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Frequently asked Questions about koreAdvantage

1. Suppliers / Vendors

1.1. Supplier/Vendor not visible in "Select Potential Vendors"

The Vendor I wish to use is not showing in the Select Potential Vendors form.

1 – The Vendor has not been created.

2 – The Vendor is not listed as supplying the Product Category shown in the Requisition

3 – The Product Category shown on the Requisition is not correct

1.2. How to add a new Suppliers address

The Vendor has advised me of a new address to use for accounts. How can I record this in KA.

In the 'Vendors' form, select the [Add/Edit Address] button on the toolbar. The 'Vendor Address' form will be opened. Select the required 'Address Type' from the drop down list, add the details and save in the usual way.

1.3. How to find out the Supplier/Vendor cost

How can I find how much we have spent with a particular vendor last year?

In the 'Vendors' form select the 'Order History' tab. The total for a particular year is displayed. If you require to see a breakdown of those figures click on the "+" sign at the left of the year number, this will then expand the view to give more detail. If you require details of a particular Order click on the [View Order] button.

1.4. View Bids made by a Supplier/Vendor

How can I see a breakdown of the Bids made by a vendor.

In the 'Vendors' form select the 'Bid History' tab. If you require details of a particular Bid click on the [View Bid] button.

1.5. Changing/Adding Product Categories to a Supplier/Vendor

How can I see a breakdown of the Bids made by a vendor.

In the 'Vendors' form select the 'Bid History' tab. If you require details of a particular Bid click on the [View Bid] button.

1.6. Change a Supplier/Vendor email address

How can I see a breakdown of the Bids made by a vendor.

In the 'Vendors' form select the 'Bid History' tab. If you require details of a particular Bid click on the [View Bid] button.

2. Material Control / MTO

2.1. Error when trying to create a new material code

 

If you receive an error when trying to create a new material code, it is likely to be because there are illegal characters in the code itself.

 

The Material Descrition can contain any character, but the Material Code itself must contain only:

  • Letters
  • Numbers
  • Hyphen ( - )
  • Slash ( \ )

 

Ensure no other characters are in the code and try saving again.

2.2. Material Code not available (in drop-downs)

The Material Code I require is not available in the drop down list

If the Material Codes is not showing up, it is likely not in the system!

The Material Code needs to be created.

2.3. Quantity is greater on BOM than it is on MTO

In the BOM form the Quantity for the Material is greater than shown on the MTO

Consolidation is turned on in the MTO so materials from all MTO's are consolidated into one figure.

2.4. Only one revision of MTO showing on MTO Archive tab

In the MTO Item' form, 'Archive' tab there is only one revision shown.

MTO Revisions are related to the MTO type so it may be that the type has changed.

2.5. Can't delete MTO

In the MTO Item' form, 'Archive' tab there is only one revision shown.

MTO Revisions are related to the MTO type so it may be that the type has changed.

2.6. Deleted MTO Item is still on MTO

I have selected a row in the MTO form and clicked on the [Delete Selected Item] button, I clicked on the [OK] button to confirm the operation but the row is still there.

The row you selected has been marked for deletion. It will be deleted when you select the [Save Changes] button.

2.7. Can't save changes to an MTO

I have created an MTO but I cannot Save as the [Save Changes] button is not available.

Check that the 'Consolidate' field (extreme right of the datagrid) has been completed.

2.8. How to create a new Material Code

How do I create a new Material Code.

If authorised open the Material Codes form and key in the required details. All fields marked with an asterisk "*" are required. When all details are complete select the [Save Changes] button.

3. Project / Planning

3.1. Project not visible in Project Selector

The Project I want is not visible in the drop down list

This usually means that the Project has been archived. See process for un-archive project.

3.2. How To: Add a new clause

 

The steps to create a new Master Clause are as follows:

  1. Load the Master Clause that is to be copied, and click on the 'Edit Clause' button. This will display a prompt to download the clause file, which can be saved in a location of your preference.
  2. Click on 'Clear Changes' to return out of Edit mode.
  3. Click on the 'Add New Clause' button.
  4. Enter a title for the new Master Clause and then click on the 'Save Changes' button.
  5. Now click on the 'Edit Clause' button again, which will then display a prompt to download the Microsoft Word file for this new clause, which again you can save to a location of your preference.
  6. Now open both the clause file downloaded in step 1 and the new clause file that has just been downloaded in step 5.
  7. Now copy the entirety or parts of the original clause (from step 1) into the new clause file.
  8. Press the 'Save button in Microsoft Word for the new clause file only. This will save your edits to the new Master Clause back to the server.
  9. Close the original clause file from step 1 without saving.

