Alphabet Online Access

  1. What is Alphabet Online?
  2. What Legal Terms and Copyright apply to this site?
  3. What system specification do I need to achieve the best results in accessing the site?
  4. When can I access Alphabet Online and how current is the information held?
  5. Is Alphabet Online a secure site?
  6. What happens to user information recorded in Alphabet Online?

Common Functions

  1. How do I contact you?
  2. What is the Homepage used for?
  3. How do I navigate around the site?
  4. How do I use Alphabet Online services?
  5. Do I have access to all services on the website?
  6. How do I change my password?
  7. What are pop-up windows used for?
  8. How does the ‘Help’ service work?
  9. What happens if a problem occurs?
  10. How do I end my session with Alphabet Online?

Quotes and Orders

  1. What if I do not know my Car Policy?
  2. Can I quote on different finance products?
  3. How do I search for quotes?
  4. How do I create a quote for a car?
  5. How do I add options?
  6. How can I order a Dealer Fitted Accessory?
  7. How do I save a quote to review later?
  8. Will I pay 'benefit in kind' tax on my car?
  9. How do I order a car?
  10. Why can't I order my vehicle?
  11. What if the car I want is not available?
  12. What if the price is not displayed for the car?
  13. What if the car I want is too expensive?
  14. How do I know which equipment is standard on a car?
  15. Why have additional extras been added to my quote when I did not select them?
  16. How often is the Estimated Delivery Date updated in the Garage?
  17. What legal responsibilities apply in ordering a car online?
  18. If I order a car online, will I be given a reference number?
  19. How can I check my quote details are correct once my order has been submitted?
  20. How do I cancel an order that has been placed online?
  21. What is the Quote Expiry Date?
  22. What is the information provided on the Quote Overview?
  23. What is the additional information provided for Employee Car Ownership Quotes?
  24. What are the additional/excess mileage charges?

Fleet Manager Functions

  1. What are 'Quotes Pending'?
  2. How do I approve an order that has been submitted by a driver?
  3. Can I amend the order before I approve it?
  4. How do I reject an order that has been submitted by a driver?
  5. How do I search for an order that has been submitted?
  6. What if no results are returned on a search?
  7. How do I select an order from a list of search results?
  8. What information is provided for an order that has been submitted?

Reporting

  1. What sort of reports can I produce?
  2. How do I produce a report?
  3. What selection parameters can I change when selecting my reports?
  4. How can I view report information?
  5. What do I do if Reporting Services does not contain a report I require?
  6. What do the ‘add to/remove from favourites’ buttons do?
  7. Acrobat Reader Problems and Solutions

 

 

 

 

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Alphabet Online Access

1. What is Alphabet Online?
Alphabet Online is Alphabet’s interactive service for company car fleets and drivers. Log on to Alphabet Online to benefit from the wide range of services.

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2. What Legal Terms and Copyright apply to this site?
Legal and Copyright information can be viewed by clicking on the relevant links at the bottom of the Homepage and other main pages on the site. Please check these details if you are unsure of the Legal or Copyright status of the information provided on the site.

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3. What system specification do I need to achieve the best results in accessing the site?
To access Alphabet Online, your system will require the following minimum specifications:

Web browser
Internet Explorer 5.x or greater
Netscape 4.x or greater

Screen specification
800 x 600 (or greater)

Colour settings 16 bit – High Colour (or greater).

Adobe Acrobat Reader 4 or later is required to read and print PDF files.

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4. When can I access Alphabet Online?
Alphabet Online is available 24 hours a day, 7 days a week. The system will be subject to maintenance from time to time but this will normally be outside working hours.

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5. Is Alphabet Online a secure site?
Alphabet Online uses layered security to prevent the interception of personal details such as passwords, addresses and bank details. This protects information being transmitted between your computer and the website.

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6. What happens to user information recorded in Alphabet Online?
User passwords and other personal details are held by Alphabet Online to allow access to the sites. Details are not disclosed to third parties. Further information is available by clicking on 'Legal Notice' and within the 'Use of Your Information' pop-up window that is accessible from the Order Form.

