After dealer order files are received and converted to the correct format, they can be imported to the Autoline system. This is normally performed by a Timed Operation. However, in the event of a problem, dealer orders can be manually imported. When files are imported, the system automatically creates the necessary WIPs or purchase orders on the warehouse but does not decard the parts from stock.
After dealer orders are imported to the Autoline system, picking notes can be produced by actioning the WIP in the normal way in Point-of-Sale or via the Picking note option in the Batch print documents program. When the parts are picked, they can be decarded from stock by actioning the WIP in the normal way in Point-of-Sale or via the Confirm picking notes option. Advice notes can then be exported from the Autoline system ready for transmission to the dealer.
Note: To decard parts from stock, it is recommended that the Confirm picking notes option is used in preference to the Advice notes option in the Batch print documents program. Within the Confirm picking note option you can specify the exact number of parts picked from the warehouse, whereas the Batch print documents option assumes that all parts are in stock.
To import dealer orders manually:
Note: The import of dealer orders can also be carried out within Parts Point-of-Sale by selecting the Dealer imports option from the Links menu.
The POINT OF SALE menu is displayed.
Select the Customer orders option.
The SO CUSTOMER ORDER IMPORTS menu is displayed.
Select the Import dealer orders option.
The Dealer Order Imports form is displayed.
Select the order that you want to import and click the Import button.
The order is imported to the Autoline system and, on completion, you are returned to the SO CUSTOMER ORDER IMPORTS menu.
The Dealer Order Imports form is displayed when you select the Import dealer orders option from the SO CUSTOMER ORDER IMPORTS menu, or when you select the Dealer imports option from the Links menu in Parts Point-of-Sale. From this form you can import dealer orders to the Autoline system.
Account: This is the Sales Ledger account of the DMS dealer who submitted the order.
Date: The date that the dealer order was imported onto the importer / warehouse Autoline system.
Type: The order type submitted by the dealer:
- S: Stock
- V: VOR
Reg No: The registration number of the vehicle for which the parts were ordered.
Customer order: This is the dealers order number submitted to the importer / warehouse.
S: This is current status of the dealer order. If a single part or number of parts is un-processed on the order, then this field is set to P for Partially processed. This state is only seen if the user re-selects the Import dealer order form after processing an order partially completed. If an order is found to have a status of P the user can double left click the order line, to display the Customer Order form with the part number(s) which did not process. If a part requested is not in the IMS/wholesaler's stock file, the part number must be created within Stock file maintenance, and the Import dealer orders option run again.
A blank status will suggest that the Process option has not been run across the order.
Note: If all the part lines have been successfully processed on the order, then the line is removed from the list in this form.
Name: The name of the customer to whom the parts are to be delivered, normally the dealer, which comes from the Purchase Order header. If the customer name does not exist on the Purchase Order header, the customer name on the Sales Ledger account is displayed here.
PUSH BUTTONS:
Process: Imports the selected dealer order to the Autoline system, and creates the appropriate WIPs and purchase orders on the warehouse. It also writes an entry into the Import log file which can be viewed from the Customer Orders Import menu.
Cancel: Cancels the operation.
Print: This option requires a stationery format called "DAV". Please ask your Autoline Consultant to assist as necessary, if a report is required.
Select all: This allows the user to select or de-select all the imported orders in the grid.
Help: Displays help on the current application using the default browser.
Legend:
Sales: Any dealer orders that relate to sales are highlighted in green. The appropriate WIPs will be automatically created when the order is imported to the Autoline system.
Purchases: Any dealer orders that to relate to a purchase are highlighted in blue. A purchase order will be automatically created when the dealer order is imported to the Autoline system.
