ASN 1.X

From UG

Revision as of 17:21, 15 June 2010

INTRODUCTION

The Domestic Shipping Web Portal is a tool that allows a supplier to directly enter an Elizabeth Arden domestic shipping order. As well allows for a planner or E.M. to approve, reject or hold any given entered order. The main goal of this Domestic Shipping Web Portal is to put the right people in contact with the supplier.

DEFINITIONS OF THE USERS AND THEIR ROLES

Supplier (Or Shipper): This is a company who has something that is ready to ship. They can enter a traffic order once a product is ready to ship. Plus, they can view and track any given order, even through delivery.

E.M (External Manufacturer): This is someone who can authorize an Elizabeth Arden shipment. In addition to the setting an authorization status the E.M. can also view any entered traffic order.

Planner: This is someone who can authorize an Elizabeth Arden shipment. In addition to the setting an authorization status the planner can also view any entered traffic order.

PROJECT SCOPE

This project is to be deployed online on the Jaguar Freights Services Website by adding additional functionalities to our current CyberTraxTM client application. The general users will use this portal to input new traffic orders and set an approval status.

BUSINESS REQUIREMENTS

Supplier

Supplier can only enter a traffic order once the product is ready to ship. The following information must be known at time of entry:

• Who placed the Purchase Order (This notes who the E.M. is)
• PO #
• SKU #
• Number of pieces (also known as Quantity). (This is the actual number of pieces for that particular PO/SKU line)
• Piece price (Unit price):
  • After entering the piece price, the system will automatically calculate the total value per PO/SKU, per line, by multiplying the quantity (by) the piece price. The total will then be listed inside the Total Value field (which is next to the piece price field).
• Pick up Location
• Ship to Location (Delivery location)
• Cargo Available (This is the date that the cargo will be available for pick up from the ship from location).
• Commodity Description
• Item Description
• Packaging Information:
  • # of Pallets
  • # of cartons (bales, drums, etc) that are packed onto the pallets
  • # of loose cartons
  • Gross weight (in LBS)
• If the shipment is Hazardous (Yes or No)
• If the pallets are stackable (Yes or No)

A supplier can do the following from inside the domestic web portal:

Suppliers functions

• Create a new traffic order once the product is ready to ship.
  • See list of fields in Appendix A
  • They can enter up to 10 lines of PO/SKU’s for only one E.M. at a time, including the piece price per PO/SKU.
  • Upon saving the information entered, an automatic validation notification will “pop up” asking the user to review the following information that they entered, noting the following disclaimer: Failure to have the shipment available for pick up on the available date will result in chargeback’s. The user must choose to save or to cancel.
    • Upon user clicking save, an automatic confirmation will pop up, reconfirming the information entered, including the shipment CT records.
    • Upon user clicking cancel, the user can edit or change any information necessary
• View an existing traffic order.
• Edit an existing traffic order BEFORE it is approved by a planner, placed on hold by a planner or rejected by a planner.
• Delete an existing traffic order BEFORE it is approved by a planner, placed on hold by a planner or rejected by a planner.
• Copy (or clone) any rejected order.
  • This feature allows a supplier to create a clone of a rejected order.
  • This is to allow an update to any of the necessary fields for a planers further approval.
    • Upon saving the updated information entered, each PO/SKU line will become a “new” individual shipment record.

EM and Planners

E.M (External Manufacturer) and planners. This is some one who can authorize a shipment. They can view and set a status for an entered traffic order. Note when setting a status to a traffic order, it must be for the entire quantity entered.

Below are the 3 “status” settings:

• Approve
• Hold with a date and comments
• Reject with comments

EM and Planner functions

An E.M. can do the following:

• View an entered traffic order.
• Set the status for a traffic order by selecting one of the following:
  • Approve - this would be for the entire quantity entered.
    • The system will send a status notification to the supplier advising that your record (IE 132458 this is the CyberTrax number) was approved by _planner’s name_ with the date and time.
  • Hold with or without a date for the entire quantity entered, including a comment feature.
    • The date feature acts as a ‘hold to ship date’ – meaning hold until (IE 05/24/10 this is the approved to ship on date) before scheduling the pick up. Note this date cannot be changed 72 hours prior to the actual date selected.
    • The comment feature allows the planner to note “why” this shipment was placed on hold (this is for the suppliers benefit as well).
      • The system will send a status notification to the supplier advising that your record (IE 158976 this is the CyberTrax number) was placed on hold by "planner’s name" with the date and time, including any comments entered.
  • Reject the entire quantity entered, including a comment feature.
    • The comment feature allows the planner to note “why” this shipment was placed on hold (this is for the suppliers benefit as well).
      • The system will send a status notification to the advising that your record (158970 this is the CyberTrax number) was rejected by _planner’s name_ with the date and time, including any comments entered.

