Using Warehouse Management System (WMS)

Getting Started:

• Before you can use the PointForce Enterprise (PFE) Warehouse Management System (WMS), you need to set up a WMS warehouse and initialize its parameters in Company Control Initialization (CC00/Radio Beacon Interface). For more information on setting up WMS in CC00, click here.

• Run Maintain RB/Enterprise Adj. Code (RB01) to relate selected WMS server adjustment codes to the corresponding PFE adjustment codes. For more information on RB01, click here.

Transferring Files Between PFE and WMS:

PFE and the WMS server must pass information back and forth in order to process orders, purchase orders, RMAs, and WMS adjustments. The information is contained in download and upload files which are stored in the PFE server directories specified in CC00\Radio Beacon Interface. See the Processing Orders, Processing Purchase Orders, and Processing Adjustments, sections of this topic for details on the information in these files.

The download files (PFE to WMS) have a ".txt" file name extension. They can contain any or all of the following items:

• Orders and order changes entered in Enter Quotes/Orders (OE30) that have been scheduled by the Schedule Orders for Printing (OE32) program - File name: O######.txt e.g., OM00016.txt
• Order cancellations direct from OE30 - File name: Same as the orders file name.
• Order recalls from the Recall Schedule Orders (OE67) program - File name: Same as the orders file name.
• Purchase orders and purchase order changes entered in Create Purchase Orders (PO40) and printed by the Print Purchase Orders (PO42) program - File name: Same as the orders file name.
• Purchase order cancellations direct from PO40 - File name: Same as the orders file name.
• In-Transit purchase order quantities - File name: Same as the orders file name.
• RMAs entered in Return Merchandise Entry (IN67) and printed by the RMA Receiving Document Print (IN69) program - File name: Same as the orders file name.
• PFE inventory master information downloaded through Download Inventory Master File (RB10) and Download PI Freeze File (RB11) programs - File name: OINVMAS.txt. For more information on RB10, click here and for more information on RB11, click here .

The upload files (WMS to PFE) have a sequential numeric file name extension (e.g. .001, .002, .003, etc.). They can contain any or all of the following items:

• Order transfer confirmations - File name: xferconf.### e.g., xferconf.025
• Order pick quantities - File name: pickconf.### e.g., pickconf.025
• "Waved" orders - File name: xferconf.### e.g., xferconf.025
• "Unwaved" orders - File name: xferconf.### e.g., xferconf.025
• PO transfer confirmations - File name: xferconf.### e.g., xferconf.025
• PO lock requests - File name: xferconf.### e.g., xferconf.025
• PO quantities received - File name: recvconf.### e.g., recvconf.025
• RMA quantities received - File name: recvconf.### e.g., recvconf.025
• WMS Adjustments - File name: miscconf.### e.g., miscconf.025
• WMS inventory cycle counts - File name: cyclcnt.### e.g., cyclcnt.025

To keep the download and upload files from accumulating, PFE creates an archive directory for each day there is a download or upload. The directory is named RByyyymmdd, where yyyy = current year, mm= current month, and dd=current day (e.g., RB20100619 for June 19th, 2010). PFE moves the files to this directory. You can delete older archive directories periodically by running Purge Archived Transfer Files (RB89). For more information on RB89, click here.

The following is the sequence of events that occurs in order to pass information between PFE and the WMS server and to archive the download and upload files:

• PFE creates download files, with extension .txt, for order, purchase order, and RMA related information.
• The WMS server downloads the .txt files that PFE creates and changes the file extension to .sav on the PFE server directory.
• WMS processes the orders, purchase orders, and RMAs, and may create adjustments and inventory cycle counts. It uploads files with order, purchase order, RMA, adjustment, and inventory cycle count related information. These files have sequential numeric extensions (e.g., .001, .002, .003).
• The PFE program Upload Autoprocess (RB20) processes all but one of the upload file types and moves them to the archive directory for the current date. The exception is the inventory cycle count files, which are handled by the Stock Count Report (RB28). Like RB20, RB28 moves the upload file to the archive directory once it has finished it's processing.
• The PFE Upload Error Report (RB21) produces an upload error report and moves the .sav download files created earlier to the archive directory for the current date.

