Shipments Upload
April 2014
A supplier can create multiple Shipments at one time by manually uploading them through the
BSCP user interface. The Shipment data needs to be entered into an Excel file, using a
standardized template to organize the data contents. As the Shipment are being generated in
BSCP, the system refers to the corresponding orders and pulls in key data from the orders to be
included on the uploaded Shipment. Once uploaded, the Shipment can be viewed, edited and
printed in BSCP.
Step 1: Create an Excel upload file
The Shipment data to be uploaded has to be entered 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 that is
available for your use. There is also a specific reference guide for the data field formats, located at the
end of this training document.
Entering Data on the Excel Spreadsheet
GENERAL LAYOUT OF SPREADSHEET:
 The first two rows (Row #1 and Row #2) of the spreadsheet are for information purposes only. No
data should be populated 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 will use multiple rows of the spreadsheet).
 Each COLUMN represents one data field on the Shipment (for example, the ‘Shipment Number’
is always listed in column #0). The columns cannot be removed, added or resorted.
 The columns to the LEFT side of the spreadsheet represent the header-level data on the
Shipment
 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.
 A maximum of 500 rows of data can be uploaded at one time, and a maximum of 500 Shipment
lines for any single Shipment will be 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 Shipment directly in the user interface.)
SPECIFIC DETAILS RELATED TO DATA:
 The second row of the spreadsheet provides the data field names – data upload start from Row 3
 If the data field is in a bold and blue font and has an asterisk (*) next to it, then it is a required field
and must be populated with data or else that row/shipment will not get uploaded
 Data validation – some data fields that are being uploaded will be checked against the PO or an
existing Shipment (for a Shipment edit). When this type of validation occurs, the system will
expect the data to exactly match (upper or lower case etc.). There are also other types of data
validation – date format, numbers that must be greater than zero etc.
 Any row of an upload file that refers to a Shipment and/or Shipment line ID that is already in the
system will be an override of that Shipment line. Any new Shipment Number, or new Shipment
Line ID for an existing Shipment will create 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.
 See the end section of this document for the specific rules on each data field.
Copyright 2014 Exostar LLC and E2open, Inc. All Rights Reserved.
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Step 2: Upload data into BSCP
Log into BSCP and navigate to Upload/Download  Upload Order
Management  Shipments
1. Click Browse and locate the Excel file
2. Click Open
3. (Optional) Enter a Job Name – to help locate
the status of the upload job
4. Then click Next
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4
Step 3: Check the status of the upload job
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

Click on the Refresh
icon until the Status changes to ‘Completed’.
When SHIPMENTS have successfully loaded into BSCP, their status is automatically set to ‘Sent’
and the Shipment are sent to the Buyer’s backend system in batches (every 30 minutes).
NOTE: If there is a red ‘Error File’ notice, then see Step 4 for help with troubleshooting.
Copyright 2014 Exostar LLC and E2open, Inc. All Rights Reserved.
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Step 4: Troubleshooting upload errors
If there was an issue with the upload file, you will see a red ‘Error File’ message next to the ‘Completed’
status.
Review the Error Messages
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The status of recent upload and download jobs are available under the Inbox Status workflow
from the left navigation tree
For any upload status row that has an error message, click on the ‘Error File’ message
The error message will appear in a separate pop-up window
For each error message, the XLS row number from the upload spreadsheet are provided
If one row of the data has multiple errors, then you will see multiple error messages. However, if
the error is related to an invalid MPID, Shipment Number or PO Number, then the system will
stop validating errors on that set of data.
In the following circumstances, the entire upload file will not be uploaded – invalid buyer or
supplier MPIDs, wrong Excel version or more than 500 lines of data. In all other instances, the
Shipments that are valid in the file will upload.
IMPORTANT: For any Shipments that have an upload issue, none of the lines associated with that
Shipment will be uploaded.
Copyright 2014 Exostar LLC and E2open, Inc. All Rights Reserved.
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Upload the 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 ‘Buyer Account Code’ and ‘Warehouse’ for all of the
lines in a single Shipment must be the same (as provided on their corresponding
PO’s)


