The Acceptance Defaults set-up screen is accessed via Vehicle Purchasing / Miscellaneous Options / Acceptance Defaults and is used to create, edit and delete acceptance default codes.
Upon first selecting a vehicle for order processing, the system automatically prompts for a Default Acceptance code. Acceptance defaults may contain up to 20 Acceptance Stages. They are designed to allow differentiation between different types of customer - or contracts. Each acceptance default determines how a particular type of deal is to be considered for acceptance. An existing customer may only need a acceptance default procedure which contains acceptance stages to check the quotation and have the funding agreed. Alternatively, a quotation for a new customer may require a more comprehensive list of acceptance stages before it is accepted.
There is an Auto Acceptance Code (within Marketing / Company Tab / Fleet Details Command Button / Acceptance Default Tab) field which enables a particular Acceptance Default code to be specified for a selected customer so that the system does not have to prompt for this code on entry to the Acceptance Tab.
The screen is split into three areas. These are the Titlebar, the Acceptance Defaults Dialogue Box and the column of Command Buttons down the right-hand side of the screen.
In addition to displaying the screen name the Title Bar provides a number of useful buttons.
To create a new acceptance default type select the Create Command Button.
To view or amend an existing acceptance default type use the following procedure:
The cursor is located in the Code field prompting selection of an acceptance default 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 Default Acceptances search form that enables selection from the current available acceptance default codes. The required code is located and selected by highlighting with the mouse and the OK command button is used to confirm this selection and return to the Acceptance Defaults screen.
The acceptance default code is a ten character alphanumeric field.
Displays a grid for selection of the required Acceptance Stages to be included within the selected acceptance default type. The contents is as follows:
- Description
Displays a free-format meaningful textual description for the selected Acceptance Default type e.g. Existing Customer.
- Code
The code for a required Acceptance Stage to be included within the current acceptance default code.
Acceptance Stage codes are created in Vehicle Purchasing / Miscellaneous Options / Acceptance Stages. A single-left-click within this column displays an ellipsis (...) box to the right of this field. A single-left-click of the ellipsis box displays an Acceptance Stage Search form from which the appropriate acceptance stage is selected. A double-left-click selects and confirms the required acceptance stage type (alternatively, single-left-click and select the OK command button). The scroll bar may be used to display further codes.
- Description
Automatically displays the full Acceptance Stage description attached to the selected Code.
- Initials
The Initials Code of the person or department responsible for carrying out the selected Acceptance Stage.
Initials codes are created in Vehicle Purchasing / Miscellaneous Options / Initials Table. A single-left-click within this column displays an ellipsis (...) box to the right of this field. A single-left-click of the ellipsis box displays an Recipient Initials Search form from which the appropriate code is selected. A double-left-click selects and confirms the required initials code (alternatively, single-left-click and select the OK command button). The scroll bar may be used to display further codes.
The initials code must be defined here but may be changed within the Acceptance Tab as the acceptance stages are being progressed.
- Description
Automatically displays the full Initials description attached to the selected Code.
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 Acceptance Defaults screen and returns to the Miscellaneous Options Menu.
Provides online access to a context sensitive Help screen.
Enables the creation of an additional Acceptance Default Type. Mutually exclusive option buttons allow this to be done in one of the two following ways:
- Blank
Used if a new Acceptance Default Type code is to be set-up without utilising existing criteria.
- Copy
Copies the values within an existing "nearest match" Acceptance Default Type code so that only required values need be edited.
Provides the facility for editing the set-up options of the current Acceptance Default Type record. No edits can be made to a record until the Amend button has been selected.
Deletes the currently selected Acceptance Default Type code record.
On first accessing the Acceptance Default Type screen 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 Acceptance Default Types screen 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 screen that provides an Ad-hoc Report Generator for the creation of quick query reports to screen.
Selection of this button displays a further screen that provides an itemised display of all the selection criteria for the current Acceptance Default Types code record.