Showroom System Parameters

Warning: System parameters should be changed with due caution.

The system parameters are used to alter certain aspects of the way the Showroom system operates. They are there to give individual dealers the choice where necessary of how to use the system to meet their end requirements.

To check or amend system parameters:

From the Showroom Main Menu select the System maintenance option.

The SR System Maintenance Menu is displayed.
Select the System parameters option.

The SR System Parameters form is displayed.

SR System Parameters Form

This form is displayed when you select the System parameters option on the SR System Maintenance Menu. It enables you to check and amend Showroom system parameters.

Company: Number of the selected company.

Tabs:

There are many system parameters and they are displayed on up to ten tabs, as follows:

General
Accounting
Vehicle
Accessory
Finance
Retention
Contacts
Priorities
Other
Presentation

General Tab

The General tab is divided into five sections:

General:

Backoffice mode?: Allows or prevents Backoffice mode. This is also dependant on the information held in Salespersons settings.

Show profit figures?: Use the Drop-down search button to select one of the following:

Blank: Uses the SR company default in system parameters

Y: Figures shown first

P: Payments shown first

H: Hidden first

N: Not available

Z: Zeroed first (see profit bar)

Tip: When using the hidden option the enquiry number, user ID and time of enquiry are displayed.

Use MKV not VSB for vehicle stock: When this check box is selected, vehicle stock data is sourced from CRM Vehicle Stocking.

Note: MKV is a generic term that refers to any stock or stocking functions in the CRM module.

Note: Never change this parameter. It will be set at time of go live by an Autoline consultant.

Discount method: Either L for discount posted by line, or B for discount posted as a bulk figure. This parameter affects the structure of the posting tables if you are using Vehicle Stockbooks.

Individual salesperson settings?: If this check box is selected, the users can have different parameters. There is no longer a Showroom Tab in the User Details (GB.user). Showroom has SR.user and its menu option is called Salesperson settings and is held in Showroom System Maintenance Menu. When this option is in use the individual user parameters override any matching system parameters.

Change sales executive ownership?: Indicates whether a change of salesperson ownership will move the statistic in CRM statistic to the new salesperson.

VAT number validation: Whether or not to validate a VAT number when entering.

Search method: Either S for Stock number or C for Commission number. This changes the display on the Customer enquiry method of choosing a search.

Branch type: Either P (Physical) or S (Selling).

Show Discount percentage: When this check box is selected, the discount is displayed in red in the purchase summary and the final quote form.

Status up to which a enquiry can be amended: Enquiry status up to and including which an enquiry can be amended.

Warning: You should use E (enquiry) for standard UK Showroom setup.

Max status of a quote for other locn's stock: Prevent user proceeding past this status when the vehicle is at another branch. The default is Q (quote).

Format Stationery:

Quote archive identifier: When a quote is produced the system archives the document using the quote number prefixed by this identifier.

Order archive identifier: When an order is produced the system archives the document using the order number prefixed by this identifier.

Invoice archive identifier: When an invoice is produced the system archives the document using the invoice number prefixed by this identifier. This option is enabled only when you are using CRM Vehicle Stocking.

Presentation format identifier: A line-by-line presentation of an order can be printed using the prefixed identifier entered in this field.

Franchise specific buttons:

MS franchise for button 1: Only used with manufacturer systems and on customer sites outside the United Kingdom.

MS franchise for button 2: Only used with manufacturer systems and on customer sites outside the United Kingdom.

Export details:

Directory: Directory path for the export, for example /user1.

Filename: File name, for example EXPORT.XML.

MK Customer departments:

Sales of New Vehicles: When you create a link between a vehicle and target or create a target, you should put the sales executive's code against the cost centre defined here in MK.

Sales of Used Vehicles: When you create a link between a vehicle and target or create a target, you should put the sales executive's code against the cost centre defined here in MK.

Accounts:

Valid SL account types: List of Sales Ledger account types to be used.

Valid PL account types: List of Purchase Ledger account types to be used.

Default SL account: Account number to default to when invoicing.

Accounting Tab

VAT codes:

Post at invoice: Either Yes, No or Delayed. This is only enabled when using CRM Vehicle stocking.

Used Vehicle input VAT: Input VAT code to be used for VAT qualifying vehicles and non-qualifying vehicles.

Used vehicle output VAT: Output VAT code to be used for VAT qualifying vehicles and non-qualifying vehicles.

Margin VAT code: VAT code used for calculating VAT on margin on Used vehicles.

PL account: Default purchase ledger supplier account. This is only enabled when using CRM Vehicle stocking.

SL/PL contra: Account for contra of Sales and Purchase Ledger accounts when making Trade-in postings. This is only enabled when using CRM Vehicle stocking.

Tip: There is a search facility, activated by clicking the button, that enables you to search through all available VAT codes.

Default sale type: Sale type to be defaulted in quotations.

Deposit mandatory?: Either Yes or No, if Yes at what status?

Note: When a deposit is set to mandatory (Y) then when printing an Showroom order the Confirm Signed Order? prompt is not displayed. When the order has to be confirmed enter the recall enquiries form and select the required method of recalling.

All deposit before invoice: If Yes then all deposits must be received in the Sales Ledger and allocated against the order before the invoice can be produced. This is only enabled when using CRM Vehicle stocking.

Deposit NL account: NL account for deposit postings. This is only enabled when using CRM vehicle stocking.

Tip: There is a search facility, activated by clicking the button, that enables you to search through all available account codes.

Accounts:

Valid SL account types: Valid Sales Ledger account types.

Valid PL account types: Valid Purchase Ledger account types.

Default SL account: Number of the default Sales Ledger account, selectable with an Ellipsis button.

Supplementary order VSB status codes: A supplementary order can be created only if the VSB record is at one of these status codes.

Vehicle Tab

This tab is divided into three sections:

Defaults:

Vehicle is available status code: Only available if you are using Vehicle stockbooks. The progress code at which the vehicle is available for sale, for example statuses for Adopted, Consigned, Ordered.

Vehicle on order progress code: Starting status for a vehicle ordered.

Note: Depending on the progress code entered here, differences may be noticed in Showroom when producing an enquiry. For example, if the vehicle status is at O for ordered the showroom enquiry is treaded as a virtual stock vehicle or A for physical stock affecting the display of standard and selected items.

Vehicle order target: Reference Order management, the default supplier account against which New Vehicle Purchases should be made. There is a search facility here, activated by clicking on the Ellipsis button. This target number will default into a quotation if you are creating a quote via the Top runners option in Showroom quotations.

Budget price variance: Percentage around the calculated figure that should be used when calculating a budget in Quick Start. Also this will affect the variance of the Price between on the new and used vehicle searches.

Default Franchise: This parameter can be used to default in a particular Franchise code to every quotation, which can be overridden at run time when necessary. Click the Ellipsis button, in order to assist in establishing a valid franchise code. The franchise is automatically selected when creating new quote.

Picture alignment: Click the Drop-down button to select from No adjustment, 1 Stretch or 2 Fit.

Maximum provisional status: Maximum required status to be used when provisional pricing is switched on.

Maximum final price difference%: Percentage allowed between a provisional and a final priced vehicle price (used with provisional pricing).

Trade-in Valuation:

Within this section the Cap valuation mode relates either Cap or Glass's data, depending on which valuation system you are using. The parameter for this is held in Valuation systems parameters.

Days valuation valid for: Number of days that a trade-in valuation is valid for, or zero for all. This parameter enables previous valuations to be aged so that we don't pick up a value from (for example) last year. If you offer a trade-in on more than one occasion, you are told when and where a previous valuation was done and what it was, so that you can offer the same again. Valuations are held on the SR.partx record.

