The Start Contract screen is accessed via Contract Administration / Administration Options / Start Contract and enables the standard invoicing to commence.
This screen is constituted of five elements, which are as follows:
In addition to displaying the screen name the Title Bar provides a number of useful buttons.
The content of the Start Contract menu bar is as follows:
New
Clears the screen of any existing vehicle/contract data and returns the cursor to the Registration Number field for input of a new vehicle registration number.
Exit
Exits to the Administration Options menu.
Provides online access to a context sensitive Help screen.
The content of the Start Contract toolbar is as follows:
Exits to the Administration Optionsmenu.
Clears the screen of any existing vehicle/contract data and returns the cursor to the Registration Number field for input of a new vehicle registration number.
Displays the Global ReviewScreen.
Provides online access to a context sensitive Help screen.
The following data fields are contained within the Start Contract Dialogue Box:
On entry to this screen 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. Only vehicles with a status of A for "Accepted" should be entered.
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 theFleet Global Search screen 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. Following selection, the full customer name is displayed to the right of this field e.g. Minerva Business Solutions. This information is obtained from the converted quotation and cannot be edited.
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. This information is obtained from the converted quotation and cannot be edited.
The period over which the lease agreement is taken. This information is obtained from the converted quotation and cannot be edited.
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. This information is obtained from the converted quotation and cannot be edited.
The Sales Ledger account code (e.g. A0002) for the customer attached to the selected agreement. A default code is obtained from the Contract Invoices field within the Contract Administration 1 Tab of the Address Group Code.
A single-left-click of the ellipsis (...) button immediately to the right of this field displays a Customer Accounts search form that enables selection of an alternative available account code. The cursor is located in the search field. Key part or all of the required customer address group code and select the Shortname command button. Customers 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 Start Contractscreen. Following selection, the full customer name is displayed to the right of this field.
Defaults-in the current system date. Enter the date on which the contract is to start. The system allows alteration back to as far as the quotation date but NOT earlier.
By clicking-on the ellipsis button (...) immediately to the right of the date fields a monthly diary screen is displayed in order to assist in establishing the correct date. Selection of the < button moves to the previous month and the > button moves to the next month. Selection of Exit exits the diary screen. A double-click on the appropriate day of the month enters this date into the appropriate date field.
Tip: Enter Tto display today's date.
Automatically calculated. The system uses the Start Date and the Period of Lease to calculate the exact termination date. This field cannot be edited.
The date on which the initial invoices are raised. The system looks at the Nominal Ledger for the earliest/latest posting date.
By clicking-on the ellipsis button (...) immediately to the right of the date fields a monthly diary screen is displayed in order to assist in establishing the correct date. Selection of the < button moves to the previous month and the > button moves to the next month. Selection of Exit exits the diary screen. A double-click on the appropriate day of the month enters this date into the appropriate date field.
Tip: Enter Tto display today's date.
Use of the Tab key displays a small sub-menu presenting the following options:
- Re-edit
Allows for alteration of the initial invoice date.
- Raise
The system raises postings within the invoices pending (Ipend) file but does not create the actual invoices. The postings have zero From and To periods set to define advance payment.
- Abort
Returns to the previous screen with no action taken.
The date from which the catch-up invoices are to be raised so that invoices may be caught-up to the current period if necessary.
By clicking-on the ellipsis button (...) immediately to the right of the date fields a monthly diary screen is displayed in order to assist in establishing the correct date. Selection of the < button moves to the previous month and the > button moves to the next month. Selection of Exit exits the diary screen. A double-click on the appropriate day of the month enters this date into the appropriate date field.
Tip: Enter Tto display today's date.
Use of the Tab key displays a small sub-menu presenting the following options:
- Re-edit
Allows for alteration of the catch-up invoice date.
- Raise-Catch-up-Invoices
The system raises postings within the invoices pending (Ipend) file that should already have been made, up to and including the system date.
- Abort
Returns to the previous screen with no action taken.
If applicable, the Daily Rental Company (e.g. 01) to which the vehicle/contract is to be allocated.
If applicable, the Daily Rentals Vehicle Hire Group to which the current vehicle/contract is to be allocated. Vehicle Hire Groups are definable within the Daily Rentals system.
A single-left-click of the ellipsis (...) button immediately to the right of this field displays a Hire Groups List Box that enables selection of an appropriate group. Having selected the required code by highlighting with the mouse, the OK command button is used to confirm this selection and return to the Start Contract screen.
A checkbox which, if ticked, denotes that the current vehicle/contract rental attracts future Retail Price Index rises.
The date on which the next future Retail Price Index uplift is to be applied to the current vehicle/contract.
By clicking-on the ellipsis button (...) immediately to the right of the date fields a monthly diary screen is displayed in order to assist in establishing the correct date. Selection of the < button moves to the previous month and the > button moves to the next month. Selection of Exit exits the diary screen. A double-click on the appropriate day of the month enters this date into the appropriate date field.
Tip: Enter Tto display today's date.
The percentage of the Retail Price Index raise that is to be applied to the current vehicle/contract.
Sets the agreement as a Live contract (moves agreement status from A to L) and enables invoicing to commence.