This section explains the flow of functions performed by the Inventory Import Utility after the following settings are configured:
1. Configuring the Inventory Import Utility
After the settings are configured in the Configuration Setup dialog box, and the export files are placed at the configured location, the utility starts the inventory import execution according to the time configured in the Integration Scheduler dialog box.
The configured User name can be viewed in FASTER Web at the following page:
· Setup > Administrative Setup > Manage Security > Users > Search Users
For more information, refer to the following FASTER Web Help path:
· FASTER Web Help > Setup > Administrative Setup > Manage Security > Managing Users > Searching User
The following steps explain the flow of functions performed by the utility:
Utility checks for permissions assigned to the configured user in FASTER Web. The permissions are based on the value (Yes/No) configured in the Get Item Cost from FASTER Web field.
a. If the value of the Get Item Cost from FASTER Web field is set to Yes, the utility checks for the following permissions:
o Part Issue Add/Edit
o Schedule a Repair
b. If the value of the Get Item Cost from FASTER Web is set to No, the utility checks for the following permissions:
o Part Issue Add/Edit
o Add Parts
o Billing Adjustments Add
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Note: · If the Get Item Cost from FASTER Web value is set to No, the utility assumes that the configured user has Vendor Part Numbers Add/Edit permission assigned. If this permission is not assigned, utility may not function properly. · If the configured user does not have any permission, the utility stops the execution process and sends an email notification to the user with an appropriate error message. |
2. After verifying the permissions, the utility checks the value of the Export File Location field of the Configuration Setup dialog box in order to fetch the export file(s) for import. As per the configuration, the utility downloads the export files from the Network Location, FTP, or SFTP for processing.
If the export files are not available at the location specified in the Configuration Setup dialog box, the utility stops processing and sends an email notification to the user with an appropriate message.
3. After the export files are downloaded, the utility checks if the configured Processed folder exists. If the Processed folder does not exist, the utility creates a Processed folder.
4. After ensuring that the Processed folder exists, the utility starts importing the export files. The detailed execution flow is explained in the Inventory Import Utility Execution Flow section.
5. During and after the import process, the utility checks for the status of the execution. The utility can fail to import data due to multiple reasons. For example, the utility will fail to import data if the export file(s) contain invalid data as per configuration, and/or export file(s) do not meet the Vendor Export File Specifications. In this case, the utility sends an email notification to the user with an appropriate failed error message.
6. After execution, the utility moves the imported CSV file to the Processed folder. If the Export File Location is set to SFTP or FTP, the utility deletes the file from the SFTP and FTP directory location/ folder path respectively.
7. After moving the imported file(s) to the Processed folder, the utility checks if the records from the export file(s) are imported successfully into FASTER Web or rejected. The utility then sets the integration’s execution status to either Success, Failure or Success with Errors based on the following criteria:
§ If all the records of the export file(s) are imported successfully, the utility sets the execution status as Success.
§ If all the records of the export file(s) are rejected, the utility sets the execution status as Failure.
§ If some of the records of the export file(s) are imported successfully and some are rejected, the utility sets the execution status as Success with Errors.
The following steps explain the end to end flow of execution:
1. The utility first fetches and downloads the export files from the configured location (Network Location, FTP, or SFTP), and then begins the actual import process.
2. The utility takes the downloaded export files one by one and checks if the files have data or are empty/blank files. If the file is empty, the utility sends an email notification to the user with an appropriate message.
3. In the export file that has data, the utility reads all the configured field values and fetches required data from FASTER Web. The utility further validates these field values of the export file against the configured import field validations. The utility then continues the execution process only for the valid records. If there are invalid records, the utility sends email notification to the user with respective error message.
4. From the valid records, the utility executes the records of each export file one by one. As a part of the execution process, the utility first reads the configuration values and sets required properties for item issue operation in FASTER Web.
5. Based on the configured Get Item Cost from FASTER Web field value, the utility validates the export file records for the item issue operation. The utility imports only valid records. For invalid records, the utility logs appropriate messages in the Application log.
Note: User can review the application log errors from Reports > Standard Reports > Setup > W603 - Message Logger report in FASTER Web.
6. After the utility validates all the records in the export file, based on Get Item Cost from FASTER Web field value, the utility performs following operations:
§ When Get Item Cost from FASTER Web field value is set to Yes –
i. If Item Request ID value in the export file is used, then the work order associated with the Item Request ID is considered for the item issue operation.
ii. Item issue operation
The utility assumes that FASTER Web contains all the information required for an item issue operation and performs the item issue operation.
iii. Validate the issue date time
The utility checks whether the issue date time mentioned in the file is between the work order Date In and the work order Date Out.
