1-Customer send purchase order details by flat file/excel sheet through FTP(File transfer

protocol).The file that is transferred by FTP will contain a field that denotes whether each line
represents a new customer Purchase Order (to have a new K2 Sales Order created) or an update to
a currently existing customer Purchase Order (to update a currently existing K2 Sales Order).

The following data integrity checks must be made when creating a new Sales Order: CHECK:
Customer Number is valid within SAP.
Customer PO Number/Line Item combination DOES NOT already exist within SAP.
Loading Date is entered in the correct Date format.
The material in the file is a valid SAP Material.

2-Batch job running on SAP which will check and upload the Flat file in sales order(ZX001) in
every 15 min.It will also check whether any order number is missing.(Manually also we can
create a sales order in (VA01))
3-Sales order is created with details of sales order number,Target bleach grade,Target bleach
volume.A confirmation summary report must then be generated and sent to the customer by
email.
There are two kinds of errors that can occur:

 User error, in which a customer uses an incorrect syntax within their flat file and causes a
data integrity check to fail (A mail will send to customer)

 A technical SAP error, in which the SAP program fails before successfully processing
(The record should be flagged and re sending)

4-sales order data will load into a Z table in the system. This program will run every hour and
perform a delta check on the data that is in the system to what is currently in the Z table in
order to know what data will need to be pushed to DCS and once the PGI done the order
number will flagged as complete.
5-A scheduled batch job on every 15 min create a Delivery Document for each Sales Order
shortly before it has to be shipped .Within fifteen minutes of Delivery Document creation(Flag
indication), order information flow from SAP to the DCS Intermediary Interface.
6-The Custom SAP program should also monitor the Sales Orders and their associated
deliveries for any changes. If there are changes made (to either the Sales Order, or the
Delivery), the order details should be re-sent to the DCS Intermediary Interface within 15
minutes.
DCS SYSTEM
 SAP Sales Orders captured in
SAP

Update SAP PGI Process

Sales Orders sent to DCS Delivery Docs and generates Invoice in
middleware PGI SAP

Sales Order Updated Sales Order Information

Information with Actual Load Details

DCS SAP Download DCS SAP Upload

Staging Table Staging Table
Front End
Computer
Review and
Update Sales
Order DCS Truck Loading DCS Middleware
Table
Information
Staging Tables

Load Load Load

Station #1 Station #2 Station #3

Truck operator enters Sales Order

number into loading panel to
DCS System begin pumping product into truck

 A batch job is running on every 15 min to transfer the data to DCS sap downloading table
with contain: sales order number,Target bleach grade,Target bleach volume,CoC or CoA.

 The data being store in DCS Intermediary interface in 3 table.An inbound staging table,A
main data table,An outbound staging table.The data flows between the table on immediate
basis.

 The DCS System will control the dilution and loading of product from K2’s storage tanks into
the Customer’s truck.

 At the truck loading station there will be 3 pump stations and a shed that houses a
computer.This computer will serve as the DCS middle ware.

 The truck driver need to enter the sales order number in the DCS system.DCS Middleware
will finds the Sales Order details from the database including:

 Customer
 Target Product Grade
 Quantity of Product to be Loaded
 The Sales Order details will then be displayed on the screen, and the driver should be
prompted to confirm by entering the quantity twice manually with forwarding agent ID and
Trailer number.

 Once the driver confirms, the DCS Middleware shall transfer the Sales Order record to the
DCS System and begin loading the truck to the specified grade and quantity diluted.After
loading, the DCS System will transmit the actual load details back to the DCS Middleware.

 Once loading is complete, the DCS System will record the actual load details including: the
quantities of raw product that was blended to make the final product; and the volume and
weight of the final product that was loaded into the truck.

 Once the truck is fully loaded, SAP will periodically fetch data from the DCS SAP Upload
Staging Table and perform the required updates within SAP using ODBC(open database
connectivity) connection.Below details are updating in SAP:
Sales order number,Actual bleach volume,Actual water volume,Actual load
weight,Actual load date,Actual load time.Tailor number,Carrier number.

ERROR HANDLING:

Outbound (SAP -> DCS Intermediary Interface)

Any order detail records that are not properly loaded into the DCS Intermediary Interface should
be flagged and re-sent during the next load. If, once again, the records fail to transfer, an error
email should be sent to a K2 Sales Order Support Distribution mailing list.

In the event that the connection between SAP and the DCS Intermediary Interface is temporarily
inactive, an operator will manually enter order details directly into the DCS Intermediary
Interface.

Inbound (DCS Intermediary Interface -> SAP)

In the event that delivery records do not properly load into SAP, the records should be flagged
and re-sent. As this job will only typically be run once per day, If the data is not successfully
transfer then an error email should be sent to a K2 Sales Order Support Distribution mailing list
with a descriptive error message.

In the event that the DCS Intermediary Interface is down, an operator will manually extract (by
either printing or writing down) the daily load data from the DCS. This load data will be used to
manually update the deliveries and PGI the goods.

6-On a daily basis, actual load data collected from the DCS must be loaded into SAP. The custom
SAP program that updates the deliveries and subsequently PGI should be fully automated.A batch
job runs to update delivery(VL10) and PGI(VL23).
7-In billing there are two approaches to billing depending on whether we are creating Billing
Documents for Direct or Distributor customers.

i.For direct customer a batch job scheduled to create billing automatically(VL04).

ii.For Distributor manually invoice(VF04) create.

What happens if we want to delete a Sales Order.

It recommend that we do not “delete” Sales Orders. To ensure data integrity (as we’re
passing information to the DCS), we should “zero out” the line items on the Sales Order
through an update.