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Common Functions

1.

How do I contact you?
If you have a query and want to contact us, this can be done by clicking 'Contact Us' on the navigation bar at the top of the page.

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2. What is the Homepage used for?
The Alphabet Online Homepage is presented each time you log on or click on the 'Home' button or on the Alphabet logo. The Homepage is a starting point for navigation around the site and will also provide details on any services available or related information that may be of interest to you. The Quotes and Orders Homepage is the starting page for creating a quote.

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3. How do I navigate around the site?
The navigation buttons at the top of the page allow access to common areas of the site. Click on the relevant button to access information as required from Home, FAQs, Help, Contact Us, or Log Out. Click on the system menu on the left of the page to access specific services. The triangular buttons at the top of the screen allow you to move back to your previous screen. Please avoid using the 'back' button on your browser.

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4. How do I use Alphabet Online services?
The main system menu is situated on the left-hand side of the page. This provides access to the services that are available to you. To access the menu options click on the service you require and follow the instructions on the page.

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5. Do I have access to all services on the website?
The menu is tailored to your specific customer preferences and you can only view information that you have been given permission to access. You can find out more about available services from your Fleet Manager or by contacting us.

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6. How do I change my password?
Click on ‘Change Password’ under ‘My Alphabet Online’ from the system menu on the left hand side of the page. Enter your old password and then a new password twice in the designated fields. The new password must be at least 8 characters long. Click on 'Update' once you have completed all designated fields.

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7. What are pop-up windows used for?
Some reference information, such as Help and FAQs are presented in ‘pop-up’ windows. To close these windows click on the cross at the top right of the window. Additional Help information is not directly available from the pop-up windows. You may need to disable the pop-up blocker within your browser for these windows to open successfully.

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8. How does the ‘Help’ service work?
Help provides a detailed reference point for questions you may have about the site. Information is provided to help you with the services contained within the page you are currently viewing. Error messages will also provide you with prompts about what has gone wrong or what to do next.

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9. What happens if a problem occurs?
If an action cannot be performed or a problem occurs, an error message will be displayed. The message will advise you of the incorrect action that has taken place and/or the action to be taken to rectify the fault. If you are unsure of how to proceed, you can check the Help text. Alternatively, contact your Fleet Manager or us.

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10. How do I end my session with Alphabet Online?
Click on the 'Log Out' button in the navigation bar at the top of the screen. This will close your current Alphabet Online session. Any quotes that you have not saved in your garage will be lost. When you click this button you will be asked to confirm that you wish to log out.

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Quotes and Orders

1. What if I do not know my Car Policy?
Click on the Car Policy button for full details of your car policy. If you have additional questions, contact us or your Fleet Manager. Note that additional policy information may be provided by your company separately.

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2. Can I quote on different finance products?
The range of finance products available will depend upon what is suitable for you and your company’s situation. Alphabet provides products for both companies and individuals. The product or products that are relevant to you will be available in the Contract Type drop down menu on the Quotes and Orders page. The differences between products will usually be detailed in your Company Car Policy.

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3. How do I search for quotes?
Depending on your Car Policy, you will be able to search for either a range of vehicles that are available for your grade group, by monthly cost, or by selecting a specific vehicle.


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4. How do I create a quote for a car?
You simply select the Contract Type (there may be just one available); enter your contract details – mileage and contract period; enter your search criteria including cost range and/or vehicle preferences. Depending on your search, you will be presented with a list of results or a single car’s details. If you have a list of results, select the car you are interested in and view the full details. You may add options, go on to save the quote in your Garage, or place an order for the car.

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5. How do I add options?
From the Quote Results page, select the vehicle that you wish to configure by clicking on the description and then select the Configure Colours and Options button at the bottom of the Quote Overview page. From here a list of the colours, trim and options that you can add to the car will be displayed. The list price and monthly cost are displayed to help you choose the options that are right for you.

