User Guide
Table of Contents:
Introduction.............................................................................................................................. 3
Getting Started......................................................................................................................... 4
Installation of Reflex Monitor Components...................................................................... 4
Installation of Data Management Components ................................................................ 6
Configure your Product for Automatic Updates .............................................................. 8
Personal Settings ................................................................................................................ 9
Register your Product....................................................................................................... 11
Registry Settings............................................................................................................... 12
General Interface Controls ............................................................................................... 13
Internal Messaging............................................................................................................ 14
Product Start up ................................................................................................................ 16
Update of Preferences ...................................................................................................... 17
Preferences ............................................................................................................................ 18
Users................................................................................................................................... 18
Specials .............................................................................................................................. 19
Personal Settings .............................................................................................................. 20
Operations.............................................................................................................................. 21
Sales Order Management ................................................................................................. 22
Menus and Toolbars ....................................................................................................... 23
Adding a New Business Customer ................................................................................. 24
Adding a New Personal Customer.................................................................................. 25
Duplicate Customers....................................................................................................... 25
Document Selection........................................................................................................ 26
Business Applicant Details.............................................................................................. 27
Personal Applicant Details .............................................................................................. 29
Reminders and Messages .............................................................................................. 30
Message Parking ............................................................................................................ 31
Contact History ............................................................................................................... 32
Generate Email Message to Customers......................................................................... 33
Diary Manager ................................................................................................................ 34
Search by Customer Name............................................................................................. 34
Search by Vehicle or Driver ............................................................................................ 35
Shared Access to Customers ......................................................................................... 36
Quotations....................................................................................................................... 37
General Order Information.......................................................................................... 38
Financial Details ......................................................................................................... 39
Quotations and Orders Toolbar....................................................................................... 40
Adding a New Quotation ....................................................................................... 40
Remove a Quotation ............................................................................................... 42
Finance and Commission Details ……………………………………………………..42
Extend or Curtail Order View ............................................................................... 43
Confirm Proposal ............................................................................................................ 43
Progress Tasks ............................................................................................................... 44
Copy an Order ................................................................................................................ 44
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Inbox ....................................................................................................................................... 45
Document Scheduler ........................................................................................................ 46
Batch Print Manager.............................................................................................................. 47
Reports ................................................................................................................................... 48
Sales Analysis Report....................................................................................................... 48
Sales Order Summary....................................................................................................... 49
Invoice Analysis ................................................................................................................ 50
Delivery Report.................................................................................................................. 51
Status Report..................................................................................................................... 52
Appendix 1. ............................................................................................................................ 53
Customer Related ........................................................................................................... 53
Personal Application Related.......................................................................................... 54
Employment Related....................................................................................................... 54
Bank Related Fields........................................................................................................ 55
Customer Contact Related Fields................................................................................... 55
Order Related Fields....................................................................................................... 56
Contract Related Fields .................................................................................................. 57
Information available for use with multiple key staff ....................................................... 57
Information available for use with multiple customer contacts ....................................... 57
Information available for use with multiple quotation documents ................................... 58
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User Guide
Introduction
In partnership with industry professionals, Lewis John Associates have developed a product that will greatly
enhance the efficiency of the sales and administration processes of your vehicle leasing brokerage.
Reflex Monitor controls the brokerage function from the production of a customised, professionally produced
quote through to customer ordering, vehicle delivery and eventually administration of commissions.
As a ©Microsoft Windows product, there is a familiar user interface, meaning that users quickly become
confident in its use.
Key Features
• Generate customised documents with as little as three mouse clicks
• Customised customer and order related documents
• Internal Messaging System used to contact and remind colleagues of actions
• Automatically generated documents at order confirmation
• Automatically generated, discreet administration task lists at order confirmation
• A suite of reports supplied as standard with detailed selection criteria
• Sales commission tool controls what and when you pay your sales team
• Links to ©Microsoft Outlook to email clients at a click of a button
• Credit control function is included to manage the income and volume bonus invoices owed by each
finance house.
• Alerts sales staff when contracts approach full term
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Getting Started
Installation of Reflex Monitor Components
Below is an example of the Reflex Monitor installation. Processing commences with ‘Welcome’ page.
Select the ‘Next’ button to continue the process.
By default, the installation folder will be set to C:\Program Files\Monitor\. You can change this setting if
required by typing directly into the text box or selecting the ‘Browse’ button to locate your preferred location.
Select the ‘Next’ button to continue the process.
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Select the ‘Next’ button to continue the process.
You will be informed of the relative progress of the installation.
Select the ‘Next’ button to continue the process.
When the installation is complete, the following page will display
Installation of Reflex Monitor is now complete.
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Installation of Data Management Components
Reflex Monitor can operate using either its native data driver or standard OLE. The former should only be
utilised after consultation with your vendor, and will necessitate the installation of components at both client
and server.
Below is an example of the Reflex Data Client installation. Processing commences with ‘Welcome’ page.
