DDMS®/DDMSPLUS®: Setting Up & Using the Aster Graphics...

Updated May 2020

DDMS®/DDMSPLUS®: Setting Up & Using the Aster

Graphics PSN

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ContentsAbout the Aster Graphics PSN ........................................................................................3

Contacting Aster Graphics ................................................................................................................ 3

Setting Up ECI Content Integration Software for Use with Aster Graphics PSN ................3Getting Started .................................................................................................................................. 3Installing ECI Content Integration Software ....................................................................................4Opening the ECI Content Integration Software ..............................................................................4Using ECI Content Integration Software with Aster Graphics PSN ................................................4Building the Super Index .................................................................................................................. 6

Building the Super Index in DDMS ......................................................................................................6Building the Super Index in DDMSPLUS ..............................................................................................6

Setting Up the Aster Graphics PSN .................................................................................7Setting Up the Vendor Database ..................................................................................................... 7Setting Communication Parameters ................................................................................................ 8Setting Up the Salespersons Database ..........................................................................................12Creating a Customer Record .......................................................................................................... 13

Setting Up a Customer Record ..........................................................................................................14Setting Up Trading Partner Parameters .........................................................................................15

Using the Aster Graphics PSN .......................................................................................16Using Stock/Price Check ................................................................................................................. 16Building the P/O .............................................................................................................................. 18Transmitting the P/O....................................................................................................................... 18Changing Shipping Parameters ...................................................................................................... 19Receiving Acknowledgements ....................................................................................................... 20

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DDMS®/DDMSPLUS®: Setting Up & Using the Aster Graphics PSN

About the Aster Graphics PSNDDMS®/DDMSPLUS® supports Aster Graphics using Private Supply Network (PSN). This allows you to electronically transmit purchase orders to Aster Graphics, which makes the ordering process easier and more efficient.

Note: You must be on version 10.21.00 or higher to transmit to Aster Graphics.

Using the ECI Content Integration Program, you can periodically load dealer-specific Aster Graphics pricing into the Item database and place Aster Graphics items on orders for customers. The purchase orders are electronically transmitted to Aster Graphics in their preferred format via PSN.

Note: PSN set up uses graphical and text-based screens. For more information on opening and using text-based screens, see Opening Text-Based Screens on the Customer Support Center.

Contacting Aster GraphicsDuring the PSN set up, you are required to enter information that must be obtained directly from Aster Graphics. The item file loaded with the ECI Content Integration program also comes directly from Aster Graphics. Contact Aster Graphics at [email protected] to obtain the following:

• A unique Sign On ID and Password

• An account number

• An item file containing dealer-specific pricing.

Setting Up ECI Content Integration Software for Use with Aster Graphics PSNFollow the headings below to set up your system to communicate with Aster Graphics.

Getting StartedUse the following tips to make your set up easier.

• Before setting up the ECI Content Integration software, follow the steps under the heading Contacting Aster Graphics to make sure you have your item file.

• Before starting the process, you should compress your item files using the ;SPCCMPJR program and compress the I-SUPER file. In DDMS, use the (Z)[C7] Compress Single File function. In DDMSPLUS, use the (Z)[A] Execute a Program function. Compressing these files could increase the processing speed from hours to minutes.

• When setting up the software, note that loading the ECI Content Integration software, loading the Aster Graphics item file, and rebuilding the Super Index are all dedicated functions. Performing a dedicated function while other people are using the system can cause loss of information and corruption of files.

http://support.ecisolutions.com/doc-ddms/keyop/setup/OpeningTextBased.pdf

mailto:Aster.DDMS%40goaster.com?subject=



Installing ECI Content Integration SoftwareYou only need to perform this installation once. When you run the ECI Content Integration software version 2.4.0 or higher, the latest version automatically downloads and updates.

1. Log in to https://distributionsupport.ecisolutions.com/s/.

2. In the Search bar, type DDMS ECI Content Install and press Enter.

3. Click the DDMS ECI Content Install article.

4. Click the download link.

Opening the ECI Content Integration SoftwareOnce the ECI Content Integration software is installed, access it from your Start menu.

1. Click the Start button.

2. Click All Programs.

3. Select ECIContentServices, then ECI ContentIntegration, and then ECI ContentIntegration.exe. The ECI Content Integration software window opens.

Using ECI Content Integration Software with Aster Graphics PSNYou must first obtain an item file from Aster Graphics and save it in a location you can remember. Contact Aster Graphics at [email protected] to obtain this file.

1. Open the ECI Content Integration software.

2. Click the drop-down menu and select Aster Graphics. The Aster Graphics logo displays.

3. Click the Aster Graphics logo to open the Update Items tab

4. Click Browse to select the file sent to you by Aster Graphics.

5. Check the Add New Items not Found in my Database box to add additional items. The New Items options display.

6. Complete the Stock Class and Department boxes. This only applies to new items being added to your database.

Note: By default, when adding a new item, the I-MASTER Item Descriptions and Selling UOM and the I-PRICE Average Cost and List Price are updated. The update options only apply to items that already exist in your database.

7. Check the Update Weight and Update UPC boxes.

https://distributionsupport.ecisolutions.com/s/




8. You have the option to exclude items from being updated with information from this vendor’s file. To do so, enter up to 10 stock classes to exclude from the update. You can enter a range of stock classes by entering the stock class specifying the From portion of the range in the first space, entering a dash in the second place, and entering the To portion of the range in the third space.

Note: When adding new items, consider specifying a stock class you are not currently using so you can easily run a report that limits to this stock class to see what items have been added to your database. It also helps in your purchasing process to use the unique stock class to funnel these items to a Aster Graphics purchase order.

9. The Clear Aster.log and Clear Exceptions check boxes relate to item update reports that are placed into the Content Integration program folder. We recommend that you leave these boxes checked unless you are asked to uncheck for troubleshooting purposes.

If the item is not found in the dealer’s database through the process of matching item keys, the program searches using other information. If a match is found using another method, the item is updated in your database and the entries are added to the Aster Graphics log file. For example:

• Aster Graphics Item found Updated Item#- in I-SUPER [Number found with]

• Aster Graphics Item found Updated Item#- in I-SUPER by UPC [UPC Number used]

The EXCEPTIONS log reports all items that did not load into your database, along with an explanation for why it did not load. (You can view these files by clicking the buttons in the upper right corner of the window.)

10. Click Save Update Options to save your preferences.

11. Click Begin Update. The Update Complete dialog box opens.



12. Click OK. The Last File Processed displays in the lower left corner, along with the item number and record count being processed in the lower right corner.

13. Once you receive the Update Complete message, click in the upper right corner to close the program.

Building the Super IndexOnce you have loaded the vendor’s item file, we recommend that you rebuild the Super Index to enhance the end-user’s search capabilities and to avoid e-commerce interface issues. The Super Index links item numbers to any unique item numbers, prefixes, buy units, or UPC numbers created when loading a vendor’s price file. If you build the Super Index, end-users can search for the vendor’s unique item numbers in Order Entry and e-commerce applications.

The Super Index is stored in the I-SUPER file.

Building the Super Index in DDMSFor instructions on building the Super Index in DDMSPLUS, see the next heading.

1. From the text-based Master Menu, type E to open the (E) Inventory Master screen.

2. Select the [O] Other Screens action code.

3. Select the [R] Reindex Files action code.

4. At the Enter Password prompt, enter the password from the Reindex field in the (LE) Inventory Parameters screen.

5. In the Re-build Item Index Files screen, type F.

6. At the Are You Sure prompt, type Y to reindex I-SUPER.

7. On your DDMS server, open TBL Server.

8. Click Users.

9. Click Administrator.

10. Verify that the reindexing procedure is complete. The program name RPT:E1 means reindexing is still in progress. When RPT:E1 no longer displays, the process is complete.

11. Activate the new I-SUPER by shutting down and restarting the TBL Server. This is a dedicated procedure and should only be performed once the reindexing procedure is complete and there is no one else on the system.

Building the Super Index in DDMSPLUS1. From the text-based Master Menu, type E to open the (E) screen.

2. Select the [O] Other Screens action code.

3. Select the [R] Reindex Files action code.

4. At the Enter Password prompt, enter the password from the Reindex field in the (LE) screen.

5. In the Re-build Item Index Files screen, type F.

6. At the Are You Sure prompt, type Y to reindex I-SUPER.

7. From your DDMSPLUS desktop, open DDMSPLUS Administration and log in. The Dashboard opens.



8. Verify that the reindexing procedure is complete. The program name RPT:E1 means reindexing is still in progress. When RPT:E1 no longer displays, the process is complete.

Setting Up the Aster Graphics PSNBefore you set up parameters for Aster Graphics, make sure you have PSN set up. If this is your first PSN vendor and PSN is not already set up, start by following the steps in Setting Up PSN on the Customer Support Center.

