The advice note parameters must be set up for each Point-of-Sale company according to the way the dealership operates the system. The advice note parameters are only accessible by Priority 9 users and are normally set up by an Autoline consultant. This form mirrors the Advice Note Parameters Form.
Standard functionality exists that allows you to create, amend, display, or delete, records.
To access the Advice Note Parameters:
From the VOLVO UK OPERATIONS Menu, select the DSP option.
The VOLVO UK DSP Menu is displayed.
Select the Advice note menu option.
The ADVICE NOTES MENU is displayed.
Select the Parameters table edit option.
The Advice note parameter file form is displayed.
This form enables you to set up and maintain the advice note parameters for each Point-of-Sale company. It is displayed when you select either:
Parameters table edit from the ADVICE NOTES MENU, or
Edit > Table edit from the menu bar on the Advice Note Parameters Form.
Note: The Generic File Transfer (GFT) program inserts location data. Fields with no corresponding field on the Advice Note Parameters Form are defunct.
POS company number: The Point-of-Sale company number
Transfer directory: The location where all source files are placed when the Upload option is selected. This is normally the standard transfer directory, e.g. /user1/xfer.
Adv. maint. priority: The user Priority required to access any maintenance options
Adv. days till purge: The number of days that processed advice data is held on the Autoline system before it can be deleted. It is suggested that you enter 14 (days) in this field. If 0 (zero) is entered, the advice data is not purged.
Note: Only processed records that have been used to update PURCHASE CONTROL are removed.
Adv. price update Y/N: Do you want to update your stock file and price file with the retail price and discount code advised by the manufacturer on the advice file? Yes or No. If you enter Y, the software, upon receipt of an advised retail price variance, updates the advised retail price and discount code on the stock record and Master Price File as well as the purchase order line. The variance is displayed on the exception report generated by the system.
FTP or kermit flag: F, K or N. This flag relates to the manufacturer-specific upload options that retrieve the source advice file from the manufacturer's host machine:
F: FTP
K: Kermit file transfer
N: Disables the 'upload' programs
Note: You only need to complete the next two fields if the parameter Use params for ftp is set to N:
FTP remote user ID: The user log-in to the remote host
FTP remote password: The user's password to log in to the remote host
Automatic orders Y/N: Set this field to Yes if the manufacturer provides automatic order files, and special files for supersession and back-order information.
Advice note filename: If you are using FTP, enter the name of the file on the remote machine. You can enter a full file name (e.g.: ADVICE) or partial filename (e.g.: ADV). The name that you enter here dictates how you complete the Full or partial filename parameter.
Note: The advice file does not have an in-use parameter because it is assumed that it must be in use for the software to operate.
Advice note location: If FTP is used, the directory path of the remote machine in which the file is held, must be entered.
Advice note edit Y/N [after import]: Defunct
Auto-order filenames (1-5): For automatic, generated, advice/order data, file names are:
- N40 Automatic Stock Order.
- N70 Advice Note File. (This is an order confirmation that contains the delivery and invoice data for N40 and Volvo Vision orders.)
Auto-order locations (1-5): The remote directory path for automatic, generated, advice/order data
Auto-order edit Y/N (1-5): Can the user edit the file when it has been imported? Yes or No.
Auto-order in use (1-5): Is this file in use? Yes or No. If you flag auto-order files as being in use, you must also specify the auto-order file name for each file.
Ptran special key: Set this field to the key path of the dealer order reference field in the purchase header file. This field is only used for manufacturers who provide the data on advice files without the Autoline-generated purchase order number.
Supersession filenam: For supersession data, file name is N80.
Super file location: The remote directory path for supersession data
Super file in use: Is this file in use? Yes or No. If you flag the supersession file as being in use, you must also specify the supersession file name.
Note: If supersession files are not in use but you have enabled the Automatic orders option, you must set the flag to N.
Backorder filename: For back-order data, the file name is N82.
