This process involves four steps: 1. Identify Duplicate Vehicle Records 2. Merge the Vehicle Records 3. Confirm No Work in Progress 4. Flag Vehicle for Deletion
1. Identify Duplicate Vehicle Records
From CRM / Reports & Enquiries / Report Generator / Define Report / Open run report K50 Duplicate Vehicles by Regno or K51 Duplicate Vehicles by VIN.
The resulting report will detail any vehicle records within the database that are duplicated either by Registration number or by Chassis number. For this exercise we will assume a vehicle record duplicated by Chassis number.
2. Identify Duplicate Vehicle Records
Open both vehicle records (through CRM / My Desktop / CRM Shortcuts / Vehicle) and determine which is the most accurate.
In the example, note the duplicated Chassis number and the vehicle ‘Magic’ numbers shown at bottom right of screen (00000710 & 00000071)
Remove the target links from the duplicate record Vehicle tab (0000071) by setting the Sales contact, Aftersales contact and Driver fields to blank in the Vehicle tab.
Merge the service history using report K54 Transfer service history (CRM / Reports & Enquiries / Report Generator / Define Report / Open).
Input the Magic number of the vehicle from which you are transferring service history in the top box (Source vehicle magic No.), and the Magic number of the vehicle to which you are transferring the service history in the lower box (Destination vehicle magic No.).
Select OK to proceed.
3. Confirm no Work in Progress
Ensure that vehicle 0000071 does not have a work in progress job. This can be done by pasting the following adhoc and changing the vehicle magic number:
Point of Sale / Reports & Enquiries / Enquiries / WIP Headers / click on ok
DISPLAY 1WIPNO 1ACCOUNT 1DELFLAG IF 1MAGICV = 71
Change the vehicle magic to the one you are deleting /Check Query / Proceed.
Ensure that the delete flag = Y . If this is N then you will need to get the aftersales team to either invoice the WIP or refresh the vehicle link on the WIP number to the vehicle record that you are keeping.
4. Flag Vehicle Record for Deletion
Change the duplicate vehicle record Status fields to ^ DELETE VEHICLE RECORD and X Marked for deletion using the drop-down menus.
The weekly housekeeping process will subsequently delete the record from the database.
Alternatively, in CRM > Reports and enquiries > Database cleansing all the reports needed to transfer history or identify duplicate records can be found here.
Please note that access to this menu may be controlled by priority.