DDMS®/DDMSPLUS™: Setting Up Using the Essendant™ PSNsupport.ecisolutions.com/doc-ddms/vendor/psn/unitedpsn.pdf · of the following codes from the list below and specify the codes

Updated January 2020

DDMS®/DDMSPLUS™: Setting Up & Using the Essendant™

PSN

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ContentsSetting Up the Essendant™ PSN .....................................................................................3

Setting Up the Vendor Database ..................................................................................................... 3Setting Up the Salesperson Database ............................................................................................. 5Setting Communication Parameters ................................................................................................ 5Testing the System Parameters ........................................................................................................ 9

Using the Essendant PSN ...............................................................................................9Using Stock/Price Check ................................................................................................................. 10Requesting Acknowledgments ....................................................................................................... 11

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DDMS®/DDMSPLUS™: Setting Up & Using the Essendant™ PSN

Setting Up the Essendant™ PSNBefore you set up parameters for Essendant™ (formerly United Stationers), make sure you have PSN set up. If this is your first PSN vendor and PSN is not already set up, start by following the steps in Setting Up PSN on the Customer Support Center.

Once PSN is set up, setting parameters to communicate with Essendant involves the following:

1. Setting up the vendor database.

2. Setting up the salesperson database.

3. Setting communication parameters.

4. Testing the system parameters.

Note: PSN setup uses graphical and text-based screens. For more information on opening and using text-based screens, see Opening Text-Based Screens on the Customer Support Center.

Setting Up the Vendor DatabaseYou must set up a destination ID for Essendant and select the features to enable.

1. Set up Essendant as a vendor.

1.1 From the Master Menu, double-click .

1.2 In the Vendor Master tab, click .

1.3 Click the Vendor # box and type UNITED.

1.4 Click the Name box and enter a name for the Essendant vendor.

1.5 Click the Comm drop-down menu and select EDI.

1.6 Click .

http://support.ecisolutions.com/doc-ddms/vendor/psn/psn.pdf

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2. Set up the Supply Options dialog box.

2.1 Click . The Supply Options dialog box opens.

2.2 In the Location box, enter a G/L location, or accept the default of 1.

2.3 In the Destination ID box, type UNITED.

2.4 From the Supported Features list, check Purchase Order and then Price Check and/or Stock Check.

2.5 Check the Update Pick Ticket with Addtl Charges box to process additional charges and post them to the pick ticket.

2.6 In the Item Number box, enter the item number.

2.7 In the Company box, enter the company name.

2.8 Enter the location ID in the Facility box to limit price and stock checks to specific wholesaler facilities.

2.9 Click the corresponding Display Online box to display the on-hand quantities from this facility on the web.

Note: For information on valid facility codes, contact your wholesaler.

2.10 Click Exit.

3. Click .



Setting Up the Salesperson DatabaseSet up the salesperson database so that an order-writer or salesperson can make stock and/or price checks.

1. From the Master Menu, double-click .

2. In the Salesperson Master tab, enter the salesperson’s or order-writer’s number in the SalesPerson # box.

3. Click the Price Check tab.

4. In the Allow Online Vendor Checks box, enter Y.

5. Choose to allow price checks, stock checks, or both.

6. Click .

7. Repeat Steps 2-6 for each order-writer or salesperson who needs stock and/or price check enabled.

Setting Communication ParametersTo set up communication parameters, use the following instructions:

1. From the text-based Master Menu, type L to open the (L) Parameters screen.

2. Type 6 to open the (L6) Vendor and Wholesaler Communications screen.

3. Type F to open the (L6F) United Communications screen.

4. Tab to the first PSN field and type Y. This works with the Interlink System ID field.

5. Tab to the second PSN field and type Y to download electronic invoices using PSN.



6. Tab to the Transmission # field. Enter a transmission number. If you do not have a transmission number, enter 001.

7. Tab to the Update Cost field. Leave this field blank or enter Y to update cost. Selecting N does not update cost, which may cause the invoice and the purchase order to show different amounts. Contact support before you change this field to N.

8. Tab to the Interlink System ID field and enter your Interlink ID. This information comes from Essendant.

9. You can specify what to print on the portion of the wrap-n-label shipping label and drop ship label that contains dealer shipping instructions. You can send up to six different lines of customer information, including invoice number, customer purchase order number, WHOCALLED special, route code, end line, long purchase order number, sort order purchase order, attention, LABELZ, AAAA specials, and customer name. (If you use SHIPLB06, you can only send five lines.) In the Shipping Inst field, enter one of the following codes from the list below and specify the codes in the order to print on the shipping label.

Note: If you leave a space between codes, the system creates a space between the two lines of information when you print the label. For example, if you leave a space between N and I the system creates a space between those two lines on the printed label.

• 1: Transmit the first line of the LABELZ special.

• 2: Transmit the second line of the LABELZ special.

• I: Print the invoice number.

• C: Print the customer P/O number.

• W: Print the WHOCALLED special.

