Contract Orders: Order

Order management and aftermarket orders

Order

The order screen is used to store information related to the ordering of a new vehicle. Order details are used in the Orders Report.

Column One

Contract Status (List) — Choose the status of the contract from the list box. A default scheduler job also updates contract statuses based on various parameters, but this may be customised by your organisation. Go to the Contract Status page for details of the features and set-up of this field.
Contract Sub Status (List) — Choose a Sub Status if additional information on the contract status is needed. By default, this field is configured to mirror the Order Status or Due Off Status of the contract when in 'Order' or 'Due Off' status respectively. Go to the Contract Status page for details of the features and set-up of this field.
Order Status (Text (50)) — Choose from the list to describe the status of the order, e.g. as advised by dealership. It can be configured to auto-update the Contract Status when certain statuses are selected. E.g. link 'Settled' order status to 'Active' contract status.
Order Status Comments (Text) — Text notes for Order Status information
Ordered (Date) — Date the new vehicle has been ordered
Order Required (Date) — Date the vehicle is requested to be delivered
Dealer ETA (Date) — Enter the estimated arrival date of the vehicle at the dealership. This date is available in the Order Management Text(CSV) output. This field can be renamed or hidden.
Dealer In Stock (Check Box) — Check on if the vehicle is in stock at the dealership. This check box is available in the Order Management Text(CSV) output. This field can be renamed or hidden.
Approximate Delivery (Date) — Approximate delivery date
Confirmed Delivery (Date) — Confirmed delivery date
Phone Swap (Check Box) — Check on if phone swap is required
Fuel Card (Check Box) — Check on if a new fuel card is required
e-TAG (List) — Use a list of statuses for e-Tag order management. Contact your Account Manager if you wish to activate or customise the e-Tag status list.
Fuel Card Ordered (Date) — Date card ordered

Column Two

Field	Type	Description
Service Pack	Check Box	Check if a Service Pack is required. This field will default ON or OFF from the Service Pack Check Box on the Contract Types screen. The default is looked up and used when a Quote is Accepted. The flag is then used to notify the Dealership on the Order to Dealer form if a Service Pack is required to be provided with the vehicle. The XML field name is {driverpackflag}.
Cash on Delivery	Check Box	This is a report only field and is un-checked by default. This field can be renamed, made display-only or hidden.
Order Follow up	Date	Enter a date to follow up the dealership. This date is available in the Order Management Text(CSV) output. This field can be renamed or hidden.
Order Notes	Text	Text notes for order information
Order Manager	List	When a quote is 'Accepted' to contract, if Quotes / Contract "Assigned" is populated, this copies into the "Order Manager" field and can be edited. This can be changed to populate with the Clients / Contact "A/C Manager" record instead, if the Contract Types / Details "Order Manager as Assigned" field is updated. "Order Manager" is also a primary filter field on the Order Management screen. This field can be renamed. No update occurs when the 'Settle' button is used.

Output Options

Form Name	Description
Dealer Order	Generate an order document for the vehicle purchase.
Aftermarket Order	Generate an order addressed to an aftermarket supplier. Use this when "Aftermarket Equipment" options have been selected.
Lease Acceptance	Generate a confirmation document for the driver to sign.
Delivery Confirmation	Generate a confirmation document for the driver to sign.
Screen Reports	If set up a customised report can be generated from here.

Field Entry

Invalid Quote Number: {quote_id} — The "Quote Number" you have entered does not exist as a Quotes "Quote ID". Re-enter or remove the incorrect number.

Save

Enter a Suspend/Terminated date — If you update "Contract Status" to 'Suspended' or 'Terminated' and the corresponding date has not been entered on the Contracts / Contract tab, you will be alerted. You cannot save until the matching "Suspend Date" or "Terminated" field has been entered. Enter the appropriate date in the alert box and save. If the "Suspend Date" is blank and a "Terminated" date is entered, this will be copied back into the "Suspend Date" field.

Print - Screen Report

Nothing to report! — Below are some possible reasons for this alert:
- There are no transactions or records that match the screen report query, so a report cannot be generated.
- The query contains a space.
- The query is malformed.

Order Status

In order to support process changes in the Order Management area, you can attach a status to the Order Status field. A 'status flag' is available to mark order statuses as either 'active' or 'inactive'.

When a quote is accepted and a contract created, the "Order Status" is updated with the record containing "NEW" as the orderstatuscode.

The Contracts/Order "Order Status" list can be modified to exclude records where status_flag = 'inactive'. This list can also be ordered to suit your specific business process requirements by numbering in the sequence required.

If a contract is edited and contains an inactive “Order Status”, the inactive order status is silently removed from the contract, a new order status can be selected from the list.

The Order Management screen "Order Status" filter list excludes records where statusflag = 'inactive', but includes records where the statusflag = 'inactive' in the --ALL-- selection. This means that contracts with an ‘inactive’ order status are not excluded from display if required.

Your Account Manager can configure the table settings you need.

Order Management

Action buttons

Press 'Go' to execute your chosen filtering. If 'Go' is greyed out, then the current filtering has been executed.
Print a PDF or Text(CSV) output of the filtered search results. All fields displayed on the search screen are included in the output. If filtered results belong to multiple channels, the PDF report will add a page break for each new channel.
Use the Edit feature to update order dates and other information for multiple contracts on this screen.

Filters

Channel Code (Lookup) — Enter or look up the Channel Code you want to filter the results by. Where this channel is stored in Clients / MLA "Channel", linked contracts will be shown.
Group Code (Text) — Select by client group
Client Code (Text) — Select by individual client
Contract ID (Num) — Enter a contract or use the lookup to search for a particular contract
Driver ID (Num) — Use the lookup to search for quotes for a particular driver
Supplier Code (Text) — Select contracts that are on order with a particular supplier
Type (List) — Select by Contract Type
Contract Status (List) — Select by Contract Status
Order Status (List) — Filter by order status as defined here. The default status is "--Active--"
Required To (Date)
Confirmed To (Date)
Manager (Lookup) — Select a user to filter records by Contracts / Order "Order Manager"
Quote Manager (Lookup) — Filter the orders for a nominated Quote Manager. The Quote Manager is the linked quote's 'A/C Manager', shown on the Quotes / Contract screen. This may be the same user as 'Manager' above, depending on your system settings.

Column Descriptions

Field	Type	Description
Contract	Number	Shows the Contract ID and hyperlinks to Contracts / Order tab. Contains a tooltip display of "Reg Number" and "Contract Status".
Group	Text	Select by individual client. Contains a tooltip display of "Group Code" and "Name".
Client	Text	Enter a contract or use the lookup to search for a particular contract.
State	Text	Shows the state of the contract. Contains a tooltip display of "Location" and "Cost Centre".
Driver	Text	Displays Driver Name. Hyperlink to Drivers/Contact screen. Contains a tooltip display of the driver's Name, Phone, Mobile and Email.
Type	Text	Displays Contract Type
Description	Text
Supplier	Text	Displays Supplier Code. Contains a tooltip display of the supplier's Name, Contact, Phone and Email.
Ordered	Date
Required	Date
Approximate	Date
Confirmed	Date
Status	List	Displays the contract's order status as defined here
Comment	Text
Mini Lease
Manager	Text	Displays the user login for the nominated Manager. Contains a tooltip display of the user's Name, Phone, Mobile and Email.

Output Options

Form Name	Description
Orders Schedule Report	A report of the records displayed on screen in either PDF or Text(CSV).

Roles / Details "Salary Packaged Contracts" - use this to control the visibility of Salary Packaged contracts in search screens.

Order Management Order Status

Order statuses are stored in a table called fmorderstatuses.

Description	Comments
--Active--	Displays all active statuses.
--Blank--	The Order Status field has not been filled in.
--All--	Displays all contracts with a filled in Order Status field
Approximate Only	Active
Cancelled
Confirmed	Active
Deleted	Active
Delivered
New	Active
Not Confirmed	Active
Ordered	Active
Settled

When = yes, the status is treated as Active.

Order Manager as Assigned

If checked, the Assigned user stored in the Quote will be populated as the Order Manager in the Contract.

If it is un-checked, the "A/C Manager" stored in Clients / Contact screen will be populated as the Order Manager in the Contract.

