Chapter 23: Working with Vendor Upload (LVUP)
Purpose: You use information in the Vendor Upload file to create, update, or delete a vendor record in CWDirect.
When you upload vendor information into CWDirect, the system validates each record in the file:
• if a vendor upload record contains any errors, CWDirect prints the record on the Vendor Upload Error Report and places the record in an error status. You need to correct the error and re-send the record through the vendor upload batch program.
• if a vendor upload record does not contain errors, CWDirect creates or updates the vendor record. See Working with Vendors (WVEN) for more information on vendors in CWDirect.
Vendor upload process:
In this chapter:
Purpose: Use this screen to submit a batch program to upload the records in the Vendor Upload file to the CWDirect Vendor file.
How to display this screen: Enter LVUP in the Fast path field at the top of a menu or select Load Vendor Upload from a menu.
POX0733 ENTER Submit Vendor Upload 6/25/02 10:17:13 KAB Co.
Submit the Vendor Upload process to load the Vendor file with data from an outside system.
F3=Exit F9=Submit |
Screen Option |
Description |
Submit a batch program to upload the vendor upload records to the Vendor file |
Press F9. The system displays a message at the bottom of the screen indicating the batch job has been submitted. See Vendor Upload Processing. |
To process: Press F9 at the Submit Vendor Upload Screen to submit the vendor upload batch program.
CWDirect displays a message indicating the batch job has been submitted: Job (VENDUPLOAD) has been submitted to batch.
If you try to submit the vendor upload batch program while a vendor upload is in progress, a message displays: VENDOR UPLOAD in progress.
The Vendor Upload batch program:
• determines if an active procedure exists for the company, indicating a vendor upload batch program is already running for the company.
• If an active procedure exists, an error message displays: Vendor Upload in progress. You cannot submit another vendor upload batch job until the job currently running is complete.
• If an active procedure does not exist, the system creates an active procedure for this vendor upload batch job.
• validates each vendor upload record in the Vendor Upload File (VNDUPL).
• if the vendor upload record contains an error, the system updates the Vendor upload error field with the error message and does not upload the record to the Vendor file. You can review vendor upload records in error on the Vendor Upload Error Report.
• if the vendor upload record is a D (delete) record type, the system updates the Vendor upload error field with the error message Delete and does not upload the record to the Vendor file. You must manually delete the record in the Vendor file.
• if the vendor upload record is an A (add) record type and passes validation, the system creates a record in the Vendor file and Vendor Extended file and deletes the corresponding vendor upload record from the Vendor Upload file. Also, the system creates a record in the PkMS Vendor Master File (IJINPT00) if the Use PkMS Interface Values (F31) system control value is set to Y, the PkMS Vendor Interface Program (F30) system control value contains a value, and you are using version 19 of PkMS.
• if the vendor upload record is an M (modify) record type and passes validation, the system updates the existing record in the Vendor file and Vendor Extended file and deletes the corresponding vendor upload record from the Vendor Upload file. Note: The system updates the existing vendor record with the information in the vendor upload record, including blanks. For example, if the vendor record has a value in the remit to name and address fields but the vendor upload record does not have these fields populated, the system updates the remit to name and address fields for the vendor to blank. Also, the system creates a record in the PkMS Vendor Master File (IJINPT00) if the Use PkMS Interface Values (F31) system control value is set to Y, the PkMS Vendor Interface Program (F30) system control value contains a value, and you are using version 19 of PkMS.
• produces the Vendor Upload Error Report, which lists each vendor upload record that contains an error. Note: Each vendor upload record in an error status is associated with only one error (the first error the system finds for the record). Once you correct the error and resubmit the vendor upload batch program, the system validates the record for additional errors.
• deletes the active procedure that exists for the vendor upload batch program.
Vendor upload validation: The vendor upload batch program validates that:
• if the upload record is a modify or delete record, the Vendor number must be a valid vendor in CWDirect.
• all required fields contain information. The fields in the Vendor Upload file that are required are:
• Company
• Vendor #
• Fax?
• Factor?
• EDI?
• Type
• all fields that require a valid value contain a valid value. The fields in the Vendor Upload file that require a valid value are:
• Company
• Fax?
• Factor?
• EDI?
• Type
• if the vendor upload record is an add record (record type A), the vendor number does not already exist in the company where you are uploading. You can correct this error by changing the record type to M to represent a modify.
• if the vendor upload record is a modify record (record type M) or delete record (record type D), the vendor number must exist in the company where you are uploading. You can correct this error by changing the record type to A to represent an add.
If a vendor upload record contains an error, the vendor upload batch program places the record in an error status and prints the record on the Vendor Upload Error Report.
A field that is required is blank:
• Company field is blank: Missing Company
• Record type field is blank: Missing Record Type
• Vendor # field is blank: Missing vendor number
• Vendor name field is blank: Missing vendor name
• Vendor address line 1 field is blank: Missing address line 1
• Vendor city field is blank: Missing City
• Vendor state field is blank: Missing State
• Vendor zip field is blank: Missing Postal Code
• Vendor country field is blank: Missing Country
• Print PO? field is blank: Missing Print PO
• Fax? field is blank: Missing Fax PO
• Print checks? field is blank: Missing Print Checks Response
• Drop ship pick field is blank: Missing Drop Ship Output Response
• Factor? field is blank: Missing Vendor Factor
• EDI? field is blank: Missing EDI P/O Response
• Parent vendor number field is blank and the Require Entry of Parent Vendor (G31) system control value is set to Y: Parent Vendor is required if SCV(G31) is set to Y
• Price currency type field is blank: Missing Vendor Price Currency Response
• Type field is blank: Type of Vendor Invalid
• The Fax? field is set to Y and the Vendor fax # field is blank: Fax Number Missing and Fax Flag is Y
• Email PO field is blank for an M (modify) record: Invalid Email Flag
• Vendor e-mail address is blank and Email PO field is set to Y: Email Address Missing and Email Flag is Y
A field contains an invalid value:
• Company field contains a company code that does not exist: Invalid Company
• Record type field contains an invalid value: Record Type Invalid
• Vendor state field contains an invalid value: State Does Not Exist
• Vendor country field contains an invalid value: Country Does Not Exist
• Remit to country field contains an invalid value: Remit To Country Does Not Exist
• Remit state field contains an invalid value: Remit To State Does Not Exist
• Print PO? field contains an invalid value: Print PO Invalid
• Fax? field contains an invalid value: Fax PO Invalid
• Print checks? field contains an invalid value: Print Checks Invalid
• Drop ship pick field contains an invalid value: Drop Ship Output Invalid
• Ship via code field contains an invalid value: PO Ship Via Does Not Exist
• Factor? field contains an invalid value: Vendor Factor Invalid
• EDI? field contains an invalid value: EDI P/O Invalid
• Terms code field contains an invalid value: Invalid Terms Code
• Type field contains an invalid value: Type of Vendor Invalid
• Currency code field contains an invalid value: Currency Code Invalid
• Price currency type field contains an invalid value: Vendor Price Currency Invalid
• Parent vendor number contains an invalid value: Parent Vendor does not exist
• Email PO field contains an invalid value: Invalid Email Flag
The Vendor # for an A (add) record type vendor upload record contains a vendor number that already exists in Work with Vendors: Vendor Already Exists
A vendor upload record for a D (delete) record type exists: Delete. This error message does not indicate an error; rather, you use this message as a reminder to manually delete the corresponding vendor record from the Vendor file.
