Formerly known as Global Review this is an important form that enables the constituent parts of a contract to be interrogated and in some cases edited.
This Contract Review 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 Review menu bar is dependent upon the particular process that is being accessed. The full menu bar contents, however, are as follows:
Open
Displays the Fleet Global Search form that enables a vehicle to be found by entering search selection criteria.
Opens the Print Selection form to enable printing of the agreement for the contract currently under review.
Exit
Exits the Contract Review form and returns to the previous menu or form.
This menu option provides access to the following options:
Display Additional Contract Details
The purpose of the Additional Contract Details form is that for some contracts additional contract information may well need to be stored. The logic here is that the customer specific fields are not held in the standard software but are created in the ancillary forms/files. There is a file for the vehicle (FM/caanc) and one for the agreement (FM/aganc). This option enables the additional contract details to be viewed only.
Note: This facility is not enabled on all systems.
Display Additional Vehicle Details
The purpose of the Additional Vehicle Details form is that for some vehicles additional information may well need to be stored. The logic here is that the customer specific fields are not held in the standard software but are created in the ancillary forms/files. There is a file for the vehicle (FM/caanc) and one for the agreement (FM/aganc). This option enables the additional vehicle details to be viewed only.
Note: This facility is not enabled on all systems.
Edit Additional Contract Details
The purpose of the Additional Contract Details form is that for some contracts additional contract information may well need to be stored. The logic here is that the customer specific fields are not held in the standard software but are created in the ancillary forms/files. There is a file for the vehicle (FM/caanc) and one for the agreement (FM/aganc). This option enables the additional contract details to be edited.
Note: This facility is not enabled on all systems and if this option is not available the following prompt is displayed: Fleet Agreement Ancillary Form not setup.
Edit Additional Vehicle Details
The purpose of the Additional Vehicle Details form is that for some vehicles additional information may well need to be stored. The logic here is that the customer specific fields are not held in the standard software but are created in the ancillary forms/files. There is a file for the vehicle (FM/caanc) and one for the agreement (FM/aganc). This option enables the additional vehicle details to be edited.
Note: This facility is not enabled on all systems and if this option is not available the following prompt is displayed: Fleet Agreement Ancillary Form not setup.
This menu option provides access to the following options:
Displays the Fleet Odometer Change Log form which displays the details of any odometer changes against the selected vehicle.
Displays the WIP Log form which displays the current jobs (Work In Progress) within Point of Sale and enables the details to be reviewed.
Service Schedule
Displays the Service Schedule form in order that current service schedule events for the selected vehicle record (if applicable) may be viewed with regard to status, date, etc.
Displays the Order Position form which displays the current status/position of the order associated with the selected contract.
Displays the Funding form which enables the funding of the vehicle contract to be viewed.
Displays the RFL Renewal Check form which enables RFL Renewal details and dates to be reviewed.
Displays the Vehicle Disposal form which enables the disposal details of the vehicle contract to be viewed.
Displays the Maintenance Profile form which enables a review of actual maintenance spend against the budgeted maintenance profile for any given month within that profile.
Displays the Costs Review form which enables a review of the following profi sources on the currently selected contract:
Code Description I Insurance C Additional Costs l Accident management profis o Dealer Commission T Tyre lines B Motorclub lines V Relief Vehicle lines Displays the Account Balance form which displays the current outstanding balance for the Sales Ledger account associated with the selected contract.
Displays the Vehicle Balance form which displays the current outstanding balance for the vehicle associated with the selected contract. This differs from the Agreement Balance form in that a vehicle may have more than one agreement associated with it (for example, a primary contract and a secondary extension contract both with outstanding balances).
Displays the Agreement Balance form which displays the current outstanding balances for the selected contract.
Displays the Posting History form which displays all of the invoice posting details associated with the selected contract.
Displays the Excess and Under Rates form which displays the current excess and under mileage rates applicable to the selected contract.
