Agreement

Overview

Selection of the Agreement icon from the Contract Main Menu opens the Agreement Review form from which various aspects of the currently selected agreement may be viewed or edited by way of the series of tabs or via the Tools menu.

What do you want to do?

Agreement Form

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

Title Bar

In addition to displaying the form name the Title Bar provides a number of other useful identification criteria and buttons.

Menubar and Toolbar

File
Edit
Tools
Reports
Admin
Help

Menu	Icon	Description
File > New		This displays the Create Contract wizard so that a new agreement may be created by way of either an existing fleet quotation or Manual input.
File > Open		This displays the Fleet Global Search form that enables an agreement to be found by entering search selection criteria.
File > Close		Closes an agreement record that is currently open for editing purposes.
File > Edit		Enables the current agreement record to be opened for editing. The edit button will switch from display to edit mode allowing editing to take place. Each user must have permission set correctly within the Kompact User Permissions option to use this option. When the edit mode is selected editing of the record is allowed.
File > Recent		Displays a list of the 10 most recently accessed agreements for the current user. A contract shown on the list may be selected to load it without having to go through the search routine.
File > Save		Saves any edits that are made to the currently open record. Existing details held for the contract are overwritten. If important fields are amended the changes may be audited. To view the audit take the Properties option from the File menu and then select the Audit Tab.
File > Print		Enables a number of print options depending upon the area of the agreement (Order, Agreement, Maintenance, Termination, etc) currently being accessed. For example, within Orders, this option displays all of the Order formats that are set-up within the Quick Reports Tab within Fleet Kompact / System Maintenance / System Parameters. Following selection of the required print format the Print Order form is displayed that, in the Order example, enables a vehicle purchase order to be printed (but only when the vehicle has a nominated supplier). As soon as it is printed the contract is moved to Order in Progress status.
File > Properties		Displays the Properties form which keeps an audit of events within the agreement.
File > Exit		Exits the current form and returns to the previous menu. If the agreement has not been saved then the user is prompted to confirm that they wish to save and exit the agreement or cancel.
Edit > Notes		Displays the Notes Sub-Menu that enables notes to be accessed, created and edit for various areas of the system.
Tools > Start Contract		Displays the Start Contract form which validates that certain essential values are present before the start date is entered and the agreement started.
Tools > Raise Initial Rental		Prompts Are you sure you wish to Raise an Initial Rental?. Selection of the Yes command button results in the prompt of an Initial Invoice Date form allowing entry of the required date and then the display of the Printer Selection List Box so that an appropriate printer may be selected for printing the initial rental invoice. There is also an opportunity to raise the initial rental for the agreement within the Start Contract process. If both these opportunities are declined there is also a facility to raise initials via Initials Rentals function within the Accounts Menu..
Tools > Edit Finance		Opens the Edit Finance form from which product details and values may be edited.
Tools > Miscellaneous Invoice		Displays the Miscellaneous Invoice form that enables the creation of a miscellaneous invoice which is linked to the currently selected agreement.
Tools > Amend Registration		The Amend Registration form enables the registration number of the vehicle to be changed. This is an audited event.
Tools > Suspend Contract		The Suspend Contract form enables the suspension of invoicing to the customer while allowing budget postings to go through to the Nominal Ledger each period.
Tools > Change Driver		This option displays the Change Driver form which enables a new or alternative driver record to be allocated to an agreement.
Tools > Change Customer		The Change Customer form enables an agreement to be allocated to an alternative customer/SL account code.
Tools > Excess and Under Distance		The Excess and Under Mileage form is used to view or edit the excess/under mileage rates and corresponding mileage breaks.
Tools > Contract Services		Displays the Contract Services form that enables selection from the current list of available Contract Services codes. This form can only be edited if the User has the required permissions level in the Edit Contract Services field in the Kompact Tab of User Permissions.
Reports > Order, Agreements, Maintenance, Terminations, Customers		This menu option provides access to a number of reports (and Quick Mail - a pre-defined email relevant to the specific area from which it is accessed). Once written within RepGen an button may be used to located and select these reports for inclusion within this menu list within the appropriate area column in the Quick Reports Tab within Fleet Kompact / System Maintenance / System Parameters. The required email format for inclusion in this menu list is defined within ??? Quick Mail field (where ??? denotes the appropriate area).
Admin > Administrator		Accesses Administrator mail and diary functions.
Admin > CRM		Accesses CRM and its associated Company, Customer and Vehicle records.
Help >		Provides online access to context sensitive help for the current application using the default browser.

Status Bar

The Status Bar provides general information regarding the selected vehicle and contract details. It remains visible for all agreement operations precluding the need to switch forms in order to access general information.

Agreement Dialogue Box

This area of the form is divided into a series of tabs which are as follows:

Agreement Tab: Enables the review of agreement information including vehicle, product and renewal dates information.

Agreement 2 Tab: Enables the review of additional agreement information including finance funding, vehicle codes and product services information.

Financials Tab: Selection of the Financials Tab enables the review of rental details, finance details and budget lines.

Postings Tab: Selection of the Postings Tab enables the display of a visual representation of the financial postings for the agreement initiated via the Postings icon from the Accounting Menu

Miscellaneous 1 Tab: Enables entry of miscellaneous details with regard to the administration of an agreement.

Miscellaneous 2 Tab: Enables the review and editing of user-defined document fields against the agreement; the system enables the tracking of the receipt for defined documents (or, whether these documents are actually required for the current agreement).

Customer Tab: Selection of the Customer Tab enables the review of Customer and Company Record information.

Driver Tab: >Enables the review of information relating to the driver who is currently attached to the the agreement/vehicle.

Specification Tab: Enables the review or editing of technical details relating to the vehicle or individual specification item. This process is largely used for commercial vehicles or for cars that have complicated specification items.

History Tab: Selection of the History Tab on the top section of the form, enables a review all the previous work that has been carried out against the selected vehicle. The information is shown in summary format. Please refer to the section History Review for an extended analysis of maintenance history repair items.

Escalate Tab: Selection of the Escalate Tab enables the review of the data that is populated with the selections that were made within the Escalate Tab of the Quotation Finance Review form. On the anniversary of the Contract Start Date the Escalation process within the Accounts area will locate this agreement and escalate the appropriate elements by the percentage values held within this Tab.

Periodic Excess Tab: This tab contains a number of fields relating to Periodic Excess Invoicing.

This tab is only enabled if the Periodic Excess Distance Invoicing check box is selected in the General 2 Tab of System Parameters.

Linked Agreements Tab: This tab contains any agreements (parent or child) linked to the current agreement.

This tab is only enabled if the Linked Agreements check box is selected in the General 2 Tab of System Parameters.

Status Bar

Displays a textual description of where the user is currently located within the system.

sah 10/11/05