You use this program to release/update a batch of sales order lines by processing back order release information that is imported from an ASCII file.
- Toolbar
- Options
- Details
- Import Results
- Import File Layout for 7
- Import File Layout for 6.1
- Notes and warnings
| Field | Description |
|---|---|
| Import | Validates the contents of the import file and import records if there are no errors. |
| Save Form Values | This option is only enabled in Design mode (Automation Design). Your selections are saved and applied when the
program is run in automated mode. Form values and defaults are applied at operator level. They are not saved at role or group level. |
| Field | Description | ||||
|---|---|---|---|---|---|
| Import method | |||||
| From file | Select this to import data from a file. | ||||
| Use data grid | Select this to enter the import data directly into the grid
of the Details pane You can paste the contents of an Excel spreadsheet into the grid. A blank line is created as the first line in the grid because by default, focus is set on the first editable line for all import program grids. |
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| File location | |||||
| Server | Indicates the import file resides on the server. | ||||
| Client | Indicates the import file resides on the client. | ||||
| File name | Indicate the name of the import file (include the full path). | ||||
| Review file | This loads the contents of the import file into the
Details pane, which lets you validate the
lines on the grid prior to importing the file. The
Import button is enabled only when all lines
are valid.
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![[Note]](images/note.png)
| Field | Description |
|---|---|
| Import only if all rows are valid | When enabled, the entire import file must be valid before any records
can be imported. The import aborts if any errors are encountered. When not enabled, valid records are imported and invalid records are ignored when the import is performed. |
| Ignore warnings | Select this if you do not want to display any warnings on the screen during the import process. |
| Field | Description | ||||
|---|---|---|---|---|---|
| Print the Details | Generate a report of the contents of the Details entry grid. | ||||
| Email the Details | Generate an email of the contents of the Details entry grid. | ||||
| Print the Import Results | Generate a report of the contents of the Import Results pane. | ||||
| Email the Import Results | Generate an email of the contents of the Import Results pane. | ||||
| Email recipients | Indicate the email addresses of recipients to whom you want to email the information displayed in the output panes. | ||||
| Delete file after use | Indicate whether you want to delete the import file after
all records are successfully imported.
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| Close the application | Exits the program once processing is complete. Do not select this if you want to be able to view the information on screen when processing is complete or you want to print or email the contents of the Details and Import Results panes. | ||||
| Field | Description |
|---|---|
| Validate | This verifies whether there are any errors in the grid,
without actually importing records. Exclamation marks in the Validation status column indicates that one or more fields in the line are invalid. An explanatory error message is displayed when you hover your mouse pointer over the exclamation marks. |
| Prints the contents of the import file, or changes made in the grid. | |
| Export to Excel | Outputs data from the Details pane to an Excel spreadsheet. |
| Search text | |
| Clear | Clears the contents in the search text field. |
| Edit | |
| Copy | Copies the lines in the Details pane. |
| Paste (all columns) | Ensure that you have data for all the columns that can
appear in the data grid before selecting this option. When you select to Paste (all columns) the date you are pasting must be in the format CCYYMMDD. Although no validation errors are displayed, the date is not converted into your SYSPRO date format. |
| Paste (visible columns only) | Pastes data into the columns that currently appear in the
data grid, in the sequence that they appear. When you select to Paste (visible columns only) and the date you are pasting is not in CCYYMMDD format, you are prompted for the date format. The program correctly inserts it into the grid in the SYSPRO date format. |
| Duplicate | Copies the current row to the end of the data grid. |
| Find and Replace |
Displays a summary of the results of the validation/import.
This information can be printed or emailed providing you did not select to Close the application in the After processing completed section.
