The Release Periodic Renewals sub-form is accessed via Contract Administration / Administration Options / Release Renewals and selecting the Multiple Items Command Button followed by the Proceed Command Button. This option enables the release of renewal records for all or multiple selected vehicles.
This form is constituted of five elements, which are as follows:
In addition to displaying the form name the Title Bar provides a number of useful buttons.
The content of the Release Periodic Renewals Sub-form menu bar is as follows:
Exit
Exits to the Release Periodic Renewals (Multiple Vehicles) form.
Provides online access to a context sensitive Help form.
The content of the Release Periodic Renewals Sub-form toolbar is as follows:
Exits to the Release Periodic Renewals (Multiple Vehicles) form.
Provides online access to a context sensitive Help form.
The following data fields are contained within the Release Periodic Renewals Sub-Form Dialogue Box:
Displays one of the following renewal types selected within the previous Release Periodic Renewals (Multiple Vehicles) form:
Motor Club
Insurance
Licenses
The renewal range start date selected within the previous Release Periodic Renewals (Multiple Vehicles) form.
The renewal range end date selected within the previous Release Periodic Renewals ( Multiple Vehicles) form.
The following details are contained within the grid::
- Registration
The registration number of the selected vehicle.
- Type
A flag denoting the status of the agreement e.g. L (Live).
- Start
The start date of the renewal period.
- End
The end date of the renewal period.
- Actual
The actual cost value of the renewal item.
- Budget
The budgeted cost value for the renewal item.
- Recharge
The value of the renewal item that is to be recharged.
- R
Displays the release status flag (Y or H) denoting whether the item is to be released or held.
- Contract Ends
Displays the contract end date for reference purposes.
- Exp
A single-right-lick on any line within the grid displays the following sub-menu options:
- Hold/Release
Returns to the Release Periodic Renewals Sub-Form Dialogue Box without releasing the selected item for processing. A H is placed within the Release Flag column against the appropriate item within the Release Periodic Renewals Grid.
If the item is already on Hold then this menu option becomes Release which returns the "Held" item back to "Release" status. A Y is placed within the Release Flag column against the appropriate item within the Release Periodic Renewals Grid.
- Stop Payment
Selection of this option displays a further sub-form:
- Continue
Returns to the Release Renewals (Single Vehicle) Dialogue Box without releasing the selected item for processing. A H is placed within the Release Flag column against the appropriate item within the Release Periodic Renewals Grid.
- Stop Payment Permanently
Deletes the item from the file, preventing the invoice value from being validated and forwarded to the Accounts module.
- Edit Period and Values
- Set EDI Flag
- Delete
Deletes the item from the file, preventing the invoice value from being validated and forwarded to the Accounts module.
The following command buttons are applicable to this form:
A Y is placed within the Release Flag column against all items within the Release Periodic Renewals Grid so the selected items are released for processing.
A H is placed within the Release Flag column against all items within the Release Periodic Renewals Grid so the selected items are not released for processing.
Releases the payment for processing through to the Accounts module. The act of release enables validation and batch processing to occur within the invoice pending (Ipend) file prior to passing to the Purchase Ledger.
Enables the release renewal items to be exported to a file subsequent transferal to external systems.