The Build Specifications program enables you to set up full specification of all of the vehicles that are currently available for sale in a given franchise or franchises. Build specification allows for the addition of various options, including those available from the manufacturer and dealership, to the vehicles offered by the franchise. It is like a computerized brochure of all vehicles, with their options supplied. This enables you to add new options, remove redundant options and set option prices, categories, exclusion and inclusions.
To use sub-categories in the Build Specification program, you must tick the Build spec. sub categories check box in the Franchise Data system parameters.
You can have more than one Price Generation displayed. This is controlled by the specification parameters of the form. These views can be used by manufacturers to identify each price list.
Options can be created and their details amended at each franchise, model or variant level. Their availability and pricing can be defined at any level.
What do you want to do?
Learn about the Maintain Build Specifications form.
Check or edit the details of a Global level, Franchise level or Model level option.
To maintain Build Specifications:
From the FRANCHISE DATA menu select the Build specifications option.
The Maintain Build Specifications form is displayed.
This form is displayed when you select the Build specifications option on the FRANCHISE DATA menu. It enables you to maintain build specifications.
Note: The name of the form on the title bar is followed by either (Edit Mode) or (Display Mode), depending on which mode is selected.
Menu Bar and Toolbar:
Menu bar Toolbar Action File > New > Option Enables you to create a new option. File > New > Spec/price generation Enables you to create a new spec/price generation. File > Edit Switches to Edit mode (available only when you are in Display mode). File > Save Saves any changes to the build specification form and switches to Display mode (available only when you are in Edit mode and have something to save). File > Exit Returns you to the FRANCHISE DATA menu. Edit > Option details Enables you to edit the details of the currently selected Global level, Franchise level or Model level option. Edit > Price details Displays the price details of the currently selected option. Edit > Relationships Enables you to select options to include or exclude against other options. Edit > Option Notes Enables you to add notes to an option at any level. Edit > Delete Enables you to delete an option. Tools > Copy > Specifications Enables you to copy price/specification data. Tools > Copy > Options Copies options between Franchises, Models and Variants. Tools > Set end dates — Enables you to set an end date for specifications, prices or option relationships. Tools > Advanced option search Finds an option from the global level. Tools > Find specific variant Enables you to find a specific variant in the tree. Tools > Test library functions — Not used. Help > Help Displays this help topic in a web browser.
Specification parameters:
In Build Specifications the price generation (view) defaults to the one containing today's date. In their most simple form there can be just one view - Start date at beginning of the data creation, with no End date.
ID: Unique ID for the view, selectable with the Ellipsis button.
Effective from/to: Dates from and to of the generation in use.
Show data based on date: Contains today's date by default, but can be amended and any date can be entered or selected with the Ellipsis button to display options available for that date.
Note: Option pricing and availability are driven by date, that is, there is a start data and end date (the end date is often left blank). Therefore, changing the date here may change the option availability ticks displayed.
Vehicle tree:
The left-hand pane of the form displays each available franchise in a tree layout. By clicking the + (plus) symbol you can expand the franchise to view the models for that franchise. For each model click the + symbol to display the variants for that model. Click the - (minus) symbol to collapse an expanded selection.
Check box:
Hide non-current models and variants: When this check box is ticked, only current models and variants are displayed in the vehicle tree.
Option type: You can click the drop-down button to select the option type to display below factory, dealer, non-recoverable, warranties, colours, bonuses or trims. One of the following:
Bonus schemes: Each row in the grid represents a bonus option. This enables you to maintain those items which reduce the costs of a vehicle, but which are not itemised on an invoice produced within vehicle administration or a Showroom quotation.
Colours: Each row in the grid represents a colour. This enables you to maintain the colour supplied by the manufacturer, with or without additional cost, which are to be itemised on an invoice produced in vehicle administration or a Showroom quotation.
Trims: Each row in the grid represents a trim. This enables you to maintain the trim supplied by the manufacturer, with or without additional cost, which are to be itemised on an invoice produced in vehicle administration or a Showroom quotation.
Factory fitted options: Each row in the grid represents a factory option. This enables you to maintain those items which are supplied by the manufacturer over and above the basic vehicle specifications, with or without additional cost.
Dealer fitted options: Each row in the grid represents a dealer option. This enables you to maintain those items which are supplied by the dealer, over and above the ex-factory vehicle specification, with or without additional cost, which are to be itemised on an invoice produced in vehicle administration or a Showroom quotation.
