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Software Marketing Associates, Inc. 2080 Silas Deane Highway Rocky Hill, CT 06067 Phone 860.721.8929 Fax 860.257.9679 www.sma-promail.com
T able of Contents
Introduction Expected Arrivals The Product Summary Report Client Expected Arrivals Report Daily Expected Arrivals Report Expected Arrival Exception Report Inventory Receiving Receiving Inventory Summary Report Receiving Inventory Detail Report Receiving Log Report Unit Placards Inventory Receipt Email Kit Build Request Kit Assembly Request Open Assembly Report Kit Assembly Activity Report Summary Kit Assembly Activity Report Detail Fill Staging Staging Manifest Open Staging Manifest Report Kit Assembly Confirmation Unit Placard Kit Assembly Activity Report Shipping Order Arrives Pick Slip Open Pick Slip Report Packing/Shipping Package Labels Packing List Shipping Label 4 6 6 8 10 12 14 14 16 18 20 22 24 24 26 28 30 32 32 34 36 36 36 37 37 40 42 43 45 47
Shipping Confirmation Email Unshipped Pick Slips Report Management Order Processing Activity Report- Summary Order Processing Activity Report - Detail Shipping Charge Report Employee Productivity Conclusion Appendix A Replenishment Points Under Stock Email Understock Report
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Introduction
The PRO-MAIL Fulfillment Solution includes valuable reporting and email capabilities. There are over 60 reports and forms available in the Order Management System, over 40 reports and forms in the Warehouse Management System and over 20 reports and forms in Project Management. There are several different emails that are generated in both Order Management and Warehouse Management that can be sent to account managers, warehouse managers, individuals entering orders and individuals receiving orders. The email capabilities are an easy way to keep all parties informed on the status of certain task completion. The reports generated by The PRO-MAIL Fulfillment Solution, provide valuable information to account managers and warehouse managers on the operations taking place in the Order Management accounts and in the warehouse. Front end data allows reports to be selected and displayed in different ways. Based on valuable Licensee feedback more reports and email capabilities are added to each release. This document will provide samples and highlights of some of the most valuable reports and emails that are available in The PRO-MAIL Fulfillment Solution concentrating primarily on reports available to warehouse personnel and management. These reports provide a building block of The PRO-MAIL Fulfillment Solution. Read on to see how reporting capabilities in The PRO-MAIL Fulfillment Solution can work for you!
System Relationship
In order to understand the different reports and emails, it is necessary to take a moment to review the systems that comprise The PRO-MAIL Fulfillment Solution. There are four components of The PRO-MAIL Fulfillment Solution. They include the PRO-MAIL Administration System (PMA), the Order Management System (OMS), the Warehouse Management System (WMS) and Project Management (see diagram on p. 5). The PRO-MAIL Administration System (PMA) is used for database administration. The database administrator uses this system to assign users and user classes. The PRO-MAIL Administration System (PMA) displays key system information. The Order Management System (OMS) provides a solution for front end order processing and web order entry. Each client has their own unique OMS. The OMS allows you to define multiple web order entry screens to meet a variety of different client needs, such as, dealers, sales representatives, consumers etc. The OMS has many additional functions, such as, kit assembly and product/version control, order limitation, response tracking etc. The Warehouse Management System (WMS) controls and manages all warehouse activities. One WMS handles incoming requests from the OMS and Project Management. Receives Incoming Inventory Accepts and Processes Incoming Requests
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One warehouse stores products for all Order Management Systems (OMS) and Project Management Systems. It provides quality assurance controls for the warehouse. The Project Management System is geared toward direct marketers. It allows for tracking and shipping of direct mailings and large production projects. It is worth noting that Project Management can be configured to share inventory with the Order Management System since both share a common warehouse. This allows easier inventory management. For example, your warehouse may start to provide fulfillment solutions for a client that before only used your services for mail projects. The same inventory is available for both projects and fulfillment needs in cases when the same inventory is used for both mail and fulfillment projects. The chart below provides a basic outline of the function of each of these systems.
Provides front end processing for Ordering via the Web Provides Offer and Kit Management Separates OMSs for each client And more
Controls and Manages all Warehouse activities Manages intelligent back end processing and shipping Processes requests intelligently from other systems Provides quality assurance controls And more
Allows direct marketers to efficiently manage and track multiple direct mailing projects Provides tools needed for quote estimation Initiates inventory pull requests And more
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Now that you have a basic understanding of The PRO-MAIL Fulfillment Solution, lets look at its valuable reporting capabilities.
Expected Arrivals
When account representatives know a specific product will be delivered to the warehouse, they can enter an Expected Arrival Notice in the OMS or in Project Management. This information is messaged to the WMS. The Expected amount is d isplayed in the Product Inquiry screen in both the OMS and WMS. Additionally, receivers in the warehouse can query the system to determine when products are expected to arrive.
