LES Web portal manual

Most of the functionality can be used by all users, but there are some sections only available for certain categories of users. This will be explained in the manual where needed. Terminal and manufacturer specific functionality will not be covered in this manual.

The LES application opens in a new window

On the top left of the page, you will have the information regarding your name and the account details. Please ensure that this information is correct before continuing.

Messages

There is a message functionality for sending messages from GTO Production Logistics to LES Web users. If you have an unread message when you log on to the LES Application, you will start on the Settings/Message work area until you confirm that you have read the message.

Instruction on how to confirm messages when they are read and how to read them again is described below.

Read the message.
Tick the ‘Hide message’ box if you don’t want to see the message again when you log on the next time.
Click on the ‘Confirm’ button to confirm when you have read the message and to close the messages work area.

To re-read a message, follow the below steps.

Click on the navigation menu on the left of the page on the “Settings/Messages”
Click on the “Message” tab.
Untick the ‘Unread messages only’ box.
Press the ‘Reread messages’ button. All messages will be showed. If you want to hide the read messages, tick the ‘Unread messages only’ box again.

Incoming

The incoming section is used for ordering empty packaging, changing an existing order and to perform active goods receipt. Only Terminals can perform active goods receipt!

Create packaging request

This chapter of the manual will describe how to create a packaging request, a “Purchase Requisition”, and how to submit it to GTO Production Logistics.

Choose Requested Delivery Week

Make sure that the navigation menu is set to “Incoming” and that the work area menu is set to “Packaging Request”.

Please note that you need to choose a requested delivery date. GTO Production Logistics have the right to deliver on any day in the requested week!

The days in the calendar marked red are not possible to choose as requested delivery date. The first possible delivery date is marked in green in the calendar. Choose a desired delivery date.

Click on the “Next” button.

Choose Requested Bundles

The packaging types available for request will be listed on the page. If you need to request another packaging type, please contact GTO Production Logistics.

There are rules set by GTO Production Logistics whether a bundle will be available to order or not, so please read the explanation of the logic below.

The different columns explained:

Material Bundles: the bundles that are extended to your account
Description: the description of the bundle
Requested Bundle Qty: this is where you enter how many bundles you like to order
Material Pieces: the main single material of the bundle
Current Stock: the current total stock of single materials on your account
Quantity Threshold: GTO Production Logistics can set a threshold value. This value is used to allow orders to be placed even if other limitations are active
Usage Per Day: how much you send out per day (average of last 35 days) of the single material
Current Weeks of Stock: an estimation showing how many weeks the single material will last based on your past 35 days consumption (usage per day)
Weeks of Stock at Delivery Week: an estimation showing how many weeks of stock you will have in the week you have requested the order to be delivered
Weeks of Stock Threshold: GTO Production Logistics can set a limitation of how many weeks of stock you are allowed to have to be able to order a certain bundle. Please be aware that Weeks of Stock Threshold is not related to overstock fee in any way! Weeks of Stock Threshold is solely based on availability. Number of free days (21) will still be valid.
Material Status: there can be 5 different status messages for a certain material from a new order creation perspective as listed and explained below:

- No Limitation: this will be displayed if there are no limitations on the bundle
- Not Orderable: this will be displayed if Weeks of Stock Allowed is set to zero (0). Then it will not be possible to order the bundle
- Orderable: if Weeks of Stock at Delivery Week is below the Allowed Weeks of Stock, or the current stock is less than the Threshold value, it will be possible to order the bundle
- Not Orderable (Overstock): if Weeks of Stock at Delivery Week is greater than the Allowed Weeks of Stock, and or the Current Stock is greater than the Threshold value, it will not be possible to order the bundle
- Storage Location Blocked: this message will be displayed if your storage location has been blocked and it will not be possible to order any bundles. Please contact GTO Production Logistics and discus how to get your storage location unblocked

Fill in the quantity for each bundle you would like to request in the Requested Bundle Qty column.

Click on the “Next” button.

Confirm or change your opening hours for this order and then click on “Confirm/Update” and then click on the “Next” button.

Summary and confirmation

In this step you will see a summary of your request:

Requested Delivery date (week)
Requested packaging types (Component)
Ordered quantity in pieces, surrounding packaging included (Requested Qty)
Your current stock balance, excluding the present request (Current Stock)
Description of the requested packaging material (Description)
Opening Hours for this Order

If you want to add a message tick the tick box “Add message” and enter the message in the message box.

Click on the “Submit” button to complete your request.

A pop-up window will open and inform you that your request has been successfully created. The purchase requisition number will also be displayed.

Click on “OK”.

My requests

To view created requests, click on the tab “My requests”. This section will list your “active” request until they have been delivered.

It is only possible to change/delete a request if the order deadline has not been pasted, or if the planning stage has not been started by GTO Production Logistics.

If the planning has started, then a Stock Transport Order – STO will be displayed in the STO column. The display option will then be the only available option.

When the STO is created a preliminary delivery date will be displayed.

Once the STO has been completed and finalized a delivery will be created and displayed. Planned Goods receipt date will also be displayed.

Please note that the planned goods receipt date can be changed. As said before GTO Production Logistics will deliver in the requested delivery week.

If changes are needed and “order is locked,” please contact GTO Production Logistics.

When the Purchase Requisition (number 10000xxx) has been transformed into a Stock Transport Order - STO (number 3000000xxx), the Purchase Requisition can no longer be modified. The Stock Transport Order will be transformed into a Delivery (number 800000xxx).

Display purchase requisition

To display a request, click on the tab “My requests” in the Work area menu.

In this example we look at PR 10291821. Since the STO has been created the option to change or delete is no longer possible and the change and delete buttons are not active.

It is still possible to view/display the order.

To display the order, click on the “Display Purchase Requisition” button. The PR details are now displayed.

