The System Controls set-up form is accessed via the System Maintenance menu within the Fleet Quotations module.
The system controls play an important part in the default settings and values in much the same way as the system parameters. The values that are controlled here are not able to be amended by the user.
The System Controls form is used to define (at set-up) unique sequential reference numbers related to the generation of quotations/ratesbooks and the age/mileage bands that are used to determine which grid values are imported from the default data supplier.
The form is split into four areas which are as follows:
In addition to displaying the form name the Title Bar provides a number of useful buttons.
Company
The Company field displays the company number for the company that is currently being accessed e.g. 73.
This area is divided into two Tabs which are as follows:
The Details Tab is used to define (at set-up) unique sequential reference numbers related to the generation of quotations and ratesbooks:
- Next Quote Reference
The next unique sequential quote reference number that will be allocated by the system. If an existing quotation is amended then a new quotation number is generated. However, each successive edited quotation will retain the same unique Quote Reference number. An audited log is kept of each edit (changes currently monitored are edits made to maintenance and residual values) by way of this Quote Reference number and enables a search to be made on the Quote Reference number and all linked quotations will be displayed in the Selection Display area.
- Next Quotation Number
The next unique sequential quotation number that will be allocated by the system.
- Audit Magic Number
The next unique audit magic number that will be allocated by the system. An Audit Log is held containing each individual edit (changes currently monitored are edits made to maintenance and residual values) that is made to a quotation (or ratesbook). A unique sequential audit magic number is allocated by the system to each edit. This Audit Magic Number may be viewed in the "full" Audit Detailsform.
- Next Ratesbook Number
The next unique sequential ratesbook number that will be allocated by the system.
The Age/Mileage Tab is used to define required age/mileage bands which are then used in turn to determine which grid values are imported from the default data supplier.
The Tab is divided into two distinct halves - Private and Light and Commercial vehicles - in order that different age/mileage bands may be defined for each.
- Private and Light
There are two distinct tables to be set-up. The first table contains the required mileage bands e.g. 5,000 to 45,000 (in 5,000 mile steps). The second table contains the required age bands e.g. 12 to 60 (in six-monthly steps).
- Commercials
There are two distinct tables to be set-up. The first table contains the required mileage bands e.g. 10,000 to 120,000 (in 10,000 mile steps). The second table contains the required age bands e.g. 6 to 60 (in six-monthly steps).
The selected age/mileage bands must also be mirrored in the raw data supplier software.
A number of command buttons are available. Some buttons are context sensitive and are greyed-out and only become available dependent upon the particular process that is being accessed. The full list of command buttons is as follows:
Exits the System Controls form and returns to the System Maintenance menu.
Provides online access to a context sensitive Help form.
Enables the creation of an additional record. Mutually exclusive option buttons allow this to be done in one of the two following ways:
- Blank
Used if a new record is to be set-up without utilising existing criteria.
- Copy
Copies the values within an existing "nearest match" record so that only required values need be edited.
Provides the facility for editing the set-up options of the current record. No edits can be made to a record until the Amend button has been selected.
Deletes the currently selected record.
Saves any amendments made to system controls and returns to the System Maintenance menu.
On first accessing the form this command button is greyed-out. Following selection of the Amend button the Cancel option then becomes available to enable any edits to a record to be cancelled.
This is not a command button. This box is a way of displaying messages with regard to the status of the current record e.g. "Record Secured OK"
Selection of this button displays a further form that provides an Ad-hoc Report Generator for the creation of quick query reports to form.
Selection of this button displays a further form that provides an itemised display of all the selection criteria for the current record.