The Exceptions report within the vehicle module displays outstanding items which must be dealt
with before the vehicle Month End routine can be run. To access the Exceptions report, make
the following selections from the left hand menu:
Navigate to Vehicles - Reporting - Exceptions.
When this option is selected from the left hand menu, the report filters will be displayed as below:
The report can be filtered by Exception type as below:
This can be left blank to display all exceptions.
And selecting the Sales Location will allow a user to filter by different departments (access level dependent):
There are four reasons for a vehicle appearing on the close down exception report – and the
screen below displays an example of each of them. All of them are driven in the first instance
by the fact that the vehicle has been invoiced.
Each reason for the vehicle appearing on the Exception report is displayed in red, as shown
above. Each of these reasons and the actions required to clear the affected vehicles from the
report will now be discussed in detail:
The first reason for a vehicle displaying on the Exception report relates to Purchase Ordering.
If a purchase order relating to a sold vehicle has been raised but not yet receipted, the screen
displays the following prompt:
To clear this entry on the report, the outstanding purchase order must be either receipted onto
the system or deleted.
The second reason for a vehicle to display on the exception report regards the part exchange
vehicle on any invoices raised. The system does not automatically bring a part exchange vehicle
into stock upon production of a vehicle invoice – sales admin must complete this task upon the
arrival of the part exchange vehicle. In this scenario, the screen displays the following prompt:
The detail of the part exchange vehicle is displayed, along with a link field enabling the user to
access the vehicle stock card. To clear this entry on the report, the part exchange vehicle must
be brought into stock.
The third reason for a vehicle appearing on the exception report refers to outstanding workshop
invoices for the invoiced vehicle. If a vehicle has a PDI request completed on it, the workshop
will convert this into a job card enabling technicians to complete the work required. Until the
workshop job has been invoiced back to the vehicle, the screen displays the following prompt:
The detail of each workshop job is also displayed, including outstanding operations. In order
for this entry to be cleared from the Exception report, the workshop must raise an invoice for
the internal work. Once this has been done, the vehicle will be removed from the report
automatically.
The final exception for a vehicle is when an additional invoice has been raised after the initial invoice was raised and this is yet to be invoiced off, this will be displayed as below:
This can be cleared down by going to Vehicles - Customer Orders - Amend and removing the extra invoice values, or by invoicing them out.
Select the ‘Export’ option to export the report. This report must be empty before the vehicle month
end can be run and the system period for vehicle processing closed.