Inventory and Call Off

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Current revision as of 14:00, 10 December 2014

[edit] About

Mantis:

Parent: 0004392
Category: ASN: Inventory and Call Off

[edit] Business Info

[edit] Definitions

Inventory - Supplier's information about items ready to ship.

Inventory is a quantity of items related to a Purchase Order (PO) that are "manufactured" and "ready" at a supplier's warehouse.
This is Portal-specific data
1 "Inventory Record" = unique PO / SKU combination
Inventory can be "replenished". This means the supplier can add more quantities at any point in time.

Call Off - Action of a Planner with "Call Off" rights to request/reserve some quantity of the PO from Inventory.

Planner users can select a quantity from "Inventory" and ask the supplier to create an ASN for that "Quantity".
Pending Call Off

Inventory Shipper
Inventory Planner

[edit] Business Needs

The simple way of auto-update a list of open POs
Notify/filtering a due date status of PO (e-mail, DB reports)
Provide visibility of Supplier inventory levels
Create "Call Off" based on Inventory record

Log call off request in inventory

Create ASN from "Call Off"
Analytics in Flashlight

[edit] Solution

[edit] Solution Summary

System should provide the following steps/processes:

Open POs - Purchase Order upload per "PO Issued by"
Inventory - Creating Inventory record by Supplier
Call Off - Requesting quantity of PO by Planner
Notifications and reports

[edit] Admin

Add Inventory Shipper Role
Add "Call Off" rights as option of Planner User
Ability to enable/disable "Inventory and Call Off" feature in Portal
Per Portal, manage a table of allowed Inventory Shippers by "PO issued by"
Upload the list of open POs, by PO issued By Company (POIB).

[edit] ASN

Inventory and Call Off panel in ASN Portal presented in 3 tabs showing the following records:

Purchase Order (PO)
Inventory
Call Off

All tabs should be managed to enable for Inventory Users from User Profile.
They should to provide:

Showing the list of open POs, one PO per line.
Showing Inventory information on Supplier's level.
Call Off functionality on Planner's level
Ability to create ASN from "Call Off" record

Quantity (Qty) used in Inventory:

Total PO Qty - Total amount of particular PO. Added to the Inventory from PO Upload spreadsheet, presented by Supplier.
Open PO Qty - Amount of PO available at the moment for replenishing Inventory or creating ASN.
Current Inventory Qty - Quantity of current Inventory line, created/updated from PO.

Current Inventory Qty is managed by Inventory Shipper and cannot exceed the Open PO Qty.

Current Call Off Qty - Quantity of reserved PO for one particular Call Off.

Current Call Off Qty is managed by Inventory Planner and cannot exceed the Qty on Inventory level.

Total Call Off Qty - Summarized amount of reserved PO in all Call Offs related to this PO.
Shipped ASN Qty - Amount of PO in created ASN, included Qty of ASNs not rejected and cancelled.

[edit] Dashboard Reports

see Dashboards for PO Statuses

[edit] SOWs

[edit] SOW 1 Add Inventory Shipper Role

mantis: 4457

Inventory Shipper is a new kind of Shipper User Role and designed to let the Shipper to work in ASN Inventory.
This implemented as an option of CT2 Generic Shipper User in User Profile admin.

This user should be linked to one or more ASN Portals.
It allows Shipper to work in Inventory with POs related to Supplier that set in User Admin

Inventory Shipper functions are:

create/replenish Inventory record from open PO, following the rules of validations:

Inventory Qty cannot exceed Open PO Qty.
Inventory Qty cannot be negative.

proceed "Call Off":

open "Call Off" record
confirm Cargo Ready Date
updates all fields required (need validations)
create ASN from "Call Off"
NOTE: Allow item QTY changes! (???)

close Inventory record (moving to another tab) - ???

[edit] SOW 2 Add "Call Off" rights as option of Planner User

mantis: 4458

This is new option for CT2 Generic Planner user and can be managed by "Inventory Planner" checkbox

Planner Interface in ASN should provide Planner's ability to:

Approve ASNs
Create Call Offs (for Inventory Planner)

[edit] SOW 3 Inventory and Call Off panel

mantis: 4459

3 new tabs in ASN2 shipment list are "Purchase Order", "Inventory" and "CallOff".

