(Contents)

Introduction

See also: Frequently Asked Questions for Version 2 (1.131.2.17 plus) within Manufacturer Systems.

The Advice Note and Order Processing utility controls the upload of stock order and advice note data into the Autoline Purchase Control (PC) module.

Note: Manufacturers may supply both stock order and advice note files, or advice note files only, and, as such, some of the functionality described in this help system may be disabled in your installation.

An advice note is an order confirmation file sent by the manufacturer, containing delivery and invoice data. Advice notes are also called GRNs (Good Received Notes), and are identified by their GRN number. See the Advice Notes topic for more details.

Stock Orders are files created by a manufacturer's centralized part replenisher system, which anticipates the parts that a dealership is likely to require from its sales data. Not all manufacturers provide this service. See the Stock Orders topic for more details.

Special files, such as supersessions and backorders, can also be viewed with this software.

The overall process for operating this utility is described below. Typically, this task is done daily:

  1. Upload and convert files from the manufacturer

  2. Link unprocessed advice note files to Purchase Control

  3. Check exceptions

  4. Receive orders in Purchase Control

  5. Check stock orders. (Only available if the manufacturer supports an automatic ordering or parts central replenisher system.)

  6. Accept or reject manual stock orders. (Only available if the manufacturer supports an automatic ordering or parts central replenisher system.)

Warning: To prevent the storage buffer from filling up, advice notes are automatically purged. The number of days for which processed and unprocessed advice notes are kept is set by two fields on the General tab of the Advice Note Parameters form.

Before you begin, you must ensure that the standard Advice Note parameters and any franchise-specific parameters are set up correctly. If your system is already set up correctly, you can skip to the description of the Advice Note and Order Processing form.


ADVICE NOTES MENU

The ADVICE NOTES MENU is displayed when you select the Advice note menu option from the OPERATIONS MENU. From this menu, you can carry out all the tasks related to advice note and order processing, and set up your system.