See also: VAT Rate Mapping.
Note: This help system contains standard information, some of which might not apply to your franchise. Click the Help button on the relevant forms or menus to see any existing help file specific to your Autoline configuration for that form or menu. Alternatively, a help file may exist in the help system specific to your manufacturer.
Before you can upload the Purchase Invoice File, the verification parameters and controls must be set up correctly. This is normally carried out by, or on advice from, an ADP consultant. These parameters must be set up for each company that uses Parts Purchase Invoice Verification.
To access and set the verification parameters:
From the Operations Menu, select the Parts invoice verification option.
The PURCHASE INVOICE VERIFICATION MENU is displayed.
Select the Verification Parameters option.
The Invoice parameters - [Manufacturer] - form is displayed.
Set up the parameters as necessary and click Save.
This saves the parameters.
This form is displayed when you select the Verification Parameters option from the PARTS INVOICE VERIFICATION MENU. It enables you to set up and maintain the verification parameters for each Point-of-Sale company.
Company number: The Point-of-Sale Company number, for example: 01. It represents the PURCHASE CONTROL company to which this record belongs.
Cost centre: The default NOMINAL LEDGER cost centre to which the system registers the invoices for this PURCHASE LEDGER account. (The NOMINAL LEDGER cost centre is normally determined by the user's own ID settings). The dealer must supply this information.
Expense code: The default NOMINAL LEDGER expense code to which the system registers the invoices for this PURCHASE LEDGER account. (The NOMINAL LEDGER expense code is normally determined by the user's own ID settings). The dealer must supply this information.
Signatory Used? Y/N: An error message is displayed if this field is left blank. Signatories/IDs are needed for the printing of circulation lists during invoice registration. These lists are details of the invoices and require signatures. If circulation lists are not required, set to N. If circulation lists are required, this field should be set to Y and IDs should be listed in the Default signatory boxes below. In that case, at least one user must be entered. The dealer must supply this information.
Note: With Signatory Used set at Y, you cannot execute any registration in the Parts Invoice Verification Form unless you have set up IDs.
Default signatory_1-_10: Signatories up to a maximum of ten, required for circulation lists. The dealer must supply this information if signatories are used. If signatories are listed but the Signatory Used parameter is set to N, no circulation lists will be printed when documents are registered.
PL Account Code: The parts PURCHASE LEDGER account code to which the invoices relate for parts. This is always the manufacturer's account. The dealer must supply this account number.
Dealer Code: Company dealer code used to ensure that invoices are allocated to the correct companies. This is a number to identify the dealer. The dealer code is used when one imported file contains more than one site's data. The code determines which lines on the invoice file belong to which company on Autoline. The dealer must supply the dealer code.
Follow up date in day: The circulation lists should be followed up after this time. Set to the number of days. The system does not use this parameter, but the information is recorded against the invoice at the time of registration.
Purge from AIVER: Enter the number of days for which you want all verified invoices to remain on the system before data are purged from the files. The system automatically deletes verified invoices older than the period specified in this parameter. The default is 90 days.
Note: The higher this number, the greater the number of records required in the Parts Purchase Invoice Registration files.
Kerridge VAT code _1-_20: Mapping table to link up to a maximum of 20 VAT codes used by the manufacturer, to their equivalent VAT codes on Autoline. Enter a valid VAT code from Autoline for each entry in the M facturer VAT code field below. The mapping translates the manufacturer-specific code to that used on Autoline.
M facturer VAT code _1-_20: The manufacturer's VAT code. List all the codes and ensure that they match the equivalent VAT code in the Kerridge VAT code field. The correct codes are mapped to ensure that all the correct Autoline codes are used.
Upload filename: The file name of the raw invoice file to be uploaded from the manufacturer's system. Depending on the type of file name, this field may, or may not, be used, as this information may be derived from other parameters such as dealer codes.
Upload path: The working directory where the raw invoice files are stored on the manufacturer's system. Depending on the type of file path, this field may, or may not, be used, as this information may be derived from other parameters such as dealer codes.
Surcharge included: Is the surcharge included in the part price? Set to Y if it is; otherwise, set to N for No. When an invoice is received from the manufacturer, the total value of the invoice may already include the surcharge element. If so, the surcharge amount must be deducted by the system from the total invoice value to determine the actual goods value.
Upload hostname: The name of the host or Internet Protocol address if required. This is the name of the manufacturer's system to which the system connects to retrieve the raw invoice file. The host name may be determined in the Manufacturer Systems file transfer record, in which case this parameter may be blank.
