Manage Delivery Documents and Labels

This document explains how to define and create document sets. A document set enables you to pre-select a group of documents. The advantage of this is that it is easier to maintain a pre-selection of documents.

This document also explains how you, either manually or automatically, connect delivery documents to a delivery or shipment. It further describes how you set up user-defined rules for when delivery documents should automatically be connected to a delivery.

The document also describes the settings for those documents that must have settings defined.

Outcome

  • Delivery documents are connected to a delivery.
  • Delivery documents bundled into a document set are connected to a delivery.
    • Documents are stored in the ODEDOC table.
    • Document sets are stored in the DDOCSE table.
    • Connections between documents and deliveries are stored in the DDOCUX table.
    • Connections between pre-selected documents and their object key values are stored in the MDOCST table.
  • Deliveries are connected to a shipment, which results in documents indirectly being connected to a shipment.

When an outbound or an inbound order is shipped, often there should be some delivery documents attached to the order.

Before you start

  • Order type and dispatch policy must be set.
  • An order is created and allocated.
  • The delivery's progress status must be as follows: 60='Fully reported' (only valid when delivery receipt confirmation is used) or 90='Closed receipt, fully reported'.
  • The packing status must be 30='Packing completed'.
  • The shipment status must be 50/50='Shipment packed complete, not reported'.

Follow these steps

Generate standard documents

  1. Start 'M3 Document. Open' (CRS928). Press F14= 'Gen standard' to generate all standard documents.

    (CRS928) is a global program and affects all companies in M3 BE.

  2. Start 'Standard Document. Open' (CRS027). Press F14= 'Gen standard' to generate all standard documents for the particular company you are working in.

    The standard documents that can be connected to a delivery are:

    900 Delivery note
    901 Dispatch Advice
    902 CMR document
    904 Swedish CMR
    906 EUR1 – document
    910 Unit document
    912 00 Odette Transport Label
    912 01 Package Label
    912 02 Logistics Label
    915 TEI Transfer document
    920 00 Standard Bill of Lading
    920 01 Master Bill of Lading (is connected to a shipment)
    922 Pro forma invoice
    925 Non-sales transit document
  3. Press F14='Generate standard' to generate these standard documents.

Define document set

  1. Start 'Delivery Document Set. Open' (MWS240).
  2. Specify the 'Document set' and 'Description' fields.
Note: The master table for (MWS240) is CSYTAB.

Bundle documents

  1. Start 'Delivery Document Set. Connect Documents' (MWS245). Specify the 'Document set' and 'Document number' fields with the documents that should be included in the set (900–925).
  2. The connection between document set and, for example, a customer, delivery method, etc. is made via the Generic Object Control Table. See step 4 in Connect document manually to a delivery.
  3. Now you have created the basic data for documents and document sets. You can now choose between manually or automatically connecting document sets to deliveries and shipments.

Connect document manually to a delivery

  1. Start 'Shipment. Open Toolbox' (DRS100/B) or 'Delivery. Open Toolbox' (MWS410).
  2. To select the delivery to which documents should be connected, select option 21=Documents, which starts 'Delivery. Connect Delivery Documents' (MWS260/B2).
  3. The (MWS260/B2) panel displays the actual shipment number in the header.
  4. By selecting options 27, 28 and 29, you can generate, print, or generate and print the document(s) with the current information about the delivery. These options are available in either (MWS260/B2) or (DRS100/B).

    It is not possible to connect documents to a delivery number in (MWS260/B2) when starting from (DRS100). This must be done when starting from (MWS410). However, it is possible to generate and print documents in (MWS260). The status on the shipment must then be 50/50=Shipment packed complete, not reported.

    Packing is set in 'Dispatch Policy. Open' (MWS010) in the '240 Packing reporting method' field. Dispatch policy is connected to 'CO Type. Open' (OIS010) and 'Req/Distr Order Type. Open' (CRS200).

Connect document automatically using the generic Object Control Table

  1. Start 'Available Object Ctrl Parameters. Open' (CMS016). Press F14='Generate data' to generate all available object control parameters.
  2. Select the 'Delivery doc selection – MWS250' parameter and select option 11='Ob tbl det lin'.
  3. 'Generic Object Control Table. Open' (CMS017) is started, where you create rules for delivery documents' connection to a delivery.
  4. Select 'Delivery Document Selection Table. Open' (MWS250) in the Program field.

    For instructions on how to work in (CMS017), refer to Define Settings for Joint Delivery Rules. Read only 'Parameters to set' Part 1 and 'Follow these steps' Part 1.

  5. Select option 11='Ob tbl det lin' to start (MWS250).
  6. On the (MWS250/B) panel, define values for the fields in each priority.

    The 'Priority' field controls the table priority from the table in (CMS017). The field indicates the table priority.

  7. The 'Start value 1, 2, 3, 4' fields are the first, second, third and fourth values to be compared with the contents of a control object. Specify values in these fields and open the E panel.
  8. With the cursor in the 'Document set' field, you connect the rules for delivery documents. Press F4=Prompt to select a document set.
  9. Press Enter to complete the object control table.

