Advanced Delivery Scheduling. Release 9.0.3

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1 Advanced Delivery Scheduling Release 9.0.3

2 Disclaimer This document is for informational purposes only and is subject to change without notice. This document and its contents, including the viewpoints, dates and functional content expressed herein are believed to be accurate as of its date of publication. However, Epicor Software Corporation makes no guarantee, representations or warranties with regard to the enclosed information and specifically disclaims any applicable implied warranties, such as fitness for a particular purpose, merchantability, satisfactory quality or reasonable skill and care. As each user of Epicor software is likely to be unique in their requirements in the use of such software and their business processes, users of this document are always advised to discuss the content of this document with their Epicor account manager. All information contained herein is subject to change without notice and changes to this document since printing and other important information about the software product are made or published in release notes, and you are urged to obtain the current release notes for the software product. We welcome user comments and reserve the right to revise this publication and/or make improvements or changes to the products or programs described in this publication at any time, without notice. The usage of any Epicor software shall be pursuant to an Epicor end user license agreement and the performance of any consulting services by Epicor personnel shall be pursuant to Epicor's standard services terms and conditions. Usage of the solution(s) described in this document with other Epicor software or third party products may require the purchase of licenses for such other products. Where any software is expressed to be compliant with local laws or requirements in this document, such compliance is not a warranty and is based solely on Epicor's current understanding of such laws and requirements. All laws and requirements are subject to varying interpretations as well as to change and accordingly Epicor cannot guarantee that the software will be compliant and up to date with such changes. All statements of platform and product compatibility in this document shall be considered individually in relation to the products referred to in the relevant statement, i.e., where any Epicor software is stated to be compatible with one product and also stated to be compatible with another product, it should not be interpreted that such Epicor software is compatible with both of the products running at the same time on the same platform or environment. Additionally platform or product compatibility may require the application of Epicor or third-party updates, patches and/or service packs and Epicor has no responsibility for compatibility issues which may be caused by updates, patches and/or service packs released by third parties after the date of publication of this document. Epicor is a registered trademark and/or trademark of Epicor Software Corporation in the United States, certain other countries and/or the EU. All other trademarks mentioned are the property of their respective owners. Copyright Epicor Software Corporation. All rights reserved. No part of this publication may be reproduced in any form without the prior written consent of Epicor Software Corporation. Publication Date: April 18, 2017

3 Table of Contents Advanced Delivery Scheduling... 1 Setting Up Advanced Delivery... 2 Adding Advanced Delivery Scheduling Settings for Ship Vias... 3 Adding Advanced Delivery Scheduling Settings for Branches... 4 About Automatic Print Phantom Setup for Advanced Delivery Scheduling... 6 How Eclipse Determines Ship Vias with Advanced Deliveries... 7 Workflow: Ship Via Assignment with Advanced Delivery Scheduling... 8 How Eclipse Checks Ship Via Assignments Check 1: Terminal Maintenance Check 2: Customer Maintenance Check 3: ZIP Code Maintenance How Eclipse Uses Route Types for Advanced Delivery Scheduling Manually Using Route Types for Advanced Delivery How Eclipse Determines Ship Dates for Advanced Delivery Ship Dates Adjustments for Ship Branch How Eclipse Applies Lead Time for Advance Delivery Order Example: Lead Time Calculation Key Points for This Process to Work Correctly Inquiring About Advanced Delivery Scheduling ZIP Code/City Inquiries Ship Via Detail Inquiries Reviewing Ship Via Detail Routing Index i

