DOCUMENTATION UPDATES Date Description Where Changed 10/29/99 Replaced the Shipping Group screen and revised the text to display and indicate the revised column, Printer Port (or Q ueue), which allows you to print shipping papers and auxiliary picking lists to an AIX queue. 10/13/99 Revised the text in this appendix to indicate that the system will not invoice an order when the order's invoice batch has not been specified, and that customer returns are automatically assigned invoice batch 99. Previously, the manual referred to an invoice group instead of an invoice batch. 6/30/99 Added an "Important!" note and tip box describing how to reallocate a received item to free stock or another customer order. Dispositions B and C do not have to be assigned to accomplish this. Print Group Shipping Papers section (page 15) Appendix 1: Why Customer Orders Will Not Invoice (page 98) "Ship Edit" chapter, in the "Edit an Item" section (page 43)
SHIPPING AND INVOICE PROCESSING SHIP SHIP EDIT INVOICE INVOICE RECALL ii
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 may 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 to find which manual describes a specific module, job, or function. 7/17/00 Prophet 21 Acclaim Version 10 The Prophet 21system 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 SHIP 7 General Information 7 Main Menu 9 Shipping Paper Printing 10 Print Shipping Papers by Location 11 Print Group Shipping Papers 14 Group Shipping Papers Options 15 Shipping Paper Samples 21 Shipping Paper: Sample 21 Pick-Up and Deliver Purchase Order: Sample 23 Bill of Materials: Sample 24 `Work Order: Sample 25 Reprint Shipping Papers 26 Print/Reprint Customer Pick-Up Picking Tickets 27 Print Order Acknowledgment Papers 27 Order Acknowledgement Paper: Sample 28 Print a Shipping Register 29 Set Shipping Defaults 31 Appendices 32 Appendix 1: Unpriced or Uncosted Items 32 Appendix 2: Pick and Hold Shipments 32 Appendix 3: Why Shipping Papers Will Not Print 33 Appendix 4: Why Shipping Papers Cannot Be Reprinted 34 Appendix 5: Limitations in Shipments for a Line Item 34 2 SHIP EDIT 35 Main Menu 36 Edit a Shipment and/or Confirm a Shipment 37 Edit an Item 41 iv
Indicate a Shipment of a Substitute Item 44 Add an Item 45 Cancel a Shipment 46 Print an Unconfirmed Shipments List 47 Full List of Unconfirmed Shipments: Sample 49 Print a Confirmed Shipments List 50 Confirmed Shipments List: Sample 51 Print an Order Profit Exception Report 52 Order Profit Exception Report: Sample 53 Print a Shipment Confirmation Register 54 Print a Range of Requested Shipping Labels 56 Specify and Print a Single Shipping Label 57 Shipping Label: Sample 58 Set Ship Edit Defaults 58 Appendices 59 Appendix 1: Why Customer Shipments Cannot Be Confirmed 59 Appendix 2: Why Customer Pick and Hold Tickets Cannot Be Edited 60 3 INVOICE 61 Consolidated Invoices 61 Main Menu 65 Invoice Printing 66 Print Invoices by Order Number 67 Print Invoices by Customer 68 Print Invoices by Zip Code 68 Print Invoices by Invoice/Receivables Group 69 Sample Invoice 72 Sample Invoice with Quebec Language Laws 72 Reprint Invoices 78 Printing Invoice Registers and Sales Journals 79 Print the Daily Invoice Register and Sales Journal 79 Deposit Information 82 Daily Invoice Register Summary 83 Print the Monthly Invoice Register and Sales Journal 90 v
Set Invoice Defaults 98 Appendices 98 Appendix 1: Why Customer Orders Will Not Invoice 98 Appendix 2: Costing of Line-Items During Order Entry and Invoicing 100 4 INVOICE RECALL 101 Getting Started 101 Main Menu 102 Reprint Invoices 102 Reprint Invoices by Invoice Number 103 Reprint Invoices by Customer 104 Reprint Invoices by Invoice Date 106 Reprint Invoices by a Range of Customers 108 Selective Reprint of Invoices 109 View Maintenance 110 View Invoice Screen 111 Listing and Report Options 111 Printed Invoice List by Invoice Number 112 Printed Invoice List by Customer 113 Printed Invoice List by Invoice Date 115 Purge Old Reprinted Invoices 117 Set Invoice Recall Defaults 117 vi
1 SHIP The Ship module handles the printing of shipping papers and order acknowledgment papers. Shipping papers are printed according to how the orders are to be processed - complete orders, partial orders, incomplete orders, and hold orders. The first time an order is processed, every item can be printed on the shipping papers. If the order is not complete, the shipping papers are printed with a PICK AND HOLD message. When subsequent material arrives, additional shipping papers are printed just for the additional material and are also printed with a PICK AND HOLD message. When the final material arrives to complete the order, shipping papers are printed for the entire order. An order on HOLD is not processed until explicitly released. You can print single shipping papers, shipping papers for a range of shipping routes, shipping papers for specific shipping routes, or shipping papers for deferred shipments. Shipping papers can be printed by location or by shipping group. Shipping Route #0 is reserved in the system for RUSH shipments. This route is continually checked, and shipping papers for RUSH shipments can be printed interspersed with the rest. Shipping papers can also be reprinted, if necessary. Reprinted shipping papers are marked ***DUP*** so as not to be confused with the originals. The printing of shipping papers can optionally be suppressed. Up to four additional copies of shipping papers can be printed as needed. An Order Acknowledgment can be sent to a customer to verify your receipt of their order. When printed, Order Acknowledgment papers are printed in order-item sequence. The format used is the same as that used for shipping papers, but with an ORDER ACKNOWLEDGMENT message printed. Additionally, all shipping activity is tracked in the Shipping Register and Pick and Hold Register. An entry is made into the Shipping Register whenever a shipping paper is printed for any branch. The Shipping Register can be printed at any time and then retained for future reference. GENERAL INFORMATION The shipping paper is a form that is used to print information about customer orders that are in various stages of readiness for picking and shipping. Depending on the status of the order, the shipping paper serves as: Order Acknowledgment Verifies receipt of the order and shows all items and quantities that have been ordered. 7