Select the ‘Next’ button to continue the process.
By default, the installation folder will be set to C:\Program Files\Lewis John Associates\Reflex Data Client. You
can change this setting if required by typing directly into the text box or selecting the ‘Browse’ button to locate
your preferred location.
Install Reflex Data Client for all users by selecting ‘Everyone’.
Select the ‘Next’ button to continue the process.
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Select the ‘Next’ button to continue the process.
You will be informed of the relative progress of the installation.
When the installation is complete, the following page will display. You must ensure that all critical Windows
updates to the .NET Framework have been carried out. Select the ‘Close’ button.
Installation of Reflex Data Client software is now complete.
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Configure your Product for Automatic Updates
It is essential that all users of Reflex Monitor throughout the network are using the latest version of the
program. Also, because Reflex Monitor is often run over a wide area network, it is beneficial to retain local
copies of information that does not change on a regular basis. Information falling into this category is: -
• Document Templates
• Product Images and
• Help Files
Within the runtime folder (normally c:\Program Files\Monitor), there exist sub folders \Documents, \Images and
\Help, which accommodate these copies.
The installation script that you have run will have placed a shortcut to the
product on the user’s Desktop. In fact, this shortcut is to program
MonitorUpd.exe. This program will compare various files at a predefined
location with those in use locally. If they differ, the user will be presented with
an opportunity to update. The example below demonstrates what the user
would see when: -
a. There is a program update
b. Two image updates and
c. A Document Template update
You can exclude individual updates by unchecking the box to the left of the corresponding filename.
Although the checking for program updates will always be carried out, the checking for updates to the other
types of files mentioned above is subject to settings defined in ‘Personal Settings’.
After checking for updates, the program will call the main module, Monitor.exe.
The settings required to determine whether files are checked can be found within ‘Personal Settings’, located
on the ‘Preferences’ menu.
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Personal Settings
The ‘Source Folder’ should represent the location of
the designated update folder and the ‘Target Folder’
should represent the location of your runtime product.
Specify the source location of Vehicle images and
indicate whether the program should check for such
files.
Specify the source location of document templates
and indicate whether the program should check for
such files.
Specify the source location of help files and indicate
whether the program should check for such files.
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In a further effort to minimise network traffic, Reflex
Monitor will use local copies of tables for information
such as Organisation, Option Types, Users, Dealers
and Products.
After any updates are carried out (normally by Head
Office), when you subsequently restart your program,
you will be informed of changes.
If you are using the program
at the time the updates are
performed, you may see
one or more elements of the
update bar (located in the
bottom right corner of your
screen) turn red.
If you right-click your mouse
over the update bar, copies
of all tables will be
downloaded.
If you left-click your mouse
over the update bar only
updated tables will be
downloaded.
The respective indicators on the Update bar represent updates to: -
Organisation Details
Option Types
User Details or
Dealer Information
Product details
The existence of one or more red indicators (the example shown opposite indicates an update to option types)
suggests that a change has been made that has not as yet filtered through to your local database. To pre-
empt an update, simply right click on the ‘bar’. A progress bar will show in the centre of the screen and all
updates will be carried out. Any required updates are carried out automatically when your system restarts.
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Register your Product
If this is the first time you run Reflex Monitor, then
you will be presented with the Registration wizard.
You can opt to use ‘Evaluation Only’, but this will
only enable you to use the product for a limited
period of time.
If you wish to register the product, complete details
for Name and Organisation, and click the ‘Next’
button.
The program will generate a licence key.
Contact Lewis John Associates (08702 402524) with
the licence information, and input the activation key
supplied.
When registration is complete, ensure you select the
‘Finish’ button before restarting the product.
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Registry Settings
Installation of Reflex Monitor will generate the following Registry settings: -
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General Interface Controls
As with all Reflex products, the user interface adheres to general Microsoft Windows standards. This provides
you with the obvious benefit of knowing your way around the system within minutes.
Typically, you will navigate to the required records via a
‘list view’ control. You will in most cases be able to click
on the respective column headings to sort records into
the respective column’s ascending and descending
order.
Where more records exist than one page of the list can
accommodate, a vertical scroll bar is introduced.
Some modules may also provide a toolbar control. The
toolbar normally supplements the menu system with some
of the more popular functions.
To determine the use of a particular toolbar icon, you can
normally place your mouse pointer over it and an
explanation will appear.
A method of capturing ‘controlled’ data is by the use of
controls known as ‘combo boxes’. Within the ‘Options’
module, you will define an unlimited number of
selections for a particular type of information. In the
example opposite five ‘order statuses’ have been defined
as available options.
There are a great number of date fields within the
application. Generally, if no date is yet relevant you will see
the ‘edit box’ with a single ‘checkbox’ and selection arrow.
Clicking the down arrow will open a calendar. Be sure
however, that the year selected is correct, as uninitialised
dates will by default suggest ‘December 1899’.