Backorder location: The remote directory path for back-order data
Backorder in use: Is this file in use? Yes or No. If you flag the back-order file as being in use, you must also specify the back-order file name for each file.
Note: If back-order files are not in use but you have enabled the Automatic orders option, you must set the flag to N.
Use params for ftp: Yes or No. If you have stock orders in operation, the host name, log-in and password will already have been set in the VO.MS.param file. By setting this parameter to Y, the advice software uses the details in the VO.MS.param file, to save re-keying the data here in the advice parameter file.
Magic ctrls: Set to 0 (zero) initially.
S M franchise letters: You do not normally have to complete this field. The Advice software will get the stock franchise letters from the franchise table in the selected company. However, if more than one franchise record exists for the manufacturer, you must enter each franchise letter in this field.
Note: You only need to complete the next two fields if the parameter, Use params for ftp, is set to N.
FTP remote M/C name: The name of the remote host - for example: the gateway or manufacturer's mainframe
FTP remote dir: If FTP is used, the directory path of the remote machine in which the file is held, must be entered.
Dummy values, Ignore (BY063200): Not used
Menu search options: All, Grn, Order or Container. This field determines how you search for an order within the Advice Note and Order Processing software - by GRN number, Order number or Container number, or across All types. Setting this field to C allows you to link advised lines to PURCHASE CONTROL by container/package number rather than the whole GRN. This enables you to upload part shipments for a given GRN number into PURCHASE CONTROL and thus onto stock without waiting for all parts to arrive. For Volvo, this field is set to C.
Scheduled uploads: Are any of the files flagged as being in use automatically uploaded to the Autoline system? Yes or No. If set to Y, the files are automatically uploaded into Autoline first thing every morning.
Email address: If scheduled file upload and conversion are in operation, e-mails are automatically generated by Autoline when the import of an advice note fails. Enter the e-mail address of the user(s) to whom the messages should be sent.
Auto-orders email: If the scheduled generation of automatic orders is in operation, e-mails are automatically created when the import of an order file fails. Enter the e-mail address of the user to whom the messages should be sent.
Days to keep unproc.: If advice note data is not used to update PURCHASE CONTROL (via the Update option), it is never deleted from the Autoline system. Within this parameter, you can specify the number of days that unprocessed records remain on the system, after which, they are flagged as processed and automatically deleted.
Allow no update opt.: Do you want to give users access to the No update option, so that they can produce an exception report without updating records in PURCHASE CONTROL at the same time? Yes or No.
Scheduled conv. in use: After files have been uploaded to the Autoline system, are they automatically converted to the correct file format? Yes or No.
Ignore multi-fran: Default is N. If there is more than one stock management franchise for Volvo, Y uses the first franchise. If N, a specific franchise is requested. S M franchise letters will be used as the default.
Delete remote files: Should files be deleted from the remote host after they have been uploaded to the Autoline system? Yes or No.
Delete local files: Should files be deleted from the Autoline system after they have been converted? Yes or No.
Full or partial name: This parameter defines how the system searches for the advice file in the remote directory. (This is dependent on the name you enter in the Advice note filename parameter):
F: Full filename (e.g. ADVICE)
P: Partial filename (e.g. ADV)
Ascii or binary: The format of the files on the remote host, Ascii or Binary
'Delete' btn. priority: Depending on the Priority entered (1-9), the 'Delete GRN' button is enabled, allowing the user to delete GRNs without processing them. The button is not displayed for low Priority users.
Supplier account: Default supplier account copied from Stock Management. (Purchases will be charged against this account.) You only need to complete this field if orders are automatically created for you in PURCHASE CONTROL from the advice upload and more than one franchise record exists for the manufacturer. Enter the Purchase Ledger account number of the main supplier.
Default POS user ID: The Point-of-Sale operator from PURCHASE CONTROL, for automatic processes.
Advice Note and Order Processing Form
Viewing or Printing a Stock Order
