Outstanding Recall Campaigns: Loading in POS

Note: This help system, which describes Outstanding Campaign Recalls in Point of Sale only for Volvo, assumes you are familiar with standard, Point-of-Sale operations. Please refer also to the Campaigns help system for standard information.

Introduction

When a vehicle is booked into a Volvo dealer's workshop, a check should be made to ensure that there is not an outstanding Recall relating to that vehicle. If a dealer or business does not check the vehicle details within the QW90 Warranty system, the related campaign work required for a vehicle could be overlooked.

This program automatically checks for outstanding recalls either when a Volvo vehicle is loaded onto a WIP or when a WIP is loaded that has a Volvo vehicle on it. The Dealer Management System (DMS) checks a file supplied daily by Volvo that holds all vehicles having an outstanding Recall Campaign. Interfaces for Point of Sale alert you to a campaign outstanding on the selected vehicle where applicable. The data in the Volvo Recalls file must be imported and converted before being used in Point of Sale. The interface allows a Recall campaign to be displayed with associated labour and vehicles. The overall effort required to generate and manage a recall campaign ought to be reduced.

Set-up

Some initial set-up is required before the Recalls program can be used in Point of Sale. This is usually performed by, or on advice from, an Autoline consultant.

Note: ADP consultants please refer to the ADP handover document.

Overall Process

• Every evening, the Recall Campaign data is deposited onto the VCUK FTP server from the QW90 Warranty system. The file is a replacement for the previous file and is a complete file. To retrieve and convert the file automatically from the FTP server, a Timed Operations process is scheduled. To retrieve the files from the VCUK FTP server, the FTP server details must be set up. Additional set-up is required to enable Timed Operations to update the data automatically. If the scheduled operation fails, you may need to import and convert the Volvo Recalls data manually.

• This program integrates with various points in the Point-of-Sale WIP process, as follows:

• The Wip is manually created.

• The vehicle is added manually to the Wip.

• The system checks for outstanding recalls.

• The recalls are displayed automatically and loaded manually to the Wip.

What do you want to do?

• Set parameters

• Use Volvo Recall Campaigns in Point of Sale

• View additional information about a recall campaign in Point of Sale

• Import Volvo Recalls data manually if the automatic import fails

• Convert Volvo Recalls data manually if the automatic conversion fails

Recall Campaigns Form in Service Point of Sale

See also: Loading a Campaign in standard, Campaigns help.

This form is displayed in Point of Sale when the system checks the Volvo Recall Campaigns data and finds an outstanding recall campaign. The form is displayed when you do one of the following:

• When you load a Volvo vehicle onto a WIP, or

• When you load a WIP that has a Volvo vehicle on it.

The form lets you load the campaign onto the WIP. If multiple recall campaigns are displayed, you can select, or de-select them, for loading to a WIP. You do this by clicking in the Load column for a grid line. You can also see additional information about a recall campaign if you select the appropriate line in the grid then click View.

Vehicle:

Registration: Vehicle registration number

Chassis: Chassis number (VIN)

Description: Description in the Marketing vehicle record.

GRID:

Campaign number: Volvo campaign number.

Description: Description of the campaign.

Start date: Campaign start date.

Expiry date: Date when campaign work is due to be completed. (Set by Volvo.)

Severity: Code which denotes the severity of the recall.

S: Status of the recall.

Co: Point-of-Sale Company on which the recall campaign is currently active.

Note: This field is Co on the Current tab but Wipno is displayed on the Previous tab.

Wipno: The Point-of-Sale, Work-in-Progress number.

Load: Select or de-select for loading onto a WIP. When Load is clicked, the selected campaign is loaded.

Note: This field is Load on the Current tab but Co is displayed on the Previous tab.

Co: Point-of-Sale Company on which the recall campaign is currently active.

Buttons:

Load: Loads the selected recall campaign onto the WIP.

Ignore: Allows you to return to the WIP without loading the campaign. The next time you search for the vehicle in POS, the system will display any outstanding campaigns. If you do not want to load the campaign onto the WIP, click Ignore.

Help: Displays standard, online help about viewing, or loading, a campaign in Point of Sale.

View: Displays additional information about a recall campaign selected in the grid. Displays the View Campaign Details form.

In progress: Displays the Recalls in Progress dialog box.

TABS:

• Current Tab

• Previous Tab

Current Tab

This tab enables you to load an outstanding recall campaign to a WIP. It shows you any outstanding campaign work. It is displayed Recall Campaigns Form in Service Point of Sale when you do one of the following:

1. When you load a Volvo vehicle to a WIP.

2. When you load a WIP that has a Volvo vehicle on it.

Previous Tab

Shows you any campaign work previously carried out. It is displayed on the Recall Campaigns Form in Service Point of Sale when you do one of the following:

1. When you load a Volvo vehicle to a WIP.

2. When you load a WIP that has a Volvo vehicle on it.

Using Volvo Recall Campaigns in Point of Sale

See also: View or Load a Campaign/Invoice a Campaign in standard, Campaigns help.

