1. Active Orders Supplier Administrator Training Getting Started Activities
This training presentation describes the Getting Started activities that will need to be performed to configure the Trading Grid/Active Orders system.
It also describes how you can create additional Trading Grid user accounts for users that need to access documents in the Active Orders system.

2. Training Objectives
This presentation reviews the configuration activities that the Supplier’s primary administrative user should perform after completing the Trading Grid Company Registration process, including:
Setting up Trading Grid Service Contacts
Setting up Active Orders message center links and alerts.
Configuring additional supplier rules.
This presentation also describes the process to create additional Trading Grid user accounts.
This presentation reviews the configuration activities that the Supplier’s primary administrative user should perform after completing the Trading Grid Company Registration process, including:
Setting up Trading Grid Service Contacts
Setting up Active Orders message center links and alerts.
Configuring additional supplier rules.
This presentation also describes the process to create additional Trading Grid user accounts.

3. Getting Started Activities
First, let’s look at who can perform the Getting Started activities.

4. Understanding Getting Started Activities
After completing the registration process, there are several important tasks to perform to set up your Active Orders system. These tasks must be performed by a user who is assigned the Account Manager1 role, and may also require the OLV Company Administrator2 role. This is usually the individual at your company that completed the Trading Grid company registration process.
Setting up Trading Grid Service Contacts for individuals that need to receive notifications from the system(1).
Configuring the system to display dynamic message links and send alerts when new or changed orders arrive(1,2).
Enabling optional Supplier configuration settings(1,2).
Creating and managing your company’s Trading Grid user accounts(1).
After completing the registration process, there are several important tasks to perform to set up your Active Orders system. These tasks must be performed by a user who is assigned the Account Manager1 role, and may also require the OLV Company Administrator2 role. This is usually the individual at your company that completed the Trading Grid company registration process.
Setting up Trading Grid Service Contacts for individuals that need to receive notifications from the system(1).
Configuring the system to display dynamic message links and send alerts when new or changed orders arrive(1,2).
Enabling optional Supplier configuration settings(1,2).
Creating and managing your company’s Trading Grid user accounts(1). 4

5. Setting Up Your System Setting Up Trading Grid Service Contacts
In this topic, we describe how to create a Trading Service Contact. A Service Contact contains a name and address that the Trading Grid or one of its applications can use for system notifications. A Service Contact may receive notifications from the Trading Grid or one of its applications without having an actual Trading Grid user account. 5

6. Setting Up Trading Grid Service Contacts
The system can send an notification when a new or changed order arrives, or when other activities are pending or overdue. You must set up a Trading Grid “Service Contact” for each individual that should receive the notification NOTE: A Trading Grid service contact is automatically set up for the primary contact established during the registration process.
If the primary contact set up during Trading Grid company registration is the only contact that needs to receive s, you do not need to create any additional Trading Grid service contacts.
The system can send an notification when a new or changed order arrives, or when other activities are pending or overdue. You must set up a Trading Grid “Service Contact” for each individual that should receive the notification NOTE: A Trading Grid service contact is automatically set up for the primary contact established during the registration process.
If the primary contact set up during Trading Grid company registration is the only contact that needs to receive s, you do not need to create any additional Trading Grid service contacts. 6

7. Adding a New Service Contact
To manage your Service Contact list:
Click on the Account Manager tab.
Choose the Service Configuration button.
Choose the Service Contacts button.
The primary (default) contact already appears in the Service Contacts list.
To manage your Service Contact list:
Click on the Account Manager tab.
Choose the Service Configuration button.
Choose the Service Contacts button.
The primary (default) contact already appears in the Service Contacts list.

8. Adding a New Service Contact (continued)
To add a new Service Contact:
Open the Actions list, and select Add New Contact.
To add a new Service Contact:
Open the Actions list, and select Add New Contact.

9. Adding a New Service Contact (continued)
Complete the required information for the contact. Asterisks (*) indicate required fields.
Complete the required information for the contact. Asterisks (*) indicate required fields.

10. Adding a New Service Contact (continued)
Leave the Community Manager – Company Invitation check box blank. It does not apply to most suppliers.
Leave the Community Manager – Company Invitation check box blank. It does not apply to most suppliers.

11. Adding a New Service Contact (continued)
After completing the information for the contact, choose Submit. The system will confirm that the Service Contact was successfully created.
After completing the information for the contact, choose Submit. The system will confirm that the Service Contact was successfully created.

