Selection of the Agreement Tab enables the review of agreement information including vehicle, product and renewal dates information.
To access the agreement tab:
From the Master Menu, select the Fleet Kompact option and Company required.
The Kestrel Kompact Menu is displayed.
Select the Contract Management option.
The Contract Management form is displayed.
Select the 
icon.
The Contract Search form is displayed.
Enter the appropriate information to locate the required agreement.
Select the 
icon.
Select the 
shortcut from the menu on the left of the form.
The contract management Agreement Tab is displayed.
The Agreement Tab Dialogue Box contains the following fields:
Registration: The registration number of the vehicle associated with the selected agreement.
Agreement: The unique sequential agreement number automatically created by the Kompact system from the Next Agreement Number field within System Controls.
Customer: Consists of two fields. The first field contains the company record code (e.g. CISCO) which is created within Fleet Kompact within Miscellaneous Options / Customer Details and then linked to the CRM Company Record.
The second field contains the displays the full CRM company name.
: This icon enables access to the CRM company record maintenance form so that full details of the company may be viewed.
Driver: The driver's full name and address details are held within the CRM system. This field contains the driver's full name.
: This icon enables access to the CRM customer record maintenance form so that full details of the driver may be viewed.
Tip: The driver may be added or edited via the Change Driver option within the Tools menu.
Inv Account: Consists of two fields. The first field contains the Sales Ledger invoice account code to which invoices/credits are to be posted for this customer. Selection of the
button immediately to the right of this field displays the Customer Accounts List Box. All or part of the required account name should be entered in the search field and the Short name command button used to carry out the search. The appropriate account should be selected from the list that is returned from the search and the OK command button used to confirm this account.
The second field contains the displays the full Sales Ledger account name.
Recharge Account: Consists of two fields. The first field contains the Sales Ledger invoice account code to which maintenance recharges are to be posted for this customer. Selection of the
The second field contains the displays the full Sales Ledger recharge account name.
Variant: The full vehicle variant description imported from the default data source.
: This icon enables access to the CRM vehicle record maintenance form so that full details of the vehicle may be viewed.
Chassis: The chassis number of the selected vehicle.
Engine No: The engine number of the vehicle.
Colour: The colour description of the vehicle.
Trim: The trim style supplied to the vehicle.
Used: A checkbox which, if ticked, denotes that this is a used vehicle.
Log Book: A checkbox which, if ticked, denotes that the log book has been viewed.
Product: This consists of two fields. The first field displays the Product code (defined within Products in Miscellaneous Options. Selection of the
Note: If the agreement is created from an existing quotation then the Kompact product contains a link to the appropriate Fleet Quotation (FQ) product. (defined within Products in Miscellaneous Options.
The second field contains the description associated with the selected product.
Distance: This consists of two fields. The first field displays the proposed number of miles for the vehicle that is linked to the agreement over the period of the agreement. This information is obtained from the converted quotation and cannot be edited.
Note: If the contract distance is edited then the annual distance is adjusted to display the correct annual distance allowed.
Tip: If any distance changes have a financial implication on any contract budgets then the user is required to edit the respective budget information within the Postings Tab.
The second field displays the proposed annual miles to be travelled within the contract. This field is calculated and cannot be edited.
Period: The period over which the lease agreement is taken. This information is obtained during the manual input of the agreement or from the converted quotation and cannot be edited.
The value in this field updates the Period (months) field within the Maintenance Contract Group Box of the Warranties Tab in the CRM Vehicle record.
Tip: To change the period of a live agreement navigate to the Postings Tab and adjust the period whilst in Edit mode; any financial adjustments are also made at this point.
Frequency: This field determines the frequency of invoiced regular payments to be made within the agreement. The
accesses a drop-down list displaying currently available selections.
Fleet Type: Generally used to identify the overriding type of vehicle ownership/contract (e.g. CH - Contract Hire) to be specified for this customer.
Fleet No.: An "internal" fleet number. Some companies, for example, run all of their vehicles on their own site and as such do not require registration plates. In this case, they may choose to identify the vehicles in their own way e.g. van001, etc.
