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When a new shipment of parts arrives, you must link the advice data to PURCHASE CONTROL in order to update the Autoline system. You are advised of the order number and any advice note numbers to which the shipment relates. You will need these numbers in order to link the data.
During the process linking the data to PURCHASE CONTROL, Autoline automatically produces an exception report to help you identify and correct any errors, such as supersessions, on your system. The system also asks whether you want to update the records in PURCHASE CONTROL. If you choose not to update the records, you can correct any errors before you carry out the update. If you choose to update the records, you must correct any errors manually in PURCHASE CONTROL afterwards.
To link advice data to Purchase Control and produce an exception report:
From the VOLVO UK OPERATIONS Menu, select the DSP option.
The VOLVO UK DSP Menu is displayed.
Select the Advice note menu option.
The ADVICE NOTES MENU is displayed.
Select the Advice note maintenance option.
The system prompts you to select the PURCHASE CONTROL (PC) company if there is more than one.
Select the PC Company if applicable.
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 that you want to link to PURCHASE CONTROL, then press the tab key.
A list of orders contained on the GRN is displayed.
Tip: Volvo normally searches for orders by container number. This facility is set up within the Advice Note Parameter: Menu search options. It enables you to book in the parts separately if parts have been split over several pallets but you have not received them all.
The Link and and Print buttons are enabled.
Click Link.
A dialog box is displayed giving you two options:
Note: Depending on how your system is set up in the Allow no update opt. field of the Advice Note Parameters, the No Update option may, or may not, be available.
Do one of the following:
Select No-update to link the advice data to PURCHASE CONTROL.
Because no update takes place, this option can be run again.
Select Update to link the advice data to PURCHASE CONTROL and update the purchase order records.
The files are updated and the GRN Number becomes Processed. You therefore need to un-tick the Unprocessed check-box.
Note: You will not be able to link again even if you select the box - you can only display at this stage.
The system processes the records and advises you if any exceptions were found, by displaying the following message:
There were exceptions!
The Exceptions button is enabled.Click OK.
The system displays a list of parts lines on the advice note that have exceptions.
You can click Print to produce a list of the exceptions involved.
Note: The menu option Exceptions report can be used at this stage.
If exceptions are reported, you must do one of the following:
If you selected the No Update option, correct any errors on the system, then link the data to PURCHASE CONTROL, selecting the Update option.
If you selected the Update option, correct any errors manually in PURCHASE CONTROL.
Receiving an Order in Purchase Control
