Batches Options

Batches Options

The Batches options include viewing a batch log and details, downloading a batch record to PC or diskette, transmitting a batch of documents to DAF or removing a batch record. Details such as how many documents are included in a batch, document dates and values, and the transmission and download history can be viewed within this option.

What do you want to do?

View a log file
Download a batch
View an extract
Transmit a batch
Delete a batch

Viewing a Log

The View-log option displays batch creation details, the contents of the batch, and the transmission and download history. The total value of documents included in the batch is recorded, together with each document number, creation date and value. A summary of all the VAT codes used throughout the batch is also displayed. A more detailed breakdown of the VAT rates used in individual documents can be seen by using the Documents option.

To view a batch record on the log file

Select the Single point invoicing menu option from the DAF TRUCKS OPERATIONS menu.
Select the Single point Invoicing utility option from the Single point invoicing menu.

The Single point invoicing utilities form is displayed.
Select the Batches tab.
Click the View log button.

The Log file for batch form is displayed.

Log File for Batch Form

This form details a summary of the batch details, and a record of the last attempted submission and download history.

Downloading a Batch

In the event that there is a problem with a batch, you may be asked to forward a batch record to KCC or DAF. The Download option enables you to download batch details onto a PC or disk as a text file. Any directory name that you enter must already exist. It is suggested that you use the batch number as the filename, e.g. for batch record 73/000034 use 34.TXT.

To download a batch record

Select the Single point invoicing menu option from the DAF TRUCKS OPERATIONS menu.
Select the Single point Invoicing utility option from the Single point invoicing menu.

The Single point invoicing utilities form is displayed.
Select the Batches tab.
Click the Download button.

The Download batch to PC form is displayed.

Download Batch to PC Form

Enter the directory into which the batch record is transferred and the batch filename in the Full Filename field.
Click the Download button.

An hourglass progress of the file transfer is displayed.
When the batch has been successfully downloaded, the dialog, File transferred OK appears.
Select OK and you are returned to the Batch details where the Download information is updated.

Viewing an Extract

If there is a problem with transmission of a batch, you may be asked to take the View-extract option to display the batch record in the electronic data format sent to DAF. The record contains details of each document included in the batch

To view an extract

Select the Single point invoicing menu option from the DAF TRUCKS OPERATIONS menu.
Select the Single point Invoicing utility option from the Single point invoicing menu.

The Single point invoicing utilities form is displayed.
Select the Batches tab.
Click the View Extract button.

The Extract file from batch form is displayed.

Extract file from batch form

Take the Next or Previous options to display additional pages of the record if they exist, or the or Abort options to return to the Batch details.

Transmitting a batch

To transmit a batch

Select the Single point invoicing menu option from the DAF TRUCKS OPERATIONS menu.
Select the Single point Invoicing utility option from the Single point invoicing menu.

The Single point invoicing utilities form is displayed.
Select the Batches tab.
Click the Transmit button.

The following message is displayed:
Are you sure you want to transmit this batch?
Select the Transmit option

The system transmits the batch of documents.
Note: If there is a problem with an invoice, the message Dealer invoice error is displayed following the Copying transmission file to database message. This means that the batch has been transmitted successfully but there may be a query on pricing, for example. You need to log onto the system and manually amend the invoice.

On completion, you are returned to the Batch details.

Deleting a batch

The Delete option is used to remove a batch record, resetting any documents contained in the batch to 'live'. You need to batch the documents again prior to transmission or download. When a batch record has been removed, the batch number is not reused.

To delete a batch

Select the Single point invoicing menu option from the DAF TRUCKS OPERATIONS menu.
Select the Single point Invoicing utility option from the Single point invoicing menu.

The Single point invoicing utilities form is displayed.
Select the Batches tab.
Click the Delete button.

The following text is displayed:
Warning: Are you sure you want to delete the selected invoice?
Select either the delete or cancel options accordingly.