Fixed Details: Details can be entered on the vehicle. Primary details e.g. Registration number, Franchise, Model, Variant, Colour, Year etc or Secondary details e.g. Fuel type, Chassis number, Engine number, Key numbers.
Current: Details can be entered on the vehicle. Registration details e.g. the date the vehicle was registered, a previous registration number, Delivery date. Progress of the vehicle e.g. Current vehicle, Privately owned. The turnover of the vehicle year to date and life to date, any accident information, a government number, and miscellaneous options e.g. RFL expiry date, Previous speedo reading.
Warranties: Details can be entered on any Manufacturer, Body or Extended Warranties that exist on the vehicle, also information of any insurance, Maintenance contract or PCP/Buy back details.
Vehicle history: Displays details of work carried out through the Point-of-sale module on a the vehicle. Copies of invoices detailing parts and costs can be reprinted. When the vehicle is invoiced through the Vehicle Stock books module to another Target, the system will display the invoice as a line on the Service history. Service dates are held within the Vehicle History e.g. Last service, Next service and MOT dates.
Owners: Details of links and responsibilities for the vehicle Sales link, the After sales link, and the Driver link. The Sales responsibility and the After sales responsibility for the vehicle. All these fields can be amended when in edit mode.
Finance: Details of any Finance held on the vehicle can be entered, an account code the purchase price and purchase date of the vehicle and the selling dealer.
Note: Clicking on the
will allow you to select an option. These options are set up in Franchise date. The options available can also be selected by entering the first letter e.g. entering F will select Ford if this is the letter identifier set up within your franchise date.
Primary
Registration: Enter the vehicle registration number. The system will automatically remove any spaces and transpose any letters to upper case. A warning will be provided if the registration number is already on file.
New/Used: Enter either 'N' for New or 'U' for Used.
Commercial vehicle: This check box is an indicator as to whether the vehicle is a heavy commercial vehicle or not. Set the check box to a tick for Yes, or leave it unset for No.
DD company: Select the Franchise Data company.
Franchise: Select the Franchise for the vehicle.
Model: Select the Model for the vehicle.
Year: Enter the year the vehicle was first registered.
Variant: Select the variant for the vehicle.
Warning: The description field will be used in letters sent to targets so it should be amended with care.
Description: This field defaults from the Variant Code file but can be over typed as required.
Brief Description: An additional description field.
Colour: Click the 
to select from all available colours codes. These options are set up in Franchise date.. The second box will show the colour description. If no colour code has been entered into the first box then the colour can be manually entered into the second box.
Trim: Click the to select from all available trim codes. These options are set up in Franchise date.. The second box will show the trim description. If no trim code has been entered into the first box then the trim can be manually entered into the second box.
Secondary
Fuel type: Enter the type of fuel for the vehicle.Note: Clicking on the
Gears: Enter the number of gears for the vehicle.
Selling dealer: Enter the name of the selling dealer if known.
Fleet number: Enter the fleet number if applicable.
Note: The Chassis number is the main link between the Vehicle Stock book record and the Marketing vehicle-record. Therefore care must be taken to avoid duplicate records.
Chassis number: Enter the vehicle chassis number, letters will be transposed to upper case. The chassis number must be entered accurately and in the same format as it has been entered in other modules such as Vehicle Stock book.
Engine number: Enter the engine number, if known.
MS Company no: Enter the Manufacturing Systems company no if applicable.
Security number: Enter the vehicle security number, if known. If there is more than one number to be entered in this field enter a "/" between the numbers e.g. 12376655/7321000. This is normally used for radio, CD and other ICE codes, and alarm frequency codes/serial numbers.Key numbers: Enter the vehicle key numbers in the two boxes, if known.
CC / BHP: Enter the CC or BHP, if known.
Tank capacity/Av fuel: Enter the capacity of the fuel tank in litres in the first box. The average fuel consumption can be enter in the second box. This field is for reference purposes in most countries, except Austria where the car tax is affected by how efficient your car is. The figure entered should be the 'local government standard' - e.g. MPG in the UK, Ltrs\100km in Europe
Commission number: Enter the commission number for the vehicle.
Manuf'r code: Enter the manufacturer code if known.
Warning: The system will calculate the next service from the details entered in the Service interval box, if noting has been entered and the vehicle passes through the Service Department the system will not be able to calculate a next service date.
Service Interval: The first box indicates the miles between services. The second box indicates the interval between services in months.
Service model: Enter the model group code.
Picture code: The code used to display the Vehicle as a picture.
Co2: Enter the Co2 emission for the vehicle.
Registration
Registered: Enter the date the vehicle was first registered if known. For some franchises this is essential for making warranty claims.
Previous number: Enter the previous registration of the vehicle, if applicable.
Previous date: Enter the Previous registration date, if applicable.
Previous location: Enter where the vehicle was previously registered.
