Selection of the Ratebooks option from the Quotations Main Menu opens the Ratesbooks form from which the ratesbook quotation is created, edited or displayed.
What do you want to do?
Overview of the creation of a standard ratesbook:
From the Master Menu, select the Fleet Quotations option and Company required.
The Quotations Main Menu is displayed.
Select the Ratesbooks option.
The Ratesbook formis displayed but currently disabled.
Select the 
icon.
The Ratesbook form is now enabled.
Details Tab:
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 ratesbook. 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 and Source
A meaningful description of the Ratebook can be entered in the Description field to assist in the future identification of the ratesbook.
The Valid From and To dates advise the Customer for what period
the Ratebook is considered valid. A date range of one month automatically populates the
Ratesbook fields defaulting from today's date. These dates may be altered by using the
to edit the date
criteria.
Selection of the checkboxes at the bottom of the firm enables selection of the columns to be displayed (and additional selection parameters) in the Output Tab. some checkbox are automatically selected-on.
Product Tab:
Select the Products Tab.
Select the required product for the quotation. A product code/description may automatically default-in from the Product (cars) or Product (commercials) fields from the Ratesbook Defaults Tab within System Parameters or from the Product (cars) or Product (commercials) fields in the Products Tab of the Company Fleet Details form.
Finance Tab:
Select the Finance Tab.
Select the button
immediately to the right of the Finance type field to select the required
finance profile.
Finance Profiles associated with the Finance Type are immediately displayed in the list box below.
Select the required Finance Profile.
Selection of the Finance Profile also selects the term of the Agreement. A pop-up form is displayed showing the contract mileage. Amend the Annual Mileage or Contract Mileage can be modified within this form. Alternatively, another Finance Profile may simply be selected. Select the OK command button.
Tip: Multiple Finance Profiles can be selected for calculating in the ratebook.
Vehicles Tab:
Select the Vehicles Tab.
Depending upon System Parameters a vehicle type may default-in to the Vehicle Description area.
To add Vehicle Manufacturer, Models and Variants to the ratesbook right-click in the Vehicle Description area and select add from the small sub-menu. This displays the Vehicle Selection form from which the required vehicles may be selected. Multiple combinations of the above are allowed.
Tip: By holding down the Ctrl key when left-mouse-clicking to select any of the above combinations you are able to select multiple items to include in the ratebook.
Vehicle selection can be further refined with the additional selection criteria to
the right of this form for example, Current Vehicles only checkbox, Body
styles, Fuel type, etc. In addition, the Contains
field provides a Word Search facility and looks for text to include or exclude (click on
the 
icon to change to
exclude mode i.e. 
.
Options Tab:
Select the Options Tab.
A number of options selection criteria are available at the top of the form. These are explained within the Options Tab form and should be used as required.
Double-left-click on an option displayed on the left-hand side of the form to select
that option for the ratesbook. The selected option is displayed on the right-hand side of the
form (although it can be removed by selecting the
icon.
Output Tab:
Select the Output Tab.
Select the icon
to generate the ratesbook for the selection criteria that has been entered.
The system prompts for how many records have been read, how many calculated and how many rejected for not meeting the selection criteria.
The 
icon may
be used to sort the results.
The icon may
be used to view the exceptions.
The 
icon may
be used to print the ratesbook to the currently selected printer. Alternatively, the
Export Option Ratesbook may be used from the Export menu to export the
ratesbook to a file.
This form is split into five parts which are as follows:
Title Bar
In addition to displaying the form name the Title Bar provides a number of useful buttons and, within the primary ratesbook form also displays the Ratesbook No. (this defaults to 0 until the ratesbook is saved).
Menu Bar
The content of the Ratesbooks menu 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 selection provides access to the following options:
This form enables vehicles which have not met the required selection criteria to be viewed.
- Notes
Displays the Ratesbooks Notes form into which can be entered free-format RTF (Rich Text format) text related to the current ratesbook.
This menu option provides access to the following options:
Selection of Edit Profit from the Tools Menu Bar option displays an Edit Contract Margin and Profit box which enables the default profit margin to be edited for the current ratesbook quotation. This menu option is unavailable however, if Finance Profit has been selected as the default profit calculation method within the Calculation Methods Tab in System Maintenance / System Parameters.