Processing Sales Orders:

1. Create and Download PFE Orders to WMS
   • Enter order in OE30.
     • Enter orders to be downloaded to WMS for picking/packing exactly the same as any other order. OE32 creates WMS download files for new or modified orders. If you are cancelling an order that was scheduled in OE32, then OE30 immediately creates an order cancellation download file for WMS to keep the order from being picked or shipped. If you need to change an order rather than cancel it, then you must run OE67.

       Once an order has been downloaded and picking has begun in WMS, you may no longer change or cancel the order. The picking process is initiated in WMS by the process of "Waving", which means the order pick information has been transmitted to the hand-held units carried by the warehouse staff for processing. WMS notifies PFE with an upload record when an order has been waved, and PFE then locks the order so it cannot be modified or cancelled. Once an order has been waved, WMS rejects any further downloads for the order until it has been either "Unwaved" or uploaded.

   • Run Schedule Orders for Printing (OE32).
     • When a WMS warehouse is selected for scheduling, download files are generated for each order/back order where PFE considers at least one line of the order shippable. Each download file contains order header information, such as the customer and the ship-to address for printing on labels. Product detail lines include the product description, the quantity ordered and the quantity to ship. Normally WMS tries to allocate and pick order lines up to the quantity to ship.

   • Optional - Run Print Shipping Documents (OE34).
     • This option is available only if the WMS warehouse has been set up with the 'Print Shipping Documents' option selected in CC00/Radio Beacon Interface. However, if this option has been selected, then you must run OE34 as soon as possible after running OE32. This is to make sure the order status is set to "printed" prior to the order being uploaded from WMS for invoicing. No invoice is generated for an order requiring shipping documents that have not been printed yet.

   • Run Recall Scheduled Orders (OE67) for any scheduled orders you wish to change.
     • When an order entered for a WMS warehouse is recalled, a cancellation download file is immediately generated for WMS. The recalled order will be re-transmitted to WMS by OE32 once the order has been taken off Manual Hold.

       If the order has already been "Waved" within WMS, OE67 does not allow order to be recalled since WMS will reject the download of the cancellation.

   • Run Download Inventory Master File RB10. For more information on RB10, click here

2. Upload WMS Order Picks to PFE
   • Run Upload Autoprocess (RB20) and keep it running throughout the entire business day.For more information on RB20, click here

   • Run Upload Error Report (RB21) once a day. For more information on RB21, click here

Processing Purchase Orders

1. Create and Download PFE Purchase Orders to WMS
   • Run Create Purchase Orders (PO40).
     • Enter Purchase Orders to be downloaded to WMS for receiving exactly as any other order. The Print Purchase Orders (PO42) program creates download files for new or modified purchase orders. If you are cancelling a printed purchase order then PO40 immediately creates a purchase order cancellation download file for WMS.

       Once receiving has started in WMS, you may not cancel or change the purchase order. WMS notifies PFE with an upload record when receiving has begun on a purchase order. PFE then locks the purchase order so it cannot be modified or cancelled. Once receiving is started, WMS rejects any further downloads for the purchase order until it has been uploaded.

   • Run Print Purchase Orders PO42. After printing purchase orders, PO42 creates download files for any purchase orders that are:
     • Entered for a WMS warehouse but have not previously been sent to WMS.

     • Modified and need to be re-sent to WMS with the updated information.

       The purchase order is identified in WMS as the PFE purchase order number, a period, and then five zeros (e.g. purchase order 000123 appears in WMS as 000123.00000). If you have another download for the same PO, such as an in-transit notification, the digits to the right of the period can be used to assign a unique number to the subsequent download (e.g., if purchase order 000123 is put onto in-transit number 00765, in WMS it will appear as 000123.00765).

2. Upload WMS Purchase Order Receipts to PFE
   • Run Upload Autoprocess (RB20) and keep it running throughout the entire business day. For more information on RB21, click here.

