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Item Sync

This option allows the Ultriva Item master data to be in synch with the ERP Item master data. The fields marked as Required Yes are mandatory fields. Required fields must always have non-empty data.

Note Note

If an item already exists in the Ultriva master, this process updates the item

During the update process one could pass -1 for NUMBER fields and empty string for string fields for not updating the field value.

Note Note

To reset a string field value you may pass $$reset

Note Note

An item file may contain same item number multiple times if an item is supplied by multiple vendors.

Ultriva Item Sync manages following:

  1. Item Properties:

    • Updates an existing Item if the given Item Number is found in the Business Unit context

    • If given item is not found then process Creates a new Item in the given business unit context

  2. Item to Supplier Relationship Properties:

    • If Item2Supplier details are given then the process also updates the Item2Supplier properties. (For instance a file may contain suppliercode and leadtime details then Ultriva Item sync updates or adds the Item2Supplier relationship data. Please note that for an existing item this process does not create new supplier relationship.)

  3. Loopsize Management:

    • The process also creates loopsize (Kanban Cards creation or adjusting the existing loopsize) if the setting is enabled for Loopsize setup.

Item Sync Flat File Field Definition

The following table defines the fields in Item Data file. The fields marked as bold are required. Required fields must always have non-empty data.

Item Master Data File (inbound to Ultriva)

Field Name

Data Type

Length

Required

Nullable

Description

Destination Table

ItemNo

STRING

32

Y

N

This must be unique part number with in given Business Unit Code

Item

ItemDesc

STRING

255

Y

N

Item Description

Item

PlantCode

STRING

32

Y

N

Plant Code. A single file may contain data for a business unit and it's workcenters.

Item

PlantUserCode

STRING

32

Y

N

Buyer or Item co-ordinator user Code. This field may contain Ultriva user name here or User's buyer code field value.

Item

UsagePerDay

NUMBER

N/A

Y

N

It is the average daily demand or average usage per day for the Part Number. This value is used in the Kanban Card Calculation.

Item

SafetyTime

NUMBER

N/A

Y

N

Represents the Safety Stock you wish to carry for that part. For e.g. for a 2 day safety stock you enter a value of 2.

Item

QtyOnCard

NUMBER

N/A

Y

N

It is the standard lot size used by the supplier for replenishment (box or palette or container size). This is used as the Quantity per Kanban Card

Item

VendorCode

STRING

32

Y

N

Supplier Business Unit Code. If given supplier business unit code is not found then this record will be errored out

Item2Supplier

LeadTime

NUMBER

N/A

Y

N

Lead Time in Business Days

Item2Supplier

TransitTime

NUMBER

N/A

Y

N

Transit Time in Business Days

Item2Supplier

HandlingTime

NUMBER

N/A

Y

N

Handling Time in Business Days

Item

PricePerUOM

NUMBER

N/A

Y

N

Unit Price of this item

Item

BeginOnHandQty

NUMBER

N/A

Y

N

Begin On Hand Units. System will create cards in the on-hand state. During the 1st time this field is mandatory

Item

CurrentOrderQty

NUMBER

N/A

Y

N

Current Order Units. System will create cards in the InProcess state. 1st time mandatory

Item

ReorderPoint

STRING

32

N

Y

One of the following: OpenBox, EmptyBox. Default is OpenBox

Item

ItemCategory

STRING

32

N

Y

One of the following values: Kanban, Virtual, Forecast. Default is Kanban

Item

UOM

STRING

64

N

Y

UnitDescription - This filed is Unit of Measure. For Eg Ea-(Each), Pcs(Pieces).

Item

SupplierItemNo

STRING

64

N

Y

Supplier Item Code. This is an optional field. If not given Plant Item No is used.

Item2Supplier

SupplierItemDesc

STRING

255

N

Y

Supplier Item Description. This is an optional field. If not given plant Item description is used.

Item2Supplier

FamilyCode

STRING

64

N

Y

Optional Product Line code. If not given then Unknown is assumed.