Once PSN is set up, setting parameters to communicate with Aster Graphics involves the following:

1. Setting up the vendor database.

2. Setting communication parameters.

3. Setting up the salespersons database.

4. Creating a customer record.

5. Setting up trading partner parameters.

Setting Up the Vendor DatabaseUse the following instructions to set up a destination ID for Aster Graphics and select the features to enable:

1. Set up Aster Graphics as a vendor.

1.1 From the Master Menu, double-click .

1.2 In the Vendor Master tab, click .

1.3 Click the Vendor # box and type ASTER.

http://support.ecisolutions.com/doc-ddms/vendor/psn/psn.pdf



1.4 Click the Name box and type Aster Graphics.

1.5 Click the Comm drop-down menu and select EDI.

1.6 Click .

2. Set up the Supply Options dialog box.

2.1 Click . The Supply Options dialog box opens.

2.2 In the Location box, enter a G/L location, or accept the default of 1.

2.3 In the Destination ID box, type ASTER.

2.4 In the Sign On ID box, enter the contact ID provided by Aster Graphics. Contact Aster Graphics at [email protected] to obtain this information.

2.5 In the Sign On Pass box, enter the password provided by Aster Graphics.

2.6 From the Supported Features menu, select Price Check, Stock Check, and Purchase Order.

2.7 Click Exit.

3. Click .

Setting Communication ParametersTo set up communication parameters, do the following:

1. Set up the Vendor Private Communications Network window.

1.1 From the Master Menu, double-click .




1.2 Click . The Vendor Query dialog box opens.

1.3 Select Aster Graphics and then click OK.

1.4 Click to open the Vendor Private Communications Network dialog box.

1.5 From the Communication Type drop-down menu, select Private Communication Network.

1.6 From the Template drop-down menu, select PSN Master Template.

2. Set the general communication information parameters.

2.1 From the Program Group drop-down menu, click General Communication Information.

Note: To change a parameter, enter information in the Value column to add a default, and/or check the Override box to allow the default to be changed during communication.

2.2 Leave the Backorders Override box blank. Backorders are not an option for this vendor.

2.3 In the Pre-Receive Value box, type Y to pre-receive the purchase order.

2.4 By default, the purchase order is updated with the cost returned from the vendor. To not update the purchase order with the vendor cost, type N in the Update Cost Value box.

2.5 Check the Acknowledgment Printer Override box. In the Value box, enter the name of the printer to use for printing the acknowledgement.

2.6 In the 850 P/O Format Value box, type 850GEN.

2.7 Check the Drop Ship Override box. In the Value box, type Y to ship the majority of your orders directly from the vendor to the customer.

Note: Checking the Drop Ship Override box allows you to toggle the drop ship flag to Y or N at the time you transmit the purchase order.

2.8 Leave the Wrap and Label Override box blank. Wrap and Label is not an option for this vendor.

2.9 In the Acknowledgement Selector Value box, type GENACK.

2.10 Click .



3. Set the account information parameters.

3.1 From the Program Group drop-down menu, click Account Information.

3.2 In the Account Number Value box, enter the account number(s) provided by Aster Graphics. The account number entered in the Account #1 Value box should be your default account number. If multiple accounts are entered, check the corresponding Override box for each account number you enter.

3.3 Click .

4. Set the shipto address parameters.

4.1 From the Program Group drop-down menu, click Shipto Address.

4.2 Complete the name and address boxes for the dealership’s default shipping address.

4.3 In the Shipto Contact Name Value box, enter a contact name.

4.4 Click .



5. Set the billto address parameters.

5.1 From the Program Group drop-down menu, click Billto Address.

5.2 Complete the name and address boxes for the dealership’s default billing address.

5.3 Click .

6. Set the end consumer parameters.

6.1 From the Program Group drop-down menu, click End Consumer Information.

6.2 Check the Purchase Order Number Qualifier Override box. In the Value box, type EU.

6.3 In the Purchase Order Number Source Value box, type P to pull the end user’s short P/O number or type L to pull the end user’s long P/O number. If the selected value is not available, the other P/O number is used. A customer purchase order is not sent if this box is left blank.

6.4 In the Attention Source Value box, enter one of the following:

• Type A to use the additional name information from the Attention Special.

• Type W to use the additional name information from the Who Called Special.

• Type E to use the additional name information from the End Line Special.

Note: Attention options are transmitted to the vendor on end-user drop ship orders.

