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.
This option helps replace the many complex tasks involved in invoice registration, with one program. It allows you to run through all unprocessed invoices on file for a particular Stock Management company and to register them all at once in the PURCHASE LEDGER. You can also pick individual invoices to register. Whether you register invoices together or singly, you must first set the Verification Parameters.
To register unprocessed invoices in the PURCHASE LEDGER:
From the OPERATIONS Menu, select the Parts invoice verification option.
The PARTS INVOICE VERIFICATION MENU is displayed.
Select the Parts invoice verification option.
You may be prompted for the SM Company number you want to access. If you only have access to one company, the appropriate PURCHASE- and NOMINAL LEDGERS for that company are automatically opened.
Select the Stock Management Company number if prompted.
The Parts Invoice Verification Form is displayed.
From the Invoices Tab, select the Unprocessed option button under View invoice type.
A list of all unprocessed invoices is displayed in the Invoice no. grid. These are invoices that have been uploaded and converted. The Register button is enabled.
Note: You cannot register invoices from different PURCHASE LEDGER accounts at the same time.
Click Register.
If there are no invoices to register, the following message is displayed:
No docs to register
Otherwise, you get one of two results:
RESULT ONE:
If the Register all docs? parameter is at Y, the following message is displayed:
Are you sure you want to register ALL unregistered invoices?
Clicking Cancel to this message returns you to the Parts Invoice Verification Form.
Clicking Continue moves all unregistered invoices on file for that company into the invoice buffer holding area in the NOMINAL LEDGER.
Note: If you have invoices for more than one account, clicking Continue prompts you first to select which account, or franchise, is to be processed. In that case, select the account, or franchise, and click OK.
Click on this link to proceed with registering.
RESULT TWO:
If the Register all docs? parameter is at N, the Select Invoice(s) to Register form is displayed, showing invoices that have been uploaded and converted but not yet registered. The middle column of the grid shows you which Purchase Ledger accounts are in use.
Tip: Left-clicking on the header of this form selects or de-selects all the displayed invoices in one, unless they are from mixed accounts.
Cancelling displays the message, Registration process cancelled., and returns you to the Parts Invoice Verification Form. If you do not cancel, you have two options:
Register all invoices (Click here to proceed with registering all invoices.)
Register particular invoice(s) (Click here to proceed with registering particular invoices.)
If invoices are all from the same account, click on the header of the grid of the Select Invoice(s) to Register form. This selects all displayed invoices. Then click here to proceed.
If you try to register all invoices from different accounts simultaneously, the following message is displayed:
You are not permitted to select all invoices as more than one Purchase Ledger account is in use. Please select invoices individually [see b.] or right-click a line with the account you wish to register first to select all invoices for that account.
Click OK to this message, and proceed as the message advises. If you right-click an invoice, the following option is displayed:
Register all invoices with this account
In that case, click on the option to select all invoices relating to the account of the selected invoice. Invoices for any other account are automatically de-selected. Click here to proceed.
To register particular invoices:
Do one of the following:
For individual invoices to be registered from the same account, left-click on a row in the grid of the Select Invoice(s) to Register form to select the required invoice(s).
To select considerably more than one invoice but not all displayed invoices where all invoices to be registered are from the same account, left-click on the grid's header to select all, then de-select the individual invoices you don't want to register.
Then click on the link to proceed.
If you select an invoice from a different account from those already selected, the tick is removed, and the following message displayed:
This invoice is for a different account to those already selected. You are not permitted to mix invoices with different Purchase Ledger accounts when registering a batch. If you wish to register invoices for this account, you must either untick all invoices from the other account first or register the invoices from the other account first and then do this account as a separate batch.
Click OK to this message and proceed as the message advises.
When the account invoices are selected, the Register button is enabled.
Cancelling cancels the registration process and returns you to the Parts Invoice Verification Form. Otherwise, click Register.
Either all the displayed invoices, or the selected invoice(s), are moved into the invoice buffer holding area in the NOMINAL LEDGER, according to whether you chose option a or b respectively.
Note: When all the invoice values are moved to the NOMINAL LEDGER, some figures are also added to the PURCHASE LEDGER's Buffered documents field.
Signatories/IDs are needed for the printing of circulation lists, if circulation lists are required. The printing of circulation lists commences automatically at this point if these have been set up in Verification Parameters. Circulation lists are details of the invoices and require signatures. Generally, an invoice is not paid to the manufacturer until all signatures have been added to the list.
