Overview
Selection of the Quotations option from the Quotations Main Menu opens the Primary Quotations form from which the quotation is constructed.
What do you want to do?
Overview of the creation of a standard quotation
From the Master Menu, select the Fleet Quotations option and Company required.
The Quotations Main Menu is displayed.
Select the Quotations option.
The Quotation form is displayed but currently unavailable.
Select the 
icon.
The Quotation form is now enabled.
The Sales executive field defaults to the user currently logged in to the
quotation; however, the 
can be used to alter the sales executive.
Use the ![[...]](Ellipsis.gif){kind=small}
button
immediately to the right of the Customer field to carry out a search for
the required Company and Customer for the quotation. This displays the
Marketing Customer Search form enabling the search to be
carried out in a number of ways.
Selection of the company/customer immediately populates a number of fields with values held within the Fleet Defaults form. Fields that may be automatically populated are the Contact, Source, Contract term, Frequency and Contract mileage. The default Product and Finance Type is also populated at this stage if held.
Use the immediately
to the right of the Vehicle field to carry out a search for the required
vehicle variant for which a quotation is required. This displays the
Vehicle Selection form.
Tip: Depending upon the status of the third party supplier data file the Vehicle Specification/Prices form may pop-up from which the appropriate specification/price generation may be selected.
The Total OTR and Total P11D fields are automatically populated at this stage.
Options may be added to the vehicle specification by selecting the
immediately to the
right of the Options field. This displays the
Option Review form from which teh required factory and dealer
fit options may be selected.
If the required data source is in place Colours & Trims may also be selected at this stage.
If not already automatically populated use the
button immediately to
the right of the Product field in order to select the required product
type.
The Residual Value and Maintenance values should be automatically populated from the third party supplier data at this stage.
Select the button
immediately to the right of the Finance type and Finance
profile fields to select the required finance profile.
Select the 
icon to
calculate the quote. The calculated Initial Rental, Regular
Rental and Total Rentals are displayed at the foot of the form.
Prior to the quotation being calculated the Edit Margin form may be displayed for amendment/display of the current margin value. This is dependent upon whether the Prompt for Margin check box has been selected in the Quotation Defaults Tab (in System Maintenance / System Parameters).
Once calculated the quote can be saved via the
icon. A quotation number is
generated. Select OK.
View System Parameters that affect the Fleet Quotation
A number of system parameters are of great relevance to the way the Quotation form functions. System Parameters are explained within the appropriate help file it is perhaps best if those Parameters specific to the Quotation form itself are explained in more detail in isolation.
This form is split into six parts that are as follows:
Title Bar
In addition to displaying the form name the Title Barprovides a number of useful buttons.
Menu Bar
The content of the Quotationsmenu bar is dependent upon the particular process that is being accessed. The full menu bar contents, however, are as follows:
Enables the user to create, open, edit and print quotations
This menu option provides access to the following options:
Following selection of a customer from within the primary Quotations form via the Customer WordSearch facility, the Customer Review form is used to view and amend customer details.
This form provides a breakdown of the vehicle and option cost elements within the quotation. A number of these cost elements can be edited from within this form.
Accesses the CRM Record Maintenance form which enables the viewing and editing of the driver/customer record.
This form displays the Product Options for the selected product and the respective default Cover Types. For each product option all available cover types are displayed in a sub-form and the required selections are made for the quotation.
Selection of the Finance Review icon directly to the right of the Contract Start Month field displays the Finance Review form. This form is used to review and edit default finance values set at either a global level or at a customer override level.
Selection of the Review Quotation Makeup icon directly to the right of the Total Rentals field accesses the makeup form which provides a structured breakdown of all of elements within a quotation. A number of these elements can be edited from within this form.
Selection of the Review Excess/Under Mileage icon directly to the right of the Excess Mileage field displays the Review Excess and Under Rates form. This form is used to override default excess/under mileage values set at global level (taken from Miscellaneous Options / Product Management / Excess and Under Mileage)or at a customer override level (taken from Marketing / Record Maintenance / Companies Tab / Fleet Details). The displayed figure is either a "calculated" value or a pence-per-mile value set at a relief vehicle category group rate.
Notes
Displays the Quotation Notes form into which can be entered free-format RTF (Rich Text format) text related to the current quotation. The form has a format Text Toolbarwhich is used to enhance the standard text input.
This option is context-sensitive and is dimmed until the quotation has been flagged as Lost Business. When the business is flagged as lost then this review option displays the Quotation Lost Business Details form to enable the appropriate details to be viewed.
This menu option provides access to the following options:
Selection of Edit Rental from the Tools Menu Bar option displays an Edit Regular Rental box which enables the quoted regular rental to be edited for the current quotation.
Selection of Edit Profitfrom the Tools Menu Bar option displays an Edit Contract Margin and Profit box which enables the quoted contract profit (established utilising system default calculations) to be edited for the current quotation.
Displays an APR Edit box which automatically calculates suggested changes to the constituent elements of a Personal Contract Purchase quotation in order to establish the required annual percentage rate (APR).
Edit Dealer Commission
Selection of Edit Dealer Commission from the Tools Menu Bar option displays an Edit Dealer Commission box which enables the calculated dealer commission to be edited for the current quotation. This option is dimmed unless a Dealer Commission Cost is selected against the product used within the quotation.
Edit Overhead
Displays the Edit Ovehead form which enables the calculated overhead to be manually edited.
Edit Delivery Date
Selection of Edit Delivery Date from the Tools Menu Bar option displays an Edit Delivery Date form which enables the expected delivery date for the quotation to be edited. This form automatically pops-up within the quotation if the Prompt for delivery date check box is selected within the Calculation Details Tab of System Parameters. The system defaults a delivery date of one month following the date on which the quotation is created.
Edit Fleet Number
Many manufacturer's now give a VRB Fleet Number to the hire company which should then be quoted by the hire company when reclaiming the Volume Relate Bonus. This value is automatically populated from the VRB Fleet Numbers table created within Miscellaneous Options but may be edited here.
Selection of Rollback from the Tools Menu Bar option displays a Rollback box which enables the quoted regular rental to be edited for the current quotation. This is an advanced feature which enables the user to meet a specific rental. Unlike Edit Rental which simply accommodates the increase or decrease in the regular rental by recalculating the margin and profit values, the Rollback facility is more sophisticated and enables the rental to be recalculated by manipulating the deposit, profit or residual value elements of the quotation.
Re-calc on New Prices
Notes
Displays the Quotation Notes form into which can be entered free-format RTF (Rich Text format) text related to the current quotation. The form has a format Text Toolbar which is used to enhance the standard text input.
Quotation Text
Enables entry of free-format text (5 lines of up to 75 characters) that may be printed out on the current quotation provided the format is set up to accommodate this.
Selection of APR Calculator from the Tools Menu Bar option displays an APR Calculator box which enables input of the constituent elements of a Personal Contract Purchase quotation in order to establish the expected annual payment return(APR).
This menu option gives the user access to the following options:
Calculate
Following input of the appropriate selection criteria - for example, product type, contract term, etc - within the Quotations Dialogue Box the Calculate menu option may be used to generate the calculation for the quotation. The Initial Rental, Regular Rental and Total Rentals fields are displayed and a Quote Number is generated. See the
icon below.
Force Recalculation
A useful function. If a number of edits to the quotation have been made (for example, the budgets have been edited within the Quotation Makeup Review) and the desired outcome has not been reached then, rather than having to re-trace each edit or abandon the quotation entirely, this option forces the quotation back to the original suggested system values.
Flag Quotation
Enables the status of the quotation to be changed to Quoted, Accepted or Lost Business. See the
icon below.
This menu option displays a Quotations sub-menu option which in turn leads to a selection from the following:
Quick Mail
A pre-defined email relevant to the specific module area from which it is accessed. The required email format for inclusion in this menu list is defined within the Quick Mail format field located in the Reports Tab within Fleet Quotations / System Maintenance / System Parameters.
Reports
Displays a list of user-defined reports applicable to this process. Once written within RepGen an ellipsis button may be used to located and select these reports for inclusion within this menu list within the Reports Tab within Fleet Quotations / System Maintenance / System Parameters.
This menu option displays a sub-menu option with a selection from the following options:
Accesses the ADP Administrator mail and diary functions.
CRM
Exits to the CRM module (with the focus on the Target record.
Provides online access to a context sensitive Help form. In addition, the About option provides the version number and copyright information relevant to this product.
Toolbar
As with the menu bar, the content of the Quotations toolbar is dependent upon the particular process that is being accessed. The full toolbar contents, however, are as follows:
This icon opens a New Quotation and defaults-in any pre-set values. The form also displays the User ID of the quote creator as well as the date and time.
This displays the Quotation Search form that enables a previously created quote (or quotes) to be found by entering search selection criteria.
Enables the quotation to be saved prior to exit in order that it can be recalled at a later stage. If the quotation has not been calculated by using the
Quote has not been calculated cannot save.
Selection of the OK command button effects a return to the primary Quotations form so that the quotation can be calculated and saved.
Following input of all required values and generation of the calculation, the quotation can be saved. The system then displays a pop-up box to confirm that the quotation is being saved and prominently display the Quotation Number which is now generated.
An existing saved quotation may be cloned in order to reduce the repetetive workload of re-entering the quotation details again. The system prompts:
Are you sure you want to clone this quote? The Yes or No command button is selected as required.If the Yes command button is selected then the current quotation is cloned and is saved and a new quotation number is displayed on form. the OK command button confirms the new cloned quotation. It is the new cloned quotation that is now the current quotation record on the form and if any of the quotation details need to be slightly amended it can now be edited.
If the Quotation form has been accessed via the Quote and Agreement setup option from the main Quotations menu then the quotation form has the additional facility of being able to convert the quotation directly from within the Quotation form rather than exiting the quotation and selecting the Convert Quote option. Selection of this option opens the Convert Quote form from where the accepted quotation may be converted into an order.
Exits the current form and returns to the previous form or menu. If the quotation has not been saved then the user is prompted to confirm that they wish to exit or cancel.
Selection of the Display Audit icon displays the Audit Event Log, which tracks any changes made to a quotation.
Selection of this option displays the Print Selection Dialogue Box which provides a number of print options including: a drop-down list of available printers from which to select; selection of the item to be printed; and a print preview facility.
Selection of this option displays the Group Quotation form. The purpose of this form is to allow several quotes for different vehicles/parameters to be created at one time and saved against one quote number. This could effectively be used to provide a number of rental figures over the phone to a customer during one enquiry.
Following input of the appropriate selection criteria - for example, product type, contract term, etc - within the Quotations Dialogue Box the Autocalc icon is used to generate the calculation for the quotation. The Initial Rental, Regular Rental and Total Rentals fields are displayed and a Quote Number is generated.
Prior to the quotation being calculated the Edit Margin box may be displayed for amendment/display of the current margin value. This is dependent upon whether the Prompt for Margin check box has been selected in Quotation Defaults Tab (in System Maintenance / System Parameters).
If a required value, which prevents the quotation from being calculated, is not input then the Quotation Calculation Errors form is displayed detailing the exact error. for example,
No Vehicle Selected
No Product Selected
No Finance Type Selected
No Finance Profile Selected
The OK and CancelCommand Buttons will effect a return to the primary Quotations form so that the missing value can be addressed.
Enables entry of free-format text (5 lines of up to 75 characters) that may be printed out on the current quotation provided the format is set up to accommodate this.
Displays the Quotation Notes form into which can be entered free-format RTF (Rich Text format) text related to the current quotation. The form has a format Text Toolbar which is used to enhance the standard text input.
Displays the Change Quote Status form which displays the three following options:
- Quoted
All quotations start with a status of "Quoted". However, should a quotation be moved on to another stage with a different status, this option button can be used to revert back to a "Quoted" status. The status is displayed at the right-hand side of the Quotation Status Line (located beneath the Toolbar). The OK command button is used to confirm the required selection and returns to the primary Quotations form.
- Accepted
On acceptance of the quotation by the customer the quotation status can progress to an "Accepted" state by selection of this option button. The quotation may then be converted to an order. The status is displayed at the right-hand side of the Quotation Status Line (located beneath the Toolbar). The Cancel command button is used to cancel input and returns to the primary Quotations form.
