Leases - EDI integrations, orders and returns
Introduction
The document describes in the form of a specific use case the handling of order/return procedures and integration with external IT systems of the supplier (EDI). With the help of this document, you will learn how to integrate the received electronic document into the system (delivery/return check) in the system and handle the ordering, delivery and return of materials from the construction site.
The document is divided into three parts that show how to operate in individual sections of the system and functionality. The whole will enable the implementation of the full delivery procedure through the EDI document and the return of materials to the supplier using the loading procedure.
EDI document integration
EDI integration consists in adapting the interface of the AMAGE system to automatically download EDI = Electronic Document Interchange documents in a fully electronic/automatic manner. In the system configuration section, we can define such a mechanism and indicate which documents are integrated. A detailed description of this mechanism is explained in the user manual and other Case-Study documents.
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We start this description at the point where we have already received the EDI document (delivery) electronically, but we have not ordered it before. The system allows you to solve this problem using instructions and tips for the user. To solve this, we carry out the following steps, which will go from the moment of deciding on the value of the documents, through checking the automatic delivery, to entering the documents into the warehouse.
We go to the integration and incoming documents module. You can see that we have one document marked as requiring user intervention.
Let’s move on to the integration details. The system informs about the problem it has encountered and gives the user the opportunity to solve the problem. We choose the Solve button. In this step, the system displays a decision dialog on what to do with the problem.
In the dialog window, the system displays the reason for suspending the integration, additional supporting data to make a decision and the possibility of performing an action to provide the system with additional information. In this case, the system allows you to select an existing order to which the defined delivery belongs, and it allows you to automatically create an order based on the data contained in the delivery.
| Depending on the document and the data contained therein, additional integration steps may appear, which will either inform the user about the actions taken by the machine, or will constitute decision steps for the user (as presented above). |
After confirming the step (and if the system does not encounter other deficiencies/inaccuracies), order and delivery documents will be created automatically. The delivery document will contain the information from the EDI file, the order document will be created in such a state as to correspond to the content of the delivery.
In the integration details view, the 'Target object' field is filled in immediately. In this case, it indicates delivery. We can use the navigation buttons (chain) to go to the delivery details.
In the delivery view, we have information taken from the EDI document. The document is in 'In transit' condition and we can perform a delivery check.
| Delivery can be checked in many ways, including: using mobile devices directly on the construction site. Then we can add photo documentation to check, determine delivery defects (quantitative/qualitative) and obtain electronic signatures of the supplier and the inspector. You can also perform a simplified check directly from the Desktop interface. |
To perform an automatic check, in the delivery details view, select the context menu of the object and select Check automatically
The system displays a dialog box confirming that the check has been performed
And then asks what dates to take as the date of the valid check. The user has two options - indicate the date of verification manually (selecting from the calendar) or select the date based on the date of the delivery note. In this case, we select the delivery note date
| The date of verification may be important when, for example, the lease rate will be calculated based on the documents. In this case, the date of commencement of the lease calculation is important and it may be different than the date of creation of the document by the Supplier. For example, the material is loaded and the document is issued on Friday, and the delivery is only delivered on Monday. |
After automatic checking, the quantities after checking equal those declared by the supplier and there are no complaints created. We can put such a supply in stock. Select the 'Create warehouse documents' action from the context menu. Using this action, we generate the appropriate number of warehouse documents and set the stock level.
The Transfer to warehouse window allows you to select the numbering of the warehouse document. It can be entered manually, it can be generated automatically from the document counter in the system or it can be based on the name of the delivery document. In this window, we can also check/modify the date of warehouse documents. By default, it is set to the delivery check date.
After approval, the delivery is checked, the checked quantities equal the declared quantity and we have generated warehouse documents.
| Depending on the document type, 1 or many warehouse documents can be created. If the delivery document concerns one settlement account/warehouse/storage location, only one document is generated. However, if we have, for example, a return document that contains elements from many storage locations/settlement accounts, then many warehouse documents will be generated, one for each location. |
clearing orders/returns
During the execution of deliveries for orders, the system does not automatically update the status of related order documents. This is due to the fact that the delivery documents may not be fully completed (deficiencies), but we will still treat the order as completed. To facilitate the operation of closing orders on the basis of completed deliveries, the system provides an action that will perform it.
We go to the order view. In this example, we can see that the two return documents are still in an active state. Select these documents and select the action from the menu Finish orders with completed deliveries. The system checks whether the order/return documents have matching deliveries/returns and the quantities on the documents are complete. In this case, it will end orders with the status fulfilled.