If Signatory Used? in the Verification Parameters is at N, Not required, the following message is displayed:
Do you wish to print daybooks now? If this message is displayed, click on this link to proceed.
If no signatories/IDs were found by the system in the Verification Parameters when the Signatory Used? parameter is at Y, the following message is displayed:
No signatories found. Please check verification parameters.
Click OK to this message and add the signatories/IDs needed for the printing of circulation lists. Then exit Verification Parameters and return to the Parts Invoice Verification Form and re-register.
Note: With the Signatory Used? parameter set at Y, you cannot execute any registration in the Parts Invoice Verification Form unless you have set up IDs.
If signatories are found when the Signatory Used? parameter is at Y, text alignment and printing proceeds. If there are no problems, the following are displayed on the bottom line of the form:
Printing alignment text for circulation-lists and Printing circulation lists. The following message is then displayed:
Do you wish to print daybooks now? If this message is displayed, click on this link to proceed.
If there are any problems, an error message is displayed. The buttons Re-print and Abort are enabled.
Note: The prompt to re-print can appear at any point.
If you click Abort, a further error message is displayed:
Circulation List Error: There was a failure whilst attempting to print the circulation lists. They must be printed before the day-books can be printed and the documents made available for verification. This batch will be aborted. Please correct the problem before attempting to register any further documents.
Click Continue.
A further message may be displayed:
Unable to print daybooks until circulation list has been created.
In that case, click OK till the message closes. The number of times you have to do this depends on the number of signatories in the Verification Parameters. You are returned to the Parts Invoice Verification Form.
Correct the problem. Ensure that the signatories in Verification Parameters and/or the User details record set up within the System Utilities module are valid. Then return to the Parts Invoice Verification Form.
The following message is displayed:
Re-print circulation list?
The buttons Continue and Re-print are enabled.
Clicking Re-print re-prints the circulation lists.
Note: You can do this as many times as you need.
If you click Continue, the following message is displayed:
Do you wish to print daybooks now? No/Yes
The printing of the day-books controls whether the entries that have been added to the accounts invoice buffer are written to the PURCHASE LEDGER either:
now, via an immediate day-book print, or
later, via the overnight option, which prints the day-books for the whole system. If they are turned on in parameters, all the circulation lists are printed automatically before the printing of the day-books.
Warning: If you do not print day-books, you must not try to verify any invoice until after the day-books have been printed in End-of-Day (EOD) Timed Operations, as the invoices will not be in the PURCHASE LEDGER till then.
If you click No, the system does not complete the registration process, and reserves the printing of the PURCHASE LEDGER day-books till the EOD program is run, when they will be printed automatically. The following message is displayed:
Daybooks not printed. Do not verify these invoices until after an End-of-Day has been run. Clicking OK to this message returns you to the Parts Invoice Verification Form.
Clicking Yes prints day-books and writes the invoices into the PURCHASE LEDGER.
If you click Yes, two options are also displayed:
Cancelling returns you to the Parts Invoice Verification Form.
Reprint - daybook: Select this to re-print day-books if there has been any problem. You can do this as many times as you need.
Below the grid, the status of the invoice(s) is displayed as Registered, along with the PURCHASE LEDGER internal document number(s) for reference.
Note: Registered invoices are automatically displayed in the Invoice no. grid after registering, because the system selects the Registered option button under View invoice type.
Having registered the invoices, you are ready to verify them.
This form is displayed when you select the Invoices Tab of the Parts Invoice Verification Form then click Register, providing that invoices exist to register and the Register all docs? parameter is at N.
Invoice number: The invoice number
PL account: The Purchase Ledger accounts currently in use
Register?: Selecting this check-box determines which invoice(s) you want to register: left-clicking on a row selects an invoice.
Tip: Left-clicking on the header of this form selects or de-selects all the displayed invoices in one, unless accounts are mixed. To select more than one invoice but not all displayed invoices from the same account, left-click on the grid's header to select all, then de-select the individual invoices you don't want to register.
RIGHT-CLICK OPTION:
Right-clicking a line with the account for which you wish to register invoices displays an option. Clicking on the option selects all invoices for registration relating to that account.
PUSH BUTTONS:
Register: Registers the invoice(s) in the PURCHASE LEDGER
Cancel: Cancels the operation
Help: Displays help on the current program using the default browser
Parts Invoice Verification Form
