First Upload

This guide walks you through uploading your first quotation file.

Before You Start

Ensure you have:

• ✅ System installed and running
• ✅ User account created (uploader or processor)
• ✅ Excel file prepared in correct format
• ✅ SAP HANA connection configured (optional)

Step 1: Login

1. Navigate to http://172.16.1.172:8000
2. Enter your credentials:
   • Username: processor or uploader
   • Password: Your password

Step 2: Navigate to Upload Page

After login, you'll be redirected based on your role:

• Processor: Redirected to Dashboard → Click "Upload Files"
• Uploader: Redirected directly to Upload page

Step 3: Prepare Your Excel File

Your Excel file should contain:

Required Sheets

1. PII Sheet (PT Punch Industry Indonesia)

   • Contains quotation details
   • Customer information
   • Item lists with pricing

2. SGI Sheet (PT Somagede Indonesia) - Optional

   • Can be Standard, TMMIN, METINDO, or MARUICHI format
   • Contains sales-specific information

File Requirements

• Format: .xlsx (Excel 2007+)
• Size: Maximum 10MB
• Sheets: At least one quotation per sheet
• Structure: Must follow template format

See Excel Format Requirements for details.

Step 4: Upload File

1. Click "Choose File" or drag and drop your Excel file

2. File validation occurs automatically:

   • ✅ File type check
   • ✅ Size verification
   • ✅ Sheet detection

3. Click "Upload and Process" button

Step 5: Processing

The system will:

1. Extract Data - Read quotations from Excel sheets
2. Validate Format - Detect quotation types (Standard, TMMIN, METINDO, MARUICHI)
3. Check SAP - Query SAP HANA for item availability (if configured)
4. Generate Session - Create upload session with unique ID
5. Send Notification - Send Teams notification (if configured)

Processing Time

• Small files (1-5 quotations): ~5-10 seconds
• Medium files (6-20 quotations): ~15-30 seconds
• Large files (20+ quotations): ~30-60 seconds

Step 6: View Results

After processing completes:

1. Automatic Redirect to Session Detail page
2. Summary displayed:
   • Total quotations processed
   • Format breakdown (Standard, TMMIN, METINDO, MARUICHI)
   • Items requiring attention

Session Detail Tabs

1. All Quotations Tab

• View all extracted quotations
• Customer names
• Quotation numbers (QTI)
• Dates and formats

2. Item Check Tab

• SAP HANA availability check
• Missing items highlighted in red
• Available items shown in green
• Download reports:
  • All items CSV
  • Missing items template

3. Summary Report Tab

• Statistics per quotation
• Unique SKUs count
• Total quantities (PII/SGI)
• Total prices (PII/SGI)
• Download summary CSV

Step 7: Generate PDFs

1. Click "Generate All PDFs" button
2. System creates individual PDF for each quotation
3. Download PDFs:
   • Individual: Click download icon per quotation
   • Bulk: Click "Download All" to get ZIP file

Step 8: Send Notifications (Optional)

If you have processor access:

1. Click "Send All Notifications" button
2. Teams message sent with:
   • Upload summary
   • Statistics
   • Link to session

Common Scenarios

Scenario 1: Mixed Format Upload

Your file contains:

• 3 Standard quotations
• 2 TMMIN quotations
• 1 METINDO quotation

Result: System automatically detects and processes each format correctly.

Scenario 2: Missing Items

Some items not found in SAP HANA:

1. View "Item Check" tab
2. Missing items highlighted in red
3. Download template CSV
4. Fill in missing item codes
5. Upload to SAP HANA (separate process)

Scenario 3: Revision Quotations

File contains quotations with "REV" in QTI number:

Result: System counts and displays revision quotations separately in statistics.

Tips for Success

✅ DO

• Use template format consistently
• Verify SAP HANA connection before upload
• Check "Item Check" tab for missing items
• Download PDFs after generation
• Keep original Excel files as backup

❌ DON'T

• Upload files larger than 10MB
• Mix different template versions
• Upload password-protected Excel files
• Upload files with merged cells in data rows
• Delete sessions immediately after upload

Troubleshooting Upload Issues

File Upload Failed

Possible causes:

• File size exceeds 10MB
• Invalid file format (not .xlsx)
• Corrupted Excel file
• Network timeout

Solutions:

1. Check file size and format
2. Try re-saving Excel file
3. Split large files into smaller batches
4. Check server connection

Processing Stuck

Possible causes:

• SAP HANA connection timeout
• Large file processing
• Server overload

Solutions:

1. Wait 2-3 minutes
2. Refresh page to check status
3. Check logs: ./view_logs.sh extraction
4. Contact administrator

No PDFs Generated

Possible causes:

• WeasyPrint not installed
• Missing fonts
• Invalid quotation data

Solutions:

1. Check extraction logs
2. Verify quotation data completeness
3. Regenerate PDFs from session detail page

Missing Items in SAP Check

Expected behavior: Not all items may exist in SAP HANA.

Actions:

1. Download missing items template
2. Verify item codes with sales team
3. Add new items to SAP HANA
4. Re-sync inventory on session detail page

Next Steps

• Dashboard Overview
• Session Details
• Excel Format Requirements
• Generating PDFs