A minimum and maximum margin is displayed at the bottom of the Edit Profit form. This is defined at individual user level within the Fleet Tab of the User Details form (found within System Utilities / Management Menu). The FQ Min Margin % and FQ Max Margin % are used to limit the margin parameters and may be different for each user.
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 ratesbook if the Prompt for delivery date checkbox 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 ratesbook is created.
Selection of Sort from the Tools Menu Bar option displays a Sort box which enables the default sort value within the Output Tab to be edited for the current ratesbook. The default "sort" mirrors the order in which vehicles are selected within the Vehicle Tab and can be overridden within the Sort form by manipulating a number of fields within the dialogue box.
Enables the Add to Batch form. This form works in conjunction with the Ratesbook Batch process. It is used to enter a unique ratesbook filename, selecting a timed operation calculation period (for example, Once Only) and date, and finally selecting the blue
icon to add the ratesbook to the timed operations batch.
This menu option provides access to the following options:
Enables a ratesbooks detailing options to be exported to a local PC directory. Selection of this option displays a Ratesbook Export form which prompts: Download option ratesbook export file? (Selection Yes will copy file to C:\temp). If the Yes command button is selected then the currently calculated ratesbook is exported to a .csv file in the local C:\temp directory using the Export format defined within Ratesbook Defaults Tab in System Parameters.
Tip: Option Rental and Show Standard Options flags within the Options Tab must be selected prior to exporting.
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 Ratesbooks toolbar is dependent upon the particular process that is being accessed. The full toolbar contents, however, is as follows:
This icon opens a new ratesbook quotation and defaults-in any pre-set values. The form also displays the User ID of the ratesbook creator.
This displays the Ratesbook Search form that enables a previously created ratesbook quotation (or quotations) to be found by entering search selection criteria.
Saves the current ratesbook. On saving a calculated ratesbook, a pop-up box is displayed giving the Ratesbook No. and an OK button prompt which is used for confirmation purposes.
The Save As function is a useful feature which enables an existing ratesbook to be saved again having altered one or more of the selection criteria. This eliminates duplication of effort with regard to the re-input of selection criteria.
Having made the required change(s) to the criteria within an existing ratesbook (and edited the ratesbook Description, within the Details Tab, to reflect this) the Save As option is selected. This saves the new ratesbook and displays a pop-up box giving the next available sequential Ratesbook No. and an OK button prompt which is used for confirmation purposes.
Exits the current form and returns to the previous form or menu. If the ratesbook has not been saved then the following prompt is displayed:
The current Ratesbook has not been saved. Click OK to Continue or Cancel to Return and Save the Quote.
Select the OK command button to exit the current ratesbook and return to the primary ratesbook form.
Select the Cancel command button to remain within the existing ratesbook.
Select the Help command button for online context sensitive help.
Displays the Ratesbooks Notes form into which can be entered free-format RTF (Rich Text format) text related to the current ratesbook.
This icon is only available when a ratesbook is in the process of being calculated. Selection of this icon halts the calculation process and displays a Finished pop-up box which displays the total number of records read, calculated and rejected for example,
Read 305 Calculated 105 Rejected 200
Selection of the OK command button confirms the halt to the calculation process and effects a return to the Output Tab where only those records processed prior to the interrupt are displayed.
Following input of the appropriate selection criteria - for example, product type, finance type, etc - within the Ratesbooks Dialogue Boxes the Calculate icon is used to generate the calculation for the ratesbook quotation. The chosen fields (selected via the appropriate checkboxes) are displayed within the Output Tab.
Prior to the ratesbook being calculated the Edit Dealer Commission box may be displayed for amendment/display of the current margin value. This is dependent upon whether the Prompt for Dealer Commission checkbox has been selected in Quotation Defaults Tab (in System Maintenance / System Parameters).
A minimum and maximum margin is displayed at the bottom of the Edit Margin form. This is defined at individual user level within the Fleet Tab of the User Details form (found within System Utilities / Management Menu). The FQMin Margin % and FQ Max Margin % are used to limit the margin parameters and may be different for each user.
Prior to the ratesbook 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 checkbox has been selected in Quotation Defaults Tab (in System Maintenance / System Parameters).
If a required value, which prevents the ratesbook 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 Cancel Command Buttons will effect a return to the Ratesbook form so that the missing information can be addressed.
Displays the Print Selection Dialogue Box which enables the selection of a number of print parameters.
