2 - Attachment D.15 - WBSCM Requirements.docx

WBSCM: National Multifood Warehouse – Attachment D.15

EXT350 – National Warehouse Administration

Key Term

Definition

WBSCM Portal Web-Based Supply Chain Management initiative, a web interface that can be used for USDA fulfillment or procurement.

Wildcard Search

Search using an asterisk and a portion of the field.

Matchcode Search

Search wherein a user chooses a value from a list of possible values for the field.

Key Term

Definition

Delivery Document

Internal document automatically generated when goods are issued (shipped) from a warehouse.

Bill of Lading

Packing slip that accompanies an order sourced from a warehouse/vendor.

Goods Issued Transaction performed by warehouse personnel when goods are sent to a customer. This decrements the inventory and automatically generates a delivery document.

• NW Inventory Management Specialists – USDA Personnel

• NW Org Admins – National Warehouse Contractor

• Customers (SDAs, ITOs, & RAs)

National Warehouse Org Admin responsibilities include:

- Maintaining Delivery Calendar Dates

- Fulfilling Multi-Food Orders

- Exporting Orders to the National Warehouse

- Entering Inbound to Warehouse Receipts

Manage NW Stock Upload BoL To WBSCM Create Multi-food Order Export Order to

NW

Reconcile NW to

WBSCM

Interface Maintain Delivery Calendar & Set Do Not Deliver Dates

• National Warehouse Org Admin sets consistent delivery calendar

• Customer sets “do not deliver” dates

Maintain Delivery Calendar &

• Process used to enter/update NW delivery dates

Calendar &

Potential reasons for change:

• Receiving location closed for holiday

• Overloaded delivery schedule Maintain Delivery Calendar &

Upload BoL To WBSCM Create Multi-food Order Export Order to

NW

Reconcile NW to

WBSCM

Interface Maintain Delivery Calendar &

• NW Org Admin receives all orders

• NW Org Admin exports orders to the National Warehouse

• Necessary to process orders from RA’s and SDA’s/ITO’s

• Orders can be found based on a number of different criteria

• File that is downloaded is either XML or CSV format

Export Order to

NW

Calendar & Set Do Not Deliver Dates Reconcile NW to

WBSCM

Interface Export Order to

NW

Create Multi-food Order Upload BoL To WBSCM

• NW Personnel Pick & Issue Goods

• NW Org Admin Uploads Bill of Lading to WBSCM

• Goods are shipped to Customer

This serves four purposes:

• Allows customers to cross check items physically received in shipment against items listed on BOL

• Performs a Post Goods Issue (PGI) against the order

• Updates inventory levels for display and replenishment purposes

• Helps FNS identify which customers received materials from which batches, for recall purposes Upload BoL To WBSCM

Calendar & Set Do Not Deliver Dates Reconcile NW to

WBSCM

Interface Export Order to

NW

Create Multi-food Order Upload BoL To WBSCM

• Conduct inventory count of physical inventory in warehouse and upload results

• Increment or Decrement WBSCM Inventory accordingly so numbers are reconciled

• These activities done jointly by NW Inventory Management Specialist & NW Org Admin

• Process that ensures inventory levels in WBSCM match inventory levels in National Warehouse

• Transaction can be generated as needed based on the contract between the organization and the warehouse

• XML file containing inventory levels is uploaded into WBSCM

Reconcile NW to

WBSCM

Interface

Upload BoL To WBSCM Create Multi-food Order Export Order to

NW

Reconcile NW to

WBSCM

Interface Maintain Delivery Calendar &

• NW Inventory Management Specialist (from FNS) can;

(1) Scrap stock,

(2) Move stock to different batches, storage locations, and programs,

(3) Manually increment/decrement stock, and

(4) Block/unblock stock

• NW Org Admin (a non-USDA employee) can block/unblock stock

Batch Material Storage Location Plant (Warehouse)

• Each entity is assigned a code in WBSCM.

