The depot file is used to store specific information about your company (mainly your company name and address), to enable the system to print headers on the standard, Autoline invoice stationery. Furthermore, it stores information to be used in a multi-company transfer environment.
Each trading company must be set up in this file, and, if the depot is a warehouse, this must also be identified. In a multi-company environment, and in the event of a stock-out at your own branch, the order in which parts availability at other (buddy) branches is displayed can be controlled. (Previously, the stock at other branches was displayed in company number order, and branches were only shown if they had physical stock.) The concept of buddy branches has also been added to the depot/branch record in Point-of-Sale, so that, when you set a part to I (Interdealer) status, a list of other stock at the buddy branches is displayed.
Warning: If the message Co 00 file, written in red, is displayed on the form you are about to edit, you are strongly advised to seek expert advice before amending this file. Amending a Co 00 file (global file), may have an undesirable impact on other companies using the same environment.
Standard functionality exists that allows you to create, and maintain, records. There are two tabs to complete:
TABS:
Note: It is imperative that all depot details be set up in all Point-of-Sale companies in order for the Inter-Company/Branch Transfers (ICTs) to operate correctly. It is not sufficient to set up each branch only in its corresponding company file.
To access depots and branches:
From the Autoline Master Menu, select the Point of sale option and Company you require.
The POINT OF SALE main menu is displayed.
Select Miscellaneous options.
The SO MISCELLANEOUS OPTIONS menu is displayed.
Select the Depots & branches option.
The Depots & Branches form is displayed.
The Depots & Branches form is displayed when you select the Depots & branches option from the SO MISCELLANEOUS OPTIONS menu. From this form, you can create, and maintain, depots and buddy branches.
Depot no: Enter the Point-of-Sale (POS) company number in the range 1 to 99.
Tip: Click the Ellipsis button ![[...]](Ellipsis.gif){kind=small}
to search for a Point-of-Sale company.
Account Details:
Short name: This is an abbreviation of the company name to allow the system to find depot numbers by use of the short name look-up facility.
Inter-company account number: This is the Sales Ledger account number to be used by any other internal company when supplying goods to this depot. This account must exist on the Sales Ledger(s) and be controlled accordingly.
Supplier account number: The supplier account number is specified at Point-of-Sale when making a request on any other Internal company. The system looks at the depot file for the supplier account entered at Point-of-Sale, and raises the order on that depot number using that supplier account number.
ICT low priority sales ledger account: This parameter is designed to be used by a depot replenishing their stock on a regular basis using ICT from another depot on the system. A requesting depot creates a low-priority ICT request, by raising an ICT WIP. However, the Sales Ledger account on the WIP must match the value held in this parameter within its own depot record.
Note: When the supplying depot clicks on the View icon within Point-of-Sale, any low-priority request is displayed in black where all other normal requests are displayed in red.
Contact Details:
Machine: This is only used when networking processors.
[Unix path]: This is only used when networking processors.
Location/area code: This is only used when networking processors.
Depot name: The depot name that may be printed on Point-of-Sale documents
Depot address: The depot address that may be printed on Point-of-Sale documents
Telephone number: The depot telephone number that may be printed on Point-of-Sale documents
Manager contact name: This is normally used to identify the person to be contacted within this depot.
ICT Details:
ICT recipient: Informs the supplying company that an Inter-Company Transfer (ICT) has been requested. This is a split field. Complete the fields as follows:
In the first field, enter E for electronic mail, or P for printer.
In the second field, enter the User ID of the ICT recipient or the printer name.
ICT mail userid: This is the e-mail login to be alerted when either a request is made on this branch, or an issue is executed to this branch by another branch.
Default US tax Code: Enter the default US tax code, if any is to be used.
The first two fields on this tab - Warehouse and Bonded warehouse - must be completed by warehouses only.
Warehouse: The warehouse Point-of-Sale company number
Bonded warehouse: The situation may exist where one warehouse supplies parts to another warehouse. Within the European Union, there is a law that decides who will pay duty on goods. The warehouse that ultimately sells the goods is liable to pay tax. If goods leave a warehouse and are sold directly to a dealer, the warehouse will pay duty.
BUT, if the bonded warehouse sends the goods to another bonded warehouse somewhere in Europe, the second warehouse will pay the Government the duty. The warehouse that ultimately pays the tax is known as a bonded warehouse, and must tick this check-box. In this event, when the flag is switched on, fields within SM.stock, Point-of-Sale log files and the ptran files, will all contain a duty quantity. When you sell, or purchase, goods, you can amend the duty paid qty., if needed, depending on whom you are buying from, or selling to.
Accounts branch code: The branch code is a further analysis used in accounts to analyse Sales and Purchase debtors and cash posted from the Point-of-Sale module. The branch code may represent a company/depot or an area of the business, raising the financial document. The code (4 characters) can be a numeric value or a descriptive title such as SERV (for Service), and is written to the Nominal Ledger Invoice buffer together with all other data, when sales or purchase transactions are being written from the Point-of-Sale module.
Note: The branch code is also held in the POS department file. The POS invoicing system will use the branch code from the Department file if non-blank; otherwise, it will use the value from the Depot file. If the branch code is blank in both files, normal functionality is used in finding the first non-balance sheet cost centre posted to the buffer for that document and applying it to all postings for the document. The branch descriptions are set up in the Miscellaneous option within the Nominal Ledger.
Tip: Click the Drop down
to select the Branch code for this depot held in the Branch description file within the Nominal Ledger module.
Buddy branches:
Within this group-box, you can identify the Inter-Company Transfer (ICT) suppliers with which the depot deals. The two-character fields contain the branch number, or buddy branch ID, of other stock companies. The sequence in which you type in each branch determines the sequence in which other branches' stock information is displayed in Point-of-Sale. Although you are restricted to entering 20 buddy branches here, if more than 20 exist they are still displayed on the Other Stock form in Point-of-Sale. This tab is only defining the sequence in which the first 20 buddy branches are displayed. If you leave these fields empty, the system displays all buddy branches, in company number order.
Tip: Click the Ellipsis button
Inter-Company/Branch Transfers