   • Run Upload Error Report (RB21) once a day. For more information on RB21, click here.

   • Run Receiving Verification List (RB26). For more information on RB26, click here

   • Run Enter Receipts/In-Transits (PO60).

     Stock received from purchase orders using WMS can be automatically received on the PO60, Receiving folder. Alternatively, you can manually enter the purchase order and line number on the 'Against PO' folder in PO60. In either case, the quantity received on each purchase order line is set using information uploaded from WMS. This quantity received may not be changed, however outstanding quantities may be cancelled or put on back order. When the receiving batch is updated, new download files are generated for any outstanding quantities on the purchase orders.

     Receipts must be uploaded by Upload Autoprocess (RB20) before they can be received in PO60 Enter Receipts/In-Transits. Receipts are updated as usual using Print Receiving Register (PO64).

3. In-Transit Receiving

   If you put POs either fully or partially in-transit using Enter Receipts/In-Transits (PO60), and click Update Batch , PO60 generates new download files for WMS. The in-transit quantities are identified in WMS as the PFE purchase order number, a period, and then the in-transit number (e.g. if purchase order 000123 is put onto in-transit number 00765, in WMS it will appear as 000123.00765). If there are outstanding quantities on the purchase order, a separate download file is created for the original purchase order number, with only those items outstanding sent to WMS. For example, the new download would consist of an in-transit file, 000123.00765, and the original PO file, 000123.00000, with only the outstanding items.

   If the entire purchase order is in-transit, a cancellation download file is created for the purchase order so stock cannot be accidentally received against it. For example, say you create PO 000123 in PO40 and download it to RB as P.O. 000123.00000. Then you put the entire P.O. on in-transit 00987. RB receives a download file for PO 000123.00987. It still has the same PO quantities in 000123.00000. You do not want the receivers to receive against 000123.00000; they must receive against 000123.00987. So, PFE sends a cancellation record to RB for 000123.00000.

   When the in-transit is received in WMS an upload file is created as for any regular purchase order. It is uploaded in PFE by Upload Autoprocess (RB20), and can be printed by Receiving Verification List (RB26). Stock is received into PFE using Receive In-transit to Stock (PO63). Short shipments automatically take the back ordered quantities out of in-transit and add them back into outstanding on the purchase order. If any PO on the in-transit still has back ordered quantities, PO64 generates a new download file for each PO. For example, if in-transit PO 000123.00987 is received but still has back ordered items, then PO64 generates a new download for PO 000123.00000 with the back ordered items only.

Processing RMAs

1. Create and Download PFE RMAs to WMS
   • Run Return Merchandise Entry (IN67).
     • Enter RMAs to be downloaded to WMS for receiving exactly as any other RMA. The Receiving Document Print (IN69) program creates download files for new or modified RMAs. If you are cancelling a printed RMA then IN67 immediately creates an RMA cancellation download file for WMS.

       Once receiving has started in WMS, you may not cancel or change the RMA. WMS notifies PFE with an upload record when receiving has begun on an RMA. PFE then locks the RMA so it cannot be modified or cancelled. Once receiving has started WMS rejects any further downloads for the RMA until it has been uploaded.

   • Run Receiving Document Print (IN69).
     • After printing RMAs, IN69 creates download files for any RMAs that are:
       • Entered for a WMS warehouse but have not previously been sent to WMS.
       • Modified and need to be re-sent to WMS with the updated information.

       The RMA is identified in WMS with the PFE RMA number (e.g., R00001)

2. Upload WMS RMA Receipts to PFE
   • Run Upload Autoprocess (RB20) and keep it running throughout the entire business day.
   • Run Upload Error Report (RB21) once a day.
   • Run Enter Inv/Direct Bills/Credits (IN41) if you wish to make changes to the credit note generated by RB20.

Processing Adjustments

• Run Upload Autoprocess (RB20) and keep it running throughout the entire business day.
• Run Upload Error Report (RB21) once a day.