Part Order Shipments Management
Part Order Shipments Management
The Shipments Management screen is used by Parts Programs when the Fulfillment Partner needs orders and shipments processed manually. This screen allows orders to be downloaded by Program and Partner. Parts orders can be emailed to a Partner or uploaded to the Shipping Request screen.
Parts Order Shipment Management
The parts order shipment screen is used for exporting part orders and uploading shipments from fulfillment partners. The screen is broken into two sections – Get Orders and Upload Shipments.
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Get Orders
This section is used for exporting a list of part orders for one or more partners. These lists can then be sent to the appropriate partner.
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Program - select a Program (Ex. Beats)
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Partner – select a fulfillment partner. The fulfillment partner is the company responsible for shipping parts for the Break Fix program. Once a partner(s) is/are selected the summary of Outstanding Orders and New Orders is displayed. This summary is present to help the user to know if any orders are available before Exporting.
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Include New and Outstanding Orders – Select Yes to export both new and outstanding orders, select No to export only new orders.
Outstanding Orders – Orders that are approved but have no shipping information before today
New Orders – Orders with no shipping information requested today.
Upload Shipments
The Upload Shipments panel enables users to upload part shipments from parts order fulfillment partners
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Program - select a Program (Ex. Beats)
Choose Shipment File - Next browse for the shipment file from the Partner
Click the Upload button to upload the ship file.
Ship File Rules
- The ship file is first validated that all of the columns from the Order Export exist (Template)
- Ship Fields (no fields are case sensitive)
- If Shipped then leave this field blank
- If Not Shipped then enter OOS (Out of Stock)
- Date package is shipped
- Format – mm/dd/yyyy
- If Ship status = shipped then TrackingNumber is required
- We do not validate that the tracking number is valid. Any alpha/numeric value is acceptable
- ShipStatus (Two values)
- ShipStatusReason
- ShipDate
- Carrier (Three options)
- TrackingNumber
Ship File Example
- Spreadsheet file image filled in
ShipStatus
ShipStatusReason
ShipDate
Carrier
TrackingNumber
SHIPPED
4/15/2017
FedEx
564654-65465-45
NOT SHIPPED
OOS
NOT SHIPPED
OOS
SHIPPED
4/30/2017
UPS
54882-9996-454
SHIPPED
5/1/2017
FedEx
87963215-879B
SHIPPED
5/3/2017
FedEx
87963217-879B
NOT SHIPPED
OOS
NOT SHIPPED
OOS
SHIPPED
5/1/2017
FedEx
87963256-879C
NOT SHIPPED
OOS
Ship File Upload Error Messages
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Unknown ship status – ShipStatus = Not Shipped and ShipStatusReason is not OOS or ShipStatus = value other than Shipped or Not Shipped.
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Order does not exist – OrderID does not exist in the Parts Ordering System
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Part on order does not match part sent – the part ordered by the field rep does not match the part uploaded in the ship file.
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Ship date is not valid – If shipstatus = Shipped then shipdate was null or shipdate was not in format mm/dd/yyyy.
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Partner on order does not match Program selected - Partner in file does not match program/partner selected
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Part does not exist for this Partner – part on the upload file does exist for any of this programs partners.
- Part does not exisit
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Shipping address is not valid – only checking to make sure that all parts of the address exist and no special characters
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Shipping Carrier does not exist – only FedEx, USPS, UPS are accepted values if the ShipStatus is shipped.
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Tracking number not provided – if ShipStatus is Shipped then tracking number is required.
ShipStatus
ShipStatusReason
ShipDate
Carrier
TrackingNumber
UploadStatus
UploadStatusMessage
SHIPPED
4/15/2017 0:00
FedEx
564654-65465-45
SUCCESS
NOT SHIPPED
OOS
SUCCESS
NOT SHIPPED
FAILURE
Unknown ship status.
SHIPPED
4/30/2017 0:00
UPS
54882-9996-454
SUCCESS
SHIPPED
5/1/2017 0:00
FedEx
87963215-879B
FAILURE
Order does not exist.
SHIPPED
FedEx
FAILURE
Part on order does not match part sent.
NOT SHIPPED
DON't want to ship
FAILURE
Unknown ship status.
NOT SHIPPED
OOS
FAILURE
Part on order does not match part sent.
SHIPPED
USFedEx
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FAILURE
Ship date is not valid.
NOT SHIPPED
FAILURE
Order does not exist.
Upload Summary
The upload summary provides information on the number of orders uploaded and the number of orders processed. The number uploaded is a count of the number of order rows in the uploaded spreadsheet. The number of orders processed is the number of rows without an error where the shipment information was saved to the order record.
Download Status
To download the list of orders that contained errors click the download status button. The user is prompted by the browser once the document is downloaded to save or open the file. Each line is listed with the error that caused it to not be processed. Errors can be fixed and the Excel file uploaded again to process.