MPT: This consists of two fields. The first field displays the multi posting table code defined within Posting Tables Setup in Miscellaneous Options. Once defined, the table is then allocated against the appropriate product (in the Default MPT field) within Products in Miscellaneous Options. Selection of the
The second field contains the description associated with the selected multi posting table.
Note: Changing posting tables has a financial implication and should only be undertaken after serious consideration of subsequent consequences.
Cost Centre: This consists of two fields. The first field displays the cost centre code defined within Cost Centres in Miscellaneous Options. The second field contains the description associated with the selected cost centre code.
Tip: The Invoice break on Cost Centre checkbox within Customer Setup Details 2 Tab denotes that a customer requires invoices to be split by cost centre.
Starts: The agreement start date. This date is populated via the Start Contract option (accessed via the Tools menu or the Start icon from the Toolbar.
Ends: The expected agreement end date. (Calculated from the Start Contract date).
Note: Fully paid-up agreements may still be extended; a warning message is displayed, however, to warn that the agreement has been fully posted.
Delivery Date: This field is provided to record when the vehicle is delivered to the customer. The contents of this field is populated from the Expected Del date from the Order Details Tab on the order form when the purchase invoice is posted. Alternatively, it can be completed manually, or some users may prefer to record it automatically using the report generator.
Registered: The date that the vehicle is registered. On the basis of this date the system defines the MOT, RFL and Warranty dates.
Suspended: If the contract is suspended, utilising the Suspend Contract option (in the Tools Menu) then this field displays the date from which the customer invoicing is to be suspended.
Odometer: An estimated current distance figure based on readings taken whilst processing maintenance approvals and invoices.
Odometer - Date: The date on which the system last has a record of the vehicle odometer reading.
Tax Renewal: A user defined date field. If the vehicle variant selected is form an existing CRM record then any dates relating to the RFL renewal are automatically populated in the agreement record from the Registered date. Any subsequent agreement RFL renewal date changes are synchronised to the corresponding CRM vehicle record.
Tax Renewal Checkbox: A checkbox which, if ticked, denotes that the road fund licence is to be renewed on the above date.
MOT renewal: A user defined date field. If the vehicle variant selected is form an existing CRM record then any dates relating to the MOT renewal are automatically populated in the agreement record from the Registered date in association with the 1st MOT After (Months) field in the Service/Warranty Tab of the Model Variants form. Any subsequent agreement MOT renewal date changes are synchronised to the corresponding CRM vehicle record.
Motor Club Renewal: A user defined date field. This is defined either at contract upload or by editing the agreement details. If the vehicle variant selected is form an existing CRM record then any dates relating to the Motor club renewal are automatically populated in the agreement record from the Registered date. Any subsequent agreement Motor club renewal date changes are synchronised to the corresponding CRM vehicle record.
Warranty End: The warranty expiry date. A user defined date field. This is defined either at contract upload or by editing the agreement details. If the vehicle variant selected is form an existing CRM record then any dates relating to the Warranty End are automatically populated in the agreement record from the Registered date. Any subsequent agreement Warranty End date changes are synchronised to the corresponding CRM vehicle record.
Initial Invoice: A checkbox which, if ticked, denotes that the initial invoice has been generated.
Rentals Invoiced - Date: The date on which the selected agreement was last invoiced.
Invoiced Periods: The number of periods that have been invoiced for the agreement (including the advance rental) e.g. 10.
Periods Uninvoiced: The number of months hire currently uninvoiced e.g. 12 (excluding initial rentals).
Budgets Posted - Date: The date on which budgets were last posted for the agreement.
Last Posted - Period: The number of budgets that have been posted for the agreement (excluding any terminal pause) e.g. 10.
Budgets Unposted: The number of budgets yet to be posted e.g. 12 (including any terminal pause budgets).
Finance Repaid - Date: The date on which the funding repayments run was last made.
Last Repayment - Period: The number of finance repayments repaid (including advance rental repayments) e.g. 10.
Periods To be Repaid: The number of months finance repayments currently outstanding (excluding advance rental repayments) e.g. 12.
Date Sold: The date that the vehicle is sold using the Remarketing Tab within the Terminations area.