This Tab enables entry of invoice details following receipt of the physical invoice. The invoices/recharges may then be subsequently posted.
Prior to entering invoice details against an approval the correct approval must first be located. This may be done from the Maintenance Control form by selection of the Recall option from the Approval Menu or utilisation of the 
icon form the toolbar. This initiates the Approval Search form which is used to locate, select and open a particular approval record by way of a number of alternative selection criteria methods.
Following selection of the required vehicle the Maintenance Control Tab, covering the top half of the form, is populated with the appropriate data taken from Fleet Global Review and the Invoice Details Tab may now be selected.
The following fields are contained within the Invoice Details Tab:
Repairer Reference: The repairer's invoice number is typically entered in this field. The system does not allow duplicates.
Repair Invoice Date: The date on the repairer's invoice. This date needs to fall within a given date range defined by the Date Variance field within the Printing & Limits Tab of System Controls. This field contains the number of days variance value allowed by the system between the approval date and the invoice date. Posting of an invoice is not allowed if the invoice/tax point date varies from the approval date by more than the number of days contained within this field. (The default value for this field is 90).
Purchase Posted: A tick within this checkbox denotes that the approval has been posted.
Posted to Accounts: The date on which the approval is posted to accounts.
Customer Order Ref: The Customer Order Reference number. The Customer Ref checkbox within System Controls denotes whether this field is mandatory.
Internal Ref: The approval number.
Order Printed: This checkbox is automatically ticked when the purchase order/approval is printed. The system can be set-up to automatically prompt to print approval/purchase orders if an approval is raised which exceeds a certain value. The Automatic Print At field within System Controls contains the estimate level which triggers an automatic approval/purchase order print option. (The default value for this field is 500).
POS Invoice No.: xxx
POS SL Account: xxx
POS Inv Archive Ref:
Total of All Lines Grid: This grid displays the total net Value, totalVAT Total and total Recharges for all of the maintenance repair approval lines that have been created within the approval and are to be invoiced.
Grid:
Beneath the fields contained within the Invoice Details Tab is an Approval Item Grid for all approval lines created within the Approval Issue Tab. If there is a difference between the true invoice value (taken from the invoice) and the estimated value entered in the Approval Issue Tab then the true value may be entered directly into the appropriate item line here. Although this is not the preferred method (amendment of item lines via the Authorisation form is the preferred method) each of the columns contained within the item line grid may be amended. These columns are described below:
Reason: Entry of a Repair Reason Code is required. Enter the required code if known (followed by the Tab key) or, alternatively, select the ellipsis (...) button immediately to the right of this field to initiate a Reason for Repair search. A single-left-click of the ellipsis button displays a Reason for Repair Code search form that enables selection from the current available repair codes. The cursor is located in the search field. Key part or all of the required repair code and select the Reason Code command button. Repair codes matching the entered criteria are displayed and, having selected the required code by highlighting with the mouse, the OK command button is used to confirm this selection and return to the Approval Item Grid. The cursor is now positioned in the next column.
Quantity: Input the quantity of items to be issued against this particular repair item line. This is for notational purposes only.
Value: The repair value for this particular repair item line. This is the net cost excluding VAT. An estimated value must be entered if the Estimate Mandatory on Item Issue checkbox is ticked within System Controls.
Note: Costs are entered at repair/item job line level. For each item of maintenance work being carried out (e.g. a service and a pad replacement) an issue line is to be created for each repair/job. Each job line is then costed.
Using this method of entry for item repair lines requires that the Value for both parts and labour is defaulted onto the system as a "parts" cost. These costs can later be amended and split out into "parts" and "labour".
VAT: Automatically entered by the system following entry of the Value. The VAT value is calculated from the system default VAT element (from the Private VAT Code or Commercial VAT Code field within System Controls) but this may be amended.
Total: The total line value i.e. the net value plus the VAT value. This is generated by the system once the Value and VAT value are populated.
Session: A sequential ID number generated each time a line is created or an existing line is amended within an approval. The session name can then be cross-referenced with the user ID to establish who/when an approval was edited.
The unique sequential number is controlled by the Next Approval Sequence Number field within System Controls.
Repair Description: The system displays the RTS description held against the selected Reason Code. If necessary this description can be amended.
Recharge Value: The cost to be recharged to the customer for this repair item line. After amendment of the first repair/job item line the Tab key is used to move to the next repair item line. Each successive repair item line may be amended in this way.
Following entry of the final repair item line the approval is typically saved by selection of the
icon. The invoices are now ready to be posted to accounts via the Maintenance Authorisation Posting routine.
Additional information can be amended for each of the repair item lines by utilising the preferred method of issuing an approval via the authorisation form.
To access this form right-click the required repair item line. A mini menu is displayed containing a number of menu options. Select Amend to edit job line details prior to invoicing.