Enables the creation, retrieval and review of documents that are scanned in and held against the rental agreement.
To access the document archive function:
From the Master Menu, select the Vehicle rentals option and Company required.
The VEHICLE RENTALS Menu is displayed.
Select the Reservations option.
The Reservations and Availability form is displayed.
Select the Document Scanning option from the Tools menu.
The AK Documents for Agreement form is displayed.
Enables the retrieval and review of documents that are scanned in and held against the rental agreement.
This form is split into three parts that are as follows:
In addition to displaying the form name and agreement number the Title Bar provides a number of other useful identification criteria and buttons.
The AK Documents Dialogue Box contains a number of fields and a Document Grid which are as follows:
Agreement No.: The agreement number of the record for which a stored document is to be retrieved.
Document Type: Allows the selection of a Document Type group. This is a two digit alphanumeric field which may then be used so that documents may be allocated against a particular type/area. There is currently only one document type available for selection within the Vehicle Rental module i.e. DS. The document type is defined within the DR Document Type field in the General 4 Tab of System Parameters.
Tip: Document Types are set-up within Fleet System Management / System Parameters / Document Archive Tab.
The two digit code and associated description are displayed.
Document Management Grid: Displays all of the documents scanned and stored against the agreement.
The following details are displayed for each document record:
Date: The date on which the document is scanned.
Document type: The document type category to which the document is assigned i.e. DS.
Document number: The unique scanned document reference number.
User ID: The Operator login of the user who scanned the document. This is only displayed if the Prompt for Operator checkbox is ticked in the General 4 Tab of System Parameters.
Document Description: The description given to the scanned document when it is saved.
A double-left-click of the mouse on any row within the grid presents a Document Retrieval - Document Scanning form which enables the stored document to be displayed or printed.
COMMAND BUTTONS:
The following command buttons are available within this form:
Close: Returns to the previous form.
New: Opens the Scan New Document form from which a new document may be scanned for later retrieval.
Help: Provides online access to context sensitive help for the current application using the default browser.