The Transaction log enquiry form is displayed when the Transaction log enquiry option is selected from the main DAILY RENTALS menu.
The screen will prompt you to fill in all or part of the following fields in order to identify the transactions that are to be examined.
Some of the fields on the screen allow 'wild cards' and if they are left intact then a record will be selected regardless of the characters that those fields contain. This is explained fully in the Registration number option, after that it will not be fully detailed for each of the other fields.
Posting date: The first of the fields is for a range of dates, in this case the date the item would have been posted. Users get a chance to enter a low and high date. Enter one or both dates as required. If the lower date is left blank then there will be no lower limit to the dates when the items are selected. If the high date is left blank then there will be no upper limit to the items selected.
Registration number: Enter all or part of the registration number of the vehicle required. This field, along with several of the following fields, will allow input of just part of the number, although the part that is input must be in the correct position.
If a user wanted to find a vehicle with a registration number of L488ASD then input of L488 in the first 4 characters of the field followed by 6 asterisk (*) characters, would find it, along with any other transactions for vehicles which have the same first four characters in their registration number.
If the first character box is left intact and you enters 488 in the next three positions then the search would select all transactions for vehicles which have 488 as the second, third and fourth characters of their registration number.
If any of the asterisks are deleted then the system will look for an empty space in that position.
Leave all of the asterisks intact to select records regardless of their registration number.
At location: This is the location code to which the vehicle was returned at the end of the hire. Enter all or part of the code required or leave it blank to select all locations.
Owning location: This is the location code which is recorded against a vehicle as the 'Owning' location. Enter all or part of the code required or leave it blank to select all locations.
Record type: This is the record type. Enter the character required or leave it blank. Possible entry here will consist of R for rental, S for service or M for maintenance.
Code: This is the transaction code that the system will apply when the rentals or charges are posted into the log. They are set up against each tariff type and charge code created by you.
Description: This is the description that goes with the above code. It will either be a charge description or a tariff name.
Agreement: This is the rental agreement number. Enter as required or leave zero to ignore this for selection.
Tariff type: The tariff type required for the search. Leave the mask intact if there is to be no restriction for the search.
Hire group: The group code which applied to the hire in question. Enter all or part of the code, or leave it intact to select all groups.
Invoice number: Enter a specific invoice number of leave a zero to select all.
Credit note number: Enter a specific credit note number of leave a zero to select all.
VAT code: This is the VAT code which applies to the transaction. Enter as required or leave the mask intact to select all VAT code types.
Amount: The amount of the transaction. Enter the exact amount required, or leave it as zero to select transactions of all values.
VAT Amount: The VAT amount of the transaction. Enter the exact amount required, or leave it as zero to select transactions with any VAT value.
To carry on from here there are a number of options.
RADIO BUTTONS
Select either of the following radio buttons.
Forwards
Backwards
Totals
Forwards: The data from the transaction log file will be displayed via key path number one, this means the information will display in unique key order. When the system accesses the information in the file, it can use this index either forwards or backwards. Roughly speaking, this means the earliest entry first or the latest entry first. When the Forwards mode is used, the data will be displayed with the oldest transactions at the top of the listing.
When the data is displayed on the screen, the following information is shown.
Once a mode is selected the Execute button must be pressed to get the results required.
The results screen is displayed when the appropriate fields on the Transaction Log Enquiry form have been completed, and the Execute button has been clicked.
Date: This is the posting date for the transaction.
Reg. No: This is the registration number of the vehicle that was attached to the agreement when the invoice was posted to accounts.
R: The type of record that was posted, i.e. a Hire, an Insurance sale, Fuel sale, etc.
Code: The short code for the type of transaction. This code is taken from the charge code record in the case of charges, and from the hire group record in the case of hire transactions.
Description: The description of the charge type, or of the tariff type.
T: This is the tariff code.
Gr: This is the hire group for the vehicle hired.
V: This is the VAT code applied to the item.
Own: The location that 'Owns' the vehicle.
At: The location the vehicle was returned to at the end of the hire.
Amount: The amount charged, net of VAT.
The details may occupy more than one screen, if this is the case then a scroll bar will appear on the right hand side of the grid allowing you to see further transaction lines.
BUTTON
Detail: This button will allow you to look at the full detail of one of the selected transactions. This can also be a achieved be double clicking the line.
The Detail screen is displayed when the Detail button is clicked on the Search Results screen, of the Transaction Log Enquiry.
The fields on the detail screen are as follows.
Posting Date: This is the posting date for the transaction.
Amount: The amount charged, net of VAT.
VAT code: This is the VAT code applied to the item.
VAT: The amount of VAT charged for this item.
Registration No: This is the registration number of the vehicle that was attached to the agreement when the invoice was posted to accounts.
Owning location: The location that 'Owns' the vehicle.
Vehicle number: The marketing vehicle number for the vehicle on the agreement at the end of the hire.
At location: The location to which the vehicle was returned at the end of the hire.
Record type: The type of record that was posted, i.e. a Hire, an Insurance sale, Fuel sale, etc.
Code: The short code for the type of transaction. This code is taken from the charge code record in the case of charges, and from the hire group record in the case of hire transactions.
Description: The description of the charge type, or of the tariff type.
Agreement number: The rental agreement number.
Tariff type: This is the tariff code.
Hire group: This is the hire group for the vehicle hired.
Agreement start: The date the agreement was started.
Agreement end: The date the rental agreement was finished.
Driver's Licence No: The licence number of the first driver on the agreement. If there was more than one driver, the other licence numbers will not be recorded on the transaction log record.
Once the record has been viewed, press Close and the screen will return to the page of the log display that was previously shown before selecting this record for detailed display.
Backwards: This will display the items in the transaction log in reverse order. Once taken, the same options as those for Forwards will be made available to you.
Totals: This option will show the total number of transactions and their total value, for the records selected. Once the system has accumulated the values, the screen display will show the selection mask at the top of the screen, and the total value and number of records at the bottom of the screen.
Press Close to return the display to the initial transaction selection screen.
BUTTONS
Print: This will print the transactions to the currently selected printer. This printed information is similar to the display, although two additional fields will be included, the agreement number and the VAT value.
Execute: This will execute the option selected beside it. This means this must be pressed before any lines will appear.
Reset: This will clear any selections already typed into the selection screen and return all fields to their empty value allowing all records to be selected.
Exit: This will return you to the Daily Rentals main menu.
Help: Displays help on the current application using the default browser.
