DOCUMENTATION UPDATES Date Description Where Changed 5/18/01 A new parameter for building nonstock items into the 852 Send document has been added. 852 Transaction Set chapter, in the Building ASC Product Activity Data section, the Build ASC Product Activity Data (852) screen (page 10)
ENDOR ANAGED NVENTORY
The documentation in this publication is provided pursuant to a Sales and Licensing Contract for the Prophet 21 System entered into by and between Prophet 21 and the Purchaser to whom this documentation is provided ( License Agreement ). In addition, the licensed software to which this documentation refers may be supported in accordance with a customer support agreement by and between the same parties ( Support Agreement ). All warranties, conditions of use, transfer restrictions, and other provisions in the License Agreement or Support Agreement which are applicable to Licensed Software, are applicable to this publication. In addition, this publication may include inadvertent technical inaccuracies or typographical errors for which Prophet 21 is not responsible. Changes may be periodically made to this publication; these changes will be incorporated in new editions of the publication. Any questions about the material contained in the publication should be addressed to the Prophet 21 Customer Support Department at 1-800-ITS-PR21. Nothing in this statement amends or extends the terms of your agreement with Prophet 21, including any warranties that might be included in our products. Warranties for such agreements are set forth in your agreement with Prophet 21. Improvements and/or changes to the Licensed Software described in this publication may be made by Prophet 21 at any time without notice. DOCUMENTATION CONVENTIONS The eyeglass symbol () indicates a field on which you can browse. The star ( ) indicates the default for a field. To allow for the widest possible parameters when printing a report or performing a function, accept the defaults for all of the parameter fields. To accept the defaults, either escape through all the fields, or press [Enter] without specifying any values. Generally, samples in the documentation are shown using the default values. Start and End parameters define the limits to a range of information you will print on a report. If information does not appear on a report, it may be because the information was excluded from the Start, End range. For a detailed explanation on how maintenance screens function, refer to the Tour Guide manual. Use the search tool in Adobe Acrobat Reader 4.05c to find which manual describes a specific module, job, or function. 2/21/02 Prophet 21 Acclaim Version 13 The Prophet 21 system and Prophet 21 Acclaim are registered trademarks, and Prophet 21 and ScratchPad are trademarks of Prophet 21. All other trademarks and registered trademarks are the property of their respective companies. iii
Table of Contents 1 INSTALLING VMI 5 2 INTRODUCTION 7 What is VMI? 7 How Does the Process Work? 7 How Does VMI Work on the Prophet 21 System? 8 3 852 TRANSACTION SET 9 Sending Inventory Information 9 Building ASC Product Activity Data 9 How the 852 is Generated 11 Handling Non-Stock Items 11 Mapping Entries 11 4 855 TRANSACTION SET 16 Receiving PO Acknowledgments 16 Mapping Entries 17 5 EDI PURCHASE 18 Generating POs from Received EDI Documents 18 Delete Received EDI Documents 20 Print Purchase Journal 21 6 BUILDING DATA 22 Building History and POS Data Files 22 COMPANY 23 SALES-HIST: Building the Square D Data File 28 EDI-DOC: Creating the AIX Files (History and POS) 28 iv
NSTALLING 1. To install an optional package, you need the shipping paper sent to you by Prophet 21. This shipping paper contains a serial number which will be used in a later step. 2. Type PKG-INSTALL at the job prompt or jump to box to display the following screen: PKG-INSTALL ----------- This program will allow you to pre-install an optional package or direct catalog feature. All that is required is the serial number, which is located on your shipping paper. Please enter serial#: 3. Enter the serial number that appears on the shipping paper sent by Prophet 21, and press [Enter]. 4. The following screen appears: ** Pre-Install Complete! ** Do you wish to run INSTALL now? (Y N) Note: If an incorrect serial number is entered, the following message appears: ** Invalid Serial Number! ** Retype the serial number from your shipping paper or contact the Prophet 21 Inside Sales Department for assistance. 5
1 INSTALLING VMI 5. To continue the installation of the optional package, type Y and then press [Enter]. The optional package installation screen will appear. Your answers to these profile questions help determine the size of the files that are being created. Note: To suspend the installation of the optional package, type N and then press [Enter]. When you are ready to resume the installation, at the job prompt type INSTALL and press [Enter]. Installing: MM/DD/YY Number of: % More Tracks 1 Assembly Who-Bought-What: lines of billing 999999 999 b. Components per assembly (average)... 999999 999 c. % of customer orders with assemblies... 999999 999 Field: Fixed File Space 9999 ----- Minimum # of Tracks needed 9999 The Fixed File Space required by the package is shown. Pressing [Enter] at the Field prompt takes you to the next screen, which shows your Units and the amount of free disk space on each. This screen also includes an explanatory message describing the Destination Unit prompt and emphasizing the need to put these files on an active Unit (i.e., one which is copied daily.) Installing: MM/DD/YY Minimum # of Tracks needed on Destination Unit ---> 9999 The destination unit is the active unit (copied daily) on which to create the new files for the optional package/feature. To create the files the unit must have free at least the minimum number of tracks shown above. Shown below are the units on your system and the number of tracks free on each. Unit 0 Unit 1 Unit 3 Unit 4 Unit 5 Unit 6 Unit 7 Unit 8 Free ------ ------ ------ ------ ------ ------ ------ ------ Tracks: 99999 99999 99999 99999 99999 99999 99999 99999 Enter destination unit # "P" for Previous screen Enter the number of the destination unit that is to hold the optional package. The destination unit must have a free track number that is larger than the minimum number of tracks needed for installing the package. Once completed, press [Enter] and the system will start creating the files and job streams required to install the package. 6
