All accounting transactions made from within the Vehicle Rentals module are recorded in the transaction log. This form enables all entries within the transaction log to be located (via a number of selection criteria fields) and interrogated. Alternatively, the Ad-Hoc enquiry system or the Report Generator may be used in order to investigate the transaction log.
What do you want to do?
To perform a transaction log enquiry:
From the Master Menu, select the Vehicle rentals option and Company required.
The VEHICLE RENTALS Menu is displayed.
Select the Transaction log enquiry option.
The Transaction log enquiry form is displayed.
Enter the required selection criteria and select one of the following options: Forwards; Backwards; Totals or Print.
Select the Execute command button.
The form prompts for entry of one or more of the following selection criteria fields in order to identify the transactions that are to be examined.
Tip: Some of the fields on the form allow entry of wild cards characters; if they are left intact then a record is selected regardless of the characters that those fields contain. This is explained fully in the Registration number field definition.
Posting date: There are two fields available here so that a range of dates - "From" and "To" - can be entered for the transaction selection criteria. A date range is entered which ensures that the system searches for all transaction items with a Posted Date on or between the "Posted Date" and "To" dates. If this field is left blank then there is no lower limit to the dates when the items are selected.
To: Typically used in conjunction with the Posting date field. A date range may be entered which ensures that the system searches for all transaction items with a Posted Date on or between the "Posted Date" and "To" dates. If this field is left blank then there is no upper limit to the items selected.
Registration: Enter all or part of the registration number of the vehicle allocated to the agreement when the invoice transaction is posted to accounts. This field, along with several of the following fields, allows input of just part of the number, although the part that is input must be in the correct position.
If a vehicle is to be located with a registration number of L488ASD. Input of L488 in the first 4 characters of the field followed by 6 asterisk (*) characters, would locate the appropriate transaction, along with any other transactions for vehicles which have the same first four characters in their registration number.
If the first asterisk is left intact and 488 is entered 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 searches for an empty space in the position of the missing asterisk.
If all of the asterisks are left intact then transaction records are selected regardless of their registration number.
At location: 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 the asterisks intact to select all locations.
Owning location: The location code which is recorded against a vehicle as the Owning location. Enter all or part of the code required or leave the asterisks intact to select all locations.
Record type: The record type. Enter the character required or leave it the asterisk intact. Current available codes are as follows: Rental, Service or Maintenance.
Code: The transaction code that the system applies when the rental tariffs or charge codes are posted into the log. The code is either the Transaction Log Code (which is user-defined and set up against each Tariff type) or a Charge code. This facility allows, for example, transactions to be located for Weekly Long Term invoices as opposed to Cash Sales.
Description: The description associated with the Code. It is typically the tariff type description (e.g. Daily Long Trm) or charge code.
Agreement: The rental agreement number for the required transactions. Enter as required or leave zero to ignore this for selection.
Tariff type: The Tariff type associated with the required transactions. The asterisk mask should be left intact if there is to be no restriction against the tariff type.
Hire group: The rental vehicle Hire group code which applied to the hire associated with the transactions. The asterisk mask should be left intact if there is to be no restriction against the hire groups.
Invoice no: Enter a specific invoice number of leave a zero to select all.
Credit note no: Enter a specific credit note number of leave a zero to select all.
VAT code: The VAT code which applies to the transaction. The asterisk mask should be left intact if there is to be no restriction against the VAT code types.
Amount: The value of the transaction. Enter the exact amount required, or leave it as 0.00 to select transactions of all values.
VAT Amount: The VAT value of the transaction. Enter the exact amount required, or leave it as 0.00 to select transactions with any VAT value.
Following entry of the required selection criteria one of the following radio/option buttons should be selected:
Forwards: Displays the data from the transaction log file via key path number one; the information is displayed in unique key order. When the system accesses the information in the file it can use this index either forwards or backwards i.e. when the Forwards option is selected the data is displayed with the oldest transactions at the top of the Search results grid.
Backwards: The data is displayed with the most recent transactions at the top of the Search results grid.