- These codes help to organize information hierarchically and cross reference documents

• The diagram above is specific to warehouses

• Warehouses are referred to as Plants in WBSCM

• Each plant has a four-digit code to unique identify it

• All national warehouses will have a code in the 2000 series

• For National Warehouses, the storage location field is utilized to designate the program to which the commodities belong

• Each multi-food program has a unique storage location code associated with it

• The Material Number is unique to the material

• Materials are split into batches

• Batches are assigned by the warehouse when goods arrive

• Batch numbers are determined by the warehouse’s storage logic

– Not by WBSCM logic

• Blocking stock is usually done for hold / recall cases created in WBSCM

• Blocking stock can be done by a NW Inventory Management Specialist

• Block stock ensures that the blocked quantity will not be distributed

• When you block stock, it goes into a hold status

• The blocked quantity will not show up as available

• Customers will not be able to order the blocked quantity until unblocked

To block stock, you must know the following information about the stock:

• Unblocking is usually done when a hold or recall has been investigated, and it is determined that the food- safety issue was an isolated incident and that goods can now be distributed

• Unblocking stock can be done by a NW Inventory Management Specialist

• Unblocking stock makes the unblocked quantity available for distribution again

• Process for documenting receipt of goods into warehouse

• Receipt serves multiple purposes:

- Documenting damages

- Documenting shortages

- Documenting overages

- Ensuring vendor receives payment per actual quantities received

• Receipting is done after the materials arrive at the warehouse

• You must know the Delivery Document Number to enter a receipt

• Fields that need to be populated:

- Railcar/Bill of Lading

- Signed By

- Date Received

- Comments

- Good Quantity

- Damaged Quantity

- Batch Information

- Damaged Goods Information

• WBSCM has the ability to receipt Sales Orders, Delivery Documents, and Purchase Orders

• To search for an open order in the system to receipt, enter your order number and click ''Search"

• A table displays showing all purchase orders that match your search criteria

• Select the line item you wish to receipt

• Within the order, there are multiple line items

• Select the line item you wish to receipt, by checking the checkbox in the Row column

• Click Submit Receipt at the bottom

• If you have received damaged goods, you will want to indicate that on the receipt

• Click the Details button in the damaged quantity column

• Enter the information about the damaged goods including the quantity damaged, when it was discovered, carrier information, and any miscellaneous details

• Then submit the form

• There are two ways to receipt:

· Enter shipment receipt (as shown in the last simulation)

· Upload shipment receipt (as shown in the upcoming simulation)

• Uploading a receipt has two benefits

· Saves time as you do not need to enter receipt information manually into two systems

· Allows you to upload multiple line items at a time

1. Select Reports tab

2. Select category of report

3. Select specific report

Use * in place of unknown values to find a display of values you can choose from.

Example: Type ‘10*’ for an unknown Sold-To starting with ‘10’.

Matchcode Search Functionality lets you display possible values for field

Clicking on the grey diamond allows you to narrow search criteria by choosing various operands like greater than, less than, unequal to, etc.

Clicking the grey diamonds will display the Selection Options pop up (shown on left)

• The Multiple Options pop-up windows provide additional ways for narrowing selection criteria

• Click on a yellow arrow to enter additional criteria

Click the yellow arrows to perform an advanced search

Click on Settings to:

• Modify column selection

• Sort

• Calculate

• Filter

• Display

Click on Settings to further customize columns.

Click on the Column Selection tab to further customize columns.

Move items from the Displayed Columns to the Hidden Columns queue

Change the sequence of columns

Apply changes

Creates a new filter & displays filter row

Deletes Filter & Removes Filter Row Filter row

Enter your filtering criteria in the desired field, in the filter row, then press Enter

Use the up and down arrows to sort results

• Sorting columns in ascending or descending order allows users to organize their results

• Click on the up arrow for the respective column to sort results in ascending order

• Click on the down arrow for the respective column to sort results in descending order

Click on Settings to do Calculations

Click on the Calculation tab to calculate Total, Minimum, Maximum, and Mean Value

Only the columns that can be analyzed with calculations will be displayed

Click the Apply button to run the calculation and display the result in the table

Select your display preferences

Click on the Display tab to change the appearance of the report

Click the Apply button for the changes to take effect

Go to the Print Version tab to alter the report so it can be printed.