CAP/Glass Valuation mode: Either D Discreet, O Open or S Suspended. If Discreet this will hide the condition values in the Trade-in details page. Open displays all values and Suspended is like Discreet but does not return any mileage-adjusted values.

Value before condition?: If this check box is ticked, having selected the vehicle, the valuation is displayed before the vehicle condition is determined.

Value before adjustments?: If this check box is ticked, the valuation is displayed before any adjustments are input.

Priority to give an offer: Determines access control. Priority to edit or display the offer price.

Appraisal information mandatory?: If Yes, the system will require appraisal details on trade-in.

Reserve/Create vehicle records:

Note: Reserve Vehicle records is displayed when using Vehicle Stockbook and Create vehicle records is displayed when using CRM Vehicle stocking.

Create Trade-in vehicle at: When linked to CRM, at what quote status should the Trade-in vehicle record be created. Only available if CRM Vehicle stocking is used.

as progress code: Progress these vehicles should be created with.

Create stock vehicle at: Vehicles resulting from the quote process from price list vehicles will be created as stock when the quote reaches this status. Only available if CRM Vehicle stocking is used.

as progress code: Progress code that this vehicle will be created with.

Reserve Stock at: Stock vehicles will be reserved at this quote status.

as progress code: The reserved vehicle will be assigned this progress code.

Number days preparation for resale for Trade-in: This number of days will be added to the date when the vehicle is expected in stock (Buyback date on the vehicle record) to calculate a resale date which will be displayed on the trade-in details as the resale date.

Accessory Tab

Enter the product codes for each of the following if these items should be used as On the Road items. The product code is the option code from Franchise data.. Leave fields blank if they are not required.

Accessory line order: Order in which the accessory will be displayed, selected by using the option types. For example, Delivery (d), FFOs(F), DFAs (D). If this field is being used all option types must be entered to complete, starting with Selling price(l).

OTR text: Text to be displayed for On The Road items.

Plates: Input product code for both New and Used Vehicles.

RFL: Input product code for both New and Used Vehicles.

Fuel: Input product code for both New and Used Vehicles.

Others: Input product code for both New and Used Vehicles.

Sundry: Input product code for both New and Used Vehicles.

Discount: Input product code for both New and Used Vehicles.

Finance commission: Input product code for both New and Used Vehicles.

Manually entered: Input product code for both New and Used Vehicles.

Special Car tax: Not used in the UK, but used in countries where the system sometimes cannot calculate car tax automatically. You create a manually entered accessory of type C; (for Cartax) which has the car tax amount applicable. This in turn creates a spec line with the product code defined in this system parameter.

Special 'other' type: Input product code for both New and Used Vehicles.

Tip: Click the Ellipsis button to select from a list of option codes.

Default RFL: Default amount for Road Fund Licence.

Include NR in profit: Include Non-recoverable costs in the profit calculation.

Manual Accsy VAT: Default VAT code for manually entered accessories.

Pack count hit percent: The percentage accessory content match that must be at least equalled before a pack is suggested.

Pack value hit percent: The percentage accessory value match that must be at least equalled before a pack is suggested.

Transfer account: Cost centre and expense code to which options costs are being transferred when using Transfer options within CRM Vehicle stocking only.

Finance Tab

Initial Quote: One of the following, selectable with a Drop-down button:

P - Prompt: Gives the operator a choice of all valid finance schemes in a list.

1, 2 or 3: Enables you to use the following one, two or three finance scheme(s) only.

C - Cash: Enables the operator to carry out cash quotes only.

Finance company: Valid if 1, 2 or 3 are entered above. If 1 is entered above then enter a finance company in the first box only. If 2 then enter a finance company in the first and second boxes. If 3 then enter a finance company in the first, second and third boxes. Click the Ellipsis button to select a finance company.

Type: If a finance company has been entered above, enter the finance type.

Scheme: If finance company and type have been entered, click the Ellipsis button to locate a scheme.

Period: If finance company, type and scheme have been entered, enter a default period.

