Invoice Retrieval System

Function Overview:
Microbase in conjunction with Repco Auto Parts have developed an on-line facility that allows Repco registered users to import bills directly to Automation’s purchasing module. Line items included in these imports can be allocated to inventory or jobs as buy-ins. For this feature to operate you will need an internet connection plus your Repco account has to be activated for data import via application to Repco Auto Parts.

Set-up:
To initialise your Repco invoice retrieval feature select from the top menu bar File / Setup, point and click on the on-line tab. The Repco invoice retrieval options are located on the bottom left hand side of the display.

Enter your GLN (account number) into the GLN field, select the button to the right of the Repco option, your supplier list is displayed point and double click on the Repco account you wish to use for import, the supplier name is displayed. There are two further options – Check for Repco invoices on this machine, selecting this option will initialise the import on the one machine, usually this would be your administration or office computer. The second option allows for the automatic maintenance of profit margins for any item that has increased in price the retail will be increased by the same percentage.

Managing Imported Repco Invoices:
Imported bills are listed in your purchasing screen; the invoice number is displayed in blue, and once the invoice has been opened and closed the invoice number will be displayed in black indicting to the user that the transaction has been processed. It is suggested from an operational perspective that imported transactions are accessed and processed when the paper invoice is received. All items will be received as inventory unless the part number has already been allocated as a buy-in on the local system in which case it will retain the previous allocation. Version 261D and later allow for easy conversion of parts between buy-ins and inventory.

To convert an inventory item to a buy-in (or visa versa) point and click on the line item, from the part form point and click on the button to the right of the type field, select the conversion option. Using the import process requires all buy-ins to be allocated to jobs from the purchasing module.

Function Parameters Relating To Data Import:
Catalogue or new items will be allocated to inventory – when a catalogue part existed before download the item is converted to inventory the cost is recorded in the part form however the sell if originally zero will remain with no value recorded.
 
 When a duplicate reference number is found, the user is prompted with three possibilities:
 
         A) Replace existing (automatically backing out previous data),
         B) Keep existing and create a new record (with automatically created different reference number)
         C) Keep existing and ignore new data. There is also a checkbox at the bottom of this form which you can check if you want to use the
             option you select for all duplicates in the current download (saving you from clicking the button for each and every invoice).
 
 If a match is found from a new bill to an existing PO (this field is in the Repco data), the link is created and the outstanding/received fields are populated accordingly.
 Inventory items/Buy-ins can be interchanged from the part details form by selecting the button to the right of the type field.