Once the supplier credit entries are processed the system displays the Supplier Credit List Box form which enables an existing invoice to be selected for crediting. If the values entered within this form match the values for the selected invoice in the Supplier Credit List Box form then this form is displayed and the Post command button is enabled allowing the credit to be posted through to accounts.
Tip: If the values entered within this form do not match then the Post command button is not enabled thus preventing the credit from being processed. The user must then return to the start of the credit process to re-input the correct values.
Once posted, the credited values are now removed from the Supplier Invoice Tab and subsequently re-populate the Supplier Prices Tab.
To credit a supplier invoice:
From the Master Menu, select the Vehicle rentals option and Company required.
The VEHICLE RENTALS Menu is displayed.
Select the Reservations option.
The Reservations and Availability form is displayed.
Select the 
icon.
The Rental Agreement form is displayed.
Select the Supplier Invoice Tab.
Select the Process Credit command button.
The Supplier Credit Details form is displayed.
Select the Full Credit option, enter the appropriate credit values and select the OK command button.
The Supplier/Credit Invoice List Box is displayed.
Select the required invoice to be credited and the Credit Supplier Invoice 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.
The Credit Supplier Invoice dialogue box contains the following fields:
Full Supplier Credit
Contains a description of the current status of the credit i.e. whether the values match and can be posted or not.
Invoice Details
Registration number: The registration number of the brokered vehicle on the agreement.
PL Account number: The purchase ledger account to which the supplier invoice is to be posted.
Created by: The user id of the person who posted the invoice.
Date created: The date on which the invoice was created.
Invoiced from date: Consists of two distinct fields. This is the start date and time for the supplier's rental invoicing period. This field cannot be directly edited.
Invoice from time: Displays the start time for the supplier's rental invoicing period. This field cannot be directly edited.
Invoiced To date: Consists of two distinct fields. This is the end date and time for the supplier's rental invoicing period.
Invoiced To time: Displays the end time for the supplier's rental invoicing period. This field cannot be directly edited.
Invoiced goods: The net total of the invoice to be credited.
Invoice Amounts Grid
Code: Displays a blank field for tariff rates. However, for charges this field displays the charge code (set up within the Charges table) used on the invoice.
Note: As stated, this column is normally blank for tariff rates; however, if the Customer Discounts option is used from the Miscellaneous Options menu to generate a percentage discount for a Sales Ledger/Hire Group combination then the discount percentage is placed in this column (e.g. 10) against the correct tariff rate unit.
Description: For tariff lines the Unit column always displays the same five fixed tariff units against which tariff values are held, namely:
- Hours
- Days
- Weekends
- Weeks
- Months
In the case of charge lines the system displays unit values where a unit has been specifically defined against a charge e.g. Litres may be defined as the fuel charge unit in the Charge file.
V: The VAT code applicable to the tariff or charge.
Quantity: For tariff lines the quantity is automatically calculated by the system (although this may be manually edited). Dependent upon background set-up the quantity may be defined as, for example, 1 month, 2 weeks and 4 days. For charge lines the quantity may be automatically calculated (for example, the quantity for a CDW charge is automatically calculated as the number of days in the agreement; however, it may also be manually input when a new charge is added.
Unit Price: The net unit cost for the tariff or charge.
Amount: The Unit Price multiplied by the Quantity.
VAT amount: The Amount value multiplied by the value held against the associated VAT code.
Totals - Amount: Totals the Amount column (Unit Price multiplied by the Quantity).
Totals - VAT Amount: Totals the VAT Amount column (the Amount value multiplied by the value held against the associated VAT code.
Grand Total: The grand total of the Totals - Amount and Totals - VAT Amount field.
COMMAND BUTTONS:
Post: Posts the supplier credit to the invoice buffer and subsequently on to the Purchase and Nominal Ledgers.
Only if the values entered within the Supplier Credit Details form match the values for the selected invoice in the Supplier Credit List Box is this command button enabled.
A confirmation form is displayed confirming that the credit is successfully posted.
Once posted, the credited values are now removed from the Supplier Invoice Tab and subsequently re-populate the Supplier Prices Tab.
Cancel: Returns to the Supplier Invoice Tab without posting the supplier credit.
Help: Provides online access to context sensitive help for the current application using the default browser.
