Chapter 95: Sending Internet Order Ship Confirmation (ESCF)

Chapter 95: Sending Internet Order Ship Confirmation (ESCF)

Purpose: Use the Send Internet Order Ship Confirmation menu option to generate email notifications or the Outbound Email XML Message (CWEmailOut) to customers when an order shipment or return shipment takes place. The confirmation is sent to the order-level email address on the order; see Working with an Order-Level Email Address.

Generate email confirmations immediately? If the E-mail Shipment/Return Confirmation Notification Immediately (K07) system control value is set to Y, the billing async job generates the shipment or return email notification or Outbound Email XML Message (CWEmailOut) when it processes the shipment or return.

Note: Even if you have this system control value set to Y, the Send Internet Order Ship Confirmation option will still generate a confirmation email for an order during the selected date range, regardless of whether a confirmation was already generated by the billing async job; so MICROS recommends you avoid using this menu option if this system control value is set to Y.

Email confirmations for all orders? The E-Mail Shipment Confirmations for All Orders (H52) system control value defines whether CWDirect sends an email confirmation or Outbound Email XML Message (CWEmailOut) when any sale order or return is shipped, or only when an e-commerce sale order or return is shipped. If this system control value is set to Y, the system sends an email notification or the Outbound Email XML Message (CWEmailOut) to customers for non-e-commerce orders when you use this menu option. See When Does the System Generate an Email Notification? for an overview.

Shipment confirmation program: If the Use email API flag for the shipment confirmation template is set to N, the system uses the program specified in the Shipment Confirmation Program (G51) system control value to generate the shipment confirmation email. The standard base program is ECR0135, and the base program that includes a shipment tracking link is ECR0497. Your confirmation email will vary if you use a different program.

If the Use email API flag for the shipment confirmation template is set to Y, the system generates the Outbound Email XML Message (CWEmailOut) instead of a shipment confirmation email as long as the Shipment Confirmation Program (G51) system control value is not blank.

Return confirmation program: If the Use email API flag for the return confirmation template is set to N, the system uses the program specified in the Return Confirmation E-Mail Program (H53) system control value to generate the return confirmation email. The default program is ECR0321.

If the Use email API flag for the return confirmation template is set to Y, the system generates the Outbound Email XML Message (CWEmailOut) instead of the return confirmation email as long as the Return Confirmation E-Mail Program (H53) system control value is not blank.

Selection by shipment date: The system does not flag an order to indicate that a shipment confirmation has been sent. For this reason, you should not generate shipment confirmations at a time of day when not all shipments for the day have been confirmed; otherwise, you might be unable to generate confirmations for orders shipped later in the day, or run the risk of generating confirmations for some orders more than once.

Periodic function: You can also use the periodic function ECSHCNF (program name = ECR0154) to generate confirmation emails or messages. See Chapter 87: E-Commerce Setup.

About the outbound email XML message: See Outbound Email API for an overview.

Save in email repository? The Write Outbound Email to Email Repository (H99) system control value controls whether the email notification or the Outbound Email XML Message (CWEmailOut) is stored in correspondence history. See this system control value for more information on identifying and reviewing outbound emails for a customer.

Order history message: When a shipment or return confirmation email or Outbound Email XML Message (CWEmailOut) is sent, CWDirect creates an order history message such as 1/17/02 L Retrn Conf to kbottger@example.com. You can review order history messages at the Display Order History Screen.

If you pre-bill items: When you pre-bill an item, the system generates a shipment confirmation email. See the Pre Billed Amount Item (J72) system control value for a discussion.

If you generate more than 10,000 confirmation emails at a time: To prevent the job failing if the total number of shipment or return confirmations produced at one time exceeds 10,000, you need to increase the maximum number of spool files that can be created by a job. Enter the following at a command line:

CHGSYSVAL SYSVAL(QMAXSPLF) VALUE(NNNNNN)

Where NNNNNN is a number ranging from 9,000 to 999,999.

Note: Version v5r1 of the operating system or higher is required to change this setting.

In this chapter:

• Send Internet Shipment Confirmations Screen

• Sample Shipment Confirmation Email

• Sample Return Confirmation

Send Internet Shipment Confirmations Screen

How to display this screen: Enter ESCF in the Fast path field at the top of any menu, or select Send Internet Order Ship Confirmation from a menu.

ECR0155 ENTER Send Internet Shipment Confirmations 8/27/99 9:36:02

EZK E-Commerce Company

Enter the date range of the invoices to send shipment confirmations.

Invoice Date Range: From 8/27/99 To 8/27/99

F3=Exit F9=Accept F12=Cancel

Field

Description

From...

The first shipment date to include when generating shipment confirmations. All eligible orders with shipments on or after this date, and not later than the To date, will be included for shipment confirmation.

The current date defaults.

Numeric, 6 positions (MM/DD/YY format); required.

To...

The last shipment date to include when generating shipment confirmations. All eligible orders with shipments on or before this date, and not before the From date, will be included for shipment confirmation.

The current date defaults.

Numeric, 6 positions (MM/DD/YY format); required.

Step-by-step instructions: To generate shipment confirmation emails and return confirmation emails or the Outbound Email XML Message (CWEmailOut), override the From and To dates if necessary. Press F9 to generate the confirmation emails for the selected date(s). See the Sample Shipment Confirmation Email.

Important: Do not press F9 more than once for the same range of dates, or an additional confirmation email or Outbound Email XML Message (CWEmailOut) will be sent for each shipment within the selected date range.

Sample outbound email XML message: See Outbound Email API.

Sample Shipment Confirmation Email

This shipment confirmation represents the information included in the base shipment confirmation email program, as specified in the Shipment Confirmation Program (G51) system control value. Your confirmation email will vary if you use a different program.

Standard email or customized email? You can use the Working with Entities (WENT) menu option to create an entity-level email template, and the Working with E-Mail Notification Templates (WEMT) menu option to create a default company-level shipment confirmation (SC) template. The template specifies the text to print above and below the standard shipment information. If you do not set up a template, CWDirect generates the standard shipment confirmation email.

Consolidating invoices and immediate shipment confirmations: If you generate shipment confirmations immediately (based on the setting of the E-mail Shipment/Return Confirmation Notification Immediately (K07) system control value) and if you also consolidate invoices (based on the setting of the Consolidated Invoice (B49) system control value), then it is possible for the customer to receive the shipment confirmation email multiple times in a single day, adding the newly-billed items to the email each time. See the discussion under the E-mail Shipment/Return Confirmation Notification Immediately (K07) system control value for more information.

Base program ECR0135:

From:

To:

Sent:

Subject:

GardenPets.com

kbottger@example.com

Fri 1/18/02 7:35 AM

Ship Conf. - Order #9999

Text you can define to print above the shipment information:

This message is to confirm that your shipment has been processed successfully.

Please contact us at www.gardenpets.com or call our toll free number 1-888-555-1212.

standard shipment information:

Order #: 5374 - 1 OrderDate: 1/18/02

Sold To: BOTTGER, KAREN

Ship To: MIRANDA, BERNADETTE

Date Shipped: 1/18/02

Amount Charged: 30.75

Items included in this shipment:

1 TERRA COTTA PLANTER (GI4985) Qty - 1

Text you can define to print below the shipment information:

Regards,

Your friends at GardenPets.

Visit us at gardenpets.com!

Note: The confirmation is sent to the email address specified for the sold-to customer rather than the ship-to address.

Sample Return Confirmation

This return confirmation represents the information included in the base return confirmation email program, ECR0321, as specified in the Return Confirmation E-Mail Program (H53) system control value. Your confirmation email will vary if you use a different program.

Standard email or customized email? You can use the Working with Entities (WENT) to set up an entity-level email template, and the Working with E-Mail Notification Templates (WEMT) menu option to create a default company-level return confirmation (RC) template. The template specifies the text to print above and below the standard return information. If you do not set up a template, CWDirect generates the standard return confirmation email.

Consolidating invoices and immediate return confirmations: If you generate return confirmations immediately (based on the setting of the E-mail Shipment/Return Confirmation Notification Immediately (K07) system control value) and if you also consolidate credit invoices (based on the setting of the Consolidated Credit Invoice (K06) system control value), then it is possible for the customer to receive the return confirmation email multiple times in a single day, adding the newly returned items to the email each time. See the discussion under the E-mail Shipment/Return Confirmation Notification Immediately (K07) system control value for more information.

From:

To:

Sent:

Subject:

GardenPets.com

kbottger@example.com

Fri 1/18/02 7:42 AM

Shipment Confirmation

Text you can define to print above the return information:

This message is to confirm that your return has been processed successfully.

Please contact us at www.gardenpets.com or call our toll free number 1-888-555-1212.

standard return information: