The CMI (Company Management Interface) is your interface with Digitec Galaxus AG for orders and delivery date requests. The daily processing of orders and cancellation requests in the CMI is essential. Your information in the CMI triggers information regarding the delivery date to the customer.

We track our orders in a timely manner and reserve the right to cancel orders if we determine that our orders aren’t being processed daily by you in the CMI, or if we have any backorders.

If you have any questions about the handling of the CMI, please contact your responsible category developer.

Navigation

When you log in, you will be taken to the welcome page with an overview of pending tasks. By clicking on the «view» button, you will open a list of pending tasks:

If you are looking for specific orders, you can do this using the advanced search. Click on «Item Management» in the menu tab «Orders».

Afterwards you can enter the criteria you are looking for on the tab «Advanced Search». A list with the respective order items will be displayed.

Registered E-mail Addresses

Pending tasks are all visible on the CMI welcome page and are also sent by e-mail. The e-mails are sent to the order processing e-mail which you specify in the Initial Exchange Settings. Think carefully about whether you wish to specify a personal e-mail address or a pool address (which can be accessed by multiple people). Usually, pool mailboxes are better suited for possible vacation absences, etc. If you don't want all reminder e-mails to be sent to the order processing e-mail, you can have different CMI users configured. In this case, contact your respective Digitec Galaxus AG Category Developer. If you have forgotten your password, please contact your Digitec Galaxus AG Category Developer.

Pending Tasks

Cancellation Requests

Important: Please process the cancellation requests as a first step before you confirm the new orders or update any delayed items.
On the CMI welcome page in the «Cancellation Requests» section you will find a list of all pending cancellation requests in the upper part and a list of those that have already been completed in the lower part. At the same time, cancellation requests are sent to the responsible person by e-mail. Please also cancel accepted cancellation requests in your system so that incorrect deliveries and their time-consuming processing can be avoided.

How to Process Cancellation Requests

Click the pen symbol on the right side to edit the position.
Choose «accepted» in the dropdown menu displayed in the column «status» (see figure 2).
Click the save button to finish editing.
Processed cancel requests are shown in the lower part of the section for traceability.

New Orders

When placing a new order, the orders will appear on the CMI welcome page in the «New Orders» section. In addition, you will receive an automatically generated e-mail with the subject «new order» to the e-mail address you have specified. The mail contains a direct link into the CMI to the new order.

How to Confirm New Orders

Open the order by clicking on the order ID in the «Order» column.
In the upper section you will find information about the order, e.g. whether it’s a warehouse delivery, or direct delivery and the corresponding delivery address (see screenshot under point 7).
In the lower section «Supplier Purchase Order» all order items of the order are listed (see screenshot under point 7).

In the column «agreed delivery date» you will find details of the date on which we expect delivery:

As soon as possible: The fastest possible delivery is desired
As soon as possible, latest XX.XX.2020: The fastest
possible delivery is desired by the date indicated at
the latest. This date was displayed to the customer
in the online shop as the product’s availability
Please indicate the corresponding
delivery date, even if it’s before the date indicated.
Exactly on XX.XX.2020: Please schedule the delivery exactly on this date

For each order item, select the correct availability from the dropdown list in the «availability» column. You may have to click on the pen symbol to switch to the edit mode.

Delivery Date: Rescheduling the delivery date to a new known date
- The date on which the goods will be delivered to Digitec Galaxus AG's warehouse or to the customer (direct delivery) must be indicated here
- A general rescheduling far into the future is not allowed. Enter the correct date by which the delivery can be expected with certainty
- If the new date is more than six weeks in the future, use the «unknown» option
- If the delivery date is repeatedly postponed, we reserve the right to cancel
Unknown: There is no exact restock date for the ordered goods, but they will certainly be available again soon.
Item cancel / not available: The ordered goods are no longer available and won’t be available again in the future.
On Stock: The ordered goods are in stock and can be delivered immediately or on the indicated / agreed delivery date. The standard delivery date is used in the background.
Shipped: This option is only available for direct deliveries. It must be set when the shipment is handed over to the carrier. If an item is set to «shipped», you will be asked to provide tracking information.

Save your input by clicking the «save all» button.
Confirm the order by clicking on the «confirm» button in the middle section (blue background in the screenshot below).

If an order position can’t be delivered completely, you have the option of splitting the position and specifying different availabilities or delivery dates.

How to Trigger a Short Delivery

Switch to the edit mode by clicking on the pen symbol
You can now enter a new quantity and its corresponding availability or delivery date in the column «quantity».
After clicking the «save all» button the remaining quantity will be listed as a new position, for which you can make a separate entry regarding the availability.

Delayed Orders

If there are late orders, the section «delayed orders» will appear on the CMI welcome page. The delayed order positions will also be sent to you as an e-mail. The e-mail contains a direct link to the CMI. We ask you to ship these orders as soon as possible or to set a new delivery date if necessary. If a stock delivery to Digitec Galaxus AG is shown as delayed in the CMI, which according to your information has already been delivered completely, you can mark it as «not in backlog» as described below (steps 1 to 3). This will trigger a corresponding information in our system. To process these cases, a proof of delivery provided by you is a great support and avoids further inquiries on our part (steps 4 to 6).

How to process delayed deliveries

For the affected item, select «sent» from the bottom dropdown in the «availability» column.
Enter the date on which the shipment was dispatched by you or left your warehouse.
Save your input by clicking on the «save» symbol.
We kindly ask you to attach a proof of delivery. First click on the «add» button in the «order data files» section the the botton of the page.
Select a document with which the delivery can be confirmed (e.g. a picture of the package tracking or a delivery note countersigned by our warehouse)
Save by clicking the «save» button.

Open Orders

You find an overview of all your open orders in the CMI under the section «open orders».

«Open» means that the position hasn’t yet been booked into stock at Digitec Galaxus AG. It’s therefore possible that you have shipped goods, but status is still «open». We expect that the availability information and processing status of the open orders are always kept up to date. To do this, please update the open positions daily, according to the procedure below.

Important: Maintain the delivery dates continuously; even if a delivery date is moved forward, the update is mandatory, e.g. to be able to plan the receipt of goods correctly.

How to specify delivery dates

Open the list with open orders by clicking on «view».
To update an order position, first click on the pen symbol in the overview list. The respective order will be opened.

Select the actual status in the «availability» column.

Please see the list below for the selection of the correct availability option:

Delivery Date: Rescheduling the delivery date to a new known date
- The date on which the goods will be delivered to Digitec Galaxus AG's warehouse or to the customer (direct delivery) must be indicated here
- A general rescheduling far into the future isn’t allowed. Enter the correct date by which delivery can be expected with certainty
- If the new date is more than six weeks in the future, use the «unknown» option
- If the delivery date is postponed several times, we reserve the right to cancel order positions
Unknown: There is no exact restock date for the ordered goods, but they will certainly be available again in the near future.
Item cancel / not available: The ordered goods are no longer available and won’t be available again in the future.
On Stock: The ordered goods are in stock and can be delivered immediately or on the indicated / agreed delivery date. The standard delivery date is used in the background.
Shipped: This option is only available for direct deliveries. It must be set when the shipment is handed over to the carrier. If an item is set to «shipped», you will be asked to provide tracking information.

Save your input by clicking the «save all» button.

Short Deliveries

If a difference between the quantity stated on the delivery note and the existing quantity is noticed while booking into our warehouse, you will receive a message in the CMI about a short delivery. Please proceed as follows:

How to process short deliveries

Click on the «view» button to receive an overview list with all short deliveries.
To edit, open the link in the column «delivery difference to delivery note».
Choose whether to grant us a credit note or arrange for a subsequent delivery. For quicker identification and processing, help us by providing additional information in the comment field: e.g. in the case of a credit note, a credit note number or, in the case of a subsequent delivery, the delivery note reference.
Confirm your entry by clicking «save».

Delivery Date Request

You can view the delivery date requests in the CMI on the welcome page under the section «delivery date requests». Additionally, the requests will be sent to you by mail.
If the end customer is shown «delivery date unknown» for a product in the online store, the customer can directly trigger a delivery date request in your CMI by clicking «request delivery date». This is only an inquiry, there isn’t yet an order for this item. Unlike when confirming delivery dates (where you enter the estimated arrival date at the end customer), you enter your own perspective here (which is the estimated arrival date at your warehouse).

Direct Deliveries

Confirmation of a direct delivery order is done the same way as described in the chapter «new orders» . In contrary to deliveries to our warehouse, the direct deliveries to the end customer are completed by setting the status to «shipped».

Set Completion of a Direct Delivery Order with Status «Shipped»

For direct delivery orders, the order must be set to «shipped» at the time of transfer to the delivery service provider.

Important: Under no circumstances may the order position be set to «shipped» before it has been handed over to the delivery service provider or significantly after being handed over, as the status triggers direct information to the customer and is relevant for calculating the warranty period.

How to process direct deliveries

Click on the order in question and switch to edit mode by clicking on the pen symbol.
Select «shipped» from the dropdown in the «availability» column.
When you have set all positions to «shipped», save the entries by clicking the «save all» button.
You will now be asked to enter tracking information (tracking number, tracking link) for the direct delivery. You will find the explanations in the next section.

Entering the tracking information

After setting positions to «shipped» you will be asked to enter the shipment information.

Important: Please enter the shipment tracking information conscientiously, completely and comprehensively. On the one hand, the customer is thus informed about the information in his or her customer account and on the other hand, the information can help our customer service in case of a lost shipment etc. so that there will be fewer queries with your support.

How to enter tracking information

When you set an order item to «shipped», you will be asked to enter the tracking information. If you would like to enter the information later, click on the order in the menu item «orders» under «item management». Afterwards a mask for entering the tracking information is available via the «shipment tracking» function.
Selecting the service provider for drop shipment
Select the service provider with which the delivery to the customer will be made from the dropdown menu.

Next, enter the tracking number, e.g. «99.60.131482.43490003» for shipments with Swiss Post, and confirm the entry by clicking on «save and return to order».
Shipping with other service providers
If the delivery service provider you use isn’t available for selection, please select the «other provider» option. Then enter the tracking URL (entire link) in the «tracking URL» field, e.g. «https://www.glspakete.de/sendungsverfolgung?match=88225279750». Then confirm the entry by clicking on «save and return to order».
If no tracking number is available
In justified cases there is no tracking number available, e.g. when sending by letter post. In such a cases, please check the box «No tracking number» after specifying the delivery service provider. Then confirm the entry by clicking on «save and return to order».

CMI when EDI is Implemented

If you have automated certain processes via Electronic Data Interchange (EDI), certain manual work steps are eliminated in the CMI, depending on the degree of automation. In this case, please discuss the CMI handling with the responsible Integration Manager.

EDI Impemented	Influence on CMI
Order Response:	Depending on the order response implementation, the delivery dates for open positions no longer must be set manually
Dispatch Notification:	CMI position no longer needs to be manually set to «shipped» after direct delivery
Cancel request response:	Cancellation request no longer needs to be manually accepted/rejected
Supplier cancel notification:	Unavailable items no longer need to be manually set to «cancel/unavailable»

Even after full EDI automation, some tasks still must be processed manually in the CMI. Delivery date requests for products with unknown delivery dates and the processing of short deliveries to our warehouse, both remain a manual process.

Version 02.12.2020