bmw ebox partner archive en v4

BMW Group eBox Partner Archive Hotline You can find a list of all needed and available contact persons here. BMW Group - Distribution Companies Please contact your local help desk. rcDDM Hotline: Please email us a message to [email protected] with exact issue description. It is mandatory to include your partner number (supplier/customer number) as well as invoice number and, if possible, attach a screenshot of the error as an image file. Tel.: 0049 391/2436-1388 BMW AG: Please create IT-Ticket ([email protected]) with exact issue description and if needed ask to resend the documents. It is mandatory to include your partner number (supplier/customer number) as well as invoice number in the ticket. If there are problems with the ticket solution, please send an email with the ticket number to [email protected]. For any questions regarding the use of eBox Partner Archive, you can find detailed information in the following handbook.

BMW Group eBox Partner Archive

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BMW Group

Partner Archive

Handbook


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INDEX

1 SYSTEM REQUIREMENTS ................................................................................... 4

2 SYSTEM SETTINGS .............................................................................................. 4

2.1 Internet Explorer Settings ....................................................................................... 4

2.1.1 Deactivate Pop-Up Blocker ..................................................................................... 4

2.1.2 Allow ZIP-files and attachments.............................................................................. 6

2.2 Mozilla Firefox Settings ........................................................................................... 8

2.2.1 Deactivate Pop-Up Blocker ..................................................................................... 8

3 LOGIN .................................................................................................................. 10

3.1 Change password ................................................................................................. 10

3.2 Lost password....................................................................................................... 11

4 IN SYSTEM .......................................................................................................... 12

4.1 Menu ..................................................................................................................... 12

4.1.1 My Documents ...................................................................................................... 12

4.1.2 Help ...................................................................................................................... 13

4.2 Search .................................................................................................................. 14

4.3 Hit list .................................................................................................................... 16

4.3.1 Open documents .................................................................................................. 16

4.3.2 Download multiple documents .............................................................................. 18

4.3.3 Open invoice related documents (for example verification report) ........................ 18

4.3.4 Sorting .................................................................................................................. 19

4.3.5 Change the document status ................................................................................ 19

5 PASSWORD RULES ............................................................................................ 21


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1 SYSTEM REQUIREMENTS The following technical requirements should be fulfilled to efficiently work with the system: Internet connection : In order to efficiently work with the system, we suggest a DSL

connection. Internet browser : Following browser versions are tested and supported: � Microsoft Internet Explorer version 8.x or newer (32/64-bit)

� Mozilla Firefox version 50 or newer (Windows, Linux/Unix, Mac OS)

� Safari version 6.0 or newer (Mac OS)

� Chrome version 50 or newer

Adobe Acrobat Reader from version 9.0 to open / print the PDF documents.

ZIP – program: Following programs have been checked and are recommended: (only necessary, if you want to unpack the downloaded zip-files)

� WinRAR: version 3.71

� 7-zip: version 9.2

� WinZip: version 14

Hint: Signed documents packed in a zip-file are sometimes not recognized by virus scans and could be interpreted as viruses. This happens in single cases when zip files which include signed documents are sent via email 2 SYSTEM SETTINGS

2.1 Internet Explorer Settings 2.1.1 Deactivate Pop-Up Blocker Click in the menu of the Internet Explorer on “Extras ” or “Tools ” and on “Pop- up Blocker ”. In the Drop-Down Menu click on the button „Pop-up Blocker settings “.


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Now enter the URL in the field “Address of the website to allow ” and click on “Add ”. Close the window by clicking on “Close ” button.


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2.1.2 Allow ZIP-files and attachments After you have allowed Pop-Ups, you need to change the security settings so you would be able to download documents. Click on “Extras” or “Tools” in the Internet Explorer, and afterwards click the “Internet options ”. (Images can vary depending on the Internet Explorer version you are using):

Following window will appear:


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Please click on the „Security “ tab and choose field: „Custom level ... “.

Scroll down until you reach the following image:

Please activate all three settings under the category „Downloads “. Confirm it by clicking „OK“. Following warning will appear:

Confirm it with „Yes“ and close the open window by clicking „OK“. Now you can download and print all the documents and attachments.


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2.2 Mozilla Firefox Settings 2.2.1 Deactivate Pop-Up Blocker To deactivate Pop-Up Blockers in Mozilla Firefox please got to „Options “ in the „Open

Menu “ :

The following image will appear (Images can vary depending on the Mozilla Firefox version you are using):


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Please choose the tab „Content “ and next to the writing “Block pop-up windows ” click on „Exceptions …“. You will see the following image, where you should enter the corresponding URL in the field „Address of website “ and accept it with „Allow “.

Afterwards you can close this window. Now you can download and view all documents.


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3 LOGIN

The archive system can be accessed round the clock using the following internet address: https://bmw.mdocs.de Following login page will appear:

You can access the archive system by entering your username and password provided to

you during the registration and clicking the field . User name example for eBox Partner Archive: Supplier number_Last name (for example: 12345610_Ma ier) 3.1 Change password At the first system login you will be asked to change your initial password. Due to security reasons you will be asked in regular frequencies (180 days) to change your password again.

You can do this using the button:

Please provide your username, old password, two times the new password and confirm


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the change by clicking the field Please pay attention to the password rules outlined in chapter 5. 3.2 Lost password Since the password rules are very strict due to security reasons and the password needs to be changed regularly, it can lead to that you will forget it. In that case you can request the password to be sent to your email address which has been stored in the system.

