Selection of the Convert Quote option from the Quotations Main Menu opens the Convert Quotations form from where an accepted quotation may be converted into an order.
To convert an existing quotation into an order:
From the Master Menu, select the Fleet Quotations option and Company required.
The Quotations Main Menu is displayed.
Select the Convert Quote option.
The Convert Quote formis displayed but currently disabled.
Select the 
icon.
The Quotation Search form is displayed.
Locate the required quotation by entering the appropriate selection criteria and select
the 
icon.
A list of quotation records matching the required selection criteria is displayed in the Quotations grid in the bottom half of the form.
Select the required quotation with a double-left-click of the mouse.
The full enabled convert quote form is displayed for the required quotation.
Tip: If the product selected within the original quotation is linked to more than one possible lease type then a cross-reference form is displayed allowing the required lease type to be selected for the order/agreement. Select the required lease type and select the OK command button.
The selected quotation number is now displayed in the Quotation number field.
If not already selected (via the cross-reference form) select the required
Lease type. The ![[...]](Ellipsis.gif){kind=small}
displays all the current set-up Lease Types.
Select the required associated Lease Definition. The
displays all the current set-up Lease Definitions.
Select the appropriate Business Source if applicable.
If more than 1 order is to be created from the quotation then enter the required number of units in the Multiple Units field.
Select the 
icon to convert the quote into an agreement. This icon is initially greyed-out; however,
following input of the appropriate selection criteria (i.e. lease type, definition and business
source) this icon becomes enabled.
The system now performs a number of credit check validation routines.
Tip: The credit check is only performed if the Use Credit Checking checkbox is ticked within the General Tab within Fleet Quotations / System Maintenance / System Parameters; in this case, the the system reads the contract administration customer file Credit Code field.
At that point the system calculates the total rental value of the quote plus the balloon rental; these values are added to the current credit balance and the result compared to the customer's limit. If the resultant calculation is greater than the customer's limit then the quote cannot be converted to an agreement. The sales ledger balance is not used in this outstanding balance calculation.
The Edit Order Instructions form is now displayed. If
no order instructions are to be entered at this stage select the 
icon.
Select the OK command button to confirm.
A number of icons not previously enabled are now enabled on the toolbar to allow further contract progression.
This form is split into four 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 Convert Quotations menu bar is dependent upon the particular process that is being accessed. The full menu bar contents, however, are as follows:
Allows the user to access the following options:
Open
This presents the Quotation Search form that enables a previously created quotation be found by entering search selection criteria.
Immediately following selection of the required quotation, if the Product Type used within the quotation has more than one linked Lease Type, then the Product to Lease Type Xref box is displayed. A drop-down-arrow presents a list box prompting selection of the required Lease Type for the contract. e.g.
CM Contract Hire with Maintenance
FL Finance Lease
OP Operating Lease
Selection of the OK command button returns the selected Lease Type to the Lease Type field. In addition, quotation details are now also displayed.
Convert
Initially greyed-out. Following input of the appropriate selection criteria - e.g. lease type, definition and business source - within the Convert Quote Dialogue Box the Convert Quote icon is used to the quotation into a contract agreement. A prompt is displayed to show this has been successful e.g.
Quote 996 converted to agreement 100414 successfully.
If the Use Credit Checking checkbox is ticked within the General Tab within Fleet Quotations / System Maintenance / System Parametersthe system should read the contract administration customer file Credit Code field.
Tip:(This code is set within the Lease Type Credit Limits form which enables credit limit values to be determined at a lease type level (if required) and linked back to a parent company. This form is accessed via the Income Outstanding Command Button within the Address Groups Contract Administration 2 Tab. The Credit Codes are initially created within Credit Information Setup form within Contract Administration / Miscellaneous Options.)
If this field is blank then the convert quote process is stopped with the message Customer has no credit. Override?. This prevents quotations being converted into orders for customers until the credit code has been attached by an authorised user in the credit department. There is a function to over ride the stop message by users with a high enough priority (this is governed by the Override Credit Check) field in the Priorities Tab within Fleet Quotations / System Maintenance / System Parameters. If the over ride option is taken then an audit event should be written in to the audit log detailing the user and the date and time of the over ride.
Exit
Exits the Convert Quotations form and returns to the Quotations Main Menu without saving any amendments.
Allows the user to access the following options:
Vehicle Details
If enabled, this form presents the Vehicle Details form which enables additional vehicle data to be entered if available. The following vehicle information fields may now be updated:
Registration
The vehicle currently has a default registration number containing six digits and prefaced by a small letter q. If the true registration number is now known it may be entered here.