An exemplary method of return processing (return declaration, loading).
The material after the implementation of the above-mentioned operation is already in stock. Leased materials are required to be returned to the supplier. The return in the system can be implemented in many ways with many options for specifying the detail of the document.
| If EDI integration for PZ documents (from the supplier’s side) is enabled, the AMAGE system will treat such documents as confirmation of returns and will automatically check the delivery. |
In this section, we describe how to generate a return request (order) and complete the loading of materials directly in our area. This operation can be performed in several ways:
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generate a warehouse status document (report), print it and give it to employees to mark what is being returned when loading the material for transport - use this data when entering data into the system
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generate a return loading document in the system and enter loading information into the system using mobile devices.
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generate empty loading documents only e.g. with photo documentation and wait for EDI documents from the supplier, which will be treated as documents indicating returned materials.
In this case, we will carry out the loading in several ways showing alternative paths of action.
Implementation of loading using the warehouse status report
We go to the state of the warehouse that we want to return. We generate an inventory report.
In the report filter, select the options to display only positive values and skip zero states. In this case, only items that are physically in stock/our stock will appear on the report.
We generate the report, download and print it. We can provide such a printout to employees. It contains the current stock level and space for entering the returned quantities and additional lines for filling in information about additional materials.
Alternatively, we can select the items that we intend to return from the warehouse and generate the appropriate documents already pre-filled with information. We generate the document using the warehouse view and the appropriate action in the top menu of the view.
| When selecting the return document, you can either generate a new document or select the currently active return document that has not yet been sent. In this way, we can combine returns from multiple warehouses on one document. |
The return declaration document is created, we can modify the quantities, specify the required transport units, etc. In this case, after approving the return order document and its acceptance, the system can automatically send such a return declaration to the supplier, e.g. to prepare the transport for a specific return date.
| At this point, the Supplier can confirm the return via the Supplier Portal, specify the actual date of arrival of the vehicles. |
When creating a return order, the system immediately asks whether to create a return load, i.e. a document that indicates the actual load (and not the declared one). After confirming it, the system will automatically create such a document and fill it with previously declared materials.
Once the return is approved, we can move on to the physical loading and transport confirmation process. Alternatively - we carry out the loading using telephones/tablets directly at the place of return or perform operations after receiving the data already in the Desktop application.
Implementation of loading via a mobile application on the device
| AMAGE Shell application installation, configuration and login are described in the respective user manuals and tutorials. |
We open the AMAGE Shell application and log in to the system. We select deliveries/returns using the start tiles (if they have been defined in the main configuration) or using the Delivery menu.
We get a view of active deliveries and returns. In this case, we have only one return (the minus sign) that is waiting for operations related to it.
After going to the details, we can view all information regarding a given return, go to other sections of the system or perform actions. In this case, we have an active Load action, which will allow us to load using this device.
The loading view shows all elements with the possibility of additional operations on the document. Major Operations:
(1) - the ability to add items from the warehouse/warehouses that have not yet been defined. You can also use a code scanner to search the system for a specific material. (2) - specifying the amount of returned material, removing it from the list and previewing details (e.g. photos). Clicking on the name locks the element, facilitating operations on many rows of data. (3) - alternatively (if the implementation option is enabled) you can specify preferences for orders/structural elements from which the loaded material is to be balanced by the supplier. (4) - completion of the operation and approval of changes.
The system periodically (every 30 seconds) saves data in the system. You can interrupt the loading (and return to it) by using the Save action
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After saving the operation, the return receives the status "In transit" and we can monitor the data. If the system is configured in this way, the supplier can receive detailed information about the completed load, along with the quantities declared by the returnee.
| We can also make the loading empty (and only, for example, upload photos to the document as proof of return). Then, at the time of receiving the EDI document from the supplier), the supplier’s receipt document (PZ) will enter the elements into our document exactly as counted by the supplier - this will indicate the states, but according to suppliers. |
Implementation of loading directly from the desktop view
Alternatively, we can perform the same operation from the Desktop view. Loading is done from the desktop interface through a context action. You do not need to run it on the phone and, for example, get the quantity / material from the inventory report generated and completed directly at the place of return.
Ready. Loading done and on its way to the supplier. We are now waiting for the GRN document from the supplier sent electronically via the EDI interface. The document will be treated as a return check for that document and the quantities and the returned assortment will be updated accordingly.