> For the complete documentation index, see [llms.txt](https://kb.bevica.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://kb.bevica.com/documentation/integration/bevica_warehouse_integration/vision_sales_and_transfer_outbound_requests.md).
# Vision Sales & Transfer Outbound Requests
Create Vision-formatted outbound requests for sales and transfer orders.
To correctly send files to **Vision** controlled warehouses, you first need to have the correct setup for your customer or ship to address. See [Third Party Warehouse Integration](/documentation/integration/bevica_warehouse_integration.md). Below are listed Vision specific set up that may be needed.
Technical notes on the data required by Vision can be found here: [Vision SO XML Structure](https://visionsoftware.atlassian.net/wiki/spaces/VEDI/pages/933626253/SO+XML+Structure).
List of topics covered in this article:
* AWRS
* Duty Free Deliveries
* Paid Reserve Withdrawals
* Vision Inter-Whse Transfers
* Sales into Paid Reserve
* Delivery, Pick, Gift and Special Instructions / Comments
* Booking Details
* Shipping Agents
* Pick Groups
* Service Codes
* Export Orders & exporting to NI
* Non-Inventory & Service Items
* Special Orders & Drop Shipments
* Case Items
* Rotation Line No (Rotation Ref.)
## AWRS
The AWRS number must be filled in on all customers having deliveries through Vision, as it is a mandatory field. This can be located on the customer card under the AWRS tab. The AWRS date is filled in automatically once the AWRS URN is filled in.
Refer to the Vision specification for under bond/duty free, private client or other types of orders where you may not have an AWRS number.
This is a mandatory field and is checked on Sales Order 'Release'.
## Duty Free Deliveries
### i. Orders Delivered to a Duty Free Warehouse
Vision requires additional information if the order is delivered to another ‘Duty Free’ location, this is controlled by the details held against a Ship-to. Set up the **Duty Free Movement Type** field on Customer’s Ship-to prior to creating an order. For more information on Vision EDI Codes please refer to [Testing Vision Sales Outbound Requests](/documentation/integration/bevica_warehouse_integration/testing_vision_sales_outbound_requests.md).
Duty Free Movement type (applies only where the Bevica Duty Status is Duty Free)
* ‘Blank’ for duty deferred orders \[Vision EDI Code '**P**']
* The Customer Ship-to 'Customer Deferment Account' is mandatory on these orders and is checked on Sales Order 'Release'.
* Diplomatic Privileges for duty free orders where recipient is excluded from paying duty (e.g. Diplomat) \[Vision EDI Code '**D**']
* C426 No. is mandatory on these orders and is checked on Sales Order 'Release'.
* Visiting Forces/NATO for duty free orders where recipient is excluded from paying duty (e.g. Army, Ship) \[Vision EDI Code '**V**']
* C185 No. is mandatory on these orders and is checked on Sales Order 'Release'.
* Ship Stores for delivery for duty free ship store. \[Vision EDI Code '**S**']
* 'Vision Transfer' for orders sent to another Vision warehouse or between accounts within the one warehouse \[Vision EDI Code '**T**' or '**Q**']
* ‘Export’ for duty free export orders shipped to non (old) EU countries (see also **Export Orders** below) \[Vision EDI Code '**X**']
* ‘Export’ for duty free export orders shipped to (old) EU counties (see also **Export Orders** below) \[Vision EDI Code '**E**']
When choosing either the **Diplomatic Privileges** or **Visiting Forces/NATO** options, the 'C185 / C426 Reference' must be filled in on the sales order under the Warehouse Integration Tab.
### ii. Duty Deferred Orders
Where duty is to be deferred to the customers deferment account, navigate to the Duty Free Ship-to address and populate field ‘Customer Deferment Account’. The **Duty Free Movement Type** on these orders should be left blank.
## Vision Inter-Whse & Account Transfers
**Normal Stock**
When you are moving stock between Vision warehouses or between accounts, Vision consider this a **Transfer**. These types of movements can originate from a Bevica **Transfer Orders** or **Sales Orders** and need to the Duty Free Movement Type to be set to **Vision Transfer.**
* **Transfer Orders**. For Vision managed Locations, make sure the Duty Free Movement Type is set to **Vision Transfer**. When a Transfer Order is created and the **Transfer-To Location Code** populated the Duty Free Movement Type will be set correctly.
