbox View page contains a list of documents that you have sent to your trading partners. The following figure shows an example of the Document Inbox View page:

 



Document Outbox View page
 

The Document Outbox View page contains a list of documents that you have sent to your trading partners. The Document Outbox View page also enables you to view document details, including EDI data for the interchange control number, functional group data, and information about the receiver and sender. The search field for the Business Document Number 2 will be displayed for users whose mailslot is set up to display this field.


Procedure

To view your document outbox, follow these steps:

  1. From the Views menu, select Document Outbox.
  2. On the Document Outbox View page, click the column heading in the information table, to sort columns in ascending order.
    Note: The direction of the arrow next to the column heading indicates ascending and descending order. To reverse the order, click the column heading again.
  1. To view data for the interchange control number, click the number to view under the Interchange Control # column.
  2. To view data for the functional group, click the group under the Group column.
  3. To view data for the document, click the document type under the Document column.
  4. To view information about the receiver, click the ID under the Receiver ID column.
  5. To view information about the sender, click the ID under the Sender ID column.

 

Results

The Document Outbox View page contains a list of documents that you have sent to your trading partners. The following figure shows an example of the Document Outbox View page:





Searching for documents 

The Search Document page enables you to search for document information for the mailslot to which you are logged on. After performing a search, you can access more details about the results that display:

  • When searching for inbound or outbound data, you can exchange (swap) the sender and receiver IDs.












The more specific your search criteria, the more specific your search results. When using the Search Document page, consider the following:

  • You can search using any combination of Sender ID with or without Sender Qual; Receiver ID with or without Receiver Qual; Functional Group; Interchange Control Number; Document ID; Business Document Number; Status; Loaded Date/Time; Picked Up Date/Time; or Inbound/Outbound/All data.
  • Initially, the search results display by Loaded Date/Time in ascending order. You can sort the search results in ascending or descending order using these columns: Picked Up Date/Time, Loaded Date/Time, Status, Interchange Control Number, Functional Group, Document ID, Business Document Number, Sender ID or Receiver ID.
  • Document Tracking initially displays data according to your profile setup.
  • You can display data up to 35 days old. To display data older than the current view, you must enter date and time range criteria for the number of days you want to display data.
  • To navigate among the records that display as a result of a search, you can click Page Down and Page Up.
  • After performing a search, an informational message above the table displays to indicate the number of records available. For example:
    • The message Record 1 - 8 of 96+ indicates the initial page of the results is displaying records 1 through 8 of the first 96 records that match your search criteria.
    • The plus sign (+) indicates that once you reach records 89 through 96, you can click Page Down to access more records that match your search criteria.
      For example, if a total of 170 records matched your sort criteria, clicking Page Down after viewing records 89 through 96 displays a message indicating Record 97 - 104 of 170. If a total of 200 records matched, the informational message Record 97 - 104 of 192+ displays after clicking Page Down because records are returned in groups of 96.
  • When you select the status Error from the Status column list, the Sort by picked up date/time is disable
  • When searching for a Business Document Number (2), you can search for the PO or invoice and display information for the PO or invoice in Document Visibility:
  1. From the Views menu, select Search Document to display the Document Search View
  2. On the Document Search Viewpage, type your search criteria in the available fields.
    Note: If you have the Business Document Number 2 available, you can transfer from the invoice to view the actual P.O. (assuming it’s been in the last 35 days) by copying the Business Document Number 2 and placing it in the Business Document Number field.
  1. To display your search results, press Enter or click Search.
  2. To switch the Sender ID and the Receiver ID, click Swap Sender/Receiver IDs.
  3. To sort columns in ascending order, click the column heading in the information table.
    Note: The direction of the arrow next to the column heading indicates ascending and descending order. To reverse the order, click the column heading, again.
  1. To view any additional records, click Page Down.


The document reference numbers in these lists are placed into the business document number.

 






#Spotlight
0 comments
576 views

Permalink