Extended warranty option: Each row in the grid represents an extended warranty option. This enables you to maintain details of extended warranty schemes which are supplied through the dealer, over and above the manufacturer's or concessionaire's standard vehicle warranty, with the additional cost which is to be itemised on an invoice produced in vehicle administration or a Showroom quotation.
Insurance: Each row in the grid represents an insurance option. This enables you to maintain details of insurance schemes which are supplied through the dealer.
Packs: Each row in the grid represents a pack option. Packs consist of one or more options sold at a combined price.
Upper body colour: Each row in the grid represents an upper body colour. This enables you to maintain the upper body colour supplied by the manufacturer, with or without additional cost, which are to be itemised on an invoice produced in vehicle administration or a Showroom quotation.
Non-recoverable costs: Each row in the grid represents a non-recoverable cost option. This enables you to maintain those items which are supplied by the dealer themselves, over and above the ex-factory vehicle specification, which add costs to a vehicle, but are not itemised on an invoice produced in vehicle administration or a Showroom quotation.
Availability: One of the following, selectable with a drop-down button:
Standard: Standard for this franchise, model and/or variant, displayed as black ticks in the grid. The option defaults onto the vehicle without the selling price and cost price.
Optional: Optional for this franchise, model and/or variant, displayed as blue ticks in the grid. The selling price and cost price are defined on the prices tab.
Standard/removable: Standard option available to the franchise, model and or variant. Shown as a dark red ticks on the grid. The option defaults on when a vehicle is created in Vehicle Stockbooks, Showroom, or MKV stock, but can be removed. Standard removables are available only on Factory Option, Colours, Trims and Packs.
Note: If the VSB parameter Pull standard options as text lines is ticked, any Standard and Standard removable options are added to the vehicle specification. If left unticked these options are not displayed.
Tip: See the Prices form for credit price information.
Remove Tick: Select this option to remove any existing tick.
Setting Options: There are two ways of setting options, by using the tabs.
Note: This tab can be called Global Specification, Franchise Specification, Model Specification or Variant Specification, depending on what you have selected in the tree.
Specification Grid:
This section of the form displays all options available for the selected franchise, model or variant selected.
Tip: Click Key for the meanings of the colours used in the grid.
Option code: Option code, either a manufacturer-defined or user-defined code.
Description: Full description of the option.
Flag: Coloured tick identifying whether the option next to it is to be available, and at what level.
Specification Grid right-click menu:
Edit this option: Enables you to edit the option details.
Display this option: Enables you to check the specification for this option.
Create Notes: Enables you to create notes for this option.
No notes on this option: ??
New option at this level: Enables you to create a new option at this level.
Delete this option: Enables you to delete this option.
Option relationships: Displays the Option Relationships form, which enables you to select options to include or exclude against other options.
The prices tab displays options, with prices (if any). The variant and delivery price are supplied automatically when importing data.
Note: The variant price is displayed at variant level, when the option type is set to F. The delivery price can be displayed at any level when the option type is set to F.
Prices Grid:
Tip: In Edit mode, double-click a line in the grid or right-click it and select Create price or Edit this price to display the Variant/Option Prices form. Click Key for the meanings of the colours used in the grid.
Option code: Option code, either a manufacturer-defined or user-defined code.
Description: Full description of the option, together with the variant and delivery price.
Cost: Cost price either as a value or a percentage of the selling price. This is defined in the model or variant record.
Price: Selling price, net of any taxes.
Pricing Grid right-click menu:
Create price: Displays the Variant/Option Prices form.
Delete this price: Deletes the selected price.
Button:
Key: Displays the specification key, identifying the meanings of the shading and coloured ticks used in the Specification and Pricing grids.
Text box:
Search: If the list of options is long, you can enter a word in the Search box and press RETURN to find the option by its description.
You can select options to include or exclude against other options. For example, if a vehicle has a sunroof, then exclude air-conditioning. The relationships can be any type, and can be at any level (franchise, model or variant) and can be either inclusions or exclusions.
For a Pack type option, the relationships are the options it contains. For all other option types, it is the options that is either automatically selected when you select the option, or automatically excluded.
Warning: Ensure that the specification has been saved before including or excluding any options relationship.
Note: The appearance of this form varies depending on what you have selected in the tree.
This form is displayed when you select the Option relationships option on the right-click menu of the Specification grid on the Specification tab of the Maintain Build Specifications form. It enables you to select options to include or exclude against other options.