In this case, you should initialise the field with today’s date
(indicated by red circle), then reselect if necessary.
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Internal Messaging
The delivery of reminders and messages can be provided in alternate ways. You can choose to receive
notification of messages either by individual ‘pop up’ boxes or with a single list of items providing access to the
individual messages. The option to customise the delivery system appears within Users located in your
Preferences menu.
From the window shown
opposite, items can be
dismissed, forwarded to
other users, used as
access to the order
items or ‘Snoozed’ for a
selected period for
attention at a later date
or time.
The initials of the sender
is displayed, together
with an indication of the
age of the item (based
on the revised due date
and time).
Multiple items can be
dismissed at one time,
by highlighting one or
more items and
selecting the ‘Dismiss
Selected’ button.
The Reminder window will automatically be refreshed in accordance with the schedules defined in your
system settings, but can be pre-empted by use of the ‘Refresh’ button.
The option to ‘Show Future’ will display items that have been postponed beyond the current time. ‘Show Due’
will revert to the presentation of only items that are due or overdue.
By selecting the ‘Forward’ button you can extend
the window to include options for creating a
supplementary message to other users or a reply to
the original sender.
Use the textbox provided to detail the message and
then select one or more users from the list box.
The message can be forwarded immediately or
scheduled for a future time.
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Individual messages are delivered in the form shown below. These can be displayed by a ‘double-click’ of
items from your reminders window (shown above) or automatically, depending on your delivery option.
Automatically generated internal messages are used
extensively throughout the system to inform and advise
administrators and managers of various conditions.
Use of the ‘Forward’ button, will extend the For example, when a contract renewal becomes due a
window as shown below. You can optionally message is forwarded to the salesman. When the system
specify additional detail, select the desired is informed that orders are signed, messages are
recipient(s) and select the ‘Send’ button. forwarded the designated account manager and
administrator.
Another example is when a duplicate customer is added, a
message is sent to the original salesman.
Messages appear and behave in similar style to those in
Microsoft Outlook.
‘Dismiss’ will stop the message from appearing again. The
‘Snooze’ button combined with the ‘elapsed time’ will
cause the message to be displayed at a later time.
The ‘Open’ button will attempt to open the customer and
quotation / order record. This can only be done if: -
• The Order Management module is running
• The appropriate view option is displayed to enable the
program to locate the customer.
If your system is configured to enable Message
Parking, then you may see another option to ‘Park’
your message (as shown opposite).
Only message that relate directly to a customer can
be parked.
By selecting this option, you will create an entry in your ‘Parked Messages’
menu.
When your Quotation and Order Module is open, you can select the
appropriate message from the menu, and control will move directly to the
customer and order in question.
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User Guide
Product Start up
Particularly when operated over a wide area network, Reflex Monitor attempts to accommodate as much information
such as document templates and image files locally on the client computer. To this end, settings are stored in
Personal Settings to determine location of the source files.
When you start Reflex Monitor, you are presented with the screen showed below. The symbol to the left of the
narrative determines whether (based on the specified location of the respective source file) access to the location can
be reached. If access is available you can specify whether you wish for the source location to be searched.
To cancel the program, select the ‘Cancel’ button. Otherwise,
choose your update options and select the ‘Continue’ button
to commence the checking of updates.
If later versions of files exist, you will be offered the option to
update.
When any newer files have been copied, the system login
screen will be displayed.
Unless this is the first time you have used the
product, the name of the previous login user will
already be selected in the combobox. If not, locate
your user name in the list.
If a password has been allocated, it should be keyed
before selection of the ‘Login’ button.
If your product required a new license, there is a
button available in the bottom right corner to invoke
the registration module.
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Update of Preferences
Whenever a change is made to: -
Organisation Details
Option Types
User Details
Dealer Information or
Products
one of 5 respective indicators is highlighted in red on the ‘Update Bar’. For the
benefit of greater efficiency, a copy of most static data of this nature is stored
locally within the user’s runtime folder (e.g. c:\program files\monitor\data).
The existence of one or more red indicators (the example shown opposite
indicates an update to option types) suggests that a change has been made that
has not as yet filtered through to your local database. To pre-empt an update,
simply right click on the ‘bar’. A progress bar will show in the centre of the
screen and all updates will be carried out. Any required updates are carried out
automatically when your system restarts.
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Preferences
Users
This module is located on the Preferences Menu and at it’s basic level enables the user to change their own
password.
Whenever a change to your own password is made, the ‘Apply’ and ‘Ok’ buttons at the bottom of the window
will become enabled.
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Specials
This module is located on the Preferences Menu and enables users to view information relating to ‘Specials’.
The information relating
to specials is formulated
in two stages.
Firstly, the ‘special’
record will relate to the
type of vehicle.
More information relates to the
specific deal which will include
details of costs and terms of the
contract.
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Personal Settings
The Personal Settings option enables you to define
settings specific to your own computer. Items here are
generally stored in the system registry rather than your
Reflex Monitor database.
