To access the Prices 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 Supplier Prices Tab.
The Supplier Prices Tab is the seventh tab within the rental agreement form. This form is used to add, view, edit or delete third party supplier tariff rate values/quantities and charges for brokered/external hire vehicles. The following fields are contained within this form.
Note: The grid allows up to 10 supplier charges to be allocated against the agreement.
Tip: All values above the horizontal line are supplier tariffs whilst all those below are supplier charges. For quick reference only look for lines that have a value in the Quantity field.
Code: Displays a blank field for supplier tariff rates. However, for charges this field displays the supplier charge code (set up within the supplier Charges Details table).
Description: For supplier 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 supplier Charges Details table.
V: The VAT code applicable to the supplier tariff or charge.
R: For tariff lines this column is blank. However for charge lines the system displays a default value of 1 to denote that there is only one charge value against the supplier/hire group combination.
Unit: For supplier 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 supplier 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.
Tip: This tab works in conjunction with the Supplier Invoice Tab. For any quantity values that are invoiced (be they days, weeks, charges, etc) the corresponding values are subtracted from the Supplier Prices Tab.
Unit Price: For tariff lines the quantity is automatically calculated by the system (although this may be manually edited). The values are calculated from the appropriate Supplier rates/charges table for the supplier/hire group combination selected within the agreement. For charge lines the value may be automatically calculated if a value is set-up against the supplier Charges Details table; 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.
Last supplier invoice reference The reference number entered in the Supplier Invoice Details form for the last supplier invoice logged against the agreement.
Last supplier invoice date/time: Consists of two fields. The first field displays the date up to which the last supplier invoice was logged against the agreement. This is blank if a supplier invoice is yet to be processed against the agreement.
The second field displays the time up to which the last supplier invoice was logged against the agreement.
COMMAND BUTTONS:
Edit: Opens the Enter Supplier Price Details form so that an existing supplier tariff rate/quantity or charge rate/quantity may be amended.
New Charge: Opens the Enter Supplier Price Details form so that a new charge rate and quantity may be entered.
Tip: If a new supplier charge is added to the supplier prices tab and it does not exist on the customer Prices Tab then the system prompts: Do you wish to add this charge to the customer prices tab?. Select the Yes command button if the same charge is to be added to the customer prices tab.
Delete: This command button is only enabled when a supplier charge line is highlighted and allows the charge to be deleted.
Recalculate: If the hire period is shortened or extended then this command button recalculates the supplier tariff rates, according to the new breaks (if applicable) that the revised hire period date force the agreement to fall into. For example, breaks may be defined in the Supplier rates/charges table which determine that for a hire period of 14 days or less a rate of £70 is charged but for a hire period longer than this (up to 9999) a rate of £60 is charged. The agreement may initially be created for 7 days thus attracting a rate of £70 per day; however, the agreement hire period may then be extended to 28 days and use of the Recalculate command button amends the new rate to £60 per day.
Note: Recalculation may not always be desirable and hence the function requires specific user intervention. Recalculation is also based upon global, supplier and agreement settings. Firstly, the decision must be made as to whether recalculation is required at all; this is determined at a global level by the Recalc on extension field within the General 3 Tab within System Maintenance / System Parameters. Secondly, this can be overridden at supplier level by using the Recalc on extension field within the General Tab of the CRM Company Record in the Rental Details form (MK.drcom record). If enabled at both a global and company level then the recalculation flag is carried through to any agreements created for this company (see the Recalculate field above) where, given the user has a sufficiently high priority level this may be selected/deselected. The Recalculate button may then be used.
Process Invoice: Displays the Supplier Invoice Details form enabling a supplier invoice to be logged against the agreement.
Finalise Invoice: This option is utilised when all supplier invoices have been logged against the agreement so that no more invoices may be inadvertently processed. If selected, the system prompts: Once finalised you will not be able to process invoices for or against this agreement.. Selection of the OK command button confirms the selection and the supplier invoice processing function is completed and disabled; the agreement is closed and may only then be opened in review mode.
This option may only be used when the agreement is at a Returned status.