The WMS integration in Iptor.com allows the exchange of data to/from an external Warehouse Management System, (e.g., Iptor WM1), making it possible to plan the workload and resources needed for dispatch and reception handling in your external system. The transfer of data is run in the background, triggered by trigger programs at various stages.
The exchange of the following information to/from an external Warehouse Management System, e.g., Iptor WM1, includes:
| Type of information | How it is processed | ||||||
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| Basic data – Items and Business partners | Item and Business partner (customer/supplier) data is used in all transactions that can be exchanged with the external Warehouse Management System (e.g., Iptor WM1). Iptor.com “owns” the item and business partner data, hence it can only be maintained in Iptor.com. Specific information in the external system needs to be validated in these system files. In order to be able to do this, information (which holds the unique table information) must first be sent from the external system to Iptor.com. When it is validated in Iptor.com it is then sent back to Iptor WM1.
Note The following system tables need to be manually set-up and maintained in Iptor WM1:
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| Sales order information to be used for Dispatch planning | Iptor.com “owns” the sales order data, hence it can only be maintained in Iptor.com. Depending on what was set up for the WMS warehouse used on the order, sales orders with a connected WMS warehouse are sent to the external Warehouse Management System, (if the order type used on the sales order is not defined with a combination of no pick list print and update stock on hand, since the actual picking for a WMS warehouse is done in the external WMS system), when they reach one of the following statuses:
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| Purchase order information to be used for Reception planning | Iptor.com “owns” the purchase order data, hence it can only be maintained in Iptor.com. Depending on what was set up for the WMS warehouse used on the order, purchase orders with a connected WMS warehouse are sent to the external Warehouse Management System, (if the order type used on the purchase order is not defined with direct delivery or direct reception, since the actual reception to a WMS warehouse is done in the external WMS system), when they reach one of the following statuses:
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| Pick list information | When picking should be performed in your external system, picking information in Iptor.com (i.e. what to pick and when) is sent to the external WMS system making it possible to plan the workload and resources needed for the actual picking. Updated picking and packing information is returned to Iptor.com for the actual confirmation and updating of stock values and orders.
All transactions sent from an external WMS system are stored in a WMS log file. If any transactions sent back to Iptor.com are in error, the user would use the Work with picking routine to view the erroneous transaction. Examples of errors include:
Depending on the type of error, the user can manually correct the error in the Work with picking routine if applicable, or click the Retry option from the WMS transaction log (for the transaction). If the error is caused because of a lack of information, the error should ideally be corrected in the external system if possible; else in the Work with picking routine after communication with the warehouse personnel. After the pick confirmation, the sales order in Iptor.com will automatically be set to status 45 (ready for invoicing). |
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| Reception information | When reception should be performed in your external system, reception information in Iptor.com (i.e. what to receive and when) is sent to the external WMS system making it possible to plan the workload and resources needed for the actual reception. Updated reception information is returned to Iptor.com for the actual confirmation and updating of stock values and orders.
All transactions sent from an external WMS system are stored in a WMS log file. If any transactions sent back to Iptor.com are in error, the user would use the Work with receptions routine to view the erroneous transaction. Examples of errors include:
Depending on the type of error, the user can manually correct the error in the Work with receptions routine if applicable, or click the Retry option from the WMS transaction log (for the transaction). If the error is caused because of a lack of information, the error should ideally be corrected in the external system if possible; else in the Work with receptions routine after communication with the warehouse personnel. After the reception confirmation, the purchase order in Iptor.com will automatically be set to status 60, alternatively status 50 if the order type requires that landed costs be entered. Note: A purchase order with QC process will move directly to status 60, instead of remaining in status 42 to perform the QC check in the system, as the QC check is to be done in the external WMS system. Iptor.com can send the QC flag on the purchase order so that the external WMS system knows that the QC check is to be done but this information is currently not mapped with Iptor WM1. The QC result from WMS is handled in a WMS inventory transaction message. |
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| Inventory adjustment | The inventory adjustment transactions can be sent from the external system. Since the external WMS system “owns” the stock quantities for the external WMS warehouse, it is not permitted to change stock quantities, etc., in Iptor.com.
All transactions sent from an external WMS system are stored in a WMS log file. If any transactions sent back to Iptor.com are in error, the user will automatically access “Transaction in error mode” when they select the warehouse from the initial Work with inventory panel. Depending on the type of error, the user can manually correct the error in the Work with inventory routine, if applicable. Examples of errors include:
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| Stock synchronization | As previously described, Iptor.com “owns” the master data (items and business partners) and the external WMS system “owns” the stock quantities. Iptor.com keeps track of quantities on item and warehouse level.
Iptor.com has a routine allowing you to perform a check against the “other” system ensuring you have the same on hand quantity in both systems. The Work with stock synchronization routine is used to compare and synchronize Iptor.com stock on hand quantities for every item with the external WMS system stock on hand quantities that were sent from the external system. Differences can be processed as inventory adjustment transactions. Normally the stock sync is performed once a month to keep the two inventory balances in sync. An external file is created when the stock sync transactions are received from the external WMS system file. The file contains the quantities together with a calculated difference, and information from the file is displayed in the Work with inventory routine for inventory adjustment transactions (where erroneous transactions can be corrected, if applicable). The stock sync transaction quantities are listed per item number plus serial number, which form the unique ID for the item code. (Note: Quantities are always displayed in stock unit). For example, if there are 15 of an item in the external WMS system, but in Iptor.com there are only 13, then the unique ID indicates which items are missing. The external WMS system always contains the correct quantity. You can process the transactions in the Work with stock synchronization file one by one, or all of them simultaneously. When an entry is processed, an external function for inventory transactions is called for validation and update of inventory transactions. Once processed, the file will be emptied. But there could be situations when some transactions were not processed (erroneous transactions). If such is the case, a window will prompt where you can decide to correct the erroneous transactions either immediately or at a later time or remove them from this file. For example: |
Message flow overview
Logging sent/received transactions
When transactions are sent/received to/from an external WMS system, logging is done on two levels:
- WMS log file in Iptor.com. These are the transactions from the Work with WMS transaction file which is used to keep track of the transactions sent/received on a high level.
- Details for each segment. These are stored in the Interface files and are the actual info sent/received.
If the send/receive was completed normally (without errors) and the WMS-LOG function control is not activated, the Interface file entries will be removed directly when they are processed but the transactions in the WMS log file are kept.
A routine is available, (i.e. the WMS log/interface files reorganisation routine), allowing you to delete the logged transactions from the WMS log and Interface files, i.e. status 8 (Cancelled) and 9 (Completed), transactions up to a selected creation date. Note: For purchase order related transactions (i.e. transaction type IO or IR) any transactions will not be deleted if the purchase order is still open. Likewise, for sales order related transactions (i.e. transaction type OO or OR) any transactions in the log/interface files will not be deleted if the sales order is still open. For business partner related transactions (i.e. transaction type BP), any transactions will not be deleted if the business partner is still active. Likewise, for item related transactions (i.e. transaction type IT), any transactions will not be deleted if the item is still active.