You can upload invoices from the manufacturer, register the invoices in the PURCHASE LEDGER, verify all the parts and clear the invoices.
To access the Parts Invoice Verification Form:
From the DAF TRUCKS OPERATIONS Menu select the Parts invoice verification option.
The PURCHASE INVOICE VERIFICATION MENU is displayed.
Select the Purchase invoice verification option and the SM Company number you want to access if you are prompted for it.
The Parts Invoice Verification Form is displayed.
This form is displayed when you click PURCHASE INVOICE VERIFICATION MENU > Purchase invoice verification, followed by your Stock Management Company number if prompted. From it you can upload and update records in PURCHASE CONTROL.
The form contains three tabs:
Buttons:
Note: If a Timed Operation is set up, or if you are unauthorised to upload and convert, the Upload and Convert buttons are unavailable. If the manufacturer or parts supplier puts invoices directly onto Autoline, the Upload button is unavailable. In these circumstances, Verification Parameters are already set.
Upload: Uploads the raw, purchase invoice file from the manufacturer to the Autoline system. The system connects to the manufacturer's system and retrieves the latest file available. If no file is available, a failure message is displayed. If there is more than one invoice file, they are all uploaded. Failed upload results in the sending of an email to the person specified in Verification Parameters.
Convert: Converts the raw, uploaded, purchase invoice file into the correct Autoline file format and adds the parts lines to the Parts Purchase Invoice Verification databases. Conversion errors are reported. Failed conversion results in the sending of an email to the person specified in Verification Parameters.
Tip: You can cancel, and then convert on another occasion using the Convert button.
Print: Prints the selected invoice showing all the parts and their quantities and amounts or prints the whole invoice that contains a selected GRN. If the invoice is archived, the archived, raw, invoice file is printed.
Help: Displays this help topic using the default browser.
Exit: Returns you to the PURCHASE INVOICE VERIFICATION MENU.
This tab, which is active when the form is first displayed, provides the options you can use to carry out the upload and update of records in PURCHASE CONTROL. It enables you to view, register, verify, print, re-set and delete purchase invoices. You do not have to display this tab to upload and convert, but if you do, you can see all the new invoices in the Invoice no. column after conversion.
GRID:
Invoice no.: Invoice number, which you can click to display a breakdown of the value of that invoice, and the total values of all the GRNs under Invoice totals.
GRN no.: Number(s) of the Goods-Received Note(s)
Goods value: Value of the goods received
Discount: Total discount value on this invoice. If a discount is shown, it will have been taken off the total value of the invoice.
VOR excess: Vehicle-off-Road excesses
Carriage: Carriage charge
VAT value: VAT value charged on the invoice, either Goods VAT or Surcharge VAT. If the invoice has both goods and surcharge values, the VAT value displayed reflects the VAT content for the combined amount.
S/chge value: Value of exchange surcharge on the invoice
Total value: Total GRN value
Lines: Number of parts lines on the GRN
I/C: Indicates whether the GRN is for an invoice or for a credit note
View invoice type:
These option buttons enable you to select the category of invoice you want to be included in the Invoice no. column in the grid.
All: Displays all invoices in the system (all converted, registered, verified and faulty invoices in the PIV tables, not raw source files from the manufacturer).
Unprocessed: Displays only unprocessed invoices. These have been uploaded and converted, but not yet registered.
Registered: Displays only invoices that have been registered but not yet verified.
Verified: Displays only invoices that have been successfully verified after registration.
Errors: Displays only invoices that have failed verification after registration.
A list of all GRNs attached to the selected invoice is displayed in the grid, and the totals are displayed in the Invoice totals group-box.
Colour-coding is used to identify the different invoice statuses, as follows:
Converted: Black
Registered: Blue
Verified: Green
Error: Red
The status of the invoice is displayed beneath the left-hand side of the grid, as is any relevant information relating to PURCHASE CONTROL and the PURCHASE LEDGER.
Invoice totals:
This group-box displays the total value of an invoice selected from the Invoice no. part of the grid. This is the actual value that will be registered and verified. The following invoice details are displayed:
Goods value: Total value of all the parts in the invoice
Discount value: Total discount on the selected invoice, if any
VOR excess charges: Vehicle-off-Road excesses, if any
Carriage charges: Carriage charges, if any
Surcharge value: Total value of exchange surcharge elements shown on the invoice
VAT: Total VAT charged on the invoice. If the invoice has both goods and surcharge values, the total VAT value displayed reflects the total VAT content for the combined amount.
Invoice total: Total invoice value
Invoices Tab Buttons:
Refresh grid: Recompiles the list of invoices in the Invoice no. column, enabling you to ensure that all statuses are correct.
Register: Enables you to run through all unprocessed invoices on file for the selected company and register them in the PURCHASE LEDGER.
Note: You can also select which invoices to register by setting the Register all docs? parameter to N. If this parameter is set, a list of all unprocessed invoices is displayed for selection. If required, circulation lists can be generated. You are also prompted to print day-books.
Warning: If you do not print day-books, you must not attempt to verify any invoice until after the PURCHASE LEDGER day-books have been printed in End-of-Day Timed Operations, as the invoices will not be in the PURCHASE LEDGER until then.
The registered item appears in the Invoice no. column only if the View invoice type option button Registered is selected.
Reset invoice: Enables you to re-set the invoice after it has failed verification. This enables the verification to be performed again once the errors have been corrected. A list of invoices with errors is displayed on the Verification Errors Form. Make any necessary changes in PURCHASE CONTROL and re-set the invoice. This deletes the wrong invoice values and re-sets the invoice to Registered status. You can re-set an invoice at any stage, but you must re-set an invoice before you re-verify.
Verify: Checks and verifies the invoice against all the parts connected to the GRNs in PURCHASE CONTROL that are linked to that invoice. Any value errors are reported, as with manual verification. If a VAT error occurs, you can correct it, cancel it or abandon it and try to find out why the error occurred. If a verification fails posting, the PURCHASE CONTROL internal invoice number is recorded on the invoice file for checking later. A list of all part lines that failed verification is displayed.
Delete invoice: Enables you to delete the invoice permanently.
VAT: Displays the Invoice VAT Breakdown form.
This tab displays a list of all invoices and GRNs currently in the system. From it you can locate a particular invoice and its raw file, display the file's status and see whether it has been archived. A selected invoice can be printed.
The grid displays the following:
Sort by:
You can use these option buttons to sort the list of invoices by invoice number, GRN number or date.
Latest first: When selected, this check box displays the latest invoices at the top of the list.
This tab displays a list of all invoices and GRNs that are no longer in the Parts Purchase Invoice Verification system but still available in the archive of raw files. You can use this information to locate a particular invoice and its raw file. You can also print a selected invoice.
The grid displays the following:
Sort by:
You can use these option buttons to sort the list of invoices by invoice number, GRN number or date.
Latest first: When selected, this check box displays the latest invoices at the top of the list.