Miscellaneous Invoicing

The Miscellaneous Invoicing form may be used to generate/print both an invoice and a credit note as well as simply generating an estimate.

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Miscellaneous Invoicing form

This form is divided into four parts that are as follows:

Title Bar

In addition to displaying the form name the Title Bar displays the Document Number (e.g. Invoice 00000259 or Estimate 00000013)as well as a number of other useful identification criteria and buttons.

Menu	Icon	Description
File > New		Displays a Create form that enables selection of either Invoice or Credit.
File > Open		Displays the Miscellaneous Search form that enables an existing miscellaneous invoice or credit document to be located and opened by entering one or more of the selection criteria fields.
File > Save		Saves any amendments that have been made to the miscellaneous invoice or credit in the current session. If the invoice/credit has not been printed then the record is saved as an Estimate. The record is saved as a miscellaneous invoice/credit record; an invoice or credit note document number is not generated until the record is printed.
File > Exit		Exits the current miscellaneous invoice/credit record to the Reservations form. If any amendments have been made to the record that have not yet been saved then the system prompts: Do you want to save changes to Invoice ?.
Print > Print		This option is context-sensitive and is only enabled following input of a valid invoice/credit line item. When selected a Print form is displayed allowing either an Estimate or Invoice to be printed. If an estimate is printed then the record may be edited at a later date. If an invoice is printed then the system saves and exits the record; the record may no longer be edited.
Utilities > Exchange Rate
Help >		Provides online access to context sensitive help for the current application using the default browser.

Miscellaneous Invoicing Dialogue Box

The Miscellaneous Invoicing dialogue box consists of the following fields and an item line grid.

Agreement Number: A miscellaneous invoice or credit may be linked directly back to an existing agreement within the rental system. The agreement number may be entered manually or the may be used to invoke the Agreement Search form.

Tip: If the miscellaneous invoice or credit is linked directly back to an agreement then many of the following fields are automatically populated with the already known data from the agreement. In addition, the invoice or credit note that is produced is also displayed in the Invoiced Tab of the linked agreement.

Sales Account: A miscellaneous invoice or credit may not necessarily require linking directly back to an existing agreement within the rental system but may simply need to be created against a an existing sales Ledger account. The account code may be entered manually or the may be used to invoke the Find Account Code search form.

Registration Number: If the miscellaneous invoice or credit document is not linked directly to an agreement it may still be linked to a specific registration number (for vehicles held within the CRM vehicle file) for reporting purposes.

Contract Reference: The contract reference table was originally designed so that from within a rental agreement/document there would be a facility allowing a lookup to a Contract Reference table which held a number of master contract reference codes. However, this table can be utilised for other purposes. The table may, for example, be used to hold sources of business, sales executive names, etc, which may then be allocated against a specific agreement. This value is brought through if the miscellaneous document is linked to an agreement.

Note: The following two fields are only enabled if, following selection of the icon to create a new miscellaneous document, the Credit option is taken from the Create form.

Invoice Number: Selection of the immediately to the right of this field displays an Invoice Search form. This displays all of the invoices that have been generated against the currently selected Sales Account and allows selection of an invoice to be credited. If the miscellaneous credit is linked directly back to an agreement (via the Agreement Number field) then the system restricts the invoices that can be seen - and ultimately credited - to invoices that have been generated against the linked agreement.

Credit Reason Code: This is a mandatory field for the production of a credit note. A credit note reason must be input. Selection of the immediately to the right of this field displays a Credit Note Reasons form which displays all of the current available credit notes reasons set up within the Credit Note Reasons table.

Tip: The icon is not enabled unless this field is populated.

Invoicing Location: All miscellaneous invoices or credits are generated against a particular rental location; vehicle rental companies may have a number of valid locations/depots from where vehicles are hired. The displays all currently valid locations (set up using the Locations table within Miscellaneous Options. The All option may be used to display miscellaneous invoices/credits for all locations.

Order Number: The purchase order number. Following selection of the SL Account in the Create Booking form the system may have prompted for entry of the purchase order number; if so, then this is because the Mandatory Order No field is ticked against the selected account within the Other Details form in the Sales Ledger Add/Modify Accounts menu option. If a purchase order is entered at this stage then it populates this field; however, this field may be populated at any stage throughout the agreement process.

Tip: The following name and address fields are populated following selection of the SL Account (or, if the miscellaneous document is linked directly to an agreement).

Invoice Contact Name: The contact name associated with the selected Sales Ledger account. This field may be edited.

Telephone Number: The telephone number associated with the selected Sales Ledger account. This field may be edited.

Invoice Name: The full company name associated with the selected Sales Ledger account. This field cannot be edited.

Invoice Address: The full five lines of address associated with the selected Sales Ledger account. This field cannot be edited.

Invoice Postcode: The postcode associated with the selected Sales Ledger account. This field cannot be edited.

Insurers Name: The miscellaneous invoice may well be regarding damage to the vehicle which necessitates the involvement of insurance companies. If the Sales Account code or linked agreement is linked back to a General Tab of the CRM Company Rental record then the insurance company details (if present) held against this record automatically populate this field; this includes the Insurer's name. Alternatively, this field may be manually edited.

Policy Number: The insurance policy number. The miscellaneous invoice may well be regarding damage to the vehicle which necessitates the involvement of insurance companies. If the Sales Account code or linked agreement is linked back to a CRM Company Rental record then the insurance company details (if present) held against this record automatically populate this field; this includes the Policy Number. Alternatively, this field may be manually edited.

Policy Expiry Date: The insurance expiry date. The miscellaneous invoice may well be regarding damage to the vehicle which necessitates the involvement of insurance companies. If the Sales Account code or linked agreement is linked back to a CRM Company Rental record then the insurance company details (if present) held against this record automatically populate this field; this includes the Policy Number. Alternatively, this field may be manually edited.

Driver Name: The full name of the driver of the vehicle. If a driver is allocated against an agreement within the Drivers Tab and the miscellaneous invoice or credit is linked directly back to the agreement (via the Agreement Number field) then the driver's name is displayed here. If a driver is not allocated against an agreement and the miscellaneous invoice or credit is linked directly back to the agreement (via the Agreement Number field) then CRM company name is displayed here. Alternatively, the driver name may be manually keyed if required.

Driver address: The full address of the driver of the vehicle. If a driver is allocated against an agreement within the Drivers Tab and the miscellaneous invoice or credit is linked directly back to the agreement (via the Agreement Number field) then the driver's address is displayed here. If a driver is not allocated against an agreement and the miscellaneous invoice or credit is linked directly back to the agreement (via the Agreement Number field) then CRM company address is displayed here. Alternatively, the driver address may be manually keyed if required.

Tip: If the postcode is manually entered then the postcode daemon is activated (if installed) following entry of the postcode in order to facilitate entry of the full address details.

Driver Postcode: The postcode of the driver of the vehicle. If a driver is allocated against an agreement within the Drivers Tab and the miscellaneous invoice or credit is linked directly back to the agreement (via the Agreement Number field) then the driver's postcode is displayed here. If a driver is not allocated against an agreement and the miscellaneous invoice or credit is linked directly back to the agreement (via the Agreement Number field) then CRM company postcode is displayed here. Alternatively, the driver postcode may be manually keyed if required.

Tip: If the postcode is manually entered then the postcode daemon is activated (if installed) following entry of the postcode in order to facilitate entry of the full address details.

Item Line grid

This grid is used to add, view, edit or delete miscellaneous invoice/credit charge values/quantities. The following fields are contained within this form.

Note: The grid allows up to 10 charge lines to be allocated against the document.

Code: Displays the charge code (set up within the Charges table). New Charge lines are added via the New Line command button.

Description: Displays the description associated with the charge code (set up within the Charges table.

Amount: The full net value of the charge (in some cases this may be the Unit Price multiplied by the Quantity.

V: The VAT code applicable to the charge.

VAT amount: The Amount value multiplied by the value held against the associated VAT code.

Totals - Amount: Totals the Amount column.

Totals - VAT Amount: Totals the VAT Amount column (the Amount value multiplied by the value held against the associated VAT code).

COMMAND BUTTONS:

New Line: Opens the Amend Invoice Line form so that a new miscellaneous invoice or credit line may be entered.

Amend Line/Display Line: Opens the Amend Invoice Line form so that an existing miscellaneous invoice or credit line may be amended. The Display Line option is presented if the document has already been generated and, as such, can no longer be edited.

Delete: This command button is only enabled when a charge line is highlighted opens the Delete Invoice Line form so that an existing miscellaneous invoice or credit line may be deleted.

Display Invoices: Opens the Invoice list box form which displays the miscellaneous invoice that has been printed/generated. The invoice may be selected from the list box (by highlighting and selecting the OK command button) and the Document Archive function then enables the display of the actual printed invoice for reference purposes or for re-printing.

Display Credits: Opens the Invoice list box form which displays the miscellaneous credit that has been printed/generated. The credit may be selected from the list box (by highlighting and selecting the OK command button) and the Document Archive function then enables the display of the actual printed credit for reference purposes or for re-printing.