See also: Frequently Asked Questions for Version 1 (5.43 plus), in Manufacturer Systems.
The Advice Note and Order Processing utility controls the loading of stock order and advice note data into the Autoline Purchase Control 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 centralised 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:
Load and convert files from the manufacturer
Link unprocessed advice note files to Purchase Control
Check stock orders. (Only available if the manufacturer supports an automatic ordering or parts central replenisher system.)
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 in the Advice Notes Parameters form.
The next four pages of this help system cover the Parameters form. If your system has already been set up correctly, you can skip to the description of the Advice Note and Order Processing form.
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.
Advice note maintenance: Enables you to control the loading of stock order and advice note data into the Autoline Purchase Control module. This is normally set up as a priority 5 option.
Parameters: Enables you to maintain the advice note parameters for each Point-of-Sale (POS) company. This is normally set up as a priority 8 option.
Exceptions report: Enables you to produce a full list of all items classed as exceptions (shows the entire file) for a specified date and POS companies, not just parts lines exceptions for a particular Goods Received Note (GRN). This is normally set up as a priority 5 option.
