Trading Grid Online User Guide

Trading Grid Online
Release 16.2
October 2016
Trading Grid Online User Guide
Release 16.2
Document Release Date: October 23, 2016
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ii Trading Grid Online
Contents
All Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xv
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1
About This Guide. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. ....1
Audience . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. ....1
System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. ....2
Operating System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. ....2
Browser Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. ....2
PC Requirements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. ....2
Conventions Used in This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. ....2
Trading Grid Online Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. ....2
Online Help. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. ....2
Contact Us . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. ....3
1 Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Access Trading Grid Online. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Navigate Trading Grid Online . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Navigation Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
User Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Configure Trading Grid Online . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
2 Operations Center . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Message Center . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Message Dashboard. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Alerts Section . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Main Area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Configure the Operations Center. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Copy Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Other Page Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
User Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Intelligent Web Form (IWF) Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Active Documents Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Active Invoices with Compliance (AIC) Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Trading Grid Messaging Service (TGMS) Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Trading Grid Resellers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Company Administrators . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Community Administrators . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
3 Transaction Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Overview . . . . . . . . . . . . . . . . . . . . . .. . .. .. . .. .. . . . . . . . . . . . . . . . . . . . . . . . . . .. 19
File Inbox . . . . . . . . . . . . . . . . . . . . . .. . .. .. . .. .. . . . . . . . . . . . . . . . . . . . . . . . . . .. 19
View or Download a Transaction File . . .. . .. .. . .. .. . . . . . . . . . . . . . . . . . . . . . . . . . .. 20
Upload and Send a File . . . . . . . . . . . .. . .. .. . .. .. . . . . . . . . . . . . . . . . . . . . . . . . . .. 22
iii
CONTENTS
4 File Transfer Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Browser Requirements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. .. . 25
File Transfer Service Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. .. . 26
Search for Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. .. . 26
Upload Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. .. . 28
Download Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. .. . 30
Delete Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. .. . 30
Export FTS File Metadata . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. .. . 31
View File History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. .. . 32
View a Partner’s FTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. .. . 33
5 Active Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Active Documents Dashboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Dashboard Features. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
View Transactions from the Dashboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Change The Reporting Period . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Export Data from the Dashboard. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Activity Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Exception Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Document Volume by Type Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Document Volume by Partner Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Search for Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Search for Transactions by Search Level . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Active Invoices for Compliance (AIC) Additional Search Features . . . . . . . . . . . . . . . . . 48
View Search Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Download Search Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Download Documents and Files from Search Results. . . . . . . . . . . . . . . . . . . . . . . . . . 54
Change Column Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Results with More than 7000 Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Save Search Criteria . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Transaction Process Lifecycle Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
View Process Lifecycle Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Download Process Lifecycle Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
View File and Document Heirarchies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Error Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Status Alerts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Functional Acknowledgement Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Managed Service Platform Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
TGMS Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Communication Sections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Extended Event Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Translation Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Related Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Audit Notes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Business Document Viewer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Schedule a Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
View Scheduled Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Change/Generate/Delete a Report Schedule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
iv Trading Grid Online User Guide

CONTENTS
Delivered Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Download Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
View Audit Logs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Delivered Reports Retention Period . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Delete Delivered Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
6 Reports for Trading Grid Messaging Service. . . . . . . . . . . . . . . . . . . . 85

Tips for Viewing Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
TGMS Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Transaction Summary Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
About Status Reports and Billable Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
Inbound Status Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Outbound Status Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
Interconnect Status Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
Delivered and Scheduled Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
Trading Partnership Transaction Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
Inbound Reactivate Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
About Transaction Alert Logs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Mailbox Arrival Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
Mailbox Error Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
Mailbox Inactivity Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Functional Acknowledgement Delinquency Report . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Interchange Exceptions Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
TGMS Report Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Configure TGMS Report Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
Functional Acknowledgement Management (FAM) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
All Tracked Trading Partners Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
Compliant Trading Partners . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
Late Trading Partners Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
No Acknowledgement Trading Partners Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
Excluded from Tracking Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102
Filter Report Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102
View Data by Trading Partner or Document Type . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
Functional Acknowledgement Scorecard (FAS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
Change Scorecard Parameters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107
7 Active Invoices with Compliance. . . . . . . . . . . . . . . . . . . . . . . . . . . . 109

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
AIC Search Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
Supported Document Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110
AIC Rules and Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
Search for Invoices Using Active Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112
Basic Active Documents Searches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112
Advanced Active Documents Searches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
View Processing Lifecycle Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
Email Alerts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133
Search for Invoices Using Active Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135
Active Invoices Archive . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135
Trading Grid Online User Guide v

CONTENTS
Cancel an Invoice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143

Attach Files to An Invoice. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145
Redeliver Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148
Send Multiple Invoices in a Batch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151
Upload Unrelated and Non-sequential Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153
Format Non-Invoice XML Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155
Invoice Information Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
Legal Entity Partner List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170
Tax Exemption Justification Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172
8 Trading Grid Analytics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175
Reporting Period . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176
Analytics Dashboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176
Analytics Dashboard Top Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177
Analytics Dashboard Bar Graphs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180
Metrics Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183
Operational Metrics Detail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183
Business Metrics Detail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184
Filter Performance Metrics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189
Export Performance Metric Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199
Dashboard Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201
Trading Partner Currency Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201
Default Item Qualifier Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203
9 Document Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207
Document Manager Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207
Hardware Requirements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208
Forms Viewer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208
Document Manager Inboxes and Sendboxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211
Document Inbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211
File Inbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213
Document Sendbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214
File Sendbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217
Inbox and Sendbox Navigation Tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218
Configure Inboxes and Sendboxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221
View Documents and Attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222
Create New Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224
Create Turn Around Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225
Navigation Tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228
Create a New Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229
Create a New Document from a Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231
Optional Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234
Upload Documents to Document Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234
Create and Send Ship Notices with Labels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236
Create a Ship Notice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236
Pack a Shipment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239
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Unpack a Package . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243

Delete a Package. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243
View/Edit Package Contents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 244
View Hierarchy/Delete Multiple Packages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 244
Pack Packages into Larger Units . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 245
Add Mandatory Field Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 248
Assign Serial Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 252
Print Shipping Labels and Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 252
Save Your Packing Information and Send the Ship Notice . . . . . . . . . . . . . . . . . . . . . 254
Send Documents and Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 254
Attach a File to a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 254
Modify and Resend Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 256
Send, Modify, and Resend Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 257
System Administrators . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .259
10 Community Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 260

Create company accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 261
Required Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 261
Company Profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262
Assign a Subscription Package . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 263
Add Customer User Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 263
Add New User Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 264
Activate, Deactivate, or Delete User Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 266
Set Up Trading Relationships . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 266
Current Trading Partner List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 266
Standard Trading Partnership . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 267
Open Trade Partnership . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 270
AutoForward Partnership . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 271
AutoCopy Partnership . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 273
Mailboxes and EDI Addresses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275
Configure EDI Mailboxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275
Add or Delete Mailbox Addresses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 276
Define the Customer’s Service Contacts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 278
Define Service Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 279
Re-Assign a Default Contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 280
Remove a Default Contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 280
View, Change, or Delete a Contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 281
Define Customer Alerts and Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 282
Alerts and Options Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 283
Define the Alerts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 283
Mail Slots . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 288
Password Policy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289
Enhanced Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289
Rules and Alerts Descriptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 290
Define the Enhanced Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 290
Resolve Customer Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 297
Log in as a Customer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 297
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Invitation Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 297

Create a Company Invitation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 298
Copy a Company Invitation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 300
Create a User Invitation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 301
Modify a Company or User Invitation Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 302
On-Boarding and Self-Registration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 303
Create Invitation for “Spoke” or “Child” Companies. . . . . . . . . . . . . . . . . . . . . . . . . . 303
Self-Registration Steps for Suppliers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 305
Self-Registration Steps for Buyers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 306
Pending Registrations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 308
11 Account Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 310

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 310
Navigation Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 311
Company Profile Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 311
Manage User Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 313
Create Company User Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 313
Invite Company Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 318
User Action History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 322
Trading Relationships . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 323
For Intelligent Web Forms (IWF) Users only. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 324
For IWF Users only . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 324
About your Trading Community . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 324
Current Trading Partner List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 325
Standard Trading Partnership . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 326
Open Trade Partnership . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 330
AutoForward Partnership . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 333
AutoCopy Partnership . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 336
Company Subscription . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 339
Mailboxes and EDI Addresses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 339
Configure EDI Mailboxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 339
Add or Delete Mailbox Addresses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 341
Service Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 345
Define Service Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 345
Re-Assign a Default Contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 347
Remove a Default Contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 347
View, Change, or Delete a Contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 348
Messaging Service Alerts and Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 349
Define the Alerts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 349
FAM Alerts and Report Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 358
Active Document Status Alerts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 360
Define an alert . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 360
Active Document Data Policies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 362
Customize Key Names/Labels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 363
Active Invoice Legal Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 364
Define a Legal Profile. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 364
Secure Email Delivery . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 373
Maintain Legal Entity Relationships . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 375
Machine Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 377
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Add a Machine User. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 377

Update or View a Machine User . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 378
Activate or Deactivate a Machine User . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 378
Mailboxes and Mailslots . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 378
Cross-Reference Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 380
File Format Guidelines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 380
Update Cross-Reference Table Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 381
Add or Delete Rows in Cross-Reference Tables. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 381
Download Cross Reference Table as .csv Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 382
Upload Cross Reference Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 382
Revert Cross Reference Table To Previous Versions . . . . . . . . . . . . . . . . . . . . . . . . . 383
Billing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 383
Configure Invoiced Bill Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 383
Find an Invoiced Bill . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 384
View Invoiced Bill Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 384
Print Invoiced Bills . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 384
View or Download Invoiced Bills . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 384
Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 385
Change Password Policy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 385
Terms and Conditions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 385
Active Order Alert Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 388
Define Alerts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 389
Define Business Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 393
Define Display Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 397
Order Display Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 397
Ship Notice Display Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 397
Invoice Display Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 399
Remittance Advice Display Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 400
DSD Invoice Display Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 400
Credit Note Display Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 401
Debit Note Display Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 402
Add Logos to Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 402
Upload Terms and Instructions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 403
Upload Order Closure and Retention Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 403
Define Inventory Criteria . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 404
Time Period . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 404
Location Hierarchy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 404
Manage Department Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 405
Change Invoice Status Names . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 405
Manage Email Alerts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 406
Modify Your Email Alert Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 407
Field Descriptions and Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 408
Enable the Active Documents Dashboard. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 430
Use the Active Documents Dashboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 431
Search for Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 435
Configure the Search Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 436
Begin Searching . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 436
Search on Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 438
Search for Related Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 439
Group Search Results. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 439
Trading Grid Online User Guide ix

CONTENTS
Search Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 440

Configure the Search Results Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 440
View the Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 441
View Related Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 441
Drill Down into Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 442
Print and Save Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 442
Save all Search Criteria . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 442
Transaction Process Lifecycle — Classic . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 443
Enable the “Classic Lifecycle” Option . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 443
View a Process Lifecycle. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 443
Error Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 444
Update Error and Event Statuses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 444
Status Alerts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 446
FA Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 447
Managed Service Platform Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 447
TGMS Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 448
Communication Sections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 448
Extended Event Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 448
Translation Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 448
Applicable Related Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 450
Audits and Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 450
Print a Processing Lifecycle Page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 451
Transaction Process Lifecycle — New . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 451
Enable the “New Lifecycle” Option . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 452
View a Process Lifecycle. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 452
Error Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 454
Status Alerts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 455
FA Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 456
Managed Service Platform Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 456
TGMS Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 456
Communication Sections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 457
Extended Event Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 457
Translation Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 457
Applicable Related Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 457
Audits and Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 458
Scheduled Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 458
Standard Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 458
Create a TGMS Report or 1-Time only Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 459
Save/Schedule/Send Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 460
View Scheduled Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 462
Change/Generate/Delete a Report Schedule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 462
Delivered Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 462
Download Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 463
View Audit Logs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 463
Retention Period . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 463
Delete Delivered Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 463
Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 464
Error Numbers -1 and -2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 470
-1 EOF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 470
-2 Character Set read_set Error . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 470
x Trading Grid Online User Guide

CONTENTS
Error Numbers 128 – 193. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 471

128 Code Space Exceeded . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 471
129 Stack Exceeded. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 471
130 Stack Underflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 471
131 Illegal Instruction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 471
132 Message Queue Illegal I . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 471
133 Source Access Syntax Error . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 471
134 Source Model Syntax Error . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 472
135 Target Access Syntax Error . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 472
136 Target Model Syntax Error . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 472
137 ATTACH Error . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 473
138 Data Model Item Not Found . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 473
139 Data Model Item – No Value Found . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 473
140 No Instance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 473
141 Mandatory Segment/Record Missing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 474
142 Try Next Error. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 474
143 Sort on Non-sort Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 474
144 Wrong Argument Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 474
145 Parse Environment Error . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 474
146 Invalid Date, Time, or Numeric String . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 474
146 Invalid Date, Time, or Numeric String . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 475
147 RETURN Executed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 475
148 RELEASE Executed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 475
149 REJECT Executed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 475
150 CONTINUE Executed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 475
151 BREAK Executed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 475
152 Lookup Error . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 475
153 Memory Allocation Error. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 475
154 Virtual Memory Allocation Error . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 476
155 Virtual Memory Allocation Size Error . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 476
156 Fatal Virtual Memory Error . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 476
157 Access Memory Allocation Error . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 476
158 Data Tree Memory Allocation Error . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 476
159 Number of Allowable Translations Exceeded . . . . . . . . . . . . . . . . . . . . . . . . . . . 476
160 Error Opening Infile. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 477
161 Error Opening Outfile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 477
162 Error Opening Swapfile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 477
163 EXEC Error . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 478
164 sort_STK malloc Error . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 478
165 Message System Call Error . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 478
166 Error Log Open Error . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 478
167 Function Not Found. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 478
168 Data Model Memory Allocation Error . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 478
169 Invalid Function Used in Target Access Model . . . . . . . . . . . . . . . . . . . . . . . . . . 478
170 Command Line (-at) ATTACH Error . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 479
171 No Children Found . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 479
172 Access Item is a Null Pointer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 479
173 Improper Access Model Item Definition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 479
174 Virtual Memory Free List Error . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 480
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CONTENTS
175 Virtual Memory Out of Space Error . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 480

176 Data Field/Element Too Short. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 480
177 Data Field/Element Too Long . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 480
178 Error in Administration Database Open . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 480
179 Unable to Get Lock . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 480
180 Unable to Unlock. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 480
181 Read Error in Administration Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 480
182 Write Error in Administration Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 481
183 I/O Error in Administration Database Access . . . . . . . . . . . . . . . . . . . . . . . . . . . 481
184 Wrong Permissions or Invalid Output Character . . . . . . . . . . . . . . . . . . . . . . . . . 481
185 Truncation Error – Data Model Object . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 481
186 Invalid Argument Value . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 481
187 Exceeded Maximum Data Models . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 481
188 Exceeded Maximum Access Models . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 482
189 STOP Executed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 482
190 Mandatory Data Field – Element Missing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 482
191 Invalid Character in the Data Field/Element . . . . . . . . . . . . . . . . . . . . . . . . . . . . 482
192 Missing Post Delimiter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 482
193 Access Model Pre-Condition Not Met . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 482
Error Numbers 200 – 255. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 483
200 Unable to Recover. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 483
201 Recovery on Minimum . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 483
202 Recovery on Maximum . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 483
203 No Value Available for Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 483
205 Recovery on CHARSET. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 483
206 Recovery on POST_COND . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 483
208 Recovery on LKUP. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 483
211 Invalid Structure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 484
212 XSL Missing Schema . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 484
213 XML Referring Invalid DTD/Schema . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 484
214 XML Invalid Against Schema . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 484
215 XML Stylesheet Error . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 484
216 XML Stylesheet Error . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 484
217 XML Proxy Server Error . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 484
218 Source Constraint Stylesheet Parse Error . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 485
219 Target Constraint Stylesheet Parse Error . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 485
220 Source Constraint Stylesheet Validation Error. . . . . . . . . . . . . . . . . . . . . . . . . . . 485
221 Target Constraint Stylesheet Validation Error . . . . . . . . . . . . . . . . . . . . . . . . . . . 485
222 Output XML Validation Error . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 485
237 Internal c-tree Error . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 485
238 Maximum CPU Time Exceeded . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 486
239 Maximum Output File Size Exceeded . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 486
248 Value Stack Memory Error . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 486
249 Error in idcopy In Access Parser . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 486
250 Translation Memory Error . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 486
251 Error Allocating vstack . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 487
252 Unable to Open Archive File (in ARCHIVE_REC()) . . . . . . . . . . . . . . . . . . . . . . . . 487
254 Error Allocating Buffer Space for Device . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 487
255 Error Parsing Command Line Map Component File . . . . . . . . . . . . . . . . . . . . . . . 487
xii Trading Grid Online User Guide

All Users
I
This section contains instructions for OpenText customers using Trading Grid
Online products.The information is organized by the various components that
comprise Trading Grid Online.
■ “Introduction”
■ Chapter 1, “Getting Started”
■ Chapter 2, “Operations Center”
■ Chapter 3, “Transaction Manager”
■ Chapter 4, “File Transfer Service”
■ Chapter 5, “Active Documents”
■ Chapter 6, “Document Manager”
■ Chapter 7, “Reports for Trading Grid Messaging Service”
■ Chapter 8, “Active Invoices with Compliance”
■ Chapter 9, “Trading Grid Analytics”
Note: You might not have access to all of the components described in this guide.
The products and features available are based on your trading community and
subscription permissions.
Introduction
Trading Grid Online is a single, global, and multi-lingual portal that provides easy
access to OpenText products and services.
You can send and receive documents directly from Trading Grid Online, and view
reports showing your sent and received document activity.
Trading Grid Online also interfaces with the OpenText Trading Grid Messaging
Service (TGMS), which enables the electronic exchange of inbound and outbound
business documents in a secure, fast, and reliable manner. As a TGMS customer,
you can use Trading Grid Online to administer your mailbox, including such
activities as adding and maintaining EDI addresses, trading partnerships, and other
users within your account. Trading Grid Online administers, monitors, manages,
and reports TGMS transactions by:
■ Trading information electronically with your global partners efficiently.
■ Reporting the status of both sent and received documents.
Note: For more information about TGMS, refer to the OpenText TGMS User Guide.
About This Guide

This guide explains how to navigate Trading Grid Online and use the various
components, depending on your role and subscription priveleges.
Audience
This guide is intended for the following audience:
■ Company Administrators
■ Company Users
1
INTRODUCTION
System Requirements
System Requirements
Operating System
OpenText Trading Grid Online supports the following operating systems:
■ Microsoft Windows
■ Mac OS X
Browser Requirements
Trading Grid Online supports the following browsers:
■ Internet Explorer v11
■ Mozilla Firefox v46
■ Google Chrome, as needed
Browsers must be enabled for JavaScript, and popup blockers must be disabled.
PC Requirements
■ Personal Computer (500MHz)
■ 256MB RAM
■ Recommended screen display setting: 1024 x 768
Conventions Used in This Guide

This guide uses the following conventions:
Convention Description Example
Bold text Buttons, fields, menu options, and Click Save.
hyperlinks in Trading Grid Online.
“Blue text in quotes” Links to other sections in the guide. “Navigate Trading Grid
Online” on page 6.
Italic text References other relevant See the TGMS User Guide.
publications.
Trading Grid Online Support

Online Help
To access the online help for a Trading Grid Online page, click in the title bar.
2 Trading Grid Online

INTRODUCTION
Contact Us
If you cannot find an answer to your questions in online help, contact the
OpenText Client Services Help Desk by phone or email.
1 Click in the title bar from any page in Trading Grid Online.
The Customer Support links display.
2 Click the appropriate link to locate the email address or phone number for the
Client Services Help Desk near your location.
Trading Grid Online 3

INTRODUCTION

Getting Started
1
This chapter provides an overview of Trading Grid Online, including navigation tips
and how to set up your user profile.
Topics include:
■ “Access Trading Grid Online” on page 5
■ “Navigate Trading Grid Online” on page 6
■ “User Profiles” on page 7
■ “Configure Trading Grid Online” on page 9
Access Trading Grid Online

To access Trading Grid Online
1 Go to the following URL from your Internet browser:
https://tradinggrid.gxs.com/
2 Log in to Trading Grid Online with your user name and password.
The Operations Center page opens.
The Operations Center is the home page for Trading Grid Online. This page
displays Alerts, Announcements, Invitations, and other notifications. For more
about using the Operations Center, see “Operations Center” on page 11.
5
GETTING STARTED
Navigate Trading Grid Online
Navigate Trading Grid Online

Navigation Panel
All Trading Grid Online pages have a similar layout. The Navigation Panel on the
left side of every page is a is collapsible panel that provides access to the
components that your company subscribes to. The component buttons indicate the
functions that you can perform from a page. You can show or hide the Navigation
Panel and configure the way the components functions display.
To show or hide the Navigation Panel
Click to collapse the panel.
Click to show the panel.
Trading Grid Online Tabs

The Trading Grid Online tabs display the components that your company is
subscribes to.
Note: The Trading Grid Online tabs in your application also depend on your role
and user access privileges.

GETTING STARTED
User Profiles 1
User Profiles
Your user profile contains your contact information, user ID, and password that
you defined during registration. It also lists your service privileges. You can update
the information at any time.
To update profile information
1 Click My Profile.
The My Profile page opens.
2 Update your information in the Personal Information section, as needed.

3 Click Submit from the Actions drop-down menu.
To view Service Privileges
1 Select Service Privileges from the My Profile page.
The Service Privileges page indicates the your service access with check marks
next to the approved services.

GETTING STARTED
User Profiles
Example: Service Access Priviledges (not a complete list of services).

.
Note: Only your Company Administrator can add or change your access privileges
in Trading Grid Online.
To change your password
1 Click Change Password from the My Profile page.
2 Type the updated password information.
3 When finished, click Actions > Submit.
Note: The Community Manager or Company Administrator might have defined
password policies, such as an expiration period or content restrictions, that
apply to all users at your company or in your community.
To change your User ID
1 Click Change User ID.
2 Type the updated User ID information.
3 When finished, click Actions > Submit.
To update security question information
1 Click Update Security Questions.
2 For questions 1 through 5, use the drop-down menu to select a desired security
question, and type the appropriate answer.
3 When finished, click Submit.

GETTING STARTED
Configure Trading Grid Online 1
Configure Trading Grid Online

You can change the layout and the contents displayed on configurable Trading Grid
pages.
To configure Trading Grid Online pages
1 Click in the title bar.
Note: If the configure icon does not display in the title bar, the page is not
configurable.

GETTING STARTED
Configure Trading Grid Online

Operations Center
2
This chapter describes the Trading Grid Online Operations Center.
Topics include:
■ “Overview” on page 11
■ “Message Center” on page 12
■ “Configure the Operations Center” on page 13
■ “User Options” on page 17
Overview
The Operations Center opens automatically when you log in to the system. This
page is the home page for Trading Grid Online and it is available to all users.
Note: The features available from the Operations Center are based on your role
and subscription permissions.
11
OPERATIONS CENTER
Message Center
Message Center
The Message Center displays system messages and alerts.
Message Dashboard
The Message Dashboard shows new, unopened messages and the date that the
newest message was received.
Message Types
There are four types of messages in the dashboard:
Message Type Description
Alerts Notifications about important information that might require
attention.
The system keeps Alert messages until the number of days
specified in the message.
Announcements Notifications about Trading Grid Online issues or events.
The system keeps Announcement messages until the number of
days specified by your Company Administrator.
New Features Notifications about new or upcoming Trading Grid Online
features.
The system keeps Announcement messages until the number of
days specified by your Company Administrator.
Invitations Invitations provide invitation statistics.
Alerts Section
The messages display in the Alerts section (on the right side of the page).
Manage Messages
To Do this
View a message. 1 Click the type of message you want to view.
2 Select a message.
The message opens in the Alerts section.
Save a message. 1 Select a message.
2 Click Actions > Save.
The message is saved until you delete it manually.
Delete a message. 1 Select a message.
2 Click Actions > Delete.
The message is deleted.
Main Area
The content area contains text and data based upon the selected link or tab. The
information displayed is configurable.

OPERATIONS CENTER
Configure the Operations Center 2
Configure the Operations Center

You can configure the Operations Center by copying up to five other components
to the page, and set up the page layout and content display to access the easily.
Copy Components
To copy components to the Operations Center
1 Click in the title bar.
The Configure this Page window opens.

2 Click the Page Components arrow.

OPERATIONS CENTER
The Page Components section lists your available components.
3 Check the appropriate checkboxes in the Copy to Operations Center section

for the components you want to copy.
4 Click Set Components.
The Component column list the copied components.
5 Click Apply.

OPERATIONS CENTER
Configure the Operations Center 2
You can now access the copied components from the Navigation Panel.

OPERATIONS CENTER
Other Page Options

To Do this
Show or hide columns Click to hide the column.
Click to show the column.

Print information from a section Click .
Hide component data Click the Minimize icon > Apply.
Display component data Click the Maximize icon > Apply.
Remove a component Check the component checkbox, and click Remove > Apply.
Change the sequence of components In the Order column, number the components in the desired
on a page order. Click Apply.

OPERATIONS CENTER
User Options 2
User Options
■ “Intelligent Web Form (IWF) Users” on page 17
■ “Active Documents Users” on page 17
■ “Active Invoices with Compliance (AIC) Users” on page 17
■ “Trading Grid Messaging Service (TGMS) Users” on page 17
■ “Trading Grid Resellers” on page 18
■ “Company Administrators” on page 18
■ “Community Administrators” on page 18
Intelligent Web Form (IWF) Users

Use the Operations Center to perform the following tasks:
■ View, save, and delete documents
■ Access files and documents from your Inbox or Sendbox
To access documents from the Operations Center
1 In the Type column of the Message Dashboard, click the Document
Manager link.
A summary of your documents opens.
To access files and documents from your Inbox or Sendbox

Do one of the following:
■ Click the applicable number in the Total column of the Message Dashboard.
■ Click the Document Manager tab to open Document Manager.
Active Documents Users

If your company subscribes to the current version of Active Documents, click the
Active Documents tab.
Otherwise, click the Reports Tab for the older version of Active Documents. See
Appendix B, “Active Documents Classic”.
Active Invoices with Compliance (AIC) Users

To work with your invoices, click the Reports tab.
Trading Grid Messaging Service (TGMS) Users

To upload or send a file from the Transaction Manager, click the Transaction
Manager tab.
To see all Trading Grid Online subscription reports, click the Reports tab.

OPERATIONS CENTER
User Options
Trading Grid Resellers

To set up a new company, or to view and modify information for an existing
company’s Trading Partners, users, alerts and configurations, and more, click the
Community Manager tab.
Note: This tab is available only to Community Administrators and Resellers.
Company Administrators
To view and modify information about your Trading Grid account, your Trading
Partners, your company users, your company alerts and configurations, and more,
click the Account Manager tab.
Note: This tab is available only to Community Administrators.
Community Administrators
To view and modify information for a Trading Grid company, Trading Partner,
company user, company alerts and configurations, and more for your community,
click the Community Manager tab.
Note: This tab is available only to Community Administrators and Resellers.

Transaction Manager
3
This chapter describes how to send and receive documents from your mailbox
using the Transaction Manager.
Topics include:
■ “File Inbox” on page 19
■ “View or Download a Transaction File” on page 20
■ “Upload and Send a File” on page 22
Overview
From the Transaction Manager, you can view and download documents from your
Trading Grid Messaging Service mailbox. You can also send both EDI and non-EDI
documents to your trading partners.
The Transaction Manager displays the transactions waiting in your mailbox from
Trading Partners and allows you to copy them to your desktop. This feature
eliminates the need to use a separate communications software package or
protocol, as well as unsuccessful retrievals due to software or protocol session
version conflicts.
File Inbox
The File Inbox lists trading partner transactions in your mailbox. You can retrieve,
download, and view these transactions.
19
TRANSACTION MANAGER
View or Download a Transaction File
The File Inbox provides the following information for each transaction:
Field Description
Your EDI Address The EDI address where the transaction was sent.
Trading Partner EDI Address The EDI address of the trading partner that sent the
transaction.
Partner's Company The name of the trading partner's company.
Application Reference Refers to the type of data in the file. For example, 850.
Control Number The Interchange Control Number of inbound and
outbound data.
ILOG The Input Log Number (ILOG), assigned by Trading Grid
Online to uniquely identify a file transmitted by the Sender
for tracking purposes.
An ILOG is an 11-digit number, based on the combination
of the month, day, Greenwich Mean Time, and the decimal
fraction of the hour.
Data Type The application reference document type.
Mailbox Process Date/Time The date and time when the transaction was available for
pickup from the mailbox.
GXS Receipt Date/Time The date and time when GXS received the transaction.
Days Before System Deletion The number of days before Trading Grid Online deletes
the transaction, as specified by a user or company.
Note: Deleted files cannot be accessed or retrieved.
Reactivate Flag (Icon) Indicates that the receiver has reactivated the file.
View or Download a Transaction File

To view or download a transaction file
1 Click the Transaction Manager tab.
2 Click the Control Number of the applicable transaction.
The File Download dialog box opens.

TRANSACTION MANAGER
View or Download a Transaction File 3
3 Do one of the following:

■ Select Save File. Follow the prompts to download the transaction file to
your desktop.
■ Select Open with, and click Browse to open the application.
Important:
■ For large transaction file sizes (and depending on connection speed), the
download might take some time.
■ If you cancel the File Download dialog in this step, Trading Grid Online still
considers the transaction “received” from your mailbox. That transaction is
no longer in your File Inbox.
■ After you receive a transaction, it is viewable as an “opened” transaction in
your Inbound Status report under the Reports tab. From the report,
select the transaction and click the Inbound Reactivate command to
send the transaction back to your File Inbox again. For more information,
see “Document Manager.”

TRANSACTION MANAGER
Upload and Send a File

To upload and send a file to a Trading Partner
1 Create the file on your desktop computer; for example:
ISA*00* *00* *ZZ*JDZ00005 *ZZ*DEMOHUB01
*050301*1446*^*00403*000001024*0*T*>
GS*PO*JDZ00005*DEMOHUB01*20050301*1446*121*X*004030
ST*850*00121024
BEG*00*SA*PO100**20050926
REF*AN*AN547794
PER*BD*JOHN SMITH*TE*(203) 452-9390
FOB*PP
DTM*002*20050301
DTM*118*20050315
TD5****M*TRUCK
N9*AH*AH520981
MTX**ALL COSTS AND ALLOWANCES ARE CONSIDERED CONFIRMED UPON YOUR
MTX**EDI VENDOR ACCT 49999001
MTX**FAX:888-999-2207/403-999-2789
MTX**THIS PURCHASE ORDER IS SUBJECT TO THE SAME TERMS AND
MTX**CONDITIONS AS COMPANY ABC PURCHASE ORDER FORM 662
N1*BT*SAFEWAY*9*1234567892222
N3*P.O. BOX 29093
N4*PHOENIX*AZ*85038*USA
N1*ST*TRACY PRODUCE*9*1234567894444
N3*16900 WEST SCHULTE ROAD
N4*TRACY*CA*95376*USA
PO1**100*CA*10.96**UA*114299966412
PID*F*08***BLUE JEANS, MENS SIZE 34x32
PO1**200*CA*2.96**UA*224299966412
PID*F*08***T SHIRTS, MENS SIZE LARGE
PO1**300*CA*3.96**UA*334299966412
PID*F*08***BOXER SHORTS, MENS SIZE LARGE
PO1**400*CA*14.96**UA*444299966412
PID*F*08***TENNIS SHIRT, WHITE, MENS SIZE MEDIUM
CTT*4
SE*32*00121024
GE*1*121
IEA*1*000001024
2 Click the Transaction Manager tab.

The File Inbox page opens.
3 Click Sending Files from the Navigation Panel.

TRANSACTION MANAGER
Upload and Send a File 3
The Sending Files page opens.
4 Type the filename path, or click Browse to locate the file you want to send.
Note: Contact OpenText Support if you do not know, or cannot find, the
applicable filename.
5 To verify that the selected file is correct, click View (optional).

TRANSACTION MANAGER

■ If the file contains the partner's address information, click send to send the
file.
■ If the file does not contain the partner’s address information, continue to
step 7.
7 Check the Recipient data is embedded in the file check box.
The page refreshes and displays additional fields.
8 Provide the appropriate information in the new fields. All fields are required.
Column Name Description
Trading The name of the trading partner that you want to receive the
Relationship file.
Sender's Reference The sender's Transmission Reference number. This number
identifies either the file or the interchange control number.
Application Indicates the type of data contained in the file, for example,
Reference 850.
Note: Trading Grid Online automatically appends *BIN to the
Application Reference for non-EDI documents.
To disable the Application Reference:
1 Click the Configure icon in the title bar.
2 Check the Append *BIN to Application Reference for
Non-EDI documents checkbox.
3 Click Apply.
9 When finished, click Send.

File Transfer Service
4
File Transfer Service (FTS) is an application hosted by OpenText, which iused by
companies and their trading partners to share EDI and non-EDI files over the
Internet.
This chapter explains how to manage and share files using FTS.
Topics include:
■ “Browser Requirements” on page 25
■ “Search for Files” on page 26
■ “Upload Files” on page 28
■ “Download Files” on page 30
■ “Delete Files” on page 30
■ “Export FTS File Metadata” on page 31
■ “View File History” on page 32
■ “View a Partner’s FTS” on page 33
FTS runs on the following Internet browsers.
■ Internet Explorer, Versions 10 and 11
■ Firefox, Version 29 (and greater)
25
FILE TRANSFER SERVICE
File Transfer Service Tab

This section explains how to search for files in Retrieve Files (files your partner sent
to you for download in FTS) and Send Files (files your company uploaded to FTS
for download by your trading partner) in FTS.
Search for Files

To find files in FTS
1 In the Navigation panel, click Retrieve Files or Send Files, depending on the
type of files you want to view.
■ Send Files lists files your company uploaded.
■ Retrieve Files lists files your partners uploaded.
Note: Hub users also have My View and Support User View tabs at top
left. My View (default) shows the hub company’s view of received and sent
files. To use Support User View to view a partner’s FTS view, see “View a
Partner’s FTS” on page 33.

File Transfer Service Tab 4
Status column icons on the new page indicate the current status of files:
Icon Description
New File For Retrieve Files only. A new file received by your
company. Other actions, such as a file download, have not
yet occurred.
Downloaded File For Send Files and Retrieve Files. The File has been
downloaded from FTS.
See “Download Files” on page 30.
Submitted For Send Files only. The file was uploaded to FTS
successfully by your company.
See “Upload Files” on page 28.
Error For Send Files only. The action to send a file through FTS or
upload a file through FTP failed.
Expired For Send Files and Retrieve Files. FTS has deleted the file
automatically after 45 days of receiving it. The file name
remains in the list of files, but users cannot download it.
Note: Hover over the icon to view a description.

To also view a previous status of a file, see “View File History” on page 32.
The column display varies by trading community. For example, columns might
display the following information for files in the list:
Column Item (Example) Description
Sender The sender of the invoice.
Receiver The receiver of the invoice.
File Type The type of file, for example, BIN for a binary, non-EDI
file).
File Size The size of the file (in bytes).
User For Send Files. The name of user who uploaded the file in
FTS).
Note: FTS does not record the user name when files are
sent to OpenText through FTP or Managed Services.
Days Before Deletion The number of days remaining before the system
automatically deletes the file. FTS retains all files for 45
days after they are uploaded.
Users can also delete files manually. See “Delete Files” on
page 30.
Created Date The timestamp when a file was uploaded to FTS.
2 To list only files associated with a specific metadata value (for example,
Sender) during upload, or were uploaded during a specific time range, provide
that metadata in the fields above the list, then click Search.
To use a time range, click the calendar icons next to the From and To fields,
then click a date to insert it.
Search fields vary by trading community.
To restore the original list, remove the search values, then click Search again.

3 In some trading communities, you can sort a list in one of the following ways:
■ Click a column header to sort the list using that data attribute. Example:
Sender. To sort in reverse order, click the header again.
■ If a column header contains an empty field, type the first few characters of
a value to reorder the list using that value to begin the list.
4 To change the number of rows that display in a list, select a different value in
the drop-down menu below the list.
5 To view later pages in a list, click a page number or pagination link to the right
of the number of rows control:
Page Scroll Icon Description

|< Return to the first page.
<< Go back one page.
>> Go forward one page.
>| Go to the last page.
Upload Files
Usually only trading partner companies, not the hub company, upload files in the
FTS user interface. Most hub companies send files directly to OpenText, which
transfers the files to FTS. However, a hub company can be configured to upload
files in FTS.
Uploading files includes specifying metadata associated with the files. Metadata
varies by trading community. For example, your community might use metadata to
define the sender and receiver for files. FTS validates uploads to ensure that
mandatory metadata fields are populated.
Note: FTS also validates to ensure that data is present in the file. No other
validations occur.
After a file is uploaded, no alert is sent to the receiver for the file.

File Transfer Service Tab 4
To upload files in FTS

1 Click Send Files in the Navigation Panel.
2 Click Send New File.

The Send File dialog box opens.
3 Click Select File.

4 Browse to the file that you want to upload to FTS, and click Open.
Note: The maximum file size is 50MB.
5 Provide metadata to associate with the file.
Note: A red asterisk (*) indicates the field is required. For example, a file
type of ACH might require entering a bank name in a different field. In addition,
some fields might be required if you provide some other values.
6 Click Send. The dialog box remains open.
To remove the message that displays in the dialog box, click the X at the far
right of the message.
■ To upload another file, repeat the steps for the Send File dialog.
■ To close the Send File dialog, click Close. The uploaded file displays at
the top of the Send Files list.
For a description of the list pages, see “Search for Files” on page 26.

Download Files
Use this procedure to download files from Retrieve Files (files your partner sent
to you for download in FTS) or Send Files (files your company uploaded to FTS
for download by your trading partner).
You can download a file with any status.
To view a file, first download it, then open it. You cannot open files in FTS.
To export metadata for files, see “Export FTS File Metadata” on page 31.
(Hubs only) To view whether or not your trading partner downloaded a file, view
the partner’s FTS. See “View a Partner’s FTS” on page 33.
To download files in FTS
1 In the panel at left, Click Retrieve Files or Send Files.
2 Find files to download. See “Search for Files” on page 26.
3 In the file list, select the check boxes of files you want to download.
Note: To download all files on the current page, check the check box in the
header row. This does not download all files in a list with multiple pages.
4 Above the list, click Download Selected Files, or right-click the table and in
the menu select Download Selected Files. A confirmation message displays.
Multiple files save in a zip file.
5 Open or save the file(s). The Downloaded icon displays in the file row.
Delete Files
To delete uploaded files
The default file retention period is 45 days after upload. The Days Before
Deletion column in the Retrieve Files and Send Files lists indicates how many
days remain before the system automatically deletes a file.
OpenText archives automatically deleted files for another 320 days.
To delete files in FTS
1 In the panel at left, Click Retrieve Files or Send Files.
2 Find files to delete. See “Search for Files” on page 26.

Export FTS File Metadata 4
3 Check the check boxes for the files you want to delete.
4 Click Delete Selected Files. A confirmation message displays, and FTS

removes that file row
Note: You can also right-click on the row of a file, then click Delete from the
menu that displays.
Export FTS File Metadata

Use this procedure to export metadata of the files in Retrieve Files or Send
Files.
This action exports only the metadata associated with files, not the file content.
To download files, see “Download Files” on page 30.
To export FTS file metadata
1 From the Navigation Panel, click Retrieve Files or Send Files.
2 To narrow the list of files to only those that you want to export, use the search
fields above the list to show only files of interest. See “Search for Files” on
page 26.
3 (Optional) To export only records on the current page in the list, not all pages,
select Export Current View of Records above the list.
4 Click Export All Records, then select PDF, CSV, or Excel to specify the file
format for the export file.
5 In the dialog box, select whether to open or save the export file. Cick OK to
continue.

View File History
View File History

Use this procedure to view the file history, such as when the file was uploaded or
downloaded.
A trading partner user with a restricted role can view only his or her own actions in
a file history. If the user does not have a restricted role, the user can view actions
by others users at the same company.
A hub user can view the action history for himself or herself or a trading partner
company.
To view status and user for a file in FTS
1 Click Retrieve Files or Send Files from the Navigation Panel.
2 Find files to view. See “Search for Files” on page 26.
3 In the file list, right-click in the row of the file you want to view. A menu
displays.
4 Click History. A dialog box displays the history of actions for the file.
Note: Close the dialog boxbefore trying view History for a different row.
The dialog box contents include the following:

■ Status history of the file.
Note: A file in Submitted status may also include a Saved status
that occurred a few seconds earlier. Both occur in FTS after a user
uploads a file.
■ Login name of the user in your company who uploaded or downloaded the
file in FTS.
Note: Your user role might not enable you to see names of other
users.
■ When the action occurred, such as the dates and times a file was
submitted to FTS and downloaded from FTS.

View a Partner’s FTS 4
View a Partner’s FTS

This function is available only to hub companies, not their trading partners. Hubs
use it to do the following:
■ View lists of files the partner has received and sent.
■ View whether or not a partner has downloaded files from you.
■ Download files available for download by the partner.
■ Export metadata that can be exported by the partner.
Hubs cannot upload files for their partners.
To open a partner’s FTS view
1 In the panel at left, Click Retrieve Files or Send Files, depending on which
list page you want to view for a partner.
2 Click the Support User View tab.
3 Click Select Company.

■ If you see the partner company in the list, click its link in the Company
Name column to go to the selected list page for the partner.
■ For a long list, type the first few characters the partner name in the
Company Name field, then an asterisk (*), then click Search. Then, in
the Company Name column click the link of the partner you want to
view.
5 When the list page opens, you can use perform the following functions:
■ “Search for Files” on page 26
■ “Download Files” on page 30
■ “Export FTS File Metadata” on page 31
Note: If you go to the other list page in FTS (that is, Retrieve Files or Send
Files), FTS will default to the My View tab. Repeat the steps above to display
a partner view for that list page.
6 To switch to your view of the list page, click the My View tab.

View a Partner’s FTS

Active Documents
5
Active Documents is a reporting tool that provides up-to-date information about
your transactions with four reports:
■ Activity Summaries
■ Exception Summaries
■ Document Volume by Type Reports
■ Document Volume by Partner Reports
This chapter explains how to use the Active Documents Dashboard to search for
transactions and create these reports. Topics include:
■ “Active Documents Dashboard” on page 36
■ “Search for Transactions” on page 41
■ “View Search Results” on page 52
■ “Save Search Criteria” on page 60
■ “Transaction Process Lifecycle Information” on page 60
■ “Reports” on page 80
■ “Delivered Reports” on page 82
Important: If you are an Active Documents subscriber and do not have access to
the most current version of Active Documents, see “Active Documents Classic” for
more information.
Note: You might not see all features described explained in this chapter,
depending on your company's subscription agreeement and the permissions
assigned to your role.
35
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Active Documents Dashboard

The Active Documents Dashboard is divided into four quadrants, one for each
report. To open the dashboard, click the Active Documents tab.
Dashboard Features
In addition to viewing reports, you can do the following from each report panel:
■ Search for data from the current date to the past 90 days.
■ View transactions from the Search Results page.
■ Change the 24-hour reporting period.
■ Export reports data to PDF and CSV file formats.

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Active Documents Dashboard 5
View Transactions from the Dashboard

To view transactions from the Active Documents Dashboard
1 Double-click on a yellow or blue bar in a report.
Change The Reporting Period

To change the reporting period
1 Use the calendar icons to select a time period.
2 Click Apply in the calendar.

3 Click Apply again in the quadrant.
Export Data from the Dashboard

To export data to PDF or CSV formats
1 Click Export.
2 Select PDF Document or CSV Document.

3 Follow the prompts to open or save the file in the desired format.

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Activity Summary
The Activity Summary shows the status of both inbound and outbound
transactions for a specific time period, along with the number of current records for
each status level.
The Activity Summary classifies transactions based on four status levels:

Status Level Description
Not Extracted Transactions not picked up by trading partners.
Extracted Transactions picked up by trading partners.
Not Acknowledged Transactions unacknowledged by trading partners or for
which acknowledgments are late.
Routed Transactions sent to another Trading Grid product such as
Active Invoices with Compliance.

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Active Documents Dashboard 5
Exception Summary
The Exception Summary shows exception information for a specific time period,
along with the number of current records for each type of exception.
Exception Type Description

Negative Status Not applicable (unless set up by an administrator).
Alerts
Extended Errors Errors related to extended events, which your company can publish
to OpenText from a back-end system. For example, your system
might detect that a file failed to reconcile and report the failure to
OpenText.
Note: This information displays in Active Documents only if you
also subscribe to the Extended Event service.
Unreconciled During transaction processing, the system did not receive all events
Extended Events from a business unit that subscribes to the Extended Event service.
Processing Errors Errors reported by either the routing system or translation system.
Late Files that trading partners have not acknowledged or for which
Acknowledgements acknowledgments are late.
Communication There are two types of communication errors:
Errors ■ Errors reported by the communications protocol, standard, or
interface that submitted the transaction.
■ Errors related to Trading Grid Messaging Service (TGMS),
typically if TGMS rejects inbound and outbound data submitted
by a TGMS subscriber or inbound data from an interconnecting
network.
Rejected Outbound files rejected by trading partner or inbound files rejected
by the customer.
Interconnect For inbound files only, such as files from a third-party VAN, rejected
Rejects by OpenText. Available in future releases.

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Document Volume by Type Reports

Document Volume by Type reports show the document count for each type of
document that was sent and received during a specific time period.
Document Volume by Partner Reports

Document Volume by Partner reports show the number of documents that were
sent to a trading partner and received by the trading partner during a specified
time period.

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Search for Transactions 5
Customize the Active Documents Home Page

You can customize Active Documents tab to display the Dashboard, Search page,
or Saved Search page whenever Active Documents opens.
To customize the home page
1 Click at the top of any Active Documents page.
2 Select the default view from the My Home Page dialog box.
The page refreshes and opens to the default home page view.
Search for Transactions

You can search for transactions by file format, such as EDI, XML, and user-defined
formats, and set the search level for file, interchange, and document levels.

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To search for transactions

1 Click the Active Documents tab in Trading Grid Online.
2 Click Search from the Dashboard.
The Search page displays.
3 Set the criteria for the search.
The following standard search options are available for all searches. To see all
the search options, click Show more options ...
Search Field Description

Time Range ■ Specific Range: The default option and the time period is
the previous 3 days (or 36 hours). To change the time
period, click the calendar icon, then specify a new start date
and time or end date and time, as applicable.
■ Relative Range:
■ Start Time: Use the drop-down menu to specify when
to begin the search, for example, 2 days ago or a specific
day and time.
■ End Time: Use the drop-down menu to specify when to
end the search such as Tomorrow, Today, or
Yesterday. If you select # of Days Ago, the value
must be less than the number of days specified for Start
Time.
For example, search from 5 days ago to 3 days ago, starting
at 00:00:00 and ending at 11:59:59 on the last day.
Note: Set the preferred time zone in your profile. The time zone
then displays on all pages (Search, Results, etc.).
GXS Ref No A unique reference number or document number, assigned by
the Active Documents meta data repository to track the
following:
■ Transmission files — preceded by F-
■ EDI interchanges — preceded by I-
■ EDI groups
■ EDI documents — preceded by D-
■ XML documents — preceded by U-
■ Trading Grid Messaging Service transactions
Note: Click the GXS Ref Num for an item on the Search Results
page to view life cycle processing information quickly.
Partner Name The company name of the trading partner associated with the
partner address.
Mailbox A OpenText mailbox ID (or IDs).
Partner Address The mailbox ID (or IDs) of the trading partner.
My Address Your EDI ID or OpenText routing mailbox ID (or IDs).

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Direction The direction of the data flow from the ID specified in the My
Address field, which can be outbound, inbound, or both.
■ Direction of the file:
■ Outbound — The company is the sender.
■ Inbound — The company is the receiver.
■ Inbound and Outbound — The sender and receiver both
belong to the user’s company.
■ Direction of the interchange:
■ Direction of the document:
■ Inbound and Outbound — The sender and receiver are
both belong to the same company.
It uses the interchange sender and receiver addresses
for EDI data. Otherwise, the file sender and receiver are
used.
Search Level The search level refers to the type of data that can be retrieved.
■ File — Searches for two types of files, which contain
documents passing through the Managed Services
environment:
■ Files with data that has been translated from one non-
EDI data format to another non-EDI data format.
■ Files with data that has been processed as pass-through
data (without translation).
Options include searching for files with or without errors,
negative alerts, and other events.
■ Interchange — Searches for data in an EDI format that
reports activity at the interchange level.
■ Document — Searches for electronic business documents,
typically, in two formats:
■ EDI format, reporting activity at the document level.
■ XML format, processed with XML document identification.
Options include viewing related documents (for example,
Invoices related to Purchase Orders searched for).
4 Click Search.
The Search Results page opens. See “View Search Results” on page 52.

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Search for Transactions by Search Level

The following explains how to perform specific searches based on File,
Interchange, and Document Search levels.
To search for a file
1 Click Search in the Active Documents Dashboard.
2 Set the standard search criteria. See “Search for Transactions” Step 3.
3 Select File for the search level.
4 Set the search criteria for the file search, as applicable. To expand the file
Search page, click Show other options.

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Application Reference The application reference for the file, which typically indicates a
file or document type.
Sender Reference A number or alpha-numeric value that references the file in the
routing process. The system assigns this value during the
routing cycle.
Status A drop-down list of possible statuses for a search, based on the
platform, tracking level, and configuration. Status searches can
apply to inbound and outbound transactions.
In Managed Services, you can search for the following status:
■ With Errors
■ Without Errors
■ With Negative Alerts — The last status alert was for an
error or an event that did not occur within a specified time
period for the event type.
■ Without Negative Alerts — The status alert for the file
was for an event that occurred within the specified time
period for the event type.
In other implementations, you might also be able to search on
these statuses:
■ Extracted — The trading partner retrieved the document
from the mailbox or interconnect service.
■ Unextracted — The trading partner did not retrieved the
document from the mailbox or interconnect service.
■ Rejected (by OpenText)
■ Rejected from Interconnect
■ Incomplete — Incomplete itineraries (OpenText
instructions for processing a document)
■ All
Original File Name The name of the original file that was sent.
Communication Type The communications protocol, standard, or interface used to
submit a transaction to the Trading Grid.
ILOG Number Input Log Number. A unique, 11-digit number assigned by the
the system to identify a file transmitted by the Sender.
This number is based on a combination of the month, day,
Greenwich Mean Time, and the decimal fraction of the hour.
Mailbag ID A unique number that references an interconnect service such
as a third-party VAN.
Translation Instance Identifies which Application Integrator translation instance
processed the transaction.
The number of translation instances depends on your system
implementation.
Translation Session A unique number assigned to each translation process.
Number
Service Reference A unique identifier assigned by the messaging platform.
Typically for internal use.

ACTIVE DOCUMENTS

Key Name The type and value of a document identifier, assigned by the
sender to identify a particular document, for example, Purchase
Order Number.
Note: If using TGMS, select DOCUMENT ID.
key value Type the identifier value(s) for the selected key. For example,
type the actual PO Number or Product ID to use in the search.
You can type a partial value ending in an asterisk (*) for the
system to return any documents with the key value that begins
with those characters. You can add multiple values separated
by a comma.
Primary Key Select this option if the first key you entered is the primary key.
+Add Another Key Click this link to add one or more secondary keys.
5 Click Search.
To search for an interchange

3 Select Interchange for the search level.
4 Set the search criteria for the interchange search.

Interchange Control A number assigned by EDI systems to the interchange
Number header and trailer segments of an EDI file to verify data
integrity.
Production/Test Flag A field or flag in the EDI interchange header for ANSI X12
formats, indicating if a transaction is for testing or
production purposes. Users can send test transactions in
the production system to Trading Partners, and this flag
distinguishes which transactions are test and which are
production.
Consult your Trading Partner to determine how to use this
flag.
5 Click Search.

ACTIVE DOCUMENTS
To search for a document

3 Select Document for the search level.
Set the search criteria for the document search, as applicable. To expand the
document Search page, click Show other options.
Parameter Description
Document Type An EDI code that identifies a specific type of EDI document, such as
810 or INVOIC.
To search for multiple Document Types:
To search for multiple types of documents, separate each type with
a comma. For example, type 810, INVOICE.
In Managed Services, you can search the following statuses,
depending on your service subscription:
■ Acknowledged
■ Not Acknowledged
In any implementation, leave All selected to not search based on a
specific status.

ACTIVE DOCUMENTS
Key Name The type and value of a document identifier, such as a purchase
order number, assigned by the sender to identify a particular
document.
Active Invoice for Compliance (AIC) Users: Active Documents
provides additional search support for AIC. See “Active Invoices for
Compliance (AIC) Additional Search Features” on page 48
TGMS Users: Select DOCUMENT ID. This applies to any type of
document identification number (Purchase Order Number, Invoice
Number, Ship Notice Number, etc.), specified in the key value field.
key value The identifier value, or values, for a selected key. For example, type
the actual purchase order number or product ID to use in the
search.
To search for multiple key values:
To search for multiple key values, separate each type with a comma.
For example, type 123, 789.
Search Tip:
Type a partial value, followed by an asterisk (*) to retrieve all
documents that begin with those characters, for example, 1234*.
Primary Key Select this option if the first key typed is the primary key.
+Add Another Key Click this link to add one or more secondary keys.
Functional Group A two-digit code in the group header segment of an ANSI X12 EDI-
Type formatted file that identifies the type of business document it
contains such as PO, PS, IN.
Functional Group A number assigned by EDI systems to the functional group header
Control Number and trailer segments of an EDI file to verify data integrity. Typically,
this number applies only to data in ANSI X12 format.
My Functional Your EDI functional group address.
Group Address Applies only to the ANSI X12 standard.
4 Click Search.
Active Invoices for Compliance (AIC) Additional Search

Features
If your company subsribes to AIC, you can also configure search key settings, and
search for invoice status, and legal profile names.
Configure Search Key Settings

The Key Settings feature allows you to customize document search keys by setting
a key as the primary (default) search key for and setting key operators. Up to six
keys can be configured.

ACTIVE DOCUMENTS
To add or configure Search Keys

1 Click next to Key Name.
The Key Settings dialog box opens.
2 To add a key, type a key name.

3 Specify whether you want the key to be the primary key.
4 Set the key operator from the Operator drop-down menu for a key.
■ equals is less than
■ is greater than is less than or equals
■ is greater than or equals
5 Type a value for the key.

6 To always display the key by default, click the Display checkbox.
7 Click Save.
Search By Invoice Status

To search by invoice status
1 On the Search page, click Show more options.

ACTIVE DOCUMENTS
The page expands.

ACTIVE DOCUMENTS
2 To search by invoice status, select one of the following options from the Status
drop-down menu:
■ All With Errors
■ Without Error In Progress
■ In Contingency
3 To search by download status, select one of the following options from the
Download Status drop-down menu:
■ All Sender Pending Invoice
Download
■ Sender Invoice Download Complete Recipient Pending Invoice
Download
■ Recipient Invoice Download
Complete
4 To search by legal profile name, type the name of your company or Trading
Partner name in the Legal Profile Names section.
5 Click Search.

ACTIVE DOCUMENTS
View Search Results
View Search Results

The Search Results page displays the applicable file, document, or interchange
transactions, based on your search criteria.
From the Search Results page, you can perform several tasks:
■ Download the search results in PDF or CSV format, including batch downloads.
■ Download single files or multiple files.
■ Create a subset of the search results.
■ Specify search filter criteria.
■ Change the default settings for search results.
■ Save the search criteria.
■ Use the filters to create a subset of your results, including by Sender/Receiver
Address(es), Trading Partner Name, Direction, and Document Type.

ACTIVE DOCUMENTS
View Search Results 5
Download Search Results

You can download search results in PDF or CSV format.
To download the search results
1 On the Search Results page, click Export Results.
2 Select PDF Document or CSV Document.

3 Follow the prompt to open or save the search results.
The search results display in the desired format, for example, PDF.

ACTIVE DOCUMENTS
View Search Results
Download Documents and Files from Search Results

You can download single items from the Search Results page (files, interchanges,
and documents), as well as multiple items in a bulk download.
Note: The download limit for multiple items is 20MB. However, there is no size
limit for downloading a single file.
Download Single Items

To download single items from the Search Results page
You may wish to download a single file, document or interchange to view just one
individual item or if the item’s file size is larger than the download limit of 20MB.
1 Click the checkbox for the file you want to download.
2 Click More > Export File.

ACTIVE DOCUMENTS
3 In the Export File dialog box, select the format for the download:
■ Original: Refers to the original data in the format as it was received.
■ Formatted: Refers to a formatted version with line breaks inserted for
easier viewing.
The Export File page displays the item to be downloaded, including the total file
size (in bytes).
4 Click Export Selected File(s).

5 Save the file when downloaded.

ACTIVE DOCUMENTS
View Search Results
Download Multiple Items

To download multiple items from the Search Results page
Note: The examples in the steps below are relevant to a File search, however, the
same steps apply to Interchange and Document searches.
1 Click the checkboxes for the items you want to download.
■ To select all of the items on the page, click the checkbox at the top of the
column.
■ To select up to 100 items on a page at one time, specify the number from
the Items per Page drop-down menu.
2 Click More > Export File.
3 Select the format for the download from the Export File dialog box:
easier viewing.

ACTIVE DOCUMENTS
4 Click Continue.
Note: Depending on the number of files, it may take several minutes to
download multiple files.
The Export File page displays the list of files to download, including the number
of files selected and total file size (in bytes). You can also uncheck files in the
list.
5 Click Export Selected Files(s) and follow the prompts to bulk download the
compressed (zipped) data files.
Note: After the download starts, you cannot cancel or go back to the previous
page.

ACTIVE DOCUMENTS
View Search Results
6 Select Save File to save the .zip file to your Windows Explorer Downloads
folder.
Note: The bulk download feature is also available from the Lifecycle Details
page. See “Transaction Process Lifecycle Information” on page 60.
Bulk File Download Errors

If the total file size for the bulk download exceeds 20MB, a warning displays, and
the Export Selected Files button is disabled.
In this case, do any of the following:

■ Uncheck the large files that prevent the bulk download, so that the total file size
is less than 20MB. Then, click Export Selected Files.
■ Click Cancel, and download the large files individually. See “Download Single
Items” on page 54.

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Change Column Settings

To change the column settings on the Search Results page
1 Click Settings.
■ Scroll or use the text box above the Available Columns list to find a
column you want to add.
■ Use the arrows to add or remove columns.
■ To change the order of columns displayed, in the Selected Columns box,
click the column name and drag it to a different position in the list.
■ To change the default sort, select a new column from the Sort By
dropdown. To change the sort sequence of the current listing only, click on
a column heading. For a reverse sort, click the column heading again.
■ Specify the number of items to display per page by checking an Items per
Page option.
■ To restore the default settings, click Reset Defaults,
2 Click the Save & Apply. These settings are saved until the next time you
modify the settings.
Results with More than 7000 Records

For searches that return more than 7,000 results, the system displays the first
7,000 found.
To see the remaining results
1 Save the search. See “To save a Search."
2 Schedule a report. See “Schedule a Report."

ACTIVE DOCUMENTS
Transaction Process Lifecycle Information
Save Search Criteria

To save a Search, you must create the search and generate the results.
To save a Search
1 Create and run the search.
2 On the Search Results page, click Save Search.
A dialog box opens.
3 Type a Search Name.
4 Click Save.
To run a saved search

You can use a search that you, or someone else in your organization, have saved.
1 Click the Active Documents tab.
2 On the Dashboard page, click the Saved Search tab.
3 On the My Saved Searches page, you can do the following.
■ To immediately run a search, click the Search Name link.
■ To change the parameters of a search, click the Edit icon. Make your
changes and then, on the Search Results page, click Save Search and
save the search. If the search has already been scheduled, you must
specify a new Search Name to save the search.
■ To delete a saved search, click the Delete icon.
Important: You cannot delete a saved search until you have deleted it
from the Scheduled Reports listing. See “View Scheduled Reports."

Active Documents captures the processing lifecycle history of files, EDI
interchanges, EDI documents, and XML documents as they pass through various
tracking points.
Processing lifecycle details provide information about a specific transaction at key
processing points in each environment. The points that display in the lifecycle
history depend on the path the transaction follows during its lifecycle.
Note: The Transaction Processing Lifecycle can provide visibility into both internal
and Managed Services processes in one view. You may have the option to publish
edge events to Active Documents. Edge events are transactions from a customer’s
internal system, such as SAP (an ERP system).

ACTIVE DOCUMENTS
Transaction Process Lifecycle Information 5
View Process Lifecycle Information

To view processing lifecycle information for a transaction
1 Search for a transaction, and locate the record on the Search Results page. See
“Search for Transactions."
2 Click the link in the GXS Reference Number column on the Search Results
page.
The Lifecycle Details page displays. The Summary Information section shows
the processing history of a file, interchange, or document.
The Details section lists the processing steps for the transaction, translator,
application, or other service used to process the transaction.

ACTIVE DOCUMENTS
3 To view the details of a processing stage, click next to a step (in the Step
column).
View Input and Output Files (Translation Step)

If a process lifecycle includes a Translation step, you can view and download both
Input and Output files.
1 In the Details section of the Lifecycle Details page, click next to the
Translation processing step.
2 Click View Input & Output File(s).

ACTIVE DOCUMENTS
Some translation steps may include multiple input or multiple output files. You
can download single files, or all all output or input files at one time.
3 Select Show: Output Files or Show: Input Files.
The available output or input files display in the page list.

4 Click the checkboxes for the files you want to download, and click Export File.

ACTIVE DOCUMENTS
5 In the Export File dialog box, select the format for the download:
easier viewing.
6 Click Continue.
Note: Depending on the number of files, it may take several minutes to
download multiple files.
The Export File page displays the list of files to download, including the number
of files selected and total file size (in bytes). You can also uncheck files in the
list.