Preview and Disclaimer Screen

This screen should contain the following information:

• PO issued by value
• Ship to value
• Disclaimer:
  • Failure to have the shipment available ....

Questions and Answers

• How to avoid situation when planners ignore some new shipments for a long time? Currently this is not required for phase 1 and will be addressed for possibly phase 2. Although, suggestion was given such as auto approve or auto reject, based upon a certain amount of time. Yet this is something that would need to be further discussed and defined by Elizabeth Arden.
• When Jag operator may see or "start to move" CT? Once a record is approved by a planner or an E.M, that shipment will then show on the live tab for both the internal & client applications
• What additional read-only fields edited by Jag oper Shipper will see: Trucker, Estimated Pick up date, Actual Pick up date, Estimated Delivery date, Actual Delivery date, Approved (with name of person who approved, including the date & time), Hold (with name of person who placed on hold, including the date & time), Rejected (with name of person who rejected it, including the date & time)

• Q: (Andrei) "Shipping order" and "traffic order" - same thing?

• Q

APPENDIX A

• Shipper
• Pick up Location
• Ship to Location
• P.O. Issued by
• Pick up Instructions
• Commodity Description
• Cargo Available
• PO
• SKU
• Qty
• Item Description
• # of Pallets
• Pks on Plts
• Loose Pkgs
• GW
• Piece price
• Total Value
• Haz/Non-Haz
• Stackable
• The following fields will appear as read only fields after a shipment is approved, rejected or placed on hold by an planner or an EM
  • Trucker
  • Estimated Pick up date
  • Actual Pick up date
  • Estimated Delivery date
  • Actual Delivery date
  • Approved (with name of person who approved, including the date & time)
  • Hold (with name of person who placed on hold, including the date & time)
  • Rejected (with name of person who rejected it, including the date & time)

P.O. Issued by Values

• CEI Holmdel
• EA Stamford
• CEI Roanoke
• Kolmar
• Kik
• Evergreen

SHIPMENT ATTRIBUTES AND FIELDS

Shipper:

• This field is prefilled and is not editable. It is the operator’s company name & address.

Pick up Location:

• This is the location of where the goods are actually located and shipping from. It will automatically display the same information as from the shippers filed. The user then has a choice to leave their company name & address (by default “Yes”) or can change the company name / address by selecting “No”. If user selects No, they then can manually search for the company name / address of where the goods are actually being shipped from. Note this is a mandatory field and cannot be blank. If left blank, the shipment record cannot be saved and a warning message will pop up.

Ship to Location:

• This is where the goods are shipping to. The field will be blank (displaying nothing). The user then can manually search for the company name / address of where the goods are actually shipping to. User then must choose the company / name address for the information to display below inside the field. If wrong address was chosen, user can remove it by hitting the “c” button (this will clear that information listed). Note this is a mandatory field and cannot be blank. If left blank, the shipment record cannot be saved and a warning message will pop up.

P.O. Issued by:

• This is the company that placed the P.O. This field will be blank (displaying nothing). The user then has to manually choose the company name by way of this drop down menu. Note this is a mandatory field and cannot be blank. If left blank, the shipment record cannot be saved and a warning message will pop up.

Pick up Instructions:

• This field is for a user to list any specific pick up instructions for the trucker at the time of pick up. This field will be blank (displaying nothing). Note this is NOT a mandatory field.

Commodity Description:

• This field is to list a general description of the contents being shipped. (IE Glass Bottles, Plastic Caps). This field will be blank (displaying nothing) and the user than has to manually type the general description. Note this is a mandatory field and cannot be blank. If left blank, the shipment record cannot be saved and a warning message will pop up.

