Introduction
Pre-Advice entry is not essential but it makes a difference to the planning you can do in advance for the warehouse, the more you know about what is coming the better prepared you will be.
Entry of Pre-Advices can be achieved using the following methods
Manual Entry using VW application
VCIS Entry through the website (where available) where your customer enters the information
EDI XML Pre-Advice files (where available) directly from your customers' systems
This section deals with the manual entry of the pre-advices into Vision Warehousing and how to deal with the incoming VCIS or EDI pre-advices, they all go to the same place so they need the same information on them.
EDI XML and VCIS Pre-Advices
Maintenance
The maintenance screen allows you to cancel duplicate pre-advices that may have been generated by customers through EDI and VCIS. Duplications happen as the system automatically generates a dummy pre-advice when a transfer takes place, so the original pre-advice when it's not matched can sometimes be left behind.
The use of this screen is straight forward and it will try to match existing pre-advices to help you select the line to delete it.
EDI
This is the location where all inbound pre-advices come into, at this stage you need to open the pre-advice, check the details and save it, if the details are all correct the pre-advice is saved and a pre-advice UID is given, if it is not saved then you simply adjust the details which are incorrect and then try to save
At this point it is not essential to have the product codes already in the system, it is quite acceptable here to enter only the descriptions and request details from the customer. This however is not normal with EDI or VCIS but it can happen, usually, these types of customers supply product code and all the details.
This screen allows you to do two things
Select the line and hit delete, which deletes the pre-advice, there is no recovery from this it is wiped forever
Double click the pre-advice and it opens the entry screen (which can be seen below in the manual entry, it will however open with all the details loaded that we have been told about by the customer.
Manual Pre-Advices
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.
Supplier & Shipper (Pre-Advice Header)
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)
Delivery Type - This field has a major importance to how charging for the receipt will work, there is a table below in the expand section which show all the available standard delivery types, and their default settings. You can over ride those delivery types and how they charge by setting it to be something different on the customer record.
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 |
|---|---|
Supplier Details | There are three options here to choose from
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 The minimum details required are Supplier Name, Address Line1, Town, Country. 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.
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 button will show the Shipment Details that have been added using the Shipment Screen  You are able to edit this screen. |
Booking information | This section can not be edited and just shows when this PO has a booking. |
Other Entries on Pre-Advice Header
Booking - this will show details of the booking for the pre-advice, this information comes when a booking is made, at entry time it will be blank. Items in here are read only
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.
Order Item Entry
Entry 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.
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 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.
Tab Footer Options
Put Away Note - produces the put away note, usually printed after the goods have been offloaded, checked and updated on the WMS.
Check Sheet - produces the check sheet for the goods inwards, this is used at the point when the goods are being off loaded from the vehicle
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 on 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 know the name and description and basic details.
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 |
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.