Within the ‘Service Details’ tab of a vehicle record the option to add ‘Maintenance and Warranty Plans’
information is available.
To set up Maintenance and Warranty Plans, the following information is required:
• Sales Ledger Account Number - The sales ledger master account number that will
be used to determine the account to be suggested when a workshop booking is
created for the selected vehicle record.
• Workshop Department - This information contains the preferred workshop
department the scheduled interval checks are normally carried out at and then allows
the user to determine the preferred shift from that workshop department.
• Contract Start - Determines the start date of the vehicle contract
• Contract Expiry - When the vehicle schedule is due to end and prompts the contract
expiry aftersales diary contact to be made to the driver of the vehicle.
To create a schedule the following information will also be required.
• Preferred Shift - This field is displayed only but allows the customers preferred shift to
be recorded, this is also displayed on the export of the schedule which can be
provided to the driver or fleet operator.
• Preferred day of the week – This is not mandatory but if entered, the system will
always recalculate the next due date to the closest day of the week before the next
scheduled interval check is due. If this is not set, the system will always calculate
based on time or mileage, and place the next scheduled interval check to the
calculated date.
• Check Intervals - Determines the interval weeks for scheduled interval checks to take
place for the vehicle.
• First Check Date - The agreed first scheduled interval check date. Pinewood DMS will then
record this as the first date and generate the following 11 dates on the save of the
schedule based on the check intervals and the preferred day of the week parameters.
• Mileage Intervals - Used to calculate the next scheduled interval check based on mileage, this is only used once there are two scheduled interval checks carried out
from the created schedule.
• Fixed Contract - When a contract is created as a Fixed Contract the schedule created
will be fixed and will not be altered when the interval checks are subsequently
invoiced, so if a vehicle is inspected either early or late the next check date will not be
affected. A Fixed Contract cannot be amended, in the event that the operator wishes
to revert to a flexible schedule the contract will need to be deleted, re-added, and then
the schedule will be recreated.
• Maximum Age of Vehicle - Used to determine the maximum age of the vehicle for
contract.
• Contract Reference - This allows the contract reference to be recorded.
Setting up a Contract
To add contact maintenance information to a vehicle select the Maintenance and Warranty Plans field
within the Service Details tab on a vehicle.
The following window will be presented:
Add the contract number, select the sales ledger master account, and the duration of the contract
in months, the contract start and end dates, unit of distance, annual distance and the starting
distance (mileage of the vehicle at the start of the contract) once the details have been
accepted the following window will be displayed.
Additional details can be added to the contract such as how often the vehicle is to be checked
maximum age of the vehicle, preferred shift, preferred day of the week etc. by amending the
Additional Details screen and populating the relevant field.
The schedule can be viewed by selecting the Scheduler tab. Items that are included on the
the contract can be selected from the Inclusions tab.
Items within the Inclusions tab are set up within CRM > Parameters > Dealer Parameters
and from the Enterprise tab select Contract Inclusions from the parameter type drop down
menu.
Where a vehicle with contract inclusions is selected via the booking, receive job and invoice
screens the following icon will be displayed.
When the icon is selected the inclusions window will be displayed.
Amending Contract Information
Once a schedule is attached to a vehicle, the amendment of the following fields will cause the
vehicle scheduled to be recalculated;
Preferred Day of Week
Check Intervals
First Check Date
Mileage Intervals
Fixed Contract
Pinewood DMS will recalculate to the preferred day of the week based on the weeks or mileage
dependant on which date is the earlier of the dates.
Workshop Booking Validation
When the user selects the Maintenance and Warranty screen and the vehicle is booked into the
workshop, the system will prevent amendment of the contract maintenance information.
First Check Date Validation
When selecting the Maintenance and Warranty screen if the selected vehicle has had its first
scheduled interval check completed, Pinewood DMS will display but prevent amendment of the First
Check date field.
Schedule
The ability to view the vehicle schedule is available from two places.
Once the contract information has been completed a schedule will be generated per vehicle,
this can be printed or emailed as an excel spreadsheet.
The information displayed includes;
• Registration –Vehicle registration number
• Vehicle Details – Make, model, and specification of the vehicle record
• Next Service Date – Next service date due for the vehicle or vehicles selected.
• Next MOT Date – Next MOT date for the vehicle selected
• 1 – 12 – Displays the calculated scheduled interval checks for the vehicle or vehicles
selected
The email/export will also include additional information;
• Registration – Vehicle registration number
• Vehicle Details – Make, model, and specification of the vehicle record
• Customer – Customer
• Account – This field displays the account number attached to the vehicle contract
• Department – Displays the preferred workshop department attached to the vehicle
contract
• Contract Start Date – Contract Start Date attached to the vehicle contract
• Contract Expiry Date – Contract Expiry Date attached to the vehicle contract
• Shift – Preferred Shift attached to the vehicle contract.
• Preferred Day of the Week – Preferred Day of the Week attached to the vehicle
contract.
• Check Interval Weeks – Check Interval Weeks attached to the vehicle contract.
• First Check Date – The first check date information is held against the vehicle contract.
• Mileage Interval – The Mileage Interval information is held against the vehicle contract.
• Max Age of Vehicle – Max Age of Vehicle information held against the vehicle
contract.
• Next Service Date – The next service date due for the vehicle or vehicles selected.
• Next MOT Date – Next MOT date for the vehicle selected
• UDF 1 – The heading associated with user-definable follow up 1 and the date recorded
in
• service details for this heading.
• UDF 2 – The heading associated with user-definable follow up 2 and the date recorded
in service details for this heading.
• UDF 3 – The heading associated with user-definable follow up 3 and the date recorded
in service details for this heading.
• 1 – 12 – Displays the calculated scheduled interval checks for the vehicle or vehicle
selected
To view a schedule for customers that have multiple vehicles, select the schedule button from
within the vehicles tab before selecting a vehicle.
The schedule can also be printed, exported and emailed. The email and export options include additional contract information.
Workshop Invoice Process
When a workshop invoice is produced, and the workshop operation contains a job type for
‘Scheduled Interval Check’, Pinewood DMS will recalculate the vehicle scheduled based on time and
mileage, and then use the earlier calculated date to determine the next scheduled interval
date, then Pinewood DMS will return to the closest preferred day of the week before this calculated
date unless the vehicle has a fixed contract, if so then the next scheduled interval date will
have been determined from the schedule.
The mileage calculation can only take place once there are 2 invoices generated for
scheduled interval checks.
Aftersales Diary Customer Declines
When the ‘Customer Declines’ option is selected for an ASD contact of ‘Scheduled Interval
Check’ and the vehicle has a schedule present Pinewood DMS will generate the new vehicle schedule based on the calculated due date of the scheduled interval check and the entered
mileage unless the vehicle has a fixed contract, if so then the next scheduled interval date will
have been determined from the schedule.
Aftersales Diary Work Elsewhere
When the ‘Work carried out elsewhere’ option is selected for an ASD contact of ‘Scheduled
Interval Check’ and the vehicle has a schedule present Pinewood DMS will generate the new vehicle
schedule based on the calculated due date of the scheduled interval check and the
entered mileage unless the vehicle has a fixed contract, if so then the next scheduled interval
date will have been determined from the schedule.