The 2 main textboxes are for information only. The first
contains technical information relating to the location
and name of your database. The setting can be
changed by selection of the large command button
immediately beneath.
Any change to these
settings will prompt
you to restart your
application
Email settings are required for integration to Microsoft
Outlook. If you are connected to your central server via
a private network then select ‘Local Network’ option. If
you rely on File Transfer Protocol to transfer
documents etc to you computer, then select FTP.
The settings contained within the tabs all relate to
information stored on a central server. All information
such as images and document templates should be
used locally for added efficiency.
In order to minimise the transfer of data (i.e. images, document templates and help files) during the course of
day-to-day operations, updates are generally done on startup of the Reflex Monitor product. Depending on the
connection type, this can take several minutes. To obviate this, where updates are not deemed necessary (i.e.
you know that no new help files and / or images have been produced) you can switch off he update
accordingly. You do this at your own discretion in the understanding of the possible effect.
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Operations
The Operations Menu consists of routine operations as
opposed to data specification.
Each login user will have ‘controlled’ access to the
Sales Order Management module, Administration
Tasks, Diary Manager and Inbox.
Administration Tasks is a method of managing the
various tasks generated by the system following the
conversion of a quotation to an order. In most cases,
this will only be applicable to Administrators because
most tasks will be assigned directly to your designated
administrator.
Inbox is a display mechanism for all past and present
internal messages.
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Sales Order Management
This module combines all aspects of your customers, quotations and orders. It is the nucleus of the Reflex
Monitor application.
The module can be divided into 5 key areas.
Menus and Toolbars
Customer listview
Customer details
Orders and Quotations listview
Orders and Quotation details
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Menus and Toolbars
Generally, the main menu and toolbar at the top left of the Order Management module initiates functions that
relate to customer details.
1 2 3 4 5 6 7 8 9 10 11 12 13
1 / 2. The two leftmost buttons are used for creating new business and personal customers.
3 Remove customer (Administrator users only)
4 Document Selection.
5 Business / Personal Applicant Details
6 Create a new Reminder / Message
7 Contact History
8 Generate email to customer
9 View customer documents
10 Diary Manager
11 Selection by Progress Level
12 Search by customer name
13 Customer Access Control
The File and Edit menus provide alternate methods of initiating the same functions. The View menu enables
the user to group customers for display purposes.
The program will by default display quotations AND orders for the
customer selected. However, you can limit the display by
unchecking either, but not both.
Likewise by default, both Business and Personal customers will be
displayed. You can limit the display by unchecking either, but not
both.
Generally, users will be presented with a list of customers that they
themselves have created. Managers will have the option of
displaying customers at branch level by salesman, and
Administrators can display customers at group level, by branch or
salesman.
Orders and quotations can be viewed in the date sequence
specified.
Progress Level allows you to select customers by group status. For
example, the statuses ‘Commission Paid’ and ‘Invoiced’ may be
grouped together into a general ‘Delivered’ Process. Selection of
that group will show all customers that have orders at either status.
Selection is also available by Enquiry Source, Industry type,
Category and owner.
All Selections can be combined.
The customer listview will display ‘customers’ or ‘prospects’ depending on the option button selected. In this
context, ‘Prospects’ simply mean those customers to whom active quotations are allocated. You cannot create
a new quotation to a customer unless the customer has been ‘Checked Out’ or moved into the ‘Prospect’
category. To do this, right button click on the required customer record, and select the popup menu option to
‘Check Out’ customer. To replace the prospect back in the ‘Customer’ category, again use the right button
click on the required prospect record, and select the popup menu option to ‘Check-In’
All view settings discussed here will optionally be saved (see File | Save Settings) and restored for subsequent
use.
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Adding a New Business Customer
Select the leftmost button or use the File | New Business Customer menu option. The customer tab will
automatically be selected for you, the details will be emptied, the address type that you specified as the main
business address and the contact type that you specified as the main contact should be selected and the
cursor positioned on the name of the new customer. You should type the customer name in lowercase
characters with no concern for capitalisation; the program will do that for you.
If you have registered for
Postcode Lookup, then simply
tab down to the postcode edit
box, enter the postcode then
click on the adjacent
‘Postcode’ button. Complete
the address information by
entering the building name or
number to precede the
address.
Key the business telephone
numbers, optionally followed
by an email address and
customer web site address.
You will note that as details
are keyed, they are replicated
in the contact details below.
This is done to avoid possible
duplication of details, but if the
details of primary contact do
differ, you are able to overwrite
them.
An unlimited amount of Notes can be entered. Use the ‘Add Note’ button to pre-empt the note with a date and
time. Only when Industry Type, Category, Enquiry Source and Business Type are selected will the ‘Apply’
button be enabled. When you select the ‘Apply’ button, the record will be added to your customer database
and the name of the customer will appear in the customer listview.