This program automatically checks for outstanding recalls either when a Volvo vehicle is loaded onto a WIP or when a WIP is loaded that has a Volvo vehicle on it. The Dealer Management System (DMS) checks a file supplied daily by Volvo that holds all vehicles having an outstanding Field Action (Recall) Campaign. It first checks the Registration Number on the WIP. If that number cannot be found on the Volvo file, it searches for the VIN number on the DMS vehicle record. Interfaces for Point of Sale alert you to a campaign outstanding on the selected vehicle where applicable. The interface allows a recall campaign to be displayed with associated labour and vehicles.

Each time you load a Volvo vehicle in Point of Sale, the Volvo Recall Campaigns data is checked automatically for outstanding recalls on the vehicle.

To use Volvo Recall Campaigns in Point of Sale:

Note: The Recalls data must be imported and converted prior to being used in Point of Sale. This should happen automatically every day. However, if the automatic process fails, you will have to import and convert manually.

1. Create a WIP and load a Volvo vehicle.

   The Volvo Recall Campaigns data is automatically checked for outstanding recall campaigns. If any is found, the Recall Campaigns form is displayed. The Load column is selected by default.

2. If multiple recall campaigns are displayed, click in the Load column of a grid line to select or de-select the recall campaign for loading.

3. To view additional information about a recall campaign, select the relevant grid line then click View.

   The View Campaign Details Form is displayed.

   Note: The amount of information displayed depends on what is supplied from Volvo. Some fields might therefore be empty.

4. Click Continue when you have finished viewing.

   This returns you to the Recall Campaigns form.

   Note: The Labour rate code parameter determines how the labour line is loaded onto the WIP. If you set the parameter to have a text labour rate, the line is loaded as a text line. The Campaign Parameters form is displayed by selecting File > Parameters on the Volvo Recall Campaigns form.

5. If you do not want to load the recall campaign onto the WIP, click Ignore. Otherwise, click Load to load the recall campaign onto the WIP.

   Note: If you click Ignore, you are returned to a virtually blank Service Point-of-Sale form.

6. Save the WIP.

   Wip number [number] is displayed.

7. Click OK to the Wip number information.

   The Campaign Status form prompts you to set the recall campaign status.

8. Select the relevant grid line for the campaign.

   The available statuses are displayed.

   Note: At this stage, only In progress, or Outstanding are available.

9. Select the appropriate status from the shortcut menu, then click OK.

   The status is set, and you are returned to the Service Point-of-Sale form.

   Note: The Other Jobs Exist form may be displayed to alert you to the fact that a job card is still open for the recall.

   Either by clicking OK, or by clicking In Progress when that button becomes available on the Recall Campaigns form, you can display the Recalls in Progress dialog box with the following message if applicable:

   The following recalls are currently in progress for this vehicle.

   There is a Re-load column in that grid, as well as a User column. Selecting the recall > Re-load column > OK, selects for re-load. Clicking Re-load then displays the Recall Campaigns form with the Load column of the campaign selected by default.

10. Invoice the WIP when required.

    At this stage, the Campaign Status form is displayed and the Completed status option is available. The vehicle will be removed from the Volvo data file when a Warranty claim relating to the specific campaign has been processed by Volvo Central Systems.

View Campaign Details Form

See also: View Campaign Details form in standard, Campaigns help.

This form is displayed when you select the relevant grid line of an outstanding recall campaign on the Recall Campaigns form in Point of Sale, then click View. It lets you see any labour allocated to the campaign.

Campaign: Volvo's Campaign number

Text (2 boxes): For example: Injector clamp Description of the campaign.

Status: Status of the campaign.

Severity: A code that denotes the severity of the recall.

Selling dealer: Dealer who sold the vehicle.

Start date: Campaign start date.

Warranty expiry date: Expiry date of the warranty.

Expiry date: Date when outstanding campaign work is due for completion.

Document ref: If the manufacturer supplies a campaign document that gives additional information about the campaigns, this field holds the reference number of the campaign document.

TAB:

Labour Tab

Labour Tab

Labour tab grid:

RTS Code: Repair-Time Schedule code.

Description: RTS code description.

Time: Time allowed to carry out the work.

Additional text: Any other notes to be entered against the operation.

Buttons:

Continue: Returns you to the Recall Campaigns form when you have finished viewing additional details about a outstanding recall campaign selected in the grid of that form.

