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This page contains information on the following topics
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Additional Dedicated pages are available for
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Currency
The Currency option is used to create a new currency, or view and edit the existing Currencies. These currencies are used throughout the system.
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To quickly and easily update exchange rates for multiple currencies, please visit https://visionsoftware.atlassian.net/wiki/spaces/VW/pages/662077545/System+Group#Currency-Rate |
Once you have successfully set a unique Currency Name and a Currency Sign you can
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add Exchange Rates and the date
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the new rate will be effective from.
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The |
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You can add Exchange Rates to a new Currency straight away but you should NOT try to add new exchange rates to existing currency. |
Commodity Codes
These are codes set by the WTO to identify products worldwide and are widely used to determine tax rates for products imported into a country.
Commodity Codes are used in the system to categorise products as per the government trade tariff (in the UK: https://www.gov.uk/trade-tariff), various attributes are configured here relating to customs duty and importing / exporting. When setting up Products in /wiki/spaces/VW/pages/710344721, in the Customs tab users will configure a commodity code which will be used as the default in the Pre Advice screen for receiving new stocks for the product.
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Mandatory fields are shown in RED
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| title | Commodity Codes ....more info |
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Field Explanations
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Field
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Notes / Explanation
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Description
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This can hold the full customs description of the commodity. Press the binoculars button to the right side to retrieve this automatically from HMRC.
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Short Screen Description
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Enter an abbreviated version of the longer description field, this takes precedence on most screens where this is displayed although the complete description is usually also displayed.
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Category Code
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see next section
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Bulk Commodity
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Used in manufacturing processes, when the warehouse is permitted to use the bulk commodity code for payment of customs duty for the bottled stocks.
Can only be used by the original owner.
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No of Products
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Not currently in use
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ECU Indicator
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This is a legacy field relating to Agriculture and Industrial rates, this is no longer used
Enter into Customs Warehouse
CT - CFSP Customs Transit Type
DT - CFSP Customs Declaration Type
IR - Trader who is authorised for CFSP as an indirect representative and submitting the declaration on behalf of the importer
Leave Customs Warehouse (Home Use)
Request Procedure Code (CPC) - which will be used later to enhance Vision integration with CDS in Bond.
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CPC
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Description
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71
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Customs warehousing procedure including deposit in other premises under customs control.
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07
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Free circulation with simultaneous entry of the goods under a warehouse procedure (including placing in other premises under fiscal control).
This is the most typically used.
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40
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Home use with simultaneous entry for free circulation.
To find out more about our CDS integration & roadmap see; CDS Implementation.
EC Country Indicator - Indicates whether or not this Commodity Code can be used for EC goods.
Dangerous Goods - If your system has been set up to generate shipping notes, a Dangerous Goods document will be produced whenever a Product is associated with a Commodity Code has the Dangerous Goods field ticked. You may need new Commodity Codes for your Dangerous Goods.
All the fields in red are mandatory to save the order
Speak to the Vision Support Team if you would like to turn on Shipping Notes.
Quotas / Preferences
Quotas and preferences applicable to the commodity code can be found in the HMRC tariff and entered here. These are used to override the standard rate of customs duty by entering the ‘Quota No’ on the Pre Advice when receipting stock.
Quotas - leave ‘Preference’ unticked, ‘Preference Type’ would usually be set to 320 but first check that one of the other quota options do not apply, enter the full ‘Quota No’.
Preferences - tick ‘Preference’, ‘Preference Type’ would usually be set to 300 but first check that one of the other preference options do not apply, in the ‘Quota No’ enter the same number as selected in the ‘Preference Type’.
Import Documents
Button - This provides the ability to configure the many different import documents and certificates required for the commodity when receiving goods in the Pre Advice screen, Bond Details tab. When clicking this button, the screen which opens has been designed to (as closely as possible) mirror the document requirements listed in the ‘Import’ tab of the UK trade tariff.
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Here users can select a country (or group of countries such as ‘EU Countries’ / ‘Non-EU Countries’) and configure the import document requirements for the commodity code for that country/group, the pre-advice ‘Bond Details’ uses the information configured here to get the correct information from the user.
