This option enables the annual billing of excess distance charges. This can be done at any point within the life of the contract and not simply at the end.
This option works accoring to a number of system parameters defined within the Excess/Under Calculation Tab in the Terminations module. These are as follows:
Use variable free excess: This option is only used with the XSDUE routine. If ticked the system applies the percentage adjustment (per Variable free excess) to the Annual contractual mileage, to calculate the FREE excess miles.
Variable free excess: The percentage used to calculate the FREE miles. If the excess exceeds the FREE miles allowance then all of the excess miles are chargeable. e.g. Contractual Annual miles = 12000. Free excess = 10%. Allowance = 1200. If actual excess = 1199, then pay nothing. If actual excess = 1201, then pay for 1201 miles.
Note: Vehicles are only included in this routine if the Include in XS/Under parameter is ticked on the FM Lease type record. The calculation method for the Excess Distance Charges uses the following calc method: Excess/under miles = ANNUAL contract miles – (todate actual – last to date actual). It is not influenced by the Prorata Excess/under miles = ANNUAL Contract miles – (todate actual – last to date actual).
Force Excess Review: This works exclusively with the Excess Distance Charges routine. If ticked then both the Review Mileage and Review Value fields are activated. Any vehicles on the list, produced by the Excess Distance Charges routine are highlighted (but not omitted from process) if the value or mileage (whichever is populated) exceeds the system parameter values.
Review Value: Any vehicles on the list produced by the Excess Distance Charges routine are highlighted (but not omitted from process) if the value exceeds this value.
Review Mileage: Any vehicles on the list produced by the Excess Distance Charges routine are highlighted (but not omitted from process) if the mileage exceeds this value.
What do you want to do?
To access Excess Distance Charges:
From the Master Menu, select the Contract Administration option and Company required.
The Contract Administration Menu is displayed.
Select the Invoicing Procedures option.
The Invoicing Procedures Menu is displayed.
Select the Excess Distance Charges option
The Excess Distance Charges form is displayed.
This form is divided into four parts that are as follows:
In addition to displaying the form name the Title Bar provides a number of useful buttons.
| Menu | Icon | Description |
|---|---|---|
| File > Exit |  |
Exits the form and returns to the Invoicing Procedures menu. |
| Help > |  |
Provides online access to context sensitive help for the current application using the default browser. |
This form contains the following fields:
The form prompts that it is to raise proposed excess distance charges up the last day of the current month (as a default).
COMMAND BUTTONS:
The following command buttons are available for use within this form:
-: Enables the month for which excess invoice charges are to be generated to be reduced by a month each time the button is selected.
+: Enables the month for which excess invoice charges are to be generated to be increased by a month each time the button is selected. This cannot go past the current month.
Raise Excess Distance Charges: Generates the excess distance charges for the appropriate agreements.
Help: Displays online context-sensitive help using the default browser.