Wal-Mart Order Tracking

Transcription

1 Sage MAS 90 and MAS 200 Enhancement Overview This enhancement to the standard Sage MAS 90 and MAS 200 software adds the required fields and business logic necessary to collect Order Acknowledgement and Shipment Notification records required for Wal-Mart s PO Tracking system. It is designed specifically to require minimal data entry from the user, while still enforcing the data requirements necessary to provide Wal-Mart with the information they require. The enhancement monitors for triggers defined by Wal-Mart. When a trigger is met, the software collects the required information automatically, with no intervention required by the user, and stores it in a MAS 90 data file. At the desired time intervals, the records that have been collected by the system can be exported to a CSV file, complete with Wal-Mart s required file naming conventions, for upload to their PO Tracking system. The export programs can even be setup to run unattended at scheduled intervals. In addition, the data required for Barcoded Pallet Labels (also known as License Plate Labels) is also maintained for each shipment. This provides all the data elements necessary to generate the barcoded License Plate labels for Wal-Mart. This enhancement allows your users to simply enter the data necessary to take and process Wal- Mart orders, while the export data requirements are handled automatically by the software. Installation Before installing this enhancement, please verify that the version level on the installation program is the same as the version level of the Sage MAS 90 and MAS 200 module(s) you are now using. For further information please refer to the Upgrades and Compatibility section below. This enhancement is supplied using standard Sage MAS 90 and MAS 200 installation programs. Refer to your Sage MAS 90 and MAS 200 documentation for installation instructions. After installing the enhancement, perform the following steps to apply the data dictionary changes to the database: 1. Select Run from the File Menu on the MAS 90 or MAS 200 Desktop. 2. In the Program field, browse to the..\mas90\sy directory and select the sysci file. 3. Click on OK. The program will execute and apply the appropriate data dictionary changes. If you have any customizations to Customer Maintenance or Inquiry through Custom Office, please run the Customizer Update Utility prior to using this enhancement. Processing Requirements The following processing requirements must be met in order for the enhancement to properly function. If necessary, your internal processes may need to be modified to comply with these requirements: Revised 06/09 Page 1

2 Ship Via Codes (Maintained in Shipping Rate Maintenance on the Sales Order Setup menu) must be used to indicate the shipping method for all Wal-Mart orders. Every carrier used for Wal-Mart shipments must be setup as a separate Ship Via code, including Wal-Mart s own trucks. If the Use Shipping Code to Calculate Freight field in Sales Order Options is set to NO, Ship Via codes are available to be selected from a list during Sales Order and/or Invoice Data Entry, but they may be overwritten with any text the user chooses to type. A data field required by Wal-Mart is associated with Ship Via Codes. Therefore if your system is currently set to NO in this field, or if it is changed to that in the future, your users must only select codes from the list for Wal-Mart orders in order for this data element to be included in the file. If they overwrite the code with free-form text, a required data element will be missing from the file you submit to Wal-Mart. Wal-Mart invoices must be fully completed and the Sales Journal must be updated in order for Shipment Notification records to be exported. Customer-specific Alias Item Numbers must be setup with the Wal-Mart item number for each item they purchase from you, even if your own item number is the same as Wal-Mart s item number. Wal-Mart requires that you send them both your item number and theirs in separate fields. In addition, because the software allows the ability to maintain multiple alias item numbers for the same customer/item combination, ALL item numbers entered into Sales Orders for Wal-Mart must be imported or keyed using the Wal-Mart item number (your alias), not your item number. This enhancement is designed based on the assumption that Wal-Mart orders will always be shipped complete and will never have a backorder. Therefore if backorders ever occur for Wal- Mart orders, the records you upload to them for the backorder sales orders will not be correct. Due to Wal-Mart s detailed data requirements for Shipment Notifications, the Shipping Data Entry program must be used in order for a Shipment record to be exported to Wal-Mart. Invoices and/or Credit Memos entered directly in SO Invoice Data Entry WILL NOT result in any records being exported for upload to Wal-Mart. Setup The following configurations must be completed on your system before using the enhancement: Role Maintenance: Three new menu options have been added to the Sales Order Main menu. These menu options have been added to the Maintenance/Data Entry tab of the Sales Order module s tasks in Role Maintenance. By default, no users will have access to these new programs. Access to these programs will need to be granted to the appropriate users. Revised 06/09 Page 2

3 Sales Order Options Configuration: A new tab has been added to the Sales Order Options program titled WalMart. An entry is required at each field on this tab before you can begin using the enhancement: Revised 06/09 Page 3

4 Wal-Mart Customer Number Lookup or specify your MAS 90 customer number for Wal-Mart. Wal-Mart Supplier Number Key in your supplier number with Wal-Mart. Next Export Batch Number This will default to You may change it if you would like to start with a higher number. This will be used in the file name for each of the files generated by the software for upload to Wal-Mart. Next Pallet ID Sequence Number This will default to It may be changed if you would like to start with a higher number. This will be used in the Pallet ID numbers that are assigned to each of your pallets or packages in Shipping Data Entry. The Pallet ID is included in the export, and it is also used for the Barcoded Pallet Labels (AKA License Plate Labels) required by Wal-Mart. Note: The CSV file layout for the PO Tracking System defines the length of this field at 30 characters. However, the Pallet ID sequence number is only 8 characters in length on the Pallet Label. Therefore this field defaults to an 8 character sequence number, but it will allow you to increase the length up to 30 characters. Keep in mind, however, that doing so may cause you to be out of compliance if you are required to attach Barcoded Pallet Labels to the products you ship to Wal-Mart. Default Tracking File Export Path Browse to the folder on your server where you would like the export files to be created. Note: A backslash must be at the end of the specified path. Shipping Rate Maintenance Configuration: Shipping Codes must be setup and utilized for all Wal-Mart orders. If you have not previously utilized Shipping Codes, they must be setup before you can begin generating exports. If you have shipping codes already defined, you will have to make an entry at a new required field on each of the codes. Note: If the Use Shipping Code to Calculate Freight field in Sales Order Options is set to NO, you will receive the following message when attempting to access Shipping Rate Maintenance: When this field is set to NO, the Ship Via field in Sales Order Entry and Invoice Data Entry will provide a lookup list from which to select a shipping method, but you are unable to edit or add new codes. In order to add new codes or modify existing codes, you must temporarily change this setup option to YES or ACTUAL. All users should be out of the SO and PO modules when making this change, and should remain out until you have completed the additions or changes and have set the option back to NO. A Carrier SCAC field has been added to Shipping Rate Maintenance. Each Shipping Code used for Wal-Mart orders must have an entry in this field. Wal-Mart utilizes a modified version of the Carrier SCAC codes, so it is recommended that you obtain a list of valid SCAC codes directly from Wal-Mart. Revised 06/09 Page 4

5 Note: The Carrier SCAC field is a required field for any new codes you create and for any existing codes that are edited. For shipping codes that are not used for Wal-Mart shipments, we recommend entering the appropriate SCAC code anyway, or you may simply enter N/A in this field to satisfy the requirement that the field cannot be blank. Warehouse Code Maintenance Configuration: A new Wal-Mart Location Code field has been added to the Warehouse Maintenance program located on the Inventory Management module s Setup menu. A Location Code must be entered for each warehouse. If the Require Multiple Warehouses checkbox is not selected in Inventory Management Options, you must still assign a location code to the 000 Warehouse. This ID is a required data element in the Barcoded Pallet Label (AKA License Plate Label). Revised 06/09 Page 5

6 Preparing Existing Sales Orders A few steps must be completed to prepare any existing Wal-Mart sales orders already in your Sales Order system for use with the PO Tracking system. If you have not previously used Shipping Codes to specify the shipping method on each order, after defining the appropriate Shipping Codes in Shipping Rate Maintenance, you will need to select a Shipping Code at the Ship Via field on the Main tab of Sales Order Entry for each existing Wal-Mart sales order. If you have previously used Shipping Codes on your sales orders, this field will not need to be edited. An entry must be made at each field on the new Wal-Mart tab of Sales Order Entry. An entry must be made in the Estimated Ship Date and Estimated Arrival Date fields of each existing Wal-Mart Sales Order. For instructions on completing these items, see the Operation section of this manual for more information. Operation Sales Order Entry A new tab has been added to the Sales Order Entry program titled Wal-Mart which contains fields required by the export program. When new sales orders are keyed or imported, these fields must be completed with the appropriate information. All fields on this tab are required for all Wal-Mart orders. Revised 06/09 Page 6

7 Order Type Code This field is provided by Wal-Mart in the EDI 850 Purchase Order document. If keying the order, this code must be obtained before you can complete the order. Type of Order Code This field is provided by Wal-Mart in the EDI 850 Purchase Order document. If keying the order, this code must be obtained before you can complete the order. Wal-Mart Ship To Name Code This field is not provided by Wal-Mart in the EDI 850 Purchase Order document. Therefore you will be required to assign this during an import or when keying an order. Valid data options for this field are: S Store, CW Consolidator, GC General Contractor and OTH Other. Wal-Mart Store Number The store number to which the shipment will be sent. A GLN Number is provided in the EDI 850 Purchase Order document. A GLN is a 13 digit store ID which can be cross-referenced to an actual Wal-Mart store number using the cross-reference table provided by Wal-Mart. This is also available to EDI processors who may do the translation as part of their service. Wal-Mart PO Number The standard Customer PO Number field in Sales Order Entry is 15 characters in length. Wal-Mart s specifications for their PO number require it to be capable of holding up to 30 characters. This secondary PO number field has been added to accommodate that length requirement. Two new date fields have also been added to the Main tab of Sales Order Entry: These fields will be blank by default. However, once a date has been entered in both fields, upon clicking ACCEPT on the sales order, the appropriate Order Acknowledgement records will be exported to the Wal-Mart PO Tracking file in your MAS 90 system. Note: The standard Ship Date Revised 06/09 Page 7

8 field is not used by this enhancement because there are specific requirements for Wal-Mart pertaining to this field that may not be useful or pertinent to your other customers. If the data in any of the fields listed below changes, the appropriate Order Acknowledgement records will be exported again to provide Wal-Mart with an update on the changes you have made to their order. This is a requirement of the PO Tracking System. Estimated Ship Date Estimated Arrival Date Wal-Mart Ship To Name Code Wal-Mart PO Number Wal-Mart Store Number Item Number (on an existing line) Quantity Ordered (on an existing line) AND/OR if a new item is added to the order Shipping Data Entry All shipments must be entered in the Sales Order module s Shipping Data Entry program in order for Shipment Notification records to be exported to the Wal-Mart PO Tracking file. New fields have been added to the Item Packaging Maintenance screen (launched by clicking the Item Packaging button on the Lines tab): Package Number - Regardless of the shipping units you are using (package, pallet, LTL or truck), each unit must be setup with a package number so a pallet ID can be assigned. The Pallet ID is necessary even if your shipment is not a pallet. For example, if one line on a sales order will require two truckloads to ship, you must generate two package numbers and each will be assigned a Pallet ID. Or, if you are shipping one box, a single package number must be used and it will be assigned a Pallet ID. Revised 06/09 Page 8

9 In Package This checkbox must be selected for each item on your shipment that is included in this shipping unit. Quantity in Package - It is important that you indicate the actual quantity of each item that is included in the shipping unit. This data is required by the Wal-Mart PO Tracking system. Pallet ID Number This new field is auto-assigned by the software after clicking the ACCEPT button on the entire shipment. It is assigned using the conventions required by Wal-Mart for assembling Pallet ID s. If needed, you may view the Pallet ID Number assigned by the software by clicking the Flashlight button next to the Order Number field, and selecting a saved shipment. New fields have also been added to the Summary Package Tracking screen (launched by clicking on the TRACKING button on the Shipping tab): Pro/Load Number - This is a required entry, as the data is required by the Wal-Mart PO Tracking system. If your shipment is being made via a parcel carrier, the carrier s tracking number should be entered in this field. Note: In this case, you may also want to enter it into the Tracking Number field as well to allow the one-click tracking feature to continue to be available to you in Invoice History Inquiry. Container Type This is an optional field that provides a drop down list including the following values: Pallet, Box and Null (which means it is an unspecified container type). Container Number This is an optional field where you may indicate the container number, if one is available on the container. The Wal-Mart tab from Sales Order Entry has been copied into the Shipping Data Entry program as well for reference while shipping Wal-Mart orders. The fields are displayed on the tab in read-only format. Generating CSV File Exports for Upload to Wal-Mart Records are written to the MAS 90 Wal-Mart PO Tracking file as triggers are met. This file is designed to hold all records that have ever been generated for Wal-Mart. Records are flagged when they have been exported to a CSV file so they are not included in subsequent file generations. A new menu option has been added to the Sales Order Main menu titled Wal-Mart PO Tracking Export. This program will extract only the new records from the Wal-Mart PO Tracking file and Revised 06/09 Page 9