* **Ship-to.** Any Ship-to created for delivery to a Vision controlled warehouse make sure the Duty Free Movement Type is set to **Vision Transfer**. This will then correctly set Sales Order details when the Ship-to is populated.
* **Sales Orders**. The Duty Free Movement Type field is editable on Sales orders and can be changed manually.
For more information see **Transfers within Warehouse** and **Duty Transfers** on the [Testing Vision Sales Outbound Requests](/documentation/integration/bevica_warehouse_integration/testing_vision_sales_outbound_requests.md) page.
{% hint style="info" %}
Note
Set the Duty Free Movement Type to **Vision Transfer** even if the destination duty status is Duty Paid
{% endhint %}
## Sales into Paid Reserve or a Reserve Sub-Account with Another Company
If you are selling items into a customer reserves account within the same warehouse group, either where the items are being stored with you (sales into reserves) or stored with another company (normal sales order), you need to ensure that the customers **Ship-to Address** is populated correctly. For more information see **Sales into Paid Reserves** on the [Testing Vision Sales Outbound Requests](/documentation/integration/bevica_warehouse_integration/testing_vision_sales_outbound_requests.md) page.
* **Name** - this is the receiving stock holding customers name.
* **Address** - if it's a sale into reserves this needs to be your Customer Number with the warehouse, i.e. the same as the Customer Code from the warehouse integration supplier setup record for the relevant location. If it is a normal sales order, it needs to be the receiving customers stock holding code.
* **Address 2** - if it's a sales into reserves this needs to be your Site Code from warehouse integration supplier setup record for the relevant location. If it is a normal sales order, it needs to be the receiving customers 2 digit site code.
* **Vision Sub Account Code** - this is the customers reserves account number and will become Delivery Address 3 on the Vision outbound request. If unknown then leave blank.
* **City** - this must be the POST TOWN of the receiving warehouse. Note that this must not be the COUNTY.
* **Postcode** - this must be the postcode of the receiving warehouse.
* **Country Code** - this must be the Country Code of the receiving warehouse.
* **Duty Free Movement Type** - set this to Vision Transfer for both Duty Free and Duty Paid Ship-to's.
You are unable to mix sales into Reserve lines and normal dispatch lines on the same sale order as the warehouse will get confused and may move stock incorrectly.
{% hint style="info" %}
Note
It is important to correctly set the **Reserve Sub-Account Support** field in the relevant **Warehouse Integration Setup** record. Only if this is ticked will:
* Outbound requests be created for sales into reserves
* Normal sales orders will populate Delivery Address 3 with the Vision Sub Account on the ship-to address
{% endhint %}
{% hint style="info" %}
Note
It is important to populate your customer ship-to address fields correctly as above to ensure the request doesn't error at the warehouse and the goods are delivered to the correct warehouse and reserves account.
{% endhint %}
## Paid Reserve Withdrawals and Duty Transfers
Where Paid Reserve stock is being withdrawn or transferred from Duty Free to Duty Paid (Duty Transfer), the 'Sales Price' sent to the warehouse is the Paid reserve's **Unit Price**. If the order has multiple lines with the same item, rotation number and unit of measure, the price sent to the warehouse will be an average of the total amount/quantity.
## Delivery, Pick, Gift and Special Instructions / Comments
**Sales Orders**
Delivery, Picking or Special instructions can be sent to Vision. On a sales order, navigate to **Comments,** enter the required text and assign the correct comment type of either **Delivery Instr. (Sales), Picking Instr. (Sales) or Gift Note. See** [Testing Vision Sales Outbound Requests](/documentation/integration/bevica_warehouse_integration/testing_vision_sales_outbound_requests.md) page for more information.
The first 120 characters for each type, across multiple lines, are sent to Vision, if the instruction text exceeds this limit, it will not be shown in full.
