This record contains details, divided into a number of tabs, about the vehicle records saved on the system. Accessing the vehicle record (which is the same form that is used to create a new vehicle record) enables you to maintain the data on existing vehicle records.
TABS:
The vehicle menu and tool bars remain the same regardless of the tab you are in:
Note: The vehicle record number is displayed at bottom-right of the form.
The Vehicle tab holds the vehicle details and the customer links.
Registration: Vehicle registration number
Reg. date: Vehicle registration date
New/Used: N for a New vehicle and U for a Used vehicle
Tip: Click the drop-down button
for a list of options that can be selected from the Franchise data module.
DD company: Franchise data company number
Franchise: Franchise
Model: Model
Variant: Variant
Note: When manually creating a vehicle record, select the tick boxes at the right hand side of the model and or variant to filter current vehicles only.
Description: Description that will populate from the above selection. This can be amended.
Brief description: Brief description, as the model code is removed from the text. This can be amended.
Colour: Colour of the vehicle
Trim: Trim of the vehicle
Model year: Model year of the vehicle
Commercial: If this check-box is selected, it indicates that the vehicle is a heavy commercial vehicle.
Tip: To attach a customer link to the vehicle record manually, you must be in Edit mode. Left-click in the box and search for the customer name or number. To detach a customer from any of the links, right-click in the box. A message is displayed: Remove this link. Select Yes and the link is removed. After the vehicle is saved, another message is displayed: Customer/vehicle links have changed. Retain previous links? Select from the options Retain or Discard.
Sales contact: Sales customer/company
Aftersales contact: Aftersales customer/company
Driver: Driver of the vehicle
Other links: Other Vehicle Links needs to be set up from the CRM miscellaneous menu. This will allow a fourth link to be added.
Sales exec.: Sales executive code responsible for the vehicle
Location: Sales location of the vehicle. This is three characters and can be numeric or alpha.
Aftersales exec.: Aftersales executive code that is responsible for the vehicle
Location: Aftersales location of the vehicle. This is three characters and can be numeric or alpha.
Fuel type: Fuel type
Transmission: Type of transmission (Manual, Automatic)
Body style: Body style
CC: Engine size
BHP/Weight: Brake Horse Power
Tank capacity: Fuel tank capacity
Average fuel: Average fuel consumption
CO2 emissions: CO2 emissions
Driver side: Driver seating position (Right / Left hand side)
Service interval: Service interval recorded in miles or kilometers. This is set up within the franchise data module. The field can be amended.
Service interval (months): Service interval recorded in months. This is set up within the franchise data module. The field can be amended.
Service model: Manufacturer system service model code. If details have been entered in the MS company number field, you will be able to select the model code.
Manufacturer code: Code provided by the manufacturer
Selling dealer: Dealer that last sold the vehicle
Fleet numbers: Fleet number (if applicable)
Chassis number: Chassis number
Engine number: Engine number
MS company no: Manufacturer company number. If this is selected, the Service model code field is enabled.
Picture code: Picture code
CD security number: Security number
Key numbers: The two boxes are the key numbers.
Radio security number: Radio security number
Commission number: Commission numbers
Immobiliser: Immobiliser code
Note: When invoicing a WIP using a service code that updates the service history, first use the mileage interval from the vehicle. If that is zero, check the interval from the variant record, then the Model in Franchise data. If these are still zero, the mileage interval from the Branch Specific Vehicle Default record is used.
The Current tab holds up-to-date details on the vehicle. The tab can contain the following sections: registration; progress; turnover; government number; miscellaneous accident information; loyalty card.
Registration
Registered: Date when the vehicle was registered
Previous number: Previous registration number, if applicable
Previous date: Date when the vehicle was previously registered
Previous location: Location where the vehicle was, previously
Delivery date: Date when the vehicle was delivered, if known. This information will be entered automatically when new vehicles are invoiced from vehicle stock books.
Progress
Progress code: Used when vehicle stocking is being used. It gives you the progress the car is making during the production stages through to dealer stock and finally into a used vehicle. The setting of the Progress code controls record visibility to Showroom users (that is, it controls whether or not the car can be sold).