• R: Print the route code.

• E: Print the end line.

• S: Use the sort order from the (AQ) screen or Customer Buyers/ Manifest tab.

• F: Print the P/O number from the (F) screen or Purchase Order Entry window.

• N: Print the customer name.

• A: Print the attention line.

Note: You can override these instructions when transmitting purchase orders. Specify the text to print in the Label Text field when performing the [B] Transmit P/O to Vendor function in the (SR) screen. You can only use the Shipping Inst field if you specified Y in the W-N-L field.

10. When creating batch orders for wrap-n-label or drop ship orders, use the Consumer Text field to specify the information that prints on the shipping label and packing list at United Stationers. You can send up to six different lines of customer information, including customer purchase order number, WHOCALLED special, route code, end line, long purchase order number, attention line, AAAA specials and LABELZ. You can also include the Sort Order from the (AQ) screen or the Customer Buyers/Manifest tab, as well as print your P/O Number from the (F) screen or Purchase Order Entry window. In the Consumer Text field, enter one of the following codes from the list below and specify the codes in the order to print on the shipping label.



Note: If you leave a space between codes, the system creates a space between the two lines of information when you print the label. For example, if you leave a space between N and I the system creates a space between those two lines on the printed label.

• 1: Transmit the first line of the LABELZ special.

• 2: Transmit the second line of the LABELZ special.

• I: Print the invoice number.

• C: Print the customer P/O number.

• W: Print the WHOCALLED special.

• R: Print the route code.

• E: Print the end line.

• L: Print the long P/O numbers.

• S: Use the sort order from the (AQ) screen or Customer Buyers/ Manifest tab.

• F: Print the P/O number from the (F) screen or Purchase Order Entry window.

• N: Print the customer name.

• A: Print the attention line.

Note: You can override consumer text when transmitting purchase orders. To do this, specify the text to print in the Label Text field when performing the [B] Transmission P/O to Vendor funtion in the (SR) screen. You can only use the Consumer Text field if you specified Y in the W-N-L field.

11. Use the Barcode field to create batch communications and wrap-n-label only. You can barcode the purchase order number, invoice number, or the customer’s P/O number or Essendant’s labels. Enter your response according to the following:

• P: Creates a barcode for the P/O number on the Essendant labels.

• I: Creates a barcode for the invoice number on the Essendant labels.

• C: Creates a barcode for the customer’s P/O number.

12. In the Sub List field, enter Y to activate the substitution feature. When this is activated, the original item on the pick ticket and purchase order is replaced with the substitution item. The sell price remains the same as the original item, and the cost is updated with the substituted item. This feature works with National Drop Ship (NDS) accounts and any of your standard delivery accounts.

When the Sub List parameter is activated, changes are made in the way that orders are processed and displayed in your system. For more information on how Essendant’s substitution program works with the PSN service and your system, see Setting Up and Using Essendant Substitutions.

Note: For more information on the substitution feature and to obtain a custom item substitution list, contact Essendant technical support. Most dealers list multiple accounts in the (L6F) screen. Since parameters do not allow you to specify which account number uses the substitution list, contact Essendant to assign the substitution list to a specific account in the Essendant system.

http://support.ecisolutions.com/doc-ddms/vendor/psn/unitedpsnsubs.pdf



13. The Line Comments field allows you to send any entered individual line specials for individual items during PSN transmissions. Enter your response according to the following:

• Y: Send the line item comments on wrap-n-label and drop ship orders.

• N: Do not send line comments.

• Blank: Do not send line comments.

14. The Route field allows you to transmit routing information with your purchase order. This feature applies to only two kinds of orders: wrap-n-label orders and drop ship orders where an invoice number has been assigned in the purchase order. Enter your response according to the following:

• R: Allows you to transmit the customer’s route. The customer’s route comes from the Shipping Manifest section. If you use the CROUTE special in order entry, that route is used. If there is no special in the Shipping Manifest field, the system uses the route specified in the Route field of the (AQ) screen or the Customer Buyers/Manifest tab. If the field is left blank, the system uses the Route field in the (A) screen or Customer Master tab.

• S: Allows you to transmit the customer’s sort order. The customer sort order comes from the Sort Order field in the (AQ) screen or Customer Buyers/Manifest tab. The sort order does not send if a route is entered in order entry that is not specified in the Route field in the (A) or (AQ) screens or Customer Master and Customer Buyers/ Manifest tabs.

• Z: Allows you to transmit the zip code from the customer’s shipping address. The customer zip code comes from the Zip field in the Shipping Address section in the Customer window.

• Blank: This is the default setting. Information is not transmitted.

15. Tab to the corresponding Tag field and enter a description of up to five characters. For example, if you are transmitting the customers’s zip code you would type ZIP in the Tag field. If you leave this field blank, the default tag is ROUTE.

