Finance Self Billing

Overview

Opens the Finance Self Billing form that initiates the following sequence of events:

Generation of Self Billing Invoice: >The system looks at the agreement to establish if it has a Finance House allocated against it in the Agreement 2 Tab. It then establishes if the agreement has been self-billed up to this point or not. The system then generates (and prints to the currently selected printer) the self billing invoice to the finance house that is funding the agreement.

Posts to Transaction Log: All those self billing invoices 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 Purchase Ledger must be printed so that the transactions are posted to the appropriate accounts (as defined in the Agreements 2 Tab. This may be done manually by the user or within Timed Operations overnight.

What do you want to do?

See also:

Menubar and Toolbar

To access the finance self billing 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 (the icon may have to be used to locate this option).

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
Reports
Admin
Help

Menu	Icon	Description
File > Clone
File > Exit		Enables the Finance Self Billing form to be exited.
File > Search		Searches all agreements to establish if they have a Finance House allocated against them in the Agreement 2 Tab. The system then establishes if the agreement has been self-billed up to this point or not and that it meets the selection criteria that is entered. The system then displays a Printer Selection List Box form so that the required printer on which the self billing invoices are to be printed may be selected. Following selection of the appropriate printer the OK command button proceeds with the self billing finance procedure. Agreements are merely reported on until the Post to accounts check box is selected below; only then are postings made for regular rentals.
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 the CRM module 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 maintenance operations precluding the need for the maintenance controller to switch forms in order to access general information.

Finance Self Billing Dialogue Box

This area of the form displays a number of fields that act as selection criteria for locating the required agreements to be self-billed.

Registration: Self billing search routine can limit the production of self billing invoices to: a specific vehicle registration number; all registration numbers (by leaving the question marks in place within this field); or, a number of registration numbers (by using the question mark wild cards - for example, Y531????? would find all vehicles with a registration beginning with Y531.

Agreement: Self billing search routine can limit the production of self billing invoices to: a specific agreement only (by entering an agreement number within this field); all agreements by (satisfying any other additional selection criteria within the form) leaving this field blank.

Selection of the button immediately to the right of this field displays a Contract Search form that enables an existing agreement record to be found.

Customer: Self-billing search routine can limit the production of self-billing invoices 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 button immediately to the right of this field displays a Customer Search form that enables an existing company record to be found.

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 finance self-billing search routine can limit the production of self-billing invoices to: a specific fleet (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.

Product: Product code (defined within Products in Miscellaneous Options and held in the Agreement Tab.

The finance self-billing search routine can limit the production of self-billing invoices to: a specific product only (by entering a product code within this field); all products (by leaving the question marks in place within this field); or, a number of products (by using the question mark wild cards - for example, CH?????? would find all products beginning with CH; all contract hire products, for example, could be invoiced provided the coding is suitably arranged).

Selection of the button immediately to the right of this field displays a Products Search form that enables an existing product record to be found.

Finance Account: Finance House Sales Ledger account code (allocated against the agreement in the Agreement 2 Tab) to which self-billing invoices are to be posted.

The finance self-billing search routine can limit the production of self-billing invoices to: a specific Sales Ledger account only (by entering an SL Code within this field); all 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, F???? would find all accounts beginning with F such as F0001, etc.

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.

Rentals In Month: Finance self-billing search routine can limit the production of self-billing invoices by date criteria. This field is used in conjunction with the following To Month field in order to establish a range of dates between which self-billing invoices are to be invoiced for agreements. Self-billing invoices due on or after the date entered in this field will be invoiced.

By clicking-on the button to the right of the date field a monthly diary form is displayed in order to assist in establishing the correct date criteria. Selection of the < button moves to the previous month and the > button moves to the next month. Selection of Exit exits the diary form. A double-click on the appropriate day of the month enters this date into the date field. This field defaults to today's date.

To Month: Finance self-billing search routine can limit the production of self-billing invoices by date criteria. This field is used in conjunction with the previous Rentals In Month field in order to establish a range of dates between which self-billing invoices are to be invoiced for agreements. Self-billing invoices due on or before the date entered in this field will be invoiced.

By clicking-on the button to the right of the date field a monthly diary form is displayed in order to assist in establishing the correct date criteria. Selection of the < button moves to the previous month and the > button moves to the next month. Selection of Exit exits the diary form. A double-click on the appropriate day of the month enters this date into the date field. This field defaults to last day in the current month.

Invoice Dated: Date that is to be generated on any invoices that are produced using the above selection criteria.

By clicking-on the button to the right of the date field a monthly diary form is displayed in order to assist in establishing the correct date criteria. Selection of the < button moves to the previous month and the > button moves to the next month. Selection of Exit exits the diary form. A double-click on the appropriate day of the month enters this date into the date field. This field defaults to today's date.

Post to accounts: Selection of the Searches for all agreements that have outstanding self billing invoices that meet the matching the selection criteria that is entered. These agreements are merely reported on until this check box is selected; only then are postings made.

Progress Bar

A series of blue squares display the progress that is being made within the search process.