1 SHIP Pick and Hold Paper Tells warehouse personnel what material is available to be picked and set aside until the order, or item, is complete. Auxiliary Picking Ticket Shows warehouse personnel at a particular location what material must be picked to fill a customer order. The actual shipping paper will be printed at a central location. Shipping Paper Shows all items and quantities that are ready to be shipped. A copy of the shipping paper is sent with the material that is being shipped to the customer. PO Confirmation Shows what must be purchased to fill the order. When an item is to be picked up from a vendor (Disposition P for Pick-Up & Deliver) and taken to the customer with the remainder of the shipment, a PO Confirmation will print immediately following the actual shipping paper for the order. This serves as a purchase order for your vendor. The item and quantity that is being picked up is printed on the PO Confirmation. The status of the order determines what information is printed on the shipping paper and how the form is to be used. The system prints a message on the form indicating that it represents an Order Acknowledgment, Pick & Hold Ticket, Auxiliary Picking Ticket, Shipping Paper, or PO Confirmation. The Quotation modules and the Assembly optional software package also make use of the shipping paper form. Quotation The Quotation Paper format is the same as the shipping paper format. When quotations are printed, the system automatically labels them as quotations by printing the message **QUOTATION** across the form (in the area reserved for COD or Pick & Hold messages.) Some users prefer to make it easier to distinguish the Quotation form from their shipping papers. This can be done by having your forms printer print a separate batch of shipping papers with modified headings such as Quotation #, Quotation Date, etc. These forms are then used when printing quotations. Bill of Materials and Work Order The Assembly Optional Package optionally allows you to print components on shipping papers. If you do not want your customer to see all of the components that make up an assembly, you can suppress the printing of components on shipping papers. If this is done, the system automatically prints a Bill of Materials immediately following the shipping paper. A Bill of Materials prints in the same format as shipping papers. The message ***BILL OF MATERIALS*** is printed across the top to distinguish it from the regular shipping paper. The Bill of Materials can be optionally limited to include just the assemblies on the order. Otherwise, quantities are printed for every item. Costs, prices, and multipliers are suppressed. 8
1 SHIP The quantity picked for each component can be optionally included on the Bill of Materials. If so, the far left column holds the picked quantity for each component, the next column to the right shows the latest quantity backordered (if any), and the third column to the right shows the latest quantity shipped for each component. If Work Order Acknowledgment is required, Work Orders print after the Bill of Materials. Work Orders print in the same format as shipping papers. The message ***WORK ORDER*** is printed across the top to distinguish it from the regular shipping paper. Work Orders can be optionally limited to include just the assembly descriptive items and components. Otherwise, all the items on the order are shown. Work Orders indicate the total quantity ordered and the latest quantity allocated for each assembly component. Work Orders are given to your warehouse or shop personnel, and tell them how to make the final product. Work Orders indicate what items to use as components, how many to use, etc. As assemblies are finished, workers report how many they have completed, the labor hours involved, and the labor cost. Additionally, they may report changes in materials used. These include changes to component quantities, substitute quantities used, and extra items not on the original Work Order. These alterations may impact its eventual invoice price and cost. As you can see, the shipping paper is a multi-purpose form. Whenever shipping papers are printed, the system automatically labels them so that you can easily complete processing of customer orders. MAIN MENU If a location default has not been set during LOGON, choosing any option automatically displays the Shipping Default screen. The Print papers by location option is used to print shipping papers by location. This allows you to print shipping papers for a range of shipping routes, by specific shipping route(s), and for specific customer orders. The Print group option is used to print group shipping papers. This option only appears if shipping groups are being used and the location running the module is the Primary Shipping Location for the group. The Print deferred option is used to print deferred picking lists by location. Deferred Auxiliary Picking Lists stored in the deferred file print automatically. The Reprint option is used to reprint shipping papers. 9
