The Summary Options form is accessed via Contract Administration / Miscellaneous Options / Summary Options and enables summary files to be consolidated and credit balances to be built.
There are several summary files that need to be built:
- bsumm
The budgets summary which consolidates the values used within the Income/Spend Tab
- msumm
The maintenance summary which consolidates the values used within the Costs Summary Tab and places the values into the appropriate maintenance cost grouping via analysis codes.
- csumm
The rentals summary which consolidates the values used within the Rentals Tab and places the values into the appropriate rental groupings.
The Summary Options is typically run as an end-of-day process within Timed Operations for all contracts but can be used within Contract Review (using the Build Summaries option within the Tools menu) to update an individual contract for immediate review of values prior to end-of-day.
This form is split into five 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 content of the Summary Options menu bar is as follows:
New
Clears the form of any existing vehicle data and returns the cursor to the Registration Number field for input of a new vehicle registration number.
Exit
Exits to the Miscellaneous Options menu.
Provides online access to a context sensitive Help form.
The content of the Summary Options toolbar is as follows:
Exits to the Miscellaneous Options menu.
Clears the form of any existing vehicle data and returns the cursor to the Registration Number field for input of a new vehicle registration number.
Displays the Global Review Form.
Provides online access to a context sensitive Help form.
The Summary Options Dialogue Box contains the following fields:
On entry to this form the registration or agreement number for the vehicle is required. This may be keyed directly or the Fleet Global Search facility may be invoked by selection of the ellipsis button immediately to the right of this field.
The master number of the relevant agreement that is linked to the vehicle. The agreement number produced at the quotation stage of the contract. Selection of the ellipsis button (...) immediately to the right of this field presents the Fleet Global Search form that enables a vehicle to be found by entering search selection criteria.
Located immediately to the right of the Current Agreement field. The status flag denotes the status of the agreement e.g. L (Live).
The customer Address Group Code e.g. MINERVA.
The contract Lease Type Code e.g. CM. Following selection, the full lease type description is displayed to the right of this field e.g. Contract Hire With Maintenance.
The period over which the lease agreement is taken.
The contract Lease Definition Code e.g. A. Following selection, the full lease definition description is displayed to the right of this field e.g. Contract Hire With Maintenance. This information is obtained from the converted quotation and cannot be edited.
The proposed number of miles for the vehicle that is linked to the agreement.
Selection of the drop-down-arrow to the right of this field displays a list of the current summary options available for processing. These are as follows:
- S Single Summary
Updates the Balance and Summary record for a particular agreement and displays a form containing this information. The required vehicle is selected by entering the appropriate registration number in the Registration field and the Build Selected Summary command button selected.
- C Single Credit Detail
Enables the credit details to be built for the customer attached to the selected vehicle/agreement. The required vehicle/agreement is selected by entering the appropriate registration number in the Registration field and the Build Selected Summary command button selected.
This option runs down the credit limit file attached to the customer and totals the values for those elements on the Quotes, Accepted, Live, Terminated and Washed Out contracts that are flagged with a Y. It also looks at the outstanding balance on each listed Sales Ledger account. The calculated value is written into the Current Balance field and the Last Updated field is automatically updated with the current system date.
- P Single Projection
Provides a facility to build a projected income budget values for a selected live agreement. To use this option the following criteria must be met:
- The Maintain Projections form (accessed via Contract Administration / Miscellaneous Options / Maintain Projections) is used to create, edit and delete specified projection ID and parameters (for example, monthly/quarterly, specified lease types or customers, etc). This option must be run prior to building a projection.
- The Projection Report (K25 is subsequently run to print the projected income budget values for the selected period and agreement.
The required vehicle/agreement is selected by entering the appropriate registration number in the Registration field and the Build Selected Summary command button selected.
- A All Summaries
This option runs down the file and builds the summaries and balance records for all agreements held within a selected company and displays a form containing this information.
- D All Credit Details
Enables the credit details to be built for all customers.
This option runs down the credit limit file attached to customers and totals the values for those elements on the Quotes, Accepted, Live, Terminated and Washed Out contracts that are flagged with a Y. It also looks at the outstanding balance on each listed Sales Ledger account. The calculated value is written into the Current Balance field and the Last Updated field is automatically updated with the current system date.
- Q All Projections
Provides a facility to build projected income budget values for all live agreements. To use this option the following criteria must be met:
- The Maintain Projections form (accessed via Contract Administration / Miscellaneous Options / Maintain Projections) is used to create, edit and delete specified projection ID and parameters (for example, monthly/quarterly, specified lease types or customers, etc). This option must be run prior to building a projection.
- The Projection Report (K25) is subsequently run to print the projected income budget values for the selected period and agreements.
Only one command button is available for use within this form.
Selection of this button proceeds to build the required data for the selected summary.