System Data Group

Owned by Alan Gilchrist
Last updated: May 31, 2024 by Alan Gilchrist
8 min read
System Data

Analysis Code

Analysis Code allows you to group customers based on certain traits. You are able to set up analysis fields that are held at the customer level, those fields can then be reported on through the BI reports and enquiries system.
This form is used to create, edit, or view any options you wish to hold in the fields.

The example below shows the Account Manager field and the options the user will be allowed to choose from when they select this field in the customer maintenance

Collection Group

Collection Groups are used when placing orders. So whether the order is from VCIS, EDI, or manually entered, these are the various options available.

There is a standard set of codes that we use which are located in the EDI - Collection Code List

Each code is used to signify who is making the 3rd Party/ OWN/ Parcel Carrier Collection with or without signature.

To create a new Collection Group, please go to the ‘Create’ menu and click ‘Collection Group’ in the System Data group. Please see the example given below for further information.

In this example, the CARR01 which is the Yodel carrier code and the system actually can obtain consignment information for the order to allow the label to be printed at the time of picking.

The Code field as you can see in the image will be a locked field once the record is saved. All the other fields can be changed at any time using the Collection Group Maintenance. Only the Code, Description, and

Collection Charge fields are type fields, the rest are drop-down selection fields. Use the checkbox to allow bulk collection and make the order collection field mandatory.

Charging can be

  • per order

  • per order line

  • per case of 12 (rounded up)

  • per carrier package

 

 

 

To Allow correct calculation of Collection Order Pick Dates and validate that requested Collection date/times are possible, ensure that the Collection Groups are configured in Site Maintenance. 

The Collection Group Code should be unique

Submission Method

VW Pre-pick submission → This will focus the Order status to go to Awaiting Carrier Submission before the picking status.

No Carrier Submission → This will focus the Order status to go to Awaiting Pick.

Country

This screen is used to create, edit, or view Countries. These codes are based on the ISO codes which are an international standard, please do not set these up unless they truly exist.

Ensure you already have the currency added to the system before you add a new country.

Use the ISO 2-digit country codes.

EU country → If this is to be considered an EU country then tick the EU Country checkbox.

Postcode → The Postcode tickbox designates whether this country will use postcodes when entering addresses for sales orders.

Country Group

The countries saved in the system can be grouped based on the region or certain characteristics. You can give a name to the group and add countries from the list available in the Country Group Maintenance window. In the image below we have given the group name EU Countries and by ticking the checkbox for countries, we add them to this group.

 

Port

This screen is used to create, view, or edit Ports of entry or exit from your country. They are used at the time of goods receipt and order entry.

The codes provided are usually defined by the WTO guidelines.

Reprint Audit Reason

When you need to reprint some items it asks for a reason for the reprint, this is to ensure the system is being used for specific reasons and not just random reprints.

This screen is used to create, edit, or view a Reprint Reason.

This is used when reprinting the Labels from the Print Control.

Rework Type

This option is used to add ‘Rework Type(s)' to the system. This is used when creating a new rework job. To know about the ‘Rework’ in detail, please visit the Rework page.

To create a new rework type, open the ‘Rework Type’ option in the System Data section of the Create menu.

Add a unique code for the rework type. Then add the name of the rework in the ‘Description’ field. You are provided with two checkboxes- ‘Product Mix’ and ‘Archived’. Tick these based on your need. In the ‘Colour’ field you are provided with a ‘Select’ button.

When clicked, this will open a ‘Color dialog’ window. You can select a colour of your choice for the new rework type in multiple ways. Based on your selection, the hex colour code will be generated. Click the ‘Ok’ button to select the colour. This colour will highlight the rework type in Rework Job Control Panel.

 

Now using the ‘Manage Type Charge’ button, you can set the ‘Charge Type’ and ‘Charge’ for each Rework Type.

Sundry Charge

Sundry Charges are used to charge additional costs to the customers within the warehouse and can be applied to Sales Orders and Pre-Advices. This is known as the System Sundry Charge.

To create a new Sundry Charge, go to the ‘Create’ menu, and within the System Data group, select Sundry Charge.

 

Field Name

Field Notes

Field Name

Field Notes

Code

Proivde a unique and idntifiable code for the user to use, when using FLEX remember you can have a barcode sheet and just scan the code for the charge.

So this field once set can never be altered and has to be unique.

Charge Description

You can not edit the Charge Description or Type after initially saving the charge. This is by design so it can not be changed due to the method in which these are saved.

Use

You can choose ONE of the following options

  • All

  • Good Inwards (appears in WMS for goods in)

  • Goods Outwards (appears in WMS for goods out)

  • eFullfilment (appears on Flex for goods out)

  • Archived (no longer appears)

Charge

Other than the price you can opt different methods of charging

  • Each - allows you to specify a quantity at the point of invoice

  • Fixed Charge - a single specific charge for the item.

Product Code

Can be used if we are utilising stock control for the item, this allows you to report the usage of a specific code related to a specific product allowing you to adjust the quantity in stock manually. It is reporting purposes only

Nominal Code

If you do not use Vision Invoicing then you will need to select the ‘Nominal Code’ when entering a new charge, this allows an extract to be made so you could prepare a journal to be posted within your accounts system. If you use Vision Invoicing then the Sundry charge will use the nominal code set for the respective goods inwards or goods outwards charges, to which it applies.

 

Warehouse

This form is used to set up your warehouse, whether it is real or virtual, each site can have unlimited warehouses. This is generally used when you have specific areas in a warehouse for a customer or defined areas within the warehouse.

 

This screen is used to create, edit, or view the warehouse.

 

Explanation of Terms - Warehouse Section

Term

 

Term

 

Slot

Allows you to define different doors or areas for goods inbound and allows the booking screen to be sub divided into each slot to allow better planning in the bookings diary.

Each customer has a default location, which is a warehouse and this then defines their normal unloading door.

Use Check Digit

If this checkbox ticked, the warehouse will be using the location check digits in use, this is useful for warehouse operations to ensure that the goods are at the correct location. When using Vision Flex you can scan the barcode which contains the check digit.

Auto Receipt Same Warehouse?

Checking this will automatically receipt Pre-Advices for a Transfer Sales Order where both supplying and receiving customers are within the same default warehouse.

New Rotation No for Same Warehouse Transfer?

If you wish to create a new Rotation Number on the Pre-Advice created as part of the Same Warehouse Transfer then please tick this checkbox.

 

Printers Section

Type in the Name, IP Address, and Queue Name to set printers for Delivery Note Standard/Alternative and Pick Note.

 

Vision Flex Voice

This section will be in use if your flex device enabled voice options. For example, If you ticked the checkbox ‘Announce Aisle?’ and ‘Announce Row?' when you go to Flex Device and select a location, the device will announce this location as Aisle and Row in order. If you have ticked the checkbox for Alphanumeric, the system will convert the number into alphanumeric and will announce it.

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