The details in the ‘Available Products’ is for information only. It shows the user which products are available for
the business type selected, and provides detailed information on the respective products.
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Adding a New Personal Customer
Select the second leftmost button or use the File | New Personal Customer menu option. The customer tab will
automatically be selected for you, the details will be emptied, the address type that you specified as the main
personal address and the contact type that you specified as the main contact should be selected and the
cursor positioned on the name of the new customer. You should type the customer name in lowercase
characters with no concern for capitalisation; the program will do that for you.
If you have registered for
Postcode Lookup, then simply
tab down to the postcode edit
box, enter the postcode then
click on the adjacent
‘Postcode’ button. Complete
the address information by
entering the building name or
number to precede the
address.
Key the telephone numbers,
optionally followed by an email
address and customer web
site address.
You will note that as details
are keyed, they are replicated
in the contact details below.
This is done to avoid possible
duplication of details, but if the
details of primary contact do
differ, you are able to overwrite
them.
An unlimited amount of Notes can be entered. Use the ‘Add Note’ button to pre-empt the note with a date and
time. Only when the Enquiry Source is selected will the ‘Apply’ button be enabled. When you select the ‘Apply’
button, the record will be added to your customer database and the name of the customer will appear in the
customer listview.
The details in the ‘Available Products’ is for information only. It shows the available products for personal
customers, and provides detailed information on the respective products.
Duplicate Customers
Notice of potential duplicate customers is forwarded to
administrator users in the form of an internal message.
The duplicate would be in the following circumstances: -
• Matching fist 6 characters of the surname / business name
• Matching first 6 significant characters of postcode OR
• First 12 significant characters of address OR
• First 6 significant characters of street name
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Document Selection
Use the ‘Print Document from Template’ button or use the File
| Print | Document menu option to invoke the Document
Selection window. If you have a specific quotation or order
selected then the list of available documents displayed will
include those with Document Type ‘Quote and Order’. This is
because If no order is selected, the document template has no
order details to include, so the list will only include a limited
number of document templates from which to choose.
The default viewing mode for the document selection is a
single list of all documents in alphabetic sequence. However,
you also have the option of viewing by category. To do so,
simply select the ‘Category’ tab.
The list by category The ‘Document
provides a treeview Packs’ tab groups
control from which the documents as
you can select your discussed in Option
document to print. Types above.
Use the + and - to Selection of a
open and close document pack will
respectively the batch the
categories as documents for
required. printing later (see
Batch Print
Manager).
Other than Documents selected from ‘Document
Packs’, you will be asked whether you wish to print
the documents Now or Later. If you select ‘Later’,
then the documents will be added to the Print Queue
for printing at a later time.
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Business Applicant Details
Select the toolbar icon shown above or use the Edit | Applicant Details menu option. The business applicant
details window will be displayed.
The process of completing the
applicant details comprises
three tabs; customer
information (which will be
partially completed), information
relating to key staff and bank
details.
Information can be partially
input at any stage, and a
message will be displayed
when you attempt to update,
informing you of the information
still required.
The required key staff
information will depend on the
type of organisation specified.
For example, for a sole trader
just the name of the proprietor
is required, but for a limited
company you will be required to
input information relating to the
number of directors specified in
Organisation Details.
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Applicant information is concluded with the
completion of Bank Details.
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Personal Applicant Details
Select the toolbar icon shown above or use the Edit | Applicant Details menu option. The personal applicant
details window will be displayed.
The process of completing the
applicant details comprises
three tabs; personal information
(which will be partially
completed), employment
information and bank details.
Information can be partially
input at any stage, and a
message will be displayed
when you attempt to update,
informing you of the information
still required as shown above.
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Reminders and Messages
Select the toolbar icon shown above to invoke the Task Reminder module. This function enables you to
quickly and easily create messages for others or reminders for yourself. The actual messages are sensitive to
the customer and order records currently selected, so when the module opens, the summary information is
already partially complete.
To commence, simply select the intended recipient of
your message either by double-clicking on the name
or by highlighting then using the ‘To’ button. The
name of your recipient will appear in the Message
Recipient listbox. You can select more than one
intended recipient.
Specify the summary and detail information in the text
boxes provided.
The message will be forwarded at the time
designated. You can either use a time relative to the
present, by selecting an elapsed period, or you can
select the ‘New Time’ option and specify a date and
time.
The message will update the customer history log
only if the appropriate setting is specified in
Organisation Details.
The ‘Message takes Precedence’ checkbox denotes
that when the message is received, the recipient
must respond to it.
When message are received, they will
appear in a familiar MS Outlook format.
Select the ‘Dismiss’ to ensure that the
message does not return. Select the
‘Snooze’ button combined with the
‘elapsed time’, to cause the message to
be displayed at a later time.
If you select the ‘Forward’ button, the
‘Internal Message’ window will extend to
provide the facility of selecting further
recipient(s).