Grid:
Franchise: Current franchise.
Model: Current model.
Variant: Current variant.
Model year: Model year, if completed in the variant record.
Primary Option Type: Primary option type, from the item selected from the build specification form.
Primary Option: Primary option, from the item selected from the build specification form.
Effective from: Date when the relationship starts to be effective.
Effective to: Date when the relationship stops being effective.
Note: If the dates are left blank, the relationship stays within the current generation.
Option type:
Option type code letter and description, selectable with a Drop-down button.
Table:
Option code: Code for an option.
Description: Describes an option.
Search box:
Search: Text to search for to locate an option.
Control:
Relationship type: Either I to include an option when the primary option is selected, or E to exclude it, selectable with a Drop-down button.
Either includes or excludes the currently selected option, depending on what is set for Relationship type.
Either includes or excludes all the options of the currently selected type, depending on what is set for Relationship type.
Removes the currently selected option from the inclusions/exclusions list.
Removes all the options listed in the inclusions/exclusions list.
Note: Standard removable options cannot exclude other standard removable options.
Inclusions/exclusions list:
Type: Option type.
Option code: Option code.
Description: Describes an option.
R: Relationship type (either I to include an option or E to exclude it).
Buttons:
OK: Confirms the option relationships and returns you to the Maintain Build Specification form.
Cancel: Exits the form without saving any changes made.
Help: Displays this help topic in your default browser.
If the Currency code of the options being displayed is different from the base currency, the description of the Price tab includes the currency code.
Every option price you create holds start and end date (end date can be blank, which means any date in the future). When new vehicles are created in Vehicle Stockbooks, after choosing the variant code a window shows all generations with start and end dates, so the correct price for the vehicle can be chosen. The system highlights the correct generation based on which generation is valid for today.
This form enables you to view, create and amend prices as required. It is displayed when, with Edit mode selected,
you click Price details 
or double-click an option displayed in the Pricing grid on the Pricing tab of the Maintain Build Specifications form, or right-click it and select Create price or Edit this price. It displays pricing information for variant options and delivery. Retail and cost values are set here. The cost is set as a margin or a value, depending on the model or variant record. It is derived from either the option, variant, model or franchise as applicable.
Grid:
Franchise: Current franchise.
Model: Current model.
Variant: Current variant.
Model year: Model year, if completed in the variant record.
Option Type: Option type (blank for variant and delivery prices).
Option: Option code and description.
Effective from: Date when the price starts to be effective.
Effective to: Date when the price stops being effective.
Note: The appearance of this tab varies depending on what you have selected in the tree, the option type, the system parameter settings and your operator permissions.
Retail price: Retail price for the variant or option.
Taxable retail price: Taxable retail price for the variant or option.
Selling price: Selling price for the variant or option.
Gross?: When this check box is ticked, the selling price is VAT-inclusive.
Taxable price: Taxable price for the variant or option.
Gross?: When this check box is ticked, the taxable price is VAT-inclusive.
Note: When you create a new price with the Franchise Data Parameter Use VAT inclusive prices switched on, the Gross?: check boxes are ticked by default, meaning that the prices entered next to them are VAT-inclusive. Remove the tick if you want to enter a VAT-exclusive price. The value entered is the value stored in the file, so that when a vehicle is created or an accessory is added you can avoid rounding errors caused by using VAT-inclusive prices. This is done by using the value given as the base value and then working backwards to remove VAT from that value.
If you change a value on a specification line though Showroom or Vehicle Stockbooks, the VAT inclusive flag is reset and the new value entered becomes the base value to calculate VAT from. Adding a discount to a line when using line-by-line discounting does not cause the flag to be reset.Cost price: Cost price of the variant or option.
Option margin from Model: ??
Option margin from Variant: ??
Margin (defaults from variant): ??
% list price (see model/fran): ??
Calculated cost price: ??
Car tax flag: Type equals (=) in this box, press TAB and complete the new Car tax amount field to overwrite the car tax flag on the variant. The Car Tax codes are maintained in the Car Tax Definitions section of the Franchise Data System Maintenance Menu.
Margin percentage: Margin percentage of the variant or option.
Calculated value: Calculated cost price after a margin percentage is entered.
Credit price: This field is displayed only if the option is marked as a standard removable option. If you require the amount to be removed, prefix the amount entered with a minus (-) sign, otherwise any amounts entered will be treated as a positive cost.
Note: Multiple prices are displayed in red.
Buttons:
OK: Confirms any changes and returns you to the Maintain Build Specification form.
Cancel: Exits the form without saving any changes made.
Help: Displays this help topic in your default browser.
This form is displayed when you select Edit > Option details on the Maintain Build Specifications form menu bar, click the Details 
button on the form's toolbar or select Edit this option on the Specification grid right-click menu. It enables you to check or amend Global, Franchise or Model level option details.
Note: The name of this form, and its exact appearance, depend on whether the option you are checking or amending is at Global, Franchise or Model level.
Franchise code: Name of the currently selected franchise.
Model code: Name of the currently selected model.
Option type: Option type (dealer fitted, factory fitted and so on), selectable with a Drop-down button.
Option code: Identifies the option.
The General tab displays the details of the option, where it is used in other areas of the system. This tab also denotes what postings are produced via the Analysis codes and the Vehicle Stockbook posting tables.
Note: If you are using CRM Vehicle Stocking, this facility uses different posting tables.
Description: Description of the option, up to 35 alpha-numeric characters, which is used in subsequent vehicle administration and Showroom.
Default VAT Code: Default VAT code associated with the option, selectable with a Drop-down button. The master file of VAT codes is held in the accounting system, in the Nominal Ledger module. Typical VAT codes are S for standard rate goods, Z for zero rated goods and O for outside the scope of VAT. When the relevant programs assess whether or not to charge VAT, the customer VAT rating is also taken into consideration.
List sequence number: Enables you to list options in a specific order sequence in Showroom and vehicle administration.
Option group: Code and description for a group, selectable with a Drop-down button, that enables the option to be placed in a group.
Analysis code: Analysis code for the option, linking the option to the posting tables.
Manufacturers code: Manufacturer's code for this option.
Menu price code: Menu price code for the option. This applies to dealer fitted and non-recoverable options only and enables integration to Aftersales menu pricing. If a menu price code is entered, the labour and parts can be automatically loaded in Point-of-Sale.
Available on: Enables you to assign an option to new vehicles only, used vehicles only or both.
Defaulted on: Enables you to assign an option to default in certain areas of the system. One of the following:
None: Do not default at all
V (Only in vehicle): Default onto VSB record only
Q (Only on quote): Default onto Showroom quotes only
B (Add to both): Default onto both VSB and Showroom records
H (Hidden in SR, added to spec.): Hide in Showroom quotes and default onto VSB records
(Hidden in SR): Hide in Showroom and do not default onto VSB records
Estimated/Fixed cost: Either F for fixed or E for estimated cost for the option. Dealer fitted and non-recoverable options are usually set to estimated cost, as these options may need to be estimated first and fitted, via the Workshop or an outside supplier.
Tip: This field defaults to F Fixed for Factory fitted options, colours and trims.
Car tax flag: This field, if activated, overwrites the car tax flag on the variant.
Showroom priority to edit price: Minimum priority for a sales executive in Showroom to be able to amend the price of the currently selected option. This priority overrides the dealer accessories priority set in Showroom parameters.
Allow std to be upgraded: Standard options normally cannot be upgraded (replaced by another option from the same category). However, you might have a variant that for example comes with a five-disc CD auto changer as standard, but you can upgrade it to a ten-disc CD auto changer. The two options should have the same category. Ticking this check box enables you to upgrade the standard option even though they have the same Category.
This option is part of groups:
Generic option categories: This feature enables you to attach an option to an option category. Generic option categories are set up in another area of Franchise Data.
You can use the five Drop-down buttons to select the required Generic option categories.
Other settings:
Print flag: If this check box is ticked the option will be printed when a document is produced, otherwise it will be suppressed from the documents.
Warning This flag assigns a print or non-print value for a particular option. The derived logic in Format Stationery can be changed to include or exclude items with this flag set, depending on whether the item has a sales value, cost value, both or neither. None of the Autoline standard formats includes the print option flag.
Not available to finance: If this check box is ticked the option is displayed in Showroom Enquires as Cash deposit (Includes non-fundable options).
Prompt for quantity: If this check box is ticked you are prompted for a quantity.
This tab enables you to enter text notes manually in the text box provided. Alternatively you can enter a URL link to enable you to view a pre-designed file or website for a more professional appearance, in which case the Preview button is enabled. Click Normal to return to the text box.
This tab enables you to store a picture at option level (available on colour and trim options). You can display a picture of the vehicle that the option is attached to in Showroom and CRM (if applicable).
