Ordering system «Universe»

User Manual
 User manual

Contents
Contents ....................................................................................................................................................... 2
1. Introduction .......................................................................................................................................... 3
1.1. Requirement ................................................................................................................................. 3
1.1.1. System requirement ................................................................................................................. 3
1.1.2. System ...................................................................................................................................... 3
1.1.3. Internet browser ..................................................................................................................... 3
1.1.4. Popup blocker........................................................................................................................... 3
1.1.5. Security ..................................................................................................................................... 3
1.1.6. Security certificate.................................................................................................................... 3
1.1.7. Other systems ........................................................................................................................... 4
2. Accessing the online ordering system .................................................................................................. 4
2.1. Forgotten password? .................................................................................................................. 4
3. Repeat orders ...................................................................................................................................... 6
3.1. Key copies ..................................................................................................................................... 6
3.2. Cylinder copies ............................................................................................................................. 6
3.3. Keys and cylinders ........................................................................................................................ 6
3.4. Searching by keys and entering quantities................................................................................... 6
3.5. Ordering keys and cylinders ......................................................................................................... 7
3.6. Address and shipping details ........................................................................................................ 8
3.7. Ordering overview ........................................................................................................................ 9
4. New System ........................................................................................................................................ 11
4.1. Ordering new systems ................................................................................................................ 11
4.2. Order a new system ................................................................................................................... 11
4.3. Order overview ........................................................................................................................... 12
4.4. Other ordering methods .......................................................................................................... 13
4.4.1. Series cylinders ....................................................................................................................... 13
5. Information........................................................................................................................................ 15
5.1. Security status ............................................................................................................................ 15
5.2. Order data .................................................................................................................................. 16
5.3. Registering the security card ...................................................................................................... 16
5.4. Download key plan information ................................................................................................. 16
5.5. Order Management .................................................................................................................... 19
5.6. End customer order .................................................................................................................... 19
5.7. Previous electronic order ........................................................................................................... 19

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1. Introduction
1.1. Requirement
If you have not yet registered with dormakaba for the extranet and the tools
available on it, you must do that first.
To do so, register on the homepage by clicking the login symbol in the top right
and then click the ‘Create account’ link (https://www.dormakaba.com/ch-en –
Check-in). Your details will then be checked and access will be granted
immediately.

1.1.1. System requirement

The dormakaba extranet and integrated applications are designed for use on
Windows® PCs.

1.1.2. System
Operating system: Windows 7, Windows 8, Windows 10 (with up-to-date
service packs and security updates). Screen resolution: 1024 x 768 pixels or
higher.

1.1.3. Internet browser

MS Internet Explorer 9.x/Firefox 4.x or higher (with up-to-date service packs).

1.1.4. Popup blocker

Your pop-up blocker must be deactivated for www.dormakaba.com in order to
use the key registration

1.1.5. Security
To ensure optimal security when dealing with important data, communication
between you and dormakaba occurs via an encrypted connection (SSL).

This encryption is indicated by the green ‘lock symbol’ in the browser’s address
bar. SSL encryption depends on various components of the operating system
and browser to function correctly.

We therefore recommend that you make sure all security updates for Windows
and your internet browser have been installed. This way you can ensure that
any security vulnerabilities have been reliably counteracted.

1.1.6. Security certificate

To ensure that communication between partners occurs via a secure
(encrypted) connection, security certificates have been created. These
certificates indicate to one partner that another trustworthy partner is located
at the other end of that connection.

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Important: the associated security certificate must be accepted to establish

a secure connection for the first time. The corresponding information is then
stored on
your PC so that next time, a secure connection can be established without
having to re-accept the security certificate. More information on security
certificates can be found at www.verisign.de.

1.1.7. Other systems

Other operating systems currently in use such as Linux, Apple Macintosh OS X,
etc. we’re not tested. Therefore, we cannot guarantee that dormakaba E-
Commerce solutions will function correctly on these operating systems.

This is also the case for other internet browsers, such as Opera, Safari, Netscape,
etc.

2. Accessing the online ordering system

Go to the dormakaba homepage (www.dormakaba.com/ch-en ) and click the
login symbol in the header line (Check-in) and log in to the extranet.
Then select the ‘Online ordering system’ in the ‘Applications’ menu.

2.1. Forgotten password?

If you have forgotten your password or access details, you can re-request them
on the extranet login page. (www.dormakaba.com/ch-en– Check-in – Forgotten
password)

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After starting the online ordering system, the selection screen for the different
order types is shown first. By clicking the corresponding link, you can start
various ordering processes.

Please note: The different ordering methods and extended functions are
dependent on authorisation. If you do not have one of the required functions,
have Sales Support check the authorisations.

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3. Repeat orders
This chapter explains how you can order key copies or cylinder copies, or how
you can upload your order using an order file.

3.1. Key copies

You can only order key copies using this menu.

3.2. Cylinder copies

You can only order cylinder copies using this menu.

3.3. Keys and cylinders

You can order key copies and cylinder copies using this menu. You must order
at least one key and one cylinder.

For registration on the system, please enter the site number and, if required,
the card code, and click Next. You can find the card code on the security card.

3.4. Searching by keys and entering quantities

If you know the exact key designation, enter it under Filter for key and click
Apply. If this key exists, it appears in the list, where you can then continue by
entering the required quantity.
If you do not know the exact key designation, enter a star (*) and click Apply.
A list of all keys for which you have the appropriate ordering authorisation will
be shown. Proceed in the same way to search for cylinders.

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3.5. Ordering keys and cylinders

Search using the corresponding key or cylinder designation and continue by
entering the required quantity.
The product and execution fields show what was last ordered. You can choose
a different product or execution.
To change the execution, click the corresponding row for the execution details.
An additional screen will appear where you can configure the execution

You will return to the registration screen by clicking Save.

