Files exported
Customer file
New or changed customer details are created after comparing the Customer Masterfile to the original customer masterfile details sent previously. To send a complete refresh to the warehouse, clear the original customer file which will treat all customer master details as new. The original customer file represents all the information that the warehouse has been currently sent.
Note: Another way to process customer details would be to have a generic customer number on the warehouse system. The customer number on an order will be that number and all the delivery information will be retrieved from the Warehouse Interface Order Header file. This method will prevent the warehouse from being able to track deliveries by customer. The tracking will need to be done in Bookmaster. If using a generic customer number, this could be handled by the translation on the warehouse side. It will be programmed to only use the generic customer number. This would be if the client did not want the warehouse to have the customer information.
Item file
New or changed item details are created after comparing the item masterfile to the original item masterfile details sent previously. This uses the same logic as the Customer File.
Pick Slip file
Once a warehouse run is created, details can be automatically added to the pick slip files. This is determined by specific entries in TMSDS/WI-PGM. These files can be updated as each warehouse run is released (interactively) or updated once or more per day (either EOD or as a scheduled job). If not updating interactively, this gives the option of backing out of a run before the pick slip data is sent. When sending pick slips to the warehouse, the whole order can be sent (including the backorder lines), so that a complete despatch document can print in the warehouse or just send what needs to be picked. (TMSWH/WI-ORTYP determines the method).
The information retrieved from the transaction text file like Special instructions will usually need to print on the invoice.
The Warehouse Interface Order files for pick slip details retrieve the information from the Distribution transaction file. If sending complete orders, both the process number and the line number are retrieved from the transaction detail file. If sending pick information only, the line number is retrieved from the warehouse movement’s file and the process number will be blank. The Warehouse interface order text file for pick slip text retrieves warehouse instructions and line item text from the transaction text file. Warehouse instructions usually print on the pick slip. If sending complete orders, this file will have the same line numbers as the transaction detail file. If sending pick information only, no line text details will exist.
Shipping files
The Warehouse interface shipment header file sends the shipment receipts header to the external warehouse as an expected receipt. The information is retrieved from the warehouse receipt details file and can be a shipment or a P.O. The warehouse interface shipment details file sends Shipment receipts details to the warehouse. Information is retrieved from the warehouse receipt details file.
The warehouse shipment original file uses the same logic as the customer changes file for customer masterfile changes and applies to changes made to the warehouse interface shipment detail file. As shipments are received, old receipt details are purged so they no longer appear as outstanding in the Warehouse Interface shipments original details sent file.
Returns Authorization file
Returns authorisation details are created from details entered in the Claims Entry/Approval menu option. Once the claim is “released” details can be generated in the returns authorisation extract files. A “RRA” entry needs to be placed in print control for this data to be created and when the claims authorisation print process is run (CLR091) this data will be ready for the external warehouse to use when receiving stock for claim returns purposes.
Files imported
Dispatch Confirmation file
The Warehouse Interface Despatch file uses the pick slip number as the key. The warehouse could generate an invoice number, if sending invoice with goods. The pick slip number could be the invoice number or the warehouse could generate its own number. The warehouse could send a delivery docket with goods and Bookmaster will generate the invoice later and mail it to the customer.
TMSDS/TR-DOCN determines whether to use the number provided by the external warehouse or to use a Bookmaster generated number. If set to ‘1’, the number provided will be used. If the document number is blank, Bookmaster will assign a number regardless of the setup of this control file.
Carrier code must be a valid code in Bookmaster. TMSWH/WI-CAR translates the external code to an internal code. This is a two way conversion, which means the code will be converted when being transferred out or transferred in.
The Warehouse Interface Despatch details file uses the Process number, line number and the sub-line number if sending complete order details.
Warehouse transaction type, unit of measure, carton quantity and location can be blank, as they are not used in the normal despatch upload process.
Discrepancy reason code is used by TMSWH/WI-DRSN to determine whether or not to flag a short pick item as being in discrepancy. This field will contain the reason code as to why an item was short picked.
The Warehouse Interface Despatch file can be used if sending ASN’s otherwise it can also be used for carton tracking purposes. Details such as carton freight charge are used for information only.
Carton quantity will contain the carton quantity if a full carton of one title has been dispatched. If the carton contains less than a full carton of one title or multiple titles then this will be a value of one.
Note: The important thing here to remember is that the complete pick slip despatch details must be sent back all together as any missing lines will be assumed short picked and usually placed on backorder.
Stock Adjustment file
The Stock Adjustments file assumes all stock adjustments to be done at the external warehouse. If the client wishes to do a stock adjustment, they will need to notify the warehouse manually and have the warehouse enter the adjustment. The stock adjustment menu options in Bookmaster should be disabled to avoid any one sided adjustments.
Any Stock adjustment code must be valid in TMSDS/TR-SADJ.
Carton quantity will always be one.
The Location code can be blank and therefore Bookmaster will retrieve the default location from TMSWH/WI-WHDFT which contains default zone and location for the nominated warehouse code.
Shipment Receipts file
The Shipment Receipts file uses ship ID (ship number or PO number) as the Parcel ID. Receipts key, line number and sub-line number should have the same values as those sent in the warehouse interface shipment header and detail files.
Goods manifest number is nominated by the warehouse and is informational only.
Last receipt quantity is the actual receipt quantity.
Discrepancy quantity is the damaged quantity received. For example, if 100 are received and 20 are damaged, receipt quantity will be 100 and discrepancy will be 20.
Carton quantity will be one.
Receipt confirmation date is the actual receipt date.
Gross weight, volume, length, width and depth will update the item masterfile.
Stock in transit
The stock in Transit receipt file uses stock received from another external warehouse. Stock transferred to another warehouse would normally be performed via a pick slip. Bookmaster will recognize this as an in-transit transaction and will put the stock in-transit. This file will be generated by the external warehouse to confirm that the stock has been received. Likewise, the external warehouse could send stock to the main warehouse, in which case the main warehouse would generate this file.
Dispatch Invoices file
The Warehouse Interface invoices file allows Invoices that are dispatched by a third party despatch system after being picked by the client’s system. The transactions selected are “I” status invoices.
Errorlog file
The Warehouse Interface Error log file is created by Bookmaster and contains all of the interface errors that have occurred. A user will maintain this file by investigating the error and deleting the error from the file.
The reference is populated by Bookmaster depending on the transaction in error. This field will contain the receipt key when there has been a shipment receipt error. Otherwise it will be blank when the following errors have occurred: despatch, pick confirm, stock adjustment, in transit.
Claims files
The Claims/Return input header file and Claim/Return input detail file will be discussed in more detail after the programs have been updated to accommodate authorised returns.
Stocktake
The Stocktake process uses the Stocktake Interface File (DSSTK00P). A menu option is provided in the Stocktake menu (DSO820A) to import the data from the Stocktake Interface File. This requires a stocktake cycle to be already opened. The upload process will run over the most recently opened cycle. Then close the cycle and the stock adjustments will be created as per a normal stocktake.
