The Release Renewals (Single Vehicle) form is accessed via Contract Administration / Administration Options / Release Renewals and selecting the Single Vehicle Command Button. This option enables the release of renewal records for a single selected vehicle.
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 Renewals (Single Vehicle) menu bar is as follows:
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.
Exit
Exits to the Release Periodic Renewals form.
Provides online access to a context sensitive Help form.
The content of the Release Renewals (Single Vehicle) toolbar is as follows:
Exits to the Release Periodic Renewals form.
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.
Displays the Global Review Form to assist in establishing that the selected vehicle is correct.
Provides online access to a context sensitive Help form.
The following data fields are contained within the Release Renewals (Single Vehicle) Dialogue Box:
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. Following selection, the full vehicle description is displayed to the right of this field.
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 ellipsis button (...) immediately to the right of this field presents the Fleet Global Search form that enables a vehicle to be found by entering search selection criteria. This field is automatically populated if selection is made via the Registration Number field.
Located immediately to the right of the Current Agreement field. The status flag denotes the status of the agreement e.g. L (Live).
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.
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 cannot be edited.
The period over which the lease agreement is taken. This information cannot be edited.
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.
The proposed number of miles for the vehicle that is linked to the agreement. This information cannot be edited.
Holds the following details:
- 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.
A single-right-lick on any line within the grid displays the following sub-menu options:
- Hold/Release
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.
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
Selection of this option displays a further sub-form allowing the following values to be edited prior to them being forwarded to the Accounts module:
- Period
The required renewal period e.g. 18 (for 18 months).
- Budget Cost
The budgeted cost value for the renewal item.
- Actual Cost
The actual cost value of the renewal item.
- Start Date
The start date of the renewal period.
- End Date
The end date of the renewal period.
The Update Command Button is used to confirm any edits that are made. The Cancel Command Button cancels any edits that have been made and returns to the Release Renewals (Single Vehicle) Dialogue Box.
The following command buttons are applicable to this form:
Selects the required item line within the grid.
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.
Selection of this option displays a further sub-form:
- Abort
Returns to the Release Renewals (Single Vehicle) Dialogue Box without releasing the selected item for processing.
- Release Selected Renewals
Releases the payment for processing through to the Accounts module. The act of release enables validation and batch processing to occur prior to passing to the Purchase Ledger.