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5 Advanced Delivery Scheduling Advanced Delivery Scheduling provides the tools to organize your truck deliveries when you have set, defined truck routes based on the areas you serve. Using Ship Via Maintenance and Branch Ship Via Maintenance, you can define delivery days and times that are regularly scheduled and repeatable. By setting your Advanced Delivery options, you can eliminate the need for sales personnel having to figure out when an order can be delivered. The system automatically selects the correct ship via and delivery date based on these pre-defined parameters. Advanced Delivery Scheduling requires setup in different areas of the system, including the following: Note: Advanced Delivery scheduling is only intended for your truck deliveries to your customers with the assumption that a ship via equals a truck. Branch Ship Via Maintenance / Ship Via Maintenance - At the branch level, define the delivery days and time which override any setting at the ship via level. Additionally, define the cut off time for the next day's deliveries. Optional settings allow you to set start and end times for automatic print phantoms to check with the ship via. Lead times can be adjusted if you ship material from other branches. For more information, see Adding Advanced Delivery Scheduling Settings for Branches and Adding Advanced Delivery Scheduling Settings for Ship Vias. ZIP Code Maintenance - Set up ship via defaults by ZIP code to make Advance Delivery Scheduling automatic. For more information, see Setting Up ZIP Code And City. Route Types Define overrides based on route types and associated ship vias. For more information, see Reviewing Ship Via Detail Routing. Note: Advanced Delivery Scheduling works only with sales order transactions. However, the settings do not apply to sales order bids, direct orders, or direct through stock orders Epicor Software Corporation. All rights reserved. 1

6 Setting Up Advanced Delivery Rel Setting Up Advanced Delivery If orders use Advanced Delivery Scheduling, you must define the parameters in the Advanced Delivery Settings control maintenance record. To set up advanced delivery: 1. From the System > System Files menu, select Control Maintenance. 2. In the Filter field, type Advance Delivery and select Advanced Delivery Scheduling Settings. 3. Set the following for global parameters: Tab Valid Delivery Times Monday Cut Off Day Settings Description Define the part of the day for your truck deliveries. These are not actual times of day, but the portion of the day in which your deliveries are made, such as AM, PM, or Mid-Day. The times you set here determine the selections you have for delivery times in other windows, such as Branch Ship Via Overrides. Note: In order to do same-day deliveries, define a delivery time that starts with SD-, such as SD-PM. The system checks for same-day deliveries and will not change ship dates if the check is before the cut-off time. Indicate by branch the last day, as the cut off day: Friday or Saturday. Some branches are open for business on Saturdays and therefore have an extra day to take orders for Monday AM deliveries, so the cut off day can be set to Saturday. Select the check box if you want to suppress warnings when ship dates change for advanced delivery items. The default is deselected. 4. Click Save to save the global settings Epicor Software Corporation. All rights reserved.

7 Rel Advanced Delivery Scheduling Adding Advanced Delivery Scheduling Settings for Ship Vias Use Ship Via Maintenance to set delivery branches, days, and times for each ship via. Setting the delivery dates and times at the ship via level automatically loads the information into Branch Ship Via Maintenance for all branches. If only certain branches will be using Advanced Delivery Scheduling, then set the following parameters for just those branches through Branch Ship Via Maintenance. Note: Advanced Delivery settings in Ship Via Maintenance are overridden by settings in Branch Maintenance. To add Advanced Delivery Settings for a ship via: 1. From the Maintenance menu, select Ship Via to display Ship Via Maintenance. 2. In the Ship Via field, enter the ship via for which you want to apply advanced delivery settings. 3. Use the Advance Delivery Settings area to set the following: Field Delivery Branch* Description Enter the branch you want the system to use when determining lead times and ship dates. By setting the delivery branch, you indicate which branch actually delivers the product to the customer for this ship via. This is only defined in Ship Via Maintenance. Note: The Default Lead Time Days for Branch Procurement control maintenance record is used to determine the extra days to add to the ship date when the ship branch on the sales order does not match the Ship Via delivery branch. Delivery Days* Delivery Time Enter the available delivery days for the ship via. Enter the delivery time for this ship via. *Advanced Delivery settings in Ship Via Maintenance are overridden by settings in Branch Maintenance. 4. Save your changes and exit the window Epicor Software Corporation. All rights reserved. 3

