2.2. Master data
2.2.1. Order form
2.2.2. Article catalogue
2.2.3. Supplier list
2.3.1. Order monitor
220.127.116.11. Resend/Status change
2.4. Setting the password
To access the login screen, click LOGIN at the top right of the www.hbs.eu homepage.
Image 1: Login area www.HBS.eu
In the login window, enter your username and password, which you will have received with the registration email, and confirm with the enter key or by clicking Login.
Image 2: Login window
When you first log in, you will be prompted to change your password. Follow the menu navigation.
Image 3: Change the initial login password
Have you forgotten your password?
No problem! Simply contact the Support & Service Team who will send you a new password.
Following a successful login, the home screen will appear with the following fields:
- Information such as username, profile type and name of body
- Navigation bar/menu navigation
- Overview of order volume, orders, packing slips, invoices (open/discarded orders)
Image 4: Overview homepage – HBS|center
Via the navigation bar on the left-hand side, you can access all the available menu items for your profile by clicking on them.
Tip 1: For each table displayed, you can set the number of lines displayed per page by clicking on the yellow table icon. To do so, click on the icon and enter the requisite value in the number field, or change the number of lines by using the arrow keys. The values will be saved automatically.
Image 5: Table bar
To switch between pages, click on the page numbers or arrow keys on the right-hand side.
Tip 2: You can change the sorting in all lists or tables by clicking on the column designation (supplier name, order number etc.):
Click 1: ascending sorting;
Click 2: descending sorting;
Click 3: original sorting.
Tip 3: Double-clicking on a line takes you to a detailed view of it.
In this area you will receive important information about the HBS|center from us (holiday provision, maintenance work, etc.) and/or from the linked order recipient.
The Order Form (1) is used for offline transmission (email/fax) of orders to currently non-linked order recipients, and as a control medium for online transfer (EDI) of the order to linked order recipients.
Image 6: Order forms at the HBS|center
Under Master Data, click on Order Form to access the processing area.
There are two options for editing the requisite form: double-click on the line or select the line by clicking on it, then click Edit Form.
Tip: The same principle applies everywhere where entries are displayed in list form.
Now confirm the requisite entries and/or changes in the individual tabs, and always save them by clicking on the Save button; this will then change its colour to green. The tabs in the top lines have different sub-tabs.
Tip: Your current tab is indicated on the preview form by a red marker on the right-hand side.
Image 7: Preview form
By ticking the requisite areas under the Miscellaneous tab, you can set whether and where leading zeros are to be cut.
Image 8: View editing form – miscellaneous
You can also specify whether cost points and/or internal material numbers are to be printed for the order items.
Image 9: Settings order form – items
The Article Catalogue (1) is generated automatically on the basis of orders for linked order recipients.
Image 10: View/navigation – Product catalogue
You can display all articles for the supplier in question or download them as a text file via the Display Catalogue and Item Catalogue Download (txt) functionalities.
The Supplier List (1) is generated automatically on the basis of incoming orders.
Image 11: Supplier list navigation
For statistical purposes, allocation to your creditor is performed by the Support & Service Team to a Pagero creditor.
You also have the option of having a list of creditors’ invalid and/or missing fax numbers (1) displayed. To do so, click on the requisite file format (html, pdf, xml).
Image 12: invalid fax numbers
In the eProcurement (1) Order Monitor (2) area the search function offers you the option of calling up your orders in accordance with various criteria (3).
Each search is triggered by clicking on Start Search.
Image 13: Order monitor
Search options (3):
- Search in accordance with predetermined parameters
Searching allows the orders to be searched in accordance with predetermined parameters (supplier, status, periods of time). To do so, select the requisite entry in the relevant field by clicking on the orange button (drop-down list).
- Free search
Furthermore, there is the option to search for freely selectable entries in the Order Number and Infotext fields.
- Search by date
In the two fields From and To, the date and time can be entered. Any date can also be selected by clicking on the calendar icon adjacent to the field.
- Reset search
By clicking on Reset Search, the entries in all search fields are deleted or reset to the default setting (today). Each purchase order is displayed with supplier name, order number, date & time, status and infotext. The status field shows the transmission status of the purchase order in traffic light form (4). All orders are sorted in accordance with the following status:
It was not possible to deliver the order
Possible causes: Invalid fax number, order recipient’s fax machine not reachable etc.
YELLOW: Being processed
The order is currently being processed
Exception: Infotext – order forwarded by HBS (email) à Order recipient has yet to report back the Read confirmation
The order was successfully forwarded
Image 14: Status traffic lights
If an order has a Red status (= rejected), a reaction on your part is required, e.g. correction of the fax number and resending of the order.
Send again (5) / Change status (6): See 18.104.22.168.
If you hover the mouse over the icon, a description of the icon will appear.
This order has item texts
This order contains articles that have not been established in the materials master
This order contains errors (missing article numbers, etc.)
This order has duplicates
This order is a duplicate
Image 15: Icons
You can access the Details page of an order by either double-clicking on the entry or clicking on Details for the selected line.
Image 16: Order details
All available information on the purchase order can be viewed there via the individual tabs (order header, lines, etc.). For example, under Documents you will also find input and output data, as well as the order form.
22.214.171.124. Resend/Status change
Should an error have occurred in the forwarding of your order, the status display for the order will jump to RED and the clerk who sent the order will be sent a notification by email (provided it has been set) regarding the rejected order and stating the reason. You must now take action:
- You have the option of resending an order in the HBS|center:
Tick (1) the incorrect order and click on the Resend (2) button.
Image 17: Resend order
In the next window you can now correct the destination fax number once and forward the order to the industry using the Resend button.
Image 18: Adjust fax number
Another window will open. If you would like to resend the order, click OK. Please note that the supplier master data (fax number) must also be corrected in your materials management so as to avoid your receiving this error again in the event of a further order.
- You have the option of manually changing the delivery status for an order if the current status is RED (= REJECTED).
To do so, tick the relevant order and click the Change Status button.
Image 19: Change status
In the new window you can select the new status in the drop-down menu in at the top:
Image 20: Change status
In the Infotext field, enter a comment on this – this will also be visible to the Support & Service Team and linked order recipient.
Image 21: Possible status displays
DISMISSED: The status DISMISSED serves to leave the status traffic lights of an order on Red whilst providing the order with a comment (e.g.”Resend tomorrow"), be it as a reminder or by way of information for you and other platform participants. The status remains changeable.
AUTHORIZED: This status should be selected if the order has been transmitted in another way (e.g. by telephone). Leave a comment, e.g. "Resolved by phone." The order is taken into consideration in the statistics. The traffic lights will now change to Green and the status is no longer changeable.
CLOSED: If an order run with an error has for some reason lapsed and no longer requires any forwarding, it can be given the status CLOSED. The traffic light changes to Green (the status is no longer changeable) but the order is not included in the statistics.
Then confirm by clicking Change Status.
Under Settings/Change password you can change your HBS|center Access password. Enter your new password in each of the two text boxes and confirm it by clicking Set New Password.
Image 22: Change password
To leave the HBS|center or log off, click on the icon with an orange border alongside LOG OFF.
Image 23: Logging off
This quick guide is regularly updated and adapted to the HBS|center´s new functions. The current version will be available for download immediately after login. If you have any questions or suggestions regarding this guide, please contact us as follows: