Automated Drop Ship Order Processing in R12. Kenneth B. Montgomery Senior Business Analyst BizTech Session ID#8636

Transcription

1 Automated Drop Ship Order Processing in R12 Kenneth B. Montgomery Senior Business Analyst BizTech Session ID#8636

2 Please set your cell phones to silent mode.

3 Agenda Introduction Client Overview and Requirements EDI Components Review of Drop Ship Fundamentals Solution Architecture and Customizations Q & A

4 Kenneth Montgomery Senior Business Analyst in Supply Chain Practice Certified Implementation Specialist Oracle Inventory 15 years of high-tech manufacturing experience 12 years of Oracle implementation experience with releases 10.7, 11i and R12

5 About BizTech Leading Mid-Atlantic Oracle Platinum Partner and IT Services firm focused on Oracle Applications and Technology solutions Over 400 successful Oracle implementations over the past 15 years Based in King of Prussia, PA with offices in New Jersey, New York City and Washington DC Service Fortune 500 companies, organizations and government agencies Oracle certified and experienced consultants

6 Client-Centric Practice Areas Oracle Applications - Full Portfolio of Oracle Applications Solutions - Implementation, Upgrade, Migration - Since 1990 MPL6 to R12 Experience - Over 400 successful implementations to date Oracle Applications Oracle Technology BI/EPM Oracle Technology and Business Intelligence - End to end service offering in BI and EPM - Fully staffed team of Data Architects and DBAs - Solid experience in RAC, HA and HS designs - Understand full Oracle technology stack Clients Managed Services ITO Oracle Software Provider Managed Services and IT Outsource - Remote or Onsite services - Full portfolio of Oracle Applications and Technologies - World-Class Data Center with 24x7 Support - Instant capacity, operational focused business model Oracle Software Provider - Full Portfolio of Oracle License Resell - Help Clients Optimize License models - RapidApp BI Software for the agile enterprise - RapidApp Auditor to manage change and GRC

7 A frequently heard wish from Oracle users is. FEWER CLICKS!!! This presentation is about one client driven by this idea.

8 The Client

9 National Industries for the Blind Seven out often working age Americans who are blind are not employed. At National Industries for the Blind (NIB), it is our mission to At National Industries for the Blind (NIB), it is our mission to enhance the opportunities for economic and personal independence of persons who are blind, primarily through creating, sustaining and improving employment. NIB and its associated agencies serve as the largest program responsible for the employment of people who are blind through the Javits-Wagner-O'Day(JWOD) Act.

10 Client Overview Non-Profit Enterprise serving government agencies such as GSA, DOD, TSA Place orders with over 100 non-profit agencies who employ blind workers 100% Drop Ship model Heavily customized and disparate legacy systems

11 Client Requirements Sales Orders to be processed via EDI and istore with minimal if not zero data entry PO s to be created for approved suppliers, utilizing custom sourcing logic and advanced pricing in Purchasing POs, ASNs, AP/AR invoices all via EDI to streamline order-to-cash and procure to pay

12 Essentially, we needed to automate the following: 1. Sales Order creation, booking, and confirmation 2. Purchase Order creation, approval, and distribution 3. PO Receipt to process a shipment 4. AP Invoice entry, 3-way match, and validation 5. AR Invoice creation and distribution So let s start at the beginning, with the import of a Sales Order from one of several sources

13 Order Sources EDI istore Phone/FAX Order Mgmt

14 istore Orders ASO: Default Order State = Entered Custom java code to set header DFF for order exceptions Large Orders, Qty > 400 Customizable Orders (logos) APO/FPO Orders (military) Orders not satisfying MOQ/increments

15 AbilityOne.com

16 Definition of EDI Electronic data interchange(edi) is the structured transmission of data between organizations by electronic means. It is used to transfer electronic documents or business data from one computer system to another computer system, i.e. from one trading partner to another trading partner without human intervention.

17 EDI Transaction Codes (ASC X12) 850 Purchase Order, IB & OB 810 Invoice, IB & OB 856 Advanced Ship Notice 846 Onhand Inventory 860 PO Change 997 Functional Acknowledgement

18 Typical Inbound EDI Transaction Flow

19 Trading Partner Customer Trading Partner -Supplier

20 Sales Orders from EDI 850 Custom process sets DFF attribute for exceptions, such as large orders, MOQ or military (APO/FPO) BPEL logic selectively updates Booked Flag to Y in open order interface prior to Order Import

21 Enhancements with EDI 850 EDI extensions will create Customers or new Ship To Site for existing Customer if fails to find match Match is on combination of full name and address Creates Party and/or Account Relationships as appropriate for GSA Buyers

22 So the order has been placed and booked. Let s review the basic Drop Ship Order flow.

23 Drop Ship Flow Seller Purchase Order Sales Order Supplier Ship Goods Customer

24 Review of Drop Ship Basics Sales Order is Booked with Source_Type = External Line workflow branches on source type and releases to Purchasing Requisition import creates approved requisition, Autocreate converts to PO which is sent to Supplier ASN triggers PO Receipt; Onhand Quantity is incremented

25 Drop Ship Basics cont d AP Invoice matched to receipt to pay Supplier SO Line updated from Awaiting Receipt to Shipped; Onhand Quantity is decremented Workflow Background updates line status to Closed and invoice-interfaces to AR AR invoice is generated and sent to Customer

26 Drop Ship gotcha to avoid Must populate OM System Parameter Requestor For Drop Ship Orders Created by External User Or workflow error will prevent SO Line from progressing.

27 Automating PO Creation Set PO/Requisition Workflow item attributes Is Automatic Creation Allowed = Yes Is Automatic Approval Allowed = Yes Send PO Autocreation to Background = No

28 Custom Request Set All stages incompatible with each other

29 Request Set functionality 1 st Stage -Booking API is called for all istore orders with null exceptions; orders are booked. 2 nd Stage Workflow Background Process for OM: Order Line progresses lines to Awaiting Receipt, Lines inserted into requisitions_interface_all table. 3 rd Stage -Custom Sourcing program updates requisition interface lines with Supplier, Supplier Site, Source Doc. 4 th Stage -Requisition Import creates requisitions and calls Autocreate to convert to approved Standard PO s.

30 Contract PO for each Supplier Each Supplier has Price List with Contract PO Qualifier

31 Purchase Requisition Document ASL Source Doc = Contract PO

32 Supplier Onhand Inventory Custom DB trigger populates ASL Attribute2 for Onhand Quantity Increments qty for IB 846 EDI file Decrements qty for IB 856 (ASN) Custom DB trigger updates ASL Attribute3 for Open PO Qty

33 Sourcing Override Sales Order Line DFF to specify Supplier before booking order (LOV = all Approved Suppliers for item)

34 Other enhancements Trigger to populate Carrier and Tracking ID on SO Line and in istore for shipments status Custom enforcing MOQ in istore, EDI and OM Custom program to generate 856 ASN from IB 810 for Suppliers without full EDI capabilities

35 Questions? Kenneth Montgomery Senior BA, Supply Chain