Introduction
This program can be found on the Purchase Order Custom menu (PO-5). Lanier’s P.O. System allows Dealers' Purchase Orders to be emailed to Lanier in an ASCII text file. This will place Purchase Order information for Lanier's Purchase Orders into an ASCII Order File. On A SuperDOS system, this will be called 5:1:ORDERS1.TXT on The La Crosse System. This user group is deleted by the File Checking Report during end of day, so it will need to be emailed to Lanier before end of day is ran. On non-SuperDOS systems the file will be created, called ORDERS1.TXT in your data directory where new files are created (this is usually /lms/data/amsrc).
The Lanier PO Download can be used to send purchase orders for parts, supplies, literature, copiers or faxes.
This ASCII Order File will contain three different type of records: Header Record, Detail Record, and Trailer Record. There will be a Header Record for each Purchase Order being sent. This type of record is used to store information from the Purchase Order Header file. The Detail Record contains information from the Purchase Order Line Item file, showing what items need to be ordered. The Trailer Record is sent after every purchase order. It is used to show the end of the purchase order and serves as a safeguard to insure the entire order was transferred correctly.
The Lanier Download Purchase Orders program creates the ASCII Orders File. When it is run, you will be asked several questions. You can enter up to ten vendor numbers that are used for Lanier. You can enter certain item types and product classes to download. You will also be asked to enter your Charge To and Ship To Dealer Numbers (LBU Numbers). You will be able to download specific Purchase Orders, a group of Purchase Orders or all Purchase Orders not previously transferred. If you are on a SuperDOS system, the ASCII Order File is created, you can use TCP/IP File Transfer, PC-Connect File Transfer, or a diskette to transfer the file to DOS. Then, once you have the file on a PC, it can be emailed to Lanier. If you are on a NT system, once the file is created, you attach the file to an email to be sent to Lanier. If you are on an Unix system, the file can be FTP’ed to a PC and sent as an attachment on an email to Lanier.
If you escape (ESC) out of the download program while it is running, the ASCII Order File will be deleted. Therefore, you must let it run all the way through and return to the menu in order to have an ASCII Order File created.
When entering in purchase orders to Lanier, the first 39 characters of the first message line on each purchase order will be sent to Lanier. This will be used to tell Lanier about any special pricing that is needed.
Initial Set Up
If you do not want to transfer any of your existing Lanier Purchase Orders, you will want to run the "Lanier Download Purchase Orders" program for all Purchase Orders not sent, and do not transfer the ASCII Order File. This will set the transfer switch on all existing Lanier Purchase Orders that indicates that they have been sent. This way, you can choose the "All Purchase Orders not sent" option and only get the new Purchase Orders.
There are two Global fields in the Purchase Order Control File – Global Record 6 that need to be set. This should be done when no one is in Purchase Order Module. Field 43 is the Lanier PO Download Next Sequence Number. This field is incremented for each purchase order downloaded and is reset to 1 when the first purchase order of the day is downloaded. Please set this field to 1. Field 44 is the date of the Lanier PO Download sequence number listed in field 43. This should be set to the current system date. Once these fields are set, they should not be changed.
Lanier requires that the leading one character prefix appear on part numbers. This program allows you to specify the leading prefix based on product classes or item types. If however, the copier and fax part numbers are not separated by product class or item type, you will have to define the Lanier Part Number in the Vendor Item File. This means, that if your Part Numbers do not already have the leading prefix, every part will need to be set up in the Vendor Item File with a Vendor Item Number field equal to the Lanier Part Number with the prefix.
Performing Download Of Purchase Orders
The program to download Lanier Purchase Orders will be on your Purchase Order Custom menu. The selection number on the menu, will vary depending how many other custom Purchase Order Programs you have. This can be ran at any time. You will want to make sure though, that no one is entering a Purchase Order for Lanier at the time, or that Purchase Order may be sent incomplete.
The screen that comes up will look like the following:
Enter Charge To Dealer Number Or E’nd
Enter your charge to dealer number with Lanier (LBU Number) or enter “E” to return to the menu.
Enter Ship To Dealer Number Or E’nd
Enter your ship to dealer number with Lanier (LBU Number). If you have more than one ship to location, you will need to run the transfer once for each ship to location.
Enter Up To 10 Vendor Numbers To Download
Enter up to ten vendor numbers that are used for Lanier. When you are finished entering all of the Vendor Numbers you use for Lanier, press 'CR' (return), and the cursor will go to the next prompt. You must enter at least one Vendor Number, but no more than 10. If you have more than 10 Lanier Vendor Numbers, you will need to run the program more than once. If you enter the same Vendor Number twice, you will receive a "Vendor Number Was Already Entered" message. If you try to enter an invalid vendor, you will receive a "Invalid Vendor Number" message. The Vendor Number you enter will display on the line below the prompt. Once you enter your sixth vendor number the line displaying the first five vendor numbers will clear and the sixth to tenth vendor number will display on that line.
