This form is accessed via Fleet Quotations and selection of the Edit Order Instructions menu option. This option allows entry of special instructions that may relate to the currently selected quotation/order progression.
Tip: All fields within this form are generally just used as guidelines.
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 other useful identification criteria and buttons.
The content of the Edit Order Instructions menu bar is as follows:
Open
Displays the Fleet Global Search form which is utilised to locate, select and open a particular vehicle agreement record by way of a number of alternative selection criteria methods.
Exit
Returns to the Quotations main menu. If any amendments are made and not saved then the system prompts Instructions Changed! Do you want to save changes? prior to exiting
Provides online access to a context sensitive Help form.
As with the menu bar, the content of the Edit Order Instructions toolbar is dependent upon the particular process that is being accessed. The full toolbar contents, however, are as follows:
Displays the Fleet Global Search form which is utilised to locate, select and open a particular vehicle agreement record by way of a number of alternative selection criteria methods.
Saves any amendments to the order instructions.
Returns to the Quotations main menu. If any amendments are made and not saved then the system prompts Instructions Changed! Do you want to save changes? prior to exiting
Provides online access to a context sensitive Help form.
The Edit Order Instructions dialogue box displays the following fields:
Displays the agreement number of the selected vehicle.
This may be edited. If known, all or part of the registration number of the vehicle may be entered directly into this field
If the registration number of a vehicle is known to be R548NRX, then simply R548 may be entered into the registration number field. All the remaining fields are left to contain ???. Entry of this selection only returns to the form a list of vehicles where the first 4 characters of the registration number is equal to R548.
This procedure is true of all fields containing question marks.
Displays the agreement number of the selected vehicle.
This may be edited. If known, all or part of the agreement number of the vehicle may be entered directly into this field
If the registration number of a vehicle is known to be R548NRX, then simply R548 may be entered into the registration number field. All the remaining fields are left to contain ???. Entry of this selection only returns to the form a list of vehicles where the first 4 characters of the registration number is equal to R548.
This procedure is true of all fields containing question marks.
Allows entry of a customer order number.
The date on which delivery of the order is required.
Typically the last date on which the oder was actioned in any way. This is not automatically calculated; it has to be manually updated.
The date the vehicle is now expected to be delivered. This works in conjunction with the Delivery required date so that the hire company may track the difference between when the customer originally wanted the vehicle and when they are to actually get it. This may be done via a repgen report.
The date the vehicle is released from the dealer or factory.
An invoice may have come in but been bounced back as invalid for a particular reason (e.g. does not add up). This is the date on which the invoice is rejected.
Allows entry of a user-defined (but hopefully, structured) rejection reason code e.g. 1 Discount incorrect, 2 VRB incorrect, etc.
Used by hire companies supplying thier own packs. Allows entry of a user-defined (but hopefully, structured) pack code e.g. 1 Vischer Caravelle1, 2 Vischer Caravelle2, etc.
A drop-down-arrow button presents a list box of alternative options to denote the requirement for decals on the order. The following options are available:
- No Decals Decals (stickers on the vehicle) are not required on the vehicle.
- Our Decals Denotes that decals are supplied in-house.
- Dealer Decals Denotes that decals are supplied by the dealer.
The actual text is user-definable and is set up within Vehicle Purchasing / System Maintenance / System Parameters
A drop-down-arrow button presents a list box of alternative options to denote the requirement for mats on the order. The following options are available:
- No Mats Mats are not required for the vehicle.
- Our Mats Denotes that mats are supplied in-house.
- Dealer Mats Denotes that mats are supplied by the dealer.
The actual text is user-definable and is set up within Vehicle Purchasing / System Maintenance / System Parameters
A drop-down-arrow button presents a list box of alternative options to denote the requirement for plates on the order. The following options are available:
- No Plates Plates are not required for the vehicle.
- Our Plates Denotes that plates are supplied in-house.
- Dealer Plates Denotes that plates are supplied by the dealer.
The actual text is user-definable and is set up with Vehicle Purchasing / System Maintenance / System Parameters
A drop-down-arrow button presents a list box of alternative options to denote if it is a factory or dealer stock order. The following options are available:
- Factory Stock Order Denotes that the supply source for the vehicle is a factory order.
- Dealer Stock Order Denotes that the supply source for the vehicle is from the dealer.
The actual text is user-definable and is set up within Vehicle Purchasing / System Maintenance / System Parameters
Two fields are provided for entry of the first choice colour code and description.
Two fields are provided for entry of the second choice colour code and description.
Two fields are provided for entry of the third choice colour code and description.
A field is provided for entry of the first choice trim description.
A field is provided for entry of the second choice trim description.
A field is provided for entry of the third choice trim description.
A user-defined code. If the hire company is supplying the vehicle is it C>ontract Hire, Cash basis, etc?
The registration of the vehicle being returned by the customer (if applicable).
The return registration can be populated in one of two ways:
It may be keyed manually within this form. The registration number is retained and displayed in vehicle purchasing. The registration number does not need to be present on the Fleet system.
If the new Quotation has an existing driver allocated to it then the system prompts when converted. A driver needs to be allocated in the quotation to trigger this processing. In the Convert Quote the process searches for a vehicle allocated to that driver and prompts: Is this a replacement vehicle?. If the Yes command button is selected then the registration number is retained; if the No command button is selected then the system allows this field to be overtyped.
A user-defined status code.
Allows entry of an appropriate reference number.
The date on which delivery is confirmed by the supplier.
The date on which delivery is originally expected to take place.
If an invoice is being rejected the field enables input of specific text in addition to the Reject reason code.
Allows entry of any special instructions relating to this order. Six lines of up to forty characters are provided for data entry.
Allows entry of any miscellaneous instructions relating to this order. Six lines of up to forty characters are provided for data entry.
Allows entry of any special instructions relating to the delivery of this order. Six lines of up to forty characters are provided for data entry.