This form is displayed if the Edit, New Line, Cancel or Display command buttons are selected within the Purchasing form and, depending upon which command button was selected, allows the creation of a new purchase item line or the display, editing or cancellation of an existing purchase item line.
Tip: The Title Bar of the form changes to reflect which command button is selected to access the form e.g. Create Purchase Line.
To process a purchase order line:
From the Master Menu, select the Vehicle rentals option and Company required.
The VEHICLE RENTALS Menu is displayed.
Select the Purchasing option.
The Purchasing form is displayed.
Select one of the following command buttons: Edit, New Line, Cancel or Display.
The Purchase line form is displayed.
This form is divided into three parts that are as follows:
In addition to displaying the form name the Title Bar provides a number of other useful identification criteria and buttons.
Any number of purchase item lines may be entered against a purchase order. The fields requiring input may vary depending upon what kind of purchase line is being created; however, each field is described in detail below:
Line Status: When a new line is in the process of being created then this field contains a value of O to denote Open. As the purchase order progresses the line status changes accordingly. The following are current valid statuses:
Open
Finished
Partially-Matched
Matched
XCancelled
Goods/Service: The appropriate Goods/Service Type code is selected from a pre-defined table of codes set up in the Purchasing Goods/Service table within Miscellaneous Options. This code may be input manually or, the
search facility can be used to select the required code. Once entered, the appropriate goods/service description is displayed to the right of this field.
Registration: A specific vehicle registration number may be linked to an individual purchase order item line. If this link is made then the
The link to a specific vehicle registration number may only be achieved provided that the selected Purchasing Goods/Service code is set up in Miscellaneous Options with the Regno required checkbox ticked. If this checkbox is not ticked then this field is greyed-out/disabled. Once entered, the appropriate vehicle description is displayed to the right of this field.
FPM Flag: This flag denotes that the vehicle is flagged as being on a fixed price maintenance contract and is brought through from the Marketing module. This flag is for reporting purposes only and is a customer specific option. It is not editable in normal circumstances.
Recharge Flag: A checkbox which, if ticked, denotes that this purchase order line is to be recharged to a customer.
The selected Purchasing Goods/Service code may be set up in Miscellaneous Options with the Recharge Goods checkbox ticked. If so, then this value defaults-in to the field. It may, however, be manually ticked as and when required within this form.
Tip: If the Recharge Flag defaults-in as a tick then un-ticking the flag displays a sub-form prompting for a reason for why the item is not to be recharged. This reason is then displayed in the Cancellation Reason field below.
Note: This flag is for reporting purposes only. There is no code behind this field. A repgen report may be produced to report on recharges detailing the appropriate purchase order, recharged invoice, agreement, etc.
Recharge Agreement: Having decided that the purchase order line is to be recharged (via the Recharge Flag) a decision may be made to recharge the costs to a particular agreement. A rental agreement number may be entered manually in this field or, the
Recharge Invoice: Having decided that the purchase order line is to be recharged (via the Recharge Flag) a decision may be made to recharge the costs to a particular invoice. An invoice number may be entered manually in this field or, the
Supply Date: The date on which the appropriate goods or service item line is supplied.
Number of Units: The number if units applicable to this particular order line.
Price Per Unit: The net unit price of the goods/services item line.
VAT Code: The VAT code applicable to the selected Purchasing Goods/Service code. The
may be used to select from a drop-down list of available VAT codes if required.
VAT Value: The VAT value for the appropriate goods or service item line. This is automatically calculated using the Price per unit and VAT code fields. This field cannot be edited directly.
Line Total: The total net value of the item line. This value is automatically calculated by the system by multiplying the Number of Units by the Price Per Unit.
Outstanding: The outstanding amount against an item line. This field is only populated if an item line has a status of Partially-Matched. This field cannot be edited.
Cancellation Reason: A free-format text line used for entering the reason a particular purchase line is being cancelled. This field is only enabled if the form has been accessed via the Cancel command button; it is greyed-out/disabled in other cases.
Line/desc notes: Consists of three free-format text lines of 60 characters in length that are used for entering a fuller purchase line description to expand upon the Purchasing Goods/Service code itself.
COMMAND BUTTONS:
OK: Confirms any information that is entered and returns the new or edited data to the Purchase Order Line Details Grid of the Purchasing form.
Cancel: Returns to the Purchasing form.
Help: Provides online access to context sensitive help for the current application using the default browser.