Item

ClassificationCode

STRING

64

N

Y

Opitonal Commodity Code. If not given then Unknown is assumed.

Item

MinOrderQty

INTEGER

N/A

N

Y

Minimum Number of orders. Used for Runline

Item2Supplier

SupplierPoNum

STRING

32

N

Y

Blanket Supplier PO Number if any

Item2Supplier

SupplierPoLineNum

INTEGER

N/A

N

Y

Blanket Supplier PO Line Number if any

Item2Supplier

SupplierUserCode

STRING

32

N

Y

Supplier Coordinator User Code

This field may contain Ultriva username here

LocationCode

STRING

32

N

Y

Item Location code if any

Item

Integration_HasPOReceipt

INTEGER

N/A

N

Y

This flag tells if we need integration point. 1 or 0

Item

Integration_HasPORelease

INTEGER

N/A

N

Y

This flag tells if we need integration point. 1 or 0. 1 means the card will wait for PO after consumption

Item

IsConsignment

INTEGER

N/A

N

Y

Is this item Vendor Managed Item? 1 or 0.

Item

InspectionRequired

INTEGER

N/A

N

Y

Is this item needs inspection after Receipt? 1 or 0. 1 means Inspection Required

Item

Additional Flex Fields in Item Master File (inbound to Ultriva)

Additional to the fields mentioned above ERP could send some advanced fields in the Flex field format. The Field name should start with EBJ_RTPARAMS and then a dot then a field name. For e.g. EBJ_RTPARAMS.RevisionNo would set the Revision Number in the item master.

Note Note
Please note that the Flat file's field names can be mapped to Ultriva Field names through configuration. For e.g. an incoming file may contain a field called Drawing_Number and this field can be mapped to Ultriva field name EBJ_RTPARAMS.DrawingNo.

Field Name

Data Type

Length

Required

Nullable

Description

Destination Table

EBJ_RTPARAMS.DrawingNo

STRING

32

N

Y

Drawing Number for this item

Item

EBJ_RTPARAMS.SUBINVENTORY

STRING

32

N

Y

Subinventory for this item

Item

EBJ_RTPARAMS.RevisionNo

STRING

32

N

Y

Revision Number for this item

Item

EBJ_RTPARAMS.SW

STRING

32

N

Y

Shipping Weight for this item

Item

EBJ_RTPARAMS.ABCCode

STRING

32

N

Y

ABCCode for this item

Item

EBJ_RTPARAMS.CT

STRING

32

N

Y

Container Type of this item

Item

EBJ_RTPARAMS.SUP_ALLOCATION

NUMBER

N

Y

Supplier Allocation Percentage

Item2Supplier

EBJ_RTPARAMS.CarrierCode

STRING

32

N

Y

Default Carrier Code

Item2Supplier

EBJ_RTPARAMS.PO_TYPE

STRING

8

N

Y

Purchase Order Type BLANKET, QUOTATION, IR_ISO, INTER_ORG

Item2Supplier

EBJ_RTPARAMS.PO_QTY

NUMBER

N

Y

If PO_TYPE is Blanket then this value is used to set

Item2Supplier

EBJ_RTPARAMS.PUR_USER

STRING

32

N

Y

If this is a valid Login Name in Ultriva then Item’s Purchase Coordinator value will be resolved to this user GID

Item

EBJ_RTPARAMS.IsPutaway

NUMBER

N/A

N

Y

If putaway has to be enabled then pass 1 otherwise 0.

Item

EBJ_RTPARAMS.toloc.ctrl

NUMBER

N/A

N

Y

This is used for inter-org shipment. If the destination location is locator controlled then pass 1 otherwise 0.

Item

EBJ_RTPARAMS.ApprvRL

NUMBER

N/A

N

Y

This is used for enabling Runline Approval flag. If Runline Approval has to be enabled then pass 1 otherwise 0.

Item2Supplier

EBJ_RTPARAMS.I2Sfrmloc.ctrl

NUMBER

N/A

N

Y

This is used for inter-org shipment. If the source location is locator controlled then pass 1 otherwise 0.

