When a new shipment of parts arrives, you must advise Purchase Control that it is available before you can receive the goods into stock. This is done by linking or attaching the Goods Received Note (GRN) to the order. To identify the corresponding advice note, you need the GRN number which should be printed on the shipment packaging or any enclosed paperwork.
It is possible to:
When an advice note is attached to Purchase Control, the status of each order line is changed to A for Advised. This does not receive goods into stock, but lets the stock system know it is coming.
In previous versions of the Advice Note and Order Processing software, selecting Link gave you the choice to check for exceptions or just go ahead and link regardless. This choice was made via menu commands called Link-no-update and Link-and-update. This choice has now been removed. All orders are now checked for exceptions as a safeguard. If exceptions are found, a list is displayed showing all the parts that failed the checks and, against each, is the list of all exceptions on which the part failed.
Standard exceptions are shown in black or red. Black exceptions are transferred to Purchase Control, red exceptions are not. For a full description of standard exceptions, refer to the topic on the Exceptions List. Some manufacturers may also have their own specific codes. Manufacturer-specific exceptions are shown in green.
You can choose to continue and update Purchase Control, or cancel and return to the main Advice Note and Order Processing form. You can link the advice note at a later date, after you have dealt with the required exceptions.
To link a single advice note to Purchase Control:
Select the Advice note number (GRN) on the Advice notes tab of the Advice Note and Order Processing form.
The parts on the selected advice note are displayed in the Advice note list grid.
Note: If your advice note has been split over several pallets, some of which remain to be delivered, you may be able to book the parts in by container number. The ability of this option is determined by the Advice note display order setting on the General tab of the standard advice note parameters.
Tip: To print the advice note to the currently selected printer, right-click the Advice note number, and select the Print advice note command from the shortcut menu.
To link the advice note to Purchase Control, do one of the following:
Right-click the Advice note number and select the Link selected advice to Purchase Control command from the shortcut menu.
Click the 
Attach the selected advice note to Purchase Control toolbar button.
Select the Attach the selected advice note to Purchase Control from the I want to... menu.
If the order reference on the advice note is found on more than one order in Purchase Control, a Which order number? prompt is displayed asking you to select an order number.
If applicable, select the required Order number and click OK.
You will get one of the following two results:
If no exceptions are found, the advice note is processed. The status of each order line is changed to A for Advised and the GRN number is entered.
If exceptions are found, the Exceptions List form is displayed. A list of the parts lines on the advice note that have exceptions are displayed in a grid.
If an exceptions list is displayed, do one of the following:
To update Purchase Control with any non-critical exceptions (highlighted in black), such as price or quantity differences, click the Update button.
The update procedure writes the prices, discount codes and quantity advised by the manufacturer onto the purchase order file. The status of each order line is changed to A for Advised and the GRN number is entered.
Note: If the relevant Advice note parameter is set (Adv price update), the update also copies the new advised retail price and discount code onto both the stock file for the selected company and the manufacturer's price file. This parameter is accessed via the View parameters command on the Utilities menu which is only visible to priority 9 users.
If you want to correct any exceptions before you update Purchase Control, click the Cancel button to return to the Advice Note And Order Processing form. Review and, where necessary, correct any critical exceptions (highlighted in red), then repeat this process to link the advice note to Purchase Control.
When you have corrected any exceptions and linked the advice data to Purchase Control, you can receive the order in the normal way using the Receive/delete order option in Purchase Control.
Note: The mass receive routine takes care of oversupply of parts, the back order split of purchase order lines with an undersupply, and the surcharge split of purchase order lines.
A new function has been added to the Advice Note and Order Processing software that gives you the ability to link multiple advice notes to Purchase Control in one go.
To link multiple advice notes to Purchase Control:
Do one of the following:
Click the 
Attach multiple advice notes to Purchase Control toolbar button.
Select the Attach multiple advice notes to Purchase Control command from the I want to... menu.
The Select Advice Notes For Linking form is displayed listing all available advice notes.
Tick the GRN/Orders to indicate which advice notes you want to link.
Tip: Click the header row of the Tick column to tick or untick all advice notes in the list.
When you have selected all the advice notes that you want to link, click the Link button.
The system runs through the list of selected GRNs and processes each one in turn, showing the exceptions for each one as you go.
If the order reference on the advice note is found on more than one order in Purchase Control, a Which order number? prompt is displayed asking you to select an order number. Select the required Order number and click OK.
If you come to an advice note that you do not want to attach because of the exceptions, click the Cancel button. The advice note is skipped, and the system moves on to the next one until the list is completed.
When you have corrected any exceptions and linked the advice data to Purchase Control, you can receive the orders in the normal way using the Receive/delete order option in Purchase Control.
Note: The mass receive routine takes care of oversupply of parts, the back order split of purchase order lines with an undersupply, and the surcharge split of purchase order lines.