Some dealers operate process controls to ensure that Showroom orders or VSB invoices cannot be progressed unless specified documents exist. When you are doing a Showroom order, making an order confirmation, taking a showroom deposit or invoicing the vehicle, control documents required for the vehicle or target must be obtained. Error or warning messages are displayed if they are not in place.
Autoline can provide a checklist of the progress codes and the documents that are needed to fulfil the requirement, and prevent processes from running unless the correct documents are in existence. This ensures that legal document requirements are fulfilled during the sales process, and that sales personnel cannot continue without the documents.
The X4.MS.cdoct (Control Document Type) table determines which customer and vehicle documents are required when doing a showroom order, confirm order, accept showroom order, take showroom deposit, and invoice vehicle.
To create a Control Document Type table:
From the CRM ADD-ONS menu select the General Utilities option.
The MS UTILITIES menu is displayed.
Select the ADP Utilities option.
The ADP utilities menu is displayed.
Select the Create files option.
The Create Files form is displayed.
Click Create Tables.
The X4.MS.cdoct (Control Document Type) table is created. It determines which customer and vehicle documents are required when doing a showroom order, confirm order, accept showroom order, take showroom deposit, and invoice vehicle operation.
To check or enter data in a Control Document Type table:
On the Autoline main menu select Manufacturer systems and the name of the CRM company required.
The CRM ADD-ONS menu is displayed.
Select the Control document types option.
The Control document types form is displayed.
Make any changes required and click OK.
You are returned to the CRM ADD-ONS menu.
This form is displayed when you select the Control document types option on the CRM ADD-ONS menu. It enables you to specify control document types to define the documents required for progressing Showroom orders or VSB invoices.
CRM Company: CRM company number.
Control doc type: 1 for ID Document or 2 for Driver's licence.
Process control: One of the following:
Showroom order
Confirm order
Accept showroom order
Take showroom deposit
Invoice vehicle
Control doc required: Identifies the control document.
Control level: Either Prevent (ignore the Override priority) or Override (obey the Override priority).
Override priority: User priority needed to override the control.
To add required documents to a customer record:
From the CRM Main Menu select the My desktop option.
The My Desktop form is displayed with the My Tasks tab selected.
Load the customer record and select the CRM documents tab.
A list of available CRM documents for the customer is displayed.
Click the Edit button on the toolbar and the Add button on the CRM documents tab.
The CRM Document Details form is displayed.
Add the required documents to the customer record and click Save.
You are returned to the My Desktop form customer record, with the document added to the Available documents list.
At Printing a quotation stage:
Go to Showroom CRM > Quotations, perform a quotation for a customer and from the main quotation print form, print a direct order. If the customer record does not include the required documents for the Showroom order, the following error message is displayed:
ERROR Control Document "ID Document" required
Add the required document to the CRM Customer. You are able to continue to print the quotation.
At Confirming an order stage:
After printing a direct quote, confirm the order by responding Yes to the Confirm signed order? prompt. If the required documents necessary to confirm the order have not been obtained, the following error message is displayed:
ERROR Control Document "ID Document" required
Add the Confirm order document. You are now able to accept a Showroom order.
At Accepting a Showroom order stage:
From the Vehicle Stockbooks Main Menu select the Accept customer orders option. The Accept Customer Orders (New Vehicles) form is displayed. Select the order and click the Accept button.
If the required documents for this process have not been obtained for the CRM customer/vehicle, the following warning message is displayed:
WARNING Control Document "Drivers License" required
If your user priority is high enough, click OK. You are now able to continue the process.
At Take showroom deposit Process control stage:
From the Showroom Main Menu select the Take deposits option. Create a new deposit. Input the deposit details and click the Process button. The following error message is displayed because of the missing documents required for Take showroom deposit Process control:
WARNING Control Document "ID Document" required
At Invoice vehicle Process control stage:
Enter Vehicle Stockbooks Vehicle administration to invoice the order. Load record on stock number. Fill the required details, set lines for invoice and select the Print option, which displays the Print Options form. The missing documents required, as specified by the Invoice vehicle Process control field, are listed in an error message (reasons for not allowing document type) as follows:
ERROR: Customer account must be entered
ERROR: The data for Engine number must be entered
ERROR: The data for Reg. date must be entered
ERROR: CRM Customer link must exist
ERROR: Tax point must be entered
WARNING: Control Document "Drivers license" required
WARNING: Adoption date later than invoice date