The Edit Overdrive Billing Tables form is accessed via Maintenance Control / Miscellaneous Options / Edit Billing File.
Tip: This process is one in a number of disparate options carried out within the Overdrive process. To understand how each option functions within the overall process please view the Overdrive Sequence help file.
Overdrive provide values for existing approvals. However, they have no means of alerting the user of any recharge requirements. This is something that needs to be checked and verified before the payments are processed. Reports can be prepared which match the billing records to existing approvals and warn of any recharges that need to be generated. Approvals that contain a recharge element can be edited within this process so that the correct recharge value and text is shown.
Note:Any approval that is edited will automatically be saved back with the FA.appro.SUBMIT field set to a value of R to show that it needs to be re-sent. Provided the editing and payment of the record is done on the same day then the record need not be included in the approval submission file.
The form is split into three areas. These are the Titlebar, the Edit Overdrive Billing Table Record and the Command Buttons at the bottom of the form.
In addition to displaying the form name the Title Bar provides a number of useful buttons.
This menu option provides a view of each record in the file on a grid for FA.odimp. These are as follows:
The registration number of the vehicle associated with the approval.
The billing file holds a status field for information. The following status codes are permitted:
Status Description Blank Unprocessed Item X Processed and Paid H Held Item O Overridden Item A blank status indicates that this is a new record and has not yet been processed. An X status means that the record has been processed and paid. An H status means that processing has been attempted but not permitted probably due to a missing approval number or a value outside of the agreed parameter for value variance. An O status indicates that the user has reviewed the file and has amended the record so that it may be re-submitted. A status of O means that the user has overridden the original reason for rejection and it may be paid outside of the parameter control.
The approval number that has been processed by Overdrive.
The date on which the Overdrive Process Billing File option is run.
The total value of the approved invoice record imported from Overdrive.
Within Maintenance Control / System Maintenance / System Controls the Invoice Tolerance Tab contains invoice tolerance fields. These tolerance field values (Invoice Price Variance % and Invoice Price Variance Value) are populated with the permitted tolerance value (excluding VAT) between the original approval record and the approved invoice record imported from Overdrive. The validation process within the Process Billing File option verifies that the Value within this record falls within the tolerance limit. If the value does not fall within the tolerance limit then this field is populated with the difference in value between the original approval and the Overdrive invoice. The record is then given a status of H, the comment field is given a value of Outside value tolerance and no further action is taken. Processing continues with the next record.
The validation process within the Process Billing File option verifies that the registration number, approval number, invoice tolerance checks, etc, are all passed. If the values cannot be verified then the record is given a status of H and this field is populated with the appropriate comment for the failure to validate (e.g. Outside value tolerance) and no further action is taken. Processing continues with the next record.
This field is available so that the user interrogating file can add their own comments for any values they may edit.
This field is available so that the user interrogating file can add their own comments for any values they may edit.
Tip: To assist in locating the appropriate records filtering is permitted on the following fields:
- Registration number REGNO
- Record Status - STATUS
- Approval number - APPROVAL
- Import date - IMPDATE
To filter on one of these fields a single-left-click on the grey column header for any of the four fields displays the following Filter form.
A right-click on a line displays the Edit Billing Record form allowing editing of 4 fields. All other fields are display only. The only fields that can be edited are Status and each of the Comment fields. The Status field can only be set to H to denote Held or O to denote Override. Any editing that is carried out must be saved or cancelled by way of the appropriate command button to the side of the form.
If the status field is set to O for Override then the user ID and date are stored in the fields ORUSER and ORDATE for auditing purposes.
Note: The item is priority controlled on the menu.
The list displays up to a maximum of twenty five billing records at any one time. To view the remaining billing records the Scroll Bar immediately to the right of the second column can be operated in a number of ways:
The full list of command buttons is as follows:
Exits the Edit Overdrive Billing Details Records form and returns to the Overdrive Interface Menu.
Provides online access to a context sensitive Help form.