The Contract Rewrite form is accessed via Contract Administration / Administration Options / Contract Rewrite and enables an existing contract to be re-written by modification of one or more of the various elements contained within the contract.
Note:The contract must be Live.
If the current agreement was originally generated from a Kestrel quotation (and this quotation is still available) then the Contract Re-Write form takes its information from the quotation as the cleanest source of data; if the quotation no longer exists then the data is taken from the existing agreement.
This form is split into five parts that are as follows:
In addition to displaying the form name the Title Bar provides a number of useful buttons.
The content of the Contract Rewrite menu bar is dependent upon the particular process that is being accessed. The full menu bar contents, however, are as follows:
Displays the following options:
New
Refreshes the form in preparation for a new contract to be recalled.
Open
Enables an existing contract to be found opened via the Fleet Global Search form.
Close
Enables an open contract to be closed giving the user the choice to save or abort any changes.
Save
Saves the current contract rewrite. This option may only be selected after the contract rewrite has been calculated else the following error message is displayed:
Quote has not been calculated cannot save
On saving a calculated contract rewrite, the Contract Rewrite Display Box in the bottom left corner of the form displays a new Quotation No.
Up to five contract re-write quotations may be saved and when the Contract Rewrite form is next accessed the Existing Requotes form is displayed allowing selection from any currently existing quotes.
Displays the Print Selection Dialogue Box. The first field displays the current default printer name. Selection of the down-arrow displays a drop-down list of available printers from which to choose. The second field enables selection of the appropriate item to be printed; the current available options being:
Makeup Sheet
Quotation
A single-click of the mouse will highlight and select the required option.
The Print Preview button displays a form image of the quotation or makeup sheet to be printed. Above the form image is a series of command buttons that enable the image to be viewed in further detail for example, Next Page, Prev Page, Two Page, Zoom In, Zoom Out, Quit, etc.
The Print command button prints the required selection to the chosen printer destination and return to the primary Contract Rewrite form. Only saved contract rewrites may be printed.
The Cancel command button returns to the Contract Rewrite form without actioning a print command.
Exit
Exits the current form and returns to the previous form or menu. If the contract rewrite is not saved then the user is prompted to confirm that they wish to exit or cancel.
This menu option provides access to the following options:
The Customer Review form is used to view and amend details of the customer attached to the contract.
This form provides a breakdown of the vehicle and option cost elements within the contract. A number of these cost elements can be edited from within this form.
This form displays the Product Options for the selected product and the respective default Cover Types. For each product option all available cover types are displayed in a sub-form and the required selections are made for the contract.
This option is used to review and edit default finance values set at either a global level or at a customer override level.
Accesses the makeup form which provides a structured breakdown of all of elements within a quotation. A number of these elements can be edited from within this form.
This form is used to override default excess/under mileage values set at global level (taken from Miscellaneous Options / Product Management / Excess and Under Mileage) or at a customer override level (taken from CRM / Record Maintenance / Companies Tab / Fleet Details). The displayed figure is either a "calculated" value or a pence-per-mile value set at a relief vehicle category group rate.
Selection of Edit Profit option from the Tools Menu Bar option displays an Edit Contract Margin and Profit box which enables the quoted contract profit (established utilising system default calculations) to be edited for the current contract rewrite quotation.
This option enables selection of either the current or proposed contract income and balance sheet values to be viewed.
Revert To Original Values
Following an unwanted amendment to one or more of the Proposed Values fields on the right of the form, this option enables the system to revert back to the original values quickly without having to re-visit each of the fields in turn. Following selection of this option a sub-form prompts:
Confirm that you want to reset values to the original quote.
The Yes or No command button is then selected as required.
This menu option gives the user access to the following option:
Calculate
Following input of the appropriate selection criteria - for example, product type, contract term, etc - within the Contract Rewrite Dialogue Box the Calculate menu option may be used to generate the calculation for the contract rewrite. The new Initial Rental, Regular Rental and Total Rentals fields are displayed. The Contract Rewrite Quotation No. is displayed in the square at the bottom left corner of the form.
This menu option displays a Contract Admin sub-menu option which in turn leads to a selection from the following:
Quick Mail
A pre-defined email relevant to the specific module area from which it is accessed. The required email format for inclusion in this menu list is defined within the Quick Mail Format field located in the Reports Tab within Contract Administration / System Maintenance / System Controls.
Reports
Displays a list of user-defined reports applicable to this process. Once written within RepGen an ellipsis button may be used to located and select these reports for inclusion within this menu list within the Reports Tab within Contract Administration / System Maintenance / System Controls.
This menu option displays a sub-menu option with a selection from the following options:
Accesses the Administrator mail and diary functions.
CRM
Exits to the CRM module (with the focus on the Customer record.
Task Manager
Displays the main Task Manager form to enable a new task to be created or existing tasks to be edited.