Status: Select the status that reflects the vehicle stage. If Vehicle Stock Books is being used, this field will be automatically populated. The second field displays if the vehicle record is L: live or if it should be marked for X: deletion.
Sales type: Sale type from the vehicle Stock book system, such as: R for Retail or F for Fleet, and so on
Owner type: Displays P if the vehicle is privately owned, or C if it is owned by a company
Turnover
Year-to-date: This field is automatically calculated to indicate the total amount of Year-to-date sales from the Point-of-Sale, when Aftersales Revenue Analysis has been set up. The field is updated from invoices being produced by the Point-of-Sale module.
Life-to-date: This field is automatically calculated to indicate the total amount of Life-to-date sales from the Point-of-Sale, when Aftersales Revenue Analysis has been set up. The field is updated from invoices being produced by the Point-of-Sale module.
Government
Government number: Government number. This field holds up to fifteen characters that can be numeric or alpha.
Miscellaneous
RFL expiry: Date when the Road Fund Licence expires on the vehicle
Previous speedo: Mileage of the vehicle if the speedometer has been replaced
Tax started: Date when the vehicle was taxed
Tax at new: Amount paid in tax when the vehicle was new
Note: The VSB reference fields will only be populated if the vehicle has been processed through the Vehicle Stock Books module. The access to these fields will be restricted depending on the status of the vehicle.
VSB reference: The first field will display the VSB company number. The second field will display if the vehicle is New or Used. The third field will display the vehicle stock book number that the CRM vehicle record is currently attached to.
Display mileage: Miles or Kilometers
Generic model code: Generic model code of the vehicle, for example: CAR, DEMO, HIRE. These are held in Model Analysis Codes.
Accident damage
Accident damage: One of:
0: No accident
1: Light damage
2: Medium damage
3: Heavy damage
4: Written off
Loyalty card
Note: The Loyalty card fields will only display if the option has been switched on in System parameters.
Loyalty card: This field contains a description if the loyalty card type is held against the vehicle record. These are user-defined and are created using the loyalty card option in Miscellaneous options. The loyalty card type can be selected using the drop-down
Loyalty card no.: 20-character field containing the loyalty card number
Loyalty card expiry: Expiry date of the loyalty card held on the vehicle
The Warranties tab holds the vehicle details and the customer links.
Manufacturer warranty
Start-date: Date when the manufacturer's warranty starts
End-date: Date when the body warranty expires
Maximum: Maximum mileage applicable to the manufacturer's warranty
Status: One of: Y: Warranty valid, N: Invalidated warranty, or U: Unknown
Date invalidated: Date when the manufacturer's warranty becomes invalid
Body warranty
End-date: Date when the body warranty expires
Maximum mileage: Maximum mileage applicable to the Body warranty
Extended warranty
Start date: Date when the extended warranty starts
Period (months): Period, in months, for which the extended warranty is valid, for example: 12
End-date: Date when the extended warranty expires
Maximum: Maximum mileage allowed for the extended warranty
Type code: Type code for the extended warranty, if known
Reference: Reference number for the extended warranty
PCP / Buy back
Date: Date of the Personal Contract Plan or Buy-Back date
Mileage: Mileage of the Personal Contract Plan or Buy-Back mileage of the vehicle
Value: Value of the Personal Contract Plan or Buy-Back value of the vehicle
Excess per mile: Amount to be charged for the Excess mileage per mile or Kilometre
Maintenance contract
Start-date: Start-date of the maintenance contract
Start mileage: Start mileage of the maintenance contract
Period (months): Number of months the maintenance contract has been taken over, for example: 36
End-date: End-date of the maintenance contract
Maximum mileage: Maximum mileage of the maintenance contract
Type code: Type code of the maintenance contract
Reference: Reference number for the maintenance contract
Insurance
End-date: Expiry date of the insurance
Reference: Reference number for the insurance
The Vehicle history tab displays details of work carried out on the vehicle from the Point-of-Sale module. Copies of invoices and credits detailing parts and costs can be reprinted. When the vehicle is invoiced through the Vehicle Stock Books module to a customer, the system will display the invoice as a line on the service history. This enables you to see when the vehicle has changed ownership.