Since it is not possible to change this order on the portal you need to contact GTO Production Logistics if you need to make changes to the order.

Depending on the timeframe GTO Production Logistics will provide you with the possible options to change/delete the order.

Delete a complete purchase requisition

In this section we will explain the delete options screen.

Mark the row of the PR, then click on the button “Delete Purchase Requisition”

Then click on the “Delete Purchase Requisition” button.

A message box will pop up and you need to confirm with clicking on “YES” to confirm the deletion of the PR.

A message box will pop up and confirm that the PR has been deleted. Click on “OK” to continue.

The PR will no longer be visible in the “My Requests” work area.

Change a purchase requisition

In this section we will explain how to change a PR. There are options to add materials, quantities or delete one or several materials in combination. It is also possible to change the requested delivery date.

Please note that if you change the PR and keep it within the original week, or move it to a later week, there will be different rules applied than if you move the PR to an earlier week.

The rule is Materials that have been ordered and approved will remain approved if you keep the requested delivery week, or if you move it to a later week. If you move the PR to an earlier requested delivery week then all materials will be checked against set limitations just like when you create a new order.

By moving an order to an earlier week there is a risk that previously approved materials will no longer be approved!

We will describe the two different scenarios in the coming section of this manual.

Change a PR within originally requested week or to a later week

Choose the PR by clicking on the PR you want to change and then click on the “Change Purchase Requisition” button.

We keep the requested delivery date/week marked in blue in the calendar.

Click on “Next”.

For previously requested materials, and if there is a limitation for the material, the message “Previously Approved” will be displayed since we keep the PR in the originally requested delivery week.

You can change quantity or add new materials by adding quantity in the “Requested Bundle Qty” column. If you want to delete materials use the “Delete/undelete” option.

Click on “Next” button to confirm the Opening hours.

Click on “Next” to go to the confirmation screen. Then click “Submit” to complete the change of the PR.

A pop-up window will confirm that the changes have been completed, click on “OK”

Change a Purchase Requisition to an earlier week

Please note that when changing a PR to an earlier week all materials will be checked against the current limitations. This means that there is a risk that previously approved materials will no longer be approved and will be removed from your order!

In this scenario we will look at PR 10291847 originally requested for week 53 and we will move it to week 51. Below is the original order requested for week 53.

Choose the PR by clicking on the PR you want to change and then click on the “Change Purchase Requisition” button.

In the calendar the requested delivery date and week is highlighted.

We want the delivery in week 51 so we click on a date in week 51 and then click on “Next”.

In this scenario two materials will be removed if we proceed to move the order to week 51. This is because by moving the order to an earlier week these two materials do not meet the set limitation. A pop-up message will display the following message.

Click on “Ok”.

Either proceed and do other changes to the order and accept that the two materials will be removed or move the order to a week where the materials will not be removed.

In this scenario for the two materials “9900010001” and “9900010021” the allowed weeks of stock is set to 5, and the weeks of stock at delivery week is 6. Moving the order to week 52 will solve the issue and the materials will be accepted form a limitation perspective.

We go back to the calendar and choose week 52 as requested delivery week.

Click on “Next”

Now all materials previously ordered are open for changing, it is now possible to do quantity changes, add or remove materials as per below.

Click on “Next”.

Confirm the opening Hours and the click on “Next”

The summary of the order will be displayed and the option to add/or change a message will be possible.

Click on “Submit”. A pop-up message will confirm that the order has been successfully changed. Click on “Ok”.

Reason codes explained

Every time a PR is changed the latest change will be displayed with a reason code.

If a PR is changed by the requester on LES portal the change message will always be “Changed by supplier”

If a PR is changed by GTO Production Logistics the following codes will be used.

The codes can be used for applicable reasons by GTO Production Logistics when handling your request. If you need further explanation on each code, please contact GTO Production Logistics.

The reason codes are displayed like below in “Change Purchase Requisition”

The reason code/message will be displayed in the “Reason column”

The “Original Quantity” column will display the original requested quantity and the “Requested Bundle Qty” column will display the changed and current quantity.

The reason codes are displayed like below in “Display Purchase Requisition”

The reason codes are displayed like below in “Delete Purchase Requisition”

Display content of a delivery before it has been goods issued

It is possible to view the content of a delivery ones the delivery has been created in the request tab. This is very useful specially if the order you placed is large and the order is divided into multiple deliveries and multiple planned delivery dates.

To view the content of a delivery before it has been Goods Issued (Loaded) click on the delivery you want to display.

The content of the delivery will then be displayed on the bottom of the page.

It is possible to download the data to excel by clicking on the “Export_Excel” button. Please note that all deliveries in the tab “My Requests” will be downloaded to excel.

Deliveries

The main purpose of the Deliveries tab is to get an overview of what is in transit towards your account. The Deliveries can be found in the Incoming menu in the “Deliveries” tab. Please note that the deliveries will only be visible after the delivery has been Goods Issued.

Please note that there are different categories of users of LES such as manufacturers, suppliers, dealers, factories and terminals. Terminals must perform active Goods Receipt. For all other categories of users this is performed automatically based on lead time in the system.

This means that the “Perform Good receipt” button will be visible for all but only activated for terminals.

This work area is mostly for the purpose of terminals; however, it can be useful to get an overview of deliveries that are in transit.

Deliveries work area explained

There are multiple ways of searching for deliveries, the easiest is to click directly on the “Search delivery list” button. This will display all deliveries that have been goods issued but not yet goods receipted.

It is possible to search on sender but then the structure needs to be “Y900 – 1020” as an example. It is possible to search on delivery number and it is possible to search on a specific delivery date or a date range.

