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 Order Tab enables the following processes to be carried out at vehicle or individual specification item level: change supplier; record a supplier reference; bring the vehicle/options into stock; track the progress of an order via a series of progress codes; add additional non-recoverable costs to the order. In addition, order instructions can be recorded, the registration number amended and delivery movements arranged.
From the Master Menu, select the Vehicle Purchasing option and Company required.
The Vehicle Purchasing menu is displayed.
Select the Purchase Management option.
The Purchase Management form is displayed.
Select the 
icon.
The Contract Search form is displayed.
Enter the appropriate information to locate the required agreement.
Select the Order Tab.
If the order is not taken through the bidding process within the Bids Tab and a bid subsequently accepted then upon first accessing the Order Tab for a particular vehicle the system automatically displays a sub-form prompting selection from two mutually exclusive options buttons.
Selection of First Bid enables the creation of the first bid record for this order. The system displays a Fleet Address Group Search form. This form 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. Key part or all of the required supplier code (e.g. 8APPL) and select the Supplier 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
Alternatively, the Order From Default Supplier option button may be selected which enables the further selection of Create Order Without Bids. This enables the creation of an order without the recording of any bids if all Acceptance Stages are complete. The supplier used is that set up as the default for this customer within the Purchasing Tab of the Address Group Sub Record. The system looks at the Purchasing Tab within Address Groups for this customer to establish if any default suppliers have been set up for the manufacturer of the vehicle that is to be ordered e.g. FO - Ford. If so, the vehicle is now placed within the Order Tab with the selected supplier displayed within the grid. If more than one supplier is held against the selected manufacturer then a Default Suppliers sub-form is displayed listing all suppliers who can provide this vehicle. The appropriate supplier should be selected and the OK button used to confirm the selection. 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.
If the vehicle has been through the bidding process within the Bids Tab and a bid accepted, then the accepted bid is displayed within the Order Grid of the Order Tab. This form is the main tool for recording order details and progressing the vehicle specification through to delivery.
A single-right-click on the vehicle line displays an Edit all sub-menu option which allows access to a number of different functions.
The Supplier option enables the allocation of a supplier to all the various lines shown. There is a search facility which enables the location and allocation of the correct supplier, by searching on supplier code or name.
The Reference option enables input of the invoice number and invoice date when the invoice is received. This amends the status of the order lines to invoiceable (green legend).
The Stock option enables the vehicle to be brought into stock and accrual for the costs. When the invoice is then received and posted, the system reverses the stock postings. This is an accounting function, which may be used to report on outstanding capital expenditure in the order bank.
The Progress option enables the recording of progress codes, dates and notes against the vehicle order. This in turn updates the Order Progress Tab.
The Progress option enables other costs to be added to the order. This does not affect the quoted price agreed for this agreement.
To update individual lines on the order, rather than editing all, select the specification line required and right-click. The Individual Edit form is displayed. This allows amendment of any order values for that item specifically; on saving the order summary grid is updated to reflect these adjustments. Order value adjustments automatically recalculate the order summary grid.
The Order Tab is composed of a number of elements which are as follows:
The colour coding of the legend denotes the current status of the order invoice for the vehicle specification or individual item within the specification. There are four statuses for the order invoice which are as follows:
Unprocessed (Black)
In Stock (Blue): The Stock option within the Individual Edit or Edit All processes is used to bring the vehicle into stock.
Invoiceable (Green): Completion of the Invoiced date and Reference fields move the vehicle from an Unprocessed status to an Invoiceable status.
Posted (Red): A vehicle obtains the status of Invoiced following completion of the Post process within the Invoice option.
A series of mutually exclusive option buttons enable the breakdown values to be viewed at Quoted, Ordered or Invoiced stage of the order. If there is a difference between the Quoted and Invoiced values no change is made to the profi lines until the contract is started and Periodic Invoicing is run. The required option button should be selected with the mouse and the appropriate description, values and discounts are displayed in the three columns below:
Vehicle List: The vehicle list price.
Vehicle Disc: The vehicle discount value and associated discount percentage.
Invoice Bonus: The sum of the (VRB) Bonus Value and Dealer Bonus fields.
Sub-Total Veh: At this point in the display, the first three fields are underlined and a sub-total is displayed. This sub-total displays the discounted price for the Vehicle.
Factory Opt List: Displays the list price total for all Factory options.
Factory Opt Disc: Displays the discount value for all Factory options and associated discount percentage.
Sub-Total Factory: Displays the discounted value for the total of Factory options.
Dealer Acc List: Displays the list price total for all Dealer Accessories.
Factory Opt Disc: Displays the discount value for all Dealer Accessories and associated discount percentage.
Sub-Total Dealer: Displays the discounted value for the total of Dealer Accesssories.
Delivery: Displays the dealer delivery cost. The default value is set up at model level in the Model Codes screen within Franchise Data. The value is taken from the Delivery Cost field contained in the Details Tab.
Plates: Displays the dealer number plates cost. The default value is set up at model level in the Model Codes screen within Franchise Data. The value is taken from the Number Plates Cost field contained in the Details Tab.
Sub-Total: Another sub-total is displayed here. This sub-total displays the discounted price for the Vehicle, Factory options and Dealer options plus Delivery & Plates.
Total VAT: Displays Value Added Tax (VAT) for the sub-totalled amount.
1st RFL Fee: Displays the total Road Fund License for the first year of the quoted contract term.
Reg Fee Value: Displays the vehicle registration fee which is set up within Miscellaneous Options / Product Management / Misc Price Details.
Net Total: The net total of all preceding values excluding the VAT amount.
