File Reference Numbers

From UG

Revision as of 15:29, 26 January 2012

Info

Parent Mantis

0000100: (Ops Misc)

Spoke of this wiki

Automate the assignment of file reference numbers (Jaguar export ref, import ref, third party ref) and their file reference sequence that are assigned to CT records.

Glossary

Export_Reference_Number

Import_Reference_Number

Third_Party_Reference_Number

AM

SOW 1

• 0003151: (Ops Misc) Have CT2 generate file ref #'s

Requirements

Gen Tab: Ops functionality

• System can auto generate file reference number with ability of Ops user to select some part of Reference#
• System auto assigns the mode of direction (read only) once MOT is selected: CT_bo#MOT in the CT
• System should allow user to change the MOT after a reference number has been assigned. Once the MOT is updated, the reference number should be auto updated as well according to Account Manager ID, the MOT, and client company and mode of direction
• System should allow user to update the old CT records File Reference Number to the new automated number. The Account Manager ID (group of old CT records) will be set in the admin. Once it is set, user can set the number of account manager ID then the sequence should be automated.
• System should reserve the number X00 for offices and Account Manager ID starts from X01 - X99

• Reference number consist of 3 parts:
  • List of Account manager ID that is tied to default Office- List of Account Manager IDs for particular office for operator to select.
    • i.e. Drop down list of account managers ID for a particular office, such as if NY office is reserved "800" then when ops user from NY office manages a particular shipment, this part will provide list ID of Account Managers from NY office only. One Account Manager can have many ID such as:

801 represents Rob
802 represents John
803 represents Jeanine
804 represents Rob
805 represents Rob
Note: 800 represents NY office - this can be set in admin.
:*** i.e. If UK office is set to "700", dropdown list of account managers ID for UK office will be:
701 represent Wassila
702 represent Ginny 
Note: 700 represents UK office - this can be set in admin

• • • An operator would manually select the “3 digit prefix” to create the reference number, and there should be a ‘link’ in the code restricting that operator’s “options” to his office, ie, if an operator is a JFS New York employee he would only have access to “8xx” sequences.
  • Automate counter - This should consist of 2 parts:
    • 1) The first 2 number XX can be auto assigned as of irrespective specific client company - this can be managed in admin to be set as a specific client company
    • 2) Counter - Automated sequence number 5 digit XXXXX
      • Contents/value of this sequence depend on office/account manager
  • Mode
    • System auto provides default options dropdown once the MODE is selected by operator
    • The pair of MODE and direction with the MOT can be set in Admin
      • ie. AE - Air Export - this can be applied to Air shipment for example
      • ie. SE - Sea/Ocean Export - this can be applied to Ocean shipment for example

• There are 3 reference number:

• Export Reference #: CT_bo#Export_Ref
• Import Reference #: CT_bo#Import_Ref
• Jaguar 3rd Reference#: CT_bo#Jaguar_3rd_Ref

IE. File Reference Number
801 (3 digit ID code)
10 00001 (Numerical - actual 'Ref' number, 10 is associated with client company A and 00001 is a sequence number
SE (mode/direction - XX )
Example Ref Num will show as: 801 10 00001 SE

Admin: File Reference #

Provide admin table to assign specific reference number to specific offices and to specific Account Manager.

Provide ability for each office to set their own sequence numbers and link these to specific Account Manager within that office.

Each of office consists of account managers, each account manager can have many account ID. There are 3 account managers in NY office currently: Rob, John and Jeanine. Each account manager has their own team such as Rob has operator A, operator B and operator C work in his team. System does not need to record which staff works for which Account Manager but system should provide ability to add number of head count of staffs as a field in the table. Number of head count should allow .5 as well.

• Sequence and catagory of file reference number can be set via admin

• Admin>File Reference#
• Table to manage File Reference# consist of:
  • Each office: specify by sequence of number such as sequence of range of number below:
    • NY - 800 and range of account managers could be 801 - 899
    • UK - 700 and range of account managers could be 701 - 799
    • FR - 600 and range of account managers could be 601 - 699
    • HK - 500 and range of account managers could be 501 - 599
    • SZ - 400 and range of account managers could be 401 - 499
  • Each Account Manager: specify by number - subset of each office sequence number such as Account Managers IDbelow
    • Rob - NY - 801
    • John - NY - 802
    • Jeanine - NY - 803
  • Each Account Manager: provide a field to show how many staff work for each account manager table. Field should allow a half headcount as well such as table below:
    • Rob - 5
    • John - 4
    • Jeanine - 3.5
  • Ability to edit number of staff that work under each Account Manager and keep historical changes
  • Automate a mode/direction for the last part of file reference requence numbers
    • Mode of direction table:
      • Export: AE (Air Export), SE (Sea Export), TR(Truck Export)
      • Import: AI (Air Import), SI (Sea Import), TR(Truck Import)
      • Jaguar: CT (Cross Trade - Billing office only)
    • Mode of Transportation should be associate with Mode of direction table such as
      • Air - AE or AI depend on what field
      • Ocean (LCL) - SE or SI depend on what field
      • Ocean (FCL) - SE or SI depend on what field
      • Ocean Vendor Console - SE or SI depend on what field
      • Truck (DT - Dom) - TR
      • Truck (OT - Ocean Truck) - TR
      • Truck (AT - Air Truck) - TR
      • NOTE: This should be default to a correct direction per reference # and MOT such as the field Export Ref#, this part should auto read only default to AE if MOT for Air is selected.
  • Volume Unit per Mode Table - to be used as a report
    • Air - KG - show as KG
    • Ocean FCL - TEU or FEU count - show as TEU
    • Ocean LCL - CBM - show as CBM
    • Ocean vendor console - TEU or FEU count - show as TEU
    • Truck Dom DT - Shipment count - SHPT
    • Truck Ocean - Gross KG/LB
    • Truck Air - Gross KG/LB

• Addition requirement

• Report purpose - system should allow file reference numbers to be "counted" going back in time,ideally back to January 01, 2011 Account Manager will manually update the old record with the old file reference to be replaced by the new automated sequence by selecting an account manager that is set to reserve for old records. Also - the "old" reference number (replaced by the 'automated' number) would be included in the "update log" for future reference.
  • i.e. For the past/history sequence, account manager ID will be set differently to separate the current/new shipments so as not to disturb a logical file numbering for current shipments, for example:

John (General Imports)	
801 current 
891 'old' files

Logs funtionality

All actions should be recorded in CT update log as well as system log

Report Functionality

• Ability to report on file reference sequence numbers per Account Manager and/or per office with some information from the system

• Purpose: To know how much frieght Jaguar move, How busy for each team is. Report for Export is the KEY to control the business.
• Report > File Reference # with ability of down load to excel spreadsheet
  • Filters:
    • Date/year Range: Calendar
    • Office
    • Account Manager - subset of office selected
    • E0. Client Company
    • Mode of Direction
  • Result:
    • Heading - Top part of the report
      • Information per filters set
    • Information Report per column option as of output
      • Office
      • Account Manager
      • E0. Client Company
      • Mode of Direction
      • Volume Unit
      • Gross Margin - refer to Alex's project. This output should be in place once this report value can be reported.

• Additional information

• File Reference Numbers should become a part of filtering options for ALL existing reports (account reports, stat reports, ops reports, dashboard reports etc etc etc).

History

0003151: (Ops Misc) Have CT2 generate file ref #'s

• 3151