The different columns explained:

Delivery - the delivery number
Delivery type - the type of delivery
Delivery date – the delivery date
STO – the stock transport order number connected to the delivery number
Purch.Req – Only Purchase requisitions (order of empty packaging) will have an PR number
Sender no – the account (plant and sloc) of the sender
Volume – the volume of the delivery
Ext. delivery – A free text field ( will be explained further)
No of items – Amount of coli’s of the complete delivery

Display content of a delivery before it has been goods receipted

To display the content of a delivery, mark the row and then the content of the delivery will be displayed at bottom of the screen.

Download delivery data to excel

It is possible to download the delivery data to excel by clicking on the “Export Excel” button.

All deliveries in the search interval (displayed on screen) will be downloaded.

Print delivery document (Unloading list)

It is possible to print the delivery Unloading document, useful for matching the delivery against the physical delivery up on unloading. To print this document, click on the “Print delivery” button.

A pop-up window will display the document and you can print a paper copy or save the file as a PDF file.

Ext. Delivery field explained

It is possible to enter a free text message in the “Ext Delivery” field.

Mark the row of the delivery you want to enter a free text (maximum 35 characters long) and then click on the “Save Ext. Delivery ID” button.

If free text field is populated the text will then be connected to the delivery in the LES system and always displayed when viewing the deliver or downloading delivery related data to excel.

Outgoing

The Outgoing section is used for sending packaging to other Storage locations (destinations). The option on what type of transactions that you can create and to which receivers are predefined in agreement with GTO Production Logistics.

Should you miss any flows or receivers then you need to contact GTO Production Logistics. Please note that the work area “send new packaging” and “Re-print new packaging” is only available/visible for packaging manufacturer to Logistics Services and will not be explained in this manual.

Outgoing transactions

Before you create any transactions please make sure that you are logged in to the correct account, this is important since some users have their user ID connected to multiple SLOCS (accounts).

How to switch between different accounts (if applicable) is explained in chapter Admin settings tab.

The account is displayed on top left of the page:

Make sure that the navigation menu is set on “Outgoing” and that the work area menu is set on create.

Create outgoing transactions

First you will need to select what type of transaction you want to create. This is done by clicking on the drop-down list in the “Select action” section.

Choose from the drop-down list and click on the transaction type you want to use. In this example we have chosen the most common transaction type “send/Use filled packaging”.

Next you need to choose the receiver by choosing from the drop-down list in Select destination.

If a destination is missing in the list, please contact your end customer. The end customer will request the missing destination towards GTO Production Logistics. If needed they will create a NII case for this missing relation.

Click on the “Next” button.

In the “materials and Quantities” section you will choose the materials and the quantities.

Please note that the materials available for each receiver might be different since each account (both sender and receiver) have predefined materials that are allowed to be used.

Should you miss any materials for a specific flow you need to contact GTO Production Logistics.

Fill in the desired quantity for each material.

Click on the “Next” button.

In the section “Summary and Confirmation” you will see a summary of the delivery.

Should anything be incorrect use the “back” button and do the needed adjustments. Select a delivery date, the date the delivery should arrive at the receiver. Click on the “select delivery date” calendar button and choose the desired delivery date.

Click on the “Submit” button to create the delivery. A message will be displayed confirming that the delivery has been created. As stated in the message the order has only been created. To perform the Goods issue (send the packaging from your account) you need to go to work area “Send”. This will be explained in next section of this manual.

Return Empty Packaging to Terminal

Please note that when returning empty packaging to a terminal you can choose to create the transaction by either choosing “singe material” or “bundle material”. The bundle material option should only be used if you know that you are returning complete bundles.

If you use the “single material” option, you must fill in all the packaging types including the surrounding material. If you choose the “bundle material” option, you only fill in the number of bundles you want to return and then the system will add the surrounding material.

The transaction created will still be in pieces regardless if you choose the bundle or single option.

Search for deliveries ready for Goods Issue

From the “Outgoing menu” Click on the “Send” tab in the Work area.

It is possible to search for deliveries in multiple ways. Try different combination to find the best way for you.

The easiest would be to click on the “Search delivery list” button, this will list all deliveries ready for Goods Issue with sorting order most recently created delivery on top of page.

Carrier ID and external delivery ID

There is an option to connect a free text to the fields Carrier ID and External Delivery ID.

To enter a free text in these fields simply enter the text and press the “Save Changes” button. The Carrier ID field can handle 20 characters and the External Delivery ID field can handle 35 characters. A Pop-up message box will confirm that the text has been saved, click on the “Ok” button of the pop-up box to continue.

Print delivery loading list

It is possible to print a loading list, useful in connection to the physical loading of the delivery if delivery has been created in advance of the actual loading.

Mark the row of the delivery you want to print then click on the “Print loading list” button.

A pop-up window will display the Loading list. There will be an option to save the file as PDF file or print paper copy.

Please note that this document is not the actual delivery note or CMR and can only be used for the picking and loading purpose. It is not allowed to be used as shipping document!!

Export to excel

There is an option to download the deliveries ready for Goods issue by clicking on the “Export Excel” button. All deliveries displayed on the page will be downloaded.

Please note that the data download will display the Deliveries on a line-item level.

View delivery prior to goods issue

To perform the actual Goods issue, send the packaging from your account to the receiver account, mark the row of the delivery you want to perform the Goods Issue for and then click on the “View delivery” button.

Delivery header changes prior to goods issue

Before you perform the Goods Issue, it is possible to change things like External Delivery ID, Loading Date and Carrier ID. If you like to change any of these parameters make the changes and then click on the “Save header changes” button.

Print delivery loading list

If you like to print a loading list, then click on the “Print loading list” button.

Perform goods issue (send packaging)

Before you perform the Goods Issue, it is possible to change the quantity of each material.

Please note that it is only allowed to change the quantity to less quantity than the originally registered value. If you change the quantity, there is an option to choose a discrepancy code in the “Reason for diff” column drop down list.

The discrepancy code is mandatory for Terminals but should not be used by non-terminal users, this since the codes will not have any relevance in the system for non-terminal users.