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Message Parking
If your system is configured to enable Message
Parking, then you may see another option to ‘Park’
your message (as shown opposite).
Only message that relate directly to a customer can
be parked.
By selecting this option, you will create an entry in your ‘Parked Messages’
menu.
When your Quotation and Order Module is open, you can select the
appropriate message from the menu, and control will move directly to the
customer and order in question.
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Contact History
Select the toolbar icon shown above to invoke the Contact History module. This function enables you to
quickly and easily record any form of contact with the customer.
To create a new log entry, select the ‘Add New’
icon or use the File | New menu option.
The date and time are initialised with the current
date and time.
Complete the required input with a description of
the contact, then select the ‘Ok’ button to update
and exit.
As well as manual contact history, the system
will generate certain entries by itself from
messages, documents or emails to customer.
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User Guide
Generate Email Message to Customers
Select the toolbar icon shown above to invoke the Customer Email module. This function enables you to
generate standard format email messages for forwarding to customers. The function is only available for
customers whose email address is specified.
As you would for any email, commence by completing the
message subject and body.
To embed the salutation in the message body, select the
‘Include Salutation’ checkbox. To embed your signature (as
defined in User Details) in the message body, select the
‘Include Signature’ checkbox.
You can include an attachment. The attachment may be a
document generated by your application, in which case you
should ensure the ‘Check Documents Exclusive to this
Customer’ is checked. To locate and attach more general
documents, uncheck the box.
The Update History Log will default in accordance with the
setting in Organisation Details.
Select the ‘Send’ button to generate the email
message.
An information message will be displayed confirming
that the message has been forwarded.
The email is formatted as shown opposite.
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User Guide
Diary Manager
Select the toolbar icon shown above to invoke the Diary Management module. This function provides an
overview of tasks at various levels.
If invoked with a quotation / order selected it will by default display items only relating to that order. To broaden
the selection, select the ‘Expand’ button.
Administrator users will have group-wide
access, designated managers will have access
at branch level. Users generally will have
access to their own diary entries only.
To add a new diary entry, select the ‘Add New’
button or use the File | New menu option.
Your name and the current date will default.
Complete entry as instructed, then select the
‘Apply’ button to add the diary entry.
You can view multiple days by dragging your
mouse over the period required.
Search by Customer Name
Select the toolbar icon shown above to invoke the Locate Prospect /Customer module.
The customer search module
opens with a list of prospects AND
customers.
Enter the customer name required
and press <RETURN> or click on
the ‘Search’ button. Continue until
the required customer is located.
Click the ‘Select’ button to close
the search window and open the
selected customer record.
Note 1. There is no need to
include space characters.
Note 2. The Search routine
‘searches’ the list, so for
subsequent searches, select the
‘Refresh’ button to move focus
back to the first customer.
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User Guide
Search by Vehicle or Driver The vehicle search module opens
with option buttons that enable
Select the menu item Edit | Search By Veh.Reg. / Driver. you to search by either registration
number or driver name.
For a registration number search, key the
number into the edit box provided and press The Search button will be enabled
<RETURN> or click on the ‘Search’ button. as soon as you key a value into
A list of customers (probably one) will be the search edit box.
displayed with the driver name and the order
number.
Click the ‘Select’ button to close the search
window and open the selected customer
record.
For a driver search, key the driver name into
the edit box provided and press <RETURN>
or click on the ‘Search’ button.
A list of customers will be displayed with the
registration number and the order number.
Click the ‘Select’ button to close the search
window and open the selected customer
record.
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User Guide
Shared Access to Customers
Select the toolbar icon shown above to invoke the Customer Access Control module.
This module enables the ‘owner’ of a customer, or an Administrator user, to provide temporary access to a
customer. All share details must have an expiry date specified.
The module will begin by displaying a list of customers To view a list of your own customers that have
to whom the logged on user has temporary access. shared access for other users, select ‘My
Customers that I Share’ from the View menu.
To add a new share, use the File | New menu option.
To remove an existing share you can select
File | Remove or to change the expiry date
simply edit the date control provided, followed
by the ‘Apply’ button.
You may select multiple customers by use of the Shift
and Ctrl keys. Click on each user that you want to share
the customer(s), set the expiry date then the ‘Apply’
button. A single record will be created for each
combination of customer and user.
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User Guide
Quotations
To manage quotations, choose your customer, and then select the ‘Quotation and Order Details tab.
Quotations and Orders are distinguished by their respective icons and further defined by their colour.
Active Quotation
Active Quotation – Derived from ‘Special’
Active Order
Active Order – Derived from ‘Special’
Declined
Lost Sale
Archived
If Quotations or Orders exist for the customer, they will be displayed in Date sequence in the listview. As well
as the date raised, the listview includes the quote number, order number, salesman name (if logged on as
other than User), vehicle description and order status. The order status can be changed at any time up until
the time at which the proposal is confirmed. Subsequently, the status will be controlled by what takes place
within the administration process.
