Stock Exports

Created by Migration Bot, Modified on Fri, 23 Oct at 2:29 PM by Migration Bot

Originally written by John Hardwick, last updated Oct 24, 2023, on the Swan Retail knowledge base (FRS).

Based on SwanFRS release version 1207

Overview

SwanFRS facilitates the generation of a data export file at key stages of stock management.

This feature is designed to provide a list of ‘moving’ stock for systems using a third-party warehousing company who need an electronic feed advising of goods to be received, delivered or moved.

Configuration

If intending to use this feature, it will be necessary to liaise with your implementation consultant or raise a ticket via the support desk as changes to the control files are required as part of the configuration process.

Click here to expand...

For Swan Use Only

The data required within the accountsinterfaceconfig.xml is detailed below.

Ensure the Export Paths are set appropriately.

<File
		Type="Goods Receipt"
 		FileSyncType="None"
 		ExportFileNameRoot="GRN"
 		ExportFileNameFormatString="{0:000000}{1:ddMMyyyy}"
 	 	ExportFilePath="C:\FRSDataExport\"
		CommandText="GetDataForExport_GoodsReceiptNote_ByID"
		CommandType="StoredProcedureWithParameters"
		KeyColumn="0"
		KeyField="NotUsed">
			<Columns/>
    		</File>

    		<File
  		Type="Deliveries"
  		FileSyncType="None"
  		ExportFileNameRoot="delivery"
  		ExportFileNameFormatString="{0:000000}{1:ddMMyyyy}"
  		ExportFilePath="C:\FRSDataExport\"
                		Delimiter=","
                		Quote="|"
                		QuoteEscape="\"
  		CommandText="GetDataForExport_DeliveryRun_ByTruckRunID"
  		CommandType="StoredProcedureWithParameters"
  		KeyColumn="0"
  		KeyField="NotUsed">
      			<Columns/>
    		</File>
	
    		<File
  		Type="Transfer"
  		FileSyncType="None"
  		ExportFileNameRoot="order"
  		ExportFileNameFormatString="{0:000000}{1:ddMMyyyy}"
  		ExportFilePath="C:\FRSDataExport\"
                		Delimiter=","
                		Quote="|"
                		QuoteEscape="\"
  		CommandText="GetDataForExport_StockTransferNote_ByID"
  		CommandType="StoredProcedureWithParameters"
  		KeyColumn="0"
  		KeyField="NotUsed">
      			<Columns/>
    		</File>

It may be necessary to restart ‘IIS’ to ensure these changes have been applied.

Once configured, SwanFRS will offer export buttons on the following routines.

Application Parameters

Menu Location: System Admin > Set Up Application Parameters

USE_DATA_EXPORT

Tick To turn the exports on, Untick hides this feature.

See Set Up Application Parameters

Operation

Goods Receipts (GRN)

Menu Location: Warehouse > New GRN

Menu Location: Warehouse > Find GRN

When processing a new GRN or reviewing a previously processed GRN, the system will offer an EXPORT DATA button.

When selected, the export will generate a data file within the specified export folder and generate a message to screen similar to that shown below once completed.

The system will overwrite any file within this folder.

Files generated via this routine will have the following naming convention “GRNAAAAAADDMMYY.csv”

AAAAAA = GRN No – the number is to be zero left filled e.g. 000356
DDMMYY is the date of receipt into stock (which may be different to the system date)

Each row within the data file will have the following format.

Field	Name	Format	Data
1	Product_code	String	FRS SKU
2	Description	String	Product Description
3	Na		Blank
4	itemsperpack	Number	1 This is hard coded to 1 as these fields are not maintained within the SwanFRS database.
5	Expected_Stock_L2	Number	Quantity Received on GRN
6	Expected_Date	yyyymmdd	GRN Receipt Date
7	UserField2		Blank
8	Container_No		Blank
9	N/a		Blank
10	packsperpallet	Number	1 This is hard coded to 1 as these fields are not maintained within the SwanFRS database.
11	userfield1		Blank