Above we can see that in order to claim the preference for imports from the EU then document code U112 is required but we are defaulting the ID & status code to EU-DOC and JP per HMRC’s requirements https://www.gov.uk/guidance/claiming-preferential-rates-of-duty-between-the-uk-and-eu. However if claiming a preference from any non-EU country then N954 is required and the users will need to enter the document ID and status code because they haven’t defaulted here. We can also see that a VI1 is required for imports from all countries, and that C644 (Organic certificate) number & status is required, but for this one users have the ability to use ‘NA’ which will instead store Y929 to signify that the product is not organic or excluded from the regulation. This information can all be found here: https://www.trade-tariff.service.gov.uk/commodities/2204101100#import by viewing the ‘Conditions’.
Except when creating a new commodity code manually, most of the necessary configuration will default for you however customers are strongly advised to check the Commodity Code Maintenance configuration by using the trade tariff.
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Currently only the preference certificate (N954) and VI1 certificate (C014) are fed through to Bond’s CFSP & CDS modules, in future the remaining documents will also be posted through allowing customers to use those modules with other commodities such as those that are non-wine/spirits/beer. |
For more information about how to set the status / LPCO exemption code the document provided by HMRC see https://visionsoftware.atlassian.net/wiki/spaces/VB/pages/2469625894/Fixing+rejections#Known-differences-between-CDS-and-the-UK-Trade-Tariff%3A-Volume-3-for-CDS.
Commodity Categories
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 Commodity Category Codes indicate the general product type for (S would be a spirit, B would be a beer). This category codes are used on the Commodity Code screen and in other places (to show what types of products are allowed for use by individual Customers for example and on System Delivery Addresses). |
currency sign should be the three-digit ISO code for the currency e.g. USD, ZAR, EUR, AUD etc. |
When the rates change, you can enter a new rate and effective date, it will only work from that date onwards.
An audit log of the previous changes for auditing purposes will be available in Currency Maintenance.
Frozen Reason
If you need to freeze stock you will be asked to input the reason, the system comes with a number of “system” reasons which are used for quality, receipting, and governmental controls.
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| title | Frozen Reason |
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This screen is used to create, edit, or view the Frozen Reason. Each code needs to be unique.
You can specify an internal reason as well as a more comprehensive reason for the customer
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Be aware that setting an option on creation may make that option fixed with no way to modify it. These options are used by items which are inserted at the time of system creation you would not normally use those options afterwards. |
Options Name | Function and Notes |
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QA Held | This operates a QA sub-system and |
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generally setup for use with production |
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Normal frozen reasons should NOT have any of the lower check boxes ticked.
Tax Certificate
This is used for the small brewery tax certificates, these are issued to small breweries when they are producing limited quantities of beer and allow tax to be reduced for the products they produce.
As a brewery can supply multiple customers within the warehouse a single certificate is needed which can then be applied to the products that this brewery produce which can be in any customer's account.
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| title | Tax Certificate ......more info |
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This screen allows you to create or edit a Tax Certificate, and an audit trail is provided to show changes to the tax certificate.
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Tax-Free Form
Used for diplomatic orders where you are presented with a C426 form or for military use where you are given a C192. This keeps track of the amount of items that the user can have for this C426
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This screen is used to create a new tax-free form for tracking order usage  Orders being processed which are Type D (Diplomatic) or Type V (Visiting Forces) require C426/C197 forms to allow those orders to be processed. This reference is used on the orders in the UB info |
/bottling goods which are held in QA until either released by the system or manually released.
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Prevent Stock Maintenance | Generally used where stock is booked on without a value when it is needed, you need to use the Goods In feature for adding the value and releasing the stock. | ||
Excise Duty Bulk Payment Permitted | This is used for WOWGR related stock landing, if the customer does not have a WOWGR then the stock is frozen until the payment of duties is made through the excise bulk payment system.