By default, only active quotations and orders will be displayed. However, from the View menu, you can choose
to include Archived or Lost quotations and Declined Orders.
Archived Quotes are created when you choose to discard ‘unused’ quotations at the time of proposal
confirmation.
Lost Sales can be recorded by use of the icon from the toolbar. You will need to associate a reason with
the lost sale.
Declined orders will also be retained for possible future use.
If you choose to view these particular items, the setting will be retained for the next time you use the order
module.
If orders are declined following a proposal, they will by default not be visible.
As with most listview controls, clicking on a column header will sort by that column, both ascending and
descending.
Information relating to each order is separated into two further tabs - General Order Information and Financial
Details.
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General Order Information
Quotation Number Self-incremental numeric value generated for any new quotation
Quotation Date Automatically generated on the day of a new quotation
Contract Type Selectable from list depending upon the type of customer
Salesman Defaults to the logged in user
Quantity Defaults to 1.
Status Can be up to the point of proposal
Make Selectable from list defined in option types
Model Selectable from list defined in option types
Variant Free text description of Vehicle Specification
Notes Free text
* Full product descriptions can also be obtained from the products file, by selection of the ‘Lookup’ button
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Financial Details
The availability of fields on the Financials tab is determined by the settings defined against contract types by
your administrator.
Funded by Selectable from list defined in option types
Payment Profile Selectable from list defined in option types. The term of the agreement is
assumed from the Total Term value set against the Payment Profile
Initial Payment Currency field
Cost of Vehicle Currency field
Balloon Payment Currency field
Deposit Currency field
Finance Amount Currency field
Total Repayable Currency field
A.P.R. Percent
Contract Miles
Annual Miles Currency field
Document Fee Currency field
Registration Fee If specified, will make available following two fields
Introduced by Currency field
Agency Fee Checkbox
Settled Currency field
Finance Rental Currency field
Maintenance Rental Currency field (pence)
Excess Mileage Charge Currency field
Total Commission Currency field
Campaign Bonus Currency field
On the Road Price Free text
Special Delivery Instructions
For Administrator Users, there are two further tabs – Administration and Processes
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Quotations and Orders Toolbar
Generally, the main menu and toolbar at the top left of the Order Management module initiates functions that
relate to customer details.
12 3 45 6 7 8 9 10 1. Add a new quotation
2. Remove quotation
3. Contact Details (specific to quotation)
4. Finance and Commission Details
5. Additional Services
6. View unused Quotation
7. View Declined Quotations
8. Curtail Order View
9. Extend Order View
10. Sort by Type
Adding a New Quotation
Select the icon shown above to commence the addition of a new quotation. The quotation information fields
will be emptied, the next quotation number incremented and displayed, the quotation date initialised with
today’s date and the cursor positioned in the contract type combo box for selection.
By far the simplest method
of adding a new quotation
is from the selection of
special deals. Here, the
contract type, vehicle and
many of the financial
details will be brought
through automatically
obviating the need for
manual input.
To evoke the ‘Locate
Specials’ function, click on
the ‘Special’ command
button.
You can narrow the
availability by funder,
contract type or term if
required.
Select the vehicle and then
below, the specific deal
required.
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User Guide
Alternatively, to select the desired vehicle from a list, use
the ‘Lookup’ button, and the ‘Locate Product’ window
shown opposite is displayed.
Double click on the vehicle required and the relevant
quotation details will be updated.
If a vehicle does not exist within the list, you can define the
Make and Model details manually and optionally update
your Options List
Select the make from the drop down list, select the model
or key in manually and then optionally further define the
vehicle by use of the variant.
New quotations cannot be added without the specification of contract type, funder, vehicle make and model,
and an estimated delivery date. Depending upon the selection of contract type you may also need to specify
an excess mileage charge. A default documentation fee is automatically assigned, if specified against the
funding source by your administrator, otherwise it should be specified manually when adding a new order or,
as with the remaining information completed at a later date.
If the funding source is subsequently amended, a message will prompt you for whether of not the
documentation fee should be reset according to the new source..
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User Guide
Remove a Quotation
A quotation cannot be removed except when an alternate quotation is converted to order. Instead it is moved
to ‘Lost Sale’.
A list of lost sale reasons is defined in your
Option Types. Select one from the list.
By default lost sales will not be visible. Use
the View | ‘Include Lost’ option to show
lost sales. Lost sales can be reinstated. To
do so, right click on the record and select
the ‘Reinstate’ option.
Finance and Commission Details
This function is available only after a Quotation has been
converted to an Order.
The values should be input accordingly. Some values may
already be initialised from the quotation details.
You can ‘Apply’ the updates without necessarily completing all
information.
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Extend or Curtail Order View
For easier navigation of quotations and orders, it may be useful to ‘Extend’ the view. If changes are required to
the record, the view must be ‘Curtailed’.
