An advice note is an order confirmation file sent by the manufacturer, containing delivery and invoice data. Advice notes are also called GRNs (Good Received Notes) and are identified by their GRN number after they are uploaded and converted. Prior to this the raw (source) files obtained from manufacturers are named in a standard format, for example 00.ADVICE.73.060228.1030. The elements of the name are defined as follows: 00 (Manufacturer ID), ADVICE (Advice File ID), 73 (Purchase Control company), 060228 (Date, yymmdd), 1030 (Time, hhMM). However, you only need to be able to identify raw (source) files if your manufacturer requires a manual import of files.
In some cases, a manufacturer may supply advice notes in zip files. When the files are uploaded, the system automatically unzips the retrieved files, and looks at them to determine the POS company to which the file belongs. The file is then renamed to 00.ADVICE.xx.yymmdd.hhMM.<sequence>, where xx is the POS company number, and yymmdd.hhMM is the date and time the file was retrieved. The <sequence> represents an incremental number that helps to prevent duplicate filenames.
The Advice Note and Order Processing form is used to view the contents of advice notes, for comparison with the items delivered, and to manage the advice notes system by carrying out the following procedures.
To administer advice notes:
Warning: To prevent the storage buffer from filling up, advice notes are automatically purged. The number of days that processed and unprocessed advice notes are kept is set by two fields on the General tab of the Advice Note Parameters form.