Overview

NB! This functionality is accessible only for WebSupplier 4DOC customers who are using 4-document supply process.

OVERVIEW functionality lets you easily manage 4-document supply process and locate the documents related to one transaction.

All documents are organanized into transactions. A transaction gathers all the documents that are related with one sales deal: order, despatch advice, receiving advice and invoice.
A transaction is initiated when the order is received, all the succeeding documents will be become part of the transaction based on the references given in the documents.

By default you see transactions from the last 7 days. You can choose more suitable time period from the drop-down list Choose period. The results will be shown shortly and the chosen period will be highlighted.
NB! If there are more than 20 transactions found, the list will be displayed on several pages.
NB! Notice that all documents are kept in Telema system and available for viewing in Telema Service Web only for the archiving period agreed in the contract. The transactions info is accessible for another 3 months after the last document has expired.

The OVERVIEW can further be filtered as follows:

• Open transactions – selected by default, lists all ongoing transactions that may need your attention.
• Closed transactions – list of those transactions that are marked by user as closed/completed.
• All transactions - both ongoing and closed transactions are displayed.

The following information is given about each transaction:

• Transaction date – date of the first document (first activity)
• First document – number of the document that initiated the transaction (first activity)
• First activity – type of the document that initiated the transaction
• Last document – number of the document that was sent/received last
• Last activity – type of the document that was sent/received last
• Delivery location – name of the delivery location
• Orderer – name of the branch who ordered the goods (usually noted only in case it differs from Delivery location)
• Transaction expiry date – the date when the transaction info will be deleted from the system

A transaction is displayed with yellow background when its last document has not been received/viewed by the receiver yet. For example, when you have received new order or receiving advice from your partner, the transaction will be displayed in yellow background until you open the document or mark it read/open manually depending on user settings. Also, when sending a despatch advice or invoice the transaction might appear at first with yellow background until the receiver gets the document.

To sort the lists click on column headers. The second (double) click will sort it in descending order.

To search required transactions from the lists click on the button Search. A form with possible search criterias will be opened.

• To start searching enter the required search filters and click SEARCH. The results will be shown shortly. The total number of matching transactions will be given in the right-hand upper corner.
• To cancel the search click CLOSE. No search will be performed and the form will be closed. 
• To reset the search criteria click Reset. All previously entered values will be erased and you can choose new search criteria.

To view the documents that are related to the transaction open the transaction details view from the arrow icon in front of each transaction.
Transaction details view will show all the documents that are related to this transaction.

The following information is given about each document:

• Doc no - document number
• Document type
• Delivery location - name of the delivery location
• Orderer - name of the branch who ordered the goods (usually noted only in case it differs from Delivery location)
• Amount - total sum of the invoice (without VAT)
• Received - date and time (dd.mm. hh:mm) when the invoice was received in Telema
• Forwarded - date and time (dd:mm hh:mm) when the invoice was forwarded to the receiver
• Rows - number of product rows in the invoice
• Channel - a channel through which the document was sent - "WEB" refers to Telema Service Web, "EDI" refers to integrated ERP software, "MMT" refers to Telema MMT solution

To open a document click on its Document no. A detailed document view will be opened.
If the Document no is not clickable, you probably do not have rights to view this type of document or the document has expired, meaning the document content has been deleted. NB! The documents are accessible and viewable in Service Web only during the archiving period agreed in the contract.
The transactions info is usually archived longer than the documents.

To print or save a document click on the "Printer" icon in the end of each row. The document will be opened in .pdf format for further printing or saving.

To mark a transaction as closed/complete to remove them from your desktop (Open deals) click on Lock icon in front of the transaction.
NB! When closing a transaction it will be shown as closed for all users that represent the same branch.
Tip! This feature let’s you easily hide the orders that won’t be processed any further. It is also wise to mark a transaction as closed/complete when it has actually ended to clean up you desktop.

Already closed transactions can be reopened at any time from the same Lock icon. A transaction will also be reopened automatically by the system when a new document is received/sent (new Last activity is recorded). In this case the transaction will be reopened for every party and user.