POS account code: The Sales Ledger account for the vehicle. Default will be the Service Retail Cash Sales account
Buttons:
Filter: Allows you to filter your selection of Service history - for instance, you may only wish to view invoices to a certain account.
Print History:Print the service history via a report held in CRM system parameters. If installed.
Fields
Code: Displays the Service Code selected when the invoice was raised from Point-of-Sale
Date: Displays the date of the Invoice or Credit
Mileage: Displays the Invoice or Credit number
Details: Displays the company number, followed by a short description of the invoice detail
WIP: Displays the WIP number, if applicable
Account: Displays the account the invoice or credit was raised for
Value: Displays the value of the invoice or credit
Invoice: Displays the invoice number
Job No: Displays the Job card number.
Branch: Displays the location where the invoice or credit was raised
GRID SHORTCUT MENU:
Note: Right clicking a service transaction line enables the additional functionality of
Document archive: Displays a sub-menu containing the following options:
Invoice: Displays the invoice from the document archive
Job card: Displays the Job card from the document archive
Job Detail: Displays details of a specific job
Parts and labour: Displays a break down of the parts and labour costs
Print: Displays a sub-menu containing the following options:
All Service History: Prints a history of all services
This Service History: Prints a history of this service only
Export: Displays a sub-menu containing the following options
All service history: Exports all the service history for the vehicle to a spreadsheet.
Note: Sales lines are not transferred.
This service history: Exports the selected line of service history to a spreadsheet.
Service Area
Last service: Date when the vehicle was last serviced. The second box is the mileage of the vehicle when it was last serviced.
Next service due: Date when the vehicle is next due to be serviced. The second box is the mileage of the vehicle when it is next due to be serviced.
Date last work: Last date when any work was carried out on the vehicle. The second box is the mileage of the vehicle when the last work was carried out.
Service contract number: Enter the Service contract number for the maintenance reference.
Timing-belt mileage: Enter the mileage at which the timing belt is recommended to be replaced.
Months: Enter the number of months recommended before a timing belt is to be replaced.
Last MOT date: Date when the vehicle had its last MOT
MOT date: Date when the vehicle is due for its next MOT
Return parts: If this check box is selected, it gives a vehicle information message in the Case Files when creating a POS WIP or creating a vehicle.
Next Emission check date: Date when next emission check is due
Emissions: Enter the Emissions of the vehicle.
The Associated vehicles tab holds the vehicle details and the customer links.
Company: Displays the Company name if the customer is linked to a company. When you select the radio button, the form will display all vehicles linked to the company.
Customer: Displays the Customer name. When you select the radio button, the form will display all vehicles linked to the customer.
Show vehicles at status: This option always defaults to current vehicles and displays the vehicle(s) currently attached to the customer or company, depending on the radio button selected. The option to filter on different statuses can be selected by clicking on the
or clicking into the box and entering the letter, for instance: P. Once you tab, all previous vehicles will display. Choose from the following options:
All
C: Current vehicle
P: Previous vehicle
D: Demo
O: Vehicle on order
Q: Quoted vehicle
R: Vehicle required
S: Vehicle in stock
X: Part exchange vehicle
Reg'n: Displays the registration number
Description: Displays the description of the vehicle
Status: Displays the status of the vehicle, for example: Current vehicle
Link: Displays if this vehicle has sales, aftersales or driver links
Below, is a list of items found on the Menu bar with a link to the description available.
Note: The options available under the heading Company menu may vary depending on your user access controls in System Maintenance.
| File | Reports | Tools | Vehicle Options | Help |
| Finance | ||||
| Mileage | ||||
| Vehicle rental | ||||
| Seasonal equipment |
Print menu: Allows you to print the vehicle details on to a form. All the vehicle details will be printed except the associated vehicles.