Item2Supplier

EBJ_RTPARAMS.I2SFrom.loc

STRING

32

N

Y

This is used for inter-org shipment. Pass the location code.

Item2Supplier

Processing Logic

An Import Process imports the file. During the import if it finds missing values or wrong data then it marks those records as errors. Remaining records are imported into Batch Table for further processing.

After successful importing of the data, a batch job processes each set of item records.

  1. The process checks if the given item number exists for given plant code. If it is not found then it will create an item. If it is found then it will update that item record

  2. The process checks if the given vendor code is already associated to the business unit if not it checks the parent business unit for supplier association, if the association is found then it creates a new association to this business unit.

  3. If given product line or commodity code does not exist then the process creates those master entries.

Item Sync Process can be configured to run the Kanban Loopsize setting too, There are four options allowed:

  1. Full Resize during only initial item creation

    Here is how to enable or disable this setting through Application GUI. This setting is under business unit configuration.

    Item Sync Add Loopsize

  2. Full Resize during initial and update of an item

    Here is how to enable or disable this setting through Application GUI. This setting is under business unit configuration.

    Item Sync Add And Update Loopsize

  3. Full Resize and Resize only if cards to be added during update

    Here is how to enable or disable this setting through Application GUI. This setting is under business unit configuration.

    Item Sync Add And Update Increase Loopsize

  4. No Resize

Note Note

Care must be taken if the item sync is configured for Full Resize

Error Handling

Item Sync Processor may mark incoming records with specific error messages during interface processing.

The following table shows the error messages and their meaning:

Note Note

In the following table the placeholders are encoded with curly braces.

Error Message

Meaning

Given UserCode <{0}> is not found in the system or not associated to BusUnit <{1}>

Job Processor unable to locate the given user in the input data. It uses one of the following ways to resolve the given user to users in the Ultriva user master.

  1. Given User Code must match with Ultriva’s User Name.

  2. Given User Code may match with Buyer Code in the Ultriva User Table.

Given User Object is disabled. UserCode <{0}> BusUnit <{1}>

Ultriva is able to locate the user. However the given user is disabled in Ultriva.

Invalid Item Category

Given Item Category must be one of the following

  1. FORECAST

  2. KANBAN

  3. VIRTUAL

Given Reorder Point is not valid

Given Reorder point must be one of the following

  1. Open Box or OpenBox

  2. Empty Box or EmptyBox

Given Reorder point may also by NULL. In that case Ultriva treats it as Open Box.

Trying to create a New Item. One or more of SupplierCode not associated to Plant <{0}>. NoOfRows expected {1} - Found {2}

Given Supplier Code is not associated to the given Business Unit Code.

Loopsize Creation failed. Calculated Loopsize {0} exceeds max {1} cards check

Loopsize adjustment is enabled. Calculated Number of cards to be created is exceeding number of cards that are allowed to created in a single attempt setting in the business unit.

Invalid Value for Lead Time and Transit Time. At least one of the fields should have a valid value

Both Lead Time and Transit Time are less than 0.

Given supplier code not found. Unable to get record for this filter

Job Processor is unable to resolve the Supplier Code.

This is an update operation and ItemGID should not be empty

During Update operation the processor is not able to locate the item gid (primary key in Ultriva item master).

Negative value for Supplier Allocation is not allowed

Supplier Allocation Percentage is less than 0.

New Item. Invalid SafetyStock <{0}>

This item is a new item and hence the SafetyStock value must be given and should be greater than 0.

New Item. Invalid QtyOnCard <{0}>

This item is a new item and hence the QtyOnCard value must be given and should be greater than 0.

UpdateKanbanItem does not support new supplier association (No Supplier Allocation Percent is given). Please create the association manually for this supplier <{0}> and Item <{1}>

The given item already exists in Ultriva. This is an update operation. However input data contains a new supplier to be associated. To associate a new supplier for existing item, Supplier_Allocation % must be given.

Unable to resize the Loopsize because previously read DelCardsCnt did not match with the value in the system

There is a del cards count value has been setup for this item. However some other transaction has updated the value.