CeDARS II
User Guide
This document contains information about what you need to
do to be able to retrieve your CENPAC documents via the
Internet and issue stop notes on line.
Version
2.0
Date of publication
4 November 2008
Doc Reference
UG0002
Cenpac Document Archiving and Retrieval Service (CeDARS)
Document Retrieval User Guide
Document History
Version
0.1
0.2
Date
21 Apr 2006
5 May 2006
Author
T Jenner
H Dellow
1.0
2.0
17 May 2006
4 Nov 2008
T Jenner
H Dellow
Doc Ref: UG0002
Comment
Draft for quality review
Addition of benefits and system requirements
page, plus layout.
For internal publication
Addition of CeDARS II functionality
-- Batch printing, electronic reversals, direct
debits, statements, unrelated stop notes.
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Table of Contents
1. What are the benefits of CeDARS?.......................................................................................4
2. What does CeDARS do?.......................................................................................................5
3. What do I need to access CeDARS?.....................................................................................6
4. How to access CeDARS?......................................................................................................7
5. Getting Help...........................................................................................................................9
6. Logging In.............................................................................................................................10
7. Main Menu Options..............................................................................................................11
8. Document Retrieval Screen.................................................................................................12
9. Retrieve Member Documents..............................................................................................14
9.1. Retrieve Member Documents by Camera Number...........................................................14
9.2. Member Documents Results Screen..................................................................................16
9.3. Member Documents Display/Print Screen........................................................................17
10. Direct Debit Mandate.........................................................................................................19
10.1. Retrieve a Direct Debit Mandate by Payment Date........................................................19
10.2. Direct Debit Results Screen.............................................................................................20
10.3. Direct Debit Display/Print Screen...................................................................................21
11. Cenpac Statements............................................................................................................23
11.1. Retrieve a Cenpac Statement by Year and Week............................................................23
11.2. Cenpac Statements Results Screen..................................................................................24
11.3. Cenpac Statements Display/Print Screen........................................................................25
12. Supplier Terms & Conditions.............................................................................................27
12.1. Retrieve a Suppliers Terms & Conditions.......................................................................27
12.2. Supplier Terms & Conditions Results Screen.................................................................28
12.3. Supplier Terms & Conditions Display/Print Screen.......................................................29
13. Un-reversed Stop Notes....................................................................................................31
13.1. Retrieve an Un-reversed Stop Note by Stop Note Number............................................31
13.2. Un-reversed Stop Notes Results Screen..........................................................................32
13.3. Un-reversed Stop Notes Display.....................................................................................33
14. Create a Stop Note from an Invoice..................................................................................36
14.1. Create Stop Note Header Detail......................................................................................36
14.2. Create Stop Note Line Detail..........................................................................................38
14.3. Print the electronic Stop Note..........................................................................................39
14.4. Correct/Cancel Stop Note ...............................................................................................40
15. Create a Stop Note without an Invoice..............................................................................40
15.1. Create Stop Note..............................................................................................................41
15.2. Print the electronic Stop Note..........................................................................................42
15.3. Correct/Cancel Stop Note ...............................................................................................43
16. Batch Print Documents......................................................................................................44
17. View Related Documents...................................................................................................47
18. Advanced Search...............................................................................................................49
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1. What are the benefits of CeDARS?
CeDARS is a software package that CENPAC uses to enable the members to retrieve, view
and print their CENPAC documents over the internet.
Please note that this is not a website, the internet browser is giving you access directly to a
service hosted at AIS.
The service is a free of charge service to the members.
The service provides the following:
• Retrieve the document as soon as it has been processed by CENPAC.
• Quick retrieval of copies without recourse to Cenpac.
• Disputed invoices can have a stop payment raised earlier in the process.
• Simplified administration of stop payment notes and reversals.
• Print the document directly from the website should you require a hard copy.
• Print a batch of documents from the website should you require hard copies.
• There is a permanent off site storage of your document images.
• Access to your documents from any location using secure login.
• Instant delivery of stop notes to supplier and Cenpac.
• Reduction in costs at Sheward House in reduced postage, printing costs of EDI
documents, and time.
• Audit history of documents.
• Ability to add comments to a document.
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2. What does CeDARS do?
