1501 Withdrawal Orders (SO)

 To ask general questions on any of the EDI formats, then please send an email to editest@visionsuite.co.uk 
We aim to respond to your request within 3 working days once we have contacted our Vision EDI customer.

XML – a file structure which takes into account all the functionality and field within the warehousing system.

Vision EDI is fully automated and is designed that orders flow constantly throughout the day, with one order for one transmission, not only does it keep orders flowing to the warehouse but it also stops delays at cut-off times when everybody tries to send.  The other additional benefit is that should you have a system problem at the cut-off the effect is minimised.

Where you are unable to have orders flow constantly then then you can batch orders but they must be sent at least every 30 minutes until the warehouse deadling cut off time then hourly thereafter.
If every 30 minutes is not regular enough and your batches are fairly large then you can send more regular.

Batching of orders is sending many single transmissions at the same time, it does not refer to combining them into a single file which we would not recommend

The Vision EDI service normally operates 24 hours a day and 7 days a week.

Whether testing, sending live or sending an API file using the fall back method the filename must conform to the following.

1. It must be prefixed with SO

2. The suffix must be the warehouse customer code.

3. It must not be zipped

4. The filename should not exceed 32 characters

We use this convention to identify the filetype; allows pre-processing before we parse the XML; identify which XML model; process faster; check incoming customer permissions; provide acknowledgements back to you.

We also do not allow multiple different file types in the same file, so a sales order file can only contain sales orders, and this then negates the need to use XML namespaces.

It is your responsibility to not duplicate the files you send to the warehouse, if you choose to resend please be sure that you are not going to duplicate orders.

However, if you resend the same file within a short period of time we have a mechanism in place that it will not be processed.

Instead we will fail the file and remove it from the upload queue. The period is usually within the same working day.

Whilst we can do this most customers using Vision will not have this switched on. 

When ON we check for the same DocRef on another file, if found we reject the order.

When OFF the second order will be loaded, could be used as an add-on order, although it will not be combined with the original we would create another unique order, so it is important if you send the same order that you ONLY send additional lines in the new order, you can not amend, adjust, delete or edit the original order.

The Vision EDI service has a facility to acknowledge files received.
This can only be used once you pass testing, this email can only be sent to one email address which is defined in the Vision EDI service.
It should be used to provide only an acknowledgement that the warehouse has received a file and not that the file has been processed.

Vision EDI can inform you of new orders on the WMS.
You can configure this within the Vision CIS admin control panel or ask your warehouse
This contains orders which have been entered onto the WMS system. 

We archive files for 30 days after they have been sent.
When its a excise or customs warehouse this is usually 90 days.

File errors where files can not be processed

If there is a data irregularity then we will reject the file.  In this instance customers need to be able to fix the data and resubmit the orders back to the Vision EDI system.
We offer limited support to Vision EDI customers to assist with this type of failure, we the creation of the file is outside of our control sometimes we are unable to assist. 

If your file fails and we can identify your customer code (it should be the file extension) then we will email you to tell you.

Where no issues are found

We upload and process the order which will go directly to the warehouse despatch, ready for picking.  No user intervention is required and normally the first person to see this order is the warehouse picking manager.

You can request a hourly orders processed report which will confirm the orders processed.

Missing or Inaccurate Data

When orders are received and found to contain missing information then the order will be placed on hold, and we will send you an email informing you that this is has occurred.

Generally Orders are held for :

• invalid or inaccurate delivery addresses

• insufficient stocks

• inaccurate information in the order especially rotation numbers.

We will only send you an email with the issues if we can identify your customer code (it should be the file extension).

Due to the complexities with picking operations, its impossible to achieve accurate stock shortages when the same product is specified multiple times on the same order.  If you need to do this then you have to specify the rotation number for each time the product appear, if the rotation has rotation line numbers then these should also be specified.

Generally set this to 50-100 lines per file and is dependent on whether the warehouse server can handle orders above this and whether the warehouse want orders with more than x lines.

If your order exceeds the limit, all we do is automatically split the order into two orders, each processed separately, there is no duplication of lines nor is there any manual work involved in doing this. 

Customer can order by

• Product code

• Rotation number

• Batch number

• Product code / rotation number

 Note : You can supply a rotation number with or without a rotation line number, it is only required to state the line number when you have stocks owned by customer reserves.