8 Adding Advanced Delivery Scheduling Settings for Branches Rel Adding Advanced Delivery Scheduling Settings for Branches When you have multiple delivery trucks that make scheduled, repeatable deliveries, you can set up the Advanced Delivery Scheduling settings for each ship via at the branch level. For example, Truck 1 is your daily delivery truck for a certain area. Your delivery days are all weekdays: Monday, Tuesday, Wednesday, Thursday, and Friday. Truck 1 always makes deliveries before noon, so your delivery time is set to AM. Note: Delivery times are user-defined terms and represent a block of time, AM, PM, and midday. You can also define cut off times to set the time when orders can be delivered the next delivery day. Set the phantom start and end times define when the auto print phantom will search for orders with this particular ship via. This allows you to stagger your ship via and order printing and make use your standard deliveries to their best advantage. In this way, customers know when orders will arrive and you have better control over how your deliveries are made. Additionally, you can leverage the lead days defined in the Default Lead Time Days for Branch Procurement control maintenance record to add additional daysif the ship branch on the order is not the delivery branch defined for the ship via. To add Advanced Delivery Scheduling Settings for a branch: 1. From the Maintenance > Branch menu, select Branch. 2. In the Branch field, enter the branch you want to add delivery options to and press Enter to display the branch information. 3. From the Maintenance menu, select Ship Via Branch Overrides to display the Ship Via Branch Overrides window. Note: You must define the ship vias used for the branch to populate the ship vias in Advanced Delivery Maintenance 4. From the Additional menu, select Advance Delivery Maintenance Settings to display the Advanced Delivery Maintenance Settings window. 5. Complete the following fields, as needed: Column Ship Via* Description Defaults from the Ship Via Branch Overrides window. Note: You can only add ship vias using the Ship Via Branch Overrides window. Delivery Days Select one or more delivery days. Note: If the delivery days are set, but no cut off time is set, then the system delivers using the standard ship via process Epicor Software Corporation. All rights reserved.

9 Rel Advanced Delivery Scheduling Column Delivery Time Description Enter the portion of the day expected for delivery for this order. The selections are determined by the Valid Delivery Times tab set in the Advance Delivery Scheduling Settings control maintenance record. Note: If you use SD- (same day) as a prefix, the system changes the ship date to today's date, if you are changing the ship via prior to the cut off time. For example, the system always uses AM delivery time ship vias. If a customer requires material to be delivered the same day and did not get their order in time based on the cut off time, the salesperson can manually change the ship via or route type to another ship via that is used for Daily PM deliveries when needed. Cut Off Time Define the time of day that determines if an entered sales order is added to the next delivery day for a ship via. For example, a ship via is defined as Monday, Wednesday, and Friday delivery day and the cut off time is 5:00PM, if you enter a sales order at 3:00PM on Tuesday, the order defaults to Wednesday as the delivery day. After the cut off time, the orders default to Friday as the delivery day. Note: The examples are based on products being available to ship. Advanced Delivery Days are calculated based on products availability. Start Time End Time Branch Lead Time Enabled Define the start and end time when the automatic print phantom starts searching for orders to process with this ship via. Select this option to include additional days to the calculated ship date of a sales order when changing the ship branch or if using branch procurement. Lead days are defined in the Default Lead Time Days for Branch Procurement control maintenance record. The additional days will recalculate the delivery day for the sales order. The additional lead days create a buffer to allow the material to be shipped to the delivery branch. *View Only 6. Exit the window to save the changes Epicor Software Corporation. All rights reserved. 5

10 About Automatic Print Phantom Setup for Advanced Delivery Scheduling Rel About Automatic Print Phantom Setup for Advanced Delivery Scheduling You schedule the Automatic Shipping Ticket Printing phantom the same way you schedule the printing or orders. The system uses standard Eclipse phantom scheduling, but checks the Advance Delivery Scheduling Settings control maintenance record settings to ensure that when the phantom runs, it will not run during any scheduled off times. Note: If the order has a Ship When Available status, the system does not modify the ship date to an earlier ship date. The order processes the day before the calculated ship date. However, all available items are group on a single generation for Advanced Delivery. When scheduling Automatic Shipping Ticket Printing phantom, consider the following: Schedule the phantom to look ahead to process orders the day before the ship date on the sales order generation. Use the Invoice Date fields and select the delivery date that the phantom will use. For example, if the print phantom is scheduled to look one day ahead to process orders as defined, the process date is the invoice date. You can set the Invoice Date fields to send invoices based on the ship date defined on the generation. Friday phantoms need to be set up to look ahead for Monday's deliveries Epicor Software Corporation. All rights reserved.

11 Rel Advanced Delivery Scheduling How Eclipse Determines Ship Vias with Advanced Deliveries To make Advanced Delivery Scheduling successful, it is important to understand how the system assigns ship vias to sales orders. The following workflow displays a high-level overview of the ship via assignment process Epicor Software Corporation. All rights reserved. 7

12 How Eclipse Determines Ship Vias with Advanced Deliveries Rel Workflow: Ship Via Assignment with Advanced Delivery Scheduling Epicor Software Corporation. All rights reserved.

