Web Based FLS Packing List – User Guide



Table of Contents

1. Introduction…………………………………………………………..…… 3

2. IT Requirements………………………………………………..………… 4

3. Step by Step User Guide……………………………………..….……… 8

1. Log In…………………………………………………..…………… 8

2. Menu……………………………………………………..…….…… 8

3. Create Packing List………………………………………….……. 9

1. Advice of Readiness……………………………………….. 9

2. Packing List (Normal)………………………………………. 14

3. Consolidated Packing of several FLS Order Nos.… ..…. 17

4. Container Packing List……………………………………... 18

4. View Packing List……………………………..…………………… 20

4. Procedures between Vendor and FLS……………………….………… 23

5. Enclosure………………………………………………………..………... 24

5.thEdition – July 2011

FLS CPD-LOG

Introduction

Welcome to the FLS Packing List System. The system is a web based programme which enables the FLS-vendors easily to create correct FLS packing lists and in the same time ensure that the packing lists are sent and immediately received by FLSmidth (FLS).

The purpose with this user guide is to explain how to access and use the system. In order to access the system and utilize the functionality some technical requirements must be followed. These requirements are described in section 2. In section 3, the user guide will give a step by step introduction of all modules of the system and section 4 contains information about the procedures between the vendor and FLS once the system is in use.

Further it shall be noted that FLS is presently operating in several purchase order programmes and that the packing list system handles all types of orders.

IT Requirements

In this section the technical requirements to access the FLS Packing List System are described.

The FLS Packing List System has been developed for the Internet Explorer Document Object Model (DOM). Therefore Microsoft Internet Explorer is required as the browser to use for this application. Internet Explorer 5.5 or higher is required. The system has been tested with Internet Explorer 6.0 until 11.0 on Windows 98, Windows NT, Windows XP, Windows 7, Windows 8 and Windows 10.

To use the functionality communicating data to Excel, Word or Outlook, some security settings have to be set for Internet Explorer.

Since the object models for Excel, Word and Outlook are not marked as save, the security settings must allow initializing and scripting ActiveX components not marked as save. Furthermore, to avoid being prompted for a logon when downloading Excel templates, anonymous logon should be specified for user authentication.

It is highly recommended to add the Packing List site to the zone of trusted sites and then change security settings for trusted sites only.

To setup security settings follow these guidelines:

1. From Internet Explorer select “Tools”, “Internet options” from the menu.

2. Click on the “Security” tab.

3. Select the zone of “Trusted sites”.

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4. Click the “Sites” button.

5. Enter the URL of the packing list system and click on the “Add” button.

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6. Click “Close” to close the sites dialog.

7. Back in the “Internet Options” dialog, click on the “Custom level…” button.

8. Enable “Initialize and script ActiveX controls not marked as save for scripting”.

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9. For “User Authentication” select “Anonymous logon”.

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10. Enable “Access data sources across domains”.

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11. Click “Ok” to close the “Security Settings” dialog.

12. Click “Ok” to close the “Internet Options” dialog.

The above procedure may require system administration for the individual work stations. In such cases, contact your IT function.

Step by Step User Guide

The user guide is a step by step introduction to FLS Packing List System.

The system consists of following modules:

- Log In

- Menu

- Create Packing List

o Advice of Readiness

o Packing List

o Container Packing List

o Consolidated Packing of several FLS order nos.

- View Packing List

In the following the use of each module will be described.

1 Log In

The system is accessed by following web-link:



In order to log in, the user must enter user name and password and then click on the “login” tab. The vendor can provide the user name and password from FLS. (see contact information in Enclosure no. 1).

The log in screen is illustrated in Enclosure 2 (Figure 1).

It is possible for one vendor to have multiple users.

Please contact FLS for User names and Passwords.

2 Menu

From the menu it is possible to get access to the following modules in the system:

- Create Packing List (described in Paragraph 3.3)

- View Packing List (described in Paragraph 3.4)

Further, the following FLS instructions in English language are available in PDF-format:

- Instr. 28031, Handling Orders from FLS

- Instr. 520530, General Workshop Instruction

- Instr. 12951-08-3.1, Packing and packaging of goods for FLSmidth

- Instr. 7000730, Shipment of goods

Finally a Help-function for guidance of the system is also found in the menu screen. Click on the “?” tab to open this manual.

The menu screen is illustrated in Enclosure 2 (Figure 2).

3 Create Packing List

This module is accessed from the menu by clicking on the “Create Packing List” link from the menu. The purpose with this feature is to type a packing list including a corresponding advice of readiness.

