Selection of the Vehicle Movements option from the Vehicle Movements Main Menu opens the Vehicle Movements screen which is designed to enable the creation and monitoring of collections, deliveries or vehicle tracking. The records may also be created in other modules, such as Purchasing, Maintenance or Terminations.
Collection and delivery documents are produced by use of the Stationary Formats. Other documents relating to movements can also be created by use of the Report Generator.
This screen is split into six parts that are as follows:
In addition to displaying the screen name the Title Bar provides a number of other useful identification criteria and buttons.
The content of the Vehicle Movements menu bar is dependent upon the particular process that is being accessed. The full menu bar contents, however, are as follows:
New
Clears the screen of any existing vehicle/movement data and returns the cursor to the Registration Number field for input of a new vehicle registration number.
Exit
Exits to the Movement Control menu saving any movements that are created.
This menu option displays a Movements 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 Movement Control / 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 Movement Control / System Maintenance / System Controls.
This menu option displays a sub-menu option with a selection from the following options:
Accesses Administrator, mail and diary functions.
CRM
Exits to the CRM module (with the focus on the Target record.
Provides online access to a context sensitive Help screen.
As with the menu bar, the content of the Vehicle Movements toolbar is dependent upon the particular process that is being accessed. The full toolbar contents, however, are as follows:
Exits to the Movement Control menu saving any movements that are created.
Clears the screen of any existing vehicle/movement data and returns the cursor to the Registration Number field for input of a new vehicle registration number.
Enables a review of the CRM Customer Record linked to the selected vehicle.
Enables a review of the CRM Vehicle Record linked to the selected vehicle.
Displays the Global ReviewScreen.
This screen enables the creation and subsequent administration of collection records for a selected vehicle. This icon only becomes available following completion of the vehicle Registration Number field.
This screen enables the creation and subsequent administration of delivery records for a selected vehicle. This icon only becomes available following completion of the vehicle Registration Numberfield.
This screen enables the creation and subsequent administration of tracking records for a selected vehicle. This icon only becomes available following completion of the vehicle Registration Number field.
Displays the Administrator Screen which displays the following menu options:
Accesses Administrator, mail, and diary functions.
Displays the contacts to be followed up for the logged-in user for today.
Quick 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 >Movement Control / System Maintenance / System Controls.
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 Movement Control / System Maintenance / System Controls.
Provides online access to a context sensitive Help screen.
The Vehicle Movements Dialogue Box Contains the following data fields:
On entry to this screen the registration or agreement number for the vehicle is required. This may be keyed directly or a search facility may be invoked by selection of the ellipsis button immediately to the right of this field. Following selection of the ellipsis button a Search Options sub-form is displayed prompting selection of a search for Fleet Vehicles or Non-Fleet Vehicles. The appropriate command button should be selected:
- Fleet
Selection of this command button invokes the Fleet Global Search form allowing selection of a vehicle from the Kestrel database.
Movement control enables the creation of movement records for miscellaneous vehicles that do not currently exist upon the database.
It is not uncommon to be asked to move vehicles that are rented, or to collect vehicles that belong to another company. There is no requirement to create a vehicle record in the Kestrel system, nor in the Marketing system; brief details can simply be created within Movement Control. The vehicle registration number, vehicle description and any associated movement records are kept for future reference.
Type in the registration number of the vehicle to be moved. If it is know to the system then details of the vehicle are displayed otherwise then the Non-Fleet Vehicle sub-form is displayed with the following prompt:
This vehicle does not exist on the fleet. Do you want to create an independent movement?
If the No command button is selected then the system automatically returns to the Registration Number field for re-entry of the vehicle registration.
If the Yes command button is selected the system prompts for confirmation of the Registration Number and a brief vehicle Description (to be used on any printed delivery or collection documents). Once these details are completed the Create button may be elected to proceed with the rest of the vehicle movement record creation as normal.
Once the Non-Fleet vehicle record is created the Non-Fleet command button can subsequently be used to initiate a Vehicle search for existing non-fleet records. A single-left-click of the ellipsis button displays a Vehicle search form that enables selection from the current available non-fleet vehicles. The cursor is located in the search field. Key part or all of the required registration number (in upper case characters) and select the Search command button. Vehicles matching the entered criteria are displayed and, having selected the required vehicle by highlighting with the mouse, the OK command button is used to confirm this selection and return to the Vehicle Movements screen.
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 screen that enables a vehicle to be found by entering search selection criteria.
Located immediately to the right of the Current Agreement field. The status flag denotes the status of the agreement for example, L (Live).
The chassis number of the selected vehicle.
The name of the driver currently held against the selected vehicle record.
The Movements Grid displays a list of existing movement records for the selected vehicle. Each row contains a discrete movement record containing the following columns of information:
- Date
The date the movement took place (in the case of a tracking record it is the date the record is created).
- Time
The time the movement took place (in the case of a tracking record it is the time the record is created).
- Reference
The movement reference. Upon initial creation, the system automatically displays text derived from the user login ID and the current date and time. for example, ADP82-14/12/00-14:54. This may be overtyped to create an alternative reference if required. It is usual to accept the default contents for vehicle tracking records.
- Contact Name
The target contact attached to the selected vehicle (if applicable).
- Movement Status
This is the movement status code for example, AGREE (Agreed Collection Time). It is optional for vehicle movements, but important for vehicle tracking records. These are set-up in the Movement Status Descriptions menu option in the Miscellaneous Menu within the Movement Control Module.
- Driver
The driver code. This is the movement driver and not the normal vehicle driver. If company drivers are employed they should be established in the driver file in the Drivers menu option in Miscellaneous Options within Movement Control. The codes may also include agency drivers, either by name or by company.
Collection records are displayed in red, Deliveries in blue and Tracking records in green. To display one of the records in full, or edit the record, a single-left-click of the mouse opens the appropriate Collection, Delivery or Tracking record.
For a Delivery this Link column contains a C for collection (if applicable) and the Link Regno field immediately to the right displays the associated registration number for the collection. For a Collection, this Link columns contain a D and the Link Regno field immediately to the right displays the associated registration number.
If a link between a collection and delivery movement is created then the LT column above displays the appropriate code and this column displays the associated linked vehicle registration number.
Tip: Linking is important for reporting and query purposes, for a new vehicle delivery the movement agent may know the new car registration but may not know the details about the returning vehicle.
Within the View box area there are a series of three check boxes and a command button which all work in conjunction with each other:
A check box which, when selected, enables existing collection records (displayed in red) to be viewed and selected (for viewing in full or editing) within the Movements Grid area.
A check box which, when selected, enables existing delivery records (displayed in blue) to be viewed and selected (for viewing in full or editing) within the Movements Grid area.
A check box which, when selected, enables existing tracking records (displayed in green) to be viewed and selected (for viewing in full or editing) within the Movements Grid area.
With all three check boxes selected all vehicle movements for the selected vehicle are included in the display.
A check box which, when selected, enables both existing delivery and collection records to be viewed and selected (for viewing in full or editing) within the Movements Grid area.
This command button refreshes the screen, making sure that the latest information is displayed. It is used when one of the Collection, Delivery or Tracking check boxes is either selected or de-selected so that the screen is refreshed to display the new selection criteria.
Displays a textual description of where the user is currently located within the system and the number of movement records found for the selected vehicle and displayed in the Movements Grid.