micasa | Flow Manual

Welcome to the Web EDI portal of micasa. In the following manual we guide you through the basics of the platform and processes. After you received the initial registration mail from ecosio and created an account, you are ready to go!

The access data must be created beforehand by the ecosio team. This is done after micasa sent you the first information about the migration. To start login into the Flow via the links https://web.ecosio.com or https://app.ecosio.com. Please make sure that you are using one of these URLs to securely login.

If you should have but have not yet received any invitation via mail from eventnotifications-prod@ecosio.com, you can request it again via https://app.ecosio.com/account/resend-invite with the mail-address which micasa sent the information mails to. After logging in successfully, you will see the main functions on the left side of the page: Orders

Password Reset

If you lost your password or have problems with logging in, you can request a new password via https://app.ecosio.com/account/request-password-reset. You will receive a reset link per mail and then are able to reset the password. We recommend the use of a password manager and a secure password.

Process Overview

The Flow solution for micasa supports the following processes for orders:

• Receiving orders

• Sending order confirmations (optional)

• Sending dispatch advices for an order/order confirmation

• Sending an invoice for an dispatch advice

Orders

To view your orders, click on the Orders menu item at the top left.

Batch actions (Archiving)

Multiple orders can now be archived within a few clicks. Select the desired orders with the selection icon on the left side of the line. You can also select all orders on the current page (max. 100 orders) with a click on the selection icon in the header in the order. Then click on the desired batch action at the top right above the table. After a successful archiving, a notification is displayed. Please note that batch actions can take some time.

Viewing new orders

Click on the eye symbol on the right side of the row to go to the order process details and follow-up document creation for an order. The detailed view of an order is then displayed. Click on the green download button to download a PDF version of the order. Click on the New order confirmation button to create a confirmation of the respective order. This is an optional process and controlled by micasa. If the Button is greyed out the order confirmation can be skipped. You can create a dispatch advice for the order confirmation or orders by clicking on New dispatch advice. If a dispatch advice is available for the order, then an invoice for this order or delivery can be created by clicking on New invoice. All documents can be viewed in detailed with a click on the respective document at the bottom of the page. There, the documents can also be downloaded as PDFs.

Confirming orders (optional)

When confirming an order, the header data (e.g. delivery date) can be adapted at the top right. To confirm a line, click on the edit symbol. The warning symbol in the table indicates the mandatory entries for the relevant position. A new dialog window opens, in which the quantity can be corrected and the confirmation status can be set.

This can also be done in batch for multiple line items with the checkmarks on the left side and the batch action button at the right top of the table.

After all the mandatory fields have been confirmed, you can send the order confirmation by clicking on the green button. The green button remains deactivated as long as all mandatory fields have not been filled.

Subsequently, you can finish the creation via the send button. Then, you are redirected to the order detail page access the document and create a corresponding dispatch advice.

Sending dispatch notifications

In create mode select the desired delivery date and consignee for your dispatch advice and you will be directed to the edit mask. Please fill in all the mandatory fields in the header before moving on to the item section. You can also change the document number and date. Additionally you can add a track & trace number and a respective carrier - POST, DHL, PLAZER or others (max. 10 chars).

The structure is automatically generated with the input of dispatch quantity and quantity per transport unit (TU) per line item. The dispatch quantity is divided by the amount per transport unit and results in the amount of transport units per line item. This has to be done for each line item. In the next step the complete dispatch advice structure is generated, SSCCs are automatically generated – if the SSCC settings are set https://app.ecosio.com/webedi/settings –, Packaging Types can be selected and further information can be added per transport unit.

After the clicking on confirm and next you will see a non-editable summary of your dispatch advice and then the document can be sent. In the summary mode you always have the option to go back to editing mode. As soon as you click the send document button the document is sent and you will be redirected to the order detail view with a notification at the top where you can download the dispatch advice as a PDF. Also, a link to dispatch advice summary and download is available at the bottom of the page.

After a dispatch advice was sent it cannot be changed anymore. If you transmitted an incorrect document to micasa, please contact the purchasing department at micasa directly.

Labels Download

The dispatch advice provides SSCC labels for documents with the advanced dispatch advice structure. Click on the dispatch advice title in the order details view and at the top right you will find a download/print button. Click the wished format and the download starts.

Sending invoices

Select the desired dispatch advice for your invoice in Create mode. When creating the invoice, pay particular attention to the header information on the right side. Please fill in all the mandatory fields before moving on to the item section.

Note: Standard values for your address, QR-IBAN and further information can be predefined in the company settings (button at bottom left or top right in the navigation menu). These fields will then be applied directly in the invoice.

Note ESR- & QR-Invoice: Payment reference and QR-IBAN are special fields which should only contain entries compliant to QR-invoice and ESR-rules. These rules are validated via a check in the Flow since december 2022. Please make sure your QR-IBAN and QR-Reference are compliant to the rules here: https://www.paymentstandards.ch/dam/downloads/qr-iid_qr-iban-en.pdf.

If required, you can then change detail information with the edit button and the VAT rate selected at item level - the country for the VAT rate can be selected on header level and predefined in the company settings. All information on item level is based on previous documents like an orders and a dispatch advice. You can also add any charges with categories and a rounding amount on document level to the invoice amount calculation. After you have filled out all mandatory fields, you can send the invoice by clicking on the green button.

Note: The validation of documents integrated into Flow helps to ensure that you do not forget necessary information required by micasa and indicates this with red outlines, * symbols or warning symbols. Please heed these warnings when submitting documents.

Invite & Remove Users

Note: You need Admin rights for this functionality. Please contact your company admin regarding that matter!

You can invite all your colleagues directly in the settings, if you are an admin user. Either you click the invite button in the navigation menu at the right top or you go to the team settings and invite users via the invite button at the top right of the table.

In the Team setting you can also edit users of your team or deactivate them.

Switch

If you are using the Flow with multiple buyers like micasa, you can easily switch the company context in the middle of the navigation bar.

Feedback and Questions

If you have any questions regarding the processes, please read the manual or contact micasa . We are very happy to receive feedback about our platform and features. If you have specific wishes or ideas regarding additional features, please add that to the Feedback Portal which can be found in the lower left corner.