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Maintaining Consignee Information

Table of Contents​

Maintaining Consignee Information 2

Processing Summary 2

Processing Dialog 2

Maintaining Consignee Information​

Processing Summary​

  • Work With Consignees
  • Add A Consignee
  • Maintain Consignees
  • Maintain Secondary Information
  • Consolidate Consignees

Processing Dialog​

  • From the "Maintenance" menu, take the "Work With Consignees" option.
  • After you press the <Enter> key you will see a list of existing consignees. The following depicts that panel.
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Work With Consignees

Search criteria at the top of the panel allow you to locate a consignee by code or by name.  If a code is specified, or if no criteria are chosen, the panel will list consignees sorted alphabetically by consignee code.  If a name is specified, the consignees will be listed in alphabetic name sequence.

  • In the body of the panel, you will see the - Consignee Code - .  This is the unique internal code that is used to identify this consignee.  It is this code that will associate the consignee with orders and receivers.
  • Next to the code appears the - Consignee Name - , - Zip Code - , - City - , and - State - .
  • The - <F11> - key can be used to display additional information.  When pressed, you will see the - Phone Number - if known and the name of the - Preferred Carrier - if known.

Add a Consignee

  • To - Add - a new consignee, press the - <F6> - key.
  • To - Update - information for an existing consignee, place the "Change" option next to the record and press the - <Enter> - key.  In either case the following panel displays.
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Maintain Consignees

  • When the - Consignee Code - is left blank, WDLS uses an internal algorithm to create the code for you when it adds consignees to the system.  The programming will generate the standard code using the entered name, street address, and zip code.  The WDLS standard is NNNAAAAZZZZZ where NNN = the first three non-blank characters of the name, AAAA= the first four non-blank characters of the street address, and ZZZZZ is the zip code.  We recommend letting the system supply the consignee code as this algorithm is used throughout WDLS to determine a Consignee.  You may, however, supply your own Consignee Code by entering it here.
  • Supply the - Consignee Name - , - Street Address - , and - Zip Code - .  The programming identifies the first address line beginning with a number as the street address.  This is significant for the construction of the consignee code and for matching to an existing consignee later.  If the zip code is not known to the system, you will be prompted to add it.
  • The - Phone Number - should be keyed if known.  The phone number is broken into three input fields consisting of the area code, exchange, and number.
  • The - Zone Code - is generally used by the traffic department for identifying orders going to the same general area.  Often, the first three digits of the zip code are used to establish delivery zones.
  • The - Destination Code - is used by some consignees to indicate a department number or store number.
  • Once you have completed the information, press the <Enter> key to record it. If you are adding and allowing the programmer to construct the consignee code, the panel will be re-displayed with the constructed code.
  • Press <Enter> once more to add the consignee. You will be returned to the "Work With Consignees" panel.

Maintain Consignees

In addition to the name and address information, Secondary Information about the consignee can be recorded.  This information is used to record consignee preferences for shipping and handling, and to record information used to exchange electronic commerce.

  • To maintain this secondary information, place the "Secondary Info" option next to the consignee and press the <Enter> key.  The following panel will be displayed.
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Maintain Consignee Secondary Information

  • If the consignee has a - Preferred Carrier - , it should be identified here.  When a preferred carrier is known it will default whenever an order is entered into the system.  The same is true for the - Type of Shipment - .  These entries simplify the entry process and help ensure that appropriate codes are identified by different operators.  To see a list of carriers or types of shipments, press the <F4> key.
  • The lot method will default to 'F' for first-in/first-out lot processing. In 99.99% of the cases this is the appropriate choice.  If, by contract, this consignee has a last-in/first-out arrangement with the storer, set the flag to 'L'.
    • If this consignee participates in the CHEP pallet exchange program, set the - CHEP Pallet User - flag to a value of 'Y'.  Otherwise leave the default of 'N' for non-participant.
    • The - Item Substitutions - flag is informational only.  It is used to indicate if the consignee will allow substitutions for items that are out of stock.  A value of 'Y' indicates that they will, a value of 'N' indicates that they will not.
    • The - 856 required - flag indicates if this consignee requires an 856 advanced shipment notification to be sent prior to their receiving the shipment.  If this electronic commerce arrangement exists, set the flag to a 'Y'.  Programming uses this flag to ensure that orders are properly flagged during entry and that the 856 requirements are complete before shipment confirmation.
    • The - WINS Communications ID - number is typically not used by any processes.  The - DUNS Number - and the - Custom EDI Communications ID - number are used for electronic communications.  These numbers are typically used to identify this consignee and associate them with transactions sent via a value-added network.
  • Once you have completed the information press the <Enter> key to record it. You are returned to the "Work With Consignees" panel.

Delete/Consolidate Consignees

Consignee names and addresses generally originate from information supplied by the various accounts storing goods in your warehouse.  Often there are differences in their spellings or address information and these differences can lead to duplicate consignee records in the system.  Additionally, a consignee could be added incorrectly or under the wrong code.

  • A function is provided to - Delete - unwanted consignee records.  To remove a record, place the "Delete" option next to it and press the <Enter> key. The following panel appears.
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Delete/Consolidate a Consignee

You will be required to supply a Consignee Code to consolidate any references.  If any orders or receipts exist in the system that reference the code you are deleting, they will be reset to reference the new code.

  • Once you press the <Enter> key, the consignee record will be deleted, and all existing references updated. You will be returned to the "Work With Consignees" panel.