The following lists the format of the import file that you must define to import back order releases.
| Field | Start position | Field length and description | ||||
|---|---|---|---|---|---|---|
| Header | ;SYSPRO IMPORT - Version=001 -
SORP15 Mandatory entry of this comment on the first line of the import file to distinguish it from a SYSPRO 6.1 layout file. This comment is not case-sensitive. |
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| Record type | 1 | 1 This can be blank. |
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| Date | 2 | 8 Optional If entered, this must be in CCYYMMDD format. The date entered is used to verify expiry dates for lots and serial numbers. For scheduled orders, this date updates the line ship date to verify whether the number of days within which a scheduled order must be allocated has been exceeded. If left blank, then the current date is used. |
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| Customer | 10 | 15 Optional If entered then this is validated against the entry held against the sales order header details. |
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| Sales order number | 25 | 20 Mandatory A valid sales order number must be entered. |
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| Stock code | 45 | 30 An entry is only required at this field if you entered Y at the Cascade field. The import line is rejected if the stock item is on Full hold (Stock Codes). |
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| Warehouse | 75 | 10 An entry is only required at this field if you entered Y at the Cascade field. Although you can import lines defined as kit parts, they must all refer to the parent part. In addition, Sub type and Kit type lines cannot be imported if multiple bins are in use against the warehouse (Warehouses) or any of the components are either serialized or traceable. The import process will abort if any shortage is encountered for any component of a kit. For Finished type kit parts, the restrictions applicable to a normal stock line apply. |
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| Quantity | 85 | 19 Your entry here has different implications, depending on your Sales Order setup options. Typically, it indicates the quantity that must be moved from the back order field to the ship field (in the stocking unit of measure). This must always be a positive figure. Alternatively, this indicates the quantity that must replace the ship quantity of the live order line. This applies only if the live order is in a status of 4; the status field in the import file is defined as 8; and the Sales Orders Setup option: Allow changes to status 4 is enabled.
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| Cascade | 104 | 1 If an entry of Y is made at the Cascade field, then all the lines within the sales order matching the given stock code are imported. Entering Y enables you to import a quantity that can be applied to every occurrence of the stock code on a sales order. This means that one record can be created to ship a number of lines, instead of having a record for each order line. The quantity is applied to each line until there is no more quantity available to ship. The back order quantities are reduced in line number order. When using the cascade indicator, the sales order line on the import record must be blank, and an entry must be made at the Stock code and Warehouse fields.
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| Sales order line number | 105 | 4 This indicates the line number on the sales order that must be released. This must be a valid line number if you have not selected to cascade. If you entered Y at the Cascade field, then this field must be blank. |
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| Complete | 109 | 1 If an entry of Y is made at the Complete field, then this forces the sales order line to be marked as complete, regardless of whether there is a remaining back order quantity (i.e. the back order quantity against the sales order line is set to zero, even if there should have been a back order quantity remaining after the import). |
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| Adjust | 110 | 1 If an entry of Y is made at the Adjust field, then the order quantity against the sales order line is changed to equal the quantity that is being imported. If the import quantity is more than the original order quantity, then the difference is added to the ship quantity. If the import quantity is less than the original order quantity, then the difference is first used to reduce the backorder quantity, and the remainder (if applicable) is subtracted from the ship quantity.
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| Serial number | 111 | 50 An entry must be made at the Serial number field if the item is defined as serialized. For serialized items, the import line must always contain a serial number, regardless of whether the option Capture serial numbers for orders is enabled (Sales Orders Setup). If the Capture serial numbers for orders option is not selected; and an order is held on file with a quantity in the ship column (but no serials have been entered) and you attempt to import an amount for the remaining back order, the error message: Ship quantity exists with no serial numbers is displayed. The reason for this is that the order cannot contain a ship quantity that has some serial allocations, but not for the full ship quantity. Only one serial number per import line can be entered. |
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| Lots | 161 | 50 An entry must be made at this field if the item is defined as traceable. Because lots cannot be automatically depleted, each traceable line must have a lot number on the import record. If a traceable item is defined as not allowing issues to multiple lots, then you will be unable to issue across more than one lot. In addition, if multiple bins are also installed against the warehouse (Warehouses) then you will be unable to issue from a single lot across multiple bins. |
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| Bins | 211 | 20 An entry must be made at this field if multiple bins is installed against the warehouse (Warehouses). You must specify a bin location for each import line as bins cannot be depleted automatically. |
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| Status | 231 | 1 The entry at this field must be either 8 or blank. If blank, then orders that are in a status of 2 will go into a status of 3. If you enter 8 at this field, then the order will go into a status of 8 provided there are no serialized items with ship quantities for which serial numbers must still be allocated. |
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| Update ship quantity | 232 | 1 At the Update ship quantity field, an entry of Y indicates that you want to replace the ship quantity of the live order line with the value specified at the Quantity field of the import file. The back order quantity is amended accordingly. The new ship quantity cannot exceed the original ship quantity.
