1.0. Overview IntraSys is the standard interface between
Contents
1. Field ___flype vengit Deseription SOS ORDER_CNR N 6 See ORD_MAIN file C test 20phono 20web downloads intrasyse htm 15 of 16 30 10 2003 11 46 34 IntrasysE D PETAL CNR Order line number counter ITMCODE SAC 1d aril otp TMCODE_ZZ C_ I5__ internal DC article number BARCODE e i3_ SSC ORDER QTY N 6 Quanity SSCS VALUTAID a OOS CAMP_CODE C Campagn code for action orders ORIG_ORDER B SSCS Identification of an article An orderline might contain an article suffix prefix or a barcode IntraSys will export suffix prefix and the barcode if this is possible The internal IntraSys catalogue is used for this purpose file C test 20phono 20web downloads intrasyse htm 16 of 16 30 10 2003 11 46 34 IntraSys Procedures 3D FPHONONET B E N E L U X Procedures for handling PhonoNet orders general 1 Customer number and PhonoNet User Id An order may contain a customer number PhonoNet user identification or both The IntraSys application could take care of the translation from PhonoNet user Id into Customer number However we strongly suggest implementing the translation procedure PhonoNet user ID into Customer number into the in house application and not use the IntraSys capabilities to do so 2 Translation procedure Customer number is used if invalid translation from honoNet user id If a user does not want to use the IntraSys build in customer table he will need a file C test2. Customer number and PhonoNet user identification A customer can identify himself in an order by e Using his customer number e Using his PhonoNet User Identification e Using both his customer number and his PhonoNet user Id If a customer table is loaded into IntraSys the system will add the matching customer number Working this way the exported orders will always contain a file C test 20phono 20web downloads intrasyse htm 4 of 16 30 10 2003 11 46 34 IntrasysE customer number We do not advice this practice however It is easier and less error prone to handle customer numbers inside the in house system See for more information 1 3 Order Acknowledgements Shipping lists Invoices etc It is possible to import various types of information order acknowledgements shipping lists invoices backorder reports etc from the in house system and let IntraSys e mail this information to the customer To be described later 1 4 Communication Communication with the central PhonoNet system is an integrated function within IntraSys Communication is possible through an analog modem ISDN ADSL cable etc PhonoNet uses a dedicated network the Webster network to guarantee secure communication 1 5 Database maintenance IntraSys offers a number of database maintenance functions e Remove collected orders e Remove generated EDIFACT messages e Clear the catalogue database e Restore backup e Empty all database
3. OUT cas Ye 3 User Manual 3 1 Collecting and updating orders Order collecting from the central PhonoNet system is activated by starting an EDI session System EDI session or ALT E The user can export the orders system export orders or print the orders After exporting orders the user should delete the export files It is possible to reset the export indicator of an order Orders or ALT B An order can be deleted or updated discounts net prices backorder indicators action code delivery date 3 2 The IntraSys Catalogue The in house catalogue must be placed in one or more file s with extension IMP and must be placed in a specific folder The catalogue can be placed in one file containing all relevant countries and or marketing companies but it is also possible to create separate files for each country and or marketing company file C test 20phono 20web downloads intrasyse htm 9 of 16 30 10 2003 11 46 34 IntrasysE The new catalogue can then be imported into IntraSys During this process IntraSys will mark all article records that have been updated of course including new and deleted items While importing the in house catalogue IntraSys performs a number of checks on the imported data Errors are reported in a file which has the same filename as the imported file but with extension ERR The following error codes are used e 010 Country identification not filled e 011 Invalid Coun