Delivery date: Enter the date that the vehicle was delivered if known. This information will be entered automatically when new vehicles are invoiced from vehicle stock books.
Progress
Note: Clicking on the
Progress code: The progress code is used when vehicle marketing stocking is being used - this field is enabled when using Vehicle Stock Books. It donates what 'progress' the car is 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 (i.e., it controls whether the car can be sold, and what type of options can be fitted).
Status: Select the status that reflects the vehicle stage. If Vehicle Stock Books is being used this fields will be automatically populated. The second field displays if the vehicle record is L - live or if it should be marked for X -deletion.
Sale type: This field contains the sale type from the vehicle Stock book system, such as R for Retail, or F for Fleet, etc..
Owner type: The field will contain a 'P' if the vehicle is privately owned, or a '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 After sales 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 After sales Revenue Analysis has been set up. The field is updated from invoices being produced by the Point-of-sale module.
Accident information
Accident damage: Select from the following options that are hard coded within the system to recorded the condition of the vehicle.
| 0 | - | No accident |
| 1 | - | Has suffered Light damage |
| 2 | - | Has suffered Medium damage |
| 3 | - | Has suffered Heavy damage |
| 4 | - | Has been written off |
Government No.
Government No.: Enter the Government number if applicable.
Miscellaneous
RFL expires: Enter the date that the Road Fund Licence expires on the vehicle.
Previous speedo: Enter the mileage of the vehicle if the speedometer has been replaced.
Tax started: Enter the date the vehicle was taxed.
Tax at new: Enter the amount paid for the tax when the vehicle was new.
Note: The VSB reference fields will only be populate if the vehicle has been process 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 "N"ew or "U"sed. The third field will display the vehicle stock book number that the marketing record is currently attached to.
Display mileage as: Select the to select the required display of the mileage i.e. Miles or Kilometres.
Generic model code: Click on the ellipsis to select the generic model code of the vehicle i.e. CAR, DEMO, HIRE. These are held in Model Analysis Codes
End date: Enter the date the Manufacturer's warranty expires.
Maximum mileage: Enter the maximum mileage that is applicable to the manufacturer's warranty
Status: Click on to select from Y Warranty valid, N Invalidated warranty, U Uknown.
Date invalidated: Enter the date that the Manufacturer's warranty become's invalid.
End date: Enter the date that the body warranty expires.
Maximum mileage: Enter the maximum mileage that is applicable to the Body warranty.
Start date: Enter the date that the extended warranty starts.
Period (months):Enter the period in months that the extended warranty is valid e.g. 12.
End date: Enter the date the Extended warranty expires.
Maximum mileage: Enter the maximum mileage allowed for the extended warranty.
Type code: Enter the type code for the Extended warranty if known.
Reference: Enter the reference number for the extended warranty.
End date: Enter the expiry date of the Insurance
Reference: Enter the reference number for the Insurance.
Start date: Enter the start date of the Maintenance contract.
Period (months): Enter the number of months the Maintenance contract has been taken over e.g. 36.
End date: Enter the end date of the Maintenance contract.
Maximum mileage: Enter the maximum mileage of the Maintenance contract.
Type code:Enter the type code of the Maintenance contract.
Reference: Enter the reference number for the Maintenance contract.
Date: Enter the date of the Personal Contract Plan or Buy Back date.
Mileage: Enter the mileage of the Personal Contract Plan or Buy Back mileage of the vehicle.
Value: Enter the value of the Personal Contract Plan or Buy Back value of the vehicle.
Excess per mile: Enter the amount to be charge for the Excess mileage per mile or Kilometer.
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 Target, 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: Enter the Sales ledger account for the vehicle, the default will be the Service Retail Cash Sales account.
Display service information only: Click into this box to remove from the display any Vehicle Stockbooks information.
Code: Display's the Service Code selected when the invoiced was raised from Point of Sale.
Date: Display's the date of the Invoice or Credit.
Mileage: Display's the date of the Invoice or Credit .
Details: Display's the work carried out.
WIP: Display's the Work In Progrss number
Account: Display's the account the Invoice or Credit note was raised against.
Value: Displays the total value of the Invoice or Credit.
Invoice: Display's the Invoice or Credit number.
Branch: Display's the branch location that the Invoice or Credit was raised.
Note: By selecting a line the of Vehicle history the More detail button becomes enabled.
Last service: The date the vehicle was last service. The second box is the mileage of the vehicle when it was last serviced.
Next service due: The date the vehicle is next due to be serviced. The second box is the mileage of the vehicle when the vehicle when it is next due to be serviced.
Last MOT date: The date the vehicle has it's last MOT.
MOT date: The date the vehicle is due for it's next MOT.
Date last work: The last date that any work has been carried out on the vehicle. The second box is the mileage of the vehicle when the last work was carried out.
Service contract number: The service contract number of the last service.