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The screen is divided in two parts – left and right. In the left part the function buttons to the “Create Packing List” feature are found. In the right part the actual information is typed depending whether the purpose is an advice of readiness or a packing list.

When “Create Packing List” is accessed it automatically starts up in the “Advice of Readiness” screen. How to issue an “Advice of Readiness” is described in the following Paragraph 3.3.1.

Regarding the actual packing list there are different ways to issue it depending of which main type of packing is used. The system distinguishes between following types:

- Packing List (“normal”, described in Paragraph 3.3.2)

- Consolidated Packing (described in Paragraph 3.3.3)

- Container Packing List (described in Paragraph 3.3.4)

It shall also be noted that the system operates with several purchase order programmes/FLS departments, and consequently there are some differences depending on which kind of order to be registered.

1 Advice of Readiness

The advice of readiness document contains necessary information about the purchase order in question: delivery status, collection address, contact information, etc (the “Advice of Readiness” is illustrated in Enclosure 2, Figure 3).

When you start to create a Packing List the system automatically starts up in the “Advice of Readiness” screen.

The advice of readiness is divided into 7 sections:

- To

- From

- Packing List Information

- Collection of the Goods

- Marking of the Goods

- Country of Origin

- Remarks and Comments

In the “To” section, you are able to choose the receiving department of the packing list and the advice of readiness document.

But typing in the correct project no. / PO no. the system will find the correct receiver automatically!!

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In the “From” section the following information will be filled-in automatically based on the user logon.

Please contact FLS (see encl. No 1 – contact information), if any information needs to be changed.

- Company name

- Address

- Zip code and city

- Country

- Phone No.

- Fax. No.

- E-mail address

The “Packing List information” section needs to be completed with the following information:

- FLS Order No.

If the message

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Is shown. You will not be able to send a packing list via the system for the project in question. Pls. contact FLS (expediting dept.)

If the message

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Is shown. Accept and choose the plant via the drop down menu.

- Supplier Reference

- Terms of Delivery and city (i.e. FCA Valby)

- Delivery Status

It is possible to choose the status “Complete” or “Partial”.

If the status “Partial” is selected for a particular order – it is possible to choose the status “balance” the next time you create a packing list for the same order No.

- Date of readiness-

The fields “Total Packages”, “Total Gross Weight” and “Total net Weight” are filled-in automatically.

The “Collection of the Goods” section needs to be completed with the following information:

- Collection Address

- Zip Code and City

- Country

- Contact Person

- E-mail (for Contact Person)

- Phone No. (for Contact Person)

- Fax No. (for Contact Person)

PLEASE NOTE:

If all data is identical to the data filled-in in the “From” section – you can click on the tab “Copy from Vendor” – and the data (company name, contact person, etc.) will be transferred to the section “Collection of the Goods”.

Also receiver, DSV-terminal, CSO-terminal or FLS-A terminal can be copied via the tabs:

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Please note that the standard Shipping Marks will be filled-in automatically in the section “Marking of the Goods” based on the Order No. and contract name in the Packing List you are creating. The marking must be completed with actual information (PO-no, weights & dimensions)

In the “Country of Origin” section please select the country of origin from the drop down menu. If more countries – pls. add info in “Remarks”

Choose, if containerisation in your workshop is included – or not.

In the “Remarks and Comments” section you have the possibility to put in information about the order (i.e. relevant information about collection, or any other relevant information).

The following menu can be accessed from the advice of readiness

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Click on the “Advice of Readiness” tab to return to the Advice of Readiness document.

The tab “New Package” brings you to the stage where you can create a packing list.

Click on the “New Container” tab to create a container packing list.

The tab “attachments” gives you the opportunity to attach i.e. dangerous goods declaration, MSDS, special storage instruction etc. (any word-,excel- & PDF-file can be attached to the advice of readiness or to the individual packinglist).

The tab “Copy ” gives you the opportunity to copy a package already created in the system, or any packing list in correct excel form (use: “browse”). Copying from advice of Readiness will copy the advice of Readiness only. Copying from a packing list will copy the packing list(s) only.

If you wish to delete a package or container already created – click on the tab “Delete Pack/Cont.”. Please note that the system will delete the package or container showed on the screen.

The “Interim Save” tab gives you the opportunity to save your work for later. I.e. the packing list (incl. advice of readiness is saved in your system for later – and is not submitted to FLS.

When you click the “Submit” tab – the system automatically transfers the packing list (incl. advice of readiness) to FLS.

Click on “Print” tab to get either a single sheet or the whole Packing List incl. Advice of Readiness document printed.

If you click on the “Excel” tab – the packing list is automatically transferred to Microsoft Excel.

Print Tags – accessable from a packing list will print TAG(S), which must be placed on all items inside the package(s).

2 Packing List (“normal”)

The packing list is accessed from the menu bar – by clicking on the “New Package” tab.

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The purchase order No. and plant name is automatically transferred from the advice of readiness.

The field “Packed in Case No.” needs to be filled in only if goods for more than one FLS Order No. have been packed in the same package, please refer to Chapter 3.3.3 for further information concerning consolidated Packing of several FLS Order Nos.

Start by filling in the section “Packages” – by entering:

- Total number of packages covered by this Packing List sheet.

- Type of packing (i.e. closed wooden case, wooden crate, pallet, etc.)

- Unit Gross weight (per package)

- The net weight must be filled in for each line and the system will add – and show the total net weight.

- Dimensions in mm.

Based on the total number of packages covered by this packing list sheet the system will automatically calculate the CBM and fill-in the column “Package No” with the package numbers covered by the Packing List sheet.

(i.e. if the packing List sheet covers 3 cases – the system will put in package numbers 1-3 in the column “Package No.”)

If the consignment contains any dangerous goods – it is necessary to put a check mark in the column “Dangerous Goods” .

And dangerous goods-information must be filled in.

The datasheets must be attached to the individual packing list – using the tab “attachments”.

Select the type of packing from the “Packing type” drop-down menu.

It is possible to choose between:

- Seaworthy packed

- Packed for later containerisation

- Packed for local transport

Specification of the delivered equipment – are activated by clicking on the “Add Row” tab from the menu bar.

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Then it is possible to fill-in the necessary information describing all items covered by this packing list sheet (such as pcs, description, etc.

Please refer to the individual purchase order for this information.

For some orders, you might be able to copy lines from the FLS´ PO via “Select lines from PO”

It is possible to check mark in the small box left of quantity, if more lines at a time need to be deleted.

After having check marked the selected lines – click on the “Delete rows” tab.

The tab “Paste specification” can be used to paste a no. of rows from an Excel-sheet into the Packing List.

Mark the area in your excel-sheet (Ctrl+C) and paste into the packing list via “Paste specification”.

Please note: For this function to work, the information on the Excel-sheet needs to be stated in columns in the exact same order as given in the packing list. If the consignment consists of more packages, click on the tab “New Package” from the menu to get a blank packing list sheet ready to be filled-in for the next package.

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When the packing list has been completed you can either click on the “Interim Save” tab if you need to save your work for later – or click on the “Submit” tab in order to transfer/send the packing list (incl. Advice of Readiness document) to the Expediting Department responsible for the contract at FLS.

From the menu you can switch between the different packing list sheets you have made.

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An example of a normal packing list is illustrated in enclosure 2 (Figure 4)

Some further explanations to the line(s):

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Mt = “Mounted on above” – is for specifying of equipment with its own equipment no./CU-id no. but mounted on. The system will add “mounted on above” after whatever you put into “description” – and no net weight can be typed for this line.

Qty is always pieces. If the equipment is delivered in i.e. liters, meters – additional information must be added in “description”.

3 Consolidated Packing of several FLS Order Nos.

In order to complete the packing lists for packing more than one FLS order number in the same package following guideline must be followed.

A packing list must be completed for the lowest FLS Order No. representing the case with the shipping marking. Subsequently, a packing list must be completed for each FLS Order No. packed in this case.

1. Start by filling in the details of the case with the lowest FLS Order No. The system will by default start with package no. 1 and automatically keep track of the number of packages delivered on this FLS Order No. (See Paragraph 3.3.2)

2. Select “New Package” and go to “Packed in case No.” where you should write the number of the package of consolidation (note that only packages being created in the “New Package” module can be chosen for this action).

3. Fill in the “FLS Order No”.

4. Fill in the “Delivery Status” via the drop down menu, and select the corresponding delivery status for this FLS Order No.

5. Select “Add Row” to complete the content of the FLS packing list, pieces, description, etc.

Please note that the system will automatically insert “Also packed in this case” as well as all FLS Order Nos., which are packed in the case. At the same time, “Packed in case No.” will also be filled in automatically on the packing list of each FLS Order being packed in another case under a different FLS Order No.

