BR053 ROW Books Special Account Handling Consignment: Wisepress Exhibition Orders | VA01 |
Version History
Version | Date | Description |
1.0 | August 2023 | Initial version |
1.1 | April 2024 | First revision; revised process excluding the need for a Special Task. |
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Related Documents
Consignment order spreadsheet (example): 
Contents
Functional Description
The Wisepress consignment orders are received in the following e-mail inbox: ROW-NWEuropeOceania@springer.com, and therefore it’ll create a Freshdesk ticket, which should be kept on hold until all activities described hereunder are successfully finished.
Once these orders are received, SNCS 2nd Level will prepare an email with a Special Task, forwarding it to Straive for processing.
Important note: these orders are processed for exhibitions and therefore we must comply with the deadlines as efficiently as possible. Therefore, the execution of this task should be prioritised.
On Freshdesk, it should be categorised as follows:
Group: Trade_ROW_Books
BPID: 3004956132
Category: Trade Books
Query Type: Order
Sub-Type: Consignment
Priority: Urgent
Functional Specification
Freshdesk ticket
Consignment orders are placed through FreshDesk tickets and will usually contain the words “CONSIGNMENT ORDER” in the email subject, and also the location and dates of the exhibition.
The source of information for the order input is the Excel spreadsheet of the consignment order, please mind any attachments received. These should be handled by the specific process detailed hereunder.
Order input
Open SAP-MPS and proceed to input the order according to the steps below:
Transaction: VA01, choose YH10 (BK: Consign. Fill-up)
Sales Organization: 0293 / Distribution Channel: 01 / Division: 01
Click “Enter”. In the order screen, input in the header:
Sold-to Party:
Ship-to Party: will be automatically populated, but the correct one is the same as the sold-to party (3004956132)
PO Date: unless instructed otherwise in the Special Task e-mail, insert the date of when the order is being input.
PO Number: exhibition/conference ID, which will be mentioned in the Excel sheet attached to the Special Instruction and also in the subject of the e-mail.
Still in the first page of the order, scroll down in the “Sales” tab and modify the Cancel Days (which will be based on the deadline informed in the initial Special Task e-mail):
The “Cancel days” field is to be modified with the following logic:
European countries = start counting on the order entry’s date and subtract 2 working days from the deadline.
Non-European Countries = start counting on the order entry’s date and subtract 5 working days from the deadline.
The location of the exhibition is mentioned in the Special Task’s e-mail:
Usually, the exhibitions are in Europe. In this case exemplified above, it’ll be in Valencia (ES).
For example: a PO Date is 18.08.2023 and the exhibition’s deadline is 25.09.2023. As the exhibition is in Europe, we subtract 2 working days. The result is 24 days, which is what we must input in the “Cancel days” field.
TIP: You can use an online tool to help with this calculation.
Still in the “Sales” tab, scroll further down and ensure the field “alloc.sh.e” has “F” selected (free shipment).
Now go to the document header by clicking in the button “Display doc.header details” and then choose the Accounting Tab
First:
And then:
Here please enter in the field “Assignment” the exhibition code (the same one informed on PO Number).
Still on the header, go to the “Partners” tab and double click the Ship-to party
On the third line of the shipping address, replace with the exhibition code (same as informed on the PO Number) and press “Enter”
Now go to the “Text” tab, select the “BK: delivery text”, and input the details using the below format:
[EXHIBITION CODE], [EXHIBITION’S COUNTRY ABBREVIATION/CITY], [DATES OF EXHIBITION]
Observation: the dates of the exhibition are mentioned in the Special Instructions e-mail.
Now in the same page, select “BK: add.ship.instr” and input the text using this format:
“Please deliver on (Deadline Delivery Date that’s given in the special task’s email) directly to Wisepress”.
Still on the header, go to the “Additional data B” tab, and in the field “KNO Spec. operations”, input ZTX and click “Enter”.
As a final step on the header, go to the “Order Data” tab, and input the Freshdesk ticket number on the field “Your Reference”
Go back to the initial screen by clicking on the “Back” button, or by simply pressing F3 on your keyboard.
With the consignment order excel spreadsheet (sent in the attachment of the Special Task) open, copy or type-in each ISBN(s) to the ID CODE field and their respective number of copies to the “Order quantity” field.
Here’s how an order spreadsheet looks like. The ISBNs are in column C and the quantity ordered is in column F.
If the quantity shows as 0 (zero), do not input this title in the order. You’ll notice the books that are required are highlighted in yellow, so you could also make a “filter by colour” in Excel to facilitate the viewing.
For validation, hit CTRL+F8 to check if the order is complete. If it’s complete, you’ll receive a message saying so at the bottom of the page
Then proceed to save the order by clicking on the floppy disk icon at the top of the page, or by simply clicking Ctrl+S.
Once finished, reply to all in the Special Instruction email thread, include the order number on Freshdesk as a note and finally set the ticket as “Resolved”.
In Use For
| Freshdesk | In use for | Additional Action |
Trade_Books ROW Straive | x | |
Trade_Books_ROW_STRAIVE | x | |
| Trade_Asia_Books_Straive | x |
Contacts
For questions or feedback please send an email to lucas.bastos@springernature.com