Address Groups

Overview

Where are address groups accessed?

In all Fleet modules there is a Miscellaneous Options Menu. The menu option Address Management is always found within this menu (an exception is Fleet Quotations). Full address group creation or editing is available regardless of the module used to gain access to Address Management so access is not required to a specific area of the system in order to edit details for that specific module.

Why are address groups required?

There are many reasons for holding customer information. CRM details are held from an early stage in order to establish basic name and address information as well as contact names, telephones numbers, etc. Once a customer is established there is a requirement to keep additional information that is neither available nor suitable for the CRM database.

In order for the data to be useful it needs to be accessible from the module in which it is utilised. For example, details about who to contact for terminations, together with default end of contract criteria needs to be accessible for terminations personnel within the terminations module. This requirement is repeated throughout the fleet system with different personnel requiring access to their own data within specific modules. One solution would be to operate a number of individual files for each department; however, this would often lead to repetitive input of the same name and address information within the different operation areas/modules (and the same repetitive input whenever a change of address occurs).

Address groups takes a centralised approach. The customer's main name and address details are held within the CRM system. This record is then accessed as often as necessary by an address group record which contains a number of associated sub-records each relating to specific operational areas or modules. In the same way, personnel who work for that customer have their own customer record in the CRM system which is referred to as often as necessary by an address group record. Therefore, if the customer has a change of address, one single CRM record is amended and all references to it result in the new address being recognised by all operational areas.

The use of address groups also means that a customer is not limited to just one identity and a single contact name. Within the Details Tab of an address group record sixteen different contact points are automatically offered (these may be added to or edited as required). Each of these contact points are standard CRM records.

When are address groups created?

An address group record is created after the CRM records are established. During the creation of an address group the system prompts for the link to a relevant CRM Company record, Customer record and Sales Ledger Account. It is therefore important to establish these prior to the creation of the address group. The only normal exception to this rule is that a default temporary Sales Ledger Account is often used for prospective customers in the first stages of set-up.

What do you want to do?

Step-by-step process

To access the Address Groups option:

Tip: The creation of new address groups requires the CRM company and customer records to be in place first. Also, for customers a sales ledger account is required and for suppliers a purchase ledger account. Please ensure these have been created as required and the record numbers/codes recorded to ease creation of the address group.
From the Master Menu, select the Fleet System Management option and Company required.

The Fleet System Management menu is displayed.
Select the Miscellaneous Options option.

The Miscellaneous Options Menu is displayed.

Each of the core fleet modules (apart from Fleet Quotations) also allows access to the Address groups function from the Miscellaneous options menu in the relevant module.
Select the Address Management option.

The Address Groups form is displayed.
Select the icon (or select File / New from the Menu Bar).
The Address group field allows entry of a new unique code. This can be made up of alpha and numeric characters up to a maximum of 8 characters.

Tip: As the address group file is shared for customers, vehicle repairers and vehicle suppliers it can be useful to add a prefix character to the address group code to aid identification of each record type.
The Generate Contract Administration sub-record checkbox enables quick creation of a contract admin sub-record (required for customers). If selected the system prompts for a sales ledger account code (and source of company or target/customer) to default in to the contract admin sub-record - see below.
The Company number field allows entry of the CRM company number either directly or using the button to search the CRM company file.
The Target number field allows entry of the CRM customer number either directly or using the button to search the CRM customer file.

Note: If a company number has already been entered and has customer records attached to it, then these customers are listed in the search for a target/customer number.
The Account code field is shown if the Generate Contract Administration sub-record checkbox is ticked above. This allows entry of the sales ledger account code either directly or using the button to search the sales ledger account file.
If catch-up invoices are required immediately then the invoice date can be entered in the Catch-up invoice field either directly or by using the button to search for the date using the Kestrel calendar search routine.

Tip: If the account code has been linked to the CRM company or target/customer record then use of the SL account source radio buttons can ensure this sales ledger account code is defaulted in automatically.
Click the OK command button to create the address group record (and contract admin sub-record if selected) ready for further detail to be added. A pop-up form confirms the creation of the contract admin sub-record if selected.
This is enough detail to create a base address group record and set it as a customer if the contract admin record has been created. To exit the form at this stage select the icon on the toolbar (or select File / Save from the menubar) and confirm as required.
It is possible to synchronise fleet with marketing at this stage by selecting the Yes command button when prompted. This ensures any existing fleet records for the selected address group are updated with any address changes on the CRM records.
Select the icon on the toolbar (or File / Exit from the menubar) to return to the Miscellaneous options menu.

Note: From within the Address groups form several other sub-records can be created/amended accordingly. The Details 2, Maintenance control, Contract admin 1, Contract admin 2, Terminations, Purchasing and Contract upload tabs are for configuring customer details. The Supplier tab is for vehicle suppliers and the Repairer and Repairer 2 tabs are for vehicle repairers (each of these supplier/repairer sub-records link to purchase ledger accounts).

Address Groups Form

This form is constituted of five elements, which are as follows:

Title Bar

In addition to displaying the screen name the Title Bar provides a number of useful buttons.

Menu	Icon	Description
File > New		Displays the New Address Group sub-form that enables the creation of a new address group.
File > Open		Presents an Address Group Search form that enables an existing address group to be found and reviewed by entering search selection criteria. The Address Group code is the customer code e.g. 8ANDERSO.
File > Save		Allows amendments to the address group record to be saved prior to exit. The system prompts Address Group Record Saved.
File > Exit		Exits the Address Group form and returns to the previous menu.
Edit > New Address Type		Enables selection of a new Address Type for display within the Details Tab. Sixteen different contact points are automatically offered upon creation of the address group. However, if an alternative address type / contact point is required (maybe a new contact type dealing with insurance write-offs only), it may be selected from this form. If a required address type is required which is not listed within the system generated list then a new Address Type may be created within Environment / Review / Address Types.
Edit > Marketing		Accesses the CRM record for the selected address group. Upon entry to the CRM record the Company Tab is selected. However, the Customer Tab and Vehicle Tab may also be viewed or edited.
Edit > Credit Controls		This option allows for differing levels of credit control calculations to be held against customers. The system uses a default control but this may be amended for each selected customer address group code. The credit limit may be overridden by a pre-determined priority level. If a customer is at their maximum credit limit the system does allows a quotation to be raised but does NOT allow a subsequent order to be created.
Edit > SLR Details
Help >		Provides online access to context sensitive help for the current application using the default browser.

Address Groups Dialogue Box

The top of the Address Group Dialogue Box displays the address group code (e.g. 8ANDERSO) and full customer name e.g Anderson Cars Nissan. The remainder of the Address Group Dialogue Box displays a series of Tabs that contain the relevant Address Types and address group sub-records which hold information relating to specific operational areas or modules. The ten Tabs are as follows:

Details: Selection of the Details Tab enables the review or amendment of a default set of contact names and addresses (Address Types). The default Address Types and contact names/addresses are created based on the Company and Customer records identified during the creation of a New Address Group. These address types may be accepted if suitable but may be amended if required to include other CRM company/customer records as contact points for the different operational areas.

Details2: Selection of the Details2 Tab enables the review or amendment of three groups of data which relate to the Master Agreement, Fleet Information and Recharges.

Maintenance Control: Selection of the Maintenance Control Tab gives access to the maintenance control sub-record which ensures that the system is aware of the policy concerning recharge and approval limits for the selected customer.

Contract Administration 1: Selection of the Contract Administration 1 Tab gives access to the contract administration control sub-record which governs the printing of invoices, selection of specific account codes and the status of credit checks.

Invoices for the selected customer cannot be raised unless an contract administration sub-record is present.

Contract Administration 2: Selection of the Contract Administration 2 Tab gives access to part of the contract administration control sub-record which governs any alternate Sales Ledger accounts which may be used for specific purposes.

Terminations: Selection of the Terminations Tab gives access to the terminations sub-record which governs how termination charges are to be calculated for the selected customer.

Supplier: Selection of the Supplier Tab gives access to the supplier sub-record which is maintained for those address groups that relate to vehicle suppliers. If a supplier record is to be maintained then other sub-records may not be populated, although in the case of a supplier the repairer sub-record may also be set up.

Repairer: Selection of the Repairer Tab gives access to the repairer sub-record which determines certain defaults and parameters for this address group if it provides maintenance and servicing facilities. The record sets accounts codes, service levels, franchises and various labour rates and discounts.

This sub-record is not normally set up for a standard customer address group record. Where a repairer sub-record is required the address group is devoted to the supplier, and none of the other sub-records are set-up except in instances where the repairer is also a vehicle supplier.

Repairer 2: Selection of the Repairer 2 Tab gives access to additional repairer sub-record which determines certain defaults and parameters for this address group.

Purchasing: Selection of the Purchasing Tab gives access to part of the purchasing sub-record which governs valid franchise codes for the selected customer and stores the associated address group codes to be used as default suppliers for vehicles of that franchise type.

Contract Upload: Selection of the Contract Upload Tab gives governs certain default values used within other areas of the system for the selected customer.