Confirm Proposal
Throughout the ‘lifetime’ of a quotation, you may wish to update the sales order status several times, to reflect
the progress made. As discussed in Progress Levels earlier, the various statuses can be grouped into a more
general category.
There is however a separate process involved in converting a quotation to firstly a confirmed proposal, and
then an order.
Select ‘Confirm Proposal’ in the bottom right corner of your Order and Quotation module.
There appears a series of reminders
with respective Yes / No alternatives.
This is programmed to assist the
administration process by your
system administrator.
Selecting ‘No’ to certain items may
invoke a further module, after which
control returns to the Proposal
Checklist. Only when responses to all
items have been made will the
process be complete.
You are then asked to confirm the
proposal after which information
messages will be forwarded to your
designated system administrator and
account manager.
As part of the confirmation process, a territory check is carried out. This will alert you and others of when a
proposal is being confirmed for a customer within a territory of another branch. Processing will continue, but
you will be informed of any cross territory charge that may apply based on the commission specified.
If you receive a message informing you that another branch has confirmed a proposal within your own
territory, then you are required to ‘Acknowledge’ the message.
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Progress Tasks
After receiving your confirmation, the quotation will be finalised.
You will be sent a message indicating that the Order has been
posted.
As part of the Order process a
sequence of processes is
generated automatically. If the
items are due or overdue the
item description will appear in red
with a bold font.
You will be able to monitor the
progress of the order from the
‘Progress’ tab in your Order
module.
Notes and comments can be
added by anyone. Use the ‘Add
New Comments’ button to prefix
your comment with header
information. Notes are assigned
to the actual item selected, but
All notes can be viewed by
selecting the ‘Expand’ button.
Copy an Order
To save you time and effort, you can
duplicate any quotation or order.
When a quotation or order record is
selected, use the right mouse button click
to show the popup menu.
Select ‘Copy to New’ option. The
program will generate an identical record
to that selected.
The new quotation will be allocated a new quotation reference.
The delivery complete flag will always be unchecked.
The salesman will be initialised with the currently logged on
user.
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Inbox
All stored messages, past, present and future are permanently stored on the system.
Controlled access to messages provided on the list view.
Clicking in the column headers to sort by column can often assist in finding messages.
Messages that are due and overdue are highlighted in a bold red font.
Dismissed and Completed or future messages can be displayed from the selection of options on the View
menu.
Individual messages can be opened by double-clicking.
Administrators can purge selected messages.
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User Guide
Document Scheduler
This module is located on the Operations Menu and provides the function of scheduling the production of
various documents at customer and quotation / order level.
The efficiency with which documents are produced is probably the single most important aspect of a system
such as Reflex Monitor.
As well as the easy manner
with which documents can
be produced manually, the
system enables users to
schedule documents
automatically.
Added to that, is the
‘Document Scheduler’,
which provides a method of
isolating multiple
customers and / or orders,
and then scheduling one or
more documents to print on
future dates.
Depending on your level of
authority, orders can be
found by branch,
salesman, customer type,
order type, status and a
selection of various dates.
Once selection criteria
have been defined, select
the ‘Refresh’ button to
process the search.
Highlight any number of orders, and then choose one or more documents by checking the corresponding
checkbox. The document will, by default be generated for today, but you can reschedule easily by highlighting
the item and specifying a future date, remembering to select the ‘Reschedule’ button each time.
When you have completed selection, click
the ‘Generate’ button.
All documents generated will be forwarded
to the Batch Print Manager (shown
opposite).
By default, only items that are due are
displayed, but a checkbox is available to
show advanced documents.
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User Guide
Batch Print Manager
The Batch Print Manager should be used when multiple documents are generated or when the user wishes to
delay the printing operation for a more convenient time.
The customer name, together with the document template used and the name of the user that generated the
document is displayed in the list view. To the left of each line is a checkbox, which determines whether the
document should be included for printing. To omit a single document from the process, simply uncheck the
respective checkbox. To omit all documents, select the ‘Deselect All’ button.
When the ‘Print Selected’ button is used, all documents whose checkbox is checked will be produced. A
message is displayed indicating when printing is complete. If there has been a problem whilst printing, you can
select the ‘Print Selected’ button again to reprint the documents. However, once you exit the module, any
documents that have already been printed will no longer appear.
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User Guide
Reports
Reflex Monitor comprises a host of reporting
tools.
Each report is created using key selection such
as a date range, salesman etc.
The criteria are presented in the form of a
wizard control. The respective report is produce
when you select the ‘Print Document’ button
All reports are previewed on the screen before
optionally printing.
Sales Analysis Report
This report provides comprehensive details of quotations and orders. It is selectable by date, status, customer,
funder, salesman and vehicle make.
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Sales Order Summary
This report provides a monthly summary of Order Take and Deliveries for a given period. A chart is included to
highlight trends.
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Invoice Analysis
This report provides a full analysis of invoices. The report is selectable by date and you can optionally select to
summarise the information by invoice number.
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