12. Setting Up Your System
Setting Up Alerts and Active Orders Message Center Links
Next, we’ll describe how to configure your Active Orders system to send alerts when new or changed documents arrive and when certain types of activities are pending or overdue. We’ll also show you how to set up dynamic links on the Active Orders Message Center at the same time. 12

13. Setting Up Message Center Links and Email Alerts
Active Orders can provide two types of notifications for actions that need to be taken:
The Active Orders Message Center can display dynamic links for new documents, and for actions that are pending or overdue.
The system can send notifications when new documents arrive, and when actions are pending and/or overdue.
You use the Supplier Alert Management function to set up Active Orders Message Center links and notifications.
The Supplier Alert Management settings that you establish apply to all users in your company.
Active Orders can provide two types of notifications for actions that need to be taken:
The Active Orders Message Center can display dynamic links for new documents, and for actions that are pending or overdue.
The system can send notifications when new documents arrive, and when actions are pending and/or overdue.
You use the Supplier Alert Management function to set up Active Orders Message Center links and notifications.
The Supplier Alert Management settings that you establish apply to all users in your company. 13

14. Active Orders Message Center Page – Before Configuration
An important configuration task is to set up the AO Message Center links.
This is how the Active Orders Message Center looks before it is configured.
Order Lifecycle Visibility (OLV) is the previous name of the Active Orders system. Until the renaming process is complete, you may see the old name in the system.
An important configuration task is to set up the AO Message Center links.
This is how the Active Orders Message Center looks before it is configured.
Order Lifecycle Visibility (OLV) is the previous name of the Active Orders system. Until the renaming process is complete, you may see the old name in the system.

15. Active Orders Message Center Page – After Configuration
This is how the Active Orders Message Center might look when the Message Center links are enabled. Your community may use different links
Your company’s Active Orders administrator must set up the system to display these important Message Center links.
This is how the Active Orders Message Center might look when the Message Center links are enabled. Your community may use different links.
Your company’s Active Orders administrator must set up the system to display these important Message Center links.

16. Setting Up AO Message Center Links and Email Alerts
To set up Active Orders Message Center links and automatic alerts:
Click on the Account Manager tab.
Choose the Service Configuration button.
Choose the Supplier Alert Management button.
To set up Active Orders Message Center links and automatic alerts:
Click on the Account Manager tab.
Choose the Service Configuration button.
Choose the Supplier Alert Management button.

17. Setting Up AO Message Center Links and Email Alerts (continued)
You must provide a “From” address for the notifications. Typically, you should use the address of the primary Active Orders contact at your company as the “From” address.
You must provide a “From” address for the notifications. Typically, you should use the address of the primary Active Orders contact at your company as the “From” address.

18. Setting Up AO Message Center Links and Email Alerts (continued)
The default (primary) contact established during the company registration process is automatically set up to receive alerts. If this individual should not receive notifications, turn the Default Contact check box off.
The default (primary) contact established during the company registration process is automatically set up to receive alerts. If this individual should not receive notifications, turn the Default Contact check box off.

19. Setting Up AO Message Center Links and Email Alerts (continued)
If you want to add additional recipients to the notification list, enable the Other Contacts check box, and then choose the Modify List button.
If you want to add additional recipients to the notification list, enable the Other Contacts check box, and then choose the Modify List button.

20. Setting Up AO Message Center Links and Email Alerts (continued)
The system displays a list of the Service Contacts you have established. Choose the recipients you want to add to the Notify list, and then choose Submit.
The system displays a list of the Service Contacts you have established. Choose the recipients you want to add to the Notify list, and then choose Submit.

21. Setting Up AO Message Center Links and Email Alerts (continued)
The Frequency setting determines whether the system sends all notifications immediately, or waits and sends multiple notifications together at the same time.
0 day(s) = Immediate
1 day(s = Once per day
2 day(s) = Twice per day
The Frequency setting determines whether the system sends all notifications immediately, or waits and sends multiple notifications together at the same time.

22. Setting Up AO Message Center Links and Email Alerts (continued)
Enable alerts for New Orders, Remittance Advices, and Order Forecasts. We recommend enabling both and Message Center delivery methods.
Enable alerts for New Orders, Remittance Advices, and Order Forecasts. We recommend enabling both and Message Center delivery methods.

23. Setting Up AO Message Center Links and Email Alerts (continued)
These are the suggested settings for Shipment alerts.
These are the suggested settings for Shipment alerts.

24. Setting Up AO Message Center Links and Email Alerts (continued)
The remaining settings on the Supplier Settings page are not required.
The remaining settings on the Supplier Settings page are not required.

25. Setting Up AO Message Center Links and Email Alerts (continued)
When your settings are complete, return to the top of the page and choose Preview Supplier Settings from the Actions list.
When your settings are complete, return to the top of the page and choose Preview Supplier Settings from the Actions list.

26. Setting Up AO Message Center Links and Email Alerts (continued)
After reviewing your new settings, choose Submit from the Actions list. The system will confirm that the settings were successfully updated.
After reviewing your new settings, choose Submit from the Actions list. The system will confirm that the settings were successfully updated.

