The Advice Note And Order Processing form displays the advice note and stock order files received from GM and enables you to control the upload of data into the Autoline Purchase Control module.
To display the Advice Note And Order Processing form:
On the Autoline Master menu, select the Manufacturer systems Module and the GM. Vauxhall Company.
The GENERAL MOTORS OPERATIONS menu is displayed.
Select the Advice note menu option.
The Advice note and order processing menu is displayed.
Select the Advice note maintenance option.
If there is more than one Purchase Control company, you are prompted to select the company.
Select the PC Company.
The Operator form is displayed.
Enter your Login and Password, and click OK.
Note: It is possible to specify a Default operator on the General tab of the standard Advice Note parameters. This parameter must be completed in the event that the advice note is uploaded and converted by a Timed Operation.
The Advice Note And Order Processing form is displayed.
This form displays the advice note and stock order files received from GM and enables you to control the upload of data into the Autoline Purchase Control module. Autoline is updated either automatically overnight or manually following the process outlined in the Uploading and Converting Files topic.
TABS:
Note: The Order processing tab is displayed only when automatic ordering is enabled.
| Menu | Icon | Description |
|---|---|---|
| File > Exit |  |
Returns you to the GENERAL MOTORS OPERATIONS menu. |
| I want to > Import a manufacturer's electronic advice file |  |
Uploads files from the manufacturer |
| I want to > Convert an imported advice file |  |
Converts the manufacturer's advice note and order files |
| I want to > Search the advice file |  |
Enables you to search advice files for a part number, part description, bin location, advice note number, order number or order reference |
| I want to > Manually purge advice note file | Enables you to manually purge (delete) old advice note data and/or source (raw) data files from the Autoline system | |
| I want to > Print this advice note | Prints the selected advice note | |
| I want to > Link the selected advice note to Purchase Control |  |
Enables you to link a single advice note to Purchase Control |
| I want to > Link multiple advice notes to Purchase Control |  |
Enables you to link multiple advice notes to Purchase Control |
| I want to > Delete the selected advice note |  |
Enables you to delete an advice note |
| I want to > Print this order | Prints the selected order | |
| I want to > Accept the selected order |  |
This command is enabled if the selected order is an unprocessed manual or suggested stock order. It enables you to accept the order. |
| I want to > Reject the selected order |  |
Enables you to reject the stock order |
| View > View unprocessed advice notes only | Displays unprocessed advice notes only on the Advice notes tab. This command is enabled only when the Advice notes tab is displayed, and is selected by default. | |
| View > Standard Parameters |  |
Enables you to access and maintain the standard advice note parameters for the selected Purchase Control company |
| View > File usage statistics |  |
Displays advice note file usage statistics and enables you to flag files ready to be purged |
| Utilities > View advice note file | Enables you to view the advice note data file. This menu is only visible to priority 9 users. | |
| Utilities > View advice note control file | Enables you to view the advice note control file. This menu is only visible to priority 9 users. | |
| Utilities > View parameters | Enables you to access and maintain the standard advice note parameters in a table. This menu is only visible to priority 9 users. | |
| Utilities > View status codes | Enables you to access and maintain the GM advice status codes. This menu is only visible to priority 9 users. | |
| Help > Context Help |  |
Displays help page about the displayed tab in a web browser: Advice notes, Order processing, or Status |
| Help > Help Overview | Displays this help page in a web browser | |
| Help > Key to exception codes | Displays a possible list of exception codes that can appear on any advice note | |
| Help > About | Displays version and copyright information | |
Advice note list:
By default, this grid lists any unprocessed advice notes waiting to be linked to Purchase Control.
Tip: To display processed and unprocessed advice notes, clear the View unprocessed advice notes only command on the View menu.
Advice note number: Advice note or Goods Received Note (GRN) number
Advice note list shortcut menu:
Link selected advice to Purchase Control: Automatically generates a printable list of any exceptions that might exist, and it enables you to update Purchase Control
View exceptions for this advice note: Displays a list of any exceptions advised when the Link selected advice to Purchase Control command was last selected
Print this advice note: Prints the selected advice note
Warning: You cannot recover an advice note after it is deleted.
Delete this advice note: Deletes the selected advice note
Parts on selected advice note:
This grid lists the constituent parts on the selected row of the Advice note list.
Tip: To view the stock record for a part, right-click its grid row and select the View stock record for this part command from the shortcut menu.
Order no.: Manufacturer order reference recorded in the Dealer comms field of the purchase order header when the order is created
Part number: Part number in GM format
Description: Form or function of the part
Qty: Quantity supplied
Bin: Bin location
Retail: Actual retail cost
Cost: Actual cost charged
Note: In some cases, a cost of 0.00 (zero) is displayed here. In these cases, the cost price is calculated automatically in Purchase Control using the retail price and discount code (in the POS discount map).
Surcharge: Surcharge value on the part
Discount: Discount code held against the part number on the stock record or master price file
Replacement part: Replacement part number
Type: F or T. Relates to the replacement part, indicating whether the part is superseding From or To
Order qty: Quantity advised on the original stock order
Order cost: Cost advised on the original stock order
Order retail: Retail advised on the original stock order
Exception codes: Used for reporting purposes. Standard exception codes are highlighted in red on the exceptions list, and are as follows:
CD: Cost price variance
QD: Quantity variance
NO: Part not on purchase order or part already advised
QS: Quantity split over 2 purchase order lines
PH: No purchase header raised for this order
RD: Retail price variance
SB: Special buy price variance
SX: Special buy part
XP: Surcharge price variance
ZC: Zero cost price
ZQ: Zero quantity found. No further action is possible.
GM status code: Status code used by GM
Status of selected advice note:
This group shows the status of the selected row of the Advice note list. For example:
Advice note unprocessed. Awaiting link to Purchase Control.
Advice note unprocessed. Awaiting link to Purchase Control. Exceptions were found at the last attempt to link this advice note.
Advice note partially linked to Purchase Control. Exceptions were found at the last attempt to link this advice note.
Advice note fully linked to Purchase Control.
Advice note fully linked to Purchase Control. There were exceptions reported when this advice note was linked.
See also:
Linking GRNs to Purchase Control
If your manufacturer or parts supplier supports an automatic ordering or parts central replenisher system, you may receive orders along with your advice note. In this case, the Order Processing tab is visible, on which a list of orders is displayed.
Tip: The display of the Order Processing tab is controlled by an Advice Note parameter (Enable order processing) on the Order processing parameters tab.
It is possible to receive three types of order:
You must accept or reject manual orders (this includes any manual suggested orders). For further details, see the Stock Orders topic.
Order: Purchase order number generated by Autoline
Reference: Order number by which the manufacturer knows the order. This is the order number that appears in the Dealer comms field on the purchase order header in Purchase Control.
Date: Date when the order was processed
Selecting any order in the Order list lists its constituent parts in the Parts on selected order grid.
Parts on selected order:
This grid lists the parts comprising the selected row in the Order list.
Order no.: Order number generated by the Autoline system in Purchase Control
Order ref.: Dealer order reference number
Part number: Part number in the manufacturer's format
Description: Form or function of the part
Order qty.: Quantity placed on order by the manufacturer
On hand: Quantity of the part held on the Autoline system
On order: Parts quantity on order with the manufacturer
Cost price: Cost to be created on the purchase order
Status code: Status code used by GM
Status of selected order:
Summarizes the selected entry in the Parts on selected order grid. For example:
Manual order. This order has been created in Purchase Control.
Not used by GM
