Feature - Order Ship Status Auditing Report

Release Date - 7/14/16

The Order Ship Status Auditing Report is available under COP -> Processing -> Pick/Pack tickets & Ship Label -> Shipping -> Order Ship Status Auditing Report.

The feature gives the user the ability to reconcile EDI orders received, vs. Shipped Data Export. A batch of EDI orders are received from a trading partner. These orders are imported through COP -> Util-Setup -> Sales order import -> New sales order import. Most likely, during the import, the system will assign a range of order numbers for the EDI orders. In many cases, there can be 50 or 100 consecutive EDI sales orders from this account. To import 50 to 100 orders may take a little bit of time. In some rare situations, there can be another customer’s order in the middle of this range. In many situations, the orders that are imported are drop ship orders for consumers who purchase through the trading partner's website. The orders are evaluated and shipped directly if the items are in stock; possibly produced through a work order; back ordered if warehouse personnel know the inventory is coming within certain number of days to fulfill the order; or canceled the inventory won't be available within a reasonable amount of time. After processing the orders, the user will run COP -> Util-Setup -> Sales Order Export -> Shipped Data Export. This will cause the EDI ASN (Advanced Shipping Notice) be sent to the trading partner. The tracking number will be included with the ASN. From there, the trading partner will notify the consumer that the order is shipped and the tracking number associated with it.

Sometimes an exception can happen that will cause difficulty in reconciling what happened to the batch of orders. For example, there are 100 pick tickets printed for this account. However, when they perform “Shipped Data Export,” only 98 orders are exported. What happened? Where are the two missing order numbers? Currently “Shipped Data Export” does not provide that information, so it is difficult to investigate the issue.

The Order Ship Status Auditing Report clearly identifies the exceptions. The exceptions including the following:
a. Consumer decides to cancel the order after the pick ticket is already printed.
b. The order is deleted after the pick ticket is printed because they found out they can’t ship after all.
c. The order is not shipped (no manifest record) for whatever reason.
d. The manifest machine, for some reason, is not writing the manifest note to Elliott.
e. The order is not processed through shipping verification. Shipping verification is how we create UCC-128 labels. If the trading partner requires UCC-128 labels, then the order must be processed through shipping verification. Otherwise, the shipped data export will not export this order.

The Order Ship Status Auditing Report screen parameters should cover the same parameters as on the COP -> Util-Setup -> Sales Order Export -> Ship Data Export screen. In addition, it allows exporting the results to a CSV file.

Starting and Ending Customer Number – User can enter the customer for number. F7/F8 search is supported.
Starting and Ending Order Number – User can enter the range of the order number from EDI import.
Starting and Ending Order Entry Date
Starting and Ending Pick Ticket Date – If the user enters a valid pick ticket date range, then all orders without pick ticket will not be printed. This includes the order that’s being deleted or canceled since they obviously don’t have a pick ticket date.
Starting and Ending Ship Via Code - F7 search is supported. User can also press the F4 key to use Ship Via Groups.
Print Deleted Orders? – Y/N - field defaults to N or last used value.
Print Cancel Orders? – Y/N - field defaults to N or last used value.
Print Orders without Tracking Number? – Y/N - field defaults to N or last used value.
Print 856 Exported order? – Y/N - field defaults to N or last used value.
Print Posted Orders? -  Y/N - field defaults to N or last used value.
Create CSV File? – Y/N - field defaults to N or last used value.  
CSV File Path & Name – this is only valid if “Create CSV File” is “Y.”  Field will default to last value entered.

The status field on the Order Ship Status Auditing Report indicates the status of the order. An order could qualify for one or more conditions below. The condition in the bottom of the list overrides the value on the top of the list in priority.
Opn – Open
Inc – Incomplete
BO – Back Order – all line items are backordered.
PBO – Partial Back Order – some line items are backordered, but not all of them
Hld - Order on hold
Pik – Picked - Order pick ticket printed
Sel – Selected for billing
Inv – Invoiced
Ver – Shipping Verified (CPBOXSHP record exist)
Tra – Tracking Number Exist
Pst – Posted (Z)
Exp – 856 Exported
Del – Deleted
Cnl – Canceled

The Order Ship Status Auditing Report has the following grand totals:
Total Number of Orders in Range – Only printed if an order range is provided.
Total Number of Orders in Range Found - This is the actual orders found and printed on this report. This does not include credit memo, blanket order. It may include Q type of orders if it is a canceled order. But it does not include the regular quote order.
Total Number of Orders XXXXXXXXXX representing each possible status value. If there are no orders found for a particular status, the total line for that status is not printed. For example, if the user chooses to print from order# 1001 – 1100, then the following may show in the grand total area:
Total Number of Orders in Range: 100
Total Number of Orders in Range Found: 99 – this may differ from i due to cr. memo, other customer’s order…etc.
Total Number of Orders Open: 1
Total Number of Orders Back Order: 2
Total Number of Orders Picked: 2
Total Number of Orders Tracking Number Exist: 92
Total Number of Orders Deleted: 1
Total Number of Orders Canceled: 1

The purpose of the grand total breakdown is so that user does not need to look at the detail area. Users can simply print to screen and scroll to the end and see a breakdown of what happened to the orders in this range and then take necessary action to investigate further if exceptions are found.

The CSV file generated when running the Order Ship Status Auditing Report has the following CSV columns if user choose to create CSV file.

Order# - Order Number
Tp - This is the 1-digit order type which can be O, I or Q
Cust# - Customer Number
EntDate - Order Date Entered
OrdDate - Order Date
PickDate - Picking Ticket Date
SelDate - Date selected for Billing
InvDate - Invoice Date
ShipTo# - Ship-To Number
Ship-To Name
Via – The 2 digit ship via code
Terms – The 2 digit terms code
PO-No - Purchase Order Number
Sts – The 3 digit status code (see list above)
Tracking-No – From the tracking notes
Ship-Date – Shipping note create date
Ship-Time – Shipping note create time in 99:99 format
OrdFreight – Freight in order header
ShipFreight – From the tracking notes
OrdFWeight – Calculated line item accumulated weight base on qty to ship
ShipWeight – From the tracking notes

Note: Zero numeric values are exported as blank. 00/00/00 date is exported as blank.

Programs Modified: CP0200
New Programs Added: CP02S12, CP02P12


Feedback and Knowledge Base