Vehicles Awaiting Preparation
See also:
Transferring Pushed Lines to Another POS Company. (If installed.)
Within Vehicle Management (Vehicle Stockbooks), a facility exists that enables users to push Pre-Delivery Inspection (PDI), accessory and used vehicle reconditioning requests through to Point-of-Sale with a required date and time. When a Point-of-Sale user logs onto a terminal, one of two messages is displayed above the tabs on the Point-of-Sale form informing them of any outstanding/overdue vehicle preparation jobs, as follows:
At this stage no WIP is created. You are first required to display the vehicles awaiting preparation, at which point any existing jobs for the vehicle are displayed and you are given the opportunity to add the vehicle preparation work to an existing WIP or to create a new WIP.
An unattached parts or labour line cannot be invoiced to a vehicle control account. All lines without menu codes must either be Held or attached to a tagged menu (a menu line that is linked to a vehicle specification). A line may be attached by double-clicking the Menu code column on the WIP and entering a menu code of a tagged line.
Note: If you remove the WIP line in Point-of-Sale, the system removes the vehicle specification record for the new or used vehicle and clears the SO company and WIPno fields on the vehicle specification record in Vehicle Management (Vehicle Stockbooks).
Warning: If there is only one vehicle specification line record (SO.specl), the system also deletes the vehicle specification header record (SO.spech).
To invoice a VSB account:
Access Point-of-Sale and select the Vehicle preparation option from the Links menu.
The Vehicles Awaiting Preparation form is displayed.
Note: The Vehicle preparation option is only displayed on the Links menu in Service Point-of-Sale if the VSB costing check box is ticked in the POS options group box of the terminal details record.
From the Job request list group box, select the vehicle for which you want to create a WIP and raise a job card.
The parts/labour required to complete the job on the vehicle are displayed in the Jobs from vehicle group box.
Click Create WIP.
If other jobs exist for the selected vehicle, the Other Jobs Exist form is displayed.
Do one of the following:
Click OK to add the new lines to the existing WIP.
Note: Ensure that the correct WIP is selected before you click OK.
Click Cancel to create a new WIP and leave the existing one intact.
Tip: To display brief details of any parts and labour that exist on the selected WIP, click the Detail button.
Depending on the option selected, the details of the vehicle and preparation lines are either loaded onto the existing WIP, or a new WIP is created and a WIP number is allocated.
Note: If the lines are already loaded onto a WIP, a dialog box is displayed with the message: Line already linked to WIP [number]. Click OK to return to Point-of-Sale.
If you make any further changes to the WIP, click the Save toolbar button 
.
The WIP can now be loaded into the workshop calendar for completion.
Click the Action toolbar button 
.
The Action form is displayed.
Click the Job Card button in the Other documents group box to print a job card.
For all items to be invoiced, use menu codes to link the lines on the WIP to the lines created via Vehicle Management (Vehicle Stockbooks) (VSB).
The work can now be carried out and invoiced in the normal way.
Vehicles Awaiting Preparation Form
This form is displayed when you select the Vehicle preparation option on the Links menu. It enables you to create a WIP for a vehicle awaiting preparation to raise a job card and invoice a VSB account.
The form is split into groups:
Job request list for workshop:
This group box displays a list of the vehicles awaiting preparation. From this list, select the vehicle for which you want to raise a job card and display a list of the jobs required for the vehicle. For each vehicle, the following details are summarised in a grid.
T: Vehicle type (N for New or U for Used).
Dept: Department, for example Workshop.
Reg Number: Registration number or stock book number of the vehicle.
Chassis number: Vehicle identification number.
Description: Vehicle make and model.
Required: Required date and time for the vehicle.
By: Login of the user that created the vehicle.
The vehicles awaiting preparation are highlighted in a specific colour to indicate the following:
Black text - jobs due tomorrow or later
Bold black text - jobs due later today
Red text - jobs due today and the time has past
Bold red text - jobs with a due date previous to today
Jobs from vehicle:
When a vehicle is selected from the Job request list group box, this group box is populated with the parts/labour required to complete the job on the vehicle. For each item, the following details are summarised in a grid:
Product: Part number of the part to be fitted to the vehicle or the RTS code of the operation to be carried out on the vehicle
Description: Description of the product code
Filter by Reg number: (If installed)
Enables you to filter by the registration or stock number of the vehicle by entering the full vehicle number or the first few characters of the vehicle number.
Buttons:
Create WIP: This button is enabled when a vehicle is selected from the Job request list. It loads details of the vehicle and preparation lines onto a WIP, from where the WIP can be saved and loaded into the workshop calendar for completion.
Cancel: Returns you to the main Point-of-Sale form.
Related Topics:
Actioning the WIP
Point-of-Sale Form
Service Point-of-Sale Operation
Tag Valuation Form
W Code and Menu Code Facility