16. The Ref# field allows you to transmit reference numbers. This field is used for wrap-n-label orders and drop ship orders where an invoice number has been assigned in the purchase order. Reference numbers can be printed on your labels. Enter your response according to the following:

• I: Use the pick ticket number from the Order Entry application that’s assigned to an item on the P/O as the reference number.

• P: Use the P/O number from the Purchase Order Entry application as the reference number.

• C: Use the customer’s P/O number as the reference number.


17. Tab to the corresponding Tag field and enter a description of up to five characters. For example, if you are using the invoice number as a reference, enter INV# in the Tag field. If you leave the field blank, the default tag is REF#.



18. The P/O# field allows you to specify the type of purchase order number to transmit with the order. This field is used for wrap-n-label orders and drop ship orders where an invoice number has been assigned in the purchase order. Enter your response according to the following:

• C: Use the customer’s P/O number as the reference number.

• P: Use the P/O number from the Purchase Order Entry application as the reference number.


19. Click the corresponding Tag field and enter a description of up to five characters. This description prints before the P/O number on the shipping label. For example, you could enter P/O# in the Tag field. If you leave this field blank, the default tag is P/O#.

20. The Send Vendor Delivery Instr field allows you to override comments manually entered in the (L6F) and (LFA1) screens and use the special delivery instructions from order entry when transmitting P/Os.

• Y: Use the special delivery instructions entered in order entry.

• N: Do not use the special delivery instructions entered in order entry.

21. Press Enter to return to the Action field.

Testing the System ParametersBefore using PSN for the first time, you must send test purchase orders to Essendant to confirm proper setup. There may be slight differences in the acknowledgment format. If you experience any problems, email [email protected].

Using the Essendant PSN Using the Essendant PSN involves the following:

• Using stock/price check.

• Requesting acknowledgments.

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Using Stock/Price CheckUsing PSN, you can check vendor stock availability and price from within the Order Entry window. When you check an item’s price or availability, PSN checks your item database to see which vendor(s) carries the item. Then, it checks the Supply Options window in the Vendor tab for trading partners with enabled stock and price checks. Finally, it checks the trading partner’s available quantities and pricing via the Internet and displays the results in Order Entry.

Note: By setting up the Salesperson database, an order-writer can check pricing and availability at any time. For more information, refer back to the heading Setting Up the Salesperson Database.

To check vendor stock availability and price, use the following instructions:

1. From the Master Menu, double-click .

2. Begin placing an order in the usual manner.

3. Click the Item Detail tab or press F3.

4. In the Item box, retrieve the item for which to check pricing or availability. You can retrieve items by item number, item description, or company, or you can click to open the Item Query dialog box.

5. At any time after you retrieve the item, right-click the item name and click Vendor Stock Check. The Stock/Price Check dialog box opens.

6. In the Stock/Price Check window, click Check Vendor. The pricing and/or stock information displays.



7. Click the vendor you prefer based on the following criteria:

• The Qty column under the Factored heading refers to the dealer’s quantity and unit of measure.

• The Qty column under the Vendor heading shows the number of selected items the vendor has in stock.

8. Click OK.

Note: To check pricing or availability in the text-based Order Entry screen, enter S in the Price field. The Price Check window opens.

Requesting AcknowledgmentsIf you missed an acknowledgment, you can request another from Essendant.

1. From the text-based Master Menu, enter SR to open the (SR) Purchase Order Reports screen.

2. Enter C in the Request field.

3. At the Are You Using Private Supply Network query, enter Y. The (SRC) Acknowledgment Request screen opens.

4. In the P/O Number field, enter the number of the P/O for which to request an acknowledgment.

5. Press Enter. The requested P/O’s information fills the Vendor #, Transmission Date, and Transmission Time fields. The P/O’s status displays in the Status field next to the PO Nbr field.

If the status is one of the following, go to Step 6.

• If the status is N, the order has not been pre-received.

• If the status is F, the vendor has shipped your order.

• If the status is P, the vendor has allocated inventory to fill your order.

If the status field is blank or is set to ? (question mark), the P/O you requested was not found. Re-enter the P/O number. If the record is still not found, call your vendor for a verbal acknowledgment. Your order may not have been transmitted.

6. At the Get Acknowledgment prompt, enter Y.

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7. Use the fields at the bottom of the screen to print an acknowledgment or pre-receive a P/O.

• To pre-receive a P/O and print an acknowledgment, enter R.

• To print an acknowledgment, enter P.

Note: If you choose P to print the acknowledgment without pre-receiving it, the purchase order can no longer be received in the (SR) screen. To receive the acknowledgment later, go to the Purchase Order Entry window.

8. In the Printer field, enter the name of the printer to use.

9. At the Are You Sure prompt, enter Y.

Note: If you are using the substitution feature set up in the (L6F) screen, a special prints on the acknowledgment showing that a substitution was used.

Documents

DDMS®/DDMSPLUS™: Setting Up Using the Essendant™ PSNsupport.ecisolutions.com/doc-ddms/vendor/psn/unitedpsn.pdf · of the following codes from the list below and specify the codes