DVLA Check Digit
If known, the appropriate check digit is entered here.
Vehicle Description
The vehicle variant description from the original quotation is defaulted in this field.
Registered
If known, the vehicle registration date may be entered at this stage.
Initial Odometer
If known, the initial vehicle odometer reading may be entered at this stage.
Colour
If known, these two fields are used to enter the appropriate vehicle colour code and description.
Trim
If known, these two fields are used to enter the appropriate vehicle trim code and description.
Chassis Number
For entry of the vehicle chassis number when known.
Engine Number
For entry of the vehicle engine number when known.
Ancillary Contract Details
The purpose of the Ancillary 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).
These fields are from the user-defined dictionary and may be replaced with others. The fields initially displayed are default fields from the environment for demonstration purposes. These are currently as follows:
Customer Reference
Customer Name
Contract Reference
Note: The Fleet system must be installed for this option to become available.
After completing the details the Update option is used to save the data and return to the Convert Quoteform. Abort cancels data entry and Re-edit allows data entries to be re-input.
Ancillary Vehicle Details
The purpose of the Ancillary Vehicle Details form is that for some contracts additional vehicle 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).
These fields are from the user-defined dictionary and may be replaced with others. The fields initially displayed are default fields from the environment for demonstration purposes. These are currently as follows:
Registration Documents
A box to denote whether the vehicle registration documents have been seen. Enter Y for "Yes" or N for "No".
Allows the user to access the following options:
Contact Makeup
This presents the Budget Profi Lines Table. For each budget profi ( profile) line the following details are displayed in a columnar format:
- Description
A full Make-up Source Description of the budget profiline that is generated e.g. Rental - Periodic.
- Method
The VAT Reclamation Assumption Code which determines the product element split (e.g. Maintenance, Admin, Relief, etc) to which the budget profi line belongs.
VAT Reclamation Assumption Codes are initially defined within Fleet System Management / Miscellaneous Options / Posting Controls / VAT Assumptions with the elements being determined within the First, Second, Third and Fourth Tabs of the Product.
For example, the periodic rental (Rental - Periodic) may have three budget profi lines within the table - one for each element defined within the product. The first budget line may have code M (for the Maintenance Split), the second budget line may have code A (for the Administration Split) and the third budget line may have code R(for the Road Fund License Split).
- From
The month within the contract from which this budget line is to commence.
If the Start field within the Details Tab is defined as month 2, then the From field within a periodic rental budget line, for example, is also 2. Also, if an initial rental is defined (using the Initial field within the Details Tab) then any initial rental budget lines contain a value of 0 (zero) within the From field i.e. initial rentals are received upfront.
- To
The month within the contract at which this budget line ends.
For example, if within the Details Tab the Initial field has a value of 3, the Regular field has a value of 57 and the Start field has a value of 2 then the end month displayed in the To column is calculated at month 58.
Also, if an initial rental is defined (using the Initial field within the Details Tab) then any initial rental budget lines contain a value of 0(zero) within the To field i.e. initial rentals are received upfront.
- Skip
Displays the frequency of the profile payments.
- Period Val
This column contains the value a customer is to be invoiced for each period of the contract.
For example, if £300 is entered for the maintenance element in the Regular column of the Period Rentals Table above then £300 is displayed as the period value for a periodic rental budget line. This is slightly different in the case of initial rentals. If, for example, £300 is entered for the maintenance element in the Initial column of the Period Rentals Table above then £900 is displayed as the period value for an initial rental budget line; this is because the Period Val is, as stated above, the value to be invoiced for each period and, although there are three initial rental payments, they are all contained on the one invoice.
- Total Val
This column contains the total value of periodic rentals a customer is to be invoiced for the life of the contract.
For example, if within the Details Tab the Initial field has a value of 3, the Regular field has a value of 57 and the Start field has a value of 2 then if the periodic rental value is £300 the Total Value is calculated at 17100 (i.e. 57 regular rentals of £300 ).
- Src
This is the Make-up Source e.g.H (Rental - Periodic).
The Make-up Source is initially created within Fleet System Management / Miscellaneous Options / Posting Management / Make-up Sources.
- Credit
The Nominal Ledger credit expense code to which the budget item is allocated. e.g. 9550 First Service Reserve.
- Debit
The Nominal Ledger debit expense code to which the budget item is allocated. e.g. 9300 Sales Ledger Control Account.
