The Long Term Invoicing form is displayed when the Long term invoicing option is selected from the main DAILY RENTALS menu.
Upon entering the form, you must select if you prefer to do a Weekly or Monthly invoicing.
Fill in the appropriate fields, depending on selection of invoicing.
Click the OK to begin long term invoicing.
The fields displayed on the form are described below.
RADIO BUTTONS
Monthly: This will generate any calendar monthly invoices which are due. See below.
Weekly: This will generate any weekly invoices that are due. See below.
Generation of monthly invoices: The generation of the invoices, whether monthly or weekly, will be achieved in a very similar way. Monthly invoicing, once chosen from the ring menu mentioned previously, will begin by asking for a month and year. The month and year chosen will be used as a focal point by the system when it searches for agreements to be included in the invoice run. It will compare these dates with the last long term invoice date which is held on the agreement record.
If, for example, the month input is 8 and the year is 1997, the system will include any agreements which have outstanding rentals to be invoiced up to and including the last day of August 1997. It will include any un-invoiced charges before the month in question, please bear this in mind. If a vehicle has three days to be charged in July then these will be included in a run which is set for the end of August.
Once the date is put into the screen, the system will locate any agreements which are due to be invoiced up to the end of the month in question.
OK: This will proceed with the invoicing according to the month and year showing at the top of the screen. Once production of the invoices is complete, the system will return to the previous ring menu. All vehicles which have outstanding rental charges due within or before the period specified will have invoices produced.
The invoices will be produced on the currently selected printer although, with a run which may include many invoices, some users may prefer to send the invoices to the spooler and physically print them afterwards.
Regular rental charges will be invoiced, along with any charges which are set to be invoiced on a daily or once only basis. Factored charges are only invoiced at the completion of the rental.
Once the invoices have been produced the system will return back to Monthly / Weekly screen so that further invoices may be printed. Pressing the Exit button will return you back to the Daily Rentals main menu.
All invoice postings will be written into the accounts invoice buffer for onward posting into the sales and nominal ledgers following the printing of daybooks.
Generation of weekly invoices: The generation of weekly invoices is almost identical to that of monthly ones. Weekly invoicing, once chosen from the ring menu mentioned previously, will begin by asking for a date. The date input will be used as a focal point by the system when it searches for agreements to be included in the invoice run. It will compare these dates with the last long term invoice date which is held on the agreement record.
The system will also check the minimum number of days to be invoiced for this tariff type. The minimum number of days is recorded on the tariff type record. Users who want to produce invoices every 28 days should make sure that the minimum invoice period is set to 28.
If, for example, the date input is 31/08/97, the system will include any agreements which have outstanding rentals to be invoiced up to and including the last day of August 1997 as long as the number of days is greater or equal to the minimum number of days showing on the tariff type record. It will include any un-invoiced charges before the date in question, please bear this in mind. If a vehicle has days to be charged earlier in August then these will be included in a run which is set for the last week of August.
Once the date is put into the screen, the system will locate any agreements which are due to be invoiced up to the date in question.
OK: This will proceed with the invoicing according to the date showing at the top of the screen. Once production of the invoices is complete, the system will return to the previous ring menu. All vehicles which have invoices due within or before the period specified will have invoices produced.
The invoices will be produced on the currently selected printer, although with a run which may include many invoices, some users may prefer to send the invoices to the spooler and physically print them afterwards.
Once the invoices have been produced the system will return back to Monthly / Weekly screen so that further invoices may be printed. Pressing the Exit button will return you back to the Daily Rentals main menu.
All invoice postings will be written into the accounts invoice buffer for onward posting into the sales and nominal ledgers following the printing of daybooks.
Basis of Long Term invoicing: The system will only produce long term invoices for agreements which have a long term code of either weekly or monthly set against the Tariff type which is held in the Group code applicable for the agreement. If a Tariff type record does not have either of these types set then any rentals which use that code will not be selected for long term invoicing of any kind.
Once the invoice has been produced, the system will update the agreements with the amount invoiced, and the date the agreement has been invoiced up to. This will allow later invoicing runs to continue the invoicing where the last run left off.
Users should also consider that the Tariff type codes, which hold the details of whether an agreement is to be invoiced on a long term basis, are examined when the agreement is set up only. If long term details are amended in a Tariff type code record then only agreements raised after the amendment will benefit from the change, all previously raised agreements will continue on the basis they were picked up when the agreement was raised.
Any postings made during the production of long term invoicing will be sent into the current accounting period, even though users may be producing invoices which contain rental dates which fall before or after the present accounting period.
Long term tariff types: A long term agreement is recognized by a specific Tariff which has a Type set to be either W or M which will represent weekly or monthly long term types. These should be selected carefully at the time of making the booking and starting the rental, as once the rental is started the tariff type cannot be changed. The topic which covers the Miscellaneous menu will explain the difference between the two type, and how they can be varied to produce 13 week period type invoices.
Long Term Invoicing: The long term invoicing procedure has been made as simple as possible to make sure that no agreements are overlooked.
BUTTONS
Exit: This will return you to the Daily Rental main menu.
Help: Displays help on the current application using the default browser.
