The supplier invoices may typically arrive following the finish of a rental agreement with the customer. Two additional tabs have been made available to process the supplier invoices. The first of these is the Supplier Prices Tab. This displays the supplier specific rates for the selected vehicle hire group and the quantity of days within the current agreement.
The primary function in this tab is the Process Invoice command button which enables the Supplier Invoice Details form (or Supplier Invoice Details (Registered) form if the invoice register is being used) that allows the supplier invoices to be processed and, subsequently, posted through to accounts using the Post Supplier Invoice form.
Tip: This form is typically displayed when the OK command button is selected following entry of the appropriate details in the Supplier Invoice Details form.
To post 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 Prices Tab.
Select the Process Invoice command button.
The Supplier Invoice Details form is displayed.
Enter the appropriate values and select the OK command button.
The Post 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 Post Supplier Invoice dialogue box contains the following fields:
SL Account: Perhaps the most important field within the booking/agreement. Dependent upon the selection made within this field extremely important default record values are brought into play within the invoice from the CRM record linked to the Sales Ledger account record. This field cannot be edited.
Vehicle group: The vehicle hire group code. This can be up to four characters in length. The Hire group table is initially set up within Miscellaneous Options. This field cannot be edited.
Tariff type: The tariff code. This can be up to two characters in length. The Tariff Types table is initially set up within Miscellaneous Options. This field cannot be edited.
Supplier PL Account: The purchase ledger account to which the supplier invoice is to be posted.
Rental from: Consists of two distinct fields. This is the start date and time for the rental hire period. This field cannot be directly edited.
The second Rental from field displays the start time for the rental hire period. This field cannot be directly edited.
To: Consists of two distinct fields. This is the end date and time for the rental hire period. This field cannot be directly edited.
The second To field displays the end time for the rental hire period. This field cannot be directly edited.
Invoice from: 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.
The second Invoice from field displays the start time for the supplier's rental invoicing period. This field cannot be directly edited.
To: Consists of two distinct fields. This is the end date and time for the supplier's rental invoicing period.
Tip: If the agreement is partially invoiced then after the invoice is posted the agreement may be reviewed and the remaining days to be invoiced may be viewed within the Supplier Prices Tab.
The second To field displays the end time for the supplier's rental invoicing period. This field cannot be directly edited.
The invoice grid displays the following details:
Code: Displays a blank field for tariff rates. However, for charges this field displays the supplier charge code (set up within the Supplier Specific Charges/Rates table).
Description: For tariff lines the system displays the supplier tariff description (set up within Supplier Specific Charges/Rates table) selected within the agreement e.g. Daily Long Trm. For charge lines the system displays the description associated with the charge code (set up within the Supplier Specific Charges/Rates table).
V: The VAT code applicable to the tariff or charge.
R: For tariff lines this column is blank. However for charge lines the system displays the current charge rate for the charge. Up to five charge rates may be defined against each charge code.
The hire of a portable phone, for example, may only be charged at a single rate, regardless of the vehicle it is being hired with. A CDW charge on the other hand may be quite different when charged against vehicles in different groups.
Unit: 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 supplier 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.
Quantity: For supplier 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 supplier 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.
Tip: This tab works in conjunction with the Supplier Invoice Tab. For any quantity values that are posted(be they days, weeks, charges, etc) the corresponding values are subtracted from the Supplier Prices Tab.
Unit Price: For supplier tariff lines the quantity is automatically calculated by the system (although this may be manually edited). The values are calculated from the appropriate Supplier Specific Charges/Rates table for the hire groups/tariff combination selected within the agreement. For supplier charge lines the value may be automatically calculated if a value is set-up within the rates field in the Charges table; however, it may also be manually input when a new charge is added.
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.
Previous invoices The total value of any previous supplier invoices posted against this agreement.
Original Supplier Invoice Details
Gross Value The gross value of the supplier invoice entered in the preceding Supplier Invoice Details form.
Invoice VAT The VAT value of the supplier invoice entered in the preceding Supplier Invoice Details form.
COMMAND BUTTONS:
Post: Posts the supplier invoice to the invoice buffer and subsequently on to the Purchase and Nominal Ledgers.
Only if the prices on the processed invoice details match those in the Supplier Prices Tab (for the selected date period) will the post button be enabled.
A confirmation form is displayed confirming that the invoice is successfully posted.
Tip: These invoices values are now removed from the Supplier Prices Tab and subsequently populate the Supplier Invoice Tab (where they can be viewed by selecting the required invoice from the Supplier Invoice List Box and viewing the Supplier Invoice Details form.
Continue: This command button only appears following the posting of an invoice and allows a return to the Supplier Prices Tab.
Cancel: Returns to the Supplier Prices Tab without posting the supplier invoice.
Help: Provides online access to context sensitive help for the current application using the default browser.
Edit: Enables a supplier tariff or charge line to be edited.
New Charge: Enables a new supplier charge line to be added to the Supplier Prices Tab (the system also prompts to add the same charge to the customer Prices Tab.
Delete Charge: If any of the charges on the Supplier Prices Tab are not included on the supplier invoice they can be deleted using this command button. This charge does not invoice and therefore remains on the Supplier Prices Tab to be invoiced at a later date.