Account Representatives and warehouse managers print this report daily to see a list of products that are expected to arrive in the warehouse and their expected quantities.
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The report is intended for the warehouse managers use. The warehouse manager may want to review this report daily in order determine when shipments are due into the warehouse.
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The warehouse manager may want to review this report daily in order to determine when shipments are due into the warehouse. This report can also be used as a tool to determine personnel scheduling.
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The warehouse manager runs this report throughout the day in order to see what owners still have outstanding receipts and quantities that the warehouse is still expecting to receive.
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Inventory Receiving
Receiving is the process of entering a specified quantity of products (along with the accompanying container and storage units) into the WMS. The product may already have an on-hand balance due to prior receipts, or may be new to the warehouse. When product receipts are entered into the system, the on-hand balance is increased by the appropriate amount.
This report is intended for the warehouse managers use to be able to see what has been received, how many and from where, for a given time period.
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This report is helpful to the warehouse manager if they want to take a detailed look at what products were received and into which location they were put.
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The warehouse manager may choose to run this report daily to track shipment receiving activities.
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Unit Placards
Description The Unit Placard is a document that follows the product from the loading dock to the storage location. The Unit Placard is an identifier that is affixed to the unit at receiving time. The Unit Placard is intended to accompany the unit throughout its life in the warehouse. It contains important information such as the Product ID and its description and the location where it is stored. Most importantly, it contains the unique Unit ID that is assigned to every inventory receipt. This Unit ID is used for pulling inventory off the shelf. Since products often look alike, the Unit ID is quickly used to identify products. Under certain circumstances, such as, when moving or consolidating inventory, the WMS reprints a Unit Placard. Information on this form includes: Unit ID Barcode Date/Time Product ID Product Description Owner Unique ID Lot/Version # of Container per Skid Type of Container Pieces per Container Total Pieces Height Zone Aisle Rack Level
The Unit Placard is used by material handlers to physically place the inventory in the appropriate storage location within the warehouse. It is also used by pullers to quickly and easily identify products to pull.
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Customer Service Representatives, Account Representatives and Project Managers primarily request this email be sent to them automatically. Sometimes they forward it to others in their organization or to their clients.
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Material handlers in the warehouse use this report every time a kit build is requested.
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Warehouse managers commonly run this report every morning to make sure necessary confirmations have been made for the prior day and to view any work in progress.
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This report is useful for a warehouse manager to track Kit building activity.
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Warehouse managers reference this report when they want a detailed list of all the kits that were built during a given date and time range and want to know what products made up each kit.
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Fill Staging
Many Fulfillment operations utilize Staging areas, also referred to as Quick Pick areas, to house frequently used material for Pick and Pack Orders. In this scenario, inventory is pulled from the Warehouse bulk storage area and then transferred to a designated Staging Area. The Staging Area is used to store items that are frequently picked for fulfillment orders. The warehouse manager can define quantity levels for staged items.
Staging Manifest
Description The purpose of a Staging Manifest is to pull from bulk warehouse locations to replenish staging bins. The Staging Manifest provides important information to help you manage your operation. It instructs the material handler on what products to pull, what locations to pull from and in which order (walk sequence). Information in this report includes: Barcode (Unique Transaction Identifier) Date/Time Requested Date/Time Printed Job Owner Building Destination Comments From Unit ID From Unit Location Number of Containers Type of Container Loose Pieces Total Pieces To Unit Id To Unit Location
Material handlers use this form to bring products from bulk storage in the warehouse to staging locations. This form may be generated automatically or on request when products are needed in the staging area.
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Warehouse managers typically run this report each morning to make sure that all necessary confirmations from the previous day have been made.
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Unit Placard
Description Once a Kit has been built, it has to be put away in the warehouse. A Unit Placard prints in the warehouse to mark kits to be placed in warehouse locations.
Please reference the Unit Placard section on pages 20-21 of this document...
Please reference the Kit Assembly Activity Report section on pages 28-31 of this document.
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Pick Slip
Description: The Pick Slip lists the products that are to be picked from the warehouse in preparation for packing and shipping. Depending on what information you want to see you can choose to print one of several Pick Slip formats. In this example the popular Pick /Pack Slip with Order Summary format is shown. Information in this report is divided into three sections: Basic Information Barcode (Unique Transaction Identifier) Return Address Ship to Address Ship to Comments Ordered by Address Ordered by Comments Order ID Customer ID Order Date Needed by Date Suggested Shipping Purchase Order Number Reference Number
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Order Summary Information Offer ID Offer Description Quantity Ordered Quantity Shipped Quantity Backordered Quantity Canceled Quantity Prior Ship Unit Price Extended Price
Picking Summary Information Unique ID Product ID Product Description Unit ID Location Number of Containers Type of Container Loose Pieces Total Pieces
Material handlers use this form in order to Pick and Pack products for orders. This form may be generated automatically or in a batch, upon request, when orders are transmitted to the warehouse.