Displays the Fleet Audit Log form which displays audited events for the selected agreement. The type of events that appear in the log are user-definable and may be altered at any time the system is operational. The activation of available audited events takes place within the Contract Audit form in Quotations within the Environment module.
Displays a small sub-menu which enables a review of notes which are entered within various specific areas of the system. Notes may also be created and saved using the Contract Review notes forms.
Note: This menu option contains sensitive processes and is therefore only accessible when Contract Review is accessed through the Fleet System Management module - thus enabling a level of security. As an additional level of security, most options within this menu can be further restricted within Environment / Review / Permissions where the appropriate check boxes can be unavailable at User ID level.
This menu option provides access to the following options:
This menu option enables the registration number to be amended and various details of the vehicle / contract to be updated.
This option displays the Miscellaneous Fleet Details form which enables the review and editing of a number of fleet details fields.
This option displays the Additional Vehicle Data form which enables a review/editing of various user-defined data fields held against the motor record.
This option displays the Review DVLA Details form which enables a review/editing of additional data need to be provided to the BVRLA especially for vehicles taken aboard.
This option displays the Adjust Renewal Dates form which enables the correction of calculated dates set by the system (from the Registered date) for RFL, Motor Club and Insurance renewals.
Displays the Remove Balloon form which enables the removal of the Balloon Value from the contract makeup. This menu option is typically dimmed and is only enabled for use with contract purchase type deals where the balloon is not already invoiced.
Displays the Allocate Cost Centre form which enables a cost centre (created within the Contract Administration module and assigned to the appropriate address group) to be allocated to the selected vehicle contract.
Enables a contract to be allocated to an alternative customer/SL account code. Accounts postings are made to the new customer from this point forwards but there are no retrospective changes made to postings to the original customer. This option should be used with caution.
This option displays the Change Business Source form which enables the Business Source field contained within the Agreement Tab to be updated.
This is not the Business Source field held against the CRM company record and viewable within the Quotations form as the Source field (this source code is used to focus, for analysis purposes, on the original enquiry source for the quotation for example, REF for "Referral". The Source Code that may be amended here is that which may originally be selected within the Convert Quote process within the Quotations module. This Business Source record table is set-up within Fleet System Management / Miscellaneous Options / Posting Controls / Business Sources and enables Balance Sheet and Profit & Loss cost centres to be allocated to the source.
A maintenance budget value is derived for the period of the contract but the Contract Options form enables the creation and review of a list of specific maintenance options deemed to be valid within this maintenance budget for a selected contract. The list is for memo purposes only and enables fleet personnel to distinguish between maintenance contract options which are truly valid for a selected contract and those that are not.
Displays the Suspend Agreement form which enables the suspension of invoicing to the customer while allowing budget postings to go through to the Nominal Ledger each period.
Displays the Suppress Revenue form which enables the budget postings to be suppressed. (The Suspend Contract option enables the suspension of invoicing to the customer; however, budget postings are still allowed to go through to the Nominal Ledger each period).
Displays the Vehicle Re-CRM form. This form is for vehicles that are terminated but not yet disposed of and is used for entering any disposal bids received against the vehicle. The form is used as a memo recording facility and the data recorded does not have to be actioned or carried forward in any way.
Disposal bids may be both created and reviewed within the Vehicle Re-CRM form. However, the Vehicle Re-CRM form also displays bids that are created using the Bids Tab within Terminations / ReCRM / Vehicle ReCRM.
This form enables written down value and depreciation values to be amended.
Enables the creation and administration of accident records for a selected vehicle. This process enables monitoring of accident progress through the creation of a number of separate records which, when collated, form the accident record. The separate records enable recording of the accident detail itself, third party details, third party insurance details, as many estimates as required as well as a simple diary system to remind the maintenance controller to follow-up repairs.
Build Summaries
There are several summary files that need to be built:
- bsumm
The budgets summary which consolidates the values used within the Income/Spend Tab
- msumm
The maintenance summary which consolidates the values used within the Costs Summary Tab and places the values into the appropriate maintenance cost grouping via analysis codes.
