There may be a requirement to secure access to the posting of fleet budget postings. At present all fleet postings (sales, purchase and budget items) are validated, batched, released and printed in the same Daily Invoicing process. This option gives the ability to section out the budget postings to prevent incorrect release and posting.
Note: Development is required to attach priority limits to selected invoice types/batching methods.
The Secure Daily Invoicing process differs from the standard Daily Invoicing process in the following way:
The Secure batch release process is required to process entries for batching method's flagged as secure. Batches are flagged as secure by putting a Y in the Secure Batching? field contained in the Batching Method form.
The Secure Daily Invoicing process mirrors the standard Daily Invoicing process but functions only for the secure batching methods. Having this option as a separator menu item allows access to this functionality to be prioritised and/or enables inclusion/exclusion list to be built user ids, thus ensuring only certain users are granted access to this secure batch processing.
Note: The standard Daily Invoicing process is configured to restrict the inclusion of any batching methods marked as Secure. Only non-secure batches should be validated, batched and printed using the standard processing routines.
The Secure Daily Invoicing form performs the following actions:
Vehicle Purchase Invoices: The system performs checks to establish if any vehicle purchase invoices have been fully processed. For complete invoices each item held on the vehicle specification is checked for a variance value between the quoted price and the actual invoice price. The system creates a profile for the profit and loss on the purchase of the vehicle and a depreciation adjustment if necessary.
If an item that shows a variance is a cash item then the system works in one of the following two ways:
If the total cost has been recharge and this value is the same or greater than the quoted value then the system makes no change to the profiles.
If the cost recharged to the customer is less than the original quoted cost of the item then the system adds the difference in cost to the capital value. The system creates an extra depreciation file in addition to creating a profit or loss on the purchase of the vehicle.
Renewal Invoices: Due renewal invoices are posted to a renewal file.
Links new current agreements to existing vehicle records
Validates posting records held within the pending file.
Verifies Nominal codes to establish if they exist within the Nominal Ledger as valid accounts.
Validates Sales and/or Purchase Ledger account code.
Checks validity of VAT codes.
What do you want to do?
The form is split into three areas. These are the Titlebar, the Daily Invoicing Dialogue Box and a series of Command Buttons at the bottom of the form.
In addition to displaying the form name the Title Bar provides a number of useful buttons.
This area of the form simply contains a description of what is achieved by initiating the Daily Invoicing routine. The description is as follows:
The items in the pending invoice file are being validated and any pre-posting checks or updates are being performed.
Command Buttons:
A number of command buttons are available:
OK: Confirms and proceeds with the Daily Invoice function detailed above and sets appropriate status flags detailed below:
- If the item is verified and available for posting then the Pre-Posting Checked flag is set to Y.
- If the system is unable to validate the item, the post flag is set to H for "Held". This item then requires amendment prior to allowing posting through to the Accounting system. (For details on how to correct "Held" items see the option Edit Held).
- Following validation the Release Batches form is displayed which allows posting through to the Accounting system.
Cancel: Cancels the Daily Invoice function and returns to the Invoicing Procedures Menu.
Help: Provides online access to a context sensitive Help form.