"Purchase Order" tab

Every "PO" record contains the following fields:

P.O... (default) = "PO Number" + "Release Number" (for example: if PO Number = "23992", "Release Number = 1, then "P.O." column displays "23992 R1").
SKU (default)
Total PO Qty (default)
Open PO Qty (default)
Supplier (default)
Created On Date
Current Call Off Qty
Current Inventory Qty
Destination Due Date
Last Update Date and Time
Origin Due Date
PO Issued By
Shipped ASN Qty
Transport Mode

closed PO
PO view window

"Inventory" tab

Fields:

P.O... (default)
SKU (default)
Total PO Qty (default)
Open PO Qty (default)
Current Inventory Qty (default)
Current Call Off Qty (default)
Supplier (default)
Created On Date
Destination Due Date
Inv. Updated On
Last Update Date and Time
Origin Due Date
PO Issued By
Shipped ASN Qty
Transport Mode

Filters
Controls
Functions

closed Inventory
Inventory view window

"CallOff" tab

Fields:

Ship To Location
P.O... (default)
SKU (default)
Current Call Off Qty (default)
Call Off Number (default)
Supplier (default)
Cargo Due Date
Created On Date
Current Inventory Qty
Destination Due Date
Inv. Updated On
Last Update Date and Time
Open PO Qty
Origin Due Date
PO Issued By
Requested Ship Date
Shipped ASN Qty
Total Call Off Qty
Total PO Qty
Transport Mode

Filters
Controls
Functions

Closed Call Off
Call Off view window

[edit] SOW 4 Purchase Order upload

mantis: 4437

This feature provides an uploading of PO information into the ASN Portal.
Information comes via e-mail. New accounts for incoming email were created:

Production environment: upload@jaguarfreight.com
All Dev environments: po.upload@gmail.com

To upload Inventory PO list user have to send email to the given email address with following parameters:

Subject must contain key phrase "PO Upload" and name of PO Issued By Company, separated by colon ":"

e.g "PO Upload: CEI Roanoke"

Excel file (Excel versions 97/2003/2007 currently supported) should be attached to this email.
The following columns in this XLS document (Gemline example) should be handled (others should be missed):

Name (mapping link)	XLS Column	XLS Name	Note/Example
PO Number (a.k.a Commodity PO)	A	Order No	Alphanumeric. Gemline example: 20296.
PO Line	B	Line No	Gemline example: 2.
Release #	C	Release No	Alphanumeric. Makes unique pair with PO Number. Multiple PO Numbers are allowed with different Release Number. Gemline example: 7.
D (mapped to Supplier, NEW field)	E	Supplier Name	Code. Gemline example: TCD. We’re starting with only 2 suppliers. … See Shanghai factory addresses below the table.
POIB	F	Buyer ID	Gemline example: GEM.
PO Issue Date. NEW field	I	Created	Need to be added. Gemline example: 04/14/2014.
SKU (a.k.a Commodity SKU)	J	Part No	Alphanumeric. Gemline example: 90301R1B.
Description (a.k.a Commodity Item Description)	K	Part Description	Gemline example: ISAAC MIZRAHI AVA WRISTLET-NAVY.
SKU QTY (a.k.a Commodity Item Qty)	M	Quantity	Numeric. Gemline example: 1500.
Destination Due Date	N	Planned Receipt Date	Gemline example: 06/03/2014.
Origin / Supplier Due Date	T	Wanted Delivery Date	Gemline example: 04/30/2014.
Delivery Location	BN	Delivery Address	Delivery Location Code. Gemline examples: 1.
MOT (a.k.a Transport Mode)	BR	Ship Via Code	ASN Portal Transport Mode. Gemline examples: OCN, AIR.
Incoterms (FOB - location)	BU	Delivery Terms	Incoterms is FOB. See list of overseas ports (Location) under the table. Gemline example: SHA.
HTS	CC	Tech Coordinator	Harmonized Tariff Schedule (of the United States). Gemline example: 4202.32.2000.

Suppliers (Shanghai factory addresses):

Code - ID - Supplier Name - Supplier City - Address

CC - 437 - XIAMEN - QUANZHOU - SiHuang Ind. Dist, Xiamei Town, Nan'an City, Fujian Province, China
CLY - 479 - SHANGHAI - JIANGSU - Baimao Town, Changshu City, Jiangsu Province, China

Location (a list of the overseas ports that Gemline is using, or sometimes/potentially could use):

Code - Port (Terms = FOB for all ports below)

CHG - Chittagong
CLO - Colombo
DJI - Djibouti
FUZ - Fuzhou
GUA - Guangzhou
HCM - Ho Chi Minh City
HK - Hong Kong
KEE - Keelung
NED - New Delhi
NGB - NINGBO
QIN - Qingdao
SHA - Shanghai
SHE - Shekou
SHZ - Shenzhen
SIH - Sihanoukville
SRI - Sri Lanka
THA - Thailand
TPS - Tanjung Perak
XIA - Xiamen
YAN - Yantian

System is handling receiving emails every 3 minutes. After successful uploading file, system will reply to the sender with report email. In case of any error, the system will also reply to sender the information of error cause. This reply will be sent also to the Jaguarfreight users that are in the BCC list of Client Application notifications.
Once POs uploaded they should be displayed on Open POs tab
Upload Validations - TBD.
Visibility rules.

