Importing Tracking Information

Just as you export orders to your shipping company, you will most likely need to import tracking information for those orders that have shipped.  This is an important step.  It will allow you to see all the tracking information that is associated with any order.  The tracking information is hyper-linked in the order so with one click you will be connected to the tracking information on various shippers web pages.  When you upload tracking information the system will also be able to mark these orders as shipped.  So you are really doing two things when you upload tracking information, because you are shipping these orders in the system as well.  You will import this shipping information in Order Management, start by double clicking the menu option SLS->PS->PSORM->ORM.


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Just like when you export orders to send to your shipping company you will need to enter your user name and password (if required) which is edited in Maintain Clerk Master File (MCL).  You will need to also enter a room and register.  Once you are in order management you will see that there is an Import Shipments button.

It is here that you will be able to import the tracking information for each different shipping company. 

If you notice that your shipper codes are absent, you can have your administrator add them in central table SPR.  It is important to note that the import does not need to be carrier specific.  In other words you can have UPS and FedEx on the same spreadsheet, just as long as the carrier is defined on that spreadsheet.  Users tend to use the UPS shipper code during an upload, but you can decide what works best for you. Once you have chosen what shipper code you will be using you can upload your spreadsheet by selecting Select New File.


You can then choose the excel spreadsheet that you are going to use. 

If you have your spreadsheet open on your desktop your import will be unsuccessful.  You will see a message like the one below.

So make sure when you are uploading that the spreadsheet is closed.


Once you have selected the spreadsheet you will see the spreadsheet data in the import shipper tracking data file.

This is where you can see that your formatting is correct.  Make sure that the correct column number corresponds with the data that is in that column i.e. column 1 contains the order number, and is numbered column 01 in the imported file format box titled Order Number.

If the format is correct you will select Format Is Correct (F1).

This will generate a report that  will give you information regarding the import.  It will give details about each order and whether or not it was successfully uploaded.  If a tracking number was not uploaded it will show on a report like the one below, this report automatically generates. 

Some errors are more descriptive; they tell you exactly why the order's  tracking information was not uploaded (the order has already been uploaded i.e. already exists).  If an order is omitted you will see why when you close the report.

The order that was omitted and you can see that it can't be shipped.  If you want to know the reason, most likely you will see why by double clicking the order.  For this particular order you will see that  that there is still an amount due and that is why the system won't and shouldn't ship it.

If you have orders without errors the resulting report will look more like the one below.

The orders will populate in the Orders from File screen with the message Ok to Ship.  Your next step would be to select Ship Imported Orders.  On this screen you can see that you can also send an order confirmation email.  The confirmation email is set up in Email Templates - WIP migration to MET.

The Shipping Information screen will pop up with a default shipment date (for which the wine shipped) of today's date and an optional location field.  Please note that the shipment date effects inventory so you will want to make sure that you are shipping these orders in the correct inventory period (in the correct month).  The location code is also important because it will tell the system where the inventory will be released.  You only need to enter the location if the orders shipped from a location that is not the default location determined by the TTX code on the order.  You can see and edit these locations in central table LOC.  If you choose to enter a location, it will override the location for all of the orders you are importing.

Once you entered the necessary information you can select accept.