Quotes Overview & Search: Accept

Creating, searching, and managing quotes

Accept

A quote is accepted when either:

the quote's "Accept" button is clicked or
the acceptQuote API is run

Validations

If the Quotes / Vehicle "Preferred Dealer" is required, the user will receive an alert message and cannot proceed until the "Preferred Dealer" is entered. "Preferred Dealer" is made mandatory by setting to 'yes'.
If the Clients / Quote Defaults "Luxury Charge Event" field is checked and the Quotes / Finance "Luxury Car Charge" is greater than 0.00 and an active Quotes / Events 'Luxury Charge Event' has not been created, the user will receive an alert message and cannot proceed until the event has been created.
If configured, you may be asked to confirm the value of the "Procurement Fee" has been agreed to by the stored "Preferred Dealer".
If the setting is checked and if OK, the order count increases by 1. This is restricted by the maximum orders allowed. If multiple orders are not allowed, the user is stopped from accepting a quote a second time.
A confirmation alert message "Click OK to create new Order..." requires confirmation.
Finally, once all validations and alert messages have been dealt with, a loading screen will appear, then the quote is accepted.
If the Contract Types:Details "Application Reference on Accept" is ticked, the user will see an alert warning on Accept and cannot proceed until the "Application Reference" is entered. Link to Quotes Setup.

Updates

A new contract record is created with a "Reg Number" of 'ORDER'.
The Contracts / Order field "Quote Number" contains the "Quote ID" and is a hyperlink back to the quote.
The Contracts / Order "Order Status" fields are populated with the status that contains the code "NEW".
The quote's header status becomes a hyperlink to the contract (if more than one contract has been created, the hyperlink pop-up lists all the linked contracts).
The quote details are updated into the contract and the fields are listed below (most values are also populated on "Settle").

Settle

Settle updates the linked contract to reflect updates made in the quote. This is useful if the quote has been changed (e.g. budget changes) and the contract needs to be updated.

If a Contract Types / Accruals Posting Class has been added after the contract was originally created, "Settle" will add the posting class into the contract's budget records.

The Settle button is only displayed if:

The quote has been accepted
There is only one linked contract (order_count = 1)

The Settle button will not run if the Contract Type on the quote and contract do not match. If there is a mismatch, you will be given an Alert: "Contract Type does not match in Contract, cannot Settle!"

You can accept a quote more than once if the flag is set to 'yes'. If it is set to 'no' and the field = 0, then the acceptance can proceed, otherwise the process will be stopped with the following message: "You cannot accept this quote more than once!".

Bespoke Fields can be used to update specific contract fields on 'Accept' values with client-specific development. Contact your Account Manager if you'd like to discuss this.