13 Rel Advanced Delivery Scheduling Example: Adding Lead Time If you are shipping items from another branch, you can add extra lead time days to the existing calculation for the earliest available date. For more information about how lead time affects the shipping date, see How Eclipse Applies Lead Time for Advanced Delivery Order Epicor Software Corporation. All rights reserved. 9

14 How Eclipse Checks Ship Via Assignments Rel How Eclipse Checks Ship Via Assignments Eclipse runs checks through the system to ensure the correct ship via is assigned. By checking terminal maintenance, customer maintenance, and ZIP code maintenance, in that order, Eclipse can verify that the ship via assigned is correct. Check 1: Terminal Maintenance The first check for ship via assignments is at the user's Terminal ID. Terminal Maintenance uses a default ship via setting. If the Ship-Via column is set to P (Pick Up Now), then the system uses that ship via. If the Ship-Via column is set to anything else, the system moves to check the Customer Maintenance record. Note: Generally, only counter locations have the Ship Via field default set to P (Pick Up Now). Note: The options in the Ship-Via column are determined by the default statuses set in Ship Via Maintenance. Check 2: Customer Maintenance Secondly, the system checks the ship via setting in Customer Maintenance for the sales order's ship-to customer. If a ship via or branch-specific ship via is defined based on the shipping branch, then the system uses that ship via. If no setting is found, the system moves on to check ZIP Code Maintenance Epicor Software Corporation. All rights reserved.

15 Rel Advanced Delivery Scheduling Check 3: ZIP Code Maintenance Finally, the system checks ZIP Code Maintenance for the ZIP code on the sales order. Setting ship via defaults by ZIP code makes Advance Delivery Scheduling automatic and allows a company to define their delivery areas by truck. There are two settings you should review: 1. Today you have the options for a ZIP code to define the Default Ship Via field. 2. If each branch has a different route truck by branch, you can assign ship vias by branch in the Zip Code Ship Vias by Branch window Epicor Software Corporation. All rights reserved. 11

16 How Eclipse Checks Ship Via Assignments Rel If you are setting up branch-specific ship vias by ZIP code, you have an additional option to override the ship via based on the day you are creating the sales order. This setting is defined in the Zip Code Advance Delivery Override window: For more information on standard ZIP Code Maintenance, see Maintaining ZIP Codes Epicor Software Corporation. All rights reserved.

17 Rel Advanced Delivery Scheduling How Eclipse Uses Route Types for Advanced Delivery Scheduling Route Types are user-defined names that are mapped to ship vias that allow the sales person to select a route type and have the correct ship via set on the order. For example, Route Type of Hot Shot is mapped to a ship via used for immediate deliveries. With Advance Delivery Scheduling, the system checks the route type screen to auto assign a ship via based on the ZIP code. You must set the following control maintenance records: Use the Valid Ship Via Route Types control maintenance record to define valid route types for Eclipse to use. In order for Advanced Delivery to automatically loop through the route type you must setup a route type called AM and set that as the default. Use the Enable ZIP Code Route Types For Ship Via Selection for each branch that uses this method. While this is optional, this is the best way to automate Advanced Delivery Scheduling Epicor Software Corporation. All rights reserved. 13

18 Manually Using Route Types for Advanced Delivery Rel Manually Using Route Types for Advanced Delivery Use the Ship Via Route Type column in Sales Order Entry Status tab as a sales tool to search for delivery options based on the ship via entered. The system always automatically selects the best delivery day and ship via based on how you set up Advanced Delivery Scheduling. However, there will be times when you need to manually change the ship via or ship date. The route types allow you to set up valid options for the salesperson to select without having to know how Advanced Delivery works. For example, I need to change my order to delivery the same day in the afternoon. I use the Ship Via Route Type field to make the change. Ship Dates are calculated based on the Ship Via Advanced Delivery settings. If you enter a date and the date needs to be recalculated based on the settings, the system displays a notification message and the next available date is selected Epicor Software Corporation. All rights reserved.