1 SHIP The Print order option is used to print order acknowledgment papers. The Print CPU option is used to print picking tickets for customer pick-up orders by order number. The Reprint CPU option is used to reprint picking tickets for customer pick-up orders by order number. The Print register option is used to print a shipping register. You must be in Q-MODE to clear the register. The Defaults option is used to set the shipping defaults. SHIPPING PAPER PRINTING Shipping papers can be printed by location or by shipping group. You can print single shipping papers, shipping papers for a range of shipping routes, shipping papers for specific shipping routes, or shipping papers for deferred shipments. The Print Shipping Papers by Range of Route Numbers (shown on page 12 and page 16), Print Shipping Papers by Specified Route Number (shown on page 12 and 16), and Print by Order Number (shown on page 67and 17) screens use many of the same parameters. A description of these parameters follows. If you set the PROCESS RUSH SHIPMENTS parameter to Y, the system continually checks shipping route 0 (zero) and shipping papers for RUSH shipments are interspersed with the rest. If you set this field to N, rush shipments are held until you specifically print shipping papers for route 0. You can print up to four extra copies of each shipping paper. Enter the number you need in the NUMBER OF EXTRA COPIES parameter. This feature can be used when printing shipping papers for customers (e.g., the government) that require multiple copies. If you set the SUPPRESS PRINTING parameter to Y, shipping papers will not print (not even on your screen). The system will treat these shipments as if the shipping papers have been printed. Shipping papers for all orders that were entered within the STARTING and ENDING ORDER DATE parameters are included. By setting the STARTING and ENDING ORDER DATE fields to the current date, you can exclude shipments for backordered items that are filled from material receivings. These shipments can then be run in a batch after all receivings are entered. This will prevent multiple shipping papers for a large order that is gradually filled as material is received. By setting the RELEASE PARTIAL parameter to Y, you can print a particular shipping paper for a Pick and Hold order. Note: Shipping Route #0 is reserved for RUSH shipments. Shipping Route #99 prints shipping papers for material ordered at one branch but shipped from another branch. You should have a specific Shipping Route # for Customer Returns to control when they print. Customer Returns are not always printed on shipping papers and may, therefore, be "printed" to your screen. You are given the opportunity to ALIGN FORM if necessary. Alignment Options display. 10
1 SHIP After the initial run of shipping papers has been printed, if shipping papers are printing by shipping route(s), the system will pause and then automatically scan for more shipping papers to print. The Ship Print Cycle screen displays (shown on page 19). Special Parameters for Blanket, Rental, and Work Orders If you use the Blanket Orders, Rentals, and/or Assemblies optional package, the Print Shipping Papers by Range of Route Numbers, Print Shipping Papers by Specified Route Number, and Print by Order Number screens include some extra parameters. These are described below. Blanket Orders: The PROCESS BLANKET ORDERS parameter, which can be set to Y or N, determines whether shipping papers for blanket orders are included in the print session. The COMBINE BLANKET & NON-BLANKET parameter, which also can be set to Y or N, determines whether the blanket order items and regular order items are printed on the same shipping paper. Rentals: The PROCESS RENTAL ORDERS parameter, which can be set to Y or N, determines whether shipping papers for rental orders are included in the print session. Assemblies: The PROCESS WORK ORDERS parameter, which can be set to Y, N, or ONLY, determines whether shipping papers for work orders are included in the print session. If you set this field to ONLY, the system prints Work Orders and nothing else. This parameter defaults to Y. IMPORTANT: The option to PROCESS WORK ORDERS will not be available when reprinting shipping papers. PRINT SHIPPING PAPERS BY LOCATION Shipping papers print for the SHIP LOCATION specified in the Shipping Defaults. You can print shipping papers for a range of shipping routes, for specific shipping route(s), and for specific customer orders 11
1 SHIP PRINT A RANGE OF SHIPPING ROUTES PRINT SHIPPING PAPERS BY ROUTE NUMBER MM/DD/YY FIELD: 1 STARTING ROUTE 2 ENDING ROUTE 3 PROCESS RUSH SHIPMENTS (Y N) 4 NUMBER OF EXTRA COPIES (0-4) 5 SUPPRESS PRINTING (Y N) 6 STARTING ORDER DATE (MM/DD/YY) 7 ENDING ORDER DATE (MM/DD/YY) Using this option, shipping papers are printed for the shipping routes in the specified range. PRINT SPECIFIC SHIPPING ROUTES When you print shipping papers for a specific range of routes, the system pauses after the initial run of shipping papers and scans for more shipping papers to print. You can print shipping papers all day without reentering the shipping parameters. The time between scans is determined by the Ship Print Cycle option in the Company Record. If you don t specify a pause length, the system scans for shipping papers every two minutes. Two print parameter screens must be completed. The first screen prompts you to enter up to 15 different route numbers (which can be entered in any order, but must not contain any blank fields in between; start with field #1). PRINT SHIPPING PAPERS BY SPECIFIED ROUTE NUMBERS MM/DD/YY ROUTE# ROUTE# 1. 9. 2. 10. 3. 11. 4. 12. 5. 13. 6. 14. 7. 15. 8. FIELD: Once you have entered those for which you want to print shipping papers, press the [Enter] key to get to the Field prompt. Press [Enter] again to accept the screen and go to the next parameter screen. 12
1 SHIP PRINT SHIPPING PAPERS BY SPECIFIED ROUTE NUMBERS MM/DD/YY FIELD: 1. PROCESS RUSH SHIPMENTS (Y N) 2. NUMBER OF EXTRA COPIES (0-4) 3. SUPPRESS PRINTING (Y N) 4. STARTING ORDER DATE (MM/DD/YY) 5. ENDING ORDER DATE (MM/DD/YY) See the Shipping Paper Printing and Special Parameters sections (see page 11) for information on these and any additional parameters. PRINT BY ORDER NUMBER PRINT SHIPPING PAPERS BY ORDER NUMBER MM/DD/YY 1 ORDER# 2 RELEASE PARTIAL? (Y N S) 3 NUMBER OF EXTRA COPIES (0-4) 4 SUPPRESS PRINTING? (Y N) FIELD: Using this option, shipping papers are printed for the specified order. If the RELEASE PARTIAL parameter is set to S, the system will prompt for line item sequence number before proceeding to print. The following prompt appears after the Alignment Options screen. Ship branch 9999 Order # Customer 99999999 XXXXXX Seq #: 9999 Entering an order line item sequence number brings up the following screen. 13
1 SHIP ITEM XXXXXXXXXXXXXXXXXXXXXXXXXX DESC 1 XXXXXXXXXXXXXXXXXXXXXXXXXXX DESC 2 XXXXXXXXXXXXXXXXXXXX Q-ORD 99999999.99 Q-OPEN 99999999 Q-ALLO 99999999 1 SHP-QTY 99999999.99 Field: A ship quantity can be entered for each order line item by following this process. This feature will not work for blanket orders or assemblies. The Packing Basis of the order must be set to ORD, PART, or P-ORD. PRINT GROUP SHIPPING PAPERS Shipping papers are printed by Shipping Group. The Shipping Group is displayed for verification. The group can include up to 15 locations. The Primary Shipping Location is identified with as asterisk (*). The Primary Shipping Location for the group prints shipping papers for the entire group. Papers are printed on a location-by-location basis within the group. Auxiliary picking lists print for all the other locations in the group. PRINT TICKET is used to determine if shipping papers are to be printed. YES indicates that Auxiliary Picking Lists are to be printed for the location. Shipping papers are printed if the location is the Primary Shipping Location. No indicates that Auxiliary Picking Lists are not to be printed for the location. 14
1 SHIP DEFER indicates that Auxiliary Picking Lists are temporarily stored in a Deferred file to be printed when deferred Auxiliary Picking Lists are designated for printing. Shipping papers are stored in the deferred file if the location is the Primary Shipping Location. ITEMS determines how shipping papers are to be printed. LOC indicates that only items for the specified location are to be printed on the Auxiliary Picking Lists, or on the shipping papers if the location is the Primary Shipping Location. GRP indicates that items for all locations within the Shipping group are to be printed on the Auxiliary Picking Lists, or on the shipping papers if the location is the Primary Shipping Location. The Primary Shipping Location is automatically set to GRP. Printer/Port (or Q ueue) displays the printer port number or the name of the AIX queue where the system prints shipping papers and auxiliary picking lists. You need to enter this information on the Shipping Group Edit screen in the Company module. For more information on setting this option, refer to the Company Setup manual. STAT indicates the status of the printer as either BUSY or FREE. If the printer status is BUSY, the following message is displayed and you will be unable to continue. ERROR ASSIGNING PRINTER PORT# 999!! The TERMINATE response at FIELD displays the Group Shipping Papers options. GROUP SHIPPING PAPERS OPTIONS Shipping papers print for the SHIP GROUP specified in the Shipping Defaults. You can print shipping papers for a range of shipping routes, for specific shipping route(s), and for specific customer orders. 15
1 SHIP PRINT A RANGE OF SHIPPING ROUTES PRINT SHIPPING PAPERS BY ROUTE NUMBER MM/DD/YY FIELD: 1 STARTING ROUTE 2 ENDING ROUTE 3 PROCESS RUSH SHIPMENTS (Y N) 4 NUMBER OF EXTRA COPIES (0-4) 5 SUPPRESS PRINTING (Y N) 6 STARTING ORDER DATE (MM/DD/YY) 7 ENDING ORDER DATE (MM/DD/YY) Using this option, group shipping papers are printed for the shipping routes in the specified range. PRINT SPECIFIC SHIPPING ROUTES PRINT SHIPPING PAPERS BY SPECIFIED ROUTE NUMBERS MM/DD/YY FIELD: ROUTE# ROUTE# 1. 9. 2. 10. 3. 11. 4. 12. 5. 13. 6. 14. 7. 15. 8. 16. PROCESS RUSH SHIPMENTS (Y N) 17. NUMBER OF EXTRA COPIES (0-4) 18. SUPPRESS PRINTING (Y N) 19. STARTING ORDER DATE (MM/DD/YY) 20. ENDING ORDER DATE (MM/DD/YY) Using this option, shipping papers are printed for the selected shipping routes. Up to 15 shipping routes can be specified. [Esc] at a Route # prompt halts additional shipping route specifications. 16
1 SHIP PRINT BY ORDER NUMBER PRINT SHIPPING PAPERS BY ORDER NUMBER MM/DD/YY 1 ORDER# 2 RELEASE PARTIAL? (Y N S) 3 NUMBER OF EXTRA COPIES (0-4) 4 SUPPRESS PRINTING? (Y N) FIELD: Using this option, shipping papers are printed for the specified order. If the RELEASE PARTIAL field is set to S, the system will prompt for line item sequence number before proceeding to print. The following prompt appears after the Alignment Options screen: Ship branch 9999 Order # Customer 99999999 XXXXXX Seq #: 9999 Entering an order line item sequence number brings up the following screen: ITEM XXXXXXXXXXXXXXXXXXXXXXXXXX DESC 1 XXXXXXXXXXXXXXXXXXXXXXXXXXX DESC 2 XXXXXXXXXXXXXXXXXXXX Q-ORD 99999999.99 Q-OPEN 99999999 Q-ALLO 99999999 1 SHP-QTY 99999999.99 Field: A ship quantity can be entered for each order line item by following this process. This feature will not work for blanket orders or assemblies. The Packing Basis of the order must be set to ORD, PART, or P-ORD. 17
1 SHIP ALIGNMENT OPTIONS Alignment Options 1. Form alignment needed Use this option when your form needs an initial alignment at top-of-form. You will be prompted: ALIGN FORM, STRIKE ANY KEY WHEN READY... 2. No alignment necessary Use this option when you do not need to adjust your form`s alignment. Printing will start at the Customer Name and Address line. If you opted to have your Company Name and Address included, this should have already been printed. OPTION: Option #1 gives you the opportunity to align the forms. An appropriate ALIGNFORM message is presented. ALIGN FORM, STRIKE ANY KEY WHEN READY... SHIPPING PAPER PRINTING...PLEASE WAIT... When printing group shipping papers, each location in the group is listed, together with its designated Printer Port. The Printer Port indicates where the shipping papers/auxiliary picking lists will print for the location. The number listed is the P21 port number to which a dedicated line-printer is attached, or to which a terminal with a slave printer is attached. ALIGN FORMS... FOR LOCATION 9999 PRINTER PORT # 999 FOR LOCATION 9999 PRINTER PORT # 999 STRIKE ANY KEY WHEN READY... SHIPPING PAPER PRINTING...PLEASE WAIT... Option #2 assumes that the forms are aligned, and printing begins. SHIPPING PAPER PRINTING...PLEASE WAIT... At the end of printing, if shipping papers are printing by order number, and if the Advance/Reverse option is enabled in the Company Record, the system automatically advances the form so that the shipping paper/auxiliary ticket just printed can be torn off at the perforation. The system then reverses the form so that the alignment for the next shipping paper/auxiliary ticket is correct. Please note that the advance/reverse feature is not designed to advance/reverse after every shipping paper/auxiliary ticket prints. An appropriate ADVANCING message is presented. 18
1 SHIP SHIPPING PAPER ADVANCING... TEAR OFF WHEN FINISHED, THEN STRIKE ANY KEY TO CONTINUE... When printing group shipping papers, the printer port is identified. SHIPPING PAPER ADVANCING AT PRINTER PORT # 999 TEAR OFF WHEN FINISHED, THEN STRIKE ANY KEY TO CONTINUE... Note: Forms advance/reverse only works when your company has one branch or the printing of the company header is suppressed. Please note that forms advance/reverse only works with the Interchangeable Shipping Paper and Invoice formats. SHIP PRINT CYCLE After the initial run of shipping papers has been printed, the system will pause and then automatically scan for more shipping papers to print. This allows shipping to operate all day without having to reenter the shipping parameters. The time between scans is determined by the Ship Print Cycle option in the Company Record. The system automatically defaults to 2 minutes if no pause length has been specified in the Company Record. An Operator Halt ([Shift][?]) displays further Print Options. PRINT OPTIONS 1. Perform advance/reverse form. 2. Perform a form feed. 3. Scan for shipping papers. 4. Set the pause length in the print cycle. 5. Exit from printing shipping papers. OPTION: Option #1 automatically advances the form so that the shipping paper just printed can be torn off at the perforation. The system then reverses the form so that the alignment for the next shipping paper is correct. 19
1 SHIP Please note that the advance/reverse feature is not designed to advance/reverse after every shipping paper that prints. SHIPPING PAPER ADVANCING... TEAR OFF WHEN FINISHED, THEN STRIKE ANY KEY TO CONTINUE... Note: Forms advance/reverse only works when your company has one branch or the printing of the company header is suppressed. Please note that forms advance/reverse only works with the Interchangeable Shipping Paper formats. Option #2 performs a form feed and redisplays the Print Options. Option #3 scans for more shipping papers in the specified range of routes. The Ship Cycle screen is redisplayed. CAUTION! This option should not be used while receiving material. Option #4 allows you to set the pause length in the print cycle. PAUSE LENGTH (9M = minutes, 999S = seconds): The minimum PAUSE LENGTH in seconds is 1 second, and the maximum is 540 seconds. The minimum PAUSE LENGTH in minutes is 1 minute, and the maximum is 9 minutes. The value entered here overrides the pause length set in the Company Record. This newly entered value is only temporary. The value in the Company Record will be used if you were to exit and then reenter the module. Option #5 allows you to exit from printing shipping papers. The Shipping menu is redisplayed. The system prints order, backorder, and shipped quantities in terms of the order unit on shipping papers if you enable the company order processing option, Quantities in Terms of Order Unit, and if you set the corresponding alternate units display table for the item to ##. For more information about setting the alternate units display table, refer to the Multiple Units manual. The system shows the shipped quantity in terms of the SKU (if different than the order unit) beneath the item code and description with the prefix UNITS. 20
1 SHIP SHIPPING PAPER SAMPLES SHIPPING PAPER: SAMPLE The first time an order is processed, every item is printed on the shipping papers provided the Show All Items on 1st Ship/Inv option is set to SHIP or BOTH in the Company Record. If the order is not complete, the shipping papers are printed over with a PICK AND HOLD message. When subsequent material arrives, additional shipping papers are printed just for the additional material and are also printed with a PICK AND 21
1 SHIP HOLD message. When the final material arrives to complete the order, shipping papers are printed for the entire order. If printing shipping papers by shipping group, the Primary Shipping Location prints shipping papers for the entire group. Papers are printed on a location-by-location basis within the group. Auxiliary picking lists print for all the other locations in the group. The SHOW ALL ITEMS ON 1ST SHIP/INV option in the Company Record allows you to print a shipping paper showing all the items on the order to serve as an Order Acknowledgment. Using this option, the first shipping paper to print for an order includes all of the items on that order, including unshipped items. Order Acknowledgments can also be printed using the Print Order Acknowledgment option on the main menu. The SHOW ALL ITEMS ON 1ST SHIP/INV option in the Company Record does not affect this menu option. If sorted in bin location sequence, the items on the shipping paper print in ship location, source location, and bin location sequence. Bin location is prefixed either by the Ship Location, or by the Source Location, if the source location is not in the same shipping group as the ship location. An X in the code column indicates that a Pick-Up & Deliver Purchase Order confirmation will follow the printing of the shipping paper. Special character prefixes (i.e., "=" and "!" for assemblies) do not print on shipping papers. The asterisk (*) for non-stock items does print. ***ORDER COMPLETED*** may optionally print on shipping papers if there are no open items. The Order Complete option is set in the Company Record. Shipping papers show order quantities, allocated quantities, and shipped quantities for the descriptive item and the components of assemblies. For assemblies involving no labor, etc., if the printing of assembly components is suppressed on shipping papers, a Bill of Materials prints after the shipping paper. For assemblies requiring construction, Work Orders print after shipping papers or Bill of Materials. If enabled for Welding, shipping papers includes both gas and non-gas items. Returned cylinders print on shipping papers with the quantity noted in the backorder column. "RT" prints to the right of the quantity to indicate the return. 22
1 SHIP PICK-UP AND DELIVER PURCHASE ORDER: SAMPLE When the disposition of an item on a customer order is P for Pick Up and Deliver, the shipping paper will show an X in the code column. The X indicates that a Pick Up and Deliver Purchase Order Confirmation will print after the shipping paper. The message P&D PO CONFIRMATION is printed to distinguish the confirmation from the regular shipping paper. A PO requirement is not produced by a Pick-Up and Deliver disposition. Pick-Up and Deliver Purchase Orders are not entered into the Purchase Order file, nor is material received against them. They merely state what must be purchased to fill the order. 23
1 SHIP BILL OF MATERIALS: SAMPLE If the printing of components is suppressed on shipping papers, a Bill of Materials prints after the shipping paper. A Bill of Materials can be optionally suppressed for an assembly that has been work acknowledged. A Bill of Materials prints in the same format as shipping papers. The message ***BILL OF MATERIALS*** is printed across the top to distinguish the Bill of Materials from the regular shipping paper. The Bill of Materials can be optionally limited to include just the assemblies on the order. Otherwise, quantities are printed for every item. Costs, prices, and multipliers are suppressed. The quantity picked for each component can be optionally included on the Bill of Materials. In this case, the far left column holds the picked quantity for each component, the next column to the right shows the latest quantity backordered (if any), and the third column to the right shows the latest quantity shipped for each component. 24
1 SHIP `WORK ORDER: SAMPLE Work Orders print after shipping papers or Bill of Materials. Work Orders are used to direct the construction of assemblies that may undergo extensive processing between the time of order entry and shipping. Work Orders print in the same format as shipping papers. The message ***WORK ORDER*** is printed across the top to distinguish the Work Order from the regular shipping paper. Work Orders indicate for each assembly component the total quantity ordered and the latest quantity allocated. Work Orders tell what items to use as components, how many to use, etc. As assemblies are finished, workers report how many they have completed, the labor hours involved, and the labor cost. Additionally, they may report changes in materials used. These include changes to component quantities, substitute quantities used, and extra items not on the original Work Order. These alterations may impact its eventual invoice price and cost. Test delete this. 25
1 SHIP REPRINT SHIPPING PAPERS REPRINT SHIPPING PAPERS 1 STARTING SHIPMENT (NNNNNNN-NNNN) 2 ENDING SHIPMENT (NNNNNNN-NNNN) 3 NUMBER OF EXTRA COPIES (0-4) FIELD: ALIGN FORM, STRIKE ANY KEY WHEN READY... Shipping papers and Pick & Hold papers can be reprinted until the Shipping Register is cleared, Shipment Confirmation has been made, or the shipment has been invoiced. The repetition of a single shipment (STARTING SHIPMENT = ENDING SHIPMENT) is possible whether or not the Shipping Register has been cleared and/or the shipment has been confirmed. Shipping papers, regardless of how they were originally printed (by location or shipping group), can be reprinted under the Reprint Shipping Paper option. Shipping papers are reprinted in the original order of printing. Reprinting is driven off the Shipping Register. This register is scanned until the STARTING SHIPMENT is found and continues until the ENDING SHIPMENT is matched. Pressing [Esc] at the START and END prompts reprints all the papers in the Register. Reprinted shipping papers are marked **DUP** so as not to confuse them with originals. Front counter tickets and shipping papers for post orders can be reprinted by specifying a single order. Pick & Hold papers may only be reprinted through a range, where the Starting Shipment # is a shipping paper that appears on the Shipping Register before the Pick & Hold. You are given the opportunity to ALIGN FORM if necessary. Alignment Options display. 26
1 SHIP PRINT/REPRINT CUSTOMER PICK-UP PICKING TICKETS PRINT CUSTOMER PICK-UP PICKING TICKETS BY ORDER NUMBER MM/DD/YY FIELD: 1 ORDER# 2 RELEASE PARTIAL (Y N) 3 NUMBER OF EXTRA COPIES (0-4) 4 SUPPRESS PRINTING (Y N) The question RELEASE PARTIAL only occurs if the order calls for Complete Order or Complete Items. The format used is the same as that used for shipping papers, but with a user defined banner printed across the top of the form. The CUSTOMER PICK-UP BANNER is defined in the Company Order Processing Options. Reprinted customer pick-up picking tickets are marked **DUP** so as not to confuse them with originals. You are given the opportunity to ALIGN FORM if necessary. Alignment Options display. PRINT ORDER ACKNOWLEDGMENT PAPERS PRINT ACKNOWLEDGEMENT PAPERS 1 START ORDER 2 END ORDER 3 START ROUTE 4 END ROUTE FIELD: ALIGN FORM, STRIKE ANY KEY WHEN READY... Since the system will not print a shipping paper until material is available, an Order Acknowledgment can be sent to the customer before the material to verify your receipt of their order. Order Acknowledgments do not print for Customer Returns. If the Company Order Processing option, Order Acknowledgement Printing, is set to Y, you can print an order acknowledgement from order entry. For more information on this company option, refer to the Company Setup manual. For more information on printing an order acknowledgement from order entry, refer to the Order manual. 27
1 SHIP Order Acknowledgment papers print out all the items on an order in order-item sequence. They print in a format similar to shipping papers, with a message **ORDER ACKNOWLEDGEMENT** printed under the Ship-To address. Pressing [Esc] at the START ORDER prompts begins the printing with the next order in sequence (from the last printing of acknowledgment papers) and continue until the END ORDER. Order Acknowledgment papers can only be printed for the branch to which the location running the module belongs. You are given the opportunity to ALIGN FORM if necessary. Alignment Options display. ORDER ACKNOWLEDGEMENT PAPER: SAMPLE 28
1 SHIP PRINT A SHIPPING REGISTER If Q-MODE is enabled when this option is selected, the following screen appears after the Printer Options, allowing you to limit the Register to a specific branch: SHIPPING REGISTER FIELD: 1 SHIPPING BRANCH 9999 (# ALL) XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX The register can be printed for single or ALL branches, and prints after pressing [Enter] at the Field prompt. 29
1 SHIP BE CERTAIN THAT NO ORDERS ARE BEING SHIPPED USE DUE CAUTION IN "CL"EAR OF SHIPMENTS REGISTER... SHIPPING REGISTER CLEARED USE DUE CAUTION IN "CL"EAR OF PICK & HOLD SHIPMENTS ENTER SHIPPING CUT-OFF DATE... PICK & HOLD REGISTER CLEARED The Shipping Register is a report that is used to keep track of all shipping activity. It is also used by the Reprint option. An entry is made into the Shipping Register whenever a shipping paper is printed. The Shipping Register shows all shipments. There is a sequence number that is perpetually incremented as shipments are made. 30
1 SHIP An entry in the format 999999-9999-P indicates a Picking Paper. You must be in Q-MODE to clear the Registers. The invitation to CLEAR the Register is presented when the Register has finished printing. The Register is not cleared until you enter CL. The message SHIPPING REGISTER CLEARED is displayed to confirm clearing. The invitation to CLEAR Pick and Hold shipments is presented only after the Shipping Register is cleared. Entering SHIPPING CUT-OFF DATE deletes any Pick and Hold generated before or on a specified Cut-Off Date. The Register is not cleared until you enter CL. The message PICK & HOLD REGISTER CLEARED is displayed to confirm clearing. SET SHIPPING DEFAULTS SHIPPING DEFAULTS FIELD: 1 SALES LOCATION 9999 XXXXXXXXXXXXXXXXXXXXXXXXXX 2 SHIP LOCATION 9999 XXXXXXXXXXXXXXXXXXXXXXXXXX SHIP GRP 9999 XXXXXXXXXXXXXXXXXXXX BRANCH # 9999 XXXXXXXXXXXXXXXXXXXXXXXXXX 3 SHIP DATE MM/DD/YY (MM/DD/YY) If a location default has not been set during LOGON, the following message is displayed at the Field prompt and you will be unable to continue. LOCATION DEFAULT MUST BE SET BEFORE CONTINUING!!! SALES LOCATION indicates the location that placed the orders. When prompted for a Sales Location, you can browse the available sales locations and choose one from the list. If necessary, refer to the Browse manual for an explanation of browses. Order Acknowledgment papers and quotes use the Sales Location default to check for the correct printing branch. SHIP LOCATION indicates the location shipping the orders. When prompted for a Shipping Location, you can browse the available stocking locations and choose one from the list. If necessary, refer to the Browse manual for an explanation of the Stock Location Browse. The SHIP GROUP and BRANCH to which the Ship Location belongs are displayed. If the Ship Location is the Primary Shipping Location for the group, shipping papers for the entire group can be printed. Otherwise, shipping papers can only be printed for that location. 31
1 SHIP SHIP DATE is the date that you want to appear on shipping papers, but must be within 20 days of the current date. The Ship Date automatically defaults to the current date unless modified. APPENDICES APPENDIX 1: UNPRICED OR UNCOSTED ITEMS Shipments can be made with items that are unpriced or uncosted. In fact, the price or cost of Non-Stock items may be unknown at shipping time. A zero price or cost causes an entry to be made in an "unpriced/uncosted" file. An Unpriced/Uncosted List, derived from this file, can be printed in the Expedite Order module. Each shipped unpriced or uncosted item is printed on this list. If a shipment, confirmed and ready for invoicing, contains an unpriced or uncosted item, no invoice will be generated. This Unpriced/Uncosted List should be used when you are tracking down those orders that have been shipped, but will not invoice. When the shipment is ultimately priced and costed, an invoice will be automatically generated. APPENDIX 2: PICK AND HOLD SHIPMENTS The system lets you keep track of an order's status by printing Pick and Hold messages on shipping papers. A ***PICK AND HOLD*** message prints when allocated material does not complete an order. Thus, the Pick and Hold message indicates that additional material is required to complete the order. When additional material is allocated, a revised shipping paper prints. This shipping paper displays the newly allocated material. When the order is complete, shipping papers print for the entire order. When the packing instruction is ORD, a PICK AND HOLD will print when some, but not all, of the material is available for the entire order. When the packing instruction is IT-P or IT-C, a PICK AND HOLD will print when no item is complete and only partials of items are available. A regular shipping paper will print when one item for the order is complete. If the packing instruction is IT-P, the shipping paper will contain all other available material for the order. If the packing instruction is IT-C, the shipping paper will contain only complete items. There should be an area designated as a PICK AND HOLD area in the warehouse, so that the time to locate these customer orders that have been partially picked can be minimized. 32
1 SHIP PICK AND HOLD: SAMPLE APPENDIX 3: WHY SHIPPING PAPERS WILL NOT PRINT The system will not print shipping papers when: The customer requests that no partial shipments be made. In this case, the first time an order is processed, a shipping paper will be printed for partials and printed with **PICK AND HOLD**. When the final material arrives to complete the order, a shipping paper will be printed for the entire order. The customer is on order hold or credit hold. If the customer is on order hold, you will be able to release the order in the Order module, using the Editing option to release items. If the customer is on credit hold, the order must be validated. You can validate the order using the Expedite Order module, using the Validation option. See the Expedite Order module for more information on validating orders. Ten shipping papers have already been printed for this item on the customer's order. There is room in each order record for ten partial shipments (a Pick and Hold shipping paper will use one of these spots). Once the ten have been used, there is no more space for shipments until Sales History is built. Sales History is built monthly, so this is generally not a problem. The Pick and Hold Register is full. You should then print and clear the Pick and Hold Register. 33
1 SHIP You print your Customer Returns on the screen and answer YES to PROCESS RUSH SHIPMENTS. If RUSH Shipments are processed, shipping papers for Shipping Route #0 are printed interspersed with those for the chosen routes. Therefore, you will not get a hard copy unless you reprint shipping papers. If this was done accidentally, you can determine which orders these were by looking at the Shipping Register. On the right-hand side, in the Route column, find your Customer Returns Route # and see if there are any with Route #0. The order was in a different Shipping Route than what was specified. There is an assembly on the order and a work order has been printed, but the work order has not been confirmed in the Work Edit module. All Work Orders must be confirmed before the system allows shipping papers to print. APPENDIX 4: WHY SHIPPING PAPERS CANNOT BE REPRINTED The system will not reprint shipping papers when: If the Shipping Register has been cleared, you cannot reprint a range of shipping papers. You can, however, reprint them one at a time. If the shipment number is not entered after the order number (e.g., 1002561-3). APPENDIX 5: LIMITATIONS IN SHIPMENTS FOR A LINE ITEM There can be up to 16 shipments for each line item on a customer order. The 16 shipments can be Pick and Hold papers, Shipping papers, or a mixture of both. When 16 shipments have been made, no more shipments can be made for that line item until space in the Line Item Record is 'freed' by the system. Space in the Line Item Record is 'freed' as follows: For Pick and Holds, space is freed when the Pick and Hold Register is cleared. For Shipping, space is freed when Sales History is built for the invoiced shipment. If the line item is not shipped because all 16 shipments have been made, the system will automatically ship the item when space is freed, assuming that the shipment is within the given shipping parameters. 34
2 SHIP EDIT When the system ships customer orders, it assumes that the shipping department will, in fact, ship the orders. All orders that have been entered into the system and shipped must be confirmed before the system will allow the shipped orders to be invoiced. This helps to guarantee that the customer orders have indeed been physically shipped. The Ship Edit module allows Shipment Confirmation to take place. Shipment Confirmation is a process used to verify the shipment quantities of the items, and to add applicable freight, phone, and other miscellaneous charges. Shipment confirmation does not apply to Post and Front Counter orders, however. These orders are automatically confirmed when they are shipped. An Unconfirmed Shipments List and a Confirmed Shipments List can be printed to aid you in expediting those shipments that will not invoice. If an order has been shipped, but has not been confirmed, it will appear on the Unconfirmed Shipments List. Normally, you will always have a certain number of unconfirmed shipments because the warehouse has not yet picked the shipments; the shipments have been picked, but have not yet been confirmed; and the shipments are waiting for customers to pick them up. You can isolate these possible problems by investigating all of the orders that print on the Unconfirmed Shipments List. If an order has been shipped and confirmed, but has not been invoiced, it will appear on the Confirmed Shipments List. You can check this list to see whether the order is in an Invoice Batch that has not been invoiced, or if the order references an invalid Sales Tax Schedule. Additionally, the system keeps track of all shipment confirmation activity in the Shipment Confirmation Register. An entry is made into this register every time a shipped order is confirmed. The Shipment Confirmation Register can be printed on demand, and then retained for future reference. 35
2 SHIP EDIT MAIN MENU If a location default has not been set during LOGON, choosing any option automatically displays the Ship Edit Default screen. The Edit option is used to edit, confirm, or unconfirm a shipment. The Cancel option is used to cancel shipments. The Print register option is used to print a Shipment Confirmation Register. You must be in Q-MODE in order to clear the register. The Print exception option is used to print an Order Profit Exception Report. The Print unconfirmed option is used to print an Unconfirmed Shipments List. The Print confirmed option is used to print a Confirmed Shipments List (shipments that are ready to be invoiced). The Print label (range) option is used to print a range of requested shipping labels. The Print label (single) option is used to specify and print a single shipping label. The Defaults option is used to set ship edit defaults. 36