Recent Records: Will provide a list of records you have accessed whilst in My desktop. This will clear when you exit My desktop. The amount that the system holds is set up within system parameters to a maximum of 10.
Recent enquiries: Will provide a list of enquiries you have accessed from the Showroom module whilst in My desktop. This will clear when you exit My desktop. The amount that the system holds is a maximum of 5.
Reports list: Allows you to run reports from the CRM file menu option. You are able to specify up to 5 reports that can be printed from this option. The selection is set up within user access control.
Other...: Allows you to select any saved and compiled report generator report saved in the CRM report generator and run it from the CRM screens
Record Information: This option opens a form called General properties. It shows you the following information about the vehicle record:
Vehicle record number and name
Record type
Creation date for the record
Creating user id
Date when the record was edited
Time when the record was edited
Who the record is edited by
Case file: Launches the vehicle record case file. The information displayed in the case file can vary from system to system depending on the casefile access settings in CRM user access control. For more information regarding the case file, click on the Casefiles link in Related Topics.
Demonstrator booking: Opens the demonstrator booking diary. More information on its use and functionality is available from the Demonstrator booking link in Related Topics.
Authorise Demonstrator: You will only see this option if you have sufficient CRM priority to authorise a demonstrator booking. The priority needed to do this is dictated by the entry in the Authorise demo field on the Demo Bookings Tab of system parameters.
Lock CRM: Allows you to lock your screen if you are going to leave it for any length of time and you want to hide the information you are currently displaying, without having to close the option and return to the menu. You also have the ability to set the system, so that, if your screen is left for a set amount of time, the screen will lock automatically. The parameter that controls this resides in the Details Tab of user access control.
Navigation: The navigation options offer a short-cut method of moving between the options available from CRM shortcuts.
The options available are:
My CRM, which can also be reached using the F7 key
Company, which can also be reached by using the F8 key
Customer, which can also be reached by using the F9 key
Vehicle, which can also be reached by using the F10 key
Veh-maint-reven: Displays the Aftersales revenue analysis for the selected vehicle
Rental details: The rental details and statistics for the vehicle
Commercial: The commercial details, for example: Axle, hazard codes for the vehicle
Specification: This will display all the specification, that is: colour, trim, non-recoverable costs for the vehicle. These will have been recorded against the vehicle within Vehicle stockbooks or Vehicle stocking.
Tick sheet: Will allow you to tick options that apply to this vehicle. The option will have selected through vehicle specifications and will require MK.ticks and VS.ticks files.
Finance: All the finance details on the vehicle: the Finance scheme; expiry date; the rate; the company; any references; account code; purchase price, purchase details and the selling dealer
Vehicle Rental: Displays the selected vehicle rental details
Seasonal equipment: Enables access to the Seasonal equipment function for the selected vehicle.
Note: If you do not have a company customer or vehicle record loaded and you use one of the navigation options, you will be taken to a blank record.
| Icon | Option | Description |
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Open | Will take you to the CRM vehicle search option, allowing you to search for a vehicle by: number; word search; short name; initials; postcode or phone number |
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Close | Allows you to close the current vehicle. (If you are working on a newly created vehicle that has not yet been saved, you will be prompted to save the form first). If any amendments have been made to the vehicle and you close the form, the changes will not be saved. |
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Edit | Allows you to amend the details of the vehicle you have selected |
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Save | Allows you to save the vehicle details after changes have been made in edit mode |
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Exit | Allows you to exit the vehicle record and return to the main CRM options menu |
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Letters | Allows you to print, edit and create letters |
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MOT-log | Displays details such as date tested, certificate number and type, the inspector of the MOTs carried out on the selected vehicle |
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No notes/notes exist | Allows notes to be entered against a vehicle or the option is available to scan notes/documents |
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Dates | Displays additional dates for the vehicle, including: tacho checks; tacho recalibration; MOT inspection and five, user-defined fields. This option is normally used for commercial vehicles. |
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Mileage | Displays the date when the vehicle was last worked on and the last known mileage. The New mileage field can be amended and if this option is saved back, will update the mileage. |