The Trace Reporting feature of Net•Yield is used to activate the enhanced source product lot attributes used with Trace reporting. The source product lot attributes can be captured at the time a Purchase Order is entered in Purchase Orders or received in Receiving Purchase Orders and Purchasing. The source product information will be tracked throughout the inventory as items are transferred from one item to another or one lot to another in Inventory Transfers or Planned Transfers The source product item attributes of the raw material will be carried forward to all finished good items produced in Work Orders when the work order is completed.
Net•Yield uses the Item Info template to control which item info attributes will be used in Trace reporting. Any or all of the six item info attributes and two date attributes can be used as Trace attributes in Trace reporting. The source product attributes can be mapped to any of the six text item info attributes, two date attributes, and/or two custom fields attributes and can be defaulted from the attribute or manually entered when the item is received in Receiving Purchase Orders and Purchasing. The updating of received purchase orders and purchasing can be validated for missing source product item attributes and prevent the update if attributes are missing or warn the user that attributes are missing.
The entry of the source product lot attributes is controlled by vendor. Each Vendor can be configured to use Trace reporting and have vendor specific source product lot attribute overrides. Vendor item aliases can be created for each Vendor using the Item alias option in vendor or in Vendor Item Aliases to receive and process the source product item ID using the vendor's item code and item description.
Net•Yield is fully integrated with the web based TraceRegister service. If your customer subscribes to the TraceRegister service, as orders are shipped and made ready and/or Invoiced and kept in Sales Order, Shipping,Order Control, Dispatching, Update Pick List, and Invoicing the Trace Register XML Import Trace Document is automatically created and sent to the TraceRegister service website. The status is monitored and updated from Sent, to Received, Validated, Reprocessed, Imported or Failed. Prior to posting the invoice to accounts receivables the system will use the NetTrace utility to automatically connect to the TraceRegister service website and retrieve an updated status.
Lot Number or Batch Numbers are assigned to the XML Import Trace Document based on the costing method of the item and whether the item is unlotted and lotted. The system assign the lot number of the source product shipped for unlotted weighed average cost items once all unlotted items on the sales order/invoice have been costed during the Cost of Goods Sold process. See Cost of Goods Sold for more information. An amended XML Trace Document will be created that includes the source product item and lot number once all unlotted items as costed during Cost of Goods Sold. The source product item and lot number will be assigned to the XML Trace Document for Individually lot costed and lotted items based on the lot numbers assigned to the sales order.
The shipped and ready orders or kept invoices can also be sent and the status updates retrieved from the Trace Register service manually by using the Using Trace menu option.
Go to www.TraceRegister.com for more information about the TraceRegister service and how to subscribe to their service.
Configuration
The configuration of Trace reporting and the interface with Trace Register is a fast and easy process.
1. Obtain the Trace Unlocking Key from the Net•Yield sales department to unlock the trace Reporting features of Net•Yield. See License Registration for more information.
2. In Interface Options, enter your Net•Yield License Number found in License Registration in the Company Id Trace Field. If you subscribe to the TraceRegister service, enter your TraceRegister service account number in the Company Id Trace field. By entering an account number, the system will activate the ability to record the source product lot attributes from your vendor when purchase orders are entered in Purchase Orders or are received in Receiving Purchase Orders and Purchasing. If your customer also subscribes to the TraceRegister service, the XML Import Trace Documents needed for to update TraceRegister service are automatically created and uploaded to the TraceRegister service website at the time of invoicing when the Keep Invoice Y= YES option is selected in Sales Orders, Shipping, Dispatching and Invoicing or the sales order is in a shipped or ready status if you select when the sales order was shipped or made ready, An amended XML Import Trace Document will be sent to include the invoice number when the invoice is kept. Enter the Key Trace and API URL address Trace supplied by Trace Register so that the XML Import Trace Document can be automatically uploaded to the Trace Register website. These fields are only required if you subscribe to the TraceRegister service.
3. For each Item Info template, assign which of the six text and two date fields will be used to report the Trace attributes needed in the XML Import Trace Document for the item shipped. Also determine which of the six Trace attributes will be used to capture and report the source product information used in Trace reporting or with the TraceRegister service. A minimum of two attributes must be used to insure that the source product reported on the XML Import Trace Document for your customers can be linked to the source product documents supplied by your vendor that also subscribes to the TraceRegister service. The Net•Yield default source product attributes are Item and PO number. For each attribute used, enter the field name, link source and field size. Vendor specific overrides by Item info template can be created using the Trace command line option in Vendor. See Vendor for more information.
The following item info attributes can be mapped to the Trace Attributes for the items sold:
The following source product item attributes fields are available.
Production Date
4. To activate the source product lot attributes for a Vendor or if the vendor subscribes to the TraceRegister service, enter the Trace reporting ID (the trace ID supplied by your vendor or the TraceRegister Supplier ID ) in the Trace field and set the Trace On to Yes if the Vendor is an active subscriber to Trace register, No if the vendor is not . You can also use Vendor Quick Maintenance to enter the Trace Supplier ID for a group of vendors by selecting the Trace option in Vendor quick maintenance. The Importing Vendor option can also be used to enter the Supplier Id. Use Trace command line option to enter vendor specific source product item attribute overrides for each item info template if needed.
5. For each vendor, enter the vendor Trace item info overrides if needed by selecting the Trace option in Vendor.
6. Create or review the Vendor Item Aliases table to enter the vendor source product ID they will be sending you if it is not your item ID. The source product item ID can be based on your item ID, the vendor's ID or manually entered at the time of receiving. The vendor item alias can be entered by using the Item Alias command line option in Vendor or from the Vendor Item Aliases menu option.