19 Rel Advanced Delivery Scheduling How Eclipse Determines Ship Dates for Advanced Delivery Several factors influence how Eclipse determines a ship date for an Advanced Delivery order. If a product is available and the order is being created before the cut-off time for the ship via, then the system changes the ship date to the next possible delivery day for the ship via. For example, Ship Via is a daily delivery ship via Monday-Friday. For an order entered on Monday before the cut-off time, the ship date defaults to Tuesday. If a product is available and the order is being created after the cut-off time for the ship via, then the system changes the ship via to the next delivery day for the ship via. For example, Ship Via is a daily delivery ship via Monday-Wednesday-Friday. For an order entered on Monday after the cutoff time, the ship date defaults to Wednesday. If the product is not available, then it does not matter if the order is entered before or after the cutoff time. Eclipse calculates the earliest available date for the product. In the following example, it is assumed the calculated date could not be the delivery date. The system always adds one day to the earliest available date to determine the ship date of the backorder generation. Note: Adding one day does not meant the ship date is the next day. The system looks at the delivery days defined on the ship via to determine the correct date. Ship Dates Adjustments for Ship Branch If you change a shipping branch, the system adjusts the ship date accordingly. If you change the item's shipping branch on an order with multiple generations, the system prompts you to decide if you want to change the ship date for all generations on the order. Select No to change the single generation you are working with Epicor Software Corporation. All rights reserved. 15

20 How Eclipse Applies Lead Time for Advance Delivery Order Rel How Eclipse Applies Lead Time for Advance Delivery Order The lead time is the time frame in days between the placement of an order and the delivery to the customer. In Advanced Delivery the same is true, today's date is the starting point, and the lead time is added to that starting point. The system takes into account the ship via assigned to the sales order generation and the delivery branch for the ship via, the delivery days for the ship via, and if the ship via is using Branch Lead Time. Note: The system skips weekend days and closed business days based on the settings in Business Closed Days Maintenance. Advanced Delivery Scheduling only applies extra lead time if the delivery branch does not match the shipping branch on the sales order. For example, when a user changes the shipping branch on a sales order because inventory is available at another branch. It does not matter where in the system the user changes the shipping branch. The system calculates the same delivery date. The extra lead time applied to the order is based on the branch combinations in the Default Lead Time Days For Branch Procurement control maintenance record. Example: Lead Time Calculation In the following example, the delivery branch for the area is Br 1 and the branch with the material is Br 2. The Default Lead Time Days For Branch Procurement control maintenance record has the lead time between Br 2 and Br 1 as 5 days. This is commonly referred to as cross-docking. The branch taking the order has a ship via assigned to the order with a delivery branch of Br 1. The ship via is assigned based on the delivery ZIP code. So for that area, Br 1 will always deliver. When a user changes the ship branch to a branch that does not delivery to the area, the system must add on the defined days it takes to get the material to the delivery branch so they can actually deliver the order to the customer. The sales order created in Br 1 for material that is not available: Epicor Software Corporation. All rights reserved.

21 Rel Advanced Delivery Scheduling 1. The order is using Advanced Delivery. The status bar on the order provides an indicator. 2. The calculated product availability date is 9/26/ Eclipse automatically adds one day to the availability date for the ship date. When a user changes the ship branch to Br 2, the ship via and ship date are recalculated based on the Advanced Delivery settings in Br 2. The system added the extra 5 days lead time and then checked the delivery days defined for the ship via to calculate the correct ship date for this order Epicor Software Corporation. All rights reserved. 17

22 How Eclipse Applies Lead Time for Advance Delivery Order Rel Key Points for This Process to Work Correctly Advanced Delivery must be set for this ship via in both branches and the additional lead time flag must be set in both branches. In the Sales Order Entry Status tab under the Ship menu, use the Recalculate Advanced Delivery option. This is useful if you are making changes and need to update the sales order Epicor Software Corporation. All rights reserved.