4. tables e Euro conversion e Clear up the IntraSys order database with orders older than 200 days e Clear up the IntraSys catalogue database with logically deleted items file C test 20phono 20web downloads intrasyse htm 5 of 16 30 10 2003 11 46 34 IntrasysE All these functions except the two last mentioned are password protected 1 6 Technical IntraSys runs with Windows 95 98 NT and demands a P200 and a minimum of 300 Mb free disk space IntraSys runs in a network environment IntraSys startup parameters Intrasys exe AUTO_EDI starts the EDI robot keeps IntraSys running AUTO_EDI ONCE starts the EDI Robot import export transmitting and exits IntraSys 2 Tables used in IntraSys 2 1 Customer import table This table is used to add the customer number to an order for orders that only contain an PhonoNet usernumber Customer mmber W V Shiptocos Mo PhonoNet usemumber N6 nme ooo o y e Postal code Giy ho Coury Mo Customer Ms Telephonenr Ms Fam ooo s file C test 20phono 20web downloads intrasyse htm 6 of 16 30 10 2003 11 46 34 IntrasysE All fields must be left justified Unique key Customer number ship to code In case of duplicate keys the last occurrence will be used 2 2 Conversion translation tables All fields should be left justified If an incoming value does not match the conversion table the exported value will be left empty If a field is marked Yes and the incoming value is
5. 20phono 20web downloads IntrasysproceduresE htm 1 of 6 80 10 2003 11 47 50 IntraSys Procedures translation table Client number ES_USER_4id into the in house system 1 Orders from Representatives SR_Userid is an identification of the representative that sent the order If there is some problem with such an order you know which rep sent it to PhonoNet Within a rep order SR_Userid is filled you will always find a client number And that client number is the identification to be used 2 Orders from Clients A direct client order might contain ES_USER id or client number or both If the order contains a client number this number should be used for identification If the order contains both numbers you should use the client number Client number is leading One can go one step further if the client number is invalid not existing give the order another try through the ES_USER 1id There is no real need for this however If the order does not contain a client number you should use ES_USER id and translate this number via an in house translation table into a client number See also IntraSys manual 3 Order types file C test 20phono 20web downloads IntrasysproceduresE htm 2 of 6 80 10 2003 11 47 50 IntraSys Procedures Ordertype Eoi wag T Fa w Fi i Fa es a rd ae Pi Ordertype 10 Ordertype 25 Order from customer Order from sales Repr 3b we pu lt SR userid 95
6. IntrasysE 1 0 Overview IntraSys is the standard interface between the central PhonoNet system and industry company users a ra Inhouse disnbu tian a J i AV EDI i A fi in a Catnlogue Orders Onder ackncevledgments ebe a i lntenal po jobless pe k IntraSy 5 if ae Z ri Central i EnterSys System j a AN na w Eo mai x aa Fa ECOS k 4 i TLE gateway TIE i N partal f sy A SS mm file C test 20phono 20web downloads intrasyse htm 1 of 16 30 10 2003 11 46 34 IntrasysE The functionalities of IntraSys are e Secure data communication with the PhonoNet Webster network e EDIFACT based data exchange with PhonoNet orders catalogue updates e Import from and export to in house applications by means of flat SDF files e Creation of catalogue updates through comparison of catalogue files e Collection of orders from the central PhonoNet system e Table driven translation of internal in house codes into PhonoNet standard codes e Timer controlled external controlled or manual operating Internal tables in IntraSys e Catalogue product database e Order database e Translation tables for e Article status codes e Supplier codes e Genre codes e sound Carrier configuration codes e Label codes In most cases the implementation of an IntraSys system is a simple procedure and will be fully supported by PhonoNet In some cases a company specific subroutine needs to be build and integrated
7. ault value for all orderlines with no discount or net price added Only for orderlines with no manually entered discount or net price the Discount System will calculate discounts 3c Web Commerce orders Order type 10 SR userid 95xxxx file C test 20phono 20web downloads IntrasysproceduresE htm 4 of 6 80 10 2003 11 47 50 IntraSys Procedures See 4 Manually entered discounts and Discounting System In this case discount s are treated within the discounting system as meant to be supplementary 1 e to be added to the file discount 4 Manually entered discounts and Discounting System Phase 1 processing of manually entered discounts r For every E a Orderline Dew netpre 0 line Discount 0 line discount orderjdiseount Phase 2 Processing by Discounting System The Discounting system will calculate discounts only for orderlines with no file C test 20phono 20web downloads IntrasysproceduresE htm 5 of 6 80 10 2003 11 47 50 IntraSys Procedures manually entered discount or net price For WebCommerce orders discount s are treated within the discounting system as meant to be supplementary i e to be added to the file discount file C test 20phono 20web downloads IntrasysproceduresE htm 6 of 6 80 10 2003 11 47 50
