Note: This help system contains standard information, some of which might not apply to your franchise. Click the Help button on the relevant forms or menus to see any existing help file specific to your Autoline configuration for that form or menu. Alternatively, a help file may exist in the help system specific to your manufacturer.
The Purchase Invoice Verification program (PIV) displays options that you need for the upload and update of records in PURCHASE CONTROL. You can upload invoices from the manufacturer; register the invoices in the PURCHASE LEDGER; verify all the parts and clear the invoices. The program registers the parts invoice value on the manufacturer account in Purchase Ledger and automatically verifies the invoice against the purchase lines in Purchase Control (the Purchase control order).
Multiple VAT codes can exist on each invoice. There is space for up to 20 different VAT codes on each invoice. You can display the VAT breakdown, but it cannot be edited.
If the manufacturer provides a raw data file containing a VAT rate, it should contain invoices. The source data file of a franchise should have the VAT rate on each parts record. You can then get the appropriate VAT code. (The raw data file should contain a VAT rate on each line, so that each part has its own code.)
This form is displayed when you click Parts invoice verification from the Operations Menu, > Purchase invoice verification, then your Stock Management Company number if prompted. It displays options that you need for the upload and update of records in PURCHASE CONTROL. You can upload invoices from the manufacturer; register the invoices in the PURCHASE LEDGER; verify all the parts and clear the invoices. You may be able to use a raw file from the manufacturer, imported in Advice Notes. In the event that the advice note has not been processed, this form also lets you upload and convert the raw data file, importing it direct into Autoline. If the file contains the manufacturer VAT rate, the rate may be mapped to an Autoline VAT code via the View VAT Rate Mapping option if a pplicable.
The form contains the following three tabs:
TABS:
Enables you to view, register, verify, print, re-set and delete purchase invoices.
Tip: You do not have to be in this tab to upload and convert, but if you are, you will see all the new invoices in the Invoice no. grid after conversion.
Displays a list of all invoices and Goods Received Notes (GRNs) currently in the system. Locates a particular invoice and its raw file; indicates the status of the file and whether archived. A selected invoice can be printed.
Displays a list of all invoices and GRNs that are no longer in the Parts Purchase Invoice Verification system but still available in the archive of raw files. Locates a particular invoice and its raw file. You can also print a selected invoice.
COMMON PUSH BUTTONS:
Note: If a Timed Operation is set up, or if you are unauthorized to upload and convert, the following Upload and Convert buttons are unavailable. If the manufacturer or parts supplier puts invoices directly onto Autoline, the Upload button is unavailable. In these circumstances, Verification Parameters are already set.
Upload: Uploads the raw, purchase invoice file from the manufacturer to the Autoline system. The system connects to the manufacturer system and retrieves the latest file available. If no file is available, a failure message is displayed. If there is more than one invoice file, they are all uploaded. If upload fails, electronic mail (an email) is sent to the person specified in Verification Parameters. Can import a raw file direct to the Autoline system if one has been supplied by the manufacturer and the Advice Note has not been processed. (In that case, the raw file would not have been imported by Advice Notes and therefore would not exist on the system.)
Convert: Converts the raw, uploaded, purchase invoice file into the correct Autoline file format and adds the parts lines to the Parts Purchase Invoice Verification databases. Conversion errors are reported to you. If conversion fails, an email is sent to the person specified in Verification Parameters. If the source data file is already present on the system because it was uploaded in Advice Notes and the Advice Note has been processed, the conversion process can be carried out immediately.
Tip: You can cancel, and then convert on another occasion using the Convert button.
Print: Clicking on an invoice in the grid then clicking Print, prints selected invoices showing all the parts and their quantities and amounts. Prints the whole invoice that contains a selected GRN. If the invoice is archived, the archived, raw, invoice file is printed.
Help: Displays help about the program, via the default browser.
Exit: Returns you to the PURCHASE INVOICE VERIFICATION MENU.
This displays the options you use to carry out the upload and update of records in PURCHASE CONTROL. This tab is also the default.
INVOICE NUMBER GRID:
Invoice no.: The invoice number. Clicking on a record in this grid displays a breakdown of the value of that invoice and the total values of all the GRNs under Invoice totals. All the GRNs and values for the invoice are displayed as follows:
MAIN GRID:
GRN no.: The number(s) of the Goods-Received Note(s)Goods value: The value of the goods received
Discount: The total discount value on this particular invoice. If discount is shown, it will have been taken off the total value of the invoice.
Other charge: If these are shown, they are miscellaneous charges, such as Vehicle-off-Road (VOR) excesses, carriage, and so on.
VAT value: The VAT value charged on the invoice, whether it be Goods VAT or Surcharge VAT. If the invoice has both goods and surcharge values, the VAT value displayed reflects the VAT content for the combined amount.
S/chge value: The value of exchange surcharge on the invoice
Total value: Total GRN value
Lines: Number of parts lines on the GRN
I/C: Indicator to show whether the GRN is for an invoice or for a credit note
'View invoice type' option buttons:
Depends on what you want to see. The following types/statuses of invoice are displayed in the Invoice no. grid when you select the appropriate option button under View invoice type:
All: Displays all invoices in the system - that is, all converted, registered, verified and faulty invoices in the PIV tables, not raw source files from the manufacturer.
