Generate Third Party Invoices

Overview

Selection of the Generate Third Party Invoices option generates a maintenance approval against the vehicle for a fixed period and amount for instances where an outside supplier looks after all or part of the maintenance for a vehicle, commonly this would be specialised equipment on the vehicle.

Within Kompact, we record any R&M contract against a vehicle or component part thereof (data includes supplier, monthly amount, start and end date of contract, etc). This routine auto generates approvals from these records on a monthly basis to the supplier for any such record that is in date range; this then results in the monthly amount being posted to the purchase ledger to match against an invoice and the cost also being posted to the vehicle history in Kompact automatically. The auto-generated approval is created, approved, closed and posted in one process with all relevant fields populated.

To access the Generate Third Party Invoices option :

1. From the Master Menu, select the Fleet Kompact option and Company required.

   The Kompact Menu is displayed.

2. Select the Miscellaneous Options option.

   The Miscellaneous Options form is displayed.

3. Select the Generate Third Party Invoices option.

   The Generate Third Party Invoices form is displayed.

This form is split into four 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

• Tools

• Help

Menu	Icon	Description
File > Exit		Exits the Generate Third Party Invoices form.
Tools > Reset Selection		Resets the selection criteria chosen within the Supplier Code and Selection Date fields below.
Tools > Generate		Auto-generated approval is created, approved, closed and posted in one process with all relevant fields populated up to a specified date following selection of the required supplier account and cut-off date.
Help >		Provides online access to context sensitive help for the current application using the default browser.

Generate Third Party Invoices Dialogue Box

This area of the form displays the following fields:

Supplier Code: Enables selection of the required supplier Purchase Ledger account code via the CRM Customer Search form.

Selection Date: Enables input of the required cut off date for invoicing suppliers.

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.

Status Bar

Displays the current progress of the invoice generation process via a series of progress bars.