Overview
The Excess/Under form is used to view and ultimately post transactions for excess/under mileage agreements and initiates the following sequence of events:
Posts to Transaction Log: All the accounts end-of-month postings meeting the selection criteria are posted to the transaction log.
Status set to X: All transactions posted to the transaction log are set to a status of X and transferred to the Nominal Ledger Invoice Buffer.
Relevant Daybooks Printed: Daybooks in the appropriate ledger must be printed so that the transactions are posted to the appropriate accounts. This may be done manually by the user or within Timed Operations overnight.
This form is split into six parts that are as follows:
In addition to displaying the form name the Title Bar provides a number of other useful identification criteria and buttons.
What do you want to do?
To access the excess/under form:
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 Accounting menu bar from the icon menu on the left of the form.
Select the 
shortcut.
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.
Status Bar
The Status Bar provides general information regarding the selected vehicle and contract details. It remains visible for all operations precluding the need to switch forms in order to access general information.
Excess/Under Dialogue Box
This area of the form displays a number of fields that act as selection criteria for locating the required monthly postings to be made.
Registration: Excess/Under search routine can limit the production of postings to: a specific vehicle only by entering a specific registration number within this field); all vehicles (by leaving the question marks in place within this field); or, a number of vehicles (by using the question mark wild cards - for example, Y53????? would find all vehicles with a registration number beginning with Y53.
Agreement: Excess/Under search routine can limit the production of postings to a specific agreement only by entering an agreement number within this field). The
button may be used to locate the required agreement.
Customer: Postings search routine can limit the production of postings to: a specific customer only (by entering a company code within this field); all customers (by leaving the question marks in place within this field); or, a number of customers (by using the question mark wild cards - for example, FRE????? would find all customers whose name begins with FRE.
Selection of the
Invoice Account: Postings search routine can limit the production of postings to: a specific Sales Ledger account only (by entering an account code within this field); all Sales Ledger accounts (by leaving the question marks in place within this field); or, a number of accounts (by using the question mark wild cards - for example, A12????? would find all accounts beginning with A12.
Selection of the
Fleet Type: Generally used to identify the overriding type of vehicle ownership/contract (for example, CH - Contract Hire) to be specified for this customer.
Tip: Fleet Type is held within the Agreement Tab.
The postings search routine can limit the production of postings to: a specific fleet type (by selection of a specific fleet type code within this field); all fleet types (by leaving the question marks in place within this field); or, a number of fleet types (by using the question mark wild cards - for example, A? would find all fleet types beginning with A.
Frequency: This field is only enabled if the Periodic Excess Distance Invoicing check box is selected in the General 2 Tab of System Parameters. The Periodic Excess Mileage Invoicing functionality provides the facility to regulate, by frequency, when invoices or credits are generated by the system. This is achieved by the generation of a next invoice date driven by frequency. For example a contract starting 1st January 2006, with a quarterly frequency will be eligible for inclusion on 1st April 2006. The excess mileage postings search routine can limit the generation of postings to agreements with a Next Periodic Excess date (held in the Periodic Excess Tab) that falls within the selected invoicing date period. Users can use this field to limit the generation of excess/under mileage invoices to those that fall within a particular frequency type for example, Monthly, Quarterly, etc.
Invoices From Month: Postings search routine can limit the generation of postings by date criteria. Transactions on or prior to the date entered in this field are posted.
By clicking-on the
To Month: Used in conjunction with the above field. The postings search routine can limit the generation of postings by date criteria. Transactions on or prior to the date entered in this field are posted.
By clicking-on the
Invoice Dated: Date to be generated for and printed on the Excess/Under Invoices/Credits. This defaults to today's date and cannot be edited.
By clicking-on the
Post To Accounts: Check box which, if selected, generates the postings. If his check box is not selected then the system only generates a report of the postings to be made.
Tip: It is useful to leave this field cleared and generates a report of the postings to be made prior to generating the postings themselves. In this way, errors may be identified and rectified prior to posting.
Progress Bar
A series of blue squares display the progress that is being made within the search process.