- Lost Business
Should the quotation be unsuccessful then it can be flagged with a status of "Lost" by selecting this option button. The status is displayed at the right-hand side of the Quotation Status Line (located beneath the Toolbar). This displays the Quotations Lost Business Details form into which lost business details can be entered for analysis purposes. Selection of the ellipsis (...) box directly to the right of the Competitor Code field displays a List Box from which is selected the appropriate company to whom business has been lost. (The competitor codes are set up in Miscellaneous Options / Lost Business Competitors). A double-click of the mouse will return the selected code and competitor description to the Quotations Lost Business Details form. The winning rental price is entered in the Rental field. A Notes box is provided into which can be entered free-format text related to the lost deal. The OK command button is used to confirm input and returns to the primary Quotations form. The Cancel command button is used to cancel input and return to the primary Quotations form. The Helpcommand button provides online access to a context sensitive Help form.
Provides online access to a context sensitive Help form. In addition, the About option provides the version number and copyright information relevant to this product.
Quotation Status Line
This area of the form displays the following quotation information:
This is a seven digit field (including leading zeros) which is generated automatically by the system following selection of the
Displays the ID of the user who has created the quotation.
Displays the date on which the quotation was created.
Displays the time at which the quotation was created.
Displays the appropriate quotation status selected by the
Quoted (the default)
Accepted
Lost
Quotation Dialogue Box
Selection of the down-arrow button displays a list of currently available Sales Execs (and associated User ID codes). A single-click of the mouse highlights and selects the appropriate Sales Exec for use within the quotation. New Sales Execs are set-up in the User Details form (accessed via System Utilities / Management Menu).
Selection of the down-arrow button displays a list of business source codes. The source-code is used to focus (for analysis purposes) on the original enquiry source for the quotation for example, REF for "Referral". A single-click of the mouse highlights and selects the appropriate source-code for use within the quotation. Business source codes are set-up using the Source of Business Codes option within Marketing / Miscellaneous Options.
The ellipsis button immediately to the right of this field enables the company to be selected for the quotation via the WordSearch facility. The company (plus associated customer name) is then returned to this field.
Displays the Customer Review form enabling customer details to be viewed and edited.
Following the selection of a company, this field is automatically populated with the appropriate company customer name.
Accesses the DriverCRM Record Maintenance form which enables the viewing and editing of the driver/customer record.
Selection of the ellipsis (...) box directly to the right of the Vehicle field displays the Vehicle Selection form. This form is used to locate and select the appropriate vehicle for the quotation by searching at manufacturer, model and variant level as well as providing a number of additional selection criteria fields.
If a quotation is produced for a vehicle with a price due to change within the period defined within the Notify Price Change +/- field (in the Quotation Defaults Tab in System Parameters) then a pop-up box is displayed after vehicle selection. This box displays the previous, current and next vehicle prices and the required vehicle price may be selected for the quotation.
This is the Vehicle Review, which provides a breakdown of the vehicle and option cost elements within the quotation. A number of these cost elements can be edited from within the form itself.
Selection of the ellipsis (...) box directly to the right of the Options field displays an Options Review form. This form is used to locate and select the required factory and dealer options for a particular vehicle variant.
A check box that when selected displays a Used Vehicle Details box. The system prompts for entry of the following details:
Registration No
Registration Date
Vehicle Age (Mths) Automatically calculated from Registration Date.
Start Mileage
Entry of this data results in the following:
- The Used Vehicle Review icon (below) becomes available for use.
- An End Mileage field is now displayed on the primary Quotations form(see below).
- The Residual Values and Maintenance Value fields are recalculated to accommodate the new vehicle age (i.e. now inclusive of the Start Mileage).
The Used Vehicle icon displays the results of the data that has been entered within the Used Vehicle Details box upon selection of the Used Vehicle Check box.
The system performs a number of checks (for example, vehicle registration date, commercial vehicle or not, etc) and automatically ticks this check box if the appropriate criteria are met.
Displays the total "On The Road" price. The value is displayed in the field immediately following vehicle and option selection.
Displays the total P11D price. The value is displayed in the field immediately following vehicle and option selection.
Selection of the down-arrow button displays a list of available Product Types (and associated Product codes). for example, CHWM Contract Hire With Maintenance. A single-click of the mouse highlights and selects the appropriate Product for use within the quotation. A top-level default Product can be set-up within the Product(Cars) field contained in the Quotation Defaults Tab located in System Maintenance / System Parameters. The top-level default product can be overridden by setting up a default value at customer level (accessed by way of the Fleet Details command button within the Companies Tab held within the Marketing module).
