This tab contains a number of Document Types that are used in conjunction with the accounts system for the appropriate allocation of document numbers in addition to a number of general parameters.
To access the General Tab:
From the Master Menu, select the Fleet Kompact option and Company required.
The Kestrel Kompact Menu is displayed.
Select the System Maintenance option.
The System Maintenance menu is displayed.
Select the System Parameters option.
The following fields are displayed:
Document Types:
Invoice Document Type: The invoice document code is set to FK. This code cross-references with the Journal Class and Journal Type within Nominal Ledger / System Maintenance / Document Numbers and locates the next available document number for an FK Sales Invoice (SI) by finding it in the Next Document Number column.
Tip: For example, as the Invoice Document Type is set to FK, the system (within Nominal Ledger / System Maintenance / Document Numbers) looks at the Journal Class column to locate the SI (Sales Invoice) code, then locates FK in the Journal Type column, verifies the appropriate Accounts Company and finally cross-references the appropriate Next Document Number.
Monthly Run Document Type: The accounts monthly run document code is set to MT. This code cross-references with the Journal Class and Journal Type within Nominal Ledger / System Maintenance / Document Numbers and locates the next available document number for an MT Sales Invoice (SI) by finding it in the Next Document Number column (see above).
Finance Repayment Doc Type: The finance repayment document code is set to FR. This code cross-references with the Journal Class and Journal Type within Nominal Ledger / System Maintenance / Document Numbers and locates the next available document number for an FR Sales Invoice (SI) by finding it in the Next Document Number column (see above).
Misc Invoice Document Type: The miscellaneous invoice document code is set to MI. This code cross-references with the Journal Class and Journal Type within Nominal Ledger / System Maintenance / Document Numbers and locates the next available document number for an MI Sales Invoice (SI) by finding it in the Next Document Number column (see above).
Order Document Type: The finance repayment document code is set to FO. This code cross-references with the Journal Class and Journal Type within Nominal Ledger / System Maintenance / Document Numbers and locates the next available document number for an FO Sales Invoice (SI) by finding it in the Next Document Number column (see above).
General:
Force Approval Codes: Enforces entry of both a Class and Operation code when creating a maintenance approval.
Use Fleet Quotes Module: A checkbox which, if ticked, denotes that the Fleet Kompact module is to be used in conjunction with the Fleet Quotations module. This enables the Kompact system to import quotations created within the Kestrel FQ Quotations module.
Tip: If this checkbox is not ticked then three additional tabs are displayed within system parameters enabling input of information that would otherwise have been defined with the Fleet Quotations module. These tabs are RFL Details, Heavy RFL and Product Descriptions.
Use Default Customer: A checkbox which, if ticked, denotes that when the Use Fleet Quotes Module is ticked then the system will utilise a default FK.custo record and obtain the customer information required from the quotation itself.
If the Use Fleet Quotes Module field is blank the processing included in this specification is ignored. If the Use Fleet Quotes Module is ticked and the Use Default Customer is blank then this processing is ignored. If Use Fleet Quotes Module is ticked and Use Default Customer is ticked the following new processing is enabled:
In Contract Management when creating a new agreement if the Agreement Source is equal to Fleet Quotation the following checks are required.
At the point in the process where the FK.custo record is loaded a new check is required. If a corresponding FK.custo record is identified this FK.custo record is used in the agreement creation process, if No FK.custo record is identified the following details are obtained from Fleet Quotations and CRM:
Customer Name = Derived from FQ.quote.CUSMAGIC to find linked Company Magic
Contact Name = FQ.quote.CUSMAGIC
Customer = Will always be set to DEFAULT
Invoice Account = Account Code MK.compy.ACCOUNT
The agreement creation process then follows existing processing
As a prerequisite an FK.Custo record called DEFAULT must be setup. This setup requires the use of Dummy CRM Company and Customer records.
It is also suggested that for larger customers (i.e. more than 1 agreement) an FK.custo record should still be created to allow consistant rules to be applied across the fleet.
Allow Creation of SL Accounts: Enables the automatic creation of a sales ledger account when creating CRM Company record.
Auto Focus to Agreement Status: After the selection of an agreement within Contract Management, the focus for the shortcut menu is on the agreement icon and therefore the agreement tab.
Update CRM Vehicle Contract Details: A checkbox which, when ticked, enables the system to update the vehicle CRM record (CRM Details), with the updated Kompact information, e.g. MOT or Road Tax renewal dates.
Max Period Allowed During Contract Edit: Stipulates the maximum period for an agreement that a user may enter when editing an agreement.
Apply Odometer Edits: A drop-down list that enables selection of the following options:
All Periods: Automatically sets the system to apply a mileage adjustment to all periods if the contract distance is edited.
From a specific period: Prompts the user to define from which period within the agreement that the mileage edit should be applied from.
