Enter Operating Expenses form

This form allows costs to be posted against the marketing vehicle records on the rental fleet.

What do you want to do?

• Enter a new operating expense.
• Edit an existing operating expense.
• Post the operating expense.
• Understand the operating expenses grid.

See also:

• Set-up of Operating Expense codes

To view the operating expenses form:

1. From the Master Menu, select the Vehicle rentals option and Company required.

   The VEHICLE RENTALS Menu is displayed.

2. Select the Enter operating expenses option.

   The Enter Operating Expenses form is displayed.

Enter Operating Expenses form

The Enter Operating Expenses form is displayed when the Enter operating expenses option is selected from the VEHICLE RENTALS menu.

Registration: The first requirement for entering an operating cost is to select the required vehicle for which the cost is applicable. The search may be used to locate the required registration number from the CRM module.

Make: Automatically populated by the system from the marketing record when the registration number is entered.

Model: Automatically populated by the system from the marketing record when the registration number is entered.

Operating Expenses grid

The following data is displayed for each operating expense that is entered:

No: The operating expense line number within the form.

Tip: Up to twelve expenses may be entered. The form does not accept more than twelve postings within a given session.

Code: The operating expense code selected via the New command button from the operating expenses table. This table is initially defined via the Operating expenses menu option within Miscellaneous Options.

Description: The description associated with the selected operating expense code.

V: The VAT code associated with the selected operating expense code.

Amount: The value of the incurred cost (entered via the Amount field below.

VAT: The VAT value (automatically calculated by the system using the VAT code).

Total: The total gross value of the cost line i.e. Amount plus VAT.

Totals: Displays the total values for all twelve rows for the Amount, VAT and Total fields.

COMMAND BUTTONS:

Post: Posts the operating expenses to the vehicle record in the marketing system. The values are automatically and immediately posted to and displayed in the Rental Stats Tab in the Marketing/CRM rental vehicle record (MK.drveh). The values are posted to the This Period, This Year and Vehicle Life columns within the statistics grid against the relevant Vehicle Accumulator slot (as defined in against the Operating expenses code.

Note: The costs recorded are for memo purposes only and are not posted into the accounts system; invoices which require payment are typically processed within the accounts system separately.

Tip: For larger rental companies, operating expenses and revenue for the vehicle are typically analysed via a rental revenue report (utilising accounts postings) rather than postings against the Marketing/CRM Rental Stats tab.

When the postings are complete the cursor is returned to the Registration field at the top of the form. Postings can now be made to another vehicle.

Exit: Cancels the posting operation without updating any records. The system returns to the Vehicle Rentals main menu.

Help: Displays online context-sensitive help on the current application in the default browser.

New: This command button is enabled following entry of the registration number allowing the creation of a new operating expense line. This enables the two fields required for entry of a new operating expense, namely the Code and the Amount.

Edit: To edit an existing line select the required line and select this command button. The same result may be achieved by double-clicking the line required for editing.

Delete: Deletes the currently selected line.

Enter Box:

Code: The operating expense code selected (following the selection of the New command button) from the operating expenses table. This table is initially defined via the Operating expenses menu option within Miscellaneous Options.

Tip: The button is used to locate the code if required; else, the code can simply be keyed manually.

Amount: The net value of the expense, exclusive of VAT. The value should be keyed and the <TAB> key selected. The system automatically calculates the VAT value and the total cost.

Apply: When the Code and Amount are entered this command button is used to enter the line on the grid.

Cancel: Deselects the currently selected code and value.