The primary function in the Supplier Prices 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.
Once posted, 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 this form.
To view a posted 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 Invoices or Credits command button and the Supplier Invoice List Box is displayed.
Select the required invoice from the list and select the OK command button.
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 Supplier Invoice Details dialogue box contains the following fields:
Invoice date: The date on which the invoice was posted.
Invoice number: The invoice number from the supplier's printed sales invoice.
Invoiced 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.
Invoiced 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 Invoiced To field displays the end time for the supplier's rental invoicing period. This field cannot be directly edited.
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.
The tariff rates grid displays the following details:
Description: The same five fixed tariff units against which tariff values are held, namely:
- Hours
- Days
- Weekends
- Weeks
- Months
Quantity: 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.
Price: 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.
VAT : The Qty multiplied by Price value multiplied by the value held against the associated VAT code.
VAT Code: The VAT code applicable to the tariff or charge.
Total: Totals Price multiplied by the Quantity values.
The tariff rates grid displays the following details:
Description: For charge lines the system displays the description associated with the charge code (set up within the Supplier Specific Charges/Rates table).
Quantity: 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.
Price: 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.
VAT : The Qty multiplied by Price value multiplied by the value held against the associated VAT code.
VAT Code: The VAT code applicable to the tariff or charge.
Total: Totals Price multiplied by the Quantity values.
Invoice variance It is possible to post suppliers invoices that have a slight variance to the value expected (see the Invoice Variance Group Box in the Supplier/Misc Tab). If the selected invoice has been posted with a variance then the variance value is displayed here.
COMMAND BUTTONS:
OK: Returns to the Supplier Invoice Tab.