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6. How do I order a Dealer Fitted Accessory?
This can be done by making a comment in the 'Additional Information' section on the Order Form. As Dealer Fitted Accessories can vary in cost, we are unable to put them into the main quotes system. Once we have received your details we will contact the dealer who is going to supply your vehicle and obtain a price. We will then advise you how much this will change your quotation by and await your acceptance before proceeding.

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7. How do I save a quote to review later?
From the Quote Overview page, click on 'Save in Your Garage'. This quote will then remain in your Garage for future reference until you choose to delete it.

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8. Will I pay 'benefit-in-kind' tax on my car?
Personal taxation on your Car will depend upon the finance product you have selected and what purpose the car is used for. For a link to detailed taxation information click here.

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9. How do I order a car?
From the Quote Overview page, click on 'Order Vehicle'. You then complete the order form displayed and submit your order details. You will be provided with a reference number when you have made your submission. If the Order Vehicle button is not displayed, please refer to the FAQ 'Why can't I order my vehicle'.

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10. Why can't I order my vehicle?
The 'Order Vehicle' button is not displayed on the Quote Overview screen if you have reached the limit of orders that are allowed for your grade group. To resolve this please check your Garage and review any current orders. If there is a problem, please contact us.

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11. What if the car I want is not available?
If you are provided with a list of results and the car is not listed, try amending your search criteria – you can use the filters to define the bodystyle and fuel-type. If your car is still not listed, it may be because your company does not have the car on its choice list. Check your Car Policy or alternatively contact us or your Fleet Manager.

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12. What if no price is displayed for the car?
This could be due to a restriction in your car policy or due to the pricing for the vehicle selected being unavailable. If the pricing is not available this car may still be supplied but you will need to contact us for the latest prices.

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13. What if the car I want is too expensive?
Try removing options, or selecting a similar model with a lower list price. Check your contract mileage and contract term – in general, the lower your annual mileage and the longer your contract, the lower the price.

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14. How do I know which equipment is standard on a car?
A list of standard equipment is available from the Vehicle Configurator page.

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15. Why have additional extras been added to my quote when I did not select them?
Additional extras have been added to your quote to comply with the minimum specification requirements of your Car Policy. They may also have been added if they are mandatory.

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16. How often is the Estimated Delivery Date updated in the Garage?
The order tracking and estimated delivery date is updated automatically everytime we receive information on your order from the supplying dealer.

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17. What legal responsibilities apply in ordering a car online?
You can check the legal implications of ordering online by clicking on 'Legal Notice' on any page and by reviewing the 'Important Information About Your Order' section on the Order Form. On the Order Form page you will need to confirm that you are happy with the details contained in the 'Legal Notice', Alphabet's 'Use of Your Information' policy, the 'Important Information About Your Order' and your 'Car Policy'.

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18. If I order a car online, will I be given a reference number?
Yes, a reference number will be generated and displayed to you immediately after you have submitted your Order Form. This reference will also be provided in a document that will be emailed to you.

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19. How can I check my quote details are correct once my order has been submitted?
An order confirmation will be emailed to you after you have submitted your Order Form. The document will contain your order reference, plus your personal, delivery, contract and car details as entered on the Order Form. This is a personal record for your reference so please file it somewhere safe.

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20. How do I cancel an order that has been placed online?
It may be possible to cancel an order that has been placed online, but this cannot be guaranteed. Contact us or your Fleet Manager immediately if you want to cancel an order.

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21. What is the Quote Expiry Date?
You may place an order online at the price quoted for a car up to and including the quote expiry date.
After this date it is required to recalculate the quote before you can submit your order.

