The BE system parameters define how your system responds under certain conditions. These parameters can be modified by the user but it is strongly recommended that only the designated systems supervisor makes changes to the system parameters. Changes to these parameters can damage the Bodyshop Estimating system. If in any doubt about the effect of any proposed change, seek advice and guidance.
Standard functionality exists that allows you to maintain records for the selected BE company. There are two tabs to complete:
To access the BE system parameters:
Warning: This option, a priority 8 function, must be used with extreme caution.
The BODYSHOP ESTIMATING main menu is displayed.
Select the System maintenance option.
The BE SYSTEM MAINTENANCE menu is displayed.
Select the System parameters option.
The Estimate Parameters form is displayed.
This form is displayed when you select Estimate Parameters option from the BE SYSTEM MAINTENANCE menu. From this form, you can maintain the parameters for the selected BE company.
Company Identifier: Company number to which these parameters relate.
The Main tab comprises four groups as follows:
Defaults
POS Service Code: The Service Code used by the Create WIP function. This is normally set to BOD by default.
WIP Labour Status: This is the Labour status code for each line created on the WIP. This is normally set to M.
WIP Cust. Ord. No.: The number that should be used for the WIP customer order reference. The Estimate number, Claim number or Policy number.
Note: The only reliable value that is always present is the Estimate number, so this default is normally set to E.
Toggle Estimates ON?: When the list of files available for importing from the customer subsystem/PC is displayed by the import estimate function. Should they all be toggled for uploading automatically? Normally set to Y (tick ).
Overwrite Estimates?: Should duplicate estimate reference numbers be overwritten? Normally set to Y, but it is possible to have duplicate estimate numbers on file as the system maintains system related unique references.
Part Default VAT: VAT code to be used for parts if a code is not supplied. Normally set to S.
Labour Default VAT: VAT code to be used for labour lines if a code is not supplied. Normally set to S.
Discount Part Number: Part Number to be used when applying discount to an estimate via a single line entry often termed bottom line discount.
WIP Line Order: The Order in which WIP lines should appear, this should match the Labour details type codes.
Transfer Directory: Directory in the Autoline DMS server to use for storage of the imported files during processing.
Printer Route: If a selected printer is dedicated to printing estimates, you can override the current printer setting by entering the alternative printer identity in this field.
Address Line for SO Cust.: Which of the eight address lines on the Summary screen of Estimate maintenance which should be used for the WIP customer. Normally set to 4 (driver).
Customer Link to use as Insurer: Optional selection of the customer links against a CRM vehicle which should be used as a link to the insurer record (in CRM) - normally set to 4.
Target Time %age:Used to calculate bonus times from the allowed time - for example if this field is set to 80%, bonus times are 80% of the allowed time.
CRM Link Type: Used to force the type of CRM links that can be made - Companies only, T for CRM Customer or Both. Normally set to T.
Estimate Priorities
Within estimate maintenance the following functions can be prioritised so that only specific users are able to carry them out.
to Create: Insert appropriate Priority level.
to Edit: Insert appropriate Priority level.
to Edit Parts: Insert appropriate Priority level.
to Edit Labour: Insert appropriate Priority level.
to Authorise: Insert appropriate Priority level.
to Reject: Insert appropriate Priority level.
Retention Periods
Warning: Be aware that storage of estimates requires high levels of disk space so this factor should be taken into account when setting retention periods.
Imported: Insert appropriate retention period in Days for imported files from subsystem.
Edited: Insert appropriate retention period in Days for uploaded and amended files.
Accepted: Insert appropriate retention period in Days.
Rejected: Insert appropriate retention period in Days.
Estimate Checks
Vehicle in CRM?: Displayed only - should the system ensure that there is a link to a CRM vehicle?. This is always a severe check - you are not allowed to create a WIP without a CRM vehicle attached:
Customer Link Made: Displayed only - should the system ensure that there is a link to a CRM customer? (which is then used for the WIP customer). This should always be a severe check - you are not allowed to create a WIP without defining a customer.
Franchise Found: Displayed only - should the system ensure that there is a valid franchise?. This should always be a severe check - you are not allowed to create a WIP without a valid franchise, otherwise all part formatting and checking is not possible.
Must have Insurer?: Should the system ensure that the insurer link has been made? The insurer is used to obtain the account number for the WIP. If one cannot be found, terminal defaults are used instead. This field can ensure that you always have valid account information against a WIP. Normally set as a warning.
Part on Price?: Should the system check the manufacturer price file to see if the parts are listed? The manufacturer price file is a good check for validating part numbers - if a part is not on the price file, the part number is possibly incorrect. Normally set as a warning.
Part on Stock?: Should the system check the stock file to see if the parts are listed? The stock file is a good check for part number availability - if a part is not on the stock file, an ordering process needs to be started. Normally set as a warning.
Valid RTS Code?: Should the RTS codes be checked against the manufacturer RTS code file and the Autoline standard RTS code file? This check provides a method of validating RTS codes. Normally set as a warning.
The system creates contacts in response to four events, as follows:
CRM Link Made: When a link is made to a customer on the address line that is used for the WIP customer. This is the closest the system can get to creating a contact when an estimate is imported, as a customer record must exist before contact chains can function.
WIP Creation: When the estimate is authorised, and a WIP created.
Print Est.: When the estimate is printed.
Est. Rejection: When the estimate is rejected.
Write Off: A contact is raised when the Write off check box in Point-of-sale on the Vehicle tab is checked, this is to alert the sales dept of a potential sales opportunity. The sales contact on the vehicle record will be advised, if this is blank then the default sales executive is used from the Write off contact parameter.
Note: The other fields on the Contacts tab relate to the information that should be stored against the CRM contact.
Contact tab
Enable contacts: Should contact chains be created when this event occurs?.
Contact Department: CRM cost centre code.
Contact Executive: CRM Executive code.
Activity code: Contact type activity code in CRM that applies to this event
Who prompted contact: Code defines who created contact.
Contact Strength: Grades the number of days to follow up on contact ( 1-9 ).
Contact follow up days: To set date for follow up.
Contact Type: Contact code that applies to follow up.
