Initial Rentals

Overview

Selection of the icon from the Accounting Main Menu opens the Initials Rentals form that initiates the following sequence of events:

Generation of Invoices: Prints the initial rental invoices to the currently selected printer.

Posts to Transaction Log: All those initial rentals 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.

Note: Recharges (for example, the recharge element of a maintenance approval) are set to a status of R. They are not moved to the Nominal Ledger Invoice Buffer but are left pending awaiting user interaction. The Recharges menu option must be run from the Accounting menu to move the status forward to X.

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.

What do you want to do?

See also:

Menubar and Toolbar

To access the initial rentals 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 icon.

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 > Exit		Enables the Initial Rentals form to be exited.
File > Search		Searches for all agreements that have outstanding initial rental invoices that meet the selection criteria that is entered. The system then displays a Printer Selection List Box form so that the required printer on which the initial rentals are to be printed may be selected. Following selection of the appropriate printer the OK command button proceeds with the initial rental invoice procedure. Agreements are merely reported on until the Post to accounts check box is selected below; only then are postings made for initial 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.

Initial Rentals Dialogue Box

This area of the form displays a number of fields that act as selection criteria for locating the required initial rentals to be invoiced.

Registration: Initial rental search routine can limit the production of initial rental 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.

Credit: Check box which, if selected, enables the generation of initial rental credits. The crediting of invoices could be for one, several or all rentals for an agreement.

The format stationery needs to be modified - Description of Credit Note, rather than Invoice, etc. The production of credit notes are recorded in the audit event log.

Agreement: Initial rental search routine can limit the production of initial rental invoices to: a specific agreement only (by entering an agreement number within this field); all agreements by (satisfying any other additional selection crieria 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: Initial rental search routine can limit the production of initial rental 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 initial rental search routine can limit the production of initial rental 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 initial rental search routine can limit the production of initial rental invoices to: a specific product only (by using the button to enter 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).

Invoice Account: Sales Ledger invoice account code to which invoices are to be posted for this customer.

The initial rental search routine can limit the production of initial rental invoices to: a specific Sales Ledger account only (by using the button to enter 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.

Frequency: This field denotes the frequency of invoiced initial payments to be made within an agreement. The button accesses a drop-down list displaying available frequencies.

The initial rental search routine can limit the production of initial rental invoices to: invoices of a specific frequency only (by entering a frequency within this field for example, Quarterly) or all frequencies (by leaving this field blank).

Rentals In Month: Initial rental search routine can limit the production of initial rental 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 initial rentals are to be invoiced for agreements. Initial rentals 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: Initial rental search routine can limit the production of initial rental 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 initial rentals are to be invoiced for agreements. Initial rentals 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 printed 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 initial rental 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 for initial rentals.

Progress Bar

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