Error Notifications

HSP 861 Process

Objective

• The objective of this topic is to explain the error notifications associated with the HSP 861 process.

• Before taking this topic you should understand the HSP 861 process and its effects on the inventory and general ledger.

Error Notifications

• When an HSP 861 is received from the steel processor, it is validated by the system before it is loaded.

• If it is accepted with no errors, an application advice (824) is sent back to the steel processor indicating, “No errors were found.”

• If there is a problem with the 861, two types of error notifications are sent back to the steel processor:– An email notification– An application advice (824)

The plant will also receive a copy of the email notification.

Email Notification

• An email notification is a human readable document that is sent back to the steel processor and the plant if there is an issue with the processing of the HSP 861.

• The email notification will indicate why the HSP 861 was not accepted.

• These emails are sent to the people listed in the Notification Email Address field on the 861 Receiving Advice tab of the Supplier Communications Maintenance screen (menu code RPS8). See the topic on Supplier Communications Maintenance for further information.

824 Application Advice

• An application advice, or 824, is an electronic document that is sent back to the steel processor after we receive the HSP 861 indicating that they (the steel processor) have received a mill coil into their facility.

• This 824 tells the steel processor whether the HSP 861 was accepted.

• If the HSP 861 was not accepted, the 824 will indicate the reason.

STý824ý000144566ýý004010

BGNý00ý6885ý20061002ý1634

N1ýSFýISGý92ý0111810

OTIýTAýSIý00852516ýýý14155ý59400ýýý861

TEDýZZZýRCV Accepted, No Errors Found

SEý6ý000144566

861 Accepted 824

If the HPS 861 is accepted, the 824 will look something like this:

In this example, the steel processor sent us an 861 (receiving advice) stating that they received shipment number 00852516 from steel supplier 0111810. It was accepted and had no errors.

Status message

Shipper number

Steel supplier from whom the steel was received

Possible Error Messages

• Below are the possible error messages that may be sent on the email notification and 824 document to the steel processor and the plant to indicate problems with the HSP 861:

– N1 segment ship-from ID code not on vendor file– Part number is not an RPS part– Mill coil not previously received– Mill coil has different part number

* RPS stands for Repetitive Purchasing System.

“N1 segment ship-from ID code not on vendor file”

• “N1 segment ship-from ID code not on vendor file”– This error refers to an invalid supplier. The error occurs when the

steel processor sends an 861 with a supplier code that is not set up in our system. The usual cause is miscommunication between the supplier and Hayes. The ship-from code represents the steel supplier that shipped the raw steel to the steel processor. The code is defined by Hayes in Trans4m.

• Example– In the example on the following page, Heidtman sent us an 861 for

bill of lading number 00904326 with a ship-from supplier code of 01118101. Because 01118101 is an invalid supplier code, the 861 was not accepted.

“N1 segment ship-from ID code not on vendor file”

- Email Notification-

Here is an example of an email notification that is sent when an 861 contains an invalid supplier code.

This is the invalid ship-from code (steel supplier) that was sent in the HSP 861.

This is the steel processor from whom we received the HSP 861

STý824ý000023639ýý004010BGNý00ý7832ý20070525ý1440N1ýSFýISGý92ý01118101OTIýTRýSIý00904326ýýý14255ý54060ýýý861REFýBMý00904326REFýPMý130261MTEDýZZZýInvalid Data - RCV Not

ProcessedýN1ýýýý01118101NTEýLINýN1 segment ship-from ID code "01118101"

Original Mill Coil Vendor not on VENDOR file.SEý9ý000023639

“N1 segment ship-from ID code not on vendor file”

- 824 Notification -

Here is how the 824 document looks when an invalid supplier is sent on the 861.

Error message

Bill of lading number

Ship-from code (steel supplier)

“N1 segment ship-from ID code not on vendor file” - Corrections -

• To correct these errors, begin by verifying that the correct ship-from code is being sent on the HSP 861.

