Selection of the Process Billing File option from the Overdrive Interface Menu opens the Post Overdrive Records form.
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.
Once the overdrive file is uploaded it needs to be processed. The processing of an item involves matching it against an existing approval, agreeing the value and then posting it both into accounts and also the maintenance history.
Before this process is run (and it may be run at any time and many times in a single day), the billing file will already have been uploaded and examined using report generator. Recharges can be identified and approvals may be amended to show correct recharge values. The viewing and amending of approvals is detailed in the Edit Overdrive Billing Details option. This process prompts that all unprocessed items are now to be examined and posted.
In addition to displaying the form name the Title Bar provides a number of other useful identification criteria and buttons.
The content of the Post Overdrive Records menu bar is as follows:
Post
Reads the file and, for all records found acceptable (see below), posts the approval and flags it as paid.
Exit
Exits the form to the Overdrive Interface Menu without processing the billing file.
Provides online access to a context sensitive Help form.
The content of the Purge Overdrive Authorisations toolbar is as follows:
Exits the form to the Overdrive Interface Menu without processing the billing file.
Reads the file and, for all records found acceptable (see below), posts the approval and flags it as paid.
Provides online access to a context sensitive Help form.
This area of the form contains a description of what is achieved by initiating the Post Overdrive Records routine in addition to a number selection fields. The description is as follows:
This process will examine and post all previously unprocessed Overdrive items. Enter details for run below.
The date on the consolidated invoice sent by Overdrive for all transactions.
The invoice number on the consolidated invoice sent by Overdrive for all transactions.
The hire company's own internal reference number.
To proceed the system will require an invoice date, invoice number and an internal reference number (as above). Unless these fields are completed the file cannot be processed.
This process then reads the billing file and read all records that do not have a status of X. Processing is attempted on all of the records. An approval, if it is found to be acceptable, is posted and marked as paid. An ipend record is created; the approval is marked as posted and a maintenance history record is created. If a recharge is found on the approval record this is also raised and posted with the values showing on the recharge fields, and the existing text in the recharge text. If there is no recharge text the repair description is used.
The records read from the billing file will be checked as follows:
The registration number showing on the import record must exist in the Kestrel system. If the record does not exist the billing record is given a status of H, the comment field is given a value of No Reg No. and no further action is taken. Processing continues with the next record.
If the approval number on the billing record is not found, then the record is given a status of H, the comment field is given a value of No approval and no further action is taken. Processing continues with the next record.
The system carries out validation to ensure that the approval number provided is applicable to the registration number provided. If the combined values do not match with the approval record the record is given a status of H, the comment field is given a value of Approval/Reg not matched and no further action is taken. Processing continues with the next record.
This check is not done on a record that has a status value of O for override.
If the value of the approval is outside the tolerance levels held in System Controls then the record is 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. There are tolerance levels held in the Invoice Tolerance Tab within Maintenance Control / System Maintenance / System Controls. These tolerance field values (Invoice Price Variance % and Invoice Price Variance Value) are used to calculate whether the total value of the invoice is within tolerance (excluding VAT).
Assuming that the basic checks are done and prove to be OK then the approval is processed. It is doubtful that the imported value is exactly the same in value as the approval. This may be due to VAT rounding errors for example, or perhaps parts or labour prices have varied slightly.
The billing file does not hold a breakdown of the prices paid for each line of the approval. Therefore a balance has to be written to the approval record prior to processing it. The balance is written off by creating a new approval line, using the code held in the system parameters which is designed for this purpose to populate the reason code.
Once the approval value and the billing record value are matched up the approval processing is carried out in the following way:
- All invoices are posted to the Purchase Ledger account via the invoice buffer.
- The billing record is given a status of X to show that it is processed.
- The approval record and maintenance history record are created and updated in exactly the same way as normal.
- The billing record log number is written into the notes field of the maintenance record.
- The normal process of creating an ipend record is followed.
- If a recharge value is found on any approval line then a recharge invoice is created using the value and text associated with the approval line item. This is also posted to the ipend file.
Note: This option is available through the menu process but may also be placed within Timed Operations as an timed event.
When the transfer is initiated this area of the form confirms that it is taking place by displaying the message "Processing Overdrive Records".