- Basis
The Calculation Basis(e.g. MONTH)which determines the frequency of the budget calculation.
The Calculation Basis is initially defined within Environment / Quotations / Schedule Basis.
Customer
Displays the Customer Review form enabling customer details to be viewed. In addition to the company and target names, the full address and postcode is also displayed.
Provides online access to a context sensitive Help form.
As with the menu bar, the content of the Convert Quotations toolbar is dependent upon the particular process that is being accessed. The full toolbar contents, however, are as follows:
Exits the Convert Quotations form and returns to the Quotations Main Menu without saving any amendments.
This presents the Quotation Search form that enables a previously created quote (or quotes) to be found by entering search selection criteria.
Following input of the appropriate selection criteria - e.g. lease type, definition and business source - within the Convert Quote Dialogue Box the Convert Quote icon is used to the quotation into a contract agreement. A prompt is displayed to show this has been successful e.g.
Quote 996 converted to agreement 100414 successfully.
Displays the Customer Review form enabling customer details to be viewed. In addition to the company and target names, the full address and postcode is also displayed.
Presents the Vehicle Details form which enables additional vehicle data to be entered if available. The following vehicle information fields may now be updated:
Registration
The vehicle currently has a default registration number containing six digits and prefaced by a small letter q. If the true registration number is now known it may be entered here.
DVLA Check Digit
If known, the appropriate check digit is entered here.
Vehicle Description
The vehicle variant description from the original quotation is defaulted in this field.
Registered
If known, the vehicle registration date may be entered at this stage.
Initial Odometer
If known, the initial vehicle odometer reading may be entered at this stage.
Colour
If known, these two fields are used to enter the appropriate vehicle colour code and description.
Trim
If known, these two fields are used to enter the appropriate vehicle trim code and description.
Chassis Number
For entry of the vehicle chassis number when known.
Engine Number
For entry of the vehicle engine number when known.
These fields are from the user-defined dictionary and may be replaced with others. The fields initially displayed are default fields from the environment for demonstration purposes. These are currently as follows:
Customer Reference
Customer Name
Contract Reference
Note: The Fleet system must be installed for this option to become available.
After completing the details the Update option is used to save the data and return to the Convert Quoteform. Abort cancels data entry and Re-edit allows data entries to be re-input.
Registration Documents
A box to denote whether the vehicle registration documents have been seen. Enter Y for "Yes" or N for "No".
This presents the Budget Profi Lines Table. For each budget profi ( profile) line the following details are displayed in a columnar format:
- Description
A full Make-up Source Description of the budget profiline that is generated e.g. Rental - Periodic.
- Method
The VAT Reclamation Assumption Code which determines the product element split (e.g. Maintenance, Admin, Relief, etc) to which the budget profi line belongs.
VAT Reclamation Assumption Codes are initially defined within Fleet System Management / Miscellaneous Options / Posting Controls / VAT Assumptions with the elements being determined within the First, Second, Third and Fourth Tabs of the Product.
For example, the periodic rental (Rental - Periodic) may have three budget profi lines within the table - one for each element defined within the product. The first budget line may have code M (for the Maintenance Split), the second budget line may have code A (for the Administration Split) and the third budget line may have code R(for the Road Fund License Split).
- From
The month within the contract from which this budget line is to commence.
If the Start field within the Details Tab is defined as month 2, then the From field within a periodic rental budget line, for example, is also 2. Also, if an initial rental is defined (using the Initial field within the Details Tab) then any initial rental budget lines contain a value of 0 (zero) within the From field i.e. initial rentals are received upfront.
- To
The month within the contract at which this budget line ends.
For example, if within the Details Tab the Initial field has a value of 3, the Regular field has a value of 57 and the Start field has a value of 2 then the end month displayed in the To column is calculated at month 58.
Also, if an initial rental is defined (using the Initial field within the Details Tab) then any initial rental budget lines contain a value of 0(zero) within the To field i.e. initial rentals are received upfront.
- Skip
Displays the frequency of the profile payments.
- Period Val
This column contains the value a customer is to be invoiced for each period of the contract.
For example, if £300 is entered for the maintenance element in the Regular column of the Period Rentals Table above then £300 is displayed as the period value for a periodic rental budget line. This is slightly different in the case of initial rentals. If, for example, £300 is entered for the maintenance element in the Initial column of the Period Rentals Table above then £900 is displayed as the period value for an initial rental budget line; this is because the Period Val is, as stated above, the value to be invoiced for each period and, although there are three initial rental payments, they are all contained on the one invoice.