‘Total Gross Weight’ must be filled in (integer only for packages)
‘Estimated Arrival Date’ must be today or later, and have the correct date format
Step 5: Print the Shipping Labels
Once a Shipment is successfully loaded into BSCP, it is visible in the user interface. It can be searched,
viewed and printed. The shipping labels can also be printed out. The print process is the same as for a
Shipment created in the user interface.
Print Label(s) and Print All Labels from Search Results Page
There is a ‘Print All Labels’ action button to the top of the Shipment Search List and Shipment Summary
List pages. When a user selects this action it will print all the labels returned in the search (reference 1
in Figure 12).
Additionally, there is a Print Labels action button to the bottom of the screen to the right of the ‘View
History’ action button. Users will be able to select item(s) from the list of Shipments displayed on the
screen at that time. In the event that multiple pages are returned in the Search, users will not be able to
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Comment [TW1]: Update the screenshot?
print across multiple pages (reference 2 in Figure 12) unless using the ‘Print All Labels’ action.
Figure 1: Shipment List Print Button Locations



Click Print Labels – labels are in PDF format
Select to open or save the file
The label will look similar to the sample shown below
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(Optional) Edit an Existing Shipments 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 that 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.
NOTE: Only the SHIPMENTS lines that are going to be edited need to be uploaded again.
Change Shipment Data
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
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Shipment-specific data can be changed on an upload file and then resent into BSCP. As long as
the data being sent is acceptable, then the system just overwrites whatever it already has posted
with the new data. BSCP will then resend out the new information to the Buyer’s backend
system.
The type of data that can be edited would be information that 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 just create a new Shipment. Changing the
PO Number would create an error.
If the reason for the edit is related to having the wrong PO information, then it is probably better to
cancel one line or all lines on the Shipment and create a new one (see scenarios below).
Replace a Shipment Line
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If a Shipment line refers to the wrong PO Schedule Line ID or some other information that is
incorrect, it is possible to update this information by (1) canceling the line with the incorrect data
and (2) sending through a new line that has the correct data in it.
Example: A Shipment has five lines, but Shipment Line 003 refers to the wrong PO schedule
line. You can cancel Shipment Line 003 and add a new Shipment line 006 which would
reference the correct PO schedule line.
Note that it is not possible to ADD lines to an existing Shipment in the user interface. This is
additional functionality that is 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 will be communicated to the Buyer as the status of the
Shipment.
Cancel a Shipment


In the same way that a Shipment is cancelled in the UI, the cancellation for an uploaded
Shipment is communicated to the Buyer 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.
IMPORTANT: When there are multiple lines being uploaded for the same SHIPMENTS, the
LAST value that is displayed in a header-level field will be the one that is kept for that data field.
(I.e. 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’, then the value that displays in the UI
for the uploaded Shipment will be ‘Original’.)
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Appendix: Details for SHIPMENTS Data Fields
Field Name
(Left to right on
sheet)
Type/Max
Char
Req’d/Opt’l
Validation
Comments/Notes
Shipment
Number
No more than
10 Characters
Cannot be more than 10 characters
If Shipment Number already exists in BSCP (for
Buyer/Supplier MPID-Shipments combination),
then considered an ‘update’.
If Shipments Number does not exist in BSCP,
then considered as ‘new’.
Shipments Numbers starting with the letter ‘A’ will
be uploaded only if it matches an existing
Shipments Number in the system and this will be
an update.
If there is no matching Shipments Number in the
system starting with ‘A’, then the upload will fail.
Created by supplier, based
on standard nomenclature
designated by buyer.
Boeing does allow special
characters.
Buyer MPID
String/64
Required
This is only available on the printed order and not
in the UI.
Used to route the
Shipments correctly.
Note: This field is casesensitive.
Supplier MPID
String/64
Required
The Supplier MPID must exist in the system– see
header level section of Purchase Order for MPID.
Used to route the
SHIPMENTS correctly.
Note: This field is casesensitive.
Supplier Code
String/64
Optional
No validation except field length limits
*XLS, Default, BDS:
Populate from PO
regardless of value
Actual Ship
Date
Date
Required
The date must be in the format: YYYY-MM-DD
(e.g. 2014/02/21)
This is a custom field and
should not be changed by
the supplier.
Estimated
Arrival Date
Date
Required
The date cannot be before Actual Ship Date
Carrier
Company
String/64
Required
Must select carrier code from pre-selected list
Mode of
Transportation
String/64
Optional
“Must select a Mode of Transportation from predefined list
Bill
Lading/Tracking
String/64
Optional
No validation except field length limits
Copyright 2014 Exostar LLC and E2open, Inc. All Rights Reserved.
Pre-defined set of values
(below) is expected to be
used.