NTRODUCTION IMPORTANT NOTICE!! Not all browses may be operational at this time. Should this occur, scans are available to provide instant access to information throughout the system. All scans are used in a similar manner. Type a scan character (., ; / [ ]) and press [Enter]. You will instantly see a list of customers, vendors, items, orders, etc. Choose from the list by entering the sequence number of your selection. WHAT IS VMI? Vendor Managed Inventory is a system where a distributor s inventory is automatically replenished by its suppliers, eliminating many of the expenses that are associated with traditional purchasing. HOW DOES THE PROCESS WORK? ❶ A manufacturer and a distributor mutually agree on a stocking plan and reorder points. They use records of distributor s inventory to develop an automated inventory replenishment program. ❷ The distributor s computer automatically sends (via an 852 Product Activity Report) daily updates on changes in inventory levels to the manufacturer. ❸ The manufacturer s inventory management system examines the distributor s information and decides when the distributor needs more inventory - based upon the mutually agreed upon re-order points - and informs the distributor (via an 855 PO Acknowledgment) what has been ordered, and when to expect the new inventory. 7
2 INTRODUCTION HOW DOES VMI WORK ON THE PROPHET 21 SYSTEM? VMI on the Prophet 21 System consists of the 852 transaction set, the 855 transaction set, and the EDI- PURCHASE module. The 852 The 852 transaction set, which is sent from the Prophet 21 distributor to the vendor, consists of inventory information. The 852 tells the vendor the in-stock, on-order, backordered, and the order point/order quantities for all of the items handled by the VMI system. This process is done on a location-by-location basis; i.e., one 852 for each of the Prophet 21 distributor s locations. The 855 The vendor takes the inventory information that was sent in the 852, processes it, and comes up with an order. This information is relayed back to the Prophet 21 user in an 855 transaction set (PO Acknowledgment). EDI-PURCHASE Because no purchase order was ever created on the Prophet 21 System, when the 855 is received it must be processed, and a purchase order must be created. This occurs in the EDI-PURCHASE module. 8
RANSACTION ET SENDING INVENTORY INFORMATION The 852 transaction set, which consists of inventory information, is sent from the Prophet 21 distributor to the vendor. The 852 tells the vendor the in-stock, on-order, back-ordered, and order point/order quantities for all of the items that will be handled by the VMI system for each location (i.e., one 852 per location). IMPORTANT: The success of the VMI process depends on the synchronization of the vendor s and the distributor s stock status numbers. If you generate and send an 852 to a vendor, the corresponding 855 must be received, processed, and a PO must be created from it, before you generate another 852. To send inventory information to a vendor, you must first build the activity data. Do this using the following procedures. BUILDING ASC PRODUCT ACTIVITY DATA An option to Build EDI documents is available on the EDI-DOC menu. You are prompted for a transaction set number when the Build option is selected. 9
3 852 TRANSACTION SET A scan of all available transaction sets is available at the ENTER TRANSACTION SET NUMBER prompt. You can enter a period (.) to display all the EDI Build Transaction Sets from which you can choose: The Build ASC Product Activity Data parameter screen displays when Product Activity Data (852) is selected from the scan. The system prompts for a Trading Partner ID, Starting and Ending Locations (separate 852s are generated for each location in this range), Starting and Ending Vendor #s, Starting and Ending Vendor Classes, and the number of Days Before Release for blanket orders. Once this information is complete, press [Enter] at FIELD. 10
3 852 TRANSACTION SET IMPORTANT: If you generate and send an 852 to a vendor, the corresponding 855 must be received, processed, and a PO must be created from it, before you generate another 852. It is important to keep this in mind when you generate 852s; otherwise, any 852s that are generated may contain incorrect data. This is especially important for blanket order releases. Based on the information you enter in the parameter screen, the Prophet 21 System builds an 852 transaction set. Stock items that have experienced changes (in their OP/OQ or quantities) since the last 852 was generated will be included in this transaction set. A message similar to the following displays as the system builds the 852: Building -> Document #: 17241 These 852s can be enveloped (with any other documents) and sent to the trading partner. Important: When you load the VMI package onto your system, two new VMI 852 transaction set files (ED852D and ED852X) are created. If these files become full, they must be expanded. HOW THE 852 IS GENERATED When an 852 is generated, the system looks at the status of each stock item for the location and saves this data in the ED852D and ED852X files. To reduce the cost of transmission, only those stock items whose statuses have changed since the last 852 was generated are sent to the vendor. Assembly items are automatically handled. Blanket releases are included by the Days Before Release field (see above). HANDLING NON-STOCK ITEMS To include a non-stock item on the 852, you must create it as a temporary stock item. Temporary stock items can be included on 852s (as described in the previous section). If you do not wish to create non-stock items as temporary stock items, you can generate a PO in the PURCHASE module for those non-stock items, and send it to your vendor either by mail or through EDI. MAPPING ENTRIES You can view the following mapping entries in your system by selecting EDI Setup / Utilities / Print Mapping. On the Print Mapping Entry Descriptions screen, enter 852 in the Transaction Set Number field, and SEND in the Transaction Set Type field. 15000 This P21 Field Table Number returns the Transaction Set Control Number. 11