Click the Apply button for the changes to take effect.

Name and Save the view

Pop-up prompts you to name the view

Select your view

Reports can be printed, and print specifications can be customized by the user. Reports can be exported to excel

SECTION J ‐ ATTACHMENT N WBSCM UPLOAD FORMAT

FOR GOODS RECEIPT FOR INBOUND PURCHASE ORDER

Field Description

Type

Length

WBSCM xml tag

ECOS xml Required (R), Optional (O), Conditional, (C)

Required Values (Where applicable)

Comments

Relevant for the receipt of a PO

Relevant for the receipt of a PO

Relevant for the receipt of a PO

Relevant for the receipt of a PO

Relevant for the receipt of a PO

Relevant for the receipt of a PO

Relevant for the receipt of a PO

Relevant for the receipt of a PO

Relevant for the receipt of a PO

Before Unloading Indicator

CHAR

beforeUnloadInd

New

During Unloading Indicator duringUnloadInd

After Unloading Indicator afterUnloadInd

Carrier Present Indicator carrierPresentInd

Relevant for the receipt of a PO

Equipment Refrigeration Running Indicator equipRefRunningInd

Relevant for the receipt of a PO

Relevant for the receipt of a PO

Relevant for the receipt of a PO

Relevant for the receipt of a PO

Relevant for the receipt of a PO

Relevant for the receipt of a PO

Relevant for the receipt of a PO

Relevant for the receipt of a PO

Relevant for the receipt of a PO

Relevant for the receipt of a PO

Relevant for the receipt of a PO

Relevant for the receipt of a PO

Relevant for the receipt of a PO

SECTION J ‐ ATTACHMENT N WBSCM UPLOAD FOR

OUTBOUND BILLS OF LADING

Length

NW

WBSCM xml tags

ECOS xml tags Required (R), Optional (O), Conditional, (C)

Required Values (where applicable)

Comments

Plant(warehouse org id) plantId whidentifier

R

WBSCM identifier that will be supplied to each warehouse once created in new WBSCM system.

WH generated BOL #.

Date shipped(delivery selection date)

DATS

dateShipped dateShipped

R

Date the material was shipped out. Format: YYYYMMDD

WBSCM material identifier.

Material Quantity

WBSCM Sales Order number

Line Item of the Sales Order

Unit of Measure From Delivery Note

UNIT

uomFromDelivery

CS,LB

At the BOL Line Item level to identify the Unit of measure.

Expected values are: CS or LB.

Quantity in Unit of Measure from Delivery Note ‐ Single Batch

QUAN

qtyUomBatch quantity

R

Quantity field length can contain up to 3 decimals (10.3).

Unit of Measure From Delivery Note

UNIT

uomFromDelivery unitofmeasure

R

CS, LB

Identifies the unit of measure at the batch level.

Expected values are: CS and LB.

Batch Number

BatchNoBatch lotNumber

The batch number can be used to tie the material to the relevant PO in case of a hold or recall.

SECTION J ‐ ATTACHMENT N

WBSCM EXPORT ORDER TO NATIONAL WAREHOUSE (DOWNLOAD OUTBOUND ORDERS)

Length

NW

WBSCM xml tags ECOS xml tags

Values

Comments

WBSCM Sales Order number generated when placing the request.

Identifies the detail data of the Sales Order.

New

The material the is being requested.

Previously know as a commodity.

Description of the material

Quantity requested. This quantity can contain up to 3 decimal values. (10.3)

NW will have the codes and descriptions from conversion file supplied. Also, WBSCM will have the ability to generate a report which will continue these values and descriptions.

New

CSFP

Identifies the organization who placed the order.

The descriptive text name of the ordering organization.

New

The delivery point or destination of the order.

Previously know as an Entity code.

Descriptive text of the delivery destination.

City the delivery location is located.

State the delivery location is located.

ordered in.

New

The gross weight in pounds that was ordered

The net weight in pounds that was ordered.

The date the Sold To Party is requesting delivery. Format: yyyyymmdd

Select Reports tab

Select Order Processing

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