Exception Processing

In the event that transactions do not pass the validation done by the Forecast Shipments Program (IC140E) and/or the Billing Program (IC110E), users will be required to make manual updates to the MAC-PAC database for those transactions.  All transactions that do not pass validation in these two programs are printed on exception reports generated by the two programs.  Do not lose the exception reports.  These reports are your only record of what transactions the programs attempted to write to the MAC-PAC database.

It is recommended that users make manual updates to the MAC-PAC database based on the information on the Billing Exception Report.  In this section, it is assumed that the information contained in the Billing Transaction File (IC110AP1) and on the Billing Exception Report is more recent and more accurate than the information on the Forecast Shipment Transaction File (IC140AP1) and on the Forecast Shipment Exception Report.  The Billing Exception Report indicates whether both shipment transactions and their corresponding billing transactions were successful.  It also shows users which billing transactions had no corresponding shipment transaction.

If the Billing Program is not being used, the Forecast Shipment Exception Report should be used

Below are some possible error scenarios and the actions that should be taken for each scenario:

1.   An error occurs on a forecast shipment transaction when the Billing Program (IC110E) is not installed.

a.   You should review the error message(s) associated with the transaction on the Forecast Shipment Exception Report and resolve all problems with invalid data values.  Once all problems are resolved, enter an inventory adjustment in MAC-PAC's Inventory Control module for the item and quantity on the report.  Be sure to use the company, warehouse, stock location, and lot number that are listed on the report.  Use the default balance type stored on Reference File category D26.  Use an adjustment code that has an adjustment type of A and has the same attributes as the default adjustment code on Reference File category D26 (i.e. inventory/value reduction flag, update part state. flag, update customer state. flag).  Use the stockkeeping unit of measure code for the part (stored on the Part Master File) as the adjustment unit of measure.

2.   An error occurs on a forecast shipment transaction and the billing transaction is successful.

a.   Review the error message(s) associated with the transaction on the Billing Exception Report and resolve all problems with invalid data values.  The Billing Exception Report indicates when Forecast Shipment transactions have failed by displaying the following error messages:

MPC2484 INVLD FCST SHIP ‑ PERFORM MANUAL INV UPD

MPW0931 MATCHING LINE NOT FND ON FCST SHIP FILE

Once all problems are resolved, enter an inventory adjustment in MAC-PAC's Inventory Control module for the item and quantity on the Billing Exception Report.  Be sure to use the company, warehouse, stock location, and lot number that are listed on the report.  Use the default balance type stored on Reference File category D26.  Use an adjustment code from Reference File category 432 that has an adjustment type of A and has the same attributes as the default adjustment code on Reference File category D26 (i.e. inventory/value reduction flag, update part state. flag, update customer state. flag).  Use the stockkeeping unit of measure code for the part (stored on the Part Master File) as the adjustment unit of measure.

3.   An error occurs on the billing transaction, the forecast shipment transaction is successful, and there are no discrepancies between ship quantities on the forecast shipment transaction and the Billing transaction.

a.   Review the error message(s) associated with the transaction on the Billing Exception Report and resolve all problems with invalid data values.  Once all problems are resolved, enter invoice information in the Invoice Entry Program in MAC-PAC's Accounts Receivable module for the item, quantity, and extended amount on the report.  If the entire invoice was invalid (i.e. all transactions for the shipper number were in error), a new invoice should be entered using the shipper number as the invoice number.  If only some of the transactions for the invoice were invalid, new lines should be added to the existing invoice for the invalid transactions.

4.   An error occurs on the billing transaction, an error occurs on the forecast shipment transaction, and there are no discrepancies between ship quantities on the forecast shipment transaction and the billing transaction.

a.   Refer to steps 2a and 3a.

5.   A discrepancy exists between ship quantities on the forecast shipment transaction and the Billing transaction when both transactions were otherwise valid.

a.   When this condition occurs, one of the following messages is displayed in the Billing Exception Report:

MPC3360 FORECAST SHIPMENT QTY GREATER    BY nnnnnn

MPC3360 FORECAST SHIPMENT QTY LESS           BY nnnnnn

The messages signify that there is a discrepancy between the ship quantity recorded at shipment time and the ship quantity recorded at billing time.  If no other messages exist on the Billing Exception Report for the same shipper number, then you must update the inventory balance for the item in MAC-PAC by making a positive or negative inventory adjustment for the amount on the error message (nnnnnn) in MAC-PAC's Inventory Control module.

Be sure to use the company, warehouse, stock location, and lot number that are listed on the Billing Exception Report.  Use the default balance type stored on Reference File category D26.  Use the stockkeeping unit of measure code for the part (stored on the Part Master File) as the adjustment unit of measure.  Use an adjustment code from Reference File category 432 that has an adjustment type of A.  Also, an adjustment code with an inventory addition flag equal to Y should be used if the error message reads QTY GREATER BY nnnnnn.  An adjustment code with an inventory reduction flag equal to Y should be used if the error message reads QTY LESS BY nnnnnn.

6.   A discrepancy exists between ship quantities on the forecast shipment transaction and the billing transaction when the billing transaction was invalid and the forecast shipments transaction was successful.

a.   This condition occurs when errors exist for a shipper number that include the error message MPC3360 as well as other error messages.  To resolve the problem, users should do the same as in both 5A and 3A.

7.   An invoice has failed to be created in the Batch Open Item Post Program (AR090P).

a.   Review the error message(s) associated with the transaction on the Batch Open Item Post Error Report and resolve all problems with invalid data values.  Once all problems are resolved, enter the invoice in the Invoice Entry Program in MAC-PAC's Accounts Receivable module.  Enter all information displayed on the Batch Open Item Post Error Report.