System password: The password to log in to the remote host if required. This is the password required to access the manufacturer's remote system to retrieve the raw invoice file. The password may be determined in the Manufacturer Systems file transfer record, in which case this parameter may be blank.
Remote login: The log-in used to log in to the remote host if required. This is the user name required to access the manufacturer's remote system to retrieve the raw invoice file. The user name may be determined in the Manufacturer Systems file transfer record, in which case this parameter may be blank.
Purge lines (days): Set how many days before line data is purged from the files (the number of days for which you want all verified invoices to remain on the archive for printing, before being purged). The system automatically deletes archived invoices older than the period specified in this parameter. The default is 90 days.
Note: The higher this number, the greater the number of records required in the Purchase Invoice Verification files.
Purge archive (days): When individual invoices are purged from the archive, it is still possible to re-load the original data from the archive or raw files. Set how many days for which to keep raw files. This can be up to 9,999 days and is only limited by space available in the directory's hard drive. The system automatically deletes verified invoices older than the period specified in this parameter. The default is 60 days.
Auto-upload: Where the manual Upload button is used on the Parts Invoice Verification Form, this field must be set to N. If invoices are normally put directly onto Autoline (that is, the files are already present), or are uploaded by a Timed Operation, should be at Y.
Note: It is possible to use Auto-Upload but manual conversion.
Auto-convert in use?: Where the manual Convert button is used on the Parts Invoice Verification Form, this field must be set to N. If invoices are converted by a Timed Operation (that is, automatically), set to Y.
Warning: Timed Operation is strongly advised where the manufacturer supplies all the data for the whole dealership (that is, for more than one POS company) in one file. In these circumstances, this parameter must be set to Y to prevent more than one dealer from converting the file at the same time and corrupting invoice data.
Error email IDs: The ID of a person to be informed by e-mail of a failure during upload, conversion or registration. This is usually a parts manager or system administrator. Enter the user's log-in in this field to use e-mails.
Excess included?: Is the excess charge included in the part price? Set to Y if it is; otherwise, set to N for No. When an invoice is received from the manufacturer, the total value of the invoice may already include an excess charge for a Vehicle-off-Road (VOR) order. If so, the excess amount must be deducted by the system from the total invoice value to determine the actual goods value.
Upload priority: Priority required to upload and convert the files manually using the Upload and Convert buttons. Some systems administrators may not want users below a certain Priority to upload files. Set this parameter to a value between 0 and 9 to determine upload Priority (Priority 7 is recommended). The buttons are then unavailable to users below this level.
Register all docs?: Set to Y to register all invoices together in the PURCHASE LEDGER. Otherwise, set to N to select particular invoices for registration and leave the rest for another occasion. A list of all unprocessed invoices is then displayed for selection when you come to register.
Note: The manufacturer may not allow for selection of individual invoices. In that case, the option is over-ridden in the program.
Default fran. code: Stock Management franchise code. This is the default franchise code from the stock management franchise table that precedes all parts in the stock file. It ensures that the parts can be compared against those in PURCHASE CONTROL when verifying invoices.
Pence variance error: The amount of VAT variance shown in the verification error form (in pennies). If set to 8, only variances higher than £0.08 are shown. A section in the variance form, when displaying errors, lets you hide all small variance by setting this default. The value can be changed on the error form itself. This is just the default amount. Determined by user, but 5 is a sensible figure.
Journal type: Nominal Ledger Journal type for creating the postings. Only required for Revision 8.30+. Determines what journal type is to be used when registering documents. This often needs to be left blank, but you might want to determine another journal type.
Purge failed invoice: Should the system purge all invoices that have failed as part of the normal purge process? (Y/N)
Ref.Invoice or GRN (REFERENC ): Defines what value is assigned to the Reference field in the file XX.PL.trans after an invoice is registered.
The value of this field comes from the value that the invoice registration keeps in the file XX.NL.invbf when an invoice is registered. Finally, when the day-books are printed, the value of the field is populated in XX.PL.trans and XX.NL.tsumm.
You can type in three values as follows. This is the value that the invoice registration keeps in the file XX.NL.invbf when an invoice is registered:
Blank or I: Means that the final value that will be kept in the XX.PL.trans file is the Invoice Number.
G: Means that the final value that will be kept in the XX.PL.trans file is the GRN Number
Parts Invoice Verification Form
Uploading and Converting Invoices
PARTS INVOICE VERIFICATION MENU
