Pre-Advice Entry For entering a pre-advice manually, or if you open a EDI/VCIS pre-advice you will see the same screens, the EDI pre-advice will have more details completed and filled out and you may just be able to hit save straight away, manually entered pre-advices start with a blank form ready for information to be entered. The very first items you need to enter before anything else is that Customer Code and Customer Site (this will default to the site if the customer exists only on one site) Customer PO Number (this is your customers' reference for their purchase) Advice Date (this is used for ageing purposes and reporting)
 There is no point explaining fields which are relatively obvious what their purpose is on the form, so explanations on how to fill this are generally about the section. Section / Field | Notes |
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Supplier Details | There are three options here to choose from Use my details as supplier Use a saved supplier's details Type a new supplier (and then save that supplier to use next time)
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Use my details as supplier - This will determine some customs information, if you supply your own goods then you are not liable to sales tax on those purchases. and in declarations of supplier we will stipulate that the goods we sourced from yourself. It will also effect Intrastate reporting |
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The minimum details required are Supplier Name, Address Line1, Town, Country. |
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BE CAREFUL NOT TO USE THE CUSTOMERS OWN DETAILS UNLESS THIS IS THE TRUE SITUATION |
| Transporter Details | This section is optional, we store Transport companies within the system, they will be marked with the INWARDS flag set and ticked. This information is mostly for informational purposes only. | PO Essential Information | This is generally used for planning purposed and aids the warehouse in working out what is arriving, especially when making a booking for goods coming into the warehouse. Expected Date - can be any date in the future Is it in a container and do you know the container number Will the goods be on slip sheets (this is because special handling equipment is required) Will the goods be palletised, this helps the warehouse determine whether the goods can be mechanically removed from the vehicle or not.
Much of the time this information comes from the haulier, the customer ordering the goods is generally limited to knowing the expected date. | Booking information | This section can not be edited and just shows when this PO has a booking. |
Order Item EntryEntry in this screen is generally limited to the detail lines, there are however two areas at the bottom with additional information, neither of which can be amended by the users.  Image Removed Image AddedCustomer Note - information within this can only be provided by customers using the EDI pre-advice, it is solely for information and is printed on some customers check sheets. Duty Stamps - when a duty stamp order is processed to place duty stamps onto a batch of stock then the numbers for the stock will appear in the duty stamps area on the bottom right.
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When entering products at this point you do NOT need to know the product code, you can simply enter the description for the moment and then obtain the code from your customer later, or if you are using the system product code you can FIND the product. |
The fields on the form should contain the information below Field | Notes | Auto Fill from
Product Code | Required |
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Product | Product Code field If entered then the product will be looked up and if it does not exist you will be presented with the options to | NA | No | Type | The Type of Product | YES | YES | COO | Country Of Origin of the product | YES | YES | Description | The basic description of the product (do not include information which is in another field below | YES | YES | Brand | Producer / Manufacture or Brand of the product | YES | NO | Pallets/Cases/Singles | These are the quantity fields of what to expect for this delivery into the warehouse. | NO | YES, at least one of them | C/P or CPP | Cases per Pallet | YES | NO | S/C or SPC | Singles per Case - you must have at least 1 | YES | YES | Year | Year or Vintage of the item, this needs to be either YYYY or NA or NV | YES | YES | Litres/S or SS | Single Size - It is the size of the item, This needs an entry, even if it is showing as 1 | YES | YES | Excise Duty Paid | Are the goods arriving Duty Paid, if so then tick this box Default is No | NO | NO | Loose | Are the goods expected to be loose, warehouses charge additional handling charge for loose goods (default is No) | NO | NO | Rotation Notes | Only if there is something to note PRIOR to the goods coming in | NO | NO | CR | Condition Report required. (Default is NO) This will enter a condition report request automatically when the goods are received, this report will then have to be actioned | NO | NO |
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Goods will be landed underbond by default.
If you have Duty Paid goods to land, tick the Excise Duty Paid field against the relevant line in the Order Details Line tab.
Once ticked, clicking the Generate Rotations button on the Receipting Details tab will generate a Duty Paid rotations (has a D after the slash).
The In Free Circulation field on the Bond Details tab will tick automatically for goods set as Duty Paid but you will still need to set the Customs Duty Paid flag (also on the Bond Details tab) if there is no Customs Duty to pay for that rotation. |
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