Enables the retrieval of the following document types:
• Invoices,
• Credit Notes,
• Stop Notes,
• Stop Note Reversals,
• Direct Debit Mandates,
• Statements,
• Supplier Terms & Conditions
Retrieval of documents via different search criteria e.g
• By document reference
• Camera number
• Supplier
• Week
• Document type
• Values
• Dates etc
• or combination of the above
Simple creation of stop payment note on-line with or without an originating stop note.
Simple creation of stop note reversal on-line.
Print hard copy of image locally.
Copy & Paste Results list into spreadsheets for analysis.
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3. What do I need to access CeDARS?
To be able to access the CeDARS system you will require the following:
Hardware
Computer with Microsoft Windows 95/98/NT/2000/ME/XP/Vista
Broadband Internet Access (dial-up is not recommended for this facility)
Software
Microsoft Internet Explorer V6 or later
Adobe Reader V7 or later
Both of the above packages are free and can be downloaded from the Internet.
Access Details
You will also require a username and password. Each member has one secure username
and password allocated. If you have not been notified of your username and password
please contact Cenpac Credit Control or eCommerce.
Browser Settings
To ensure that your Internet Browser works correctly you will need to ensure that the
CeDARS website is set to a trusted site, and that pop-ups are enabled for the site. If you are
not sure how to do this then please contact your IT department or AIS Ltd IT Department.
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4. How to access CeDARS?
There are two ways of accessing the CeDARS website. You may either go directly to the
website or go in via www.aismembers.net.
Directly to the Website
Click on your MS Internet Explorer icon on your PC
this will open up the internet
browser to your default page. In the address bar at the top of the screen you will need to
enter the address of the CeDARS website http://cedars.cenpac.co.uk/cedars
Using Internet Explorer 7
Click
desktop Icon and type in the address in the field as below
Using Internet Explorer 6
Click
desktop icon and type in the address in the Address field as below
Via Membersnet
Alternatively you may access the website via your membersnet page. Go to membersnet as
normal and log in with your username and password: At the area selection page please click
on CeDARS. This will take your directly to the CeDARS log in page.
This is illustrated overleaf.
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Click here for CeDARS
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5. Getting Help
There is a user guide available to download from the login page. You may either open the
file directly onto your screen to view or print, or alternatively save it to your computer to view
or print later.
To view the user guide please click the
may print or save the user guide.
Print
button. A new window will open from which you
Save
If you are unable to find what you need in the User Guide then please contact Cenpac Credit
Control or eCommerce.
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6. Logging In
Below is an illustration of the new Login screen for CeDARS II.
To access the website please type in your username1 and password in the fields provided
and click the
1
button.
If you do not have a user name and password please contact e-Commerce Dept on 0121 683 1456.
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7. Main Menu Options
On clicking the login button from the Login in screen you are taken to the main menu page.
To view the user guide please click the
button (See Section 5). A new window will open
from which you may print or save the user guide.
Clicking on the option buttons or the option link will take you to various functions, please see
below for details on each.
This option takes you the generic search screen that enables
you to retrieve, view and print the following document types:
- Invoices
- Credit Notes
- Stop Notes
- Reversals
- Statements
- Direct Debit Mandates
- Supplier Terms & Conditions
- Un-reversed Stop Notes, and then raise a
reversal automatically
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This option enables you to retrieve an invoice and then create a
stop note for it.
This option takes you to a screen that enables you to create a
stop note where there is no invoice on CeDARS. Typically
these would be for the following reasons:
- Salary
- Repairs
- AIS Subscriptions
- AIS Trading
This option will log you out of the CeDARS application but will
leave you connected to the Internet.
8. Document Retrieval Screen
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On clicking the document retrieval option from the main menu the following screen will be
displayed.
Tab Buttons
The CeDARS II system uses 4 main tab buttons to navigate.
Search screen is the main screen from which all searches are carried
out.
Selecting this button will always take you back to the last set of search
criteria selected.
Results screen is the screen that you are automatically taken to when
you run a search. On a successful search this screen will list all
documents matching the search criteria. To view a listed document you
double click on the document line.
Selecting this button will always take you back to the last set of results
found.
Display screen is the screen that you are automatically taken to when
you double click a document in the results screen. This opens Adobe
Reader from which you may print or save a document.