27. Setting Up Your System Configuring Additional Supplier Rules
You may want to consider several additional Active Orders configuration options that are available. 27

28. Understanding Supplier Rules
Settings on the Supplier Rules page let you choose your configuration options, and establish specific identification information sometimes used on Invoice and Ship Notice forms.
Enable a Supplier name column on Order search results lists.
You can choose to automatically collapse line item details on Order details page.
You can choose to display a “changed order” icon in Order search results lists.
Establish your VAT/Registration number , if used.
Establish your Ship Notice “company prefix,” if used.
Supplier rules must be set up by your company’s Account Manager/AO Company Administrator.
Settings on the Supplier Rules page let you choose your configuration options, and establish specific identification information sometimes used on Invoice and Ship Notice forms.
Enable a Supplier name column on Order search results lists.
You can choose to automatically collapse line item details on Order details page.
You can choose to display a “changed order” icon in Order search results lists.
Establish your VAT/Registration number , if used.
Establish your Ship Notice “company prefix,” if used.
Supplier rules must be set up by your company’s Account Manager/AO Company Administrator. 28

29. Setting Up Supplier Rules
To set up additional Supplier Rules:
Click on the Account Manager tab.
Choose the Service Configuration button.
Choose the Supplier Rules button.
To set up additional Supplier Rules:
Click on the Account Manager tab.
Choose the Service Configuration button.
Choose the Supplier Rules button.

30. Setting Up Supplier Rules (continued)
The “Supplier Column” setting would not be used by most Suppliers. It may apply to Suppliers who have a multi-company organization structure set up in AO.
The “Supplier Column” setting would not be used by most Suppliers. It may apply to Suppliers who have a multi-company organization structure set up in AO.

31. Setting Up Supplier Rules (continued)
The first order configuration option determines whether line items displayed in the Order form display in expanded mode (default) or collapsed mode.
The first order configuration option determines whether line items displayed in the Order form display in expanded mode (default) or collapsed mode.

32. Understanding Supplier Rules (continued)
By default, the system displays expanded line item details. You can configure the system to automatically collapse line items, and expand them when you need to view item details.
Expanded (default) Collapsed (configurable rule)
By default, the system displays expanded line item details. You can configure the system to automatically collapse line items, and expand them when you need to view item details.
Enabling this setting affects the line item display for all of your company’s users.
Enabling this setting affects the line item display for all of your company’s users. 32

33. Setting Up Supplier Rules (continued)
The second Order option determines whether a “changed Order” symbol is available in the status column of the Order Search results page.
The second Order option determines whether a “changed Order” symbol is available in the status column of the Order Search results page.

34. Understanding Supplier Rules (continued)
You can have the system display a special symbol ( ) to specifically identify orders that have changed. The symbol appears on Order search results pages.
No Changed Order symbol (default) Changed Order symbol (configurable rule)
You can have the system display a special “Changed Order” symbol to specifically identify orders that have changed. The symbol appears on Order search results pages.
Enabling this setting affects the status symbol display for all of your company’s users.
Enabling this setting affects the status symbol display for all of your company’s users. 34

35. Understanding Supplier Rules (continued)
If you plan to use the “Ship Notice with Labels” option, you must enter a company Prefix. The number becomes the company identification prefix in the serial numbers created for your labels. .
UCCEAN Prefix Code entry Example of prefix used in serialization
You can have the system display a special “Changed Order” symbol to specifically identify orders that have changed. The symbol appears on Order search results pages.
Enabling this setting affects the status symbol display for all of your company’s users.
If your company already has a GS1 UCCEAN Company Prefix, enter it in the UCCEAN Prefix Code field. If not, use your Vendor Code.
More information on GS1 / Company Prefixes can be found at 35

36. Setting Up Supplier Rules (continued)1 2 3 4
If you plan to use the Ship Notice with Labels option, you must assign a company prefix number.
Choose the Manage Prefixes button.
On the UCCEAN Prefix Codes window, choose the Add button.
Enter the prefix in the Code text box. The Description text box is optional
Choose Save from the Actions list.
If you plan to use the Ship Notice with Labels option, you must assign a company prefix number.
Choose the Manage Prefixes button.
On the UCCEAN Prefix Codes window, choose the Add button.
Enter the prefix in the Code text box. The Description text box is optional
Choose Save from the Actions list.

37. Setting Up Supplier Rules (continued)
The VAT Registration Number is used in invoicing. If you have a VAT Registration number, click the Add button and create an entry for your VAT number.
The VAT Registration Number is used in invoicing. If you have a VAT Registration number, click the Add button and create an entry for your VAT number.

38. Setting Up Supplier Rules (continued)
After establishing the settings that you want to use, open the Actions list and choose Preview Supplier Rules.
After establishing the settings that you want to use, open the Actions list and choose Preview Supplier Rules.

39. Setting Up Supplier Rules (continued)
Open the Actions list again, and choose Submit.
Open the Actions list again, and choose Submit.

