Data Sharing Processes

Data Sharing Processes link arrow_upward

There are various workflows that involve sharing data with other 2ic Pallets customers, helping to minimise rejections and corrections before exporting data to suppliers.

We have implemented precautions to protect sensitive information and alert users to unfavourable changes that could lead to losing pallets.

Below is an overview of the features and workflows that support the data sharing process.

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Reconciling users are those with 'Reconcile Bills' permission.

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Recent transactions are those within 7 days of today.

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'On' transactions are transfer on or loan received transactions.
'Off' transactions are transfer off or loan sent transactions.

Transactions link arrow_upward

Valid transactions link arrow_upward

A 'Valid' transaction is where the below fields in both the sender and receiver's transactions have all matching:

• Product,
• Sender account number,
• Receiver account number,
• Quantity,
• Transaction type,
• Docket number and,
• Cancelled.

Valid transactions will not have a blue ? against the row.

Receipt numbers link arrow_upward

A receipt number is a 6-digit number that is generated for 'on' transactions in the receiver's database. It is copied to the corresponding 'off' transaction in the sender's database to provide proof-of-delivery, i.e. it replaces a signature on paper.

When a transaction does not match the receiver's database, a ? icon is attached to the row. This only appears for reconciling users.

Clicking the ? icon will display a notification, open the Activities detail grid and focus the 'Receipt' activity row with the changes. Or, a pop-up will appear offering to update the row if the changes are within:

• effective date is up to 30 days difference and not in the sender's favour.
• effective date is up to 15 days difference and in the sender's favour.
• quantity is up to 10 difference and not in the sender's favour.
• quantity is up to 5 difference and in the sender's favour.

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If you disagree with the changes and want to make the transaction 'Valid', which removes the blue question-mark icon, clear the Receipt Number. It can always be restored via the Activity Compare tool.
Understand that the receiver will most likely raise a correction if it is a transfer. For a loan sent transaction with a quantity discrepancy, your loan balance will no longer tally with the other trading partner.

Activity records from external users link arrow_upward

In the Activities detail grid, often there will be an activity record created by an external user that also uses 2ic Pallets, but does not have access to your database.

This user is not changing any of the information in your database and they do not have access to your database. They are keying or accepting their version of your docket in their own database. Updated fields include Receipt Number and Confirmed Timestamp. If an activity record is created by an external user, clicking the Information button will provide you more detail.

In the Activities detail grid, against each external activity row, is the External Compare button. This is available if the other trading partner has different fields in their version of the transaction in their own database. This user is not changing any of the information in your own database. Clicking on the External Compare button will open the Activity Compare tool and display the differences between your transaction row and the other trading partner's row in their own database.

You have the option to change your transaction and update it in your own database, if you like. Updating to these changes will automatically mark the transaction as 'Valid' and remove the blue-question mark icon against the transaction row. You do not have to update your transaction with their changes, but understand that the receiver will most likely raise a correction.

Making unfavourable or significant changes in Transactions link arrow_upward

Pop-up alerts appear when unfavourable or significant changes are made to existing transactions. Unfavourable or significant changes include:

• Changing product,
• Increasing quantity (for an on),
• Decreasing quantity (for an off),
• Changing effective date to an earlier date (for an on),
• Changing effective date to a later date (for an off).

When these existing transactions are updated within 7 days of today, it will prompt to share the above changes with the other trading partner.

• Clicking 'Yes' will update and send the updated transaction to the other trading partner's pending transactions, if they accept submissions.
• Clicking 'No' will update the transaction but will not send a pending transaction to the other trading partner.
• Clicking 'Cancel' will not do anything to the row.

Confirming transactions link arrow_upward

Keying or accepting a transfer on or loan received transaction updates the Receipt Number and Confirmed Timestamp on the sender's corresponding transaction. This creates an 'Update' activity by you in their database. If the receipt number does not match their details, it creates a 'Receipt' activity with your transaction details. It also creates a pending transaction if they allow submissions. See activity records from external users for more detail.

Recent transactions are automatically confirmed. Old transactions are not automatically confirmed, but it offers to re-confirm regardless of the date when updating an 'on' from a pending transaction.

Unconfirming transactions link arrow_upward

Unconfirming a transaction removes the Confirmed Timestamp against the transaction in your database, and the receiver's database. To unconfirm a transaction, alt-click the 'Confirm' button.

Pending Transactions link arrow_upward

Making unfavourable or significant changes in Pending Transactions link arrow_upward

Pop-up alerts appear when unfavourable or significant changes are made to pending transactions. Each alert has a confirmation message asking 'Go ahead and update anyway?". If confirmed, the pending transaction is updated with 'Is Escalated' so it can be reviewed and approved by a reconciling user.

Unfavourable changes include:

• Increasing quantity (for an on),
• Decreasing quantity (for an off),
• Changing to a transfer on (from a transfer off),
• Changing to a loan received (from a loan sent),
• Changing effective date to an earlier date (for a transfer on),
• Changing effective date to a later date (for a transfer off).

Significant changes include:

• Changing product,
• Changing sender location (for an on),
• Changing receiver location (for an off).

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For reconciling users, these alerts are a warning notification.

Pending transactions requiring escalation link arrow_upward

When non-reconciling users make an unfavourable or significant change in pending transactions, the transaction is updated with 'Is Escalated' and will be removed from the non-reconciling user's view. A reconciling user must approve the change for it to be updated against the existing transaction.

When these unfavourable transactions are approved by a reconciling user within 7 days of today, it will share the above changes with the other trading partner as a pending transaction if they accept submissions.

Pending transaction submissions link arrow_upward

Submitting a transaction is the paperless equivalent of printing a docket. If you allow submissions, other 2ic Pallets sites can submit transactions to your Pending Transactions page. Against the Pending Transaction row, the 'Created By User' field will be the external user that submitted the corresponding 'off' transaction to your database. If you accept the pending transaction into your database, the 'Created By User' will remain the external user, and the 'Updated By User' will be yourself.

Account settings link arrow_upward

• 'Is receiving date overridden to today?' When this account setting is ticked, accepting a pending transaction into your database will update the receiving date to today.
• 'Is accepted quantity required?' When this account setting is ticked, the submitted quantity of a pending transaction will be hidden to force non-reconciling users to verify and manually key the accepted quantity. If the quantity is unfavourable and does not match the submitted quantity, the transaction will be escalated for approval.

Trading Partner Catalogue link arrow_upward

Trading partner information link arrow_upward

The trading partner catalogue is a public list of sites and corresponding accounts that are maintained in 2ic Pallets by the account owners.

Trading Partner Locations in your database should be linked and synced to ensure the information is up-to-date, and is required to submit pending transactions. If a trading partner is linked to a catalogue item, but does not match the most up-to-date information, a blue question mark will appear against the location row. Only reconciling users will be able to see this. Clicking this blue question mark will open the Trading Partner Catalogue and Link Compare tool to display differences. Once updated, the location will be synced and the blue question mark will be removed.