Selecting this button will always take you back to the last set of results
found.
Comments screen lists all the comments that have been attached to the
selected document.
Selecting this button will always take you to the comments of the last
selected document.
How to Select the Search Document Type
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This is a drop down menu from which you may select the following searches by clicking the
button:
-
Direct Debit Mandate search
Member Documents search
Statement search
Supplier Terms and Conditions search
Unreversed Stop Notes search
This example shows selection of Member Documents as the search profile.
Set Default Profile
This button allows you to set your default profile, i.e. every time you log in to CeDARS which
search profile do you wish to come up automatically.
Most members set this to the Member Documents search.
Select the Member Documents in the Search profile menu and when the search screen has
been displayed click the Set Default Profile button.
Next time you log in this search will automatically display.
You can change this to another search at any time.
9. Retrieve Member Documents
9.1.Retrieve Member Documents by Camera Number
The easiest way to search for documents is by using the Cenpac Camera Number. This is
the unique number that is used to cross reference your documents with your Cenpac
statement. It also appears on the barcode label on the front page of each document.
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Search Profile: Select Member Documents
The following screen will be displayed.
To search for a document you may select a variety of search criteria, however the easiest
search is by the Cenpac camera number.
The example below explains how to search by camera number.
Account: To retrieve and view a document you must first select your Cenpac account. Click
the (down arrow) next to the Account field and this will list all the accounts that
Cenpac run on your behalf.
Camera Number: Enter the full camera number of the document you wish to view.
Document Types: Click on document type required e.g. invoice
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Select Account
Start Search
Type Camera No
Select Document Type
Then click
. This will then start the search
The example above is searching for the camera number 084587333 in the AIS Factory Shop
account, and searching all document types.
If a document is found then the system will automatically take you to the Results page where
you will see a similar screen to the one below.
9.2.Member Documents Results Screen
The system will automatically take you to the Results screen regardless of whether any
documents have been found or not.
Document Found
The Results page will list the document that it has found which matches the camera number
typed in on the search page. There should only ever be one document per camera number.
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Document Not Found
If no documents are found matching the camera number typed in on the search page then
the Results tab screen will say “No records found”.
If this occurs you may need to search for the document by using a different field. For more
instructions on other types of search please go the Advanced Search section of this guide.
9.3.Member Documents Display/Print Screen
Display the Found Document
If you want to look at the document that you have found, then on the Results tab double
click the document line.
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Double Click
This will open the document in Adobe Reader.
Print the Selected Document
From Adobe Reader click the print button within the adobe section toolbar not the internet
browser toolbar and select the printer you wish to print the document to.
Print Document
Click
Save the Selected Document
You may save the document onto your PC as a pdf file. This option is for members who may
have their own document image retrieval system and may want to import the image into their
system.
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Save
Document
Click
To start a new search click the
tab.
10.Direct Debit Mandate
10.1.Retrieve a Direct Debit Mandate by Payment Date
You search for Direct Debits by putting in a date range, or you leave the date fields blank
and all direct debits will be displayed for the selected account.
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Search Profile: Direct Debit Mandate Search
Account: To retrieve and view a direct debit you must first select your Cenpac account.
Click the (down arrow) next to the Account field and this will list all the accounts
that Cenpac run on your behalf. These will be displayed by account number first
and then by store name.
Payment Date: Enter the payment date to search from.
To: Enter the payment date to search to, or this can be left blank.
Document Types: Click on Direct Debit Mandate
Set Search Profile
Select Account
Start Search
Click Document Type
Enter Payment from
date
Enter Payment to date
––
Then click
. This will then start the search
The above example illustrates account 3715 AIS Factory Shop searching for Direct Debit
Mandates with a payment due date of between 11/11/2008 and 12/11/2008.
10.2.Direct Debit Results Screen
The system will automatically take you to the Results screen regardless of whether any
documents have been found or not.
Document Found
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The Results page will list the document that it has found which matches the date range
typed in on the search page. There should only ever be one document per date range.
Document Not Found
If no documents are found matching the payment date range typed in on the search page
then the Results tab screen will say “No records found”.
If this occurs you may need to search for the document by using a different field. For more
instructions on other types of search please go the Advanced Search section of this guide.