ACTIVE DOCUMENTS
7 Click Export Selected Files(s) and follow the prompts to bulk download the
compressed (zipped) data files.
Note: After the download starts, you cannot cancel or go back to the previous
page.
8 Select Save File to save the .zip file to your Windows Explorer Downloads
folder.
Note: The bulk download feature is also available from the Lifecycle Details
page. See “Transaction Process Lifecycle Information” on page 60.

ACTIVE DOCUMENTS
Bulk File Download Errors

If the total file size for the bulk download exceeds 20MB, a warning displays, and
the Export Selected Files button is disabled.
In this case, do any of the following:

■ Uncheck the checkboxes for the large files that prevent the bulk download, so
that the total file size is less than 20MB. Then, click Export Selected Files.
■ Click Cancel, and download the large files individually. See “Download Single
Items” on page 54.
Download Process Lifecycle Information

You can download documents and files from the Process Lifecycle page in several
formats by exporting the data file to a .txt file or exporting the details to a PDF.
Download Data Files

To export a data file to a text file
1 Click Export Data File.
2 Select the format for the download:
■ Original: The original data in the format as it was received.
■ Formatted: A formatted version with line breaks for easier viewing.

ACTIVE DOCUMENTS
3 Follow the prompt to open or save the file.

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To export details to PDF

1 In the Summary Information section of the details page, click Export Details
to PDF.
2 Follow the prompt to open or save the file.

ACTIVE DOCUMENTS
View File and Document Heirarchies

To view the hierarchy of files and documents involved in a lifecycle
1 Click the Lifecycle Content tab on the Search Results page.
2 Click the GXS Reference Number for the document or file to drill down for more
detail.

ACTIVE DOCUMENTS
3 To drill down further, click on an item in the row.
Error Information
If the processing lifecycle contains error information, you can drill down to view
information about the processing errors such as an invalid address, decryption
error, etc.
To view process lifecycle error information
1 On the Processing Lifecycle page, click the details tab for the file, interchange,
or document, for example, the File Details tab.
The Summary Information section displays the total number of errors.

ACTIVE DOCUMENTS
2 To view error information, click the View Errors in the Error Count section.
The applicable error information displays.
Invalid detail in the

Data Field Element.
Status Alerts
If your company subscribes to the Status Alert Service, the Processing Lifecycle
provides a Status Alerts summary. Status Alerts allow customers to optionally
receive status alerts for their inbound and outbound transactions at different
points, as the transactions are processed on the Active Documents platform and
delivered to their Trading Partners.
Status alerts provide status information about transaction processing, including
processing events that might require action. The alerts also communicate
transaction events to your backend system and send email notifications about
events that may require immediate attention or action.
Note: Status alerts are defined by the Community Administrator. If your company
does not subscribe to this service but would like to, see your Community
Administrator or OpenText Representative.
The Status Alerts summary links to details about the status alerts through your
Active Documents Dashboard. The Processing Lifecycle page displays only the
most recent report for a status type.
To view information about a status alert
1 Click its link in the Status File column.
The Status Alerts section of the Processing Lifecycle provides the following
information:
■ The status of key events in transaction processing.
■ Green icons indicate positive event statuses (events that occurred within
the configured time period).
■ Red icons indicate negative event statuses under two conditions:
■ An error event occurred.
■ A specific event did not occur within configured time period.
For example, a red icon for a mailboxed event might indicate that the event
was rejected, or it was not received before a specific period of time.
■ The time of an event status update.
■ A link to view details of the status alert.

ACTIVE DOCUMENTS
Event Types
Depending on your implementation, possible Event Types might include the
following:
Status Description
accepted The file was received by Active Documents from the
trading partner's system. This is the starting point for all
flows.
mailboxed Active Documents mailboxed the translation output file for
delivery to the trading partner. Not used if the translated
status is in the same lifecycle.
tgmsmailboxed The file was sent to the Trading Partner through Trading
Grid Message Services (TGMS).
extracted The Trading partner extracted the file from the mailbox or
interconnect.
tgmsextracted The file was received by the Trading Partner via Trading
receivedbp Received by my Partner. The file/document was delivered
to the trading partner's destination.
receivedfp The file was received from my Partner. The file/document
was delivered to my destination.
Functional Acknowledgement Information

The Processing Lifecycle page might display Functional Acknowledgement (FA)
information.
An Acknowledgment Code is from the functional acknowledgment (997 document
or CONTRL message) that was reconciled with the document. There are seven
possible acknowledgement codes:
■ A — Accepted. ■ R — Rejected.
■ E — Accepted with errors. ■ W — Rejected. Assurance failed validity tests.
■ M — Rejected. The message ■ X — Rejected. The content after decryption
authentication code failed. could not be analyzed.
■ P — Partially Accepted. At least
one transaction set was rejected.
Managed Service Platform Data

Multiple Managed Service Platform entries might exist because transactions can
pass through the Managed Service Platform at different stages of processing.
For example, the translated output entered another Managed Service routing cycle
for transmission to the recipient.

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TGMS Data
Trading Grid Messaging Service (TGMS) enables data exchange with your partners.
It manages your inbound and outbound transactions.
As with Managed Services, multiple Trading Grid Messaging Service sections might
exist because transactions can pass through TGMS, as well as Managed Services,
at different stages of processing.
Other processing stages might also display, such as a Trading Grid Message Service
Mailbag step, when a collection of files are going to a Trading Partner through a
third party.
Communication Sections
A processing lifecycle might display different types of communication information.
Depending on your Trading Grid Online service communication setup, the
Processing Lifecycle page might include sections that display data exchange
information, including the following protocols or standards:
AS2 FTP/SFTP SAP ALE
AS3 X.400 OFTP
IFTP SMG HTTPS
POP3 SMTP
Similar to the Managed Service Platform and Trading Grid Messaging Service, the
lifecycle might include multiple communication sections, depending on the
processing that takes place.
Extended Event Data

Extended events are processing events that occur outside of OpenText and that
your company publishes to OpenText. If you subscribe to the Extended Event
service, the Processing Lifecycle page displays extended event data such as IDOC
number, status information, and SAP Client identifier.

ACTIVE DOCUMENTS
Translation Information
The Translation section for a Processing Lifecycle describes the translation input
and output and includes both original and formatted input and output files (if
available).
If you received an error in this section:

■ You can use the “Active Documents Translation Errors” for reference.
■ For users subscribing to the Cloud Based Translations service, use these
translation error descriptions and solutions for initial troubleshooting, as follows.
1 Go to Appendix C, “Active Documents Translation Errors”.
2 Find the error number.
3 Read the information regarding the potential cause of the error and the
resolution for the error.

ACTIVE DOCUMENTS
Related Documents
To view business documents related to the process lifecycle
1 On the Processing Lifecycle page, click the Related Business Documents tab.
The Search Results page opens with a list of related documents.
2 To view specific information, filter the list.

For example, to view a specific type of document, specify a document type
such as 850.
Audit Notes
You can view audit information, such as a record of email notifications, status
updates, and other activity for the processing lifecycle.
To view audit notes for a lifecycle
1 Scroll down to the Audit Notes section.
A list of Audit messages and notes displays the following information:
■ Type of entry (for example, Audit of an email notification, or Note
generated by the system or a OpenText technician)
■ Author of the entry
■ Date the entry was created
■ Details of the entry
■ Whether or not a notification was sent.

ACTIVE DOCUMENTS
2 To view an email notification such as confirmation that a file was sent, click the
View link.
A copy of the email displays.
Business Document Viewer

The Business Document Viewer allows you view Electronic Data Interchange (EDI)
files shared with Trading Partners in either HTML or PDF fprmats. You can view a
document online, or download it directly to a PDF.
Supported Standards:
The Business Document Viewer supports the following EDI standards:
■ ANSI
■ TRADACOM
■ EDIFACT

ACTIVE DOCUMENTS
To display the Business Document Viewer

1 Search for a document. See ? ...
2 On the Search Results page, click the GXS Ref No for the document you wish to
view.
The Process Lifecycle page displays the Document Details tab.
3 Click Show Document Rendering.
The Document Viewer (Business Mode) opens the document in it’s original
format.

ACTIVE DOCUMENTS
Note: You might not see a document if it does not meet one of the supported
standards. If the file is not available, an error message displays.

ACTIVE DOCUMENTS
4 To save the document as a PDF, click Export to PDF, and follow the prompt to
open or save the file.
Document Viewer Analyst Mode

To view the document in analyst mode and see the report structure, click Analyst
Mode.

ACTIVE DOCUMENTS
Reports
To Download Rendered Documents Directly to PDF

1 In the Process Lifecycle page, click Document Rendering.
2 Click Download Document Rendering.

3 Follow the prompt to open of save the PDF.
Reports
Active Documents provides traditional document tracking reports, based on your
search criteria.
You can generate these reports on demand or schedule them.
Schedule a Report
Reports are created from saved searches.
1 If necessary,
a Click the Active Documents tab.
b Search for the transactions you want to report on. See “Search for
Transactions."
c Save the search. See “Save Search Criteria."
2 Click the Saved Searches tab.
3 Click the clock icon.
4 In the dialog box, select the Report Format.
5 Click Frequency > Search Frequency, and select when you want to run the
report. To run a one-time report, select Now.
6 If you want the report
■ Emailed to yourself and other contacts, click Email Report and select the
applicable people.
■ Sent via a platform, e.g., Enterprise, click Send Report via Platform and
provide the applicable data. Active Documents sends the report to a
mailbox on a platform enterprise machine. Either of the following is
possible:
■ Users with access can access the machine by FTP and download the
report.

ACTIVE DOCUMENTS
Reports 5
■ The mailbox can forward the report to another machine or service that
makes it available to users.
7 Click Save.
The system adds the schedule to the Scheduled Reports list. If you selected a
Frequency of Now, the system generates this as a one-time report.
8 To see your scheduled report, click the Trading Grid tab > Reports tab >
Scheduled Reports.
View Scheduled Reports

To view a scheduled reports list
1 If you are currently in Active Documents, click the Trading Grid tab.
2 Click the Reports tab > Scheduled Reports.
The Scheduled Reports page opens.
To view the current schedule for a report, in the Report Name column, click
the applicable report name.
Note: If the Report Name is not a hyperlink, the report is a one-time report
previously executed.
Change/Generate/Delete a Report Schedule

To change a report schedule
1 Click Scheduled Reports.
2 In the Report Name column, click the applicable report name.
3 In the Save or Schedule dialog that opens, view or change information.
4 Click Save.
To immediately generate a scheduled report

2 Find the applicable report in the list.
3 In the Execute Once column, click Execute for the report.

ACTIVE DOCUMENTS
Delivered Reports
The system adds a one-time report to the Scheduled Reports list with the same
name, along with ONCE and the current date and time.
Note: Many users delete one-time reports. Select the report check box, then
click Delete.
4 Click Delivered Reports to view the report.
To delete scheduled reports

2 In the View drop-down list at top, click Only my reports. The list refreshes.
3 Click the check box(es) in the row of the scheduled report(s) to delete.
4 Click Delete.
Delivered Reports
Delivered Reports are Scheduled Reports, including one-time reports, generated by
the system.
To view a list of delivered reports
1 If you are currently in Active Documents, click the Trading Grid tab.
2 Click the Reports tab > Delivered Reports.
The Delivered Reports page opens.
On the Delivered Reports page,

The list shows the following for each generated report.
■ Name of the report (click the name link to open the report)
■ Report format (for example, PDF)
■ Date and time the report was generated
■ Name of user who created/scheduled the report
■ Report status, such as New, Read, Processing, or Failed
■ Report ID (click link to view audit log for the report)

ACTIVE DOCUMENTS
Delivered Reports 5
Download Reports
To download reports
1 In the Delivered Reports list, find the row containing the latest version of this
report.
2 In the Report Name column, click the name of the report. (The status cannot
be Processing.)
3 Follow the prompts to open (or save) the report.
View Audit Logs

To view the Audit Logs
An audit log for a delivered report includes information such as who received the
report and when. A log is available only if Active Documents emails the report to
recipients.
report.
2 In the Report ID column, click the link for the report. A dialog displays audit
information, such as who received the report.
Delivered Reports Retention Period

Active Documents deletes delivered reports after 45 days.
Delete Delivered Reports

To delete a delivered report
Delete delivered reports from the Scheduled Reports list. See “To delete
scheduled reports” on page 82.

ACTIVE DOCUMENTS
Delivered Reports

7
Reports for Trading Grid
Messaging Service
The Reports component is an online reporting tool that provides up-to-date

information about your transactions.
Note: The types of reports you can view are based on your subscription and your
role. Depending on your company's subscription agreement and the permissions
assigned to your role, you might not see all reports listed in this chapter.
Topics include:
■ “Tips for Viewing Reports” on page 86
■ “TGMS Reports” on page 86
■ “Transaction Summary Report” on page 87
View an up-to-date informational snapshot of your sent and received
information.
■ “About Status Reports and Billable Reports” on page 88
See sent, received, and rejected interchanges and find the cause of any
rejected items. Some reports are billable based on the quantity of data.
■ “Trading Partnership Transaction Report” on page 92
List of interchanges sent and received to/from your trading partners.
■ “Inbound Reactivate Report” on page 92
Reactivate an interchange.
■ “About Transaction Alert Logs” on page 93
List of notifications that you received.
■ “Functional Acknowledgement Management (FAM)” on page 98
■ “All Tracked Trading Partners Report” on page 98 
Provides an overview of your community’s performance for the current
month.
■ “Compliant Trading Partners” on page 100 
Lists trading partners that responded to all documents on time.
■ “Late Trading Partners Report” on page 100 
Lists trading partners that responded after the policy time period expired.
■ “No Acknowledgement Trading Partners Report” on page 101 
Lists trading partners that have not yet responded to all documents and
the policy time period has expired.
■ “Excluded from Tracking Report” on page 102 
Lists trading partners whose documents are excluded from tracking.
■ “Functional Acknowledgement Scorecard (FAS)” on page 106
85
REPORTS FOR TRADING GRID MESSAGING SERVICE
Tips for Viewing Reports
Tips for Viewing Reports

Below are tips for accessing and viewing most Trading Grid reports.
■ To access your reports, from any page in the Trading Grid, click the Reports tab.
Use the links on the left side of the page to access the report you want.
■ To print a printable report, at the top of the report, click Print.
■ To download a report, at the top of the report, click:
■ CSV to download the data into an Excel spreadsheet, or
■ Save to save and download the report into a text file.
■ For all Trading Grid reports, do some or all of the following.
■ Collapse the report by clicking Collapse that precedes the report title
of the listing. To expand the report, click Expand.
■ Expand the content area by eliminating the left panel. At the top of the left
panel, click Hide. To restore the left panel, click Display that
precedes the report title line.
■ By default, most report listings are sorted, in ascending order, by ILOG
number. You can resort the listing by another sortable column, in either
ascending or descending order. A sortable column is designated by a
Down arrow after the column name. Click the Down arrow once to sort in
ascending order; click it again to sort in descending order.
Define the number of interchanges that appear in each page of the list. Select the
number from the View drop-down menu.
TGMS Reports
The Trading Grid Message Service reports are:
■ “Transaction Summary Report” on page 87
View an up-to-date informational snapshot of your sent and received
information.
■ “About Status Reports and Billable Reports” on page 88
See sent, received, and rejected interchanges and find the cause of any
rejected items. Some reports are billable based on the quantity of data.
■ “Trading Partnership Transaction Report” on page 92
List of interchanges sent and received to/from your trading partners.
■ “Inbound Reactivate Report” on page 92
Reactivate an interchange.
■ “About Transaction Alert Logs” on page 93
List of notifications that you received.

TGMS Reports 7
Transaction Summary Report

The Transaction Summary provides an up-to-date, snapshot of sent and received
data. Trading Grid displays the information in real-time. Real-time means each time
you send or receive a document, it is instantly reflected in the Transaction
Summary report.
For sent and received documents, view the following information for the selected
time period. You can select on one of these time periods.
Report section Description
Time period ■ Back 1 Hour — From one hour earlier until the current time.
■ Today — From 12 a.m. of the current day until the current
time.
■ Back 1 Day — From 12 a.m. of the previous day until the
current time.
Inbound Overview ■ Incoming Interconnect Rejected — Number of
documents sent from a Third Party network.
■ Incoming OpenText Rejected — Number of documents
sent from the OpenText network that OpenText refused.
■ Transactions to Download — Number of documents in
your mailbox that you have not downloaded yet.
Outbound Overview ■ Rejected transactions — Number of documents OpenText
rejected and did not send.
■ Last 2 Send Sessions — Date/Time of the most and next-
most recent send session. For each session, displays the
number of documents
■ That were Successfully sent.
■ That OpenText refused to send (Rejected) due to errors.
■ In a “holding area” (Pending) waiting for OpenText to
send.

TGMS Reports
View transactions by selecting one or All mailboxes.
About Status Reports and Billable Reports

Based on your company’s subscription, you see either Status Reports or Billable
Reports on the left side of a Reports page.
These reports provide the details summarized in your Transaction Summary report.
and include these reports:
■ “Inbound Status Report” on page 89
■ “Outbound Status Report” on page 90
■ “Interconnect Status Report” on page 91
■ “Delivered and Scheduled Reports” on page 92
Important: For Billable Reports, your company is billed based on the quantity
of data returned in a report. For Status Reports, your company is not charged
because the reports are included in your company’s subscription.
Whichever report you select, a search page opens.
You can use two methods to search.

■ On the Quick Links line, click one of the options.

TGMS Reports 7
■ In the Search option area, enter your search criteria, and click Submit.
For information about search fields, see “TGMS Report Columns” on page 96.
Inbound Status Report

The Inbound Status report shows all documents received. It includes identifying
information for each document. This report displays information on all
interchanges sent to you during up to the previous 45 days. The report defaults to
interchanges received within the past 24 hours.
The Inbound Status report lets you
■ See when or if you received an interchange from your partner.
■ Ensure you have successfully retrieved all interchanges that were waiting for
you.
■ Investigate rejected interchanges.
Note: For information about the report columns, see“TGMS Report Columns” on
page 96.
Use this procedure to reactivate an interchange that you downloaded so you can
“re-receive” it.
To reactivate an interchange from the Inbound Status Report
1 Click the Reports tab > Inbound Status.
2 In the Select column, select the interchange(s) to re-activate.
Note: You can re-activate interchanges with an Opened status.

TGMS Reports
3 Click Actions > Reactivate.
See also:
■ “Configure TGMS Report Data” on page 97
Outbound Status Report

The Outbound Status report displays identifying information for each document
that you sent, including error conditions for rejected transactions. This report can
display information about all interchanges sent up to nine days in the past. The
report defaults to interchanges sent within the last 24 hours.
page 96.
Use this procedure to resubmit an interchange.
To resubmit an interchange from the Outbound Status Report
1 Click the Reports tab > Outbound Status.
2 In the Select column, select the interchange(s) to resubmit.
3 Click Actions > Resend.
A confirmation page opens. It specifies if the resubmit(s) were successful. It also
specifies the new ILOG number(s).

TGMS Reports 7
See also
Interconnect Status Report

While the Interconnect Status report is similar to the Inbound Status report, it
displays interchanges received using a network other than the OpenText network,
called an interconnect. The report defaults to interchanges received within the last
24 hours.
The Interconnect Status report lets you:
■ See when or if you received an interchange from your partner.
■ Investigate rejected interchanges. Occasionally, a trading partner on an
Interconnect sends a document to you, but the OpenText network rejects the
interchange. It could be rejected for multiple reasons, for example, an invalid
relationship. When an interchange is rejected it is not delivered to your mailbox.
From this report, you can:
■ Re-receive (Reactivate) an interchange that you already downloaded to your
desktop.
■ Resend (resubmit) any interchange. For example, if an Interconnect user sends
data and the Trading Grid rejects it because of an error, such as a pending
trading relationship, you can tell the Trading Grid to resend the data after the
trading relationship is confirmed. which eliminates the need of making the
Interconnect user resend it.
To reactivate an interchange from the Inbound Reactivate Report
1 Click the Reports tab > Interconnect Status.
2 In the Select column, select the interchange(s) you want.
3 Click Actions > Reactivate or Resend.
A confirmation page opens. The page specifies if the resubmit(s) were successful.
It also specifies the new ILOG number(s).
page 96.
See also

TGMS Reports
Delivered and Scheduled Reports

If your company decided to compile reports in the background and make them
available when completed, you see the Delivered Reports link under the
Billable or Status Reports section.
This option is for large companies with large volumes of data.
Trading Partnership Transaction Report

This report summarizes the transactions and sent and received interchanges
between you and your trading partners. For each partner, the report lists each
transaction, its description, and its number of KCs.
Note: This report is for the previous month. For example, if the current month is
November, the report lists the transactions and interchanges for October.
See also
Inbound Reactivate Report

The Inbound Reactivate report displays information about all interchanges sent to
you that are eligible for “reactivation,” that is, interchanges you have opened for up
to the previous 45 days. The report defaults to interchanges received and opened
within the last 24 hours.

TGMS Reports 7
This report lets you reactivate the interchange so that you can “re-receive” it.
In addition, you can reactivate an interchange that you already downloaded to

your desktop so you can “re-receive” it.
To reactivate an interchange using the Inbound Reactivate Report
1 Click the Reports tab > Inbound Reactivate.
2 In the Select column, select the interchange(s).
3 Click Actions > Reactivate.
A confirmation page opens. It specifies if the reactivation(s) were successful.
See also
■ “TGMS Report Columns” on page 96 for information about the report columns.
About Transaction Alert Logs

Depending on your company subscriptions, you see a list of notifications that you
received. On the left side of the page, click an action to see a list of notifications.
Notifications include:
■ “Mailbox Arrival Report” on page 94
■ “Mailbox Error Report” on page 94
■ “Mailbox Inactivity Report” on page 95
■ “Functional Acknowledgement Delinquency Report” on page 95
■ “Interchange Exceptions Report” on page 95

TGMS Reports
Mailbox Arrival Report

The Mailbox Arrival report lists all documents that arrived in your mailbox.
Mailbox Error Report

The Mailbox Error report lists all documents that could not be delivered to your
trading partner due to a processing error, including the error code and description.

TGMS Reports 7
Mailbox Inactivity Report

The Mailbox Activity report lists all mailboxes that have been inactive for a
previously specified time period.
Functional Acknowledgement Delinquency Report

The Functional Acknowledgement Delinquency report lists all late functional
acknowledgement documents.
Interchange Exceptions Report

The Interchange Exceptions report lists all noncompliant interchanges; that is,
documents that are not in compliance with the ANSI X12 standard due to an error.
The report includes the error description.

TGMS Reports
TGMS Report Columns

For each report, the list shows the following information:
Note: If you do not see all columns described, you might need to re-configure the
listing to display them (see “Configure TGMS Report Data” on page 97).
TGMS Report Column Description
ILOG Input Log Number, assigned by the Trading Grid for
tracking purposes. A log number assigned by
Interchange Services for tracking purposes. An ILOG is
an 11-digit number, based on the combination of the
month, day, Greenwich Mean Time, and the decimal
fraction of the hour.
Mailbox Mailbox the interchange was sent to (for Inbound Status)
or from (for Outbound Status).
Your EDI Address, Trading The EDI addresses of you and your trading partner.
Partner EDI Address
Interconnect If data came from, or is going to, another network, this is
the network (VAN) name.
Control Number Interchange Control Number of the data coming in (for
Inbound Status) or going out (for Outbound Status).
Application Reference The type of data that is contained in the file, for
example, 850.
Data Type The application reference document type.
Mailbox Process Date/Time When the interchange was available for pickup from the
mailbox.
OpenText Receipt Date/Time When OpenText received the interchange.
Receiver Pickup Date/Time When the receiver picked up the interchange from the
mailbox.
Status Current status of the interchange. Click the Status to see
interchange details.
Status values include:

Status Type Description
Mailboxed Outbound Interchange document was delivered to your trading
partner's mailbox or the appropriate Interconnect and is
ready to be picked up.
Opened Inbound Interchange documents were downloaded from the
mailbox to the receiver's PC.
Picked Up Outbound Trading partner or the appropriate interconnect has
picked up the interchange document.
Rejected All Interchange was rejected by OpenText.
Unopened Inbound Interchange documents were not yet downloaded from
the mailbox to the receiver's PC.
■ Days before System Deletion — Interchanges are kept for the retention
period your company specifies. This column displays the number of days before

TGMS Reports 7
Trading Grid deletes the interchange from the system. After it has been deleted,
you cannot access or retrieve it. where does this go?
Configure TGMS Report Data

You can change the layout and the contents displayed on some report pages. Or,
you can copy the Transaction Summary report to your Operations Center home
page.
To configure report data
1 Click the Reports tab, then open the report to configure.
2 To configure the current page, in the Reports title line, click Configure.
3 Depending on the available options, do one or more of the following:
To . . . Do this . . .
Copy the Transaction Select Copy to Ops Center.
Summary to the Operations
Center page
Hide a listing on the page Select Minimize for the applicable component.
Note: After a component is minimized, click Expand
to view its content.
Rearrange the columns for a In the Order column, enter the column order
listing sequence you want.
Eliminate one or more columns In the Hide column, select the columns you do not
from view want to see.
Change the default sort In the Sort column, select the column by which you
sequence for a listing want the data sorted.
Select the number of In the Lot Size field, type a value.
transactions on a page
Select a time zone for report 1 From the Default Mailbox list, select the
information on these reports. mailbox or ALL.
Inbound Status 2 From Default report name Time Zone, select
Outbound Status ■ Mailbox Time Zone — To use the default
Interconnect Status time zone of the mailbox(es).
■ GMT — To use Greenwich Mean Time.
■ My Time Zone — To use your default time
zone.
4 Click Apply.
Trading Grid re-configures the page according to your specifications.

Functional Acknowledgement Management (FAM)

The Functional Acknowledgement service provides a series of reports. These
reports provide a comprehensive look at community performance for the current
month, prior month, and year-to-date (for Buyers and Retailers). Reports include
■ “All Tracked Trading Partners Report” on page 98 
Provides an overview of your community’s performance for the current month.
■ “Compliant Trading Partners” on page 100 
Lists trading partners that responded to all documents on time.
■ “Late Trading Partners Report” on page 100 
Lists trading partners that responded after the policy time period expired.
■ “No Acknowledgement Trading Partners Report” on page 101 
Lists trading partners that have not yet responded to all documents and the
policy time period has expired.
■ “Excluded from Tracking Report” on page 102 
Lists trading partners whose documents are excluded from tracking.
All Tracked Trading Partners Report

The All Tracked Trading Partners report provides an overview of your community’s
performance for the current month. Statistics at the top show the number of
documents in each category.
Report Field Description
Acknowledged on Time All documents in all functional groups that were
acknowledged on-time.
Late Acknowledgement Documents that were acknowledged after the policy time
period expired.
Not Acknowledged Documents that need acknowledgment and the policy time
period has expired.
Pending Documents that need acknowledgment, but are not yet
considered late.
Excluded Documents that are excluded from tracking.

Functional Acknowledgement Management (FAM) 7
A pie chart shows trading partner statistics in each category. Move the cursor to
one of the colored segments to see the number and percentage of trading partners
in that category.
Compliant Trading partners that acknowledged all documents in all functional

groups on-time.
Late Ack Trading partners that acknowledged one or more documents after the
policy time period expired.
No Ack Trading partners that have one or more documents that need
acknowledgment and the policy time period has expired.
Note: A trading partner that has been late once in the current month is included
in the Late Ack category. Likewise, if the trading partner acknowledged all but one
document, that company is represented in the No Ack category.
See also
■ “Filter Report Data” on page 102
■ “View Data by Trading Partner or Document Type” on page 104

Compliant Trading Partners

The Compliance Trading Partner report shows trading partners that responded to
all documents on time. Click an EDI Address to see interchange and Functional
Group information. A Functional Group is a set of “like” or same documents, for
example, Purchase Orders, Invoices.
See also
Late Trading Partners Report

The Late Trading Partners report shows the trading partners that responded after
the policy time period expired for at least one document. Click an EDI Address to
see interchange and Functional Group information. A Functional Group is a set of
“like” or same documents, for example, Purchase Orders, Invoices

.
See also
No Acknowledgement Trading Partners Report

The No Acknowledgement Trading Partners report shows the trading partners that
have not yet responded to all documents and the policy time period has expired.
Click an EDI Address to see interchange and Functional Group information. A
Functional Group is a set of “like” or same documents, for example, Purchase
Orders, Invoices.

See also
Excluded from Tracking Report

The Excluded from Tracking report lists the trading partners whose documents you
are not tracking.
See also
Filter Report Data

You can define data filters and apply them to your FA Management reports to get
the exact data that you want.
To filter report data on FAM reports
1 Click the Reports tab > Functional Acknowledgement Management.
2 On the left, select the name of the report you want to view:
■ All Tracked
■ Compliant
■ Late
■ No Acknowledgment
■ Excluded from Tracking

3 In the statistical area at the top, click Set Filter.
The Functional Acknowledgement Filters page opens.

4 In the Filter Name field, enter the name of the filter you are creating.
5 Enter your filtering criteria:

Filter Options Description
Time to Delinquency Select the number of hours after receipt that the
trading partner(s) has to acknowledge all documents
or document groups.
Functional Group/Document Click Browse to find and select a specific document
Type type. If you do not make a selection, data for all
document types shows in the reports.
Your EDI Address Click Select to select which of your EDI addresses to
see reports for. If you do not make a selection, data
for all of your EDI addresses shows in the reports.
Trading Partner EDI Address Click Select to select which of your trading partner
EDI addresses to see reports for. If you do not make
a selection, data for all EDI addresses for all trading
partners shows in the reports.
Important: Any filter parameter you enter overrides the corresponding

parameter that was defined in the Event alerts or FA Management alerts. If

there is no corresponding Event alert or FA Management alert parameter, and

you do not enter a filter parameter, an “ALL” applies for that parameter.
6 To apply the filter to your current report data, select the Apply This Filter
option.
7 Click Create New Filter.
Your filter displays in the list at the top of the page. The filter remains active until
you deactivate it.
To deactivate, modify, or delete the filter

Use this procedure to deactivate (or re-activate) the filter, modify the filter, or
delete the filter.
1 Click the Reports tab > Functional Acknowledgement Management.
2 On the left, select the name of the report you want, either:
■ All Tracked
■ Compliant
■ Late
■ No Acknowledgment
■ Excluded from Tracking
3 In the statistical area at the top, click Set Filter.
The Functional Acknowledgement Filters page opens.
4 Click the Filter Name to re-activate, deactivate, modify, or delete.
5 Perform the appropriate action:
To . . . Do this:
Delete the filter Click Delete.
Deactivate the filter Clear (deselect) the Apply This Filter check box.
Modify the filter Change the filter parameters.
Re-activate the filter Select the Apply This Filter check box.
6 Click Update.
View Data by Trading Partner or Document Type

You can change your report view by selecting a different View By option at the
top of the page, either trading partner or document type.

■ If you are Viewing By Trading Partner,
The report . . . Displays statistics for . . .

All Tracked All tracked trading partners (default).
Compliant Trading partners that responded to all documents on time.
■ On the Compliant Trading Partners page, click an EDI
Address to see interchange and functional group
information.
Late Trading partners that responded after the policy time period
expired to at least one document.
■ On the Late Trading Partners page, click an EDI Address to
see interchange and functional group information.
No Trading partners that have not yet responded to all documents
Acknowledgement and the policy time period has expired.
■ On the No Acknowledgement Trading Partners page, click an
EDI Address to see interchange and functional group
information.
Excluded From Trading partners whose documents you do not track.
Tracking
■ If you are Viewing By Document Type,
Click this action . . . To see statistics for . . .

All Tracked All tracked documents from all trading partners (default).
Compliant All documents that all trading partners responded to on time.
■ On the Compliant Documents page, click a Document
Type to see interchange and functional group information.
Late Documents that one or more trading partners responded to
after the policy time period expired.
■ On the Late Documents page, click a Document Type to
see interchange and functional group information.

Functional Acknowledgement Scorecard (FAS)
Click this action . . . To see statistics for . . .

No Acknowledgement Documents that have yet to be acknowledged and the policy
time period has expired.
■ On the No Acknowledgement Documents page, click a
Document Type to see interchange and functional group
information.
Excluded From Documents from any or all trading partners that you do not
Tracking track.

The Functional Acknowledgement Scorecard (FAS) applies to suppliers and
vendors. It gives each supplier access to details and analysis of their supply chain
performance. The service includes
■ Trading Partner Dashboard summarizing document acknowledgement
performance for all suppliers in your company.
■ Month-to-date and prior month transaction visibility.
■ Statistics for on-time, late, and unacknowledged transactions.
■ Summary graphs showing monthly distribution of functional acknowledgement
performance.
The first page you access provides an overview of your company performance for
the current month. Statistics at the top show the number of documents in each
category.
Acknowledged on Time All documents in all functional groups that were acknowledged
on-time.
Late Acknowledgement Documents that were acknowledged after the policy time period
expired. A policy time period is the number of hours the hub
allows trading partners to acknowledge a document before the
Hub considers partners to be late.
Not Acknowledged Documents that need acknowledgment and the policy time
period has expired.
Pending Documents that need acknowledgment, but are not yet
considered late.
Excluded Documents that are excluded from tracking.

Functional Acknowledgement Scorecard (FAS) 7
The area below the statistics lists all the compliant trading partners in the company
for the current month:
Trading Partner ■ EDI Address, Supplier ID, Trading Partner —

Information Information about the individual supplier.
■ FGs Sent — Number of functional groups sent. A
functional group is a set of “like” or same documents, for
example, Purchase Orders, Invoices.
Pending ■ Count — Functional groups containing one or more
documents that were acknowledged within the policy time
period.
Acknowledged On Time ■ Count — Functional groups containing one or more
documents that were acknowledged within the policy time
period.
■ Avg — Average amount of time it took to acknowledge all
documents in all functional groups.
■ Min, Max — Shortest and longest amounts of time it took
to acknowledge all documents in a functional group.
To see other data views, you can

■ “Change Scorecard Parameters” on page 107
Change Scorecard Parameters

The Functional Acknowledgement Scorecard parameters determine which statistics
you see.
To change Scorecard parameters
1 Click the Reports tab > Functional Acknowledgement Scorecard.
2 Select the data to view. If you have multiple mailboxes, select the applicable
Mailbox Number, or All (default).
3 Select the time period. You can compare current month performance to prior
months by selecting a different time link.
■ Click Month to Date (default) to see current month-to-date activity.
■ Click Prior Month to see previous month and notice trends.
4 Select the type of information. Within the time period you selected, you can see
a listing of information for trading partners by clicking a report view action on
the left side of the page.
To see trading partners that . . . Do this . . .
Responded to all documents on time Click Compliant TPs.
Responded after the policy time period Click Late TPs.
expired for at least one document
Have not yet responded to all documents and Click No Acknowledgement.
the policy time period has expired


8
Active Invoices with
Compliance
Active Invoices with Compliance (AIC) is a service that allows for country-specific
regulatory compliance in invoice sharing between suppliers and buyers. This
chapter explains how to use AIC to view and validate invoice transactions.
Topics include:
■ “Search for Invoices Using Active Documents” on page 112
■ “Search for Invoices Using Active Invoices” on page 135
Note: Depending on your company’s subscription agreement and permissions,
you might not see all items listed in this chapter.
Overview
AIC Search Tools
AIC provides two search tools to help you monitor the transmission, validation, and
success of invoice transactions, depending on the time period for the search and
the type of invoice information you want to view.
■ Active Documents Search
■ Active Invoices Search
Active Documents Search

The Active Documents search tool tracks invoice activity within the past 90 days.
Features:
■ Verify invoice transmission.
■ Confirm AIC processing status
■ View GXS processing history
■ Identify key invoice details
■ Identify errors
■ View invoice data in the submitted format (Supplier)
■ View invoice data in AIC XML format (Supplier and Buyer)
For more information, see “Search for Invoices Using Active Documents” on
page 112.
109
ACTIVE INVOICES WITH COMPLIANCE
Overview
Active Invoices Archive

After an invoice has been processed by AIC, it is stored in the Active Invoices
Archive. This archive provides an invoice history for auditing and legal purposes. It
stores electronically signed, and non-signed, invoices for 6 to 20 years, depending
on each country’s legal requirements or the subscriber preferences.
You can view legal invoice content in several formats, and access signature and
certificate details.
Features:
■ View invoice data in the format submitted by Suppliers
■ View Supplier and Buyer invoice data in AIC XML format
■ View or download signed and unsigned invoices as PDFs
■ View signature and certificate details for signed invoices
■ Download invoice artifacts
■ Schedule invoice reporting
■ View invoice processing history
■ View invoice audit history
For more information, see “Active Invoices Archive” on page 135.
Supported Document Types

Supported Credit Notes
■ Avoir ■ Return Credit Note
■ Credit Memo ■ Tax Credit Note
■ Gutschrift ■ TaxCreditNote - SelfBill
■ Retouren-Gutschrift
Supported Invoices
■ AbbreviatedInvoicel ■ CTe ■ Lastschrift ■ Tax Invoice
■ CFDIv2.2 ■ CTe - SelfBill ■ MDe ■ TaxInvoice - SelfBill
■ CFDIv2.2- SelfBill ■ Debit Memo ■ NFe ■ TaxDebitNote - SelfBill
■ CFDIv3.2 ■ Facture ■ NFe - SelfBill ■ TEMELFATURA
■ CFDIv3.2 - SelfBill ■ facture ■ PaySlip-CFDIv3.2 ■ TICARIFATURA
■ Combined Invoice ■ facture commercial ■ PriceAdjust - SelfBill ■ VPNS
■ Complete Invoice ■ FATTURAPA ■ Rechnung ■ Tax Invoice
■ Corrected Invoice ■ FPNS ■ RPS
■ Coupon ■ Invoice List ■ SelfInvoicing

Overview 8
AIC Rules and Requirements

Data Flow
The direction of data flow between a sender and receiver can be outbound,
inbound, or both, depending on the type of invoice.
File Data
Direction Description
Outbound The company is the Sender.
Inbound The company is the Receiver.
Inbound and Outbound The company is both sending and receiving invoices.
Interchange Data
Document Data
Inbound and Outbound The Sender and Receiver belong to the same company.
ID Requirements
Two IDs must be provided to send source invoice documents to AIC:
■ Sender and Receiver Value Added Tax (VAT) IDs
■ Unique legal entity IDs
Exception:
The only exception to this rule is for invoices from an MDE document exchange
platform where only the Sender VAT ID/Legal Entity Unique ID is required.
Multiple Invoices
AIC supports an interchange of multiple invoice documents. Multiple invoice
documents can be sent to AIC at the same time.
Exception:
AIC does not support multiple invoice documents for EANCOM input types. Only
one EANCOM Invoice document can be sent to AIC at a time.
File Size
AIC supports PDF files containing up to 10,000 lines.

Search for Invoices Using Active Documents
Files to be signed cannot exceed more than 4 MB.
Interchange File Rejection

Interchange files are rejected if an irrecoverable error occurs while processing.
Mapping
Mapping of key invoice attributes and their path in the canonical format is pre-
configured in the AIC system.

Use the Active Documents search tool to view invoice activity within the past 90
days.
You can search for basic information, such as a partner name or mailbox number.
Or, locate files, documents, and interchanges and view their lifecycle and AIC event
information.
Basic Active Documents Searches

To search for invoices using basic search criteria
1 Click the Reports tab.
The Active Documents Search page opens. The File search level fields also
display by default.
2 Set the criteria for the search.

Search for Invoices Using Active Documents 8
The following options are available when searching for invoices using Active
Documents.

Select Saved Searches Choose a search that you or other users have saved. See “Save
Searches” on page 186.
GXS Ref No A unique reference number or document number, assigned by
the Active Documents meta data repository to track items.
My Address Your EDI ID or OpenText routing mailbox ID (or IDs).
Partner Name The company name of the trading partner associated with the
partner address.
Time Frame Provides options for searching within a specific time period.
See “Search for Invoices by Time Frame” on page 114.
Mailbox A OpenText mailbox ID (or IDs).
Direction The direction of the data flow from the ID specified in the My
Address field, which can be outbound, inbound, or both.
It uses the interchange sender and receiver addresses for EDI
data. Otherwise, the file sender and receiver are used.
See “Data Flow” on page 111.
Partner Address The mailbox ID (or IDs) of the Trading Partner.
(Search Level) Search levels refer to the type of data that can be retrieved.
File ■ File — Searches for two types of files, which contain
Interchange documents passing through the Managed Services
environment:
Document
■ Files with data that has been translated from one non-
EDI data format to another non-EDI data format.
■ Files with data that has been processed as pass-
through data (without translation).
Additional options include searching for files with or
without errors, negative alerts, and other events.
■ Interchange — Searches for data in an EDI format that
reports activity at the interchange level.
■ Document — Searches for electronic business
documents, typically, in two formats:
■ EDI format: Reports activity at the document level.
■ XML format: Processed with XML document
identification.
Additional options include viewing related documents such
as invoices related to purchase orders.

Search for Invoices by Time Frame

From the Active Documents Search page, you can search for invoices that were
generated in a specific time frame in three ways:
■ Number of Days Range
■ Specific Date Range
■ Relative Time Range
To search for invoices within a Specific Number Of Days
1 On the Active Documents Search page, select Specific No. Of Days from the
Time Frame drop-down menu.
2 Specify the range for the number of recent days for the search in the Last “X”
No. Of Days, To: and From: fields.
For example, search from 5 days ago to 3 days ago.
3 Specify the start time and end times for the search.
For example, beginning at 00:00:00 the first day and ending at 11:59:59 on the
last day.
4 Click Search.
To search by Specific Date Range

1 On the Active Documents Search page, select Specific Date Range from the
The default is the time period for the previous 36 hours.

2 To change the time period:
a Click the calendar icon.
b Specify a new start date and time or end date and time.
3 Click Search.

To search by Relative Time Range

1 On the Active Documents Search page, select Relative Time Range from the
2 Specify the start time for the relative search time frame.
a Select one of the following options from the From: drop-down menu.
■ Monday of this week
■ Monday of last week
■ First of this Month
■ First of last Month
b Select one of the following options from the To: drop-down menu.
■ Tomorrow
■ Yesterday
3 Click Search.
Searching for Multiple Items

If searching for multiple items, such as addresses, separate each address with
comma.
Example: ZZ:122133399,09:0045599999
Wildcard Searches
If you know only one value for a a search field, type * for a wildcard search.

Advanced Active Documents Searches

Advanced searches allow you to locate files, documents, and interchanges. You can
then view their lifecycle and AIC event information.
Search For Files

To search for files
1 Click the Reports tab in Trading Grid Online.
The Active Documents Search page opens for a File search by (default).
2 Specify the criteria for the search.

Application The application reference for the file, which typically indicates a
Reference file or document type.
Example: 850,810
ILOG Number Input Log Number. A unique, 11-digit number assigned by the
the system to identify a file transmitted by the Sender.
This number is based on a combination of the month, day,
Greenwich Mean Time, and the decimal fraction of the hour.
Interconnect The name of a third-party service, such as a VAN, between your
Name company and OpenText. Used if a file is sent to, or received from
a third party.
Translation A number assigned to each translation process.
Session Number Example: 850
Sender Reference A number or alpha-numeric value that references the file in the
routing process. The system assigns this value during the routing
cycle.
Example: 613821382


Status A list of possible statuses for a search, which can apply to both
inbound and outbound transactions.
You can search for the following file status:
■ Extracted — The trading partner retrieved the document
from the mailbox or interconnect service.
■ Rejected — The file was rejected by OpenText.
■ Unextracted — The trading partner did not retrieved the
document from the mailbox or interconnect service.
■ Incomplete — Incomplete itineraries (OpenText
instructions for processing a document).
■ With Errors
■ Without Errors
■ All
Mailbag ID A unique number that references an interconnect service such as

a third-party VAN.
Original File Name The name of the original file that was sent.
3 Click Search.
The File Search Results page lists the files that meet the search criteria by the
most recent timestamp (Created Date and Time column). See “View Search
Results” on page 123.

Search For Interchanges

To search for Interchanges
The Active Documents Search page opens.
2 Select Interchange to open the Interchange search section.

3 Specify the criteria for the search.

Interchange Control Number A unique nuber used to track an interchange.
Production/Test Flag There are three types of flags:
■ Both Production and Test
■ Production
■ Test
4 Click Search.
The Interchange Search Results display for the invoice Interchanges that meet
the search criteria. By default, the page sorts the Interchange list by Created
Date and Time, starting with the most current date and time.
See “View Search Results” on page 123.

Search For Documents

To search for documents
The Active Document Search page opens.
2 Select Document to open the Document search section.

3 Specify the criteria for the document search.
Document Type An EDI code that identifies a specific type of EDI document, such as
810 or INVOIC.
To search for multiple Document Types:
To search for multiple types of documents, separate each type with
a comma. For example, type 810, INVOICE.
Functional Group Control A number assigned by EDI systems to the functional group header
Number and trailer segments of an EDI file to verify data integrity. Typically,
this number applies only to data in ANSI X12 format.
My Functional Group Address Your EDI functional group address.
Applies only to the ANSI X12 standard.
Functional Group Type A two-digit code in the group header segment of an ANSI X12 EDI-
formatted file that identifies the type of business document it
contains such as PO, PS, IN.
Translation Session Number A unique nuber used to track a Translation Session.
Primary Key Select this option if the first key typed is the primary key.
Primary Key Value The identifier value for the primary key.
For example, type the actual purchase order number or product ID
to use in the search.
To search for multiple primary key values, separate each type with a
comma. For example, type 123, 789.
Search Tip:
documents that begin with those characters, for example, 1234*
Secondary Key
Secondary Key Value The identifier value for the secondary key.
To search for multiple secondary key values, separate each type
with a comma. For example, type 123, 789.
Search Tip:
documents that begin with those characters, for example, 1234*
In Managed Services, you can search the following statuses,
depending on your service subscription:
■ Acknowledged
Note: In any implementation, leave All enabled to not search based
on a specific status.
Legal Profile Names ■ My Name
■ Partner Name
Invoice Date Range ■ Specific Date
■ From Date
■ Last ‘X’ Days
■ To Date

4 Click Search.
The Document Search Results page displays the invoice documents that meet
the search criteria. By default, the Search Results page sorts by Created Date
and Time, starting with the most current date and time.
See “View Search Results” on page 123.

View Search Results

The Search Results page for file, interchange, and document criteria displays the
applicable files by the most recent timestamp.
From all Search Results pages, you can also do the following:
To Description
Sort the data. Click a column heading to sort the data from ascending to
descending order (or vice versa).
View and save search results as a Click .
PDF file.
View and save the search results Click .
as a .csv file.
Print search results. Click .
View search criteria. Click View Search Criteria to view the parameters for
the current search.
Save or schedule reports. Click Save/Schedule Report to save a report as a .csv

or .pdf file or schedule when to generate a new report .
See “Schedule Reports” on page 124.
View Processing Lifecycle Click the GXS Ref Number for an invoice to open the
information. Processing Lifecycle page.
See “View Processing Lifecycle Information” on page 130.
Save Search Queries

After setting the search criteria and generating the results, you can save the search
query settings (also called a report query) to use again for a report.
You can use a search query that both you and others in your organization have
saved.
To save a search query
1 Set the search criteria, and run the search. See “Active Documents Search” on
page 109.
2 On the Search Results page, click Save/Schedule Report.
The Save or Schedule page displays, along with the report name.

3 Type a name for the report in the Name field.

4 Click Save.
The Active Documents Search page updates the My Saved Searches list with
the saved report.
Schedule Reports
Scheduling reports allows you to get the latest report data without having to
manually run a report. You can schedule reports to run automatically at certain
times (daily, weekly, or monthly), and email reports to Trading Partners and users
in your company in .csv or .pdf formats.
To set up a report schedule
1 In the Search Results page, click Save/Schedule Report.
The Save or Schedule page displays the name of the company for the report.
2 Type a name for the report in the Name field.

3 Click the checkbox, I want to schedule this report, and select the time
frame and time zone for the scheduled report.
Note: To run a one-time report, select Now.
4 Click the checkbox for the report format, either CSV or PDF.
5 To email the report, click the checkbox, Send this report as an email
attachment. Specifiy the email addresses of the users and contacts to receive
the report.
Note: You can only add contacts and users that have access to the report
folder, listed as available.
6 Yo send the file to a Trading Partner through Trading Grid Message Services
(TGMS), click the Send this report via TGMS checkbox.
7 Click Save.

The system adds the schedule to the Scheduled Reports list and displays a
confirmation message.
To view the scheduled report, click Scheduled Reports in the Reports tab. See
“View Report Schedules” on page 126.
View Report Schedules

The Scheduled Reports page lists all of the reports that have been scheduled for
delivery and the delivery status.
From the Scheduled Reports page, you can also do the following:
■ Change a report schedule.
■ Delete a scheduled report.
■ Schedule a one-time report to run immediately.
To view scheduled reports
3 Click the name of the report in the Report Name column to view the schedule.
Note: If the report name does not display as a hyperlink, it is a one-time report
that was previously executed.
To run a one-time report immediately
3 Click the report name.
4 Click Execute for the report.
The system adds a one-time report to the Scheduled Reports list with the
same name, along with ONCE and the current date and time.


3 Click the name of the report in the Report Name column.
The Save or Schedule page opens.
4 Change schedule criteria for the report.

5 Click Save.
To delete a scheduled report

3 Click Only my reports from the View drop-down menu.

The list refreshes.

4 Click the check box for report(s) you want to delete from the list.
5 Click Delete.
View Delivered Reports Lists

Delivered Reports are scheduled reports, including one-time reports, which have
been generated by the system.
2 Click Delivered Reports.

The Delivered Reports page lists the following information for each report.
■ Name of the report
■ Report format (such as PDF)
■ Date and time the report was run
■ Report status (such as New, Read, Processing, or Failed)
■ Report ID (click the link to view audit log for the report)
Note: Active Documents deletes delivered reports after 45 days.
To download a delivered report
1 Locate the latest version of the report in the Delivered Reports list.
2 Click the name of the report.

Note: The status cannot be Processing.
View Audit Logs

An audit log for each delivered report provides additional information such as who
received the report and the time it was delivered.
Note: An audit log is only available if Active Documents emails the report to
recipients.
1 Locate the latest version of the report in the Delivered Reports list.
2 In the Report ID column, click the link for the report.
The Audit Log displays audit information such as who received the report.


Delete a delievered report from the Scheduled Reports list. See “To delete a
scheduled report” on page 127.
View Processing Lifecycle Information

Active Documents captures the processing history of files, EDI interchanges, EDI
documents, and XML documents as they pass through various tracking points.
history depend on the path the transaction follows.
You can view processing lifecycle information for a transaction:
■ AIC process details
■ Document details
■ Managed Service Platform details
■ Trading Grid Messaging Service (TGMS) details
Note: To view processing lifecycle information quickly, click the GXS Ref Num for
an invoice on the Search Results page. KP: Edit from here if time allows
To view processing lifecycle information for a transaction
1 Search for a file, document, or interchange. See “Active Documents Search” on
page 109.
2 On the Search Results page, do one of the following:
■ Documents: Click the Document ID for the applicable document.
■ Files: Click the Sender Reference number for the applicable file.
Below is an example of a Processing Lifecycle page.

3 To download the Processing Lifecycle page into a PDF document, which can
then be printed, click .
4 The Processing Lifecycle page includes several sections, depending on the
processing stages. Some sections allow you to further drill down through the
data.
Click these lifecycle icons to navigate through the page.
To view AIC process details

On the Process Lifecycle page, click . The AIC area tells you if the invoice
transaction and the electronic signing were successful. If there were errors, click
the Error link for an explanation. Correct the invoice and resubmit it.
If there were no errors, the invoice is now a Legal Invoice. You can view the
signing information, as well as all other invoice information, in the Legal Invoices
archive. For more information, see “Active Invoices Archive” on page 135.
To view document details
1 On the Process Lifecycle page, click .

2 Click List Document(s).
The List Documents page opens.
3 Do any of the following:
To view Description
Process Lifecycle or related documents Click an icon in the Document ID column to access the Process
lifecycle and related documents.
Content of the data file(s) involved 1 In the Translation section, click the Data and Models link.
The Data nd Models dialog box opens.
2 Click Download to download the appropriate file.

To view Description
3 On the List Documents page, click the applicable Invoice ID.

The Process Lifecycle page opens for the invoice.
To view Managed Service Platform details

For example, in a transaction with no errors, the Managed Service Platform routes
the file to a translator. Then, the translated output enters another Managed Service
routing cycle for transmission to the recipient.
To view TGMS details
TGMS is the GXS network that enables data exchange with your partners. It
manages your inbound and outbound transactions.
As with the Managed Service Platform, multiple TGMS sections might exist because
transactions can pass through the TGMS, as well as Managed Services, at different
stages of processing.
For example, this section displays when the transaction was received and routed to
the translator.

Also see “Email Alerts” on page 133.
Email Alerts
Depending on your role (Buyer or Supplier) and the profile set up by your Company
Administrator in the Legal Profile or profiles, you might receive some or all of the
following email alerts. These alerts are notifications about the invoice validation
and processing.
■ Invoice copy — Email notification that includes an unsigned copy of the
invoice. The invoice copy is in a readable PDF format. This copy is useful for
workflow authorization or dispute resolution.
■ Invoice success — For Suppliers only. Notification that the invoice successfully
processed.

■ Invoice process failure — For Suppliers only. Notification that errors were
found in the invoice and processing stopped. You should correct the error(s) in
the invoice and resubmit the invoice into the Trading Grid.

Search for Invoices Using Active Invoices 8
Search for Invoices Using Active Invoices

This section explains how to find and view signed invoices, non-signed invoices,
and credit notes in the Active Invoices Archive.
Active Invoices Archive

After an invoice is signed, it goes to the Active Invoices Archive. This archive
provides an invoice history for auditing and legal purposes. It can contain copies of
electronically signed and non-signed invoices from 6 to 20 years, as required by
your country.
You can view the following for each active invoice:
■ Invoice data in the Supplier's format.
■ Signed or unsigned invoices in a readable PDF format.
■ Signature and certificate details.
■ Invoice processing history.
■ Invoice audit history.
The database stores these documents for up to 20 years, according to your
country’s legal requirements.
To search for an invoice in the Active Invoices Archive
The Active Document Search page opens.
2 Select Document. Then click Active Invoices.

The Search Archive page opens. From this page you can search for invoices in
the Legal Archive, dated within the past 20 years.
3 Set the search criteria.

Important: The Transaction Date Range section criteria is based on when
GXS processed the document, whereas the Invoice Date Range is based on
the date and time the invoice was created, as stated in the actual invoice
document.

Field Description
Transaction Date Range
Time Frame The date and time when the system received the invoice. There are
five ways to search for documents by date:
■ Specific Date
■ Specific Date Range
■ Specific No. of days
■ Relative Time Range
■ None — search all available records.
From Date/To Date Click the calendar icons to select the From Date and To Dates.
Use the 24-hour clock format, such as 0:00 to 23:59.
Last “X” No. of Days Specify the number of days back from the current date.
Document Details
Order # A unique number used to track an invoice.
Document Type The document type, for example: Tax Invoice or Tax Credit
Note.
Invoice Number A unique number used to track an invoice.
Invoice Value The total monetary amount of the invoice.
Invoice Number Range (From/To) A range of Invoice Numbers for a search.
Invoice List (Upload) Click Browse to upload an invoice.
Invoice Value (incl VAT) The Invoice total including the VAT costs:
■ = (equal)
■ < (less than)
■ > (greater than)
Example: $100 before taxes.
Invoice Value (excl VAT) The Invoice total without the VAT costs.
Status Either All invoices, invoices With Errors, or invoices Without
Errors.
Currency The currency on which the invoice is based.
Legal Profile - My Information
Use this section to look for invoices based on one or more legal
My Legal Name/Unique Entity ID profiles.
Type the name or ID of the legal profile defined for your Company's
entity, for example, factory, plant, division, sub-division, etc., or
provide the other information as applicable.
Legal Profile - Partner Information
Partner Legal Entity The name or ID of the legal profile defined for the Trading Partner's
Name/Unique ID entity.
Partner VAT ID The VAT ID

Field Description
Role Type The role of the legal entity or business unit
■ Sender — Sends invoices only.
■ Receiver — Receives only.
■ Both — Sends and receives invoices.
Note: In the case of self-billing, a Buyer Receiver of documents
might also send invoices. In this case, select Both.
Additional Search Filter Additional search filter include the following:
■ IPA Number
■ General Ledger Invoice Number (Sender)
■ Invoice External ID
■ Buyer Siret Number
Extended Search Key as Sender See “Setup Extended Search Keys” on page 140.
Extended Search Key as Receiver See “Setup Extended Search Keys” on page 140.
Invoice Date Range
None Search all available records.
Specific Date The exact date for an invoice search.
Start Date The start date for an invoice search.
End Date The end date for an invoice search.
Last ‘X” days The number of days back from the current date.
Software Version The software version.
View Type ■ Legal Archive — Search the entire archive.

■ Secure Delivery — Search for the securely delivered items to
view, extract, open, or download.
The Secure Email Delivery feature delivered these documents
through a secure email link. An email message with a secure
link to the documents was sent to the person delegated in the
Legal Profile by your Company Administrator, who then
downloaded it to the Active Invoice Archive.
Note: Documents received via Secure Email Delivery are
retained for 180 days only.

Field Description
Back Click Back to return to the Search Archive page.
Clear To clear the search fields and start a new search, click Clear.
4 Click Search.
The system automatically saves the search query (on the Search Archive page),
and the Invoice List page displays the search results.
See also:
■ “Cancel an Invoice” on page 143.
■ “Invoice Information Page” on page 164
■ “Information Links” on page 166
■ “Legal Entity Partner List” on page 170
■ “Tax Exemption Justification Documents” on page 172

Setup Extended Search Keys

You can can create custom search keys that are relevant to your operation and
configure the Active Documents Search page to allow users to search for
information using secondary keys. Up to three extended search keys can be
configured.
To configure an extended search key
The Active Documents Search page opens.
2 Select Document for the search Level.

3 Click Active Invoices in the Navigation Panel.

The Search Archive page opens.
4 Set the basic search criteria, as applicable. See “Active Invoices Archive” on
page 110.
5 Specify the Role Type, either Sender, Receiver or both.
Note: If Sender is selected, the Extended Key Search as Receiver fields
are disabled (and vice-versa). If both are specified, both sections are enabled.

6 Select a key to configure from the Select Key drop-down menu.

■ Type a value for the search in the Value field. This value can be anything,
that is relevant to your operation, for example, a serial number, expiration
date, or a specific term.
■ Type a wildcard value (*). This value must include a leading and trailing
asterick (*) .
8 Click Add.
The new key displays in the key list.
9 Select the View Type, either Legal Archive or Secure Delivery.
10 Click Search.
The Invoice List displays the search results.

Cancel an Invoice
Note: This feature may not be available, depending on your country, role, and
permissions.
Important: Before cancelling an invoice, note the following.
■ Invoices can only be cancelled by authorized users who are familiar with
the local legislation, fiscal laws, and tax implications. If you want to cancel
an invoice and are not authorized, contact your Administrator.
■ After an invoice is cancelled, it cannot be retrieved.
■ Depending on the legal requirements of your country, cancelling an invoice
might not cancel all documents related to the invoice.
To cancel an archived invoice
1 Search for the invoice (or invoices) that you want to cancel. See “Search for
Invoices Using Active Invoices” on page 135.
2 Select Invoice Cancel.

The page refreshes, and the checkboxes for the uncancelled invoices in the list
are enabled.
3 Click the checkbox for the invoices you want to cancel.
4 Click Cancel Invoice.

5 Click OK when prompted.

The Invoice Cancellation page displays.
6 Click Cancel Invoice.

The Invoice Cancellation page indicates the success or failure of the
cancellation.

Attach Files to An Invoice

You can attach up to five files to an invoice, such as a customer quote, proof of
delivery, proof of receipt, etc.
Note: Invoice attachments are typically for the benefit of a sender and visible only
to OpenText customers.
To attach a file to an invoice
1 Search for the invoice. See “Search for Invoices Using Active Invoices” on
page 135.
2 Open the invoice.

The Invoice Information page displays.
3 Click Upload Attachments.
The Browse button is enabled.

4 Click Browse, and navigate to the file you want to upload.

.
5 Click Open.
The attachment is now attached to the invoice and accessible from the Invoice
Information page.

.
6 To open the attachment, click Download in the Attachments section.

.
7 Specifiy whether you want to open or save the file, and click OK.

Redeliver Invoices
If a customer requests another copy of an invoice, you can redeliver a copy via
email and secure email, as well as their TGO mailbox, as often as needed.
You can redeliver up to 100 invoices at a time. The system sends the invoice to the
recipient through the same delivery method used in the initial delivery, such as
email or secure email, and notifiies the sender of the redelivery.
To redeliver an invoice
1 Search for the invoice that you want to redeliver. See “Search for Invoices Using
Active Invoices” on page 135.
.
2 Click Deliver Invoice Copy.

3 Click the checkbox for the invoice you want to deliver.
The Deliver Invoice Copy button displays.
.
4 Click Deliver Invoice Copy.

The Deliver Invoice page displays the invoice to be delivered.

.
5 Click Deliver.
The system resends the invoice to the recipient, based on the original delivery
method, and a confirmation message displays.
.
6 To return to the Invoice List, click Back to Invoice List.
Redelivery Notifications
The system notifies the sender by email when an invoice (or multiple invoices) is
redelivered.
The examples below show two types of redelivery notifications.


