This 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.
What do you want to do?
The following step by step process should be followed:
In order to use the Periodic Excess Mileage Invoicing functionality the Periodic excess distance invoicing checkbox in the General 2 Tab of System Parameters must be ticked.
It must be ensured that the Product used within the agreement is defined as using Excess Mileage. This is done by ticking the Use XS dist in Financials checkbox in the Product background table in Miscellaneous Options to ensure that the Excess/Under mileage line is displayed on the Financials Tab.
The Periodic excess distance invoicing checkbox in the General 2 Tab of System Parameters enables the display of the ??? (Excess Distance) icon in the Accounting Menu Bar in the Contact Management option. However, it may only be viewed by users who have the Edit Excess/Under checkbox ticked in their User Permissions file.
Populating the Periodic Excess Tab
This tab is only enabled if the Periodic Excess Distance Invoicing checkbox is ticked in the General 2 Tab of System Parameters. This creates the additional tab within the agreement.
The Periodic Excess checkbox is populated according to how the Product has been defined. If the Use XS dist in Financials checkbox in the Product background table is ticked then this checkbox is ticked as a default. It can, however, be edited if the user has edit permissions.
The Excess Frequency field defaults to the value of the agreement Frequency (held in the Agreement Tab and determining the frequency of invoiced regular payments). It can, however, be edited if the user has edit permissions.
The Next Periodic Excess date is first set when the agreement becomes Live and is determined by the agreement Start Date plus the Excess Frequency field. It is then subsequently determined by the selected frequency type.
The next three fields are all populated following the Excess Distance run (detailed below).
The Last Excess Period shows the last period for which periodic excess invocing has been run for this agreement.
The Last Excess Distance shows the odometer reading at the last period for which periodic excess invocing has been run for this agreement.
The Excess Distance Charge To-date shows the current cumulative excess distance charge.
Generate Excess Distance Charges
Select the ??? (Excess Distance) icon from the Accounting Menu Bar in the Contact Management option.
The Excess/Under form is displayed. Enter the
required selection criteria and select the 
icon. The system searches for all agreements that have outstanding postings that meet the
selection criteria that is entered. 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. An Accounts Postings Run form is displayed
prompting ??? agreement(s) found to process. Are you sure you wish to continue?
(where ??? is the number of agreements found to process). Selection of the Yes
command button results in the display of the Printer Selection List Box form so that the
required printer on which the postings reports is to be printed may be selected. Following
selection of the appropriate printer the OK command button proceeds with
the monthly postings procedure. An output type (Print, HTML, display, etc) can also be
selected.
Following validation of the invoicing report select the Post To Accounts checkbox to generate the postings.
The system determines the current odometer reading and calculates the estimated mileage that should have been driven up to this period of the agreement. The necessary excess/under mileage calculation can then be performed. This is multiplied by the pence per mile value to establish the cummulative excess/under charge to date.
The Last Excess Period, Last Excess Distance and Excess Distance Charge To-date fields are subsequently updated in the Periodic Excess Tab.
On the following exess/under invocing run the system performs the necessary excess/under mileage calculation again but subtracts what has previously been invoiced.
