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.
The raw invoice files from the manufacturer should be uploaded each day to Autoline and converted into the correct format via the Upload and Convert buttons on the Parts Invoice Verification Form. If invoices are uploaded via a Timed Operation, these buttons are unavailable. In that case, the Auto-upload and Auto-convert fields in Verification Parameters should already be at Y.
Both buttons are also unavailable if you have insufficient Priority (authorization) to upload invoices.
It is possible to have automatic upload but manual conversion. For example, if the manufacturer, parts supplier or importer puts invoices directly onto Autoline, you already have the invoice files. In that case, the Auto-upload field is at Y and the Auto-convert field at N.
Warning: If the manufacturer supplies all the invoice data for the whole dealership in one file - that is, for more than one Point-of-Sale company - a Timed Operation is strongly advised. This prevents two users from uploading and converting the same file simultaneously. Simultaneous upload and conversion of the same file could cause corruption of the invoice data.
If the raw data file has been imported to the server in parts Advice Notes, it might already be present on the system for you to use in PIV. In that case, you would not have to import it. You would just convert it instead. Where the advice note has not been processed, you can import the file direct via the buttons on the Parts Invoice Verification form.
To upload the raw, purchase invoice file:
From the Operations Menu, select the Parts invoice verification option.
The PURCHASE INVOICE VERIFICATION MENU is displayed.
Ensure that Verification Parameters have been set up.
Ensure that any Vat Rate Mapping table required for your manufacturer has also been set up.
Select the Purchase invoice verification option.
The following message is displayed:
Parts Invoice Verification Process:
Initialising...
You may be prompted for the SM Company number you want to access. If you only have access to one company, the appropriate PURCHASE LEDGER and NOMINAL LEDGER for that company are automatically opened.
Select the Stock Management Company number if prompted.
A message about a required Purchase Ledger Account is displayed when you first use the program. This code should be populated in the [XX].MS.param file via the Verification Parameters program.
Populating invoice list is displayed.
The Parts Invoice Verification - [Manufacturer] - form is displayed. The Upload button is available.
Click Upload on the Invoices Tab. (This tab is also the default).
Tip: You do not have to be in this tab to upload and convert, but if you are, you will see all the new invoices in the Invoice no. grid after conversion.
Note: When you first use the program, the GFT record is auto-created for the transfer of files (such as the invoice file), to the configured destination. Save the record and exit. The following message is displayed: File transfer finished successfully. OK. In that case, click OK and the Convert button becomes available.
Depending on the set-up of your system, the program checks whether a file imported in Advice Notes is already on the server. If the file is there, you are asked whether or not this file is to be used:
The file [xxxxxxxxx] has been found in the path [yyyyyyyyyyyyyyyyyyyyy] Do you want to process this file? Y/N
If you click Yes, the same file is loaded into the PIV interface. If you click No, a new file is loaded into the PIV interface.
Depending on the requirements of your manufacturer, the program also checks whether the Vat Rate Mapping table, [XX].MS.aivvm.sq, exists. If it does not exist, the program creates it. You are warned to populate the table before you try to upload again. (See Troubleshooting.) This VAT rate mapping table should be populated manually if the table is required.
If no file is available to upload, or if the upload fails, a message is displayed. Otherwise, the system usually connects to the manufacturer's system and retrieves the latest invoice file available on the system. If there is more than one file, they are all uploaded.
Warning: Occasionally, a message cannot be displayed when no files are found. This can happen when the manufacturer has a type of system that does not return such messages. The system would then report a successful upload when no files were retrieved.
A message is displayed informing you that invoice files are being uploaded.
If the upload is successful, the message line re-displays Ready.
You are returned to the Parts Invoice Verification Form ready to convert the file.
The conversion process reads the raw, uploaded, purchase invoice file and adds the parts lines to the Purchase Invoice Verification databases. The raw file is then stored in the Purchase Invoice Verification archive directory and purged after a set time.
Note: Some manufacturers supply invoice data for more than one Point-of-Sale company in the same file, and the system automatically converts the data into the appropriate companies.
To convert the uploaded invoice file:
Click Convert.
The program reads the source data file. It creates records in the standard files of Purchase Invoice Verification according to the mapping required.
If only one file is available to convert, it is selected and processed automatically. If no files are found, or if there is an error during conversion, a message is displayed and Sending failure e-mail is also displayed at the bottom left of the form. The e-mail is sent to the person(s) identified in Verification Parameters. If there is more than one file to convert, the Select Invoice to Convert Form is displayed.
Tip: You can cancel, and convert on another occasion via the Convert button.
Clicking Cancel on the Select Invoice to Convert form returns you to the Parts Invoice Verification Form. Otherwise, click on a record to select the invoice you want to convert, then click OK.
If some invoices have already been converted, a message is displayed to that effect, and the number of invoices. Click OK to this message.
The following message is displayed on completion of the conversion:
Raw invoice file conversion completed successfully.
Click OK.
The raw file is moved to the archive directory. You are returned to the Parts Invoice Verification Form. The option button under View invoice type defaults to Unprocessed on conversion, so the converted invoices are displayed in the Invoice no. grid.
If you click Register, you will get either RESULT ONE or RESULT TWO. (Click this link to see what these are and for help to proceed with registering invoices.)
Parts Invoice Verification Form