Importing the Volvo Recalls Data Manually

Volvo Recalls data import is usually run daily via Timed Operations. You may need to import the data manually, as follows, if the scheduled operation fails.

To import Volvo recalls data manually before use in Point of Sale:

1. From the VOLVO UK OPERATIONS Menu, click Recall campaigns > Import service recall file > SO Company if prompted.

   The Volvo Recall Campaigns form is displayed.

2. Click Import.

   The Data Import form for Generic File Transfer is displayed.

3. Click Settings to ensure that the settings are correct if necessary, then exit to the Data Import form.

4. Click Import again (this time on the Data Import form).

   The following message is displayed:

   Import data? Yes/No

5. Click Yes.

   This imports the latest Recall Campaigns data from a remote machine/directory, via Generic File Transfer. During import, the status bar indicates progress. Each stage of import is indicated by a blue tick as it is reached.

   When import is complete, the following message is displayed:

   Data imported. OK

6. Click OK to the message.

   You are returned to the Data Import form.

7. Click Close.

   You are now ready to Convert the data manually.

Converting the Volvo Recalls Data Manually

Volvo Recalls data file conversion is usually run daily via Timed Operations. You may need to convert the data manually, as follows, if the scheduled operation fails.

To convert imported recalls data manually before use in Point of Sale:

1. Ensure that the data has been Imported.

2. Click Convert to convert the imported Volvo Recall Campaign data into the Autoline database.

   The following message is displayed:

   Convert recall data? Yes/No

3. Click Yes.

   During conversion, the status bar indicates progress.

   When conversion is complete, the following message is displayed:

   Conversion complete. OK

4. Click OK to the message.

   You are returned to the Volvo Recall Campaigns form. The Summary button becomes available. This displays a summary of the conversion.

5. Click Summary if wished.

   The Summary Tab is displayed. This shows a summary of records dealt with during the conversion of each file.

Volvo Recall Campaigns Form

This form is displayed when, on the VOLVO UK OPERATIONS Menu, you click Recall campaigns > Import service recall file > SO Company if prompted. It lets you import and convert the Volvo data file manually if automatic import and conversion fail.

Menu Bar and Toolbar

Menu	Button	Description
File > Parameters		Displays the Campaign Parameters form.
File > Exit		Returns you to the Recall Campaigns Menu.
Help > Help index	—	Displays standard online help about Campaigns Set-up
Help > Context help		Displays standard online help about the Conversion tab or the About Tab.
Help > About		Selects the About tab. This displays version and copyright information.

TABS:

• Conversion Tab

• About Tab

• Summary Tab

Conversion Tab

This tab is displayed by default on the Volvo Recall Campaigns Form. It contains the buttons for Manual Import and Conversion of the Volvo Recalls data file if the automatic import fails, and a Summary.

Buttons:

Import: Manually imports new recall data from Volvo.

Convert: Manually converts imported recall data from Volvo.

Summary: Displays the Summary Tab with a summary of files dealt with during manual conversion or Timed Ops conversion or update.

Summary Tab

This tab is displayed when you click Summary on the Volvo Recall Campaigns form. It shows a summary of records dealt with during the conversion of each file.

Summary Tab Grid:

File Name: The name of the file dealt with by the system during your manual conversion or by Timed Operations where applicable.

Read: The number of records read by the system during your manual conversion or by Timed Operations where applicable.

Created: The number of records created by the system during your manual conversion or by Timed Operations where applicable.

Updated: The number of records updated during conversion by Timed Operations.

Deleted: The number of records deleted during your manual conversion or by Timed Operations where applicable.

Parameters

The Campaign Parameters form is displayed when you select File > Parameters on the Volvo Recall Campaigns form.

General:

Active: This check box allows the Recalls interface in Point of Sale to be switched on and off. Determines whether recalls are active for the selected company.

Default SL account : Default Warranty account in Sales Ledger. This can be changed at run time if required.

Default part prefix: Part prefix used for Volvo part numbers.

Recall text line:

RTS franchise: RTS franchise mnemonic. If there are no labour lines attached to a recall campaign, the program adds a default RTS code to the WIP. Usually, this is 00.

Recall RTS code : Default RTS code to add to the WIP if there are no labour lines, parts, or menus, on the Recall campaign. It is good practice to have a dedicated RTS code for Recall campaigns - for example: RECALL.

Labour franchise code : The labour franchise code for Volvo.

Labour rate code : Labour rate code for Recall campaigns. If the line is not the line that will be invoiced, you can set this to be a text line by selecting T Text from the dropdown.

Maintaining Campaigns

The Campaign maintenance option is Campaigns > SO Company > Recall Campaign Maintenance Form.

Note: The Campaigns option is used for maintenance only. Priority 9 users can maintain the files directly via MS File Viewer.

Glossary

See Disclaimer

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