Page Comparison

The Automated Process:

• Incoming files (from your Warehouse)
  

  • Files are sent via email from your Warehouse to a standard POP3 mailbox set up specifically for this use.

    • The frequency that these files are sent over (real-time, hourly, daily, monthly, annually or manually) depends you on your Warehouse.

      • You will need to discuss this directly with your Warehouse.
        

  • Commerce checks the mailbox on a periodic basis (normally 15mins) and drops any attachments it finds on the emails in to the Vision Warehouse Service Inwards folder.
    

  • At a period set in the Configuration tab on the Document Management screen, the Inwards folder will be scanned and any files present will be picked up to be imported.

    • All incoming files must be the correct format and must be .XML files.

      • Any non.xml files will be rejected immediately without any further checks.

      • Any .xml files that do not pass the validation checks will fail and be moved to one of the failed folders.

      • You can check the Audit Log tab for details of process files, whether they passed or not and if not, why they were failed.
        

  • If you are missing all or some files you will need to check the following:

    • Did your Warehouse send the files?

      • Check with them.

    • If there were no Goods Received or no Sales Orders processed at your Warehouse then you will not receive these file types.

      • Stock Snapshots are sent each time they are scheduled regardless of any stock transactions.

        • If you have these turned on you should receive them as per the schedule set by your Warehouse (normally daily).

    • Once you have checked the above reasons, check the Audit Log for any errors.

      • If you find errors and do not understand them or find no errors but still haven't received the files please contact the Vision Support Team by raising a ticket in the Ontech Customer Support Portal. (https://visionsoftware.atlassian.net/servicedesk/customer/portal/1/user/login?)
        

• Outgoing files (to your Warehouse)
  

  • As soon as a Sales Order is ready to be submitted to your Warehouse (normally after goods are allocated) or Purchase Order saved successfully, you can submit them to the Warehouse.

    • See the Warehouse - Submissions page for more details
      

  • The files can contain single Sales Orders or Purchase Orders or many on each.
    

  • The Warehouse will receive these files and import them into their system.

    • This process is extremely quick and accurate and avoids typos and mistakes that are often made by human operators on complicated orders.

Checks after the Process has been run:

• Goods Received File:

  • The report will indicate any orders that could not be processed automatically by Vision Commerce. Normally for the following reasons:

    • Differences on the file from your original Purchase Order.

      • This could be changes made to your Purchase Order in Commerce after the file was submitted.

      • The Warehouse made changes that were not made on your Purchase Order in Commerce.

    • The purchase order has already been receipted manually in Commerce.

      • This sometimes happens when a Purchase Order needs to be receipted urgently so that a Sales Order can be raised.

      • Providing the Purchase was receipted correctly (matches with the Warehouse file) then there is nothing further to do.

  • Goods have been returned from a Delivery or goods have been Re-landed goods (and do not have a matching Purchase Order in Commerce)

    • To correct this (depending on the circumstances) you would raise a credit against original goods, raise a new purchase order or stock adjust.

    • If goods have been re-landed you may need to use Rotation Maintenance (see the Rotation Maintenance page for more details).

    • If the Purchase Order Number in the file does not exactly match a Purchase Order Number in Vision Commerce the Purchase Order will not be updated.
      
      

• Orders Processed File:

  • The report will indicate orders which cannot be automatically confirmed delivered by Vision Commerce. Normally for the following reasons:

    • Difference on the file from your original Sales Order.

      • This could be changes made to your Sales Order after the file was submitted.

      • The Warehouse made changes that are not made on your Sales Order in Commerce.

    • The Sales Order was already marked as delivered manually in Commerce.

      • This sometimes happens when a Sales Order needs to be marked as delivered urgently so a Sales Invoice can be raised.

      • Providing the Sales was marked delivered correctly (matches with the Warehouse file) then there is nothing further to do.

    • The rotations entered on the original Sales Order do not match those used by the Warehouse (and therefore appear on the file).

      • To correct this issue you may need to do Rotation Maintenance (see the Rotation Maintenance page for more details).

  • If Sales Order Number in the file does not exactly match a Sales Order Number in Vision Commerce the Sales Order will not be updated.
    
    

• Receipting Purchase Orders and Delivering Sales Orders manually:

  • There may be times where you need to manually receipt a Purchase Order or manually deliver a Sales Order.

    • If you do need to do so, make sure you accurately include the following information:

      • Rotation numbers used by the Warehouse (if you haven't got the file to check you will need to get the details from the Warehouse.)

      • Quantities are correct.

  • If you are in any doubt about whether you should be processing these manually or are not sure about the details, please contact the Vision Support Team first, by raising a ticket in the Ontech Customer Support Portal. (https://visionsoftware.atlassian.net/servicedesk/customer/portal/1/user/login?)

  • See the Receipting Purchase Orders (Stock & EP) page for more details on the manual Receipting process.
    
    

• The Stock Snapshot:

  • A Stock Snapshot file is generated by your Warehouse of the stocks they have in their system (product codes, rotations numbers and stock levels).

    • The file is normally produced overnight and sent out early in the morning.

    • As you process Sales Orders and Purchase Orders in Commerce during the day your system will differ from the last snapshot.

    • To ensure the results are accurate after you have processed Orders you will need to request a new snapshot is generated and sent over from your Warehouse or wait until the next morning for the file to be sent over as normal.
      

Stock Reconciliation - Common Problems

• The following is a list of issues you might encounter and what may have caused it:
  

  • Stock Level Discrepancy

    • You and the warehouse have different stock levels, depending on whether you have more or you have less than the warehouse will depend on how you investigate this.

      • If you have more stock then an order has not been confirmed delivered.

      • The warehouse have made an adjustment to stock, such as a stock loss.

      • Have you made an adjustment?

        • Was it correct?

        • Timing issues sometimes cause this to be a problem.

      • Finally compare stock movements with the warehouse.

    • If you have less stock.

      • You have confirmed a delivery when the warehouse have not despatched dispatched it.

        • This is quite dangerous as the warehouse could use different rotations and then you would have to perform adjustments.

        • You have made an adjustment which the warehouse have not.

        • Check the original receipt quantity if it agrees then check the stock movements with the warehouse.
          
          

  • Rotation/Product not found at Warehouse

    • You have a rotation on VC which the warehouse do not have.

      • You landed stock before the warehouse receipted it on their system

        • Check the receipt date of the stock

      • The stock has exhausted and you have not confirmed all deliveries or there was a stock loss

      • Check and compare the stock movements.
        
        

  • Unknown Product Code

    • The warehouse have a product code that you do not have.

      • Check the product at the warehouse.

      • Investigate why the stock managed to arrive and you had no product code setup as no code means no purchase order.
        
        

  • Unknown Rotation Number

    • The warehouse have a rotation number that you do not have.

      • Usually means stock has landed and not received on system.

      • Very common for re-landing and Returns to be missed on receipting.

      • It is Very Important as this stock is Duty Paid and it will be used on the first available orders.