The packing list is finalized by clicking on either “Interim save” or “Submit” tab from the function menu (acc. to Paragraph 3.3.1). An example of a consolidated packing is illustrated in Enclosure 2 (Figure 5).

4 Container Packing List

The purpose with the “Container Packing List” is, in case of packing into container(s), to show the details of the container in use, create a list of the packages which are packed into the container as well as calculate the weight of the container after being stuffed with packages.

The “Container Packing List” screen is illustrated in Enclosure 2 (Figure 5). In the following it will be described how to fill-in the “container packing list”:

1. Click on the “New Container” tab from the left side of the screen in order to start up a container packing list.

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2. The first field to fill in is “Package No.”. The package no. for a container must always consist of four digits starting with “10001” for the first container, “10002” for the second container, etc. Note that the order no. (in top of the screen) is automatically generated from the advice of readiness.

3. Select the container-type from the “Packages” drop-down menu. It is possible to choose between 20’, 40’, 40’ HC (High Cube), 20’ and 40’ FR (Flat rack) containers. Note that depending of which kind of container is chosen standard dimensions are automatically generated. The standard dimensions for each type of containers are as follows:

20’: 6060 x 2440 x 2590 MM

40’: 12190 x 2440 x 2590 MM

40’ HC: 12190 x 2440 x 2900 MM

20’ FR: 6060 x 2440 x 1 MM *)

40’ FR: 12190 x 2440 x 1 MM *)

*) If FR (Flat rack) containers are chosen you need to state the height manually.

SOC = Shippers own container

COC = Ocean liner container

If the container in use is different from the standard dimensions it is possible to change the dimensions accordingly. If the dimensions fits with the standard dimensions go to the next field (“Container Number”).

4. Fill in the “Container number”. The container number is found printed on the container. Usually the container number consists of seven digits, example “999999-9”.

5. For SOC-cont. fill in the “CSC number”. This number is found printed on the container.

6. For SOC-cont. fill in “Valid until”. This refers to the time (normally month/year) until which the CSC-approval is valid. The information is found in the CSC plate on the container.

7. In order to show which package(s) are packed in the container select “Add Row” from the function menu on the left side of the screen. Two fields for typing will appear next to each other below “FLS Mark”. The first field is by default automatically generated with the order no. from the “Advice of Readiness”, but if the order no. for the package in question is different, it is possible to change the order no. In the second field the package no. for the package in question shall be typed. Note that if some packages are identical in respect of type of packing, weight and dimensions it is possible to type those packages in the same line (i.e. “1-2”). As soon as the package no. is typed and the cursor is moved to another field (i.e. by using tab-key or mouse) the package information will automatically be generated next to the “FLS Mark”. The package information consists of type of packing (i.e. case, crate etc.), number of packages, gross and net weight.

Note that before a package can be selected to the “Container Packing List”, the package in question must have been created in the “New Package” module.

In order to select another package to the list click on the “Add Row” tab from the function menu. Again two fields ready for typing order and package no. will appear. This procedure continues until all the packages packed in the container have been defined. Note that during this process the total nos. of packages, gross and net weight are automatically summed under the list of packages.

8. In the field “Tara weight of container, kgs” the tara weight of the container shall be typed[1]. Note that after typing the tara weight and the cursor is moved to another field the “Total Gross wgt, kgs” field is automatically changed[2].

9. The “Container Packing List” is finalised by selecting either the “Interim Save” or “Submit” button from the function menu (acc. to Paragraph 3.3.1).

4 View Packing List

“View Packing List” is accessed from the main menu.

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In this module it is possible to query on packing lists which have already been saved or submitted to FLS (the “View Packing List” screen is illustrated in Enclosure 2, Figure 7).

The screen is divided in two parts – the left part in which the criteria for a query is defined and the right part which show the result of a query.

The possible search criteria are shown in below example.

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Activating “Update” will show the PO X-XXXXXX-111111.

Only typing ”*” in “Purchase order” will show all packing lists issued by you.

The desired search criteria must be typed in corresponding field and the query is started by clicking on the “Update” tab. Please note that it is possible to search on several criteria in the same query.

The result of the query is shown on the right side of the screen. In below example the search criteria were “Plant: Karoon”. The result of this query shows six packing lists

Some corresponding information to that packing list is also stated:

- “FLS Contract” refers to the FLS contract no. and project name the packing list belongs to.

- “Collies / Containers” refers to the package nos. which are submitted under the packing list in question. Please note that containers will always be marked with “10001” and up-wards.