10 write them to a CSV file for upload to Wal-Mart. When launched, the following prompt will be displayed: When you click OK, if any records exist in the file that have not yet been exported, they will be exported to a CSV file that will be placed in the directory specified in Sales Order Options using the file naming conventions required by Wal-Mart. These records will then be flagged as having been exported. Re-generating Wal-Mart CSV Files A new menu option has been added to the Sales Order Main menu titled Regenerate Wal-Mart PO Tracking Export. This program can be used to re-create an exact duplicate of a previously generated file, in case the file was lost or damaged. Each CSV file is created using a unique batch number as part of the file name. The regeneration program utilizes the batch number for selection of records to be included in the duplicate file. When launched, the following prompt will be displayed: Specify the batch number to regenerate and click PROCEED to create the duplicate file. Purging Records from the Wal-Mart PO Tracking file Because the Wal-Mart PO Tracking file is cumulative, every record that is written to the file will stay in the file indefinitely. It may become necessary for reasons like performance or disk capacity to purge older records from the file. To accommodate this, a new menu option has been added to the Sales Order Utilities menu called Wal-Mart Tracking File Purge Utility. This utility purges records using the export date (the date the record was exported to a CSV file) for selection. When launched, the following prompt will be displayed: Revised 06/09 Page 10

11 Specify the appropriate date and click PROCEED. The utility will purge the records dated on or before the date you specify from the Wal-Mart PO Tracking File. Note: We recommend you make a backup of this file before running the purge utility. Inquiry Enhancements The new data fields added to the Sales Order Entry program have also been added to the Sales Order Inquiry, Sales Order/Quote History Inquiry and AR Invoice History Inquiry panels to allow the data to be viewed before and after the orders have been invoiced. Forms Printing Enhancements The fields added to the Sales Order Entry files have also been added to the Crystal Sales Order Printing Work files for printing on Sales Order forms. The fields added to the Shipping Data Entry files have also been added to the Crystal SO Invoice Printing and Additional Packing List Printing Work files for printing on Invoice and Additional Packing List forms. Helpful Hints Delivery of the CSV files to Wal-Mart is not part of this enhancement. However, the company who administrates the PO Tracking system for Wal-Mart, Business Advantage, has a Microsoft Windows based FTP upload program they can provide to you at no cost to assist in automating the upload process to their FTP site. The generation of the CSV files at specific time intervals can be accomplished by creating a batch or script file and configuring it to run in the Windows Scheduler. For more information on the commands necessary to launch this program, please contact the support staff at Steward Consulting, Inc. Service Packs If you elect to install a Service Pack for your Sage MAS 90 or MAS 200 system, you must verify the programs included in the Service Pack are not the same programs as included with this enhancement. If so, and you install the Service Pack, this enhancement may cease to function properly. Please check with Steward Consulting prior to installing any service pack for compatibility. Upgrades and Compatibility The installation disk or file provided by Steward Consulting, Inc. is labeled with the version of the Sage MAS 90 and MAS 200 module for which this enhancement was prepared. Before upgrading your Sage MAS 90 and MAS 200 system to a newer release, you must obtain an upgraded version Revised 06/09 Page 11

12 of this enhancement that is compatible with the Sage MAS 90 or MAS 200 version you intend to install. Steward Consulting, Inc. will not guarantee compatibility with any version other than the one shown on the installation disk provided. Documentation Only changes made by Steward Consulting, Inc. to the standard operation of Sage MAS 90 and MAS 200 have been documented in this manual. Operations not documented in this manual are standard procedures of Sage MAS 90 and MAS 200 processing. Standard Sage MAS 90 and MAS 200 processes, data entry screens, inquiry screens, reports, updates, etc., have not been changed unless addressed in this document. Parts of this document may refer to the Specific Purpose Rule. When referenced, the described feature was developed for a specific client to its specifications and may not conform to generally accepted MAS 90 or MAS 200 standards and procedures. These features may or may not benefit you in your application of MAS 90 or MAS 200. Acknowledgements 2009 Steward Consulting, Inc. All rights reserved. Sage Software, MAS 90 and MAS 200 are registered trademarks of Sage Software, Inc. All other trademarks are the property of their respective owners. Revised 06/09 Page 12