1.1 CribMaster represents either a physical device [unit] which stores products in bins or software loaded on the device.

Transcription

1 Project Name: CRIB MASTER INTEGRATION CUST #: Revision: 7.1 CUST Name: Original Date: 04/17/08 CUST Contact: SID: Authored by: Luc Martel Project Code: Reviewed by: George Toor Work Order: 1. TERMINOLOGY: The following terminology is used within this document. 1.1 CribMaster represents either a physical device [unit] which stores products in bins or software loaded on the device. 1.2 PO FILE represents the transmitted file from CribMaster [software] which is used to create a warehouse transfer within Streamline for products that need to be replenished into the CribMaster unit. 1.3 TRAN FILE represents the transmitted file from CribMaster [software] which is used to create a sales order/invoice within Streamline for products that need to be billed to the customer, based on consumption. 1.4 Other for purposes of this document, W01 represents the customer warehouse, W02 represents the associated VMI warehouse, CM1 represents the VMI code associated to CribMaster Unit-1 and CM2 represents the VMI code associated to the CribMaster Unit BUSINESS CASE: Company ABC does business with Customer XYZ using CribMaster vending machines. This is the only acceptable means of transaction that Company XYZ will accept thus we must accommodate this in the VISUAL application. Note: that there are currently two vending machines in service; CribMaster Unit-1 and CribMaster Unit PROBLEM: Visual Streamline does not accommodate this business model, presently. In addition to this, Company ABC would like to eliminate the existing 3 rd party software/server layer. Cribmaster - Functional Spec - Rev7.1 - General.doc Page 1 of 14

2 4. CURRENT PROCESS: Functional Specification Document Following is a brief description of the current process: a. Customer XYZ issues its employees access to the vending machines (via swipe card or user ID). b. End users obtain goods from the vending machines. As this takes place, information with respect to department, user, item numbers and quantities... is recorded. c. On a daily basis, two.xls files (reports) are ed individually from each vending machine to two separate addresses by the CribMaster software. o o A purchase order detail report (PO FILE - for replenishment of stock) is sent via . A transaction detail report (TRAN FILE - what was consumed) is sent via . d. A Company ABC employee launches the 3 rd party program and initiates the conversion of the (above) two reports into flat files to be used by Company ABC s character based (CB) system. o o In the CB system, a work order (i.e. sales order) is produced from the PO detail report, used to pick and deliver goods to the CribMaster units. The units are represented in the CB system as separate warehouses, thus the inventory is transferred from Company ABC s warehouse W01 to these CribMaster warehouses (CM1 and CM2) using the work order. In the CB system, the converted and uploaded TRAN detail report is used to generate customer invoicing. No invoices are actually printed from CB as data is transferred back to the 3 rd party application where a custom invoice that meets Customer XYZ s specifications is produced. 5. LIMITATIONS: This is a custom modification all functionality will be controlled by a custom business rule. This modification will make use of existing VMI functionality. For example: This implies that quantities contained in VMI valuation reports will be insignificant. The total quantity of a product within the VMI warehouse represents the quantities within all CribMaster units. No change to VMI functionality is included in this modification. Changes to any summary or detail invoice requirements are not included in this modification. Any future changes to the file structures or file types transmitted from CribMaster are not within scope of this modification. Cribmaster - Functional Spec - Rev7.1 - General.doc Page 2 of 14

