When a new shipment of parts arrives, you must link the advice data to Purchase Control in order to update the Autoline system. To identify the corresponding advice note you need the GRN number which should be printed on the shipment packaging or in any enclosed paperwork.
To link advice data to Purchase Control and produce an exception report:
From the OPERATIONS menu, select the Advice note menu option.
The ADVICE NOTES MENU is displayed.
Select the Advice note maintenance option.
If there is more than one Purchase Control company, you are prompted to select the company.
Select the PC Company.
The Operator form is displayed.
Enter your Login and Password, and click OK.
The Advice Note and Order Processing form is displayed.
From the Advice tab, select the GRN number of the advice note file you want to link to Purchase Control.
The order lines are displayed.
Note: If your advice note has been split over several pallets, some of which remain to be delivered, you may be able to book the parts in by container number. The ability of this option is determined by the Search order options setting on the Dealer options tab of the advice note parameters.
Tip: Click the Print button to print the advice data to the currently selected printer.
Click the Link button.
Choose one of the following options from the displayed menu:
Update: Allows you to produce an exception report and update Purchase Control at the same time. If the relevant advice note parameter is set (Update parts prices from prices on advice note data), the update also copies the new advised retail price and discount code onto both the stock file for the selected company and the manufacturer's price file.
Warning: The update procedure writes the prices, discount codes and quantity advised by the manufacturer onto the purchase order file, even if they are at variance with what was originally ordered. If you select this option, you should be confident that there are no exceptions.
No update: Allows you to produce an exception report without updating the records in Purchase Control. This makes correcting any exceptions in Purchase Control easier, and enables you to do so before returning to the Advice Notes and Order Processing form and repeating the process with the full Update option. However, depending on the way your system is set up within the Advice Note Parameters form (Allow option to link to purchase order without updating), the No update option may or may not be available.
When the system has finished processing the records it will advise you if any exceptions were found.
Click OK.
The system displays a list of the parts lines on the advice note which have exceptions. See the next topic for details on Exception Reports.