8. empty the record will be skipped GENRE IMPORT This table can be used to convert the in house genre code into the standard PhonoNet genre code Genre ON PhonoNet genre OUT STATUSCODE IMPORT This table can be used to convert the in house delivery status code into the standard PhonoNet delivery status code Statuscode UN PhonoNet statuscode OUT CONFIGURATION CODE IMPORT file C test 20phono 20web downloads intrasyse htm 7 of 16 30 10 2003 11 46 34 IntrasysE This table can be used to translate the in house configuration code into the standard PhonoNet configuration code Field ype Obligatory Configuration IN PhonoNet configuration OUT es No Number of items in configuration N3 DAS A PhonoNet VAT ode E mooo Some companies use a configuration code which is actually a combination of carrier code and boxset number of items in the configuration IntraSys is configured to handle this An example nchouse code PhonoNet code Boxset in PhonoNet CDT pas Cb2 pw SUPPLIER IMPORT If there is only one marketing company involved this table needs not to be used Supplier ON PhonoNet supplier code OUT N3 Yes Marketing Cy file C test 20phono 20web downloads intrasyse htm 8 of 16 30 10 2003 11 46 34 IntrasysE LABEL IMPORT This table can be used to convert an in house label code into a labelname to be used in PhonoNet abel code QN cio we Label name
9. into IntraSys to translate in house article codes into standard PhonoNet formatted article codes file C test 20phono 20web downloads intrasyse htm 2 of 16 30 10 2003 11 46 34 IntrasysE 1 1 Article updates Creation of catalogue updates for PhonoNet is very easy and can be done by putting the entire actual in house catalogue in a specific folder of IntraSys IntraSys will then on demand e Import the in house catalogue e compare the in house catalogue with its own private IntraSys catalogue e mark the items for which an update in PhonoNet is necessary Apart from that the user can decide to let IntraSys e translate the catalogue updates into EDIFACT format e replace the IntraSys private catalogue by the new in house catalogue The IntraSys catalogue now is an exact copy of the PhonoNet catalogue e transmit the EDIFACT messages to PhonoNet It is good practice to follow the complete procedure mentioned above once a day in pace with the catalogue update and distribution process of the central PhonoNet system However the two step procedure makes it possible to offer the in house catalogue to IntraSys once or more less than once a day and separately to let IntraSys create updates for PhonoNet once a day once a week or in another frequency The in house catalogue can be placed in one file for all relevant countries and or marketing companies but it is also possible to create separate files for each country and or marke
10. roduced every time IntraSys receives orders during an PhonoNet session After processing importing the files into the in house system these files have to be removed by the user Structure for file ORD MAIN SDF ASSIS CNR vt nternal ordernumber within IntraSys links to detail ORDMSG_REFIC Order reference supplied by customer used for printing on shipping list invoice etc ORDER_TYPE C 2 Source of the order 10 order directly from nee 25 order from sales representative ORDER ID f First 2 characters define country NL BE ORDER DATEC b DIST_COMP C B Identification number of the distribution centre in PhonoNet ES_USERID 6 PhonoNet usemumber of the customer SR_USERID No PhonoNet usernumber of the sales representative CENT SHIP 6 _ Outlemumber of the customer IBCK_ ORDER C 1 N empty Indicates whether customer wants backorder for his order Yes N No empty default DC value file C test 20phono 20web downloads intrasyse htm 14 of 16 30 10 2003 11 46 34 IntrasysE BCK_MERGE C_ 1 N empty Indicates whether customer wants backorder merge for with this order Yes N No empty default DC value SHIP_MODE C i Shipment mode AIT_ORDER C l N empty Indicates a waiting order for the DC Yes N No empty No SHIP DATE C fe Shipment date supplied by customer ORDER_CAMPC 5 Campagn code for action orders TOT LINES N fiO Number of order times Structure for file ORD_DATA SDF
11. ting company The file s must have the extension MP and must be placed in a specific folder The name of this folder is a user defined system parameter of IntraSys While importing the in house catalogue IntraSys performs a number of checks on the imported data file C test 20phono 20web downloads intrasyse htm 3 of 16 30 10 2003 11 46 34 IntrasysE There is a maximum on the number of article updates see System IntraSys setup PhonoNet that can be produced in one run The processing of the catalogue updates sent by IntraSys at the central PhonoNet system will produce a report which will be transmitted to IntraSys reporting the results of the PhonoNet update procedure If necessary the user can manually reset an article in such a way that an update of that article will be re submitted in the next run 1 2 Orders IntraSys will collect orders from the central PhonoNet system Frequency and timing of this process are user dependent The user may decide to collect orders once a day but normally a much higher frequency say every half hour is advisable Collected orders are stored in the IntraSys order database from which the collected orders can be handled in various ways e Orders can be manipulated f e discounts can be added orders can be deleted e Orders can be exported to an in house order system e For distribution companies with no interface to their in house system the incoming orders can be printed