Send Multiple Invoices in a Batch

You can email up to 100 invoices as a batch, which can be up to 15MB in size. The
system then processes and returns the batch invoices in the same order as
originally received.
Note: This features applies only to Internal Archive Invoices.
1 Search for the invoice (or invoices) that you want to send. See “Search for
Invoices Using Active Invoices” on page 135.
.
2 Click Download/Deliver.
3 Click the checkboxes for the invoices you want to send in a batch.
Notice that each time you click a checkbox, the Total Download Size displays
at the top of the page.
.
4 Click Deliver.
The Deliver page displays a list of the invoices to be sent as a batch and the
total download size of the batch.

5 Click the checkbox for the delivery mode, either Email or Mailbox.
6 Click Deliver.
.
A confirmation message indicates if the delivery is successful.

Delivery Notifications
The system notifies the sender by email when a batch of invoice is delivered.
Invoice Batch Delivery Errors

If the invoices selected for batch delivery exceeds 15MB, the Deliver page displays
an error message.
.
Upload Unrelated and Non-sequential Invoices

From the Search Archive page, you can search for invoices with non-sequential
invoice numbers and upload them as .csv files.
Search for Non-Sequential Invoices or Unrelated Invoices
When searching for these types invoices, specify a specific invoice number or
range, for example, invoice numbers 100 to 200. You can also search for invoice
numbers that are not sequential, for example, Invoice 1, Invoice 542, Invoice
10137, etc.
Then, instead of having to perform multiple queries, you can upload a list of
unrelated, non-sequential invoices in a comma delimited value (csv) file to the
search page.
1 Create a list of invoices, and save it as a .csv file.
Note: The list can contain up to 500 invoices.

2 Select Invoice List on the Search Archive page.
3 Click Browse, and specify the location of the .csv file to upload.

The invoices display in the Invoice List.

Note: You can also use the text field with comma separators to search for
multiple invoices or type ‘*’ for a wild card search, for example *, *ABC or
*ABC*.
Format Non-Invoice XML Files

This feature allows you to view and download HTML representations of the
following types of documents:
■ Timestamp Files
■ Government Sent Responses
■ Failed Delivery Notice Acknowledgements
■ Deadline Passed Notice Acknowledgements
■ Delivery Receipt Acknowledgements
■ Rejection Notice Acknowledgements
■ Transmission Notice Acknowledgements
■ Outcome Notice Acknowledgements
■ Application Responses
■ Cancelled Acknowledgements

To non-invoice XML files

1 Search for the invoice you want to format.
The Invoice List displays the requested invoice.
.
2 Click the invoice in the list.

The Invoice Information page displays.
.
3 Click View.
The Application Response page displays the formatted invoice information.
Below are examples formatted non-invoices XML files.

Example TimeStamp File:
Example Government Sent Response

Example Delivery Receipt

Example Failed Delivery Notice

Example Rejection Notice

Example Outcome Notice

Example DeadLine Passed Notice

Example Application Response File
Example Cancelled Acknowledgement

Invoice Information Page

The Invoice Information page differs for Buyers and Suppliers, and differs if the
invoice is a signed or non-signed EDI invoice, or a Credit Note.
This page is accessed from the Invoice Archive - Search Results page. See “Search
for Invoices Using Active Invoices”.
Signed Invoices
The following Invoice Information page is for a Signed Invoice.
Non-signed EDI Invoices

The example below shows the Invoice Information page is for a Non-Signed
Invoice.

Send PDFs to AIC

If authorized by your System Administrator, users can send PDFs created on their
system directly to AIC for signing and storing.
Authorize AIC to receive and sign PDFs

Note: The System Administrator must set the following:
■ In the Account Manager: Service Configuration page, set the subscription
package to Active Invoice Sign Incoming File-Sender for the
subscription.
■ Set the Process Type to Active Invoice Sign Input in the Legal Profile
section.
.

Below is an example of the subscription required for this feature.

.
Important: When AIC receives the data and creates the PDF, it validates that all
of the incoming data is legal and compliant. To create a legal invoice, AIC reviews
the data and makes sure that all mandatory fields are complete, then creates the
PDF. If a user sends the PDF, AIC cannot validate the content or open the PDF to
make sure all mandatory fields are completed.
Process EDI Batch Files as Signed EDI Invoices

AIC supports multiple invoice signing and validation processes.
EANCOM Signature Rules
This feature supports the following EANCOM signature rules:
■ EANCOM-IDEAL-EVIDENCE
■ EANCOM-AECOC-EVIDENCE
■ EANCOM-GS1AT-EVIDENCE
■ EANCOM-GS1AT2-EVIDENCE
Information Links
The Invoice Information page differs depending on if you are Buyer or Supplier and
if the invoice is a signed invoice or a non-signed EDI invoice, or a credit note. You
might not see all of the following information

■ For the Original File: Click Download to download, or view, a version of the
original unsigned invoice. The format displayed depends on how the invoice was
created. For example:
■ For the Validated Signed Invoice: Click View to view the Signed Invoice in a
PDF format.
You can then do the following in the PDF document,
Click To
Go to a specific page in the invoice.
See the digital signature.
View and reply to comments or markups in the invoice.
View invoice attachments.
■ Revalidate to view the signature and digital certificate details in a

readable format

■ For an Invoice Copy, click Download to download a formatted copy of the

original invoice in a PDF document.
■ For the invoice Audit Trail, click Download to view or download the process
lifecycle of the invoice.

■ For the Summary List, click Download to view or download the Summary List
showing all message transmissions, both sent and received, associated with the
invoice. The list also indicates any anomalies detected at each transmission. This
list is generated once per day.
.
■ For the PDF Container, click View to see the document and all its related data.
Once you open the “container,” on the left side of the page click the attachment
icon to see all the associated documents in the container.
■ For the Tax Exemption Justifying Document (for more information, see “Tax
Exemption Justification Documents” on page 172), click Download to download
or view the associated document justifying VAT exemption in a PDF format.

See also:
■ “Legal Entity Partner List” on page 170
■ “Securely Delivered Items” on page 193
Legal Entity Partner List

Important: This topic applies, and its functions might be required, if you have
Trading Partners that send or receive Non-Signed EDI Invoices.
Every Company that sends or receives Non-Signed EDI Invoices must maintain a
file of Trading Partners with whom the invoices are exchanged to log and track
Trading Partner changes. AIC provides a search function that lets you quickly find
an associated Trading Partner's legal entity profile to see if, for example, contact
information has changed or if the Trading Partner E-Invoicing agreement has
terminated.
Note: A Legal Entity is the record of the unique Buyer or Supplier party, typically
from a tax registration perspective, that exchange compliant invoices through AIC.
This is a company or a business unit or division within a company. For example,
Company ABC might operate in three European countries and might be registered

as a unique entity with the tax offices of each of those three countries. Therefore,
Company ABC has three corresponding legal entities configured within AIC.
To see a Trading Partner(s) associated to a specific Legal Entity or Legal
ID
1 If necessary, log into the GXS Trading Grid and click the Reports tab.
2 On the left side, click Active Invoices > Active Invoices > Legal Entity
Partner List.
The Legal Entity Partnership List page opens.
3 For My Legal Entity Name or My Legal Entity ID, enter a valid name or ID
of the entity that trades with the Partner(s).
Note: A a valid Name or ID must be entered. If you do not know the exact
Name or ID, contact your Company Administrator.
4 If you are looking for a specific Trading Partner that you trade with, enter that
Trading Partner's Legal Entity Name or Legal Entity ID.
5 Click Search.
The page redisplays listing the Trading Partners associated to your Company's
Legal Entity Name or ID that you specified.

From this page you can do the following:

To Description
Resort the listing Click the applicable column header.
View a log of changed
Click for the applicable entity.
information
Download the listing
Click .
See also:
■ “Information Links” on page 166
Tax Exemption Justification Documents

Important: This topics applies, and its functions might be required, if you have
Trading Partners that send or receive Non-Signed EDI Invoices.
If your Company has a document that justifies VAT exemption, you can upload it
into the Archive. After you upload a tax exemption justification document, it
applies to all subsequent invoices that are sent and received within the Legal Entity
that you specify. This means that

■ For a tax exemption document to apply to an invoice, the Buyer or Supplier must
upload this document before the invoice is successfully sent or received.
■ After a tax exemption document is uploaded it applies to all subsequently
archived invoices until a new tax exemption document is uploaded.
For example:
On January 9, 2012 Invoice1, Invoice2, and Invoice 3 are archived.
On January 10, 2012, tax exemption document Version 1 is uploaded and archived.
On January 15, 2012 Invoice4, and Invoice5 are archived.
On March 1, 2012 at 2 PM, Invoice6 is archived.
On March 1, 2012 at 3 PM, tax exemption document Version 2 is uploaded and
archived.
On March 2, 2012 Invoice7, Invoice8, and Invoice9 are archived.
In this example:
■ Invoice1, Invoice2, and Invoice3 are not linked to any tax exemption document.
■ Invoice4 and Invoice5 are linked to tax exemption document Version 1.
■ Invoice6 is linked to tax exemption document Version 1 because it was already in
the Archive when Version 2 was uploaded.
■ Invoice7, Invoice8, and Invoice9 are linked to tax exemption document Version
2.
To upload a tax exemption document
Important: The tax exemption document must be in PDF format and cannot
be larger than 4MB.
1 In the Reports Tab, select Active Invoices from the Navigation Panel.
2 Click Upload Tax Exemption Document.
The Upload Document Justifying Tax Exemption page opens.

3 For My Legal Entity Name or My Legal Entity ID, enter the applicable
name or ID of the entity associated with the Trading Partner(s) and the invoices
this document applies to.
Important: You cannot upload a document until you enter a valid Name or
ID. If you do not know the exact Name or ID contact your Company
Administrator.
4 For Upload Tax Exemption Document, click Browse to find your document
or enter the path and filename.
5 Click Upload.

Trading Grid Analytics
9
Trading Grid Analytics allows you to view the business and operational
performance of your trading community and provides metrics for several
performance indicators relevant to customers using OpenText Managed Services.
This chapter explains how to use Trading Grid Online Analytics and describes the
Analytics Dashboard and metric components.
Topics include:
■ “Analytics Dashboard” on page 176
■ “Metrics Tab” on page 183
■ “Filter Performance Metrics” on page 189
■ “Export Performance Metric Data” on page 199
■ “Dashboard Settings” on page 201
Overview
Trading Grid Analytics creates a visual representation of your transaction data,
based upon the following Business and Operational metrics.
Operational Metrics (top 10)
- Document Volume by Trading Partner
- Document Volume by Type
Operational metrics measure metadata in

a transaction.
Business Metrics
- Order Acceptance
- ASN Timeliness
- Invoice Accuracy
- Price Variance
- Quantity Variance
- Top Trading Partners by Spend
Business metrics measure data in the

detail of a transaction.
- Top Products by Invoiced Amount
175
TRADING GRID ANALYTICS
Analytics Dashboard
Reporting Period
The standard reporting period includes the past 90 days. However, your service
agreement might have an expanded reporting period from 13 months to up to five
years.
Analytics Dashboard
The Analytics Dashboard displays the Key Performance Indicators (KPIs) with dial
graphs and bar graphs. See “Analytics Dashboard” on page 176. The system data
is updated every 24 hours.
The information can be filtered in several ways, including by date range for the
reporting period, currency, and more. See “Filter Performance Metrics” on
page 189.
To view the Analytics Dashboard

1 From the Operations Center page, click Trading Grid Analytics.
The Analytics Dashboard opens.
The reporting period is located in the upper-right of the page. The default view
is the buy side of the supply chain.

Analytics Dashboard 9
2 If your company is on the sell side, you must change the view.
To change the Analytics Dashboard view

You can toggle the view to either the Buy Side or Sell Side.
1 Click the dial you want to view.
2 Click the View drop-down menu.
3 Select Buy Side or Sell Side.
The dashboard updates to the buy side or sell side view.
To change the Reporting Period

1 Click the calendar tools to change the start date and end date.
2 Click Apply.
The dashboard updates to specified reporting period.
3 To view additional details about a metric, click the label or the dial for the
metric.
Analytics Dashboard Top Panel

The top panel displays five business performance metrics related to order
fulfillment.
■ Order Acceptance
■ ASN Timelines
■ Invoice Accuracy
■ Quantity Variance
■ Price Variance
Percentage is the performance measurement, and the gauge bar color indicates
the range of performance quality.

Analytics Dashboard
Metric Description
Order Acceptance Order Acceptance is the percentage of fully acknowledged purchase

orders. The Order Acceptance metric compares two KPIs:
■ The number of orders from the selected time period.
■ The number of those orders that were accepted in full.
Note: Partially acknowledged purchase orders ARE NOT fully
acknowledged.
The system used EDI 855’s and ORDRSP (a Purchase Order Response)
documents for this metric.
■ ANSI - 850 BEG03 matches to 855 BAK03.
■ The order is fully accepted when 855 BAK02 = AD, AK, AC, AT, AP
or ZZ.
- BEG03 = Purchase Order Number
- BAK03 = Purchase Order Number
- BAK02 = Acknowledgement Type
■ EDIFACT - ORDERS BGM02 matches ORDRSP RFF0102 
(where RFF0101 = ON or VN).
■ The order is fully accepted when ORDRSP BGM03 = 6, 11, 32, 44.
- 48BGM02 = Message Number
- RFF0102 = Reference Number
- RFF0101 = Reference Qualifier
- BGM03 = Message Code
ASN Timelines Advanced Shipping Notice (856 as per ANSI X 12).

ASN Timeliness is the percentage of timely ASN instances created within
the specified delay threshold (default = 15 min).
An ASN is timely if the elapsed time between the interchange date/time
and the document date/time creation is within the delay threshold.
■ ANSI - 856 Take ISA09/10 – BSN03/04 = Timeliness.
■ If Timeliness < TimeParm (selected by user – 15 min default) then
ON-TIME.
- ISA09 = Interchange Date
- ISA10 = Interchange Time
- BSN03 = Date
- BSN04 = Time
■ EDIFACT - DESADV Take UNB0401/02 – DTM0102 = Timeliness.
■ If Timeliness < TimeParm (selected by user – 15 min default) then
ON-TIME.
- UNB0401 = Date of Preparation
- UNB0402 = Time of Preparation
- DTM0102 = Date & Time Period

Metric Description
Invoice Accuracy Invoice Accuracy is the percentage of invoices that accurately reflect
quantities and prices in the original orders.
■ ANSI - 850 BEG03 matches to 810 BIG04.
■ Align PO106/07 to IT106/07.
■ Match PO102 to IT102 (Quantity) & PO104 to IT104 (Price).
- PO106 = Product Service Qualifier, PO107 = Product Service ID
- PO102 = Quantity Ordered, PO104 = Unit Price.
- BIG04 = Purchase Order Number
- IT106 = Product Service Qualifier
- IT107 = Product Service ID
- IT102 = Quantify Invoiced
- IT104 = Unit Price
■ EDIFACT - ORDERS BGM02 matches to INVOICE RFF0102 (where
RFF0101 = ON or VN).
■ Align PO LIN0301 to Inv LIN0301.
■ Match PO QTY0102 to Inv QTY0102 (Qty) & PO PRI0102 to Inv
PRI0102 (Price).
- LIN0301 = Item Number
- QTY0102 = Quantity
- PRI0102 = Price
Quantity Variance Quantity Variance indicates the average line item percentage difference
between the invoiced quantity and the purchase order quantity.
■ Align PO106/07 to IT106/07 and PO102-IT102/PO102*100.
■ Then, average the variance of total line items for each Trading
Partner.
■ EDIFACT - ORDERS BGM02 matches to INVOICE RFF0102 (where
RFF0101 = ON or VN).
■ Align PO LIN0301 to Inv LIN0301 and PO QTY0102 - Inv
QTY0102/PO QTY0102 * 100.
■ Then, average the variance quantity of the total line items for each
Trading Partner.
Note: Refer to Quantity Variance for EDI Element descriptions in the
Quantity Variance calculations for ANSI and EDIFACT.

Analytics Dashboard
Metric Description
Price Variance Price Variance indicates the average line item percentage variance
between prices on an invoice to the original purchase order price.
■ Align PO106/07 to IT106/07.
■ PO104-IT104/PO104*100 .
■ Then average the variance on line items.
■ EDIFACT - ORDERS BGM02 matches to INVOICE RFF0102 (01 = ON
or VN)
■ Align PO LIN0301 to Inv LIN0301
■ PO PRI0102 - Inv PRI0102/PO PRI0102 * 100
■ Then, average the variance price of the total line items for each
Trading Partner.
Note: Top Trading Partners by Spend and Top Products by Invoiced Amount are
also KPI Business Metrics and displayed as bar graphs.
Performance Default Ranges

Below are the KPI default ranges for the following Business Metrics.
Metric Positive Range Average Range Negative Range

(Green) (Yellow) (Red)
Order Acceptance >=80% Between 20% and 80% <=20%
ASN Timeliness >=80% Between 20% and 80% <=20%
Invoice Accuracy >=80% Between 20% and 80% <=20%
Price Variance <=20% Between 20% and 80% >=80%
Quantity Variance <=20% Between 20% and 80% >=80%
Analytics Dashboard Bar Graphs

The bar graphs display two Operational Metrics and two Business Metrics.
Business Metrics
■ Top Trading Partners by Spend
■ Top Products by Invoiced Amount
Operational Metrics
■ Document Volume by Trading Partners
■ Document Volume by Type

Business Metrics Bar Graphs
Top Trading Partners by Spend
Displays the top 20 trading partners based on the prices and quantities from the original order.
Note: Documents with missing currency codes are grouped under "UNK" (unknown).
Top partners display by Spend / Revenue of the product ordered.
■ 850 Calculate PO102 (Quantity) * PO104 (Price)
■ Capture Currency if available.
■ Add up all line items.
■ ANSI - 850 Calculate PO102 (Quantity) * PO104 (Price)
■ Capture currency if available.
■ Add up all line items for all PO’s for each Trading Partner.
■ EDIFACT - ORDERS Calculate QTY0102 (Qty) * PRI0102 (Price)…. Capture Currency if available.
Add up all line items for all PO’s for each Trading Partner.
Top Products by Invoiced Amount
Displays the top five products by invoice amount, based on the invoiced value and the qualifier that you
select.
Note: Documents with missing currency codes are grouped under "UNK" (unknown).

Analytics Dashboard
Operational Metric Bar Graphs

Document Volume by Trading Partners
Displays the top 10 trading partners, based on the total number of X12 and EDIFACT documents
sent and received.
The information can be filtered for either Inbound or Outbound transactions.
Document Volume by Type
Displays the top 10 document types, based on the total number of X12 and EDIFACT documents
sent and received.
The information can be filtered for either Inbound or Outbound transactions.

Metrics Tab 9
Metrics Tab
The Metrics tab provides access to additional detail for the Operational and
Business metrics, which can be filtered in several ways and exported as a .pdf or
.csv file.
Operational Metrics Detail

To view the detail for Operational Metrics
1 From the Analytics Dashboard, click the Metrics tab.
The Document Volume by Trading Partners page opens (by default).
2 To view the detail for Document Volume By Type, click Document Volume By
Type from the Navigation Panel.

Metrics Tab
Business Metrics Detail

To view Business Metric detail
1 From the Analytics Dashboard, click the Metrics tab.
The Operational Metric, Document Volume by Partner page displays.
Note: You can also access the Metrics tab for the five dial graph business
metrics by clicking on the graph.
2 In the Navigation Panel, click the in the Business section for the metric detail
you want to view.
Top Trading Partners by Spend Metrics Page
Top Trading Partners by Invoiced Amount Metrics Page

Metrics Tab 9
ASN Timelines Metrics Page
Note: Depending on date range selected, prior 30 days data might not be
available for viewing, and zero displays for the four components measured.

Metrics Tab
Invoice Accuracy Metrics Page
Note: Depending on date range selected, prior 30 days data might not be

Metrics Tab 9
Order Acceptance Metrics Page
The View option for Order Acceptance defaults to Buy Side. If you view this metric
and there is no data, change the view to Sell Side.
Note: Depending on date range selected, the prior 30 days of data might not be

Metrics Tab
This note to be corrected in the next release.Price

Variance Metrics Page

Metrics Tab 9
Quantity Variance Metrics Page
Filter Performance Metrics

To search for specific information, you can filter the performance metrics in a
variety of ways, and save a filter as a default.
Metric Type Filter data by Metric
Business Metrics Trading Partner Name ■ All
Trading Partner Address ■ All
Item Qualifier ■ Top Partners by Spend
Currency ■ Top Partners by Spend
Operational Metrics Document Type ■ Document Volume by Trading Partner
Access these filters from either the graphs on the Analytics Dashboard or the
Metrics tab.

Metrics Tab
Filter Business and Operational Metrics by Trading Partner

To filter by Trading Partner
Filter data from a dial graph:
■ Click a graph label or anywhere on a graph.
The Metric tab displays the performance detail page for the metric.
■ In the performance detail page, click .

Metrics Tab 9
The Filter By page opens the Trading Partner Name filter (by default).
■ Continue to step 2.
Filter data from a bar graph:
■ From the Analytics Dashboard, click in a graph.
■ Click the Filter icon .
The Metric tab displays the performance detail page.
2 Click the checkboxes for names of the Trading Partners for the search.
3 Click OK.
Filter Business and Operational Metrics by Trading Partner

Address
To filter by Trading Partner Address
Filter from the dial graphs:
■ Click the graph label or anywhere on the graph.

Metrics Tab
To filter from the bar graphs:
■ Click (Filter) .
2 Click Trading Partner Address.
3 Click the checkboxes for address of the Trading Partners for the search.
4 Click OK.
Filter Operational Metrics by Document Type

To filter by Document Type
1 From the Analytics Dashboard, click in one of the following performance
graphs:
■ Document Volume by Trading Partner

Metrics Tab 9
2 Click (Filter) .
3 In the performance detail page, click .

T
4 Click Document Type to view the document type list.
5 Click the checkboxes for the types of documents for the search.
6 Click OK.
Filter Business Metrics by Currency

The U.S. dollar is default currency used in the business metrics bar graphs on the
Analytics Dashboard. However, you can display the same information in a different
currency by Trading Partner.
To filter by Currency
1 From the Analytics Dashboard, click in one of the following bar graphs:
■ Top Trading Partner by Spend

Metrics Tab
2 Click (Filter) .

T
4 Click Currency.
5 Select the currency you want to use for the performance metric.
6 Click OK.
The information updates with the new currency.
Note: You can only select and apply one currency at a time.
Filter Business Metrics by Item Qualifier

There might be many qualifiers that are applicable to your organization, such as for
products ordered by batch number or UBC code. The Item Qualifier Filter is
available to the Top Products by Invoiced Amount metric to filter for such
qualifiers.
To filter by Item Qualifier

1 From the Analytics Dashboard, click in Top Products by Invoiced
Amount graph.
2 Click (Filter) .


Metrics Tab 9
T
4 Click Item Qualifier.

If there is any product with that qualifier, it will display in the automatically
generated selection.
5 Select the qualifier from the Qualifier drop-down menu. You can select up to
five qualifiers for the filter.
T
6 Click OK.
The qualifier items display in the bar chart on the Analytic Dashboard.

Metrics Tab
Save Default Filters

Saving a filter as a default displays the same graphical view of a metric, based on
the data filtered. For example, you can save the filter for the Top Trading Partners
by Spend graph to display specific Trading Partner names and currencies each time
you open Trading Grid Analytics.
You can save filters for both the metrics in Analytics Dashboard Top Panel or from
Analytics Dashboard bar graph. In addition, the filters that you set from a graph on
the dashboard carry over to the views in the top panel (and vice versa).
To save a default filter from a bar graph

1 From the Analytics Dashboard, click in a graph to access the filter settings .
2 Click the Filter icon .
The Filter By page list the items that can be filtered for a metric.
3 Click the tab for the filter, for example the Trading Partner Name tab.
4 Click the checkboxes for the items to include in the filter, and click OK.
5 To add additional criteria, click the appropriate tab, and repeat step 4.

Metrics Tab 9
6 After selecting all of the filter criteria, click Save as Default.
7 Click OK in the confirmation message.

The graph updates, and the default parameters display automatically each time
you acesss the Analytics Dashboard.
To save a default filter from the top panel

1 Click a graph label or anywhere on a graph.

Metrics Tab
The Metric tab displays the performance detail page for the metric.

3 Select the criteria for the filter, and click OK.

4 Click Save as Default.
Remove Default Filters

Removing default filters returns to the default view of the system.
To remove a default filters

1 In the Filter By page, click Clear All Filters.
2 Click OK.
The page refreshes to the default view. No Trading Partner Name or Trading
Partner Address filters are selected, and the currency is set to USD - US Dollar.

Export Performance Metric Data 9
Export Performance Metric Data

Analytic information can be exported into a PDF or spreadsheet format (.xlsx).
To export analytic metrics

Export data from a dial graph:
■ Click the graph label or anywhere on the graph.
■ In the Metrics performance detail page, click .

The Export drop-down menu opens.
■ Continue to Step 2.

Export Performance Metric Data
To export data from a bar graphs:

■ Click (Filter) .
■ In the Metrics performance detail page, click .
The Export drop-down menu opens.
2 Select either PDF Document or XLSX Document.

3 Follow your browser prompt to Open or Download the file.
Below is an example of an exported PDF file.
Below is an example of an exported XLSX file.

Note: The contents of the XLSX file vary, depending upon the metric exported.

Dashboard Settings 9
Dashboard Settings
The Dashboard Settings feature on the Analytics Dashboard allows administrative
users within a company to configure two settings:
■ Configure the default currency for your trading partner community; then upload
the currency settings to the system through a batch upload process for two
business metrics:
■ Top Trading Partners by Spend
■ Top Prodcuts by Invoiced Amount
■ Configure the default Item Qualifier for the Top Products by Invoiced Amount
metric for an entire organization.
Trading Partner Currency Settings

To configure Trading Partner currency settings
1 Click Dashboard Settings in the Analytics Dashboard.
The Dashboard Settings page opens.

Dashboard Settings
2 Click Download File: List of partners to set default currency to generate

a .csv file.
3 Follow the prompts to open the .csv file.
The .csv file opens.
4 Set the default currencies in the .csv file.

5 Click Save and specify the location for the file.
6 After saving the .csv file, click Browse in the Partner Currency Config dialog
box to select the file.
7 Click Upload.
The system automatically runs the default currencies that you set for the
trading partners.
Note: This step involves a batch process, which might result in a time delay of up
to 12 hours before the set currencies are updated for the Trading Partner.

Default Item Qualifier Settings

For the Top Products by Invoiced Amount metric, you can configure the Analytics
Dashboard to display data for a specific qualifier.
Note: Whereas setting the Item Qualifier from the Filter By page sets the default
view at the user level, this additional filtering capability sets the default view for an
entire organization.
For example, if the default was set to EN - EAN Number, each time a company user
refreshes the Analytics the Dashboard, the graph for the Top Products by Invoiced
Amount metric displays data relevant to the EAN Number.
However, you might want to change this view for a different qualifier, such as UPC
code. Through the Dashboard Settings page, you can configure the Analytics
Dashboard to always display data for the new qualifier.
To configure default Item Qualifier settings

1 Click Dashboard Settings in the Analytics Dashboard.
The Dashboard Settings page opens.

Dashboard Settings
2 Select the new qualifier from the Default Qualifier drop-down menu.
3 Click Apply.
A confirmation message displays.
4 Click OK.
The Analytics Dashboard updates the Top Products by Invoiced Amount graph
with the new default qualifer data.


Dashboard Settings

Document Manager
6
Formerly known as Intelligent Web Forms (IWF), Document Manager is a data
management tool that allows you to manage and trade business-to-business (B2B)
e-commerce documents, including Purchase Orders, Invoices, Ship Notices, and
Remittance Advice forms, easily and efficiently.
This chapter explains how to use Document Manager with either a forms viewer or
with viewerless forms. Topics include:
■ “Document Manager Inboxes and Sendboxes” on page 211
■ “View Documents and Attachments” on page 222
■ “Create New Documents” on page 224
■ “Upload Documents to Document Manager” on page 234
■ “Create and Send Ship Notices with Labels” on page 236
■ “Send Documents and Files” on page 254
Overview
Document Manager Features
Document Manager provides the following features:
■ Message Dashboard — View up-to-date summaries about sent and received
documents, alerts, and customer notifications. See “Message Center” on
page 12.
■ Intelligent Search Options — Search for items by document number,
document type, trading partner, date, status, and more.
■ ASN, Barcode, and Packing Options — Manage customer ASN requirements,
pack shipments, and create customer-compliant shipping labels efficiently
without the need to purchase and maintain additional software.
■ Customizable Business Rules — Built-in data validation, pre-populated forms
and template capabilities increase data accuracy and minimize data entry errors.
■ Export Capabilities— Options to export data as a Comma-Separated Value
(CSV) file to an Excel spreadsheet or other database application.
207
DOCUMENT MANAGER
Overview
Hardware Requirements
OpenText recommends the following hardware components as a minimum for
good performance:
Hardware Component Recommended
Processor ■ 3GHz Dual-core
Memory ■ 2GB
Forms Viewer
Your system might use document forms that require a forms viewer, or it might use
viewerless forms that do not require a viewer.
If your system requires a forms viewer, you must first download and install a
supported application to view, create, and edit business documents.
Note: If your system does not require a forms viewer, please skip this section.
Supported Forms Viewers

Document Manager currently works with the following viewers:
Forms Viewer Supported Platforms
IBM Lotus Forms Viewer 3.5.1 ■ Windows XP Professional
■ Windows XP Tablet PC
■ Windows Vista
IBM Lotus Forms Viewer 3.5.1.2 ■ Windows XP Professional SP3
■ Windows 7 (32-bit).
IBM Forms Viewer 8.0.1 ■ Windows 7 Enterprise and Professional (32- or 64-bit).
Tablet PC supported.
■ Windows Vista Business, Enterprise, and Ultimate (32-
or 64-bit).
■ Windows XP Professional (32- or 64-bit).
IBM Form Viewer 8.0.1 supports the following browsers:
■ Internet Explorer 9 and 10
■ Firefox 22 (and previous versions).
Forms Viewers Installation

If you try to view a document and do not have a supported forms viewer installed,
the system prompts you to download and install the default viewer (IBM Lotus
Forms Viewer).

DOCUMENT MANAGER
Overview 6
To download and install the Document Viewer

1 When prompted to download the default view, click Download Now.
2 Click Run to accept the download and begin running the InstallShield
Wizard.lick Run to accept the download and begin running the InstallShield
Wizard.

DOCUMENT MANAGER
Overview
3 At the next prompt, click Yes.

4 At the next prompt, select a language, and click OK.
5 When the Installation Wizard opens, click Next.
6 Accept the terms of the license agreement, and click Next.
7 Specify the destination folder for the installation, and click Next > Install.
8 Click Finish to complete the installation.

9 Close all browsers, then login into Trading Grid Online to view documents.

DOCUMENT MANAGER
Document Manager Inboxes and Sendboxes 6
Document Manager Inboxes and Sendboxes

Use the Document Manager Inboxes and Sendboxes to track and manage
transactions with your trading partners. This section describes the following inbox
and sendbox tools:
■ Document Inbox. See “Document Inbox” on page 211.
■ File Inbox. See “File Inbox” on page 213.
■ Document Sendbox. See “Document Sendbox” on page 214.
■ File Sendbox. See “File Sendbox” on page 217.
Document Inbox
The Document Inbox lists all documents received from your trading partners in the
last 45-days.
To use your Document Inbox
1 Click the Document Manager tab.
2 Click Inbox from the Navigation Panel.
The Document Inbox opens.
Note: When you open the Document Inbox, the File Inbox also opens.
Document Inbox Information

The Document Inbox provides the following information.
Document Inbox Column Description
Document ID A number that identifies the document. Click this number to
view the document content.
Trading Partner The EDI address of the Trading Partner that sent the
document.
Document Type Indicates if the document is a Purchase Order, Invoice,
Remittance Advice, Ship Notice, or Purchase Order
Acknowledgment.

DOCUMENT MANAGER
Document Inbox Column Description

Status The current state of a document.
Click the Status link to view the status information. See
“Document Inbox Statuses” on page 212.
Date/Time The date and time when the current status was applied.
Days Before System Deletion The number of days until the system deletes a document.
Documents can be stored in your Inbox for 45 days.
Important: The system deletes Inbox items automatically
after 45 days. Deleted items cannot be retrieved.
Comment Text comments provided by the user, Trading Partner, or both.
Click the text to read the entire comment. See “View or Add
Comments to Documents and Files” on page 220.
Document Version The Document Manager version number of the document.
The system retains previous versions of inbound and
outbound documents, but only the latest version of files. It
creates a new document version each time a document is
sent or received.
Document Inbox Statuses

The Status column in the Document Inbox shows the current state of a document,
based on four status levels:
■ New - The document has not been opened yet.
■ Read - The document was opened.
■ Downloaded - The document contents were downloaded to your desktop.
■ Turned Around - A new document was created based on the current
document. For example, if an Invoice turned around from an Order, a status
history indicates the Document ID, turnaround type, and creation date and time.
To view the status of documents in your inbox
1 Click the link in the Status column for the document.
The Document Status page opens.

DOCUMENT MANAGER
The Document Status page provides the following information about items in
your inbox.
Status Information Description
Status The current status of the document (New, Read, Downloaded,
Turned Around).
Date/Time The date and time that the document was received.
User ID The ID of the user who opened the document or the last user
to modify it.
■ A User ID does not display if the current status of a
document is New.
■ A User ID does not change if a different user opens a
document unless that user takes an action to change the
document status.
User First Name The first name of the person associated with the User ID.
User Last Name The last name of the person associated with the User ID.
File Inbox
The File Inbox lists all files that you have received from your trading partners in the
last 45-days.
To use your File Inbox
2 Click Inbox from the Navigation Panel.
The File Inbox opens.
A
Note: When you open the File Inbox, the Document Inbox also opens.
The File Inbox provides the following information.
File Inbox Description
Application Reference The type of file that was received.
Date/Time The date and time that afile that was received.

DOCUMENT MANAGER
Document Sendbox
The Document Sendbox lists all documents that you have created, saved, or sent
within a 45-day period.
To access your Document Sendbox
2 Click Sendbox.
The Document Sendbox opens.
Note: When you open the Document Sendbox, the File Sendbox also opens.
Document Sendbox Information

The Document Sendbox provides the following information.
Sendbox Column Description
Document ID A number that identifies the document. Click this number to view
the document content.
Trading Partner The EDI address of the Trading Partner that receives the
document.
Document Type Indicates if the document is a Purchase Order, Invoice, Remittance
Advice, Ship Notice, or Purchase Order Acknowledgment.
Status The current state of a document in the sendbox.
Click the link in the Status column to view a document’s history or
file activity such as when a file was opened such as when you took
action to an item in your sendbox.
See “Document Sendbox Statuses” on page 215.
Modified Date/Time The date and time when the document was revised after it was
first saved.
Days before System The number of days until the system deletes a document.
Deletion Documents can be stored in your Inbox for 45 days.
Important: Deleted items cannot be retrieved.

DOCUMENT MANAGER
Sendbox Column Description

Document Version The Document Manager version number of the document.
The system retains previous versions of inbound and outbound
documents, but only the latest version of files. Each time a
document is sent or received, it creates a new document version.
Document Attachments Indicates if attachments are provided with the document.
Date/Time The date and time when the current status was applied. See
“Document Sendbox Statuses” on page 215.
Document Sendbox Statuses

The Status column in the Document Sendbox shows the current state of sent
documents. Items in your Document Sendbox can be one of the following statuses.
■ Saved - A document has been created or updated and saved, but not been sent.
You must now open the item to send it.
■ Packing - An Advanced shipping notice (ASN) is in process of being packed.
■ Packed - ASN has been packed. To send an unopened document, check the
check box. Then, click Actions > Send.
■ Submitted - Sending a document for the first time submits it to Trading Grid
Online, which then checks for errors.
■ If there are no errors, the system sends the document, and the status
changes to Sent.
■ If there are errors, the items’s status changes to Failed, and the document
cannot be sent.
■ Sent - A document was delivered to the receiver successfully.
■ Failed - Trading Grid Online could not send the document due to errors.
■ Click the Failed status link to view the errors.
■ Resent - A document was resent successfully.
■ Resubmitted - Re-sending a document due to errors, updates, etc., submits it
to Trading Grid Online, which then checks for errors.
■ If there are no errors, the system sends the document, and the status
changes to Sent.
■ If there are errors, the items’s status changes to Failed, and the document
cannot be sent.
■ Validated - The document form is saved and ready to send.
■ To send it unopened, check the check box name, and click Actions >
Send.

DOCUMENT MANAGER
■ Translation - (For translation subscriptions.) The document is in the translation

process.
Translation Statuses
■ Translation Complete — The translation completed successfully.
■ Translation Error — An error prevented the translation from completing
successfully. For example, empty mandatory fields, non-numeric data in a
numeric field, or missing segments cause a translation to fail.
■ Translation Failed — An error prevented the translation. For example,
the sender and receiver addresses do not match a profile in the system, so
the translator cannot call a map.
■ Send Failed — The document was not sent due to an error.
■ Acknowledged — The buyer sent an acknowledgement file (for example,
997 or CONTRL) in response to receiving the document.
■ Delivered — The document was delivered successfully.
■ Redelivered — The document was redelivered successfully.
To view the status of a document in your sendbox
1 Click the link in the Status column for the file you want to open.
The Document Status page opens.

DOCUMENT MANAGER
File Sendbox
The File Sendbox lists all document files that you have created, saved, or sent
within a 45-day period.
To access your File Sendbox
2 Click Sendbox.
The File Sendbox opens.
Note: When you open the File Sendbox, the Document Sendbox also opens.
File Sendbox Information

The File Sendbox provides the following information.
Status Information Description
Number A number generated by the system.
Click this number to view the file contents.
Trading Partner's ID The EDI address of the Trading Partner that sends or receives
a file.
Trading Partner The EDI address of the Trading Partner that that sends or
receives a file.
Application Reference The type of file sent.
Senders Reference The sender's Transmission Reference number, which serves as
an identifier for the file or the interchange control number.
Status The status of a file in the sendbox.
Modified Date/Time The date and time when the file was revised after it was first
saved.
Days Before System The number of days until the system deletes a file. Files can
Deletion be stored in your Inbox for 45 days.
Important: Deleted items cannot be retrieved.
Date/Time The date and time when the current status was applied. See
“File Sendbox Status Information” on page ?.

DOCUMENT MANAGER
File Sendbox Statuses

The Status column in the File Sendbox shows the current state of sent files. Items
in your File Sendbox can be one of the following statuses.
■ Sent — The file was sent successfully.
■ Saved — The file has been saved.
■ Submitted — The file has been submitted.
Inbox and Sendbox Navigation Tips

Below are tips for performing common tasks from your Inboxes and Sendboxes.
To Inbox/Sendbox Do this
View or add comments Document Inbox Click the text in the Comment column.
Document Sendbox See “View or Add Comments to Documents and Files”
File Sendbox on page 220.
Sort items in a column. All Click the column header. See “Sort Items in a Column”
on page 219.
Print an item. All Click .
Save an item as an .xml file. All Click .
Download an item as a .csv file. Click .
Specify how many of items appear on a Document Inbox Select the number from the View drop-down menu.
page. Document Sendbox
File Sendbox
Search for Inbox and Sendbox items. All Click . See “Search for Documents and Files” on
page 220.
View a document. Document Inbox Do one of the following:
■ Click the link in the Document ID column.
■ Check the Select the check box for the
document. Then, click Actions > View.
View a file. File Sendbox Click the file link in the Number column, then select
the application to use for opening the file.
Save a document (or multiple Document Inbox 1 Check the check box next to the document.
documents) as a .pdf file. Document Sendbox 2 Click Actions > Generate PDF.
Download and save files File Inbox Do one of the following:
File Sendbox ■ Click the file link in the Number column.
■ Select the file, and click Actions > Download.
3 Click Save in the File Download dialog box.
4 Specify where you want to save the file.
Send an unopened document or Document Sendbox 1 Check the Select check box next to the
file. document.
2 Click Actions > Send.
Note: Only document(s) with status of
Packing/Packed/Validated can be sent from the
sendbox.

DOCUMENT MANAGER
To Inbox/Sendbox Do this
Delete items. All Trading Grid Online removes documents and files from
your Inbox after 45 days and deletes them from the
system.
To delete documents or files before the 45-day period:
1 Open the Document Inbox or File Inbox.
2 Check the Select check box next to the
document or file. You can select on multiple
pages.
4 Click OK in the confirmation prompt.
Increase or decrease the scroll All To decrease the scroll height, click .
height of a long document.
To increase the scroll height, click .
Sort Items in a Column

By default, each list in a column are sorted in ascending order, either by Document
ID or File Number. They can be resorted if there is an arrow icon in the column
heading, as shown below.
To resort a column:
1 Click the column header.
2 Click again to sort the list in descending order. The arrow indicates ascending or
descending.
Note: If there are a large number of documents , sorting a column other than
Date/Time, or sorting in ascending order by Date/Time, might cause a processing
delay.

DOCUMENT MANAGER
Search for Documents and Files

1 Click .
2 Set the search criteria on the search page.
3 Click Submit Search.

4 The search results page displays.
Note: The Document Type options might include types for both Inboxes and
Sendboxes.
View or Add Comments to Documents and Files

If a user or Trading Partner adds comments to a document, the beginning text of
the comment displays in the Comment column.
A blank page icon in this column indicates that there are no comments for a
document.
To view comments in an inbox document
1 Click the text in the Comment column.
The Document Comment dialog box displays the entire comment.

DOCUMENT MANAGER
2 Click Cancel to close.
To add comments to an inbox document

1 Click for the document that you want to add a comment to from the
Comment column.
The Document Comment dialog box opens.
2 Type the new comment, and click Submit.
The new comment displays in the Comment column (of both the Document
Inbox and Sendbox).
Configure Inboxes and Sendboxes

You can configure the page display of the Document Manager Inboxes and
Sendboxes to:
■ View only specific columns.
■ Specify the column order.
■ Display Inboxes and Sendboxes on the Operations Center page.
To configure an Inbox or Sendbox list
2 Click in the Document Manager title bar.

DOCUMENT MANAGER
View Documents and Attachments
The Configure Document dialog box lists the Inbox or Sendbox columns that
are the configurable.
3 Configure the Inbox or Sendbox, as needed, and click Apply.

To Do this
Re-order the column display Click the arrow in the Order column, and select a
value for a column. For example, the value of 3
places a column as the third column on the page.
The Inbox or Sendbox columns re-display in the new
order (from left-to-right).
Hide or show columns Check or uncheck the Hide check box for the
columns you want to show or hide.
Show columns Click its link to display a list of columns for an Inbox
or Sendbox.
Set the number of rows to Select a Lot Size value.
display at the bottom of the list. The changes apply only to the selected Inbox or
Sendbox.
Add an Inbox or Sendbox to the Check the appropriate check box in the Copy to Ops
Operations Center Center dialog box.
View Documents and Attachments

To view documents
2 Click Inbox.
3 Click the Document ID of the document you want to open.

DOCUMENT MANAGER
View Documents and Attachments 6
Or, check the Select check box, and click Actions > View.
4 If your system requires a forms viewer, follow the prompts to download the
default viewer. See “Forms Viewer” on page 208.
The View Document page displays your document contents. The example
below uses a Document Viewer form.
Note: The actual displays might vary by trading community.

The example View Document page below does not use a Document Viewer form.

DOCUMENT MANAGER
Create New Documents
To view document attachments

1 To view attachments from your Trading Partner, click the Attach link in the
View Attachment(s) field.

■ Click the attachment you want to view in the Document Attachments dialog box.
■ Select the attachment, and click Actions > Download to download it to your
computer.

There are several ways to create new documents:
■ Use a Turn Around Document
■ Create a new document template
■ Create a new document from an existing template

DOCUMENT MANAGER
Create New Documents 6
Create Turn Around Documents

To turn around a document, you use one document to create another. For
example, you can open an Order and create a turnaround Invoice or Ship Notice
that uses data from the Order.
You can turn around up to 50 documents in one action in Document Manager. The
documents must be from the same trading partner and use the same turnaround
document type such as ASN. Some communities require other values in the source
documents to be the same, such as the Ship To code for an ASN.
When you turn around multiple documents, IWF updates the document status for
all documents.
Note: OpenText Global Support configures the limit for the maximum number of
documents that can be turned around at one time. Contact your trading partner or
OpenText for more information or to increase this limit.
To turn around a document
2 Click Inbox.
Note: In some communities, you can turn around a document from the
Document Sendbox, such as an ASN to an Invoice. To do so, use this procedure
with the Document Sendbox instead of the Document Inbox.
3 In the Document Inbox, check the appropriate check box for the document
you want to turn around. You can also select multiple documents from multiple
pages.
4 Click Actions > Turn Around.
The Turn Around Document dialog box prompts you to select the type of
document to create, for example, ASN.
5 Select the template for the document type from the Template drop-down
menu. Then, click Submit.
Note: This menu shows only if your system has available templates.

DOCUMENT MANAGER
A new document form opens in the Turn Around Document page.

The form in the example below uses a forms viewer. The tabs represent
sections of the form, for example, the Summary Information tab.

DOCUMENT MANAGER
The example form below does not use a forms viewer.
6 Specify the information necessary for the turnaround document. Required fields
are shaded yellow.
■ If a form uses a forms viewer with tabs, click the tab to specify the
information that section of the form.
7 Click Save.
8 Continue to “Optional Steps” on page 234.

DOCUMENT MANAGER
Note: If you save or send a new Turn Around document, or exit the page
before completing all required fields, a warning prompts you to add the
required information. Click OK to go back and complete the form.
Navigation Tips
Document Manager with Forms Viewer
Below are tips for navigating and performing common tasks if your system uses a
forms viewer.
To Do this
Zoom in or zoom out. Use the magnification tools or select a magnification
from the drop-down menu.
Add line items. Click Add Row.

Delete line items. Check the appropriate check box in the item row, and
click Delete. You can check multiple check boxes.
Attach a file to a document. To attach a file to a document, you must save it first
and then open the document from your Sendbox.
See “Attach a File to a Document” on page 254.
Save the form to a specific Click Save Form or Save to PC.
location.
Submit a form for Approval. For a Document Viewer form, either send the
document or send it with approval, depending on
how the form is designed for your trading community.
Click Submit for Approval.
Print a form. Open the printer dialog box to print the form, and
click Print.
Document Manager without Forms Viewer

Below are tips for navigating and performing common tasks if your system does
not use a forms viewer. .
To Do this
Zoom in or zoom out . Use the magnification tools.
Add line items . Click Add Line Item.
Add a summary or charge to an Click Add Row.
Invoice.

DOCUMENT MANAGER
To Do this
Delete line items. Click Delete Line Item.
Attach a file to a document. To attach a file to this document, you must save it
first and then open the document from your
Sendbox.
See “Attach a File to a Document” on page 254.
Print a form. Do one of the following:
■ Click Print.
■ Open the form as a PDF file, and print the PDF.
Create a New Template

A template is a file that serves as a starting point for a new document, in this case,
a document form, which is pre-formatted in some way. When you open a template,
it already contains certain information, such as an address you use each time you
create a document of the same type. Using templates saves time when creating
new documents or turning around existing documents.
To create a new document template
2 Click the Templates tab in the Navigation Panel
.
3 Click Actions > Create Template.

The Create New Template page opens.

DOCUMENT MANAGER

■ In the Trading Partner field, type the company name of the Trading
Partner that will receive the document.
■ Click Browse to find the Trading Partner.
a Select the Trading Partner from the list in the Trading Partner page.
b Click Select.
5 Select the type of document template to use from the Document Type drop-
down menu, for example, such as Invoice.
6 Type a name for the new template in the Template Name field.
7 If you want other users to have access to the template, check the Allow
others to use checkbox.
8 Click Create.
A new form opens. The example template below does not use a Document
Viewer form.

DOCUMENT MANAGER
9 Click to save the form template.

10 When prompted, do one of the following:
■ To open the form, click Open in the prompt.
■ To save the form, click Save, and select a save option.
11 On the Document Templates page that displays, reorder the list by Date/Time
to see your new template.
Create a New Document from a Template

After creating a template, you can use it to create new documents, as needed.
To create a new document from a template
2 Click Creating Documents.
3 The Create New Document page opens.

DOCUMENT MANAGER

■ In the Trading Partner field, type the company name of the Trading
Partner that will receive the document.
■ Click Browse to find the Trading Partner.
a Select the Trading Partner from the list in the Trading Partner page.
b Click Select.
5 Select the type of document you want to create from the Document Type list
such as an Invoice.
6 Select a template to use for creating the document from the Template list.
Optional. Click Create.
A new document form opens.
7 Add the applicable information in the new document form.
■ Override the existing data in the fields, as needed for the new document.
■ If the form has tabs, such as an Item Information or Line Items tab, click
the tab. Then, add the information to that part of the form.

DOCUMENT MANAGER
The example page below uses a Document Viewer form.
The example page below does not use a Document Viewer form.
8 Click Save.

DOCUMENT MANAGER
Upload Documents to Document Manager
Note: If you try to save a document, or leave the page before completing all
required fields, a warning message prompts you to add the required
information.
■ Click No to go back and complete the form.
■ Click Yes to save the form in its current state.
9 To attach a file to this document, you must first save it and then open the
document from your Sendbox. See “Attach a File to a Document” on page 254.
Optional Steps
To Do this
Immediately send the document to your Trading Partner. Click Send.
Your Document Sendbox displays your
document with a Sent status with two exceptions:
■ ASN with Labels documents might have a
Pack button instead of Send button because
you must pack before sending.
■ If the document is sent to your trading partner
for approval, the status displays as Pending
Approval instead of Submitted or Sent.
Save the form, leave the form open to continue working, and add the Click Save.
document to your Document Sendbox, with a Saved (not Sent) Use this option if, for example, all mandatory fields
status. are not completed.
Save and exit the form, and save the document in your Document Click Save & Exit.
Sendbox, where you can later send it. The document has a Saved status.
Close the form without saving it. Click Cancel.
Save the form to your PC in a PFDF, XML, or CSV format. Click the PDF, XML, or CSV icon.
Email a completed form. 1 Click Email Form to attach the form to your
message.
2 Add the recipient’s email address in the email
application, and click Send.
The recipient can now open the form in the Forms
Viewer.
Upload Documents to Document Manager

You can also create a new form or document on your computer, and upload it to
Document Manager.
To upload a document
1 Create a valid form on your computer desktop
2 Trading Grid Online only accepts valid forms.
4 Click Upload Offline Form.

DOCUMENT MANAGER
Upload Documents to Document Manager 6
5 On the Upload Offline Form page that opens, click Attach Form for Upload.
6 Click Attach Form for Upload.

■ Specify the file location for the form.
Include the entire path, for example:
D:\My Documents\Test Documents\Document123.xml
■ Browse to the file on your desktop.

8 Click Open.
9 To view the uploaded file and verify the form contents, click View Attached
Form.
If the form is incorrect, click Remove Attached Form.

DOCUMENT MANAGER
Create and Send Ship Notices with Labels

Creating and sending Ship Notices includes the following tasks.
1 Create a Ship Notice.
See “Create a Ship Notice” on page 236.
2 Pack the shipment.
See “Pack a Shipment” on page 239.
3 Print the shipping labels and reports.
See“Print Shipping Labels and Reports” on page 252.
4 Save Your Packing Information and send the Ship Notice.
See“Save Your Packing Information and Send the Ship Notice” on page 254.
Create a Ship Notice

You can create a new Ship Notice, or create one from a Turn Around document or
an existing template.
To create a Ship Notice from a Turn Around document
1 Create a turnaround ASN document. See “Create Turn Around Documents” on
page 225.
2 Provide the required information in the new document form, using the correct
data format.
To create a Ship Notice from a template
1 Create the ship notice from an ASN template. “Create a New Document from a
Template” on page 231.
2 Override the data in the fields as needed for this Ship Notice.
For example, if the document has tabs:
a Click the Header tab and provide all required information.
b Click the Orders tab and provide all required information.
c Select the Line Items tab and provide all required information.
To create a Ship Notice as a new document

1 Click Create Creating Documents. The Create New Document page opens.
2 In the Trading Partner field, type the name of the Trading Partner you are
sending this document to, or click Browse to find and select the Trading
Partner.
3 From the Document Type list, select ASN with labels.
4 (Optional) To create the Ship Notice from a template, in the Template list
select a template.
5 Click Create.
The document form opens.
6 Provide the information in all required fields, using the correct data format.

DOCUMENT MANAGER
Create and Send Ship Notices with Labels 6
The example page below uses a Document Viewer Form.
The example page below does not use a Document Viewer Form.

DOCUMENT MANAGER
To return to the document list page, click Cancel.

7 To add an item, in a Document Viewer form, click Add Row, or in a form that
does not use Document Viewer, click Add Line Item.
■ Continue to “Pack a Shipment” on page 239.
■ Click Save or Save & Exit to pack the document later.
After you save the document, it displays in Document Sendbox.

DOCUMENT MANAGER
Pack a Shipment
Packing options vary by trading communities. The two main procedures are:
■ “Pack Packages” on page 239
■ “Pack Packages into Larger Units” on page 245
As you pack a shipment, messages might prompt you for missing information. For
example, a Total Quantity Shipped field might require a value more than 0 or IWF
might delete the item from the ASN.
Pack Packages
Use this procedure to pack first-level packing units in your shipment. Often, these
are boxes or cartons.
To pack first-level packages into other packages, see “Pack Packages into Larger
Units” on page 245 procedure.
OpenText recommends starting by packing the smallest packing units in the
shipment, then packing those packages in the next level of packing, etc., until you
finally pack the highest level, such as a pallet or container.
Note: Packing options, such as package types, vary by trading community. Some
features described below might not be available in your trading community.
To pack packages
■ After you specify the shipment information, click Pack in the ASN form.
■ If you are returning to the ASN after saving it, open the Document
Sendbox. Then do one of the following:
■ Click the ASN link in the Document ID column.
■ Check the check box for the ASN. Then, click Actions > View/Modify.
The Packing Screen opens.

DOCUMENT MANAGER
The left section displays order and item information, based on your selections
in the “To create a Ship Notice from a Turn Around document” on page 236
procedure. For each line item, the Quantity column displays the total number
of units of the line item and the number of unpacked units.
The section on the right is where you pack items.
2 To see only specific items on the Item Details list, in the Filter By drop-down
menu at top left, select the data element to filter by (for example, Order or
SupplierItemID), then in the right drop-down menu either select a specific
value or leave Show All selected. The list updates.
To see the full list again, click Show All.
3 To view information about an item, such as a description, click the Details link
for that item. A dialog box displays. Click Close to close the box.
4 Select the packaging type.
a In the Add field, type the number of packages to create.

Note: If you plan to use the Replicate tool, described below, select
1.
b In the Select Packaging Type drop-down menu, select the package type
— for example, Carton. Package types are grouped by packing level from
lowest to highest — for example, 0, 1, 2, and 3.
Your trading community might allow you to use multiple package types in
the same packing level — for example, cartons and medium cartons at one
level, and pallets and medium pallets at a higher level.
5 Click Add.

DOCUMENT MANAGER
The newly created packaging unit(s) display on the Package(s) list on the
right. The list is ordered from the lowest to highest level of packaging.
6 In the Package(s) list, click a packing unit.

The packaging unit displays in the packing area at right. It includes no items
yet.
7 If your community is set up for you to specify a Package ID or package

Internal Code, add that information.

DOCUMENT MANAGER
8 On the left side of the page, select the check boxes for the line item(s) to pack
in the packaging unit on the right. To select all items, select the check box in
the header.
Note: Packing rules in your community might limit your options. For example,
some trading communities have a maximum allowable quantity for each line
item in a master pack — for example, the quantity in the PO. This might limit
the number of items you pack in a master pack.
9 Click the Move Right icon to add the item(s) to the packing area on the right.
Line items display in order in the packing area.
At right, Package Qty displays the total quantity of items in the package, and
the Packed column displays the quantity of units packed for each item in the
package. Unpacked item quantities display on both sides.
10 In the Packed field, change the number of units to pack in the selected
packaging unit.
If unpacked units remain for the item, use the next step to create and
automatically pack an additional packing unit(s) with the same number of units
as the package you just packed.
11 (Optional) To replicate the packing unit currently displayed in order to pack
more packages,
a Click Replicate.

DOCUMENT MANAGER
If a message displays about missing user-defined attributes, return to the

Packing Screen to populate the user-defined attribute fields and then click
Replicate again, or continue without populating them. See also “Add
Mandatory Field Values” on page 248.
A dialog displays to select the replication method.
b Click one of the following options:

■ Auto Replicate — The system packs all of the remaining units in as
many packages as needed.
■ Manual Replicate — In the No. of Packages field, specify a
maximum number of additional packages to pack with the remaining
items, such as 1 or 2. This might result in some units remaining
unpacked.
c Click Continue. A message displays the result.
d In the message box, click Close
The Packing Screen page re-displays. For Auto Replicate, Unpacked
quantities are 0.
12 Repeat these steps until all items are packed.
13 To send the ASN from the Packing Screen, click Send.
Important: This action succeeds only if all mandatory fields are populated for
items and packages in the shipment. See:
■ “Add Mandatory Field Values” on page 248
■ “Add Mandatory Values to One Package or Item” on page 251
Unpack a Package
To unpack the contents of a package
1 In the upper right of the page, in the Package(s) drop-down menu, select the
packing unit.
2 Click Unpack next to the list.
Delete a Package
To delete a package
1 Select the packing unit from the Package(s) drop-down menu.

DOCUMENT MANAGER
2 Click Delete next to the list.
View/Edit Package Contents

To view and edit package contents
1 In the upper right of the page, in the Package(s) drop-down menu, select the
packing unit.
2 Click Preview. A dialog box displays.

3 To display contents, click the arrow icons next to the container. Items might be
organized by Order number. For example:
4 To delete an Order or specific items from the package, select those check boxes
and click Delete.
View Hierarchy/Delete Multiple Packages

To view the packing hierarchy and delete multiple packages
1 Click Preview Packing below the table. A popup displays the hierarchy of
packages in the shipment.
2 To delete packages, select their check boxes. To delete all packages, select the
check box in the header.
3 Click Delete.

DOCUMENT MANAGER
Pack Packages into Larger Units

To pack packing units (cartons, for example) into a larger packing unit (a pallet, for
example), you create the larger packing units and associate the smaller packages
to them.
To pack packing units
1 If you are not in the packing engine, at the top of the ASN form click Pack. The
Packing Screen page opens.
2 On the right side of the page:
a In the Add field, type the number of large packages to create for the
shipment.
b In the Select Packaging Type dropdown, select the package type — for
example, Pallet. Available types vary by trading community.
3 Click Add.
The newly created packaging unit(s) is added to the Package(s) list on the
right.
4 In the Package(s) list, click the packing unit that you just created — for
example, Pallet 00001.
For example:
The packaging unit displays in the packing area at right.

5 To pack the container packaging unit with smaller packages, click Associate
Package.
The Associate Package dialog displays packages available to pack into the
pallet or container. Your community might display item SKU, Product, and
Quantity data.
If your community displays packages that contain one type of item, the
Associate Package dialog has columns that display the SKU, Product identifier,
and Quantity of the item in the package in that row.

DOCUMENT MANAGER
For example:
If your community displays packages that contain different types of items, to

show SKU, Product identifier, and Quantity data for items in all packages, at the
top left, click Show All line items. To show data only for specific packages,
click Show line items in the package row.
For example:

DOCUMENT MANAGER
After clicking Show All line items, the dialog displays as below.
To hide item data, click Hide All line items or Hide line items.
6 Select packing units to associate (that is, to pack into the same larger packing
unit):
■ To select specific cartons (or containers) to associate, click those check
boxes at left, then click Associate.
■ To select all cartons (or containers), click the check box in the table header
at top and click Associate.
■ To select a consecutive series of cartons in the list, click the checkbox for
the first and last carton (or container) in the series, then click Select
Range and Associate. All packages, including and between the two that
you selected — for example, cartons 14-20 — are automatically packed.
The Associate Package dialog closes. On the Packing Screen page, the packed
cartons or containers display in the Associated Packages section.

DOCUMENT MANAGER
7 Repeat these steps, as necessary.
Add Mandatory Field Values

After you pack, search multiple packages or items in a package to find mandatory
user-defined fields that are missing values. You can add values to those fields and
edit them later, if needed.
You can add user-defined mandatory field values to
■ Multiple packages or items — see “To add mandatory values to multiple
packages or items” on page 248.
■ A single package or item — see “Add Mandatory Values to One Package or Item”
on page 251.
To add mandatory values to multiple packages or items
Important: All mandatory user-defined fields must be populated.
1 Click Enter Attributes.
The User Defined Attributes dialog displays. By default, the Packages tab lists
all packages of a preselected packaging type and one or more mandatory fields
that are missing values.

DOCUMENT MANAGER
Do any of the following to change the view:

In this
To do this dropdown Click
View items for a different packaging type. Package the applicable
Type packaging type
List only packages in the selected type that have Status the applicable
mandatory user-defined attribute fields that are option
complete.
List all packages in the selected type, whether or Status Show All
not mandatory fields are populated.
2 To fix missing user-defined attribute field values, click the check boxes for the
items to fix. To select all packages, click the check box in the header.
3 To fix missing user-defined field values, click the check boxes for the packages
to fix. To select all packages, click the check box in the header.
4 Click Define Attribute Values.
A dialog box displays.
5 Type the values for the missing mandatory user-defined fields and optional
user-defined fields (if available).
If you selected more than one package, the dialog warns that any changes
overwrite existing values because the packages have different values.
6 In the dialog, enter values in the fields.
To apply the value(s) to all packages of the selected type (for example, Carton),
select the check box for Apply these attributes to all packages of the
type . . . .
7 Click Apply. The system sets the specified values for the selected package(s)
and displays a message.
8 Click Back to Packages.
The User Defined Attributes dialog shows the corrected packages. The Status
drop-down menu has Mandatory Values Completed selected.
To display corrected and uncorrected packages, in the Status dropdown click

Show All.
9 To view or change the field value or option selection for a corrected package,
select the package, then click Define Attribute Values.

DOCUMENT MANAGER
Make changes as previously described.

10 Repeat these steps as needed to work with other package user-defined fields in
the shipment.
11 To correct missing user-defined field values for items in the shipment, in the
User Defined Attributes dialog, click the Line Items tab.
A new view displays all items in the first package of a preselected packaging
type and one or more mandatory fields that are missing values.
Do any of the following to change the view:

To . . . Do this . . .
View items for a different packaging type. Select the applicable packaging type from the Package
Type drop-down menu.
View items for a different package (such as a different Select the applicable package name from the Package
carton). Name drop-down menu.
List only items in the selected package with completed, Select the applicable option from the Status drop-down
mandatory user-defined fields. menu.
List all items in the selected packages regardless if the Select Show All from the Status drop-down menu.
mandatory fields are populated.
12 To fix missing user-defined field values, click the check boxes for the items to
fix. To select all packages, click the check box in the header.
13 At bottom left, click Define Attribute Values. A dialog opens.
14 Specify the values for the missing mandatory and optional user-defined fields.
15 In the dialog box, type the attribute values.

DOCUMENT MANAGER
To apply the value(s) to all items, but only in the selected package (for
example, Carton 00001), click the Apply these values to all line items of
selected package check box.
To apply the value(s) only to the selected items but in all packages of the same
packaging type, click the Apply these values to all selected line items
across all packages check box.
16 Click Apply. The system sets the specified values for the selected item(s) and
displays a message.
17 Click Back to Line Items.
The User Defined Attributes dialog shows the corrected items. The Status
dropdown shows Mandatory Values Completed is selected.
To display corrected and uncorrected items, in Status click Show All.

18 To view or change the field value or option selection for a corrected item, select
the item, then click Define Attribute Values.
Make changes as described above.
19 Repeat the above steps as needed to work with other item user-defined fields
in the shipment.
Add Mandatory Values to One Package or Item

After you pack, use this procedure to add a missing value to a mandatory user-
defined field for a specific package or item in the shipment.
For example, add package measurement information to communicate the
dimensions of a carton or pallet. Active Orders uses this information to calculated
package volume.
To search packages and items for missing user-defined fields values, see “Add
Mandatory Field Values” on page 248.
To add mandatory values to one package or item
Important: All mandatory user-defined fields must be populated.
1 In the packing engine, in the Package(s) drop-down menu, click the package
that you want to work with or that contains the item — for example, Carton
00001.
■ For package user-defined fields, click User-Defined Attributes for
Package.

DOCUMENT MANAGER
■ For item user-defined fields, select one or more line items in the package
and click User-Defined Attributes for Pack List(s).
A dialog displays mandatory user-defined fields for the package or item.
For a date field, either click the calendar icon to select a month, day, and
year, or type the date into the field. Your preferred Date format is in your
company Profile.
Note: An administrator sets date validation rules.
3 Enter the information, then click Save. The system sets the specified values for
the selected package or item(s) and displays a message.
4 To view or change the value later, reopen the dialog using these steps.
Assign Serial Numbers

Important: Make sure that you print the packing labels that you need before you
do this.
To assign serial numbers
1 To automatically assign serial numbers for packing identification, on the right
side of the page click Update Packing Info.
Important: After you click Update Packing Info, you cannot print labels
and reports.
2 At the confirmation prompt, click OK. The system assigns the packing serial
numbers.
3 To view the serial numbers, click Preview Packing.
Print Shipping Labels and Reports

To print the labels and reports
1 Click Print Labels/Reports.

DOCUMENT MANAGER
The Label Reports page displays the programs to print shipping labels and
reports for your community. The print programs available vary by community.
Note: If the Ship Notice contains more than 500 packages or 750 line items,
they system generates the report or labels asynchronously and emails you a
PDF file.
2 Click the program you want to generate the labels or report in PDF format. (For
reports you might have the choice of PDF or CSV format.)
The system generates the labels or report in PDF (or CSV) format and displays
them on a viewer page.
3 Use the Print function to print the labels or report. You can also save a copy of
the labels or report to your PC.

DOCUMENT MANAGER
Send Documents and Files
Save Your Packing Information and Send the Ship Notice

After all line item units are packed in packing units, and your packing structure
matches your actual shipment, save the packing information and return to the Ship
Notice form.
Important: Make sure that you printed the packing labels that you need before
clicking Update Packing Info in the step 1 below, because after doing that, you
cannot print labels and reports.
To save packing data and send the Ship Notice
■ To print labels later, not now, click Save and Exit on the Packing Screen
page. Print labels later.
■ After printing the labels (see the“Print Shipping Labels and Reports” on
page 252 procedure), click Update Packing Info and confirm that your
packing structure is accurate.
2 Click Send.
3 If your packing structure includes a Container, your community might require
you to complete additional Container information:
a At the prompt, click OK.
b Click Edit Container Properties.
c In the container information page, complete the information for each
container in the shipment.
d To send the Ship Notice, click Send. The system confirms that the
document was successfully submitted.

Attach a File to a Document
To attach a file to a document, your document forms must be configured to
support this feature. Configuration occurs during forms setup.
You cannot attach a file to a document when you create it. You must first create
the file, save it, and then access it from your Sendbox, where it must have a
Saved status.
An attached file cannot exceed 5 MB.
To attach and send a file to a partner
1 Click the Document Manager tab, and on the left side of the page, click
Sendbox.

DOCUMENT MANAGER
Send Documents and Files 6
2 In the Document Sendbox list, click the Document ID of the document you
want to attach a file to.
The Document View page displays your document contents.
3 At the top of the document form, in the Add Attachment(s) section, click the
Attach link.
4 On the Document Attachments popup that opens:
a Click Browse to locate the file on your desktop. Then, find and select the
file and click Open.
b In the Description field, type a descriptive title for the attachment.

c Click Attach. Trading Grid uploads the attachment.
5 Repeat the previous step for each file you want to attach.

DOCUMENT MANAGER
6 When finished, close the Document Attachments popup, and at the top of the
document form, click one of the following:
■ Send to immediately send the document to your Trading Partner. The
document appears in your Sendbox with a status of Sent.
■ Save to save the form and add the document to your Sendbox, where you
can later send it. The document has a status of Saved.
Modify and Resend Documents

You can:
■ Modify a document that has not yet been sent.
■ Resend a document that has been sent without modifying it.
■ Edit and resend a document that has been sent.
For files, see “Send, Modify, and Resend Files” on page 257.
To modify or resend a document
1 Click the Document Manager tab, and on the left side of the page, click
Sendbox.
2 In the Document Sendbox list, click the check box for the document to
modify or resend.
3 To resend a document with a Sent status to the Trading Partner, at the top of
the list, click Actions > Resend. Trading Grid immediately submits the
document for sending.To view and/or modify a document with a Saved status,
or to modify a document with a Sent status and then resend it, click Actions >
View/Modify or click Actions > Edit & Resend, respectively.
Make your modifications.

■ To resend a document with a Sent status to the Trading Partner, click
Actions > Resend. The document displays in your Document Sendbox
with a Resent status.
■ To send the document for the first time, at the top of the form, click Send.
The document displays in your Document Sendbox with a Sent status.
■ To save the form send or resend it later, at the top of the form, click Save.
The document displays in your Document Sendbox with a Saved status.

DOCUMENT MANAGER
Send Documents and Files 6
Send, Modify, and Resend Files

To resend a file without updates
1 On a Document Manager page, on the left side of the page, click Sendbox.
2 In the File Sendbox listing, in the Select column, click the box(es) of the
file(s) to resend.
3 At the top of the listing, click Actions, then click Resend.
To send a new file, or to modify and resend a file

2 To modify a file, but no longer have the applicable file on your desktop, you can
download it from the Trading Grid. To do so,
a Click Sendbox in the left panel.
b In your File Sendbox, click the check box for the file.
c Click Actions > Download.
d Follow the prompts to save the file.
3 On your desktop, make any changes to the file and click Save.
4 In the left area of any Document Manager page, click Sending Files.
5 On the Sending Files page, next to the Filename field,
a Click Browse to locate the file on your desktop.
b Select the file, then click Open to specify the complete path and name of
the file.
For example: D:\My Documents\Test Documents\Document123.xml
6 (Optional) To make sure the file that now appears in the Filename field is the
correct file, click View to see the file contents.
7 If the file you are sending contains your Trading Partner's address information,
click Send.
8 If the file does not contain your Trading Partner's address information, click the
Recipient data NOT embedded in file option.
9 Provide the data into the new fields that display and then click Send. All fields
are required.
Field Name Description
Profile Click Browse to open a list of Translation Profiles, then in the
list select the profile for your Trading Partner. If you do not
know, or cannot find, the applicable Profile, contact Global
Support Services.
Sender's Reference Type the Sender's Transmission Reference number. This is the
Identifier for the file or the interchange control number.

DOCUMENT MANAGER
Field Name Description

Trading Relationship Click Browse to open a list of Trading Partners. Select the
name of the Trading Partner you are sending the file to.
Application Reference Application Reference — Type of data in the file. For example,
for an EDI Invoice, enter 810.
For non-EDI files (for example, CSV, XML, user-defined field),
Trading Grid automatically appends *BIN to the Application
Reference value that you enter. To disable this function, in the
upper right area of the page click the Configure icon, click
the check box for Do Not Include *BIN for APRF, then click
Apply. For example, the receiver might have a rule based on
Application Reference, therefore it might expect a specific value
(for example, INVOICE) and not *BIN added to that value.

System Administrators
II
This section contains instructions for company system administrators performing
administrative tasks, including how to create customer and company accounts, and
set up mailboxes in Trading Grid Online.
■ Chapter 10, "Community Manager," on page 260
■ Chapter 11, "Account Manager," on page 310
Community Manager
10
As a Reseller or Community Administrator, you must first create accounts for
customers and spoke companies then connect them to Trading Grid Online, using
either a company hierarchy structure (parent/child) or a hub/spoke link.
For companies using a hierarchy structure, you must set up both a parent company
and its child company(s).
For hub/spoke companies, such as a retail company (hub) that provides forms to
their suppliers (spokes), the hub Community Administrator first sets up the hub
company, then invites the spoke companies to connect (see “Invitation Tool” on
page 297. When a spoke company registers, it specifies the association to the hub
company, thus establishing the hub/spoke link.
This chapter explains how to use Community Manager to set up and connect
companies in the system.
Topics include:
■ “Create company accounts” on page 261
■ “Add Customer User Accounts” on page 263
■ “Set Up Trading Relationships” on page 266
■ “Mailboxes and EDI Addresses” on page 275
■ “Define the Customer’s Service Contacts” on page 278
■ “Define Customer Alerts and Options” on page 282
■ “Enhanced Rules” on page 289
■ “Resolve Customer Issues” on page 297
■ “Invitation Tool” on page 297
■ “On-Boarding and Self-Registration” on page 303
■ “Pending Registrations” on page 308
260
COMMUNITY MANAGER
Create company accounts
Create company accounts

Required Information
To set up a company account, you need the following information:
■ Company name ■ Parent Company name (if customer is a child
company)
■ Company address ■ Company website address
■ Industry Type ■ Primary SIC code
■ UCCEAN Number, required if Customer ■ DUNS number
is using the Trading Grid ASN service
■ Company number, if applicable ■ Global Location number, if applicable
■ Business contact name, address, ■ Technical contact name, address, email,
email, phone, FAX phone, FAX, if different from Business contact
To create a company account

1 Click the Community Manager tab.
2 Click Company Management.
The Company List page opens.
The list displays the companies already defined and set up in your community,
up to 1,000 of the most recent companies that were set up in Community
Manager. The page displays:
■ Date created.

COMMUNITY MANAGER
Create company accounts 10
■ The person who set up the company.

■ Date last updated.
■ The person who updated the company information.
At the bottom of the list, the icons are explained, as follows.
If you are a Reseller, the (Reseller) icon precedes your Company Name, for
example the Training and Docs company.
3 Above the listing, on the right, from the Create drop-down list, select one of
the following:
■ If you are a Reseller, select Reseller's Customer.
■ If you are setting up a Reseller select Reseller.

■ Otherwise, select GXS Customer.
4 Click OK (next to the Create drop-down list).
The Step 1: Identify Company page opens.
5 Enter the data for the company you are creating.
Note: If you previously created the parent company, and this was a child
company, click the Yes, identify parent company below check box and
search for, or enter, the name of the parent company.
6 Click Next Step.
The Step 2: Company Profile page opens.
7 Enter data about the company.
Important: If this is a parent company, for Hierarchy Access, select the
Allow to create child company(s) check box.
8 Click Next Step.
The Step 3: Review page opens.
9 Check that the information you entered is accurate. To make any changes, click
Previous Step and go back to the applicable step and make your changes.
Then, click Next Step to return to this page.
10 Click Create.
11 On the confirmation page, click the Return to the company list link.
The new company, preceded by the (Reseller's customer) icon, displays in
the Company List.
Company Profile
The Company Profile is where you access the customer’s information. Review the
information from the previous step. To update customer information, make the
updates on the Company Profile page.
To review the company profile

1 Click the Community Manager tab > Company Management. Find the
applicable company and click its name.

COMMUNITY MANAGER
Add Customer User Accounts
The section expands.

2 Click Company Profile.
The Company Profile page opens.
3 Review the information and add any new information.
Company Profile Section Description
Profile Status This data is system-generated.
Organization Hierarchy If the customer company has child companies, check
the Allow to create child company(s) check box.
Company Information, The company and contact names and addresses. One
Business Contact, Technical person can be multiple contacts. The contacts receive
Contact user invitations after the company subscribes to
Trading Grid.

■ Click Actions > Save.
■ Click Save.
Your changes are saved.
Assign a Subscription Package

Many new TGO functions are regularly added. We recommend that you work with
your GXS Representative to assign or modify subscription packages.

Creating a Customer user via the User Management service immediately registers
the user and bypasses the invitation process. After the user account is created, the
user is ready to access and work within the Trading Grid.
Topics include:
■ “Add New User Accounts”
■ “Activate, Deactivate, or Delete User Accounts” on page 266

COMMUNITY MANAGER
Add Customer User Accounts 10
Add New User Accounts

To add a new user
1 Click the Community Manager tab.
2 Click the applicable Customer Company Name.
3 Click User Management.
The User List page opens.
4 From the Actions drop-down list, select Create New User.
The Step 1: User Information page opens.
5 Enter all the information for the user.
6 Click Next Step.
The Step 2: Service Privileges page opens.
7 Under Service Instance(s), select the service instance(s), (the subscription
package(s) and the options (privileges)) for each service instance that you
want the user to have. By default, all options are selected for any service
instance that you select.
8 Under Roles, select the role of the new user. All roles have access to the user
functions (Service Instances) that are subscribed to by the Company.
User Role Administrative Functions
Company All of the administrative functions of Trading Grid,
Administrator subscribed to by all Companies in the community. These
functions exist in both the Community Manager and Account
Manager components.
Account Administrator All of the administrative functions in Account Manager that
are subscribed to by the Company. The functions include:
■ Maintenance of the Company Profile.
■ Inviting or setting up, and maintenance of, Company
users (User Management).
■ Administration of the Trading Community and its
distribution lists.
■ Subscription modification.
■ Service Configuration, which can include:
■ Setting up and maintaining mailbox information
■ Defining and setting company or mailbox rules and
alerts
■ Mailslotting
■ Monitor Billing invoices.
■ Define or update the company Password Policy.
Service Configuration The Service Configuration functions in Account Manager that
Administrator are subscribed to by the Company.

COMMUNITY MANAGER
User Role Administrative Functions

Trading Community The Trading Community functions in Account Manager that
Administrator are subscribed to by the company. These can include:
■ Requesting and approving trading partnerships.
■ Defining and maintaining the AutoForwarding of
messages (see “AutoForward Partnership” on
page 271).
■ Setting up and maintaining the AutoCopy distribution
lists (see “AutoCopy Partnership” on page 273).
Account User None. This user does not have access to any of the
administrative functions in the Account Manager.
Trading Partnership Only the Trading Community function of approving trading
Approver partner relationships (EDI to EDI) (see “Set Up Trading
Relationships” on page 266).
AutoForward Only the Trading Community function of setting up and
Administrator maintaining AutoForward partnerships (see “AutoForward
Partnership” on page 271).
AutoCopy Distribution Only the Trading Community function of defining and
List Administrator maintaining AutoCopy distribution lists (see “AutoCopy
Partnership” on page 273).
9 Click Next Step.

10 Carefully review the information, especially the Service Selection instances and
options.
11 To make any changes, click Previous Step and go back to the applicable step
and make your changes. Then, click Next Step to return to this page.
■ Click Submit to enter the person into the Trading Grid.
Note: If you did not enter all the required data, the Submit button is
disabled.
■ To save the data you entered, but not yet activate this person in the
Trading Grid, click Save. In the User list, the user status is Incomplete.
A confirmation page opens.
The User List page displays the user you created.
The following information displays for each user:
■ User Name — User’s name. Click the name for information about the user.
■ User ID — User's email address.
■ Status — Status of the user:
■ Active — The user is approved to participate in the Trading Grid.
■ Inactive — The user is not currently participating in the Trading Grid.
■ Incomplete — The user has not yet been approved to participate in
the Trading Grid.

COMMUNITY MANAGER
Set Up Trading Relationships 10
Activate, Deactivate, or Delete User Accounts

The activate, deactivate, or delete actions can be performed for more than one
user at a time; however, you must perform the same action for all selected users.
To activate, deactivate, or delete a user account

1 Select the user(s).
■ To authorize the user to access the Trading Grid, click Actions > Activate.
■ To temporarily prevent the user from using the Trading Grid, click Actions
> Deactivate.
■ To permanently remove the user and all his or her data from the Trading
Grid, click Actions > Delete.
3 Click Yes.
Set Up Trading Relationships

This section defines the Company’s trading partnerships or relationships, that is,
who and where they send documents to and receiving documents from.
There are several types of partnerships you can set up for the customer.
Topics include:
■ “Current Trading Partner List”
■ “Standard Trading Partnership” on page 267
■ “Open Trade Partnership” on page 270
■ “AutoForward Partnership” on page 271
■ “AutoCopy Partnership” on page 273
Current Trading Partner List

To see a listing of the company’s current Trading Partners
1 Click the Community Manager tab, then click the applicable customer
Company Name.
2 Click Trading Community.
The Community Manager: Trading Community page opens.
This page displays two listings. The Trading Partners list displays the current
partnerships and the following information for each Trading Partnership.
Mailbox Number The mailbox number(s) associated with this role and partnership.
Trading Partner Identification of the Trading Partner.
Partner VAN The network used in this partnership.

COMMUNITY MANAGER

Partner EDI Address The EDI addresses of both the customer and its Trading Partner.
Your EDI Address Click the Trading Partner EDI Address to see information about the
partnership.
Your Role Whether the customer is a Sender of interchanges or a Receiver
of interchanges. If the customer is both Sender and Receiver with
this Trading Partner, two partnerships display for this Mailbox
number and trading partner.
Partnership Type Type of partnership, where
■ AutoCopy means that the customer can send one
interchange to multiple receivers.
■ AutoForward means that Trading Grid automatically
forwards interchanges that the customer receives to another
EDI Address(es).
■ Normal refers to any standard Trading Partnership setup.
Status Current partnership status, where
■ Approved means that the trading partnership is currently
active.
■ Pending Partner Approval means that the Trading Partner
has not yet responded to the trading partnership request.
The second listing, the Open Tradings list, displays the EDI addresses that have
open trading.
Standard Trading Partnership

A standard trading partnership is set up so the customer can send (and receive)
transactions with one specific trading partner. This partnership can then be further
defined to:
■ Automatically forward documents they receive from this partner to other users
using a distribution list.
■ Automatically send a copy of documents they send to this partner to other users
Request a Standard Trading Partnership

Use this procedure to request a trading partnership.
1 Click the Community Manager tab, then click the applicable customer
Company Name.
The Company Profile page that opens.
The Trading Community Company List page opens.
3 Do any of the following that apply:
■ If your company has multiple mailboxes, select the applicable mailbox for
the new partnership from the Mailbox Number list, or select All.
■ If this is your first partnership, click Request New Partnership.
■ If this is not your first partnership, click Actions > Request New
Partnership.

COMMUNITY MANAGER
The Step 1: Trading Partner Details page opens.

4 In the Partnership Information section, enter the following information:
Field Description
Partner EDI Do the following:
Address If necessary, click Trade with Specific Partner.
In Partner VAN, do one of the following:
■ Select GXS if the trading partner is on the GXS Trading Grid
network.
■ Select Interconnect if the trading partner is on another
VAN service.
In Partner Address, enter the trading partner’s EDI address.
Your EDI Address Do one of the following:
■ Click Single. Type the customer’s EDI address or click
Browse and select the address.
■ Click Multiple. Click Browse and select the address.
Your Role Click the Sender and/or Receiver check boxes based on the
customer’s role(s) in the trading partner relationship.
If you select both Sender and Receiver, Trading Grid creates
two partnerships for this Mailbox number and trading partner.
Your Alias Type a name that represents the customer to the trading partner.
5 In the Billing Information section, select the billing option established by the
customer and the trading partner.
6 Click Next Step.
■ If you entered an Interconnect EDI Partner Address in step 4 which
does not currently exist in the Trading Grid, a message displays. To add the
EDI partner address, continue with the following three steps.
1 Click the Add Partner Address link.
The Add Interconnect Partner EDI Address page opens.
2 Provide the following information.
Field Description
Partner EDI Type trading partner’s EDI address.
Address
Interconnect Name Use the Select drop-down list to select the Interconnect
Name.
Company Name Type trading partner’s company name.
Contact First Name Type trading partner’s contact information.
Contact Last Name Type trading partner’s contact information.
Contact Phone Type trading partner’s contact phone number.
Number
3 Click Submit.

COMMUNITY MANAGER
■ If you entered an Interconnect EDI Partner Address in step 4 which

does exist, the Step 2: Review page opens. Continue to step 8.
■ Review the information.
■ To make any changes, click Previous Step to return to Step 1 page.
■ Make the changes, click Next Step to return to this page.
9 Click Submit.
The Trading Partnership Request Complete page opens.
10 Click Return to Trading Partnership List.
The Trading Partnerships list page opens. The new partnership displays in the
list with a type of Normal and a status of Pending Partner Approval.
To approve or reject, view, modify, or terminate a Standard Partnership

You can only modify the billing information. To modify other partnership details,
you must first delete the current partnership and then create a new partnership
with the correct details.
1 TOn the Community Manager page, click Company Management, then click
the applicable company name.
3 In the Trading Partnerships listing, select the partnership to approve, reject,
view, change, or terminate.
Action Do this
Approve Partnership Click Actions > Approve Partnership.
The partnership status changes to Approved.
Note: Only a partnership with Pending Your Approval can be
approved.
Reject Partnership Click Actions > Reject Partnership.
The partnership status changes to Rejected.
rejected.
Terminate Partnership Click Actions > Delete Partnership.
The partnership is immediately removed from the listing.
View or Modify Click Actions > View/Modify Partnership.
Partnership The Trading Partnership Details page opens.
Note: You can only modify the billing information. To modify
other partnership details:
1 Delete the partnership.
2 Create a new partnership with the correct details.
Change Partnership To change Partnership to AutoForward, see “AutoForward
Type Partnership” on page 271.
To change Partnership to AutoCopy, see “AutoCopy Partnership”
on page 273.
5 Click Save.

COMMUNITY MANAGER
Open Trade Partnership

An open trade partnership allows the customer to send (and receive) transactions
with any trading partner within the Trading Grid. Trading documents and/or files
with other “open” traders does not require a formal partnership setup. An Open
Trade Partnership:
■ Allows the customer to exchange documents with any trading partner that
requests to trade with them at that EDI address.
■ Enforces a 50-50 split billing process, which means the customer pays for all the
transactions that it sends, and the receiver's company pays for the transactions
that your customer receives and for the storage of that mailbox.
To request an open trade partnership

1 Click the Community Manager tab, then click the applicable Customer
Company Name.
3 In the Open Tradings section, do any of the following:
the new partnership, from the Mailbox Number list, or select All.
■ If this is not your first partnership, Otherwise, click Actions > Request
New Partnership.
The Step 1: Open Trading Details page opens.
4 In the Partnership Information section, enter:
■ Your EDI Address — Type your EDI address or click Browse and select
it.
■ Your Role — If you expect to send and receive interchanges, click the
Receiver check box.
5 Click Next Step.
6 Do the following:
7 Click Submit.
Make the changes and then click Next Step to return to this page.
8 Click Submit.
The Open Trading Request Complete page opens.
The Trading Partnerships page opens displaying the new partnership in the Open
Tradings listing.

COMMUNITY MANAGER
For each open Trading, the listing displays:

■ Your EDI Address — Click the EDI Address to see information about the
partnership.
■ Your Role — Displays your role in the partnership; Sender of
interchanges or a Sender and Receiver of interchanges.
To view, modify, or delete an open trade partnership

1 On the Community Manager page, Company Management.
2 Find the applicable company and click the name.
3 In the section that expands, click Trading Community.
4 In the Open Tradings listing, select the partnership to view, change, or
terminate.
Action Do this
Delete Open Select the partnership, click Actions > Delete Open Trading.
Trading The partnership is removed from the listing.
(partnership)
View/Modify Open 1 Select the partnership, click Actions > View/Modify
Trading Open Trading.
2 View the partnership information.
Note: Only the billing information can be modified. To
modify other partnership details, the partnership must be
deleted then recreated with the correct details.
3 Make changes to the billing information.
6 Click Save.
AutoForward Partnership
Important: In the “Account Manager” section, please read the “AutoForward
Partnership” and “AutoForward Implications” topics for complete information.
Set up an AutoForward Partnership

Important: Before setting up an AutoForward partnership, Trading Partnerships
must exist and be approved between:
■ The address that sends the interchanges and the address that receives the
interchanges.
■ The address that receives the interchanges and the address to which you want
to forward the interchanges.
To set up AutoForwarding
1 On the Community Manager page, click Company Management.
3 In the section that expands, click Trading Community > AutoForward
Partnership.

COMMUNITY MANAGER
4 Click Actions > Create AutoForward Partnership.

Note: If no listing displays, click Create AutoForward Partnership again.
The Create AutoForward Partnership page opens.
5 In the AutoForward EDI Address section, enter the following:
Sender EDI Address Address from where the interchanges are sent.
Your EDI Address Customer EDI address that receives the interchanges that
you want to forward.
AutoForward EDI Address EDI address to which the interchanges (that are sent from
the Sender EDI Address to Your EDI Address) should
be autoforwarded.
Note: Use Search to search and select specific addresses. Click Search by
Company to display a pop-up to enter a partial or complete name, then click
Search. To view a listing of all companies, click Search without entering any
search criteria. Then click the company name, and if applicable, select an
address.
6 To forward only specific document types, in the Document Type section,
select the appropriate Envelope Type.
The page refreshes displaying all associated document types in the Available
Document Types area.
■ To select one document type, select the type then click Add.
■ To select multiple document types:
1 Press Ctrl and select the types.
2 Release Ctrl, and click Add.
■ To select all document types, click Add All.
The selection displays in Selected Document Type area.
8 To remove document types:
■ Select the type(s) and click Remove.
■ To remove all types, click Remove All.
9 Click Actions > Submit.
A confirmation message displays. The AutoForward Partnership is created.
10 Use the AutoForward Partnerships page to view this new partnership.
To view, modify, or terminate an AutoForward Partnership

1 Tn the Community Manager page, click Company Management.
2 Find the applicable company, and click the name.
Partnership.
The AutoForward Partnership listing opens.

COMMUNITY MANAGER

Action Do this
Delete Partnership 1 Select the partnership, click Actions > Delete.
The confirmation message displays.
2 Click Yes.
View/Modify Only Document Types can be modified. To modify an EDI
Partnership address, you must delete the current partnership, then create a
new partnership with the correct EDI address.
To add a document type to be forwarded:

1 Select partnership, click Actions > View/Modify.
2 Locate Available Document Type area and do one of the
following:
■ Select one document type then click Add.
■ Select multiple document types by clicking Ctrl and
selecting document types. Release Ctrl and click Add.
■ Select all document types by clicking Add All.
Your selection displays in the Selected Document Type
area.
To stop a document type from being forwarded:
2 Locate the Selected Document Type area and do one of
the following:
■ Select one document type then click Remove.
selecting document types. Release Ctrl and click
Remove.
■ Select all document types by clicking Remove All.
AutoCopy Partnership
Important: In the “Account Manager” section, please read the “AutoCopy
Partnership”, “AutoCopy Implications”, and “Use AutoCopy with AutoForward”
topics for complete information.
An AutoCopy Distribution List
To create an AutoCopy distribution list

3 In the section that expands, click Trading Community > AutoCopy
Distribution List.
4 Click Actions > Create Distribution List.
Note: If no listing is displayed, click Create Distribution List.
The Create Distribution List page opens.

COMMUNITY MANAGER
5 Enter the following information.

Field Description
Mailbox Number Type the number of the Mailbox that receives the interchanges.
Distribution List Type the EDI address that receives the interchanges Trading Grid
Address copies and sends.
Member EDI Type the EDI addresses to which Trading Grid should send the
Addresses copied interchanges.
To add more than 10 addresses, scroll to the bottom of the page,
then click Add.
Primary Billing Select Primary Billing Address if this EDI address is the
Address primary billing address.
Otherwise, leave this item un-selected.

A confirmation message displays. The AutoCopy Distribution List is created.
7 Use the AutoCopy Distribution List page to view this new partnership.
To view, modify, or delete an AutoCopy Distribution List

Distribution List.
The Autocopy Distribution List page opens displaying all the listing information
including:
■ Mailbox Number — Mailbox that receives the interchanges.
■ Distribution List Address — EDI address that receives the interchanges
that the Trading Grid copies and sends.

COMMUNITY MANAGER
Mailboxes and EDI Addresses

Action Do this
Delete 1 Select the distribution list, click Actions > Delete.
2 Confirm the deletion.
The distribution list is removed from the listing.
View/Modify 1 Select the distribution list, click Actions > View/Modify.
2 View the distribution list information.
Note: Only the Member EDI Address information can be
modified. To modify other distribution list information, the
distribution list must be deleted then recreated with the
correct details.
3 Make the changes to the list.
■ To modify a Member EDI Address, delete it, and then
add the correct one.
■ To delete a Member EDI Address, select it, then click
Actions > Delete.
The address is removed from the list.
■ To add a new Member EDI Address, type the address
in Add Member EDI Address, then click Add.
■ To specify whether an address is the primary billing
address, select or deselect the Primary Billing Address
option.
5 Click Save.

This section describes how to configure an EDI mailbox. The procedures describe
how to:
■ Update the EDI mailbox information.
■ Add other EDI addresses to mailboxes.
■ Specify data retention.
■ Select reports to receive.
Topics include:
■ “Configure EDI Mailboxes”
■ “Add or Delete Mailbox Addresses” on page 276
Configure EDI Mailboxes

To configure an EDI mailbox
1 Click the Community Manager tab, and click the applicable customer
Company Name.
2 Click Service Configuration.

COMMUNITY MANAGER
Mailboxes and EDI Addresses 10
The Mailbox and EDI Address Maintenance page opens displaying a list of EDI
Mailboxes that are associated to this customer account.
3 To set or change the mailbox options, select the applicable mailbox.
4 Click Actions > Update Mailbox.
The Mailbox Information page opens.
5 Specify the following information.
Field Description
Mailbox Number Displays the number for the mailbox. This value cannot be
changed.
Mailbox Alias Do one of the following:
■ To add an alias for the mailbox, type the value.
■ To change the value displayed, delete the existing value and
enter another value.
Current Mailbox Do one of the following:
Password ■ To add a password for the mailbox, type the value.
Enter the current password for the mailbox.
New Mailbox To define a new password for the mailbox, type the password.
Password
Confirm New To confirm the password, type the password again.
Password
Trading Partner To subscribe to this report, which summarizes the transactions
Transaction Report and interchanges (both sent and received) between you and
each of your trading partners in the previous month. For each
trading partner, the report lists each transaction, its description,
and its number of KCs.
Send Meta Data Number of days to retain meta information on data sent from
Retention Period your mailbox / EDI address.
Transaction Select the number of days, up to a maximum of 45 days, for
Retention Period each transaction interchange to remain in your mailbox. Before
selecting this option, refer to your contract or discuss this with
your OpenText sales representative, as this option might have
billing implications.
6 Click Save.
7 Perform these steps for each mailbox associated with the customer account.
Add or Delete Mailbox Addresses

Important: You can only add or delete EDI addresses. To modify an EDI address,
you must first delete (see “To delete an EDI address from a mailbox”) the incorrect
address and then add the correct address, as specified below.
To add an EDI address to a mailbox

Company Name.

COMMUNITY MANAGER

3 In the Number of EDI Addresses column, click the number for the applicable
mailbox.
The EDI Address List page opens.
4 Scroll down to the Add New EDI Address area and enter the information.
5 Click Add.
6 Click the Return to EDI address list link.
The EDI address is added.
7 Repeat steps 3 through 5 to add additional addresses to the mailbox.
To delete an EDI address from a mailbox

Company Name.
The Mailbox and EDI Address Maintenance page opens.
mailbox.
Note: The EDI Address List page opens.
Important: You cannot delete an EDI address if there are trading partnerships
currently associated with the address. You must check for and terminate any
associated Partnerships before deleting the EDI address. See “Terminate
Associated Partnerships” on page 277.
4 Locate the applicable EDI address, and click the view partnership link in the
Associated Partnerships? column.
5 Select the address to delete.
6 Click Actions > Delete EDI Address.
7 Click Yes.
The EDI address is deleted.
Terminate Associated Partnerships

Before deleting an EDI address, you must first verify whether any associated
partnerships exist that reference the EDI address. If partnerships do reference the
address, then the partnerships must be terminated so the EDI address can be
deleted.
To verify and terminate associated partnerships

1 On the Community Manager tab, click the applicable customer Company
Name.

COMMUNITY MANAGER
Define the Customer’s Service Contacts 10

3 Click Mailbox and EDI Address.
mailbox.
The EDI Address List page opens displaying the EDI addresses and associated
partnerships for the selected Mailbox number.
5 Locate the EDI address that needs to be deleted.
■ If no link displays in the Associated Partnerships? column, there is no
associated partnership. This EDI address can be deleted. Continue to “Add
or Delete Mailbox Addresses” on page 276.
■ If the View partnership link displays in the Associated Partnerships?
column, click the link.
Identify the partnership(s) that need to be terminated, then return to the
Mailbox and EDI Address Maintenance page. Continue to step 7.
The EDI Address list page opens.
8 Terminate the partnership(s).
9 Continue to “Add or Delete Mailbox Addresses” on page 276.
Define the Customer’s Service Contacts

Service Contacts is a centralized area where you define who is to:
■ Receive specific email notifications at the company level.
■ Be the default contact for service messages and outages.
■ Be notified as a result of the rules and alerts you later define for the mailbox(es).
Important: For TGMS customers: All contacts to be notified as a result of rules
and alerts defined in Event Management must be set up using Service Contacts.
Topics include:
■ “Define Service Contacts” on page 279
■ “Re-Assign a Default Contact” on page 280
■ “Remove a Default Contact” on page 280
■ “View, Change, or Delete a Contact” on page 281

COMMUNITY MANAGER
Define Service Contacts

To define service contacts
1 Click the Community Manager tab, and click a Customer Company Name.
The Service Configuration page opens.
3 Click Service Contacts.
The Service Contacts page opens. It lists any contacts that have been defined.
For each contact, the listing shows:
■ First and last name.
■ A list of alerts the person is contacted about (Contact Type column).
■ If the person is a Default contact. Trading Grid automatically designates
the Technical Contact entered in the Company Profile as the default
contact. You can change the default contact (see “Re-Assign a Default
Contact” on page 280).
■ If the person is currently active (In-Use column).
4 Click Actions, and click Add New Contact.
The Create New Contact Service page opens.
5 Enter the required information.
6 Optionally select the Contact Type(s), or which contacts should receive
notification(s) for in addition to service messages and outages.
Note: Based on the service subscription, you might not see all the options
listed. If in doubt, check with your OpenText sales representative.
■ For IWF Users:
Invitation Contact receives subsequent invitations, such as invites

for the company to connect to an additional IWF hub
sponsoring new forms.
Incoming Document Alert ”Whenever a new document arrives in your Document
Inbox” rule.
Incoming File Alert ”Whenever a new file arrives in your File Inbox” rule.

COMMUNITY MANAGER
Define the Customer’s Service Contacts 10
■ For TGMS Users:
Arrival Alerts ”Whenever a document interchange

arrives in your mailbox” rule.
FA Delinquency ”Whenever a trading partner has a
delinquent FA” rule.
Inactivity Alert ”Whenever a mailbox is inactive”
rule.
Mailbox Error Alert ”Whenever a mailbox processing
error occurs on an outbound
interchange” rule.
Note: When you select an option for a customer contact, Trading Grid
automatically adds the contact to the notification list for alerts you create later.
For example, if you subscribe to and select Arrival Alert for this contact, and
define a rule to generate an alert when a partner has one or more documents
that need acknowledgment, Trading Grid automatically notifies this contact. If
you later delete the contact, Trading Grid automatically deletes the contact
from the Arrival notification list.
7 Enter the Email Address for the contact. If the address is for a pager, select
This is a Pager address.
8 Click Submit.
The Service Contact Request Complete page opens.
9 Click the Return to Service Contacts List link.
The new contact displays in the list on the Service Contact page.
Re-Assign a Default Contact

Important: You must designate one default contact who receives notifications for
service messages and outages. Initially, Trading Grid assigns the Technical Contact
from your Company Profile as the default contact.
To re-assign the default contact

The Service Contacts page opens.
4 Select the contact you want to make the default contact, click Actions, and
click Set as Default Contact.
Trading Grid reassigns the “default contact” from the previous person to the
one you specified.
Remove a Default Contact

Important: Only one contact can be the default contact.

COMMUNITY MANAGER
To remove a default contact

■ To delete a contact that has the default role, first assign a new default contact,
and delete the previous default contact.
View, Change, or Delete a Contact

To view, change, or modify a contact
The Service Contacts page opens.
4 Select the contact you want to view, modify, or delete.
Important: To delete a default contact, you must first assign a new default
contact; see “To re-assign the default contact.”

COMMUNITY MANAGER
Define Customer Alerts and Options 10

To . . . Do this
Delete the contact ■ Click Actions, and click Delete.
View or modify the 1 Click Actions, and click View/Modify.
contact The Modify New Service Contact page opens.
2 Change the contact’s information.
3 (Optional) Change the Contact Type(s), or which contacts
should receive notification(s) in addition to service messages
and outages.
4 Based on your service subscription, you might or might not
see all the following options:
■ Arrival — ”Whenever a document interchange arrives in
your mailbox” rule.
■ FA Delinquency — ”Whenever a Trading Partner has a
■ Incoming Document — ”Whenever a new document
arrives in your Document Inbox” rule.
■ Incoming File — ”Whenever a new file arrives in your
File Inbox” rule.
■ Mailbox Inactivity — ”Whenever a mailbox is inactive”
rule.
■Mailbox Outbound Error — ”Whenever a mailbox
processing error occurs on an outbound interchange”
rule.
Note: When you select an option for the contact, Trading Grid
automatically adds the contact to the notification list for that
alert in Event Management.
For example, if you previously subscribed to and select the FA
Delinquency for this contact, and in Event Management you
define a rule to generate an alert when a partner has one or
more documents that need acknowledgment, Trading Grid
automatically notifies this contact. If you later delete the contact,
Trading Grid automatically deletes the contact from the FA
Delinquency notification list.
Define Customer Alerts and Options

This section describes the Event Management function and provides instructions
for setting up customer alerts and business calendar options.
Topics include:
■ “Alerts and Options Overview” on page 283
■ “Define the Alerts” on page 283
■ “Mail Slots” on page 288
■ “Password Policy” on page 289

COMMUNITY MANAGER
Alerts and Options Overview

Use the Trading Grid Event Management feature to define the rules and policies
to determine when trading partners are compliant or non-compliant, based on
these rules and policies. The compliancy or non-compliancy of trading partners is
reported in the Reports component under Functional Acknowledgement
Management and Transaction Alerts.
Note: The functions described in this chapter apply only when customers have
the optional alert services. These services might require an additional fee. Contact
your OpenText sales representative to verify which trading partners have these
services.
Set up each customer mailbox with one or more of the following services:
■ Business Calendar option — The days the customer wants the service to
consider as working or business days for each of your EDI mailboxes.
■ Arrival Alert — When a document is placed in the mailbox, the Trading Grid
sends the customer a message. An alert is requested for specific document
types, specific trading partners, or both. In addition, the alert is routed to
different individuals within the customer company based on document type,
trading partner, or both. This is particularly useful for a user that checks their
mailbox infrequently but wants to respond to orders from key clients as soon as
possible.
■ Mailbox Outbound Error Alert — If the customer sends a document to the
Trading Grid Messaging Service and it fails processing, the Trading Grid alerts the
customer. Therefore they are notified of the problem immediately.
■ Mailbox Inactivity Alert — If the customer does not receive documents in
their mailbox according to the schedule defined, Trading Grid alerts the
customer, allowing them to check and determine whether or not a problem
exists.
■ Mail Slots option — Mail slots separate documents received according to
business process needs.
■ Password Policy — you can impose a more restrictive password policy than
what the customer has defined.
Important: In order for the these alerts to function properly, all alerts the
customer subscribed to must be configured.
Define the Alerts

Important: For the alerts to function properly, you must configure all the alerts
to which your customer subscribes.
To define customer alerts

1 Click the Community Manager tab, then click the applicable Customer
Company Name.
2 Click Service Configuration > Event Management.
The Transaction Event and Rules and Alerts page opens.
Topics include:

COMMUNITY MANAGER
■ “Business Calendar”
■ “Inactivity Alert” on page 284
■ “Arrival Alert” on page 285
■ “Mailbox Error Alert” on page 287
Business Calendar
Note: The Business Calendar applies only to the Inactivity Alert.
To define the Business Calendar

1 Access the Transaction Event and Rules and Alerts page. See “Alerts and
Options Overview” on page 283.
The Transaction Event and Rules and Alerts page.
2 In the Mailbox Specific Alerts section, from the Rule type drop-down list,
select Business Calendar.
3 From the Mailbox drop-down list, select the mailbox to which the calendar
should apply, then click Configure.
The Business Calendar page opens.
4 In the Working Days and Time Zone section, enter the following.
■ Working Days — Select the days the service should consider as working
or business days. Inactivity alerts process Working Days only.
■ Time Zone — Select the applicable time zone for your community.
■ Daylight saving time observed — Select this option if your community
observes daylight-savings time.
5 In the Holidays (Optional) section, enter the following:
■ Holidays — Select the days the Trading Grid should ignore. These days do
not have to be standard holidays; you can specify any day. The Holidays
you specify are considered Non-Working Days. Click the calendar icon to
select each holiday date.
6 Click Save.
7 Repeat these steps for each of your mailboxes.
Inactivity Alert
To create an inactivity alert

1 Access the Transaction Event and Rules and Alerts page. See “Define the
Alerts” on page 283.
2 In the Mailbox Specific Alerts section, enter the following information.
a From the Rule type drop-down list, select Inactivity Alert.
b From the Mailbox drop-down list, select the mailbox to which this rule
The Mailbox Inactivity Alert page opens.

COMMUNITY MANAGER
3 Enter the following information that applies.

Field Description
Enable the Event Select this check box to turn on the rule.
Rule
Apply the Business Select this check box to have mailbox inactivity measured only
Calendar during working hours on working day, excluding holidays, as
defined in the “Business Calendar” on page 284.
Otherwise, mailbox inactivity is measured 7 days a week.
The Range for Receiving Alerts
Start Time Enter the start time for receiving alerts.
Stop Time Enter the stop time for receiving alerts.
Time Zone Displays the time zone previously defined.
Mailbox Inactivity Alert Details
Inactivity Length Enter the number of hours the mailbox is inactive before Trading
Grid generates a notification.
Notify Contact These are the customer’s contacts previously defined in the
Service Contacts list. See “Define the Customer’s Service
Contacts” on page 278.
Do any of the following:
■ To have the default contact receive the alert, click the
Default Contact check box. To display the contact
information, click the Default Contact link.
■ To have the contacts, previously designated as contact for
this alert, receive the alert, click the Mailbox Inactivity
Contact(s) check box. To display the contact information,
click the Mailbox Inactivity Contact(s) link.
■ To have someone else receive the alert, click the Other
Contacts check box then click Modify List.
A list of all your service contacts displays.
Select a contact from the list, then click Submit.
■ If a contact does not display in the list, you must define that
contact. See “Define the Customer’s Service Contacts” on
page 278.
To remove a contact from the Other Contacts list:
1 Click the Other Contacts check box > Modify List.
The list of service contacts displays.
2 Deselect the contact from the list, and then click Submit.
4 Click Save.
Arrival Alert
Use this procedure to create an arrival alert.
To create an arrival alert

1 Locate the Transaction Event and Rules and Alerts page. see “Define the Alerts”
on page 283.

COMMUNITY MANAGER

a From the Rule type drop-down list, select Arrival Alerts.
3 On the page that opens, do one of the following:
■ Click Add Arrival Alert
■ Click Actions > Add Rule.

The Add Arrival Alert page opens.
Field Describe
Document Type Select a Document Type for the rule.
1 Click Browse.
2 Find the document type, then click the Select check box.
The selected value displays in Document Type field.
Partner EDI Enter the partner’s EDI address.
Address 1 Click Search by Company.
■ Type a partial or complete name in the pop-up then click
Search.
■ Leave the field blank then click Search to view a listing
of all companies.
3 Click Select.
4 Select the company name and an address.
The selected value displays in Partner EDI Address field.

COMMUNITY MANAGER
Field Describe
Your EDI Address Enter your EDI address.
1 Click Browse.
2 Find the address this rule to, then click the Select check
box.
3 Click Select.
The selected value displays in Your EDI Address field.
this alert, receive the alert, click the Arrival Alerts
click the Arrival Alerts Contact(s) link.
page 278.
5 Click Submit.
Mailbox Error Alert
To create a mailbox error alert

1 Locate the Transaction Event and Rules and Alerts page. see “Define the Alerts”
on page 283.
a From the Rule type drop-down list, select Error Alert.
The Mailbox Outbound Error Alert page opens.
3 Select the Enable this Event Rule option if it is not already selected.

COMMUNITY MANAGER
4 In the Mailbox Outbound Error Alert Details section, enter the following.
Field Description
this alert, receive the alert, click the Mailbox Outbound
Error Contact(s) check box. To display the contact
information, click the Mailbox Outbound Error
Contact(s) link.
page 278.
5 Click Submit.
Mail Slots
Mail slots separate documents you receive according to business process needs.
You can set up slots to receive documents in categories; for example, by trading
partner, document type, etc.
■ Mail Slot 1 is for Invoices from all standard Suppliers, because these invoices get
standard handling.
■ Mail Slot 2 is for Invoices from DSD Suppliers, because these invoices get priority
handling.
■ Mail Slot 3 is for Invoices from Suppliers A and B, because these invoices are
paid via EFT.
To set up the mail slots for your company

1 On the Trading Grid page, click the Account Manager tab > Service
Configuration > Mailslots > Create Mailslot.
The Create Mailslot page opens.

COMMUNITY MANAGER
Enhanced Rules

Field Description
Mailslot Name Enter a descriptive name for the mailslot.
Description Enter a description for the mailslot.
Mailbox Use the drop-down list to select a mailbox number.
Rule Definition
My EDI Address Click Search icon to find and select the applicable value.
Document Type 1 Click Search icon to find and select the applicable value.
2 Click Submit.
Partner EDI 1 Enter the address for the first trading partner, then click
Address(es), Add.
The address displays.
2 Repeat this step for each applicable trading partner.
Associate Users
Use this section to select Company employees that handle the documents in this mailslot.
User 1 Use the drop-down list to select the first user, then click
Add.
The employee’s name displays.
2 Repeat this step for each applicable employee.
3 Click Submit.
Password Policy
The Password Policy page displays the current policy for this company, regarding
user passwords. You can define a more restrictive password policy.
Note: When you change the password policy, your changes override only the
fields where your policy is more restrictive than what the customer specified. Any
change in password policy forces all users at this company to change their
password at their next login attempt.
To change the password policy

1 On the Community Manager page, click Company Management > Policy.
The Password Policy page opens.
2 Modify the value(s) in any of the fields.
3 Click Save.
Enhanced Rules
The Trading Grid Event Management feature is where rules and policies are
defined to determine when trading partners are compliant or non-compliant.
Compliancy or non-compliancy is reported in the Reports component under
Functional Acknowledgement Management and Transaction Alerts.
These steps apply only with these optional alert services (extra fee might apply).
Contact a OpenText sales representative for more information.

COMMUNITY MANAGER
Enhanced Rules 10
Topics include:
■ “Rules and Alerts Descriptions” on page 290
Rules and Alerts Descriptions

For each customer mailbox, one or more of the following rules or alerts are used:
■ Enhanced Calendar Rule — Alerts configured to be sent on the days when the
service is considered “working” or “business” days for each EDI mailbox.
■ Enhanced Arrival Alert — Alerts customers as soon as a document are placed
in the mailbox. Alerts configured:
■ For specific document types or specific trading partners or both.
■ To route the alert to different individuals within the customer company
based on document type or trading partner or both.
Note: Alerts like this assists the user to respond to orders from key clients as
soon as possible.
■ Enhanced Error Alert — Alerts customers when a document fails to be
processed.
Note: Alerts like this assists the user to respond to errors immediately.
■ Enhanced FA Alert — Alerts customer when acknowledgements are not
received for documents sent according to a defined schedule.
Note: Alerts like this assists the user to verify receipt of documents sent and
to circumvent problems with their orders as soon as possible.
Important: For these alerts to function properly, all subscribed alerts must be
configured.
Define the Enhanced Rules

Important: In order for the rules to function properly, configure all subscribed
rules. Based upon the subscription, configure all or some of these alerts.
Topics include:
■ “Accessing Transaction Event Rules and Alerts” on page 290
■ “Business Calendar” on page 284
■ “Error Alert” on page 294
■ “Functional Acknowledgment (FA) Alert Rule” on page 295
Accessing Transaction Event Rules and Alerts
To define customer rules

1 In Community Manager, select the applicable Customer Company Name and
click Service Configuration > Event Management.
The Transaction Event Rules and Alerts page opens.

COMMUNITY MANAGER
Enhanced Rules
2 Continue with any of the following:

■ “Error Alert” on page 294
■ “Functional Acknowledgment (FA) Alert Rule” on page 295
Business Calendar

1 From the Transaction Event and Rules and Alerts page (see “Define the Alerts”),
under Enhanced Alerts, click Select Rule Type.
2 Click Calendar Rule > Configure.
3 Select the Mailbox and click Configure > Create.
The Enhanced Calendar Rule page opens.
4 Enter the data.
Section or Field Description
Rule Name Enter a descriptive name for this rule.
Enable Rule Check this box to use this rule immediately.
My Details If all company mailboxes and address apply to this rule, do
nothing, else:
■ From the Mailbox dropdown, select the company mailbox
for this rule.
■ From the My Address dropdown, select the address that
for this rule. If all addresses apply, do not select anything.
Partner Details If all Trading Partners apply, do nothing, else:
■ For the My Partner mailbox, click Search and search for
the applicable Trading Partner company. Click Select.
■ From the Partner Address dropdown, select the address
for this rule. If all addresses apply, do not select anything.
Working Days and For:
Timezone ■ Working Days. Select the days to consider the service as
“working” or “business” days.
■ Time Zone. Select the applicable time zone for the
community.
■ Daylight saving time observed. Select this option if the
community observes daylight-savings time.
Holidays Enter the dates the system should ignore.
These are considered non-Working Days and do not have to be
standard holidays.
Click the adjacent Calendar icon to select the date of each
non-working day.
5 Click Save.
6 Repeat these steps for each of the mailboxes.

COMMUNITY MANAGER
Enhanced Rules 10
Inactivity Alert
To create an enhanced inactivity alert

2 Click Inactivity Rule > Configure.
3 Select the appropriate Mailbox and click Configure.
The Inactivity Alert Rule page opens.
4 On the Inactivity Alert Rule page, provide the following information:
Field Description
Rule Name Enter a descriptive name for the new rule.
Enable Rule Select this option to use this rule immediately.
File/Document Select the applicable option.
My Details
Mailbox If all company mailboxes and address apply to this rule, do
nothing.
Otherwise, from the Mailbox dropdown, select the company
mailbox for this rule.
Address Select the address that for this rule. If all addresses apply, do not
select anything.
Partner Details
My Partner If all Trading Partners apply, do nothing.
Otherwise, click the Search icon and select the applicable Trading
Partner company. Then, click Select.
Partner Address Select the address for this rule. If all addresses apply, do not select
anything.
Rule Details
APRF/Document If all documents apply for this rule, do nothing.
Type Otherwise, click Browse and locate the document type and click
its Select box. Then, click Select.
Direction Select the direction(s) of the file(s) or document(s). The default is
Inbound.
Apply Business select this option to measure mailbox inactivity only during working
Calendar hours on working days, and not on holidays, as defined in the
“Business Calendar”. Otherwise, inactivity is measured 24 hours, 7
days a week.
Start Time Enter the Start Time for receiving alerts.
Stop Time Enter the Stop Time for receiving alerts.
Time Zone Supplied by system.
Event For the length of inactivity, enter the number of days and/or hours
Occurrence the mailbox should be inactive before generating a notification;
that is, if a trading partner's mailbox is inactive for more than the
number of hours specified, Trading Grid generates a notification.
Notification These are the contacts previously defined in the Service Contacts
Options list. Select the applicable contacts.
5 Click Submit.

COMMUNITY MANAGER
Enhanced Rules
Arrival Alert
To create an enhanced arrival alert

2 Select Arrival Rule and click Configure.
The Enhanced Arrival Alert Rule page opens.
3 Provide the following information:

Field Description
Enable Rule Use this option to enable this rule immediately.
File/Document Select the applicable option.
My Details
nothing.
Address Select the address for this rule. If all addresses apply, do not select
anything.
Partner Details
Otherwise, click the Search icon and select the applicable Trading
Partner company. Click Select.

COMMUNITY MANAGER
Enhanced Rules 10
Field Description
anything.
Rule Details
Type Otherwise, click Browse, find the document type and click its
Select box. Click Select.
Inbound.
Start Time Enter the Start Time for receiving alerts.
Stop Time Enter the Stop Time for receiving alerts.
Time Zone Supplied by system.
Event Select the applicable option.
Occurrence
4 Click Submit.
Error Alert
To create an enhanced error alert

2 Select Error Rule and click Configure.
The Enhanced Error Alert Rule page opens.
3 Do the following:
Field Description
Enable Rule Check this option to enable this rule immediately.
My Details
nothing.
Address Select the address for this rule. If all addresses apply, do not select
anything.
Partner Details
Otherwise, click the Search icon. In the page that appears, find
and select the applicable Trading Partner company. Click Select.
anything.
Rule Details

COMMUNITY MANAGER
Enhanced Rules
Field Description
Type Otherwise, click Browse and find the document type and click its
Select box. Click Select
Inbound.
Error Severity Enter the Start Time for receiving alerts.
Change Error Enter the Stop Time for receiving alerts.
Status
4 Click Submit.
Functional Acknowledgment (FA) Alert Rule
To create an enhanced functional acknowledgment alert rule

2 Select FA Rule and click Configure.
The Enhanced FA Alert Rule page opens.

COMMUNITY MANAGER
Enhanced Rules 10
3 Do the following:
Field Description
Enable Rule Check this option to enable this rule immediately.
Rule Details
nothing.
Address Select the address for this rule. If all addresses apply, do not
select anything.
Otherwise, click the Search icon and select the applicable
Trading Partner company. Click Select.
Partner Address Select the address for this rule. If all addresses apply, do not
select anything.
Partner FG Address Enter the address of the selected trading partner’s applicable
Functional Group. If all addresses apply, do not select anything.
My FG Address Enter the address of the applicable Functional Group. If all
addresses apply, do not select anything.
Function Group Click the adjacent Search icon to select the applicable
document type. If all types apply, do not select anything.
Apply Business Select this option to measure mailbox inactivity only during
Calendar working hours on working days, and not on holidays, as
defined in the “Business Calendar”. Otherwise, inactivity is
measured 24 hours, 7 days a week.
Do Not Track Select this option to NOT track the Trading Partner(s) and
Functional Group(s) for the options selected below.
Resolved Select how to track documents.
Acknowledgment
Codes
Cycle 1
Time to Delinquency Enter the expected amount of time for a response after the
document or file was received.
Notification Options These are the contacts previously defined in the Service
Contacts list. Select the applicable contacts.
Cycle 2
Time Since Cycle 1 Enter the expected amount of time for a response after the first
alert was received.
Cycle 3
Time Since Cycle 2 Enter the expected amount of time for a response after the
second alert was received.
4 Click Save.

COMMUNITY MANAGER
Resolve Customer Issues
Resolve Customer Issues

When signed on as a customer user, you see exactly what the user sees in Trading
Grid. This is useful when helping customers solve problems or determining what is
causing an error.
Topics include
■ “Log in as a Customer” and then send a test file and examine the customer
reports for errors or problems.
■ “Upload and Send a File” on page 22 as a test.
■ Examine the “TGMS Reports” for errors or problems.
Log in as a Customer
Use this procedure to login as a customer user.
To log in as a customer
1 In Community Manager, click Company Management and locate the
applicable company.
2 Click the company name to expand the available options and select User
Management.
The User Management page opens.
3 Click Actions > Sign in as this User.
The Trading Grid system for that user displays.
From this page you can
■ Navigate and browse to find the information.
■ Return to your own Trading Grid system. Click End Act on Behalf.
Next steps
■ Send a test file using Transaction Manager — see “Upload and Send a File” on
page 22.
■ Go to the Reports component and examine the Trading Grid Messaging Service
(TGMS) customer reports for errors or problems — see “TGMS Reports.”
Invitation Tool
Use the Invitation Tool to create and send reusable invitations that invite a
customer company or customer user to register for Trading Grid.
Important: If you do not set up the user in Trading Grid, you must send them an
invitation to register on Trading Grid.
On the Invitation Tool page, the

COMMUNITY MANAGER
Invitation Tool 10
■ Company Invitations list shows the invitations created on behalf of an IWF-

subscribed company (the “hub”) to the customers receiving their forms (the
“spokes”).
■ User Invitations list shows the invitations created for users at customer
companies.
For each invitation, the listings show
■ Invitation Name — Name given to that invitation when it was created.
■ Invitation Type
■ Generic — A generic invitation is a reusable invitation for sending to one
or more recipients. Each recipient has the same Invitation Code.
■ Unique — A unique invitation is a one-time invitation that you send to one
or more recipients. Each recipient has a unique Invitation Code, enabling
easy tracking of each recipient's response.
■ Status of the invitation. Statuses are
■ Saved — The invitation has not yet been sent.
■ Active — Invitees can now register using this Invitation Code.
■ Expired — The Invitation Code within the invitation has expired.
■ Terminated — The invitation is inactive. That is, nobody can register with
this Invitation Code.
■ Expiration Date — Date that the Invitation Code in the invitation expires.
■ Creator — Name of the person who created the invitation.
Topics include
■ “Create a Company Invitation” on page 298
■ “Copy a Company Invitation” on page 300
■ “Create a User Invitation” on page 301
■ “Modify a Company or User Invitation Details” on page 302
Create a Company Invitation

Create and send reusable invitations to the “spoke” companies associated with a
“hub” company that was previously set up.
There are various ways to connect companies to Trading Grid.
■ For “parent/child” companies, set up both a “parent” company and its “child”
company(ies) via the “Create company accounts” on page 261 procedure.
■ For “hub/spoke” companies, i.e., an IWF-subscribed company (the “hub”)
providing forms to their user companies (the “spokes”):
■ Set up the “hub” company via the “Create company accounts.” procedure.
■ Invite the “spoke” companies via this “Create a Company Invitation”
procedure. Then, when the “spoke” company registers, it specifies the
association to the “hub” company, thus establishing the “hub/spoke” link.