It is not possible to add new materials to the delivery at this stage. To perform the Goods Issue, click on the “Goods issue” button.

A pop-up window will now display 3 documents, delivery note, CMR freight note and customs invoice. The delivery notes and CMR must be sent with the physical shipment. It is possible to print a paper copy or download to a PDF file.

There will be a pop up confirming that the delivery has been goods issued.

Delete a delivery

If you created a delivery by mistake or need to change it in a way that is not allowed i.e. more quantity of a material or add more materials, the only option is to delete the delivery and then create a new one.

To delete a delivery, click on the “Delete Delivery” button.

A pop-up box will appear, and you need to confirm the deletion by clicking on the “Yes” button.

The delivery has now been completely deleted.

Please note that if you perform the Goods Issue it is not possible for you to delete it. If deletion after Goods issue is required, then you need to contact GTO Production Logistics.

Stock handling

The stock handling section is for handling internal movements and is only available for terminals and will therefore not be explained in this manual.

Stock reports

The stock reports section will give you an overview of your stock of all materials connected to your account.

Stock reports

The Stock Report function is not an inventory report. Stock report shows the current stock in LES in the current Storage Location in different status including packaging “In transit”. There are three different ways to filter and search for a wanted stock report. These are:

Items with stock – Only packaging with stock will be displayed.
Zero stock items – Only packaging with zero stock in all status will be displayed.
All items – All packaging will be displayed. Both packaging with and without stock.

Stock overview work area explained

This function displays the current stock balance in the system for all packaging types that are registered for usage at a specific location.

Select wanted search criteria for packaging; Items with stock, Zero stock items or All items.

Click on the ‘Search stock’ button to refresh the Stock Overview-list for the different status within the selected Storage Location.

Each column explained:

Unrestricted-Use: Your current stock
In Transit: Quantities that are sent to your account but not yet booked
ADU: Average Daily Use – Average quantities dispatched during previous 35 days
Free Days: Agreed number of days you can keep stock on site free of charge
Free Stock: Quantities free of charge
Extra Free Stock: If there is any extra free stock, it will be displayed here
Overstock: Quantities exceeding Free Stock (Unrestricted Use – Free Stock – Extra Free Stock)

Search options

It is possible to make a search for a single packaging. Enter the wanted material number in the search field and click the “Search stock” button.

It is possible to select and search for a range of packaging numbers in the search screen. Enter the wanted material number range in the search fields and click on “Search stock” button.

There are 2 more advanced search options by either using the below search box

Or by using the below search option.

Export stock report to excel

To download the searched data to excel click on the “Export to Excel” button.

Please note that only the searched range of materials will be exported to excel.

Inventory

This section describes the inventory process in the web application. Starting point is the notification of a new stock take and end point is the result of the completed stock take. A follow up function will also be described.

Information about the stock take

The number of stock takes which a packaging account should participate in is stipulated in the contracts set up between GTO Production Logistics and the respective company.

Information regarding upcoming stock takes will be sent from GTO Production Logistics to the receiver through a message function in the web application.

This message will act as a reminder of the upcoming stock take and will be displayed as soon as the user logs on to the LES application.

Inventory details and report of Inventory

In this chapter it will be described how to find newly created inventory documents, what packaging is included in the inventory, how to report the counted packaging and how to see the result of the inventory count.

Select option “Inventory” in the web application in the navigation menu to get to the inventory work area.

Choose the relevant inventory document in the Planned Count Date field. There could be several inventory documents available in this list. Select the inventory document that corresponds to the date when the stock take should be performed.

Click the “Details” button to continue.

Select the wanted inventory document and click “Details” button to continue.

The No of items indicate how many materials that needs to be counted and reported.

It is possible to print an inventory list. This is done via the “Print” button. The printed list will contain a specification of all packaging that are included in the inventory document and needs to be counted.

Fill in the counted quantity for the packaging. If the quantity is zero it should be entered as 0. All requested material needs to be filled in to be able to submit the result. If you try to submit without filling in all materials, there will be an error message.

Fill in all the inventory result for all requested materials and then press the “submit” button.

Once you have submitted your report, a pop-up window will open and inform you that your inventory count has been added.

Click on the “OK” button to continue. This will take you back to the start of the Inventory work area. The “Planed Count date” 24.11.2021 is no longer showing, meaning that the complete stock count has been performed.

Inventories follow up

Under the work area tab “Follow up” the result of your inventories is displayed. There are search and filter functions to help you to find wanted documents with results from your physical inventories. The different search options will be explained in detail in later sections of this manual.

Please note that if you have the tick box “Only display unposted items” ticked in the data displayed will only display inventory data connected to “open” inventories, meaning not completely handled in the back-end system.

When searching for inventory documents please make sure to have the tick box “Only display unposted items” unticked.

Follow up work area data displayed explained

The different columns explained:

PhysInvDoc: The inventory document number
Item: each row of an inventory document is referred as an item or (item row)
Material: the material or packaging type
Material description: the material description
Sty: Stock type
Counted quantity: the quantity you reported as the counted value (number of pieces of material)
Actual quantity: The quantity according to the system at the date of your count
Difference quantity: the difference between the counted quantity and the Actual quantity in the system. Please note that if the counted value is greater(more) than the Actual system quantity the discrepancy (difference value) will be reported as zero
Crcy: Currency
Replacement value: the total value of the difference multiplied with the replacement prize
Bun: Base unit of measure (each)
Name: User ID of the user that registered the stock count
Cnt: Item has been counted indicator
Dif: Difference Posted indicator meaning the item has been updated in the backend system
Count date: The date of when the count was posted (registered) in the portal
Plnt: Plant: All accounts are connected to a plant all non-terminals will be connected to plant Y900, dealers to Y901 and terminals will have unique plants
SLoc: Storage location (packaging account)
Reason: Reason for Inventory diff (this is currently not in use) will always be blank as off now

Search on date level

Searching on date level gives the user a result for all inventories made on a specific date or within a specific date interval.