12. try identification e 020 Article has no barcode e 021 Invalid barcode e 022 Incorrect barcode check digit e 030 Empty suffix prefix e 031 Invalid suffix prefix e 040 Artist field and or Title field are empty e 050 Empty format e 060 Field Supplier PhonoNet marketing company number is empty e 070 Field Delivery Status is empty Edi messages PhonoNet will produce a report and transmit this report back to IntraSys after each catalogue update offered System EDI messages Catalogue database fields Barcode Obligatory field max 13 digits file C test 20phono 20web downloads intrasyse htm 10 of 16 30 10 2003 11 46 34 IntrasysE Article suffix prefix Obligatory fields Suffix C7 Prefix A7 Artist Obligatory A35 Title Obligatory A35 Composer Optional A35 Conductor Optional A35 PPD Price Labelname Optional A35 Release Date Date field two formats allowed DDMMYY or YYYYMMDD Genre Obligatory Present use Pop 100 and Classics Jazz 500 Article Status Defines the availability of an article Availability status codes used in PhonoNet file C test 20phono 20web downloads intrasyse htm 11 of 16 30 10 2003 11 46 34 IntrasysE Status Description _ 01 Pre notification 02 Available 03 Not available 07 Temporary not available 91 Re release Configuration code Obligatory field variable length Translation through conversion table is possible if in ho
13. use coding differs from PhonoNet coding 401 7 single 402 12 single 403 10 LP 404 12 LP 405 Music cassette 406 Compact disc 407 Videotape videotape music 408 Accessoires 409 Printed matter 410 Various 411 3 single cd 412 5 single cd 413 5 CD V 414 8 CD V file C test 20phono 20web downloads intrasyse htm 12 of 16 30 10 2003 11 46 34 IntrasysE 415 12 CD V 416 Super audio CD CD single maxisingle 417 DCC 418 mini disc 419 CD I 420 Games 421 DVD single DVD music 422 DVD video Boxset Variable length field Number of items in a configuration F e double CD boxset 2 Marketing Company Internal marketing company number in PhonoNet If the Distribution Company works with more than 1 company number this number is obligatory in the import Country code Every record of the catalogue contains the country code NL BE If an article is available for 2 countries it needs an occurrence for each country separately Definition of file layout The SDF file structure is used so sequence and length of the fields are variable The filename s are irrelevant as long as the extension IMP is used and the files are placed into the correct folder Order file file C test 20phono 20web downloads intrasyse htm 13 of 16 30 10 2003 11 46 34 IntrasysE The IntraSys export procedure produces two files An order header file ORD_MAIN SDF An order detail file ORD_DATA SDF These files are p
14. xxxx SR_ userid lt gt 95xxxx WebCommerce order not WebCommerce order 3e 3a 3a Orders sent directly by customers Order type 10 and SR_userid lt gt 95xxxx Possible procedure for manually discounts and net prices Header ORDER DISC discount should be empty if not in house application sets ORDER DISC to empty Details DEV_NETPRC should be empty if not in house application sets DEV_NETPRC to empty DISCOUNT should be empty if not in house application sets DISCOUNT to empty A customer is not allowed to add net prices or discount s to his order If a customer does so these net prices and or discount s will be skipped by the file C test 20phono 20web downloads IntrasysproceduresE htm 3 of 6 80 10 2003 11 47 50 IntraSys Procedures in house application 3b Orders sent by representatives Order type 25 SR userid 80xxxx is the PhonoNet user id belonging to the representative Processing of manually discounts and net prices possible procedure See 4 Manually entered discounts and Discounting System Header ORDER DISC discount may contain non zero value Details DEV_NETPRC may contain non zero value DISCOUNT may contain non zero value If both values are non zero this should be treated as an error or alternatively DISCOUNT can be set to empty If DISCOUNT empty AND DEV NETPRC empty and ORDER DISC is not empty DISCOUNT is replaced by ORDER DISC So ORDER DISC is the def
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