3 This modification does not include the ability to have the same product code in multiple product lines. Any costs associated to data conversion of customer [Customer XYZ] part numbers into Visual Streamline are not included within this modification. 6. ASSUMPTIONS: Company ABC will use existing detail and summary invoice reports generated via Crystal Reports for billing functions. Currently, every time a PO file is opened, a message is displayed stating that data may have been lost. The source of this error is unknown and may affect the outcome. These functional specs have been written with the assumption that this is an erroneous error message. Company ABC is to advise if this is not the case. CribMaster generates unique file names for each PO or TRAN file upload. 7. CONDITIONS: Each CribMaster unit will be defined as a unique VMI code in Visual Streamline linked to a unique customer code that is limited to ONE ship to record. Company ABC is responsible to set up or make any required changes to the CribMaster software. This could include file transfer changes, naming issues, etc. All VMI codes, representing CribMaster units, will be created within the same warehouse record [by Company ABC]. The files discussed, supplied by Company ABC and attached in Part B are exact representations of the files currently ed to Company ABC. If there are multiple CribMaster units, unique PO and TRAN files are generated and transmitted from EACH unit. Company ABC is responsible for updating and maintaining customer [Customer XYZ] part numbers and linking them to product master records. Note: some of the Customer XYZ part numbers are suffixed with an R, indicating it is a used or regrind part. Cribmaster - Functional Spec - Rev7.1 - General.doc Page 3 of 14

4 8. SOLUTION: Functional Specification Document The solution is to create a new module and related functionality to integrate CribMaster into Visual Streamline (VS). This document separates the development into four (4) major parts, each representing the work required to end up with an integrated solution. The four parts are: PART A: MOD CONTROL - identification of new menu items, business rules and/or user rights to control and set up the environment. PART B: FILE EXTRACTION - identification of requirements and development related to transmitting and receiving of the PO & TRAN files from CribMaster. PART C: PO FILE PROCESSING detailing the requirements and functionality with respect to receiving and processing the PO FILE from CribMaster. PART D: TRAN FILE PROCESSING detailing the requirements and functionality with respect to receiving and processing the TRAN FILE from CribMaster. Cribmaster - Functional Spec - Rev7.1 - General.doc Page 4 of 14

5 9. DETAILED ANALYSIS PART A MODULE CONTROL: 9.1 Create a new business rule (BR) within the custom BR folder and label it as: CUS 2 CribMaster Integration The new rule has two options Active and Inactive. If set as active, the modifications described in parts A [9.2 & 9.3], B, C & D are enabled within VS. If set as inactive; modifications are not enabled. 9.2 Create new menu items, as required, to locate programs for this modification. For example: CribMaster Integration -> Processing -> Extract/Import Files 9.3 Create a new user right to control access to CribMaster integration processing and menu access. Any user that has the new security right will have full access to all CribMaster integration functions. For example: RTCBI Right to CribMaster Integration. 9.4 CribMaster_Master Table a new table is required to store default information that will be used in processing functions Create a new table to store the following information: see details The following functions are required with the table: Modify; New; Delete; and Exit. These functions are accessible via corresponding buttons and behave in the same manner as in the base product, i.e. New create a new record in the table. Note: refer to the Streamline Standardization Document for table design and button placement. (Select button added by development to allow this to be used as a selection table.) Table/ Field details: CribMaster Id represents the identifier for the CribMaster unit alpha numeric 10 chars ID Description misc. descriptions could reference unit location, plant number, etc. alpha numeric 40 chars Main Warehouse this represents the VS warehouse record to be used as the ship from warehouse when generating warehouse transfers. Table: WAREHOUSES, field whse_id. User will have functionality to F5 and select from available records VMI Code represents the corresponding VMI code from table VMI_MASTER, field vmi_id. User will have functionality to F5 and select from available VMI records VMI Warehouse this is grabbed from the link to the VMI_MASTER table and represents the VS warehouse record to be used as the ship from warehouse when generating sales orders/invoices. This is not a column in the cribmaster table Cribmaster - Functional Spec - Rev7.1 - General.doc Page 5 of 14

6 PO File Location represents the PO file location with the network environment. I.e.: D:\Streamline\Cribmaster\PO or \\server\folder. Alpha numeric 255 chars TRAN File Location represents the TRAN file location with the network environment. I.e.: D:\Streamline\Cribmaster\TRAN or \\server\folder. Alpha numeric 255 chars PO Archive Location represent the network location of processed PO or TRAN files TRAN Archive Location represent the network location of processed PO or TRAN files Validation a CribMaster ID must be associated to unique warehouse codes in the MAIN Warehouse and its corresponding VMI Warehouse. Do not allow table update and display a warning if the both MAIN Warehouse and VMI Warehouse fields are the same. (VMI Warehouse field is picked up from the vmi_master table by linking the VMI code) Sample Table CRIB ID CRB1 CRB2 DESCR CribMaster Unit-1 CribMaster Unit-2 MAIN WHSE VMI CODE PO FILE LOCATION TRAN FILE LOCATION PO ARCHIVE FOLDER TRAN ARCHIVE FOLDER W01 CM1 C:\... C:\... C:\... C:\... W01 CM2 \\server\.. \\server\ D:\... D:\ DETAILED ANALYSIS PART B FILE EXTRACTION: An FTP server will replace the current method of file transfers . The FTP server software needs to exist on all CribMaster units and within Company ABC network. The function of the FTP server software is to transfer both PO and TRAN files to the destination network folders based on the CribMaster default table (see above). Note: Tech is responsible to set up on the Company ABC network only. TBD who will set up on the CribMaster unit(s) New Program create a new program with a user interface to read, process and archive CribMaster files that have been deposited into the appropriate file locations (based on the CribMaster defaults table) by the FTP server software Create a menu item to the new program: CribMaster Integration -> Processing -> Import/Process Files Once launched, the user will have the following options: Import, Process or Exit. Note: Refer to Streamline Standardization document for screen layout and design. (Development changed Process button to View Imports as the Cribmaster - Functional Spec - Rev7.1 - General.doc Page 6 of 14

7 called program will show the user unprocessed and/or processed import files and that screen will allow them to tag and process.) 10.4 Exit after launching the program from the menu, if Exit is selected, exit back to the menu screen Import after launching, if Import is selected, open a dialog box to allow the user to select or enter the CribMaster ID and the file type to import/process i.e. CRB1 P only read files that are stored in the file location for CribMaster unit 1 that are PO files. Once entered or selected, the program needs to read the files stored in the corresponding File Location network folder Validation only.xls files are valid file types. If none exist, display a confirmation message and upon acceptance of the message, exit back to the menu Developer s note: entry of cribmaster code and file type are on the front screen. Error message will be presented if user selects a particular cribmaster code and either PO or Trans file when none is available Create a new table to store the following: file name, file location, log flag Display the table with the data files found and a column to TAG the data files for processing. This table will require the following functions: TAG, TAG ALL, UNTAG, UNTAG ALL, PROCESS, SHOW PROCESSED, EXIT. The function associated with each button excluding PROCESS & SHOW PROCESSED are identical to current base functionality i.e. Exit no processing, exit back one screen SHOW PROCESSED if selected, only display data where the LOG flag is set to YES. The log flag is updated during the processing of files PROCESS depending on the file(s) tagged, clicking the PROCESS button will invoke (new) programs that process PO and TRAN files details in section 11 and After processing selected files (sections 11 & 12) update the LOG flag in the table. Cribmaster - Functional Spec - Rev7.1 - General.doc Page 7 of 14

8 11. DETAILED ANALYSIS PART C PO FILE PROCESSING: 11.1 OVERVIEW: The result of a CribMaster PO file being processed is a VS warehouse transfer. Details from the PO file will be used by VS to create a saved stock transfer - the user will have to print a transfer picking ticket and then confirm the transfer (current functionality). Depending on the source of the file, the resulting transfer will be from warehouse (Developer note: cribmaster_machines.cmm_ship_whs_id) W01 to (vmi_master.vmi_whs_id from link based on cribmaster_machines.cmm_vmi_code = vmi_master.vmi_id) either: a) W02/CM1 (VMI warehouse/cribmaster Unit-1 VMI code) or b) W02/CM2 (VMI warehouse/cribmaster Unit-2 VMI code) ** Note: each CribMaster unit is also represented by a customer code which is stored in the VMI code details. When insufficient stock to fulfill the required transfer quantity exists, the balance will be written to the planned purchasing tables for W01 but against a new source detail type called Transfers (Developer s Note: this will be Cribmaster Transfers as Transfers already exists for other functionality). After a VS PO is generated and the quantity is received (from the vendor), it will be flushed to a new transfer that must then be processed as normal. Note: each PO file received includes data with respect to new POs and POs previously issued but backordered (completely or partially). For example: if a PO (file) is received requesting a transfer of ITEM: X and QTY: 10, and only five (5) are confirmed as shipped, the next file will list the same PO number, but with QTY: 5 for ITEM: XXX. When a new PO file is processed (received), a new transfer will be created within VS. When a previously issued PO (i.e. where there was a backorder situation), it must be ignored by VS. The key to focus on here is the actual PO# (first column in the attached file) in other words, ignore old PO numbers. Note: each CribMaster vending unit has a standalone software application that issues unique PO# s from its own sequence of numbers (not a shared last number control file), thus a potential for duplicated PO # s does exist. This potential for duplication is overcome by storing the PO# value at the line level detail of a transfer as discussed shortly File Details: Following is an example of the file. PO # Supplier Ordered Qty Item CribBin Description Account # Each Total Cost 1933 ABC 1/28/ DM000210R Standard ABC 1/31/ DM000582R Corner Drill REWORKED ABC 2/6/ DT001022R HSS / Corner Drill REWORKED Cribmaster - Functional Spec - Rev7.1 - General.doc Page 8 of 14

9 1940 ABC 2/5/ DM000210R Standard ABC 2/5/ DM000409R Corner Drill REWORKED ABC 2/27/ DT001024R HSS / Corner Drill REWORKED ABC 3/14/ DM Corner Drill ABC 3/28/ DM Corner Drill ABC 4/3/ DM Corner Drill ABC 4/10/ DM Corner Drill Following is an explanation of how each column is used and where it should be mapped: PO# consider this to be line level detail as it must be tracked against the item code and it s quantity, and must be printed on the transfer packing slip line by line. This information is used by the delivery driver when putting away goods in the vending unit as he/she is using the CribMaster application when completing this task. Store in new field in transfer tables. This PO# is also the key to determine if a line has been previously reported. Note: also that each CribMaster unit is issuing its own range of PO# thus there is potential for some duplication from one unit to the other. For this reason, the PO# must be stored separately for each warehouse code/vmi code transfer. Supplier not used. Ordered not required. This is a date field, but the created transfers will have as a date the date on which it is created by VISUAL program. Qty the required transfer quantity. Map to existing fields. Item this is Customer XYZ s part no. and is mapped to a Company ABC part no. in VISUAL (Accounts Receivable > A/R Master Files > Customers > Part Numbers: table name prod_customer). The source of the file will determine which customer must be called to map the Customer XYZ part no. to a valid VISUAL part no (just as there is one warehouse code/vmi code per CribMaster unit, there is one customer no per unit). CribBin This is the physical location in the vending unit for the goods. Note that it is always changing and thus can t be stored as a static entry. This value must be printed on the transfer packing slip, line by line so that the delivery personnel will know in which drawer to put the goods. Either a new field will be required to store this value for a particular PO/Item combination, or the data can be written to the existing detail comment field. Description This is already stored in VISUAL against the Company ABC part no. therefore not required. Each not required. Total cost not required. A routine to ensure the file has been completely and accurately imported must be included. Cribmaster - Functional Spec - Rev7.1 - General.doc Page 9 of 14

10 11.3 TRANSFER PROCESSING This section discusses the processing requirements once a PO file has been imported and is being processed. Please refer to section 11 for details pertaining to the mapping of the received file GENERATE WAREHOUSE TRANSFERS CribMaster PO files that are processed result in a warehouse transfer being created in VS. The transfer created is based on the details of the PO file and the CribMaster default table. Once the details are read, generate a warehouse transfer for each PO file processed transfer are picking stage warehouse transfers i.e. not confirmed TRANSFER PROCESSING DETAILS Users will run Inventory > Warehouse Transfers > Batch Printing Transfers > Picking slips (for W01) looking for those transfers shipping to W02. Once physical picking has been done, user will return to VISUAL to confirm shipment in Inventory > Warehouse Transfers > Transfer Products (the Confirm Transfer button). For items where the full amount can t be shipped, these will be written to the planned purchasing tables against a new source detail type for transfers (also discussed in Part B of this functional spec). This functionality will be controlled by a new business rule that allows a backorder when confirming a transfer. (Developer s Note: This backorder will be tracked automatically in the warehouse transfers program when the user changes the quantity on the transfer detail line prior to confirming.) This backorder would get written to a new transfer. This new transfer would be linked to the PPP requirement. A user will run planned purchasing against W01, picking up the requirements for product owing on transfers to W02. Once a PO is received, it will be flushed to a NEW transfer (same as listed in source details) and allow for processing of the transfer picking slip TRANSFER PACKING SLIP MODIFICATIONS Following is a mock-up of a transfer packing slip and explanation for the highlighted items: A. The ship-from warehouse and transfer packing slip no. B. The ship-to warehouse/vmi code (i.e. either W02/CM1 or W02/CM2) C. Item no. and description stored in VISUAL D. PO# from the PO file (section 11.2) E. Customer XYZ s part no. (section 11.2) F. CribBin from PO file (section 11.2) Cribmaster - Functional Spec - Rev7.1 - General.doc Page 10 of 14

11 RECEIVING STOCK At some point, the warehouse transfer generated will need to be WAREHOUSE RECEIVED in to the destination WHSE/VMI. This will increase the on-hand balance in warehouse W02 and the corresponding VMI code. 12. DETAILED ANALYSIS PART D TRAN FILE PROCESSING: 12.1 MAPPING OF THE TRAN FILE Depending on the source of the file, the resulting sales order will be from: (Developer s Note: vmi_master.cust_id and vmi_shipto_id from link based on vmi_master.vmi_id = cribmaster_machines.cmm_vmi_code) a) CM1 (CribMaster Unit-1) b) CM2 (CribMaster Unit-2) The source of the file also determines the customer to be invoiced as follows (note that detail as to SHIPTO is included in the detail of the file): a) CribMaster Unit-1 customer no b) CribMaster Unit-2 customer no Note that there are a few different transaction types that are in the file. The only ones to be imported are ISSUE, ISSRT and CANCL (see below for treatment). Cribmaster - Functional Spec - Rev7.1 - General.doc Page 11 of 14

12 As opposed to the PO file, each daily file represents new activity. The following is a copy of the first few rows of an ed TRAN file. TRANSNUMBER TRANSDATE VENDOR ITEMNUMBER SUPPLIER ITEM # CRIBBIN ISSUEDTO DEPARTMENT QUANTITY EXT COST TRANS TYPE /12/07 6:30 ABC DT ISSRT /12/07 6:30 ABC DT ISSRT /12/07 5:24 ABC DT ISSRT /12/07 6:22 ABC DT ISSRT /12/07 6:22 ABC DT ISSRT /12/07 6:22 ABC DT ISSRT /12/07 6:22 ABC DT ISSRT /12/07 6:23 ABC DT ISSRT /12/07 6:23 ABC DT ISSRT /12/07 5:28 ABC DT ISSRT Following is an explanation of how each column is used and where it should be mapped: TRANSNUMBER not used in final detailed or summary invoice however map to notes line in sales order line detail for future reference as TRANSNUMBER (using first line of above table as an example). (Developer s Note: This will appear in the order line details additional info screen as comment line 1.) TRANSDATE not used in final detailed or summary invoice however map to notes line in sales order line detail for future reference as TRANSDATE 12/12/07 6:30 (append to previously written information in previous bullet point). (See developer s note above.) VENDOR not used. ITEMNUMBER this is the customer s part no. and is mapped to a Company ABC part no. in VISUAL. Not Required. SUPPLIER ITEM # - Company ABC part no. Map to existing field in sales order detail. This is field srd_prod_id in table so_ordrev_details. CRIBBIN physical location of item in vending machine. Used in custom invoice. Map to new column in table so_ordrev_details called srd_cribbin. ISSUEDTO & DEPARTMENT used in custom invoice. Merge together and map to end user field at the line level detail in sales order tables (i.e. first line of sample table above would be mapped to end user field as note the department is mapped before the issued to). This is field srd_enduser_id in table so_ordrev_details. QUANTITY Order quantity Map to sales order detail line. This is field srd_ordrev_qty in table so_ordrev_details. EXT COST not used. Pricing is held in VISUAL. TRANS TYPE this is a column to filter on. Only select types ISSUE, ISSRT and CANCL all other types are ignored. ISSUE and ISSRT both indicate a user obtaining goods whereas CANCL indicates a user returning goods (i.e. a credit for a previously billed ISSUE or ISSRT). A routine to ensure the file has been completely and accurately imported must be included. Cribmaster - Functional Spec - Rev7.1 - General.doc Page 12 of 14

13 12.1 DETAIL PROCESS Functional Specification Document Processed CribMaster TRAN files result in sales order/invoice to be recorded in VS. This process is invoked via the File Extraction [Part B] process. The sales order created needs to be processed as a DIRECT invoice order type, the warehouse used is the VMI warehouse and set to order stage flag to 4 (ready to post) in the SO_ORDER_HEADER table (plus ORDEREV and BOL_HEADER). (Developer s note: This field is only on the revision and BOL headers: so_ordrev_headers.srh_orderstage_flg and so_bol_headers.bolh_stage_flg.) Every TRAN file processed results in a unique sales order/ invoice. The warehouse code used in the line details of the sales order is the VMI warehouse. (Developer s note: In the case of Trans files that have both ISSRT/ISSUE and CANCL transactions, two orders/invoices will be created one for the direct invoice for ISSRT and ISSUE transactions and one for the credit memo for the CANCL transactions as we do not support mixed invoices with credits and charges together. If two sales orders and invoices are created, the credit memo information will be stored in separate fields and displayed beneath the table when viewing the import files.) These transactions will behave otherwise as any normal sales orders: Next available order no. in sequence will be used for all stages of the transaction (except invoice no.) Next available invoice no. in sequence will be used for the invoice. Users will be able to access and reprint the sales orders and invoices as per any other type of transaction. Posting of transaction to GL and sub ledgers will be as per any other sales transaction PROCESSED LOG Once sales orders/invoices have been created, user will be presented with an information window stating Sales orders and invoices have been created. There will be two buttons in this window as follows: View Log and Exit. Selecting Exit returns the user to the main menu. Selecting View Log opens a window with the following information in column format: File name, Sales Order No., Invoice No., Date Processed. Only the currently processed transactions will be shown in this log. User will be able to park and drill into both the listed sales order numbers and invoice numbers. Along the right side of this window will be two buttons: Show Processed and Exit. Selecting Exit returns the user to the main menu. Selecting Show Previously Processed displays in the same window previous transactions. (Developer s note: After processing the user will be returned to the screen that shows the files processed. This should be refreshed with the sales order and invoice numbers. User can then exit to the main menu or view details.) Cribmaster - Functional Spec - Rev7.1 - General.doc Page 13 of 14

14 12.1 TRAN FILE LOG TABLE Functional Specification Document Create a new table called with the following columns: TRAN file name Sales order number (this is the index key) Invoice number Processed Date and time processed 13. OTHER CONSIDERATIONS: AVAILIBITY OF GOODS FOR TRANSFER: Note that the available quantities of products in warehouse W02 (VMI) are not available for transfer to other Company ABC branch locations. Thus when running planned purchasing for the other branches, and user elects to first transfer what is available (from other locations), exclude certain warehouses Warehouse Master Modifications create a new flag in the warehouse master screen and table. Table: WAREHOUSES, new field: whse_ppp_exclude. Screen field title: Exclude WHSE from PPP Transfers 13.2 When enabled in the warehouse master exclude this warehouse in the PPP Transfer routine PPP Changes change the TRANSFER routine in PPP to exclude warehouses where the new field (above) is enabled. Note: manual warehouse transfers are still valid. END Cribmaster - Functional Spec - Rev7.1 - General.doc Page 14 of 14