- csumm
The rentals summary which consolidates the values used within the Rentals Tab and places the values into the appropriate rental groupings.
The Build Summaries is typically run as an end-of-day process within Timed Operations for all contracts but can be used here to update an individual contract for immediate review of values prior to end-of-day. The process that is run within Timed Operations is located within Contract Administration / Miscellaneous Options / Summary Options.
Delete Contract
Warning: This option is very severe. If Delete Contract is taken then the following items are removed: the agreement itself; the motor file; profi records; notes; associated quotation details; phist; excess and under details; renewal files; and items in Ipend (pending invoices/credits, etc that are not yet posted through to accounts are lost without the document ever being printed.
This option is located within the Tools menu and, as described above, can therefore only be accessed by those users with access to Fleet System Management. There is also an additional permission level (within Environment / Review / Permissions where the Delete Contracts check box can be unavailable at User ID level.
Documents
Displays the Fleet Document Management form which enables the retrieval and review of documents that are scanned in and held against either the agreement or vehicle.
- Reports
This menu option displays a System Management 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 Fleet System Management / System Maintenance / System Parameters.
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 Fleet System Management / System Maintenance / System Parameters.
This menu option provides access to the following options:
Accesses the ADP Administrator mail and diary functions.
Displays the contacts to be followed up for the logged-in user for today.
Task Manager
Displays the Task Manager form which enables a filter and display of current outstanding tasks and new tasks to be created.
Provides online access to a context sensitive Help form.
As with the menu bar, the content of the Contract Review toolbar is dependent upon the particular process that is being accessed. The full toolbar contents, however, are as follows:
Exits the Contract Review form and returns to the previous menu or form.
Displays the Fleet Global Search form that enables a vehicle to be found by entering search selection criteria.
Opens the Print Selection form to enable printing of the agreement for the contract currently under review.
Displays a small sub-menu which enables a review of notes which are entered within various specific areas of the system. Notes may also be created and saved using the Contract Review notes forms.
Displays the Fleet Document Management form which enables the retrieval and review of documents that are scanned in and held against either the agreement or vehicle.
Displays the Fleet Odometer Change Log form which displays the details of any odometer changes against the selected vehicle.
Displays the WIP Log form which displays the current jobs (Work In Progress) within Point of Sale and enables the details to be reviewed
Displays the Order Position form which displays the current status/position of the order associated with the selected contract.
Displays the Funding form which enables the funding of the vehicle contract to be viewed.
Displays the Vehicle Disposal form which enables the disposal details of the vehicle contract to be viewed.
Displays the Account Balance form which displays the current outstanding balance for the Sales Ledger account associated with the selected contract.
Displays the Vehicle Balance form which displays the current outstanding balance for the vehicle associated with the selected contract.
Displays the Agreement Balance form which displays the current outstanding balances for the selected contract.
Displays the Excess and Under Rates form which displays the current excess and under mileage rates applicable to the selected contract.
Displays the Fleet Audit Logform which displays audited events for the selected agreement. The type of events that appear in the log are user-definable and may be altered at any time the system is operational. The activation of available audited events takes place within the Contract Audit form in Quotations within the Environment module.
Enables the creation and administration of accident records for a selected vehicle. This process enables monitoring of accident progress through the creation of a number of separate records which, when collated, form the accident record. The separate records enable recording of the accident detail itself, third party details, third party insurance details, as many estimates as required as well as a simple diary system to remind the maintenance controller to follow-up repairs.
There are several summary files that need to be built:
- bsumm
The budgets summary which consolidates the values used within the Income/Spend Tab
- msumm
The maintenance summary which consolidates the values used within the Costs Summary Tab and places the values into the appropriate maintenance cost grouping via analysis codes.
- csumm
The rentals summary which consolidates the values used within the Rentals Tab and places the values into the appropriate rental groupings.
The Build Summaries is typically run as an end-of-day process within Timed Operations for all contracts but can be used here to update an individual contract for immediate review of values prior to end-of-day. The process that is run within Timed Operations is located within Contract Administration / Miscellaneous Options / Summary Options.
Displays the Posting History form which displays all of the invoice posting details associated with the selected contract.
Displays the Costs Review form which enables a review of the following profi sources on the currently selected contract:
Code Description I Insurance C Additional Costs l Accident management profis o Dealer Commission T Tyre lines B Motorclub lines V Relief Vehicle lines
Displays the Maintenance Profile form which enables a review of actual maintenance spend against the budgeted maintenance profile for any given month within that profile.
This option displays the Additional Vehicle Data form which enables a review/editing of various user-defined data fields held against the motor record.
Provides online access to a context sensitive Help form.
The top third of the form displays relatively static information relating to the vehicle and agreement. The following fields are displayed:
The registration number of the vehicle. The ellipsis button (...) immediately to the right of the Registration No field is used to initiate the Fleet Global Search (Alternatively, the
The agreement number produced at the Convert Quote stage of the contract for example, 100045 . 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. If the vehicle is located via the Registration Number ellipsis button search then the Master Record ellipsis button becomes unavailable.
The name of the customer currently in possession of the vehicle.
Accesses the CRM record for the displayed customer. Upon entry to the CRM record the Company Tab is selected. However, the Customer Tab and Vehicle Tab may also be viewed or edited.
The agreement start date.
The expected agreement end date.
The full vehicle variant description.
Accesses the CRM record for the displayed vehicle variant. Upon entry to the CRM record the Vehicle Tab is selected. However, the Company Tab and Customer Tab may also be viewed or edited.
The period of hire for example, 36 (months) for the selected contract. This values comes from the original quotation.
Expected number of days remaining for the current contract (This value is negative if the agreement has run past the contract end date).
The driver customer name associated with the selected contract/vehicle.
Ultimately accesses the CRM record for the displayed customer by way of the Usage Management form. The Usage Management form contains a series of tabs displaying the vehicle and P11D information relating to the selected vehicle and driver(s).
Upon entry to the CRM record the Driver Tab is selected. However, the Company Tab and Vehicle Tab may also be viewed or edited.
The first field displays the agreement type of the currently selected contract for example, Primary.
The second field displays the contract status for example, Accepted, Live, etc.
The order status of the vehicle record for example, Invoiced.
The remainder of the Contract Review Dialogue Box displays a series of Tabs that contain the relevant information relating to specific operational areas or modules. The twelve Tabs are as follows:
Selection of the Agreement Tab enables the review of the constituent parts of the agreement including contract options, dates and mileage information.
Selection of the Vehicle Tab enables the review of the constituent parts of the vehicle specification, renewal dates, service scheduling and vehicle rental information.
Selection of the Customer Tab enables the review of three groups of data which relate to the Customer, Primary Customer and Address Group information.
Selection of the Finance Tab enables the review of the constituent parts of the finance funding agreement.
Selection of the Income/Spend Tab enables a review of written down values, revenues, profits and expenditures.
Selection of the Costs Tab enables a review of a breakdown of costs for the current contract.
Selection of the Rentals Tab displays a breakdown of the rental elements, payments and dates.
Selection of the Termination Tab displays a breakdown of termination and disposal details for this contract (if applicable).
Selection of the Maintenance History Tab enables a review of the history of the selected maintained vehicle. A Maintenance History Grid displays a review all the previous work that has been carried out against the selected vehicle. The information is shown in summary format. For an extended analysis of maintenance history repair items a single-left-click on any maintenance history row enables this item to be reviewed in full.
Selection of the Profi Tab enables a review of the budget values for the contract. Profi is simply a truncation of the term Profit Make-up.
Selection of the Movements Tab enables the review of collections, deliveries or vehicle tracking. These records may be created in the Movements Module but also in other modules, such as Purchasing, Maintenance or Terminations.
Displays a textual description of the agreement type status (for example, Primary), the contract status (for example, Accepted, Live, etc) and the vehicle status (for example, Invoiced), an indicator as to the existence of any notes, and, the number of days remaining on the contract.
