This option enables the creation/editing of a posting controls table for the Maintenance elements.
To access the maintenance postings table tab:
From the Master Menu, select the Fleet Kompact option and Company required.
The Kestrel Kompact Menu is displayed.
Select the Miscellaneous Options option.
The Miscellaneous Options menu is displayed.
Select the Posting Table Set-up option.
The Posting Tables Setup form is displayed.
Select the 
icon and
select the required product from the list box e.g. Contract Hire With
Maintenance.
Select the Maintenance Tab.
Tip: The values in Slots 80 - 85 relate to the expense codes encompassing categories of maintenance spend used during the Post Invoices process within the Maintenance area and the Recharges invoicing option within the Accounting menu.
Tip: The values in Slots 86 - 88 relates to the expense codes used for used during the Renewals invoicing option within the Accounting menu.
Tip: The values in Slot 89 relates to the expense codes used during the Miscellaneous Invoicing option within a maintenance approval.
The following fields are displayed:
Description: A user-defined description associated with the Element code e.g. Maintenance. Each element and slot number are determined by the way the element is defined within the Posting Elements table.
For example, within the Posting Elements table an Element Description may be set-up for Purchase Price Variance (This handles any price variance between the quoted value and Order/invoice value). This has a Posting Element Code of PVARI with an Element Group of ORDER and MPTSLOT of 4. As a result, the Purchase Price Variance element appears in the Vehicle Purchase Tab in Slot 4.
Element: A user-defined Element code defined within the Posting Elements table.
Slot: Defines where the element appears within the tab set-up. This is determined within the Posting Elements table.
Pur Cost Ext: External purchasing costs. This field, along with the Pur Cost Int field, enable the hire company to identify P.O.S. (internal) maintenance work from third party repairs (external supplier).
Note: This distinction is only applicable when the hire company has its own workshops and uses Workshop Transfer functionality.
Tip: The expense codes for all slots (except 89) relate to the DR expense code and can be either a Profit & Loss or Balance Sheet expense code (except a control account). For Slot 89 the Dr expense will be the Sales Ledger control account. The Cr can be any Profit & Loss or Balance Sheet expense account (except control accounts).
A single-left-click within a cell of this column displays an
button.
Selection of the
Within the blank field at the top of the list box some or all of the required expense code shortname may be entered and the Shortname command button selected. All of the account codes with a shortname that meets the entered criteria are displayed in the list box below. The required code should be selected with the mouse and the OK command button used to confirm this selection.
Alternatively, this field may be left blank and selection of the Shortname command button then displays all current expense codes in alphanumeric order and the scroll bar to the right of the form used to locate the required code.
Pur Cost Int: Internal purchasing costs. This field, along with the Pur Cost Ext field, enable the hire company to identify P.O.S. (internal) maintenance work from third party repairs (external supplier).
Note: This distinction is only applicable when the hire company has its own workshops and uses Workshop Transfer functionality.
Tip: The expense codes for all slots (except 89) relate to the DR expense code and can be either a Profit & Loss or Balance Sheet expense code (except a control account). For Slot 89 the Dr expense will be the Sales Ledger control account. The Cr can be any Profit & Loss or Balance Sheet expense account (except control accounts).
A single-left-click within a cell of this column displays an
Selection of the
Within the blank field at the top of the list box some or all of the required expense code shortname may be entered and the Shortname command button selected. All of the account codes with a shortname that meets the entered criteria are displayed in the list box below. The required code should be selected with the mouse and the OK command button used to confirm this selection.
Alternatively, this field may be left blank and selection of the Shortname command button then displays all current expense codes in alphanumeric order and the scroll bar to the right of the form used to locate the required code.
Tip: In order to identify which transactions should be classified as internal and which should be classified as external reference should be made to the P/Ledger account to which the transactions are being generated. If this account code is an internal account type then the postings should use the Pur Cost Int expense code, otherwise they should use the proposed Pur Cost Ext field.
Tip 2: In order to tie up with the functionality regarding recharges both of these codes should be over-ridden when the item has been recharged. As such the order of the processing of the functionality should be:
- The PL account is identified from from Maintenance Approval.
- If account type is Iinternal then transactions should use Pur Cost Int expense code otherwise use Pur Cost Ext field.
- If the maintenance approval is to be recharged then ignore previous fields and use the Recharge cost field below.
Pur Rech: A single-left-click within a cell of this column displays an
The current method of applying a single Debit expense code to the purchase of 3rd party maintenance is acceptable to some hire companies but not to all. If a view of maintenance expenditure is to be visible in the Nominal Ledger, and if the costs incurred include items that will be reclaimed from the customer via recharge invoices, then it will present as an inflated figure. To provide a clear distinction between costs incurred which are solely the responsibility of Fraikin and those which are the responsibility of the customer (for which a reserve may be required) this field should be populated with the appropriate code.
When an invoice is processed for standard maintenance the PL Debit code receives the cost of the repair whilst the SL Credit is posted when the recharge is processed. However, this field provides an extra Debit code for processing costs which are liable to be reclaimed from the customer.
Selection of the
Within the blank field at the top of the list box some or all of the required expense code shortname may be entered and the Shortname command button selected. All of the account codes with a shortname that meets the entered criteria are displayed in the list box below. The required code should be selected with the mouse and the OK command button used to confirm this selection.
Alternatively, this field may be left blank and selection of the Shortname command button then displays all current expense codes in alphanumeric order and the scroll bar to the right of the form used to locate the required code.
Recharge: A single-left-click within a cell of this column displays an
Tip: The expense codes for all slots (except 89) relate to the DR expense code and can be either a Profit & Loss or Balance Sheet expense code (except a control account).
Selection of the
Within the blank field at the top of the list box some or all of the required expense code shortname may be entered and the Shortname command button selected. All of the account codes with a shortname that meets the entered criteria are displayed in the list box below. The required code should be selected with the mouse and the OK command button used to confirm this selection.
Alternatively, this field may be left blank and selection of the Shortname command button then displays all current expense codes in alphanumeric order and the scroll bar to the right of the form used to locate the required code.
VAT: The relevant VAT code for the selected element. The VAT code may be selected from NL VAT table by selection of the
button immediately to he right of this field.
Type I/N: One of two alternative selections may be made by using the
I: Invoice. Denotes that postings are to be made.
N: No Posting. Denotes that no postings are to be made.
RTS: This give the user the ability to amalgamate maintenance costs to an expense code using a mask facility to filter on RTS codes, by using part or all of the RTS code. eg TF1, TF2 DC, TF2 DD are all RTS codes relating to tyres. If the RTS mask is set to TF, than all RTS codes starting with TF are posted using the expense codes per Slot 82 (TYREC). If the RTS mask is blank or the RTS code does not match the filter, then maintenance costs are posted using Slot 80 (MNTCS).