The Export file produced will be similar to that shown below –

"45-10-1","2 Seater Sofa","",1,3.0000,"20221214","","","",1,""
"45-10-2","2 Seater Sofa","",1,4.0000,"20221214","","","",1,""
"45-10-21","Arm Chair","",1,1.0000,"20221214","","","",1,""
"45-10-25","Foot Stool","",1,1.0000,"20221214","","","",1,""
"45-10-3","2 Seater Sofa","",1,2.0000,"20221214","","","",1,""
"45-10-5","3 Seater Large Sofa","",1,1.0000,"20221214","","","",1,""
"45-10-8","3 Seater Large Sofa","",1,1.0000,"20221214","","","",1,""
"45-20-1","2 Seater Sofa","",1,2.0000,"20221214","","","",1,""
"45-20-10","Arm Chair","",1,11.0000,"20221214","","","",1,""
"45-20-14","Specify Part","",1,1.0000,"20221214","","","",1,""
"45-20-6","3 Seater Sofa","",1,2.0000,"20221214","","","",1,""
"45-20-7","3 Seater Sofa","",1,2.0000,"20221214","","","",1,"

Delivery Run

Menu Location: Deliveries > Plan Deliveries

Menu Location: Warehouse > Find GRN

The delivery planning routines, when configured for data export, will offer an EXPORT DATA button.

When selected, the export will generate a data file within the specified export folder and generate a message to screen similar to that shown below once completed.

The system will overwrite any file within this folder.

Files generated via this routine will have the following naming convention “deliveryBBBBBBDDMMYY.csv”

BBBBBB = Delivery Run No – the number is to be zero left filled e.g. 020685
DDMMYY is the date of delivery to customer (which may be different to the system date)

Each row within the data file will have the following format.

Field	Name	Format	Data
1	House Name	String	Delivery Point (the customers' delivery address)
2	Flat Number	String
3	House Number	String
4	Address Line 1	String
5	Address Line 2	String
6	Address Line 3	String
7	Address Line 4	String
8	Address Line 5	String
9	Address Line 6	String
10	Post Code	String
11	Product Code	String	SwanFRS SKU
12	Quantity	Number	Quantity on run

The Export file produced will be similar to that shown below –

",,149,1,LAKE ROAD,,BEVERLY HILLS,CALIFORNIA,,90210","45-10-1",1.0000
",,5,23 LONG STREET,,,BOONVILLE,NORTH CAROLINA,,27011","10-2-157 (MAX)",1.0000
",,5,23 LONG STREET,,,BOONVILLE,NORTH CAROLINA,,27011","45-10-6",1.0000
",12,,105 5TH AVE OCEAN DRIVE,,,LEUCADIA,CALIFORNIA,,92024","9-1-145",1.0000

The output file will only include stock items for scheduled delivery (product classes of unique, accessory and measured goods). I.e. services will be excluded – all other products will be included. FRS considers the ‘service’ classed product as none-stocked and therefore there is no requirement to move service classed stock as it is a means of affecting the order's selling value only.

Collection back from customer’ are not processed via SwanFRS and therefore collections do not form part of the export requirements.

Location Transfers

Menu Location: Warehouse > New Transfer Note

Menu Location: Warehouse > Find Transfer Note

When processing a new transfer note (TRN) or reviewing a previously processed TRN, the system will offer an EXPORT DATA button.

When selected, the export will generate a data file within the specified export folder and generate a message to screen similar to that shown below once completed.

The system will overwrite any file within this folder.

Files generated via this routine will have the following naming convention “transferCCCCCCDDMMYY.csv”

CCCCCC = Transfer No – the number is to be zero left filled e.g. 000132
DDMMYY is the ‘sent’ date of the transfer note. (this may be variant to the system date)

Each row within the data file will have the following format.

Field	Name	Format	Data
1	N/A	String	Blank
2	DestLocation	String	Delivery Point (for transfers this is to be the staging location – i.e. the transfer to location)
3	ProductCode	String	FRS SKU
4	Quantity	Number	Quantity on run

The Export file produced will be similar to that shown below –

,"West St Warehouse","10-2-128",3.0000
,"West St Warehouse","10-2-157 (MAX)",2.0000
,"West St Warehouse","10-3-129",7.0000
,"West St Warehouse","10-4-132",2.0000
,"West St Warehouse","12-3-157",1.0000
,"West St Warehouse","39-1-130",2.0000
,"West St Warehouse","39-1-210",1.0000
,"West St Warehouse","45-20-13",3.0000

If the export data has been selected for transfer notes where goods have already been booked in at the destination location (or flagged as lost) a full note export will occur. I.e. the export will include all stock items on the note irrespective of whether received at the destination location or not

Files from the Confluence page