CODES File Editor Changes

We’ve added an annotation feature to the CODIS file editor. At the initial prompt we explain how/when field notes will be displayed in the editor.

The prompt ‘A, C, D, L, E’ prompt has been changed. We’ve included a manager log to display changes to the code type and added additional text to better describe each of the other options.

Field notes are automatically displayed when adding a new codes record. Field notes are automatically displayed when changing a specific field of a codes record.

As indicated, field notes are NOT displayed by default for ‘C, D, L’ options. Add ‘/N’ to the option to display the field notes.

Here’s an example of field notes when adding an ‘OT’ (order type) codes record.

Here’s an example of field notes when changing an ‘OT’ (order type) codes record, field 5.

Here’s an example of field notes when changing an ‘OT’ (order type) codes record, field 38.

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Validating an External List of Parts in the Product File

If you have a list of part numbers and you want to make sure they are all setup in your product file then you can use the ‘/VP’ option within Product Stock Inquiry to validate each number. The external file should contain the manufacturer and part number and be csv (comma separated value). If you’re part numbers are all the same manufacturer then you can leave the manufacturer out of the external csv file.

While in Product Stock Inquiry and at the part number prompt type ‘/VP’ <enter>.

Enter the filename containing the part numbers to be validated. By default, the feature will display any part numbers NOT found/validated. Add a ‘/F’ to the filename to display ONLY those part numbers FOUND. Add a ‘/B’ to display all parts numbers .

Enter the column number where the program can find the manufacturer code of each part number. If you’re file only has part numbers AND they are all the same manufacturer then you can enter a ‘fixed’ value (example – BS/F = BS fixed).

Enter the column number where the program can find each part number.

The following display is the default, showing ONLY those part numbers NOT found/validated.

The following display is the ‘/F’ option, showing ONLY those part numbers found/validated.

The following display is the ‘/B’ option, showing ALL part numbers.

Several options are available when the popup displays. For example, ‘//P’ prints the data (filename POPUP.LST) in the popup AND creates a csv file (filename POPUP_LST.CSV) of the data in the popup.

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Backorder Processing Codes

Backorder processing codes as defined within Customer File Maintenance determine how a customer’s backorders will be processing/released when they become available. Set the customer’s backorder processing code on screen 5, line 4 within Customer File Maintenance.

Backorder processing/release happens during order entry (W/new order) or during the running of the backorder release program (BO-rel). It’s typical for a scheduled running of the backorder release program to occur for backorders that exceed a specific value or have been shippable for an extended period of time.

The backorder processing code options are -

Processing code ’1′ will release backorders during the running of the backorder release program (BO-rel) or during order entry (W/new order) if the user specifically opts to do so (NOT blind mode).

Processing code ’2′ will release backorders during order entry (W/new order) if the user specifically opts to do so (NOT blind mode) and NOT during the running of the backorder release program (BO-rel).

Processing code ’3′ will release backorders during the running of the backorder release program (BO-rel) and NOT during order entry (W/new order).

Processing code ’4′ will NOT release backorders during the running of the backorder release program (BO-rel) and NOT during order entry (W/new order). All backorders are held until specifically released by the running of the backorder release program for the specific customer or from backorder edit (#8 in the Order Entry Functions menu).

Processing code ’5′ will release backorders during the running of the backorder release program (BO-rel) or during order entry (W/new order) if the user specifically opts to do so (NOT blind mode). Each backorder will be placed on a separate pick ticket (relative to the original order).

Processing code ’6′ will release backorders during order entry (W/new order) if the user specifically opts to do so (NOT blind mode) and NOT during the running of the backorder release program (BO-rel). Each backorder will be placed on a separate pick ticket (relative to the original order).

Processing code ’7′ FORCES all orders to default to backorder entry. No pick ticket is created even when stock is available. This option is useful when you want to hold all orders from the customer and release on a specific day or time (cycle shipping).

Processing code ’8′ will release backorders during the running of the backorder release program (BO-rel) or during order entry (W/new order) without the user specifically opting to do so (blind mode in affect).