Contract Updates on Accept or Settle

Contract Field Name	Quote Field Name	Source of Data	Fields populated on contract from quote on 'Accept'	Updated on 'Settle'?
Contracts / Contract
Order Status	N/A		No	No
Tyre Allowance	Estimated Tyres		Yes	Yes
Company	Company Name	Refer Company for more details	Yes	Yes
State	Delivery State		No	No
Contracts / Vehicle
Description	Description	Vehicle Make, Model, Variant	No	No
Rego State	Delivery State		No	No
Colour	Colour		No	No
New / Used	New / Used		No	No
On Road Cost	On Road Cost	Total On Road Price + Dealer Delivery	Yes	Yes
List Price	List Price	+ Dealer Delivery	Yes	Yes
FBT Value	FBT Value		Yes	Yes
FBT Treatment Type	FBT Treatment Type		No	No
Start Odometer	Start Odometer		Yes	Yes
Warranty (Klms)	Warranty (Klms)		No	No
Warranty (Mths)	Warranty (Mths)		No	No
Accident Management	Accident Management		Yes	Yes
Roadside Managed	Road Side Assistance		Yes	Yes
Roadside Supplier	Supplier		Yes (if enabled, otherwise made blank)	Yes
Term	Term (Months)		Yes (if enabled, otherwise made blank)	Yes
Build Date	Build Date		No	No
Fuel Type	Fuel Type		No	No
Co2 Emissions	Co2 Emissions		Yes	Yes
Fuel Capacity	Fuel Capacity		No	No
Fuel Consumption Lower Limit	Fuel Consumption Lower Limit		No	No
Fuel Consumption Upper Limit	Fuel Consumption Upper Limit		No	No
Service Interval (Klms)	Service Interval (Klms)		No	No
Service Interval (Mths)	Service Interval (Mths)		No	No
$/1000 kms	$/1000 kms		No	No
Vehicle Type	Vehicle Type		No	No
Transmission	Transmission		No	No
Drive Type	Drive Type		No	No
Ancap Rating	Ancap Rating		No	No
Manufacturer Code	Manufacturer Code		No	No
Manufacturer Name	Manufacturer Name		No	No
Model Name	Model Name		No	No
Variant Name	Variant Name		No	No
Red Book Code	Red Book Code	Redbook Code / nvic_code	No	No
Engine Capacity	Engine Capacity		No	No
Cylinders	Cylinders		No	No
Tyres Per Set	Tyres Per Set		No	No
Total Options	Total Options	Options Price + Dealer Delivery	Yes	Yes
Interior Colour	Interior Colour		No	No
Doors	Doors		No	No
Contracts / Vehicle > View Vehicle Price
List Price	List Price		Yes	Yes
Fleet Discount	Fleet Discount	discount_gst	Yes	Yes
Confidential Rebate	Confidential Rebate		Yes	Yes
Dealer Rebate	Dealer Rebate		Yes	Yes
Bonus	Bonus		Yes	Yes
Dealer Discount	Dealer Discount		Yes	Yes
Margin	Margin		Yes	Yes
Dealer Delivery Fee	Dealer Delivery Fee		Yes	Yes
Luxury Car Tax	Luxury Car Tax		Yes	Yes
Initial CTP	Initial CTP		Yes	Yes
Initial Registration	Initial Registration		Yes	Yes
Premium Plate	Premium Plate		Yes	Yes
Purc. Stamp Duty	Purc. Stamp Duty		Yes	Yes
Contract / Order
Quote Number	Quote Number		No	No
Contracts / Finance
Financier	Financier		Yes	Yes
Facility Type		The value in the Clients / MLA "Facility Type" field updates here when a quote is accepted or settled. If the client's chosen facility becomes inactive, this field will remain blank when quotes are accepted or settled.	Yes	Yes
Initial Payment	Initial Payment	Unless Finance Payment at COF check box is checked. If checked when quotes are 'Accepted' or 'Settled' Initial Payment and Regular Payment fields on Contract/Finance tab (and Payments tab) are recalculated using the Cost of Funds rate.	Yes	Yes
Regular Payment	Regular Payment	Unless Finance Payment at COF check box is checked. If checked when quotes are 'Accepted' or 'Settled' Initial Payment and Regular Payment fields on Contract/Finance tab (and Payments tab) are recalculated using the Cost of Funds rate.	Yes	Yes
Deferred Interest	Deferred Interest		Yes	Yes
Advance / Arrears	Advance / Arrears		Yes	Yes
Finance Application: Originator	Finance Application: Originator		Yes	Yes
Finance Application: Application Reference	Finance Application: Application Reference		Yes	Yes
Finance Application: Application Date	Finance Application: Application Date		Yes	Yes
Finance Application: Status	Finance Application: Status		Yes	Yes
Finance Application: Application Status	Finance Application: Application Status		Yes	Yes
Gross Vehicle Cost	Total On Road Price	+	Yes	Yes
Claimable GST	GST Claimable		Yes	Yes
Amount Financed	Amount Financed		Yes	Yes
Interest Rate	Interest Rate		Yes	Yes
Cost of Funds	Base Rate		Yes	Yes
Finance Rate	Base Rate		Yes	Yes
Establishment / Admin Fee	Establishment / Admin Fee		Yes	Yes
REVS Fee	REVS / PPSR		Yes	Yes
Extended Warranty	Extended Warranty Collected		Yes (when Global Control "extendedwarrantytype" = 'financed')	Yes
Small Damage Repairs Collected	Small Damage Repairs		Yes	Yes
Gap Insurance Collected	Gap Insurance		Yes	Yes
Redundancy Collected	Redundancy Insurance		Yes	Yes
Walkaway Collected	Walkaway Collected		Yes	Yes
Total Brokerage	Total Brokerage		Yes	Yes
Residual Value	Residual Exc GST		Yes	Yes
GST	Residual GST		Yes	Yes
Broker Fee	N/A		Yes	Yes
Residual Inc GST	Residual Inc GST	+ +	Yes	Yes
Originator Fee	Originator Fee		Yes	Yes
Book Value	Depreciable Amount		Yes	Yes
Total Depreciation	N/A	Derived from Quote/Contract Finance calculation	Yes	Yes
Total Interest	Total Interest	Derived from Quote/Contract Finance calculation	Yes	Yes
Contract / Billing
Periodic Interval	Pay Cycle		Yes (when Contract Pay Cycle From Quote unchecked)	Yes
Months Deferred	Months Deferred		Yes	Yes
Total Billings	Total Billings		Yes	Yes
Periodic Billings	Periodic Billings		Yes	Yes
Common Day	Common Day	Displays Day of Month, Updates day value of if this is not the same as	Yes	Yes
Contract / Lease
Budget	Budget	(for respective posting class)	Yes	Yes
Contract / FBT
FBT Reduced Value / Date		ROUND((2/3), 2)	yes	yes
ECM Flag	Use ECM?		yes	yes
Fields not appearing in User Interface
N/A	Base Cost		Yes	Yes

Insurance Updates on Accept or Settle

When a quote is accepted or settled, the insurance details are updated into the Contracts / Insurance tab as per the table below. The update will vary depending on which type of Policy Owner is selected in the quote.