    Now return to the transportation workflow by starting 'Shipment. Open' (DRS100).

  10. On (DRS100/B), you generate, print, or generate and print the already connected documents by selecting options 27=Generate, 28=Print or 29=Generate/Print.

    Generating/printing from (DRS100/B) will give you all the documents at the same time for each delivery number connected to the shipment. Generating/printing on (MWS260/B2) will give you the documents one by one.

    The generation of the documents results in the automatically connected documents being updated with the currently information about the deliveries (shipment).

Settings for Bill of Lading

When the Bill of Lading is used it is not allowed to pack items with different commodity code in the same packaging if the Bill of Lading should follow the 'VICS Voluntary Guidelines for the Bill of Lading'. On the Bill of Lading, the number of Handling Units and Packages are calculated and presented per commodity code.

The commodity code in M3 corresponds to NMFC# on the Bill of Lading (The National Motor Freight Classification item number. The NMFC number is assigned by commodity type and is used by participating LTL carriers to determine the level of rates for a shipment). The Commodity code also holds information about Class (A rating assigned to products based on their value and shipping characteristics, that is, density and how the freight is packaged) and if the commodity includes hazardous material.

  1. Start 'Dispatch Policy. Open' (MWS010), the H panel. Activate the 'Commodity Code' field. This field must be activated if the commodity code should be displayed when printing the Bill of Lading.
  2. Start 'Commodity Code. Open' (MMS041). Enter a commodity code and open the E panel. Enter a commodity class and activate the 'Hazardous material' field, if appropriate.

    Bill of Lading - Connect commodity code using the generic Object Control Table

  3. Start 'Available Object Control Parameters. Open' (CMS016). Press F14='Generate data' to generate all available object control parameters.
  4. Select the 'Commodity Code – MMS038' parameter and select option 11='Ob tbl det lin'.
  5. 'Generic Object Control Table. Open' (CMS017) is started, where you create rules for commodity code connection to a delivery.
  6. Select 'Commodity Code Selection Table. Open' (MMS038) in the Program field.

    For instructions about how to work in (CMS017), refer to Define Settings for Joint Delivery Rules. Read only 'Parameters to Set' Part 1 and 'Follow These Steps' Part 1.

  7. Select option 11='Ob tbl det lin' to display 'Commodity Code Selection Table. Open' (MMS038).
  8. On the (MMS038/B) panel, define values for the fields in each priority. The 'Priority' field controls the table priority from the table in (CMS017/E). The field indicates the table priority.
  9. The 'Start value 1, 2, 3, 4' fields are the first, second, third and fourth values to be compared with the contents of a control object. Fill in these fields with values and open the E panel.
  10. Select the Commodity Code defined in (MMS041).
  11. Press Enter to complete the object control table.

    Now return to the transportation workflow by starting 'Shipment. Open Toolbox' (DRS100).

  12. On (DRS100/B), you generate, print, or generate and print the already connected documents by selecting options 27=Generate, 28=Print or 29=Generate/Print.

    Generating or printing from (DRS100/B) gives you all the documents at the same time for each delivery number connected to the shipment. And the Master Bill of Lading connected to the shipment, if one is connected. Generating or printing on (MWS260/B2) will give you the documents one by one.

    The generation of the documents results in the automatically connected documents being updated with the currently information about the deliveries (shipment).

Settings for Logistics Label

The Logistics Label is a variant of the Package Label (see chapter ''Package Labels'' below). It contains application identifiers (AI), codes that describe what type of data is printed, and the ones that specify a quantity must be connected to the correct U/M.

The application identifier for weight and volume must be connected to the same weight and volume unit of measure that is defined as the general weight and volume unit of measure for the whole company in 'Settings- User-def Item Fields' (CRS703/E).

  1. Start 'Unit of Measure. Open' (CRS050). Open the E panel. Select value in the 'Application identifier' field that corresponds to the current U/M. Each value in the list can only be connected to one U/M except 37.
  2. Select the number of decimals, from 0 to 3, for the weight and volume application identifier.

    Weight and volume is printed with six digits on the Logistics Label, including decimals. The possibility to set the number of decimals to a lower value than 3, which is the standard for weight and volume in M3, is to be able to print numbers greater than 999.

Settings for 900 delivery note printouts

  1. You define generic settings for the delivery note (per company) in 'Settings – Deliveries' (CRS721).

    You make specific settings per receiver for the delivery note in 'Settings – Delivery Notes' (MMS499).

  2. Specify the 'Delivery note variant', 'Page break', 'Prt item name', 'Prt lot no', 'Prt catch weight', 'Backorder info', 'Prt feature/option' and 'Packaging type' fields.

    Set Backorder info 2=Yes including not delivered order lines. The delivery note printout has been enhanced to print order lines that were not delivered at all.

    Printout of not delivered order lines means that all order lines connected to the delivery number with delivered quantity equal zero is printed at the end of the delivery note.