Processing code ’9′ will release backorders during order entry (W/new order) without the user specifically opting to do so (blind mode in affect) and NOT during the running of the backorder release program (BO-rel).

Processing code ’0′ will release backorders during the running of the backorder release program (BO-rel) or during order entry (W/new order) without the user specifically opting to do so (blind mode in affect). Each backorder will be placed on a separate pick ticket (relative to the original order).

Processing code ‘A’ will release backorders during order entry (W/new order) without the user specifically opting to do so (blind mode in affect) and NOT during the running of the backorder release program (BO-rel). Each backorder will be placed on a separate pick ticket (relative to the original order).

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Non-returnable RMA Items

When creating a RMA (return merchandise authorization) you can validate the items were actually purchased from you within a defined period. If you find that the item was not purchased from you in the defined period then you have the ability to have the system add a message line to the RMA stating that the item is ‘Unable to return due to insufficient purchases’.

When the following message is displayed then type a ‘\’ to NOT accept the return and add the message. Pressing the <enter-key> will accept the item for return.

Here’s an example of the ‘Unable to return’ message.

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Primary Stock Location Change

We’ve changed where the primary stock location of an item is stored. We previously stored the primary stock location of an item in field 45 of the ‘STOCK’ file record. We are now storing the primary stock location of an item in the ‘STKLOC’ file with a ZAB sequence of ’0′ (zero).

The following screen shot displays the primary stock location of the item. Field 4 of the record being a ‘zero’ defines this as the primary location whereas field 4 being anything other than a zero would define an alternate/auxiliary location for the same item/part.

If you have any automated processes or reports that lookup/update the primary stock location of an item then please make the necessary changes to lookup the primary stock location in the ‘STKLOC’ file making sure you select the item with a ZAB sequence of ’0′ (zero in field 4 of the STKLOC record).

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Retaining Price on a Backordered Item Even if Superseded

We’ve added a new order option that will allow retention of a customer price on an item even if the item is superseded. For example, a customer orders part number 1234 at $2.00. Part number 1234 is backordered then subsequently superseded to part number 5678 which should sell to the customer at $2.50. Even though we recommend re-pricing’ backorders since the price difference can be substantial, the new option of ‘b (that’s a lower case “b” preceded by a single quote as in ‘b) will price the superseding part of 5678 at $2.00 (the original price of part number 1234).

The option can be set at order entry time for the current order only or as a default in the customer record for those customers you wish to always lock-in the backorder price, even when the item is superseded. It may be something to consider for mass merchants or very large customers that won’t pay a price other than the price they were originally quoted (expected to pay).

 

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Using ‘Missing On-hand’

When an item that is supposed to be in stock and available has been allocated on an order but cannot be located, CODIS can put the missing allocated quantity into the “missing on-hand” field in the respective stock file record.  This reduces the available quantity of the item and thus may prevent allocation to another order or the release of the backorder that’s being created from the current order the next time a backorder allocation runs, thus preventing another trip to the bin for the “missing” item.

Using the “Missing On-hand” feature in CODIS requires some setup to be done before it becomes functional. 

Step 1 is to edit field 51 of the “Client Options” codes record to “Y”.


Step 2 is to add a “TX” codes record similar to the one below, except using your GL account for “Inventory” instead of the one indicated in the screenshot.


Setup is complete. Now, when you finalize an order (via Pick Ticket Exceptions/Invoice) and you change the actual quantity shipped to something less than the quantity that was allocated, CODIS will add the difference to the ‘Missing On Hand’ field in the Stock File, it will also leave that quantity allocated and therefore it will not show as ‘available to ship’.

You can override this behavior by typing ‘MO’ at the ‘Verify’ prompt. You will want to do this override if you intentionally ship less than what was allocated (part number in short supply).


To get a listing of items with a “missing on-hand” you can use the “/MO” option in Product Stock Inquiry.


Enter the shipping warehouse you want to list. Enter the manufacturer code you want to list or “/ALL”.