Settlement: Amount of final settlement payment.

Initially show APR: Either A (always show APR), N (Do not show APR) or Y (Show APR up to CCA limit), selectable with a Drop-down button.

CCA limit value Maximum value that a quote has to display APR. This is determined by the Consumer Credit Act.

Initially show PP: If this check box is ticked, the Personal Protection should be shown on the quotation.

PP included text: Text to show with PP.

When no finance scheme is loaded a default is used, based on the following:

Minimum Rate: The minimum rate applied.

Maximum Rate: The maximum rate applied.

Minimum period: The minimum period applied.

Maximum period: The maximum period applied.

Finance optimisation:

Use finance optimisation?: If the check box is ticked, you want finance optimisation to be available to you when manipulating a particular finance scheme.

Optimise vehicle types: Determines whether finance optimisation should be applied to:

N - New vehicles only

U - Used vehicles only

B - Both new and used vehicles.

Where to add adjustment: As a result of optimising the finance it is necessary to adjust the deal to handle the extra profitability. This can be done by increasing the selling price of the Vehicle (V), or adding another Option to the vehicle specification (O).

Remove PP when optimising?: Part of the optimisation routine allows for the removal of the credit protection while keeping the repayment (which originally included credit protection) the same. If this check box is ticked, that functionality is activated.

Profit product code: If the Where to add adjustment parameter is set to configure another Option into the vehicle specification, this parameter determines what option code will be used.

Retention Tab

Retention Periods for Quotes at various statuses:

Enquiry - Maximum age for enquiry (not printed)

Quote - Maximum age for quotes (printed)

Ordered - Maximum age of quotes marked as ordered

Confirmed - Maximum age for customers signed orders

Accepted - Maximum age for quotes moved to VSB

Invoiced - Retention period for invoiced orders

Lost sale - Maximum age for quotes marked for deletion

for deletion - Maximum age of quotes marked for deletion before removal

Note: If Quote is set to 120, any quotes that have not been edited for 120 days and have a status of Q will be marked as status L for a lost order. They will then be set to X status as deleted when a consolidation has been run, depending on the number of days set in the for deletion field.

Retention period for event logging:

Period to keep the event log: Period to keep the Showroom event log in days. SR.event is available in SR record maintenance. Prime Key Path SRCO (SR Company) BATCH & SEQUENCE. It is designed to monitor the activity within the enquiry process.

Contacts Tab

The system creates contacts at each stage of the quotation/order process. If the contact code is left blank the system does not create a contact record. Therefore if you do not want to create a contact when you produce a credit, leave the contact code blank in the system parameters.

The combination of the contact code and the strength will calculate the default follow-up date (see Contact types in miscellaneous options in CRM).

Enter here the contact type code and default strength for the contact record that is created at the end of each of the following processes. The code and strength can be different for new and used vehicles.

Enquiry

Quote

Order

Confirmed

Accepted

Reverse status

Invoiced

Credited

Lost sale

Enter the contact type code and default strength for the following contacts:

Trade-in Contact: Contact type used when trade-ins are first stored back to file, selectable with an Ellipsis button.

Default contact origin: Origin code for Showroom contacts, or blank for user's department, selectable with a Drop-down button. These codes are maintained in Contact source codes in CRM.

Look now contact: By creating a new contact type and entering it here, you can ensure that every time a trade-in is submitted by a user a contact will be entered in the diary of the chosen user. This is not mandatory but if it is not populated with a valid contact type, it will not be possible to submit a trade in for valuation .

To the right of the Strength field there is a contact origin code field, selectable with a Drop-down button, that can be used to default the origin code. If left blank the default contact origin is used.

Note: An asterisk *(wildcard) can be entered to replace up to the last two digits of any contact code in showroom system parameters, so that specified codes can be selected. This can enable Contact codes to be analysed. For example, if the Contact codes for a new enquiry is EN* or E**, when the contact form is displayed the contact code will enable the user to choose from any contacts starting with EN or E respectively.