Cargo Available:

• This field is a calendar and will automatically display the “date” of the day that a user creates a record. This date denotes that the goods are available for pickup from the actual pick up location.

P.O.:

• This field is for listing the PO #. This field will be blank (displaying nothing) and the user than has to manually type the purchase order number. Note this is a mandatory field and cannot be blank. If left blank, the shipment record cannot be saved and a warning message will pop up.

SKU:

• This field is for listing the SKU # or Item #. This field will be blank (displaying nothing) and the user than has to manually type the SKU (or Item) number. Note this is a mandatory field and cannot be blank. If left blank, the shipment record cannot be saved and a warning message will pop up.

Quantity:

• This field is for listing the actual number of pieces shipping. This field will be blank (displaying nothing) and the user than has to manually type the number of pieces. Note this is a mandatory field and cannot be blank. If left blank, the shipment record cannot be saved and a warning message will pop up.

Item Description:

• This field is to the SKU (or item’s) description. This field will be blank (displaying nothing) and the user than has to manually type the description. Note this is a mandatory field and cannot be blank. If left blank, the shipment record cannot be saved and a warning message will pop up.

Number of Plts:

• This field is for the number (#) of pallets that are shipping. This field will be blank (displaying nothing) and the user than has to manually type in the actual number of pallets. Note this is a mandatory field and cannot be blank. If left blank, the shipment record cannot be saved and a warning message will pop up.

Pks on Plts:

• This field is for the number (#) of packages that are packed onto the pallets that are shipping. This field will be blank (displaying nothing) and the user than has to manually type in the actual # of packages (cartons, bales, drums, etc) that are packed onto the pallets. Note this is a mandatory field and cannot be blank. If left blank, the shipment record cannot be saved and a warning message will pop up.

Loose Pkgs:

• This field is for the number of loose packages that are shipping. This field will be blank (displaying nothing) and the user than has to manually type in the actual number of loose packages. Note this is a mandatory field and cannot be blank. If left blank, the shipment record cannot be saved and a warning message will pop up.

GW:

• This field is for the gross weight of the goods that are shipping. It is set to default in LBS (pounds). This field will be blank (displaying nothing) and the user than has to manually type in the weight (or number of pounds). Note this is a mandatory field and cannot be blank. If left blank, the shipment record cannot be saved and a warning message will pop up.

Piece price:

• This field is for the unit price (or the price per piece). This field will be blank (displaying nothing) and the user than has to manually type in the currency amount without the currency symbols. (IE if $ 1.95 per pc, the user would enter 1.95). Note this is a mandatory field and cannot be blank. If left blank, the shipment record cannot be saved and a warning message will pop up.

Total Value:

• This field is not editable by a user. It is a read only field that will calculate the total value of a shipment, based upon the price piece (unit price or the price per piece). The system will auto calculate by multiplying the price piece by the qty.

Haz/Non-Haz:

• This field is to advise if the goods are hazardous or non hazardous. The user has to choose Yes or No. This field is set to default to No. If the PO/SKU is hazardous, the user would have to manually change this field to Yes. Note this is a mandatory field and cannot be blank. If left blank, the shipment record cannot be saved and a warning message will pop up.

Stackable:

• This field is to advise if the pallets are stackable or not stackable. The user has to choose Yes or No. This field is set to default to Yes. If the pallets are not stackable the user would have to manually change this field to No. Note this is a mandatory field and cannot be blank. If left blank, the shipment record cannot be saved and a warning message will pop up.

Save:

• After all *required information is entered, the user must choose “save”. Upon choosing save the following steps below will happen:
  • If any of the required fields are not filled in, an error message will pop up and not let the user save until all required information is entered. *Note, if all of the required fields are filled in, the user will not receive this error message.
  • Upon saving the information entered, an automatic validation notification will “pop up” asking the user to review the following information that they entered, noting the following disclaimer: Failure to have the shipment available for pick up on the available date will result in chargeback’s. The user must choose to save or to cancel.
    • Upon user clicking save, an automatic confirmation will pop up, reconfirming the information entered, including the shipment CT records.
    • Upon user clicking cancel, the user can edit or change any information necessary