Selection of the Sort icon displays a Sort box which enables the default sort value within the Output Tab to be edited for the current ratesbook. The default "sort" mirrors the order in which vehicles are selected within the Vehicle Tab and can be overridden within the Sort form by manipulating a number of fields within the dialogue box.
This Exceptions form enables vehicles which have not met the required selection criteria to be viewed.
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.
Ratesbooks Dialogue Box
The dialogue box provides a breakdown, by way of a series of five structured Tabs, of all the constituent elements required for the generation of a ratesbook quotation. These are as follows:
Selection of a new or existing ratesbook automatically displays the Details Tab as a default. This Tab contains the basic controls which dictate the contents of the ratesbook and how the calculated output is displayed.
This Tab enables the selection of one or more available Product Types (set up within Miscellaneous Options / Product Management / Product Details) for use within the current ratesbook. Default Product Types (at a global or customer level) are invoked and displayed if applicable. In addition, a number of icons are displayed for the purpose of manipulating the confirmed Product Types.
This Tab enables the selection of the required Finance Type and subsequent selection of one or more available Finance Profiles (set up within Miscellaneous Options / Finance Management / Finance Sources) for use within the current ratesbook. Default Finance Types (at a global or customer level) are invoked and displayed if applicable. In addition, a number of icons are displayed for the purpose of manipulating the confirmed Finance Types.
This Tab is used to add, delete or exclude vehicle(s) for use within the ratesbook by searching at manufacturer, model and variant level or by using the advanced Vehicle Selection Criteria option. Factory Fitted Options and Dealer Fitted Accessories may also be selected from this Tab if required.
This Tab is used to add or remove Factory Fitted Options or Dealer Fitted Accessories within the ratesbook.
This Tab is used to generate and display the calculations for the ratesbook. The contents of this form are dynamic and dependent upon the selections that have been made within the previous Tabs.
Status Bar
Located at the foot of the form this area displays a textual description of the users current location within the system. This is particularly useful when a ratesbook is in the process of being calculated when it displays the number of records that have been read, calculated and rejected so far for example,
Calculating Ratesbooks Read 230 Calculated 214 Rejected 16
System Parameters that affect the Ratesbook
A number of system parameters are of great relevance to the way the Ratesbook form functions. Although all System Parameters are explained within the appropriate help file it is perhaps best if those parameters specific to the Ratesbook form itself are explained in more detail below:
The ratesbook parameters are used to define top-level system defaults specifically for ratesbook generation only. Many of these top level defaults can, if required, be overridden at a customer level and, ultimately, within the quotation or ratesbook itself.
The following fields are displayed:
Print format: This field displays the chosen Stationery format code which is used to define the layout of the ratesbook for example, KRP (see Reports & Enquiries / Report Generator / format Stationery). If, within the Stationery format report, the name of the report is preceded and followed by two ampersands then this denotes a KPrint format for example, @@KRP@@.
HTML format: This field displays the chosen Stationery format code which is used to define the layout of the ratesbook for HTML display for example, KRH (see Reports & Enquiries / Report Generator / format Stationery ).
Export format: This field displays the chosen Stationery format code which is used to define the layout of the ratesbook for export to an external such as the Export Option Ratesbook option, Excel Spreadsheet for example, KRE(see Reports & Enquiries / Report Generator / format Stationery).
Product (Cars): Displays the preferred top-level default Product code PLGclass vehicles (for example, CHWM) for use within the Ratesbooks form.
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).
Both the top-level and the customer default values can be overridden from within the ratesbook itself. The default product and its applicable value for the selected contract term and mileage are used within the calculation in the Ratesbook form. However, this default value can be overridden by deleting the default product (by use of the
Product (Commercials): Displays the preferred top-level default Product code for heavy commercial vehicles (for example, CHWV) for use within the Ratesbooks form.
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).
Both the top-level and the customer default values can be overridden from within the ratesbook itself. The default product and its applicable value for the selected contract term and mileage are used within the calculation in the Ratesbook form. However, this default value can be overridden by deleting the default product (by use of the
Default Finance Company: Displays the preferred top-level default Finance Type code for use within the Ratesbooks form.
Ratesbook Valid For (Days): This field contains a value, in days, for which a current ratesbook remains valid. A consolidation routine is run against the ratesbook file, compiling a list of ratesbooks with a status of Quoted and exceeding the Ratesbook Valid For (Days) value. These ratesbooks are flagged as X - Deleted. Deleted ratesbooks are removed from the system within timed operations.