Return parts: This box will be enabled if a service contract number has been entered, click into the box if parts have been returned.
Timing belt mileage: Enter the mileage that the timing belt is recommended to be replaced.
Months: Enter the number of months before a timing belt is recommended to be replaced.
Emissions: Enter the Emissions of the vehicle.
Note: To enable this option a Vehicle history line must be highlighted.
PUSH BUTTONS:
Document archive: Display's the Invoice or Credit for the highlighted vehicle history line. The option to print a copy of the Invoice or Credit is also available from Document Archive..
Job detail: Displays a Summary, Dates, Invoice and Miscellaneous information for the selected line of Vehicle history.
Parts and labour: Displays details of the Parts and the Labour selected on the individual WIP.
Warning: If an invoice has been printed without a job-card having the vehicle registration number entered and no Marketing vehicle record created, then no invoice details will be recorded in the Vehicle history as the system does not know which vehicle the invoice belongs too. Any invoices printed without a registration may only be examined via the Document Archive module.
Details of links and responsibilities for the currently selected vehicle are held in the Owners tab. The following fields show the Sales link, the After sales link, the Driver link, the Sales responsibility, and the After sales responsibility for the vehicle. All these fields can be amended when in edit mode.
The Sales link will display the target number and associated company that are linked to the vehicle. You can amend the Sales link by clicking the Ellipsis . This displays the The Marketing Target search form.
. This displays the The Marketing Target search form.
. This displays the The Marketing Target search form.
Close: Will return back to the Owners tab.
Help: Will display Help on the current application.
Edit: Will display the The Marketing Target search form. Search or create a target to link to the vehicle.
Clear: Will Clear the link highlighted.
Executive: Click on the to select the Sales Executive responsible for the Sale of the vehicle. This field will be populated if the vehicle has been sold through the Vehicle Stock Books module.
Location:Click on the to select the Location of the Sales Executive responsible for the Sale of the vehicle. This field will be populated if the vehicle has been sold through the Vehicle Stock Books module.
Executive:Click on the to select the After Sales Executive responsible for any work that is carried out on the vehicle.
Location:Click on the to select the Location of the After Sales Executive responsible for any work that is carried out on the vehicle
Finance scheme: Enter the Finance scheme, this can be up to 3 digits and can be numeric or alpha.
Finance expiry date: Enter the exact finance expiry date if known. This information can be used to contact targets just before their finance is due to commence.
Finance rate: Enter the Finance rate.
Finance company: Enter the Finance company.
Finance reference: Enter the Finance reference, this can be up to 20 digits and can be numeric or alpha.
Account code: Enter the Sales ledger account code for the Finance company.
Vehicle purchase price: Enter the purchase price of the vehicle.
Vehicle purchase date: Enter the purchase date of the vehicle.
Selling dealer: Enter the selling dealer of the vehicle.
Below is a list of items on the Menu bar with a link to the description available.
Note: The options available under the heading vehicle menu may vary depending on your user access controls in System Maintenance. There is also an option that is available called Used Defined where reports and screens can be set up for users. This requires dictionaries and files created.
File |
Tools |
Vehicle menu |
Help |
Tick sheet: Displays options that have been selected through vehicle specifications. This option will require MK.ticks and VS.ticks files.
Vehicle stock: Displays vehicles in stock, only available if marketing stocking is being used.
Commercial: Displays the reference and expiry date for engine, transmission, body, Axle 1 Axle 2 and hazard code for Commercial vehicles.
Vehicle Maintenance Revenue: Will display the Aftersales revenue analysis for the selected vehicles.
PUSH BUTTONS:
| Icon | Option | Description |
 |
Save |
Allows you to save the vehicle details after changes have been made in edit mode. |
 |
Edit |
Allows you to amend the details of the vehicle you have selected. |
 |
Close |
Allows you to close the current vehicle. If you are working on a newly created vehicle which has not yet been saved you will 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. |  |
Administrator |
The Administrator contains electronic mail functions, a company phone book, an electronic diary and other useful tools. |  |
Dates |
Displays additional dates for the vehicle including tacho check, tacho recalibration and five user defined dates. This option is normally used for commercial vehicles. |  |
No Notes/Notes exist |
Allows notes to be entered against the vehicle or the option is available to scan notes/documents. |  |
MOT-log |
Displays details such as date tested, certificate number and type, and inspector of MOT's carried out on the selected vehicle. |  |
Contacts |
Allows contacts to be displayed or created for the selected vehicle. |  |
Help |
Displays help on the application in your browser. |
Tip:You can also use the following Shortcut keys:
CTRL + E Edit
CTRL + I Record Information
CTRL + P Print vehicle details
CTRL + O Open
CTRL + T Today's contacts
CTRL + A Administrator
CTRL + D Vehicle Details
CTRL + H Vehicle History
CTRL + S Save
