Daily JB ASN reconciliation V1.

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1.0 Table of contents
Daily JB ASN reconciliation V1.0............................................................................................................1
1.0 Table of contents.......................................................................................................................1
2.0 History and versions..................................................................................................................2
3.0 Introduction...............................................................................................................................2
4.0 Receiving Order file from business............................................................................................2
5.0 When to do the reconciliation...................................................................................................2
6.0 Reconciliation process...............................................................................................................2
6.1 Receiving Order file from business............................................................................................2
6.2 Extract information from AX system..........................................................................................3
6.3 Extract information from SAP system........................................................................................4
6.4 Merge data from SAP, AX and CS to produce the report...........................................................7
6.5 Send report to business.............................................................................................................9
6.6 Raise issue with service desk.....................................................................................................9
2.0 History and versions
Person Responsible Date Description of change
Syed Hashmi 01.08.2021 Initial Draft

3.0 Introduction
Purpose of this document outlines the method to support users in primeline to track and reconcile
JB ASN outputs for Dunnes stores.

4.0 Receiving Order file from business

Primeline customer service team provides the order file extracted from AX to Synovia. The file is sent
a day before for the delivery date of day after.

5.0 When to do the reconciliation

Primeline warehouses are delivering and posting transactions for JB product till 23:30 Irish standard
time. So any reconciliation exercise needs to start after that and has to complete before 5:00 am
next morning.

6.0 Reconciliation process

The JB orders are place in Microsoft AX system and are sent to SAP system for picking and shipment.
For this reason, the data needs to be extracted from both systems and compared in order to check
and ensure that ASNs for order shipped have been issued to Dunnes.

Following are the 7 steps needed to complete the reconciliation process

6.1 Receiving Order file from business

Primeline customer service team provides the order file extracted from AX to Synovia. The file is sent
a day before for the delivery date of day after. Attached is an example of the extract we get on daily
basis.
 6.2 Extract information from AX system
1) Log on to AX by doing RDC (Remote Desktop Connection) to IP address 192.168.0.11

2) Once connected to the server start AX dynamics application from the desktop

3) In AX go to view JBROSales ledger  Sales orders  EDI ASN Interface

4) Filter on using Date and time sent, enter current date – 3days to get full list example if today
is 01/08/2021 enter 29/07/2021..

5) Make sure the file name is there before downloading the selection. To download the data
press Cntrl+T

System will download the data into excel for you. The first column is the AX sales order
number. Save this sheet as you will need to merge this data with the SAP data against the
orders sheet received from CS team.

6.3 Extract information from SAP system

1) Now you need to extract the information of the orders given in the orders file from CS team
from SAP. For first convert the order number to SAP format.
In SAP order AX order reference is stored in filed VBAK- IHREZ called Your Reference, the
number in SAP is the last 7 digits of AX order number with 2 digit prefix representing the
business unit.

For example, AX order number SO-001079160 will be 151079160 in SAP. Here 15 is the
prefix.

Prefixes
15 – JB orders  ASN is sent from AX
17 – PMI orders  ASN is sent from AX
30 – Premier foods orders  ASN is sent from SAP
11 – JDE orders  ASN is sent from SAP

In the order file prefix is unknown so the search in SAP would have to be done with wildcard.
For example, order SO-001079160 in VBAK will be searched as *1079160

2) Logon to SAP PRD system and enter Transaction code SE16 for table browser, enter VBAK in
the initial screen and press enter
 3) In the next screen paste the order number using the multiple selection option

Copy the orders with wildcard symbol * and paste them into SAP as shown below and press execute
button

4) Once you execute the table browser data will be shown in the following way

5) Download this data into excel by pressing the spreadsheet button

6) The fields highlighted above are the key fields for the lookup you will need to do to merge
data between AX, SAP and the file received from CS with Orders. The reference number will
also tell you if the ASN needs to be sent from AX or SAP as explained in point 1 above.
7) Once you have above data get the movement documents against the SAP order number
above example 0003126482 (Columb B) by going into SE16 and search in table VBFA

8) Paste the order number in field Preceding Doc. And do the remaining select as given below.
Press execute to display data.

9) Download the data using the spreadsheet button .the key field here is the follow on
document. Any order with the following on document must have ASN sent.
10) Using the following on document numbers extract the file names from table
ZRHM_INT_EVENT, use se16 to download the data in the same way as above

11) Paste the movement document numbers in the RHMDOCID field and press execute

Note: Don’t forget to remove the maximum number of hits.

12) Download the data using the spreadsheet button

 Now you have all the data from SAP to start the reconciliation.

6.4 Merge data from SAP, AX and CS to produce the report

1) Now that you have all the data you need to prepare the file so that a report can be sent out
with following format.

2) Firstly you need to column H to M in the file provided by CS team

3) Once that is done these have to be filled from the data extracted from AX and SAP, following
is the source of each column

Name Source Example Comments

SAP Ref Your ref number from 151078097
SAP, this is described in
section 6.3 point 5
ASN Sent Date and time sent 06/08/2021 02:30:44 Only available for
from AX ASN extract, orders with prefix
this is described in 15 or 17
section 6.2 point 4
AX File File name from AX ASN DES95847.csv Only available for
extract, this is orders with prefix
described in section 6.2 15 or 17
point 4
AX / SAP Flag to determine if AX or SAP
ASN is sent from SAP or
AX. This is derived from
your reference field by
looking at the 2 digit
prefix. Explained in
section 6.3 point 1
PGI File name from SAP DESUN4903642319.xml If the file name
table exist it is telling us
ZRHM_INT_EVENT , the goods issue is
this is described in done a ASN is
section 6.3 point 10 triggered. If the
prefix of order is
starting with 15 or
17 you have to
additionally check
the file name from
 AX. If both file
names are not
there the ASN is not
issued.
Action Used for comments Orders Rejected in SAP This should be for
Order Cancelled cases were No PGI
is there and orders
are either not
picked or cancelled.

If PGI is done and

for 15* and 17*
orders ASN file
name from AX is
not there a ticket
should be raised
with service desk.

6.5 Send report to business

Attached is an example email that needs to go out to business or email addresses given in the
attachment with the same format everyday after reconciliation is complete. This email has 3 sections
described below: -

a) Orders where ASN is generated in AX

b) Orders where ASN is generated in SAP
c) Orders where PGI or Pick was not done and so no ASN is expected (Orders in Not applicable
section)

6.6 Raise issue with service desk

Any AX relevant orders(Prefix 15 and 17) where PGI is done in SAP, so the PGI file was found in the
SAP table ZRHM_INT_EVENT but ASN was not sent from AX send the order numbers to service desk
email Service Desk servicedesk@primelinebrands.com

The email should have subject JB ASN not generated and list down the AX orders number there.