Currently the system enables, via a Repgen report, inspection of a list of vehicle delivered the previous day. The agreements on the list may be reviewed, the contract started and an initial rental invoice produced. This process enables the Kestrel system to start contracts automatically, based on a confirmed delivery date received from Ebbon-Dacs (although, this process can be mirrored manually also).
This process can be initiated manually from the menu system or set up as a Timed Operations routine.
The following logic is followed in order to initiate the automatic contract start process:
- The new Agreed Start date field is now held and displayed in the Vehicle Purchasing Details Tab. Although the field is intended to be automatically populated by Ebbon-Dacs it is also an editable field. The value in the field can be used in a report that will indicate the contracts that are due to be automatically started on a particular day. Amendment of the field results in the delay or advance of the contract-start routine. A report is required that will allow review of all contracts due to start on a specific date.
- The Automatic Contract Start process acts according to the date found in the Agreed Start date field. This can be a manually initiated batch process or a timed event, running at the end of each day.
- The routine, however initiated, searches through the agreement file and examine all agreements that are at Accepted status. If the agreed start date matches the date required, (this could be defaulted to today, yesterday or tomorrows date) then the automated process will start the contract.
- A contract audit event is automatically recorded for later analysis.
- A true registration number must be allocated; A contract cannot be automatically started using this process if the vehicle still has a quoted registration number i.e. prefixed with the letter Q.
- Normal validity checks will be carried out before the contract is started. An initial invoice will be produced as part of the normal system daily process.
What do you want to do?
To access Automatic Contract Start:
From the Master Menu, select the Contract Administration option and Company required.
The Contract Administration Menu is displayed.
Select the Administration Options option.
The Administration Options Menu is displayed.
Select the Autostart Contracts option
The Automatic Contract Start form is displayed.
This form is divided into four parts that are as follows:
In addition to displaying the form name the Title Bar provides a number of useful buttons.
This form contains the following fields:
Automatic Start Date: Allows entry of a date for which contracts meeting the required validation criteria are to be automatically started. Contracts with an Agreed Start date field in the Vehicle Purchasing Details Tab matching the date in here will be automatically started. This field can be defaulted to today, yesterday or tomorrows date.
COMMAND BUTTONS:
The following command buttons are available for use within this form:
OK: Lists all of the agreements meeting the selection criteria and then allows confirmation that all of these contracts should be started or cancellation of the request.
Cancel: Cancels the process without taking any action.
Help: Displays online context-sensitive help using the default browser.