COMMUNITY MANAGER
Invitation Tool
Create a company invitation

1 In Community Manager page, click Invitation Tool.
The Invitation tool page opens.
2 Above the Company Invitations list, do any of the following:
■ For Resellers: click Actions > Invite Reseller's Customer.
■ For first invitations to a company: click Invite Reseller's Customer.
■ Click the applicable action.
3 On the Step 1: Invitation Details page, enter all the information.
Field Description
Inviting Company From the Reseller's or the Community Administrator’s Customer
list, select the IWF-subscribed company (the “hub”) that this
company is associated with.
Invitation Name Enter a unique, descriptive name for the invitation.
Invitation Type Select either
■ Unique if this is an invitation that you are sending one time.
A unique Invitation Code is assigned to each recipient
company.
■ Generic if this is an invitation that you send to different
companies. The Invitation Code is the same for all recipient
companies.
Approval Type After an invitee (prospective company who receives the
invitation) receives this invitation and registers on the Trading
Grid, the invitee must be approved before the user can access
the Trading Grid. Select either
■ Manual if you want the Approver to individually approve or
reject each invitee that registers. We strongly recommend
this option for all Generic invitations because the invitation
code in a generic invitation is not specific to any one
recipient, and could be distributed to unintended registrants.
■ Automatic if you want Trading Grid to automatically
approve each invitee for you. GXS recommends that you
select this option for any invitation sent to a single company,
because the recipient company can begin using the service
as soon as they respond to the invitation.
Registration Status Enter the email address(es) of the people who want or need to
Notification be kept up-to-date of the company's registration status, e.g., if it
registered, if the registration was approved.
Expiration Date The final date that the Trading Grid accepts the company's
registration; this is the date that the Invitation Code supplied
in this invitation expires.
Notes Enter up to 4,000 characters of explanatory information that is
for your use only — the invitee does not see this information.
The Trading Grid truncates anything over 4,000 characters; click
the Count Characters box below this field to ensure you stay
within the 4,000 limit.
4 Click Next Step.

COMMUNITY MANAGER
Invitation Tool 10
5 On the Step 2: Services page, select the service(s) and the options. For
example: privileges for each package that you want the company to have.
Note: By default, all options are selected for any service.
6 Click Next Step.
7 On the Step 3: Recipient Details page,
■ Enter Email Address(es) — Address(es) of the company(ies). Separate
multiple addresses by a semi-colon (;), comma (,), or a blank space.
■ Optionally upload an image (for example: a company logo) to appear in the
invitation.
■ Enter the Email Language — Select the language of the invitation text.
■ Enter the Email Content — Invitation text.
Click Edit from Template and change the text (in the new page) if necessary.
Then click Submit.
Note: Note that you can enter the recipient details now, or you can continue
and save the invitation and enter these details later. You cannot send the
invitation without the recipient details.
8 Click Next Step.
9 On the Step 4: Review page.
Review the information, especially the Service Selection packages and
privileges. To make changes, click Previous Step to go back to the applicable
step and make changes. Then, click Next Step to return to this page.
10 Do one of the following.
■ To save the invitation information without sending it, click Finish.
The invitation displays in your Company Invitations list with a Saved
status. You can send the invitation at a later time.
■ To both send and save the invitation, click Send Now.
Do this only if you completed the Recipient Details in Step 7 above. The
invitation displays in your Company Invitations list with an Active
status.
Copy a Company Invitation

To copy an existing company invitation
1 In Community Manager, click Invitation Tool.
The Company Invitation List page opens.
2 Find and select the applicable invitation to copy, then click Actions > Copy
Invitation.
The Copy Invitation page opens.
3 Enter a new Invitation Name, enter the recipients, and make any other
changes, as applicable.
4 Click Save.

COMMUNITY MANAGER
Invitation Tool
The invitation displays in the Company Invitations list with a Saved status.
Note: You can send the invitation at a later time.
5 To send this invitation, go back to the Invitation List and open this invitation.
Click Actions > Send Now.
Create a User Invitation

To create and send reusable invitations
The User Invitations list displays.
2 Click Actions > Create Invitation.
The Step 1: Invitation Details page opens.
3 Enter all the information.
Field Description
Inviting Company Click Invite on Behalf of Another Company to select the
company of the user you are sending this invitation to.
■ Unique if this is an invitation that you are sending one time
to a specific recipient or group of recipients. A unique
Invitation Code is assigned to each recipient.
■ Generic if this is an invitation that is sent multiple times to
different recipients. The Invitation Code is the same for all
recipients.
Approval Type After an invitee (prospective user who receives the invitation)
receives this invitation and registers on the Trading Grid, the
invitee must be approved before the user can access the Trading
Grid. Select either
■ Manual if you want the Approver to individually approve or
reject each invitee that registers. We strongly recommend
this option for all Generic invitations because the invitation
code in a generic invitation is not specific to any one
recipient, and could be distributed to unintended registrants.
■ Automatic if you want Trading Grid to automatically
approve each invitee for you. GXS recommends that you
select this option for any invitation sent to a single
individual, because the recipient can begin using the service
as soon as they respond to the invitation.
Registration Status Enter the email address(es) of the people who want or need to
Notification be kept up-to-date of the invitee's registration status,. For
example, if they registered, if the registration was approved.

COMMUNITY MANAGER
Invitation Tool 10
Field Description
Expiration Date The final date that the Trading Grid accepts the invitee's
registration; this is the date that the Invitation Code supplied
Notes Enter up to 4,000 characters of explanatory information that is
for your use only — the invitee cannot see this information. The
Trading Grid truncates anything over 4,000 characters; look at
the Count Characters box below this field to ensure you stay
within the 4,000 limit.
4 Click Next Step.

The Step 2: Services page opens.
5 Select the Service Instances and the options/ For example. privileges, for
each package that you want the user to have.
Note: By default, all options are selected for any Service Instance.
6 Click Next Step.
On the Step 3: Recipient Details page opens.
7 Do the following:
Email Address(es) Enter the Email Address(es) — Address(es) of the

recipient(s). Separate multiple addresses by a semi-colon (;),
comma (,), or a blank space.
Image Optionally upload an image, e.g., a company logo, to appear in
the invitation.
Email Language Enter the Email Language — Select the language of the
invitation text.
Email Content Click the Edit from Template link, change the text (in the new
page) as desired.
Click Submit to use the text for the invitation.
8 Click Next Step.

9 Review the information, especially the Service Selection packages and
privileges.
To make changes, click Previous Step to go back to the applicable step and
make your changes. Then, click Next Step to return to this page.
■ To save the invitation information without sending it, click Finish. The
invitation displays in the User Invitations list with a Saved status.
■ To both send and save the invitation, click Send. The invitation displays in
the User Invitations list with an Active status.
Modify a Company or User Invitation Details

You can modify invitations according to the following rules.

COMMUNITY MANAGER
On-Boarding and Self-Registration
Rules
■ The invitation Status must be Active or Saved.
■ If the Invitation Type is Generic, you can modify the Recipient Details
fields only. For example, you might want to send this specific invitation to
another group of invitees.
■ If the Invitation Type is Unique, you can modify the Email Content field
only. For example, you might want to send a follow-up reminder to the
invitee(s).
To modify an invitation
2 Find the applicable invitation in the lists.
Important: You can only modify an invitation with an Active or Saved
status.
3 Click the name of the invitation.
■ For a Generic invitation, you can only modify the Recipient Details
fields.
■ For a Unique invitation, you can only modify the Email Content field.
■ To save the invitation information without sending it, click Save. The
invitation displays in the applicable Invitation List with a Saved status.
■ To both send and save the invitation, click Send Now, or Resend if the
invitation is Unique. The invitation displays in the applicable Invitation
List with an Active status.

GXS Support creates the “hub” or “parent” company for you. This enables you, as
the “hub” or “parent” company, to invite (via an invitation) your user community
companies, also known as “spoke” or “child” companies, to register with the GXS
Trading Grid for the purpose of exchanging data and documents.
Create Invitation for “Spoke” or “Child” Companies

Invitations are sent out by the “hub” or “parent” company to “spoke” or “child”
companies in the community.
To create an invitation
1 Log into TGO, and on the left side of the page, click Invitation Tool >
Actions > Invite GXS Customer.
The Invitation List page appears.
2 Click Actions > Invite GXS Customer.
The Step 1: Invitation Details page displays.

COMMUNITY MANAGER
On-Boarding and Self-Registration 10
3 Enter the invitation details. For field help, click the Help link and search for the
field or page name. When finished, click Next Step.
The Step 2: Service(s) page displays.
4 For the Service Type select Active Invoice Delivery.
The page redisplays.
5 For the Service Type select the applicable service bundle. Then, select the
Active Invoices Compliance option (i.e., the “Do you want to . . .” option).
The page redisplays.
6 For the Legal Profile Name,
a Click Submit. Then, click Search Legal Profile.
b In the Legal Profile popup that displays, enter the name of your company’s
legal profile.
c Click Search.
d Select the applicable sender‘s Legal Profile name.
7 For Process Type, select the applicable value from the drop down list.
8 For Delivery Mode, select Secure Email Delivery.
9 Click Next Step.
The Step 3: Recipient Details page displays.
10 Enter the recipient details. For field help, click the Help link and search for the
The Review page displays.
11 Review your invitation data. Use the Previous Step and Next Step buttons to
make any changes. When finished, click Send Now to send and save the
invitation.

COMMUNITY MANAGER
Self-Registration Steps for Suppliers

You should have received an email similar to the following that invites your company to
trade within the community.
1 Follow the instructions in your email by clicking the first link in your email.
Or:
a Click the Access the Trading Grid directly by clicking the second link in your
email.
b When prompted, enter the invitation code supplied in the email.
c Click Submit.
The Identify Your Company page appears.
2 Enter the information and click Submit.
The Overview page appears.
3 Carefully read the information and click Next Step to begin the registration.
The Agreement page displays.
4 To accept the Service Agreement, the Accept option. Then click Next Step.
The My Profile page displays.
5 Enter all of your company data. For field help, click the Help link and search for
the field or page name. When finished, click Next Step.
The Legal Profile for Receiver page displays.

COMMUNITY MANAGER
On-Boarding and Self-Registration 10
7 Review your registration data. Use the Previous Step and Next Step buttons
to make any changes. When finished, click Submit.
Assuming you made no mistakes, the Registration Complete page appears.
From here you can log into Trading Grid and download your invoices.
Self-Registration Steps for Buyers

You should have received an email similar to the following that invites your
company to trade within the community.
1 Follow the instructions in your email by clicking the first link in your email.
Or:
a Click the Access the Trading Grid directly by clicking the second link in your
email.
b When prompted, enter the invitation code supplied in the email.
c Click Submit.
The Identify Your Company page appears.
2 Enter the information and click Submit.
The Overview page appears.
3 Carefully read the information and click Next Step to begin the registration.
The Service Subscription page displays.
4 Do the following.
a Select the service and click the Subscribe to Selected Service option.
b On the next page, select your pricing option and any Optional Features
you want.
c Click Accept Pricing.
The Agreement page displays.
5 To accept the Service Agreement, click the Accept option. Then, click Next
Step.

COMMUNITY MANAGER
The My Profile page displays.

6 Enter your data and login information. Then click Next Step.
The Company Profile page displays.
The Legal Profile for Sender page displays.
8 Create the legal profile. For field help, click the Help link and search for the
The Partnership page displays.
9 Enter your EDI Address information, or select the option for the system to
create it. Then click Next Step.
10 Review your registration data. Use the Previous Step and Next Step buttons
to make any changes. When finished, click Submit.
Assuming you made no mistakes, the Registration Complete page appears.
From here you can log into Trading Grid to send and receive documents.

COMMUNITY MANAGER
Pending Registrations 10
Pending Registrations
After an invitee receives an invitation from the company, the company receiving
forms from an IWF-subscribed company or the individual user must register before
the Invitee appears on the Invited Companies or Invited Users list. After the
Invitees are on this list, you must approve them as users of the Trading Grid,
before they can access the service.
To approve or reject registrants

1 In Community Manager, click Pending Registrations.
Note: The default Approval Status for each company or user is Pending.
2 For the applicable company or user, change the Approval Status to Approve
or Reject.
A confirmation page opens showing your selections.
4 For any Invitee Rejected, type explanatory text into the Reasons for
Rejection box.
5 After reviewing the confirmation page, click Actions > Confirm.
Trading Grid generates and sends an email to each invitee notifying them of
your approval or rejection.
Important
■ After you reject or approve a company or user, Trading Grid removes that person
from the Invited list.
■ After approving a company, the company is listed in the Company List in the
Company Management section.
■ After approving a company user, that person is listed under in its Users list in
the User Management section.
■ If you mistakenly approved a company user, delete the user from Trading Grid in
the User Management section.
■ If you mistakenly rejected a user, resend the invitation or create and send a new
invitation. The user must re-register.

COMMUNITY MANAGER
Pending Registrations

Account Manager
11
This chapter describes the role of company System Administrators for Trading Grid
Online and explains how to use the Account Manager Tab to set up and manage
user accounts.
Topics include:
■ “Company Profile Information” on page 311
■ “Manage User Accounts” on page 313
■ “Trading Relationships” on page 323
■ “Company Subscription” on page 339
■ “Mailboxes and EDI Addresses” on page 339
■ “Service Contacts” on page 345
■ “Messaging Service Alerts and Options” on page 349
■ “Active Document Status Alerts” on page 360
■ “Active Document Data Policies” on page 362
■ “Active Invoice Legal Profiles” on page 364
■ “Machine Users” on page 377
■ “Mailboxes and Mailslots” on page 378
■ “Cross-Reference Tables” on page 380
■ “Billing” on page 383
■ “Policy” on page 385
Important: All components and links discussed in this chapter might not display,
depending on your Company's subscription agreement and your permissions
assigned by your Company Administrator.
Overview
From the Account Manager, you perform most of the administrative tasks
associated with your mailbox and manage trading partnerships. These partnerships
are important to your Trading Grid Messaging Service (TGMS) mailbox because you
cannot exchange documents with a Trading Partner unless a trading partnership
first is created and approved by both parties.
Trading Grid Online users can log on, and work with TGMS mailboxes. Creating a
new user bypasses the invitation process and allows users in your company direct
310
ACCOUNT MANAGER
Company Profile Information
access to Trading Grid Online. When you when create a new user account, you also
set the user’s their role and access rights.
Note: Each mailbox must have at least one associated EDI address. A mailbox
may also have optional mailslots.
Navigation Panel
The Navigation Panel displays the functions you can perform in the Account
Manager.
Link Description
Company Profile View or update your Company information.
User Management Create, activate, remove, update, etc., invitations and Trading Grid
users at your Company.
Trading Community View, update, or remove the companies with which you have trading
partner relationships
View, update, or remove the companies which have trading partner
relationships with you.
Subscription View or change your Subscription Options.
Service Configuration Set or change your document or file notification options.
Billing Print or view your invoiced bills.
Policy Set or change password defaults or restrictions that apply to all users
at your Company; review and modify other business policies.
Company Profile Information

The Company Profile page is the Account Manager home page. If a company’s
profile information changes, update the profile accordingly.
The Company Profile page consists of these sections:
Section Description
Profile Status System generated data.
Organization Hierarchy If your company has child companies, select the Allow to create
child company(s) option.
Company Information, Company and company contact information.
Business Contact, Technical One person might be multiple contacts. Contacts receive user
Contact invitations after the company subscribes to Trading Grid.
To change the company profile

1 Review the the Company Profile information and update it with new information
if it has changed since the company was registered.

ACCOUNT MANAGER
Company Profile Information 11
2 To save the changes, do one of the following.

■ Click Actions > Save.
■ Click Save.

ACCOUNT MANAGER
Manage User Accounts

Trading Grid Online User Management service allows you to:
■ Create and manage accounts for users in your company.
■ Create, send, and resend invitations to users and Trading Partners.
Topics include:
■ “Create Company User Accounts” on page 313
■ “Invite Company Users” on page 318
■ “User Action History” on page 322
Create Company User Accounts

Creating a user through the User Management service registers the user
immediately and bypasses the invitation process. After you create the user account
following these steps, that person is ready to access and work within Trading Grid
Online.
User List
On the left side of the page, when you click the Users link, the Users list page
opens. This area lists all of your Company users, and for each user displays the
■ User Name of the user — Click the name to see more information about the
user.
■ User ID — Generally, this is the user's email address.
■ Status — Whether the user is currently
■ Active — The user registered and was approved to participate in Trading
Grid Online.
■ Inactive — The user registered, but is not currently participating in
Trading Grid Online.
■ Incomplete — The user registered, but has not yet been approved to
participate in Trading Grid Online - see the “Approve Invited Users” topic.
Add New Users

To add a new user
2 The Account Manager: User Management page displays the User’s tab and User
List by default.

ACCOUNT MANAGER
Manage User Accounts 11
3 Click Actions > Create New User.

The Step 1: User Information page opens.
4 Provide the applicable user information.
.
5 Click Next Step.


ACCOUNT MANAGER
6 Under Service Instance(s), select the subscription package(s) and options

(privileges) for each service instance you want the user to have.
7 Under Roles, select the role of the new user. All roles have access to the user
functions (Service Instances) that are subscribed to by the Company.
Role Access to Administrative Functions
Company All of the administrative functions of Trading Grid Online,
Administrator subscribed to by all Companies in his/her community. These
functions are in both the Community Manager and Account
Manager components.

ACCOUNT MANAGER
Role Access to Administrative Functions

Trading The Trading Community functions in Account Manager that are
Community Admin subscribed to by the company. These can include
■ Requesting and approving trading partnerships.
■ Defining and maintaining the AutoForwarding of messages.
■ Setting up and maintaining the AutoCopy distribution lists.
Account User None. This user does not have access to any of the
administrative functions in Account Manager.
Account All of the administrative functions in Account Manager that are
Administrator subscribed to by his/her Company. These include:
■ Maintenance of the Company Profile.
■ Inviting or setting up, and maintenance of, Company users
(User Management).
■ Administration of the Trading Community and its
distribution list.
■ Subscription modification.
■ Service Configuration, which can include:
■ Setting up and maintaining mailbox information
■ Defining and setting company or mailbox rules and
alerts
■ Mailslotting
■ Monitor Billing invoices.
■ Define or update the company Password Policy.
Service The Service Configuration functions in Account Manager that
Configuration are subscribed to by his/her Company.
Admin
Trading Only the Trading Community function of approving trading
Partnership partner relationships (EDI to EDI).
Approver
AutoForward Only the Trading Community function of setting up and
Administrator maintaining AutoForward partnerships.
AutoCopy Only the Trading Community function of defining and
Distribution List maintaining AutoCopy distribution lists.
Administrator
8 Click Next Step.

9 On the Step 3: Review page, carefully review the information, especially the
Service Selection instances and options.
10 Do the following:
a To make any changes, scroll down and click Previous Step.
b Return to the applicable step and make your changes.
c Click Next Step to return to this page.
11 Click Submit to enter the person into Trading Grid Online.
Note: If you do not enter data for all required fields, Submit is de-activated.
If you do not yet want this person activated in Trading Grid Online, click Save
to save the data you entered. The user appears in the Users list with an
Incomplete status. You can activate the user later.

ACCOUNT MANAGER

The user created displays in the User List. .
13 Repeat these steps for each user you need to create.

See also
■ “To modify user data”
■ “To activate, deactivate, or delete a user”
Modify User Data

To modify user data
2 In the section that expands, click Uses.
3 Find and select the applicable user from the list.
Important: You can only select a user with an Active or Inactive status.
■ Click Actions > Update.
■ Click the applicable User Name.
The User Information page opens.
5 Change the applicable information.
6 Click Service Privileges tab to change the users package(s) or roles.
See User Role definitions in “Create Company User Accounts” on page 313.
7 Click Update to enter save and activate the changes.
Note: Update is inactive if you did not enter data into all required fields. To
permanently remove the user and all their data from Trading Grid Online, click
Delete.
Activate, Deactivate, or Delete a User

You can activate, deactivate, or delete users one at a time or in groups. When you
select multiple users, you can only perform one of the three actions. For example,
five users are selected for activation only.

ACCOUNT MANAGER
To activate, deactivate, or delete a user

1 Select the user(s).
2 From the Actions drop-down list, select:
■ Activate to authorize the user to access Trading Grid Online.
■ Deactivate to temporarily prevent the user from using Trading Grid

Online.
■ Delete to permanently remove the user and all their data from Trading
Grid Online.
3 Click Yes.
Invite Company Users

You can easily create and send reusable invitations that invite the user to register.
Important: If you do not “Create Company User Accounts” on page 313 in
Trading Grid Online, you must send them an invitation to register on Trading Grid
Online.
Topics include:
■ “Invitation List” on page 318
■ “Create an invitation” on page 319
■ “Modify Invitation Details” on page 320
■ “Send or Resend Invitation” on page 321
■ “Approve Invited Users” on page 321
Invitation List
When you click the Invitation List link, the Invitation List page opens. This area
lists all the invitations that you created, and for each invitation, displays the
Field Description
Invitation Name ■ Name given to that invitation when it was created.
Invitation Type ■ Generic — A generic invitation is a reusable invitation for
sending to one or more recipients. Each recipient has the same
Invitation Code.
■ Unique — A unique invitation is a one-time invitation that you
send to one or more recipients. Each recipient has a unique
Invitation Code, enabling you to easily track each recipient's
response.
Status ■ Saved — The invitation has not yet been sent.
■ Active — Invitees can now register using this Invitation Code.
■ Expired — The Invitation Code within the invitation has
expired.
■ Terminated — The invitation is inactive. That is, nobody can
register with this Invitation Code.
Expiration Date ■ Date that the Invitation Code in the invitation expires.
Creator ■ Name of the person who created the invitation.

ACCOUNT MANAGER
Create an invitation
To create an invitation
2 In the section that expands, click Invitation List.
3 Above the Invitation List, click Actions > Create Invitation.
The On the Step 1: Invitation Details page opens.
Field Description
■ Unique if this is an invitation that you are sending
one time to a specific recipient or group of recipients.
A unique Invitation Code is assigned to each
recipient.
■ Generic if this is an invitation that you send multiple
times to different recipients. The Invitation Code is
the same for all recipients.
Registration Status Enter the email address(es) of the people who want or
Notification need to be kept up-to-date of the invitee's registration
status, e.g., if they registered, if the registration was
approved.
Approval Type After an invitee (prospective user who receives the
invitation) receives this invitation and registers on Trading
Grid Online, the invitee must be approved before the user
can access Trading Grid Online. Select either
■ Manual if you want the Approver to individually
approve or reject each invitee that registers. We
strongly recommend this option for all Generic
invitations because the invitation code in a generic
invitation is not specific to any one recipient, and
could be distributed to unintended registrants.
■ Automatic if you want Trading Grid Online to
automatically approve each invitee for you. We
recommend that you select this option for any
invitation sent to a single recipient, because then the
recipient can begin using the service as soon as they
respond to the invitation.
Expiration Date The final date Trading Grid Online accepts the invitee's
registration; this is the date the Invitation Code supplied
Notes Enter up to 4,000 characters of explanatory information
that is for your use only — the invitee does not see this
information. Trading Grid Online truncates anything over
4,000 characters; check the Count Characters box that
displays to ensure you stay within the 4,000 limit.
5 Click Next Step.

On the Step 2: Service Privileges page opens.

ACCOUNT MANAGER
6 Select the subscription package(s) and the options (privileges) for each
package you want the user to have.
By default, all options are selected for any Subscription Package that you select.
7 Click Next Step.
The Step 3: Recipient Details page opens.
8 Do any of the following:
■ Enter the recipient details now.
Field Description
Email Address(es) Type the recipient(s) address(es).
Separate multiple addresses by a semi-colon (;), comma (,), or a
blank space.
Email Language Select the language of the invitation text.
Email Content Invitation text. Do the following:
1 Click the Edit from Template link.
2 Change the text (in the new page).
3 Click Submit to use that text for the invitation.
■ Save the invitation and enter the details later.

Note: You cannot send the invitation without the recipient details.
Enter the
9 Click Next Step.
10 On the Step 4: Review page, do the following:
a Carefully review the information, especially Service Selection packages and
privileges.
b To make changes, click Previous Step and return to the applicable step
and make your changes.
c Click Next Step to return to this page.
The invitation appears in your “Invitation List” on page 318 with a Saved
status. You can send the invitation later.
■ When you complete Step , click Send Now to send and save the invitation.
The invitation appears in your “Invitation List” on page 318 with an Active
status.
Modify Invitation Details

You can modify invitations according to the following rules:
The invitation Status must be Active or Saved.
■ If the Invitation Type is Generic, you can modify the Recipient Details fields only.
For example, you might want to send this specific invitation to another group of
invitees.
■ If the Invitation Type is Unique, you can modify the Email Content field only. For
example, you might want to send a follow-up reminder to the invitee(s).

ACCOUNT MANAGER
To modify an invitation
3 Find the applicable invitation in the list.
Note: You can only modify an invitation with an Active or Saved status.
4 Click the name of the invitation.
5 Modify the invitation. Note the following:
■ For a Generic invitation, you can only modify the Recipient Details
fields.
■ For a Unique invitation, you can only modify the Email Content field.
The invitation appears in your “Invitation List” on page 318 with a Saved
status. You can send the invitation later.
■ To save and send the invitation, click Send Now.
The invitation appears in your “Invitation List” on page 318 with an Active
status.
Send or Resend Invitation

You can send any invitation with a Saved status; you can resend any invitation
with a Unique invitation type and an Active status.
To send or resend invitations

3 Find and select the applicable invitation(s) in the list.
4 Above the User Invitations list, click Actions > Send/Resend.
Approve Invited Users

After the Invitee receives the invitation he or she must register before the Invitee
appears on the Invited Users list. After the Invitees are on this list, someone must
approve them as users of Trading Grid Online, before they can access the service.
When you click the Invited Users link, the Invited Users list page opens. This
area lists the people that responded to your invitations and have registered. These
people are waiting for someone to approve them as users of Trading Grid Online.
For each person, the list displays:
Field Description
Approval Status Everyone in this list has a Pending status. After you approve or reject
a user, that user is eliminated from this list.
User Name Click the name to see more information about the user.
Request Type What the invitation is for; for example, User Registration.
Role The user's role as defined by your community; for example,
Administrator.
Invitation Name Name of the invitation sent to this person. Click the name to see the
invitation contents.

ACCOUNT MANAGER
Field Description
Inviting Company Name of the company that sent the invitation.
Tracking ID ID the user was assigned upon registration completion. This ID
might be used to track the status of a registration; for example, if it
is still pending approved.
Date Registered Date the person submitted their registration data.
To approve or reject an invitation

2 In the section that expands, click Invited Users.
3 Find the applicable user(s) in the list.
The default Approval Status for each user is Pending.
4 For applicable user(s), change the Approval Status to Approve or Reject.
5 Above the Users listing, click Actions > Submit.
A confirmation page opens showing your selections.
Note: For any Invitee you Reject, you must enter an explanation in the
Reasons for Rejection box.
6 Carefully review the confirmation page, click Actions > Confirm.
Trading Grid Online immediately generates and sends an email to each invitee,
notifying them of your approval or rejection.
Important:
■ After you reject or approve a user, Trading Grid Online removes that person
from the Invited Users List.
■ If you approved the invitee, that person now appears in your “User List” on
page 313.
■ If you mistakenly approved a user, you can delete the user from Trading
Grid Online.
■ If you mistakenly rejected a user, you must either resend the invitation or
create and send a new invitation, and the user must re-register.
User Action History

This is an audit log that provides a history and accounting log of activities
performed by each company user. Querying capabilities let you find activities based
on various search parameters and view detailed information on their history.
You can search for activities by:
Field Description
User Select from the drop-down list showing all users in your Company.
Date/Time Range Select either a specified range or a “last number of days” option.
Action Code Select from a comprehensive drop-down list.
Details Enter text into the box; for example, an ILOG number.
Service Enter the complete internal ID number of the session.

ACCOUNT MANAGER
Trading Relationships
You can filter your search results by

Field Description
User Name Enter the complete name of the user.
Note: There is one additional entry for OpenText Client Services,
which filters to all act-on-behalf-of entries.
Session ID This filter is for a OpenText Client Services help desk associate to
help you with any problems. A session ID number is assigned to you
when you log in and determines which actions were performed
within the user session.
Action Code Enter the applicable Action Code.
Service Enter the complete internal ID number of the session.
Impersonated User This filter is for a OpenText Client Services help desk associate to
help you with any problems.
To access user action history

1 On the Account Manager tab, click User Management.
2 The page expands.
3 Click User Action History.
The User Action History page opens.
Important: Trading Relationships are handled differently.
This section describes the company’s Trading Partner Relationships. A Trading
Partner Relationship defines the unique relationship between your company and a
business trading partner for each type of document you send or receive
electronically. This means that you could define several different Trading Partner
Relationships for each business partner. A trading partner relationship identifies
who and where they send documents to and receive documents from within the
Trading Community.
There are several types of trading partner relationships you can set up.
Topics include:
■ “For Intelligent Web Forms (IWF) Users only”
■ “For IWF Users only”
■ “About your Trading Community”
■ “Current Trading Partner List”
■ “Standard Trading Partnership” on page 326
■ “Open Trade Partnership” on page 330
■ “AutoForward Partnership” on page 333
■ “AutoCopy Partnership” on page 336

ACCOUNT MANAGER
Trading Relationships 11
For Intelligent Web Forms (IWF) Users only
For IWF Users only

Your Trading Partnerships were defined when you registered or by your Community
Manager. Use the Trading Community page to search for, view, modify, or remove
Trading Partner Relationships.
Search for Trading Partners

To search for a specific Trading Partner
See the “Search for Trading Partners” on page 324.
View Trading Partner Data

To view trading partner data
1 On the Account Manager tab, click Trading Community.
2 Click Company Name.
Details for the Trading Partner display.
Remove a Trading Partner Relationship

To remove a trading partner relationship
2 Scroll through the list of companies or search for the applicable trading partner
company.
3 Click Select next to the applicable company.
4 Click Actions > Delete Partnership.
Important: After you delete a partnership, Trading Grid Online:
■ Removes all associated forms, maps, templates for the trading partner.
■ Retains all the received and sent documents or files until they expire.
Create a New Trading Partner Relationship

To create a new trading partner relationship
1 You must contact Technical Support.
2 Click (Contact) icon to contact technical support by email, telephone, or online
chat.
About your Trading Community

Trading Grid Online allows you to create and manage trading partnerships by
providing three types of partnerships.
■ A Standard Trading Partnership is where you send (and receive) transactions
with that Trading Partner only. After you set this up, you can then:
■ Automatically forward documents you receive from this partner to other
users using a distribution list.

ACCOUNT MANAGER
■ Automatically send a copy of documents you send to this partner to other

users via a distribution list.
■ An Open Trade is where you can send (and receive) transactions with any
Trading Partner within Trading Grid Online. This is the simplest and most
convenient trading type in that you can trade with other “open” traders without
having to set up any trading partnerships. An Open Trade
■ Allows you to exchange documents with any Trading Partner that requests
to trade with you at that EDI address.
■ Enforces a 50-50 split billing process. This means your company pays for
all the transactions that you send and the receiver's company pays for the
transactions that you receive and for the storage of that mailbox.
■ A Group Trade is a partnership set up between you and a group EDI addresses
and then send a copy of documents that you send to this Group to other
partners using a distribution list. If you set up an Open Trade, the EDI address
that you specify can send (and receive) interchanges to any trading partner
within Trading Grid Online.
Current Trading Partner List

To see a listing of the your current trading partners
1 Click the Account Manager tab in Trading Grid Online.
The Trading Community page opens.

ACCOUNT MANAGER
This page displays two listings. The Trading Partners list displays the current
partnerships and the following information for each Trading Partnership.
Column Description
Mailbox Number The mailbox number(s) associated with this role and partnership.
Trading Partner Identification of the Trading Partner.
Partner VAN The network used in this partnership.
Partner EDI The EDI addresses of both your company and the Trading Partner.
Address Click the Trading Partner EDI Address to see information about the
Your EDI Address partnership.
Your Role Whether you are a Sender of interchanges or a Receiver of
interchanges. If you Send and Receive documents with this trading
partner, two partnerships display for this Mailbox number and trading
partner.
Partnership Type Type of partnership, where
■ AutoCopy means that Trading Grid Online automatically sends
one interchange to multiple receivers.
■ AutoForward means that Trading Grid Online automatically
forwards interchanges that the you receive to another Trading
Partner EDI Address(es).
■ Normal refers to any standard Trading Partnership setup.
Status Current partnership status, where
■ Approved means that the trading partnership is currently
active.
■ Pending Partner Approval means that the Trading Partner
has not yet responded to the trading partnership request.
The second listing, the Open Tradings list, displays the EDI addresses that have
open trading.
Standard Trading Partnership

A standard trading partnership is set up so you can send (and receive) transactions
with one specific trading partner. This partnership can then be further defined to:
■ Automatically forwards documents they receive from this partner to other users
■ Automatically sends a copy of documents sent to one partner to other users
To request a standard trading partnership.


ACCOUNT MANAGER

Partnership.
The Step 1: Trading Partner Details page opens.

ACCOUNT MANAGER
3 In the Partnership Information section, enter the following information:

Field Description
Partner EDI Do the following:
Address If necessary, click Trade with Specific Partner.
In Partner VAN, do one of the following:
■ Select GXS if trading partner is on the Trading Grid Online
network.
■ Select Interconnect if trading partner is on another VAN
service.
In Partner Address, enter the trading partner’s EDI address.
Your EDI Address Do one of the following:
■ Click Single. Type your EDI address or click Browse and
select the address.
■ Click Multiple. Click Browse and select the address.
Your Role Click Sender and/or Receiver check boxes based on your
role(s) in the trading partner relationship.
If you select both Sender and Receiver, Trading Grid Online
creates two partnerships for this Mailbox number and trading
partner.
Your Alias Type a name that represents you to the trading partner.
4 In the Billing Information section, select the billing option established by you
and the trading partner.
5 Click Next Step.
■ If you entered an Interconnect EDI Partner Address in Step 3 which
does not currently exist in Trading Grid Online, a message displays.To add
the EDI partner address, continue with the following three steps.
1 Click the Add Partner Address link.

ACCOUNT MANAGER
The Add Interconnect Partner EDI Address page opens.

Field Description
Partner EDI Type trading partner’s EDI address.
Address
Interconnect Name ?
Use Select drop-down list to select the Interconnect Name.
Company Name Type trading partner’s company name.
Contact First Name Type trading partner’s contact information.
Contact Last Name Type trading partner’s contact information.
Contact Phone Type trading partner’s contact phone number.
Number
3 Click Submit.
Note: The Step 2: Review page opens.
8 Click Submit.
The Trading Partnership Request Complete page opens.
The Trading Partnerships list page opens. The new partnership displays in the list
with a type of Normal and a status of Pending Partner Approval.

ACCOUNT MANAGER
To approve or reject, view, modify, or terminate a Standard

Partnership
You can only modify the billing information. To modify other partnership details,
you must first delete the current partnership and then create a new partnership
with the correct details.
2 In the Trading Partnerships listing, select the partnership to approve, reject,
view, change, or terminate.
3 Do any of the following that apply.
To . . . Do this . . .
Approve partnership Click Actions > Approve Partnership.
The partnership status changes to Approved.
approved.
Reject partnership Click Actions > Reject Partnership.
The partnership status changes to Rejected.
rejected.
Terminate partnership Click Actions > Delete Partnership.
View or modify Click Actions > View/Modify Partnership.
partnership The Trading Partnership Details page opens.
Note: You can only modify the billing information. To modify
other partnership details:
Delete the partnership.
Create a new partnership with the correct details.
Change partnership To change Partnership to AutoForward, see “AutoForward
type Partnership” on page 333.
To change Partnership to AutoCopy, see “AutoCopy Partnership”
on page 336.
4 Click Save.
Open Trade Partnership

An open trade partnership allows you to send (and receive) transactions with any
trading partner within Trading Grid Online. Trading documents and/or files with
other “open” traders does not require a formal partnership setup. An Open Trade
Partnership:
■ Allows you to exchange documents with any trading partner that requests to
trade with you at that EDI address.
■ Enforces a 50-50 split billing process, which means your company pays for all the
transactions that it sends, and the receiver's company pays for the transactions
that you receive and for the storage of that mailbox.
To request an open trade partnership


ACCOUNT MANAGER
2 In the Open Tradings section, do any of the following that apply:

Partnership.
The Step 1: Open Trading Details page opens.
3 In the Partnership Information section, enter:

■ Your EDI Address — Type your EDI address or click Browse and select
it.
■ Your Role — If you expect to send and receive interchanges, click
Receiver check box.
4 Click Next Step.

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5 Do the following:
6 Click Submit.
The Open Trading Request Complete page opens.
The Trading Partnerships page opens displaying the new partnership in the Open
Tradings listing.
For each open Trading, the listing displays:

■ Your EDI Address — Click the EDI Address to see information about the
partnership.
■ Your Role — Displays your role in the partnership; Sender of
interchanges or Sender and Receiver of interchanges.

ACCOUNT MANAGER
To view, modify, or delete an open trade partnership

3 In the section that expands, click Trading Community.
4 In the Open Tradings listing, select the partnership to view, change, or
terminate.
Action Do this
Delete Open Select the partnership, click Actions > Delete Open Trading.
Trading The partnership is removed from the listing.
(partnership)
View/Modify Open 1 Select the partnership, click Actions > View/Modify
Trading Open Trading.
2 View the partnership information.
Note: Only the billing information can be modified. To
modify other partnership details, the partnership must be
deleted then recreated with the correct details.
3 Make changes to the billing information.
6 Click Save.
AutoForward Partnership
A group trade partnership allows you to set up a partnership between the yourself
and a group EDI address. Trading Grid Online then sends a copy of each document
that you send to this Group to the other partners in the Group via a distribution list.
The AutoForward partnership feature automatically forwards interchanges that you
receive to another EDI Address. For example, a large department store sends
Purchase Orders to you. Your Sales organization requires a copy of the POs, but
the department store does not sent the POs to them. The AutoForward feature
automatically forwards the Purchase Orders to the Sales organization on your
behalf.
With AutoForwarding, the data flows as follows between trading partners. PartnerA
sends to PartnerB. OpenText then AutoForwards the data from PartnerB to
PartnerC. In this scenario, before an AutoForward partnership is set up, there must
be active trading partnerships between:
■ PartnerA and PartnerB
■ PartnerB and PartnerC
Use the AutoCopy feature to send one interchange to multiple receivers. First,
create a Distribution List which has its own valid EDI address. Then send an
interchange to the receiver EDI address, which is the Distribution List. Trading Grid
Online sends a copy of the interchange to each member in the Distribution List.
Before setting up an AutoCopy Distribution List, active trading partnerships
between the sender's EDI address and each of the EDI addresses defined in the
Distribution List must be set up. A partnership between the sender's address and
the Distribution List EDI address is not required.
Important: See “AutoForward Implications” on page 334.

ACCOUNT MANAGER
AutoForward Implications
With AutoForwarding, the data flows as follows between trading partners. PartnerA
sends to PartnerB. OpenText then AutoForwards the data from PartnerB to
PartnerC. In this scenario, before an AutoForward partnership is set up, there must
be active trading partnerships between
■ PartnerA and PartnerB
■ PartnerB and PartnerC
Based on this scenario described:
■ When data is AutoForwarded from PartnerB to PartnerC, PartnerC sees the data
coming from PartnerB, not PartnerA.
■ When PartnerA sends an interchange to PartnerB, PartnerA's address is in
the sender's position of the interchange header, and PartnerB's address is
in the receiver's position.
■ When OpenText AutoForwards the data, PartnerB's address is placed in the
sender position of the interchange header and PartnerC's address is placed
in the receiver position. This is because Partner A did not send to PartnerC;
PartnerB did. Therefore, the data received by PartnerC must show that
PartnerB sent it.
■ OpenText sends a copy of the interchange from Partner B to PartnerC. Most
likely PartnerC creates a Functional Acknowledgment (or control message)
and sends it back to PartnerB. Unfortunately, since PartnerB's EDI
Translator software did not send the original document to PartnerC, it does
not know how to reconcile the FA.
■ It is OpenText policy that after data is put on the network it becomes the
property of the receiver. Therefore, only the original receiver (PartnerB) can
request an AutoForward partnership.
Both senders and receivers can set up AutoForwarding partnerships.
Note: For an AutoForwarding partnership established by the sender on the
sender's account, Trading Grid Online does not inform the receiver about the
partnership, and vice versa.
Set up an AutoForward Partnership

Important: Before setting up an AutoForward partnership, Trading Partnerships
must exist and be approved between:
■ The address that sends the interchanges and the address that receives the
interchanges.
■ The address that receives the interchanges and the address to which you want
to forward the interchanges.
To set up AutoForwarding
Partnership.

ACCOUNT MANAGER
4 Click Actions > Create AutoForward Partnership.

Note: If no listing displays, click Create AutoForward Partnership again.
The Create AutoForward Partnership page opens.
5 In the AutoForward EDI Address section, enter the following:
■ Sender EDI Address — Address from where the interchanges are sent.
■ Your EDI Address — EDI address that receives the interchanges that you
forward.
■ AutoForward EDI Address — EDI address to which the interchanges
(that are sent from the Sender EDI Address to Your EDI Address)
should be autoforwarded.
Note: Use Search to search and select specific addresses. Click Search by
Company to display a pop-up to enter a partial or complete name, then click
Search. To view a listing of all companies, click Search without entering any
search criteria. Then click the company name, and if applicable, select an
address.
6 To forward only specific document types, in the Document Type section,
select the appropriate Envelope Type.
The page refreshes displaying all associated document types in the Available
Document Types area.
■ To select one document type, select the type then click Add.
■ To select multiple document types:
1 Press Ctrl and select the types.
2 Release Ctrl, and click Add.
■ To select all document types, click Add All.
The selection displays in Selected Document Type area.
8 To remove document types:
■ Select the type(s) and click Remove.
■ To remove all types, click Remove All.
A confirmation message displays. The AutoForward Partnership is created.
10 Use the AutoForward Partnerships page to view this new partnership.
To view, modify, or terminate an AutoForward Partnership

2 Find the applicable company, and click the name.
Partnership.
The AutoForward Partnership listing opens.

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Action Do this
Delete Partnership 1 Select the partnership, click Actions > Delete.
The confirmation message displays.
2 Click Yes.
View/Modify Only Document Types are modified. To modify an EDI address,
Partnership you must delete the current partnership, then create a new
partnership with the correct EDI address.
To add a document type to be forwarded:

2 Locate Available Document Type area and do one of the
following:
■ Select one document type then click Add.
selecting document types. Release Ctrl and click Add.
■ Select all document types by clicking Add All.
Your selection displays in the Selected Document Type
area.
To stop a document type from being forwarded:
2 Locate the Selected Document Type area and do one of
the following:
■ Select one document type then click Remove.
selecting document types. Release Ctrl and click
Remove.
■ Select all document types by clicking Remove All.
AutoCopy Partnership
The AutoCopy Partnership is a group trade partnership that you set up between
yourself and a group EDI address. Trading Grid Online then sends a copy of each
document you send to this Group to other partners using a distribution list. This
partnership is similar to the AutoForward Partnership. See “AutoForward
Partnership” on page 333.
The AutoCopy feature allows you to send one interchange to multiple receivers.
This is done by creating a distribution list that has its own valid EDI address. So
when you send an interchange to the receiver EDI address (the distribution list),
Trading Grid Online sends a copy of the interchange to each of the members in
that distribution list.
Before an AutoCopy Distribution List is set up, there must be active trading
partnerships between the sender's EDI address and each of the EDI addresses in

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the Distribution List EDI address. A partnership between the sender's address and
the Distribution List EDI address is not required.
Important: See “AutoCopy Implications” on page 337.
AutoCopy Implications
When sending EDI data, the Distribution List is the receiver EDI Address for your
data. When Trading Grid Online processes the interchange, the Distribution List
address is removed from the data and is replaced by an EDI Address from the
distribution list. This process is repeated for each address in the list.
The sender might not be able to reconcile Functional Acknowledgements. The
sender's software typically expects FAs back from the address used in the
outbound data (the distribution list), but the FAs do not come back to the sender
from the distribution list address. They come from the trading partner addresses.
Either the original receivers must prevent FAs being sent back to the sender, or the
sender has to turn off FA reconciliation.
Use AutoCopy with AutoForward

This feature can also be used in conjunction with an AutoForward partnership.
When used with AutoForwarding, the data flows as follows between trading
partners. PartnerA sends to PartnerB. OpenText then AutoForwards the data from
Partner B to PartnerC. Extending this scenario, you can use a distribution list that
you create as the PartnerC address in the AutoForward setup. This enables you to
AutoForward documents from PartnerA to multiple PartnerCs, where each PartnerC
is defined within the distribution list.
An AutoCopy Distribution List

To create an AutoCopy distribution list
Distribution List.
4 Click Actions > Create Distribution List.
Note: If no listing is displayed, click Create Distribution List.
The Create Distribution List page opens.
Field Description
Mailbox Number Type the number of the Mailbox that receives the interchanges.
Distribution List Type the EDI address that receives the interchanges Trading Grid
Address Online copies and sends.
Member EDI Type the EDI addresses to which Trading Grid Online should send
Addresses the copied interchanges.
To add more than 10 addresses, scroll to the bottom of the page,
then click Add.
Primary Billing Select Primary Billing Address if this EDI address is the
Address primary billing address.
Otherwise, leave this item un-selected.

ACCOUNT MANAGER

A confirmation message displays. The AutoCopy Distribution List is created.
7 Use the AutoCopy Distribution List page to view this new partnership.
To view, modify, or delete an AutoCopy Distribution List

2 Find the applicable company, click the name.
Distribution List.
The Autocopy Distribution List page opens displaying all the listing information
including:
■ Mailbox Number — Mailbox that receives the interchanges.
■ Distribution List Address — EDI address that receives the interchanges
Trading Grid Online copies and sends.
Action Do this
Delete 1 Select the distribution list, click Actions > Delete.
2 Confirm the deletion.
The distribution list is removed from the listing.
View/Modify 1 Select the distribution list, click Actions > View/Modify.
2 View the distribution list information.
Note: Only the Member EDI Address information can be
modified. To modify other distribution list information, the
distribution list must be deleted then recreated with the
correct details.
3 Make the changes to the list.
■ To modify a Member EDI Address, delete it, and then
add the correct one.
■ To delete a Member EDI Address, select it, then click
Actions > Delete.
The address is removed from the list.
■ To add a new Member EDI Address, type the address
in Add Member EDI Address, then click Add.
■ To specify whether an address is the primary billing
address, select or deselect the Primary Billing Address
option.
5 Click Save.
The Subscription page displays your current subscription details. From this page
you can view or change your GXS subscriptions (see “To view or update your
subscription” on page 339).
Important: Because of the many new and existing Trading Grid Online functions,
GXS recommends you work with your GXS Representative to modify your
company’s subscription package.

ACCOUNT MANAGER
Company Subscription
Company Subscription
To view or update your subscription
1 Click the Account Manager tab > Subscription > Current Subscription.
2 If necessary, select the applicable mailbox.
3 Click Actions > View Subscription or Change Subscription Options,
whichever is applicable.

This section describes how to configure an EDI mailbox. The procedures describe
how to:
■ Update the EDI mailbox information.
■ Add other EDI addresses to mailboxes.
■ Specify data retention.
■ Select reports to receive.
Topics include:
■ “Configure EDI Mailboxes” on page 339
■ “Add or Delete Mailbox Addresses” on page 341
Configure EDI Mailboxes

To configure an EDI mailbox
1 On the Account Manager tab, click Service Configuration > Mailbox and
EDI Address.
The Mailbox and EDI Address Maintenance page opens displaying a listing of the
EDI Mailboxes are associated with this account.
2 To configure the mailbox options, select the applicable mailbox.

ACCOUNT MANAGER
3 Click Actions > Update Mailbox.
The Mailbox Information page for the selected mailbox opens.
4 Specify the following information.

Field Description
Mailbox Number Displays the number for the mailbox. This value cannot be
changed.
Mailbox Alias Do one of the following:
■ To add an alias for the mailbox, type the value.
Current Mailbox Do one of the following:
Password ■ To add a password for the mailbox, type the value.
Enter the current password for the mailbox.
New Mailbox To define a new password for the mailbox, type the password.
Password
Confirm New To confirm the password, type the password again.
Password

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Field Description
Trading Partner This report summarizes the transactions and interchanges sent
Transaction Report and received between you and your trading partners during the
previous month. The report lists each transaction, a description,
and the number of KCs for each trading partner.
Click Yes to subscribe to this report.
Send Meta Data Specify the number of days to retain meta information on data
Retention Period sent from your mailbox/EDI address.
Transaction Specify the number of days each transaction interchange should
Retention Period remain in your mailbox, up to a maximum of 45 days.
Note: This option might have billing implications. GXS
recommends you contract your OpenText sales representative
before selecting this option.
5 Click Save.
6 Repeat steps 2-5 for each mailbox associated with the customer account.
Add or Delete Mailbox Addresses

You can only add or delete EDI addresses. To modify an EDI address, you must
delete the incorrect address and then re-add the correct address, as specified
below.
Important: You cannot delete an EDI address if there are trading partnerships
currently associated with the address. You must check for and terminate any
associated Partnerships before deleting the EDI address. See “Terminate
Associated Partnerships” on page 343.
To add addresses in a mailbox

EDI Address.
The Mailbox and EDI Address page opens listing the EDI Mailboxes that are
associated to this account.
mailbox.

ACCOUNT MANAGER
3 Scroll down to the Add New EDI Address area and enter the information.
4 Click Add.
5 Click Return to EDI address list link.
6 Repeat Steps 2-4 to add additional addresses to the mailbox.
This completes the adding EDI addresses to a mailbox procedure.
To delete an EDI address from a mailbox

EDI Address.
The Mailbox and EDI Address page opens displaying a listing of the EDI Mailboxes
associated with this account.
mailbox.

ACCOUNT MANAGER
Important: You cannot delete an EDI address if there are trading

partnerships currently associated with the address. You must check for and
terminate any associated Partnerships before deleting the EDI address. See
“Terminate Associated Partnerships” on page 343.
3 Locate applicable EDI address.
4 In Associated Partnerships? column, click the applicable view partnership
link.
5 Select the address to delete.
6 Click Actions > Delete EDI Address.
7 Click OK.
Terminate Associated Partnerships

Before deleting an EDI address, you must first verify whether any associated
partnerships exist that reference the EDI address. If partnerships do reference the
address, then the partnerships must be terminated so the EDI address can be
deleted.
To verify and terminate associated partnerships

EDI Address.

ACCOUNT MANAGER
mailbox.
The EDI Address List page opens displaying the EDI addresses and associated
partnerships for the selected Mailbox number.
3 Locate the EDI address that needs to be deleted.

■ No link displays in the Associated Partnerships? column, close the page
and continue to “Add or Delete Mailbox Addresses” on page 341.
■ The View partnership link displays in Associated Partnerships?
column, click the link.
Identify the partnership(s) that need to be terminated then return to the
Mailbox and EDI Address Maintenance page. Continue to step 5.
The EDI Address list page opens.
6 Terminate the partnership(s).
7 Continue to “Add or Delete Mailbox Addresses” on page 341.

ACCOUNT MANAGER
Service Contacts
Service Contacts
Service Contacts is a centralized area where you define who is to:
■ Receive specific email notifications at the company level
■ Be the default contact for service messages and outages
■ Be notified as a result of the rules and alerts you later define for your
mailbox(es)
Important: All contacts to be notified as a result of rules and alerts defined in
Event Management must be set up using Service Contacts.
Topics include:
■ “Define Service Contacts” on page 345
■ “Re-Assign a Default Contact” on page 347
■ “Remove a Default Contact” on page 347
■ “View, Change, or Delete a Contact” on page 348
Define Service Contacts

To define service contacts
1 Click the Account Manager tab > Service Configuration > Service
Contacts.
The Service Contacts page opens. It lists any contacts that have been defined. For
each contact, the listing shows:
■ First and last name.
■ A list of alerts the person is contacted about (Contact Type column).
■ If the person is a Default contact. Trading Grid Online automatically
designates the Technical Contact entered in the Company Profile as the
default contact. You can change the default contact (see “Re-Assign a
Default Contact” on page 347).
■ If the person is currently active (In-Use column).
2 Click Actions, and click Add New Contact.
The Create New Contact Service page opens.

ACCOUNT MANAGER
Service Contacts 11
3 Enter the required information.
4 Optionally, select the Contact Type(s), or which contacts should receive

notification(s) in addition to service messages and outages.
Note: Based on the company’s service subscription, you might not see all the
options listed. If in doubt, check with your OpenText sales representative.
■ For Intelligent Web Forms (IWF) Users:
■ Invitation — Contact receives subsequent invitations, such as invites
for the company to connect to an additional IWF hub sponsoring new
forms. IWFS customer only.
■ Incoming Document Alert — ”Whenever a new document arrives in
your Document Inbox” rule.
■ Incoming File Alert — ”Whenever a new file arrives in your File
Inbox” rule.
■ For Trading Grid Online Messaging Service Users:
■ Arrival Alerts — ”Whenever a document interchange arrives in your
mailbox” rule.
■ FA Delinquency — ”Whenever a trading partner has a delinquent FA”
rule.
■ Inactivity Alert — ”Whenever a mailbox is inactive” rule.
■ Mailbox Error Alert — ”Whenever a mailbox processing error occurs
on an outbound interchange” rule.
Note: When you select an option for a customer contact, Trading Grid Online
automatically adds the contact to the notification list for alerts you create later.
For example, if you subscribe to and select Arrival Alert for this contact, and

ACCOUNT MANAGER
Service Contacts
define a rule to generate an alert when a partner has one or more documents
that need acknowledgment, Trading Grid Online automatically notifies this
contact. If you later delete the contact, Trading Grid Online automatically
deletes the contact from the Arrival notification list.
5 Enter the Email Address for the contact. If the address is for a pager, select
This is a Pager address.
6 Click Submit.
The Service Contact Request Complete page opens.
7 Click the Return to Service Contacts List link.
The new contact displays in the list on the Service Contact page.
Re-Assign a Default Contact

Important: You must designate one default contact who receives notifications for
service messages and outages. Initially, Trading Grid Online assigns the Technical
Contact from your Company Profile as the default contact.
To re-assign the default contact

1 On the Account Manager tab, click Service Configuration > Service
Contacts.
2 Select the contact you want to make the default contact, and click Actions >
Set as Default Contact.
Trading Grid Online reassigns the default contact from the previous person to the
one specified.
Remove a Default Contact

Important: Only one contact is the default contact.
To remove a default contact

To delete a contact that has the default role, first assign a new default contact,
and delete the previous default contact.

ACCOUNT MANAGER
Service Contacts 11
View, Change, or Delete a Contact

To view, change, or modify a contact
1 On the Account Manager tab, click Service Configuration > Service
Contacts.
2 Select the contact you want to view, modify, or delete.
Important: To delete a default contact, you must first assign a new default
contact; see “To re-assign the default contact” on page 347.
To . . . Do this
Delete the contact Click Actions, and click Delete.
View or modify the 1 Click Actions, and click View/Modify.
contact The Modify New Service Contact page opens.
2 Change the contact’s information.
3 (Optional) Change the Contact Type(s), or which contacts
should receive notification(s) in addition to service messages
and outages.
4 Based on your service subscription, you might not see all the
following options:
■ Arrival — ”Whenever a document interchange arrives in
your mailbox” rule.
■ FA Delinquency — ”Whenever a Trading Partner has a
■ Incoming Document — ”Whenever a new document
arrives in your Document Inbox” rule.
■ Incoming File — ”Whenever a new file arrives in your
File Inbox” rule.
■ Mailbox Inactivity — ”Whenever a mailbox is inactive”
rule.
■ Mailbox Outbound Error — ”Whenever a mailbox
processing error occurs on an outbound interchange”
rule.
Note: When you select an option for the contact, Trading Grid
Online automatically adds the contact to the notification list for
that alert in Event Management.
For example, if you previously subscribed to and select the FA
Delinquency for this contact, and in Event Management you
define a rule to generate an alert when a partner has one or
more documents that need acknowledgment, Trading Grid Online
automatically notifies this contact. If you later delete the contact,
Trading Grid Online automatically deletes the contact from the FA
Delinquency notification list.
4 Click Submit.

ACCOUNT MANAGER
Messaging Service Alerts and Options

Trading Grid Online lets you define the rules and policies to determine when
trading partners are compliant or non-compliant based on these rules and policies.
Compliancy or non-compliancy is reported in the Reports component under
Functional Acknowledgement Management and Transaction Alerts.
Important: Whether or not you see these alerts or options depends on if your
company has subscribed to the optional alert services (extra fee might apply). If in
doubt, check with your OpenText sales representative.
For each customer mailbox, you can set up one or more of the following:
■ Business Calendar option — The days the customer considers “working” or
“business” days for each of your EDI mailboxes.
■ Arrival Alert — When a document is placed in the mailbox, Trading Grid Online
sends the customer a message. You can request the alert for specific document
types, specific trading partners, or both. You can also route the alert to different
individuals within the customer company based on document type or trading
partner or both. This is useful for a user that checks his/her mailbox infrequently
but wants to respond to orders from key clients as soon as possible.
■ Mailbox Outbound Error Alert — If the customer sends a document to
Trading Grid Online Messaging Service and it fails to process, Trading Grid Online
alerts the customer. This enables the customer to correct the problem
immediately.
■ Mailbox Inactivity Alert — If the customer does not receive documents in the
mailbox according to a schedule that you define, Trading Grid Online alerts the
customer, allowing him to determine if a problem exists.
■ Mail Slots option — Mail slots separate documents you receive according to
business process needs.
■ Password Policy — You can impose a more restrictive password policy than
what the customer has defined.
Important: In order for the alerts to function properly, you must configure all
alerts the customer subscribes to.
Topics include:
■ “FAM Alerts and Report Options” on page 358
Define the Alerts

Important: For alerts to function properly, you must configure all alerts you
subscribed the customer to. Based on your subscription, you might need to
configure all or some of alerts.
To define customer alerts

1 On the Account Manager tab, click the applicable Customer Company Name.
2 On the Company Profile page, click Service Configuration.
3 On the left side of the Service Configuration page, click Event Management.

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Messaging Service Alerts and Options 11
From here you can define:

■ “Mailbox Error Alert” on page 356
Business Calendar
Note: Business Calendar applies only to Inactivity Alerts. If you are not defining
an Inactivity Alert, go to “Arrival Alert” on page 354 or “Mailbox Error Alert” on
page 356.

1 Open the Transaction Event and Rules and Alerts page. See “Define the Alerts”
on page 349.
2 In the Mailbox Specific Alerts section, for Rule type select Business
Calendar.

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3 Select the Mailbox to apply the calendar to, then click Configure.
4 On the Business Calendar page enter the following.

■ Working Days — Days to consider as “working” or “business” days.
Inactivity alerts process Working Days only.
■ Time Zone — Select the time zone for your community.
■ Daylight saving time observed — Select this if your community
observes Daylight Savings Time.

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■ Holidays — Days Trading Grid Online should ignore as non-Working Days.

Use any days, not only holidays. Click the calendar icon to select each
holiday date.
5 Click Save.
Repeat these steps for each mailbox.
Inactivity Alert
To create an inactivity alert
on page 349.
a From the Rule type drop-down list, select Inactivity Alert.

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The Mailbox Inactivity Alert page opens.
3 Make sure the Enable Event Rule option is selected.

Field Description
Apply the Business Select this check box to have mailbox inactivity measured only
Calendar during working hours on working day, excluding holidays, as
defined in the “Business Calendar” on page 350.
Otherwise, mailbox inactivity is measured 7 days a week.
The Range for Receiving Alerts
Start Time Enter the start time for receiving alerts.
Stop Time Enter the stop time for receiving alerts.
Time Zone Displays the time zone previously defined.
Mailbox Inactivity Alert Details

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Field Description
Inactivity Length Enter the number of hours the mailbox is inactive before Trading
Grid Online generates a notification.
Service Contacts list. See “Define Service Contacts” on page 345.
this alert, receive the alert, click the Mailbox Inactivity
click the Mailbox Inactivity Contact(s) link.
If a contact does not display in the list, you must define that
contact. See “Define Service Contacts” on page 345.
5 Click Save.
6 Repeat these steps for each mailbox.
Arrival Alert
Use this procedure to create an arrival alert.
To create an arrival alert

on page 349.
a From the Rule type drop-down list, select Arrival Alerts.
■ Click Add Arrival Alert
■ Click Actions > Add Rule.

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The Add Arrival Alert page opens.
4 Make sure the Enable Event Rule option is selected.

Field Describe
Document Type Select a Document Type for the rule.
1 Click Browse.
2 Find the document type, then click the Select check box.
The selected value displays in Document Type field.
Partner EDI Enter the partner’s EDI address.
Address 1 Click Search by Company.
■ Type a partial or complete name in the pop-up then click
Search.
■ Leave the field blank then click Search to view a listing
of all companies.
3 Click Select.
4 Select the company name and an address.
The selected value displays in Partner EDI Address field.

ACCOUNT MANAGER
Field Describe
Your EDI Address Enter your EDI address.
1 Click Browse.
2 Find the address this rule to, then click the Select check
box.
3 Click Select.
The selected value displays in Your EDI Address field.
this alert, receive the alert, click the Arrival Alerts
click the Arrival Alerts Contact(s) link.
6 Click Submit.
Mailbox Error Alert

To create a mailbox error alert
on page 349.
a From the Rule type drop-down list, select Error Alert.
The Mailbox Outbound Error Alert page opens.

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3 On the Mailbox Outbound Error Alert page, check the Enable this Event Rule
checkbox.
4 Enter the following.

Field Description
this alert, receive the alert, click the Mailbox Outbound
Error Contact(s) check box. To display the contact
information, click the Mailbox Outbound Error
Contact(s) link.
5 Click Submit.