Enter Up To 10 Item Types To Download Or ‘ALL’
Enter up to ten Item Types that should be downloaded. For example, if you want to just download parts, you would enter the item type(s) for parts. If you want to download all item types, enter “ALL”. When you are finished entering all of the Item Types you would like to download, press 'CR' (return), and the cursor will go to the next prompt. You must enter at least one Item Type (or ALL), but no more than 10 individual Item Types. If you enter the same Item Type twice, you will receive a "Item Type Was Already Entered" message. If you try to enter an invalid Item Type, you will receive a "Invalid Item Type" message. The Item Types(s) you enter will display on the line below the prompt.
Enter Up To 10 Product Classes To Download Or ‘ALL’
Enter up to ten product classes that should be downloaded. For example, if you want to just download parts, you would enter the product class(es) for parts. If you want to download all product classes, enter “A” for all. When you are finished entering all of the product classes you would like to download, press 'CR' (return), and the cursor will go to the next prompt. You must enter at least one product class (or ALL), but no more than 10 individual product classes. If you enter the same product class twice, you will receive a "Product Class Was Already Entered" message. If you try to enter an invalid product class, you will receive a "Invalid Product Class" message. The product class(es) you enter will display on the line below the prompt.
Note: You will probably not want to use both individual item types and individual product classes. You will probably want to specify individual item types and enter all product classes, or specify individual product classes and enter all item types. Both prompts are asked to provide more flexibility. Some dealers may have for example their supplies and parts in the same product class, but they may have different item types. Other dealers may have supplies and parts set to the same item type, but they may be in different product classes.
Enter Up To 5 Ship Via’s (1-10) That Are Air (VS Ground)
The ship via’s for Purchase Order are listed in the Purchase Order Control File – Global Record 14. You are asked to enter the ship via numbers that indicate air (overnight) versus ground transportation. If the purchase order has a ship via (in the purchase order header), that is one entered at this prompt, it will send an “A” in the priority field. If the purchase order’s ship via is not one that is entered at this prompt, then a “G” will be sent in the priority field.
Note: Copier And Fax Part Numbers Need To Have A Leading C Or F
Do You Wish To Define Copiers VS Fax Parts Using P'roduct Class, I'tem Type Or Do N'ot Need To Add Leading C Or F
Lanier requires that part numbers for copier parts begin with a C, and fax part numbers begin with a F. The program will have option to add the leading C or F on the part number field, however it will need to know how to distinguish between copier and fax parts. You have an option of using product class or item type fields to determine what items are copier parts and which ones are fax parts. This varies per dealer and really depends on how you have your system set up. If you already have a leading C or F on your part numbers, you can enter N at this prompt and the program will skip this feature. If the above prompt is answered P, the operator will be asked to enter up to ten product classes for copier parts and up to ten product classes for fax parts. If the above prompt is answered I, the operator will be asked to enter up to ten item types for copier parts and up to ten item types for fax parts.
S’pecific, G’roup, Or A’ll P.O’s Not Sent
Enter “S” if you would like to download just one purchase order. If you enter “S”, you will be asked to enter a specific purchase order number. Enter “G” at this prompt if you would like to download a range of purchase orders. If you enter a “G”, you will be asked to enter the beginning and ending purchase order number. Enter “A” at this prompt if you would like to download all Lanier purchase orders that were not previously downloaded. No matter what you enter at this prompt, it will only download purchase orders that meet the criteria of the other prompts that were entered.
Lanier Purchase Order Download ASCII File Layout
Header Line: (one for each purchase order)
Positions Format Field Name
1 - 1 Alpha/Numeric Record Type = “H”
2 - 12 Alpha/Numeric Purchase Order Number
13 - 18 Numeric System date (YYMMDD)
19 - 20 Numeric Sequence Number – increments from 1 to 99. Restarts at 1 every day.
21 - 26 Numeric Validation Number – (system date plus sequence number plus charge to dealer number)/7
27 - 30 Numeric Charge To Dealer Number
31 - 34 Numeric Ship To Dealer Number
35 - 64 Alpha/Numeric Attention (Ship To Contact Name)
65 - 80 Spaces Filler
Detail Line: (one for each item being ordered)
Positions Format Field Name
1 - 1 Alpha/Numeric Record Type = “D”
2 - 5 Numeric Charge To Dealer Number
6 - 9 Numeric Ship To Dealer Number
10 - 10 Alpha/Numeric Priority – G equals ground, A equals air
11 -21 Alpha/Numeric Purchase Order Number
22 -34 Alpha/Numeric Part Number – Vendor Item Number on The La Crosse System.
35 -41 Numeric Quantity
42 -80 Alpha/Numeric This is the first 39 characters of first message line on the purchase. It will be the same for all items on the purchase order. It will be used to determine special pricing.
Trailer Line: (one at the end of every purchase order)
Positions Format Field Name
1 - 1 Alpha/Numeric Record Type = “T”
2 - 4 Numeric Detail Count – Number of “D” lines for the purchase order plus 1
5 - 80 Spare Filler