The Card File form is accessed via Maintenance Control / Miscellaneous Options / Overdrive Interface / Direct Card File Maintenance and is used to manually edit an existing card file.
Tip: This process is one in a number of disparate options carried out within the Overdrive process. To understand how each option functions within the overall process please view the Overdrive Sequence help file.
Before the Overdrive interface can be used the system must have a valid card number for each vehicle that is going to be maintained. (In the same way the system must have a valid set of merchant records so that repairs can be authorised).
With Maintenance type contracts then drivers are issued with a physical card with which to present to the repairer; however, for non-maintenance type contracts vehicles are still issued with a card number (but no card) which enables recharges of costs by Overdrive to the customer where applicable.
The files are created using uploads designed for the purpose
Note: Card File records are initially created via the Overdrive Card Import process contained within the Import / Export Routines menu.
The form is split into three areas. These are the Titlebar, the Card File Record Table and the column of Command Buttons to the side of the form.
In addition to displaying the form name the Title Bar provides a number of useful buttons.
Dependent upon whether this form is displayed in Column or Grid mode this form displays one or a selection of existing Overdrive card records. The following fields may be edited:
The full card number.
This field may contain one of a number of values which determine how the card may be used by the driver. The following values are applicable to the card:
0 Denotes applicable to vehicle only. The Registration number is embossed. 1 Denotes applicable to driver only. The Driver name is embossed. 2 Denotes applicable to both. The Registration and Driver name are embossed. 3 Denotes applicable to bearer. Neither Registration or Driver name are embossed.
The card's first issue date.
The card's last embossing date.
The date on which the card was last changed.
The Overdrive Billing Centre to which the card is applicable e.g. HO for Head Office.
The Overdrive Cost Centre applicable for the hire company's customer e.g. 3518 for Next Plc.
The name of the cardholder.
The registration number for the valid Overdrive vehicle. No spaces are allowed during data entry.
Typically denotes any product restrictions.
This field may contain one of a number of values which determine the current status of the card. The following statuses are applicable to the card:
I Inactive A Active S Suspended T Terminated
A unique client code given by Overdrive to the hire company.
The unique card number in embossed format.
A currency authority limit value displayed in whole pounds; details the value of purchases that may be made by the driver above which the Overdrive merchant/repairer must seek authority from Overdrive.
A reason associated with the Card Status If the card is Suspended for example then the reason may be e.g. Card Not Listed
The full cost centre name applicable to the driver at his/her place of work associated with the OBS Cost Centre code e.g. Next Plc
The employee number of the driver at his/her place of work.
Within Grid mode. the list displays up to a maximum of twenty five card file records at any one time. To view the remaining card records the Scroll Bar immediately to the right of the second column can be operated in a number of ways:
To edit the card record table a single-right-click of the mouse in either of the two columns displays a small menu box with the following options:
- Edit
Allows the current Card file record to be edited. Alternatively, single-left-click into the row, enter the appropriate data and use the Tab key to move to the next column.
- Copy
Enables the Card File details for one record to be copied to other records to speed data entry.
- Filter
Presents a Selection Criteria Box which enables selection of only those records meeting the selection criteria. The following mutually exclusive selection criteria option buttons/fields are available:
- Equals
Searches the Description column for a description matching that entered in the data entry box at the bottom of the form. Any records equaling the criteria are displayed.
- Not Equal
Searches the Description column for a description matching that entered in the data entry box at the bottom of the form. Any records equaling the criteria are not displayed.
- Greater Than
Searches the Description column for any records with a text character string which is alphabetically higher than the character(s) entered in the data entry box at the bottom of the form. Any records greater than the criteria are displayed.
- Less Than
Searches the Description column for any records with a text character string which is alphabetically lower than the character(s) entered in the data entry box at the bottom of the form. Any records less than the criteria are displayed.
- Contains
Searches the Description column for any records with a text character string containing the character(s) entered in the data entry box at the bottom of the form. Any records meeting the criteria are displayed.
- Range
Searches the Description column for any records with a text character string which is alphabetically equal to or between the character(s) entered in the two data entry box at the bottom of the form. Any records meeting the criteria are displayed.
- No Filter
No filter is applied to the record search. The Reset command button also activates the "No Filter" option.
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 Card File form and returns to the Overdrive Interface Menu.
Provides online access to a context sensitive Help form.
Sorts the records by the chosen keypath. Upon selection, a Keypath List Box is displayed from which the appropriate keypath (if there is more than one) is selected.
A checkbox that, when ticked, sorts the records in descending order.
Redisplays the records on the form with any new modifications.
A checkbox that, when ticked, automatically redisplays all records on the form after an amendment.
Restricts a Sort by allowing entry of a text string from which to start.
Restricts a Sort by allowing entry of a text string at which to finish.
The purpose of this field is to allow the display of a user-defined selection of fields for every record. This is intended to reduce data entry errors.
Selection of this button displays a further form that provides an Ad-hoc Report Generator for the creation of quick query reports to form. An enquiry is formulated by completing a simple set of verbs and field names. A saved formulated query can be retrieved for future use.
Displays each field in a record by row, with the field name in the left-hand column and the field data in the right hand column. Within this option, records may be created, amended or deleted.