6.5 Leave the Route and Send Customer Item Alias boxes blank.

6.6 Click .

7. Set the shipping information parameters.

7.1 From the Program Group drop-down menu, click Shipping Information.



7.2 In the Shipping Information Method #1 Value box, enter your default shipping code. In the remaining fields (#2-#10), enter up to nine additional codes for services your dealership may use. Check the corresponding Override boxes for each code entered. This allows you to select the optional service at the time the P/O is transmitted. The valid codes for Aster Graphics are shown in the chart below.

Code Carrier DescriptionUPN UPS UPS PARCEL SERVICE - NEXT DAY AIR

UP2 UPS UNITED PARCEL SERVICE - SECOND DAY AIR

UPC UPS UPS COMMERCIAL GROUND SERVICE

UPL UPS UNITED PARCEL SERVICE - NEXT DAY AIR LETTER

U2L UPS UNITED PARCEL SERVICE - SECOND DAY AIR LETTER

UP3 UPS UNITED PARCEL SERVICE - 3 DAY SELECT SERVICE

UPR UPS UPS RESIDENTIAL

WE1 UPS UPS WORLDWIDE EXPRESS

WE2 UPS UPS WORLDWIDE EXPEDITED

WES UPS UPS WORLDWIDE SAVER (EXPRESS)

WST UPS UPS WORLDWIDE STANDARD

NDA UPS NEXT DAY AIR EARLY AM

NDS UPS NEXT DAY AIR SAVER

2DA UPS 2ND DAY AIR AM

GFP UPS GROUND WITH FREIGHT PRICING

SUR UPS SUREPOST

UNS UPS UPS NEXT DAY SATURDAY

UPS UPS UPS - RESIDENTIAL GROUND SERVICE

BK USPS US MAIL - BOOK RATE (MEDIA MAIL)

BKA USPS BOOK RATE AIR MAIL

PP USPS PARCEL POST VIA U.S. MAIL

FC USPS FIRST CLASS MAIL VIA U.S. MAIL

EM USPS USPS EXPRESS MAIL

PM USPS USPS PRIORITY MAIL

7.3 Click .

Setting Up the Salespersons DatabaseSet up the salesperson database so that an order-writer or salesperson can make stock and/or price checks.



1. From the Master Menu, double-click .

2. Enter the salesperson’s or order-writer’s number in the Salesperson # box.

3. Click the Price Check tab.

4. In the Allow Online Vendor Checks box, type Y.

5. Choose to allow price checks, stock checks, or both.

6. Click .

7. Repeat Steps 2-6 for each order-writer or salesperson who needs stock and/or price check enabled.

Creating a Customer RecordIn the Customer Master tab, create a customer with Aster as the account number and name. Before you create the customer record, you must select the option to allow for manual input.

1. From the text-based Master Menu, type LA to open the (LA) Customer and A/R Parameters screen.

2. Select the [C] Change action code.

3. Tab to the Allow Manual Input field and type Y.

4. Press Enter until the Press Any Key to Continue prompt displays at the bottom of the screen.

5. Press Esc multiple times to return to the Parameter Editor window.



Setting Up a Customer Record

1. From the Master Menu, double-click . The Customer window opens and displays the information for the last customer selected.

2. Click . The boxes in the window are cleared.

3. Click the Account # box and type Aster.

4. In the Name box, enter a name for the Aster Graphics customer.



5. Click .

6. If you changed the (LA) screen to allow for manual input, follow these instructions to change it back to the original setting:

6.1 From the text-based Master Menu, type LA to open the (LA) screen.

6.2 In the (LA) screen, select the [C] Change action code.

6.3 Tab to the Allow Manual Input field and type N.

6.4 Press Enter until the Press Any Key to Continue prompt displays at the bottom of the screen.

6.5 Press Esc multiple times to return to the Parameter Editor window.

Setting Up Trading Partner ParametersTo set up your trading partner parameters, follow the instructions below:

1. From the text-based Master Menu, type SGA to open the (SGA) Trading Partner Parameters screen.

2. In the (SGA) screen, select the [C] Change action code.

3. Tab to the Account # field.

4. Type ASTER and press Enter.

5. At the Correct Record prompt, press Enter.

6. Tab to the Interchange ID Qualif field and type ZZ.

7. In the ID field, type ASTER.

8. Tab to the Interchange Control Std field and type U.

9. In the Version field, type 00401.

10. In the Receivers Code Id field, type ASTER.



11. Tab to the Responsible Agency Code field and type X.

12. In the Version field, type 00401.

13. Tab to the Test Indicator field and type P.

14. Tab to the Seg Term field and enter two tildes (type ~~).

Note: The tilde key (~) is usually located in the upper left portion of the keyboard.