40. Adding Additional User Accounts
Next, we’ll describe how you can set up additional Trading Grid user accounts for other users at your company that need to work with the information in the Active Orders system.

41. Adding New User Accounts
The individual completing the registration process is automatically assigned the Account Manager role.
Users with the Account Manager privilege can set up additional Trading Grid users accounts for other users in your company that need to access Active Orders.
The individual completing the registration process is automatically assigned the Account Manager role.
Users with the Account Manager privilege can set up additional Trading Grid users accounts for other users in your company that need to access Active Orders. 41

42. Setting up User Accounts (continued)
To set up new Trading Grid user accounts:
Click on the Account Manager tab.
Choose the User Management button.
The system displays the current User List.
To set up new Trading Grid user accounts:
Click on the Account Manager tab.
Choose the User Management button.
The system displays the current User List.

43. Setting up User Accounts (continued)
To create a new Trading Grid user account for another user at your company, open the Actions List and choose Create New User.
To create a new Trading Grid user account for another user at your company, open the Actions List and choose Create New User.

44. Setting up User Accounts (continued)
In Step 1, set up the contact and login information for the new user.
Complete the required fields for the contact information on the left side.
In Step 1, set up the contact and login information for the new user.
Complete the required fields for the contact information on the left side.

45. Setting up User Accounts (continued)
The password is case-sensitive.
Complete the Trading Grid login information on the right. Be sure to record the login User ID and password exactly as you enter it here. You will need to give this information to the new use exactly as you enter it here.
The Trading Grid User ID shown on the right must use a valid address format.
The Trading Grid User ID is not case-sensitive.
The Trading Grid password IS case-sensitive.
Complete the Trading Grid login information on the right. Be sure to record the login information exactly as you enter it here.

46. Setting up User Accounts (continued)
After completing the contact and login information, choose the Next Step button.
After completing the contact and login information, choose the Next Step button.

47. Setting up User Accounts (continued)
The Active Orders roles may be different for your Buyer community.
In Step 2, choose the roles that determine what functions this user can perform. Check the Order Lifecycle Visibility check box, and then choose the user’s roles.
In general, all users should be given access to the Knowledge Base.
Check the Order Lifecycle Visibility check box, and then enable the appropriate roles for the new user.
Assigning the user the OLV Company Administrator role gives the user access to the OLV Supplier Alert Management and Supplier Rules. If you assign the user the OLV Company Administrator role, be sure that you also give them the Account Manager privilege.
The Account Manager role should only be given to users who are authorized to manage the company’s profile information, operational settings, and user accounts.
All users should be given the Operations Center/Message Center Privilege.
After setting up services and roles for the user account, choose Next Step.
In Step 2, choose the roles that determine what functions this user can perform. Check the Order Lifecycle Visibility check box, and then choose the user’s roles.
After setting up services and roles for the user account, choose Next Step.

48. Setting up User Accounts (continued)
In Step 3, review the contact information and service privileges you established.
Scroll down to the bottom of the page to continue.
In Step 3, review the contact information and service privileges you established.
Scroll down to the bottom of the page to continue.

49. Setting up User Accounts (continued)
To make changes to the settings shown on the review page, choose Previous Step.
To accept the current settings and create the user account, choose Submit.
To make changes to the settings shown on the review page, choose Previous Step.
To accept the current settings and create the user account, choose Submit.

50. Setting up User Accounts (continued)
After the user account is created, you will need to provide the user with the Trading Grid URL and the login credentials you created on their behalf.
After the user account is created, you will need to provide the user with the Trading Grid URL and the login credentials you created on their behalf.

51. Setting up User Accounts (continued)
After logging in, the user can use the My Profile link and the Change Password button to access the page to update their Trading Grid password settings.
After logging in, the user can use the My Profile link and the Change Password button to access the page to update their Trading Grid password settings.

52. Technical Support
When you need help you can contact GXS customer support.

53. Contacting Technical Support – U.S. and Canada
Call EDI-CALL ( ). After you hear the welcome message, press 2078.
You can also send an to:
To contact GXS for assistance with Active Orders:
This slide identifies how to contact customer support if your company is located in the U.S. or Canada, and the type of information you will be asked.
When you contact GXS:
Have your company name, phone number, and your Client ID ready. (If you don’t have a Client ID, you can provide your name.)
Identify that you are using Active Orders.
Provide a detailed description of the problem. 53

54. Customer Support in Other Countries
You can obtain phone numbers and contacts for Customer Support in other countries by accessing the support information provided on the GXS web site.
Europe:
Asia/Pacific:
Latin America:
If your company is located in another country, you can obtain phone numbers and contacts for Customer Support by accessing the support information provided on the GXS web site. 54

55. North America | gxs.com
EMEA | gxs.eu
ASPAC | gxs.asia.com