  3. In (MMS499) you also specify for which reference (receiving customer, CO or receiving warehouse, DO) the settings should affect. You specify the ID for the reference. For example reference= CUNO (customer) and ID= 4500 (customer 4500).
  4. Print the delivery note (MMS480PF) using regular printout functions such as (MWS260). Can be performed before or after delivery issue.

    Attributes printed on delivery note

    The item oriented delivery note (variant 01) printout function (MMS480) prints attribute information.

    The attributes printed are the Balance-ID / Lot attributes that are connected to the balance-IDs or lot at the printout occasion.

    As the delivery note can be printed both before and after stock issue have been confirmed the printed attribute information reflects the values at the printout occasion.

    The attribute information is printed as a separate stream file block (CF-block) after each item is listed. Editing of the printed attribute text follows the settings defined in 'Attribute. Open' (ATS010) and 'Attribute Model. Connect Attributes' (ATS051).

Settings for chronological delivery note number per division

  1. To manage chronological delivery note number per division, activate parameter 'Nbr ser per div' in 'Settings - Deliveries' (CRS721).
  2. You can then create and maintain the chronological delivery note number series per division in 'Number Series. Open' (CRS165). When creating a new series, the division defaults to the division you are logged into.
  3. A delivery note is created. The chronological delivery note number is taken from the number series specified in 'Dispatch Policy. Open' (MWS010) parameter 530, using the division for the warehouse on the delivery.
Note: When the parameter ‘Nbr ser per div’ has been activated in (CRS721) you only get a chronological delivery note number for the specific division. If chronological delivery note numbers per division have not been set up, no chronological delivery note number is created for the delivery note.

Settings for non-sales transit document

To manage non-sales transit document (document number 925 and document variant 00), there are two parameters on the dispatch policy that control the information printed in the XML-output.

Parameter 640 on ‘Dispatch Policy. Open’ (MWS010/J) controls which number series to be used for retrieving the Freight alias document ID when the document is created. This number series is managed per division (according to sending warehouse) and must be of the number series type DC.

Parameter 650 on ‘Dispatch Policy. Open’ (MWS010/J) controls where the information is retrieved from. Depending on which of the supporting variants the delivery is created to support, the rates and information are retrieved differently.

Note: This document should be printed after the whole delivery has been reported as issued.

Settings for and editing 901 Dispatch Advices

The Dispatch Advice document 901 header information can be edited prior to sending the dispatch advice.
Note: To be able to generate the dispatch advice document 901, the delivery in question must have packing completed. This is indicated through Packing status equal 30 or higher.
  1. You must first generate 901 in 'M3 Document. Open' (CRS928) with F14 – Gen standard. You must then generate 901 in 'Standard Document. Open' (CRS027). This must be done so that (MWS260) option 11=Doc header, knows that it should call 'Dispatch Advice. Edit/Send' (MMS475).
  2. Now you must generate 901 in (MWS260), option 27=Gen/Print documents. This results in that available information is retrieved and updated to the dispatch advice header.
  3. You can edit the document header information by using (MMS475).. You start (MMS475) with option 49 in (MWS410) and (DRS100) or by option 11 in (MWS260). If you want to send the dispatch advice at this stage, press F14=Advice and the document will be sent / printed.
  4. You print 901 by using option 28 in (MWS260).

    Settings for package labels

    Package labels are documents 912 00, 912 01, 912 03—9.

    You can generate a package label with a flexible output.

    The solution consists of the following parts:

    • Document identities

      The previous solution, Odette transport label, still works but has been assigned document number 912 and document variant 00. The newer package label has been assigned document number 912 and document variant 01.

      If you wish to produce modified package label documents you should use document number 912 and document variants 03 -> 99.

      The new document numbers and variants are generated in (CRS928) and (CRS027).

    • Document reference creation

      Document number 912 and the document variant of your choice is attached to a delivery number based on the document set logic defined in (CMS016) and (MWS250). The 912 document is managed in the same way as all other document numbers in the 900 series. The point to create document references depends on how field 340 in (MWS010) is defined.

      Once created, the document reference can be managed in (MWS260).

    • Document output control

      A user-defined control of the output (stream file for MOM or XML file for FOM) can be generated by the package label printout function. Select program 'Delivery Document Output. Define' (MWS270) in (CMS016) and you can use the same field group used in (MWS250) but here to define output control fields in (MWS270). The most important control field 'Sort/detail lev' concerns the sort order and level of aggregation in the output.

    • Document printout

      The package label and the Odette transport label is now printed using the same solution as for other documents in the 900 series. Printout of all labels per delivery number is initiated from (MWS260). The option in 'Delivery. Connect Packages' (MWS423) that prints one specific label is still possible to use.

    • Document output

      The stream file / XML file MWS485PF contain header and detailed information that are created based on the output control fields defined in (MWS270). More or less detail output will be generated base on the 'Sort/detail' field defined in (MWS270). Header data is static but as much information as possible is added.

      The purpose with the option is to eliminate the need of modifications of the stream file / XML file content, as much as possible.

    • Document layout

      The layout MWS485PF, connected to document number 912 and document variant 01, has been developed by IRD. Odette standard uses the old MMS485PF as layout without any changes.

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