Weekly Pull File Program

This Program is used each week when you process your weekly shipment from Diamond.

The first step prior to doing the following four steps is to save your 'Diamond Invoice File (Data)' attachment from your e-mail to your hard drive.

To manually set up for an email from the Diamond Website choose My Account > Customer Preferences & Email Handling >Preference button>Email Preferences >Invoice Data File>your email address>text (radio button). From this point you should call Cheryl at Diamond to receive the extended format of this file (option is not available on the website). CBPF will work without this, but there is one field in the expanded file which is useful to CBPF. Once you have accomplished this step, you will receive the e-mail automatically each week starting with the next invoice. Whether you choose to use the extended file format or not, you need to verify that CBPF is expecting the same file format as what Diamond is sending. The CBPF setup is in Programs>Setup tab>Extended Format Weekly File: checkbox. If this is not set correctly, CBPF will give an error on the Weekly Pull File tab>Add to Received Numbers.

To manually download this file from the Diamond Website choose My Account > Invoices > Current Invoices>Invoice (CSV) (for the week most recent week)>Save to your hard drive.

1. Import Weekly File - Takes the attachment which contains the items contained on this weeks invoice and brings the data into the CBPF. A browse window will display for you to select the file which you saved to your hard drive from the e-mail attachment, or downloaded from the Diamond website.
   1A. Adjustments (Overages/Shortages) - Allows a store to modify the quantity of items received from Diamond. This will keep items from showing up on the weekly report if you didn't receive them.
2. Add to Received Numbers - Adds the quantity of each item received to the 'Qty Received' field in the 'Diamond All' form and records the current date in the 'Received Date' field the first time an item is received.
   2A. Last Minute Customer Adds - This button allows you to add items to customers pull lists after you have received your items for the week, without looking up individual customers. It would be beneficial if you receive an Annual, and you want to include a copy for everyone who has an Auto-Pull for the regular title. The top half of the screen show all Monthly Auto Pulls, the bottom half of the screen shows the items received this week. As always, Ctrl-? in the Item Code and Acct# fields, gives you the valid commands. The hot-keys work just like they do in the Diamond All and Reconciliation forms.
3. Build Weekly Report - Calculates which customers will receive which items from the imported weekly file. If changes are made to customers orders prior to the physical pulling of customers items, this button can be pressed again (without button 1 or 2) to rebuild the weekly download reports.
   3A. Override Customer Selections - Allows for the user to change the quantity of each item given to customers and override CBPF's first-come first-served process of chosing customers for the report. This will only need to be done if shortages are reported or if you don't want to pull an item for a customer for some reason. The items will show up on the report with the adjusted quantities. If you press the Build Weekly Report button, it will recalculate the quantities using the CBPF procedure.
4. View Weekly Report - Displays a 'Weekly Download Report' so the retailer can pull items for customers who ordered them. This report is also available at through the 'Reports' button Weekly Download Report. If there are shortages (more customer orders for an item than what is being received), you will be informed with the opportunity to view/print a shortages report which works identical to the Weekly Download Report. The shortages report can be accessed by selecting >Window on the menu to choose the Shortages Dynamic Groupings form. The Weekly Download Report will only display as much data as what is being received. In other words, if you receive 7 Batman #600, but there are 10 people who have ordered it, the Weekly Download Report will only display 7 pulls and the "Remove Items Ordered" process below will only remove the 7 items which are displayed. The shortages report will display 3 items. If you receive 10 more Batman #600 next week, 3 will appear on the Weekly Download Report.
   4A. Export Weekly Pull File Customers - This button will create an export file containing personal information for each person who received items this week. This file could then be imported into Microsoft Word, Excel, or some other program. The file can be used to make labels, create e-mails, or some other purpose.
   4B . E-Mail Adjustments - Allows items to be removed from the list of items received by the store. This would mainly be used if the store sends out e-mails announcing all new items received to its customers. Special order, adult, or promotional items can be removed at this point so that they are not announced to the general customer population in the weekly e-mail.
5. Weekly E-Mails - Optional. Send e-mails corresponding to the information requested by the customer: My weekly pull list; All items received by store; or Weekly newsletter. This is selected in the Customer Form > Personal Information tab. E-Mail format and newsletter is set up in Programs > Maintenance Program. A subset of the entire e-mail list can be sent by specifying a starting and/or ending account #. To send a single e-mail, specify the same starting and ending account #. If an e-mail batch is interrupted, you can see what the last e-mail that was sent by looking in detail boxes or in the out/sent boxes of your e-mail program. If an e-mail batch errors during the sending of the e-mails, CBPF will offer to stop any e-mails which have not yet been composed. This will allow you to pick up where you left off after correcting the error. A common error is an incorrectly formatted e-mail address for the customer whose e-mail is being composed.
6. Remove Items Ordered - The retailer is also prompted if the items should be removed from the customer records at this time. If so, all items received for each customer are removed from the 'Items Ordered' tab and moved to the 'Received Folder' and 'Pull Archives' tabs. Once this button is completed, button 3 should not be used again this week or the Weekly Download Report will no longer be able to be viewed with the current weekly data.

Many of these steps displays a 'Last Completion' date which matches the date contained in the 'Diamond Invoice File (Data)' attachment. This is to remind the retailer if they have completed each step successfully. 1.12 modified the way these fields work. Once a button is used, the background color of the next "Last Completion" field(s) which can be used turns red. The date contained in the "Last Completion" field is then compared to the previous field to determine if it is up to date. Once it is up to date, the words "Sync to Button x" appear, and the background color returns to normal. This "Sync to" will help you quickly determine if the button is up to date without comparing the dates in each field.

Note: At one time Diamond was sending two different shipments (one from two different warehouses with each containing its own invoice). This procedure must be repeated twice (once for each shipment, each containing its own e-mail from Diamond). This should not be confused with multiple boxes which are considered one shipment, and should only be processed once. To process more than one shipment

1. save e-mail attachment to hard drive
2. delete e-mail (so as to not be confused which e-mail has already been processed)
3. 'Import Weekly File' button
4. 'Add to Received Numbers' button
5. 'Build Weekly Report' button
6. 'View Weekly Report' button
7. 'Remove Items Ordered' button
8. Repeat from step 1 with other files.