3 852 TRANSACTION SET 15005 This P21 Field Table Number returns the line counter. 15010 This P21 Field Table Number returns the current date. 15020 This P21 Field Table Number returns the location name. 15030 This P21 Field Table Number returns the location number. 15040 This P21 Field Table Number returns the UPC (the Vendor# and the Item#). 15050 This P21 Field Table Number returns the item code (4th and following). 15052 This P21 Field Table Number returns the item code. 15060 This P21 Field Table Number returns the item description. 15070 This P21 Field Table Number returns the item UPC qualifier. 15080 This P21 Field Table Number returns the quantity available. 15090 This P21 Field Table Number returns the unit of measure. 15091 Unit of measure that uses EA or eaches if your unit of measure is eaches; if your unit of measure is something other than eaches, the system uses PC. 15100 This P21 Field Table Number returns the quantity on order. 15051 This P21 Field Table Number returns the item code (3rd and following). 15081 This P21 Field Table Number returns the quantity available without the decimal point. 15101 This P21 Field Table Number returns the quantity on order without the decimal point. 15110 This P21 Field Table Number returns the quantity out of stock. 15111 This P21 Field Table Number returns the quantity out of stock without the decimal point. 15112 This P21 Field Table Number returns the quantity allocated. 15113 This P21 Field Table Number returns the quantity on backorder. 15114 This P21 Field Table Number returns the quantity on purchase order. 15115 This P21 Field Table Number returns the quantity available, or free stock. 15117 This P21 Field Table Number returns the quantity in transit, or quantity adjustment to inventory. 15118 This P21 Field Table Number returns the number of orders for the item since the last 852 transaction. 15119 This P21 Field Table Number returns the quantity protected. 12
3 852 TRANSACTION SET 15120 This P21 Field Table Number returns the quantity protected. If qty protected is larger than eight digits, it truncates fractional amounts and sends the eight most significant digits. 15121 This P21 Field Table Number returns the quantity protected without the decimal point. 15130 This P21 Field Table Number returns the number of line-items. 15140 This P21 Field Table Number returns the number of segments. 15150 This P21 Field Table Number returns the branch name. 15160 This P21 Field Table Number returns the branch ID (the DUNS number + 4). 15210 This P21 Field Table Number returns the OP/OQ qualifier, only if there is a change in the order point/order quantity from the last time an 852 was built. 15211 This P21 Field Table Number returns the OP/OQ qualifier, only if there is a change in the order point/order quantity, and the order quantity is greater than zero. 15220 This P21 Field Table Number returns the first order/revision qualifier. If there is a revision, it returns 171. If it is a First Issue, it returns 164. 15230 This P21 Field Table Number returns the current date. 15231 This P21 Field Table Number returns the date, if the order quantity is greater than zero. 15240 This P21 Field Table Number returns the OP/OQ. 15241 This P21 Field Table Number returns the OP/OQ, if the order point is greater than zero; if the order point is not greater than zero, the system enters a backorder purchase requirement 15242 This P21 Field Table Number returns the OP/OQ. 15243 This P21 Field Table Number returns the OP/OQ, if the order quantity is greater than zero 15244 This P21 Field Table Number returns the OP/OQ using the format AAPPPPPPPQQQQQQQS, where AA=static aa order count, P=order point, Q=order qty, S=item status code(i=purch class greater than or equal 90, D=OP plus OQ equal 0, A=OP or OQ greater than 0). 15245 This P21 Field Table Number returns the quantity sold as a whole number. 15246 This P21 Field Table Number returns the OP/OQ; if the order point equals zero, the order quantity is filled with zero. T&B order point order quantity using the format AAPPPPPPPQQQQQQQS, where AA= static AA order count, P=order point, Q=order quantity, S=item status code (I=Purchase class greater than or equal to 90, D=order point plus order quantity equals zero, A equals order point or order quantity greater than zero). 15247 This P21 Field Table Number returns the OP/OQ; if the order point equals zero, the order quantity is filled with zero. 13
3 852 TRANSACTION SET T&B order point order quantity using the format AAPPPPPPPQQQQQQQS, where AA= static AA order count, P=order point, Q=order quantity, S=item status code (I=Purchase class greater than or equal to 90, A=order point greater than zero; if neither condition exists, then status=d). 15248 This P21 Field Table Number returns the OP/OQ, using the format PPPPPPPQQQQQQQ, where P=order point, Q=order quantity. 15249 This P21 Field Table Number returns the OP/OQ; it maps P for normal OPOQ order calculation, and N for active order backorder only. 15250 This P21 Field Table Number returns the default value if next element is not empty. 15251 This P21 Field Table Number returns the quantity sold. If quantity is zero, it will send a 0. It will not skip the segment or loop. This map also fills the field with leading zeros. 15252 This P21 Field Table Number returns the quantity sold. If quantity is zero, it will send a 0. It will not skip the segment or loop. This map does not add leading zeros. 15255 This P21 Field Table Number returns the number of sales since the last 852 transaction build, calculated from the YTD number of sales in IRC2 less the YTD number of sales as saved off from the last build 15260 This P21 Field Table Number returns the 164 qualifier if the order quantity is greater than zero. 15270 This P21 Field Table Number returns the 171 qualifier if the order quantity is greater than zero. 15275 This P21 Field Table Number returns the qualifier; if it is a new item, it maps 164; if there is a change in order point quantity, then it maps 171. 15276 This P21 Field Table Number returns the OP/OQ; if there is a change in the order point/order quantity, then map using the following format: 01XXXXXXXYYYYYYYP, where 01=static order count, XXXXXXX=order point, YYYYYYY=order quantity, P=VMI planned or N=fill to customers backorder only. 15280 This P21 Field Table Number returns the OP/OQ Square D format, only if OQ is greater than zero Filled out using the format XXXXXXXZZZZZZZY, where the 7 X s=order point zero filled, and 7 Z s=order quantity zero filled. The Y is the profile indicator. When the order point is greater than zero, profile=y default is N. 15300 This P21 Field Table Number returns the preassigned PO number; it reads the current PO number in the system and sends it for vendor to use as their external PO number in 855. 15304 This P21 Field Table Number returns the order/min quantity qualifier; it selects QL if purchase method is Min/Max; otherwise, it uses OQ for order quantity; must be used with map 15305. 15305 This P21 Field Table Number returns the order quantity/min quantity; must be used with map 15304 14
3 852 TRANSACTION SET map 15304. 15306 This P21 Field Table Number returns the order point/max quantity qualifier; sends QM if the purchase method is Min/Max; sends PO (order point/order quantity); must be used with map 15307 15307 This P21 Field Table Number returns the order point/maximum quantity; must be used with map 15306 15308 This P21 Field Table Number sends the unit price per each for the item 15911 This P21 Field Table Number fills out the default value if the next element is non-blank. This can be used for product ID qualifiers. 15997 This P21 Field Table Number is a flexible mapping entry used for formatting outbound data. This map will concatenate the transaction set mapping entries from the default field into one element. In the Default field, enter the following parameters: ####, ####, ####, ####, where # is another map number. 15998 This P21 Field Table Number is a flexible mapping entry used for formatting outbound data; enter 15998 as the P21 map #, enter the map # as the default value for example: example #43, where 43 is the map number; enter a trans table; if the original value (map search value) is found in the string, it will be replaced by the new value. 15999 This P21 Field Table Number is a flexible mapping entry used for formatting outbound data; syntax: enter 15999 as the P21 Map #; for the default value, enter the following parameters: example +7{3#1240*+X will space over that many positions in the data, {X will map that amount of characters, #XXXX* map function. 15
RANSACTION ET RECEIVING PO ACKNOWLEDGMENTS Once you have built and sent an 852 to your vendor, the vendor s inventory management system examines the information and decides, based upon the mutually agreed upon re-order points, what inventory should be restocked. This information is relayed back to you in an 855 transaction set (PO Acknowledgment). A field in the Trading Partner - Interchange Information screen in EDI-SETUP, allows your Prophet 21 System to process the received 855s so that POs can be generated in EDI-PURCHASE. TRADING PARTNER - INTERCHANGE INFORMATION EDIT 1 Trading partner ID 2 Network name Interchange envelope information Contact information 3 Data element sep 19 Last cont date 4 Auth info qual 20 Last cont time 5 Auth information 21 Phone number 6 Secu info qual 22 Contact name 7 Secu information Misc Information 8 Inter ID qual 23 Gen functional ack (Y N) 9 Inter ID 24 Build 856 from XXXXX (LABEL SHIP) 10 Inter stand ID 25 Process 830 as order (Y N) 11 Inter ver ID 26 Process 867 as order N (Y N) 12 Inter control # 27 Process 820 as payment (Y N) 13 Ack request (1 0) 28 Parent TP ID 14 Test indicator (P T) 29 Send credit invoices (Y N) 15 Subelement sep 30 Send rental invoices (Y N) 16 Data seg term 31 Use GS 02 to ID TP (Y N) Functional group information 32 Process 855 (NO ACK VMI) 17 App code 33 Always send 852 OP/OQ X (Y N) 18 Agency code Field: The Process 855 field can be set to NO, ACK, or VMI. If this field is set to NO, no procedure is done. If you have the ability to process received 855s as order Acknowledgments and this field is set to ACK, they are processed accordingly. If this field is set to VMI, the system will process the received 855s so that POs can be generated through the EDI-PURCHASE module. The Always send 852 OP/OQ field is used to specify whether or not to send an item' s order point/order quantity (OP/OQ) each time the item appears on an 852 for this trading partner. The order point/order quantity 16
4 855 TRANSACTION SET (OP/PQ) is always sent on 852s (through the EDI-DOC module) if the Always send 852 OP/OQ prompt is set to Y for the applicable trading partner. MAPPING ENTRIES 23010 This P21 Field Table Number returns the Transaction Set Number. 23020 This P21 Field Table Number returns the interchange control number. 23100 This P21 Field Table Number returns the PO number. 23110 This P21 Field Table Number returns the PO date. 23120 This P21 Field Table Number returns the header note. 23130 This P21 Field Table Number returns the location number. 23200 This P21 Field Table Number returns the original line number. 23210 This P21 Field Table Number returns the quantity ordered. 23220 This P21 Field Table Number returns the unit of measure. 23230 This P21 Field Table Number returns the price. 23240 This P21 Field Table Number returns the basis of price. 23250 This P21 Field Table Number returns the item code (from the UPC). 23260 This P21 Field Table Number returns the detail note. 23270 This P21 Field Table Number returns the expected date. 23280 This P21 Field Table Number returns the item code based on the short code. 17
The EDI-PURCHASE module allows you to do three things: generate purchase orders from received EDI documents (the 855s), delete EDI documents, and print the EDI-PURCHASE. Each of the options on the EDI-PURCHASE menu is described in detail on the following pages. GENERATING POS FROM RECEIVED EDI DOCUMENTS When you choose the option to generate POs from received EDI documents, the system prompts you for a Vendor code. You can use a dot scan at the Vendor prompt; the system will list only those vendors for which there is available data. 18
5 EDI PURCHASE Once a valid vendor code has been entered, the system displays all processed 855 EDI documents for that vendor. The screen appears as follows. GENERATE PO'S FROM RECEIVED EDI DOCUMENTS Vendor: XXXXXX Seq# Incl External PO # Date 1 XXX XXXXXXXXXXXXXXXXXX MM/DD/YY 2 XXX XXXXXXXXXXXXXXXXXX MM/DD/YY 3 XXX XXXXXXXXXXXXXXXXXX MM/DD/YY 4 XXX XXXXXXXXXXXXXXXXXX MM/DD/YY 5 XXX XXXXXXXXXXXXXXXXXX MM/DD/YY 6 XXX XXXXXXXXXXXXXXXXXX MM/DD/YY 7 XXX XXXXXXXXXXXXXXXXXX MM/DD/YY 8 XXX XXXXXXXXXXXXXXXXXX MM/DD/YY 9 XXX XXXXXXXXXXXXXXXXXX MM/DD/YY 10 XXX XXXXXXXXXXXXXXXXXX MM/DD/YY 11 XXX XXXXXXXXXXXXXXXXXX MM/DD/YY 12 XXX XXXXXXXXXXXXXXXXXX MM/DD/YY 13 XXX XXXXXXXXXXXXXXXXXX MM/DD/YY 14 XXX XXXXXXXXXXXXXXXXXX MM/DD/YY 15 XXX XXXXXXXXXXXXXXXXXX MM/DD/YY Include/Exclude "S" to Start "-" for Previous Seq# "Q" to Quit <ESC> for More All the processed EDI documents for the vendor are shown in this screen. Each document has a Seq#, an External PO #, and a Date. The Incl column indicates (with a YES or a NO) whether or not a purchase order will be generated for this document when you accept the screen. To toggle the setting of the Incl column for a particular document, enter the Seq# of that document at the prompt. [ESC] for More option moves you forward through the list to the next screen. " - " for Previous moves you backward one screen. "Q" to Quit allows you to quit the Generate POs option without processing anything. The "S" to Start option starts the processing of all the documents for which the Incl column is set to YES. USING "S" TO START When you press the [S] key, the system immediately begins processing each document for which Incl was set to YES on the Generate POs screen. A purchase order is created for each one. When the process is complete, the system displays a list of the documents for which a purchase order was generated. Vendor ID P21 PO # External PO# Date Status --------------------------------------------------------------------- XXXXXX 9999999 XXXXXXXXXXXXXXXXXX MM/DD/YY XXXXXXXXX Line # 999 Item # XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXX 9999999 XXXXXXXXXXXXXXXXXX MM/DD/YY XXXXXXXXX Line # 999 Item # XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXX 9999999 XXXXXXXXXXXXXXXXXX MM/DD/YY XXXXXXXXX Line # 999 Item # XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX PRESS ANY KEY TO CONTINUE... 19
5 EDI PURCHASE Any purchase orders that are generated are considered "printed" and are available in PO-RECALL, even though they were never actually printed. There are two reasons for this: 1. There is no need to print the purchase order because the vendor already has the order (they created it). 2. You might need to refer to the PO in PO-RECALL to see what is being shipped, etc. IMPORTANT: The EDI-PURCHASE files (EDVPOD and EDVPOX) can become full and cause problems on your system. To correct this problem, use the Delete Received EDI Documents option, or clear the EDI-PURCHASE Journal after printing it. DELETE RECEIVED EDI DOCUMENTS When you choose the option to Delete received EDI documents, the system prompts you for a Vendor code. You can use a dot scan at the Vendor prompt; the system will list only those vendors for which there is available data. Once a valid vendor code has been entered, the system displays all processed 855 EDI documents for that vendor. The screen appears as follows. DELETE RECEIVED EDI DOCUMENTS Vendor: XXXXXX Seq# Incl External PO # Date 1 XXX XXXXXXXXXXXXXXXXXX MM/DD/YY 2 XXX XXXXXXXXXXXXXXXXXX MM/DD/YY 3 XXX XXXXXXXXXXXXXXXXXX MM/DD/YY 4 XXX XXXXXXXXXXXXXXXXXX MM/DD/YY 5 XXX XXXXXXXXXXXXXXXXXX MM/DD/YY 6 XXX XXXXXXXXXXXXXXXXXX MM/DD/YY 7 XXX XXXXXXXXXXXXXXXXXX MM/DD/YY 8 XXX XXXXXXXXXXXXXXXXXX MM/DD/YY 9 XXX XXXXXXXXXXXXXXXXXX MM/DD/YY 10 XXX XXXXXXXXXXXXXXXXXX MM/DD/YY 11 XXX XXXXXXXXXXXXXXXXXX MM/DD/YY 12 XXX XXXXXXXXXXXXXXXXXX MM/DD/YY 13 XXX XXXXXXXXXXXXXXXXXX MM/DD/YY 14 XXX XXXXXXXXXXXXXXXXXX MM/DD/YY 15 XXX XXXXXXXXXXXXXXXXXX MM/DD/YY Include/Exclude "S" to Start "-" for Previous Seq# "Q" to Quit <ESC> for More All the processed EDI documents for the vendor are shown in this screen. Each document has a Seq#, an External PO #, and a Date. The Incl column indicates (with a YES or a NO) whether or not this document will be deleted when you accept the screen. To toggle the setting of the Incl column for a particular document, enter the Seq# of that document at the prompt. [ESC] for More option moves you forward through the list to the next screen. " - " for Previous moves you backward one screen. "Q" to Quit allows you to quit the Delete option without processing anything. The "S" to Start option starts the deletion of all the documents for which the Incl column is set to YES. 20
5 EDI PURCHASE USING "S" TO START When you press the [S] key, the system immediately begins deleting each document for which Incl was set to YES on the Delete screen. The header status field value of all documents selected for deletion is changed to 3. All associated detail records are deleted at this time; the header records are deleted when the EDI-PURCHASE journal is cleared. When the process is complete, the system displays a list of the processed documents: Vendor ID P21 PO # External PO# Date Status --------------------------------------------------------------------- XXXXXX 9999999 XXXXXXXXXXXXXXXXXX MM/DD/YY XXXXXXXXX Line # 999 Item # XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXX 9999999 XXXXXXXXXXXXXXXXXX MM/DD/YY XXXXXXXXX Line # 999 Item # XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXX 9999999 XXXXXXXXXXXXXXXXXX MM/DD/YY XXXXXXXXX Line # 999 Item # XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX The list indicates the Status (PROCESSED or DELETED) of each document. PRINT PURCHASE JOURNAL The Purchase Journal is a list of all processed EDI documents (including those that have been deleted). Vendor ID P21 PO # External PO# Date Status --------------------------------------------------------------------- XXXXXX 9999999 XXXXXXXXXXXXXXXXXX MM/DD/YY XXXXXXXXX Line # 999 Item # XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXX 9999999 XXXXXXXXXXXXXXXXXX MM/DD/YY XXXXXXXXX Line # 999 Item # XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXX 9999999 XXXXXXXXXXXXXXXXXX MM/DD/YY XXXXXXXXX Line # 999 Item # XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX If Q-MODE is enabled, after it is printed you are prompted to "CL" EAR the journal. Clearing the journal removes the header record of all documents with a DELETED status, and removes the header and detail records of all documents with a PROCESSED status. 21
UILDING ATA BUILDING HISTORY AND POS DATA FILES As stated in the How Does the Process Work section, the VMI process requires that a manufacturer and a distributor work together to develop a stocking plan for the distributor. To accomplish this task, they use history records of the distributor s inventory. This section describes how to set up the Prophet 21 System to generate two files: a history data file and a point-of-sale data file. All of the VMI vendors you work with will require the history data file. Transferring POS data is not part of the usual VMI process, but some VMI vendors demand this information of distributors who wish to participate in their VMI program. You will read about the VMI Company Options (found in COMPANY), which allow you to determine which items in your system are included in the data files. You will also learn how the system builds the information for the P21 data files whenever you build Sales History. Finally, you will learn how to convert the P21 files to AIX files, which will be sent to the VMI vendor. 22
6 BUILDING DATA COMPANY The VMI Company Options, available from the Packages menu in the COMPANY module, allow you to determine which items in your Prophet 21 System are built into the data files you send to your VMI vendor. When you choose VMI, the system displays a menu similar to the following: Each option listed here applies to a VMI vendor that worked closely with Prophet 21, Inc. to develop the Vendor Managed Inventory package. Each option is described on the pages that follow. SQUARE D INFORMATION SQUARE D INFORMATION 1 ENABLE THIS FEATURE X (Y N) 2 PURCHASER ID XXXXXX CATALOG # SELECTION 3 CTLG # FIELD (CODE DESC1 DESC2 SHORT) POSITION IN FIELD 4 START 5 END (0 = END OF FIELD) ITEM BUILD PARAMETERS VENDOR NUMBER 6 START 7 END VENDOR CLASS 8 START 9 END SALES LOCATION 10 START 11 END FIELD: The parameters in this screen determine which items are built into the data file you will send to Square D. 23
6 BUILDING DATA ENABLE THIS FEATURE PURCHASER ID CATALOG# SELECTION When the Square D feature is enabled, the system adds item information to a special data field whenever a build is run in the SALES-HIST module. If you do not want to use this feature, it is important that you set the ENABLE THIS FEATURE field to N, so that the data file does not fill up and cause errors in Sales History. The PURCHASER ID is a unique identification code assigned to each Square D customer. The CTLG# FIELD determines the basis of the Square D catalog number. Choices include the Item Code, Description 1, Description 2, and Short Code. The POSITION IN FIELD START and END fields work in conjunction with the CTLG# FIELD field. Use the START and END fields to determine the portion of the Item Code, Description 1, Description 2, or Short Code (depending upon the setting of CTLG# FIELD) that is used as the Square D catalog number. Note: The catalog description is built from the item s Description 1, unless you choose Description 1 as the basis for the catalog number. If this is the case, the system uses the item s Description 2 for the catalog description. ITEM BUILD PARAMETERS Use these fields to limit the items that are built into the Square D data file. The system will include only those items that fall within the range of Vendor Numbers, Vendor Classes, and Sales Locations that you set up here. THOMAS & BETTS INFORMATION THOMAS & BETTS INFORMATION 1 ENABLE THIS FEATURE Y (Y N) 2 DMI DATABASE ID ALLSUP CATALOG # SELECTION 3 CTLG # FIELD CODE (CODE DESC1 DESC2 SHORT) POSITION IN FIELD 4 START 4 5 END 7 (0 = END OF FIELD) FIELD: The options on this screen determine if the feature is enabled, and if so, the information that is built into the Thomas & Betts file: ENABLE THIS FEATURE DMI DATABASE ID CATALOG# SELECTION Enter Y in this field to enable the Thomas & Betts feature. The DMI DATABASE ID is the identification code assigned by Thomas & Betts to its customers. Enter your DMI Database ID code in this field. The CTLG# FIELD determines which field from the item record will be used as the source for the Thomas & Betts Catalog ID #. The Catalog ID # can be d i d f h I C d D i i 1 D i i 2 h Sh C d 24
6 BUILDING DATA derived from the Item Code, Description 1, Description 2, or the Short Code. The POSITION IN FIELD START and END fields work in conjunction with the CTLG# FIELD field. Use the START and END fields to determine the portion of the Item Code, Description 1, Description 2, or Short Code (depending upon the setting of CTLG# FIELD) that is used as the Thomas & Betts Catalog ID number. Note: The catalog description is built from the item s Description 1, unless you choose Description 1 as the basis for the catalog number. If this is the case, the system uses the item s Description 2 for the catalog description. The Thomas & Betts file is created from information that is contained in the sales history files, it is recommended that sales history is built prior to building the Thomas & Betts file. PANDUIT INFORMATION PANDUIT INFORMATION 1 ENABLE THIS FEATURE Y (Y N) 2 DUNS NUMBER 0 CATALOG # SELECTION 3 CLTG # FIELD CODE (CODE DESC1 DESC2 SHORT) POSITION IN FIELD 4 START 0 5 END 0 (0 = END OF FIELD) FIELD: The options on this screen determine if the feature is enabled and the information that is built into the Panduit file: ENABLE THIS FEATURE DUNS NUMBER CATALOG# SELECTION Enter Y in this field to enable the Panduit feature. The DUNS NUMBER is the identification code assigned by Panduit to its customers. Enter your Duns number in this field. The CTLG# FIELD determines which field from the item record will be used as the source for the Panduit Catalog ID #. The Catalog ID # can be derived from the Item Code, Description 1, Description 2, or the Short Code. The POSITION IN FIELD START and END fields work in conjunction with CTLG# FIELD. Use the START and END fields to determine the portion of the Item Code, Description 1, Description 2, or Short Code (depending upon the setting of CTLG# FIELD) that is used as the Panduit Catalog ID number. Note: The catalog description is built from the item s Description 1, unless you choose Description 1 as the basis for the catalog number. If this is the case, the system uses the item s Description 2 for the catalog description. The Panduit file is created from information that is contained in the sales history files. It is recommended that sales history is built before building the Panduit file. 25
6 BUILDING DATA HUBBELL INFORMATION HUBBELL INFORMATION 1 ENABLE THIS FEATURE Y (Y N) 2 DUNS NUMBER 0 CATALOG # SELECTION 3 CLTG # FIELD CODE (CODE DESC1 DESC2 SHORT) POSITION IN FIELD 4 START 0 5 END 0 (0 = END OF FIELD) FIELD: The options on this screen determine if the feature is enabled and the information that is built into the Panduit file: ENABLE THIS FEATURE DUNS NUMBER CATALOG# SELECTION Enter Y in this field to enable the Hubbell feature. The DUNS NUMBER is the identification code assigned by Hubbell to its customers. Enter your Duns number in this field. The CTLG# FIELD determines which field from the item record will be used as the source for the Hubbell Catalog ID #. The Catalog ID # can be derived from the Item Code, Description 1, Description 2, or the Short Code. The POSITION IN FIELD START and END fields work in conjunction with CTLG# FIELD. Use the START and END fields to determine the portion of the Item Code, Description 1, Description 2, or Short Code (depending upon the setting of CTLG# FIELD) that is used as the Hubbell Catalog ID number. Note: The catalog description is built from the item s Description 1, unless you choose Description 1 as the basis for the catalog number. If this is the case, the system uses the item s Description 2 for the catalog description. The Hubbell file is created from information that is contained in the sales history file. It is recommended that sales history is built prior to building the Hubbell file. 26
6 BUILDING DATA ALLEN BRADLEY When you select Allen Bradley from the VMI menu, a screens similar to the following appears: Enable this feature... determines whether the VMI optional package is enabled on your system. If this option is set to: Y VMI optional package is enabled on your system. N VMI optional package is not enabled on your system. Duns Number Supplier ID... number by which Allen Bradley identifies you. This field can hold up to 20 characters.... identification code by which you identify Allen Bradley. Catalog # Selection CTLG # Field... determines the field in the Item record where you store the item code that Allen Bradley uses to identify your item. For example, Allen Bradley s item codes for one of your items is 847L. You entered 847L in the Desc 1 field for this item. Therefore, you would enter Desc 1 in the CTLG # Field. If you set this field to: Code Allen Bradley s item code includes characters in the Item field in the Item record, or your item code. Desc 1 Allen Bradley s item code includes characters in the Desc 1 field in the Item record. Desc 2 Allen Bradley s item code includes characters in the Desc 2 field in the Item record. Short Allen Bradley s item code includes characters in the Short Code field in the Item record 27
6 BUILDING DATA Position in Field (Start, End)... determines the start and end positions of your CTLG # field that make up Allen Bradley s item code. For example, Allen Bradley s item code for one of your items is 3M. Your item code for this item is 3M0024. Therefore, your CTLG # Field would be Code (representing that this information is taken from your item code), and your start and end positions would be 1 and 2, which refers to the characters 3 and M. SALES-HIST: BUILDING THE SQUARE D DATA FILE During a Sales History build, the system captures the item information (as determined by the VMI Company Options for Square D) and stores it in a P21 data file for Square D. Direct Shipment items, Lot Bill Header items, and Assembly Descriptive items are automatically skipped. When the file is built, the system first attempts to read the item information from the stock item file. If it cannot find the item record, the system attempts to read the item information from the catalog item file. If it fails in both cases (the item is a non-stock, non-catalog item), the item is accumulated. EDI-DOC: CREATING THE AIX FILES (HISTORY AND POS) The EDI-DOC module contains a special VMI option to build AIX files for VMI vendors. When you select the VMI option, a menu similar to the following displays. Each of these options is described on the pages that follow. BUILD SQUARE D POS INFORMATION FILE Use this option to transfer point-of-sale data from the P21 Square D data file (that was created during the Sales History build) to an AIX file. The AIX file can then be electronically sent to Square D. 28
6 BUILDING DATA Note: Transferring POS data is not part of the usual VMI process, but some VMI vendors demand this information of distributors who wish to participate in their VMI program. When you select the option to Build the Square D POS Information File, the system displays the following parameter screen. BUILD SQUARE D POS INFORMATION FILE VENDOR NUMBER 1 START 2 END VENDOR CLASS 3 START 4 END SALES LOCATION 5 START 6 END FIELD: The parameters on this screen allow you to limit the items that are built into the Square D AIX file. The system will include only those items that fall within the range of Vendor Numbers, Vendor Classes, and Sales Locations that you set up here. The file is built with a fixed record length of 264 bytes and padded with blanks when necessary. Each customer record in the file is followed by all sales records for that customer. The file is generated as /tmp/sqdvmi. When you are ready to build the file, press the [Enter] key at FIELD. The system displays the following message. Generating in "/tmp/sqdvmi", please wait... Once the system has finished generating the file, it prompts you to clear the Prophet 21 data file (the file generated during the Sales History build). CLEAR P21 SQUARE D POS INFORMATION? (Y N): If you choose to clear, only the information that was transferred from the Prophet 21 data file to the AIX file is cleared from the data file. If you choose not to clear, no information is cleared from the data file, and will be available for the next generation of the AIX file. 29
6 BUILDING DATA Square D Customer Record Layout Field Name P21 Data Size (bytes) Comments Purchaser ID Square D ID code for user 5 Entered by user Customer ID CID 13 Customer Name CBNM 35 Customer Addr. Line 1 CBA1 35 Customer Addr. Line 2 CBA2 35 Customer City CBCI 19 Customer State/Prov. CBST 2 Customer Country Code US 2 Always US for United States Customer Zip Code CBZP 9 Strip - if found in zip code Customer Phone # CTEL 21 Customer Fax # AFAX 21 From bill-to record in CSAUXD Customer Industry Code CSIC 6 Customer Rebate Indicator N 1 Always N for no Data Source 2 1 Always 2 for indirect Transaction Type C 1 Always C for customer Filler Blank 58 30
6 BUILDING DATA Square D Sales Record Layout Field Name P21 Data Size (bytes) Comments Purchaser ID Square D ID code for user 5 Entered by user Customer ID CID 13 Invoice Number OIBR&2 - ZIDN 22 Order#-Shipment# Invoice Date ZIND 8 Format CCYYMMDD Square D Catalog # ICOD or IDS1 34 Depends on user setting Square D Catalog Description IDS1 or IDS2 30 Depends on user setting UPC Number IVEN - IDCI 30 Vend # - Item # Invoice Unit Quantity ZIDQ 7 ALWAYS positive (even for returns) no decimals, only integer, right justify and pad with zeros. Extended Purchase Price ZISC 9 Really cost, 7 places to the left of decimal, plus 2 decimals places (do not store decimal), right justify and pad with zeros. Customer PO Number OCPO 22 Promise Date ORQD 8 Customer ID -2 Blank 13 Record Type 1 or 2 1 1 = Reg Order, 2 = Cust Ret Data Source 2 1 Always 2 for indirect Filler Blank 2 Transaction Type S 1 Always S for sales record Extended Rebate Amount Blank 8 Always blank Debit Memo Number Blank 7 Always blank Filler Blank 43 31
6 BUILDING DATA BUILD SQUARE D SALES HISTORY DATA Use this option to transfer historical data from the P21 Square D data file (that was created during the Sales History build) to an AIX file. The AIX file can then be electronically sent to Square D. When you select the option to Build the Square D Sales History File, the system displays the following parameter screen. BUILD SQUARE D SALES HISTORY DATA VENDOR NUMBER 1 START 2 END VENDOR CLASS 3 START 4 END SALES LOCATION 5 START 6 END PRODUCT GROUP 7 START 8 END FIELD: The parameters on this screen allow you to limit the items that are built into the Square D Sales History AIX file. The system will include only those items that fall within the range of Vendor Numbers, Vendor Classes, Sales Locations, and Product Groups that you set up here. Data from the last 24 months is built into the AIX history file. This information is taken from the Prophet 21 System s Who-Bought-What files. There is one line of information in each record, 362 bytes long. Each record contains the item header information (Location, Stock Indicator, Square D Vendor Code, Square D Product Code, and Square D catalog number). The next fields contain the Sales History for the item (the number of times the item was sold, a positive or negative quantity sign, and the quantity sold). This is repeated 24 times (once for each month of history). The file is generated as /tmp/sqdhist. When you are ready to build the file, press the [Enter] key at FIELD. The system displays the following message: Generating in "/tmp/sqdhist", please wait... Finished. Press any key... Press any key to return to the EDI-DOC menu. 32
6 BUILDING DATA Square D Sales History File Layout Field Name Size (bytes) Distributor Location 4 Distributor Stock Indicator 1 Square D Vendor Code 6 Square D Product Code 5 Square D Catalog # 34 Number of lines sold in the month 6 Sign (+ or -) 1 Quantity sold in the month 6 BUILD SQUARE D SALES HISTORY DATA FROM REAL-TIME SALES HISTORY Square D point-of-sale reporting can now gather data from the Real-Time Sales History module. An AIX file of this information can be generated that matches the record layout of the AIX file generated on Acclaim systems not using Real-Time Sales History. This file can then be electronically sent to Square D. The Square D options can be accessed via the EDI Documents/VMI menus: 33
6 BUILDING DATA Choose the Square D POS Info File option to display the following screen: Date Start/End... range of dates from which sales history information is reported. The system defaults to the beginning and end dates of last month, but any date range can be entered. Vendor Number Start/End Vendor Class Start/End Sales Location Start/End SQD Purchaser ID Catalog # Location Square D POS Range Start/End... range of vendors whose information is reported.... range of vendor classes whose information is reported.... range of sales locations whose sales history information is included in the report.... defaults to the Purchaser ID value found in the Company/Packages/VMI/Square D option.... displays the field that holds the Square D catalog number.... holds the start and end positions of the Square D catalog number within the field displayed in the Catalog # Location field. It is optional to complete these fields. This parameter screen displays the default values saved in the Company/Packages/VMI options. When the fields are complete and [F2] is pressed, the system reads Acclaim Real-Time Sales History and the required date information from order line-item information. An AIX file (/tmp/sqdvmi) is generated with the same record layout as is used in the Acclaim 9.1 version of the system. 34
6 BUILDING DATA BUILD THOMAS & BETTS SALES HISTORY DATA Use this option to create an AIX file (filename:/tmp/tnbhist ) from the Thomas & Betts sales history information. The AIX file can then be electronically sent to Thomas & Betts. When you select the option to Build Thomas & Betts Sales History Data, the system displays the following parameter screen. BUILD THOMAS & BETTS SALES HISTORY DATA 1 GENERATION DATE 04/02/96 (MM/DD/YY) VENDOR NUMBER 2 START 3 END ZZZZZZ VENDOR CLASS 4 START 0 5 END 99 SALES LOCATION 6 START 0 7 END 9999 PRODUCT GROUP 8 START 0 9 END 9999 FIELD: The parameters on this screen allow you to limit the items that are built into the Thomas & Betts Sales History AIX file. The system will include only those items that fall within the range of Vendor Numbers, Vendor Classes, Sales Locations, and Product Groups that are entered here. The following message will display while the system is building the file. The completion message will display when the build is finished. Generating in "/tmp/tnbhist", please wait... Finished. Press any key... The file is generated as /tmp/tnbhist, and will have the following layout: 35