Note: This help system contains information only for GM.
See also: Manually Generating a Parts Sales History Extract.
Autoline generates daily parts sales extract files automatically via a timed operation, then it transmits the files automatically to GM. GM then sends back advice note files based on the extracts. However, manual daily creation of a sales extract file and manual transmission of the file to GM may be necessary in either of the following circumstances:
If automatic generation and transmission of the sales extract file fail, or
If orders should have been processed in Advice Notes
The GM RIM form (for transmitting files) enables you to transmit a RIM sales data extract to GM.
Warning: There is a strict sequence of tasks to perform in the RIM software, as follows. If this is not done, the data can become corrupted and cause multiple stock orders to be placed:
Morning: Process orders and advice notes.
A timed operation automatically creates a RIM extract around noon.
Afternoon: The RIM extract is automatically sent to GM.
Additionally, GM adds new part numbers to RIM and removes old numbers periodically. When this happens, such as when you action supersessions, you can use the GM RIM form (for transmitting files) to amend the RIM parts file.
What do you want to do?
Transmit a RIM sales data extract to GM if automatic transmission fails
Send a RIM sales data extract to GM if all other methods of transmission fail
Update the RIM parts list (for example, when actioning supersessions)
This form is displayed when you select the PM. Daily file transmission option from the RIM Menu. It enables you to transmit parts sales extracts to GM if automatic transmission fails; view extract history records and transaction logs; view part lines, company parameters, and sales ledger and/or purchase ledger exclusions; amend the RIM parts file.
Note: Before a manual extract file is created/generated, all unprocessed orders have to be processed, and all order acknowledgments have to be uploaded and converted.
Menu Bar
| Menu bar | Action |
|---|---|
| File > Exit | Returns you to the RIM Menu |
| Utilities > View parts log file | Enables you to view, and edit, the GM parts sales file from which RIM extracts are derived |
| Utilities > View extract log file | Enables you to view, and edit, the RIM extract log file |
| Utilities > View movements file | Enables you to view, and edit, the RIM movement file |
| Help > Help | Displays this help page in a web browser |
Company details:
Company number: Number and name of the Point-of-Sale company whose RIM system it is
Last extract date: Date on which the last RIM sales data extract was created
Last Sequence: Sequential identification number of the last RIM sales data extract
Extract enabled: If this check box is selected, you can create a RIM extract.
TABS:
Note: During normal use, you need to access only the Extract history tab.
This tab is part of the GM RIM form (for transmitting files). It enables you to view part movement files including creation and transmission information.
History records:
Each line in the grid represents a RIM sales data extract.
Sequence: Sequential identification number of the RIM sales data extract (preventing the next one generated from overwriting it). For example, in file 01-00260.TXT on the personal computer, 01 is the company number, and 00260 is the sequence number of the extract you select in the grid line. You need to know this if you send the extract manually.
Date: Date on which the RIM sales data extract was created
Status: One of:
Live: The parts sales data extract is ready to send to GM.
Transmission failed: A fault occurred when sending the parts sales data extract to GM.
Transmitted OK: The parts sales data extract was sent to GM.
Double-click a row in the History records grid to populate the Transaction log group box with details of that line and to enable the buttons: View errors (where applicable), View extract, and Download.
Transaction log:
This group contains details of the selected row in the History records grid.
Sequence number: Sequential identification number of the selected RIM sales data extract
Status: One of:
Live: The parts sales data extract is ready to send to GM.
Transmission failed: A fault occurred when sending the parts sales data extract to GM.
Transmitted OK: The parts sales data extract was sent to GM.
Created by: Login ID under which the extract was created, and the date and time it was created
Transmitted by: Login ID under which the extract was transmitted, and the date and time it was transmitted
Extract History Tab Buttons:
View errors: Displays any errors
View extract: Displays an extract file form with a list box containing the sales data in the extract, which you can print
Download: Sends the extract file to the transmission queue
This tab is part of the GM RIM form (for transmitting files). Right-clicking on a line in the grid displays the Parts log movements form, showing all transactions for that line.
