This option allows a vehicle registration number to be amended from within the Fleet agreement review option (it is also possible from the Vehicle Purchasing module). It also includes the ability to amend supporting vehicle details such as the DVLA check digit, registration date, chassis number, engine number, security codes and colour/trim details to be amended if required. An Audit record is created for each amendment saved back to the system.
To access the amend registration option:
From the Master Menu, select the Vehicle Purchasing option and Company required.
The Vehicle Purchasing menu is displayed.
Select the Purchase Management option.
The Purchase Management form is displayed.
Select the 
icon.
The Contract Search form is displayed.
Enter the appropriate information to locate the required agreement.
Select the Order Tab.
Select the 
.
This form is also accessible as a sub-menu option within the Invoice Entry Tab or from the Tools menu within Contract Review.
Note: From the Tools menu within Contract Review each of the items on the Tools menu are permission controlled and may be greyed out if the user does not have access to certain options.
The Registration number field allows the vehicle registration to be amended as required. Press tab to move to next field.
The DVLA check digit field allows the DVLA check digit to be amended as required (this is essential for any automatic communication with the DVLA). Press tab to move to next field.
The Vehicle description field allows the vehicle description to be amended as required. Press tab to move to next field.
The Registered field allows the vehicle registration date to be amended as required. Press tab to move to next field.
Note: If the registration date is being changed beyond 90 days from today's date (or the original registration date if set) then a pop-up form requests confirmation of the change.
The CAP plate identifier field will default based on the combination of the Registration number and the Registered date but can be amended if required (this is necessary for cherished plates). Press tab to move to next field.
The Initial odometer field allows entry of the vehicle odometer as a start mileage for the contract. Press tab to move to next field.
The Colour code field allows entry of the vehicle colour code (if colour & trim data is loaded on the system). Press tab to move to next field.
The Colour field allows the colour description to be entered as text. Press tab to move to next field.
The Trim code field allows entry of the vehicle trim code (if colour & trim data is loaded on the system). Press tab to move to next field.
The Trim field allows the trim description to be entered as text. Press tab to move to next field.
The Chassis number field allows entry of the vehicle chassis number. Press tab to move to next field
The Engine number field allows entry of the vehicle engine number. Press tab to move to next field.
Note: The Last registration field displays the last known registration number for the vehicle. This is non-editable. Where the vehicle previously had no registration number set this will be the contract number prefixed with the letter q.
The Rental group field requests entry of the Vehicle Rental vehicle
hire group for the vehicle (if applicable) either directly or by using the
![[...]](Ellipsis.gif){kind=small}
button to search for the
required hire group code. Press tab to move to next field.
The Rental company field requests entry of the Vehicle Rental company
for the vehicle (if applicable) either directly or by using the
button to search for the
required company.
Select the Security Details tab to enter security codes for the vehicle (key number, radio code and security code).
This form is split into five parts that are as follows:
In addition to displaying the screen name the Title Bar provides a number of other useful identification criteria and buttons.
| Menu | Icon | Description |
|---|---|---|
| File > Open | |
Presents the Fleet Global Search screen that enables a vehicle to be found by entering search selection criteria. |
| File > Save |  |
Allows the order to be saved prior to exit in order that it can be recalled at a later stage. |
| File > Recover |  |
Reverts to the previous registration number prior to the most recent amendment. Any other amendments made within this screen do not revert to their former state. |
| File > Exit |  |
Exits the form and returns to the previous form. |
| Help > |  |
Provides online access to context sensitive help for the current application using the default browser. |
The top of the Amend Registration Dialogue Box displays a number of fields which contain relatively static information which are as follows:
Registration Number: The vehicle registration number is displayed.
Master Record: The agreement number produced at the quotation stage of the contract e.g. 100551.
This screen is then divided into two tabs which are as follows:
Registration Details Tab
Registration Number: The vehicle registration number is displayed.
DVLA Check Digit: The DVLA registration check digit (located on the V5) used for EDI purposes.
Vehicle Description: The full vehicle variant description.
Registered: The date that the vehicle is registered. On the basis of this date the system defines the MOT, RFL and Warranty expiry dates.
Initial Odometer: The start mileage of the contract. This is used later by the system when determining excess mileage at termination.
CAP Plate Identifier: Holds the year and registration letter combination that is required by the CAP valuation system. This field holds the registration year and letter for registrations pre-September 2001 and the registration year and bi-annual code change for post September 2001 registrations.
Tip: The Use CAP Black Book field held within the Details Tab in Terminations / System Maintenance / System Parameters enables the lookup and storage of CAP valuation data against the Vehicle record, Termination record and Disposal record. This allows a lookup to the CAP blackbook database when offering guide valuations to drivers/customers as a reporting aid.
The CAP Plate identifier field is generated within the amend registration routine in both Fleet Contract/Global Review and the Order Tab in Vehicle Purchasing. The id takes the form of the year and then the month, e.g. 200303 or 200353 for registrations March 1st 2003 - February 28th 2004 inclusive depending on whether the date was on September 1st or after.
Colour: The colour code and description of the vehicle.
Trim: The trim style code and description supplied to the vehicle.
Chassis Number: The chassis number of the selected vehicle.
Engine Number: The engine number of the vehicle.
Last Registration: On entry to this form the previous registration number is displayed if the registration is changed. This is probably the original default quotation number prefixed with a lowercase q e.g. q1190.
Rental Group: Only applicable to companies who utilise and wish to add vehicles to their Vehicle Rental Fleet. The rental group code into which the vehicle is to be grouped.
Selection of the
Rental Company: Only applicable to companies who utilise and wish to add vehicles to their Vehicle Rental Fleet. The rental company into which the vehicle is to be grouped.
Selection of the
Security Details Tab
Key No: The unique key number for the selected vehicle. This may be updated by selection of the Miscellaneous Fleet Details option from within the Tools Menu of Contract Review.
Radio Code: The installation code for the radio, cassette or CD player which may be occasionally required. This may be updated by selection of the Miscellaneous Fleet Details option from within the Tools Menu of Contract Review.
Security Code: