Advice Note Entry

Advice Note Entry - List of Contents

Advice Note Entry ...........................................................................................................................2
How to create an Advice Note .........................................................................................................2
Customer Prompts Explained...........................................................................................................2
Barcode Download Indicator ...........................................................................................................2
How to Search the Database ............................................................................................................3
How to Delete a line.........................................................................................................................3
How to enter a temporary item ........................................................................................................4
How to enter Customer Comments..................................................................................................5
How to enter Internal Internal Comments........................................................................................5
How to cancel Advice Note .............................................................................................................5
How to retrieve a quote....................................................................................................................5
How to enter a Double Booking – Outer .........................................................................................5
Editing double booking outers .........................................................................................................6
Double Book Cost Warning.............................................................................................................6
How to Order Products ....................................................................................................................7

How to order the items manually.................................................................................................7
How do I add a required date to an ordered item? .......................................................................7
How to order the item using the automatic stock check prompt..................................................8
CEF Products Explained ..................................................................................................................9
Product Comments...........................................................................................................................9
How to use the fax option ................................................................................................................9
How to use the e-mail option .........................................................................................................10
How to view a customer’s website ................................................................................................10
Functions ........................................................................................................................................ 11

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IMS Advice Note Entry

Issue 10 – December 2010

Advice Note Entry

Advice Note Entry

How to create an Advice Note

Where? Branch Managers Menu, Stores Managers Menu and Counter Menu
How?
1. Select Customer in Account Code.
See Searching 2. Enter Customer Order No, if specified on Customer Input Sheet.
Guide 3. Fill in any customer prompts, if specified in Customer Maintenance.
4. Enter any delivery details, if the delivery address differs from account address.
5. Enter quantity and press <Enter>
6. Enter the required product i.e. 213ss in Stock Code, Catalogue or

Description, press F2, once the product is found you can select it by pressing
<Enter>.
7. Once you have all of the required products inputted, press F11 to save and
print.

Remember!
Advice Note Entry has no line limit.

Customer Prompts Explained

A customer can ask for extra references to appear on their invoices these can be entered at Group Office in
Customer Maintenance and will print out on the document. Customer prompts can have an order mask
assigned to them like order numbers.

Barcode Download Indicator

When F1 + B is used on an Advice Note the Quantity box will show in aqua in the
Document Review to denote to the Managers this option was used.

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How to Search the Database

F2 pressed once allows you to search for a Customer, Location or Product. Press F2 again to repeat the
search e.g. if CEF was entered it would find the next CEF in the list.
Please find below a list of different ways to search;
If you leave the field blank and then press F2 it will bring up all applicable customers, suppliers or products
dependant on the stage or field.
Enter a detail of product/customer e.g. h6242/smith and press F2 to search for the nearest criteria. If unable
to find the relevant detail shorten the product/customer that has been inputted and press F2.
Enter product required e.g. telephone in the description field and press F2, select a particular supplier or
<All> Suppliers. This brings up all items which include telephone in the description of the product.
If the branch is running on true stock it is possible to view only the items that the branch is currently holding
stock for a particular supplier. To do this press F2 in the stock code or catalogue field, and then<enter> on
the appropriate supplier.
If you then wish to view all of a suppliers items, follow above and then press F2 once the in stock items
appear.

How to Delete a line

1. Select the line to be deleted.
2. Press F5.
Please note if a line is deleted which is linked to an order i.e. the advice note is a
Special this will reinstate the allocation on the order. If the item is no longer required
the allocation will need to be deleted on the order.

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Issue 10 – December 2010

How to enter a temporary item

For products which are not on the database they can be entered as a one off. These
items will appear in red.

1. Enter exact product code in Catalogue.
2. Enter product description.
3. Enter pricing details.
If the branch is running on true stock, non database items should not be entered into
an Advice Note unless they are using the Automatic ordering function. Please see
Ordering Products on page 4.
REMEMBER!
Non Database items need to be added to the database, fill in a product input sheet and
fax to the Data Preparation Department.

Fig 1 Entering a non database item.

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IMS Advice Note Entry

Issue 10 – December 2010

How to enter Customer Comments

These are comments that can be viewed by the customer on the Advice Note.

1. Enter the line item quantity as zero.
2. Enter the comment for the customer’s attention in the Description field

How to enter Internal Internal Comments

These particular comments can only be viewed internally.

1. Press F8 and then enter the comment
2. F11 to save.

How to cancel Advice Note

1. Select Advice Note to be cancelled.
2. Press F5 in header of document i.e. Account code, Customer Order No,

Address or Delivery.

REMEMBER! Only a saved Advice Note can be cancelled.

How to retrieve a quote

Quotations saved for customers can be transferred to an Advice Note.

1. Press F1 and L in the Order No or the Quantity field.
2. Enter the quotation number or F2 to search for saved quote.
3. Check the order number is correct.
4. The items from the quote are then transferred to the Advice Note.
5. Alterations can then be made, e.g. deleting lines or adding extra items as

required
6. F11 to save and print.

REMEMBER!!
The Advice Note will save the quotation number for reference.

How to enter a Double Booking – Outer

Description Double bookings are used when an account customer uses a branch that isn’t their
How? account holding branch to purchase items.

1. In the account code enter the customers name
2. Press F1 + D.
3. It will list all CEF branches, select the customers.
4. Enter the customers Order No and Vehicle Reg.
5. Contact the account holding branch for the Double Booking Allocation

Number.
6. Enter the DB Order No received from the holding branch.
7. Enter items required
8. F11 to save and print.

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IMS Advice Note Entry

Issue 10 – December 2010

Editing double booking outers

Once a Double Booking has been saved it is then not possible to add further products
or delete items. A new document will need to be raised.

If an item is added incorrectly to a double booking and needs to be removed, the
following needs to be done.

1. The selling Branch Manager needs to go into their Double Booking Outer
column in their Document Review.

2. Find the correct document use Search if the number is known.
3. For the lines that need to be removed, zero the cost.
4. Enter an F8 comment explaining what has occurred and which lines need to

be removed.
5. Pass the document to the account holding branch.
6. The account holding branch can then F5 to delete any line that has a zero cost.

REMEMBER!
There is no limit to the number of lines that can be entered onto a double booking.

Double Book Cost Warning

If the goods cost over £100 (Our cost not the cost to the customer) the document will then lock with the
message below;

- The serving branch will then need to phone up Account holding branch again for a further authorisation.
- The Account holding branch will go back into the double booking number allocation program and bring

up the details they had previously given out, they do this by entering account and branch and then press
F2 in the Customer order number box, select the relevant DB order number.

- at which point they will be able to add a tick in the Approve Higher Cost box (F11 to save) that will
allow the serving branch to proceed saving and printing the customers advice note.

Specials
- This are was slightly more complex, with allocations to double booking customers we will accumulate
the value of all allocations with the same unique double booking allocation number. If this surpasses the
£100 cost value the warning message above will appear. The branch will be able to proceed however it
is imperative that they contact the customer’s branch for the further authorisation as detailed above
within the double booking number allocation program.
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IMS Advice Note Entry
Issue 10 – December 2010

How to Order Products

Description Products can be added to the Stores Manager’s Stock Replenish list from Advice Note
Entry. Use one of the two options below to order the items.

How to order the items manually

How? 1. On a line item where you have it in stock but wish to back order it for the
customer select the line item and press F1 + O.

2. Select to order line or whole document
3. Ordered is displayed on the document with the quantity being zeroed.
Stores Manager is notified which items require ordering (see Purchase Entry notes
for Stock Replenish).

How do I add a required date to an ordered item?

When you have pressed Yes to order the item a required box will appear (see
below). Press <enter> on the date you require, then once the item is ordered
through Stock Replenish this required date will be remembered.

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How to order the item using the automatic stock check prompt

How? If the branch is on true stock and they attempt to book an item out to a customer
which is not currently in stock the system will also help the user to order the item as
follows;

1. Enter the item.
2. When the branch has no stock the message ‘No stock do you wish to order?’
3. When the branch has insufficient stock the message ‘Not enough stock, Do

you wish to order?’
4. In each case if Yes is selected the items will then be placed in the Stores

Managers Stock Replenish.

Fig 2 This shows the automatic reordering of an item that is not fully in stock.
REMEMBER!!
This function is available in Advice Note Entry, Inter Branch Entry, Cash Sale
Entry and Quotation Entry.

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CEF Products Explained

Description CEF products have been added to the database for branch use, these items are
miscellaneous items such as carriage, hire of tool, deposits etc.

How? 1. Enter a quantity
2. Press F2 in the stock code field or description field.
3. Type CEF and press <Enter>.
4. Select the required description.

Product Comments

Upon entering products onto an Advice Note comments will appear in a red box to
signify a Data Prep supplier comment.

How to use the fax option

Description It is possible to Fax an Advise note direct from the screen to any fax.

How? 1. Print the document to screen.
2. Click on the fax icon (see fig 3)
3. It will then list the customers fax number, enter on the appropriate number.
4. Enter a name in the To field and any particular comments in the Notes box,

and press F11. The system will then send a cover page with the Advice note.
5. If no cover page is required simply press F11 after selecting the fax number.
6. If the list of fax numbers that appear are not the required fax number select

Other, and then type the number in the Fax field.
7. For sending with or without a cover page follow steps 4 and 5.
8. Fax Submitted will appear when the fax arrives in the fax queue.
9. See Fax Enquiry to see whether the fax has sent successfully.

REMEMBER!
Always enter the area code at the start of all faxes sent.

Fig 3. Sending a fax from screen
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IMS Advice Note Entry
Issue 10 – December 2010

How to use the e-mail option

Description It is possible to e-mail an Advice Note direct from the screen to a customer’s e-mail
address. There is also an option to set against a customer if they require the Advice
Note e-mailing by default. E-mail Advice will show when generating an Advice if
applicable i.e. below.

How? 1. Print the document to screen.
2. Click on the e-mail icon (see fig 4)
3. It will then list the customers e-mail addresses and plus the option Other.
4. If the e-mail address is listed that is required, press <Enter> to select and it

will then send the e-mail
5. If the address that is required is not listed, press <Enter> on Other.
6. An E-mail Address box will appear, type the e-mail address in full and press

<Enter>.
The message E-mail Sent will appear once the message has gone and the F8
comments will record who the e-mail was sent to.

Fig 4 Sending an e-mail from screen

How to view a customer’s website

How? Double click on the customer’s website in the web site box (see below).

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IMS Advice Note Entry
Issue 10 – December 2010

Functions

Function Description
Help – F1 F1 key pressed once displays all available options at that point.
F1 key pressed twice displays a quick menu, this contains;

Quick Price Explained

1. Enter Account Code, Name or F2 to search for an account.
2. Enter Stock Code/Part Number
3. Press <enter> to select product.
4. The product price is then displayed and closes automatically.
5. Before it closes it is possible to press F7 to view previous Quotations and

Advice Notes.

Supplier Directory Explained

1. Select required supplier
2. Press F6 to view Supplier Info.
3. Press F2 to view the following Options

Contacts:
Press F2 to view all suppliers
Press F6 to view Info
Press F11 to select

Order Points:
Press F2 to view all suppliers
Press F6 to view Info
Press F11 to select

Products:
Press F3 once to view Product Info on a selected product.
Press F3 twice to view Pricing for a product.
Press F6 to view Stock Enquiry on a product.
Press F11 to select the product

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IMS Advice Note Entry
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Functions continued…
Customer Directory Explained

1. Select required Customer.
2. Press F6 to view Customer Info
3. Press F2 to view the following Options.

Contacts:
Press F6 to view Contact Info.
Press F11 to Select.