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Prevent User Unfreeze | This options stops the user from unfreezing stocks using this code. |
Special Codes
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WOWGR | This is used in the following conditions are met
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REVCHECK | Same as above except the customer is set to Duty Representative of “NA” | ||
QA | When goods arrive and the receipt delivery type is set to mark all goods as QA upon receipt e.g. Manufacturing. | ||
VALUES | If you marke a receipt as Receipt without values then the stock is frozen and you must enter the values to unfreeze the stock. There is a menu option on Goods Inward to allow you to find this stock and to unfreeze it. |
Packaging Type
Packaging types are stored for each stock as it arrives and is used on paperwork for many things including environmental reporting, exports, government documents, and clearances
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This screen is used to create, edit, or view the Packaging Types. This is used in the Pre-Advices when receipting the stock.
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This is the Type of Packaging that the Stock will be received in
The Packaging Code should be unique however you can use the same UN Package Names Code for multiple packaging types.
You need to record the packaging type when the stock is receipted.
A guide to the UN packaging codes is contained in the PDF below:
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Pallet Type
You can maintain different pallet types in the system and use this to record the usage of pallets during the goods inwards and goods outwards
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processes.
This screen is used to create, edit or view the Pallet Types.
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This is used in the Customer Maintenance screen.
Default Inwards Charge
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→ The values that you are adding in this type, can be overridden when you are using this type
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for a specific customer. When used on a Pre-Advice, this generates charges which can then be invoiced in Vision Invoicing 'Goods In' invoices.
Default Outwards Charge
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→ Charges are not generated for using this currently but Goods Out Pallet use can be seen using the 'Goods Out Pallet Usage' Report in VW Business Intelligence Reports.
Default Rental
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→ The changes for the rental of the pallets.
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The Pallet Code should be unique. |
You can find existing Pallet Types by searching in the Navigation Panel under Maintenance. Double-click one of the Pallet Types in the list to Edit the details (using the screen shown above)
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Tax Code
Used by countries where there is additional taxation on specific goods. In the UK this is used for the sale of alcohol, tobacco, and cigarettes where each item has a tax code associated with it, this is also known as excise taxation.
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| title | Tax Code.........more info |
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This screen is used to maintain the excise duty codes and rates of excise duty.
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Small Brewery Option
This option makes the rates auto-calculated the duty based on the sliding scale and is based on the small brewery certificate you enter and then apply against the product.
Rate for < 5000 hectolitres - DO NOT TICK THE SMALL BREWERY option. The rate you put in is the rate which is charged.
Rate for 5000-60000 hectolitres - Enter the FULL Rate into the field and tick the option “Small Brewery” this activates the sliding scale.
General Setup
Calculation Methodology - The system needs to know which method it will be using for this tax code. Only one can be selected and you should enter this first.
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Be careful setting this especially the LOL and HLOL Getting this wrong could mean a submission 100 times too much !!! |
Duty Stamps Applicable - Is this a tax code where you may require a duty stamp on the item? If it is then set the option by clicking the check box.
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Unpick Reasons
This is used as additional security controls on warehouse operations
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when goods are picked a pick note is produced if they are unpicked and re-picked a new note can be produced, without adequate controls it is possible to double pick.
So to
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Whenever you wish to unpick items after they have been picked you will be asked for a reason why you are doing this.
control this, if you unpick, you have to enter an unpick reason.
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| title | UnPick Reasons |
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It is a simple form that requires a code and a narrative for the code.
This was added to aid warehouses keep a record of who was carrying this function out and why, it helps theft prevention because if you are using paper pick notes, this is still in the warehouse when you unpick and you need to remember to recall it and destroy it, otherwise there is a potential for duplicate picking.
It is a simple form that requires a code and a narrative for the code.
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Warehouse Vehicle
If you are using Vision Flex for warehouse picking, we need to know
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which vehicle you are using in the warehouse, what its capabilities are, and its maximum capacities.
You will be requested to specify the warehouse vehicle on the flex system.
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This screen is used to create, edit, or view Warehouse Vehicles.
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This is used when using the Vision Flex application for picking and put away.
🔗 For more information regarding the Vision Flex application, please click on the link 📟 Flex for WMS
The maximum you can enter in the Reaches Location Height field is 32767
Brand
This is in addition to the description field for a product
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. You can enter the brand which can be the manufacturer/producer, etc.
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This is a single input field, if it exists we will not duplicate the record.
