This screen is accessed via Vehicle Purchasing / Purchase Management / Order Tab and double-clicking on any specification row within the Order Grid. It is also used to perform some of the Edit All options within the same Tab. This screen enables the various elements of an individual specification item within the order list to be modified.
This screen is split into four parts that are as follows:
In addition to displaying the screen name the Title Bar provides a number of other useful identification criteria and buttons.
The content of the Individual Edit menu bar is dependent upon the particular process that is being accessed. The full menu bar contents, however, are as follows:
Save
Saves any amendments to an individual specification item.
Delete
Deletes the selected specification item from the order list. A sub-form is presented to enable confirmation of the deletion.
Exit
Returns to the Order Tab within the Purchase Management screen. If any amendments are made and not saved then the system prompts Order Changed! Do you want to save changes? prior to exiting
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 in the Order Tab becomes blue and the menu option now becomes Reverse Stock and may be used to reverse the vehicle order/options out of stock.
Supplier
Displays the Supplier Details form which contains the details held in the Supplier Tab within Address Groups.
Provides online access to a context sensitive Help screen.
As with the menu bar, the content of the Individual Edit toolbar is dependent upon the particular process that is being accessed. The full toolbar contents, however, are as follows:
Returns to the Order Tab within the Purchase Management screen. If any amendments are made and not saved then the system prompts Order Changed! Do you want to save changes? prior to exiting
Saves any amendments to an individual specification item.
Deletes the selected specification item from the order list. A sub-form is presented to enable confirmation of the deletion.
Displays the Supplier Details form which contains the details held in the Supplier Tab within Address Groups.
Provides online access to a context sensitive Help screen.
The Individual Edit screen displays the following fields allowing some of them to be edited:
Displays the vehicle variant or option description e.g. Satellite Navigation. This field cannot be edited.
Displays the supplier code for the selected bid supplier e.g. 8CUBBIN.
Selection of the ellipsis button immediately to the right of this field displays a Supplier Search form enabling editing. The Supplier Search form enables an alternative 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 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) and the supplier address group code is returned to this field. The field to the right displays the associated supplier description.
Displays the current status of the order for the selected individual specification item. This field cannot be edited. The statuses are as follows:
- Unprocessed
- In Stock
- Invoiceable
- Posted
A code denoting Vehicle, Factory option, Dealer option, etc.
A checkbox which, if ticked, denotes that the selected vehicle or specification item is a cash item. This value is brought forward from the original quotation. 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 ellipsis button within the Sales Account field in order that the Cash Item(s) may be posted to an altenative account. A recharge line is generated for each cash item specification line within the Pending tab in Contract Review.
- Progress Code
Enables selection of a user-defined progress code to log the current status of the selected order item. Progress Codes are set up within Vehicle Purchasing / Miscellaneous Options / Progress Codes.
The Order Progress Tab is used to view the series of progress codes entered against the order.
The date on which the selected specification item is ordered. This field cannot be edited.
The date on which the selected specification item is posted to the accounts system. This field cannot be edited.
The total value of the vehicle or specification item order prior to discount.
The total discount value available on the vehicle or specification item.
The total discount percentage available on the vehicle or specification item.
The total dealer bonus value available on the vehicle or specification item.
The total value of the vehicle or specification item net of discount and dealer bonus.
The date on which the selected specification item is invoiced.
The actual invoice cost of the selected specification item.
The VAT value related to the invoice cost of the selected specification item.
The VAT code applicable to the invoice cost of the selected specification item.
A single-left-click of the ellipsis (...) box to the right of this field displays a VAT Codes List Box from which the appropriate VAT rate is selected. This code has a matching VAT description. A double-left-click selects and confirms the required VAT rate (alternatively, single-left-click and select the OK command button).
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 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).
The date the specification item is posted as received stock.
This field enables the date on which the supplier invoice is received to be logged.