The Order Manager is a primary filter field in the Order Management screen.

Aftermarket Order

Aftermarket Order forms are generated from the Contracts / Order screen.

Most form fields are self-explanatory and often use the same names as field names.

Selected placeholders:

{channel} — If the linked Clients / MLA "Channel Code" is populated, this returns the Channels / Contact "Channel".
{channel_code} — If the linked Clients / MLA "Channel Code" is populated, this returns the Channels / Contact "Channel Code".
{dealerrebatenet} — Displays the "Dealer Rebate"
{dealerrebategst} — Displays the "Dealer Rebate GST"
{sdr_months} — Small Damage Repair values from the linked quote
{sdr_premium} — Small Damage Repair values from the linked quote
{sdr_cost} — Small Damage Repair values from the linked quote
{sdrfinancedflag} — Small Damage Repair values from the linked quote
{sdrincludedflag} — Small Damage Repair values from the linked quote
{rebate_net} — Displays the "Confidential Rebate"
{rebate_gst} — Displays the "Confidential Rebate GST"

Troubleshooting

Why aren't selected Options appearing in my Aftermarket Orders report?

All Options selected must have an 'active' status_flag in the corresponding table.

SET time_zone = 'Australia/Melbourne';
SELECT qoe.description AS quote_oe_description,
 s.supplier_code,
 voe.*
FROM qt_quote_optional_equipment qoe
INNER JOIN qt_quotes q ON q.quote_id = qoe.quote_id
INNER JOIN qt_optional_equipment oe ON oe.optional_equipment_id = qoe.optional_equipment_id
INNER JOIN qt_variant_optional_equipment voe ON voe.optional_equipment_id = qoe.optional_equipment_id
AND voe.variant_id = q.variant_id
INNER JOIN fm_suppliers s ON s.supplier_id = voe.supplier_id
WHERE voe.option_type = 'aftermarket'
AND qoe.quote_id = 100000;

Dealer Order

Dealer Order forms are generated from the Contracts / Order screen.

Most form fields are self-explanatory and often use the same names as field names.

For a complete list of available fields, print the "Field List".

The Dealer Order can also be generated from the getDealerOrder API.

Selected placeholders:

{dealer_eta} — Contracts / Order "Dealer ETA" in short date format (e.g. dd/mm/yyyy)
{channel} — Channels / Contact "Channel" shown if the linked Clients / MLA "Channel Code" is populated, otherwise blank
{channel_code} — Channels / Contact "Channel Code" shown if the linked Clients / MLA "Channel Code" is populated, otherwise blank
{pricing_reference} — Stored in Quotes / Vehicle "Pricing Reference" when a quote is accepted
{dealer_order} — Contracts / Vehicle "Supplier Ref"
{colour_requested} — Stored in Quotes / Vehicle "Colour" when quote is accepted (not updated on settle)
{trim_requested} — Stored in Quotes / Vehicle "Trim" when quote is accepted (not updated on settle)
{colour} — Stored in Quotes / Vehicle "Colour"
{colourpreference2} — Stored in Quotes / Vehicle Colour Preferences pop-up
{colourpreference3} — Stored in Quotes / Vehicle Colour Preferences pop-up
{colourpreferencenote} — Stored in Quotes / Vehicle Colour Preferences pop-up
{interior_colour} — Stored in Quotes / Vehicle "Trim"
{optionalequipment1_cost} — Cost price of a vehicle option
{aftermarketequipment1_description} — Description of aftermarket item
{aftermarketequipment1_net} — List price of a vehicle option
{caftermarketequipment1equipment_code} — Product code of aftermarket item
{compliance_date} — Contract vehicle "Compliance Date"
{dealerrebatenet} — Dealer Rebate
{dealerrebategst} — Dealer Rebate GST
{financier_code} — Supplier code of financier
{rebate_net} — Confidential rebate
{rebate_gst} — Confidential rebate GST
{margin_net} — Margin Net
{margin_gst} — Margin GST
{manufacturermodelcode} — Contract vehicle "Man. Model Code"
{payment_term} — Pay terms stored against Supplier / Dealer