The Formal Extension screen is accessed by way of Terminations / Quotations & Extensions / Formal Extension. This screen is used to enable the customer to keep the vehicle for a defined period, with a new lease definition, linked to the vehicle record.
This screen is split into five parts that are as follows:
In addition to displaying the screen name the Title Bar provides a number of useful buttons.
The content of the Formal Extensions menu bar is dependent upon the particular process that is being accessed. The full menu bar contents, however, are as follows:
Open
Enables an existing Formal Extension Quotation to be opened via the Quotation Search screen.
Save
Enables the formal extension 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
icon then a Calculation Errors message is displayed detailing the missing data.
Selection of the OK command button effects a return to the primary Formal Extensions screen so that the quotation can be calculated and saved.
Following input of all required values and generation of the calculation, the extension quotation can be saved. The system then displays a pop-up box to confirm that the quotation is being saved and prominently displays the Quotation Number which is now generated and ultimately displayed in the Toolbar area.
Exit
Exits the current screen and returns to the previous screen or menu. If the quotation has not been saved then the user is prompted to confirm that they wish to exit or cancel.
Calculate
Following input of the appropriate selection criteria - for example, product type, contract term, etc - within the Formal Extension Dialogue Box the Autocalc icon is used to generate the calculation for the extesnsion quotation. The Initial Rental, Regular Rental and Total Rentals fields are displayed and the New Budget Values profi lines are generated in the lower half of the screen.
Prior to the extension 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 Fleet Quotations / System Maintenance / System Parameters).
If a required value, which prevents the extension quotation from being calculated, is not input then the Calculation Errors screen 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 Formal Extensions screen so that the missing value can be addressed.
Create Agreement
This option may only be used once the formal extension quotation is saved.
Following selection of this option the system prompts: Auto-Accept Quotation?. If the Yes command button is selected then the informal extension is automatically turned into an agreement and a prompt is displayed to indicated this for example, Agreement 101146 Created. If the No command button is selected then the ????
Selection of Edit Margin from the Actions Menu Bar option displays an Edit Contract Margin & Profit box which enables the default profit margin to be edited for the current formal extension quotation. This menu option is unavailable, however, if Finance Profit has been selected as the default profit calculation method within the Calculation Details Tab in Fleet Quotations / System Maintenance / System Parameters.
This menu option provides access to the following options:
Provides access to the Global/Contract Review screen.
Accesses the Marketing record for the displayed target. Upon entry to the Marketing record the Driver Tab is selected. However, the Company Tab and Vehicle Tab may also be viewed or edited.
Accesses the Marketing record for the displayed vehicle variant. Upon entry to the Marketing record the Vehicle Tab is selected. However, the Company Tab and Target Tab may also be viewed or edited.
The Customer Review screen is used to view and amend customer details.
This menu option provides access to the following options:
Accesses Administrator mail and diary functions.
Displays the contacts to be followed up for the logged-in user for today.
Quick 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 Terminations / System Parameters.
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 Terminations / System Parameters.
Provides online access to a context sensitive Help screen. In addition, the About option provides the version number and copyright information relevant to this product.
As with the menu bar, the content of the Formal Extensions toolbar is dependent upon the particular process that is being accessed. The full toolbar contents, however, are as follows:
This displays the Quotation Search screen that enables a previously created extension quote to be found by entering search selection criteria.
Exits the current screen and returns to the previous screen or menu. If the quotation has not been saved then the user is prompted to confirm that they wish to exit or cancel.
Enables the formal extension 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
Selection of the OK command button effects a return to the Formal Extensions screen so that the quotation can be calculated and saved.
Following input of all required values and generation of the calculation, the extension quotation can be saved. The system then displays a pop-up box to confirm that the quotation is being saved and prominently displays the Quotation Number which is now generated and ultimately displayed in the Toolbar area.
This option may only be used once the formal extension quotation is saved.
Following selection of this option the system prompts: Auto-Accept Quotation?. If the Yes command button is selected then the informal extension is automatically turned into an agreement and a prompt is displayed to indicated this for example, Agreement 101146 Created. If the No command button is selected then the ????
Following input of the appropriate selection criteria - for example, product type, contract term, etc - within the Formal Extension Dialogue Box the Autocalc icon is used to generate the calculation for the extesnsion quotation. The Initial Rental, Regular Rental and Total Rentals fields are displayed and the New Budget Values profi lines are generated in the lower half of the screen.
Prior to the extension 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 Fleet Quotations / System Maintenance / System Parameters).
If a required value, which prevents the extension quotation from being calculated, is not input then the Calculation Errors screen 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 Formal Extensions screen so that the missing value can be addressed.
Selection of this option displays the Print SelectionDialogue 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.
This icon only becomes enabled following calculation of the extension quotation.
Selection of the Review Quotation Makeup icon accesses the makeup screen which provides a structured breakdown of all of elements within an formal extension quotation. A number of these elements can be edited from within this screen.
Displays the Global Review Screen.
Accesses the Marketing record for the displayed target. Upon entry to the Marketing record the Driver Tab is selected. However, the Company Tab and Vehicle Tab may also be viewed or edited.
Accesses the Marketing record for the displayed vehicle variant. Upon entry to the Marketing record the Vehicle Tab is selected. However, the Company Tab and Target Tab may also be viewed or edited.
Displays the Administrator Screen which displays the following menu options:
Accesses Administrator mail and diary functions.
Displays the contacts to be followed up for the logged-in user for today.
Quick 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 Terminations / System Parameters.
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 Terminations / System Parameters.
Provides online access to a context sensitive Help screen. In addition, the About option provides the version number and copyright information relevant to this product.