Selection of the Product Review icon immediately to the right of the Product field displays the Product Review form. This form displays the Product Options for the selected product and the respective default Cover Types. For each product option all available cover types are displayed in a sub-form and the required selections are made for the quotation.
A check box which, when selected, the system prompts: Confirm cash deal for vehicle and options?. This is used for when the vehicle is being purchased on someone's behalf so that the vehicle and all its options are flagged as cash items. They are therefore not included within the quotation calculation but may be seen on the quotation so that it is ordered and, when purchased, the system prompts for this item to be recharged to the customer.
Enables the input of the required contract term, in months, for the quotation. A top-level default Contract Term can be set-up within the Period (Mths) field contained in the Quotation Defaults Tab located in System Maintenance / System Parameters. The top-level default contract term can be overridden by setting up a default value at customer level (accessed by way of the Fleet Details command button within the Companies Tab held within the Marketing module).
Consists of two fields which display the the first and second excess mileage rates which, if calculated at a global level is taken from Miscellaneous Options / Product Management / Excess and Under Mileage. The top-level default excess mileage can be overridden by setting up a default value at customer level (accessed by way of the Fleet Details command button within the Companies Tab held within the Marketing module). The displayed figure is either a "calculated" value or a pence-per-mile value set at a relief vehicle category group.
Selection of the Review Excess/Under Mileage icon directly to the right of the Excess Mileage field displays the Review Excess and Under Rates form. This form is used to override default excess/under mileage values set at global and customer level.
This field determines the frequency of invoiced regular payments to be made within the quoted contract. The down-arrow button accesses a drop-down list displaying the following currently available selections:
- M Monthly
- 2 Bi-Monthly
- Q Quarterly
- B Bi-Annually
- A Annually
A top-level default Frequency can be set-up within the Frequency field contained in the Quotation Defaults Tab located in System Maintenance / System Parameters. The top-level default frequency can be overridden by setting up a default value at customer level (accessed by way of the Fleet Details command button within the Companies Tab held within the Marketing module).
This field is in fact dependent upon the top-level default set up within the System Parameters form. If, within the General Tab in System Parameters, the Contract/Ann Mlg field is set to Annual Mileage then this field/label will display an annual mileage value.
Assuming that the top-level default is set to Contract Mileage within System Parameters, then the primary Quotations form displays the default contract mileage value. The top-level default Contract Mileage can be set-up within the Mileage field contained in the Quotation Defaults Tab located in System Maintenance / System Parameters.
The top-level default mileage can be overridden by setting up a default value at customer level (accessed by way of the Fleet Details command button within the Companies Tab held within the Marketing module).
Both the top-level and the customer default values can be overridden from the quotation itself. Selection of the ellipsis (...) box directly to the right of the Contract Mileage field displays a pop-up mileage box which is used to override the default value and input the required mileage for the current quotation. This can be done in one of two ways: the true annual mileage can be entered in the Annual Mileage field which is then returned to the primary Quotations form; or, the total contract mileage is entered in the Contract Mileage field which is then converted to the exact annual mileage and returned to the primary Quotationsform.
This field is only displayed for a Used Vehicle quotation (i.e. when the Used Vehicle Check box is selected and the appropriate details completed). It displays the result of the Start Mileage of the used vehicle and the Contract Mileage.
Displays the preferred data source's imported residual value for the quoted contract term and mileage. The preferred data source is established by setting-up the Default RV Source contained in the General Tab located in System Maintenance / System Parameters.
Selection of the Residual Value Review icon directly to the right of the Residual Value field displays the Residual Value Review form. This form is used to override the preferred supplier's imported value by selecting and editing the required "Residual Value Source" to be used within the current quotation.
Displays the preferred supplier's imported residual value for the quoted contract term and mileage as a percentage of the basic price. The Residual Value Review form is used to override the preferred supplier's imported value.
Displays the preferred data source's imported maintenance value for the quoted contract term and mileage. The preferred data source is established by setting-up the Default Maintenance Source contained in the General Tab located in System Maintenance / System Parameters.
Selection of the Maintenance Review icon directly to the right of the Maintenance field displays the Maintenance Review form. This form is used to override the preferred supplier's imported values by selecting and editing the required Maintenance "type" to be used within a particular quotation.
