shipping

SMARTSystem Shipping Menu

Armellini Label Processing

Purpose:  To outline the requirements and processing of Armellini labels.

Keywords:  The following is a key term used in the SMARTSystem that you should be familiar with and understand:

• Ship Via – is the carrier set by transportation code and description for Outbound freight.
• EDI – Electronic Data Interchange is an electronic communication method that provides standards for exchanging data via any electronic means.

 

Planning Armellini Implementation

Usually, you have been using the Armellini website to produce your box labels.  There is about a 2 week transition period to move off the Armellini website to generating labels in the SMARTSystem.

Armellini needs to be notified that you will be producing your own labels.  There are two primary contact people for you to notify:

• Mark Sterling:

• Nicole in the California Operations, phone 805-485-0804

Coordination is needed with Armellini personnel to verify your printed Armellini labels before approval is made by Mark Sterling at Armellini. When approved by Mark he will issue the credentials needed to communicate with the Armellini computer and transfer your box information.

 

Preparation and Setup

Armellini requires certain information on their bar code labels that must be entered into the SMARTSystem.

1. Establish your Armellini Ship Via record using the “A2” Label Type:

 

1. Establish for each customer the Carrier (Ship Via), customers account number with Armellini and what days are shipped:

1. Note: if you create any “Drop Ship/Ship To” records for the customer, you will need to include the Armellini account number in this entry.

1. Create a sales order and print some labels to verify the bar code information:
   1. Note:  The Armellini Bar Code account must be populated in the System Control Shipping tab (step #6 below) prior to printing the test labels.

 

1. Coordinate with your local Armellini contact to take your sample labels to them.  They will scan your Armellini labels to verify compatibility with their System.

1. When your labels are approved Mark Sterling needs to be notified so he can issue you credentials to use with their web services for transmitting your information to them.  Please email these credentials to our Customer Support representative: Support@floralcomputer.com

 

1. Your Armellini web services account information will be establish when you receive credentials from Mark Sterling, as shown below:

1. The Go Live date will be establish by Armellini and you must put your labels on the boxes sent them.

1. This great, time savings feature has some rules to align with Armellini requirements:
   1. Once the Armellini labels are printed for a sales order, any changes to the order (additions, deletions or changes) will require re-printing of labels to synchronize with Armellini.  The re-printed labels must be put on the boxes.
   2. Therefore, establish a cut-off to print Armellini labels as late as possible.
   3. After the cut-off, any additions to an order for a customer will require a new sales order.

Note: If you add to an order, delete products or make changes ALL of the Armellini labels have to be reprinted and the original ones discarded.  The updated Armellini labels have a unique identifier that must be put on the boxes replacing the original labels you created to maintain synchronization with Armellini processing.

1. At the end of day when you are ready to transmit your Armellini information to them, select from the Shipping Menu:

1. The Send Armellini EDI screen has some default options.
   1. Today’s date is the default Ship date for orders
   2. Before an order is transmitted to Armellini the Exported flag is off  (not checked) and the Date Exported is always 1/1/2000.
   3. After the sales orders are transmitted the Exported flag is set On and todays date and time is set in the Date Exported field

1. When you click Send to Armellini button this prompt is displayed to confirm that you want to send the box information now. Click YES to send.

The sending process will continue until all of the sales orders have updated the Armellini website.

1. A message will be displayed when the transmission to Armellini completes successfully.  A summary of possible errors are listed below with it solution.

1. Sending to Armellini completes the process for this day.

 

                 EDI ERROR CONDITIONS:

             If an error occurs in the transmission process the reason for the error is displayed.

 

1. In this example the “From Email Address is invalid.”

Solution: Go to the Shipping Tab in System Control and enter a valid From Email Address:

                 

1. Armellini has a 1pm cut-off. Shortly afterwards all EDI for today begins processing at Armellini and the web services receiving EDI is set to accept the next day’s shipments.  This message indicates that Armellini is no longer accepting EDI for today:

Solution: Contact Armellini for a shipment that must go today or reset today’s shipment for tomorrow.

1. This error message is displayed when sending EDI to Armellini. The error means that the sales order was changed, but the labels were not re-printed to capture the internal identification needed for Armellini.  This error does not send this order to Armellini to prevent a shipping error.

           

Solution:  When this error occurs the Warehouse Order Management screen is displayed with the order listed and all you have to do is reprint the Armellini labels, put them on the boxes and re-send the information to Armellini:

SMARTSystem Management Training Series

Training Session #18 – SMARTSystem Grower Packing and Shipping Configurations

Purpose:

The purpose of this document is to provide step-by-step detail of  how to configure the Packing and Shipping for Growers and show how sales staff can identify how product sold will be packed using specified box types.

Overview:SMARTSystem Management Training Series

There are two basic approaches for a grower to define how products are packed and shipped in the SMARTSystem:

1. the sales staff tell the warehouse how they want the boxes packed, or
2. the warehouse determines the best approach.

Examples in the Sales Sequence Section below represent how the sales staff can determine how boxes are packed and automatically generate the proper box charges.

System Control Configuration:

1. The Packing and Shipping for Growers uses the Advanced Shipping Features:

           a. System Control, System Shipping Information tab

           b. Check “Enable Advanced Shipping

2.  If you want to print the Bills of Lading from the Warehouse Order Management Screen:

    a. Select System Control > Sales Options > Sales Options > Hide / Show Options

    b. Check “Show Bills of Lading in Warehouse Order Management

  

3. Set Pick Ticket Type 2 and Grower Customer Invoice when using Advanced Shipping features.

                                                                                          See examples below

Pick Ticket Type 2:



Grower Customer Invoice:



Grower Shipping Labels (Type G2):

Configuration for Inventory:

4. Create inventory items for Packing Materials to create charges and enter a quantity.

5. Using the Unit of Measure maintenance program under the Inventory Menu, create the cross reference for box/packing charges based on the Unit of Measure:

          a. When completed the Units of Measure View should look like this to identify the packing material inventory items in the “Associated Product Code”.

         b. The box/packing charges are for Non-FOB customers only.