To display inventory documents for just one date, fill in the date from field and click on the “search” button.

To search for inventory documents within a certain date interval fill in a from and to date interval and click on the “search” button.

Search on material level

Searching on material (packaging types) level gives the user a result for all inventories made on a specific material (or several) or within a specific material interval.

Search for one material type manually

Enter the material you want to search for and then click on the “Search” button.

The search result will now display the searched material and all inventory documents that are connected to this specific material.

Search for one material type using advanced search options.

Click on the “material options” button.

A new window will open.

Use any of the below advanced search fields either separate or in combination.

Material description
Possibility to search for material using description, e.g., “LID”.

Material
Possibility to search for material using the new material numbers.

Old material number
Possibility to search for material using the old material numbers.

In example below we use the search field “material description” and search for LID with the * as a wildcard and then click on the “search” button.

The search result will now display all materials that have the word “LID” in the description. Chose the material you want by clicking on it in the search list.

The material number will now be displayed in the Material field, click on the “search” button.

The search result will now display the searched material and all inventory documents that are connected to this specific material.

Export history to excel

It is possible to download the searched data to excel, all searched data will be downloaded. To download the data to excel click on the “Export” button and then click on “Export to Microsoft excel”

Print version

Please note that the “Print Version” button has been deactivated and will be removed since it has been replaced with the export to excel functionality.

Views

Many sections in the LES WEB application offers three different views for the search result: Standard View, Standard User View and Detailed View All Users.

The different views have pre-defined settings when it comes to column content. They can be altered or changed through the function Settings; described in chapter Filter & Settings.

Try out the different “Views” to see wich one works best for you. The “standard view” is the default view. Choose “View” by clicking on the dropdown arrow and then by choosing the one you prefer.

Filter and sorting of data

There are many different options to filter and customize the way you display the searched data. In this chapter we will describe the most useful ones. You can always try different views and filters and elaborate with the settings to see what can be of most use for you.

Please remember that you first need to search for data and then the filter and sort function can be applied to the searched data displayed on screen.

The filter function gives the user an opportunity to find certain parts of the search result.

The easiest way of sorting and filtering the data is by simply click on the row you want to filter and or sort. A drop-down window will open with different options.

In this example we want to filter on “LID OF PLASTIC”, click on the header on the column “Material Description” and then click on the “LID OF PLASTIC” in the drop-down menu.

The date will now only display “LID OF PLASTIC” and the filter Icon will be displayed on the header of the “Material description”.

To remove the filter simply click on (All) in the drop-down menu.

Detailed search can be performed by clicking on the (User-Defined Filter) in the drop-down menu.

This will open a new pop-up screen with the possibility to perform a wild card search.

In this example we want to filter on “*WOOD*” and the data will now be filtered displaying all materials with the word Wood in the description. Use the character * both in front and after the word to make sure you get any description that contain the word wood anywhere in the description text! Press the “Filter” button to continue.

The data will now only display materials with the word “wood” in the description.

There is an option to sort a chosen column in Ascending or Descending order by clicking on these options in the drop-down menu.

Settings and customization

In Settings the user can change settings of the search result, such as column selection, sort, filter, display, and print version.

To access these options, click on the “settings” icon. A new section in the work area will open.

Column selection

The section “Column Selection” will give you the option to customize what columns you want to be displayed for a specific view. Default view is “standard view” this view will display all available columns.

In the screen dump below you can see that all columns are available in the “Displayed Columns” section.

If you chose another view like “Detailed view all users” or “Standard user view” then some fields will be hidden and displayed in the section “Hidden Columns”

Any of the default views can be customized at any time by moving columns from hidden to displayed or from displayed to hidden.

This is done by marking the row of the column description and then clicking on the “Add” or “Remove” buttons.

It is possible to change the sort order for the displayed columns.

To do this mark the row of the column you like to move and use the up/down arrows to rearrange the sorting order of the columns.

Ones you are done with the customization press the “Apply” button.

The data will now display the chosen columns as per your selection.

If you want the revers the changes you simply click on the “Reset” button.

To save the customized setting click on the “Save as” button.

A pop-up window will be displayed. Chose a name/description for your customized view. If you tick in the tick box “Initial View” this view will be your new default view.

To delete a view (not possible for the 3 default views!) chose the view and then click on the “Delete” button.

A pop-up window will open click on “OK” button to confirm the deletion.

To close the “Settings” work area click on the “Settings” Icon.

Sort

The “sort” section will give the user the option to customize the sort order of the columns. Open the settings section by clicking on the “settings” Icon.

Choose the desired columns from the unsorted columns section and use the “Add” button to add the columns to the Sorted columns section.

Each column can then be sorted individually using the Ascending/Descending drop down menu. Click on the “Apply” button.

The steps of saving, setting as default and deleting a customized sorting is done by following same steps as described in chapter Column selection.

Filter

This section will describe how to use filtering options, similar as described in chapter Filter and sorting of data, but this filtering option gives more advanced options and also the option to save customized filters.

Open the settings section by clicking on the “settings” Icon.

Choose what columns to filter by clicking on the drop-down list and then mark the column wanted then click on the “Add” button. It is possible to add multiple columns to filter.

In this example we have added the columns Material and Counted quantity.

It is possible to add single values, range of values or multiple single values or a combination of the options. Single values or range of values can be entered directly like below:

Or if there is an Icon in the value field you can click on that Icon and choose a value from drop down list. Like below.

Click on the value from the drop-down list and the value will be displayed in the value field.

An even more advanced option is also available if you click on the advanced options button “the yellow arrow”. This will allow you to customize even further, please try it out and see if it can be of use for you.