23 Rel Advanced Delivery Scheduling Inquiring About Advanced Delivery Scheduling Advanced Delivery Inquiries give insight into deliveries for specifics ZIP codes, cities, or days and times. Use these inquiries to help you determine delivery routes or if there are gaps in delivery areas. Advanced Delivery Zip Code / City Inquiry - Use to search for ZIP codes or cities and view all the ship vias for that area as well as each delivery day and time. This lets the salespeople quickly find delivery information for a customer without being in Sales Order Entry. Advanced Delivery Ship Via Detail Inquiry - Use to enter a ship via and view all the areas that the ship via covers (by ZIP code). All the delivery days and times display to help determine if there are gaps in delivery areas based on each truck route (ship via). Note: You must run the Advanced Delivery ZIP Code Build before these two inquiries are populated. This can be scheduled or run manually. To run the Advanced Delivery ZIP Code Build: 1. From the Maintenance menu, select ZIP Code. 2. Select Advanced Delivery ZIP Code Build. 3. At the prompt, click Run or Schedule Epicor Software Corporation. All rights reserved. 19

24 ZIP Code/City Inquiries Rel ZIP Code/City Inquiries Use Advanced Delivery Zip Code / City Inquiry to search for ZIP codes or cities and view all the ship vias for that area as well as each delivery day and time. This lets the salespeople quickly find delivery information for a customer without being in Sales Order Entry. To review ZIP Code/City Inquiries: 1. From the Maintenance > Zip Code menu, select Advanced Delivery Zip Code / City Inquiry. 2. Use the Zip Code and City fields to limit the display to those areas you want to review. 3. Click Update. 4. Use the following fields to review the information: Column ZIP Code City State Monday through Sunday Ship Vias/Route Type Delivery Branch Displays... the ZIP code entered or based on the city entered. the city entered or based on the ZIP code entered. the state based on the city or ZIP entered. the delivery time for each day. all the ship vias and route types associated with this ZIP code/city. Each displays on separate lines. the delivery branch for each ship via. 5. Exit the window Epicor Software Corporation. All rights reserved.

25 Rel Advanced Delivery Scheduling Ship Via Detail Inquiries Use Advanced Delivery Ship Via Detail Inquiry to enter a ship via and view all the areas that the ship via covers (by ZIP code). All the delivery days and times display to help determine if there are gaps in delivery areas based on each truck route (ship via). To review Ship Via Details: 1. From the Maintenance > Zip Code menu, select Advanced Delivery Ship Via Detail Inquiry. 2. Use the Ship Via field to limit the display to those areas you want to review. 3. Click Update. 4. Use the following fields to review the information: Column ZIP Code City State Monday through Sunday Delivery Branch Sequence Delivery Branch Displays... the ZIP codes associated with the ship via. the city associated the ZIP code entered. the state associated with the city. the delivery time for each delivery day. the delivery branch for each ship via. the order in which the ship vias should be used based on route types. This field is populated by the Sequence column in the Zip Code Maintenance on the Valid Route Types tab. the branch to which the shipment should be sent. 5. Exit the window Epicor Software Corporation. All rights reserved. 21

26 Reviewing Ship Via Detail Routing Rel Reviewing Ship Via Detail Routing You can select ZIP codes associated to a ship via in an inquiry. Ship dates are calculated based on the Ship Via Advance Delivery settings. If you enter a date and the date needs to be recalculated based on the settings, a notification message displays and the next available date is selected. Route type selections determine the ship via. Once the system has retrieved a sales order route type, future changes in the ship via are restricted by the route type selection options. The Enabled ZIP Code Route Types for Ship Via Selection control maintenance record must be set at the branch level. Customers can review their order status in the delivery chain for a given ship via code. To review ship via detail routing: 1. Display the sales order you want to review. 2. Use the View Manager and select Status. 3. In the Ship Via Route Type column, change the ship via entered, if needed. 4. Exit the order to save the changes Epicor Software Corporation. All rights reserved.

27 Index A advanced delivery about 1 Advanced Delivery Settings control maintenance record 2 automatic print phantom 6 automatic route type selection 13 branch enabled lead time 4 cut-off day 2 delivery branch 3 delivery days 3 delivery times 3 determining ship dates 15 determining ship via 7 inquiries build 19 cities 20 ship via details 21 ZIP code 20 lead times 16 manual route type selection 14 overview 1 route types automatic 13 manual 14 setting up 2 ship dates 15 ship via assignment check 10 ship via branch overrides 4 ship via detail routing 22 ship via maintenance 3 ship via workflow 7 valid delivery times 2 ZIP code build Epicor Software Corporation. All rights reserved. 23