See also: Frequently Asked Questions for this module.
A detailed knowledge of the information contained in the Purchase Control files is essential to enable you to get the most from the system.
The best way to understand and control the information coming out of any business system is to have a clear perception of what went into it and how it got there.
Information is passed to the purchase file from other modules as well as from Purchase Control itself. In order to understand how the purchase files are updated, you must refer to the appropriate on-line help documentation. Within the Purchase Control system, the purchase files may be updated from the Purchase control order or the Generate stock order option. When the goods arrive, the files are again updated, this time by using Purchase Control, or the Receive/delete order option, or a combination of both.
When the Supplier's invoice is received, it must be verified against the original purchase, using the Verify received invoice option. (See Notes.)
The verification process ensures that supplier invoices match the goods that were received, and also triggers certain accounts postings in the Nominal Ledger.
It may vary from dealership to dealership as to whether this task is deemed to be an Accounts office function or a Parts department function. It is, however, an action which must be undertaken, as receipted lines will not clear from the purchase file until they have been verified. (See Notes.)
Tip: Allocating responsibility for the various tasks within the Purchase Control menu before starting to use the system may prove useful.
Direct communication with your manufacturer may be possible, and enquiries regarding this facility should be made through Support personnel.
The verification process is designed to keep book stock in line with parts stock, and to post any variation to the relevant, Nominal Ledger expense code. However, not all users require such controls.
To facilitate, and give flexibility to, this process, the following options are available and are controlled by parameter settings within Purchase Control, System Parameters:
Verify Invoices with full integration with Purchase Ledger
Verify Invoices without integration to Purchase Ledger
No verification required
The PURCHASE CONTROL Menu is displayed when you select the Purchase control option from the Autoline Master Menu.
Purchase control: Allows you access to the Purchase control form
Receive/delete order: Allows mass receipt, or deletion, of purchase orders, primarily used with electronic purchasing
Transfer receipted order: Allows the transfer of stock from the Transit location to another location for sale, primarily used with electronic purchasing but can be used for other purposes
Container processing: Allows you to perform the following operations on a large container of goods: mass advise; receipt; hold in a transit location for checking, and subsequently transfer to a selling location. This option is only available if the PC_CASES file has been created.
Display purchase lines: Allows you to display information on purchase lines
Verify received invoice: Allows you to verify received invoices against purchase orders
Supplier details: Displays supplier details for the selected supplier account
Receive inter-system advice: Allows receiving of electronically ordered stock between companies where both companies have the Autoline system
Clear zero value GRNs: Allows you to purge zero value Goods Received Notes from the system
Generate stock order: Allows you to generate stock orders
Merge purchase orders: Allows you to merge existing purchase orders into one purchase order
Reprice purchase order: Allows you to reprice purchase orders
Submit stock order: Allows you to submit a stock order for purchasing
Generate returns order: Allows you to create a negative order automatically, for returnable parts held in your system's Returns location
Multi-source menu: Allows access to the Multi-source menu
Warehouse options: Currently not available
Reports & Enquiries: Allows access to the Reports and Enquiries Menu
System maintenance: Allows access to the System Maintenance Menu