Unprocessed: Displays only unprocessed invoices. These have been uploaded and converted, but not yet registered.
Registered: Displays only invoices that have been registered but not yet verified.
Verified: Displays only invoices that have been successfully verified after registration.
Errors: Displays only invoices that have failed verification after registration.
Clicking, or double-clicking, on a line in the Invoice no. grid selects an invoice.
A list of all GRNs attached to that invoice is displayed in the main grid, and the totals displayed under Invoice totals. Various buttons become available depending on your actions.
Different colours make it easier to identify the different invoice statuses, as follows:
Converted: Black
Registered: Blue
Verified: Green
Error: Red
The following are displayed beneath the main grid:
Invoice totals:
This group-box displays the total value of an invoice selected from the Invoice no. grid. This is the actual value that will be registered and verified. The following invoice details are displayed:
Goods value: The total value of all the parts in the invoice
Discount value: The total discount on this particular invoice, if discount is shown
Other charges: The total of all extra charges made on this invoice, if other charges are shown
Surcharge value: The total value of exchange surcharge elements shown on the invoice
VAT : The total VAT charged on the invoice. If the invoice has both goods and surcharge values, the total VAT value displayed reflects the total VAT content for the combined amount.
Total value: Total invoice value
INVOICES TAB PUSH BUTTONS:
Refresh grid: Recompiles the list of invoices. Allows you to refresh the list of invoices under the Invoice no. grid, to ensure that all statuses are correct.
Register: Allows you to run through all unprocessed invoices on file for that company and register them in the PURCHASE LEDGER.
Note: You can also pick which invoices to register by setting the Register all docs? parameter to N. If this parameter is set, a list of all unprocessed invoices is displayed for selection. If required, circulation lists will be generated. You are also prompted to print day-books.
Warning: If you do not print day-books, you must not attempt to verify any invoice until after the PURCHASE LEDGER day-books have been printed in End-of-Day Timed Operations, as the invoices will not be in the PURCHASE LEDGER till then.
The registered item only appears in the Invoice no. grid if the option button under View invoice type is set to Registered.
Verify: Checks and verifies the invoice against all the parts connected to the GRNs in PURCHASE CONTROL that are linked to that invoice. Any value errors are reported, as with manual verification. If a VAT error occurs, you can correct it or cancel/abandon and try to find out why it occurred. If a verification fails posting, the PURCHASE CONTROL internal invoice number is recorded on the invoice file for checking later. A list of all part lines that failed verification is displayed.
VAT: Displays the Invoice VAT Breakdown form. This lets you see a VAT breakdown for any invoice. You cannot edit this display.
Reset invoice: Allows you to re-set the invoice after it has failed verification. This allows the verification to be performed again once the errors have been corrected. A list of invoices with errors is displayed on the Verification Errors Form. Make any necessary changes in PURCHASE CONTROL and re-set the invoice. This clears out the wrong invoice values and re-sets the invoice to Registered status. You can re-set an invoice at any stage, but you always have to re-set an invoice before you re-verify.
Delete invoice: Deletes the invoice permanently
Displays a list of all invoices and GRNs currently in the system. Locates a particular invoice and its raw file. Indicates the status of the file and whether archived. A selected invoice can be printed.
GRID:
Invoice number: The invoice number
GRN number: The Goods-Received Note(s) number(s)
Date: The date when the invoice was uploaded to the Parts Purchase Invoice Verification system
Note: This is not the invoice date.
Status: The current status of the invoice
Archived: Whether the invoice is archived or not. If the invoice has not been archived, it is still on the Parts Purchase Invoice Verification system and this field says N.
Filename: The name of the raw file that contains the invoice
Invoice Detail 'Sort by' option buttons:
You can sort the list by:
Invoice number
Goods-Received Note (GRN) number
Date
Note: This is the date when the invoice was uploaded to the Parts Purchase Invoice Verification system, not the invoice date.
Latest first: Lets you display the invoice list in date order.
Tip: Selecting this check-box lets you view the invoice list with the most recent first. Leaving it blank displays the earliest first.
This displays a list of all invoices and GRNs that are no longer in the Parts Purchase Invoice Verification system but still available in the archive of raw files. It locates a particular invoice and its raw file. You can also print a selected invoice.
GRID:
Invoice number: The invoice number
GRN number: The Goods-Received Note(s) number(s)
Date: The date when the raw, purchase invoice was uploaded to the Parts Purchase Invoice Verification system
Note: This is not the invoice date.
Status: The current status of the invoice
Archived: Whether or not the invoice is archived. If the invoice is in the archive, this field says Y.
Filename: The name of the raw file that contains the invoice
Invoice Archive 'Sort by' option buttons:
The list can be sorted by:
Invoice number
GRN number
Date
Note: This is the date when the raw, purchase invoice was uploaded to the Parts Purchase Invoice Verification system, not the invoice date.
Latest first: Displays the invoice list in date order
Tip: Tick this check-box if you want to view the invoice list in date order with the most recent first; otherwise, leave un-ticked to view the earliest first.
PURCHASE INVOICE VERIFICATION MENU