Provides online access to a context sensitive Help form. In addition, the About option provides the version number and copyright information relevant to this product.
As with the menu bar, the content of the Contract Rewrite toolbar is dependent upon the particular process that is being accessed. The full toolbar contents, however, are as follows:
Refreshes the form in preparation for a new contract to be recalled.
Enables an existing contract to be found opened via the Fleet Global Search form.
Saves the current contract rewrite. This option may only be selected after the contract rewrite has been calculated else the following error message is displayed:
Quote has not been calculated cannot save
On saving a calculated contract rewrite, the Contract Rewrite Display Box in the bottom left corner of the form displays a new Quotation No.
Up to five contract re-write quotations may be saved and when the Contract Rewrite form is next accessed the Existing Requotes form is displayed allowing selection from any currently existing quotes.
Exits the current form and returns to the previous form or menu. If the contract rewrite is not saved then the user is prompted to confirm that they wish to exit or cancel.
Selection of this option displays the Print Selection Dialogue Box which provides a number of print options including: a drop-down list of available printers from which to select; selection of the item to be printed; and a print preview facility.
Following input of the appropriate selection criteria - for example, product type, contract term, etc - within the Contract Rewrite Dialogue Box the Calculate menu option may be used to generate the calculation for the contract rewrite. The new Initial Rental, Regular Rental and Total Rentals fields are displayed.
Displays the Re-write Contract. This form enables a selection from the following two command buttons:
- Update
Rewrites the contract with the new values.
- Cancel
Returns to the Contract Rewrite form without writing the new contract with the new values.
Following an unwanted amendment to one or more of the Proposed Values fields on the right of the form, this option enables the system to revert back to the original values quickly without having to re-visit each of the fields in turn. Following selection of this option a sub-form prompts:
Confirm that you want to reset values to the original quote.
The Yes or No command button is then selected as required.
Selection of the Quotation Make-up Review icon accesses the makeup form which provides a structured breakdown of all of elements within a quotation. A number of these elements can be edited from within this form.
Displays the View Contract Balance form which enables selection of either the current or proposed contract income and balance sheet values to be viewed.
Displays the Global Review Form.
Provides online access to a context sensitive Help form. In addition, the About option provides the version number and copyright information relevant to this product.
The Contract Rewrite Dialogue Box consists of a Contract Basics area at the top of the form underneath which is a series of three Tabs:
- Registration
On entry to this form the registration or agreement number for the vehicle is required. This may be keyed directly or the Fleet Global Search facility may be invoked by selection of the ellipsis button immediately to the right of this field.
- Qualifying?
The system performs a number of checks (for example, vehicle registration date, commercial vehicle or not, etc) and automatically ticks this box if the appropriate criteria are met to denote that the vehicle is VAT Qualifying. A Q denotes a qualifying vehicle.
- Master No.
The master number of the relevant agreement that is linked to the vehicle. The agreement number produced at the quotation stage of the contract. Selection of the ellipsis button (...) immediately to the right of this field displays the Fleet Global Search form that enables a vehicle to be found by entering search selection criteria.
- Lease Type
The contract Lease Type Code for example, CM. Following selection, the full lease type description is displayed to the right of this field for example, Contract Hire With Maintenance.
- Definition
The basic function of the lease definition is to provide a posting table behind the lease type. The Lease Definition is the heart of the nominal coding for fleet contracts. Some of the areas are overwritten by their equivalent nominal code within the posting table but the core budgetary elements are maintained here. The lease definition is a legacy of the Rev 7 system (where a number of lease definitions/posting tables were defined). A Definition needs to be selected within Kestrel Fleet system Management for posting table purposes but the lease elements are now controlled within the Fleet Quotations product. The lease definition does not have to be selected within the quotation itself although Convert Quote and Contract Upload prompt for it.
This field contains the full lease definition description associated with the lease type code for example, Contract Hire With Maintenance.
- Vehicle
The full vehicle variant description.
- Start Date
The contract start date.
- End Date
The contract end date.
- Customer Name
The full customer name for example, Minerva Business Solutions.
- Current Period
The current period in which the contract sits for example, 9(month nine).
- Last Inv Period
The period for which the contract was last invoiced for example, 8(month eight).
Beneath the Contract Basics area of the form are then located a series of three tabs which are as follows:
The Quotes Values Tab is split into two distinct halves. The left half of the form contains the existing elements/values for the current contract while the right half of the form contains the proposed elements/values for the rewritten contract.
Enables a comparison between the budget profit makeup of the existing contract (to the left of the form) and the proposed budget profit makeup of the new contract (to the left of the form) that is to be written following selection of the appropriate criteria in the Quote Values Tab.
The Contract Rewrite (Summary Tab) is accessed via Contract Administration / Administration Options / Contract Rewrite and selection of the Summary Tab. This enables a view of how the re-written contract is to look and also displays a written summary of all the changes that have been made.
Displays a textual description of where the user is currently located within the system.