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Electronic Deliveries

You can import electronic delivery documents automatically into the JAMIX system for items ordered from a supplier. You can import the delivery documents either as scheduled or manually. When the import is scheduled, the system finds the delivery message from the supplier’s server and automatically creates the delivery into the Deliveries function in the system.

With the Import functionality in the Deliveries function you can import the delivery message manually, as well: You can find the message from the directory where it has been saved, or you can find the message directly from the supplier’s server. The system will automatically create a delivery based on the message into the Deliveries function.

If the content of the delivery message differs from the purchase order that has been made, the system will list the exceptions in the Exceptions functionality in the Deliveries function, as well as in the Exceptions tab of the product rows of the delivery. Examples of exceptions include false amount of items or different price compared to the order. You can add exceptions for the products on the delivery manually, as well.

Electronic deliveries functionality will make the managing of deliveries more efficient and faster, and there will be less need for editing the information manually.

This article covers the following topics:

Before You Start To Use Electronic Deliveries

Electronic delivery message format

For you to be able to receive electronic deliveries, you need to check with your supplier if they can deliver the delivery message according to the format required by the JAMIX system.

Please contact your Account Manager at JAMIX for more information on implementing electronic deliveries.

Supplier information

You need to add settings related to electronic deliveries for the supplier in the BASIC DATA - Suppliers function as follows:

  1. Open the supplier in the Suppliers function and add the Business ID for the supplier into the General tab.
  2. Choose the Electronic Delivery tab on the top of the window. Enter the information needed. Notice, that the connection to FTP/SFTP server has to be configured by your organization's IT or by the supplier's IT before defining the settings:
    1. Address: Address of the FTP/SFTP server, from which the electronic delivery documents will be found.
    2. Port: The default port is 21. SFTP usually uses port 22.
    3. SFTP: Check the box if you are using SFTP connection.
    4. Username: Username for FTP/SFTP connection.
    5. Password: Password for FTP/SFTP connection.
    6. Passive: Technical parameter for FTP/SFTP connection.
    7. Directory: Directory, from which the files will be found. Default is root directory.
    8. Filemask: Filter for part of the name of the file to be found.
    9. Delivery package size reading mode: Select if the system reads the package size from the electronic delivery message, or based on the EAN code in the Stock Card. All suppliers are not able to include the package size information in the delivery message. In this case the system can use the package size on the Stock Card, based on the EAN in the delivery message:
      1. If the EAN code corresponds to the code of a single item, the system will register the package size as a single item
      2. If the EAN code corresponds to the code of a sales batch, the system will register the package size as the sales batch
  3. Test the setting and the connection with the Test button.
  4. Choose the Stores tab, and open the store to which you want to import electronic delivery documents.
  5. Add the Customer id received from the supplier to the store
  6. Save the supplier information.

Importing An Electronic Delivery Document Automatically Into The System

Importing the delivery message from the supplier's server as scheduled

Automatic import of delivery messages will be activated in the system once the settings related to electronic deliveries have been saved in the supplier's basic data.

The system will check every 30 minutes if there are new electronic delivery documents available, and will import new ones automatically into the Deliveries function.

You can check the status (ongoing, stopped, error) of scheduled tasks in the Scheduled Tasks tab of the BASIC DATA - Settings - Program Settings function. On the bottom of the Scheduled Tasks tab you can see the log related to them: When the scheduled task has been run / when the scheduled task has started.

 

Importing An Electronic Delivery Document Manually Into The System

You can import an electronic delivery document into the system manually, as well:

STOCK - Deliveries: Import - Upload file or Import - Fetch from supplier

Upload file: Upload a delivery document which you have received from the supplier and which has been saved in the directory:

  1. Upload file
  2. Select file
  3. Open
  4. Upload. The system will automatically create the delivery into the Deliveries function.

Fetch from supplier: The system will find the delivery documents from the directory that has been set in the supplier's basic data.

  1. Fetch from supplier
  2. If the system finds new electronic delivery documents, it will add them automatically into the Deliveries function.

Order Of The Product Rows In Electronic Deliveries

Product rows in the electronic delivery will be shown in the same order as in the order linked to the delivery. If the delivery includes items from several orders, the product rows will be arranged by purchase order. 