• If it is correct:

1) Set up the supplier code in Trans4m in the following screens:a) Supplier Maintenance (menu code VEN1) *b) Supplier Structure Maintenance (menu code RPS7) *c) Supplier Communications Maintenance (menu code RPS8) *

2) Direct the steel supplier to resend the HSP 861 or enter the HSP 861 information into the RPS Unreceived 861 Processing screen (menu code RPS513). *

* See related topics for “how to” instructions

“N1 segment ship-from ID code not on vendor file” - Corrections –

• If it is not correct:

1) Contact the steel processor with the correct information.

2) Make sure the supplier is correctly set up within Trans4m.

3) Direct the steel processor to resend the HSP 861 with the correct information or enter the HSP 861 information into the RPS Unreceived 861 Processing screen (menu code RPS513). *

* See related topics for “how to” instructions

“Part number is not an RPS part”

• “Part number is not an RPS part”– This means that the part is invalid, probably because the part

number sent on the 861 is not set up in the system.

• Example– In the example on the following page, we received an 861 from

Heidtman (supplier code 112584-01) stating that they received shipment 00904326 from GM-ISG (supplier code 0111810) containing part number 132873MM. Part number 132873MM is invalid.

“Part number is not an RPS part”- Email Notification -

Here is an example of an email notification sent if the HSP 861 contains an invalid part number.

Steel processor from whom the HSP 861 was received

Part number that was sent on the HSP 861

STý824ý000023641ýý004010BGNý00ý7832ý20070525ý1532N1ýSFýISGý92ý0111810OTIýTRýSIý00904326ýýý14255ý54060ýýý861REFýBMý00904326TEDýZZZýInvalid Data - RCV Not

ProcessedýLINýýýý130261MMNTEýLINýPart number "130261MM" is not an RPS part.SEý8ý000023641

“Part number is not an RPS part” - 824 Notification -

Here is how the 824 looks when an invalid part number is sent on the 861.

Error message

Steel supplier

Bill of lading

“Part number is not an RPS part” -Corrections -

To correct this error, begin by verifying that the part number sent on the HSP 861 is correct.

If it is correct:

1) Verify that the part number is correctly set up within Trans4m in the following screens:a) Part Master Update (menu code B_M2) *b) RPS Part Update (menu code RPS9) *c) Purchase Order Maintenance (menu code RPS13) *

2) Direct the steel processor to resend the HSP 861 with the correct information or enter the HSP 861 information into the RPS Unreceived 861 Processing screen (menu code RPS513) *

* See related topics for “how to” instructions

“Part number is not an RPS part” -Corrections -

If it is not correct:

1) Contact the steel processor with the correct part number.

2) Direct the steel processor to resend the HSP 861 with the correct information or enter the HSP 861 information into the RPS Unreceived 861 Processing screen (menu code RPS513). *

* See related topics for “how to” instructions

“Mill coil not previously received”

• “Mill coil not previously received”– This error is generated when you try to process an HSP 861 with a mill coil

number that has not been previously processed on an ISG Advanced Shipment Notice (ASN).

– This error message could also be generated if an ISG ASN was processed with this mill coil number but under a different steel supplier code.

– The error message sent in either case is the same.

– The system will generate two different types of emails. One email will be sent to the steel supplier and the second will be sent to the steel processor. See the topics on steel setups for further information.

• Example– In the following example, we received an 861 from Heidtman (supplier code

112755-01) for bill of lading number 00904326, from original steel supplier 0111810 (GM-ISG) instead of steel supplier 112584-01 (ISG).

“Mill coil not previously received” - Email Notification -

Here is an example of an email notification sent when the HSP 861 contains an invalid supplier number. This email would be sent to the steel supplier and Hayes personnel.

