With direct communication to the manufacturer, it is possible for the system to automatically load and convert advice note files, stock order files and any special files (for example, supersession and backorder files) that the manufacturer supplies.
In the event that you do not have direct communication to the manufacturer or you have a problem with the automated system, you must manually load and convert the files each day before use.
Warning: If for any reason the conversion fails when scheduled loading and conversion of files are in operation, e-mails are automatically generated. If it fails while manually loading files warning messages are displayed on-screen. The software will remove any records processed so far on the stock order or advice note file and return you back to the form without removing the source file. If an error does occur, contact either your support team or Software Support, advising them of the error message. See the Troubleshooting topic.
To manually load and convert files:
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.
Note: It is possible to specify a default operator within the Default POS operator code for EOD processes field on the Dealer options tab of the Advice note parameters. This field must be completed in the event that the advice note is uploaded and converted by a Timed Operation.
The Advice Note and Order Processing form is displayed.
Click the Load button.
Note: If the automatic loading and conversion routines are in operation, you do not need to carry out this task. If this is the case the Load and Convert buttons will be disabled for all except priority 9 users. You can immediately proceed to view advice notes and stock order files.
Depending on the manufacturer and the settings in the Advice Notes Parameters form, the files will be transferred from a remote server or a temporary store on your local PC. A window is displayed showing the progress of the file transfer.
When the transfer is complete, click OK.
Click the Convert button.
If multiple files are awaiting conversion a list of files will be displayed. You can only convert one at a time.
The system starts to convert the file. On completion, a dialog is displayed advising the total number of records converted.
Click OK.
Note: Advice note files can be manually deleted using the Delete GRN button, however this may not be available depending on the Delete button priority setting in the Advice Notes Parameters form.
