Update Owned Location Cost Centres Process

What do you want to do?

• View full Update Owned Location Cost Centres process.
• View System Parameters that affect the Update Owned Location Cost Centres process.
• Maintain the Location Cost Centres
• Update Owned Location Cost Centres.
• Viewing/Editing the Cost Centre on the Agreement
• Population of Location Cost Centre in Maintenance Approval
• Post to Accounts Implications
• Error Reports

Overview of the Update Owned Location Cost Centres Process

Relevant System Parameters

1. In order to use the Update Owned Location Cost Centres process so that cost centres can be posted using the owned location the Cost Centre Source parameter in the Details Tab of Fleet Environment System Parameters should be set to O. This is the P&L by owned location BS by Lease type option.

2. The Priority to edit locn cost centre is located in the General Tab within the Maintenance Control System Parameters. See the "Population of Location Cost Centre in the Maintenance Approval" section below.

Maintain the Location Cost Centres

3. This Location Cost Centre table is used as part of the process that allows the auto-allocation of the correct cost centre at the date of operation. The auto allocation is carried out using this user-defined table which is maintained by the leasing company. The table contains the following fields: Branch Code; Identifier (Y/N); and Cost Centre. If the identifier on the day of the comparison is Y against the branch then the cost centre for the fleet within the branch is updated via the Update Owned Location Cost Centres process.

Update Owned Location Cost Centres

4. Once the appropriate Location Cost Centre table has been set up using the Maintain Location Cost Centres option, the Update Owned Location Cost Centres option is used to update the agreement owning location cost centre field in the relevant agreements. This function may be run from the menu option but will be more typically defined as a timed operation.

5. Once the update has been run the cost centre may be viewed (or edited) against the relevant agreements by selecting the Amend Owned Location Cost Centre option from the Tools Menu in the Global Contract Review form.

Population of Location Cost Centre in the Maintenance Approval

6. The Location CC field is only enabled in the Authorisation form if the Cost Centre Source parameter in the Details Tab of Fleet Environment System Parameters is set to O. This is the P&L by owned location BS by Lease type option.

7. At the point of creating a maintenance approval the system populates the FA.appro.COSTCENT by obtaining the Daily Rental Vehicle Owning Location (MK.drveh.OWNLOCCN) field for the vehicle the approval is being created for and referencing the result against the Location Cost Centre table (FC.locccBRANCHCD). If a match is found the system populates this field with the FC.loccc.COSTCENT for that branch code. If a match is not found then the system leaves the field blank. This field is then editable by the user; the button performs a lookup to the Nominal Ledger Cost Centre file (NL.ccent)to ensure that only valid cost centres can be selected.

8. On saving the maintenance approval the system validates that the new field FA.appro.COSTCENT is not blank. If it is blank the system displays an error message: Cost centre not allocated and returns to the the blank field for editing.

9. On writing the ipend transaction the system uses the cost centre on the approval for profit and loss expense codes.

Post to Accounts Implications

10. If the Cost Centre Source parameter in the Details Tab of Fleet Environment System Parameters is set to O then the system changes the cost centre on the ipend record to match the location cost centre required. This new cost centre is then used to write in to the Nominal Ledge Invoice Buffer (NL.invbf) file.

11. If the invoice type relating to the ipend transaction is created via a maintenance approval then the system ignores the new routine and uses the cost centre which already exists on the ipend record.

12. This only applies to profit and loss expense codes. Each ipend record has 2 postings. If both postings are balance sheet expense codes then there is no change. If one is profit and loss and one is balance sheet then only the profit and loss posting is changed. If they are both profit and loss then both are changed.

13. For cost centres that match the criteria to amend, i.e. profit and loss expense codes for transactions that have not been generated via a maintenance approval, the system obtains the cost centre from the new field FM.agree.OWNLOCCC. This is written in to the FC.ipend file and the NL.invbf file.

14. Should the field FM.agree.OWNLOCCC be zero then the system posts the ipend record in to the NL.invbf with zero as the profit and loss cost centre. This will not be a valid account and the ipend record will be set to status H awaiting correction.

Error Reporting

15. A report should be written to interrogate the FM.agree.OWNLOCCC field and return any that are blank.

16. A report should be written to interrogate the FA.aprro.COSTCENT field and return the results.

17. An update report will be required to update FM.agree.OWNLOCCC. This should set on a menu and will prompt for individual agreements.

18. An update report will be required to reset the ipend status blank and the cost centre to FM.agree.OWNLOCCC if the ipend error is due to the NL account not being valid. This report will prompt at an agreement level or will reset all.