Creating Items

See also:

Generate & Print Documents

Once you have completed the Generate And Print Documents form click the Detail button to be presented with the Document Detail form. It is on this form you create the items that form the body of the document.

The item number identifies each item on the document and is allocated by the system as you create each item. A new item is created by clicking the Create button.

If the Yes button option on the Post to VSB dialog box was taken at the start of the batch of documents then, for each item created, the system will ask whether that item is to be updated to a vehicle stock record or not, via the check box Post using VSB. If the check box is not checked, then the NL codes will be prompted for. If the check box is set then the Vehicle details fields will be activated.

Click one of the radio buttons and complete the Vehicle and Option fields. Click the Ellipsis button which will give you search facilities to enable you to select the appropriate Vehicle and Option records.

You would use this type of transaction to post income to be received to the vehicle records. E.g. Manufacturers Bonuses or Finance commissions.

Once the Vehicle details have been completed Autoline will determine an Account code for you and fill the Suffix field with the Vehicle Stock record reference. The remaining editable fields then need completing as described below.

If the No button option on the Post to VSB dialog box was taken at the start of the batch of documents then, for each item created, the following fields should be filled.

Account:	Enter the account code that this item is to be posted to in the Nominal Ledger. Click the Ellipsis button to select the appropriate account code.
Suffix:	Enter a suffix for the transaction. The suffix is a user-defined text or code which is linked to the transaction in the Nominal Ledger postings. This field is compulsory if the Account Code entered is suffix controlled. If it is suffix controlled this fact will be indicated by a description alongside the field description and also by a prompt at the bottom of the form. If this description is the word FILE then Click the Ellipsis button to select the appropriate suffix code.
Narrative:	Enter a narrative of up to 30 characters that you wish to be attached to the transaction in the Nominal Ledger. a System Parameter priority level can be used to control editing of this field. If your priority level does not permit the entry of a narrative, the reference from the Generate And Print Documents form will be is used.

Note: If consolidated Daybooks are in use the Narrative entered against Expense Codes that do not have an overriding Open Item flag set will not appear in the Nominal transaction record.

Price:	Enter the price to be charged for this item.
Quantity:	Enter the quantity of goods for this item. Autoline will do the calculation of Quantity X Price to arrive at the Gross Goods value for this item.
VAT:	Enter the appropriate VAT code for this item. Click the Drop Down button to select the appropriate VAT code.
Text to appear on document:	Enter text to describe the item being sold. Up to twenty-five lines of text, each of up to forty characters, can be entered for each item. The cursor keys can be used to check and alter the text. To assist with the selling of items of a repetitive nature you can pre-set text paragraphs by using the Standard paragraphs option to be found in the Miscellaneous options menu. These Standard Paragraphs can be selected and recalled into this area by clicking the Standard Paragraphs button

Tip: To select a Standard Paragraph click on the record in the presented form and then click the OK button. Click the Cancel button to return to the Create New Items form. Click the Help button to access the online help on this topic.

Once you have completed the required fields for the item, Click the OK button to return to the Document Detail form where you can create further items if needed.

Other buttons that appear on the Create New Item form are as follows.

You can amend, display or delete created items by selecting it from the list and clicking the OK button.

Once you have created one item you can copy the Suffix and Narrative fields to subsequent items by using the facility linked to the Copy fields button.

Once all items have been created click the Close button to return to the Generate And Print Documents form in order to be able to print the document.