Priorities Tab

Priorities controls are different for some options, depending on the set-up of the company using Autoline. If a user has a lower priority than the ones entered some options may not be visible or enabled. A user's priority can be controlled in Permissions and Securities.

Enquiry status: Low level users can use enquiries but will have to have a higher priority to override another user's enquiry.

In progress: Low level users can use enquiries but will have to have a higher priority to override another user's enquiry.

Quote status: Determines access control for Use, Cancel and Override.

Order status: Determines access control for Use, Cancel and Override.

Confirm status: Determines access control for Use and Cancel.

Lost Sales status: Determines access control for Use.

Accepted status: Determines access control for Use that is only available when using CRM Vehicle stocking. Determines access control to Cancel in Vehicle Stockbooks and CRM Vehicle stocking.

Preliminary order: Determines access control for Use and Override.

Invoice status: Determines access control for Use and Cancel. Only available when using CRM Vehicle stocking.

Misc priorities:

Exit with no save priority: Priority required to enable users to exit without saving the enquiry during the Showroom process.

Note: If the user priority is lower than Exit with no save priority, recalling an enquiry enables the user to exit with no save until the enquiry is altered or the specification is viewed.

Finance priority: Priority required to offer finance.

Trade-in priority: Priority required to offer part exchanges in a deal.

Discount priority: Priority required to add a discount to the deal.

Custom entry priority: Priority to be able to use custom entry vehicle.

Pricebook date edit: Restrict pricebook quotes to today's date only (Yes, No or priority level 0-9).

Priority to edit prices:

The following options all have an individual priority for edit.

Factory options

Colour Trim

Dealer accessories

Warranty

Non-recoverable costs

Insurance

Bonus lines

Packs

List price

Delivery

Other Tab

The fields connected with vehicle stock and days are available only when the Use MKV not VSB for vehicle stock? check box on the General tab is not ticked.

IMS integration: Type of IMS integration (not used in the United Kingdom).

Default VS stock company: Default Vehicle stockbook company. When a sales executive searches for stock, results from this company come first.

Other VS stock companies: In these ten boxes, you can enter additional Vehicle Stock companies whose stock vehicles a sales executive can view in addition to his or her default one. You can enter * in the first box to mean all companies.

Tip: The order in which companies are entered here is the order in which the companies are displayed in Showroom CRM.

Days: When a sales executive views stock in the company specified on this line, only vehicles that have been in stock at least this long will be displayed. Zero (0) means there is no such restriction.

Exceptions:

For each company, you can specify up to three locations where the Days value is different from the usual value you have specified for the company.

Location: A location of the company specified at the start of the row.

Days: Minimum age to view. When a sales executive views stock at the location specified in the box to the left, only vehicles that have been in stock at least this long will be displayed. Zero (0) means there is no such restriction.

Note: These boxes are also on the Locations tab on the (SR.user) Salesperson settings form. If the system parameter for Individual sales person settings is switched on, and if a company is entered both here in the (SR.systm) System parameters and in the (SR.user) Salesperson settings, priority is given to the Salesperson settings.

New vehicle user defined display?: Tick the check box to use the user-defined Showroom search criteria. Format NCS defined in System Maintenance New car search format.

Used vehicle user defined display? Tick the check box to use the user-defined Showroom search criteria. Format UCS defined in System Maintenance Used car search format.

Presentation Tab

When an enquiry has been created in Showroom a line-by-line presentation is available. The presentation displays in the order selected in system parameters. The Presentation Category order can be changed by clicking the buttons Move up and Move down.

Standard FFOs in vehicle section: When this check box is ticked, the standard factory-fitted options are listed in the grid on the Deal Presentation Form.

Buttons:

Help: Displays this help topic in your default company browser.

Cancel: Returns you to the SR System Maintenance Menu without saving any amendments.

Save: Returns you to the SR System Maintenance Menu, saving any amendments you have made.