SYSPRO Ribbon bar > Imports > Distribution > SO Back Order Releases Import

SO Back Order Releases Import

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

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 (see Automation Design). Your selections are saved and applied when the program is run in automated mode.

Options

Data source

Field Description
Import method  
From file Indicates you want to import data from a file.
Use data grid Indicates you want to enter data directly into the grid of the Details pane (you can paste the contents of an Excel spreadsheet into the grid).
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 Loads the contents of the import file into the Details pane. This enables you to validate the lines on the grid prior to importing the file. The Import button is enabled only when all lines are valid.

Options

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 this is 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.

After processing completed

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 Indicates the email addresses of recipients to whom you want to email the information displayed in the output panes.
Delete file after use Indicates whether you want to delete the import file after all records are successfully imported.

In a client/server environment, both the import file on the server and the temporary import file created on the client are deleted.
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.

Details

Toolbar

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.
Print 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  

Import Results

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.

Import File Layout for 7

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.
Record type 1 1

This can be blank.
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.
Customer 10 15

Optional

If entered then this is validated against the entry held against the sales order header details.
Sales order number 25 20

Mandatory

A valid sales order number must be entered.
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 Code Maintenance).
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 (Browse on 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.
Quantity 85 19

Your entry at the Quantity field 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 Order Setup option: Allow changes to status 4 orders when import status is 8 is enabled.
[Note]

If the quantity imported for a manual serialized item is less than the current ship quantity against the order line, then the import line is rejected.
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.
[Note]

You must enter N at this field if you entered Y at the Update ship quantity field.
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.
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).
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.

[Note]

  • You must enter N at this field if you entered Y at the Update ship quantity field.

  • You can select the preference: Adjust only when total of ship and back-order exceeds order qty, to only update the order quantity if it is less than the total of the ship and backorder quantity.
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 you have selected the option: Capture serial numbers for orders (Sales Order 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.
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 (Browse on Warehouses), then you will be unable to issue from a single lot across multiple bins.
Bins 211 20

An entry must be made at this field if multiple bins is installed against the warehouse (Browse on Warehouses). You must specify a bin location for each import line as bins cannot be depleted automatically.
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.
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.

[Note]

You can use this field 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 Order Setup option: Allow changes to status 4 orders when import status is 8 is enabled.

Import File Layout for 6.1

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

Notes and warnings

Import file name

  • The filename defaults to XXXXXX.EDI in your work directory (where XXXXXX indicates the operator code).

Insufficient quantity available error

  • 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.

Moving Ship quantity to Back order

  • 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 orders when import status is 8 (Sales Order Setup) and configuring the Update ship quantity field within the import file.

Credit checking

  • If you want credit checking to apply , then you must select the Sales Order Setup options: Check customer's credit limit and Apply check to current orders only (Sales Order Setup).

  • If you want credit checking to apply when you move a quantity from the Back order field into the Ship field, then you must select the option: Apply check when quantity moved to ship.

  • If you want credit checking to apply when the order status is set to "8", then you must select the option: Apply credit check for orders that are to be released.

Activity considerations

Operator access to the following activities within this program can be restricted. You configure this using the Operator Maintenance 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.

Application Help Pane

Application Help Panes provide step-by-step instructions for various functions within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program. The intention is that the pane provides information that is uncluttered and easy to navigate.

You can embed an Application Help Pane:

  • in the main SYSPRO menu

  • in any program with panes, if not using roles

  • when adding a role layout in Design Mode.

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.

  1. 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.

  2. Right-click any form field.

    You can also click the triangle menu icon that appears in the title area of a pane.

  3. 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.

  1. Select the Close icon in the right-hand corner of the application help pane.

  2. Confirm that you want to delete the pane.