Locations:
Press F6 to view Location Info.
Press F11 to Select.

Location Directory
1. Select Location.
2. Press F2 to repeat the search.

Location Shows all of the Branches, Group Offices and Divisions.
Directory
Type in the prefix to search for the branch or arrow right or left to highlight the
Location column required (highlights data in blue) and then type in the details you wish to
Hierarchy search for.
When you press F1 + F1 to view the Quick Menu you will now see a Location
Hierarchy option, this option enables you to search for a location and see where the
location links to i.e. which group etc.

1. Press F1 + F1 and the following screen will appear:

2. Enter the prefix of the location if you are searching for a branch at the top left hand
corner and press <enter> or click on the + icons to expand the required area.
3. The program will then fill in the location details on the right hand side
4. To hide the location details click on the > button (next to the prefix box) and to
bring back the location details press the button.

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Issue 10 – December 2010

Functions continued…

F2 - Search F2 pressed once allows you to search for a Customer, Location or Product. Press

F2 again to repeat the search e.g. if CEF was entered it would find the next CEF in

the list.

Press F2 to bring up a complete list of customers, suppliers or products depending on
stage or field.

Enter a detail of customer e.g. surname or products e.g. GE33 and press F2 to search
for nearest criteria. If unable to find item shorten the product code and press F2.

F3 – Product Info Enter product required e.g. telephone in description field and press F2, select a
particular supplier or all suppliers. This brings up all items which include telephone
in the description.

F3 pressed once enables product information to be viewed.
F3 pressed twice enables product pricing to be viewed.

Option available within Product Info is:
F6 - Stock Enquiry

F4 - Insert a Line 1. Press F4 on a line item.

F5 – Cancel NB new line is always inserted above the line not below
Advice Note
Once an advice note has been saved you can bring up the advice note and press F5 in
the Account Code box to cancel the document. This will then put the items back into
stock and zero the line items.

F5 - Deleting a 1. Select line to be deleted.
Line 2. Press F5

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Functions continued…

F6 - Stock 1. Select line.

Enquiry 2. Press F6

Options available within Stock Enquiry are:

Function Description
F1 – Help Press F1 to view the available functions
F1 + C – Company Press F1 + C to search the stock of all branches in the

company

F1 + E – Export Press F1 + E and this will enable you to e-mail the detail

F1 + F – Favourite Press F1 + F to search just the favourite groups setup in

F1 + O – Own the F6 function.
Press F1 + O to search for the stock within your group’s

F3 – Product Info own branches.
F4 – CEF-Bay Press F3 to view the information on the item highlighted.
Press F4 to view the CEF-Bay costing information if C-

bay is highlighted in the C-bay column.

F5 – Remove From Press F5 to remove the product in the list from the search.

Search Press F6 to view the age breakdown on the highlighted
F6 – Age

Breakdown item i.e.

F6 – Define Figure 2
Favourites Press F6 to configure your branch’s favourite groups.
Once this is set this applies for the whole branch when
F7 – View CBay for running the Stock Enquiry (F6).
branch / CBay
Search Press F7 to view the C-Bay items for the branch
F9 – Similar highlighted. See pages 5 to 7 for full C – Bay
F11 – Start Search functionality.
F1 + S – Sort
Press F9 to view the similar items to the item selected.

Press F11 to run the stock enquiry on the products listed.

Press F1 + S to sort the information on the search results
into CEF-Bay order, Group or Branch order.

F8 - Comments 1. Press F8.
2. Enter comment.
3. Press F11

F8 comments will now record if an item is removed or changed to give the user a
history on the document.

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Functions continued…

F9 - Alternative When entering a product the F9 function enables you to show any alternatives, similar

Similar or linked items.

1. Select product.
2. Press F9.
3. Options which are then available are:
Select Alternative Price press F11.
Search by Matching Description press F9 and confirm.

F1 + B - Barcode 1. Enter Advice Note Entry.
Download 2. Enter Customer Details/Order Number.
3. Scan requested products with the barcode reader.
4. Press Control + B or F1 + B.
5. Press <enter> on reader

F1 + C - Code If the same item is already listed on the Advice Note a message will appear asking if
Toggle you wish to merge the downloaded lines. This will then consolidate the downloaded
quantity onto the existing listed quantity.

Code toggle changes what is printed out for the customer e.g. stock code or catalogue.
If the stock code or catalogue is in bold then it will be printed.

1. Select product line.
2. Press Control + C or F1 + C

F1 + C – Diary Press F1 + C in the header of the Advice note i.e. the Account Code box, Order
Comments Number box, Delivery box etc to view the Diary Comments (F8 in the New Diary
program).

F1 + D - Display When the Advice Notes is printed, this function enables you to display/hide the
Hide Supplier Supplier from the customer.

F1 + D – Double 1. Select product line.
booking 2. Press Control + D or F1 + D

F1 + E – Enter 1. In the account code enter the customers name
Discount Sheet 2. Press F1 + D.
3. It will list all CEF branches, select the customers.
4. Enter the customers Order No and Vehicle Reg.
5. Contact the account holding branch for the Double Booking Allocation

Number.
6. Enter the DB Order No received from the holding branch.
7. Enter items required
8. F11 to save and print.

Press F1 + E to save multiple discounts against the advice note. Select Line or All
and then a discount will be saved for each line as a product discount.

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Functions continued…

F1 + F – Open Press F1 + F to bring up the Customer Discount Maintenance program.

Customer

Discounts

F1 + L – Look Up 1. Press F1 and L in the Order No or the Quantity field.

Quote 2. Enter the quotation number or F2 to search for saved quote.

3. Press <enter> on the quotation lines you wish to transfer to the Advice Note and

press F11.

If the option isn’t available a warning message will appear.

F1 + M – Merge/ Press F1 + M on a saved advice note to consolidate it to another advice note. This
Consolidate facility is for customers who wish to receive one invoice per month or job for
example. The F8 comments will record the items consolidated.

F1 + N - Nett Price 1. Enter the Advice Note or Advice Note Document Review.
2. Select the advice note required.
3. Press F1 + M.
4. Enter the document you wish to merge onto this advice note or press F2 to search.
5. Once you press <enter> the invoice will add the items from the selected advice
note and cancel the document transferred.
6. Follow points 3 to 5 until all items have been added.
7. Press F11 to save.
If a customer has discounts applying to a product, you can select to nett the price, so
those discounts do not appear.

1. Select product line.
2. Press Control + N or F1 + N.
3. Select whether to nett one line or all of the document

F1 + O – Order Press F1 + O on the line item you wish to order and select Line. Or select F1 + O
Item and choose All to order the whole document.

F1 + P – Job Lot Press F1 + P on the advice note to set the pricing to only show as a Job Lot. Press F1
+ P to change the pricing back to the original state.
F1 + Q – Quote Press F1 + Q on the line item to view the price the customer will pay. Select this to
Price Verbally apply for a Line or All once prompted.
F1 + R - Refresh This function enables you to put the price back to normal, if changed.
Price
1. Select product line.
2. Press Control + R or F1 + R.
3. Select whether to refresh a line or all lines.

F1 + T – Customer Press F1 + T in the Account Code box to view the customer sales trend program.
Sales Trend
F1 + T - Trade If a customer has discounts applying to a product, you can select to show the price as
Less Discount trade price less any discount

1. Select product line.

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F1 + V – Value 2. Press Control + T or F1 + T.
3. Select whether to change a line or all lines

Press F1 + V on a line to set the value. Enter the value required and this will
calculate the price including any discount entered.

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IMS Advice Note Entry
Issue 10 – December 2010