Miscellaneous Invoices/Credits

Overview

The Miscellaneous Invoices/Credits form is accessed via Contract Administration / Invoicing Procedures / Miscellaneous Invoices/Credits and is designed to allow the printing of ad hoc invoices for any vehicle on the system (specifically where the normal invoicing routine does not allow invoice production). Each invoice/credit is generated as a pending invoice transaction against the vehicle selected and processed using the Daily invoicing routines.

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• View Miscellaneous Invoice/Credit form..
• View the full process step by step.

Step-by-step process

To access the Miscellaneous Invoice/Credit option:

1. From the Master Menu, select the Contract Administration option and Company required.

   The Contract Administration menu is displayed.

2. Select the Invoicing Procedures option.

   The Invoicing Procedures Menu is displayed.

3. Select the Miscellaneous Invoices/credits option.

   The Generate Miscellaneous Invoices form is displayed.

4. From either the Registration number or Current agreement field enter the required contract or use the button to search the contract file.

   The selected contract is loaded into the Generate Miscellaneous Invoices form.

5. The Sales account field defaults to the invoicing account held against the address group, contract administration sub-record. If required it can be changed within this field by entering the new account code or searching using the button. Use the tab key to move to the next field.

6. The Date field allows entry of the invoice/credit date either directly or by using the button to search for the date using the Kestrel calendar search routine. Use the tab key to move to the next field.

7. The Value field allows entry of the invoice amount (net) or credit note amount (net) by prefixing the value with a minus (-) sign.

8. The VAT code field requests entry of the VAT code for the invoice/credit note either directly or by using the button to search for the required VAT code.

9. The VAT amount field is calculated based on the Value and VAT code entered previously but can be amended if required - credit values should be entered using a minus (-) sign.

10. The Analysis code field is used to select a previously configured maintenance analysis code for analysing the transaction. This controls the nominal coding and cost analysis categorisation for the transaction.

11. The Description field allows entry of the invoice/credit note description for display/printing on the invoice/credit note as appropriate.

12. Note: The actual design of the invoice format and details displayed is subject to the design of the stationery format.

13. The Notes field allows entry of up to three lines of supporting text for display/printing on the invoice/credit note as appropriate.

14. Note: The actual design of the invoice format and details displayed is subject to the design of the stationery format.

15. To post the invoice/credit note and create an entry in the pending invoice file select the Process command button.

    A pop-up form confirms the creation of the invoice/credit note. Selecting the OK command button clears the Generate Miscellaneous Invoices form ready for creating a new invoice/credit note or exiting from the form.

Miscellaneous Invoice/Credit Form

This form is split into five parts that are as follows:

Title Bar

In addition to displaying the screen name the Title Bar provides a number of useful buttons.

Menubar and Toolbar

• File

• Help

Menu	Icon	Description
File > New		Clears the form of any existing vehicle/contract data and returns the cursor to the Registration Number field for input of a new vehicle registration number.
File > Save		Saves any data amendments and creates the miscellaneous invoice or credit.
File > Exit		Exits the form returns to the Administration Options menu.
Admin > Global Review		Displays the Global ReviewForm.
Admin > Excess
Help >		Provides online access to context sensitive help for the current application using the default browser.

Start Contract Dialogue Box

The Miscellaneous Invoices/Credits Dialogue Box contains the following fields:

The following data fields are contained within the Start Contract Dialogue Box:

Registration Number: 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. Only vehicles with a status of A for "Accepted" should be entered.

Current Agreement: 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 button immediately to the right of this field presents theFleet Global Search form that enables a vehicle to be found by entering search selection criteria.

Status: Located immediately to the right of the Current Agreement field. The status flag denotes the status of the agreement e.g. L(Live).

Customer Reference: 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.

Lease Type: 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.

Period of Lease: The period over which the lease agreement is taken. This information is obtained from the converted quotation and cannot be edited.

Lease Definition: 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.

Contract Distance: 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.

Sales Account: 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 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 Contractform. Following selection, the full customer name is displayed to the right of this field.

Date: Defaults in today's date. This date may be overtyped.

By clicking-on the button immediately to the right of the date fields a monthly diary form 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 form. 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.

Value: The value to be invoiced. It is to be input unsigned for an Invoice but prefixed with a negative sign (-) to generate a Credit Note.

VAT Code: The applicable VAT code for the current invoice. A single-left-click of the button to the right of this field displays a VAT Codes List Box from which the appropriate VAT rate is selected. This code has a matching VAT description. A double-left-click selects and confirms the required VAT rate (alternatively, single-left-click and select the OK command button).

VAT Amount: The system automatically updates the VAT amount dependent upon the VAT code selected. This value may be edited if required.

Analysis Code: The analysis code is to be entered if known. The invoicing routine then uses the Nominal Ledger codes associated with the selected analysis code.

The button immediately to the right of this field presents a list of currently available codes held within the Maintenance Analysis Codes file. An Analysis Type List Box is presented from which the appropriate analysis code is selected. A double-left-click selects and confirms the required type (alternatively, single-left-click and select the OK command button). Following selection, the full description for this code is displayed to the right of this field.

Description: A suitable description for the invoice is to be entered. This is normally printed at the top of the invoice, therefore, if producing a credit note, it is advisable to enter Credit Note.

Notes: Three lines of (up to) 49 characters may be entered. These lines may be left blank if an extra description is not required on the invoice.

Maintenance:

Tyres:

Residual:

Command Buttons:

Process: Selection of this button writes away the input data and allows the invoice posting and printing processes to proceed.

The invoice is not printed as part of the current creation process. As with all Fleet invoices it forms part of the End of Day verification process and is batched for processing each evening.

Provided the Miscellaneous Invoices have their own batch correctly set in the batch control option (see the Batch Control Menu options) they are independently printed.