See the **Sales Comments** section here [Sales Comments and Notes](/documentation/guides/sales/sales_comments_and_notes.md)
**Transfer Orders**
Delivery Instructions can also be sent to Vision. On a Transfer Order, navigate to **Comments** , enter the required text and assign the correct comment type of either **Delivery Instr. (Sales)** or **Picking Instr. (Sales)**.
The first 120 characters for each type, across multiple lines, are sent to Vision, if the instruction text exceeds this limit, it will not be shown in full.
See the Transfer Comments section here [Transfer Comments and Notes](/documentation/guides/warehousing-and-logistics/transfer_order_comments_and_notes-1.md)
**Telephone Numbers**
Vision have specific requirements regarding formatting for telephone numbers. The phone number must be formatted with the country code, ensuring spaces are removed. For example, a UK telephone number 07123 456 789 should be formatted as +447123456789. See [Contact Name, Phone Number and Email](/documentation/integration/bevica_warehouse_integration/testing_vision_sales_outbound_requests.md#optional-fields-1) for details of which contact details are used.
## Booking Details
The below fields on a sales order under the warehouse Integration and are used by Vision to manage collections.
* **Whse. Booked/Collection Date** - this field can be used on its own to tell the warehouse the specific date the goods must be delivered, or in conjunction with **Whse. Booking Required** or **Shipping Agents**, see below. Please check with your warehouse before using this field.
* **Whse. Collection Time** - defaults to 07:00 if blank (see also Shipping Agents mandatory fields, below).
* **Whse. Booking Required** - this field is available on the Ship-to Address, Customer card and on the sales order. If this is populated on the Ship-to Address or the Customer record, the sales order will be ticked on creation. If this is ticked and the **Requested Delivery Date** on the sales order header is populated, this is the date that is sent to the warehouse as the **BookedOrCollectionDate**. If the **Requested Delivery Date** is blank, it will use the **Whse, Booked/Collection Date**.
* **Whse. Collection Vehicle Registration** - defaults to 'TBC' (see also Shipping Agents mandatory fields, below).
* The Vision field **Collection By** uses the Shipping Agent Name.
* Slot 1 Start Time
* Slot 1 End Time
* Slot 2 Start Time
* Slot 2 End Time
## Shipping Agents
For orders being collected from the warehouse or being delivered through special arrangements, there is set up required on Shipping Agents. The **Vision Collection Delivery Area** field on the Shipping Agent records should be set as required. See specification document Vision, they will be able to provide you with what is required in this field if you arrange your own transport, or have special arrangements. Leave the **Vision Collection Delivery Area** blank if the warehouse is doing the delivery for you.
Where you are requesting a collection, Vision specify a number of additional mandatory fields:
* **BookedOrCollectionDate**: this can be set by populating **Whse. Booked/Collection Date** or **Shipment Date.** If both are blank, or the Shipment Date is in the past, today's date is used.
* **CollectionTime**: this can be set by populating **Whse Collection Time**. If blank, this defaults to 07:00
* **VehicleRegistration**: This can be set by populating **Whse. Collection Vehicle Registration**. If blank, this defaults to TBC.
If you are using a PCxx code in the **Vision Collection Delivery Area** field the following fields transmit additional information:
* **Vision Parcel Carrier Acc. No**: This field can be found on the **Shipping Agents** page and is mandatory.
* **Vision Parcel Carrier Service Code**: This field can be found on the **Shipping Agents Service** page and is optional.
* **Vision Parcel Carrier Extra Ins. Required:** Shipping Agents Service page and is optional.
## Pick Groups
This field is used to facilitate bulk picking groups by some Vision warehouses. When you use your own vehicles, this can be used to identify what goods go onto which vehicle or could be used to identify specific groups of goods, such as all those going to a remote distribution centre.
The field **Vision Pick Group** is available on the **Shipping Agents List** page. Where this is populated, it will be transmitted to your Vision warehouse.
## Service Codes
Service Codes are used by some Vision warehouses to denote vehicle requirements at the destination address. Examples: **TWO** - two man delivery, **TLV** - Tail Lift vehicle required. They are specifically used by the Vision transport planning system.
