Order

Overview

Selection of the icon from the Contract Main Menu opens the Order Review form from which various aspects of an order may be viewed or edited by way of the series of tabs or via the Tools menu.

Kompact provides simple functionality for the purchase of a vehicle. The use of the purchasing option is optional, a record can be imported through quotations, or manually input, and the purchasing form can then be completely bypassed by starting the contract immediately. As soon as the contract is made live it is not possible to go back and then purchase it however. Whether the purchase of the asset is to be accounted for on the system or not the purchasing form may still be used to progress the vehicle through to delivery. Sufficient information can be stored on the record to allow for printing a purchase order, confirmation letters and delivery notes. A facility to analyse and post the suppliers invoice is included.

The original intention for this option is to provide a tool for users to nominate a supplying dealer for the asset, and then allow it to be ordered, the order to be printed and paid for. The following may be considered to be the general flow of work:

• Complete the vehicle details and full details of the specification items loaded.
• Nominate a supplying dealer.
• Agree a price with the dealer and print a vehicle order.
• Make use of the progress dates and text fields to track the progress of the vehicle order.
• Make use of the order fields to print a confirmation letter to the customer.
• Arrange for delivery of the vehicle.
• Receive and pay for the invoice.
• Proceed to start the contract.

What do you want to do?

• Order a Vehicle
• Accept/Invoice/Post Order Details

See also:

• Menubar and Toolbar

To access the order form:

1. From the Master Menu, select the Fleet Kompact option and Company required.

   The Kestrel Kompact Menu is displayed.

2. Select the Contract Management option.

   The Contract Management form is displayed.

3. Select the icon.

   The Contract Search form is displayed.

4. Enter the appropriate information to locate the required agreement.

5. Select the icon.

6. Select the shortcut from the menu on the left of the form.

7. The contract management Order Tab is displayed.

Order Form

This form is split into six parts that are as follows:

Title Bar

In addition to displaying the form name the Title Bar provides a number of other useful identification criteria and buttons.

Menubar and Toolbar

• File

• Edit

• Tools

• Reports

• Admin

• Help

Menu	Icon	Description
File > New		This displays the Create Contract wizard so that a new agreement may be created by way of either an existing fleet quotation or Manual input.
File > Open		This displays the Fleet Global Search form that enables an agreement to be found by entering search selection criteria.
File > Close		Closes an agreement record that is currently open for editing purposes.
File > Edit		Enables the current agreement record to be opened for editing. The edit button will switch from display to edit mode allowing editing to take place. Each user must have permission set correctly within the Kompact User Permissions option to use this option. When the edit mode is selected editing of the record is allowed.
File > Recent		Displays a list of the 10 most recently accessed agreements for the current user. A contract shown on the list may be selected to load it without having to go through the search routine.
File > Save		Saves any edits that are made to the currently open record. Existing details held for the contract are overwritten. If important fields are amended the changes may be audited. To view the audit take the Properties option from the File menu and then select the Audit Tab.
File > Print		Enables a number of print options depending upon the area of the agreement (Order, Agreement, Maintenance, Termination, etc) currently being accessed. For example, within Orders, this option displays all of the Order formats that are set-up within the Quick Reports Tab within Fleet Kompact / System Maintenance / System Parameters. Following selection of the required print format the Print Order form is displayed that, in the Order example, enables a vehicle purchase order to be printed (but only when the vehicle has a nominated supplier). As soon as it is printed the contract is moved to Order in Progress status.
File > Properties		Displays the Properties form which keeps an audit of events within the agreement.
File > Exit		Exits the current form and returns to the previous menu. If the agreement has not been saved then the user is prompted to confirm that they wish to save and exit the agreement or cancel.
Edit > Notes		Displays the Notes Sub-Menu that enables notes to be accessed, created and edit for various areas of the system.
Tools > Accept Invoice		This icon is only activated after the supplier is entered. It raises a purchase ledger payment for the total amount showing on the order form.
Reports > Order, Agreements, Maintenance, Terminations, Customers		This menu option provides access to a number of reports (and Quick Mail - a pre-defined email relevant to the specific area from which it is accessed). Once written within RepGen an button may be used to located and select these reports for inclusion within this menu list within the appropriate area column in the Quick Reports Tab within Fleet Kompact / System Maintenance / System Parameters. The required email format for inclusion in this menu list is defined within ??? Quick Mail field (where ??? denotes the appropriate area). The ability to be able to select from up to 10 print formats enables, for example, the user to decide which of the formats is most suitable for the specific task in hand. For example, within the Orders area it enables selection of the most appropriate order formats for the current task and also enables for the combination of the 5 points shown below: The ability to print an order to the main supplier, showing what will be paid to the main supplier. The ability to print an advice note to an alternative supplier to supply a product to the main supplier, which the main supplier will independently order from the alternative supplier; the main supplier will pay the alternative supplier. The ability to print an order to the alternative supplier, and pay the alternative supplier. The ability to print un-priced items on the order to the main supplier where those individual items are being purchased by the leasing company from the alternative supplier. To be able to print notes and comments made against all of the specification items on the order. This is available for all or none; the system cannot specify which items to print the notes for at the time of printing the order.
Admin > Administrator		Accesses Administrator mail and diary functions.
Admin > CRM		Accesses the CRM module and its associated Company, Customer and Vehicle records.
Help >		Provides online access to context sensitive help for the current application using the default browser.

Status Bar

The Status Bar provides general information regarding the selected vehicle and agreement details. It remains visible for all agreement operations precluding the need to switch forms in order to access general information.

Order Dialogue Box

This area of the form is divided into a series of four tabs which are as follows:

Order Tab: Enables selection of the vehicle supplier and review/edit of quotation/order costs..

Order Details Tab: Designed to hold some of the main order detail information. It may be completed as required, all fields being editible for those users who have permission to edit contracts.

Delivery & CollectionTab: Enables storage of delivery and collection address details.

Progress Tab: Provided to allow display of progress items for one or more of the individual order specification lines.

Specification Tab: Enables the review or editing of technical details relating to the vehicle or individual specification item. This process is largely used for commercial vehicles or for cars that have complicated specification items.

Status Bar

Displays a textual description of where the user is currently located within the system.