Configuration for Ship Via:

6.  Set the specific Ship Via records for Grower Style 2 (G2) label format to print the following label format:

Grower Shipping Labels (Type G2):

 

Configuration for Customer Types:

1. Set the FOB checkbox in the Customer Type table to indicate “FOB” customers no matter what Customer Type Name you assign: 

Note: Box/Packing materials can be manually selected or automatically generated as a line item on the Sales Summary screen for charges

Sales Sequence:

1. Sales Order Entry sequence:

           a. Products sold are shown on the Summary tab:   

            b. The Shipping tab will list the Products sold to define packing.

            c.  On the Shipping tab right click to display “Add New Box” or “Add to an Existing Box”: 

           d. Click “Add New Box” and the following pop-up entry is displayed:  

           e. Enter the Number of Boxes

               i. Box Number will automatically be assigned in sequence when adding a new box or you can enter a box number

               ii. The Quantity to Add will be the number of units

              iii. Number of Boxes entered will automatically create Box/Packing Charges on the Summary screen, except FOB Customers.

              iv. The SKU can be entered and show on the top portion of the screen in the SKU column

             v. Select from the drop down the box size

             vi. Enter Comment for the label

     f. Right click on the second product and the following screen will be displayed:

      i. It will show the last box number added

      ii. The quantity is automatically entered

      iii. Enter the SKU if it applies

      iv. Enter a comment if not previously entered for this box

  

             

2.  The results look like this 
3.  Two box charge entries are automatically made on the Summary Screen:

Pick Ticket Type 2:

Grower Shipping Label (G2):

    

Grower Customer Invoice:

  

SMARTSystem Management Training Series

Training Session #10 – SMARTSystem Pre-Book Allocations

Purpose:   The purpose of Pre-book Allocations is to assign product to advanced orders.

Keywords:  The following is a list of key terms used in the SMARTSystem that you should be familiar with and understand.

• Allocation – to set aside for a specific purpose; distribution according to plan.
• Pre-Book Allocation – is the assigning of inventory received or incoming to pre-book sales orders.  This action commits the product coming in to the specified sales order.
• Available Inventory-   On-Hand Inventory less On-Hold Inventory is the Available Inventory for sale.
• Pre-book Orders –   A Pre-book Sales Order represents product scheduled for future delivery to the customer. These products have not been removed from the On-Hand inventory in the computer.

Overview:

The Pre-Book Allocation program is designed to help you manage product allocations to advanced orders.

Select Pre-Book Allocations using the following Menus:

                   SHIPPING > VIEW PRE-BOOK ALLOCATIONS

                              

Click on the View Pre-Book Allocations and the following screen is displayed:

The selection criterion at the top of this screen includes:

• Order Delivery selection by
  • Start Date
  • End Date
• Customer Name
• Product Code / SKU
• Description Search
• Sales Person

There is a checkbox option on the upper right side of the screen to Show Unallocated Only products.

The information being displayed on this screen includes:

• Order Delivery Date
• PO Arrival Date
• Days to Delv (Delivery) – showing RED when past due
• Sales Order #
• Sales Order SFX (zero is main order, greater than 1 is a backorder)
• PO #
• PO Sfx
• Customer Name
• Product Code
• Product Description
• Net Available (On-Hand less On-Hold)
• Pre-Book Quantity Ordered
• Pre-book Quantity Allocated

This screen uses colors to represent specific product conditions and the color legend as at the bottom left corner of the screen:

Operation Steps:

You can perform a number of functions by clicking on a specific line item and right click to display a menu, as illustrated below:

The drop down menu options include:

• Open Sales Order
• Open Purchase Order/Receiving Lot
• Allocate Product
• Substitute
• Unallocate Product

Open Sales Order will display the Pre-Book Sales Order.

Open Purchase Order/Receiving Lot  will display the PO, if one is assigned.

Allocate Product will display the screen below which is divided into two parts:

• The top portion shows the Existing Purchase Order Details
• The bottom portion shows the Pre-Book Sales Order Detail Lines not yet Allocated

To Allocate product to a line item of a Pre-Book Sales Order:

1. Select the line at the top of the screen showing existing purchase order details.This will highlight the line you want to commit.
2. At the bottom of the screen
   1. Click the checkbox Add to PO on the line item to assign
   2. Click the blue button: Associate Selected Order Items with the selected PO Detail Line

The result is a link established between the Purchase Order, either received or incoming, and the Pre-Book Sales Order.  When the Pre-Book is converted to a Sales Order, the product allocated will reduce inventory on that lot.

The following message will display when the Allocation is successful.

         

Substitution will display like products, filtered by the same Category and Item,  that can be substituted:

To Substitute, click the line item you want and then the Substitute for Selected Product button.

Unallocate Product will display the following screen confirming that the allocation has been removed:

         

Sales Warehouse Allocation Chart:

Practice Drill

The purpose of Practice Drill is to get you more familiar with the SMARTSystem and comfortable using it. 

1. Login into SMARTSystem.
2. Go to the SHIPPING MENU and select View Pre-Book Allocations.
3. Walk through the Operational steps outline above.

Questions and Answers

If you have any questions or need support, please contact us at Support@Floralcomputer.com or call 727-483-5306for assistance.