Note: This help system contains standard information, some of which might not apply to your franchise. Click the Help button on the relevant forms or menus to see any existing help file specific to your Autoline configuration for that form or menu. Alternatively, a help file may exist in the help system specific to your manufacturer.
ERROR MESSAGES
Errors while verifying invoices:
Error - invoice verification cancelled.
The program initialisation routines have failed, or the Verification Parameters cannot be read for the company being used. Contact Support.
Invoice has amount outstanding [Reference number]
The most common error message. This is a failed verification during matching. It means the invoice does not match purchase invoice verification and cannot be verified. The difference between the invoice value as compared with the total cost price of all the parts booked against the GRNs on that invoice, is outside acceptable tolerances. Correct the problem in PURCHASE CONTROL, re-set and re-verify.
Note: The reference number is the internal invoice reference number in PURCHASE CONTROL.
Invoice not available in PURCHASE LEDGER, or Invoice not found on Purchase Ledger
This could be because the day-books have not yet been printed.
Invoice had no supplier account
The account to which the invoice was registered no longer exists or the account parameter has been changed.
Invoice is not loaded
You are unlikely to get this message, as it is not possible to verify an invoice without selecting it first.
Invoice status is invalid
The invoice in the PURCHASE LEDGER is not at verifiable status. It may already have been manually verified, and paid.
Invoice has no value
You are unlikely to see this message, as the invoices already contain their value unless a file has been corrupted.
Illegal NL account code
The NOMINAL LEDGER account codes on either the user's log-in or the default parameter settings, are invalid.
Priority too low for NL expense code
The user does not have access to the NOMINAL LEDGER expense code.
Goods variance too much
The goods variance is within the tolerances but the user does not have the Priority to over-ride and write off the difference.
The goods variance limit has been exceeded. Total variance amount [amount] - Override? Cancel/Override
The goods variance is within the tolerances but the user needs to click Override.
Surcharge Variance too much
The surcharge variance is within the tolerances, but the user does not have the Priority to over-ride and write off the difference.
Unable to lock all purchase lines
Some of the lines in PURCHASE CONTROL could not be locked to update with the verified invoice information.
Lock lines do not balance
The value of locked lines does not match the values of the invoice.
Lines found do not balance with invoice total balance
The value of lines does not match the values of the invoice.
Unable to read purchase lines
The purchase transaction lines cannot be accessed.
Posting has failed...Invoice buffer may be full
The invoice buffer has filled up and no more room exists to write this invoice.
FATAL ERROR - update has crashed. Postings may be lost
Warning: A serious error has occurred in accounts and you need to write down the message and contact the Accounts department or Autoline Support.
Too many documents to verify automatically
There are more than 100 GRNs on the invoice you are trying to verify, which would be rare. If it does occur, you should verify the invoice manually.
VAT imbalance not corrected
The VAT on the invoice does not match that on the PURCHASE CONTROL lines.
Internal invoice failure
The internal invoice in PURCHASE CONTROL is no longer available or is at the wrong status. This can happen if an invoice fails verification and then is manually cleared in PURCHASE CONTROL.
Errors while registering invoices:
The following errors are rare on a well-maintained system and the only one you are likely to receive is: PL account in use. This means that someone else is locking the account and you need to wait until they have finished, or ask them to unlock it so that invoices can be done:
The following error messages may be due to the fact that permissions on the file are too high, or there is not enough space on the disk to create the file:
Unable to open or create the PIV parameter file
Unable to open or create the main PIV file
The system has failed in its attempt to open or create the main file of the Parts Purchase Invoice Verification system.
Unable to open or create the main PIV registry file
The system has failed in its attempt to open or create the Purchase Invoice Verification control file.
Other error messages:
Invoice/GRN already converted on: 99/99/9999 (INV-Numb/GRN-Numb)
The invoice/GRN read from the input file were already converted on the date 99/99/9999. The Invoice number and the Grn Number are displayed in brackets. The whole process is undone.
Unable to create default parameters for this company
This is a new company that has not been run before, and the system cannot create, and save, a basic set of parameters for the company. This could be due to either:
not enough space in the parameter file for a new record, or
permission incorrect to allow write access
Unable to create initial default control record
The system is a new installation and cannot set up the default control record. This could be due to either:
not enough space in the parameter file for a new record, or
permission incorrect to allow write access
Invalid PL account number in PIV parameters
The PURCHASE LEDGER account to be used in purchase invoice verification either does not exist or is locked. Check that the verification parameters, including the PL Account Code field, are correct, and that the account you are looking for exists. Refer to your own Accounts Department if you have no access to the PURCHASE LEDGER. Otherwise, display accounts.
There is a mis-balance on VAT. Please assign the outstanding amount to an existing VAT code.
VAT on the invoice being registered is not the correct amount. This message is displayed on the Edit VAT Table Form.
Signatory Used Y/N (SIGNATOR) failed content check
The Signatory Used? field in Verification Parameters is blank. Enter Y or N depending on whether circulation lists are required.
This, and the following two messages, may be displayed when the printing of circulation lists commences during invoice registration. There is no User details record set up within the System Utilities module. The user id should already exist in the Users files. If it does not, the user probably does not exist, and should be replaced with a valid one. Ensure that the list of signatories in Verification Parameters is valid.
Circulation List Error: There was a failure whilst attempting to print the circulation lists. They must be printed before the day-books can be printed and the documents made available for verification. This batch will be aborted. Please correct the problem before attempting to register any further documents.
Unable to print day-books until circulation list has been created.
Unable to create MS file transfers data file.
The GFT record does not exist and must be created.
No files found to import
No file is available from the manufacturer, for you to upload.
Note: Please contact Autoline Support for the reasons and solutions for the following two messages:
Error converting invoice.
Error - raw invoice file conversion failed.
Errors connected to VAT Rate Mapping:
No records found in the VAT Rate mapping file. Populate the file before uploading file.
The file, [Franchise mnemonic].MS.aivvm, is empty. Populate records before start up.
After you have started the program and clicked Upload, the program checks whether the table, [Franchise mnemonic].MS.aivvm.sq, exists. If the table does not exist, the program creates it. You are warned to populate the table before trying to upload the source data file again. The error message is displayed because the table [XX].MS.aivvm.sq is empty. You must therefore type in the records manually.
VAT code not found
Is displayed if the VAT code was not found, usually on initial installation. Click OK to the message, then set up VAT Rate Mapping.
VAT Code does not exist in VAT rate mapping file. (99,99)
There is no VAT code in [XX].MS.aivvm file related to the VAT percentage displayed in brackets. The whole process is undone.