Totals: Displays the total number of transactions and their total value, for the input selection criteria at the bottom of the Search results grid.
Print: Prints the transactions to the currently selected printer. This printed information is similar to the display, although two additional fields are included, the agreement number and the VAT value.
COMMAND BUTTONS:
Reset: Clears the current selection criteria allowing a new selection search to be selected.
Archive file: A checkbox which, if ticked, allows archived transactions to be displayed in the search.
Execute: Following entry of the required selection criteria and selection of an option button this command button is used to initiate the search for the required records in the transaction log and displays them in the Search Results grid.
Exit: Returns to the VEHICLE RENTALS menu.
Help: Provides online access to context sensitive help for the current application using the default browser.
The Search Results form is displayed following entry of the required selection criteria, selection of an option and selection of the Execute button in the Transaction Log Enquiry form.
The following data is displayed:
Tip: The transaction log records may occupy more than one form; if so, then the scroll bar appears on the right hand side of the grid allowing access to further transaction records.
Date: The posting date for the transaction.
Reg no: The registration number of the vehicle allocated to the agreement when the invoice is posted to accounts.
R: The posted record type. Current available codes are as follows: Rental, Service or Maintenance.
Code: The transaction code that the system applies when the rental tariffs or charge codes are posted into the log. The code is either the Transaction Log Code (which is user-defined and set up against each Tariff type) or a Charge code. This facility allows, for example, transactions to be identified as Weekly Long Term invoices as opposed to Cash Sales.
Desc: The description associated with the Code. It is typically the tariff type description (e.g. Daily Long Trm) or charge code.
T: The Tariff type for the agreement associated with the required transactions.
Gr: The rental vehicle Hire group code which applied to the agreement associated with the transactions.
V: The VAT code applied to the transaction.
Own: The location that Owns the vehicle.
At: The location code to which the vehicle was returned at the end of the hire.
Amount: The amount charged, net of VAT.
COMMAND BUTTONS:
Detail: Displays the Display Transaction form with the full details of the currently highlighted/selected transaction. This can also be achieved with a double-left-click of any record within the grid..
Close: Return the display to the initial Transaction Log Enquiry form.
Help: Provides online access to context sensitive help for the current application using the default browser.
The Display Transaction form is displayed when the Detail command button is selected on the Search Results form.
The fields on the detail form are as follows.
Posting Date: The posting date for the transaction.
VAT Code: The VAT code applied to the transaction.
Amount: The amount charged, net of VAT.
VAT Amount: The VAT value for the transaction.
Registration: The registration number of the vehicle allocated to the agreement when the invoice is posted to accounts.
Vehicle number: The unique sequential marketing vehicle record number for the vehicle on the agreement at the end of the hire.
Owning Location: The location that Owns the vehicle.
At Location: The location code to which the vehicle was returned at the end of the hire.
Record Type: The posted record type. Current available codes are as follows: Rental, Service or Maintenance.
Desc: The description associated with the Code. It is typically the tariff type description (e.g. Daily Long Trm) or charge code.
Code: The transaction code that the system applies when the rental tariffs or charge codes are posted into the log. The code is either the Transaction Log Code (which is user-defined and set up against each Tariff type) or a Charge code. This facility allows, for example, transactions to be identified as Weekly Long Term invoices as opposed to Cash Sales.
Invoice Number: The invoice number of the transaction (if applicable).
Credit note no: The credit note number of the transaction (if applicable)
Agreement: The rental agreement number associated with the required transactions.
Tariff Type: The Tariff type for the agreement associated with the required transactions.
Hire Group: The rental vehicle Hire group code which applied to the agreement associated with the transactions.
Agreement start: The date the agreement associated with the required transaction was started.
Agreement end: The date the agreement associated with the required transaction was finished.
Licence No: The licence number of the first driver on the agreement. If there is more than one driver these licence numbers are not recorded on the transaction log record.
COMMAND BUTTONS:
Close: Returns to the Search Results grid.
Help: Provides online access to context sensitive help for the current application using the default browser.
