Selection of the icon from the Contract Main Menu opens the Termination Review form from which various aspects of the agreement to be terminated may be viewed or edited by way of the series of tabs or via the Tools menu.
Selection of the Termination Tab enables the review and editing of all the termination calculations and charges data for the agreement.
Budgets vs Actual Grid
This table provides the Budget costs for each of the default Product Options for the selected Product Type chosen in the quotation/agreement, cross-referenced against the actual costs accrued against budget lines.
Description: The budget description e.g. Maintenance. A line is held for each of the Product Options for the selected Product Type in addition to the other elements of the agreement such as interest, depreciation, overheads, profit, etc.
Budget: The total budget value over the period of the agreement. A grand Totals is displayed at the bottom of the column.
Actual: The actual current spend for this budget line. A grand Totals is displayed at the bottom of the column.
Details Group:
This area of the form currently displays only one field.
Date Sold: The date on which the vehicle is sold. This field is populated by the Invoiced Date from the Vehicle Sale process.
Disposal Date: The date on which the vehicle was actually sold (as opposed to Invoice Date).
Charges Group
This table provides a series of pre-defined Charges slots for invoicing additional charges to the customer on termination of the vehicle. The currently available slots are as follows:
Tip: Once charges are created the Termination Charges option is used to post details of the charges through to accounts.
Excess distance: Calculated as the Final Odometer less the Est End Odo multiplied by the excess rate mileage value (for the appropriate excess break) held in the Excess and Under Mileage form.
Under Credit: Calculated as the Est End Odo less the Final Odometer multiplied by the under rate value (for the appropriate under break) held in the Excess and Under Mileage form.
Extra Days: The Extra Days row within the Charges Grid is calculated from the Extra Hire Days multiplied by the Extra Days Rate.
Refurbishment: Allows manual input of an additional charge for damage or cleaning refurbishment of the vehicle.
Collection: Allows manual input of an additional charge for collection of the terminated vehicle.
Early Term: This is the charge that is calculated (although it may be manually edited) when an Early Termination type is selected at termination.
Insurance: Allows manual input of an additional charge for insurance costs.
Auction: Allows manual input of an additional charge for any costs that may be incurred for selling the vehicle at auction on behalf of the customer.
The following fields are displayed for each row within the grid:
Description: The charge description e.g. Auction.
Charges: The total value to be invoiced for the charge. A grand Total is displayed at the bottom of the column for the sum of all the charges.
Posted Flag: A checkbox which, if ticked, denotes the charge has been posted through to accounts.
Extra Charges Group:
Periods To Invoice: A facility for charging extra rental periods at termination of the agreement. This field is manually updated.
Value to Invoice: Works in conjunction with the Periods To Invoice fields and allows a period value to be defined so that a total additional period value may be calculated.
Extra Hire Days: Calculated from the Actual End Date less the Quoted End Date. This gives the number of extra days hire if the hire extends for a small time of the original agreement period.
Extra Days Rate: This field is a calculated pure daily rental value pro-rated from the periodic rental value.
Tip: The Extra Days row within the Charges Grid is the Extra Hire Days multiplied by the Extra Days Rate.
Dates
Quoted End Date: The quoted termination date from which all the values are calculated.
Actual End Date: The actual termination date.
Stolen/Written-off: The date the vehicle is stolen or written-off. For use with a Theft and Write-Off Termination.
Odometers
Est End Odo: The estimated odometer reading calculated by taking the last known odometer reading of the vehicle and estimating the actual mileage at the estimated termination date.
Last Odometer: The last recorded odometer reading for the vehicle.
Last Odo Dated: The date the last recorded odometer reading for the vehicle was taken.
Final Odometer: The actual mileage keyed in at the termination of the contract. This is the value that Excess and Under calculations use to create actual charges to the customer.
Excess and Under
Excess Distance: The excess distance travelled over the original agreement distance (if applicable).
Under Distance: The distance travelled under the original agreement distance (if applicable).
Summary
Total Budgets: The grand total of all of the Budget costs for each of the default Product Options for the selected Product Type chosen in the quotation/agreement.
Total Actuals: The grand total of all of the Actual costs for each of the default Product Options for the selected Product Type chosen in the quotation/agreement.
Total Charges: The total of all the charges held within the Charges Grid to be invoiced on termination of the vehicle.
Total Profit: The total profit made on the agreement i.e. the Total Budgets plus the Total Charges less the Total Actuals.