If there is no Comprehensive Insurance Budget (INS) selected on the quote, none of the fields below will populate in the contract, except "Policy Owner". The descriptions below presume there is an active INS quote budget.

If a Quote change the "Policy Owner" to Driver Policy or Client Policy where field is set to internal policy owner when Settle the quote, the created Contracts Insurance field "Policy Number", "Start Date" and "Policy Due Date" will be flushed with proper Audit records.

Tip: If you have created a Contracts / Payments schedule, this will not be updated if the insurance in a quote changes and is settled. You will need to review and vary the payment schedule afterwards to reflect the changes.

Warning: The Contracts / Insurance values will not be correct if a user has manually over-ridden the calculated "Annual Ins" on a quote. You may also get an incorrect insurance calculation if you modify a quote to create a lease extension.

Quote Field Name	Contract Field Name	Policy Owner	Internal Policy Owner	Driver Policy Owner	Client No	INS Budget Populate Business Rules	Update on Accept	Update on Settle
Policy Owner	Policy Owner	Internal Policy	Driver Policy	Client Policy	Driver Policy	Yes	Yes	Yes
Insurer	Insurer	Populate	Populate	Populate		Insurer Code	Yes	Yes
Policy Number	Policy Number					1. If supplier_insurer_flag = 'internal_insurer' 2. then populate policy_number 3. else blank	Yes	Yes
Billing Type	Billing Type	Driver Reimbursement	Driver Reimbursement	Client Reimbursement			Yes	Yes
Billing Frequency	Billing Frequency	Monthly	Annually	Monthly			Yes	Yes
Claim Excess	Claim Excess	Populate	0.00	0.00	0.00	Claim Excess	Yes	Yes
Start Date	Start Date	1. Effective Date 2. Quote Date				If supplier_insurer_flag = 'internal_insurer' then use Effective Date	Yes	Yes
Policy Due Date	Policy Due Date					If supplier_insurer_flag = 'internal_insurer' then populate	Yes	Yes
Funded Base Cost	Funded Base Cost						No	No
Rate per Month	Rate per Month					Monthly Budget	Yes	Yes
Base Cost	Base Cost						Yes	Yes
Fire Service Levy	Fire Service Levy						Yes	Yes
Broker Fee	Broker Fee						Yes	Yes
Ins Type	Ins Type					Insurance Category	Yes	Yes

Quote Events Created on Accept

If the procurement flag is checked on when accepting the Quote, a warning message appears:

"Confirm that [Preferred Dealer Name] has agreed to pay a procurement fee of [Procurement] on this vehicle."

[OK] [Cancel]

If OK is clicked, a Quotes / Event record will be created.

This warning is appearing based on the set up control. This control needs to set 'enablealertflag' = Yes and 'Event Code' = any event code.

Event Type	Description	Business Rules	Created on Accept	Updated on Settle
quoteeventid	automatic		yes	No
quote_id	Populate with the active quote		yes	No
quoteeventcode_id	Populate with the code id that belongs to the linked event_code		yes	No
event_date	Populate with system date		yes	No
description	Populate with the name of the "Supplier Code" and "Name" of the quote's "Preferred Dealer" in a Supplier_Code_Name layout.		yes	No
event_amount	Populate with "Procurement" amount from the linked quote.		yes	No
quoteeventaction_id	0		yes	No
due_date	NULL		yes	No
completed_flag	yes		yes	No
attachment_id	0		yes	No
useridedit	Populate with user who clicks on 'OK' on the alert		yes	No
last_edit	timestamp of Accept		yes	No
status_flag	active		yes	No

Contract Events Created on Accept

The following contract events may be created when a quote is accepted, depending on your settings and quote data.

The Contracts / Events "Completed" check box will be set to match what is set in the Posting Classes / Details "Event Completed" field.

Event Type	Description	Business Rules	Created on Accept	Updated on Settle
DRIVER	Driver Change	If a Driver ID has been stored in the quote, this event will be created.	Yes	No
CC	Cost Centre Change	If a Cost Centre has been stored in the quote, this event will be created.	Yes	No
DIV	Division Change	If a Division has been stored in the quote, this event will be created.	Yes	No
SWANTRPN	Swann Tyre & Rim Proposal Number	If enabled and the quote includes Tyre And Rim, this event will be created.	Yes	No
SWANEWPN	Swann Extended Warranty Proposal Number	If enabled and the quote includes Tyre And Rim, this event will be created.	Yes	No
SWANWAPN	Swann Walkaway Proposal Number	If enabled and the quote includes Walkaway, this event will be created.	Yes	No