This is a seven digit field (including leading zeros) which is generated automatically by the system following selection of the
Donor Contract
The top quarter of the screen displays relatively static information relating to the original vehicle agreement. The following fields are displayed:
The registration number of the vehicle. The ellipsis button (...) immediately to the right of the Registration No field is used to initiate the Fleet Global Search (Alternatively, the
Consists of two fields. The first field contains the contract lease type code. The lease type is a two digit alphanumeric code (for example, CM) that is created within Fleet System Management / Miscellaneous Options / Lease Types . The lease type is initially selected against the vehicle quotation within the Convert Quote menu option within Fleet Quotations.
The second field contains the full lease type description associated with the lease type code for example, Contract Hire With Maintenance.
The full vehicle variant description.
The name of the customer currently in possession of the vehicle.
The ellipsis button immediately to the right of this field displays the Customer WordSearch facility.
Displays the Customer Review screen enabling customer details to be viewed and edited.
The agreement start date.
The original expected agreement end date.
Displays the agreement type of the currently selected contract for example, Live.
The agreement number produced at the Convert Quote stage of the contract for example, 100045 .
A check box which, if selected, denotes that the vehicle is VAT qualifying.
The final written down value of the vehicle. This field is editable from within this screen.
The full lease type description associated with the lease type code for example, Contract Hire With Maintenance.
New Quote Details
Defaults-in the product value held within the original agreement. 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.
Selection of the Product Review icon immediately to the right of the Product field displays the Product Review screen. This screen 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.
Defaults-in the term value held within the original agreement. Enables the input of the required contract term, in months, for the extension quotation.
Defaults-in the frequency value held within the original agreement. This field determines the frequency of invoiced regular payments to be made within the quoted extension 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
Defaults-in the mileage value held within the original agreement. 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 Formal Extensions screen; 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 Formal Extensions screen.
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 Fleet Quotations / Miscellaneous Options / Finance Management / Finance Sources. A single-click of the mouse highlights and selects the appropriate finance type for use within the formal extension 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 screen). The finance profile displays the finance profile description and corresponding code (up to 10 characters), which is set up within Fleet Quotations / Miscellaneous Options / Finance Management / Finance Profiles. A single-click of the mouse highlights and selects the appropriate finance profile for use within the formal extension quotation.
Displays the number of initial rentals quoted for the proposed extension. The number of initial rentals is defined within Finance Profiles (set up within Fleet Quotations / 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 extension. The number of regular rentals is defined within Finance Profile s (set up within Fleet Quotations / 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 Fleet Quotations / 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 screen. This screen is used to review and edit default finance values set at either a global level or at a customer override level.
The new start date of the formal extension agreement.
Displays the excess mileage figure which, if calculated at a global level is taken from Fleet Quotations / 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 screen. This screen is used to override default excess/under mileage values set at global and customer level.
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 FLeet Quotations / 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 screen. This screen 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 extension quotation.
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 Fleet Quotations / System Maintenance / System Parameters.
Selection of the Maintenance Review icon directly to the right of the Maintenance field displays the Maintenance Review screen. This screen is used to override the preferred supplier's imported values by selecting and editing the required Maintenance "type" to be used within a particular extension quotation.
The lease type is a two digit alphanumeric code (for example, CM) that is created within Fleet System Management / Miscellaneous Options / Lease Types . The lease type is originally selected against the vehicle quotation within the Convert Quotemenu option within Fleet Quotations.
Selection of the ellipsis button [...] immediately to the right of this field displays the Fleet Lease Types List Box that enables the appropriate lease type to be selected.
The lease definition code for example, A that is created within Fleet System Management / Miscellaneous Options / Posting Controls / Lease Definitions . The lease type is initially selected against the vehicle quotation within the Convert Quote menu option within Fleet Quotations.
Selection of the ellipsis button [...] immediately to the right of this field displays the Fleet Lease Definitions List Box that enables the appropriate lease type to be selected.
Following selection of the constituent elements of the formal extension 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 formal extension 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 formal extension 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.
New Budget Values
Following input of the appropriate selection criteria - for example, product type, contract term, etc - within the Formal Extension Dialogue Box the
This data is generated from a combination of the extension quotation and the lease definition information and provides a detailed financial summary of the contract.
The following columns of data are displayed:
- Description
The description of the budget profile for example, Rental - Initial, Rental - Periodic, etc.
- Method
Denotes the rental split for example,F(Finance Element), M (Maintenance Element), etc. The rental splits are defined within the product accessed via Fleet System Management / Miscellaneous Options / Posting Controls / Product Details and selection of the First Tab.
- From
The month in which the budget profile commences. This is derived from the profile on the extension quotation.
Note: Up-front payments contain a value of 0 in both the From and To fields.
- To
The month in which the budget profile ends. This is derived from the profile on the extension quotation.
Note: Up-front payments contain a value of 0 in both the From and To fields.
- Skip
The frequency the payment is taken for example, 3 denotes Quarterly
, 12 denotes Annually and 1 denotes monthly. etc.
- Period Value
The net value of the periodic budget profile. The first value may often be higher than later values due to rounding.
- Total Value
The total net value of periodic budget line i.e. the net value of the periodic budget multiplied by the skip (frequency) value.
- To-Date
The total income taken to-date from this profile line.
- Basis
- Src
A unique single-digit reference code for example, E.
The Make-up Source Code is used to define which elements of a lease type are affected by the Cost Centre. This may be rentals only or may also include selected Budgeted items.
If a customer is invoiced on a "seven day" basis it is possible to take all or some of the related budget postings into the Accounts system using the same seven day profile.
- Credit
The associated Nominal Ledger credit expense code used when the values for this profi line are posted to accounts.
- Debit
The associated Nominal Ledger debit expense code used when the values for this profi line are posted to accounts.
Displays a textual description of where the user is currently located within the system.