The Rejection Reasons set-up form is accessed via Miscellaneous Options / Rejection Reasons and is used to create, edit and delete rejection reason codes which are utilised when creating rejection letters for repairers.
The use of the rejection reasons process prevents having to create rejection letters in a totally free-format way but still allows great flexibility in their construction.
The form is split into three areas. These are the Titlebar, the Rejection Reason Dialogue Box and the column of Command Buttons down the right-hand side of the form.
In addition to displaying the form name the Title Bar provides a number of useful buttons.
To create a new rejection reason code type select the Create Command Button.
To view or amend an existing rejection reason code type use the following procedure:
The cursor is located in the Reason Code field prompting selection of a rejection reason code/description for the purposes of editing an existing record. A single-left-click of the ellipsis button to the right of this field displays a Reject Reasons List Box that enables selection from the current available rejection reasons. Having selected the required code by highlighting with the mouse, the OK command button is used to confirm this selection and return to the Rejection Reasons form.
The rejection reason code is alphanumeric and may contain up to 8 characters e.g. MAX1.
Displays a number of details relating to the selected rejection reason type, which are as follows:
- Description
Displays a free-format meaningful textual description for the selected Rejection Reason type e.g. Above Maximum Value.
- Explanation
The text associated with the selected rejection code. This allows the creation of up to 3 lines of free-format text, each line being up to 50 characters long.
When utilised for a rejection letter this text may be over-typed. Therefore, the text typed here may be seen as a "skeleton" text which may be amended or added to with additional relevant information.
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 Rejection Reasons form and returns to the Miscellaneous Options Menu.
Provides online access to a context sensitive Help form.
Enables the creation of an additional Rejection Reason. Mutually exclusive option buttons allow this to be done in one of the two following ways:
- Blank
Used if a new Rejection Reason code is to be set-up without utilising existing criteria.
- Copy
Copies the values within an existing "nearest match" Rejection Reason code so that only required values need be edited.
Provides the facility for editing the set-up options of the current Rejection Reason record. No edits can be made to a record until the Amend button has been selected.
Deletes the currently selected Rejection Reason code record.
On first accessing the Rejection Reason form this command button is greyed-out. Following selection of the Amend button the Confirm option then becomes available to enable any edits to be confirmed.
On first accessing the Rejection Reason form this command button is greyed-out. Following selection of the Amend button the Cancel option then becomes available to enable any edits to be cancelled.
This is not a command button. This box is a way of displaying messages with regard to the status of the current record e.g. "Record Secured OK"
Selection of this button displays a further form that provides an Ad-hoc Report Generator for the creation of quick query reports to form.
Selection of this button displays a further form that provides an itemised display of all the selection criteria for the current Rejection Reasons code record.