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22. What is the information provided on the Quote Overview?
The details displayed on the page include the following:
  • Contract Term
    The length of the contract in months


  • Contract Mileage
    The total business plus private mileage over the contract term


  • Combined MPG
    The average fuel consumption in miles per gallon for a combined test cycle (urban + extra-urban)


  • P11D information (for company provided cars)
    for a detailed explanation of P11D values and taxation click here


  • CO2
    The measurement of CO2 emissions in grams per kilometre, which is used to calculate personal taxation


  • Engine CC
    The engine capacity in cubic centimetres


  • Quote Expiry Date
    You may place an order online at the price quoted for a car up to and including the quote expiry date. Very rarely, the date that is displayed may have already expired. In these circumstances the quote will be indicative, so please contact us directly if you want to order the car and confirm the quote details.(More detailed quote and service information may be displayed for Fleet Managers.)


  • Services and Insurances Included
    This details any services and insurances that are provided within the terms of your contract in addition to the car itself.


  • Excess/Additional Mileage Charges
    These are charges to cover the additional depreciation and maintenance costs of the car, should you return it with a mileage that is over and above the contracted mileage.




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23. What is the additional information provided for Employee Car Ownership Quotes?
  • Deposit
    The amount of any up-front payment that is required at the commencement of the contract.


  • Amount of Credit for Purchase of Vehicle Inc VAT (£)
    The total amount that will be financed to purchase the car including any options that have been selected. The value excludes any additional services associated with the contract such as servicing, which is detailed separately.


  • Interest Charges
    The total interest that you would pay over the term of the loan


  • Administration Fee
    This fee is charged only if you wish to meet the final ment to purchase the car at the end of the contract. When this is paid with the final payment, no more payments are due for the purchase of the car. Alternatively the car can be returned at the end of the contract term and you can order a brand new car with Alphabet.


  • Credit Arrangement Fee
    A one-off fee payable with the First Monthly ment.


  • Total Charge for Credit
    The total interest and other finance related charges (CAF) that you would pay over the term of the loan.


  • Final Payment
    The amount that you would pay if you wanted to keep the vehicle. It is also the guaranteed amount that Alphabet would buy the vehicle back from you at the end of your contract.


  • Total Amount Payable
    The total amount that will be payable to purchase the car over the full contract. Note that if you intend to return the car to Alphabet at the end of the contract term, the final ment and administration fee will not be payable and will be deducted from this amount.


  • APR (%)
    The Annual Percentage Rate (APR) is the interest rate charge on a loan. This figure takes into account not only the interest payable over the term of the loan but also any other related charges or fees. The APR is the best measure for comparing the cost of borrowing from one provider to another, providing that all other parameters are consistent.


  • Monthly Loan Repayment and Interest (£)
    The total of the monthly payments for financing your car, but excludes the cost of any additional services that may also be due.


  • Monthly Maintenance Services
    The cost of the other non-financial services included within the agreement (if applicable).


  • Monthly Insurance Premium (inc. IPT)
    The cost of the insurance provision (if applicable), including Insurance Premium Tax (IPT).


  • Total Monthly Payment
    The total sum of the monthly payments for financing your car, in addition to the cost of any additional services such as maintenance and insurance that are included in your contract.


  • Additional Mileage Charges for Depreciation (Pence per mile)
    In the event that your car is returned with a higher mileage than has been contracted, the value of the car will be lower than budgeted for at the start of the contract. This charge is made to cover the reduction in the value of the car. The charge is not made if you decide to keep the car by paying the final ment and administration fee.


  • Additional Mileage Charges for Maintenance (Pence per mile) Inc VAT
    This will apply if you have maintenance included in your contract. In the event that your car is returned with a higher mileage than has been contracted, the cost of maintenance on the car will be higher than budgeted for at the start of the contract. This charge is made to cover this increase in the maintenance costs for the car. The charge is not made if you decide to keep the car by paying the final ment and administration fee.


  • Services and Insurances Included
    Details of any services and insurances that are provided within the terms of your contract in addition to the car itself.


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24. What are the additional/excess mileage charges?
These are charges to cover the additional depreciation and maintenance costs of the car, should you return it with a mileage that is over and above the contracted mileage.

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Fleet Manager Functions

1. What are 'Quotes Pending'?
These are orders that have been submitted online but require approval by the Fleet Manager before they are submitted to Alphabet.

