The Department codes form is displayed when you select the Department codes option from the CRM MISCELLANEOUS OPTIONS MENU. A Department is a single character identifier for a Department with in a dealership. Standard ones are included on the system. These are S for sales, P for parts and W for workshop. A Department cannot be added to a customer record until it has been included in the Department file. In using this option you will be able to create, amend and delete Department codes.
Warning: Deleting Departments should only done with care. Deleting a Department that is recorded on customer records will cause major problems in CRM module. Also the absence of a Department on customer records will also cause Department specific letters to fail.
Fields:
Department code: This is a single character identifier for the Department and can be either upper or lower case or numeric.
Department description: Enter a description of the Department. This field allows up to thirty characters and is available to help you understand the definition of the code.
Department area: the Department area allows you to specify if the cost center is related to Sales, After sales or Both.
ACTION BUTTONS:
Exit: Pressing this button takes you back to the crm miscellaneous options menu.
Create: This enables you to create a new Department code. When the create button has been selected it is then disabled. When you are have finished creating the Department code then press the second create button that is now enabled. When creating a new Department code you have two different options
- Blank This allows you to create a new Department code from a blank form.
- CopyThis allows you to create a new Department by copying an existing Department code and amending it as necessary before saving it back to the Department codes file.
The other options here only become available if you select an exiting Department code. As soon as you have done this the other action buttons become enabled.
Amend: this option will allow you amend any of the details on the Department code that you currently have loaded. When the Amend button is selected it becomes disabled while the Save and Cancel buttons become enabled. The Save function allows you to save the changes you have made and the Cancel option allows you cancel your actions.
Delete: this option will allow you to delete the Department code that you currently have loaded. Once you have pressed the Delete button you will be asked to confirm your input by pressing the second Delete button that has now become enabled. If you do not want to delete the Department code then take the Cancel option.
Confirm: this option will be disabled until you take the option to create, amend or delete. The description on this button will changed according to the initial option you have taken.
Initial option taken
Confirm button changes to
Create
Create
Amend
Save
Delete Delete Ad-hocTaking this option launches an adhoc enquiries screen and allows you to run a report down the contact types file.
The messages that appear in this box are advising you of what you are or are not able to do. Some of the messages that appear here advise you of the status of the code that you are working with at the time.
Customer recordRecord loaded OK: The Department code you have entered in the contact type field or selected from the ellipsis search has been loaded successfully.
Record not found: This message appears when you have entered a Department code into the contact type field that does not exist in the file.
Record secured OK: This message appears if the amend or delete options have been taken.
Record released: This appears if cancel is selected.
Record saved ok: This appears on taking the save option.
Record deleted ok: This appears if you have deleted a Department code.
Error duplicate key: This appears if you have taken the option to create a record and the Department code that you type in already exists in the file.