Inventory Shipper can handle POs (and related Inventory / Call Off records) which have the same Supplier as set in User Profile of this Shipper
Inventory Planner can see POs which have POIB values from list of "PO Issued By Companies" in Planner User Profile for the particular Portal

[edit] SOW 5 ASN "Traffic light" filters

mantis: 4460, 4673

DATES

PO Supplier Due Date (a.k.a. Origin Due Date)

= when does this need to be ready at the supplier

= date by which an INVENTORY record needs to be created.

Inventory Destination Due Date
Call Off Requested Ship Date
ASN Cargo Due Date

STATUSES

Impending - if related event should occur within the next XX days
At Risk - if related event should occur within the next YY (less than XX) days and still without specific action
Past Due - if related event is late (today or in the past)

Functionality

Add "Due date" group indicator as column in the table of Open POs:

Green. Due date is in XXX weeks
Yellow. Due date is in YYY weeks
Orange. Due date is in ZZZ days
Red. Due is "past due"

Add ability to filter by group of due date
Add ability to send "Due date" e-mail notifications

Green/Yellow "due date": no need to notify.
Orange "due date": "PO / Item is due in xx days and no inventory record was created. Please provide a status update urgently."
Red "due date". "PO / Item is due tomorrow and no inventory record was created. This order is late. Please update."

Add "Due date" dashboard report

...

[edit] SOW 6 ???

mantis: ???

[edit] SOW 7 Inventory and Call Off Communication Tab

mantis: 0004683

Inventory and Call Off Communication Tab
...

[edit] SOW 8 Logging and show history

mantis: ???

Logging
...

[edit] SOW 9 Flagging and Watchlist

mantis: 4696

We need to add:

User ability to Flag ASN or Inventory or Call Off ("Inventory = Parent of CT's").

Any Flag applied to Inventory Object automatically flags all ASNs related to that Parent entity.
User can "remove" a flag from an ASN or CT record.
User can "remove" a flag from an Inventory Object
Flag removed from Child does NOT remove flag from Parent
Flag removed from Parent does NOT remove flag from "already flagged" children

User ability to select POEM (PO, Inventory, Call Off) status updates:

1. Status Category change (pending to impending, impending to at risk, etc)

2. ASN created

3. Inventory created

4. Call off created

+ all usual “flag” functionalities.

[edit] SOW 10 Supplier Event Validation

mantis: 4586

Object of handling: Purchase Order (PO) on ASN Inventory tab
Object of validation: Current Date vs Supplier Due Date of validated PO
Provide configurable Time Frames of Validation (days before Supplier Due Date):

XX days - start of "Impending" PO Status
ZZ days - start of "At Risk" PO Status
ZZ shouldn't be more than XX

PO Statuses:

PENDING - more than XX days before Supplier Due Date
IMPENDING - equal or less than XX days and more than ZZ days before Supplier Due Date
AT RISK - equal or less than ZZ days before Supplier Due Date
PAST DUE - Supplier Due Date is today or in the past

Validation logic

System should validate Current Date vs PO Supplier Due Date daily (or every N days) starting from the day when PO has been uploaded to Inventory
As soon as Current Date comply with condition of some PO Status, assign(?) the Status to validated PO and send notification e-mail to the supplier

NOTE: we need Suppliers' e-mails data/mapping

E-mail notifications

Text of message: “is PO # etc etc (contents details) still going to be available on “Supplier Due Date”

OR PO ### has a Supplier Due Date of XX/XX/XX. Will this order be ready on time?

if Supplier replies Yes = no further action (log the yes, display in comments)
if Supplier replies No = supplier can revise date + Cyberchain sends e-mail notification to planner group

NOTE: we need Planners' e-mails data/mapping (linked to the POIB)
Tweak (per Marc on Mon, Jul 14, 2014): When the user selects NO, which then opens up the calendar, they should also have the opportunity of entering a comment. This would be recorded in the record and become a permanent part of the record, and could possibly, but not necessarily, be e-mailed back to the client. (I think for now we should include the comment to the “dashboards” associated with “event management”).

Watchlist notifications

Changes or updates to the Supplier Due Date
Inventory created
Call Off created
ASN created

Log / display the validation info

Log
Filters in ASN Portal tabs:

“Showing Impending only” - yellow square with label
“Showing At Risk only” - orange square with label
“Showing Past Due only” - red square with label

[edit] SOW 11 Dashboards for PO Statuses

mantis: 4587

Impending Supplier Due Date. PO’s with a supplier due date in “xx” days.
At Risk Supplier Due Dates. Impending PO’s with a due date in “xx days” for which NO ASN was created.
Past Due Supplier Due Dates.
Unanswered validation requests. PO’s for which the supplier did not reply to the “Supplier Due Date validation e-mail” (after 2 week days from when the e-mail was sent).

For example: E-mail sent on Monday … put on Dashboard by Wednesday, e-mail sent on Thursday, put on Dashboard on Monday etc.