This is calculated from the Margin and can be expressed in a number of different ways. Switches are set within the Calculation Methods Tab in System Maintenance / System Parameters to determine which profit calculation method is used; currently available methods are as follows:
M Monthly Value
T %age of Total Costs (inc. Total Overhead)
B %age of Basic Price
D %age of Discounted Basic Price
F Finance Profit
O %age of OTR
The top-level default margin is set up within the Quotations Defaults Tab in System Maintenance /System Parameters. This can be overridden at customer level (see the Fleet Details Command Button within the Company Tab in the Marketing module). Finally, the margin can also be edited at a quotation level by selecting the Edit Profit option from the Tools Menu.
Selection of the down-arrow button displays a list of Finance Types. The finance type displays the finance company description and corresponding code (up to 10 characters), which is set up within Miscellaneous Options / Finance Management / Finance Sources. A single-click of the mouse highlights and selects the appropriate finance type for use within the quotation.
Selection of the down-arrow button displays a list of Finance Profiles. The system displays only those profiles which met the criteria entered within the Contract Term and Frequency fields (these fields being referenced against the Period and Frequency fields contained in the finance profile set-up form). The finance profile displays the finance profile description and corresponding code (up to 10 characters), which is set up within Miscellaneous Options / Finance Management / Finance Profiles. A single-click of the mouse highlights and selects the appropriate finance profile for use within the quotation.
Displays the number of initial rentals quoted for the proposed contract. The number of initial rentals is defined within Finance Profiles (set up within Miscellaneous Options / Finance Management ) and is automatically displayed following confirmation of the required finance profile selection.
Displays the number of regular periodic rentals quoted for the proposed contract. The number of regular rentals is defined within Finance Profile s (set up within Miscellaneous Options / Finance Management) and is automatically displayed following confirmation of the required finance profile selection.
Displays the month within the quoted contract term in which payments are due to commence. The start month is defined within Finance Profiles (set up within Miscellaneous Options / Finance Management) and is automatically displayed following confirmation of the required finance profile selection.
Selection of the Finance Review icon directly to the right of the Contract Start Month field displays the Finance Review form. This form is used to review and edit default finance values set at either a global level or at a customer override level.
It is possible to enter a defaulted overheads value into Kestrel using a system parameter. The value is zero, a percentage of total costs, or a monthly value. This overheads value, be it a percentage or a monthly amount, is stored in the the Calculation Details Tab within System Parameters in a fields called Overhead Value (FQ_SP_OVHDVAL). Another system parameter field called Overhead (FQ_SP_OVHDCALC) determines the type of value (percentage or amount). This is also stored in the the Calculation Details Tab.
This field enables the overheads value to be stored as a monthly cost, but to hold it at customer level. When a quotation is produced the system checks at this customer level to determine a specific overhead value for the customer being quoted; if a value is found, then it is used in preference to the default system value. The customer default overhead value is always used in preference to the system default value.
The subsequent overhead value is displayed in this field but can be individually edited on a quotation even after it has been set by using either of the above defaults. This is accomplished by making an additional Edit Overheadoption available within the Tools menu.
This field is used to input a monetary value should an initial payment/deposit need to be taken into account within the quotation.
Individual products may be set-up so that input of a deposit is mandatory. In addition, a minimum and maximum deposit can also be specified (see Deposit Required section within Miscellaneous Options / Product Management / Product Details). An error message is displayed if a mandatory, minimum or maximum deposit is required and no value is entered in this field.
displays the bonus that is currently held in the Vehicle Review form.
Following selection of the constituent elements of the quotation the Autocalc icon (see Toolbar above) is used to calculate the initial rental value that is displayed here i.e. the period rental value multiplied by the number of initial rental months.
Following selection of the constituent elements of the quotation the Autocalc icon (see Toolbar above) is used to calculate the period rental value that is displayed here.
Following selection of the constituent elements of the quotation the Autocalc icon (see Toolbar above) is used to calculate the total rental value that is displayed here. i.e. the period rental value multiplied by the number of period rental months.
Selection of the Review Quotation Makeup icon directly to the right of the Total Rentals field accesses the makeup form which provides a structured breakdown of all of elements within a quotation. A number of these elements can be edited from within this form.
Status Bar
Displays a textual description of where the user is currently located within the system.