A report can be printed from the display by typing “//P” <enter> then selecting the printer.

When you either find or don’t find the missing quantity, you can update your stock file record by using the Inventory Adjustments program, 20/10 from the main menu. The transaction code you enter at the “TXN” prompt will be “MIS” (the new code you added in step 2).


The item in the screenshot shows a ‘Missing On Hand’ quantity of 1 and a ‘On Hand’ quantity of 1. When you physically check stock, you confirm that the part is missing. When you enter the ‘MIS’ transaction, the program asks ‘How many of the missing parts did you find?’. Since the part is in fact missing, you would enter ’0′.


The program informs you that the adjustment will be ‘-1′ and asks you to confirm. When you confirm, the program reduces the the ‘On Hand’ quantity, the ‘Allocated’ quantity and the ‘Missing On Hand’ quantity by 1.


The item in example 2 shows a ‘Missing On Hand’ quantity of 1 and an ‘On Hand’ quantity of 150. There could be one of several different resolutions for this condition.

When you physically check stock, you find 150 of the part in a different part of the warehouse (the order filler didn’t find them so he zeroed the item). In that case, when you make the ‘MIS’ adjustment you answer the question ‘How many of the missing part did you find?’ as ’1′. The program now reduces the ‘Missing On Hand’ quantity and the ‘Allocated’ quantity by 1 and it leaves the ‘On Hand’ quantity at 150.

When you physically check stock you find 0. In this case you would make the ‘MIS’ adjustment and answer the question ‘How many of the missing part did you find?’ as ’0′. This reduces the ‘Missing on Hand’ quantity, the ‘On Hand’ quantity, and the ‘Allocated’ quantity by 1. Next you make an ‘ADJ’ adjustment for ‘-149′ to reduce the ‘On Hand’ quantity to 0.

When you physically check stock you find none in the primary location, but you find 50 somewhere else in the warehouse. In this case you would make the ‘MIS’ adjustment and answer the question ‘How many of the missing part did you find?’ as ’0′. This reduces the ‘Missing on Hand’ quantity, the On Hand quantity, and the Allocated quantity by 1. Next you make an ‘ADJ’ adjustment for -99 to reduce the On Hand quantity to 50.

 
 

 
 

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Change to Ship Confirmation Process

We’ve made a change to the ‘Ship Confirmation’ screen, changing what was previous a ‘F’ for finish to an “I’ for invoice. To provide for backward compatibility we are temporarily respecting the ‘F’ and treating as if you entered an ‘I’. If you have any external processes that look specifically for ‘F’ then you should modify them as soon as possible to avoid any interruption of correctly processing the ship confirmation. The change is to provide a clear indication of what is happening in the ship confirmation process.

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Charging Freight Charges to a Customer’s ‘Special Freight Account’

When a customer requests that outgoing freight charges be billed to their own UPS/FEDEX/ etc. freight account then CODIS will pass the customer’s freight account information to your manifest system. To correctly set the account up to accomplish this requires you add the appropriate flags to the customer’s account.

In Customer File Maintenance, screen 2, line 14 set the appropriate flag.

The program prompts for the customer special freight account number (UPS is being used as a generic description – enter the customer shipper account even though it may not be a UPS account).

On screen 6, line 1 set the ‘H’ as a default order option. This prevents CODIS from adding freight charges to the customer’s invoice that are passed back from your manifest system.

NOTE – DO NOT USE THE DEFAULT ORDER OPTION OF ‘P’. Previously, a default option of ‘P’ would accomplish the same result HOWEVER use of the ‘P’ will NOW result in no special freight account information being passed to your manifest system and no freight charges will be added to the customer’s invoice. This change allows you to ship an order to the customer as a true PREPAID order (not charging the customer’s special freight account and not adding the freight charges to the customer’s invoice) when making use of the ‘P’ at order entry time or in your freight policy.

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Displaying Child Warehouse Inventory

The displaying of child warehouse inventory as a default in Product Stock Inquiry has been changed. We’ve added option ‘/CW’ to toggle the display of child warehouse inventory.

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