ACCOUNT MANAGER
FAM Alerts and Report Options

The Functional Acknowledgement Management (FAM) service provides you with a
series of reports and generates notifications for delinquent FAs.
Important: For each mailbox, you must define the conditions under Trading Grid
Online should generate an email notification and report data.
Topics include:
■ “Define or Modify a Rule” on page 358
■ “Enable a Specific Rule” on page 359
■ “Disable (but Do Not Delete) a Specific Rule” on page 359
■ “Enable/Disable All Rules” on page 360
■ “Delete a Rule” on page 360
Define or Modify a Rule

To define or change a rule
2 In the section that expands, click Event Management.
3 On the Transaction Events Rules and Alerts page, in the Rule Type dropdown,
select FA Delinquency, and in the Mailbox dropdown, select your first
mailbox.
4 Click the Configure link.
5 On the Functional Acknowledgement Rules page, do one of the following:
■ To add a new rule, click Add Rule.
■ To modify a rule, select the rule, click Actions > Modify.

Important: Make sure the Enable this Event Rule option is selected. If it is
not, you cannot add or modify rule data.
6 In the Tracking Type section, select either
■ Included for Tracking — Default. Usually select this option. It includes
all transactions that meet the rule conditions.
■ Excluded for Tracking — Select this to exclude from notifications and
reports the transactions that meet the conditions in this rule. With this
option, you cannot enter any Tracking Policy conditions because they do
not apply.
7 (Optional) Enter data in the Rule Conditions section. To select a specific
Document Type for the rule, click Browse, find the type, and double-click it.
You can search and select EDI addresses. If you select a Partner EDI
Address, Trading Grid Online automatically populates the Trading Partner
field.
8 In the Tracking Policy section, you can select these options:
■ Apply the Business Calendar — Select this option to apply the rule on
"working days" as defined in your Business Calendar.

■ Functional Acknowledgement address must match original
transaction address — Select this option to exactly match addresses
between the FA and original transaction.

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9 Define the Delinquency Policy for this rule as follows:

■ Time to Delinquency — Number of hours after receipt that the Trading
Partner must acknowledge all documents or document groups.
■ Notify Contact — Specify who to notify.
Note: These are contacts in your Service Contacts list.
■ For the Default Contact to receive the alert, click the check box. Click
the Default Contact link to see contact information.
■ For the designated Alert Contact(s) to receive the alert, click the check
box. Click the Alert Contacts link to see contact information.
■ For someone else to receive the alert, select the Other check box, then
click Modify List. A list of all your service contacts displays. Select a
contact, then click Submit.
■ To remove a contact from this list, click Modify List. Deselect the
contact, then click Submit.
■ If you do not see the contact you want, define that contact using the
“Service Contacts” procedures.
10 Notify Trading Partner Contact — Select this option for Trading Grid Online
to send a notification to the Trading Partner.
11 Define the Escalation 1 policy, that is, the action to take when the Time to
Delinquency expires. Time for Delinquency is the number of hours the
Trading Partner has to acknowledge the document(s) before Trading Grid
Online again escalates it.
12 Specify the contacts to notify for this escalation.
13 Define the Escalation 2 policy, that is, the action to take when the Escalation
1 Time from Delinquency expires. This Time for Delinquency is the
number of hours the Trading Partner has to acknowledge the document(s)
before Trading Grid Online escalates it for the final time.
14 Specify the contacts to notify for this final escalation.
15 Click Submit.
Enable a Specific Rule

To enable a rule
1 Click Service Configuration. In the section that expands, click Event
Management.
2 On the Functional Acknowledgement Rules page, select the rule
Note: Its status must Disabled.
3 Click Actions > Modify.
4 Deselect the Enable this Event Rule option.
Disable (but Do Not Delete) a Specific Rule

To disable a rule

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Active Document Status Alerts 11
2 Click Event Management.

3 On the Functional Acknowledgement Rules page, select the rule.
Note: Its status must Enabled.
4 Click Actions > Modify.
5 Deselect the Enable this Event Rule option.
Enable/Disable All Rules

To enable or disable all rules
2 On the Functional Acknowledgement Rules page, in the Functional
Acknowledgement Rules dropdown, select one of the following:
■ Turn on all rules to enable all rules
■ Turn off all rules to enable all rules

3 Click OK. The page redisplays showing the new status for all rules.
Delete a Rule
To delete a rule
2 On the Functional Acknowledgement Rules page, select the rule.
4 Click OK.
Active Document Status Alerts

For outbound transactions, the company administrator can set up email status
alerts that indicate key events — such as message receipt, processing, delivery, or
extraction by a Trading Partner — associated with files and documents moving
through the GXS environment.
Topics include:
■ “Define an alert” on page 360
■ “Active Document Data Policies” on page 362
■ “Customize Key Names/Labels” on page 363
Define an alert
To define an alert
1 Click the Account Manager tab in Trading Grid Online.
2 On the Company Profile page, click Service Configuration.
3 In the Service Configuration page, click Event Management.
The Status Alert Rules page lists alerts and whether or not they are enabled.

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Active Document Status Alerts
4 To create a new alert, click Create.

A new page opens.
5 Define the rule parameters.
Field Description
Rule Name Enter a descriptive name for the rule.
Enable Rule Make sure that this box remains checked, or the rule is
disabled.
Document Type If applicable, enter the EDI document type(s) or the
APRF for non-EDI or binary files. Optionally, click the
adjacent icon to select a document type. Standards
currently supported are ANSI X12, EDIFACT, and
Tradacoms.
Partner Address Enter the applicable EDI addresses.
My Address
Direction Specify the transaction direction relative to the address
in My Address. Select the type of direction for this
rule:
■ Sent from this address — Default. Applies to
outbound transactions.
■ Received for this address — Applies to inbound
transactions.
Do not track Event Select this option to exclude the Trading Partner from
types/Notifications all Status Alert Rules.
Order Notifications Select this option to generate alerts in the order that
[Delivery status file via Event Types are presented in the next step. Alerts are
Global Platform] delivered as a file.
If you do not select this option, alerts are generated as
the events are received, which might or might not be
in the order that events are processed.
6 Select the Event Type to send an alert for. Event types are:
Event Type Description
Accepted by GXS The file/document has been received by GXS from the
Trading Partner's system.
Mailboxed by GXS The Global Platform mailboxed the translation output
file for delivery to the Trading Partner.
Processed by GXS The Global Platform successfully processed the
customer application file with a custom script.
Translated by GXS GXS completed the translation process on the file or
document.
Extracted by my Partner The Trading Partner has extracted the document from
the mailbox or the interconnect. This event is available
only for transactions that travel through TGMS.
Received by my Partner The file/document has been delivered to the Trading
Partner's destination.
7 Enter occurrence, error, and timing information for the Event Type:

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Active Document Data Policies 11
■ Notify when this occurs — Select to generate an alert when the event is
received.
■ Notify me if there is an error or if this has not occurred . . . — Select
to notify if one of the following occurs.
■ An error.
■ The event has not occurred within a time period after a specific,
previous event completed. This is referred as a negative status. Specify
the number of minutes, hours, or days, then select the event type that
the time period refers to.
8 Enter delivery information for the Event Type:
■ Send to service contacts — Select this to send an email alert to all
Service Contacts designated to receive alerts.
■ Delivery status file via Global Platform — Select this to send an alert
file to the address specified in the Receiver field. Optionally, you can
select the Include additional details option to include more detailed
information such as document, functional group, and interchange in the
alert file.
9 Repeat these steps for each event to include in the rule.
10 Click Save.
Active Document Data Policies

Active Documents supports policy-based data access restrictions for users. Each
company can define data filter policies based on sender and receiver addresses,
document types, and other data elements, and assign users to those policies to
limit which sets of transaction data they can view and work with in Active
Documents.
To define an Active Documents data policy

1 Click Service Configuration > Policy Definition.
2 On the Policy Definition Listing page, click Create.
3 On the Create Policy Definition page, enter the Definition Name and a short
Description.
4 In the Template Name dropdown, select the applicable template. The page
adds fields.
5 Enter the applicable values.
Notes:
■ You can enter more than one value in each field.
■ Separate each value with a comma.
■ Do not surround the comma with any leading or following spaces.
6 To assign users to see what this policy generates, click the Assign Users tab.
7 Click Save.

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Active Document Data Policies
Customize Key Names/Labels

You can define custom labels for your keys, then use the labels to search those
keys. Use this procedure to define key names rather than use the predefined
names.
Important: Once you define a custom key name, you must define custom key
names for ALL of your keys, as you will not see any of the system-predefined key
names.
To define a key name

1 Click Service Configuration > Custom Key Names.
2 Click Add.
3 In the Add New Key page, enter the data.
■ Level (required) — Select the applicable option:

■ Document — Data is transformed into (or from) EDI format.
■ File — Data is transformed between two custom data formats.
■ Element Name (required) — From the drop-down menu, select the
applicable element key name to replace.
Note: Existing key names are case-sensitive. Select the correct
version of the key name for your data.
■ Custom Key Name (required) — Enter a unique name to use for this key.
■ Direction (required) — Select the direction(s) when the custom key name
applies.
The remaining fields are optional. You can limit the use of the new custom key
name to one of your own addresses, and/or a specific trading partner’s
address, and/or document type. Click the dropdown to select a value.

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Active Invoice Legal Profiles 11
4 Click Save, or to add this key to the list and define a new key, click Save &
New.
Active Invoice Legal Profiles

If your company subscribes to the Active Invoices with Compliance (AIC) Active
Invoices with Compliance (AIC) service, you must define and maintain the
applicable legal profile(s), as nearly every country in the world has legislation to
regulate electronic invoicing. While these regulations are often similar in purpose,
specific requirements can vary by country. For example, data archiving
requirements vary between six and eleven years, depending on which countries
are involved with the invoice.
You must define a profile for each of your company's entities — that is, each of
your divisions, sub-divisions, branches, plants, etc. — in each country where they
have a valid Value Added Tax (VAT) or Tax ID number.
For example, a company that with headquarters in the United States, branch
offices in Italy, France, and Spain, and manufacturing plants in Brazil and Mexico
would need to define six profiles — one for each country.
A legal profile:
■ Identifies the default type of input the buyer receives.
■ Determines the period of time that invoices are available in the Invoice Archive.
■ Provides delivery options, including Secure Email Delivery.
■ Specifies contacts that receive email notifications about invoice processing.
■ Provides options for suppliers to display a logo and define additional content on
invoice input.
Topics include:
■ “Define a Legal Profile” on page 364
■ “Maintain Legal Entity Relationships” on page 375
Define a Legal Profile

You can define one or more Legal Entity profiles (sender or receiver) for a Business
Unit. A Legal Entity is the record of the unique Buyer (receiver) or Supplier
(sender) party, typically from a tax registration perspective, that exchanges
compliant invoices through AIC. This is a company or a business unit or division
within a company.
To define your legal profile(s)

1 Login into the GXS Trading Grid Online.
2 Click Account Manager tab > Service Configuration.

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3 Click Legal Profile. The Legal Profile List page opens.
Note: Depending on if you are a sender or receiver, and who you are creating
a Profile for, you might not see all of the following options or steps.
4 On the Legal Profile list page, to modify a legal profile, in the Legal Profile
Name column, click the profile, then go to the next step.
To create a new legal profile, click one of the following, which depends upon
the subscription chosen by your Business Unit.
Create Option Subscription Description
Sender AIC Sender Click if your Company is a Supplier Hub, that is, a
(Subscriber) Legal corporate sell-side organization (Hub), which is
Profile proactively planning to push compliant electronic
invoices out to its customer community, and your
Company is focused on the Accounts Receivable
benefits of electronic invoice compliance.
Receiver AIC Receiver Click if your Company is a Buyer Hub, that is, a
(Subscriber) Legal large corporate buy-side organization (Hub),
Profile which is proactively mandating electronic invoice
compliance to its Supplier community, and your
Company is focused on the Accounts Payable
benefits of electronic invoice compliance.
Create Receiver Click if your company is a Supplier to a buying
(Non-Subscriber) company that has requested compliant e-invoices,
Legal Profile but the buying company is not using GXS AIC.
Create Sender Click if
(Non-Subscriber) ■ Your company is a buying company that has
Legal Profile requested compliant e-invoices.
■ The Supplier company is not using GXS AIC.
■ You are using the Non-Sign EDI invoice
process type with this Supplier.
Non-GXS Receiver AIC Sender Click if you have a trading relationship with Buyer
Legal Profile who is not a GXS customer, but uses the AIC
service.
Non-GXS Sender AIC Receiver Click if you have a trading relationship with
Legal Profile Supplier who is not a GXS customer, but uses the
AIC service.

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The buttons to create legal profile are based on the subscription chosen by the
respective Business Unit (BU) / company, as follows.
■ Create Sender (Subscriber) Legal Profile and Create Non-GXS
Receiver Legal Profile apply to an AIC Sender subscription.
■ Create Receiver (Subscriber) Legal Profile and Create Non-GXS
Sender Legal Profile apply to an AIC Receiver subscription.
■ Create Receiver (Subscriber) Legal Profile, Create Sender
(Subscriber) Legal Profile, Create Non-GXS Receiver Legal
Profiles, and Create Non-GXS Sender Legal Profile are seen
For creating legal profile for Receivers, click Create Receiver (Subscriber) Legal
Profile.
5 On the Legal Profile as . . . page, enter or modify the data to modify or define
the profile. In the Legal Entity Information section, enter the required
information about the location of the division, plant, or other entity for the
profile.
For Legal Entity Unique ID, enter a unique combination of letters and/or
numbers. A Legal Entity is the record of the unique Buyer or Supplier party,
typically from a tax registration perspective, that exchanges compliant invoices
through AIC. This is a company or a business unit or division within a company.
For example, if Company ABC operates in three European countries and is
registered as a unique tax entity all three, it would have three legal entities in
AIC.
6 Be sure to select the Country. The Country drop-down menu has 2 sections.
■ First the COMPLIANT countries are listed. These countries have a set of
standards for doing business, as defined by its legal entity.
■ Then, the NON-COMPLIANT countries are listed. These countries have
no specific defined standards.
7 In the Contact Information section, enter at least one contact.

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8 To enter one or more of your previously defined Service Contacts:

a Click Select Existing Service Contacts.
b Select the applicable contact(s), then click Select.
9 To define a new contact:
a Enter the data for the first contact. All fields are required. Locale refers to
the preferred language of the contact, not a country.
b Click Add. This is required to save the contact.
10 Repeat the previous two steps to add additional contacts.
Note: The system assigns a Contact ID to each contact; this is an internal ID
for system use only.
Important: If you have only one contact and want to replace it, add the new
contact, make it the default contact, then remove the old contact.
11 Click Submit to save changes. Options display.
Important: GXS strongly recommends that you consult with your GXS
Account Manager before selecting the remaining options.
12 In the Signing Information section, specify the Process Type, that is, the
output format in which to deliver signed invoices. Based on the Country
selected, and the type of the Legal Profile, you will not see all of the following
options. Select an option.
Process Type Option Description
Active Invoice Archive Archives all signed and non-signed invoice documents
and related artifacts without any validation checking,
duplicate invoice number checking, or invoices sent to
a recipient.
In the Legal Entity Information section, if you
selected a NON-COMPLIANT country, you must
select this option.
Active Invoice Archive Archives all signed and non-signed invoice documents
and related artifacts without any validation checking,
duplicate invoice number checking, or invoices sent to
a recipient.
Active Invoice for Latin Applies to signed invoices in the countries of Mexico,
America with and without Brazil, and Turkey for invoice processing requiring
Duplicate Check approval from Tax authorities. This process applies
digital signatures to the invoice documents (PDF or
any other format). AIC then sends a PDF version of
the signed invoice.
This process is available with or without the duplicate
invoice number check feature for invoice documents;
select the applicable option.
Active Invoice Non Sign With Same as Active Invoice Non-sign with Human
Human Readable Image and Readable Image with a PDF “container” created to
Signed PDF container sign the invoices and then to send or archive these
invoices with their related “artifacts,” or data, via PDF
file(s).
Active Invoice Non Sign With Same as Active Invoice Non-sign with Human
Human Readable Image and Readable Image with a PDF “container” created to
Unsigned PDF container send or archive unsigned invoices with their related
“artifacts,” or data, via PDF file(s).

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Active Invoice Non-sign with Same as Active Invoice Non-signed EDI except
Human Readable Image that a PDF document (human readable image) of the
invoice is generated and sent to the recipient.
Active Invoice Non-sign with Same as Active Invoice Non-sign with Human
Human Readable Image Readable Image except that a duplicate invoice
without Duplicate Check number check is not performed on invoice documents.
Active Invoice Non-signed AIC receives only EDI invoice documents that are not
EDI digitally signed. AIC forwards the EDI documents to
the recipient after content validation.The duplicate
invoice number check feature is also performed on the
invoice documents. Duplicate checking ensures that a
Sender cannot send multiple invoices with same
invoice number within the Sender’s fiscal year.
AIC also generates:
■ Summary List — list of all transactions
performed by the customer in a day
■ Trading Partner List — list of trading partners
with whom the customer has performed
transactions.
Note: For non-signed invoices, there is an additional
requirement to maintain the Trading Partner List and
Summary List. An active relationship between two
legal entities (Receiver and Sender) is mandatory for
them to exchange invoices; otherwise the invoices are
rejected.
Active Invoice Non-signed Same as Active Invoice Non-signed EDI except
without Duplicate Check that the invoice number duplicate check is not
performed on invoice documents.
Active Invoice Sign AIC digitally signs the invoices on behalf of a Sender,
provided the Sender is also selected this Process
Type. Digital signatures are applied to the invoice
(PDF or any other format). AIC then sends a PDF
version of the signed invoice.
Active Invoice Sign with Same as Active Invoice Sign with an added
Duplicate Check duplicate invoice number check feature performed on
the invoice documents. Duplicate checking ensures
that a Sender cannot send multiple invoices with the
same invoice number within the Sender’s fiscal year.
Active Invoice Sign with Same as Active Invoice Sign with TP Report List
Duplicate Check and TP with an added duplicate invoice number check feature
Report List performed on the invoice documents. Duplicate
checking ensures that a Sender cannot send multiple
invoices with same invoice number within the Sender’s
fiscal year.
Active Invoice Sign with Same as Active Invoice Sign with a PDF “container”
Signed PDF container created to sign the invoices and then to send or
archive these invoices with their related “artifacts,” or
data, via PDF file(s).
Active Invoice Sign with TP Same as Active Invoice Sign with an added Legal
Report List Entity Relationship check that generates a list of
trading partners associated with the Sender.

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Active Invoice Sign with Same as Active Invoice Sign with a PDF “container”
Unsigned PDF container created to send or archive unsigned invoices with their
related “artifacts,” or data, via PDF file(s).
Active Invoice Validate Same as Active Invoice Sign with an added feature
that received signed invoice documents are validated
for digital signatures.
Active Invoice Validate with Same as Active Invoice Validate with an added
Duplicate Check duplicate invoice number check feature performed on
the invoice documents. Duplicate checking ensures
that a Sender cannot send multiple invoices with same
invoice number within the Sender’s fiscal year.
If you selected Active Invoice Sign, the page redisplays.
a In the Digital Signature Information section, click Select/Update

Digital Signature Information to enable the Digital Signature
Information page for selecting the Document Format / Sign Format /
Job Type for Domestic invoices (sender and receiver are in the same
country) or Cross Border invoices.
Note: The Default combination (PDF / PDF / CADEASA) is marked
with a check mark, but it must be selected to populate the Legal Profile.
Scroll down to the next section to select the combination for Cross-
Border invoices (sender and receiver are in different countries).
Scroll to the bottom and click Select to add your selections.

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b In the Signing Information - Exceptions section, specify Suppliers that

should not receive invoices for a specific Process Type. The Legal Entity
Unique ID displays the first Supplier that you do not want to receive invoices
in the selected Process Type.
For example, if a Sender (trading partner) selected the Active Invoice
Sign process type and the Receiver selected the Active Invoice Non
Signed process type, the Receiver can create an exception for the Sender by
specifying the Sender Legal Entity Unique ID (VAT / TAX Id) and then
selecting the preferred process type.
In the Process Type Documents Information Archive section, from

the a list of documents relevant for the selected exceptions Process
Type), select document types from the list. Press the Ctrl key to make
multiple selections.
Click Add. You might need to scroll to the right to see the button.
Repeat for each Supplier to make an exception for.
Note: The document selections apply to all Suppliers named in the
Process Type. To select other documents, use a different Process
Type.
c Use the Process Type Documents Information Delivery section in the
same way as the previous step.

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d The Archive Information section displays the Default Archive Period

for the country in which this entity is located. .
To disable invoice reports archiving, select Disable Archiving?

Important: This option prevents viewing invoices.
If you do not disable archiving, do one of the following.
■ Select GXS Archive as your archive. The Default Archive Period, is
based on the country of this profile. You can use the Extend to option
to extend this period for each invoice by a number of months. 
Enter your Cloud Profile Id, which is your Cloud Archive Service (TG-
CAS) identification.
If you want a URL link to access the archived files, select the Archive
Link option, and then select a Delivery Mode of Email or GXS
Supported Communication Methods in Step 14.
■ Select Customer Archive and enter your Cloud Profile Id.
13 In the Notification Type section, select the alerts and documents to deliver to
the Contacts defined in this profile.
Select as needed:
■ Invoice Copy to deliver a copy of the unsigned invoice.
■ Success Alerts (Suppliers only) to deliver a "success" email after the
invoice is successfully sent.
■ Error Alerts (Suppliers only) to deliver an "error" email if an error
occurred and the system could not deliver the invoice.

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14 In the document Delivery Mode section, for delivery of AIC-generated

documents (not yet archived) to the service contact (default contact in case of
a signed/validated document).
Note: The Delivery Mode is applicable only if your company subscribed to
the Deliver compliance package.
Select one:
■ Email to deliver the documents via email attachments. The maximum
number of document attachments delivered is 10 per email.
■ GXS Supported Communication Methods to use GXS-supported
communication methods in which the compliant invoice package is
delivered to the TGMS mailbox from where GXS can forward it to the
customer using any GXS-supported communication method, e.g., AS2, FTP,
etc.
■ Secure Email Delivery to deliver the documents via a secure link in an
email. For more information, see “Secure Email Delivery” on page 373.
■ Web Services to deliver the documents to Spain or to the Italian
Government. This applies to Non-GXS Receivers only.
For signed invoices, documents delivered are:
■ Signed/validated PDF documents.
■ Invoice copies, if selected in the Notification Type section (previous
step).
For Non-signed EDI invoices, the Summary List is delivered.
15 For the document delivery Type, select either:
■ Real Time Delivery to archive and deliver invoice-related documents
when they are generated.
■ Delayed Delivery to archive and deliver invoice-related documents after all
artifacts (for example, audit trail, summary, etc.) are generated.
Then, you can select:
■ Suppress invoice data delivery . . .? to suppress delivery of the original
file (submitted by the Supplier) to the Buyer mailbox.
■ Deliver Compliance Package to deliver all of your documents related to
an invoice. The default for this option is Delayed Delivery, which submits
the compliance packages once per day.
■ Submit compliance package as zip to deliver the artifacts as one package in
zip format.
16 (Suppliers only). In the Human Readable Format section, you can specify
that a logo or additional information display on invoices sent or received.
a In the Locale dropdown, select the language of the logo or user-defined

field.

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b To specify a logo, enter the name of the logo file or click Browse to find
and select it. It cannot be larger than 10 megabytes.
c Click Upload. The page redisplays showing the logo. You might need to
scroll down to see it.
17 (Suppliers only). To specify additional fields to appear on invoices, in the User
Defined Fields section,
a Enter the Field Label and Description. Both are required.
b Click Add to save the information. The page redisplays showing the field
you entered. You might need to scroll down to see it.
c Repeat to add additional user fields.
18 Click Submit. Your profile displays on the Legal Profile list page.
See also “Maintain Legal Entity Relationships”
Secure Email Delivery

The Secure Email Delivery option delivers the documents by a secure link in an
email sent to the person designated in the Legal Profile. The recipient downloads
the documents to the Active Invoice Archive.
Important: Documents received by Secure Email Delivery are retained for 180
days only.
The process is:
1 The Secure Email Delivery contact receives the secure email.
2 The email recipient clicks the click here link in the email. If the user is already
logged into Active Invoices, the Invoice List displays the Secure Delivered
documents. .

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3 From this page, you can do the following:
■ Filter the listing.
■ Open the Invoice Information page for the document. t

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■ Download the invoice.
Maintain Legal Entity Relationships

Important: This applies to Non-Signed EDI Invoice Trading Partners only.
Every Company that sends or receives Non-Signed EDI Invoices must maintain a
file of Trading Partners with which the invoices are exchanged in order to log and
track Trading Partner changes. The AIC search function lets you quickly find an
associated Trading Partner's legal entity profile to:
■ View — for example, to see if status or address information has changed.
■ Update by entering an end date to terminate the E-Invoicing agreement with
that Trading Partner. Terminated entity relationships remain accessible for three
years past the end date.
To find and view or update a Legal Entity Relationship

1 Log into Trading Grid Online.
2 Click the Account Manager tab.

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3 Click Service Configuration > Legal Profile. The Legal Profile page opens.
4 In the Legal Entity Relationship Search section, for the My Legal Entity
Name or My Legal Entity ID, select the entity associated with the Trading
Partner(s) to view or update.
If you are looking for a specific Trading Partner, enter that Trading Partner's
Legal Entity Name or Legal Entity ID.
5 Click Search. On the Modify Document page your document form displays the
Legal Entity Relationship Search Results.
6 To view or update Trading Partner information, in the rightmost column of the

list, click the partner’s View/Update link.

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Machine Users
7 On the Update Legal Entity Relationship page, view the information or, to
terminate the e-invoicing the agreement with that partner, enter the End Date.
Note: The End Date must be at least 1 day prior to the current date.
Machine Users
Machine user accounts are specialized accounts that allow machine-to-machine
communications for some GXS connectivity options. Unlike a personal user
account, a machine user account does not require information such as an email
address or physical mailing address. Machine user accounts are not required for all
GXS connectivity options; if no accounts are displayed, then your current
connection method does not require one.
Topics include:
■ “Add a Machine User” on page 377
■ “Update or View a Machine User” on page 378
■ “Activate or Deactivate a Machine User” on page 378
Add a Machine User

To add a machine user
1 On the Account Manager tab, click Service Configuration > Machine User.
The Machine User page opens.
2 Click Actions, and click New Machine User.
The Step 1: Machine User Create Information page opens.
3 Enter the required information, and click Next Step.
4 Select the Service Instance(s) (subscription package and privileges) for each
Service Instance you want the user to have. By default, all options are selected.
5 Select the Role of the new user, and click Next Step.

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Mailboxes and Mailslots 11
6 Review your information. To make any changes, click Previous Step.

7 Click Submit.
Update or View a Machine User

To update or view data for a specific account
2 Select the account you want to view.
3 Click Actions > Update.
Activate or Deactivate a Machine User

To activate or deactivate a specific account
2 Select the account you want to view.
3 Click Actions; then select Activate or Deactivate.
Mailboxes and Mailslots

A mailbox is an electronic storage place provided by OpenText, which allows you to
exchange data, email, and reports with Trading Partners. Each user is assigned a
unique mailbox. You can then add and set up individual mailbox slots to categorize
the information you receive, for example, by Trading Partner or document type.
Example:
Mail Slot Typical Use Category/Description
Mail Slot 1 Invoices from all standard Suppliers. These invoices get standard
handling.
Mail Slot 2 Invoices from DSD Suppliers. These invoices get priority handling.
Mail Slot 3 Invoices from Suppliers A and B. These invoices are paid via EFT.
To add and set up mail slots for your company

1 On the Account Manager tab, click Service Configuration > Mailslots.
2 Click Create Mailslot.
The Create Mailslot page opens.

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Mailboxes and Mailslots
3 Enter the Mailslot Name and Description. The text you enter should
describe the purpose of the mail slot.
4 In the Rule Definition section:

a For the My EDI Address and Document Type fields, click the adjacent
(Search) icon to find and select the applicable values, and click
Submit.
b For the Partner EDI Address(es), enter the address for the first trading
partner, and click Add.
The address displays.
c Repeat this step for each trading partner.
5 In the Associate Users section:
a Select the Company employee(s) that handle the documents in this
mailslot.
b From the User drop-down list, select the first user, and click Add.
The employee's name displays.
c Repeat this step for each trading partner.
6 Click Submit.

ACCOUNT MANAGER
Cross-Reference Tables 11
Cross-Reference Tables
Cross-reference tables are comma-delimited (.csv) files that identify fields with
specific values in EDI documents. OpenText Professional Services uploads these
tables to Trading Grid Online to replace and validate document information during
the transformation process.
You can update values in the tables, add or delete rows, and revert to previous
versions of a table. To further edit a table, you can download and then open it in a
another application such as Microsoft Excel.
Topics include:
■ “File Format Guidelines” on page 380
■ “Update values in a cross reference table” on page 2
■ “Add or Delete Rows in Cross-Reference Tables” on page 381
■ “Download Cross Reference Table as .csv Files” on page 382
■ “Upload Cross Reference Tables” on page 382
■ “Revert Cross Reference Table To Previous Versions” on page 383
File Format Guidelines

The information in a .csv file to adhere to the following guidelines:
File Name
The name of the .csv file must be in the following format:
<table_name>.csv.
Table Cell Structure

The first cell in the table must be the table name in the following format:
<table_name>.csv)
The other cells in the first row must be the header values for the table. The values
in the first column cannot be changed from Trading Grid Online.
Delimiters
Use the comma (,) character as the column delimiter.
Use the double quote (“) character as the text delimiter.
Important: OpenText recommends that you do not use a comma or double-
quote characters in the original table cell values, and do not add them in the text
you modify. If you must include a comma inside a cell, enclose the string with
double quotes in the input file.
Use a UNIX-style end of row delimiters (LF or Hex 0A).
Characters
Use the UTF-8 character set, which most Web pages support.
Currency characters, such as pound (£), yen (¥), and euro (€) can be included in
cross reference tables. They are in the UTF-8 character set.
Each cell has a character limit of 4000 characters. If more than 4000 characters are
used, the system truncates your input.

ACCOUNT MANAGER
Cross-Reference Tables
Example Format
The example below includes the table name in the first column of the first row. The
remaining columns in the first row serve as headers in the .csv file and in Trading
Grid Online:
Supplier Lookup,WholeSeller Name,Mailing Address Street,City,State,Addition Info
AX,BAXTER RAW MATERIAL,123 Central Ave.,Kansas City,Kansas,
CD,"Daltex Contractors, LLC ",225 White's Circle,Prosper,Texas,75078
MD,Southwest Supply,453 New-South Street,West Memphis,Arkansas,75126
Update Cross-Reference Table Values

To update values in a cross-reference table
1 On the Account Manager tab, click Service Configuration > Cross
Reference Tables.
2 Click the link for the table you want to update, and find the table cell you want
to update.
3 Click in the cell.
4 Type the new value.
5 Click outside the cell.
6 Click Save.
Add or Delete Rows in Cross-Reference Tables

To add or delete rows in a cross-reference table
Reference Tables.
2 Click the link for the table you want to update, and find the place in the table
where you want to add or delete a row.
3 Right-click in a table cell, and select one of the following options:
■ Add Row Above
■ Add Row Below

■ Delete Row

ACCOUNT MANAGER
Cross-Reference Tables 11

If you selected... Do this:
Add Row Above 1 In the new row, add values in each column.
Add Row Below 2 Click outside the cell.
3 Click Save.
Delete Row The row is deleted.
■ Click Save.
5 To deploy your updates, click Deploy.

6 At the confirmation message, click Yes.
7 To verify deployment has finished, click + to open the bottom of the page.
8 Click Refresh, and verify the time of the update. Click Show to view additional
information about the change.
9 To get a refreshed view of the tables, press Cross Reference Table
Summary at the top of the page.
Download Cross Reference Table as .csv Files

To make extensive edits to a table, you can download it and open it in an
application like Excel.
To download a cross reference table for editing

Reference Tables.
2 Click the link for the table you want to download.
3 Click Download, then Open or Save.
The table opens in Excel.
4 Edit the rows in the table.
5 Click Save.
6 To upload the modified table back to Trading Grid Online, go to “Upload Cross
Reference Tables” on page 382.
Note: Do not upload the original cross reference table file unless the line
endings are LF (line feed). The original files are typically uploaded by
Professional Services.
Upload Cross Reference Tables

To upload an edited cross reference table
Reference Tables.
2 Click the link for the table you want to upload.
3 Click Upload.
4 Navigate to the file you want to upload, and click Open.
5 Click Save.

ACCOUNT MANAGER
Billing
Revert Cross Reference Table To Previous Versions

If a previous version of a table is available, you can use the old table instead of one
you just modified.
To revert a cross reference table to a previous version

Reference Tables.
2 Find the table you want to revert.
3 In the Revert Available column, click Yes.
4 At the confirmation message, click Yes.
The table is automatically reverted to the previous version.
Billing
The Billing service is available to users who have billing permissions. It contains a
summary of accounts. For each invoiced bill, it lists the following information:
■ Invoice Number — Unique invoice number of your bill.
■ Invoice Date — Cut-off date of billing in a particular month.
■ Due Date — Date when the bills should be paid.
■ Customer User ID — Company name in capital letters.
■ Account Unit — Currency code that returns a value like USD (US Dollar).
■ Total Due — Payable amount in a particular month. Total amount due is the ($)
US Dollar figure.
Topics include:
■ “Configure Invoiced Bill Columns” on page 383
■ “Find an Invoiced Bill” on page 384
■ “View Invoiced Bill Data” on page 384
■ “Print Invoiced Bills” on page 384
■ “View or Download Invoiced Bills” on page 384
Configure Invoiced Bill Columns

You can configure the Invoiced Bills page to show specific columns.
To configure columns in an invoiced bill list

1 On the Account Manager tab, click Billing.
The Invoiced Bills page opens and lists all invoiced bills.
2 Click Configure and make your changes.

ACCOUNT MANAGER
Billing 11
Find an Invoiced Bill

To search for an invoiced bill
2 Click Search, and enter your criteria.
View Invoiced Bill Data

Important: To view the data, you must have Adobe Reader installed on your
computer. You can download and install the free Adobe Reader from
www.adobe.com.
To view data for an invoiced bill

2 Click the applicable Invoice Number.
3 At the prompt, select Open this file from its current location.
4 Click OK.
The Account Summary page opens and displays the bill in PDF format.
Print Invoiced Bills

To print invoiced bills
2 Click Print.
A new page displays the list. You can resize the page to view the entire list.
3 Click Print.
4 Select your printing preference, and click Print.
View or Download Invoiced Bills

To view or download the invoiced bills
2 Click either XML or CSV, depending on which format you want.
The File Download prompt opens.
3 Select Save this file to disk, and click OK.
The Save As prompt opens.
4 Locate the directory where you want to save the file, and click Save.

ACCOUNT MANAGER
Policy
Policy
The Password Policy page shows the current user password policy for a company.
You can impose a more restrictive password policy.
Initially, a Community Manager set up the password policy for all companies in the
community. If you have the Company Administrator or Account Manager role, you
can impose a more restrictive password policy.
Important: When you change the password policy, the changes override only the
fields where your policy is more restrictive than initially specified.
Topics include:
■ “Change Password Policy” on page 385
■ “Terms and Conditions” on page 385
Change Password Policy

To impose a more restrictive password policy
1 Click the Community Manager tab > Company Management > Policy.
The Password Policy page opens and displays the current user password policy.
2 Change the value in any field, and click Save.
Note: Any change in password policy forces all users at the company to
change.
Terms and Conditions

You can create custom Terms and Conditions (T&C) that display for users to read
and accept.
Follow these guidelines:
■ GXS supplies the default Terms and Conditions (T&C).
■ A custom T&C overrides the GXS Terms and Conditions.
■ Custom T&C must be approved by the GXS Administrator and GXS Legal team
before they are displayed to your users.
■ Only one custom T&C is active and displays to ALL users, regardless of their
country. That is, you cannot define country-specific Terms and Conditions. You
can, however, create a T&C with text in different languages.
■ After GXS approval of a T&C, the previously active T&C is made inactive.
■ The Terms and Conditions page displays existing T&Cs that you defined. The
status for a T&C is:
Status Description
Draft Saved T&C, which can be edited at a later point in time. Can be deleted.
Requested Pending approval by GXS. Cannot be edited, but can be deleted. Only
one T&C can have this status.
Active Last approved T&C. Cannot be edited or deleted.
Inactive T&C was previously active, but was replaced by another T&C. Cannot be
edited or deleted.
Rejected GXS did not approve this T&C. Cannot be edited, but can be deleted.

ACCOUNT MANAGER
Policy 11
From this page, you can do the following.
To view T&C details

■ Click the applicable Reference ID number.
To edit T&C details

■ Click the applicable Reference ID number. Remember, only T&Cs with a status
of Saved can be edited.
To delete a T&C
1 Select the T&C.
2 Click Delete T & C. Remember, only T&Cs with a Saved, Requested, or
Rejected status can be deleted.
To create a new T&C

1 Click Create Custom T & C.
2 Select the applicable language.
3 Enter the applicable text, using the format options in the toolbar.
4 When finished, click Save.
5 To then create this T&C in a subsequent language,
a Select the language.
b The new editor opens. Type the text in the selected language.
c Click Save.
d Repeat this step for all other languages you want this T&C to appear in. For
example, if you enter text in both English and Italian, the English version
will display to users whose default language is English, and the Italian
version will display to users whose default language is Italian.
e When finished, click Submit for Approval to request OpenText approval.

ACCOUNT MANAGER
Policy

Active Orders Classic
A
Important: This section applies to Buyers and Suppliers using the classic version
of Active Orders. If your company updated to the new version, you are currently
performing these functions in the Active Orders component.
Topics include:
■ “Active Order Alert Management” on page 388
■ “Define Alerts” on page 389
■ “Define Business Rules” on page 393
■ “Define Display Templates” on page 397
■ “Add Logos to Documents” on page 402
■ “Upload Terms and Instructions” on page 403
■ “Upload Order Closure and Retention Policy” on page 403
■ “Define Inventory Criteria” on page 404
■ “Manage Department Codes” on page 405
■ “Change Invoice Status Names” on page 405
■ “Manage Email Alerts” on page 406
■ “Field Descriptions and Terms” on page 408
Active Order Alert Management

You need to set up email alert rules for your company; that is, define the
circumstances under which you want Active Orders to generate and send an email.
For example, if you submitted an order and the supplier has not acknowledged it,
you might set up an “Overdue Acknowledgment” alert, where:
■ An email is sent every day (Frequency).
■ Orders must be acknowledged within 2 days (Threshold = 48).
■ A maximum of 4 emails are sent (Maximum number of alerts = 4).
388
ACTIVE ORDERS CLASSIC
Define Alerts
These settings mean if an order has not been acknowledged within 48 hours,
Active Orders sends the first email alert. Active Orders sends an email alert each
succeeding day until either:
■ The Supplier enters an acknowledgement.
or
■ Active Orders sends four emails.
If your company is a new user, you must select the document types you want to
display in the Message Center on the Operations Center tab.
If your company is an existing user, you might want to eliminate some document
types that currently display in the Message Center.
Define Alerts
To define alerts
1 Click the Account Manager tab > Service Configuration > Buyer Alert
Management or Supplier Alert Management.
The Business Process Manager Event Notifications (or Supplier Settings) page
opens to the Notifications tab.
2 In the top area (optional):
Field Description
Preferred Email Select the language in which you prefer to receive emails
Language
“From” email Change to represent the buying organization. The address that
address displays is the address that you made your Default Contact
when you added your “Service Contacts.”
Email Addresses Enter the email addresses for the recipients that you defined
when you added your “Define Service Contacts” who should
receive all email alerts (that you select) for all suppliers.
Note: This list should not include your buyer users; they select
the alerts they want to receive. To do so, select Other
Contacts, and click Modify List.
Frequency Enter the number of days between alerts when specifying
multiple alerts.
For example, if you enter 2, and then select to generate a
maximum of 3 alerts for Overdue Shipments, Active Orders
generates Overdue Shipment alerts over 6 days — one alert
every 2 days for a total of 3 alerts.
389 Trading Grid Online User Guide

Define Alerts
3 In the New Documents section (suppliers), enter or select:

Field Description
New Order Generate an email whenever the Buyer submits an Order to
Active Orders.
New Remittance Generate an email whenever the Buyer submits a Remittance
Advice Advice in Active Orders.
New Order Generate an email whenever the Buyer submits a New Order
Forecasts Forecast in Active Orders.
Delivery Method Whether to generate an Email or display it in the Message Center
on the Operations Center page or both. Select for each option.
4 In the Invoice section (suppliers), enter or select:

Field Description
Rejected Invoice Generate an email whenever the Buyer rejects an non-DSD
Invoice in Active Orders.
Rejected DSD Generate an email whenever the Buyer rejects a Direct Store
Invoice Delivery Invoice in Active Orders.
Delivery Method Whether to generate an Email or display it in the Message Center
on the Operations Center page or both. Select for each option.
5 In the Shipments section (buyers and suppliers), enter or select:

Field Description
New Ship Notice When a supplier submits a Ship Notice in Active Orders.
Arrival
Overdue Shipment When a supplier does not submitted a Ship Notice by your
Requested Arrival Date in the order.
■ In Threshold, enter the number of hours after the
Requested Arrival Date that you want to generate the first
alert.
■ In Maximum number of alerts, enter the total number of
alerts you want to generate.
Pending Shipment Before a shipment is due. This is a proactive alert, based on
your Requested Arrival Date in the order, that your buyers
might want to send to their suppliers as a reminder.
■ In Threshold, enter the number of hours before the
Requested Arrival Date that you want to generate the first
alert.
■ In Maximum number of alerts, enter the total number
of alerts you want to generate.
Delivery Method Whether to generate an Email or display it in the Message
Center on the Home page or both. Select for each option.
Trading Grid Online User Guide 390

Define Alerts
6 In the Invoice section (buyers), enter or select:

Field Description
New Invoice When a supplier submits a non-DSD Invoice to Active Orders.
New Direct Store When a supplier submits a DSD Invoice to Active Orders.
Delivery (DSD)
Invoice Arrival
Delivery Method Whether to generate an email or display it in the Message
Center on the Home page or both. Select for each option.
7 In the Orders section (buyers and suppliers), enter or select:

Field Description
New Order When a supplier acknowledges an order in Active Orders.
New Order When a supplier acknowledges an order in Active Orders.
Acknowledgement
Overdue Order When a supplier has not acknowledged your order within a
Acknowledgement certain amount of time.
■ In Threshold, enter the number of hours after you
submit the Order that you want to generate the first
alert.
Rejected Order When a supplier rejects an order in Active Orders.
Acknowledgements
New Commitments When a supplier generates an “order promise” committing to
the dates and quantities for the delivery of items that you
requested.
Overdue When a supplier has not entered commitment data within a
Commitments certain amount of time.
■ In Threshold, enter the number of hours after you
submit the Order that you want to generate the first
alert,
Missed Commitments When a supplier did not send the correct item quantity or ship
the items you requested according to the commitment data
the supplier sent.
Center on the Home page or both. Select for each option
selected.
8 In the Out of Stock section (buyers and suppliers), enter or select:

Field Description
Out of Stock Enter the total number of alerts you want to receive when a
product is out of stock.
Center on the Operations Center page or both.

Define Alerts
9 In the UCCEAN Prefix Code section (suppliers), enter your unique prefix
value required for the generation of UCC/EAN-128 complaint barcodes.
The UCCEAN code is the standard encoding format for barcodes.
10 In the New Order Forecasts section (buyers), enter or select:
Field Description
New Order Forecasts Track when a Supplier submits a planned material purchases.
Delivery Method Indicate how to display it in the Message Center on the
Home page.
11 In the New Credit section (buyers), enter or select:

Field Description
New Credit Track when a Supplier submits a Credit Note to Active Orders
Home page.
12 In the New Debit section (buyers), enter or select:

Field Description
New Debit Track when a Supplier submits a Credit Note to Active Orders
Home page.
13 In the Order, Invoice Mismatch Alert section (buyers and suppliers), select
the Order, Invoice Mismatch Alert to track order and invoice discrepancies,
and select what you want to base mismatches on:
Field Description
Quantity When the Order line Quantity does not match the Invoiced
line Quantity.
Unit Price When the Order line Unit Price does not match the Invoiced
line Unit Price.
Extended Price When the Order line Extended Price does not match the
Invoiced line Extended Price.
Number of Days Enter the number of days to keep the alert on the Message
Dashboard.
Center on the Home page or both.

Define Business Rules
14 In the Order, Ship Notice Mismatch Alert section (buyers and suppliers),
select the Order, Ship Notice Mismatch Alert to track order and ship notice
discrepancies, and select what you want to base mismatches on.
Field Description
Quantity When the Order line Quantity does not match the Ship
Quantity.
Unit of Measure When the type of measure for the item stated on the Order
does not match that of the Ship Notice.
Buyer Item ID When the number or code that you assigned to the line item
on the Order does not match that of the Ship Notice.
Number of Days Enter the number of days to keep the alert on the Message
Dashboard.
Center on the Home page or both.
15 Click Actions, and click Preview Alert and Notification Changes.

16 Review your settings, click Actions, and click Save to activate your settings.

To define business rules
1 Click the Account Manager tab > Service Configuration > Business
Rules.
The Business Process Manager Rules page opens.
2 Select the options you want to use:
Field Description
Default Currency Code Select the currency code that you want your item amounts based on.
Invoice Rules Select one or more of Invoice rules. For complete information, see Invoice rules in ““Field
Descriptions and Terms” on page 408.
■ Allow non-Order invoice — Select this rule to let Suppliers create Invoices that do
not have a corresponding Order.
■ Allow negative invoice quantity — Select this rule to let Suppliers create an Invoice
for a negative quantity, that is, a credit against a line item.
■ Allow Supplier to edit invoice discount terms and conditions — Select this rule
to let Suppliers change the discount terms and conditions that you specify per your
Order.
■ Allow zero tax amount for taxable items — Select this rule to let Suppliers enter '0'
as an entry in the Tax Amount field in an invoice.
■ Update the Invoice status to “Received” upon processing an
acknowledgement — Select this rule to automatically generate a Received status for
the invoice after you send back an acknowledgement that the Invoice has been
received, for example, an ANSI X12 997 functional acknowledgement. Otherwise, the
status remains Submitted.

Field Description
Fixed Price Rules Select one of the Invoice Fixed Price rules. For complete information, see Invoice rules in
“Field Descriptions and Terms” on page 408.
■ Limit invoice by Order quantity - Tolerance — Ensures Suppliers invoice you only
for a Shipped Quantity that equals your Requested Quantity plus a specified
Tolerance (percentage of your Requested Quantity).
■ Limit invoice by shipped quantity - Tolerance — Ensures Suppliers invoice you
only for a Shipped Quantity that equals the quantity shipped plus a specified
Tolerance (percentage of the shipped quantity).
■ Limit invoice by received quantity - Tolerance — Ensures Suppliers invoice you
only for a Shipped Quantity that equals the quantity you received plus a specified
Tolerance (percentage of the shipped quantity). If you select this rule, you must also
select the Limit SN received quantity - Tolerance nn % Ship Notice rule.
■ No rules — Suppliers can invoice you for any quantity.
Invoice Variable Price Select one or both of the Invoice Variable Price rules. For complete information, see
Rules Invoice rules in “Field Descriptions and Terms” on page 408.
■ Hide Order value details — Select this rule to keep Suppliers from seeing the Order
Total Amount, Unit Price, Extended Price, and Open Amount to Invoice.
■ Limit invoice by price - Tolerance — Ensures Suppliers invoice you only for an
amount that equals the Order Total Amount plus a specified Tolerance (percentage
of the total dollar amount).
Credit Note Rules Select one or more of the Invoice Credit Note rules. For complete information, see Invoice
rules in “Field Descriptions and Terms” on page 408.
■ Credit Amount can exceed Original Line Item Amount — Select this rule to let
Suppliers create a Credit Note for an amount greater than the line item amount on the
corresponding Invoice.
■ Allow Partial Credit — Select this rule to let Suppliers create a Credit Note for an
amount less than the line item amount on the corresponding Invoice.
■ Create Credit Without Invoice — Select this rule to let Suppliers create a Credit Note
that does not have a corresponding Invoice.

Field Description
Ship Notice Rules Select one or more Ship Notice rules. See Ship Notice rules in “Field Descriptions and
Terms” on page 408.
■ A Ship Notice cannot have more than one product ID or part number —
Ensures Suppliers create a Ship Notice where, for each line item entered, the part
numbers are the same.
■ A Ship Notice cannot contain line items with different Ship-To addresses —
Ensures Suppliers create a Ship Notice where all line items are shipped to the same
address.
■ A Ship Notice cannot contain line items from multiple Orders — Ensures
Suppliers create a Ship Notice for line items in only one Order.
■ A Ship Notice cannot be created with a date in the past by more than ___
hours — Ensures in the Shipping Date field, Suppliers only enter a current date, future
date, or a date in the past that is within your specified limit.
■ A Ship Notice cannot contain lines previously flagged with “Last Shipment”
indicator — Ensures Suppliers do not create a Ship Notice for line items where 100%
of the quantity has been shipped.
Optionally, select one of the following:
■ Limit by Ship Notice scheduled quantity - Tolerance — Ensures Suppliers
enter a Ship Quantity that equals the Requested Quantity plus a specified
Tolerance (percentage of requested quantity).
■ Limit by Ship Notice received quantity - Tolerance — Ensures Suppliers enter
a Ship Quantity that equals the Open Quantity to Ship plus a specified
Tolerance (percentage of open quantity). Selecting this rule tells Active Orders to
calculate the Open Quantity to Ship based on the quantity you received, rather
than the quantity the Supplier shipped.
■ No rules — Suppliers can ship any quantity.
3 In the Order section, optionally select the Filter user's message center
dashboard and alerts based on department code rule. If selected, Active
Orders message center dashboard as well as email alerts are filtered based on
events that are relevant to their particular department codes.
4 If you are requesting acknowledgements on a line item level, in the Line
Acknowledgement Attributes section:
■ If you do not allow partial acknowledgements, select the All lines in the
order must either be accepted or rejected rule.

■ Select the attributes that the Supplier can change when acknowledging a
line item.
5 To override Order line deletion, in the Override Order Line Delete Action
section select:
■ Line is shipped — Select this rule to display a line that the Supplier has
shipped.
■ Line is received — Select this rule to display a line that you have
received.
■ LIne is invoiced — Select this rule to display a line that you have
invoiced.

6 To handle missed commitments, in the A Schedule is Miss Committed

When section, select:
Field Description
The shipment is split The shipment is split if the Supplier cannot ship the total ordered
quantity at once. This means that the total quantity was divided into
two (2) or more shipments with corresponding shipment dates. The
schedule is considered as a missed commit if the supplier failed to ship
the items on the indicated shipment dates.
The first shipment is ___ days earlier Select this rule to set the number of days between the first shipment
than the requested date and the requested date, OR between the final shipment and the
OR requested date before the schedule is considered as a missed commit.
The final shipment is ___ days later than
the requested date in a split shipment
scenario
Split Shipments will not result in miss Select this rule if the supplier's split shipments are not considered as
commitments missed commits.
Commit date is ___ days earlier or ___ Select this rule to set the number of days wherein the commit date is
later than the requested date earlier or later from the requested date.
Commit date is ___ days later than the Select this rule to set the number of days wherein the ordered item is
cancel-by date considered as a missed commit. The ordered items are considered
cancelled if the supplier does not commit on or before the indicated
number of days.
Commit quantity is over ___% or under Select this rule to set the variance of the commit quantity over the
___% of requested quantity requested quantity in terms of rate value, which can either be in excess
or under the requested quantity.
7 Optionally, in the Extract Rules section, select the Include 'transaction

date' with data extracts rule. The Transaction Date is when the document
arrives in the Active Orders system, which might be different from the current
date in the document. If you select this rule, and there are any translation
maps based on the version of the extract without Transaction Date, the maps
might need to be updated to include the Transaction Date value.
8 Optionally, in the Remittance Advice section, select the For a Remittance
Advice, the sum of all amounts paid in the advice rule to display the
payment amount on the Remittance Search results page and Remittance Advice
Header page.
9 Click Actions, and click Preview Alert and Notification Changes.
10 Review your settings. Click Actions, and click Save to activate your rules.

Define Display Templates

Topics include:
■ “Order Display Template” on page 397
■ “Ship Notice Display Template” on page 397
■ “Invoice Display Template” on page 399
■ “Remittance Advice Display Template” on page 400
■ “DSD Invoice Display Template” on page 400
■ “Credit Note Display Template” on page 401
■ “Debit Note Display Template” on page 402
Order Display Template

Use this procedure to set up a display template for orders. The template
determines the information displayed to both you and your suppliers.
To set up a display template for orders

1 Click the Account Manager tab > Service Configuration > Form Edits. If
necessary, click the Order tab.
The Form Edits - PO page opens.
2 In Pre-Defined Fields, change the names of the fields.
3 In Header/Summary Fields, specify the fields to display in the Header
section.
4 In Header Acknowledgment Fields, click the check box next to the section
title to display the fields. Then, specify the fields to display.
5 In Buying Company Address, Bill To Address, Supplier Company
Address, Ship To Address, and Mark For Address, click the check box next
to the section titles to display the fields.
6 In the remaining sections, click the check box next to the section titles to
display the fields. For each section, specify the fields to display.
7 Click Actions, and click Preview Form Edit Changes.
8 Review your settings.
9 Click Actions, and click Submit to activate your edits.
Ship Notice Display Template

Your company might require suppliers to provide certain data elements as part of
the Ship Notice. Use this procedure to create the Ship Notice you want your
suppliers to send.
To create ship notices

1 Click the Account Manager tab > Service Configuration > Form Edits.
2 Click the Ship Notice tab.
The Form Edits - Ship Notice page opens.

3 In the Header/Summary Fields section, indicate which fields you want to

display on the Ship Notice, if they are required, and field lengths. Maximum
field lengths are:
Field Length Field\ Length
Ship Notice Number 30 Notes 80
Carrier Code 17 Name 60
Carrier Name 35 Address 55
Carrier Tracking Number 30 City/Town 30
Transport Number 10 State/Province 2
Packing List Number 30 Postal Code 15
Amount of Packaging 7 Weight 10
4 In the Buyer Defined Input Fields - Header Level section:

a Define additional fields you want to see in the Ship Notice header. Each
field has a maximum of 30 characters.
b To set a pairing condition, from the Flex Field Pair section, select a
corresponding flex-field. 
Example: If Header Field 1 is paired with Header Field 2 (which is Flex-
Field 2) and if the supplier enters a value on field 1, then field 2 should also
have a value. Otherwise, Active Orders generates an error if field 2 has no
value. If the supplier does not put a value in either field, then no condition
is affected.
5 In the Ship From Address, Shipment Equipment, and Line Field sections,
specify the fields you want to display.
6 In the Buyer Defined Input Fields - Header Level and Buyer Defined
Input Fields - Line Level sections:
a Define additional fields that you want to see in the line item header area of
the Ship Notice. Each field has a maximum of 30 characters.
Example: If Line Field 1 is paired with Line Field 2 (which is Flex-Field 2)
and if the supplier enters a value on field 1, then field 2 should also have a
value. Otherwise, Active Orders generates an error if field 2 has no value.
If the supplier does not put a value in either field, then no condition is
affected.
7 In setting up the Ship Notice display template, customize the drop-down lists
for Standard Carrier Alpha Codes, Service Contracts, and Buyer Locations. To
do so:
a Click Actions, and click Code Table Management.
b Select the Code Table Name, enter the information in the fields, and click
Add.
Repeat this step for all the codes you want to add.
c Repeat steps a and b.
d Click Actions, and click Save Code List to save your codes.
8 Click Preview Buyer Setting Changes.

9 Review the Ship Notice, and click Submit to save the settings.
Invoice Display Template

Your company might require suppliers to provide certain data elements as part of
an Invoice. Use this procedure to create the Invoice form you want your suppliers
to send you.
To create an invoice form for suppliers

2 Click the Invoice tab.
The Form Edits - Invoice page opens.
3 In the first two sections, indicate which fields you want to display on the
Invoice., if they are required, and specify field lengths.
4 In the Buying Company Address, Bill To Address, and Supplier
Company Address sections:
a Click the box next to the section titles if you want those fields to display.
b In each section, indicate the fields you want to display on the Invoice, if
they are required, and specify field lengths.
5 In the SAC Header (Service Allowance or Charge) section, select the check
box next to the section title if you want the fields to display. Specify the
Number of SAC lines and fields you want to display.
6 In the Buyer Defined Input Fields - Header Level section:
a Define the fields you want to display on the Invoice, if they are required,
and specify field lengths.
Example: Header Field 1 is paired with Header Field 2 (which is Flex-Field
2). If the supplier enters a value on field 1, then field 2 should also have
value. Otherwise, Active Orders generates an error if field 2 has no value.
If the supplier does not put any value on both fields, then no condition is
affected.
7 In the SAC Header (Service Allowance or Charge) and SAC Line sections,
click the check box next to the section title if you want the fields to display.
Specify the number of lines and the fields to display.
8 In the Buyer Defined Input Fields - Line Level section:
a Define the fields to display on the Invoice, if they are required, and specify
field lengths.
Example: Line Field 1 is paired with Line Field 2 (which is Flex-Field 2). If
the supplier enters a value on field 1, then field 2 should also have value.
Otherwise, Active Orders generates an error if field 2 has no value. If the
supplier does not put any value on both fields, then no condition is
affected.

9 In setting up the Invoices display template, you can customize the drop-down
lists for Special Charge and Allowance Codes, Line Tax Code, Line Tax Country
Code, and Unit of Measure. To do so:
a Click Code Table Management, and select a Code Table Name.
b Add codes or select existing codes, and Edit or Delete them.
c Click Save Code List to save your changes.
10 Click Actions and click Preview Form Edit Changes.
11 Review your settings, and click Actions and then click Submit to save the
settings.
Remittance Advice Display Template

Specify the names of fields on a Remittance Advice.
To specify field names on a remittance advice

2 Click the Remittance Advice tab.
The Form Edits - RA page opens.
3 In the Pre-Defined Fields section, change the names of the fields.
4 In the Header/Summary Fields section, specify the fields you want to
display in the Header section.
5 In the Supplier Company Contact Details and Buyer Company Contact
Details sections, click the check box next to the section titles if you want any
of the fields to display. Then, for each section that you selected, specify the
fields that you want to display.
6 In the Line Item Fields section, specify the fields that you want to display.
8 Review your settings, click Actions, and click Submit to activate your edits.
DSD Invoice Display Template

Your company might require suppliers to provide certain data elements as part of a
DSD Invoice. Use this procedure to create the Invoice form you want your
suppliers to send you.
To create a DSF invoice form for suppliers

2 Click the DSD Invoice tab.
3 In the first section, indicate the fields you want to display on the Invoice, if they
are required, and specify field lengths. For one field, select the name.
4 In the Line Fields section, click the check box next to the section title if you
want those fields to display. Indicate which fields you want to display on the
Invoice, if they are required and, for three fields, select the name.
Company Address sections, click the check box next to the section titles if

you want those fields to display. In each section, indicate which fields you want
to display on the Invoice, if they are required, and specify field lengths.
click the check box next to the section titles if you want the fields to display.
Specify the number of lines and the fields that you want to display.
a Define the fields you want to display on the Invoice, if they are required,
and specify field lengths.
Example: Header/Line Field 1 is paired with Header/Line Field 2 (which is
Flex-Field 2). If the supplier enters a value on field 1, then field 2 should
also have value. Otherwise, Active Orders generates an error if field 2 has
no value. If the supplier does not put any value on both fields, then no
condition is affected.
9 Review your settings., click Actions, and click Submit to save the settings.
Credit Note Display Template

Your company might require suppliers to provide certain data elements as part of a
Credit Note. Use this procedure to create the form you want your suppliers to send
you.
To create a credit note form for suppliers

2 Click the Credit Note tab.
3 In the first two sections, indicate which fields you want to display on the Credit
Note, if they are required. For some fields, you can specify field lengths.
you want those fields to display. In each section, indicate which fields you want
to display on the Invoice, if they are required, and specify field lengths.
Specify the Number of SAC Lines and the fields that you want to display.
a Define the fields you want to display on the Credit Note, if they are
required, and specify field lengths.
Example: If Header/Line Field 1 is paired with Header/Line Field 2 (which
is Flex-Field 2) and if the Supplier enters a value on field 1, then field 2
should also have value. Otherwise, Active Orders generates an error if field

Add Logos to Documents
2 has no value. If the Supplier does not enter a value in either field, then
no condition is affected.
8 Review your settings, click Actions, and click Submit to save the settings.
Debit Note Display Template

Your company might require Suppliers to provide certain data elements as part of a
Debit Note. Use this procedure to create the form that you want your suppliers to
send you.
To create a debit note form for suppliers

2 Click the Debit Note tab.
3 In the first two sections, indicate which fields you want to display on the Debit
Note and if they are required.
you want those fields to display. In each section, indicate which fields to display
on the Invoice, if they are required, and specify field lengths.
Specify the fields to display.
Input Fields - Line Level sections, define the fields to appear on the Debit
Note, if they are required, and specify field lengths.
8 Review your settings, click Actions, and click Submit to save the settings.
Add Logos to Documents

Use this procedure to upload your corporate logo so it appears on all documents.
Note:
■ Logo files must be *.gif or *.jpg.
■ Maximum size is 5000 bytes.
■ Maximum width 160 pixels.
■ Maximum height is 64 pixels.
To upload a corporate logo

1 Click the Account Manager tab > Service Configuration > Branding.
The Upload Organization Logo(s) page opens.
2 Select the language of the logo(s) you want to upload.
3 Click Browse to locate the logo file.

Upload Terms and Instructions
4 Click Upload to add the file to the list.