If the issue date time falls between the work order Date In and work order Date Out, it is valid. Therefore, the utility continues with the execution process. If the issue date time is not valid, the utility logs an appropriate message in the Application log.
iv. Assignment of vendor based on item warranties
The utility fetches item warranty list for an item number mentioned in the export file. The utility checks whether item warranties available in FASTER Web exist only for one vendor or for more than vendor.
If warranties exist for only one vendor, the item issue operation is done for that vendor. If warranties exist for more than one vendor, the utility skips vendor assignment and proceeds further for item issue operation.
v. Assignment of repair code
When Issue to PM Repair on Work order field is set to Yes, the utility issues item by fetching repair based on following conditions:
Note: If Item Request ID value in the export file is used, then the repair ID associated with the Item Request ID is not considered for item issue operation.
If the system uses hierarchical PM and if:
§ Work order has PMs in hierarchy, the utility issues items to highest PM which is in the hierarchy.
§ Work order has PMs but they are not in hierarchy, the utility issues items to lowest PM which is not in hierarchy.
§ Work order does not have any PMs, the system checks whether repair exists on work order based on the configured values of Repair Reason, Group Description, Component Description, and Action Description.
If the repair exists, the utility uses that repair for Item issue.
If the repair does not exist, the utility creates a new repair.
If the system does not use hierarchical PMs, and if:
(i) Work order has PMs, the utility issues items to the lowest PM which is not in hierarchy.
(ii) Work order does not have any PMs, the utility checks whether repair exists on work order based on the configured values of Repair Reason, Group Description, Component Description, and Action Description.
If the repair exists, the utility uses that repair for Item issue.
If the repair does not exist, the utility creates new repair.
When Issue to PM Repair on Work order field is set to No, the utility issues items by fetching repair based on following conditions:
The system checks whether repair exists on work order based on the configured values of Repair Reason, Group Description, Component Description, and Action Description or not.
If the repair exists, the utility uses that repair for Item issue.
If the repair does not exist, the utility creates new repair.
vi. Assignment of technician
Technician is not required by Inventory Import Utility when item cost is coming from FASTER Web.
However, technician ID is considered based on the following conditions:
If a new repair is being created, then the utility will check whether the Item Request ID is provided in the export file or not.
o If Request ID is provided, then technician ID associated with Request ID will be used by utility. After the execution process, if the status of the Request ID is Requested, then the status is changed to Parts Vendor Issued, user cannot use the request any further in FASTER Web, and if the status is other than the Requested status, then the status remains as is.
o If Request ID is not provided but technician ID is provided in the export file that exists in FASTER Web, and if the status of the technician is Available, then the utility uses the technician ID.
If repair already exists in FASTER Web, the existing technician ID is used for item issue operation.
vii. Issue Item in FASTER Web
The utility issues the item in FASTER Web by fetching all the necessary fields.
During this process, the utility performs the item issue operation based on the CostingMethod field value set in the [faster].[ApplicationSettings] table of the FASTER Web database.
Utility supports Moving Average (MA) and FIFO costing methods when Get Item Cost from FASTER Web is set to Yes.
In this case (when Get Item Cost from FASTER Web is set to Yes), utility considers the quantity available FASTER Web. Also, in this case, the utility does not support warranty return functionality.
viii. Set Repair Status in FASTER Web
o If the WorkOrder status is Closed and a new repair is created through the utility, then the status of the newly created repair is set to Closed.
o If the WorkOrder status is anything else other than Closed, and a new repair is created through the utility, then the status of the newly created repair is set to Open.
ix. Check for Core Other Charge and save accordingly
Once an item is being issued, the utility checks whether the item has any other charge with the Core Deposit field value set to Yes. If other charge exists, the utility returns the core deposit as core return to the vendor and the status is set to Waiting to be shipped.
· When the Get Item Cost from FASTER Web field value is set to No.
i. If Item Request ID value in the export file is used, then the Work Order, Technician ID, and Repair ID associated with the Item Request ID is used for the item issue operation.
ii. Validate File Record Fields against the FASTER Web values
The first step of the utility is to validate records in the export file against the FASTER Web database. If the utility finds any field in the import file invalid, it logs an appropriate error message in the Application log. If all the fields are valid, the utility proceeds with the import process.
iii. Check whether accounting adjustment is required or Item issue operation has to be done based on Selling Price value
The utility checks if the selling price value is positive or negative.