3.3. 'Command Failed' when trying to save a clause

 

With certain versions of Microsoft Word 2007, the user can sometimes receive the error message 'Command Failed' when saving a clause file.

 

This is because, by default, Microsoft Office 2007 does not install the plugin necessary to create a PDF file.

 

This plugin can be downloaded and installed for free from Microsoft's website:

http://www.microsoft.com/en-us/download/details.aspx?id=7

 

Once installed, the user will no longer receive the above error message.

3.4. Unable to find location when trying to save a clause

When trying to save a clause, the system may respond with the following dialog:

---------------------------
Save Path Definition File Missing
---------------------------
Unable to locate the file containing the Save Path for this clause.

Please re-download the clause and try again.
---------------------------
OK   
---------------------------
This is usually when you try ot edit the same clause more than within a web session, the web browser will automatically append a number to the downloaded file to make it unique. The exact format will depend on the browser, e.g. Firefox will append "-1" and Chrome will append "(1)" and subsequently "-2" and "(2)" respectively and so on. To work around this error, use the File -> Save As command in Word to save the file with the original filename by stripping off the appened number. This will then re-upload the file correctly to koreAdvantage.

3.5. Can't delete Project

 

In koreAdvantage, you can not delete a project. This would invalidate the audit log, and prevent historical data being available.

 

Instead of deleting projects, when a project is complete, it can be archived.

 

This is an administrative task, meanign that only users who are a member of the "Administration" group can perform this function.

 

To Archive a Project, select the following menu option:

Reference Data -> Administration -> Archive Data

 

Select Projects from the Quick Find on the left, and then select the project number you wish to archive from the lower list on the Quick Find.

3.6. Exchange Rate not available

The Exchange Rate I want to use is not available in the drop down

Exchange Rates are setup against a Project - please ensure the rpject setup is correct and contains the exchange rate required.

3.7. Change a Budget

The Project Budget was setup initially but now I wish to change it.

The 'Variations' tab in the Project form will allow for an increase or a decrease in the Budget. To Increase the Budget enter the 'Amount' required. To reduce the Budget put a "-" (minus sign) in front of the amount.

3.8. How to duplicate (Copy) a Project

I need to create a new Project which is almost the same as an existing project.

Select the originating Project then select the [Copy Project] button. In the dialog box key in the new Project name and click OK. The new Project will be created and become the current project. Edit the Project as required to complete the process.

3.9. How to add a new Client

The company has a new client how is this added to the system?

Select 'Projects' from the 'Reference Data' menu, select 'Manage Clients from the 'Projects' menu. The form is ready for the addition of the details of the new Client. Select the [Save Changes] button on completion.

4. Requisition

4.1. How to waiver a requisition

I want to Waiver a Requisition but cannot see the option

The checkbox is partially hidden, Double Click on a tab to reveal more of the form. Single click on a tab to return them to the normal position.

4.2. Can't edit a Requisition

The details on the Requisition are incorrect but the [Edit Requisition] button is not available

This suggests that the Requisition has been issued. Changes can only be made by creating a revision.

4.3. Missing Engineering Document

The Engineering Document I want is not in the drop down list in the Requisition form. How do I add it?

Select 'Document Control' from the Reference Data' menu. Select 'Engineering Doc Register' from the 'Document Control' menu. The form will open ready to receive data. Complete all fields then select the [Save Changes] button. The new Engineering Doc will now be available in the Quickfind and in the Requisition form.

4.4. How to amend (revise) a Requisition

The Requisition is incorrect but has been issued how can I correct it?

It will be necessary to Revise the Requisition. Select the [Create Revision] button. In the dialog box key in the next sequential suffix letter and click [OK]. A copy of the Requisition will be displayed with the new suffix letter. You can now edit the requisition as required. It will need to be issued again on completion.

4.5. SDRL not appearing Automatically

If the Material selected for the Requisition has not had the 'SDRL' tab in the 'Material Codes' form completed they will not appear automatically in the Requisition.

4.6. I have added a number of Items to the Requisition. I can now see that there is a long list on the 'SDRL' tab

If a Material has been setup with 'SDRL' then these will appear automatically in the Requisition.

4.7. Duplicate SDRL Codes on the Requisition

SDRL's may appear multiple times in the list but they are identified by the 'From Item Number'.

4.8. I want to add some Instructions for a Buyer when I am creating a Requisition

The 'Instruction for Bidder' tab provides a facility for entering Instructions for a Buyer which will appear on both the 'Select Potential Bidders' form and on the 'Enquiry' form.

4.9. I would like to see a breakdown of the progress of a Requisition through to the Receipt of the goods.

The 'Activity Tracking' form (under Reference Data) provides information of the progress of a Requisition with the dates of various critical steps setup in the 'Duration Chain'

5. Enquiry / RFQ

5.1. Missing Clause

The Clause I want to use is not available in the RFQ (Order)

The Clause has not been setup for use on the Project:

The Clauses require adding to the Project. If authorised open the 'Project' form and enter Edit Mode. Select the 'Clauses' tab. Select the required Clause to be added from the 'Add a Clause' combo box. Ensure that the relevant checkboxes are "ticked" then [Save Changes].


5.2. Incorrect Template for RFQ/Enquiry or Order

The Template for RFQ/Order is not correct

The Template needs to be set up in the Project

5.3. Can I change the details of SDRLs/VDRLs?

The details on the 'VDRL Document List' tab are incorrect.

They can all be edited as required until the RFQ has been Issued.

5.4. How to change VDRL/SDRL details on an issued Enquiry/RFQ

The details on the VDRL Document List tab are incorrect but the RFQ has been issued and the [Edit RFQ] button is not available.

Some personnel i.e. System Administrators may have authority to un-issue the RFQ so that changes can be made.

You must request that the Enquiry/RFQ be un-issued in order to make the chnages.

5.5. Can't print Enquiry/RFQ

When I try and Print the RFQ I get a message at the bottom of the screen that it is downloading but nothing happens.

That sounds as though you selected the [Open] option on the first dialog box rather than the [Save] option.

5.6. How to change a Clause template

The wording of the 'Clause' I require is incorrect how do I change it?

If authorised, open the 'Project' form and enter Edit Mode. In the 'Clauses' tab select the [Edit Clause] button of the clause to be edited. Select [Save] on the resulting message box then open the downloaded file in Word. Edit the document as required then Save it. Close Word, the edited file can be viewed by selecting the {Preview Clause] button.

6. Bidding

6.1. Not all Suppliers/Vendors listed on Bid-Tab

When I try and Print the RFQ I get a message at the bottom of the screen that it is downloading but nothing happens.

That sounds as though you selected the [Open] option on the first dialog box rather than the [Save] option.

6.2. Bid-Tab contains incomprehensible data when exported to Excel

Excel shows "gobbledygook" when the Bid Tab opens.

1 – Quick Answer - Select the [Options] button in the header of the form, this will open a dialog box, select the "Enable this Content" option and click OK.

2 – Permanent Solution - Ask the System Administrator to set the 'Trusted Locations' in the 'Trust Centre Settings' to include the Users Download location.

6.3. The Discount percentage tick-box is unselected after entering a percentage discount

In the Bidders form if I have added a discount percentage, the percentage checkbox is unticked after I have saved the changes.

Always select the "Percentage" checkbox before entering the 'Discount'.

7. Order

7.1. Can't print an Order

I want to Print the Order but when I click on the [OK] button on the 'Order Templates' dialog box nothing happens.

It is necessary to select the [Download Order] button for the required Template. The [OK] button just closes the dialog box.

7.2. Revise Order button is not available

I want to Print the Order but when I click on the [OK] button on the 'Order Templates' dialog box nothing happens.

It is necessary to select the [Download Order] button for the required Template. The [OK] button just closes the dialog box.

8. Word / Excel Templates

8.1. I get an error message "the action was blocked by organization policy"

It seems to be related with Office 2016 new feature that help enterprise administrators prevent the risk from macros.

This normally would block the entire macro, in this case the template would have no data in it, just field codes. You will need to look at your macro security settings, consult your system administrator for this.