5 Repeat steps 3 and 4 for all logo files that you want to upload.
6 From the list of uploaded files, select a logo file, and click Preview.
7 For the logo to appear on your documents, click Publish.
Important:
■ If you do not perform steps 6 through 7, the logo does not display on
documents.
■ If you previously published a logo, re-publishing a new logo overrides the
previous logo.
Upload Terms and Instructions

Use this procedure to upload a Terms and Instructions document(s) in .DOC, .PDF,
.HTML, etc., formats. The document is common to all orders; each order header
contains a link to the document(s), which prompts the Supplier to read it. If your
company subscribes to the Active Orders Inventory function, you can upload terms
and instructions for that function.
To upload terms and instructions

1 Click the Account Manager tab > Service Configuration > Branding.
The Upload Standard Terms and Instruction File(s) page opens.
2 Select the function to which you want to upload Terms And Instructions.
3 Click Browse to locate your file, and click Attach to add it to the list.
Note: The file size cannot exceed 2000 KB.
4 Repeat these steps for all files you want to upload.
Upload Order Closure and Retention Policy

To upload terms and instructions
1 Click the Account Manager tab > Service Configuration > PO Closure &
Archival Policy.
The PO Closure Status page opens.
2 Select the condition(s) under which you want Active Orders to close all orders.
3 For the retention period, enter the
■ Closed PO Retention Period — Number of days Active Orders should
hold a closed order in the system, after which the order is deleted, along
with its related documents.
■ Maximum Retention Period — Number of days Active Orders should
hold any inactive document.
4 Click Actions and click Preview PO Closure & Archival Policy.
5 Review your settings, click Actions, and click Save to activate this policy.

Define Inventory Criteria
Define Inventory Criteria

Use these topics to define the parameters you want for the Inventory function.
Topics include:
■ “Time Period” on page 404
■ “Location Hierarchy” on page 404
Time Period
Use this procedure to define the time period in which you want to see shipment
activity, that is, the amount of stock shipped.
To enter a time period for inventory criteria

1 Click the Account Manager tab > Service Configuration > Time Period.
The Time Period Configuration page opens.
2 Select the Current Frequency for which you want to see a shipped stock
total; for example, weekly, monthly, etc.
3 Select the day of the week \ you want the week to begin on for data reporting
purposes. The selected day is referred to in WTD report columns.
4 Click Save to save your settings.
Location Hierarchy
Use this procedure to set up a hierarchy of your inventory locations so you and
your suppliers can find inventory data and search for out-of-stock conditions.
For example, you might want to set up the following hierarchy:
Eastern region
Northeast
■ Philadelphia
■ Trenton
Southeast
■ Atlanta
■ Savannah
■ Raleigh
Western region
To define an inventory hierarchy

1 Click the Account Manager tab > Service Configuration > Location
Hierarchy.
The Location Administration page opens.
2 To add a sub-location, click ***All Locations*** and select Add sub-
location.
3 For the new sub-location, enter an ID number, name, and location, and click
Save to save the new sub-location.

Manage Department Codes
4 Repeat steps 2 through 3, as needed to add sub-locations.

Note:
■ You can add sub-locations to sub-locations by clicking the sub-location and
selecting Add sub-location.
■ To change sub-location information, click that sub-location and select Edit.
■ To remove a sub-location, click that sub-location and select Delete.
5 Click Save to save your hierarchy.
Manage Department Codes

Use this procedure to set up the Department Codes you want displayed on the
message center dashboard and in email alerts.
To set up department codes

1 Click the Account Manager tab > Service Configuration > Manage Dept
Codes.
The Manage Dept Codes page opens.
2 Select a user from the Buyer User drop-down list.
The department codes for the selected user display.
3 On the Department Codes section, select department code(s).
Note: To select multiple codes from the list, hold CTRL key from the
keyboard and left-click the mouse. You can Add, Edit and Delete department
code(s).
To . . . Do this:
Add your selections on the User ■ Click Add to User.
Department Codes section
Remove department code(s) ■ Select department code(s) on User Department
Codes, and click Remove from User.
5 Click Actions, and click Preview Manage Dept Codes.

6 Review your settings, click Actions, and click Save to activate the Department
Codes.
Change Invoice Status Names

Use this procedure to change the word for a particular invoice status in Active
Orders. For example, a buyer or suppliers might want an Invoice that is “In
Progress” to display a status of “Processing.”
To modify invoice status names

1 Click the Account Manager tab > Service Configuration > Manage
Invoice Status.

Manage Email Alerts
The Manage Invoice Status page opens.

2 For an Active Orders status, select the word you want to display.
3 Click Actions, and click Preview Manage Invoice Status.
4 Review your settings, click Actions, and click Save to activate the new
statuses.
Manage Email Alerts

Your Company Administrator has set up a series of email alerts, which you can
specify to receive, including the:
■ Type of alert - for example, an overdue shipment
■ Alert threshold, that is, the number of hours before/after you receive the first
alert. For example, 24 hours after a shipment is overdue.
■ Number of alerts per document; for example, 2.
■ Alert frequency, that is, number of days between alerts. For example, 1 day.
Use this procedure to determine and set up the alerts that you want to receive. You
can also specify that suppliers also receive certain alerts.
Note: You cannot change the type of alert, the alert threshold, the number of
alerts, or the alert frequency. Contact your Company Administrator if you have any
issues with the settings.
See also “Modify Your Email Alert Settings” on page 407.
To set up your personal email alerts for the first time

1 Click the Account Manager tab > Service Configuration > User Alert
Settings.
The Business Process Manager Event Notifications page opens to the User
Settings tab.
2 To set up your first Supplier Company:
a Click Actions, and click Add Supplier Company.
The Search pop-up opens.
b Enter the complete or partial Supplier Company name, and click Find.
The search results display.
c Select the Supplier(s), and click Submit.
The Supplier(s) are listed in the Alert Management section, followed by
the types of alert(s) your Company Administrator has set up for your
company.
3 Repeat these steps for all supplier companies in which you are interested.
4 Optionally, in the Default Email Distribution section, enter your email
address to ensure all email alerts for all supplier companies selected in the next
step are sent to you. You can add additional recipients, but they receive all
email alerts that you select. You can add recipients for specific alerts in specific
companies in step 6.
a Click Modify List.

Manage Email Alerts
A list opens.
b Select the recipient you want all alerts that you select to be sent to. If you
do not find the recipient you need, see the “Define Service Contacts” topic.
c Click Submit.
The recipient(s) display in the Default Email Distribution section.
Note: To remove an address from the distribution list, select it and click
Delete.
5 In the Alert Management section, select the alert(s) you want to receive for
each supplier company. For alert definitions, see “Field Descriptions and Terms”
on page 408.
6 To add additional recipient(s), such as the supplier, to an alert you selected, do
the following:
a Click the icon adjacent to the selected alert.
A pop-up opens
b Click Modify List.
c Select the recipients you want this alert to be sent to. If you do not find the
recipient you need, see the “Define Service Contacts” topic.
d Click Save
7 Repeat these steps for other alerts you want to add an additional recipient(s)
to.
8 Click Actions, and click Save Alert Settings.
Modify Your Email Alert Settings

Keep these tips in mind when modifying email alert settings:
■ You cannot change the type of alert, the alert threshold, the number of alerts, or
the frequency. Contact your Company Administrator if you have any issues with
these settings.
■ If your Company Administrator adds a new alert that you want to receive, select
it and add your address to the alert email list.
■ In the Default Email Distribution section, adding, deleting, or replacing an
email address(es) does not effect previously selected alerts. That is, if you add
a new email address in this section, you must also add that address to any
previously selected alerts that you want that recipient to receive.
To modify your email alert settings

1 Click the Account Manager tab > Service Configuration > User Alert
Settings.
The Business Process Manager Event Notifications page opens to the User
Settings tab.
2 To add supplier(s):
a Click Actions, and click Add Supplier Company.
The Search pop-up opens.
b Enter the complete or partial Supplier Company name, and click Find.
The results of your search display,

Field Descriptions and Terms
c Select the applicable supplier(s), and click Submit

3 To receive emails for a previously unselected alert, select that alert. Click the
adjacent icon to make sure your email address is on the list. If it is not, add it
by clicking Modify List and selecting yourself from the page that opens.
4 To stop receiving emails for a specific alert, clear (de-select) the alert.
Note: When you clear an alert, all recipients no longer receive emails.
5 To remove yourself as a recipient, or another recipient:
a Make sure the alert is still selected.
b Click the icon adjacent to the selected alert.
c Select the recipient, and click Delete
d Click Save.
6 Click the Save action.
Icon Description
Indicates no comments or remarks were made.
Comments exist for this field. Click the icon to read the text.
status Supplier acknowledged and accepted the Order.
status Supplier acknowledged the Order, but neither accepted nor rejected it.
status Order does not require an acknowledgment.
status Supplier acknowledged, but rejected, the Order.
status Supplier acknowledged part of the Order, but not the entire Order.
status Fully committed status. Supplier agreed to both the date and quantity
requested for all schedules in the Order.
status Partially committed status. Supplier has not entered commitment data for all
schedules in the Order, but, for the ones entered, has agreed to both date
and quantity requested.
status Fully missed status. Supplier committed to all schedules in the Order, but the
date or quantity committed to were not as requested in at least one
schedule.
status Partially missed status. Supplier did not commit to all schedules in the Order,
and, for one or more of the committed schedules, the committed date or
quantity was different from the requested date or quantity.
status Partial credit status. Partial credit against the associated Invoice.
status Full credit status. Complete credit against the associated Invoice.

Icon Description
status Deleted status. Status occurs when, because of a change or a delivery, the
Requested Quantity for a part schedule or Order line item becomes zero.
status Supplier invoiced all line items in the Order.
status Supplier invoiced some of the line items in the Order.
status A previous Invoice(s) exists against this Order.
status You or your Hub paid the entire Invoice.
status You or your Hub made partial payment(s) against the Invoice.
status Supplier shipped all line items in the Order.
status Supplier shipped some of the line items in the Order.
status Supplier opened the Order.
Acknowledged Status
The Supplier acknowledged the Order by accepting or rejecting it, or the system
received an EDI Order Acknowledgement. Icons include:
Acknowledged and accepted.
Acknowledged but rejected.
Acknowledgment not required.
Acknowledged, but neither accepted nor rejected.
Acknowledged part of the Order, but not the entire Order.
additional data
Additional data fields you or the Supplier entered for the document.
adjusted amount
On a Remittance Advice, your approved amount. This amount is subtracted from
the Invoice Amount, resulting in the Net Amount Paid to the Supplier.
Allowances/Charges
An allowance is an additional amount that you allow the Supplier to add to the
Invoice (for example, an allowance for freight charges).
A charge is an amount that you are requesting the Supplier to subtract from the
Invoice (for example, promotional discount).
A next to the amount indicates you made comments about this charge. Click the
to read the comments.
Amount
■ On the Invoice Search Result page, the total Invoice amount.

■ On the Remittance Advice Search and Search Result pages, the Invoice amount
that was paid.
Note: On the Search page, enter the Invoice amount paid to access the
Remittance Advice for that Invoice. To do so, enter the exact amount, or your
search results will not be valid.
■ On the Order Search Results page, the total amount of the Order.
Amount of Packaging
Number of Packaging Type units being shipped.
Bill to Address
Address where the Invoice should be sent for payment.
blanket Order
Your long-term commitment to the supplier for a part against which short-term
releases are generated to satisfy requirements. Often, blanket Orders cover only
one part with pre-determined delivery dates. A blanket Order is synonymous to a
standing Order.
buyer
The customer, or the entity that issues Orders to Suppliers/Vendors.
Buyer
Buying Company
Refers to your company name and contact information.
Buyer Item ID
Buyer Part #
Buyer Part Number
Number or code you assigned to the line item, which is the part number associated
with the part schedule or the Order line item.
Carrier
Carrier Name
Name of the shipping vendor or the routing method used by the shipping vendor.
Carrier Code
The standard carrier alpha code (SCAC).
Carrier Tracking Number
The number assigned by the shipping vendor to track this shipment.
charges and allowances
An allowance is an additional amount that you allow the Supplier to add to the
Invoice (for example, an allowance for freight charges)
A charge is an amount that you request the Supplier subtract from the Invoice (for
example, promotional discount).
A next to the amount indicates that you made comments about this charge.
Click the to read the comments.
Column to Sort by

On any of the Search pages, specify how you want your search results sorted. By
default, results are sorted in ascending or descending order based on the data in
the column you select.
To change the order, select a sort option beneath the field.
commit
For an Order that is a Stock Transfer Order (STO), the Supplier must commit to the
dates and quantities for the delivery of items that you requested. This process
generates a “Promise,” which you can review and use to evaluate the Supplier's
performance about whether the Supplier meets your commitments. You decide if
the Supplier must commit to an Order.
Commit Date
Date when you receive the shipment. This date cannot be before your Requested
Date.
Commit Quantity
The number of the ordered parts that arrive at your specified location on the
Commit Date.
commitment statuses
Fully committed. The Supplier agreed to both the date and quantity
requested for all schedules in the Order.
Partially committed. The Supplier has not entered commitment data for all
schedules in the Order but, for the ones entered, has agreed to both date and
quantity requested.
Fully missed. The Supplier committed to all schedules in the Order, but the
date or quantity committed to were not as requested in at least one schedule.
- Partially missed. The Supplier did not commit to all schedules in the Order
and, for one or more of the committed schedules, the committed date or quantity
was different from the requested date or quantity.
Comments
Optional text that provides information about the document. A in this field
indicates you made comments. Click the to read the comments.
Credit Note statuses
Partial credit. The Supplier entered a partial credit against the associated
Invoice.
Full credit. The Supplier entered a complete credit against the associated
Invoice.
Currency
Code indicating the type of money, for example, USD for the United States dollar
or JPY for the Japanese yen, that the item amount is based on. Currency for an
Invoice is the same as its corresponding Order. If there was no associated Order,
the currency is usually that of the Supplier's country.
For Remittance Advices:
■ On the Search page, you can specify the type of currency for which you want to
see payment advices.

■ On the Search Results or Details page, lists the type of currency in which
payment was made for that advice.
Date
On the Search Result pages, the date that the document was created.
Date Prepared
Creation date of the Remittance Advice.
Date Range
The starting (From) and ending date (To) between which you want to see
Invoices, Orders, Shipping Notices, or Remittance Advices. Click the calendar icon
to select the dates. Or, enter the dates in the specified format (mm/dd/yyyy or
dd-mm-yyyy, or yyyy-mm-dd. Then, select the type of date you are looking for,
either:
■ Document — Date the user entered in the document itself.
■ Transaction — Date when the document arrives in the OLV system.
For Shipping Notices or Order schedules, the system finds those with a Requested
Arrival Date within the Date Range you specify.
For Invoices or Remittance Advices, the system finds those with a creation date
within the Date Range you specify.
Debit Amount
■ On the Debit Note Search Result page, the total Debit Note amount.
■ On the Remittance Advice Search and Search Result pages, the Invoice amount
that was paid.
Note: On the Search page, enter the Invoice amount paid to access the
Remittance Advice for that Invoice. To do so, enter the exact amount, or your
search results will not be valid.
■ On the Order Search Results page, the total amount of the Order.
Debit Note Number
Unique identifier for the Debit Note the Buyer assigns when creating the Debit
Note.
Debit Note statuses
Partial debit. The Buyer entered a partial debit against the associated
Invoice.
Full debit. The Buyer entered a complete debit against the associated Invoice.
Default currency code
Select the code indicating the type of money you want your item amounts based
on.
Deleted or status
This status occurs when you delete either the Order or the Requested Quantity for
a part schedule or Order line item.
Department Code

A buyer-assigned code identifying the internal department carrying this product.

Note: Usually used in a retail context.
Description
Short description of the line item.
Discount/Adj Amount
On a Remittance Advice, the amount by which you adjusted the Supplier's Invoice
amount. It could be the amount specified by the Buyer Approver during the
adjudication process. This amount is subtracted from the Invoice Amount, resulting
in the Net Amount Paid to the Supplier.
Discount (percent)
Percent of the discount for the Invoice if you pay it within the number of allowed
Discount Days.
Discount Days
The number of days that you have to pay the Invoice and still be eligible for the
discount.
Download
Download Summary
Click this action to download all pages of your search results into a Microsoft Excel
spreadsheet (.xls).
End Date
Expiration date of a blanket Order.
Equipment for transport
How the items are being shipped, for example, Trailer. Mutually Defined
indicates you and the Supplier discussed this and agreed on the shipment transport
equipment.
Exit
Click this link to exit Order Lifecycle Visibility and close your browser.
Extended Price
The unit price of the line item multiplied by the quantity that was invoiced.
The extended price is affected by products that are sold in unit multiples. If the
you specified that the product is sold in multiples, the Multiple Quantity field
identifies how many of this item represent a unit. To determine the extended price,
the system divides the quantity ordered by the quantity of the multiple, and then
multiplies by the unit price.
Firm status
You generate this status.
Note: This is a “true” order that you are requesting the Supplier to fill. That is,
you are committing to purchase.
■ This Order line item order is for a stipulated period of time.
■ You cannot change the Order line item order details during the stipulated time
period.
■ The Supplier has not yet committed to the Order line item order.

■ The Order line item has an assigned Order number.

FOB Description
FOB Terms
Specifies FOB (Free-on-Board) Destination (DE) or Origin (OR).
■ FOB Destination indicates that the Supplier own the goods while in transit and
is responsible for any loss or damage up to the time of delivery.
■ FOB Origin indicates that you are responsible for any loss or damage of the
goods while in transit.
Forecast
A schedule with planned status.
GTIN
Global Trade Identification Number. Number or code you assigned to the line item.
The part number associated with the part schedule or the Order line item.
Hub
Refers to your company name and contact information.
Invoice
Bill prepared by the Supplier of goods or services, and then submitted to you for
payment. An Invoice lists all items or services bought, together with amounts.
Invoice Amount
Inv. Amount
■ When creating an Invoice, the total Invoice amount that the Supplier is billing
you. This amount is for the items ordered or services that you received.
■ On the Invoice Search Results page, the total Invoice amount that the Supplier
billed.
■ For a Remittance Advice, the amount that you specified during the adjudication
process. This amount, minus the Discount/Adj Amount, results in the Net
Amount Paid you paid.
Inv. Date
Invoice Date
Date the Invoice was created or entered into the system.
Invoice Gross Amount
Sum of the Invoice line item amounts (including Allowances and Charges) plus
any freight or tax charges.
Invoice Line No
The line number of the line item in the Invoice.
Invoice No.
Invoice Number
Invoice Number to use
Unique identifier for the Invoice that the Supplier assigns when creating the
Invoice.

On the Search for Invoice and Search for Remittance Advice pages, you can specify
the Invoice for which you want to see information. Or, you can enter a partial
Invoice Number followed by an asterisk (*).
On any Search Results page, click the number to see Invoice information.
Invoice rules
These rules are set by the Company Administrator.
Rule Select rule to . . .
Allow negative invoice quantity Let Suppliers create an Invoice for a negative quantity, that is, the Supplier can create
a credit against a line item.
For example, if the Unit Price is $100 and the Qty Available to Invoice is 40 and
the Supplier enters a Ship Quantity of -20, the line item extended value would be
$-2000 and the Qty Available to Invoice would be adjusted to 60.
Allow non-Order Invoice Let Suppliers create Invoices that do not have a corresponding Order.
Allow Supplier to edit invoice Let Suppliers change the discount terms and conditions that you specify per your
discount terms and conditions Order.
Limit invoice by Order quantity - Ensure Suppliers invoice you only for a Shipped Quantity that equals your
Tolerance nn % Requested Quantity plus a specified Tolerance (percentage of your Requested
Quantity). Otherwise, the Supplier can invoice you for any Shipped Quantity, even
one that exceeds your Requested Quantity.
For example, if the Requested Quantity = 100 and Tolerance = 10%, and the
Supplier creates an Invoice for a Shipped Quantity of 111,
■ If this rule is “on” (selected), OLV gives the Supplier an error message stating
“Customer will not allow invoicing greater than X% over the Order Qty,” and the
Invoice is not submitted to you.
■ If this rule is “off” (not selected), OLV submits the Invoice to you.
Limit invoice by shipped quantity - Ensure Suppliers invoice you only for a Shipped Quantity that equals the quantity
Tolerance nn % shipped plus a specified Tolerance (percentage of the shipped quantity). Otherwise,
the Supplier can invoice you for any Shipped Quantity, even one that exceeds the
quantity shipped.
For example, if the Shipped Quantity is 100 and Tolerance is 5%, and the
Supplier creates an Invoice for a Shipped Quantity of 110,
■ If this rule is “on” (selected), OLV gives the Supplier an error message stating
“Customer will not allow invoicing greater than X% over the Shipped Qty,” and
the Invoice is not submitted to you.
■ If this rule is “off” (not selected), OLV submits the Invoice to you.
Limit invoice by receipt quantity - Ensure Suppliers invoice you only for a Shipped Quantity that equals the quantity
Tolerance nn % received plus a specified Tolerance (percentage of the shipped quantity). Otherwise,
Suppliers can invoice you for a Shipped Quantity that exceeds the what you
received.
Important If you select this rule, you must also select the Limit SN received
quantity - Tolerance nn % Ship Notice rule.
No rules Enforce no quantity restrictions on a Supplier Invoice.
Hide Order value details Prevent Suppliers from seeing the Order Total Amount, Unit Price, Extended
Price, or the Open Amount to Invoice (maximum amount the Supplier can
invoice).
Limit invoice by price - Tolerance Ensure Suppliers invoice you only for an amount that equals the Order Total Amount
nn % plus a specified Tolerance (percentage of the total dollar amount). Otherwise, the
Supplier can create an Invoice that exceeds the Order Total Amount.
Credit Amount can exceed Let Suppliers create a Credit Note for an amount greater than the line item amount on
Original Line Item Amount the corresponding Invoice.


Allow Partial Credit Let Suppliers create a Credit Note for an amount less than the line item amount on
the corresponding Invoice.
Create Credit Without Invoice Let Suppliers create a Credit Note that does not have a corresponding Invoice.
Invoice Status
Invoice status includes:
■ Paid — You submitted Remittance Advice document against the Supplier's
invoice.
■ Approved — You read the Invoice and approved it for payment.
■ Rejected — You read the Invoice and will not approve it. You should enter
explanatory comments for the Supplier.
Invoice Ticket Number
Field used for DSD Invoices. Number of the delivery ticket. There might be multiple
delivery ticket fields.
Invoice Total
The total invoice amount, which is:
the extended line item price, which is the unit price of the line item
multiplied by the quantity invoiced
plus
any Allowances
minus
any Charges
plus
any Freight amount
plus
any Tax amount
For a Remittance Advice, the invoice total is the amount specified during the
adjudication process. This amount, minus the Discount/Adjusted Amount, results
in the Net Amount Paid by you.
Invoice types
Common Invoice types are:
■ Service-Related — Invoice where the line items specify a quantity and a price,
but the quantity times price typically cannot exceed a specific amount.
Additionally, the Supplier can enter detail lines that must not exceed the total for
the line for the line item.
■ Fixed-Price — Invoice where the price is fixed and the Supplier enters only a
quantity to Invoice. The goods are received via a business standard receiving
processes at a receiving dock. Also known as Direct Material Invoice.
■ Variable-Pricing — Invoice where line items have a quantity and an initial
price, but the price can vary with each shipment; for example, oil, grain, steel.
The Supplier enters the price and quantity. Also known as Commodity Invoice.

■ Non-receivable — Invoice where the line item has a fixed price and a specified
quantity, but the goods are not received via standard processes. This invoice
type can require a requestor acknowledge receipt prior to payment. Also known
as Drop Ship Invoice.
■ Mixed — All other Invoices.
Invoiced (full) or status
The Supplier submitted an Invoice(s) for all quantities against all Order line items,
or the system received an EDI Invoice indicating this.
Invoiced (partial) or status
The Supplier submitted an Invoice(s) for some of the quantities or some of the
Order line items, or the system received an EDI Invoice indicating this.
Invoiced Qty
Invoiced Quantity
Number of line item units that the Supplier is invoicing you for. This number cannot
be greater than the Open Qty to Invoice.
Item Total
Sum of the extended line item amounts on the Invoice. The extended line item
amount is the unit price of the line item multiplied by the quantity invoiced.
Kitting Details
Displays in the Order Details area of the Order. It indicates the Order item
contains sub-items. The information that displays is based on what you selected in
the Child Line Item Fields area in the Form Edits section of Buyer Settings.
Last Shipment
Indicates if this shipment represents the last items shipped against the Order.
line item
One item on an Order, regardless of quantity. An Order can contain multiple line
items. Each line item is independent the other line items. A line item can contain
one or more order schedules.
Location
Names of places where products are stored.
Method of Payment
How you are paying the Invoice; for example, Check, Electronic, etc.
missed commit
A missed commit occurs when a Supplier commits a given part schedule, but the
date is not the date you requested for 100% of the net quantity. All split commits
are considered to be missed commits. Also, a part schedule is a missed commit if
you change the date or quantity for a previously committed schedule.
Missed Commits
OLV looks for the part schedules in current Orders (acknowledged or not) where
the corresponding Order line item does not match the total quantity or arrival date
requested. Missed commits include only committed Order line items that contain
commit information, and that you did not receive.

Multiple Qty
Multiple Quantity
For products that are sold in unit multiples. If you indicate the product is sold in
multiples, the Multiple Quantity field identifies how many of this item represent
a unit. To determine the extended price, the system divides the quantity ordered
by the quantity of the multiple, and then multiplies by the unit price.
Net Days
The number of days you have to pay the Invoice. Invoices that are paid past the
indicated Net Days are considered late. If you pay within the Discount Days,
you are eligible for the discount percentage.
Net Amount Paid
On a Remittance Advice, the difference between the approved Invoice Amount and
the Discount/Adj Amount.
New Invoice Alert
Select to generate an email when that Supplier submits an Invoice to OLV. The
email is sent to all recipients you specify on the User Alerts page.
New Ship Notice Alert
Select to generate an email when that Supplier submits a Ship Notice in OLV. The
email is sent to all recipients that you specify on the User Alerts page.
New Overdue Shipment Alert
Select to be notified, by email, when that Supplier has not submitted a Ship Notice
by your Requested Arrival Date. The email is sent to all recipients that you specify
on the User Alerts page.
New SN Alert
New status
Recently web-created Invoice that has not yet been sent to you.
Notes
Enter any additional business information about the order.
Number of Units
Number of Packaging Units.
Number Shown per Page
On any of the Search pages, specify the number of documents to display on each
Search Results page.
Open Qty to Invoice
Number of line item units yet to be shipped and invoiced.
Open Qty to Ship
Number of line item units yet to be shipped - Order Qty - Received Qty = Open
Qty to Ship.
Order

Purchase Order, or your authorization to formalize a purchase transaction with the

Supplier. An Order should state:
■ The name, part number, quantity, description, and price of the goods or services
ordered
■ Agreed-to terms as payment, discounts, date of performance, and transportation
■ Any other agreements pertinent to the purchase and its execution by the
Supplier
Order Acknowledgment
Accept indicates the Supplier has acknowledged (reviewed) the Order and has
agreed to its contents.
Order Acknowledgement Alert
Select to generate an email each time that Supplier has not acknowledged one of
your Orders within a certain amount of time. The email is sent to all recipients that
you specify on the User Alerts page.
Order Line Number
The identifier of a line item on an Order. Click the number to see line item details.
For a line item in the Invoice, the Order Line No. specifies its corresponding line
number in the Order.
Order No.
Order Number
Unique identifier for the Order:
■ On the Order Search page, you can specify the Order for which you want to see
information. You can enter a:
■ Complete Order Number
■ Partial number (one or more characters) followed by an asterisk (*)
■ On the Invoice Search Results and Invoice Header tab pages, the Order from
which the Invoice was created.
■ On any Search Results page, click the number to see Order information.
Order Qty
Total required quantity for the line item, as specified in the Order.
Order Release No.
An optional field used by some companies to identify an order within a blanket
Order.
A blanket Order is your long-term commitment to a Supplier for an item against
which short-term releases are generated to satisfy requirements. Often, blanket
Orders cover only one item with predetermined delivery dates. A blanket Order is
synonymous to a standing Order.
order schedule
Each order schedule has a given quantity for a specific date that belongs to the line
item that belongs to an Order.
Order Status

On the Order Search page, search for Orders based on their status. For status
explanations, see “Status.”
Orders to Acknowledge
Order line items that the Supplier has not yet acknowledged, or that need to be
“re-acknowledged” per your request.
Order Total
Total monetary amount you have authorized for all Order line items.
Organization
On the Search page, click the drop-down list to see a list of subdivisions. The
corporate-level is at the top on this list. Use this list to see Orders for all divisions,
or for a single division.
Out of Stock
On the Inventory Activity page, these fields indicate the number of items that are
out-of-stock for that specific time period.
Overdue Commit Alert
Select to be notified by email when that Supplier has failed to enter commitment
data within a certain amount of time. The email is sent to all recipients you specify
on the User Alerts page.
Overdue Shipment Alert
Select to be notified by email when that Supplier has not submitted a Ship Notice
by your Requested Arrival Date. The email is sent to all recipients you specify on
the User Alerts page.
Overdue status
This status applies to a firm order that is past due. This status occurs when your
Requested Arrival Date is past the current date, which is based on your standard
time, and you have not received a Shipping Notice.
Packaging Type
Packaging Units
How the items are packaged for shipment; for example, carton, pallet, etc.
Paid (full) or status
The Hub has paid all Invoices related to the Order, or the system received an RA or
EDI 820 stating this.
Paid (partial) or status
The Hub has made some payments related to the Order, or the system received an
RA or EDI 820 stating this fact.
Payment No.
Payment Number
Unique identifier for a Remittance Advice. On the Search for Remittance Advice
page, you can specify this number to access only that Remittance Advice. Or, you
can enter a partial number followed by an asterisk (*).
On any Search Results page, click the number to see Remittance Advice
information.
Payment Method

How you are paying the Invoice amount, for example, Credit Card.
Pending Shipment Alert
Select to generate an email before a shipment from that Supplier is due. The email
is sent to all recipients you specify on the User Alerts page. This is a proactive alert
that you might want to send to the Supplier as a reminder.
PO
Purchase Order. This document is your authorization to formalize a purchase
transaction with the Supplier. An Order should state:
ordered
Supplier
Purchase Order
Your authorization to formalize a purchase transaction with the Supplier. An Order
should state:
ordered
Supplier
Reason Code*
For a Remittance Advice, the reason for the Discount/Adjusted Amount. To see an
explanation for the Reason Code, click the code. The system lists the common EDI
ANSI reason codes with a short description.
Received Quantity
The quantity of the part schedule or Order line item that you already received.
release
The authorization to produce or ship parts that you ordered.
Release No.
Release Number
An optional field used by some companies to identify an order within a blanket
Order.
A blanket Order is your long-term commitment to a Supplier for an item against
which short-term releases are generated to satisfy requirements. Often, blanket
Orders cover only one item with predetermined delivery dates. A blanket Order is
synonymous to a standing Order.
Remit to

Address where the Invoice confirmation or payment is sent. This address could be
a combination of physical/street addresses, bank account/routing information (for
electronic funds transfer), or lot box related information.
Important: Your organization is responsible for providing and maintaining a list
of accurate and approved remit-to addresses for each Supplier so your company's
back end/ERP systems accepts the Invoices.
Remarks
Explanatory information and details about the line item. A next to the amount
indicates comments. Click the to read the text.
remittance advice
Some supply chain trading partners transmit invoice remittance information to their
Suppliers.
A remittance advice is a document that identifies the invoice settlement date and
payment amount and contains information on a payment, such as the receiving
bank account and the Invoices that were paid. It shows the details of a Buyer
Company payment, which could be for multiple Invoices. Accounts Payable usually
generates Remittance Advices for EFT (electronic funds transfer) payments. For a
payment by check, the Remittance Advice is the check stub.
Requested Date
Requested Arrival Date
Requested Delivery Date
Requested Ship date
Date you asked to receive the ordered parts from the Supplier.
Requested Quantity
The quantity of the line item you requested in the Order schedule or Order line
item.
Retailer
Refers to your Company name and contact information.
Retailer SKU
Number or code you assigned to the line item, or the part number associated with
the part schedule or the Order line item.
Revision
The revision level of the part, which indicates the number of changes to the part.
The Order might or might not have releases against it.
rules
See “Invoice rules” and “Ship Notice rules.”
Saved Queries
When doing a search on inventory activity, on your Inventory Activity Search
Results page, you can specify to name and save the search criteria you entered.
Then, on the Search Inventory Activity page, you can select the query from this list
to do the same search.
Schedule Date Range

The starting (From) and ending date (To) between which you want to see Order
Schedules or Ship Notices based on the Requested Arrival Date. Enter the dates
in the specified format. Or, click the calendar icon to select the dates.
For Shipping Notices or Order line numbers, the system finds those with a
Requested Date within the Date Range you specify. For Invoices or Remittance
Advices, the system finds those with a creation date within the Date Range you
specify.
Schedule No.
Unique identifier for the Order schedule.
Schedule Type
There are various types of Orders. The status of the Order line item indicates the
type of Order:
■ Planned status — You generate this status. Planned Order line items are
for Supplier planning purposes; they contain forecasted future
requirements. For a planned Order line item:
■ An Order number has not been assigned to the line item.
■ You have not committed to the line item order.
■ You can change the Order line item order details at any time.
■ You can delete the Order line item order at any time.
■ Firm — The Buyer generates this status. Note that:
■ This is a “true” order that you are requesting that the Supplier is to fill.
That is, you are committing to purchase.
■ You cannot change the Order line item order details during the
stipulated time period.
■ The Supplier has not yet committed to the Order line item order.
■ Overdue — Applies to Firm orders that are past due. This status occurs
when your Requested Arrival Date is past the current date, which is based
on your standard time, and you have not received a Shipping Notice.
Settlement Date
Date on the Remittance Advice that specifies when you made the payments
included in the advice.
Ship from Address
Location of the items being shipped.
Ship Notice Number
Shipping Notice Number
The Supplier's Invoice number or other unique identifier for the shipment.
Ship Notice rules

Ship Notice rules are set by the Company Administrator.

A Ship Notice cannot have more than Ensure Suppliers create a Ship Notice where, for each line item entered, the
one Product ID or part number product IDs or part numbers are the same. Otherwise, the Ship Notice line items
can contain different product IDs or part numbers.
Example: The Supplier enters a shipment quantity for two different Order
schedules, one where the Part Number is 123, the other where the Part
Number is 456. If this rule is:
■ On (selected), OLV gives the Supplier an error message stating “All part
numbers must match on this ASN,” and the Notice is not submitted to you.
■ Off (not selected), OLV submits the Ship Notice to you.
A Ship Notice cannot contain line items Ensure Suppliers create a Ship Notice where all line items are shipped to the
with different Ship-To addresses same address. Otherwise, the Supplier can ship different line items to different
addresses. OLV does not check the addresses, but you are asked to select a
single address for OLV to map for the Ship Notice/ The single address that you
select is the only address viewable in the EDI translation.
Example: The Supplier, enters a shipment quantity for two different Order
schedules, one with an address of 100 Edison Park Drive, the other with an
address of 1600 Pennsylvania Avenue. If this rule is:
■ On (selected), OLV gives the Supplier an error message stating “All ship-to
address must match on this ASN,” and the Notice is not submitted to you.
A Ship Notice cannot contain line items Ensure Suppliers create a Ship Notice for line items in only one Order.
from multiple Orders Otherwise, the Supplier can enter line items from multiple Orders in the Ship
Notice.
Example: The Supplier searches the database for all Orders that need to be
shipped and enters Ship Notice information. If this rule is:
■ On (selected), OLV gives the Supplier an error message stating “Your Ship
Notice cannot include quantities against multiple Orders,” and the Notice is
not submitted to you.
■ Off not selected), OLV submits the Ship Notice to you.
A Ship Notice cannot be created with a Ensure Suppliers enter a current or future date into the Shipping Date field.
date in the past Otherwise, the Supplier can enter any past, current, or future date in the
Shipping Date field.
Example: The current date is June 15 and the Supplier creates a Ship Notice
with a Shipping Date of June 10. If this rule is:
■ On (selected), OLV gives the Supplier an error message stating “Ship Notice
Date” cannot be in the past, and the Notice is not submitted to you.
A Ship Notice cannot contain lines Ensure Suppliers do not create a Ship Notice for line items where 100% of the
previously flagged with “Last quantity has been shipped.
Shipment” indicator


Limit by SN scheduled quantity - Ensure Suppliers enter a Ship Quantity that equals the Requested Quantity
Tolerance nn % plus a specified Tolerance (percentage of requested quantity). Otherwise, the
Supplier can enter any Ship Quantity, even one that exceeds your Requested
Quantity.
Example: The Requested Quantity is 100 and the Tolerance is 10%. The
Supplier creates a Ship Notice with a Ship Quantity of 111. If this rule is:
■ On (selected), OLV gives the Supplier an error message stating “Shipment
Quantity cannot exceed Requested Quantity,” and the Notice is not
submitted to you.
Limit by SN received quantity - Ensure Suppliers enter a Ship Quantity that equals the Open Quantity to
Tolerance nn % Ship plus a specified Tolerance (percentage of open quantity). Otherwise, the
Supplier can enter any Ship Quantity, even one that exceeds or is less than the
Open Quantity to Ship. Selecting this rule tells OLV to calculate the Open
Quantity to Ship based on the quantity received, rather than the quantity the
Supplier shipped. These quantities can differ due to loss-in-transit, damage,
shrinkage etc.
Example: The Requested Quantity is 100, Open Quantity to Ship is 100
and the Tolerance is 10%. The Supplier enters SN#1 with a Ship Quantity
of 80, and Buyer sends in a receipt quantity of 75. Then, in SN#2, the Supplier
enters a final Ship Quantity of 20. If this rule is:
■ On (selected), OLV calculates the Open Quantity to Ship to be 25 and
rejects the Ship Notice.
■ Off (not selected), OLV calculates the Open Quantity to Ship to be 20
and accepts the final Ship Notice.
Important If you select this rule, you should also select the Limit invoice by
receipt quantity - Tolerance nn % Invoice rule.
No rules Select this option to place no ship quantity restrictions on the Supplier.
Ship Quantity
The number of parts in this shipment. The number should not exceed your
requested quantity minus the Total Shipped Quantity.
Ship to Address
Location to which the items are being shipped.
Ship-to-Location ID
A Buyer-assigned code identifying one of their shipping destinations; for example a
distribution center or store.
Shipped
Shipped (WTD)
Shipped (num Weeks ago)
Number of items that were shipped.
Shipment Date
The date the order is to ship.
Shipment Time
The time of day the order is to ship.
Shipped (full) or status

All of the quantities for all Order schedules were shipped, or the system received
an EDI Shipping Notice document stating complete shipment.
Shipped (partial) or status
Some quantities or some Order schedules have been shipped, or the system
received an EDI Shipping Notice document stating this.
SKU Number
The Buyer-assigned Stock Keeping Unit identification number used in inventory
management.
SN Alert
Special Charges
An optional or additional charge the Supplier is charging for a specific line item
within an Invoice. A next to the amount indicates that the Supplier made
comments specifically about this charge. Click the to read the text.
A Special Charge is added to the Invoice line item total.
split commit
A split commit is when the Supplier cannot guarantee the entire quantity on a
given date, but is tied to a single part schedule. All split commits are considered to
be missed commits.
standing Order
See “blanket Order.”
Status
Status Icons and explanation
Acknowledged Supplier acknowledged the Order by accepting or rejecting it, or
the system received an EDI Order Acknowledgement.
■ Acknowledged and accepted.
■ Acknowledged but rejected.
■ Acknowledgment not required.
■ Acknowledged, but neither accepted nor rejected.
Committed ■ Fully committed. Supplier entered all the required
commitment data for the Order.
■ Partially committed. Supplier entered some, but not all of, the
required commitment data for the Order.
■ Fully missed. Supplier did not fulfill any of the commitment
promise.
■ Partially missed. Supplier did not fulfill all of the commitment
promise.
Credit ■ Partial credit. Supplier entered a partial credit against the
associated Invoice.
■ Full credit. Supplier entered a complete credit against the
associated Invoice.
Deleted ■ Status occurs when you delete either the Order or the
Requested Quantity for a part schedule or Order line item.

Status Icons and explanation

Firm You generate this status:
■ This is a “true” order that you are requesting the Supplier to
fill. That is, you are committing to purchase.
■ You cannot change the Order line item order details during
the stipulated time period.
■ The Supplier has not yet committed to the Order line item
order.
Invoiced ■ Fully invoiced. Supplier submitted an Invoice(s) for all
quantities against all Order line items, or the system received
an EDI Invoice indicating this.
■ Partially invoiced. Supplier submitted an Invoice(s) for some
of the quantities or some of the Order line items, or the
system received an EDI Invoice indicating this.
■ Previously invoiced. There is a previous Invoice(s) against this
Order.
New Recently web-created Invoices that have not yet been sent to you.
Overdue Applies to Firm orders that are past due. This status occurs when
your Requested Arrival Date is past the current date, which is
based your standard time, and you have not received a Shipping
Notice.
Paid (full) ■ Fully paid. You or your Hub has paid all Invoices related to the
Order, or the system received an RA or EDI 820 stating this.
■ Partially paid. You or your Hub has made some payments
related to the Order, or the system received an RA or EDI 820
stating this.
Planned You generate this status. Planned Order line items are for Supplier
planning purposes; they contain forecasted future requirements.
For a planned Order line item:
■ An Order number has not been assigned to the line item.
■ You have not committed to the line item order.
■ You can change the Order line item order details at any time.
■ You can delete the Order line item order at any time.
Shipped (full) ■ Fully shipped. All quantities for all Order schedules were
shipped, or the system received an EDI Shipping Notice
document stating complete shipment.
■ Partially shipped. Some quantities or some Order schedules
have been shipped, or the system received an EDI Shipping
Notice document stating this.
Submitted Invoices that were sent.
Viewed Supplier opened the Order on the web, or the system received an
EDI functional acknowledgement.
Stock Condition
On the Search Inventory Activity page, search for a product that is based on its
stock status.
Sub Contractor

On the Order, the name of the Supplier's company.

In a Remittance Advice, the Supplier's contact information.
Submitted status
The Invoice was sent to you or your Hub.
Supplier
Supplier Catalog Number
Supplier Part Number
Supplier's catalog number for the Order line item or the part schedule.
Supplier Item ID
The alphanumeric value the Supplier uses to identify a particular product.
Supplier Code
The specific business partner relationship code that you assigned the Supplier.
Each Supplier has a unique company code within your company system.
Note: If the Supplier company has different branch locations, you might have
assigned multiple Codes, with each Code representing a different branch location.
Supplier Number
The Vendor Number you assigned when you approved the Supplier as a Trading
Partner.
Supplier SKU
The Supplier-assigned Stock Keeping Unit identification number used in inventory
management.
Supplying Company
On the Order, he name of the Supplier's company.
Tax Amount
Total tax amount for the goods being invoiced.
Taxable
Whether or not the line item is a taxable product.
Terms Description
Short description of the sale terms, for example, Net 30.
Terms Start from
Code identifying the date when the terms of sale begin.
■ 1 - Ship date
■ 2 - Delivery date
■ 3 - Invoice date
Time Zone
For a Shipping Notice, the time zone that applies to the Shipment Time.
Total Amount
For a Remittance Advice, the sum of all amounts paid in the advice.
Total Shipped Qty

The total quantity the Supplier shipped for the specific parts schedule or Order line
item. This number is:
■ Never less than your Requested Quantity, because the system assumes the
Supplier shipped the Received Quantity.
■ Equal to the Received Quantity plus any quantity in transit; that is, any
quantity that the Supplier has shipped but you have not yet received.
TransOrder Number
The voyage, trailer, or flight number.
TransOrder Method
How the items are being shipped; for example, Rail, Air, etc. Mutually Defined
indicates you and the Supplier discussed this and agreed on the shipment method.
Unit Price
The price of the line item, per unit. The unit is specified in the UOM field, and the
dollar type is specified in the Currency field.
UOM
Unit of Measure, which is the type of measure for the item; for example, EA for
each, DZ for dozen. Ordering and shipping are based on this type of unit.
UPC
Number or code you assigned to the line item. The part number associated with
the part schedule or the Order line item.
Vendor
Vendor Code
Vendor ID
The specific business partner relationship code you assigned the Supplier. Each
Supplier has a unique company code within your company system.
Note: If the Supplier company has different branch locations, you might have
assigned multiple Codes, with each Code representing a different branch location.
Vendor Item ID
Supplier's catalog number for the Order line item or the part schedule.
Viewed or status
Supplier opened the Order on the web, or the system received an EDI functional
acknowledgement.
Weight
Weight of the total shipment. When creating a Shipping Notice, remember to select
the Unit of Measure and Weight Type.
Weight Type
Type of shipment weight, for example, gross or net. Mutually Defined indicates
you and the Supplier discussed this and agreed on the weight type.

Active Documents Classic
B
Active Documents classic is the previous version of Active Documents. This is the
version you will use if you do not have access to the Active Documents tab in
Trading Grid Online.
Topics include:
■ “Enable the Active Documents Dashboard”
■ “Search for Transactions”
■ “Search Results”
■ “Transaction Process Lifecycle — Classic”
■ “Transaction Process Lifecycle — New”
■ “Scheduled Reports”
■ “Delivered Reports”
■ “Glossary”
Enable the Active Documents Dashboard

When you first use Active Documents Classic, the Active Documents Dashboard on
your Operations Center page might be minimized. Display it the way you would
display any minimized page.
However, if the Active Documents Dashboard is not minimized or displayed, you
must perform the steps in this topic.
Otherwise, go ahead and “Use the Active Documents Dashboard.”
Or, to work directly with your documents, click the Reports tab.
To enable the dashboard, do the following.
1 On the Operations Center page, click the Configure icon. 
The Configure This Page area opens.
430
ACTIVE DOCUMENTS CLASSIC
2 Click the Page Components title bar to open that area.
In the Copy to Operations Center column, click the Active Documents

Dashboard check box > Set Components. 
The Active Documents Dashboard is added to the Configure This Page
area.
3 (Optional) In the Active Documents Dashboard row, remove the check in
the Minimize column check box to deselect the Minimize option, unless you
want the Dashboard to display in a minimized state. (You can maximize the
Dashboard manually.)
4 (Optional) If you want the Active Documents Dashboard to display above
the Message Center on the Operations Center page, in the Order column,
change the values to 1 for the Active Documents Dashboard and 2 for the
Message Center.
5 Click Apply.
6 Trading Grid re-configures the Operations Center page and displays the Active
Documents Dashboard.
Use the Active Documents Dashboard

An Active Documents Dashboard provides links to quickly view activity in a number
of categories, such as communication errors, and drill down for more information
in a category of errors or processing.
To view your Active Documents Dashboard, click the Operations Center tab.
The contents of the Dashboard display in part based on the GXS services that you
subscribe to (for example, extended event information) and your Trading Grid
implementation.
Depending on your role and subscription options, your Trading Grid service
includes one of two Dashboard types.

Enable the Active Documents Dashboard B
Most Managed Services customers will see this type:
And, most Trading Grid Messaging Services customers will see this type:
The Inbound and Outbound columns organize the information by transmission

direction. Each column lists types of information, such Communication Errors
and Not Acknowledged, and the number of current records for each type of
information (for example, the number of communication errors). Other categories
are:
Category Description
Negative status alerts If set up by an administrator.
Extended errors These are errors related to extended events, which your
company can publish to GXS from your back end system. For
example, your system might detect that a file failed to
reconcile and report that to GXS. This type of information
displays in Active Documents if you subscribe to the
Extended Event service.

Category Description
Unreconciled Extended During transaction processing, Trading Grid did not receive
Events all events from a business unit that subscribes to the
Extended Event service.
Unreconciled GXS Events During transaction processing, Trading Grid did not receive
all events that occur on the GXS side of processing.
Unextracted Transactions Files not picked up by trading partners.
Extracted Transactions Files picked up by trading partners.
Acknowledgements Files that trading partners have not acknowledged or for
which acknowledgments are late.
Recent Transactions Total of Extracted, Unextracted, and Rejected Transactions in
the selected Time Frame.
Rejected Transactions Outbound files rejected by trading partner, or inbound files
rejected by customer.
Interconnect Rejects Inbound only; files from a third-party VAN, for example, that
are rejected at GXS. This service will be available in a coming
release.
A number greater than 0 indicates a live text link that you can click to view more
information. It is the quantity of errors of that type (for example, Communication
Errors) for the company during the selected time period.
Click a text link to begin drilling down into data. Sections below provide more
details about drilling down and using the Select Date selector.
To update the counts on the Dashboard at any time, click Refresh.
See the following for more information:
■ “Change the Reporting Time Period”
■ “Select a Mailbox” on page 434
■ “View Dashboard Information” on page 434
■ “Save a PDF of the Dashboard” on page 435
■ “Print the Active Documents Dashboard” on page 435
Change the Reporting Time Period

By default, the Active Documents Dashboard displays exceptions and activity for
the past three days or 24 hours, depending on your Trading Grid service.
To change the time period

■ At the top of the Dashboard, if the Select Date drop-down list displays,
select a different three-day time range to report.

■ At the top of the Dashboard, if the Time Frame drop-down list displays,
select an option from the list — the last 24 or 48 hours, or a three-day time
range before that.
The Dashboard values are updated via data from the selected time range.

Enable the Active Documents Dashboard B
Select a Mailbox
Your Trading Grid service might let you select a specific GXS mailbox on the Active
Documents Dashboard. The Dashboard then displays counts for transactions
associated only with the selected mailbox.
To select a different mailbox to apply to the Dashboard

At the top of the Dashboard, in the Mailbox # drop-down list, click a mailbox
identifier.
View Dashboard Information

The information displayed by the Dashboard depends on your Trading Grid service.
To view dashboard information

1 Click the Operations Center tab.
2 On the Active Documents Dashboard, do one of the following:
To view Do this Comments
Error information In the Inbound or Outbound column, do one of
the following:
■ Click the Communication Errors,
Processing Errors, or Extended Errors
text link, for example.
■ Click the number link for the error type and
transmission direction that you want to view.
The number represents the number of errors
of that type and direction for the selected
mailbox.
Negative Status in the Inbound or Outbound column, click the Your Trading Grid service might support
Alerts Negative Status Alerts link. negative status alerts of errors or events that
fail to occur during transaction processing
Un-reconciled in the Inbound or Outbound column, click the Un-reconciled events indicate that Trading Grid
Event information Un-reconciled Extended Events or Un- did not receive all events during transaction
reconciled GXS Events text link. processing. Events might occur on the GXS or
customer (“extended”) side of processing.
Acknowledgment Do one of the following, depending on which is Accounts that send EDI data might track
information available: whether or not acknowledgments confirming
■ In the Acknowledgments column, click receipt of the data are received. To do so, they
either: subscribe to the Active Documents - FA
Management service that displays the number
■ Not acknowledged to see all
of unacknowledged files and overdue
transactions not yet acknowledged.
acknowledgments.
■ Late acknowledgments to see only In most cases acknowledgments are considered
unacknowledged transactions that are late. late when they are not returned within 24
■ In the Outbound column, click the number hours. However, you might have a different late
link for the two acknowledgment categories. acknowledgment period.
3 Click a dashboard link to open the Reports tab and view the list of Partners and
associated addresses that meet the dashboard criteria.
The Error Count or Count column shows the number of files of the selected
category and direction for each partner in the list.
4 In the Partner Name column, click the link for the partner transactions you
want to review.

A new page lists the file(s) for that partner. The list includes file information,
such as sender and receiver identifiers, APRF (document type), and creation
date and time.
5 In the GXS Ref. No. column, click an identifier link to drill down into that file.
The Processing Lifecycle page opens. You can:
■ In the Error Status section, click the View List link.
The Specific Errors List popup displays error information.

■ Scroll to the Status Alerts section to view information.
■ Examine event or acknowledgement information in the lifecycle. For
lifecycle information, see the “FA Information.” section.
Save a PDF of the Dashboard

To save a PDF of basic information in all categories on the Active Documents
Dashboard, click the Adobe PDF icon above the Dashboard. Rollover text varies by
implementation:
■ MS Dashboard PDF Download
■ Active Documents Dashboard
When the File Download dialog opens, click Open or Save to open or save the
file.
Print the Active Documents Dashboard

This functionality is not available in all implementations.
To print the Dashboard, click the Print icon.
If a Print icon is not available, click the MS Dashboard PDF Download icon,
then in the dialog box, click Open. When the file opens, print it.

All data formats — for example, EDI, XML, and user-defined formats — are initially
processed as files. You can refine search criteria in different ways, depending on if
you search tracking data at the file, interchange, or document level.
There are three areas on any Search page.
■ Filter area — Filter the search based on an address, transmission direction, or
other criterion, or apply a saved search that contains filter and other settings.
■ Tracking data area — Specify tracking data at the file, interchange, or document
level.
■ Actions area — Click Search and Clear to perform the search or clear the
search fields.
When using Search, to view a field description:
■ Look up the field in the “Glossary” on page 464.
■ Click the blue information icon to the right of the field, if present.

Search for Transactions B
Click Reports tab > Search to search for documents. You can search for tracking
data in Active Documents for 90 days after the document processes. The physical
files are archived. Contact GXS to request copies of data over 90 days old.
Note: Based on your subscription permissions, you might see some or all of these
functions. Search options include:
■ “Configure the Search Page” on page 436
■ “Begin Searching” on page 436
■ “Search on Keys” on page 438
■ “Search for Related Documents” on page 439
■ “Group Search Results” on page 439
Configure the Search Page

To configure the Search page
2 On the Active Documents Search page, at top right click the Configure icon.
The Configure Search Page panel displays.
3 In the Used Search Criteria section, deselect check boxes for search levels
you do not use. Those levels no longer display on the Search page.
Important: This is not recommended if you exchange EDI data.
4 In the Default Search Criteria section, select a default search level that
automatically displays when displaying Search. For example, if you select
Document, the Search page displays the Document search criteria by default.
5 To search on primary and secondary keys in a File search, select the Use
primary and secondary key for file search option. (This is available by
default in Document searches.)
6 Click Apply. Trading Grid re-configures the Search page.
Begin Searching
Define a New Search
To begin a new search
1 To define a new search, first set up your filter parameters. Filter parameters
are:
GXS Ref No Unique number created at GXS to track documents.
Your EDI address and/or Separate multiple addresses with a comma.
one or more Partner
Address(es)
Specific partner name(s) Separate multiple names with a comma)
Mailbox Specific GXS mailbox, or leave All selected. (TGxx, GXS
only).
Direction Only files that you sent, or you received, or both.

a Enter any parameter criteria.

b To return files for a specific time period, in the Time Frame drop-down list
select one of the following options:
Option Description
Specific No. of Days In the Last X No. of Days From and To fields type the
most recent number of days to search and the start and
end times for those days. For example, search from 5
days ago to 3 days ago, beginning at 00:00:00 the first
day and ending at 11:59:59 on the ending day.
Specific Date Range In the From and To fields enter a start date and time and
an end date and time. Click the calendar icon to open a
dialog where you can select a date.
Relative Time In the From drop-down list, select the beginning of the
Range time period, such as Monday of Last Week or First of
this Month, and in the next drop-down list select a time
of that day. In the To drop-down list, select Today or
Yesterday and select a time on that day for the end of
time period.
None Do not use a Time Frame to restrict the search.
If you select None, Active Documents searches the past
90 days of tracking data. This might delay results.
Results might exceed the maximum number of records
that the system displays.
2 Select a Tracking Data Level. Tracking data consists of information at the file
(system default), interchange, or document level.
Select one:
Tracking
Data Level Description (can vary by GXS implementation)
File Data translated to or from one non-EDI data format to another non-
EDI data format, or data processed as a pass-through (without
translation).
Options might include searching for files with or without errors,
negative alerts, or other events.
Interchange EDI-formatted data reporting activity at the interchange level.
Document EDI-formatted data reporting activity at the document level, or XML-
formatted data processed with XML document identification.
Options include viewing related documents (for example, Invoices
related to Purchase Orders searched for).
Search options vary by tracking data level. For example, at the document level,
you might search for a Document Type.
3 Based on your selection in the previous step, the page redisplays with the
applicable fields. Enter data in these fields as needed.

Search for Transactions B
For field information, see the“Glossary” on page 464.

4 (Optional) If your Trading Grid service lets you
■ Search for documents that are related to the documents returned by the
original search. See “Search for Related Documents” on page 439.
■ Configure the Search page to search for files as well as documents by
Primary Key and Secondary Key. See “Search on Keys” on page 438.
■ Group file search results. See “Group Search Results” on page 439.
5 Click Search.
6 Go to “Search Results” on page 440.
Note: After viewing your search results, you can “Save all Search Criteria” on
page 442 for future use.
Use a Saved Search

You can use a search that you or someone else has saved.
2 If that tab is already selected but the Search page is not displayed, on the left
side of the page, click Search.
The Active Documents Search page opens. Search options vary among GXS
services subscribed to.
3 Click Select Saved Searches drop-down > name of the saved search > OK. 
The page refreshes to display the search parameters.
Note: You might see searches saved by other members of your organization.
They are organized by user, beginning with you.
4 Change the parameters for this search, if needed. Click Clear to clear all search
fields.
5 To delete a saved search, click Delete.
The saved search disappears from the drop-down list.
6 Click Search.
7 Go to “Search Results” on page 440.
Search on Keys
Your Trading Grid service might enable you to target a document search by using
primary and secondary keys, or only by primary keys. These are data keys such as
PO Number and SAP IDOC Number or Type.
You might also be able to modify the Search page to allow key searches at the file
tracking level. See “Configure the Search Page” on page 436.
To search on keys
1 In the Primary Key and/or Secondary Key fields type the first character(s)
of the key type. For example, for Purchase Order Number you could type P.
TGMS users — always type D or doc for document. This applies to any type of
document identification number (Purchase Order Number, Invoice Number, Ship
Notice Number, etc.) that you will enter in the next step.
2 When Active Documents displays available options (PO Number, Product ID,
etc., click one to insert it in the field.

TGMS users — select DOCUMENT ID for any type of document identification

number (Purchase Order Number, Invoice Number, Ship Notice Number, etc.)
that you are entering in the next step.
3 In the Primary Key Value and/or Secondary Key Value fields, type the
specific value to search for the selected key. For example, type the actual PO
Number or Product ID to use in the search.
In the Value field, if you type a partial key value followed by an asterisk (*),
the system searches for any files or documents with the selected key value that
begins with that sequence of characters.
Search for Related Documents

Your Trading Grid service might allow you to search for documents that are related
to the documents returned by the original search. For example, you can search for
810s related to the 850s returned by the search.
To search for related documents

1 In the Document Type field, type the document type(s) on which to base the
related documents search. Separate multiple document types by commas. For
example, type 850 to search for documents related to one or more 850s.
2 (Optional) To further define the source document, for example, search for
documents related to a specific 850, use the Primary Key and Secondary
Key fields to target that 850. See “Search on Keys” on page 438.
3 Select the Related Documents check box. The Related Document Type
field displays.
■ To display only specific type(s) of related documents (for example, 810s),
type that ID in the Related Document Type field. You can enter multiple
types separated by a comma.
■ To return related documents of all types, leave the field blank.
Group Search Results

Your Trading Grid service might allow you to group search results by address
(Sender or Receiver ID), time interval, and other criteria. This can make it easier to
analyze search results that include many records.
You can define the order in which to apply criteria to the search results. For
example, Active Documents could sort search results first by partner name, then
within each partner group by document type, then within each partner group and
document type by time interval, etc.
The Group Result By option is available at all levels of Search.
To group search results

1 In the File, Interchange, or Document tracking data area of the Search page,
select the Group Result By check box.
New fields display below the check box.
2 Use the drop-down lists to specify the order in which to apply criteria to sorting
the list, and to omit criteria from sorting.
For any field you want the sort to ignore, select Consolidate for that field.

Search Results B
For example, sort 1st by My Address, 2nd by Partner Name, and select
Consolidate for the Time Interval. Your results will be sorted by Partner
Name within My Address.
Search Results
The Search Results page displays the applicable files, documents, or interchanges
based on your search criteria.
Note: Some columns display only in a downloaded file, not in the user interface.
Configure the Search Results Page

You can configure the search results page for each transaction level (file,
interchange, and document). This enables you to display additional data as
columns on a page or in an output file.
To configure the Search Results page

1 On the Search Results page, in the Reports bar, click Configure.
A panel displays the options for the Search Results page.
2 Do the following:
To . . . Do this . . .
Add a column Click Add Column > select the column > OK. The
column name is added to the list. For example, add a
column for Functional Group Sender and/or Receiver
for document-level searches.
An asterisk (*) after a column name in the Add
Column drop-down indicates that the column displays
only in scheduled reports, not on the search results
page.
A plus symbol (+) after a column name indicates that
the column displays only for search results with a
Status of Incomplete or With Errors.
Remove a column Click the X next to the column name. (The white X
turns red when your mouse pointer touches it.) The
column name disappears from the list.
Move a column Click the column name and drag it to a different place
in the list.
Change the default sorting In the Sort By drop-down list, select a different
method column to use for sorting.
Change the number of In the Lot Size drop-down, select a different number.
results that display on a page
3 Click Submit (for a new search) or Update Saved Search (for a saved
search). Trading Grid refreshes the page.
For a saved search, Active Documents uses the new display settings in future
searches.
To close the panel without submitting or updating, click the X at top right.