To do this click the on the login screen, enter your username and

confirm with

Your password will be sent to you shortly after from the email address

[email protected] .

Should your email address change, please contact the approved signatory within your

company per email. Only the signatory can, at any time, change/edit your master data.


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4 IN SYSTEM

After you have successfully logged into the system, you will see a search mask in the central area of the screen and a menu structure in the left part of the screen.

4.1 Menu In the menu you have the following functionalities to choose from: � My Documens (filter function) � Help (opens this handbook)

4.1.1 My Documents

Under the menu option you can filter and view all the documents available in the system according to the document status. This option is very helpful when you want to see all new, read or downloaded documents.

Click on the desired document option:

Menu options Results

All documents Shows all the available documents in the system

New documents Shows all the documents with status „new“

Read documents Shows all the documents with status „read“

Downloaded documents Shows all the documents with status „downloaded“ „heruntergeladen“ an


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The fastest way to get your documents after logging in is to click „All documents“

With option all available documents in the form of hit list will be shown in the lower half of your monitor.

Alternatively you can search using the filter under (for further details for filter possiblities see point 5.2. 4.1.2 Help Clicking the “help” button in the menu you can open this handbook as PDF document. In

the case that you were not able to find answers to your questions, please use the

support possibilities described at the beginning of this document.


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4.2 Search The Search enables you to locate the specific invoices.

You can narrow your search for specific document types (result types). Currently the following document types are available for you to search for:

When searching for specific document types, it is recommended, parallel to indicating result type to provide additional search criteria , for example a date in the search mask:


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Alternately you can use an asterisk [*] in the full text search:

Finally you can see all the documents by clicking or limit your search with additional search criteria. Using the following search mask you can flexibly retrieve your documents which have been archived for you:

By clicking you will receive a hit list with document(s) which corresponds to your chosen search criteria. When entering your search criteria please pay attention to following features:


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Search criteria Content Feature

Date Later than

Finds documents which were issued on a specific date or later (starting from the entered date and on). The given format: mm/dd/yy, for example 07/01/2014

Invoice grand total Equals

When looking for an exact sum, system provides no results for sums entered with decimal places.

4.3 Hit list Hit list shows all documents which are available in the system according to chosen criteria in search. Therefore, the hit list is always the initial point for opening, downloading or printing of provided documents.

4.3.1 Open documents

a) Opening PDF-documents

To open PDF-document please place the mouse cursor over the document and click on it:


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Depending on your browser i.e. your operation system a dialog box will open with option to open or save document to your local hard disk i.e. your network drive:

Depending on the chosen action you can save or open PDF. b) Opening PDF documents inclusive attachments (for example verification report) To open PDF document inclusive attachments please click on the arrow next to the document number and choose “Download as ZIP”.

Zip file inclusive corresponding document and associated attachment appears and you can choose to save it or open.


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Now you can book, download or print the invoice in your system. 4.3.2 Download multiple documents To download multiple documents you need to click on the casket next to documents and download chosen documents as zip file using the „Actions “ – „Download selected items “:

4.3.3 Open invoice related documents (for example v erification report)

Each PDF invoice document has additional documents attached to it. These attachments are especially important as tax validation for issuing and transmitting electronic invoices.

Document Purpose

PDF-document Represents tax important documents which were provided to you

Verification report

This file is a result of signature validation done on your order (separate contractual relationship) by the company SAP an now rcDDM. Report shows that integrity and authenticity of invoice are ensured. During auditing document needs to be shown or electronically delivered to the auditor together with PDF – invoice document.

To open the accompanying documents please click on the arrow next to the document number and afterwards click on the desired document (for example verification report)


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You can also download all documents in one action together as a zip file.

4.3.4 Sorting You can sort the invoices in the result list by clicking the respective column heading (for example invoice number-newest documents). Clicking this column once again will sort documents in the reverse order (for example invoice number -oldest documents):

Tab cannot be sorted. 4.3.5 Change the document status

The status of the document will be changed automatically by the archive system. New documents are defined with status „new“, read documents as „read“ and downloaded documents as „downloaded“ (how to download see in part 5.3.2). If you would like to re-set or change document status you can do so by selecting the document and changing the status using „Actions“ → as „new / read / downloaded“.


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Status will be updated within two minutes and will be shown with the next monitor actualization.


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5 PASSWORD RULES

Archive system can only be accessed with a valid username and password. The biggest security gap in internet use is a „ weak“ password. To avoid this, archive system is secured with a “strong” password. In the following you can see the rules which you need to obey when creating the password. The initial password is a standard password and it needs to be changed at the first log in. Password � must be at least 8 characters long

� must contain at least one letter

� must contain at least one number

� must contain at least one uppercase and one lowercase letter

� cannot contain three same letters/numbers/signs

� cannot contain three letters/numbers/signs in a sequence

� cannot be same as username

� cannot be the same as last five passwords

� has to be changed every 180 days (system requires it by logging in).

Examples for correct passwords: Test2468

Eur@2008

BMWPaSSWor6

Examples for incorrect passwords: Hallo (no number)

Test1234 (three or more numbers in a sequence)

TEST2345 (contains no lowercase letters)