In order for the Advice Note and Order Processing software to operate correctly, you must set up the standard advice note parameters. This is normally carried out by, or on advice from, an Autoline consultant.
Note: The standard advice note parameters must be set up for each Purchase Control (PC) company.
To set up the standard advice note parameters:
Display the Advice Note and Order Processing form and do one of the following:
Click the 
Standard Parameters toolbar button.
Select the Standard Parameters command from the View menu.
The Advice Note Parameters form is displayed.
Complete the form as required.
Click OK.
What do you want to do?
Set up specific parameters (Franchise Specific Parameters Tab)There are up to four tabs to complete on the Advice Note Parameters form, depending on the requirements of your manufacturer or supplier:
General parameters:
Advice note display order: The method by which advice notes are displayed: Enter one of the following:
- G: GRN
- O: Order
- C: Container
Tip: A list of valid display order types is available from the drop-down menu.
Keep processed lines (Days): Defines how long a processed advice note or order remains in the advice files. The default is 14.
Keep unprocessed lines (Days): Defines how long an unprocessed advice note or order remains in the advice files. When this limit is reached, the advice note or order is deemed to be not required, and is set to processed. The default is 7.
Update prices from advice note: The system can update cost retail and discount code information in Stock Management. Select this box to activate this facility. By default, this box not selected.
Special keypath in transaction file: The system uses specific paths to perform its required processes. If the manufacturer requires a different path for any reason, it can be set here. The default is 0 (zero).
Parameter editing priority: Minimum level of access required in order to amend the standard parameters
Advice note parameters:
Default stock franchise code: Set the franchise code used in the Stock Management>Miscellaneous Options>Franchise table for all parts from this manufacturer.
Default supplier account: Set the default parts supplier account for this manufacturer.
Tip: Click the Ellipsis button to search for a valid default stock franchise code or Purchase Ledger supplier account.
Default operator: Point-of-Sale (POS) requires an operator code when writing orders to Purchase Control. If this is done manually, you are required to enter an operator on entry to the Advice Note and Order Processing form. But automated procedures do not have an operator, so set this field to the default operator to be used in all automated procedures. A list of all the available operators is available from the drop-down menu.
Ignore multi franchise codes: Sometimes a system uses more than one franchise code for a manufacturer. The software always tries to determine which to use. Selecting this box instructs the system to use the first code it comes across in the franchise table. If not completed, the system looks at the Price file code on the Franchise file. If more than manufacturer is linked to the franchise, the system uses the Default stock franchise code.
Note: If more than one code exists and the default code is not determined in the Default stock franchise code field, the system cannot run.
Warning: Use the Ignore multi franchise codes parameter with caution.
Delete remote raw files: Select this box to delete raw (source) files from the remote system after they are uploaded.
Note: Not all manufacturers allow this type of access to their systems.
Delete converted raw files: Select this box to delete raw (source) files from the Autoline system after they are converted.
Supplier settings:
Data retrieval method: Select one of the following methods to specify how files are uploaded from the manufacturer:
- A: API copy
- O: ODBC
- F: FTP
- K: Kermit
- N: Not applicable
Note: This setting is not always required because other methods of upload are available to the Autoline system. For example, a Generic File Transfer may be in operation. In this case, set the parameter to N.
Use main parameters for FTP: Select this box if you want to use the login details in the General utilities>Parameters & controls. Otherwise leave this box empty, and complete the Remote machine name or IP, Login and Password on this tab.
Remote machine name or IP: This field is only enabled if the Use main parameters for FTP parameter is not selected. Enter the IP address or machine name of the remote system.
Login: This field is only enabled if the Use main parameters for FTP parameter is not selected. Enter the login to the remote system.
Password: This field is only enabled if the Use main parameters for FTP parameter is not selected. Enter the password to login to the remote system.
File type: Select one of the following options to specify the format of the file to be uploaded:
- B: Binary
- A: ASCII
Full or partial filenames: Select one of the following options:
- F: Full
- P: Partial
Some systems use date stamps on their filenames, so you do not always know the exact filename. If this is the case, select P (Partial) to retrieve all suitable files.
Advice note import source information:
Remote path: The path name on the remote system where the advice notes files are stored for retrieval.
Remote filename: This is the name of the file to be retrieved. It can contain a wildcard character (*) when partial filenames are in use.
Automated options:
Enable automated uploads: For some manufacturers, the upload process is automated. Select this box if this is the case, and the import options are disabled to prevent users from trying to upload the files again. (Support and priority 9 users are still able to manually upload files.)
Enabled automated conversions: For some manufacturers, the conversion process is automated. Select this box if this is the case, and the convert options are disabled to prevent users from trying to convert the files again. (Support and priority 9 users are still able to manually convert files.)
Advice note e-mail contact: If an automated upload or conversion fails, the system needs to advise someone that a problem has occurred. This is done via E-mail. Enter a contact name or group from the company address book for this purpose.
Order e-mail contact: If an automated upload or conversion fails on an order, the system needs to tell someone that a problem has occurred. This is done using E-mail. Enter a contact name or group from the company address book for this purpose.
Orders activation:
Enable order processing: If the manufacturer supplies orders, select this box to enable the order system. This displays the Order Processing and Status tabs on the Advice Note and Order Processing form.
Tip: In order to enable the Order Processing and Status tabs, you must exit and redisplay the Advice Note and Order Processing form.
Automatic order remote locations:
Auto order [1-3]: Autoline can retrieve up to three order files. For each order that is in use, complete the following fields:
In use [1-3]: Is the order in use? Select this box to enable the Directory/Filename fields.
Directory/Filename: In the first field, enter the path name on the remote machine in which the order file is held. In the second field, enter the file name of the order.
Back orders: If back order files are supplied by the manufacturer, complete the following fields:
In use: Are back order files in use? Select this box to enable the Directory/Filename fields.
Directory/Filename: In the first field, enter the path name on the remote machine in which the back order files are held. In the second field, enter the file name of the back order.
Supersessions: If supersession files are supplied by the manufacturer, complete the following fields:
In use: Are supersession files in use? Select this box to enable the Directory/Filename fields.
Directory/Filename: In the first field, enter the path name on the remote machine in which the supersession files are held. In the second field, enter the file name of the supersession file.
This tab is only displayed if you are required to complete parameters that are specific to your manufacturer or supplier. From this tab, you can access and maintain the franchise specific advice note parameters.
Parameters: Click this button to display the franchise specific parameters.