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Warehouse managers typically run this report on a daily basis to see what orders still have not shipped.
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Packing/Shipping
Once an order has been picked it is ready to be packed and shipped. The WMS provides the ability to track the packing of orders. This may be executed using one of two options: track packaging and track contents of each package. Track packaging provides the ability to track package type. Tracking the contents of each package allows for the ability of products in packages to be tracked per package. When electing to use these features, Package Labels and a Packing List will need to be printed before shipping orders.
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Package Labels
Description Package Labels are used to track package contents. These barcode labels can be printed on standard address label sheets, made by Avery and Xerox, for example. The intention is to pre-print ample supply of Packing Labels before packing time. When packing an order, simply affix a barcode label to the shipping carton and update the system to reference the Unique ID that corresponds to the package. The barcode is then scanned at the shipping station. A tracking number is then assigned to the package. Information on labels includes: Barcode with corresponding Unique Identifier
Warehouse workers who are designated to pack orders for shipping will request the system print these labels.
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Packing List
Description: After a package is packed using the Packing Workstation in the WMS, a packing list is generated. This list can then be placed into the package before the package is sealed. Information in this report includes: Barcode (Unique Transaction Identifier) Return Address Package Type Pick Pack ID Ship to Address Shipping Comments Ordered by Address Order Comments Order ID Order Date Needed by Date Suggested Shipping Purchase Order Number Reference Number Product ID Product Description Pieces in Package Total Pieces
Customers like to see a packing list included with their order. This list is helpful to have if more than one box is shipped for the same order.
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Shipping Label
Description A Shipping Label is generated by the shipping station. This is a UPS or FedEx label for example. The Shipping Label is attached to the package. Information on this label includes: Return Address Ship to Address Shipping Carrier Information Tracking Number Package Weight Number of Packages Billing Information Reference Information
A warehouse worker designated to shipping packages will generate this label from the shipping workstation and adhere it to the box.
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Individuals like to receive this email so that they know when their order has shipped. They like the ability to track the package from initial shipping to delivery.
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Warehouse managers review this report regularly to determine what Pick Slips have not yet been shipped.
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Management
The WMS offers reports that provide the warehouse manager a global picture of warehouse activities. The four reports listed below show information on order processing, shipping charges and employee productivity.
Order Processing Orders Processed Orders Picked Orders Packed Orders Shipped
Warehouse managers review this report on an ongoing basis to see how many orders have been received by the warehouse and to determine workload trends.
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Order Processing Orders Processed Orders Picked Orders Packed Orders Shipped
A warehouse manager may choose to look at this report, if they want to see the processing activity based on each order, rather than see the activity totaled together by date.
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Only the first and last pages of this report are shown.
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A warehouse manager may want to reference this report to see how many shipments have gone out on a particular day for a specific shipping carrier.
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Employee P roductivity
Description The Activity Detail Report or simply the Activity Detail Report provides a list of each employees activities by date. This report is generated in the WMS. From looking at this report the warehouse manager can determine if an employee is using their time wisely. Information in this report includes: Employee ID Dates Employee Worked Incoming Shipments Incoming Receipts Incoming Units Units Returned Units put Away Manifests Confirmed Line Items Pulled Units Pulled Outgoing Shipments Packages Shipped Totals by Employee Grand Totals
It is helpful for a warehouse manager to refer to this report to keep track of an employees daily work activity.
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Conclusion
The reports in this document offer a glimpse of the many Warehouse Management System Reports offered in The PRO-MAIL Fulfillment Solution. For information on other reports available in The PRO-MAIL Fulfillment Solution or to learn more about our products, contact a Software Marketing Asccociates sales representative.
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Appendix A
Replenishment Points
A Replenishment Point is trigger point where you are notified it is time to reorder. The Target Amount is the quantity you want to achieve as a result of reordering products in the warehouse. Replenishment Point levels can be set for products and kits in the Order Management System (OMS). When a product reaches or falls below this quantity, the OMS sends an email notification to the account representative. This email notifies them that a particular product has reached or fallen below its replenishment point. Account representatives like the replenishment point email feature of The PRO-MAIL Fulfillment Solution because it makes it easier for them to keep up-to-date on products that are running low in the warehouse.
Account Representatives whose email is setup in the Order Management Account, will automatically receive this email when a product or kit reaches or falls below set Replenishment Points.
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Understock Report
The Understock Report lists all products that have gone below or are approaching their Replenishment Points. The Understock Report is generated in the OMS. It is organized by Product Type and Product Sort Group levels. In a quick glance an account representative can see what products have gone below their Replenishment Points and by how much, and what products are close to falling below their Replenishment Points. Information in this report includes: Product ID Organized by Type and Level Product Description Reorder Point On Order Target Quantity Current Available Balance Expected Quantity Under Point Current Back Ordered
Account representatives print this report regularly in an effort to keep current on products that are running low in the warehouse.
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