Part number: Identifies the part
Description: Category or purpose of the part
Include: If this check box is selected (ticked) by double clicking, parts of that type are included; otherwise, they are excluded.
See also Parts Replenisher Parameters form.
This tab is part of the GM RIM form (for transmitting files). It enables you to view, and amend, operational parameters and dealer settings, and to maintain stock franchise settings.
Operational parameters:
Days to retain history: Number of days for which extract files are retained
ICT action: A code in Point-of-Sale parameters that indicates an inter-company transfer. One of:
Exclude: Inter-company transfers are not recorded.
Include: Inter-company transfers are recorded.
Note: The default ICT action is Include.
Sequence number: Identifier included in the extract file name to make it unique, thereby preventing it from being overwritten by another
Delete non-fran transactions: If this check box is selected, all non-GM parts are ignored.
Dealer settings:
Importer No: Identifies the importer
Dealer No: Identifies the dealer
Stock franchises:
Franchise: All stock franchises held on the company stock file that have a manufacturer switch of GM
Name: Identifier by which the franchise is known
Company Parameters Tab Buttons:
Amend: Enables the check boxes Delete non-fran transactions and Extract enabled, enables editing of the fields on the tab (putting a drop-down button
in ICT action), makes the Delete and Create buttons inactive, and replaces the Amend button with a Save button.
Save: Stores the parameters, including any changes you made. Becomes available when you click Amend.
Create: Not used
Delete: Removes the parameters record
This tab is part of the GM RIM form (for transmitting files). It enables you to upload files containing initial/partial updates of parts to include.
Upload file:
Franchise: Single letter representing the franchise and, to its right, the name of that franchise
Full upload: Not used
Filename: Filename and location of (path to) the upload file. For example: C:\upload.csv
Size (bytes): Not used
Records: Not used
Progress: Not used
Data Uploads Tab Buttons:
Warning: When you click Import, a file of initial set-up data is uploaded. If you overwrite the existing set-up without checking that the upload file includes all necessary data, it can adversely affect accurate reporting.
Import: Uploads a file of initial set-up data
View file: Enables you to view the imported file
This tab is part of the GM RIM form (for transmitting files). It enables you to view and amend Sales Ledger and Purchase Ledger accounts excluded from the Parts replenisher program.
Note: It is identical to the SL/PL exclusions tab on the Parts Replenisher Parameters form.
Sales ledger exclusions:
Each box can hold a sales ledger account to be excluded from parts sales extracts. For example, an account for stock adjustment or accounts used to sell parts to other franchised dealerships would be listed in this group.
Purchase ledger exclusions:
Each box can hold a purchase ledger account to be excluded from parts sales extracts. For example, an account for stock adjustment or accounts used to buy parts from non-franchise suppliers would be listed in this group.
SL/PL Exclusions Tab Buttons:
Amend: Enables you to edit Sales ledger exclusions and Purchase ledger exclusions, and replaces the Amend button with a Save button.
Save: Stores the data, including any changes you made. Becomes available when you click Amend.
First, Autoline generates daily parts sales extract files automatically via a timed operation, then it transmits the files automatically. GM then sends back advice note files based on the extracts. However, you may need to use the following procedure to send these extracts to GM if automatic transmission fails, or if orders should have been processed in Advice Notes:
To transmit a parts sales data extract to GM:
Click Manufacturer Systems > GM > RIM menu > PM. Daily file transmission.
If you have more than one Point-of-Sale Company, you are prompted to select the company.
Select the Point-of-Sale Company if prompted, then click OK.
You get one of two results:
The GM RIM form (for transmitting files) is displayed. In that case, proceed to the next step of double clicking the line in the History records grid.
If there are unprocessed orders on the system - (that is, orders not accepted or rejected on the Orders Tab) in Advice notes - or you have not yet uploaded and converted the order acknowledgments, an Unprocessed RIM... form is displayed, with an information box and an Unprocessed orders list of order numbers. The following messages may be displayed:
Company: [company number]
No orders have been loaded today., or
Company: [company number]
No orders have been loaded today. Please ensure that you have loaded and processed all orders before creating a new extract using the 'Manual creation' option on the RIM menu.
The warning reference to processing orders is a reminder that you should have used the AM. Acknowledgements & orders option to process any order recommendation files from GM before selecting the Daily manual file creation option that is usually run in the afternoon. Click OK to the message.
Note: If no extract for the day exists, it was possibly not created because there are unprocessed orders or you have not yet uploaded and converted the order acknowledgments.
Make a note of the Unprocessed orders list of order numbers, then click OK.
The GM RIM form (for transmitting files) is displayed.
Select the File > Exit menu bar command.
You are returned to the RIM Menu.
Process the orders, use the Daily manual file creation option, then transmit via the PM. Daily file transmission option.
Note: You should also use the Daily manual file creation option if, under exceptional circumstances, an extract has not been created via the automatic process.
Double-click the appropriate line in the History records grid on the Extract history tab. Usually, it is the top-most line. Its Status should be Live.
Details of the selected row populate the Transaction log group box. The following buttons become available: View errors (where applicable), View extract, and Download.
Click Download.
If the file has not been sent or has failed, the RIM File Transmissions form is displayed, with the following message:
Where do you want to send the file? GM/PC/Both/Cancel
Click one of the following:
GM. This sends the file to GM via Exchange.
PC. This downloads the file to your local computer as a back-up. (If all other methods of file transmission fail, you can send this copy to GM via electronic mail.)
Both. This sends the file to both GM Exchange and your local computer.
Cancel. This cancels the transmission.
If the file has already been successfully sent to GM Exchange, a dialog box is displayed, advising you that the file has already been sent, as follows:
This file has already been transmitted to GM.
Transmissions are now done automatically when the extract is created.
Are you sure you want to send it again?
Click Re-transmit to send again (This includes downloading the file to your local PC), or Cancel to return to the main form. Re-transmit/Cancel
Note: You should only need to re-transmit if GM cannot see your transmission and requests re-transmission.
If you clicked Re-transmit, the RIM File Transmissions form is displayed, with the following message:
Where do you want to send the file? GM/PC/Both/Cancel
Click one of the following:
GM. This sends the file to GM via Exchange.
PC. This downloads the file to your local computer as a back-up. (If all other methods of file transmission fail, you can send this copy to GM via electronic mail.)
Both. This sends the file to both GM Exchange and your local computer.
Cancel. This cancels the transmission.
A timer symbol may be displayed during transmission. If transmission is successful, the details in the History records grid line are updated to read:
Transmitted OK
If any procedure for transmitting a RIM sales data extract to GM fails, send to GM via electronic mail the copy of the file stored on the C:\ drive of your computer. That copy of the file was placed on your C:\ drive if, in the transmission procedure, you clicked PC or Both to the message:
Where do you want to send the file? GM/PC/Both/Cancel
The transfer to your personal computer, and the number of bytes transferred, are displayed as a progress message in the command line/status bar.
For more details, see Troubleshooting.
Periodically, GM adds new part numbers to RIM and removes old part numbers. When this happens, you must amend the RIM parts file. A typical example of this being necessary is when you action supersessions.
To update the RIM parts list:
Select the PM. Daily file transmission option from the RIM Menu and select the Point-of-Sale company if a menu of them is displayed.
You get one of two results:
If no orders have been loaded for your Purchase Control company, a dialog box displays the message:
Company: [number]
No orders have been loaded today.
Please load and process all orders before creating a new extract using the 'Manual creation option' on the RIM
menu.
The GM RIM form (for transmitting files) is displayed. In that case, proceed to the next step of selecting or clearing the Include column on the Part Lines tab.
On the Part lines tab, double-click to select, or clear, the cell in the Include column of the part line in the grid, depending on whether or not you want a part to be included in subsequent RIM extracts.
A tick is displayed in the cell if a part is included. Cleared parts are removed from subsequent RIM sales data extracts, and selected parts are included in subsequent RIM extracts.
Note: Right-clicking on a line in the grid of the Part Lines Tab displays the Parts log movements form. This shows all transactions for that line.