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| Field | Start position | Field length and description |
|---|---|---|
| Record type | 1 | 1 The first character of each line in the import file must be a D. |
| Date | 2 | 6 |
| Customer | 8 | 7 |
| Sales order number | 15 | 6 |
| Stock code | 21 | 30 |
| Warehouse | 51 | 2 |
| Quantity | 53 | 11 |
| Cascade | 64 | 1 |
| Sales order line number | 65 | 4 |
| Complete | 69 | 1 |
| Adjust | 70 | 1 |
| Serial number | 71 | 20 |
| Lots | 91 | 10 |
| Bins | 101 | 6 |
| Status | 107 | 1 |
| Update ship quantity | 108 | 1 |
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The filename defaults to XXXXXX.EDI in your work directory (where XXXXXX indicates the operator code).
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If no errors are detected during the validation phase, you could still receive an error message indicating that there is insufficient quantity available.
The reason for this is that while the validation phase checks each line in the import file, changes are made only when you select the Import function. If there is more than one line for the same stock code/warehouse combination, there could be insufficient stock to satisfy the second back order line. At the end of the import process, the file is overwritten by either the lines that were not imported, or the difference outstanding.
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Although quantities are typically moved from the Back order field to the Ship quantity field on a sales order, you can indicate that quantities must move from the Ship quantity field to the Back order field. This is achieved by enabling the option: Allow changes to status 4 (Sales Orders Setup) and configuring the Update ship quantity field within the import file.
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If you want credit checking to apply, then you must enable the options: Check customer's credit limit (Sales Orders Setup) and Apply check to current order only (Sales Orders Setup).
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If you want credit checking to apply when you move a quantity from the Back order field into the Ship field, then you must enable the option: Apply check when quantity moved to ship (Sales Orders Setup)
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If you want credit checking to apply when the order status is set to "8", then the option: Credit check for order to be released must be enabled (Sales Orders Setup)
Operator access to the following activities within this program can be restricted. You configure this using the Operators program.
| Activity | Description |
|---|---|
| Listview/Forms - Export or print data | Controls whether an operator can print the contents of a listview and/or output the contents of a listview to an HTML page, XML document or Excel spreadsheet. |
| Maintain data in import programs | Controls whether an operator can maintain import data in a data grid within any SYSPRO import program before the import is performed. |
| Allowed to import from client | Controls whether an operator can use a SYSPRO import program to import data from a client machine (in a client/server environment). |
| File Browse on server (C/S system) | Controls whether an operator use the browse function to load the Browse on Files and Folders program to locate files on the server in a client/server environment. Operators can still navigate to a file or folder on the server by typing in the full path name in the entry field. |
Inserting Application Help
You would typically follow this procedure to display help for the current program in a customized pane that can be pinned to the program window.
Information includes step-by-step instructions for the various functions available within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program.
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Open the program for which you want to insert application help into a customized pane.
This functionality is only available for a program that has panes.
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Right-click any form field.
You can also click the triangle menu icon that appears in the title area of a pane.
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Select Insert Application Help from the context-sensitive menu.
The application help appears in a pane within your program. You can reposition the pane using the docking stickers or pin it to the program window.
Removing the Application Help pane
If you no longer want to display application help in a pane for your current program, you can simply remove it.
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Select the Close icon in the right-hand corner of the application help pane.
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Confirm that you want to delete the pane.