If some of the data has been pulled into the template (PO NUmber, date, etc) then this suggests the action was blocked when trying to paste table rows (e.g. for items, document listings, SDRLs, etc). In this case you will need to exit any other applications that monitor the system clipboard, e.g. clipboard managers, remote desktop applications (RDP, VNC, Teamviewer, etc), or virtual machines that allow copy/paste from host/guest/remote, etc.

9. Expediting

9.1. Order not visible in Expediting

I want to Print the Order but when I click on the [OK] button on the 'Order Templates' dialog box nothing happens.

It is necessary to select the [Download Order] button for the required Template. The [OK] button just closes the dialog box.

9.2. No data in 'Inspections' tab

I want to Print the Order but when I click on the [OK] button on the 'Order Templates' dialog box nothing happens.

It is necessary to select the [Download Order] button for the required Template. The [OK] button just closes the dialog box.

9.3. No data in 'Receive Items' tab

There is no data visible in the 'Receive Items' tab of the Expediting form.

1 - If the materials have not yet been shipped the data will not be visible.

2 - If the Materials were shipped but not saved, the data will not be visible. A message will be showing to that effect.

9.4. When I open the 'Expediting by Project' form no data is displayed

It is necessary to select an option from the 'Project Number' drop down list to view data.

9.5. The data in the 'Expediting by Project' form is not sorted as I require

Click in the column header in which sorting is required. A "‚" symbol (Descending) or "" symbol (Ascending) will be displayed indicating the sort applied to that column. Click again to reverse the sort order. Sorting is available on all columns.

10. Material Movement

10.1. The Expediting Quick Ship function does not give the control I require

Use the 'MMT Screen' which provides additional information and control.

10.2. I am creating a new MMT but the Order number I require is not visible

1     Check that the Order has been committed.

2     Check that the MMT has not already been created.

11. Goods Received

11.1. When I have created a new GRN there are no Items available in the drop down list.

Check that the Items have been included on the MMT selected.

For automatically generated MMTs, go to the MMT screen. Bring up the MMT, the MMT number will be the same as the GRN/MRR number. If the item is not there you can add it at this time.

12. Issue

13. DTC

13.1. I get a File Already Exists error when I prepare a handover

The most likely cause is if you hit the Prepare Handover button twice in less than a minute. When you prepare a handover, the system will check for a previous handover folder and if it exists, it will rename it with the current date/time down to the nearest minute. If you do this twice in the same minute, the folder will already exist.

In this case, wait a minute, then try again.

13.2. I get an error containing the words 'Path not found' in the document package screen

When using the Document Package screen under 'DTC' and editing a document to choose its Document Type, the user receives an error message while saving referring to 'Path Not Found'

Reasons:

  1. The Project WIP and/or Project ARCH Folder locations are not set
  2. The Project WIP and/or Project ARCH Folder locations are not accessible by the application
  3. The Project WIP and/or Project ARCH Folder locations do not contain a folder for the RFQ
  4. The Project WIP and/or Project ARCH Folder locations do not contain the sub folders correctly for the chosen Document Types

If none of the above is true, please raise a support call with a screenshot of the entire screen including the error message. It will usually mean:

  1. The Application Server User is not correctly configured.
  2. The DFS Helper object is not running correctly on the server.

You can usually copy the folder path after the word 'to' in the error message to see the path the system was attemping to access. Navigiating to this path in Windows Explorer should show you the full reason the system cannot access the path.

 

13.3. Viewing documents in the dashboard

To view the original document

To view a document in the dashboard, double click the document number.

Viewing a marked up copy

To view a marked up copy of a document returned by a reviewer, double click the reviewer's name.

 

13.4. Why can't i see my document on the dashboard?

There are a number of reasons a document cannot be seen on the dashboard. You should check:

 

  1. Has the document been assigned to a VDRL Code?
  2. Has the documents VDRL Code been selected as a requirement on the RFQ/Order (as in if you received it for Approval Data, was it ordered for Approval Data?)
  3. Have you checked the filters aren't hiding the document?

 

14. General

14.1. How to select a date exactly one year hence

Is there a quick way to select a date one year hence rather than clicking on the next month button.

Click on the current year number in the header of the calendar. A list of years will appear to select the required option. It will be necessary to select the date again.

14.2. How to quickly select a month from the Calendar Control

Is there a quick way to select a month in the future or past rather than clicking on the next/prior month button.

Click on the current Month in the header of the calendar. A list of months will appear to select the required option. It will be necessary to select the date again.