7. For each of your ship-to customers that subscribe to the TraceRegister service, Enter the Trace Buyer Id for the Customer in the Trace field and the EDI GLN number and Store Id if required by the customer. The ship-to ID and name is used to identify the customer in the XML Import Trace Document. Select if your Trace id, item code or customer item alias code, PO number will print on the Unshipped Sales Order, Shipped Sales Order, Bill of Lading, Invoice and/or release. You can also use Customer Quick Maintenance to enter the Trace Buyer ID and Trace print on the forms for a group of customers by selecting the Trace option in customer quick maintenance. The Importing Customer option can also be used to enter the Trace Buyer Id.
8. Create or review the Item Alias or Item Alias Group for the customer to transmit the Item ID sold to the customer using their Item ID and common name. The system will use either your Item ID and name as the item code and common name or the customers Item ID and name as the common name in the XML Import Trace Document.
Using Trace Reporting on a Daily Basis
If the system is properly configured, the user will only need to record the source product information at the time the Purchase Order is entered or received in Receiving Purchase Orders. and Purchasing based on the item info template and if Trace source product attributes are set to A= Ask. The updating of received purchase orders and purchasing can be validated for missing source product item attributes and prevent the update if attributes are missing or warn the user that attributes are missing based on the Prevent or Warn Trace setting in Interface Options.
As orders are shipped or made ready and invoice kept, based on the "Send on Order or Invoice Trace" setting in Interface Options, the XML Import Trace Document will be generated and sent to the TraceRegister service website for processing if the setting is O or I using the NetTrace utility, if set to N the document will be generated when the invoice is kept but not sent. Amended XML Trace Documents will be sent as more source product item and lot information becomes available. Documents sent when the sales order is shipped or made ready will have an amendment sent to include the Invoice number when the invoice is posted. Documents sent for unlotted items that have not been costed in Cost of Goods Sold will have an amendment sent once all the unlotted items have been costed.
When the NetTrace utility will create the XML Import Trace Document and upload the document to the TraceRegister service website when the order is shipped or made ready or the invoice kept. the message line will display Updating Files to indicate that the Trace XML Import Trace Documents are being created and the files updated accordingly. The NetTrace Interface dialog box will open indicating the progress of the transfer of the document to the Trace website and the Document Status. The dialog box contains the following fields. See Using Trace for more information.
The XML documents are stored in your Shared NetYield\Data\Company\ESI Outbox\Trace directory. The file names are based on their current Trace status. The files names are:
- TRACE_NNNNNN_CCCCCC_YYYY-MM-DD-HH-MM-SS where TR = the file has been created, but will not be sent to TraceRegister NNNNNN= the Order Number, CCCCCC= the customer ship-to ID, YYYYY = the year, MM= the month, DD= the day,HH=the hour,MM=the minute and SS=the seconds the document was created.
- TR___NNNNNN_CCCCCC_YYYY-MM-DD-HH-MM-SS where TR = the file has been created but yet sent to Trace, NNNNNN= the Order Number, CCCCCC= the customer ship-to ID, YYYYY = the year, MM = the month, DD = the day,HH = the hour,MM = the minute and SS = the seconds the document was created.
- RECEIVED __NNNNNN_CCCCCC_YYYY-MM-DD-HH-MM-SS where RECEIVED = the file has been sent to Trace but has not been Validated by TraceRegister, NNNNNN= the Order Number, CCCCCC= the customer ship-to ID, YYYYY = the year, MM= the month, DD = the day, HH = the hour, MM = the minute and SS = the seconds the document was created.
- VALIDATED__NNNNNN_CCCCCC_YYYY-MM-DD-HH-MM-SS where VALIDATED = the file has been received and validated by TraceRegister but not yet proceed, NNNNNN= the Order Number, CCCCCC = the customer ship-to ID, YYYYY = the year, MM = the month, DD = the day, HH = the hour, MM = the minute and SS = the seconds the document was created.
- REPROCESS__NNNNNN_CCCCCC_YYYY-MM-DD-HH-MM-SS where REPROCESS = the file has been processed by TraceRegister but contains warnings and will be reprocessed, NNNNNN = the Order Number, CCCCCC = the customer ship-to ID, YYYYY = the year, MM = the month, DD = the day, HH = the hour,MM=the minute and SS = the seconds the document was created.
- FAILED__NNNNNN_CCCCCC_YYYY-MM-DD-HH-MM-SS where FAILED = the file has errors and cannot be processed by TraceRegister, NNNNNN = the Order Number, CCCCCC= the customer ship-to ID, YYYYY = the year, MM = the month, DD = the day,HH = the hour, MM = the minute and SS = the seconds the document was created.
- IMPORTED__NNNNNN_CCCCCC_YYYY-MM-DD-HH-MM-SS where IMPORTED = the file has been successfully processed by TraceRegister, NNNNNN = the Order Nymber, CCCCCC = the customer ship-to ID, YYYYY = the year, MM = the month, DD = the day,HH = the hour, MM = the minute and SS = the seconds the document was created IMPORTED transaction will automatically be moved to the shared (NetYield\Data\Company\ESI Outbox\Trace \History) directory.
When the Invoice is posted to receivables in Invoice Posting and during the Close End of Day process, the NetTrace utility program will look to send any unsent documents and retrieve an updated status of all the documents that are in the Trace directory. Go to Using Trace to manually check for status updates. If the status is Failed, review the error reason and make the necessary changes to the tables and/or try to recreate the document and re-send it. If it fails again, delete the document and manually enter the information using the TraceRegister website. If the status is REPROCESS, you will have the same options to recreate or delete as you do with a FAILED document if the "Send on Order or Invoice Trace" setting in Interface Options, is set to N, the invoice will post to receivables in Invoice Posting and during the Close End of Day process and the NetTrace utility program will not look to send the documents or retrieve an updated status.
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