Exceptions In Electronic Deliveries Compared To The Order

If the content of the delivery message differs from the purchase order that has been made, the system will list the exceptions in the Exceptions functionality in the Deliveries function, as well as in the Exceptions tab of the product rows of the delivery. 

The system will take the following exceptions into consideration:

  • Delivered quantity differs from order quantity
  • Unknown product
  • Product included in order is missing from delivery
  • Product included in delivery is missing from order
  • Several stock cards include the same EAN code
  • Price in delivery differs from price in order
  • Item's unit of measure is not recognized

The system will add information on exceptions automatically only if there is an order in the system that matches with the delivery message. Even if the order cannot be found, the delivery will be created into the Deliveries function based on the delivery message. In addition there will be a notification on a missing order in the Scheduled tasks tab of the Basic Data - Settings - Program Settings function.

You can add information on exceptions for the items on the delivery manually, as well. You can manage and edit exception types in the BASIC DATA - Groups - Traceability and Exception Types function.

 

Exceptions in deliveries in the Delivery Exceptions function

You can open this functionality through the '! Exceptions' button in the STOCK - Deliveries function.

You can browse the delivery exceptions for a selected time frame. You can also search them by name or use different filters. You can print delivery exceptions into Excel sheet.

The Exceptions button in the Deliveries function is available to the administrator, the unit administrator, as well as to the stock user.

 

Delivery exceptions in the product rows of the delivery

The system will register delivery exceptions automatically also to the products in the Deliveries function. You can browse these by opening a product row and then choosing the Exceptions tab on the top of the window. There can be several exceptions on one product row and you can add them manually, as well.

An exclamation mark is displayed on the product row of the delivery, if at least one exception is registered for the product. Similarly, an exclamation mark is displayed in the delivery row of the Deliveries function, if it includes at least one item with an exception.

You can remove the exclamation mark indicating an exception in the Exceptions tab of the product. This is useful, for example, if you want to utilize the exclamation mark for monitoring exceptions and remove the exclamation mark once the exception has been approved or fixed. Even if you remove the exclamation mark in the exception tab of the product, it will still be displayed in the Delivery Exceptions function.

Despite the automatic electronic deliveries you always have to check if the delivered items and quantities match the delivery document.

 

Managing Exception Types In The Basic Data

You can add and edit exception types in the BASIC DATA - Groups - Traceability and Exception Types function. The system will automatically create exception types based on electronic delivery messages into this function. You can rename them later, if needed. In this function you can also add new Exception types which can be added manually into the product rows of the deliveries when needed.

Both the Administrator and the Unit Administrator have the right to manage traceability and exception types. The administrator can set an exception type for all units or for a specific unit only. The Unit Administrator can manage exception types unit specifically.

 

Adding exception types

  1. Choose Add on the top of the window in the Traceability and Exception Types function
  2. Select the User Level and the Unit for the exception type
  3. Enter a name for the exception type.
  4. If you check the Notice box, the system will automatically display an exclamation mark on the product row of the delivery, as well as on the delivery row in the list view of the Deliveries function.
  5. Select Exception under the title Target.
  6. Save the exception type by choosing Save.

Adding Exceptions Manually To The Items In The Delivery

You can add exceptions to the product rows of a delivery manually, as well. An exception could be, for example, "Broken item" or "Contaminated item". There can be several exceptions registered for one item. Note! You can add exceptions only to deliveries that have been saved in the system.

  1. Open the delivery in the Deliveries function to which you want to add exceptions.
  2. Open the product row and choose the Exceptions tab in the window
  3. Choose Add. The system automatically creates a blank exception row with the current date.
  4. Activate the row by double-clicking on it
  5. You can select a type from the drop-down menu in the Type column. Types are managed in the BASIC DATA - Groups - Traceability and Exception Types function.
  6. An exclamation mark will be displayed in the Exclamation mark column if the Notice box has been activated for the type in the basic data. You can add an exclamation mark separately, as well, by activating the box in the exclamation mark column. In a similar way, you can remove the exclamation mark by deactivating the box in that column. 
  7. You can add additional information, if needed.
  8. Save the row by choosing Save under the row.