To access the Invoiced Tab:
From the Master Menu, select the Vehicle rentals option and Company required.
The VEHICLE RENTALS Menu is displayed.
Select the Reservations option.
The Reservations and Availability form is displayed.
Select the 
icon.
The Rental Agreement form is displayed;
Select the Invoiced Tab.
The Invoiced Tab is the fifth tab within the rental agreement form. This form is used to view invoices that have been generated against the currently selected agreement. The following fields are contained within this form.
Note: This form only displays the most recent invoice generated against the agreement (the form is blank if the agreement is yet to be invoiced). To view previous invoices select the Invoices command button.
Tip: This tab works in conjunction with the Prices Tab. For any quantity values that are invoiced (be they days, weeks, charges, etc) the corresponding values are subtracted from the Prices Tab.
Code: Displays a blank field for tariff rates. However, for charges this field displays the charge code (set up within the Charges table) used on the invoice.
Note: As stated, this column is normally blank for tariff rates; however, if the Customer Discounts option is used from the Miscellaneous Options menu to generate a percentage discount for a Sales Ledger/Hire Group combination then the discount percentage is placed in this column (e.g. 10) against the correct tariff rate unit.
Description: For tariff lines the system displays the tariff description associated with the tariff code selected within the agreement e.g. Daily Long Trm. For charge lines the system displays the description associated with the charge code (set up within the Charges table).
V: The VAT code applicable to the tariff or charge.
R: For tariff lines this column is blank. However for charge lines the system displays the current charge rate for the charge. Up to five charge rates may be defined against each charge code.
The hire of a portable phone, for example, may only be charged at a single rate, regardless of the vehicle it is being hired with. A CDW charge on the other hand may be quite different when charged against vehicles in different groups.
Unit: For tariff lines the Unit column always displays the same five fixed tariff units against which tariff values are held, namely:
- Hours
- Days
- Weekends
- Weeks
- Months
In the case of charge lines the system displays unit values where a unit has been specifically defined against a charge e.g. Litres may be defined as the fuel charge unit in the Charge file.
Quantity: For tariff lines the quantity is automatically calculated by the system (although this may be manually edited). Dependent upon background set-up the quantity may be defined as, for example, 1 month, 2 weeks and 4 days. For charge lines the quantity may be automatically calculated (for example, the quantity for a CDW charge is automatically calculated as the number of days in the agreement; however, it may also be manually input when a new charge is added.
Amount: The Unit Price multiplied by the Quantity.
VAT amount: The Amount value multiplied by the value held against the associated VAT code.
Totals - Amount: Totals the Amount column (Unit Price multiplied by the Quantity).
Totals - VAT Amount: Totals the VAT Amount column (the Amount value multiplied by the value held against the associated VAT code.
Grand Total: The grand total of the Totals - Amount and Totals - VAT Amount field.
Invoiced to: Consists of two fields. The first field displays the date up to which the agreement has currently been invoiced. This is blank if the agreement is yet to be invoiced. For agreements on a long term tariff type then this displays the date up to which the agreement was last invoiced using the Long Term Invoicing option. However, if the agreement has been finished and fully invoiced manually (or through LTI option) then this field displays the date on which the agreement was finished and invoiced.
The second field displays the time up to which the agreement has currently been invoiced.
COMMAND BUTTONS:
Invoices: Opens the Invoice list box form which displays all of the invoices that have been previously generated against this agreement (including Miscellaneous Invoices). Any invoice may be selected from the list box (by highlighting and selecting the OK command button) and the Document Archive function then enables the display of the actual printed invoice for reference purposes or for re-printing.
Credits: Opens the Invoice list box form which displays all of the credits that have been previously generated against this agreement (including Miscellaneous Credits). Any credit may be selected from the list box (by highlighting and selecting the OK command button) and the Document Archive function then enables the display of the actual printed credit for reference purposes or for re-printing.