Total: The net total of all preceding values including the VAT amount.
Icons are enabled on a context-sensitive basis. The following icons may be available within the Order Tab depending upon the process that is currently being accessed:
: This icon is only displayed if the Allow Epyx Processing? checkbox is selected within the Epyx Tab in Vehicle Purchasing / System Maintenance / System Parameters. This button enables access to the Edit Epyx Submission Details form for flagging a vehicle order record for submission to the Epyx interface file.
: This icon is only displayed if the Allow Ebbon-Dacs? checkbox is selected within the Ebbon-Dacs Tab in Vehicle Purchasing / System Maintenance / System Parameters. This button enables access to the Edit Ebbon-Dacs Details form for flagging a vehicle order record for submission to the Epyx interface file.
: Allows the Manufacturer Bonus value to be edited. This icon is only enabled if a manufacturer bonus value is present on the initial accepted quotation.
Displays a Bonus Value Edit subform that allows the existing Bonus Value to be edited.
The depreciation and written down values are adjusted accordingly within the Profi record within Contract Review.
: This icon allows the registration number to be amended and various details of the vehicle / contract to be updated.
: Scans for any additional specification item lines added against the quote but not ordered.
: This command button enables multiple orders to be created from a donor contract. The Multiple Item Quotation screen is displayed enabling any number of the remaining possible orders (defined by populating the Multiple Order field within the Convert Quote process) to be processed from the donor contract.
: This command button provides a link to the Movement Control module to create a delivery record. Once the delivery record is complete an option is provided to create a second movement record for the collection of the old vehicle.
: This command button is only displayed if the Accidents checkbox is selected within Vehicle Purchasing / System Maintenance / System Controls. This button enables access to the Accident Management module from within purchasing.
: 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.
The Order Tab contains an Order Grid with the following fields being displayed for each bid that is recorded:
Description: Displays the vehicle variant description within the first row. The following rows display any factory or dealer fitted options on the vehicle plus delivery, RFL, registration fee.
C: A checkbox which, if ticked, denotes that the specification item is a cash item. If one or more specification items are ticked then during the Invoice - Post option the system displays an additional Sales Invoice Value form for each cash item. This form enables the
button within the Sales Account field in order that the Cash Item(s) may be posted to an alternative account. A recharge line is generated for each cash item specification line within the Pending Tab in Contract Review.
Supplier: Displays the supplier code for the selected bid supplier e.g. 8CUBBIN.
Order Price: The actual invoice price for the vehicle or specification item by the selected supplier for this order. A total for this column is displayed at the bottom of the form.
Invoice Price: The bid price offered for the vehicle or specification item by the selected supplier for this order. A total for this column is displayed at the bottom of the form.
The order may be edited in one of the two following ways:
Individual Edit: A double-left-click of the mouse presents an Individual Edit form for any specification item within the order grid.
Edit Sub-Menu: A single-right-click on any row within the grid displays a Sub-Menu containing the Edit All option. A single-left-click on this option option (which allows amendments to be made to the entire order specification) displays a sub-menu displaying the following options:
Supplier: This option enables the selection of the supplier (for all items one the vehicle order list) to whom a written order is to be sent. If the Create Order Without Bids (see above) is selected then the preferred supplier will already have been pre-selected.
The Edit All form is displayed with the cursor located within the Supplier field. Selection of the
The cursor is located in the search field. Key part or all of the required supplier code (e.g. 8APPL) and select the Supplier 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).
Following confirmation of the supplier a confirmation message is displayed: Update Supplier on All Items? The Yes command button is used to update the supplier on all specification items. The new supplier is now displayed against all specification items within the Order Grid. The No command button returns to the previous screen for selection of an alternative supplier.
Tip: Selection of an alternative supplier for an individual specification item can be carried out via the Individual Edit option.
Note: Care should be taken if more than one supplier is involved on the vehicle order. The Edit All - Supplier option should be used in the first instance followed by the Individual Edit of an individual supplier item.
Reference: This option enables the recording of the supplier's invoice Reference, Invoiced and Date Invoice Received 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 invoice number is used as the reference number).
The Edit All form is displayed with the cursor located within the Invoiced field to proceed with data entry.
This option updates each item on the order list with the data entered within this screen.
Stock/Reverse Stock: This option enables the vehicle or option to be brought into stock prior to receipt of the invoice so an accrual may be made for future costs. The order is moved from a status of Unprocessed to In Stock. The system makes postings into the Nominal Ledger dependent upon the set up of the Posting Tables behind this option. These postings are reversed out when the invoice for the vehicle is received and posted to accounts.
Once an item has been brought into stock, the colour of the text within the grid becomes blue and the menu option now becomes Reverse Stock and may be used to reverse the vehicle order/options out of stock.
Progress: Enables a series of progress codes to be entered against the order with a view to tracking the current status of the order and keeping an audit trail of events. This may be used, for example, to indicate when the 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 Notes: Eight lines of up to thirty characters each are provided for keeping notes against the selected progress code.
The Progress Tab is used to view the series of progress codes entered against the order.
Credit: The Credit process enables a previously generated supplier invoice to be credited in its entirety.
Note: The facility to part credit is not available.
Invoice: The Post Invoice option is only displayed if the Reference and Invoiced fields are complete. A Payment To form, which may be viewed but not edited, is displayed detailing the order/invoice values.
Supplier Details: Displays the Supplier Details form which contains the details held in the Supplier Tab within Address Groups.
Technical Details: Displays the Technical Details form which allows access to Technical Details form for the corresponding vehicle specification line.