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| title | Brand |
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The below-shown screen is used to create, edit, or view the Brand.
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This is used when creating a product to be used in the system
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You will not be able to have a duplicate of the Brand Name, the name should be unique
Location
These are your locations within the warehouse and are used to store the name of the locations along with the picking configuration and capacities
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We would suggest that the location names within all warehouse locations are the same length, if needed pad out with - or _ or 000 to achieve the result. |
This form is used to create, edit or view the Warehouse Locations to an existing Warehouse
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You would need to have a Warehouse and Sites created for you to create a Warehouse Location
Example Location Label
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This shows a check digit of 22.
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| title | Field Explanations......expand to read more |
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Field explanations
Location Name - This must be a unique name for the location, one that is only used one time in the entire warehouse.
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If using barcodes and scanning it is advised that the minimum name length for a location is at least 4 characters long, anything less than this MAY scan but the magnification required to keep the barcode minimum width is outside the tolerances usually allowed for barcode creation, this can lead to erratic results when scanning, If you are using check digits for the locations then this takes up 2 characters, so the name in this instance can be a length of 2 |
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We would suggest that the location names within all warehouse locations are the same length, if needed pad out with - or _ or 000 to achieve the result. |
Location Type - See the next expansion for additional details https://visionsoftware.atlassian.net/wiki/spaces/VW/pages/667418787/Maintenance+Menu#Location-Types This has to be set. If you are using PICK replenishment operations then you need to ensure your PICK locations are setup, and you should modify your site settings to use pick locations first before FIFO. However, it will only use the PICK location for quantities of less than one pallet
Configuration Section
The system uses this to build a matrix of how it picks from stocks in the warehouse. It takes each value and builds the pick route, so 1/1/1/1 will be picked before 1/1/1/2 and this is before 1/1/2/1, and so on.
The warehouse number needs to be kept unique to some degree but you can have multiple virtual warehouses within a single warehouse. e.g. If you want to pick the lower racks before the upper racks then you can have the lower racks as warehouse number 11 and the upper ones as warehouse number 21
The system will not allow you to set up duplicate locations within the same site.
Use 9L cases - is used for the graphical warehouse currently to assess how full the location is.
Has Mixed Products - if you are using auto put away routines then specify whether this location is allowed to store different products in the same location at the same time.
Max Height - This is also used for put-away routines, when you specify the location height it ensures that the goods do not exceed this height for the put-away routine.
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| title | Location Types......expand to read more |
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Location Types
There is a default list of location types available, which is loaded with most systems, however, when you are using certain functionality types are added these are generally non-picking
Non Picking Locations are
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Name
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Used for
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FLEX DEVICE
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Used for Vision Flex, this should have a single location of the same name in it.
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QA HOLD
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Used for manufacturing where a hold is placed on stock until it passed required lab checks.
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COND REPORT
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Used for condition reporting in some warehouses where incoming goods are not allowed to leave before a condition report is carried out on the stock.
Customers can also request their own location types to be added to the list, generally this is done when the system is first setup, to do this later will incur a charge from the support team to make the configuration change.
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Location Upload from CSVYou are able to create a Warehouse Location manually using the above screen or you are able to upload (import) multiple Locations using a excel spreadsheet. To find out the format we would suggest you export some locations and then follow this format for the new import file.  |
Transport
This is used for both incoming transporters along with outbound transporters and stores information and contacts for each transport company which could be used.
This information is shared between all customers in the system as generally, you find they all use the same transporters.
Some information on the form is used for under bond order transporters which are known as “bonded transporters” who also require movement guarantees to move the stocks without the payment of duties
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| title | Transport |
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This screen is used to create, edit or view a Transporter (Haulier) account.
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If you do not select Inbound (Pre-advice) or Outbound (Sale orders) or both the Transporters will not show for use
Transport Contacts
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and to try to avoid duplicates you can use the similar type search facility.
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This is generally not used for entry of new Brands/Producers as entering on the pre-advice allows the generic creation of the brand on the fly. |
If you have entered a Tax Certificate for this brand then you should tick the “TAX CERTIFICATE” field as this will highlight to a user that there is a possible certificate for the brand setup which could allow access to a reduction of duties.