The vehicle ordering process follows on from the Quotation process, either directly, by printing an Order at the end of the enquiry process or by recalling a saved quote and in turn progressing this through to the order stage.
The Recall Quote option is covered in more detail in the Find Customer Enquiry options.
Saving an enquiry without printing a quotation or order will assign a status of E for Enquiry.
Printing a quotation will assign a status of "Q" for Quote.
Printing an order will assign a status of "O" for Order.
If an enquiry or quotation has been previously saved, then by clicking the Recall Enquiry button, a user with the correct priority can convert it into an Order.
The options displayed are:
Display: This option will allow you to display the enquiry only
Order: This option will allow you to print an order for this enquiry / quote, which will then update the status of the enquiry to "O" for Order.
Note: If the enquiry you are ordering has a trade-in and there is missing information on the trade-in details it will not be possible to print the order. The option will be disabled and a red warning message is presented "Check information on trade-ins before order." The trade in information will need to be amended.
Change: Will allow the user to change the quote/order, it will copy the original quote/order and then set it "X" status, the new enquiry it creates will be at "E" status and can now be changed accordingly dependant on what the user need to do, either save for later, store in progress, print a quote or an order.
Amend it: This option will only show if the Status up to which a enquiry can be amended in Showroom System Parameters is set to an equal status of the enquiry you are trying to amend. E.g. Allowing the user to amend an order without re printing it.
Warning: This option has mainly been supplied for the Eastern market place and it is strongly recommended that this is not set above "E" status in the UK.
Clicking the Order option will present the Enquiry Print Information Option.
Prompt for a deposit if a deposit has been suggested on the enquiry.
Provide the question print another? Answer "Yes" or "No"
Generate an order Contact from CRM
Update the status of the enquiry to "O" status for ordered.
Recall the printed order and the following options will be presented:
Display: This option will allow you to display the order only.
Confirm the order: This option will allow you to confirm the order, which will then update the status of the enquiry to C.
Change the quote/enquiry: This option will allow you to modify the order and print another.
Clicking Confirm order will:
Prompt for a deposit if a deposit has been suggested on the enquiry.
Provide the question print another? Answer "Yes" or "No"
Generate an order Contact from CRM.
Update the status of the order to "C" Status for Confirmed.
(subject to system parameters) a vehicle record will be created in the CRM database for the vehicle sold and any Trade -in vehicles included in the order.
Usually, the acceptance of the order is performed by a manager within the dealership. This option is controlled by a priority in System Parameters.
Recall the confirmed order and you will be presented with the following options:
Display: This option will allow you to display the confirmed order only.
Accept for invoicing: This option will allow you to accept the order, which will then update the status of the enquiry to "A" for accepted . This option is in MKV mode only.
Cancel the confirmation / Change the order: This option will allow you to cancel the confirmation of the order. This will change the status to "O" which in turns allows the order to be modified if the check box is ticked.
Clicking on Accept the order for invoicing will:
Generate an order Contact from CRM.
Update the status of the order to "A" for accepted
In the case of a multiple vehicle contract, the above process must be repeated for each of the vehicles to be accepted for invoicing.
Tip:For VSB users accepted orders will now be waiting in Accept Customer Orders within Vehicle Stockbooks.
Note:Some of the menu options may differ from the ones listed below dependant on which screen is being presented.
Menu Icon Description File > Exit Returns you to the Showroom Customer Enquiries Menu. Edit > Display Will launch the enquiry in display mode only. Edit > Order the vehicle Will set the Vehicle to Ordered Status and print a physical order. Edit > Change the Quote Will allow the close this quote, copy it and allow new changes to be made. Edit > Store as Lost order Will set this quote to "L" status for lost sale and create a Contact if specified in the Showroom system parameters Contact Tab. Edit > Backoffice mode Enables/disables Backoffice mode. Edit > Including VAT Enables/disables the inclusion of Value Added Tax in prices for vehicles and options. On forms which list such prices, the window title bar displays the current setting, either 'Including VAT' or 'Excluding VAT'. View > Previous Navigate back to the previous form. View > Next Next will navigate to the option chosen, Display,Change Etc. Tools > Lock workstation Locks the current session. This can be used to prevent unauthorised access while a terminal is left unattended. A password can be set and is required to unlock the session this is set in the Guest tab of User details in the System Utilities module. The lock can also be initiated by pressing CTRL+ALT+Z. Tools > Advanced This option will only be enabled when the minimum criteria is entered, New,Used or Ex-Demo? and will then display the Used Advanced Search or New Advanced Search screen. Tools > Custom Entry Custom entry can be used to create a quotation for a vehicle that is not in the current stock or franchise data. Help > Help Displays this help page. Alternatively, press F1.
