Monthly Archives: August 2010

Creating Mass Orders, Backorders, Invoices, or Credits

If you need to create a large number of orders, invoices, credits, or backorders then you can use the utility program UTCREATE_MASS_ORDERS and save yourself loads of time.

Here’s how:

From the main CODIS menu, 10/50/270, run the run program.  The program expects a csv file containing ONLY valid customer numbers to already exist on the CODIS server.

Enter the manufacturer code of the item you want to create the mass orders, backorders, etc for.

Enter the item number of the item you want to create the mass orders, backorders, etc for.

Enter the quantity you want for the item you’re creating the mass orders, backorders, etc for.

Enter a ‘special’ price you want to apply for the item or press <enter> to use the customer’s default pricing.

Enter a ‘common’ or ‘blanket’ PO number you want to appear on each of the mass orders, backorders, etc.

Enter an override order code to ‘force’ such things as special pricing, terms codes, ship warehouse, ticket printer etc.  This also controls whether you create mass orders, backorders, invoices, or credits.  The “O” means “override” and the second character tells the program whether to create “O”rders, “B”ackorders, “I”nvoices, or “C”redits.  For example:  if you want to create mass orders for a catalog to be shipped via a special method and adding an order option to prepay the order then you would use “OB”.  The “O” causes the program to accept the override ship-via and order options.  The “B” causes the program to create backorders and NOT orders, invoices, or credits.

Enter the order type to be used.  ORd is usually used for orders and backorders, INV is used for invoices and 001 or CRD is used for credits.

Enter a ‘special’ terms to be used.  You should use a special terms code other than credit card terms if the item being entered is no charge.

Enter a ‘special’ third party customer number – primarily used with retail customers.

Enter a ‘special’ ship warehouse if you want all of the items to ship from a specific warehouse regardless of their default ship warehouse.

Enter a ‘special’ printer ID if you want the pick tickets (when creating orders) to print on a printer other than the default ticket printer.

Enter a ‘special’ ship-via code if you don’t want to use each customer’s default ship method.

Enter a ‘special’ freight terms code if you don’t want to use each customer’s default freight terms.

Enter any order options you want to add to the order such as “P” (prepaid),”@” (only ship with another order), etc.

Enter the location and file name of the external file containing the customer numbers that will be used to create mass orders, backorders, invoices, or credits.

The program will create a suspended order for your review.  Review the suspended order.  If it’s acceptable, restart and finish it. Please note – if you’re creating mass backorders then make sure you switch to Backorder Entry by typing “/B” before you finish the order.

If the suspended order was acceptable use the copy command from the “$” prompt to move a copy of the file containing the remainder of the orders, backorders, invoices, or credits into the production directory.

At the “$” prompt, type COPY RPT:MASS_ORDERS.CSV EFAX: and press <enter>.  The next time the EFAX-PC batch job runs it will create the remaining orders, backorders, invoices, or credits.

Exporting a transaction set from EDI Complete to a text file.

Go to ‘View EDI data’

Find the transaction set you want to export

‘Mark’ the transaction set.

Click on the ‘Marked transaction set operations’ box

Select ‘Mark’

Click on ‘Map 1 marked T-set’

Click the ‘yes’ box on the confirmation message

Click on the ‘Marked transaction set operations’ box

Select ‘Re-send’’

Click on ‘Queue 1 marked T-set for send’

Click the ‘yes’ box on the confirmation message

Select Automation/Processing in the menu

Select ‘Outbound processing’ from the dropdown list

Select ‘write outbound mapped data to outbound EDI files

Click the ‘yes’ button on the confirmation window.

The outbound text file will be in the van’s subdirectory under the EDI/out directory (i.e. C:edioutsterling)

Restricting a Ship-via by Customer

You can restrict a customer to specific ship-via codes if that customer does not accept shipments from certain carriers.

Here’s how:

If a particular ship-via code is to ONLY be available to specific customers then the ship-via codes record must be flagged as indicated in the following screen shot, otherwise you can skip this step.  Field 37 of the “SH” (ship-via) codes record says “Restrict by SH_CUST”.  Flag the appropriate ship-via codes record with a “Yes” in this field.

Once you flagged all of the ship-via codes records that should be restricted (remember – ONLY the ship-via codes that are to be available to specific customers required the previous step) then create a “GS” (general string) codes record similar to the one in the following screen shot that defines the customer and that customers legitimate ship-via codes separated by commas.

In the example, customer 100747 only accepts shipments by ship methods represented by codes 15 and 17.

How do I add a sales type code for use in the Product File Editor

Items in your product file can be associated with a “sales type” code (at the item level) that can be used in sales analysis.  This proves useful in that the sales type code can be completely independent of a manufacturer and/or product code.  For example, an item could be associated with a sales type code identified as “Captive Item” which could mean the item is NOT available from aftermarket sources whereas another item could be associated with a sales type code of “Highly Competitive Item” which could indicate the item IS available from aftermarket sources.

To be able to use a sales type code, you must first create the sales type code.  Create the sales type code in the Codes File Editor, 70/50 from the main CODIS menu.  The code type is TYPE_CODES.  The 6 character file name is PRODCT.  The field number in the product file record is field #50.  The field type code is the numeral that you want to associate to the sales type (numeral 21 in the screen shot below).  The description is what you want to name the sales type (HIGHLY COMPETITIVE ITEM in the screen shot below).  Leave the field identified as “reporting code” blank.

To use the newly created sales type code use the Product File Editor, 20/30/70 from the main CODIS menu.

Enter the manufacturer and item number you want to associate with the new sale type code.  Select line #37 for editing.  Enter “C” to make changes.

The new sales type code will be displayed in the scrolling area.

At the “Line # to toggle prompt, type the numeral associated with the sales type code you want to change to “Yes”.  An item can be associated with multiple sales type codes.  Press <enter> when you finished selecting sales type codes.

Make any other changes to the product file record needed and then save your changes.

New Product File Record Flag

We’ve added a new flag to the product file record to indicate that an item is “oversize”.  Typically, an item is considered oversize by a package carrier when certain dimensions exceed a specific value.  For example, the designation for a UPS package whose length plus girth [(2 x width) + (2 x height)] combined exceeds 130 inches (330cm), but does not exceed the maximum UPS size of 165 inches (419cm).

The new flag can be maintained in the Product File Editor, 20/30/70 from the main CODIS menu.

Change line #76 to “Yes” to turn the flag on.  The oversize flag will be passed in the detail message to the manifest system as well.

Physical Inventory Program Change

We’ve modified the Physical Inventory program to validate item numbers coming from an external file.

click on image for larger view

The reference “Selected <2> external items” indicates there were 2 GOOD item numbers in the external file that were selected for the inventory count file.

The reference “Read <2> GOOD ext recs & <3> BAD ext recs” indicates the program read 2 GOOD records from the external file and 3 BAD records from the external file.  Just prior to displaying this information an additional message will be displayed when BAD records exist that states the number of BAD records found and the file name of the report listing each BAD record.