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2. How do I approve an order that has been submitted by a driver?
Orders that need your approval are listed within the 'Quotes Pending' section. You can approve an order by selecting it from the Quotes Pending list, reviewing the quote and order before clicking 'Approve Quote / Order Vehicle'. You will then need to check that all required information is entered on the Order Form click 'Approve Quote / Order Vehicle' again. The order is then submitted to Alphabet.

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3. Can I amend the order before I approve it?
Yes. You can edit the options, colours and trim for the vehicle by using the 'Configure Colours and Options' button. Once you have amended the order you can then approve it. On approval, it is also possible to edit or add information on the Order Form.

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4. How do I reject an order that has been submitted by a driver?
You can reject an order by using the 'Reject Order' button. You will be asked to provide a reason for the rejection which will be sent to the driver by email.

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5. How do I search for an order that has been submitted?
Drivers will be sent email confirmation of the order that has been submitted. Fleet Managers will be able to select Search Orders from the main menu and be directed to the search page. From this either the Alphabet Reference or Customer Order Reference, or a date range can be entered.

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6. What if no results are returned for a search?
A message will be displayed if no results are returned for the search criteria that you have entered. If this happens, click on the Back button and try entering alternative search criteria.

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7. How do I select an order from a list of search results?
Click on the Alphabet Order Reference for the Accepted Quote that you want to view in detail.

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8. What information is provided for an order that has been submitted?
The Quote Overview screen will display all the details that have been recorded for the order through the quote and ordering process. The contract, financial and car details will be shown on the first overview screen. All personal and delivery details will be shown on the Order Form screen which is displayed after you click on 'Approve Quote / Order Vehicle'.

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Reporting

1. What sort of reports can I produce?
The Reporting Services facility enables vehicle fleet data to be reported quickly and easily. A variety of reports are available, depending on the data held for your company and the report permissions that you have. You can also change selection criteria to alter the data that is produced. Report output can be provided in the format of your choice.

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2. How do I produce a report?
The reports available for your company will be listed under the ‘Reporting Services’ - Show Reports'. Clicking on the report name will take you to the next page where you will be asked to complete the report selection parameters.

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3. What selection parameters can I change when selecting my reports?
The following parameters can be changed to modify the output of a report: start and end dates, aggregation levels, sort method, report detail and output type. The exact options vary between reports. The report output can be selected form a choice of screen views, PDF files or Microsoft Excel files. See the Help section in report parameter selection for more details.


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4. How can I view report information?
You can choose to view report outputs on screen, use a high quality print option via PDF files or download them to your computer using a Microsoft Excel File. See the Help section in report parameter selection for more details.

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5. What do I do if Reporting Services does not contain a report I require?
Alphabet Online provides you with a standard set of commonly used reports. If you require a more specialised report, please contact Alphabet who will be happy to help you.

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6. What do the ‘add to/remove from favourites’ buttons do?
Clicking on the ‘add to favourites’ button will move the corresponding report to the top of the list where your ‘Favourites’ are located. You can select the reports you most commonly use to be in your ‘Favourites’ list. To remove a report from your ‘Favourites’ just click the ‘Remove from Favourites’ button. This will move the report back to the report list below.

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7. Acrobat Reader Problems and Solutions
When selecting a report via PDF output, what should I do if receive the following (or similar) error message :
‘There was an error processing the page. A font contains a bad cmap-encoding'?

This error message will be generated if the version of Acrobat Reader that you are using is insufficient to read the PDF file generated. This is usually the case with Acrobat Reader 3.x or earlier as these are now obsolete. If you are trying to open the PDF file in an Acrobat viewer, please remove version 3.x (or older versions) of Acrobat Exchange and Acrobat Reader.

Once these have been removed please l a later version of Acrobat or Acrobat Reader and then open the file. If you experience further problems, please contact us.

A later version of Acrobat Reader can be obtained free of charge from the Adobe website at www.adobe.com/products/acrobat/. Instructions on removing older versions of Acrobat can also be found on the Adobe website.


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