Road

Air

Sea

Rail
In order to handle values
more than 10 digits, the
format of this column must
be set as ‘Text’ (instead of
‘General’), in the Excel
upload file.
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Field Name
(Left to right on
sheet)
Type/Max
Char
Req’d/Opt’l
Validation
Packing Slip
Number
String/64
Required
No validation except field length limits
Shipment
Payment
Method
String/128
Optional
“Must select a Shipment Payment Method from
pre-defined list.”
Purpose
String/128
Required
“Must select a Purpose from pre-defined list.”
Comments/Notes
Pre-defined set of values
(below) is expected to be
used.

Collect

Third Party

Pre-paid
Pre-defined set of values
(below) is expected to be
used.

Original

Replace

Cancel
The value provided for
LAST line on Shipment (in
upload file) becomes the
value for the header-level
Purpose field on that
Shipment.
UOM for
Weights
String/64
Required
“Must select a UOM for Weights from pre-defined
list.”
Kilograms
Pounds
Note: Default Pounds
Gross Weight
String/126
Required
“Must select a UOM for Weights from pre-defined
list.”
RFID
String/64
Optional
No validation except field length limits
Total Packages
Integer/10
Required
Must be a positive integer
*BDS, BCA: Use the value
as provided by the supplier
Total Packages is used in
X of Total Packages in
Boxes on shipping label.
This determines the
number of copies created.
IE) 3 packages have 3
labels printed.
ASN Line ID
String/64
Required
If alpha it will fail validation when ASN is created.
Action
String/64
Required
Select from predefined list
Copyright 2014 Exostar LLC and E2open, Inc. All Rights Reserved.
This is the Shipment line
number. Shipment Line
Numbers consisting of
‘Alpha’ characters will fail
validation when ASN is
created.
InsertOrUpdate
Cancel
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Field Name
(Left to right on
sheet)
Type/Max
Char
Req’d/Opt’l
Validation
Buyer Part
Number
String/64
Required
Default: Fail if Buyer Part Number does not match
referenced PO
Use value as provided by supplier with no failure
Shipped Qty
String/126
Required
Must be greater than 0
Comments/Notes
Default: Value must be > 0
Allow 0 as a valid value
On the label = “Qty
shipped" and is the sum of
all the lines not the total qty
shipped at the line level.
PO Schedule
Line ID
Integer/19
Optional
If left blank by supplier, system defaults to a value
of ‘1’
UOM
String/64
Optional
Must exactly match the UOM from the order or it
will fail
Order
Reference
String/64
Optional
No validation except total field length limit.
Order Number
String/64
Optional
Must exactly match the Order Number on an
existing PO.
Note: This field is casesensitive
*XLS, Default, BDS: Fail if
Order Number does not
exist in SCP
BCA: Use value as
provided by supplier with
no failure
Boeing PO Line
ID
String/19
Optional
Fail if no matching line in the order
Use value as provided by supplier with no failure
Must exactly match the Boeing PO Line ID in the
system
Note: This field is casesensitive
PO Schedule ID
String/19
Optional
If blank default to '1', if populated, fail if no
matching schedule ID
If empty the system defaults it to ‘1’.
Serial
Number(s)
String/255
Optional
No validation except total field length limit. Not
required by the system to put commas between
the values but this will not give an error message
during upload.
Upload any string value up
to 255 characters
Asset Mgmt Tag
Number(s)
String/255
Optional
No validation except total field length limit. It is
required to put commas between the values but
this will not give an error message during upload.
Upload any string value up
to 255 characters
Kit Number
String/64
Optional
No validation except total field length limit.
Vin Number
String/64
No validation except total field length limit.
Copyright 2014 Exostar LLC and E2open, Inc. All Rights Reserved.
XLS, Default, BDS: If blank
default to '1', if populated,
fail if no matching schedule
ID
BCA: If blank default to '1',
otherwise use the value as
provided by the supplier
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Field Name
(Left to right on
sheet)
Type/Max
Char
Req’d/Opt’l
Validation
Comments/Notes
Optional
Call off Number
String/128
Optional
No validation except total field length limit.
Line Station
Number
String/128
Optional
No validation except total field length limit.
Receiver
Reference
Number
String/64
Optional
No validation except total field length limit.
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