If the Selling Price value is positive, the utility moves ahead with item issue operation.
If the Selling Price value is negative, the utility checks for Negative Item Costs Create Billing Adjustments field value and perform following action:
If it is set to Yes, for negative Selling Price value, adjustment is performed as a part of the inventory import process.
If it is set to No, the utility rejects the particular record and sends an email notification with an appropriate error message.
If the value is set to anything else other than Yes or No, the utility considers the default value as Yes.
iv. If the Selling Price is Negative, then perform billing adjustment
When the Selling Price is a negative value and the Negative Item Costs Create Billing Adjustments field value is set to Yes, the utility performs billing adjustment in FASTER Web.
v. If Selling Price is positive, then perform an item issue operation
(i) Validate whether issue date time is between work order Date In and Date Out
The utility checks whether the issue date in the export file, is between Work Order Date In and Work Order Date Out.
If the issue date time is valid, the utility proceeds with the import process. If the issue date is not valid, the utility logs an error message to the Application log.
(ii) Check if the item exists in FASTER Web, and create a new item if the item is not available
The utility fetches Storeroom based on the Use Multiple Storerooms field value, and then checks whether the item exists in the defined Storeroom in FASTER Web.
If the item does not exist, the utility creates a new item in FASTER Web for this fetched storeroom and continues with the import process.
If the item exists, the utility continues with the import process.
(iii) Check if the invoice is available in FASTER Web and create a new Invoice if the invoice is not available
The utility checks whether the invoice exists in FASTER Web for the provided invoice number in file.
If the invoice does not exist, the utility creates a new invoice in FASTER Web by setting invoice’s order-receive status ID as Closed or Open based on following checks:
If the invoice amount provided in the export file is equal to the multiplication of the Selling Price provided in the export file and quantity sold, the utility marks its status as Closed. If not, it marks the status as Open.
If the invoice exists, the utility checks if invoice exists as manual invoice for the vendor with the same payment type.
If it exists for the vendor with same payment type, the utility rejects the current record and logs an error in application log, and then starts import process for the next record.
If the existing invoice’s order - receive status ID is ClosedPaid, the utility rejects the current record, logs an error in the application log, and then starts import process for the next record.
If the existing invoice’s order - receive status ID is Closed, the utility marks its status as Open and then continues with the import process.
(iv) Check if the order for invoice is available in FASTER Web and create a new order for invoice if not available
The utility checks whether the order of invoice exists in FASTER Web for already created invoice. If it does not exist, the utility creates a new order and continues with the import process. If the order exists, the utility just continues with the import process.
(v) Insert Order Line Item
The utility fetches the current order and inserts a new Order Line Item in the FASTER Web database.
(vi) Insert Receive Line Item
The utility fetches the current order and inserts a new Receive Line Item in the FASTER Web database.
(vii) Assignment of Vendor based on the item warranties
Utility fetches the item warranty list for item number in the import file.
If warranties exist in FASTER Web, then from the available warranty list, the utility fetches the item warranty for which the item vendor and the configured vendor are the same. Only if such warranty exists, the utility takes that vendor details and proceeds further for the item issue operation. If such warranty does not exist, the utility skips vendor assignment and proceeds further for the item issue operation
(viii) Item Issue Operation
The utility issues an item in FASTER Web by fetching all the necessary fields.
During this process, the utility issues items with Moving Average (MA) costing method only. When the Get Item Cost from FASTER Web field value set to No, the utility does not support FIFO costing method.
When the Get Item Cost from FASTER Web field value is set to No, the utility considers the quantity and cost of the item provided in the import file and not from FASTER Web. The quantity and cost provided in the export file does not affect FASTER Web’s existing quantity and cost of the item.
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Note: · The Inventory Import Utility supports multiple file executions with extension as .csv, and file names that start with the value provided in the Export file name prefix field of the Configuration Setup dialog box. · Irrespective of the Work Order status, the utility issues items to the Work Order. · During the execution process for any unhandled exception, the utility logs that error to the Application log in FASTER Web. User can review the errors through W603 - Message Logger report from FASTER Web. · During the execution process, the utility sends an email notification to the user in the following circumstances: § When the configuration fields contain invalid values or does not pass respective fields. § While downloading files from source location (SFTP, FTP, or Network Location), if any exception occurs. § When required permission(s) is/are not assigned to the configured FASTER Web user. § When the export file has no data or is empty. |