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.