### Sales Orders
Default Vision Service Codes can be added to the **Customer** and **Ship-to** cards (Warehouse Integration fasttab).
The Vision Service Code field on the **Sales Order** (Warehouse Integration fasttab) is populated firstly from the Customer card then, if it exists from the Ship-to. The field can be manually changed.
### Transfer Orders
Default Vision Service Codes can be added to the **Location** cards (Warehouse fasttab) in the **Vision Service Code (Transfer -to)**
The Vision Service Code field on the **Transfer Order** (Warehouse Integration fasttab) is populated when the Transfer-to Location is added. The field can be manually changed if necessary.
When the Vision Outbound file is generated, the text in the Vision Service Code field is sent alongside all the other order information.
{% hint style="info" %}
Note
* When you are entering more than one Service Code on a record the codes must be separated by a semicolon, i.e. TLV;TWO
* Check with your specific warehouse before using any code, if an incorrect code is sent the entire order may be rejected.
{% endhint %}
## Export Orders
Export Orders must be assigned to a [Manifest](/documentation/guides/warehousing-and-logistics/manifests.md) so that specific fields required for the Vision file are correct. If the order is not assigned to a Manifest the file creation will error.
The 'Delivery Address' fields sent to Vision come from the **Manifest 'From Address'** fields. This needs to be the UK address the transport company are delivering it to from the Vision warehouse.
The Consignee Address is taken from the Sales Order's Bill-to Address (the buyer of the goods).
{% hint style="info" %}
Note
For any non UK duty free orders, the delivery address may be the shippers name and address at the export point from the UK. If in doubt, contact your warehouse.
{% endhint %}
## Export Orders to Northern Ireland (NI)
To comply with HMRC requirements, Vision requires orders to NI to be flagged accordingly. This is managed by the order **Ship-to Post Code**, where it starts with **BT**.
Please make sure orders for delivery to NI are set up with a valid NI Post Code, flagged as Export and are added to a Manifest.
## Non-Inventory & Service Items
These are excluded from any export.
{% hint style="info" %}
Note
Do not create any **Inventory** Items for things that are not stored by the warehouse, i.e. Gift Vouchers, Tickets. Orders with any of these items on them will be rejected. Make these either Non-Inventory item, Service items or Resources.
{% endhint %}
## Special Order and Drop Shipment Lines
Any Sales Lines set with a **Purchasing Code** that is set as either a 'Special Order' or 'Drop Shipment' are excluded from the export.
## Case Items
Where you have an item whose base unit of measure represents as case unit, this needs additional setup to ensure they are sent to Vision warehouses as **case** values (unit on the file) and not singles. For example you might stock beers where you don't split cases and so the only unit of measure against the item is, e.g. 24x33cl.
On the Item Card, Prices & Sales fasttab, set the **Warehouse Integration Default to Case** field to true.
Where you have an item whose base unit of measure is a single bottle or unit, this should never be set to true.
## Rotation Line No. (Rotation Ref.)
Some Vision warehouses apply an additional reference to their Rotation number called **Rotation Line No.** This is typically used when particular cases/bottles need to be identified from an original receipt, typically a Sale into Reserve or Paid Reserve transfer receipt.
An option in Warehouse Integration Setup **Apply Rotation Line No.** will populate both the Sales Order and Transfer Order files to Vision with the value held in Bevica's **Rotation Ref.** If this option is ticked Rotation Ref. should only be used for this purpose, Vision will reject any value it does not recognise.
{% hint style="info" %}
Note
If Apply Rotation Line No. is ticked, Rotation Ref. should only be used for this purpose, Vision will reject any value it does not recognise.
{% endhint %}
## **Pay Customs Duty**
This should always be N for anything leaving the UK and Y for any type P orders. For any duty free orders you can control whether this is Y or N on the Vision outbound request file using the customer ship-to address. The default for duty free orders is N, but if you would like to change it to Y you need to create a ship-to address as follows:
* Set the Duty Status as DUTY FREE
* Tick the Pay Customs Duty field
* Ensure the Customer Deferment Account is blank
---
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