For the Advice Note and Order Processing software to operate correctly, you must set up the standard advice note parameters. This is normally carried out by, or on advice from, an Autoline consultant.
Note: The standard advice note parameters must be set up for each Purchase Control (PC) company.
To set up the standard advice note parameters:
Display the Advice Note And Order Processing form and do one of the following:
Click the 
Standard Parameters toolbar button.
Select the Standard Parameters command from the View menu.
The Advice Note Parameters form is displayed.
Complete the form as required and click OK.
TABS:
This tab is part of the Advice Note Parameters form.
General parameters:
Advice note display order: Method by which advice notes are displayed. One of:
- G: GRN
- O: Order
- C: Container
Keep processed lines (Days): Defines how long a processed advice note or order remains in the advice files. The default is 14.
Keep unprocessed lines (Days): Defines how long an unprocessed advice note or order remains in the advice files. When this limit is reached, the advice note or order is deemed to be not required, and is set to processed. The default is 7.
Update prices from advice note: If this check box is selected, cost retail and discount code information in Stock Management is updated. By default, it is not selected.
Special keypath in transaction file: The system uses specific paths to perform its required processes. If the manufacturer requires a different path for any reason, it can be set here. The default is 0 (zero).
Advice note parameters:
Default stock franchise code: Franchise code used in the Stock Management > Miscellaneous Options > Franchise table, applying to all parts from this manufacturer
Default supplier account: Default parts supplier account for this manufacturer
Default operator: Point-of-Sale (POS) requires an operator code when writing orders to Purchase Control. If this is done manually, you are required to enter an operator on entry to the Advice Note And Order Processing form. However, automated procedures do not have an operator, so this field is set to the default operator to be used in all automated procedures. A list of all the available operators is available from the drop-down menu.
Warning: Use the Ignore multi franchise codes parameter with caution.
Ignore multi franchise codes: Sometimes a system uses more than one franchise code for a manufacturer. The software always tries to determine which to use. If this check box is selected, the system always uses the first code in the franchise table.
Note: If more than one code exists and the default code is not determined in the Default stock franchise code field, the system cannot run.
Delete remote raw files: If this check box is selected, raw (source) files are deleted from the remote system after they are uploaded.
Delete converted raw files: If this check box is selected, raw (source) files are deleted from the Autoline system after they are converted.
This tab is part of the Advice Note Parameters form.
Supplier settings:
Data retrieval method: Specifies how files are uploaded from the manufacturer. One of:
- A: API copy
- O: ODBC
- F: FTP
- K: Kermit
- N: Not applicable
Note: The Data retrieval method setting is not always required because other methods of upload are available to the Autoline system. For example, a Generic File Transfer may be in operation. In this case, set the parameter to N.
Use main parameters for FTP: If this check box is selected, the login details in the General utilities > Parameters & controls are used. If it is cleared, the Remote machine name or IP, Login and Password on this tab must be completed.
Remote machine name or IP: IP address or computer name of the remote system (enabled only if the Use main parameters for FTP parameter is not selected)
Login: Login to the remote system (enabled only if the Use main parameters for FTP parameter is not selected)
Password: Password to log in to the remote system (enabled only if the Use main parameters for FTP parameter is not selected)
File type: Format of the file to be uploaded. One of:
- B: Binary
- A: ASCII
Full or partial filenames: One of:
- F: Full
- P: Partial
Some systems use date stamps on their filenames, so you do not always know the exact filename. If this is the case, select P (Partial) to retrieve all suitable files.
Advice note import source information:
Remote path: Path name on the remote system where the advice notes files are stored for retrieval
Remote filename: Name of the file to be retrieved. It can contain a wildcard character (*) when partial filenames are in use.
Automated options:
Enable automated uploads: If this check box is selected, the upload process is automated and the import options are unavailable, preventing users from trying to upload the files again. (Support and priority 9 users are still able to manually upload files.)
Enable automated conversions: If this check box is selected, the conversion process is automated and the convert options are unavailable, preventing users from trying to convert the files twice. (Support and priority 9 users are still able to manually convert files.)
Advice note e-mail contact: If an automated upload or conversion fails, the system needs to inform someone that a problem has occurred. This is done via E-mail. This field contains a contact name or group from the company address book for that purpose.
Order e-mail contact: If an automated upload or conversion fails on an order, the system needs to inform someone that a problem has occurred. This is done using E-mail. This field contains a contact name or group from the company address book for that purpose.
This tab is part of the Advice Note Parameters form.
Orders activation:
Enable order processing: If this check box is selected, the order system is enabled, displaying the Order Processing and Status tab on the Advice Note And Order Processing form.
Tip: To enable the Order Processing and Status tabs, you must exit and redisplay the Advice Note And Order Processing form.
Automatic order remote locations:
Auto order [1-3]: Autoline can retrieve up to three order files:
In use [1-3]: If this check box is selected, the Directory/Filename fields are enabled.
Directory/Filename [1-3]: The first field contains the path name on the remote computer in which the order file is held. The second field contains the file name of the order.
Back orders: If back order files are supplied by the manufacturer, these fields must be completed:
In use: If this check box is selected, it indicates that back order files are in use, enabling the Directory/Filename fields.
Directory/Filename: The first field contains the path name on the remote computer in which the back order files are held. The second field contains the file name of the back order.
Supersessions: Not used by GM
Last order created: Date on which the last order was created
Maximum searches for P/O numbers: One- or two-digit number
Troubleshooting (Advice Note Upload and Order Processing)