10.3.Direct Debit Display/Print Screen
Display the Found Document
To display the document double click the document line on the Results page. This will open
the document up in Adobe Reader.
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Double Click
Print the Selected Document
From Adobe Reader click the print button and select the printer you wish to print the
document to.
Print Document
Save the Selected Document
You may save the document onto your PC as a pdf file. This option is for members who may
have their own document image retrieval system and may want to import the images.
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Save Document
To start a new search click the
tab.
11.Cenpac Statements
11.1.Retrieve a Cenpac Statement by Year and Week
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You search for Statements by Payment Type, or Cenpac Year, or Cenpac Week, or a
combination of the three. If you leave the all the fields blank all statements will be displayed
for the selected account.
Search Profile: Statement Search
Account: To retrieve and view a direct debit you must first select your Cenpac account.
Click the (down arrow) next to the Account field and this will list all the accounts
that Cenpac run on your behalf.
Payment Type: Enter the payment type to search for 07D, 30D, 50D, 75D, 105D or leave
blank
Week: Enter the two digit Cenpac Week e.g. 01, 02…. 51, 52
Year: Enter the two digit Cenpac Year e.g. 06, 07, 08
Document Types: Click on Statement
Start Search
Set Search Profile
Select Account
Click Document Type
Enter Cenpac Week
Enter Cenpac Year
Then click
. This will then start the search
The sample above is searching for all statements in Cenpac Year 2008 for Week 44, for
account 3715 AIS Ltd Factory Shop.
11.2.Cenpac Statements Results Screen
The system will automatically take you to the Results screen regardless of whether any
documents have been found or not.
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Document Found
The Results page will list the document that it has found which matches the Week and Year
typed in on the search page. There should be between 1 and 5 documents displayed.
Document Not Found
You will automatically be transferred to the Results page where it will say “No records
found”.
If this occurs you may need to search for the document by using a different field. For more
instructions on other types of search please go the Advanced Search section of this guide.
11.3.Cenpac Statements Display/Print Screen
Display the Found Document
To display the document double click the document line on the Results page. This will open
the document up in Adobe Reader.
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Double Click
Print the Selected Document
From Adobe Reader click the print button and select the printer you wish to print the
document to.
Print Document
Save the Selected Document
You may save the document onto your PC as a pdf file. This option is for members who may
have their own document image retrieval system and may want to import the images.
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Print Document
To start a new search click the
tab.
12.Supplier Terms & Conditions
12.1.Retrieve a Suppliers Terms & Conditions
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You search for Suppliers Terms & Conditions by putting in a supplier name, account number
or date range, or you leave the date fields blank and all terms & conditions will be displayed
in the results screen.
Search Profile: Supplier Terms and Conditions
Supplier Name: Enter the supplier short name as it appears on the Cenpac statement
Supplier No: Enter the suppliers account number if known. If not known the click
Document Date: Enter a from date, or this field can be left blank
To: Enter a to date, or this field can be left blank
Document Types: Click on Supplier Terms
Start Search
Set Search
Profile
Select Document
Type
Type Supplier Cenpac
Account
Then click
. This will then start the search
The sample above is searching for all supplier terms & conditions for supplier account 60109
Bodum Ltd.
12.2.Supplier Terms & Conditions Results Screen
The system will automatically take you to the Results screen regardless of whether any
documents have been found or not.
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Document Found
The Results page will list the document that it has found which matches the Supplier details
typed in on the search page. There should be between 1 and 5 documents displayed.
Document Not Found
You will automatically be transferred to the Results page where it will say “No records
found”.
If this occurs you may need to search for the document by using a different field. For more
instructions on other types of search please go the Advanced Search section of this guide.
12.3.Supplier Terms & Conditions Display/Print Screen
Display the Found Document
To display the document double click the document line on the Results page. This will open
the document up in Adobe Reader.
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Double Click
Print the Selected Document
From Adobe Reader click the print button and select the printer you wish to print the
document to.
Print Document
Save the Selected Document
You may save the document onto your PC as a pdf file. This option is for members who may
have their own document image retrieval system and may want to import the images.
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Save
Document
To start a new search click the
tab.