Prompt during edit: Allows the user via a prompt form to choose from either of the above options.
Post to Accounts on Stop: A checkbox which, if ticked, allows invoices to be posted to Sales Ledger accounts, which are on stop.
RTS Warranty Match: Within the Approval Issue form if an RTS code is selected for which recent equivalent (or similar) work has been carried out then (if the RTS codes have been structured correctly) previous approvals carried out with an exact match RTS code will be displayed in the Warranty Search Details at the top of the list whilst related items which partially match the (possibly 24 digit) RTS code will be displayed further down the list.
If a match for the whole RTS code is required in order to display the Warranty Search Details form then the this field should be left at 0 (zero) i.e. turned off. If a match for a specific number of RTS code characters is required then this number should be defined within this field.
Variable Funding Payment: A checkbox which, if ticked, allows the initial amount to be varied (the advance amount becomes editable by the user when allocating a funding agreement) and also enables the two checkboxes immediately below it which, if ticked, create new slots on the posting table for posting the initial funding amount.
Allow for storage and analysis of extra information regarding the finance deposit on the finance agreement. The extra fields hold the option to purchase fee, (this also has a separate VAT code) and an initial documentation fee. These values are posted as part of the funding postings. The initial payment is separated into 3 fields to allow the input and posting of the new individual amounts: the Capital element; the option to purchase fee (with separate VAT code); the initial document fee. The value of all 3 of these added together form the initial amount to be posted to the purchase ledger on the Finance Self Billing (FSB) document.
Document Fee: A checkbox which, if ticked, creates a new slot in the Funding Tab of the Posting Table Setup called Funding Document Fee. The field then becomes active on the Create New Funding Agreement form.
Option to Purchase Fee: A checkbox which, if ticked, creates a new slot in the Funding Tab of the Posting Table Setup called Funding Option to Purchase. The field then becomes active on the Create New Funding Agreement form.
Note: When calculating the amount of capital repayment for the initial amount the system only uses the figure held in the Initial field (denoted as capital) and does not include the option to purchase fee or the documentation fee. When creating the initial Finance Self Billing for the purchase ledger, the system uses all 3 initial fields, applying the VAT from the relevant posting slot in the Kompact posting elements file (FK pelem).
Stepped Depn?: A checkbox which, if ticked, enables the Stepped Depreciation functionality. This process gives the ability to step (annually) depreciation over some or all of the periods of a contract. This method may be required if it is decided to depreciate more in the early years than the later years of a contract. This process allows the user to input depreciation on a year by year basis as a percentage value. Standard Residual Value Templates are used to streamline the process and these are stored at variant level. On creating a new agreement the system presents the user with a default Depreciation Template and depending on priority the values may be amend as necessary.
Use Cust ET Charge %: A checkbox which, if ticked, enables Early Termination charges to be calculated using a percentage value held against the customer record. i.e. the standard termination charge can be modified by a pre-determined percentage set at customer level. The customer termination charge is set within the Company Setup (Details 3 Tab) table.
The standard Early Termination Charge represents the total of the Outstanding rentals. If the existing Early termination Charge was calculated as £5675.30, then using a new parameter on the Kompact Customer record (set at 30%) the Early Termination charge would be calculated as:- £5675.30 x 30% = £1702.59.
Maintenance:
Use Default Repairer: A checkbox which, if ticked, the default repairer functionality is visible to the user and functioning; if not ticked, the functionality remains dormant in the background. This functionality enables a default repairer to be added to the vehicle record which is used when a new order/booking is created; this enables the Repairer details to be defaulted in to the Repairer Tab when a new maintenance authorisation is created. The default repairer is initially added in Contract form in the manual agreement upload process and is subsequently held and displayed in the Ancillary Data Tab within the Maintenance form of the agreement.
Use Maintenance Booking Reference: A checkbox which, if ticked, enables the maintenance booking functionality. This generates a booking reference number which is independent of the maintenance approval number (although it does function in the same way as the approval number generation process i.e. it is a unique sequential number and there is only one booking reference number per approval). The booking reference number is generated by the Last Booking Reference System Control and is subsequently held and displayed in the Misc Tab of the Maintenance form. The Booking Reference field is populated with the Last Booking Reference + 1 when the
icon is selected to generate an approval.
Use Rejection Reasons and Codes: A checkbox which, if ticked, enables the approval rejection reason functionality. When an approval is rejected, this functionality enables the Rejection Reason code field in the Invoice Details Tab of the approval so that a rejection reason code to be entered for reporting purposes. A rejection reason document may also be produced at this stage to send with the returned invoice to the supplier. The Rejection Reasons Codes tables is held within Miscellaneous Options. Once a rejection reason has been entered then the Print Authorisation Rejection option may be taken from the Tools menu to print a document to send with the returned invoice to the supplier. This document is a standard Kompact format and it is held against the associated Rejection Reasons record.
Excess: