Data Setup

Reference File Categories

Several Reference File categories need to be considered before computer integrated distribution processing can begin.  Below is a list which highlights the important processing parameters on specific category records.  For more detailed information on each Reference File category, see the Common Features Reference File Categories Manual.  You can also check the Key Concepts section of the Order Processing and Purchasing User Manuals for a more detailed discussion of the processing impact of each category.

·     G60 - EDI Defaults.  This category contains default information used for electronic data interchange.  This category is required if any computer integrated distribution transactions use EDI functionality.  It also maintains tolerance percentages used for Purchase Order Acknowledgment and Receipt variance calculations.

·     G61 - Document Formats.  This category establishes valid print default preferences for computer integrated distribution documents.  Valid options are:  paper, electronic, both, or neither.

·     005 - Unit of Measure Codes.  This category contains information for unit of measure codes processed by the system.  The Translated Unit of Measure field is used to transfer unit of measure information for EDI transmitted documents.

·     007 - Country Codes.  This category contains information for all countries to be processed by the system.  Information entered in this category determines the processing policy regarding shipping information generated for customs officials.

·     410 - Order Processing Comment and Message Print Codes.  This category identifies where sales order comments can be printed and which comments will "transfer" to other related computer integrated distribution documents.  In order for comments to be carried over, the Requisition Print Code must be '1' (print on requisition).

·     412, 413, 447 - Order Processing System Defaults.  These categories establish policy guidelines for Order Processing transactions.  Especially important is the overreservation flag.  This flag needs to be set to N (no) for remote sourcing to be allowed.

·     450 - Shipment Type.  This category defines valid codes that identify the kind of shipment being processed.  Valid values are: W (warehouse ship), D (direct ship) and C (used for quote orders to defer the decision until the quote is converted into a sales order).

·     491, 492 - Purchasing System Defaults.  These categories establish policy guidelines for Purchasing transactions.  Direct distribution processes require that the requisition and receipt number assignment options must be set to auto or both.

Key Fields

Several field values need to be established for computer integrated distribution processing.  Below is a list of fields that impact the overall processing of CID transactions.  For a list of fields that impact specific components of CID, refer to the Key Concepts section of the Order Processing, Purchasing, and Electronic Data Interchange User Manuals.

·     EDI Customer Flag - This flag identifies whether EDI transactions can be received from and transmitted to a customer.  This is done for each customer on the Ship-to Customer Address file (ARADDRP).  This file can be maintained through the Customer Master Maintenance menu option.  Valid values are Y (yes) and N (no).

·     EDI Vendor Flag - This flag identifies whether EDI transactions can be received from and transmitted to a vendor.  This is done for each vendor on the Vendor Master file (APMASTP).  Valid values are Y (yes) and N (no).

·     Default Direct Ship - There are two default direct ship flags.  The default maintained for customers, is stored on the Ship-to Customer Address file (ARADDRP), which is maintained through the Customer Master Maintenance menu option.  The other default, related to vendors, is stored in the Vendor Master file (APMASTP).  The Default Direct Ship flag identifies whether the ship type on the sales order line will default to 'D' (direct ship).  The shipment type helps determine whether direct distribution transactions are allowed.

      The customer's Default Direct Ship flag decides whether items ordered by a customer can be sent directly to the customer from another source (vendor or remote site).  The vendor's Default Direct Ship flag identifies whether a vendor will accept receipt of direct ship purchase orders.  Valid values are Y (yes) and N (no).

      To have the sales order ship type default to 'D' (direct ship), both the customer and the vendor must have established that they want to take part in direct ship transactions.  If either the customer file or the vendor file contains a value that prohibits direct ship processing, the order will not use direct ship processing by default.

·     Allow Remote Sourcing Flag - There are two remote sourcing flags. The first is maintained for customers; it identifies whether items ordered by this customer can be sent from another source (vendor or remote site).  The other is related to items; it specifies whether a specific part can be obtained from an outside source (vendor or remote site).

-     Customer Master File (ARADDRP). 
Remote Source = Y (yes, allow remote sourcing for this customer's order).
Remote Source = N (no, this customer's orders cannot be remotely sourced).

-     Warehouse Balance File (IC140M)
Remote Source = Y (yes, allow this part to be remotely sourced).
Remote Source = N (no, do not allow remote sourcing for this part).

      When determining the source for an order line, both the customer and each item being ordered are considered.  To automatically initiate remote sourcing, the Allow Remote Sourcing field on the Warehouse Balance file must be 'Y' and the field on the Customer Master file must be 'Y'.  If either the customer or the item prohibit remote sourcing, the order line will not be remotely sourced.

·     Direct Distribution Flag - This field indicates whether or not this order will be shipped from the sales office to someone other than the transaction customer.  The field appears on the Function Select screen of the both the Sales Order and Quote Order Maintenance conversations.  Valid values are:

Y    Yes this order will be shipped to the end customer of a direct distribution relationship)

N    No this order is not part of a direct distribution relationship.  The items ordered will be shipped to the transaction customer).

·     Document Format Code - This field establishes the print options for the following direct distribution documents:  purchase orders, sales order acknowledgments, bills of lading, and invoices.  The default values for order processing transactions are established on the Customer Master files (ARCUSTP and ARADDRP); the default value for purchasing transactions is set up on the Vendor Master file (APMASTP).  A document format code also exists on Sales Order Maintenance, Shipping/Billing, Postbilling, and Invoice Consolidation screens, where the default value can be overridden.  Format options are defined on Reference File category G61.

Important Monitors

There are several MAC-PAC transaction monitors that effect computer integrated distribution transactions.  If these monitors are not active, your transactions will not be processed in a continuous flow.

·     EDI Purchase Order Generation (PO185E) - This monitor creates purchase orders to be used for remote sourcing by taking requisitions that cover sales orders and converting them to outbound purchase orders.  Also, for remotely sourced orders, it creates a link between sales orders corresponding purchase orders.

·     Immediate Invoice, BOL, and SO Acknowledgment Print (OP540E, OP690E, OP520E) - These monitors are important if you need to generate direct documents immediately in order to speed up the information flow.

·     EDI Sales Order Generation (ED140E) - This monitor generates inbound sales orders asynchronously.  It uses the EDI Sales Order Transaction files to validate and create sales orders, and print reports.  It also calls the Automatic Order Release program (OP630E) to perform credit checking and reserve inventory.

·     EDI Purchase Order Acknowledgment Update (ED100E) - This monitor is used to process inbound order acknowledgments.  It uses the EDI Purchase Order Acknowledgment Transaction files to validate acknowledgments, calculate variances, update purchase order and associated sales order information, and print reports.

·     EDI Purchase Order Receipts (ED120E) - This monitor generates purchase order receipts.  It uses the EDI Purchase Order Receipt Transaction files to validate and create purchase order receipts.  It also calculates the variance, updates the related purchase orders, and prints reports.

·           Electronic Data Collection (BC200E) - This monitor triggers Order Processing shipment processing as part of inbound receipts when the purchase order line being received against is associated with a specific sales order line.  It also allows the Shipping/Billing monitor (OP125E) to process shipments as part of inbound receipts.