Click on “Apply” button and the data will now be displayed with the customized filter activated.

The columns with active filters will have the filter Icon displayed.

The steps of saving, setting as default and deleting a customized filter is done by following same steps as described in chapter CoDisplay

The display function gives the user a possibility to design the layout of the search result, e.g., how many rows to display, table design (e.g., transparent) and with or without grid lines.

Open the settings section by clicking on the “settings” Icon.

Click on the “Display” tab.

The display settings page will now give you the option to customize the following settings:

Displayed Rows
Displayed Columns
Table design
Grid lines

The Displayed Rows option gives you the possibility to change how many rows that should be displayed on screen (Default value is 10).

We have in this example changed it from 10 to 15 for the change so take affect click on the “Apply” button.

Now 15 rows will be displayed “on screen” meaning less scrolling.

The Displayed Columns option gives you the possibility to change how many columns you would like to display on screen. Default it will show “All” columns, to change it to fewer columns press on the drop-down list and choose “Number of”. Then change the number to desired number of columns.

In this example we have changed the value to 6. Click on the “Apply” button to for the changes to take effect.

6 columns will now be displayed on screen, please note that this option will only determine how many columns that will be displayed on screen the other columns are still available, but you will need to scroll to the right to be able to see them.

The Table Design option will give you the option to turn on/off gridlines. Default the gridlines are turned on (standard). To turn the gridlines of choose the “Transparent” option from the drop-down box. Click on the “Apply” button for the changes to take effect.

As you can see the gridlines are now turned off.

The Grid Lines option gives you the possibility to choose from All, None, Vertically or Horizontally. In this example we have chosen vertically.

Click on the “Apply” button for the changes to take affect

The steps of saving, setting as default and deleting a customized Display layout is done by following same steps as described in chapter Column selection.

Print Version

In the Print Version tab, the user is given print setting options for each selected view, e.g., header and footer settings, scaling factor, paper size, orientation, and margins.

Open the settings section by clicking on the “settings” Icon.

Click on the “Print Version” tab.

Change the desired parameters and click “Apply” button for the changes to take effect.

The steps of saving, setting as default and deleting a Print Version layout is done by following same steps as described in chapter column selection.

Drag and drop columns

In each view the user can change the position of the columns of the search result, using the drag & drop functionality.
The screen shots below demonstrate an example where we move the column Material Description to the left of the material column.

To perform the drag and drop:

1. Place the cursor on the column you wish to move. A “white hand” and “up & down arrows” will appear.

2. Left-click and hold the mouse button. A black arrow and a black line will appear between the two columns next to each other.

3. Drag the column Material Description to the left of the Material column and drop it (release the mouse button).

Before:

After:

History (transaction history and invoiced overstock fee)

The History section contains all transactional history for a user – inflow (Goods Receipts) and outflow (Goods Issue). The History section also contains a detailed specification for invoiced overstock fee calculation.

History (transaction history)

Click on the tab History in the navigation menu on the left. Click on the “Transaction History” tab to enter the transaction history work area.

Search on date level

Searching on date level gives the user a result for all types of transactions made on a specific date or within a specific date interval.

At least one date must be entered to search for transactional data!

Search on one date only:

Enter a date in the “Date from” value field or click on the calendar icon and choose a date from calendar. Click on the “Search” button.

Search on date interval:

Enter a date in the “Date from” value field or click on the calendar icon and choose a date from the drop-down calendar. Enter a date in the “Date to” value field or click on the calendar icon and choose a date from the drop-down calendar. Click on the “Search” button.

The search result for all transactions made during the specific date or date range chosen will be displayed.

Search on material level

Searching on material (packaging types) level gives the user a result for all types of transactions made on a specific material (or several) or within a specific material interval. A date or date interval must also be given.

If you know the material number, then enter it in the Material value field. Enter a date or date range and click on the “Search” button.

If you do not know the material number, then you can use the advanced search option by clicking on the advanced fine icon in the material value box.

A new search box will pop up and in this search box you can search on Material description, Material or Old material number.

Material description
Possibility to search for material using description, e.g., “wood”.

Material
Possibility to search for material using the material numbers.

Old material number
Possibility to search for material using the old material number; used before LES.

There are multiple combinations on how you can perform a detailed search. Test different combinations to see what can be of use for you. In this example we will show how to search on material description.

Place the curser in the far-right value field of the material description row. Then press enter or the “Search” button. A list of all materials will be displayed. Since there are many materials this search might not be so effective.

A more effective way of searching for material type would be to enter a search phrase. In this example we type the search phrase *PALLET* followed by pressing enter or the “Search” button.

This will now list all materials with the word PALLET anywhere in the description.

Choose the material you want by clicking on the material row.

The material will then be displayed in the material value field.

Click on the “Search” button. The data will now be displayed for the given material within the given date or date range.

Search on movement type

Each transaction is classified by a certain movement type. There are over 900 movement types in total but only a few are used in LES.

Common Movement Types

To search for data for a specific movement type enter the movement type in the Movement type value field or click on the Movement Type advanced search button in the values field and pick from the list.

The selected movement type will be entered in the Movement type value field. Click on the “Search” button. The transactional data will now be displayed for the related movement type within the given date or date range.

Export historic transactional data to excel

It is possible to export the search result in Transaction History to excel.
Click on the “Export” button and then click on “Export to Microsoft Excel”, this will download the searched data to excel.

In the Excel, you can filter on different items, such as receivers, senders, dates, packaging types and amounts. Please see the screen shot below (Standard View):

The below column structure applies to download from “Standard View”:

Column P has the Movement Types (MvT) – to check outgoing deliveries that your company have registered in LES, you can filter on 641 (Outgoing Transaction (Usage/Send filled Packaging)

Column S has the LES Delivery Number

Column T has the External Delivery ID number which all companies can register by updating the delivery before sending. This is very helpful as an extra reference number to use for tracking/quality checks on registered deliveries.

Empty packaging deliveries go through three Movement Types (MvT) column P, and it is easiest to examine them by filtering on arrival date and time (always automatic goods receipt in the middle of the night):

101 (automatic system goods receipt in bundles at receiver – see Delivery Number in column S)

Y01 (automatic system transfer from bundles to pieces - no delivery number)

Y02 (automatic system goods receipt in pieces at receiver – no delivery number)

Reprint freight documents

In the tab Transaction History, the user can reprint the freight documents Delivery Note, CMR and Customs Invoice.

Mark the row of the delivery you want to reprint the documents for and click on the “Reprint Delivery Note” button.

A pop-up window will open with option to print/or save a PDF file containing the freight documents Delivery Note, CMR and Customs Invoice.

Customization

It is possible to save customized layout and views. Please check the below chapters for a detailed explanation.

Filter and sorting of data

Settings and customisation

Column Selection

Sort

Filter

Display

Print Version

Drag and Drop Columns

Invoiced Overstock Fee

If the packaging in stock according to the system exceeds the free stock calculated for the day in question, overstock fee costs will occur.

The Invoiced overstock fee is found in the History section and the tab “Invoiced overstock fee”.

Explanation of the Overstock Fee Matrix

Below you will find an explanation of the columns in the Overstock Fee Matrix.

CL = Client (technical parameter will always be 100)
SLOC = The packaging account (storage location)
Material = Packaging type
Date = The date
Customer = Customer number if applicable
Summed qty of movements incr stock = Summed quantity of movements increasing stock
Summed qty of movements decr stock = Summed quantity of movements decreasing stock
Stock level of applicable date = the stock level at that particular date
Average Daily Use
- Running average use for a certain packaging type based on the packaging dispatched and reported in the system by creating a delivery note and performing goods issue.
- The Average Daily Use is calculated as: ((Average Daily Use Day X-1 day) X 34 days + Dispatched quantity day X) / 35 days.
ADU granted value
- System set Average Daily Use. Only valid for new packaging users for a limited time and it is set when the implementation is completed. ADU granted is calculated as annual volume per packaging type / 365 days
Amount of allowed free days
- Basis for calculating of free stock. Number of free days depends on packaging type. Normally 21 days for most returnable packaging materials and 10 days for packaging material 9900000291, 9900000292, 9900000293 and 9900000400.
Free Stock Level (in quantity)
Extra free stock level = If there is any extra free stock, it will be displayed here
Base for rent (in quantity) = Number of pieces that exceeds the allowed free stock hence applicable for rent.
Base for rent sum period qty = the total number of pieces applicable for invoicing for an invoice period.
Billing Reference = the billing reference.

Search on date level

Searching on date level gives the user a result for invoiced overstock fee calculated on a specific date or within a specific date interval.

Search on one date only:

Enter a date in the “Date from” value field or click on the calendar icon and choose a date from calendar. Click on the “Enter” button.

Search on date interval:

The overstock fee matrix will now display the data for all materials for the given date or date range.

Search on material level

Searching on material level gives the user a result for a specific material or within a specific material interval.

Enter the desired date or date range and then enter a material or material range. It is also possible to utilize the advanced search option to customize the search even further.

Please check the chapter Search on material level, where this is described in detail. Ones the selection has been given click on the “Enter” button

Customization

It is possible to save customized layout and views. Please check the below chapters for a detailed explanation.

Filter and sorting of data

Settings and customization

Column Selection

Sort

Filter

Display

Print Version

Drag and Drop Columns

Export history to excel

It is possible to export the search result in Invoiced overstock fee to Excel.
Click on the “Export” button and then click on “Export to Microsoft Excel”, this will download the searched data to excel.

Packaging catalogue & EDI pack ref

The Catalogue in the LES Web Portal is a search function and gives the user useful information regarding the packaging products managed by the GTO Production Logistics.
The information to be found are dimensions, drawings, pictures, included components, ownership etc. The catalogue also contains search functionality for EDI pack references.

Catalogue work area explained

Click on the Catalogue in the navigation menu to enter the Catalogue work area.

There are 5 sections of the catalogue work area, the sections are:

Material data
Dimensions and filter
Search result
Attributes.
Search EDI packaging reference

Material data section

The search function in the material data section is divided into three possible criteria: material, description and product hierarchy.
The user can search for one criteria or with a combination of all.

There are multiple ways of searching in the material data section. For the advanced options please check chapter Search on material level.

Search for all materials

To perform a simple search that will display all materials click on the “Search in catalogue” button without making any selections or filtering.

All materials in the catalogue will appear in section “search results”.

Search for one material type

Fill in the material in the Materials value field or use the advanced option by clicking on the Icon in the materials value field. The advanced search option is described in chapter Search on material level).

Click on the “Search in catalogue” button. The chosen material will be displayed in the “Search results” section,

Search on description level

It is possible to search for material description, enter the description with a * in front and after the word to make sure all materials with that word anywhere in the description will be displayed.

Click on the “Search in catalogue” button. All material matching the description chosen will now be displayed in the “Search results” section.

Search on product hierarchy

All materials are connected to a product hierarchy. It is possible to search for materials based on product hierarchy.

If you know the product hierarchy then fill it in in the value field or use the advanced search option by clicking on the Icon in the value field box. The advanced search option is described in chapter Search on material level). Click on the “Search in catalogue” button.

All materials matching the product hierarchy chosen will now be displayed in the “Search resulSearch in dimensions and filters section

The search function in the section Dimensions and filters are divided in to two different sub sections.
Section dimensions: length, width, height (both inner and outer dimensions) and weight.
Section filters: single units, bundles, kits, external owner, and packaging reference.

It is possible to search for dimensions and filters combined. At any time click on the “Reset search fields” button, to reset all search fields in Dimensions and filters section.