Mill coil number sent on the HSP 861

Steel processor from whom we received the HSP 861

“Mill coil not previously received” - Email Notification -

Here is an example of an email notification that is sent when the HSP 861 contains an invalid supplier number. This email is sent to the steel processor and Hayes personnel.

Steel processor from whom we received the HSP 861

Mill coil number sent on the HSP 861

STý824ý000023651ýý004010BGNý00ý7832ý20070529ý1453N1ýSFýISGý92ý112584-01OTIýTRýSIý00904326ýýý14255ý54060ýýý861REFýBMý00904326REFýPMý130261MTEDýZZZýMissing Data - RCV Not ProcessedýLINNTEýLINýMill Coil not previously received. Check

RCV for missing dataSEý9ý000023651

“Mill coil not previously received” - 824 Notification -

Here is how the 824 would look when the error message, “Mill coil not previously received,” is generated:

Steel supplier sent on HSP 861

Error message

Bill of lading number

“Mill coil not previously received”- Corrections -

• Verify that the mill coil number and ship-from code on the HSP 861 are correct.

• If they are correct:

1) Verify that the ship-from code is properly set up within Trans4m.a) Supplier Maintenance (menu code VEN1) *b) Supplier Structure Maintenance (menu code RPS7) *c) Supplier Communications Maintenance (menu code RPS8) *

2) Verify that we have received the ISG ASN.a) If we have not received and processed the ISG ASN, direct the steel

supplier to resend it.

* See related topics for “how to” instructions

“Mill coil not previously received”- Corrections -

• If it is not correct:

1) Contact the steel processor with the correct information.

2) Direct the steel processor to resend the HSP 861 or enter the HSP 861 information into the RPS Unreceived 861 Processing screen (menu code RPS513). *

* See related topics for “how to” instructions.

“Mill coil has different part number”

• “Mill coil has different part number”– This error is generated when you try to process an HSP 861 with a

mill coil that was previously processed on an ISG ASN with a different part number. This could happen if International Steel Group or Heidtman has recorded the part number incorrectly.

• Example– In the example on the following page, we received an 861 from

Heidtman (supplier code 112755-01) for bill of lading number 00904326, from original steel supplier 0111810 (GM-ISG) for part number 102726M. This mill coil was created for part number 130261M.

“Mill coil has different part number” - Email Notification -

Here is an example of an email notification sent when the 861 contains a different part number than what was created on the mill coil record.

Steel processor from whom we received the HSP 861

Mill coil number that was sent on the HSP 861

Part number that was sent on the HSP 861

STý824ý000023647ýý004010BGNý00ý7832ý20070529ý1431N1ýSFýISGý92ý0111810OTIýTRýSIý00904326ýýý14255ý54060ýýý861REFýBMý00904326REFýPMý102726MTEDýZZZýMissing Data - RCV Not ProcessedýLINNTEýLINýMill Coil has different part number. Check

RCV for missing dataSEý9ý000023647

“Mill coil has different part number” - 824 Notification -

Here is how the 824 would look when a different part number is sent on the 861:

Steel supplier

Error message

Bill of lading number

“Mill coil has different part number” - Corrections -

• To correct this error, begin by verifying that the information sent on the HSP 861 is correct.

• If it is correct:1) Direct the steel supplier to send the ISG ASN with the correct

information2) Direct the steel processor to resend the HSP 861 or enter the HSP

861 information into the RPS Unreceived 861 Processing screen (menu code RPS513) *

* See related topics for “how to” instructions

“Mill coil has different part number” - Corrections -

• If it is not correct:1) Direct the steel processor to change the mill coil number or steel

supplier on the HSP 861.2) Direct them to resend the HSP 861 or enter the HSP 861

information into the RPS Unreceived 861 Processing screen (menu code RPS513). *

* See related topics for “how to” instructions

Conclusion

• This concludes the topic on error notifications for the HSP 861. You should now know how to decipher the email notifications and 824 documents that are sent when there is an issue with the HSP 861.