Pre-Advice Entry
For entering a pre-advice manually, or if you open an 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.
Header Entries
All fields are mandatory, if your customer does not provide a PO number then consider using the current date and not just the same number each time.
Field | Notes |
|---|---|
Customer Code | Enter the code or use the F11/F12 lookup |
Site Code | Will default if the customer code exists only on a single site |
Customer PO No | an alpha numeric code, avoid using symbols |
Advice Date | Current date will default. |
Delivery Type | See the listing below for details |
Advice ID | There is a facility to attach documents to the pre-advice, this can be either through FLEX taking images when the goods arrive or it could be the importation/clearance documents which accompany the goods, you can scan those and then attach them to the pre-advice. |
Delivery Type
Supplier & Shipper Details
Supplier Details
There are three options 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).
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
MANDATORY DETAILS -
The minimum details required are Supplier Name, Address Line1, Town, and Country.
BE CAREFUL NOT TO USE THE CUSTOMERS OWN DETAILS UNLESS THIS IS THE TRUE SITUATION.
Transport Details
This section is optional.
You can enter a transporter manually or you can look up the code, only those where the INWARDS flag is set will be shown.
This has no bearing on the final booking.
Pre-Advice
This is generally used for planning purposes and aids the warehouse in working out what is arriving, especially when making a booking for goods coming into the warehouse.
Expected Date - This can be any date in the future.
Container?/Container Number - Is it in a container and do you know the container number?
Slip Sheets in Use - Will the goods be on slip sheets (this is because special handling equipment is required)?
On Pallets - 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.
Shipment
This can only be pressed once the pre-advice is saved, and long after the entry is not on the SHIPMENTS form the information will remain within this area of the pre-advice.
If you press the Shipment button you will be presented with the following form where you can enter details
Booking
When the warehouse creates a booking for this particular pre-advice, you will be able to find the information here in the Supplier & Shipper Details tab. To learn more about the booking, please click here.
Order Item Details
Entry in this screen is generally limited to the details lines, there are however two areas at the bottom with additional information, neither of which can be amended by the users.
Customer Notes
Information within this can only be provided by customers using the EDI pre-advice, it is solely for information and is printed on some customer's 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.
Pre-Advice Requirements
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 | Required |
|---|---|---|---|
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 |
Brand | Producer / Manufacture or Brand of the product | YES | NO |
Description | The basic description of the product (do not include information which is in another field below | YES | YES |
Year | Year or Vintage of the item, this needs to be either YYYY or NA or NV | YES | YES |
SPC | Singles per Case - you must have at least 1 | YES | YES |
SS (L) | Single Size - It is the size of the item, This needs an entry, even if it is showing as 1 | YES | YES |
E Pallets/E Cases/E Singles | These are the quantity fields of what to expect for this delivery into the warehouse. | NO | YES, at least one of them |
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 |
CR | Condition Report required. (Default as per set up against the Delivery Type) This will enter a condition report request automatically when the goods are received, this report will then have to be actioned | NO | NO |
 | If a basic picture has been taken through FLEX at goods inwards process then it will be linked and shown here. This is not a condition report. | NO | NO |
By default all entries are marked as underbond, and you need to positively change the flag to stipulate that they are DUTY PAID.
You do this by selecting the EXCISE DUTY PAID (DP) field against the relevant line on the order details table line.
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.
Button Options
The section below describes the button options which you can see around the pre-advice page:
LOAD SO
If your inbound goods are a Transfer, this will open the linked Sales Order for the inbound transfer.
RESET LAYOUT
If you adjust the columns on the details pages, that is usually saved for future use. However, if you want to reset this to the default click the RESET LAYOUT function.
Put Away Note
Produces the Put Away Note, usually printed after the goods have been offloaded, checked and updated on the WMS.
In the Order Item Details tab, while creating or updating a pre-advice entry, you can change the Year(Vintage), which is different from the product record so that these are then consistent with the other goods in notes. If product P has set the ‘Year' field value to NV, you can change this field value in Pre-Advice, and when you click ‘Put Away Note’ and take printout this updated value will be shown in the 'Year’ column.
The pre-advice will give warning signs to the user of a difference between pre-advice & product attributes in Bond Details rather than earlier in the process. Warnings will be visible against each of the fields in the Order Item Details tab grid.
Check Sheet
This button produces the check sheet for the goods inwards and is used at the point when the goods are being offloaded from the vehicle.
You can receive a check sheet by going to your Pre-Advice and clicking the Checksheet button. You can take a printout of it if you need one. If the booking is made for this pre-advice, a booking reference number will be included in the checksheet. Along with general details, If the product needs Condition Report, it will be marked with the text ‘CR’.
Send Request Email
This is an optional module and will send an email to your customer requesting product codes and values for the products shown in the tab above. It is generally used when the goods arrive at the warehouse and the customer is not using a pre-advice, so the warehouse only knows the name and description and basic details.
Completed on Transfer Order
Should your customer send a pre-advice which is being transferred to you from another internal customer you will be able to use this feature to associate the two entries together and it will also cancel the entry as you only need the one which the system has generated, this button will only appear in certain conditions.