- Total Val
This column contains the total value of periodic rentals a customer is to be invoiced for the life of the contract.
For example, if within the Details Tab the Initial field has a value of 3, the Regular field has a value of 57 and the Start field has a value of 2 then if the periodic rental value is £300 the Total Value is calculated at 17100 (i.e. 57 regular rentals of £300 ).
- Src
This is the Make-up Source e.g.H (Rental - Periodic).
The Make-up Source is initially created within Fleet System Management / Miscellaneous Options / Posting Management / Make-up Sources.
- Credit
The Nominal Ledger credit expense code to which the budget item is allocated. e.g. 9550 First Service Reserve.
- Debit
The Nominal Ledger debit expense code to which the budget item is allocated. e.g. 9300 Sales Ledger Control Account.
- Basis
The Calculation Basis(e.g. MONTH)which determines the frequency of the budget calculation.
The Calculation Basis is initially defined within Environment / Quotations / Schedule Basis.
Provides online access to a context sensitive Help form.
This area of the form displays the following quotation information:
If known, the quotation number may be entered directly (followed by Tab) to access the required quotation for conversion.
Alternatively, selection of the ellipsis button (...) immediately to the right of this field presents the Quotation Search form that enables a previously created quote to be found by entering search selection criteria.
Immediately following selection of the required quotation, if the Product Type used within the quotation has more than one linked Lease Type, then the Product to Lease Type Xref sub-form is displayed. A drop-down-arrow presents a list box prompting selection of the required Lease Type for the contract. e.g.
CM Contract Hire with Maintenance
FL Finance Lease
OP Operating Lease
Selection of the OKcommand button returns the selected Lease Type to the Lease Type field. In addition, quotation details are now also displayed.
Displays the date on which the quotation was created.
Displays the time at which the quotation was created.
The first field displays the unique company marketing record magic number. The second field displays the full company name.
The first field displays the unique target marketing record magic number. The second field displays the full target name for the contact selected against the quotation.
Displays the full vehicle variant description imported from the default data source or (in the case of Vehicles which are created manually) the description which has been entered in the Descriptions: VSB/SR field (Details Page 1 Tab in the Model Variants menu option within the Franchise Data module).
The first field displays the a textual description for the selected Product Type e.g. Contract Hire With Maintenance.
The second field display the calculation basis code for the selected Product Type e.g.CH.
The first field displays the quoted contract period in months e.g. 36
The second field displays the frequency of invoiced regular payments to be made within the quoted contract e.g. Monthly.
The first field displays the number of initial rentals quoted for the proposed contract.
The second field displays the number of regular periodic rentals quoted for the proposed contract.
The third field displays the month within the quoted contract term in which payments are due to commence.
Displays the calculated period rental value.
Displays the address group (see Address Groups) linked to the company within the selected quotation.
Selection of the ellipsis button (...) immediately to the right of this field presents an Address Group Search form that enables an alternative address group to be selected.
The cost centre code (if applicable) linked to the address group associated with the current customer. Selection of the ellipsis button [...] immediately to the right of this field displays a Customer Cost Centres List Box from which the appropriate cost centre is selected. A double-left-click selects and confirms the required cost centre (alternatively, a single-left-click and selection the OK command button may be used). The Cost Centre Description is displayed to the right of the selected cost centre code.
Cost centres are initially set-up within Fleet System Management / Miscellaneous Options/ Posting Management / Cost Centres.
Displays the Lease Type selected upon first selecting the quotation (see above). This field cannot be edited without exiting the form and selecting the quotation again.
Selection of the ellipsis (...) button immediately to the right of this field displays the Fleet Lease Definitions List Box. This box displays all of the lease definitions associated with the selected Lease Type and relevant to the Period held within the original quotation. Both the code and description are displayed e.g.
36M.3 - 3 Year 3 Adv Full Maintenance
A single-click of the mouse highlights the appropriate definition for use within the form. The selection is confirmed by use of the OK command button.
Selection of the ellipsis button presents a list of business source codes. The source-code is used to focus (for analysis purposes) on the original enquiry source for the quotation e.g. DEALER for "Dealer Introduced Business". A single-click of the mouse highlights the appropriate source-code for use within the form. The selection is confirmed by use of the OK command button. Business source codes are set-up using the Source of Business Codes option within Marketing / Miscellaneous Options.
Prompts for the number of units to be placed on order for the quoted vehicle variant. The default number of units is 1.