The Drop ship pick field contains the value C (CWCollaborate) or L (Locate Drop Ship) and the Use CWCollaborate/Locate (H13) system control value is set to N: Collaborate/Locate vendor is not allowed
The Vendor # for an M (modify) or D (delete) record type vendor upload record does not exist in the Vendor file: Vendor Does Not Exist
Field |
Description |
The code for the CWDirect company where you wish to upload the vendor upload record. Numeric, 3 positions; required. |
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A code that identifies a supplier. Numeric, 7 positions; required. |
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A code that identifies whether the vendor upload record is an add, change, or delete. Valid values are: A = Add. The vendor upload record creates a new vendor record. M = Modify. The vendor upload record updates an existing record. D = Delete. The vendor upload record deletes an existing record. Alphanumeric, 1 position; required. |
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The name of the vendor or the vendor’s company. Updates the Name field in the Vendor file. Alphanumeric, 30 positions; required. |
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The first address line of the vendor’s address. Updates the Address line 1 field in the Vendor file. Alphanumeric, 32 positions; required. |
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Vendor address line 2 |
The second address line of the vendor’s address. Updates the Address line 2 field in the Vendor file. Alphanumeric, 32 positions; optional. |
Vendor address line 3 |
The third address line of the vendor’s address. Updates the Address line 3 field in the Vendor file. Alphanumeric, 32 positions; optional. |
Vendor address line 4 |
The fourth address line of the vendor’s address. Updates the Address line 4 field in the Vendor file. Alphanumeric, 32 positions; optional. |
The city where the vendor is located. Updates the City field in the Vendor file. Alphanumeric, 25 positions; required. |
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The state where the vendor is located. Updates the State field in the Vendor file. State codes are defined in and validated against the State file. The system requires a state code if the Require state field for the country in the vendor address is set to Y. Alphanumeric, 2 positions; required. |
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The postal code where the vendor is located. Updates the Zip field in the Vendor file. Alphanumeric, 10 positions; required. |
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The country where the vendor is located. Updates the Country field in the Vendor file. Country codes are defined in and validated against the Country file. Alphanumeric, 3 positions; required. |
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Vendor contact name |
The name of your primary contact at the vendor site. Updates the Contact name field in the Vendor file. Alphanumeric, 30 positions; optional. |
Vendor telephone |
The vendor’s telephone number. Updates the Telephone # field in the Vendor file. Numeric, 11 positions; optional. |
Vendor ext |
The vendor’s telephone number extension. Updates the Extension field in the Vendor file. Alphanumeric, 4 positions; optional. |
The telephone number for the vendor’s fax machine. Updates the Fax number field in the Vendor file. You should enter a number in this field if you are faxing purchase orders and drop ship picks to the vendor through the Fax interface (the Fax? field is set to Y). Numeric, 11 positions; optional. |
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Remit name |
The name of the person or company you send payment to for vendor invoices. The remit-to address prints on checks for the vendor. Updates the Remit name field in the Vendor file. Alphanumeric, 30 positions; optional. |
Remit address line 1 |
The first address line of the remit-to address. Updates the Remit address 1 field in the Vendor file. Alphanumeric, 32 positions; optional. |
Remit address line 2 |
The second address line of the remit-to address. Updates the Remit address 2 field in the Vendor file. Alphanumeric, 32 positions; optional. |
Remit address line 3 |
The third address line of the remit-to address. Updates the Remit address 3 field in the Vendor file. Alphanumeric, 32 positions; optional. |
Remit address line 4 |
The fourth address line of the remit-to address. Updates the Remit address 4 field in the Vendor file. Alphanumeric, 32 positions; optional. |
Remit city |
The city where the remit-to address is located. Updates the Remit city field in the Vendor file. Alphanumeric, 25 positions; optional. |
The state where the remit-to address is located. Updates the Remit state field in the Vendor file. State codes are defined in and validated against the State file. The system requires a state code if the Require state field for the country in the vendor address is set to Y. Alphanumeric, 2 positions; optional. |
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Remit zip |
The postal code where the remit-to address is located. Updates the Remit zip field in the Vendor file. Alphanumeric, 10 positions; optional. |
The country where the remit-to address is located. Updates the Country field in the Vendor file. Country codes are defined in and validated against the Country file. Alphanumeric, 3 positions; optional. |
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Indicates whether purchase order forms print for the vendor. If so, you order products on the purchase order, print it, then mail it to the vendor. Updates the Print PO field in the Vendor file. Valid values are: Y = Print purchase orders for the vendor. N = Do not print purchase orders for the vendor. Alphanumeric, 1 position; required. |
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Indicates whether purchase orders should be faxed to the vendor. Updates the Fax flag field in the Vendor file. Valid values are: Y = Fax purchase orders automatically to the vendor using the vendor’s Vendor fax # number. If you enter Y in this field, you must enter a number in the Vendor fax # field. N = Do not fax purchase orders to the vendor. Alphanumeric, 1 position; required. |
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Indicates whether to print A/P checks to the vendor to pay for products or services purchased. Updates the Print checks field in the Vendor file. Valid values are: Y = Print A/P checks for the vendor. N = Do not print A/P checks for the vendor. Alphanumeric, 1 position; required. |
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Indicates whether to process drop ship orders by printing picks, printing purchase orders, or transmitting information through the CWCollaborate Interface for internet-based drop ship processing. Drop ship merchandise is merchandise you sell but do not stock. Updates the Drop ship pick field in the Vendor file. Valid values are: P = Print drop ship picks for the vendor. O = Print drop ship purchase orders for the vendor. C = Use the CWCollaborate interface for the vendor. C is a valid entry only if the Use CWCollaborate/Locate (H13) system control value is set to Y. L = Use the Locate Supplier Direct Fulfillment interface for the vendor. L is a valid entry only if the Use CWCollaborate/Locate (H13) system control value is set to Y. Alphanumeric, 1 position; required. |
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Drop ship batch size |
The number of picks to include in a drop ship batch when you are Processing Drop Ship Orders by Batch (MDSB) for the vendor. The drop ship batch size determines the number of picks that print in one batch before the system creates a new batch. Updates the Drop ship batch size field in the Vendor file. Numeric, 7 positions; optional. |
A code that represents the shipper used for shipping merchandise to your company from the vendor. Updates the Ship via code field in the Vendor file. Purchase order ship via codes are defined in and validated against the PO Ship Via file; see Working with Purchase Order Ship Via (WPSV). Numeric, 2 positions; optional. |
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Indicates whether you are sending payment to a factor. Updates the Factor field in the Vendor file. Valid values are: Y = Payment on invoices goes to a factor. N = Payment on invoices goes directly to the vendor. If you enter Y in this field, enter the factor’s address in the Remit to fields. Alphanumeric, 1 position; required. |
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Indicates whether you transmit purchase order information electronically to the vendor using EDI (Electronic Data Interchange) telecommunications. Updates the EDI file field in the Vendor file. Valid values: Y = Transmit an EDI file with purchase orders to the vendor. N = Do not use EDI. If you enter Y in this field, the Wait for ASN? field and Include hold? field default to N. Alphanumeric, 10 positions; required. |
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Indicates you would like to wait for Advanced Shipment Notice from the EDI service provider. This field is not currently implemented. Alphanumeric, 1 position; optional. |
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Indicates you would like to include held invoices in the EDI transmission. This field is not currently implemented. Alphanumeric, 1 position; optional. |
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EDI file |
The EDI file used for EDI transmission. This field is not currently implemented. Alphanumeric, 10 positions; optional. |
A code for the terms and conditions for payment to the vendor, such as 30 days after invoice date or at the end of the month. Updates the Code field in the Terms file. Term codes are defined in and validated against the Terms file. Numeric, 2 positions; optional. |
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Disc% (Primary discount percentage) |
The primary discount percentage applied towards items purchased from the vendor. Updates the Discount % field in the Vendor file. Numeric, 5 positions with a 2-place decimal; optional. |