- “Stat” refers to the status of the delivery for the packing list in question

o C = complete

o P = partial

o B = balance

- “Updated” refers to the latest date when the packing list has been updated.

Please note that it is possible to sort on the different columns just by clicking on the headers.

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The right side of the query contains functions for further use/handling of the packing list.

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- “Excel”: Is used to export the packing list (and advice of readiness) into an Excel-file.

- “Edit”: To be accessed if some changes are to be made to the packing list (i.e. to change the status from “interim save” to “submit”). Please note that when a packing list has been submitted it is no longer possible to edit that packing list. If the vendor for some reasons needs to edit the packing list after it has been submitted the Expediting department must be contacted in order for them to reject the packing list – only then it is possible to revise the packing list.

- Don`t forget to submit after corrections.

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- “Delete”: Can be accessed if the user wants to delete the packing list

- “Summary”: Is used to create a summary of the package-information from the packing list. When this function is chosen it is possible to export the summary to different file-formats (see example in Enclosure no. 2, Figure 8).

- “View log: There will be created a log in the system for all submitted packing lists, to keep a history track of all submitted packing lists.

It must be noticed that the result of the query can be shown in different colours. The font-colour of the query determines the “handling”-status. The definitions for each font-colour are found just below the search criteria for the query.

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- “Black: Submitted” means that the packing list has been submitted by the vendor, but has not yet been either accepted or rejected by FLS.

- “Blue: Received by FLS” means that FLS has received the packing list and that it is being processed.

- “Green: Accepted” means that the packing list has been accepted by FLS.

- “Red: Rejected” means that, for some reason, the packing list has not been accepted by FLS.

- “Gray: Interim” means that the packing list has only been interim saved, and has not yet been submitted to FLS.

Procedures between Vendor and FLS

Vendors are requested to fill-in and complete packing lists when the goods are ready for dispatch or collection.

Upon receipt FLS goes through the packing list to make sure that all information has been correctly entered by the vendor.

If not, FLS has the right to reject the packing list.

When doing so, the system automatically generates an e-mail to the vendor, in order to inform why the packing list has been rejected.

The vendor will then correct / revise the packing list and re-submit it to FLS.

If the vendor needs to revise a submitted packing list - Please contact FLS Expediting Dept. and ask for rejection of the packing list.

If requested by FLS the vendor is to issue a Preliminary packing list. In this case the column “Remarks and comments” on the advice of readiness needs to be filled in clearly indicating that the packing list is preliminary.

If a packing list contains dangerous goods, datasheets must be attached to the packing list and not to the advice of readiness.

There will be created a log in the system for all submitted packing lists, to keep history track of all submitted packing lists.

Enclosure

Enclosure No. 1 – Contact Information

FLS Cement-DK - Project Division – IE Dept.

Ove Hell (super-user)

E-mail: IEDept@

Phone: +45 36 18 29 16 /mobile +45 30932916

FLS CSO - DK

Peter Ronæs Dreyer

E-mail: prd@

Phone: +4536182330

FLS Airtech – Air Pollution Control - DK

Nani Ellingsen

E-mail: nel@

Phone: +4536183325

FLS Automation - DK

Steen M. Petersen

E-mail: smp@

Phone: +4536183752

FLS Bethlehem - USA

Jayakumar Krishnaswamy

E-mail: Jayakumar.krishnaswamy@

Phone: +18018717827

FLS Beijing - China

Eric Liu / Ove Hell (see above!)

E-mail: eric.liu@

Phone: +8613969691993

FLS Chennai - India

Muthu Manickam / Ove Hell (see above)

E-mail: Muthu.manickam@

Phone: +914447481074

FLS Salt Lake City - USA

Jesse Austin / Ove Hell (see above)

E-mail: jesse.austin@

Phone: +1 8018717427

Enclosure No. 2 - Screen Dumps

Figure 1 – Log in Screen

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Figure 2 – Menu

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The manual can be opened by clicking on the “?” tab

Figure 3 - Advice of Readiness[pic]

Figure 4 – Normal packinglist

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Figure 5 – Consolidated packing list of several FLS order nos.

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Figure 6 – Container packing list

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Figure7– View Packing List

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Figure 8 – Summary

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Figure 9 – View log

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[1] Tara weight = the weight of the container itself without any packages inside.

[2] New gross weight = sum of total gross weight of packages + tara weight.

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FLS PACKING LIST SYSTEM

USER GUIDE



5.thEdition – July 2011

FLS-PRO

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