INITIAL RENTALS INVOICING

Overview

The Initial Rentals Invoicing form is accessed via Contract Administration / Invoicing Procedures / Initial Rentals Invoicing and 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.

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.

Title Bar

In addition to displaying the form name the Title Barprovides a number of useful buttons.

Daily Invoicing Dialogue Box

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).

• Cancel

Cancels the Daily Invoice function and returns to the Invoicing Procedures Menu.

• Help

Provides online access to a context sensitive Help form.