Internal Developments Export Documentation System

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Internal Developments - Export Documentation
System
Yalumba Wines Graham Baker Michael Schmidt
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Internal Developments Export Documentation
System
Over the last few years the growth in the Wine
Industry has been significant. Old, unintegrated
documentation systems are now not able to cope
with the increased demands of both number of
shipments and legislative requirements. In this
case study, see how Yalumba internally built
their own solution using the J.D.Edwards tool
set. The solution starts from the entry of the
Sales Order all the way through to the customer
receiving the required documents.
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About Yalumba

• Australias Oldest Family owned wine company
• 155 years young
• Manufacturing Facilities in Australia, New
  Zealand and USA
• Distribution/Sales Offices in Australia, New
  Zealand, USA and UK
• Distribute Yalumba products, plus Imported
  products, and distribute for several smaller
  Domestic Wineries

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Yalumbas OneWorld History

• First went live August 1998, B733.1
• Rolled out Xe March 2002
• Modules being used
• Distribution (SOE, INV, P/O)
• Financials (G/L, F/A, A/P, A/R)
• Manufacturing
• Modules being evaluated
• Advanced Warehousing
• Transportation
• MRP/MPS/DRP

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The Export Business

• Export Wines to 50 Countries
• Export Volume has grown 400 in last 10 years
• Main Markets, UK, USA and NZ
• Fastest growing markets are Continental Europe
  and Asia
• 20 years ago, 1 of bottle wine produced was
  exported, today its 60

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Export Process Before OneWorld

• Used third party application for export
  documentation (OzDocs)
• OzDocs originally developed for the meat trade
• OzDocs used as main order processing application
• Order entered into commercial system when time
  permitted
• Commercial system often out of date, Orders
  batched and process weekly/fortnightly
• Inconsistent pricing as manually entered
• No visibility of Export orders for other
  departments

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Export Process Integrating OneWorld with OzDocs

• Started with OneWorld B732.1
• Changed process so OneWorld was first point of
  data entry
• Oracle PL/SQL scripts created to export data to
  OzDocs
• OneWorld data imported into OzDocs (via Maindoor
  interface)
• Additional information not in OneWorld, entered
  in OzDocs
• Gave better control over Customer pricing (less
  credits)
• Sales Orders immediately visible to other
  departments

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Integration Issues with OzDocs and OneWorld

• Too easy to modify OzDocs data and not the source
  data in OneWorld
• Maintenance not performed in OneWorld, fixed in
  OzDocs
• Transfer of data between systems time often
  forgotten after making changes in OneWorld
  leading to inconsistent data
• Too many adjustments made in OzDocs, with
  OneWorld corrected later, or not at all
• Documents faxed between departments

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Use OneWorld Xe or Upgrade OzDocs

• Decision whether to upgrade to new OzDocs version
  or to integrate into OneWorld Xe
• Having only one data source important
• Streamlining of Export operations
• Have good OneWorld application/development skills
  in-house
• Avoid requirement for additional staff
• Wanted to do more than produce documentation,
  I.e, packing schedules etc

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Vanilla OneWorld Xe or Custom Development

• Evaluate standard OneWorld Xe Sales Order Entry /
  Transportation for fit
• Paper based documents will need to be custom
  written
• Vanilla OneWorld Xe wasnt an ideal fit for the
  business
• Wanted to incorporate data held in spreadsheets
  into the standard system
• Have skills in-house to develop Documentation
  system

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Level of Integration with Standard OneWorld Xe

• Decided to develop with low level of integration
  with standard OneWorld Xe, i.e., use standard
  OneWorld Xe plus additional developed module
• Wanted to ease modification refits in future
  OneWorld Xe releases
• Allows additional functionality development
  independent of changes in base OneWorld Xe
• Allows development to assist streamlining our
  business processes
• Add functionality, not replace standard OneWorld
  Xe functionality

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Continued Use of Third Party Software

• Use Create!Form for document formatting
• Create!Form/Create!Print used for existing
  documents, I.e, sales invoices, statements,
  purchase orders etc
• Had in-house skill with Create!Form products
• Faster to tidy forms in Create!form than using
  OneWorld Xe Tools
• Create!Stream used for e-mailing documents as PDF
  attachments
• Utilises additional functionality of version 2.1
  (prior to this used version 1.2)
• Right Fax used for faxing of documents

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The Pack Book What it does?

• Scheduling of incoming/outgoing loads
• Customer requirements, i.e., packing method,
  stickers carton marks etc
• Consolidated/Associated Orders
• AWBC Approvals
• Customs Approvals (once ICS system operational)
• Packing/Despatch Information
• Customer/Shipping Documentation

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Export Process Commercial Documents Produced

• ERAs
• Interim Receipts
• Shipper Letter of Instruction
• Order Acknowledgement/Proforma Invoice/Commercial
  Invoice
• Canadian Customs Invoice
• Forwarding Instruction
• Packing List
• Certificate of Origin
• NZ Container Declaration

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The Pack Book Process Flow

• Sales Order entered into OneWorld (standard
  OneWorld Xe)
• Custom UBE loads details into pack book
  (scheduled or on demand)
• Container booking completed and details entered
  into Pack Book
• Order Acknowledgement send to customer (e-mail or
  faxed)
• Load Created/Pick Slip produced (Standard
  OneWorld Xe)
• AWBC approval (electronic interface)
• ECN approval (Uses OzDocs Exit interface until
  ICS system completed)

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The Pack Book Process Flow (continued)

• Ship Confirmation (Standard OneWorld Xe)
• Additional Packing details recorded in Pack Book
• Shipping/Commercial documents produced
• Sail Confirmation (Bill of Lading confirmation)
• Final Commercial Documents produced

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Pack Times
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Additional Packing Details
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Pallet Dimensions/Associated Orders

• Associated Orders Records details of orders for
  samples, consolidated packing, related purchase
  orders etc.
• For LCL loads, record pallet numbers and
  dimensions, plus the delivery instructions
• Despatch Information Status of where order is
  at, I.e., miscellaneous work status etc

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Packed Details
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Example - Order Acknowledgement
Export Process Sample Documents

• Export Order Acknowledgment Order Ack.pdf
• ERA ERA.pdf

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Further Developments

• Customs ICS System
• Electronic ERA for CSX
• Electronic Bills of Lading