Under normal circumstances the software runs via a timed operation in the EOD (end of day) process, on a daily basis. However, the software can be run manually.
To run the extract process manually:
Click VOLVO UK OPERATIONS > New/Used vehicle sales extract, followed by the name of the Point-of-Sale company if you are prompted for one.
The Volvo new and used data capture form is displayed.
Click Export and then Continue.
The system displays the number of lines exported.
Click OK to continue.
The message Updating GDX parameters is displayed, followed by Extract Complete.
Click OK.
The system returns you to the Volvo new and used data capture form. To return to the VOLVO UK OPERATIONS menu, click File > Exit.
During transmission of an extract, if the system has detected that a file cannot be sent to Volvo for whatever reason (for example a communication issue) it copies the file so that it is able to be sent at a later time. During the normal timed operation process, any outstanding files are sent automatically to Volvo.
When the software is being run as a manual process, if outstanding files are detected a prompt is displayed, advising the user that there are unsent extract files and how many files there are. Selecting Yes in response to the Transmit now? prompt sends the outstanding files. No continues to process the current extract being run, and does not send any outstanding files to Volvo.
Note: If a large number of files is detected, selecting Yes could leave the user waiting whilst these files are transmitted, before moving on to the current extract being run.
Once a file is successfully extracted it is stored on the system. When the extract runs, a check is carried out that removes any old files after thirty days. When running the extract manually, you can see on the main interface how many files have been removed (the number of files is displayed on the left-hand side of the status line at the bottom of the form).
This form is displayed when you click VOLVO UK OPERATIONS > New/Used vehicle sales extract. It enables you to run the extract for a selected date range and automatically transfer the extract file to Volvo.
Menu Bar and Toolbar
Menu bar Toolbar Action File > Parameters Enables system administrators to amend company-specific parameters File > Exit Returns you to the VOLVO OPERATIONS menu. Help > Help Displays this help page in a web browser Help > About — Displays version and copyright information
Comments:
Contains the comments defined in the company-specific Parameters.
Date range:
From: First day of the period in which the export program should look for new invoiced vehicles, selectable by clicking the Ellipsis button. The From date defaults to the day when the extract last ran. When run for the first time, the default From date is today minus ten days.
To: Last day of the period in which the export program should look for new invoiced vehicles, selectable by clicking the Ellipsis button.
Export Tab Button:
Export: Runs the extract for the selected date range and automatically transfers the extract file to Volvo, with a visual indication of the progress of the export provided in the Progress box.
Files:
The Files box contains a list of extract files, which can be displayed in detail or printed, if required.
Files group button:
View: Displays the export file highlighted in the list in the format in which it is received by Volvo, with the option of printing it.
History:
Last run date: Last date the extract was run (updated only if the extracted file is transferred).
Last userid: Last user who ran the extract.
Instance: How many times the extract has been run.
History group button:
Logfile: Displays the logfile, showing what has happened during the extract. Some examples of the data are as follows:
Export date range.
User ID and Client name: Who ran the extract and from where.
Export started: Date and time when the export was started.
Total purged files: Number of files older than thirty days have been removed.
Transfer summary: From this you can see that a parameter has been switched off, preventing transfer.
Unsent files:Number of previously unsent files transmitted, how many remain unsent, and so on.
Extract finished: Date and time when the export process finished.