Please note: Only those options that are available will be displayed

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If all the details shown are correct, add the article to the basket by clicking the
Add to basket button. If you do not want to register any additional keys or
cylinders for this site, click Next.

Please note: If you would like to register accessories, click Continue with
accessories.

3.6. Address and shipping details

Normally, your address is also automatically used as the delivery address.

If you would like dormakaba to send the key directly to your customer, click
Change address under the Delivery address field and enter the required delivery
address.

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The additional address field is an information field in which you can enter owner
or management information, for example.
Enter the Order number (mandatory field). The other fields, such as
Consignment and Remark, are optional and do not influence the order.
If you do not wish the delivery to come via normal post, you can select a
different delivery type under Shipping method. Then click Next.

3.7. Ordering overview

The order overview is then displayed and you can check the entire order,
including delivery and invoicing address, again.

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Please note: This is the last opportunity you have to make any corrections
using the Back button.

If you are certain that everything has been entered correctly, click Submit order.
In addition to the order overview, the following window is also shown with a
printable order confirmation.

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You can print out this order information and use it as an order
confirmation/receipt for your end customer. To access this information, click
the Download order confirmation link. The following window opens. The
document opens directly by clicking Open, and you can save a copy on your PC
by clicking Save.

By clicking Next, you will return to the main overview and the order process is
complete.

Please note: This is a PDF document. You need Adobe Acrobat Reader to be
able to view this file.

4. New System
4.1. Ordering new systems
Here, you can directly upload a system that you have created with Keymagic
(kwd file) or CupS (bst file).

4.2. Order a new system

Complete the missing information, select the required delivery date and click
Next.

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Please note: Those fields marked with a star (*) must be completed (mandatory
fields).

4.3. Order overview

The scanned order is displayed

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Please check your order. To change your order again, click Back.
To submit your order, click Submit order. You will then receive an order
confirmation that you can print out or save.

4.4. Other ordering methods

This chapter explains how you can register series cylinders, warehouse and
electrical series products, individual items and accessories, new Kaba 8 series
orders and ERP orders.

4.4.1. Series cylinders

Under ‘Other ordering methods’, select the Series cylinder menu item.
Select the system and then key-alike or key-different cylinder. Under Quantity,
enter the quantity to be ordered and click Please choose article. If you know the
exact cylinder designation, enter it and click Search. If you do not know the exact
cylinder designation, leave the star (*) or enter part of the search term, and click
Search. All matching cylinder types will then be shown.

Select the required cylinder by clicking the article number.

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Click Execution to see a list of possible executions

Please note: Only those options that are actually available will be displayed

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Further cylinder types can be registered. Then register the key quantities and
bow shape, then select Add to basket.
For key-different series, you must also first select the quantity and then the
cylinder type, and select the options under Execution if necessary. Then click
Add to basket.

You can now also register warehouse and electronic series products, individual
items and accessories, Kaba 8 series repeat orders and ERP orders. To do so,
click the corresponding menu in the top right.

5. Information
This chapter details how you can download information about the order or the
master key system, such as security status, order details, security card
registration, key plan information and unique number lists or order lists.

5.1. Security status

From here, you can request the security status for the site and find out whether
the site is registered and whether it is protected by a security card.

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5.2. Order data

Pending order data is listed here, which you can then download. You can also
find a technical description of the information provided in the order
confirmation details.

5.3. Registering the security card

From here, you can generate a list of all the master key systems that you have
not yet registered and then export this list to Excel. To do so, simply click the
Excel export link.

5.4. Download key plan information

Here you will find a list of all the key plan information you have ordered. To
download any key plan information that is ready, simply click the order number.

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To order a new key plan, click the Order key plan information link. Then enter
the master key system number and code, then click Next.

Select the required file type and click Order.

Once the plan has been prepared, you can download the required key plan in
the overview by clicking the order number.

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Supported filetypes:

KWD-13 file type

Compatible with KeyMagic version 6.10.015 and above, and required for sites
with Kaba star cross.

KWD-12 file type

Compatible with KeyMagic from version 6.10.

KIF file type

Used to import data into KEM (for KEM 4.x and above)

IMP file type

Used to import data into KEM (for KEM 3.x)

PDF file type

Used if you want to print out orders.

Download order list (ERP)

This list displays all generated order numbers and the assigned products. You
can download the list either as a PDF or Excel file. By clicking Download as PDF
or Excel, the list can then be downloaded.

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5.5. Order Management

In this chapter, your end customer orders and all previous electronic orders are
listed.

5.6. End customer order

Here you can find a list of orders that were registered by end customers. Orders
that you confirm here will be sent to dormakaba on your behalf. Incorrect orders
can be deleted.

5.7. Previous electronic order

Here you can find all previous orders. To look at the individual orders in more
detail, select Details or you can also download the file (PDF symbol).

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Fax.

This document was created with great care based on the information available to
dormakaba at the time of publication. dormakaba assumes no liability for the
completeness or correctness of the contents of this document with respect to text,
graphics, references or other information it contains. dormakaba assumes no liability
for personal, property or economic damage arising directly, indirectly or
coincidentally from the use of this document. The contents of this document are
subject to change without notice and do not constitute any obligation on the part of
dormakaba to provide products or services in the future.

Kaba® is a registered trademark of dormakaba AG

Microsoft®, Windows® and Windows CE® are registered trademarks of Microsoft

Corporation.
© Copyright by dormakaba Schweiz AG

This documentation may not be reproduced in any manner, or otherwise reused,

without the written consent of dormakaba AG.

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