Using the Aster Graphics PSNUsing the Aster Graphics PSN involves the following:

• Using stock/price check

• Transmitting the P/O

• Changing shipping parameters (optional)

• Receiving Acknowledgments.

Using Stock/Price CheckUsing PSN, you can check vendor stock availability and price from the Order Entry window. When you check an item’s price or availability, PSN checks your item database to see which vendor(s) carries the item. Then, it checks the Supply Options dialog box in the Vendor tab for trading partners with enabled stock and price checks. Finally, it checks the trading partner’s available quantities and pricing via the Internet and displays the results in Order Entry.

Note: By setting up the Salesperson database, an order-writer can check pricing and availability at any time. For more information, refer back to the heading Setting Up the Salesperson Database.

To check vendor stock availability and price, do the following:

1. From the Master Menu, double-click . The Order Entry window opens.

2. In the Item Detail tab, retrieve the item for which to check pricing or availability.

3. Right-click the item name and select Vendor Stock Check.



4. In the Stock/Price Check window, click the check box next to each vendor for whom to receive stock availability costs.

5. Click Check Vendor. The selected vendor(s) return their available stock quantities and your dealer-specific cost.

Note: The Qty and Cost column under the Factored heading is only populated if the dealer’s SELL unit of measure is different than the vendor’s BUY unit of measure.

6. Click OK.

Note: To check pricing or availability in the text-based Order Entry screen, type S in the Price field. The Price Check window opens.



Building the P/OYou can create manual P/Os or add an Aster Graphics call to your Automated Short-Buy process. If manually creating P/Os, you must create one P/O per end-user drop ship order. If the order is not drop ship, you can send multiple orders on a single P/O.

If using the Automated Short-Buy process, you must create a call in the (LFA1) Vendor Call Number screen for ASTER and add the new call to the launcher. In addition to setting your normal Automated Short-Buy call settings and limits, you must fill in required fields for drop ship orders. These settings create a new P/O for each drop ship order.

In addition to your normal settings, set the following required information in the text-based (LFA1) screen.

1. In the Parameter Screen field, type L6N.

2. In the P/O Vendor # field, enter ASTER.

3. In the How to Sort P/O <1> field, type I.

4. In the Create NEW P/O When Sort ONE Changes, type Y.

Transmitting the P/OAfter building a P/O, you can manually transmit it online to Aster Graphics.

1. From the text-based Master Menu, type SR to open the (SR) Purchase Order Reports screen.

2. In the (SR) screen, type B in the Request field.

3. Tab to the Who field and type N to select Aster Graphics.

4. In the P/O Numbers field, enter the number of the P/O to send. To send more than one P/O, enter the number of the first P/O in the P/O Numbers field, and enter the number of the last P/O in the To # field.

5. Press Enter until the Are You Sure prompt displays.

6. Type Y. The (CX) screen displays.



7. To transmit the purchase order using the default settings, type C at the Enter Number For Selection prompt. To change the shipping parameters, continue to the next heading.

Changing Shipping ParametersOnce you’ve completed the (SR) screen, the Parameters Override screen opens, and the Parameter Group options display.

Before completing transmission of the purchase order, you can change the values you entered when setting up communication parameters, if you checked the corresponding Override box.

Note: It is not necessary to change any parameters at communication time.

Below is an example of how you would change a purchase order’s drop ship flag from its default setting:

1. At the Enter Number For Selection prompt, type 0 to select the General Communication Information parameter group.

20


2. At the Enter Number For Selection prompt, enter the number that corresponds to the Drop Ship line. This number may differ depending on the boxes you checked in the Vendor Private Communications Network window.

3. In the 1-20 field, type Y to drop ship the order directly to the end user’s address, or type N to use dealer’s default Shipto address listed in the communication screen setup.

4. At the Enter Number For Selection prompt, type C to complete the transmission and transmit the P/O to Aster Graphics or press Esc to change additional information.

5. The P/O is transmitted to Aster Graphics.

Receiving AcknowledgementsOnce the purchase order is transmitted, the dealer automatically receives an acknowledgement from Aster Graphics that the transmission has been completed. The shipped quantities are automatically pre-received on the purchase order when the acknowledgement prints. This can also update the cost on the purchase order in the DDMS system, depending on the setting in the Update Cost box in the General Communication Information screen.

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DDMS®/DDMSPLUS®: Setting Up & Using the Aster Graphics...

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