Search in dimensions section

The search logic in section Dimensions is designed to search for either minimum or maximum dimensions, or a combination of both.

Please note that at a time only inner or outer dimension can be searched. Therefore, it is necessary to always tick in the “Inner or Outer” tick box before performing search on dimensions.

In this example we search for “Outer dimension” with minimum and maximum length and width. Click on “Search in catalogue” button.

The materials matching the search criteria’s will be displayed in the “Search results” section.

Filters

The search logic in section filters is designed to search for single units, bundles, kits, external owner and packaging reference.
The user can search for one criteria or for all or with combinations.

In this example we search for “Kits”. Click on “Search in catalogue” button. The materials matching the filter “Kits” will be displayed in the “Search results” section.

Attributes section

The attributes section contains detailed information of the material, the section is dived in to 3 different sub sections “tabs”. The different subsections are “General details”, “Documents” and “Connections” the different sections will be explained separately.

To display the data for a material in the “Attributes” section click on the desired material in the “Search results” section. In this example we have chosen the material 99000020780 KIT of Box of plastic.

General details tab

The “General details” tab contains general data/information on the material.

Most of the data in the general data tab does not need any explanation but some parameters need further information:

Old material number: the old material number used before the LES system was introduced 2015.
Under shelter: If the tick box is filled with a “Y” this means the material needs to be stored under shelter away from rain.
Terminal storage Info: This information is mainly for our terminals, it will give information on what terminals the material can be stored, if it says GLOBAL it means the material can be handled and stored by all terminals globally.

Documents tab

If there is a picture connected to the material it will be found in the “documents” tab. If there is a picture, click anywhere on the row/link and a new web page will open displaying the picture.

Connections tab

The “connections” tab will display information on what components that are included in the material.

Single materials will only contain the own material, but KIT’s and bundles can consist of sub materials. In this case the KIT 99000020780 contains of 2 single materials.

The included components will be displayed on the left section of the connection tab section and on the right section there will be a list of materials if the included materials are included in other materials or EDI packaging references.

You can double click on any of the materials in the included components section or in the included in section and then that material will be displayed in the Attributes section.

EDI packaging reference section

This section gives the user the possibility to search for packaging reference numbers used for EDI like DESADV (for packaging usage flows).
The search logic is designed to search for one or several material types and quantity. If the combination exists as a pack ref. then the result will be displayed in section “Search results”.

Please note that these pack references cannot be used for anything else than EDI!

Search for EDI packaging reference

Fill in the material/materials and the respective quantity then press the “Search packaging reference” button. An advanced search option is possible. The advanced search option is described in chapter search on material level.

Click on the “Search packaging reference” button. If a match is found the result will be displayed in the “Search results” section.

If you get multiple pack refs for the combination you searched for, click on the specific one you want to be displayed in the “Attributes section”. To reset the searched data, click on the “Reset table” button.

The “Attributes section” is explained in the chapter Attributes section.

Request a new packaging reference

Fill in the combination of materials and quantity and click on the “Search packaging reference” button.

If the combination does not exist, you will get a message box where you will be informed that the combination you searched for does not exist. You will also get a question if you want to order a pack ref for the combination of materials and quantities. Click yes on the pop-up box.

A mail template will load, and you will need to send it to request the new pack ref.

Settings and messages

The settings/messages section contains three sections. The sections are “Admin settings”, “Message” and “Qualified Flows”. Each section will be described separately.

Admin settings tab

The “Admin Settings” tab is used for users that have multiple account connected to their user ID. Therefore, this section is not applicable for all users.

If you need access to multiple accounts (SLOC’s) on your user ID, you need to contact GTO Production Logistics.

Please note that all users are connected to a main account (SLOC) this will always be the default account each time user log in to the LES WEB application.

To switch between different accounts (SLOC’s) you must first select the Plant. The Plant will always be Y900 for non-terminal accounts and Y901 for dealer accounts.

Enter the plant in the “Plant” value field or pick from the dropdown list.

Enter the Storage Location in the Storage Location values field or pick from the dropdown list.

If you have a lot of accounts connected you can use the “Search Storage Location” option. Click on the search Icon in the Search Storage Location value field.

A pop-up window will appear, and you can search with a * in front and after the Storage Location Description. Click the “Search” button.

In the search result list click on the wanted storage location.

The chosen storage location description will be filled in the Search Storage Location value field. Click on the “Change/Save” button.

On the top right corner of the page, you can see that the SLOC has been changed.

Message tab

The message tab will give you the option to read and reread messages. This is explained in detail in chapter Messages.

Qualified flows tab

The “Qualified Flows” tab will give the user the option to see what accounts (SLOC’s) that are allowed to send packaging towards your account (SLOC) and what materials that are allowed to be used both from a sender and receiver perspective.

To see the details on sender and materials allowed you need to pick the sender first. Fill in the SLOC in the Select sender value field. Or pick from the drop-down list.

The materials will be listed and if the tick box is ticked in the material is ok and allowed for use by both sending and receiving accounts, if the tick box is not filled in the material is allowed from a sending account but not receiving account.

If a material is missing in the list, then it can be allowed from a receiving account perspective but is not from a sending perspective.

Your Opening Hours tab

If you order empty packaging you always need to give the opening hours when you request you order. It is therefore preferable if you state your standard opening hours in this section. If you do not maintain this data here, you then must fill it in every time you request empty packaging.

The data must be maintained for the complete week Monday to Friday. The data must have values from and to for each weekday or if days are not open for deliveries you can tick in the box closed. When the data is filled in for the complete week click the “save/update” button to confirm.

Contact us

If you click on “Contact Us” A pop up will appear with information details on whom to contact regarding questions related to packaging.

Logoff

Clicking on Logoff will log you out of the LES web application. Please note that you will not be logged out of the Volvo Group Logistics Portal.

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