Surcharge% |
A standing surcharge added to purchases from the vendor. Updates the Surcharge % field in the Vendor file. Numeric, 5 positions with a 2-place decimal; optional. |
Rating |
The vendor’s quality rating. Updates the Rating field in the Vendor file. Numeric, 5 positions with a 2-place decimal; optional. |
Interface vendor code |
The vendor code on your third party A/P system. Updates the Interface vendor code field in the Vendor file. Alphanumeric, 10 positions; optional. |
A code for the company that is made up of one or more subsidiary vendors. If your unique interface program supports it, you can define a vendor as a parent vendor if you wish to pay the main (parent) vendor for the merchandise you receive from each subsidiary (child) vendor. Updates the Parent vendor number field in the Vendor Extended file. • If the vendor code in this field matches the code in the Vendor # field, the vendor represents a parent vendor. • If the vendor code in this field does not match the code in the Vendor # field, the vendor represents a child vendor. Validation If the Require Entry of Parent Vendor (G31) system control value is set to Y, you must enter a valid vendor code in this field. Numeric, 7 positions; optional. |
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A code to identify the vendor’s currency type. Updates the Currency code field in the Vendor file. If you leave this field blank, the Local Currency Code (A55) defaults. Currency codes are defined in and validated against the Currency Code file; see Working with Currency (WCUR). Alphanumeric, 3 positions; optional. |
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Indicates whether the prices from the vendor are in the system’s currency or the vendor’s currency and controls how and when currency conversion takes place. Valid values: S = System currency. The price from the Vendor Item file is in your local currency. V = Vendor currency. The price in the Vendor Item file is in the vendor’s currency. N = No conversion. The price in the Vendor Item file is in the current currency. Vendor File Updates the Price currency type field in the Vendor file. Alphanumeric, 1 position; required. |
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VAT number |
The tax ID number for the vendor. This field is informational-only. Updates the VAT number field in the Vendor file. Alphanumeric, 20 positions; optional. |
Identifies whether the vendor is an actual vendor or a manufacturer. Updates the Type field in the Vendor file. Valid values are: M = The person is a manufacturer. V = The person is a vendor. Alphanumeric, 1 position; required. |
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EFT account # |
The electronic fund transfer account number for this vendor. Updates the EFT account # field in the Vendor file. Alphanumeric, 20 positions; optional. |
The email address for the vendor. Updates the E-mail address field in the Vendor file. Required if the Drop ship pick field is set to C (CWCollaborate vendor) or if the Email PO flag is set to Y. Alphanumeric, 50 positions; optional. |
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Remit e-mail address |
The e-mail address for the remit-to address. Updates the Remit e-mail address field in the Vendor file. Required if the Drop ship pick field is set to C (CWCollaborate vendor). Alphanumeric, 50 positions; optional. |
User field 1 |
Additional vendor information. Updates the User field 1 field in the Vendor file. Alphanumeric, 10 positions; optional. |
User field 2 |
Additional vendor information. Updates the User field 2 field in the Vendor file. Alphanumeric, 10 positions; optional. |
User field 3 |
Additional vendor information. Updates the User field 3 field in the Vendor file. Alphanumeric, 10 positions; optional. |
The error message associated with the vendor upload record. The Vendor Upload batch process assigns an error message to a vendor upload record if the record contains an error; vendor upload records in error display on the Vendor Upload Error Report. Vendor upload records that contain an error are not uploaded to the CWDirect Vendor file. You need to correct the error and resubmit the vendor upload batch process or delete the vendor upload record. Alphanumeric, 60 positions; optional. |
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Indicates whether to email the PO the vendor rather than printing it. Updates the Email P/O field in the Vendor Extended file. Valid values are: Y = Email the PO to the vendor. If this field is set to Y, the Vendor e-mail address is also required. N = Do not email the PO to the vendor. Note: A blank entry in an Add record sets the Email P/O field in the Vendor Extended file to N; however, if this field is blank for a change record, the upload record will be in error. Alphanumeric, 1 position; required or optional. |
| Chapter 22: Working with Vendor Items (WVNI) | Contents | SCVs | Search | Glossary | Reports | XML | Index | Vendor Upload Error Report |
ME02_07 CWDirect 18.0 August 2015 OTN