13.Un-reversed Stop Notes
13.1.Retrieve an Un-reversed Stop Note by Stop Note Number
You search for un-reversed stop notes by putting in a Cenpac year, Cenpac week, stop note
number, debit note number, document date range, invoice number, supplier account or
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supplier name. Or any combination of the above, or alternatively you may leave all the fields
blank. The example below is for search by Stop Note Number.
Search Profile: Un-reversed Stop Notes Search
Account: To retrieve and view a direct debit you must first select your Cenpac account.
Click the (down arrow) next to the Account field and this will list all the accounts that Cenpac
run on your behalf.
Document No: Enter the number of the stop note (always begins SN)
Then click the search button. This will then start the search
The sample above is searching for unreversed stop note number SN34936
13.2.Un-reversed Stop Notes Results Screen
The system will automatically take you to the Results screen regardless of whether any
documents have been found or not.
Document Found
The Results page will list the document that it has found which matches the Stop Note
number details typed in on the search page. There should be only 1 document displayed.
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Document Not Found
You will automatically be transferred to the Results page where it will say “No records
found”.
If this occurs you may need to search for the document by using a different field. For more
instructions on other types of search please go the Advanced Search section of this guide.
13.3.Un-reversed Stop Notes Display
Display the Found Document
To display the document double click the document line on the Results page. This will open
the document up in Adobe Reader.
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Double Click
Create the Reversal
Once you have the document displayed you can create the reversal.
Click on the
button.
Click Options
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This will display a small menu from which you will need to select Create Stop Note Reversal.
Click Create Stop Note
reversal
This will display the following data entry form. The data from the original stop note will be
displayed automatically, including the outstanding value to be reversed. To complete the
reversal enter the reason for the reversal in the Comments field, and if required alter the
values.
Type the reason for
reversal
Outstanding amount
defaults in, you may
change these if only partial
reversal is required.
Once you have completed the entry of the reversal details you can submit the document to
Cenpac by clicking
.
If you wish to cancel the reversal then you can do so by clicking
.
Print the electronic Reversal
The reversal will be available to print approximately 30 minutes after it has been submitted to
Cenpac. To print go to the Member Documents retrieval section 9.
To start a new search click the
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14.Create a Stop Note from an Invoice
14.1.Create Stop Note Header Detail
To create a stop note from an invoice you must first of all have the invoice displayed on the
screen. To find out how to do this go to section 9.
Once you have displayed the document you will need to click
Click Options
This will display a small menu from which you will need to select Create Stop Note.
Click Create Stop
Note
The stop note entry form will be displayed, automatically showing the original invoice details
of invoice number, supplier, and member. It will also show the generated stop note number.
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Message
This will display messages regarding the generation of the stop note. i.e. if a stop note already exists for
this invoice, a message to that effect will be displayed here.
Invoice No
Automatically taken from the original invoice
Debit Note Ref
Optional: If your company has a Debit Note process you can enter the number in here. This will enable
you to search by this number in future.
Supplier No
Automatically taken from the original invoice
Supplier Name
Automatically taken from the original invoice
Stop Note Auth No
Mandatory(If Requested): If the supplier requires an authorisation number before they will accept Stop
notes then this needs to be entered here. An error message will be displayed if you try and complete a stop
note without this information, for those suppliers.
Store Number
Automatically taken from the original invoice
Member Account
Automatically taken from the original invoice
Member Name
Automatically taken from the original invoice
Stop Note Number
Automatically allocated by the system
Document Date
Todays Date
Status Of Goods
Mandatatory: Must select from the drop down list
Reason Code
Mandatatory: Must select from the drop down list
Comments
Why is the stop note being raised
Goods Amount
Total Goods value to be stopped
Nett Goods
Total value of surcharge items to be stopped
Tax Amount
Total value of VAT to be stopped
Total Amount
Total amount to be stopped
When you have completed entry of the stop note header details, then click
. This will take you to enter the line details
for the stop note, and display the following screen.
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14.2.Create Stop Note Line Detail
You must enter at least one line of information.
Quantity/Length
Mandatory: Enter the quantity or length of the product to be stopped
Description
Mandatory: Enter the description of the product
Line Goods Amount
Total Goods value for the product to be stopped
Line Nett Goods Amount
Total value of surcharge items for the product to be stopped
Line Tax Amount
Total value of VAT for the product to be stopped
Line Amount
Total amount for the product to be stopped
To add lines or delete lines use the Line Control buttons.