Search Results
View the Results

From the Search Results page, you can also view
■ “Results with More than 1000 Records” on page 441
■ “Grouped Results” on page 441
■ “View Related Documents” on page 441
■ “Drill Down into Data” on page 442
■ “Print and Save Results” on page 442
■ “Save all Search Criteria” on page 442
Results with More than 1000 Records

For searches that return more than 1,000 results, the system displays the first
1,000 found.
To view the remaining results

1 Click Generate Report above the table. A dialog opens.
2 In the dialog create a scheduled report as described in “Save/Schedule/Send
Reports” on page 460.
Note:
■ To view the search criteria without returning to the Search page, click the
View search criteria link at upper right.
■ If you use a Specific Date Range in the Time Frame option, you must
select Now in the dialog and generate a one-time report, not a scheduled
report.
Grouped Results
When you use groups to organize large search results, the Search Results page
displays a Count column that lists the numbers of documents found for each
group in the search results.
Click a number link in the Count column to view details for the group of search
returns in that row of the Search Results table.
View Related Documents

If your Trading Grid service supports viewing documents related to the documents
found in a search, use this procedure to view the related documents.
To view related business documents

1 On the Search Results page, click the View Related Business Documents
icon.
The Related Business Documents page opens.
2 To view related documents in a specific document type, click the number link
under the icon for that document type.
For each applicable document type, a table displays basic details for related
documents of that type.
3 To view the process lifecycle or related documents for a document on the page,
use the icons as described in “Drill Down into Data” on page 442.

Search Results B
Drill Down into Data

To access specific data, in the GXS Ref No. column of the Search Results table:
■ For file searches, click a file link to see its processing history and file contents.
■ For interchange searches, click the interchange link to view.
■ For document searches:
■ Click the View Process Lifecycle icon to view document processing
information. See “Transaction Process Lifecycle — Classic” on page 443.
■ Click the View Related Business Documents icon to view basic
information about documents related to the document in the Search
Results. See “View Related Documents” on page 441.
Print and Save Results

On the Search Results page:
■ To print the results, click Print, then in the dialog that opens click the icon again.
■ To save or view the results as a PDF file, click PDF and follow the prompts.
■ To save or view the results in an Excel spreadsheet, click CSV and follow the
prompts.
■ To view the search criteria that created the results, click the View Search
Criteria link.
Save all Search Criteria

You can save search criteria (also called report query) to use again later so you do
not have to recreate the search.
A saved search and any scheduled report run from that search uses the column
and column ordering preferences in the Configuration (also called Personalization)
panel when you save the search. To set display preferences for a search, see
“Configure the Search Results Page” on page 440.
To save search criteria

1 To save your search criteria for a future search, on the bottom right of the
Search Results page, click Save/Schedule Report.
2 In the dialog that opens, in the Name field type a unique name for the search,
for example, “ABC Inc., 810.”
Note:
■ To prevent report duplication, if the search criteria includes a Specific
Date Range, you must select the Now option. This generates an
immediate, one-time report, not a regular scheduled report. See also
“Save/Schedule/Send Reports” on page 460.
■ To schedule a regular report based on this search, see “View Scheduled
Reports.”
3 Click Save.

Transaction Process Lifecycle — Classic

Important: There are two lifecycle displays — “classic” and “new.” The
“classic” is the established Active Documents lifecycle. The other is not a “new”
lifecycle per se, it simply displays the same data in a new, easier-to-navigate
format. You can easily display either lifecycle — see “Enable the “Classic
Lifecycle” Option” on page 443 or “Enable the “New Lifecycle” Option” on
page 452.
edge events to Active Documents . Edge events are transactions from a customer’s
Enable the “Classic Lifecycle” Option

You can easily toggle between the Classic Lifecycle and the New Lifecycle.
1 Find the transaction to examine. See “Search for Transactions” on page 435.
2 On the Search Results page, in the upper right corner of the listing, click the
(Configure icon).
3 For the Show New Lifecycle View option, select No.
4 Click Submit.
Use this procedure to toggle between the “new” and “classic” lifecycle.
View a Process Lifecycle

To view a process lifecycle
2 If necessary, “Enable the “Classic Lifecycle” Option” on page 443.
3 On the Search Results page, click the View Process Lifecycle icon.
The Processing Lifecycle page displays the processing history of the file,
interchange, or document.
Icons represent a processing stages that is detailed in a box lower on the page.
The icon displays in the title bar of the processing stage, which is a platform,
translator, application, or other service used to process the transaction.
Hover your cursor over a processing stage icon to display a description of that
processing stage.

Transaction Process Lifecycle — Classic B
For example, these icons

represent Managed Service Platform > Translation Service >
Managed Service Platform, respectively.
If an icon includes a red box containing an X, that processing stage failed.
To jump to a processing stage, click that icon.
The Processing Lifecycle page includes several sections, depending on the
number of processing stages. Some sections enable you to drill down into the
data. See the links under “Transaction Process Lifecycle — Classic” on
page 443.
Error Information
If the processing lifecycle contains error information for the lifecycle process or a
file, a View List link displays in Error Status section near the top of the page. This
enables you to drill down into information about errors in processing, which could
be an invalid address, decryption error, or others.
The Error Status section might display an Update Status link. To use this
feature, see “Update Error and Event Statuses” on page 444.
To view errors in a lifecycle or file

1 Scroll to the Error Status section. If errors exist, the numbers next to
Lifecycle and New indicate the quantities of error of that type.
2 To view error information, click View List.

The Specific Errors List popup displays error information for the lifecycle or file.
3 After viewing information, click the X at top right to close the popup.
Update Error and Event Statuses

The Error Status section near the top of the Processing Lifecycle might display
status information about errors and events for the transaction. After correcting an
issue, you can update the status.
Extended events are processing events that occur on the customer side of
processing outside of GXS and that the customer company publishes to GXS. Active
Documents displays the information, such as status, in the Processing Lifecycle, if
you subscribe to the Extended Event service.
GXS events are processing events that occur at GXS.

Trading Grid reconciles one type of event against the other to ensure that
processing is fully audited and to report issues. Trading Grid might determine that
an unreconciled transaction between GXS and a customer cannot recover without
action. When this occurs, Active Documents displays status information and status
update options on the Processing Lifecycle page for the transaction. Statuses are:
Status Description
Unresolved Errors occurred in processing the transaction on the customer side.
Unreconciled Trading Grid did not receive all events for processing the transaction.
Resolved Errors on the customer side or an unreconciled event status on the
customer or GXS side have been corrected, and the status updated.
Reconciled Trading Grid received all events for the file transfer.
To view and update an error or event status

1 Scroll to the Error Status section. For example:
2 View the information and edit a status as needed. Statuses and actions are:
Status Action
Unresolved After correcting errors on the customer side of processing, to
Extended Errors update the status to Resolved, click Update Status. This
clears this condition from the Active Documents Dashboard.
Resolved Extended If errors remain on the customer side of processing, to
Errors update the status to change it back to Unresolved, click
Update Status.
Unreconciled Trading Grid received extended events from the customer
Extended Event but not GXS events for the transaction. After correcting the
issue, to update the status to Resolved (not to Reconciled),
click Update Status. This clears the condition from the
Active Documents Dashboard.
Unreconciled GXS Trading Grid received GXS events but not extended events
Event from the customer for the transaction. After correcting the
issue, to update the status to Resolved (not to Reconciled),
click Update Status. This clears the condition from the
Active Documents Dashboard.
Resolved Extended If extended events remain unreconciled with GXS events, to
Event change the status to Unreconciled, click Update Status.
Resolved GXS Event If GXS events remain unreconciled with extended events, to
change the status back to Unreconciled, click Update
Status.
After clicking the link, a popup asks if you want to change the status.
3 To change the status as described in the popup, click OK.
4 The status description updates — for example, Unresolved Extended Errors
changes to Resolved Extended Errors. The Update Status link remains, in
case you want to change the status back.

Status Alerts
provides a Status Alerts summary below the top section of the page. Status Alerts
allow customers to optionally receive status alerts for their inbound and outbound
transactions at different points, as the transactions are processed on the Active
Documents platform and delivered to their trading partners.
Status alerts
■ Provide status information about transaction processing, which includes
information about processing events that might require action.
■ Communicate transaction events to your backend system and send emails for
■ Are defined by the Community Administrator. If your company does not
subscribe to this service but would like to, see your Community Administrator or
GXS Representative.
Like the Error Status summary described in “Error Information” on page 444, the
Status Alerts summary links to details about the status alerts through your Active
Documents Dashboard.
The lifecycle displays only the most recent report for a status type.
The Status Alerts section of the Processing Lifecycle displays:

■ Statuses of key events in transaction processing.
■ Green icons for positive event statuses (events that occurred within the
configured time period).

■ Red icons for negative event statuses where either (error occurred event has not
occurred within configured time period) .
■ A specific event has not occurred within configured time period.
For example, a red icon for a mailboxed event might mean that the event was
rejected or that the event wasn’t received before a specific period of time
expired.
■ Time of event status.
■ Link to view details of the status alert.
To view information about a status alert, click its link in the Status File column.
Possible Event Types, depending on your implementation, can include:
Status Description
trading partner's system. This is the starting point
for all flows.
delivery to the trading partner. Not used if the Translated
tgmsmailboxed The file was sent to the Trading Partner via Trading Grid
Message Services (TGMS).
extracted Trading partner extracted the file from the mailbox or
interconnect.
receivedfp Received from my Partner. The file/document was
delivered to my destination.
FA Information
The Processing Lifecycle page might display Functional Acknowledgement
information.
Acknowledgment Codes are as follows:
■ A — Accepted ■ R — Rejected
■ E — Accepted with errors ■ W — Rejected; assurance failed validity tests
■ M — Rejected; message ■ X — Rejected; content after decryption count
authentication code failed not be analyzed
■ P — Partially Accepted; at least
one transaction set rejected

For example, in a transaction with no errors:

■ Managed Service Platform routed file to a translator. (See also “Translation

Information” on page 448)
■ Translated output entered another Managed Service routing cycle for
transmission to the recipient.
TGMS Data
exist because transactions can pass through the TGMS as well as Managed
Services at different stages of processing.
This section displays when the transaction was received and mailboxed, for
example.
Mailbag section, when a collection of files are going to a Trading Partner via a third
party.
A processing lifecycle can display different types of communication information.
Depending on your communication setup, the Processing Lifecycle page might
include sections that display data exchange information. They might include any of
the following protocols or standards, depending on your Trading Grid service.
AS3 X.400 OFTP
IFTP SMG HTTPS
POP3 SMTP
As with Managed Service Platform and Trading Grid Messaging Service, the
processing that occurs.
If a Trading Grid Communication section displays, it is likely because your service
processes files through the BizManager communication application at GXS. This is
indicated by text in the title, for example, Trading Grid Communication
(BizClientSendsFile).
Extended Event Data

Extended events are processing events that occur outside of GXS and that your
company publishes to GXS. If you subscribe to the Extended Event service, the
Processing Lifecycle page displays extended event data.
Event data can include, for example, an IDOC number, status information, and SAP
Client identifier.
The Translation section might include a link to the TGTS application, where you can
drill down into the translation issue.

The Trading Grid Translation section of a Processing Lifecycle describes the

translation input and output and includes original and formatted input and output
files, when available.
To view translation data and files

1 Next to the Session # at the top, click the Data and Models link to open a
popup. .
The Translation Session information appears.
It displays:
■ Translation Session Number
■ Translation Instance, which might identify a group of files passed to the
translator
■ Links to view Original and Formatted input and output files from
translation.
■ Links to view a business view spreadsheet of output files.
■ Names of translation models and attachments, if any, in the translation
session
■ Option to reprocess files
■ Option to download XIF files
2 To view or save an original or formatted input or output file from translation,
click the appropriate link, then in the dialog click Open or Save.
3 To view a business view spreadsheet of output files, in the Output Files
section, click the CSV link.
4 (GXS only) To reprocess the file through the translator again, in the Reprocess
section, click Reprocess, or to reprocess and generate a trace file, click
Reprocess with Trace on. The trace log file displays in the Translation
section.
5 (GXS only) To view an XIF file (XIF_<Translation Session Number>), in the XIF
Files section, click Download, then open or save the XML file in the usual
manner.
To view details for translator inputs or outputs

1 In the Translation section, next to Translation Input or Translation
Results, click a link to view files, interchanges, or documents.
2 View the information.
3 Do any of the following.
■ On a List Files page, to drill into the processing lifecycle for each linked file,
click the file link. You can download the file, if available.

■ On a List Unlinked Files page, click the download link to open the
Unlinked Files Download dialog, then click the Download link for Original
File or Formatted File.
Note: For a raw text file, use Original File. For a text file with line
breaks where delimiters exist, use Formatted File. (Availability
depends on original document.)
Note: You cannot drill down into life cycle detail for unlinked files
because metadata is not available.
■ On a List Interchanges page, click a link under GXS Ref No to return to
the Process Lifecycle page.
■ On a List Documents page, in the GXS Ref No column, click one icon to
return to the Process Lifecycle page, or click the other icon to view related
documents for the document in that row. An icon key displays on the page.
■ To view or download the list as a PDF or CSV file, click that link at top right.
■ To print the list, click the Print icon at top right.
4 If the Translation Results section includes a Bypass Files row, you can click
the Download link in that row to view and download bypassed files for the
translation.
Applicable Related Documents

To view documents related to the process lifecycle, click the View Related
Business Document(s) link above the processing stages icons.
To view related business documents

1 On the Processing Lifecycle page, click the View Related Business
Document(s) link above the navigation icons.
A new page opens.
2 To view related documents in a specific document type, click the number link
under the icon for that document type.
For each applicable document type, a table displays basic details for related
documents of that type.
3 To view the process lifecycle or related documents for a document on the page,
use the icons as described in “Drill Down into Data” on page 442.
Audits and Notes

Use this procedure view audit information, such as a record of email notifications,
status updates, and other activity for the processing lifecycle.
In a future release, status updates will include statuses updated in OM.
To view audits and notes for a lifecycle

1 To view audits and notes for a lifecycle, at the top of the Processing Lifecycle
page, click the View Audits & Notes link. Or, scroll down to the Audit
Messages & Notes section.
The Audit Messages & Notes title bar displays.

Transaction Process Lifecycle — New
2 Under the Audit Messages & Notes title bar, click View Audits & Notes. (If
no button displays, click the Audit Messages & Notes title bar to display the
button.)
A table displays any current audit messages or notes.
Information includes from left:
generated by the system or a GXS technician)
■ Details of entry (for example, email notification sent, or a status change in
the lifecycle)
3 To view an email notification — for example, confirmation that a file was sent —
click its Show Email link. Author is Notification Email.
A copy of the email displays in a box. Click Close to close it.
4 To view other pages in a long list, or to change the number of rows that display
on a page, use the controls below to list.
5 To exit Audit Messages & Notes, click the Processing Lifecycle title bar. That
section displays.
Print a Processing Lifecycle Page

To print a lifecycle page, click the Lifecycle PDF Download icon at top right.

Important: There are two lifecycle displays — “classic” and “new.” The “classic”
is the established Active Documents lifecycle. The other is not a “new” lifecycle per
se, it simply displays the same data in a new, easier-to-navigate format. You can
easily display either lifecycle — see “Enable the “New Lifecycle” Option” on
page 452 or “Enable the “Classic Lifecycle” Option” on page 443.
edge events to Active Documents . Edge events are transactions from a customer’s

Transaction Process Lifecycle — New B
Enable the “New Lifecycle” Option

You can easily toggle between the Classic Lifecycle and the New Lifelcycle.
2 On the Search Results page, in the upper right corner of the listing, click the
(Configure icon).
3 For the Show New Lifecycle View option, select Yes.
4 Click Submit.
Use this procedure to toggle between the “new” and “classic” lifecycle.
View a Process Lifecycle

To view a process lifecycle
1 Find the record to examine. See “Search for Transactions” on page 435.
2 “Enable the “New Lifecycle” Option” on page 452.
3 On the Search Results page, click the View Process Lifecycle icon.
By default, the Item Details section of the Processing Lifecycle displays. The
Summary Information section of the page shows the processing history of
the file, interchange, or document.

When you scroll down on the page, the next section is the Lifecycle Details
that lists all of the processing steps for the transaction, translator, application,
or other service used to process the transaction.
To see what occurred during a processing stage, click the icon preceding the
Step name. For example,
Note that you download files in different formats. Select

■ Original File to download the file without any formatting.
■ Formatted File to download the file with line breaks inserted.
■ PDF File to download the file in PDF format.

■ CSV File to download the file in a spreadsheet format.

Click the Lifecycle Content tab to see a hierarchy of all the files and
documents involved in this one lifecycle.
In this example, you can “drill down” by clicking on a file name. This file has
one interchange.
And then, drill down further by clicking on the Interchange. This interchange
has one document.
You can personalize this page, or the various sections of the page, by selecting
or rearranging columns. Click Column Settings and make your selections.
Error Information
If the processing lifecycle contains error information for the lifecycle process for a
file. This enables you to drill down into information about errors in processing,
which could be an invalid address, decryption error, or others.
The error section might display an Update Status link. To use this feature, see
“Update Error and Event Statuses” on page 444.
To view errors in a lifecycle or file

1 On the Processing Lifecycle page, click the Item Details tab.
The total number of errors appear in the Lifecycle Details section.

2 To view error information, click the Errors link.

The applicable error information displays.
Status Alerts
provides a Status Alerts summary. Status Alerts allow customers to optionally
receive status alerts for their inbound and outbound transactions at different
points, as the transactions are processed on the Active Documents platform and
delivered to their trading partners.
Status alerts
■ Provide status information about transaction processing, which includes
information about processing events that might require action.
■ Communicate transaction events to your backend system and send emails for
■ Are defined by the Community Administrator. If your company does not
subscribe to this service but would like to, see your Community Administrator or
GXS Representative.
Like the Error Status summary described in “Error Information” on page 444, the
Status Alerts summary links to details about the status alerts through your Active
Documents Dashboard. The lifecycle displays only the most recent report for a
status type.
The Status Alerts section of the Processing Lifecycle displays:
■ Statuses of key events in transaction processing.
■ Green icons for positive event statuses (events that occurred within the
configured time period).
■ Red icons for negative event statuses where either (error occurred event has not
occurred within configured time period) .
■ A specific event has not occurred within configured time period.
For example, a red icon for a mailboxed event might mean that the event was
rejected or that the event wasn’t received before a specific period of time
expired.
■ Time of event status.
■ Link to view details of the status alert.
To view information about a status alert, click its link in the Status File column.
Possible Event Types, depending on your implementation, can include:
Status Description
trading partner's system. This is the starting point
for all flows.
delivery to the trading partner. Not used if the Translated

Status Description
tgmsmailboxed The file was sent to the Trading Partner via Trading Grid
Message Services (TGMS).
extracted Trading partner extracted the file from the mailbox or
interconnect.
receivedfp Received from my Partner. The file/document was
delivered to my destination.
FA Information
The Processing Lifecycle page might display Functional Acknowledgement
information.
Acknowledgment Codes are:
■ A — Accepted ■ R — Rejected
■ E — Accepted with errors ■ W — Rejected; assurance failed validity tests
■ M — Rejected; message ■ X — Rejected; content after decryption count
authentication code failed not be analyzed
■ P — Partially Accepted; at least
one transaction set rejected

For example, the translated output entered another Managed Service routing cycle
for transmission to the recipient.
TGMS Data
exist because transactions can pass through the TGMS as well as Managed
Services at different stages of processing.

Mailbag step, when a collection of files are going to a Trading Partner via a third
party.
A processing lifecycle can display different types of communication information.
Depending on your communication setup, the Processing Lifecycle page might
include sections that display data exchange information. They might include any of
the following protocols or standards, depending on your Trading Grid service.
AS3 X.400 OFTP
IFTP SMG HTTPS
POP3 SMTP
As with the Managed Service Platform and Trading Grid Messaging Service, the
processing that occurs.
Extended Event Data

Extended events are processing events that occur outside of GXS and that your
company publishes to GXS. If you subscribe to the Extended Event service, the
Processing Lifecycle page displays extended event data.
Event data can include, for example, an IDOC number, status information, and SAP
Client identifier.
The Trading Grid Translation section of a Processing Lifecycle describes the
translation input and output and includes original and formatted input and output
files, when available.
Applicable Related Documents

To view business documents related to the process lifecycle
1 On the Processing Lifecycle page, click the Related Business Document(s)
tab.
A list of related documents display.

Scheduled Reports B
2 To see, for example, related documents in a specific document type, at the top
of the list underneath the Document Type heading, enter the document type
such as 850.
You can filter the list by typing values in the boxes underneath some of the
column headings.
Audits and Notes

View audit information, such as a record of email notifications, status updates, and
other activity for the processing lifecycle.
To view audits and notes for a lifecycle

1 Scroll down to the Audit and Notes section, and if necessary, expand the
section.
A list of Audit messages and notes displays, showing the
generated by the system or a GXS technician)
■ Details of the entry
■ Whether or not a notification was sent
2 To view an email notification — for example, confirmation that a file was sent —
click its View link.
A copy of the email displays. Click Close to close it.
Scheduled Reports
Standard Reports
Active Documents provides several traditional document tracking reports.
■ Map Usage Report — Retrieve a summary of activity related to a specific
translation map or all maps. Includes the numbers of started, completed, and
failed sessions.
■ Outstanding Issues Report — List of unacknowledged documents with an
issue assigned to them. GXS Global Support Services (GSS) assigns an
outstanding issue to an outbound transaction when the trading partner fails to
acknowledge the transaction. GXS notifies the client via the ISSUES log, and FA
tracking for that document for that trading partner ends.
■ Do Not Track Report — List of trading partners that have a Do Not Track rule
for FA tracking. If some trading partners do not have the capacity (or
continuously fail) to send FAs, they can be put on DO NOT TRACK status so that
Active Documents does not provide FA tracking services for those trading
partners.

Scheduled Reports
■ Outbound (and Inbound) Reconciliation Reports — Reconciliation reports

enable you and GXS Support to audit inbound and outbound transactions and
identify transactions not fully processed on the GXS service.
You can generate these reports on demand or schedule them.
Create a Standard Report

To create a Standard Report
2 On the left side of the page, click Standard Reports.
3 In the list that opens, select a report type. (Map Usage Report is selected by
default.)
4 On the Search page, define the content of the search and report.
Or, use a previously saved search.
a In the Select Saved Searches list, select a search name and click OK.
The system displays the stored criteria.
b Make any needed changes.
c Click Search. The search results display.
Note: For Outbound and Inbound Reconciliation Reports:
■ For the List All/Exceptions option, select All to report all input/output
files, or Exception to report only those with errors.
■ Be sure to select the File or Document radio button. It determines
your options in the bottom section of the dialog.
■ In the bottom section, deselect any Exception conditions that are not
applicable or that you do not want in the report.
5 Click Schedule. A dialog opens.

6 Enter the data as described in “Save/Schedule/Send Reports” on page 460.
7 Click Save.
The system adds the schedule to the Scheduled Reports list. If you selected
Now in the dialog, the system generates this as a one-time report.
Create a TGMS Report or 1-Time only Report

2 If the Search page is not displayed, on the left side of the page, click Search.
3 On the Search page, define the content of the search and subsequent report.
Or, use a previously saved search for the report.
a In the Select Saved Searches list, select a search name and click OK.
The system displays the stored criteria.
b Make any needed changes.
c Click Search. The search results display.
4 Click Save/Schedule Report. A dialog opens.
5 Use the dialog as described in “Save/Schedule/Send Reports” on page 460.

Scheduled Reports B
After completing and saving the dialog, the system adds the schedule to the
Scheduled Reports list.
Note: If you selected Now in the dialog, the system generates this as a one-time
only report. To see it, go to the Delivered Reports page. It does not display on the
Scheduled Reports page.
6 To view a list of reports or a specific report, see:
■ “Transaction Process Lifecycle — New” on page 451
■ “Delivered Reports” on page 462
■ “To download reports” on page 463
Save/Schedule/Send Reports
Use this procedure to save and schedule a report and optionally email it to
contacts.
Note: To generate a one-time report, you must create a schedule for the report.
1 If you clicked Save/Schedule or Schedule after creating a report, a dialog
opens.
■ To overwrite a saved search (report) with the new search, select the
Overwrite the saved search name option.

■ To save the search as a new search, select the Save as a new search
option, and in the Name field type a unique, meaningful name for the new
search. If you used an existing search to create the new search, the
existing search stays in the system.
Note: In either case, the name you enter becomes the Report Name in the
Scheduled Reports and Delivered Reports lists.
3 To save any of the above changes to an existing report, but not change the
schedule, click Save. Otherwise, continue.
4 To schedule the report, select the I want to schedule this report check box.
Important: Do this even for one-time reports.
The dialog displays controls for scheduling and Report Format.
■ For a regularly scheduled report, select the option Daily, Weekly, or
Monthly, then enter the day or date and time for the report schedule.
■ For an immediate, one-time report, select the Now option. (If the search
uses a Specific Date Range, only Now is available.)
Note: You can also generate a regularly scheduled report
immediately. See “To immediately generate a scheduled report” on
page 462.
6 Select the Report Format.
7 To send the report to another person as an email attachment,
a Select the Send this report as an email attachment option. Fields for
email recipients display:
■ Available Contacts in Trading Grid.

Scheduled Reports
■ Available Users in your organization.

b Hover your cursor over an email address for information about the contact
or user.
In the lists:
■ Select the applicable person (for multiple persons, hold down the Ctrl
key and select persons), then click Add. The addresses display at right.
■ To select all in a list, click Add All.
■ To remove entries from a list, select them as above and click Remove,
or click Remove All.
Note: If you do not see the contact that you want, have your
Company Administrator add that person as a Trading Grid Online user or
Trading Grid Online service contact via the Trading Grid Online Account
Manager.
c Some users may see an Additional Recipients field. If so, you can
specify email addresses not in either list. Separate addresses with a
comma.
8 For Managed Services (MS) users, if you don’t distribute the report by email,
and your company is configured in Managed Services, select the Send this
report via the Managed Services Platform option.
Active Documents sends the report to a mailbox on a Managed Services Platform

enterprise machine. Either of the following are possible:
■ Users with access can access the machine by FTP and download the
report.
■ The mailbox can forward the report to another machine or service that
makes it available to users.
9 For TGMS users, if you don’t distribute the report by email, and your
company is configured in Trading Grid Message Services, select the Send this
report via TGMS option.
10 New fields display to route the report file. Enter data into these fields; they are
required. For field information, see the “Glossary” on page 464.
Note: All three values must be valid identifiers configured in Managed
Services or Trading Grid Messaging Services. For help, contact your system
administrator.
11 Click Save and close the dialog.

Delivered Reports B
View Scheduled Reports

To view the Scheduled Reports list
■On the left side of the page, click Scheduled Reports.
To see the current schedule for a report, in the Report Name column, click the
applicable report name.
Note: If the Report Name is not a hyperlink, the report is a one-time report
previously executed.
Change/Generate/Delete a Report Schedule

1 On the left side of the page, click Scheduled Reports.
2 In the Report Name column, click the applicable report name.
3 In the Save or Schedule dialog that opens, view or change information.
4 Click Save.
To immediately generate a scheduled report

2 Find the applicable report in the list.
3 In the Execute Once column, click Execute for the report.
The system adds a one-time report to the Scheduled Reports list with the same
name, along with ONCE and the current date and time.
Note: Many users delete one-time reports. Select the report check box, then
click Delete.
4 Click Delivered Reports to view the report.
To delete scheduled reports

2 In the View drop-down list at top, click Only my reports. The list refreshes.
3 Click the check box(es) in the row of the scheduled report(s) to delete.
4 Click Delete.
Delivered Reports
Delivered Reports are Scheduled Reports, including one-time reports, generated by
the system.

■ On the left side of any Active Documents page, click Delivered Reports.

On the Delivered Reports page,
The list shows the following for each generated report.

Delivered Reports
■ Name of the report (click the name link to open the report)
■ Report format (for example, PDF)
■ Date and time the report was generated
■ Report status, such as New, Read, Processing, or Failed
■ Report ID (click link to view audit log for the report)
Download Reports
To download reports
report.
2 In the Report Name column, click the name of the report. (Status cannot be
Processing.)
View Audit Logs

An audit log for a delivered report includes information such as who received the
report and when. A log is available only if Active Documents emails the report to
recipients.
report.
2 In the Report ID column, click the link for the report. A dialog displays audit
information, such as who received the report.
Retention Period
Active Documents deletes delivered reports after 45 days.

To delete a delivered report
Delete it from the Scheduled Reports list — see “To delete scheduled reports” on
page 462.
Many users delete one-time reports.

Glossary B
Glossary
AI See Translation.
AI Bridge See Translation Instance
AI Session Number See Translation Session Number.
Application Reference An application identifier used in file or message routing, assigned by GXS during
the implementation process. Application Reference IDs might identify a particular
system, process, recipient, or data type. The value might also be blank, such as
for inbound data moving from the GXS network into the first Managed Services
routing cycle. This identifier is usually unique to a specific process, data type, or
trading partner.
AS2 A data transport protocol designed to provide secure and reliable file transfer
over the Internet. AS2 communication activity is reported on the Managed
Services Dashboard.
CFTP Bridge Connect-Out FTP Bridge. A Managed Services connection point that can use
standard FTP connections to pass data to (or pull data from) a remote host.
Client Address See Partner Address.
Communication Type The communications protocol, standard, or interface used to submit the
transaction to the Trading Grid.
Control Number Interchange Control Number of the data coming in or going out. It is a number
assigned by EDI systems to various structural levels of an EDI file for the purpose
of verifying data integrity.
COS Bridge Connect-Out Service Bridge. A Managed Services connection point that can pass
task parameters to a user's program, UNIX shell script task, or NT command file.
Created Date and Time Date and time that the transaction was created.
Delinquent Acknowledgment See Late Acknowledgment.
Delivered Report A scheduled report extract or a standard Managed Services report generated on
a scheduled basis.
Direction Direction (inbound or outbound) of data movement from the perspective of the
GXS customer (associated with the My Address field), not the customer’s
partner (associated with Partner Address).
Document An electronic business document, typically in EDI format.
Document Type A code in EDI that identifies a specific type of EDI document, for example, 810 or
INVOIC. In this field in Search, enter the identifier of a document type to return
only documents of that type. To search for documents of multiple types, separate
the types with commas.
EDI Electronic Data Interchange. A standardized data structure for exchanging
business documents electronically.
Enterprise See Managed Services platform.
Extended events Events that occur outside of GXS which the customer publishes to GXS. For
example, your backend system might detect that a file failed to reconcile and
reports that information to GXS.
Extracted Status or event type in some implementations. Indicates that the trading partner
extracted the document from the mailbox or interconnect.
File A data file moving through the Managed Services environment.

Glossary
Functional Group Refers to a structural level of an ANSI X12 EDI-formatted file that contains a
document (or documents) of a particular document type. GXS Ref Num - a
unique number created by the Managed Services platform to track EDI
interchanges, EDI documents, and files.
Functional Group Control Number A number assigned by EDI systems to the functional group header and trailer
segments of an EDI file for the purpose of verifying data integrity. Typically
applies only to ANSI X12 formatted data.
Functional Group Type A two-digit code found in the group header segment of an ANSI X12 EDI-
formatted file that identifies the type of business document it contains.
Group See Functional Group
GXS Ref No. A unique number created by the Managed Services platform to track:
■ Transmission files — preceded by F-
■ EDI interchanges — preceded by I-
■ EDI groups
■ EDI documents — preceded by D-
■ XML documents — preceded by U-
■ Trading Grid Messaging Service transactions
On the Search page, the GXS Ref Num is a quick way to access lifecycle
processing information.
ICS (Interchange Services) Former name of a GXS value-added network service that manages the electronic
exchange of business documents between trading partners. ICS might appear in
an error message.
IFTP A file transfer protocol with enhanced scripting used to create automated, robust
and reliable File Transfer Protocol operations. IFTP communication activity is
reported on the Managed Services Dashboard.
ILOG Number Input Log Number, assigned by the Trading Grid for tracking purposes and
uniquely identifies a file transmitted by the Sender. An ILOG is an 11-digit
number, based on the combination of the month, day, Greenwich Mean Time,
and the decimal fraction of the hour.
Inbound data Data being received by your company.
Input File(s) The file(s) that are used as the source data during a translation session.
Interchange Refers to an EDI-formatted file.
Interchange Control Number A number assigned by EDI systems to the interchange header and trailer
segments of an EDI file for the purpose of verifying data integrity.
Interconnect Name The name of a third-party VAN, for example, between your company and GXS in
the file routing process.
Late Acknowledgment An EDI acknowledgment which has not been returned in the period of time
designated in the acknowledgment tracking rule, usually 24 hours.
Lifecycle A sequential history of data activity at various processing points on the Managed
Services platform.
Mailbag ID References an interconnect service (for example, a third-party VAN). Value must
be numeric.
Mailbox GXS mailbox identifier.
Managed Services Dashboard High level view of communication and data tracking, enabling management by
exception.
Managed Services Platform The routing application used to manage the flow of data between managed
Services clients, their trading partners, and various processing points in between.

Glossary B
Model A file used during translation that defines the structure of a file and mapping
rules for its data content.
My Address Your EDI or GXS routing address.
My Functional Group Address Your EDI functional group address; applies only to the ANSI X12 standard.
Organization Report See Delivered Report
Outbound data Data sent by your company to a Trading Partner.
Output File(s) The file(s) that are created as a result of a translation session.
Partner Address The EDI or GXS routing addresses of your Trading Partner.
Partner Name The company name of your business partner, as it is defined in Active
Documents. On the Search page, you can enter a partial name and the system
displays a drop-down selection list that matches the value you entered.
Primary Key (and Value) The type and value of a document identifier assigned by the sender to identify a
particular documentsuch as Purchase Order Number.
On the Search page, if you enter a partial key, the system displays a list of key
types beginning with the same character(s). Click one to select it. Then, in the
Value field, enter the identifier value to use for the selected key. In the Value
field, you can type a partial value ending in an asterisk (*) for the system to
return any documents with the selected key value that begins with those
characters.
Some Managed Services clients might have keys defined at the file level.
Production/Test Flag This is a field/flag in the EDI interchange header for ANSI X12. This field
indicates if a transaction is test or production. Users can send test transactions
on the production system to Trading Partners, and this flag distinguishes which
transactions are test and which are production. You should work with your
Trading Partner in deciding how to use this flag.
Receiver The recipient ID in a Managed Services routing cycle. For data processed as EDI,
the recipient ID is typically an EDI address. For non-EDI file types, the recipient
ID represents a routing ID.
Reference # See GXS Ref No.
Scheduled Report A set of search parameters set up to extract Managed Services data on a daily,
weekly, or monthly basis. The term also applies to Standard Managed Services
reports that are scheduled.
Secondary Key (and Value) The type and value of a secondary document identifier assigned by the sender to
identify a particular document such as Trading Partner.
On the Search page, if you enter a partial key, the system displays a list of key
types beginning with the same character(s). Click one to select it. Then, in the
Value field, enter the identifier value to use for the selected key. In the Value
field, you can type a partial value ending in an asterisk (*) for the system to
return any documents with the selected key value that begins with those
characters.
Some Managed Services clients might have keys defined at the file level.
Sender The originator ID in a Managed Services routing cycle. For data processed as
EDI, the originator ID is typically an EDI address. For non-EDI file types, the
originator ID represents a routing ID.
Sender Reference A number or alphanumeric value referencing the file in the routing process. The
value is assigned by a process in the routing cycle.
Session # The number assigned to uniquely identify a specific translation instance.
Standard The format and version number for the type EDI data contained in the data file,
for example, ANSI (5020), EDIFACT (00.A) or Tradacoms.

Glossary
Standard Reports A set of pre-defined reports available through the Managed Services reporting
tool.
Status In Search, a drop-down list of possible statuses to search, based on the platform,
level of tracking, and configuration. Status searches can apply to inbound and
outbound transactions.
In Managed Services, at the file level you can search the following statuses:
■ With Errors
■ Without Errors
■ With Negative Alerts (last status alert was for an error or an event that
did not occur within a specified time period for the event type)
■ Without Negative Alerts (last status alert for file was for an event that
occurred within the specified time period for the event type)
In Managed Services, at the document level, you can search the following
statuses, depending on your service subscription:
■ Acknowledged
In other implementations, you might also be able to search for files with the
following Status:
■ Extracted (picked up by trading partner)
■ Unextracted (not picked up by trading partner)
■ Rejected (by GXS)
■ Incomplete (incomplete itineraries, which are GXS instructions for
processing a document)
In any implementation, leave All selected to not search based on a specific
status.
Time Frame Date criteria based on when GXS processed the document, whereas Invoice Date
Range is based on the content of the actual invoice document. From the
selection list, select the type of date search:
■ Specific Date Range — Use calendar icons to select From and To dates.
Enter the time using a 24-hour clock, i.e., enter values from 00:00 to 23:59.
■ Last No. of days — Enter the desired number of days back from the
current date, e.g., 10, 15, etc.
■ Relative Time Range — Select the days and times in the From and To
fields.
■ None — Search all available records.
Translation The GXS data transformation process used in translating data between data
formats. Data is translated from any format to another format. Many Managed
Services customers use the system to translate between their in-house data
formats and standard EDI (Electronic Data Interchange) formats.
Translation Instance Identifies which Application Integrator translation instance processed the
transaction. There is one or more than one translation instance, depending on
the implementation.
Translation Session Number A number assigned to each translation process.
UDF User-defined file format.
Unextracted Status or event type in some implementations. Indicates that the trading partner
has not extracted the document from the mailbox or interconnect.
User ID The email address that you use to log in to Trading Grid Online.

Glossary B
User Report See Delivered Report

XML/UDF Refers to document-level processing for data in either XML structure or a user-
defined format to enhance search. The XML structure might follow a defined
standard, such as RosettaNet, or an in-house data format.

Glossary

C
Active Documents
Translation Errors
Use these Active Documents translator error messages for reference. For users
subscribing to the Cloud Based Translations service, use these messages and their
solutions for initial troubleshooting.
Error Numbers -1 and -2

-1 EOF
Some errors are generated to control the natural processing flow of the translator
and these soft errors sometimes do not require any resolution. These errors are
written in the trace log to show the process flow, but they are not user-retrievable.
Cause Resolution
End of file encountered. No resolution required.
Sockets connection closed. One of the sockets programs Verify that both programs are
(client or server) exited, thereby closing the connection. running.
Sockets connection closed. Connection between the Contact your network or system
client and server was broken due to network problems. administrator.
-2 Character Set read_set Error

and these soft errors sometimes do not require any resolution. These errors get
written in the trace log to show the process flow, but they are not user-retrievable .
Cause Resolution
Input file has data not in the list of valid characters defined by Modify the data model
#CHARSET. This is an internal error while parsing the input (data model item minimum
document using the access model. Error -2 is not accessible in size), access model, or
the data model. input file.
This error could be converted to return an error #0 if the
minimum number of characters are parsed. If the minimum
size is not met, the data model returns an error #138.
470
ACTIVE DOCUMENTS TRANSLATION ERRORS
Error Numbers 128 – 193

128 Code Space Exceeded
Cause Resolution
The code generated from the rules requires Reduce the number of actions per condition
more than the allocated code generation by inserting null conditions.
space.
129 Stack Exceeded

Cause Resolution
An error has occurred in the rules processing, Check functions for proper argument type
possibly caused by an improper function and count.
argument count.
130 Stack Underflow

Cause Resolution
argument count.
131 Illegal Instruction

Cause Resolution
argument count.
132 Message Queue Illegal I

Cause Resolution
Fatal internal error. Call Customer Support for assistance.
133 Source Access Syntax Error

Cause Resolution
Error in parsing the source access Make sure that the correct access model name is
model. being referenced in the map component file.
Make sure that the correct access Edit the access model to fix the improper syntax.
model name is being referenced in the
map component file.

Error Numbers 128 – 193 C
134 Source Model Syntax Error

Cause Resolution
Syntax error within the Edit the data model for any of the following common syntax
source data model. Error errors:
may be in the line above or ■ Check for missing brackets and characters, such as,
below the line number (,{,},).
reported.
■ Check for upper-/lowercase spelling. Make sure the
variable labels are spelled correctly.
■ Check for arrow pointers (->) when referencing an
Array or Variable.
135 Target Access Syntax Error

Cause Resolution
Error in parsing the target access Ensure the correct access model name is being
model. referenced in the map component file.
Missing parenthesis or bracket or Edit the access model to fix the improper syntax.
syntax error at line X.
136 Target Model Syntax Error

Cause Resolution
Syntax error within the target data Edit the data model for any of the following common
model. Error may be in the line syntax errors:
above or below the line number ■ Check for missing brackets and characters, such
reported as, (,{,},).
■ Check for upper-/lowercase spelling. Make sure
the variable labels are spelled correctly.
■ Check for arrow pointers (->) when referencing a
MetaLink, Array, or Variable.
The target data model specified in Check the name of the target data model in the map
the map component file cannot be component file. Enter a valid target data model in the
found. map component file. Check that the target data model
exists.
The access model associated with Assign the data model item with the proper item type.
the given target data model is Assign a different access model to the map component
wrong (Access Obj “Segment for file.
dm not found”).
The target data model base Check the target data model base filename at the
filename has not been entered at Trading Partner lowest level-outbound values. Ensure
all or specified correctly. This issue that the target data model exists on the system.
arises when running generic
models and the Process Tracking
report returns an error of “Bypass
with error 136".

137 ATTACH Error

Cause Resolution
When running the ATTACH function and the Edit the model to call the correct map
map component file does not exist. component file.
When running an inbound standard Verify the inbound map component file is
translation and you get the error “Message defined properly at the Trading Partner
processing, Error 137,” then the trading lowest level-inbound values.
partner is not defined properly.
138 Data Model Item Not Found

Cause Resolution
Invalid date, numeric format, or not found in Check the data for valid date or numeric
character set. values.
Maximum data model item size has been Increase the size of the data model item.
exceeded.
139 Data Model Item – No Value Found

written in the trace log to show the process flow, but they do not stop the process.
Error code 144 is returned in cases where the data model item has a value
assigned to it before the function is executed. If there is no value assigned to the
variable at runtime and the ampersand is missing, the translator tries to evaluate
the variable. If the translator cannot evaluate the variable, it returns error code
139.
Cause Resolution
A result of the NOT_NULL( ) If the element is optional (may not have a value)
function; depends on whether the then use the NOT_NULL() function. This function
element is mandatory or optional. will write out the element only if the variable
references a value.
No values on the Array or MetaLink. Ensure there is a value on the Array or MetaLink.
Referencing a source data model item Ensure that the data model item referenced was
that has not yet been parsed. already parsed.
140 No Instance
Cause Resolution
When an item is not initialized, The item needs to be initialized at the beginning of the
no reference can be made to model.
that item. VAR->Count = 0
If this step is missing, then when the variable is referenced
in the next statement, error 140 will be generated.
VAR->Count = VAR->Count + 1

141 Mandatory Segment/Record Missing

Cause Resolution
Input data does not match the tag value. If the tag segment is optional, then it is a soft
This error could happen on a single or error and no resolution is required. If the tag
multiple occurrence of the tag item. segment is mandatory, then check the data
records, it is possible that data records are out
of sequence.
142 Try Next Error

Cause Resolution
143 Sort on Non-sort Item

Cause Resolution
144 Wrong Argument Type

Error code 144 is returned in cases where the data model item has a value
assigned to it before the function is executed. If there is no value assigned to the
variable at runtime and the ampersand is missing, the translator tries to evaluate
the variable. If the translator cannot evaluate the variable, it returns error code
139.
Cause Resolution
Improper function argument type; for Check functions for proper argument type
example, numeric passed to a function and count.
expecting a string.
145 Parse Environment Error

Cause Resolution
Cannot parse the .env file. Check the names of the environment (.env) file in the
directory and the data model when it is called to be loaded.
146 Invalid Date, Time, or Numeric String

Cause Resolution
Source data model only. Data does not Modify the data model or input file. A second log
match the specified field format, for file specifies the field in error and the value
example, alpha characters in a numeric received (e.g., 01.e000971.log). If no error code is
field. put on the element, it returns to the tag.

146 Invalid Date, Time, or Numeric String

Cause Resolution
Source data model only. Data does not Modify the data model or input file. A second log
match the specified field format, for file will be produced that tells exactly what field
example, alpha characters in a numeric is in error and the value received (example:
field. 01.e000971.log). If no error code is put on the
element, it returns to the tag.
147 RETURN Executed

Cause Resolution
Whenever the keyword RETURN is executed. Soft error; no resolution required.
148 RELEASE Executed

Cause Resolution
Whenever the keyword RELEASE is executed. Soft error; no resolution required.
149 REJECT Executed

Cause Resolution
Whenever the keyword REJECT is executed. Soft error; no resolution required.
150 CONTINUE Executed

Cause Resolution
Whenever the keyword CONTINUE is Soft error; no resolution required.
executed.
151 BREAK Executed

Cause Resolution
Whenever the keyword BREAK is executed. Soft error; no resolution required.
152 Lookup Error

Cause Resolution
Failed to look up an ID with the function, Verify that the code being checked exists in
#LOOKUP. the database.
153 Memory Allocation Error

Cause Resolution
A memory allocation could not be made due Check memory allocated to program. Exit
to an out-of-memory condition or a corrupted other programs, if possible.
memory manager.

154 Virtual Memory Allocation Error

Cause Resolution
A memory allocation could not be made due More document data has been parsed than
to an out-of-memory condition or a corrupted the translator can store. Reduce data parsed
memory manager. in one map component file by breaking into
separate map component files. Check for
data model function syntax errors, that is, for
the wrong number of arguments.
155 Virtual Memory Allocation Size Error

Cause Resolution
An attempt was made to allocate more than Check the data model for improper size
4092 bytes of memory for a data model item. specification.
156 Fatal Virtual Memory Error

Cause Resolution
A reference to an unallocated memory page Check for data model errors, such as
has occurred. improper number of arguments to functions.
More than the allowable data has been Reduce the amount of data parsed by:
parsed. ■ Breaking the data model into two or
more individual models.
■ Using CLEAR_VAL( ) to remove
unneeded values stored on Arrays
and/or MetaLinks.
157 Access Memory Allocation Error

Cause Resolution
A memory allocation could not be made due Check the memory allocated to the program.
to an out-of-memory condition or a corrupted Exit other unneeded programs.
memory manager.
158 Data Tree Memory Allocation Error

Cause Resolution
An allocation of a data tree structure could not be Set the data model to read one
made due to an out-of-memory condition or a document at a time.
corrupted memory manager. This may happen
when the document loop is set to a high or infinite
number of occurrences.
159 Number of Allowable Translations Exceeded

Cause Resolution
Attempted to invoke more than the allowed Wait until other translation sessions have
number of concurrent translators. ended before executing another session.

160 Error Opening Infile

Cause Resolution
Cannot find specified input file. Cannot find specified input file.
File permissions are incorrect. Try chown or chgrp to change the ownership
or the group to which the file belongs.
File attributes are incorrect Try chmod to change the file mode access
(read/write/execute). permissions.
Sockets input error. The server that creates Run the server program.
the input socket was not running when the
client tried to connect to it.
The input socket could not be created by the Verify that the server is running. Also, check
client because it could not connect to the whether another client is connected to the
server. server. If necessary, contact your network or
system administrator.
Sockets input error. The input socket could Contact your network or system
not be created by the server due to a lack of administrator.
system resources.
161 Error Opening Outfile

Cause Resolution
The translator cannot find or read in the Check to see if the file exists and is spelled
output file specified. correctly. Also check the permissions of the
file.
The server that creates the output socket Run the server program.
was not running when the client tried to
connect to it.
The output socket could not be created by Verify that the server is running. Also, check
the client because it could not connect to the whether another client is connected to the
server. server. If necessary, contact your network or
system administrator.
The output socket could not be created by Contact your network or system
the server due to a lack of system resources. administrator.
162 Error Opening Swapfile

Cause Resolution
An error has occurred in attempting to open Check permissions on the directory in which
the virtual memory swap file. the swap file is going to be placed. Refer to
the Control Server Installation Guide for
details on the environment variables SWPDIR
and TMPDIR.

163 EXEC Error

Cause Resolution
When the EXEC command is executed within The resolution depends on the command
the data model, it returns either 0 or 163. being executed. Examples include:
Return code 0 means that the command was ■ A file that is copied, renamed, or
executed successfully. Return code 163 removed does not exist.
means that an error has occurred during the
■ The Directory into which the file is to be
execution of the command.
copied does not exist.
164 sort_STK malloc Error

Cause Resolution
An error has occurred in the allocation of the Check memory allocated to program. End
sort stack. other unneeded programs.
165 Message System Call Error

Cause Resolution
An internal error has occurred in the Call Customer Support for assistance.
message system processing.
166 Error Log Open Error

Cause Resolution
An error has occurred in attempting to open Check permissions on the directory into
the error log file. which the error log is to be placed.
167 Function Not Found

Cause Resolution
Unknown function found upon execution. Check your data model and make sure to use
The function may have passed the parsing a function supported by your current version
check. of software. Check the spelling of the
function name.
168 Data Model Memory Allocation Error

Cause Resolution
An error has occurred in the memory Check memory allocated to program. End
allocation of the data model item. other unneeded programs.
169 Invalid Function Used in Target Access Model

This error code occurs when access functions (FIRST_DELIM, SECOND_DELIM, etc.)
are used in a target mode access model. These access functions should be used for

source only.
Cause Resolution
An error has occurred in the output stage of Remove the invalid function from the access
processing. model or use a different access model.
170 Command Line (-at) ATTACH Error

Cause Resolution
Missing the map component file (.att). Verify that the file exists and is spelled
correctly.
Syntax error in the parsing of the map Look in the map component file and verify
component file. that no syntax errors exist.
Missing source and target data models. Check the map component file; a source or
target data model and access model
definition must be present.
171 No Children Found

Some errors are generated to control the natural processing flow of the translator.
They are soft errors and sometimes do not require any resolution. These errors get
This error occurs on the tag or container where all children are optional.
Cause Resolution
Missing delimiters in a variable length record Define the element separator within the
type. model. For example:
SET_SECOND_DELIM(“*”)
Missing the record's tag match value in a Modify the model or input file.
variable length record type.
Required labeled item not found. Check the order of the required segments in
the model.
172 Access Item is a Null Pointer

Cause Resolution
This is an internal fatal error. Call Customer Support for assistance.
173 Improper Access Model Item Definition

This error occurs when an access object defined in a data model is not found.
Cause Resolution
An error has occurred in the output phase of Check the access model for proper definitions
processing, caused by an improper access of access items (item types). Check the data
item (item type) definition. model for the proper assignment of item
types.

174 Virtual Memory Free List Error

Cause Resolution
An internal error has occurred in the virtual Call Customer Support for assistance.
memory free list processing.
175 Virtual Memory Out of Space Error

Cause Resolution
A reference to virtual memory beyond the Call Customer Support for assistance.
addressable range has occurred.
176 Data Field/Element Too Short

Cause Resolution
A data model item's minimum size has not Check data model item's definition and input
been met. stream data.
177 Data Field/Element Too Long

Cause Resolution
A data model item's maximum size has been Check data model item's definition and input
exceeded. stream data.
178 Error in Administration Database Open

Cause Resolution
An error has occurred in the opening of an Check for proper Administration Database
Administration Database. name specifications and access privileges.
179 Unable to Get Lock

Cause Resolution
An error has occurred in obtaining a lock on Check the number of Administration
an Administration Database record. Databases open system wide.
180 Unable to Unlock

Cause Resolution
An error has occurred in releasing a lock on a Another user is accessing the same record.
Administration Database or Profile Database Ask the other user to exit from the database
record. and then retry. If necessary, call Customer
Support for assistance.
181 Read Error in Administration Database

Cause Resolution
An Administration Database record key was Check for proper key specification.
not found.

182 Write Error in Administration Database

Cause Resolution
An Administration Database record was not Check for the proper key specification.
able to be written.
183 I/O Error in Administration Database Access

Cause Resolution
An internal error has occurred in Call Customer Support for assistance.
Administration Database processing.
184 Wrong Permissions or Invalid Output Character

Cause Resolution
Input data field contains the element or sub- Modify the model by changing the delimiters
element separators in the data stream. set or input file to eliminate use of the
delimiter character.
In the map component file, the output Check the map component file and modify it
filename is missing or is misspelled. accordingly.
185 Truncation Error – Data Model Object

Cause Resolution
Data length is greater than the Turn truncation off by using the TRUNCATION_FLG
maximum size of the output/target keyword environment variable or modify the model or
field. input file. Refer to the Appendix in the Workbench
User's Guide for an explanation of the NUMTRIM( )
function for numeric truncation, and an explanation of
the #CHARSET access model function for automatic
truncation of spaces.
186 Invalid Argument Value

Cause Resolution
This error is produced when you pass invalid Verify with the Workbench documentation for
values to a given function. For example, correct syntax and value of the function.
when a function requires a number and an
alphabetic character is passed.
187 Exceeded Maximum Data Models

Cause Resolution
More than 50 different data models were Review all ATTACH statements in the data models.
used during a single translation session. Open fewer data models by restructuring the
process flow or model content.

188 Exceeded Maximum Access Models

Cause Resolution
More than 50 different access models Review all ATTACH statements in the data models.
were used during a single translation Open fewer access models by restructuring the
session. process flow or model content.
189 STOP Executed

Cause Resolution
This error message is encountered when the Soft error; no resolution required.
STOP keyword is executed within an Include
statement or Declaration.
190 Mandatory Data Field – Element Missing

Cause Resolution
A mandatory element missing Use the following resolutions:
in the segment. ■ Edit the data and add the missing element.
■ Modify the data model and remove it if the wrong
mandatory segment was defined.
191 Invalid Character in the Data Field/Element

Cause Resolution
An invalid character was found in the data Use the following resolutions:
element, such as an invalid data type or a ■ Edit the data and correct the missing
character not in the character set. element.
■ Modify the data model and verify that
the data type is defined properly for that
element.
192 Missing Post Delimiter

Cause Resolution
The post condition is missing in the data Edit the data and add the missing delimiter.
parsed.
193 Access Model Pre-Condition Not Met

Some errors are generated to control the natural processing flow of the translator.
They are soft errors and sometimes do not require any resolution. These errors get

Cause Resolution
A delimiter precondition that is defined in the Use the following resolutions:
access model is not found in the input ■ Edit the data and add the missing
stream. delimiter.
■ Change the access model item
referenced by the data model item to
one that does not have a precondition
defined.
■ Change the access item definition of the
precondition to optional.

200 Unable to Recover
Cause Resolution
More than one error has occurred in the Edit the data and correct the error in the
element or segment and the translator is segment.
unable to recover.
201 Recovery on Minimum

Refer to “176 Data Field/Element Too Short” on page 480 with RECOVERY mode
set.
202 Recovery on Maximum

Refer to “177 Data Field/Element Too Long” on page 480 with RECOVERY mode
set.
203 No Value Available for Item

Refer to “190 Mandatory Data Field – Element Missing” on page 482 with
RECOVERY mode set.
205 Recovery on CHARSET

Refer to “191 Invalid Character in the Data Field/Element” on page 482 with
RECOVERY mode set.
206 Recovery on POST_COND

Refer to “192 Missing Post Delimiter” on page 482 with RECOVERY mode set.
208 Recovery on LKUP

Refer to “152 Lookup Error” on page 475 with RECOVERY mode set.

211 Invalid Structure

Cause Resolution
An invalid structure exists either in the Correct the error in the xml document or schema or
xml document or schema or .dtd. .dtd. Ensure that the structure is valid.
212 XSL Missing Schema

Cause Resolution
Unable to locate these files Do one of the following:
within the OT_XSDPATH ■ If the name of the .dtd or schema starts with “http:”
environment variable. then the proxy server is used to locate the file.
■ If the name of the .dtd or schema does not start with
“http:” then ensure that the files are located within the
OT_XSDPATH environment variable.
213 XML Referring Invalid DTD/Schema

Cause Resolution
XML validation error as the referenced Ensure that the reference DTD/Schema is
DTD/XSD is incorrect in syntax. valid and follows correct syntax.
214 XML Invalid Against Schema

Cause Resolution
Occurs when the XML document is not Ensure that errors such as required fields are
according to the specified .dtd or schema, if missing, structure not matching schema, and
a reference to the .dtd or schema exists. other schema field validations are corrected.
215 XML Stylesheet Error

Cause Resolution
Occurs when the XML document has a Correct the stylesheet error.
stylesheet error, and is unable to parse.
216 XML Stylesheet Error

Cause Resolution
Occurs when the XML document has a Correct the stylesheet error.
stylesheet error while executing AI extended
function.
217 XML Proxy Server Error

Cause Resolution
Occurs when the XML document has a proxy Locate the proxy server error.
server error and is unable to locate the proxy
server.

218 Source Constraint Stylesheet Parse Error

Cause Resolution
Occurs when the XML document has a source Correct the stylesheet error.
constraint stylesheet error and is unable to
parse.
219 Target Constraint Stylesheet Parse Error

Cause Resolution
Occurs when the XML document has a target Correct the stylesheet error.
parse.
220 Source Constraint Stylesheet Validation Error

Cause Resolution
Occurs when the XML document has a source Correct the stylesheet error.
validate.
221 Target Constraint Stylesheet Validation Error

Cause Resolution
Occurs when the XML document has a target Correct the stylesheet error.
validate.
222 Output XML Validation Error

Cause Resolution
Occurs when the XML document that is Correct the validation error.
output has a validation error if a reference to
the .dtd or schema exists.
237 Internal c-tree Error

Cause Resolution
Out of disk space when performing Free up additional space. The rebuild requires 12 times
a rebuild. the space of the file to be rebuilt. By default, the
working directory is used for temporary files during the
rebuild. Another directory can be specified for use by
using the environment variable TMPDIR. Refer to the
Control Server Installation Guide for additional
information about the TMPDIR environment variable.
Database has become corrupted. Delete the corrupted file. For example, delete the DM_
Possible causes of corruption file causing the problem so a new one can be created.
include performing a kill -9 on the
Control Server, a corrupt file
system, internal system problems,
or similar issues.

238 Maximum CPU Time Exceeded

Cause Resolution
CPU maximum time has been Correct the translation that is causing the spinning. If
reached. This could be from a the translation is running correctly and taking time to
spinning translation. process due to the size of the input file, increase the
MaximumCPUTimeAllowed value under Standards -
Global - SystemResourceConfiguration within
Tradeguide.
239 Maximum Output File Size Exceeded

Cause Resolution
Output files created by the Correct the maps that are causing the output files to be
translation have reached the so large, possibly due to spinning on one record or field.
maximum size. If the output file needs to be large, increase the
MaximumOutputFileSizeAllowed value under Standard -
Global - SystemResourceConfiguration within
Tradeguide.
248 Value Stack Memory Error

Cause Resolution
Translator runs out of memory You can resolve this error message in one of three ways:
when adding to the value ■ Add more system memory.
stack.
■ Perform a modeling change that attaches to the target x
number of line items, then clear the arrays upon
returning to the source data model. Repeat until all line
items are parsed.
■ On UNIX, increment the maximum data size.
249 Error in idcopy In Access Parser

Cause Resolution
250 Translation Memory Error

Cause Resolution
Ran out of memory during Correct the data model and, for UNIX users, consider setting
translation. Could be caught the system ulimit for additional protection. It is
in an infinite loop. recommended that when using the asterisk (*) to set a
variable maximum occurrence, check the rule logic or the
nature of the data model to ensure the loop exists
appropriately.

251 Error Allocating vstack

Cause Resolution
Out of memory or corrupted memory Check memory allocated to program. Exit
manager. other programs, if possible.
252 Unable to Open Archive File (in ARCHIVE_REC())

Cause Resolution
Cannot write to archive file. Check file permissions in directory.
254 Error Allocating Buffer Space for Device

Cause Resolution
Out of memory or corrupted memory Check memory allocations. Refer to memory
manager. usage documentation.
255 Error Parsing Command Line Map Component File

Cause Resolution
Syntax error in the parsing of Use the following resolutions:
the map component file from ■ Look at the command line entry, and verify that no
the command line. syntax errors exist. If errors exist, make the necessary
corrections.
■ Look in the map component file, and verify that no
syntax errors exist. If errors exist, make the necessary
corrections.

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4 File Transfer Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

iv Trading Grid Online User Guide

6 Reports for Trading Grid Messaging Service. . . . . . . . . . . . . . . . . . . . 85

7 Active Invoices with Compliance. . . . . . . . . . . . . . . . . . . . . . . . . . . . 109

Trading Grid Online User Guide v

Cancel an Invoice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143

8 Trading Grid Analytics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175

9 Document Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207

vi Trading Grid Online User Guide

Unpack a Package . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243

System Administrators . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .259

10 Community Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 260

Trading Grid Online User Guide vii

Invitation Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 297

11 Account Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 310

viii Trading Grid Online User Guide

Add a Machine User. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 377

Trading Grid Online User Guide ix

Search Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 440

x Trading Grid Online User Guide

Error Numbers 128 – 193. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 471

Trading Grid Online User Guide xi

175 Virtual Memory Out of Space Error . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 480

xii Trading Grid Online User Guide

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4 Trading Grid Online

Access Trading Grid Online

Navigate Trading Grid Online

Trading Grid Online Tabs

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2 Update your information in the Personal Information section, as needed.

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Example: Service Access Priviledges (not a complete list of services).

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Configure Trading Grid Online

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Configure the Operations Center

1 Click in the title bar.

The Configure this Page window opens.

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The Page Components section lists your available components.

3 Check the appropriate checkboxes in the Copy to Operations Center section

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