MOD2 Electronic Receiving

• What is an Electronic Receiving and how to let your supplier give you shipment details electronically?
  • Electronic receiving is a way for the suppliers in the textile industry to supply details of shipment to the customer who is receiving a shipment in an electronic format. If you are a textile importer or a textile converter, and if you are using MOD2 software, you want to manage and know the details of your inventory in detail. Rather than manually typing in roll yardages for each shipment from your supplier, you could automate the task by asking your supplier to send you the spread sheet (Microsoft Excel) file using any available method such as emailing, burning on CD, copying on a floppy disk or any other suitable electronic storage media.

   

• Benefits.
  • to speed-up data entry
  • more accurate data entry
  • no manual data entry by a human
  • easier to use

   

• Why use MS Excel?
  • commonly used globally
  • people are familiar with MS Excel
  • usually the data is visible

   

• What about EDI?
  • EDI is proprietary and costly to implement

   

• What about the file name of the spread sheet?
  • You can use any file name that you want. But it would be preferred for the name to be reflective of the P.O. number (Note: file extension should be .xls).

   

• Anatomy of a sample spread sheet.
  
  

  	A	B	C	D	E	F	G	H
  1	OUR PO#	12365
  2	SALES ORDER #	2892
  3	NAME	Mr. MOD2
  4	PACKING LIST#	B101
  5	PACK DATE	10/06/2006
  6	INVOICE #	66589-12
  7	UNIT	YDS
  8	DATE CREATED	10/06/2006
  9	TOTAL QTY	555
  10
  11
  12
  13	BEGIN
  14	LINE#	STYLE#	COLOR	ROLL ID	ROLL #	LOT #	BOX #	QTY
  15	1	BBB	GREEN		33	0	0	100
  16	1	BBB	GREEN		34	0	0	50
  17	2	BBB	BLACK		2	0	1	150
  18	3	VVS	BLUE		8	0	1	100
  19	3		BLUE		10	0	1	100
  20	3		BLUE		1	0	1	25
  21	4	C11-011	WHITE		20	0	20	10
  22	4	C11-011	WHITE		21	0	20	10
  23	4	C11-011	WHITE		22	0	20	10
  24	END
  26

   

  • COLUMN A: This column holds the line numbers from the P.O. that was given to the supplier. For example, The 1st item in the P.O. will be Line#1, the 2nd item will be Line#2, the 3rd item will be Line#3, etc. The value in this column is used for importing purposes. It is vital for the values in this column to be correct. Example, row 15 to row 23 hold the line#'s for the P.O. which was issued to the supplier.
    
    
  • COLUMN B: This is the fabric style/pattern # for the style ordered to the supplier (except for Cell B1). This information comes from the P.O. given to the supplier.
    
    The supplier should put in column B the style/pattern # indicated in the PO. Values in this column are not used in the importing process of the spread sheet (For human reading purposes only). Example, in a P.O. given to the supplier style/pattern # BBB was ordered in GREEN. Therefore when the supplier shipped the P.O., style/pattern # BBB is in row 15 and 16.
    
    
  • COLUMN C: Holds color reference (for human purposes only).
    
    
  • COLUMN D: Holds ROLL ID.

    The Roll ID is userd for barcoding purposes only. If you are a supplier and your are instructed to barcode, then put the ROLLD ID's given to you in this column. If you are not instructed to barcode the rolls then leace this column blank. The Roll ID is a purchaser given reference for the supplier to use for each roll.

  • COLUMN E:
    • Holds the ROLL number provided by the supplier.
    • Each roll should have a ROLL# to identify the roll.
    • The ROLL# is a supplier selected # and typically ranges between 1 to the number rolls in the shipment or color.
    • if there are no roll #'s then leace this column blank.
      
      
  • COLUMN F:
    • Holds the LOT number provided by the supplier
    • Each roll can belong to a LOT#
    • The LOT # is a supplier defined number
      
      
  • COLUMN G:
    • Holds the BOX number provided by the supplier
      
      
  • COLUMN H:
    • Holds the quantity of the item to be shipped by the supplier (absolute requirement)
      
      
  • Reserved Items:
    • Reserved Cell B1: The P.O. Number expected to get received.
    • Reserved word BEGIN must appear somewhere in Column A.
    • Any value (not numeric) in Column A is considered a comment and the entire row is ignored (this is for human reading purposes and clarity). The supplier is advised to use comment lines as needed to make the spreadsheet more readable.

    
    DITTO Concept

  To prevent repeatedly entering the same values for a cell, the logic is present

  • For Column A, B, C, E, F, and G only. An empty cell inherits the value from the cell above.
  • If the cell above is also empty, then the spread sheet upon importing searches upward for the last valid non-empty value in the same column.
    • Example, cell B19 and B20 are blank in the above example. However in the importing process of the spreadsheet, these cells inherit the value "VVS" which comes from the cell B18 which is the last valid non-empty cell in column B.
      

  Examples and Explanations:

  Cell B1 holds 12365 which is the purchase contract issued to the supplier (that is the order the purchaser is receiving).

  In the above spreadsheet row 2 to 12, 14, and 24 are all comment lines and are optional and only for human reading purposes. These lines are a comment since any row in the spreadsheet Column A which has a non-numeric value in Column A is considered a comment line.

  In the above spreadsheet, row 13 has the word "BEGIN".
  

  • Technical Limitation

    - One(1) Excel sheet per receiving **** If you are the supplier and you are shipping the purchasers purchase contract in more than one shipment, then prepare one spreadsheet for each shipment. Your purchaser needs one spreadsheet for each receiving.
    
    - Do not ship multiple P.O.'s in one receiving
    
    - You must use MS Excel version 95, 97, 2000, or 2003, and only one sheet per workbook. (.xls file)

  • Examples
    
    The following files are valid example's of Electronic Receiving spreadsheets.
    
    • Valid1.xls
    • Valid2.xls
    • Valid3.xls
    • Valid7.xls

    The following files are invalid example's of Electronic receiving spreadsheets.

    • Invalid1.xls --- (File is missing "BEGIN")
    • Invalid2.xls --- (Problem: line # to import is missing on Column A)
    • Invalid3.xls --- (Cell B1 is missing the P.O.#)
      
      
      
      

  MOD2 Inc. 3317 South Broadway Los Angeles, CA 90007 Tel #: (213) 747-8424 Fax #: (213) 747-9250 Email: support@mod2.com Web: www.mod2.com