Line number currently
displayed.
Go to Line 1
Go to last line
Go to next line
Go to previous line
Add new line
Delete current line
To submit the stop note to Cenpac click
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14.3.Print the electronic Stop Note
The stop note will be available to print approximately 30 minutes after it has been
submitted to Cenpac. To print go to the Member Documents retrieval section 9.
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14.4.Correct/Cancel Stop Note
Correct Stop Note Header Entry
This can only be done if the stop note has not been submitted. From the line entry screen
click
This will take you back to the main stop note header entry screen where you can make any
corrections required.
Cancel Stop Note
You may cancel a stop note by clicking
from either the Header and Line entry fields.
To start a new search click the
tab.
15.Create a Stop Note without an Invoice
This option is only to be used where there is no corresponding invoice.
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15.1.Create Stop Note
From the main menu select
This will bring up the following screen.
You will need to complete the form as follows:
Debit Note Ref
Supplier No
Optional: If your company has a Debit Note process you can enter the number in here. This will enable
you to search by this number in future.
Enter the Cenpac supplier account or click
to search the supplier database
Supplier Name
Automatically taken from the account number
Stop Note Auth No
Mandatory: If the supplier requires an authorisation number before they will accept Stop notes then this
needs to be entered here. An error message will be displayed if you try and complete a stop note without
this information, for those suppliers.
Account
Select the account that the stop note is to be raised against
Member Account
Automatically taken from the above account
Store Number
Enter the store number that the stop note is for or click
Stop Note Number
Automatically allocated by the system
Document Date
Todays Date
Status Of Goods
Mandatatory: Must select from the drop down list
Reason Code
Mandatatory: Must select from the drop down list
Comments
Why is the stop note being raised
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Goods Amount
Total Goods value to be stopped
Nett Goods
Total value of surcharge items to be stopped
Tax Amount
Total value of VAT to be stopped
Total Amount
Total amount to be stopped
When you have completed entry of the stop note header details, then click
. This will take you back to the main menu.
15.2.Print the electronic Stop Note
The stop note will be available to print approximately 30 minutes after it has been
submitted to Cenpac. To print go to the Member Documents retrieval section 9.
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15.3.Correct/Cancel Stop Note
Cancel Stop Note
You may cancel a stop note by clicking
from either the Header and Line entry fields.
To start a new search click the
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16.Batch Print Documents
You can now print a number of documents together. Search for the list of documents that
you wish to print e.g. by supplier, by week number, by document type.
Please note that in the interests of speed the number of documents that can be retrieved in
a single request is 500.
Click Options
To go to the batch print option click the
can select Document Options.
this will display a menu from which you
Click Document
Options
This will open a separate window displaying the same list of documents. By clicking the top
box in the blue header the boxes next to each document will automatically be ticked ready
for printing. You can then unchecked a document by clicking the box alongside the
document.
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Click Box in the blue
banner to select all
documents
Once you have checked one or more boxes the Print Document button becomes highlighted
at the bottom, click to start the batch print process.
The system will then display the PDF file download dialogue box.
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Save Documents to your Computer
Instead of printing the documents directly you may save them as a single PDF file on your
local computer. To do this click the Save button.
Print Documents
To print the documents directly to your printer click the Open button. This will open Adobe
Reader and all documents will be included.
Click Print
This document is then printed as per a normal PDF document by clicking the print button.
When you have completed the print closed the PDF window, and then click
the batch print window. This will return you to your results screen.
To start a new search click the
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17.View Related Documents
It is possible to view all the documents related to one another. For example you may wish to
see whether you have generated a stop note for a particular invoice. If you do not know the
stop note number you can use the view related document.
Search for the invoice as per section 9, and display the document. Then Click the
The example below is viewing documents related to stop note SN430211
Click Print
This will display a menu from which you can select View Related Documents.
Click to View
Clicking the View related documents button will display the following screen.
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You can then view these documents by double clicking the document.
Always ensure that you close all windows when you have finished viewing the documents.
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18.Advanced Search
Coming later
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