A Supplier can create multiple Shipments at one time by manually uploading them through the BSCP user interface. Enter the Shipment data into an Excel file, using a standardized template, to organize the data contents.
As you generate shipments in BSCP, the system refers to the corresponding orders and pulls in key data to include on the uploaded Shipments. Once uploaded, you can view, edit, and print the Shipments in BSCP.
Create and Upload Excel File
To begin, you must enter the Shipment data into an Excel spreadsheet (Excel version 97-2003 only). The data and columns must follow a specific format, which is outlined in a sample template. There is also a specific reference table for the data field format located on the BSCP Shipment Data Fields page. To create the upload file:
1. Complete the template.
- General Layout of spreadsheet:
- The first two rows (Row #1 and Row #2) of the spreadsheet are for information purposes only. No data should populate in these two rows. Any data in Row 1 or 2 does not get uploaded.
- Each ROW in the spreadsheet represents one line of a Shipment, therefore, a multi-line Shipment uses multiple rows of the spreadsheet.
- Each COLUMN represents one data field on the Shipment.
- The columns to the LEFT side of the spreadsheet represent the header-level data on the Shipments.
- The columns to the RIGHT side represent the line-level data.
- For a multi-line Shipment, the same header data is repeated several times (rows) on the left side, and the line level data is unique per row on the right side of the spreadsheet.
- You can only upload a maximum of 500 rows of data at one time, and a maximum of 500 Shipment lines for any single Shipment is allowed per upload file.
- It is possible to add rows to an existing Shipment by using the upload process.
NOTE: This is only available through the upload process, not when editing Shipments directly in the user interface.
- Specific Details Related to Data:
- The second row of the spreadsheet provides the data field names. Data uploads start at Row 3.
- If the data field is in a bold blue font, and has an asterisk (*) next to it, it is a required field, and must be populated with data or else that row/Shipment will not upload.
- Data validation: Some data fields must be checked against the Order or an existing Shipment (for a Shipment edit). When this type of validation occurs, the system expects the data to exactly match (upper or lower case etc.). There are also other types of data validation – date format, numbers must be greater than zero, etc.
- Any row of an upload file referring to a Shipment and/or ASN Line ID already in the system will be an override of that Shipment line. Any new Shipment Number, or new ASN Line ID for an existing Shipment creates a new Shipment or Shipment line.
- For data fields that typically have a drop down list of values when working in the user interface, those same values are expected to be used on the upload file. Entering a value other than those found on the drop down list will fail. There are no Other fields in BSCP.
2. Log into BSCP and navigate to Upload/Download, Uploads, Order Management, then Shipment.
3. Click Choose File.
4. Locate Excel file. Click Open.
5. Enter Comments to help locate the status of the upload job (optional). Click Next.
Once the upload is complete, the Status automatically refreshes to Complete. When Shipments successfully load into BSCP, their status is automatically set to Sent, and the Shipments are sent to Boeing’s system in batches (every ten minutes).
Troubleshooting
If there was an issue with the upload file, a red Error File message displays next to the Completed status.
Review Error Messages:
- The status of recent upload and download jobs are available under the Inbox Status workflow from the Navigation Tree.
- For any upload status row with an error message, click the Error File message.
- The error message displays in a separate pop-up window.
- For each error message, the Shipment number and the Excel row number from the upload spreadsheet are provided.
- If one row of the data has multiple errors, multiple error messages display. However, if the error is related to an invalid MPID, Shipment Number, or Order Number, the system stops validating errors on that set of data.
- In the following circumstances, the entire upload file does not upload, invalid buyer or supplier MPIDs, wrong Excel version or more than 500 lines of data. In all other instances, the valid Shipments in the file upload.
IMPORTANT: For any Shipments with an upload issue, none of the lines associated with that Shipment upload.
Upload Edited Spreadsheet
Once the Shipment edits are made, follow the same steps to upload the data again. If the file fails, changes should be made to the errors, and upload the entire file again.
Typical Upload Issues:
- File is wrong version of Excel (It needs to have a file extension of xls).
- The Ship To Address and the Account Code for all lines in a single Shipment must be the same (as provided on their corresponding Orders).
- Gross Weight must be filled in.
- Estimated Arrive Date must be today or later, and have the correct date format.
Edit Existing Shipment through Upload
It is possible to edit an existing Shipment by using the upload functionality. However, it might be easier to just log into the user interface and manually change a Shipment. Some details are provided below for four of the most common editing scenarios. Keep in mind, whatever business rules and processes related to editing Shipments you are following today for Shipments created in the UI, should also apply to uploaded Shipments. You only need to upload the SHIPMENT lines you are going to edit.
Change Shipment Data
- Shipment-specific data can be changed on an upload file, and then resent into BSCP. As long as the data being sent is acceptable, the system just overwrites whatever it already posted with the new data. BSCP then resends the new information to Boeing’s system.
- The type of data you can edit is information you can typically change in the user interface (i.e. Bill Lading/Tracking, Estimated Arrive Date, Shipped Qty, etc.).
- For other data fields not specific to the Shipment, it would not make sense to change them. For example, changing the Shipment Number is going to create a new Shipment. Changing the Order Number would probably generate an error.
- If the reason for the edit is related to having the wrong Order information, it is probably better to delete the Shipment line, or cancel the Shipment, and create a new one (see scenarios below).
Replace Shipment Line
If a Shipment line refers to the wrong Order Schedule Line ID, or some other incorrect information, it is possible to update this information.
To update the information:
1. Cancel the line with the incorrect data.
2. Send a new line through with the correct data in it.
Example: A Shipment has five lines, but Shipment Line 003 refers to the wrong Order schedule line. Cancel Shipment Line 003 and add a new Shipment line 006, which would reference the correct Order schedule line.
it is not possible to ADD lines to an existing Shipment in the user interface. This is additional functionality only available through uploading. Since this scenario is a revision to the Shipment, the *Purpose should also be updated by entering Replace for that column. This is communicated to Boeing as the status of the Shipment.
Cancel Shipment
In the same way a Shipment is cancelled in the user interface, the cancellation for an uploaded Shipment is communicated to Boeing as the status in the Purpose field. Therefore, to cancel a Shipment, one or more of the lines would need to be uploaded with the value of Cancel in the Purpose column.
When there are multiple lines uploaded for the same SHIPMENTS, the LAST value displayed in a header-level field is the one kept for that data field.
Example: if Shipment Line 001 is uploaded with a Purpose of Original, and Shipment Line 002 uploads with Cancel, but Shipment Line 003 also shows Original, the value displayed in the user interface for the uploaded Shipment is Original.