Accessed via Vehicle Purchasing / Purchase Management and selection of the Multiple Orders Tab.
Following selection of the required vehicle within the Purchase Management screen, the top of the Purchase Management Dialogue Box is populated with a number of fields which contain relatively static information whilst, below, a series of Tabs may now be used to process the vehicle through the various stages of a vehicle order.
The Multiple Orders Tab only becomes enabled provided that the selected order is a donor contract i.e. a number of units is selected in the Multiple Units field within the Convert Quote process and therefore the same number become attached to the doner contract.
Initially, on accessing this Tab the system may display the message Nothing Found To Process. This is because the multiple order lines are net yet created. Once create, this message is no longer displayed and the Multiple Orders Tab simply displays the relevant multiple order lines.
To create the multiple order lines the Order Tab must first be visited.
Within the Order Tab system automatically displays a sub-form prompting selection the following selection:
This is an option utilised with the standard vehicle order processing but may be used here to select and populate the donor contract and ALL of the orders generated from the donor contract with a default supplier. This is a shortcut that obviates the requirement for populating each of the contracts generated from the donor contract with a default supplier individually.
If a default supplier is not held against the company then the Order Tab is still populated but the supplier column is left blank and must be entered at a later stage.
However, the primary reason for visiting the Order Tab is to select the
icon which provides access to the Multiple Item Quotation subform that generates the multiple order lines within the Multiple Orders Tab.
Following completion of the required details within the Multiple Item Quotation subform (i.e. the Number of Units Required field) the Multiple Orders Tab may now be accessed meaningfully.
The Multiple Orders Tab contains an Order Grid with the following fields being displayed for each multiple order line:
The agreement number allocated to each individual multiple order line; this is a contiguous sequential range e.g. if five multiple orders are created then the range may be 101371 to 101375.
On initial creation of the multiple orders then this field is populated with a registration number that equates to the agreement number prefaced with a lower-case q. This may be updated with the actual registration number as the order is progressed.
The date on which the multiple order lines are created.
Displays the supplier code for the selected order supplier e.g. 8CUBBIN. This may be blank if a supplier is not yet selected.
The vehicle supplier's invoice reference number. On initial creation of the multiple orders then this field is populated with a reference number that equates to the agreement number prefaced with a lower-case q. This may be updated with the actual registration number as the order is progressed by selection of the Reference menu option.
Icons are enabled on a context-sensitive basis. The following icons may be available within the Multiple Orders Tab depending upon the process that is currently being accessed:
Selects (highlights) all of the multiple order lines within the Multiple Orders Grid to be actioned via the Edit Selected
icon.
Deselects any currently selected (highlighted) multiple order lines within the Multiple Orders Grid.
Multiple order lines within the Multiple Orders Grid (selected via traditional windows functionality using Shift or Ctrl/ keys or via the Select All
This option enables the selection of the supplier (to whom a written order is to be sent) for all selected multiple order lines within the Multiple Orders Grid.
The Supplier Edit form is displayed with the cursor located within the Supplier Code field. Selection of the ellipsis button immediately to the right of this field displays a Fleet Address Group Search form. This enables selection from the current available supplier codes. Only those suppliers which are flagged within address groups as suppliers can be accessed via this search.
The cursor is located in the Word Search field. Key part or all of the required supplier code (e.g. 8APPL) and select the Search command button. Suppliers matching the entered criteria are displayed and, having selected the required code by highlighting with the mouse, the OK command button is used to confirm this selection (select from available codes using the scroll bar to move up and down the list if required).
This option displays the Set Invoice Details sub-form that enables the recording of the supplier's invoice details against the order prior to posting. The following fields may be entered:
The date printed on the supplier's invoice.
This option enables the recording of the supplier's invoice Reference against the order prior to posting.
This may be used to reference against the invoice number within invoice entry.
Note: It is recommended that the supplier reference is used as the invoice number).
This field enables the date on which the supplier invoice is received to be logged.
- Processed
The date on which the leasing company process the invoice as opposed to received it. This may mean different things to different leasing companies. This field does not have to be completed.
This option updates each selected multiple order item in the Multiple Order Grid with the data entered within this screen.
Enables a series of progress codes to be entered against the selected multiple order items with a view to tracking the current status of the orders and keeping an audit trail of events. This may be used, for example, to indicate when a vehicle is due to arrive at the dealer or at the fleet company's address prior to onward delivery.
A Progress Control form is displayed for entry of the following details:
- Progress Code
Enables selection of a user-defined progress code to log the current status of the order. Progress Codes are set up within Vehicle Purchasing / Miscellaneous Options / Progress Codes.
- Delivery Expected
The date when delivery is expected for all items on the order list. This defaults to today's date but may be edited.
- Progress Follow-up
A date which may be entered as a reminder to chase-up this order. A Repgen report may be created to initiate the follow-up procedure.
- Progress All/Vehicle
Selection of the drop-down-arrow button to the right of this field displays the available options that are as follows:
- A Progress All lines
Updates the progress on all the vehicle/specification lines.
- V Progress Vehicle lines
Updates the progress on all the vehicle lines (not the specification items).
- Progress Notes
Eight lines of up to thirty characters each are provided for keeping notes against the selected progress code.
The Save or Cancel command buttons are used as required.
The Progress Tab is used to view the series of progress codes entered against the multiple order lines.
If this option is selected then the system displays the Details Tab for the selected multiple order for entry of order instructions.
Enables additional non-recoverable costs to be included on the supplier invoice that were not included on the vehicle order (for example, PDI and Dealer Delivery charges). These costs are set up within Vehicle Purchasing / Miscellaneous Options / Other Costs and may be recharged dependent upon the set-up of the cost.
Selection of this option displays an Create Other Cost search form.
This menu option allows the registration number to be amended and various details of the vehicle / contract to be updated.
Closes the donor contract and opens the selected multiple order item.